Agenda of Council Meeting - Thursday, 9 October 2025

Te Rārangi Take
Order of Business

1.0	Opening Prayer – Karakia Whakatūwheratanga
2.0	Apologies & Leave of Absence – Ngā Whakapāhatanga me te Wehenga ā-Hui At the close of the agenda no apologies had been received. At the close of the agenda no requests for leave of absence had been received.
3.0	Conflict of Interest – He Ngākau Kōnatunatu Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting. If a Member thinks they may have a conflict of interest, they can seek advice from the General Counsel or the Manager: Democracy and Governance (preferably before the meeting). It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.
4.0	Confirmation of Minutes – Te Whakamana i Ngā Miniti There are no minutes to be confirmed.
5.0	Stopping of Part of Iona Road for the Iona Structure Plan	7
6.0	Council Interregnum	13
7.0	Risk and Assurance Committee Recommendation from 30 September 2025 meeting	17
8.0	Adoption of Annual Report and Annual Report Summary for the year ended 30 June 2025	19
9.0	Minor Items – Ngā Take Iti
10.0	Urgent Items – Ngā Take Whakahihiri

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Thursday, 9 October 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Bruce Conaghan, Transportation Policy and Planning Manager

Te Take:

Subject:

Stopping of Part of Iona Road for the Iona Structure Plan

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from Council to proceed with the stopping of part of Iona Road in accordance with Section 319, Schedule 10 of the Local Government Act 1974.

1.2 The Iona Structure Plan, adopted and effective in September 2018, identified the requirement for a portion of the southern end of Iona Road to be realigned. To achieve this, a portion of the southern end was required to be stopped and a new link to Middle Road provided.

1.3 The proposed road stopping was notified to the public on 16 August 2025 and 23 August 2025 for a period of 40 days with submissions closing on 26 September 2025, as required by the Local Government Act 1974. Given that no submissions had been received in the requisite consultation period, Council can move forward with the stopping of the relevant portion of Iona Road.

1.4 On that basis, Council can now resolve to stop that part of Iona Road defined as Section 5 on SO 616717 and noting that Section 1 on SO 616717 would be swapped with CDL Land New Zealand Limited to provide a realigned Iona Road link to Middle Road and vested as legal road.

1.5 In addition, it is recommended that the Chief Executive be delegated authority to complete the procedures stipulated in Section 319, Schedule 10 of the Local Government Act 1974 to effect the road stopping.

2.0 Recommendations - Ngā Tūtohunga

A) That Council receive the report titled Stopping of Part of Iona Road for the Iona Structure Plan dated 9 October 2025.

B) That Council resolve to stop that part of Iona Road defined as Section 5 on SO 616717 and noting that Section 1 of SO 616717 would be swapped with CDL Land New Zealand Limited to provide a realigned Iona Road link to Middle Road and vested as legal road.

C) That the Chief Executive be delegated authority to complete the procedures stipulated in Section 319, Schedule 10 of the Local Government Act 1974 to effect the road stopping.

3.0 Background – Te Horopaki

3.1 The Iona Structure Plan was adopted by Council and became effective in September 2018. The proposed road network contained in the Iona Structure Plan included improvements to the Middle Road / Iona Road / Gilpin Road intersection. This intersection would be replaced with two “T” intersections with some distance between them. To effect this, the southern portion of Iona Road was realigned with a new link to Middle Road.

3.2 A report to commence the road stopping process was presented to Council on 22 July 2025. From that meeting, Council resolved (inter alia) :

“That Council approve the initiation of the road stopping process as defined in the Local Government Act 1974 for that portion of Iona Road identified as Area E on the Iona Middle Land Requirement Plan (Development Nous Plan H2021010-Legalisation-600 Revision 2 dated 5 February 2025) as shown in Attachment 1.”

(Note that Attachment 1 referenced above related to the 22 July 2025 report) and is shown in Figure 1 below.

Figure 1 : Proposed Iona Structure Plan

3.3 The consultation process for road stopping under the Local Government Act 1974 requires that a survey plan be used to provide clear definition of the land parcels involved. To facilitate that, a draft survey plan (SO 616717) as shown in Figure 2 below (and also included as Attachment 1), which defined all of the land parcels at the southern end of Iona Road was provided to Council for this process.

3.4 From Figure 2 below, the portion of Iona Road to be stopped is that defined as Section 1 on SO 616717 while the portion of land that would create a new link to Middle Road, and be vested as legal road, is that defined as Section 5 on SO 616717. Note that Sections 1 and 5 on SO 616717 are identical in nature to Areas A and E of Figure 1 above.

Figure 2 : Draft SO 616717

3.5 The stopping of roads and public accessways is detailed in the Local Government Act 1974, Section 319, Schedule 10. In summary:

· A plan of the proposed stoppage shall be lodged with the office of the Chief Surveyor.

· Council shall give public notice of the proposed stoppage, calling for objections, for a period of at least 40 days.

· If no objections are received Council may declare the road stopped.

· If any objections are received Council may either allow the objections or send the case to the Environment Court.

3.6 In accordance with the requirements of Section 319, Schedule 10 of the Local Government Act 1974, the proposed road stopping was notified to the public on 16 August 2025 and 23 August 2025 for a period of 40 days with submissions to be received by 4pm on 26 September 2025.

4.0 Discussion – Te Matapakitanga

4.1 As at 4pm on 26 September 2025 no submissions from the public had been received on the proposal to stop the identified part of Iona Road.

4.2 Accordingly, Council can now resolve to stop that part of Iona Road defined as Section 5 on SO 616717 while noting that Section 1 on SO 616717 would be swapped with CDL Land New Zealand Limited to provide a realigned Iona Road link to Middle Road and be vested as legal road.

5.0 Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1 Council resolve to stop that part of Iona Road defined as Section 5 on SO 616717 while noting that Section 1 on SO 616717 would be swapped to provide a realigned Iona Road link to Middle Road and vested as legal road.

Advantages

· Meets the requirements of the Iona Structure Plan with the Iona Road realignment.

Disadvantages

· There are no identified disadvantages with the proposal for stopping that part of Iona Road as identified in the Iona Structure Plan.

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.2 Council resolve not to stop part of Iona Road to effect the land transfer.

Advantages

· There are no identified advantages with the proposal for not stopping that part of Iona Road as identified in the Iona Structure Plan.

Disadvantages

· It would not enable the Iona Road realignment and is contrary to the Iona Structure Plan requirements.

6.0 Next steps – Te Anga Whakamua

6.1 With no opposition to the proposed road stopping, the next step is for Council to resolve the stopping of that part of Iona Road defined as Section 5 on SO 616717 and proceed with meeting the requirements of the Local Government Act 1974 to effect the road stopping.

6.2 With this road stopping, Section 1 on SO 616717 would be swapped with CDL Land New Zealand Limited to provide a realigned Iona Road link to Middle Road and vested as legal road.

6.3 Once the resolution is obtained, as stipulated in Section 319, Schedule 10 of the Local Government Act 1974, two copies of the public notice for the road stopping and the deposited plan of the stopped road (SO 616717) will be sent to the office of the Chief Surveyor for record and Council will declare that the road is stopped by public notice.

6.4 Completing the road stopping will be a shared cost between Council and CDL Land New Zealand Limited.

Attachments:

1 ⇩

Iona Road Survey Plan SO 616717

CG-17-1-01856

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

The Council is required to give effect to the purpose of local government as set out in section 10 of the Local Government Act 2002. That purpose is to enable democratic local decision-making and action by (and on behalf of) communities, and to promote the social, economic, environmental, and cultural wellbeing of communities in the present and for the future.

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the social wellbeing of communities in the present and for the future in that it retains the ability of safe public access on the roading network within the Iona Structure Plan development.

Māori Impact Statement - Te Tauākī Kaupapa Māori

No specific impact on Māori.

Sustainability - Te Toitūtanga

N/A

Financial considerations - Ngā Whakaarohanga Ahumoni

All costs associated with the road stopping will be shared with CDL Land New Zealand Limited as part of the Iona and Middle Road upgrade and development.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being of low significance.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

Consultation has been undertaken in accordance with the process for Stopping of Roads as defined in Section 319, Schedule 10 of the Local Government Act 1974.

Risks

There are no risks with the recommendation noting that Council and CDL Land New Zealand Limited are working together to effect positive outcomes for this project.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

N/A

Thursday, 9 October 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Louise Stettner, Manager, Democracy & Governance Services

Te Take:

Subject:

Council Interregnum

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to advise on matters related to the interregnum period of Council. The interregnum period is the period between the existing Council going out of office (the day of the declaration of the results of the triennial election) and the new council being sworn in at the inaugural council meeting.

1.2 Committees, subcommittees and other subordinate decision-making bodies, unless a Council resolves otherwise are discharged when members elected at a subsequent election come into office. (Schedule 7, clause 30(7) Local Government Act).

1.3 For this period, there is a need to ensure that we have the following matters adequately addressed - Hearing Commissioners, the District Licensing Committee, urgent decisions by the Chief Executive and civil defence emergencies.

1.4 Decisions by the Chief Executive during the interregnum period

1.5 The HDC Delegations to the Chief Executive apply to the Chief Executive in relation to matters arising at the end of the term of Council, from the day of the declaration of the results of the triennial election until the first meeting of the Council following the triennial election (swearing in ceremony). The CE also has authority to make decisions on behalf of the Council, in respect of urgent matters arising during this time:

· In consultation with the GM: Planning & Regulatory Services in respect of Liquor Licensing and regulatory matters.

· In consultation with the incoming Mayor, as may be appropriate, in respect of other matters.

1.6 With any decision made outside of the normal delegations to the Chief Executive to be reported to the first ordinary meeting of the incoming Council or to a meeting of the appropriate Standing Committee of the Council. These are comprehensive delegations and considering this officers do not consider further delegations to the Chief Executive are needed for this period.

1.7 Hearing Commissioners

1.8 Mr George Lyons is a Hearing Commissioner (external appointee) for Hastings District Council. He is a reaccredited Chair of a Hearings Committee so that gives Council more flexibility if he needs to sit alone as a Commissioner. Mr Lyons has confirmed he is available during this time should he be required to act in this capacity.

1.9 District Licensing Committee (DLC)

1.10 DLC’s can be convened in the period between the triennial election and the inaugural Council meeting. This is because under the Sale and Supply of Alcohol Act 2012, Schedule 7 of the Local Government Act (discharge of committees, subcommittees and other subordinate decision-making bodies) does not apply to DLCs. We have coverage over this period. The membership of the DLC comprises 3 or more members appointed by the Council. One member must be appointed as a chairperson and must be a member of the territorial authority OR a Commissioner appointment. Mr George Lyons was appointed by the Chief Executive (on recommendation of the Council) as a Commissioner of the DLC and as such can act as a Chairperson of the DLC. The other two members (to form a quorum) must be appointed from the Council’s list of approved members, who are: Mr Dave Fellows and Ms Tania Kerr for the interregnum period.

1.11 Civil Defence Emergency Management

1.12 Section 12(2) of the Civil Defence and Emergency Act 2002 states that a Civil Defence and Emergency Management Group is not deemed to be discharged following a triennial election.

The National Emergency Management Agency has developed a fact sheet on declaring emergencies during the interregnum period. If an emergency arises following a local election but before members are sworn in and emergency powers are needed, a state of local emergency can be declared by:

· the Minister for Emergency Management can declare a state of local emergency for a CDEM Group area or any district or ward within that area (s69); or

· in circumstances that provide a period of warning, such as an impending adverse weather event, a council meeting may be called as soon as practicable to have the new council sworn in (clause 21(3), Schedule 7, Local Government Act 2002), allowing the mayor to declare a state of local emergency under s25(5) of the CDEM Act 2002.

1.13 How elected members leave and come into office

1.14 In essence, all the current elected members remain in office as elected members (and can act as elected members) right up until the point that they leave office, which is governed by section 116 of the Local Electoral Act 2001 (LEA). Section 116 provides that, unless a member vacates office sooner (e.g. by resigning), where the member’s office is the subject of an election (which is the case here), the member vacates office “when the members elected at the next election come into office” – see section 116(1) (a) of the LEA.

1.15 When members come into office is provided for by section 115 of the LEA, which provides that “a candidate who is declared to be elected comes into office on the day after the day on which the official result of the election is declared by public notice under section 86.” This applies whether the declaration was under section 63 (for those who are elected unopposed) or section 86 (where there has been a contested election).

1.16 The declaration of the result under section 86 of the LEA occurs “as soon as practicable” after the counting of the votes. Accordingly, the day after the declaration of the result is the day that the incumbent members leave office and the newly elected members come into office.

1.17 What elected members can do once they come into office

1.18 As per sections 115 and 116 of the LEA described above, elected members come into office on the day after the declaration of the result. At this point, they are elected members, but they are not able to “act as elected members” because clause 14 of Schedule 7 of the Local Government Act 2002 (LGA) prohibits any person from acting “as a member of a local authority” until that person has made an oral declaration at a Council meeting.

1.19 The effect of this is that there is a period between the day after the declaration of the result and the first meeting of the Council where all the elected members are “members elect” but are prohibited from acting as elected members. We understand that in the Council’s case, the declaration of the result is likely to be in the few days following 11 October 2025, and the inaugural meeting (where the relevant member declarations will be made) will be 11 November 2025. It follows that there will be a period of a few weeks when elected members should not “act as elected members”. This obviously includes voting at meetings and signing documents as elected members.

1.20 For completeness, once the inaugural meeting has occurred, and the relevant declarations made, then the elected members are able to act in that capacity.

2.0 Recommendations - Ngā Tūtohunga

That Council receive the report titled Council Interregnum dated 9 October 2025.

Attachments:

There are no attachments for this report.

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Thursday, 9 October 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Graham Watson, Chief Financial Officer

Te Take:

Subject:

Risk and Assurance Committee Recommendation from 30 September 2025 meeting

1.0 Summary

1.1 The purpose of this report is to advise that the recommendations from the Risk and Assurance Committee held on 30 September 2025.

1.2 The 30 September 2025, Risk and Assurance Committee meeting considered the annual insurance renewals process.

1.3 Council’s insurance renewal date is 1 November each year and with what is becoming the norm, details of the renewals are late being finalised. The Risk and Assurance Committee received an update on the annual insurance renewal process at the September meeting. At the time of the meeting only the Local Authority Protection Programme (LAPP) have confirmed.

1.4 As such, the Risk and Assurance Committee have made a recommendation to Council that the Committee delegate authority to the Chair of the Committee (Mr Graeme McGlinn) and to the Chief Executive to oversee the renewal process and approve any finalisation of the insurance placements. The Committee have also recommended a full report be presented to Council that outlines the polices that have been renewed, the cover provided, and the premiums incurred.

1.5 The relevant Risk and Assurance Committee recommendations to be ratified are set out below.

2.0 Recommendation– Ngā Tūtohunga

A) That Council receive the report titled “Risk and Assurance Committee Recommendation from 30 September 2025 meeting” dated 9 October 2025.

B) The following recommendations of the Risk and Assurance Committee meeting held 30 September 2025 be ratified:

i. That the Committee recommend that Council supports the 1 November 2025 insurance renewals and that oversight and approval of this renewal process be delegated to the Chair of the Risk and Assurance Committee and the Chief Executive

ii. That the Committee recommend to Council that a full report be presented to Council that outlines the polices that have been renewed, the cover provided, and the premiums incurred.

Attachments:

There are no attachments for this report.

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Thursday, 9 October 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Council Meeting

Te Rārangi Take
Report to Council

Nā:

From:

Aaron Wilson, Financial Controller

Garth Milton, Financial Accountant

Te Take:

Subject:

Adoption of Annual Report and Annual Report Summary for the year ended 30 June 2025

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from Council on the adoption of the 2024/25 Annual Report and 2024/25 Summary Annual Report.

1.2 Draft copies of the 2024/25 Annual Report and 2024/25 Summary Annual Report were presented to the Risk and Assurance Committee on 30^th September 2025. These were in draft as Councils’ auditors Ernst & Young (EY) had not yet completed all fieldwork at the time of reporting.

1.3 EY presented their Closing Report (Attachment 1) to the Risk and Assurance Committee and were confident that all material matters were resolved, with no major amendments expected between then and the presentation of this report.

1.4 Subsequent internal reviews identified no material changes to the financial statements. Updates were primarily limited to clarifying variance explanations within the Funding Impact Statements and ensuring complete reporting within the non-financial reporting measures.

1.5 EY have since completed their final reviews, with only minor amendments required. These have been incorporated into the final reports attached. Please refer to attachment 2 for the Annual Report 2024/25 and attachment 3 for the Summary Annual Report 2024/25.

1.6 Risk and Assurance delegated the final review and recommendation to the Chair of Risk and Assurance and the Chair of Performance and Monitoring. The final report including summary of updates and changes were provided to the Chair of Risk and Assurance and Chair of Performance and Monitoring for their review prior to completion of this paper. There were no issues raised during this process and both Chairs have recommended the report to Council.

2.0 Recommendations - Ngā Tūtohunga

A) That Council receive the report titled Adoption of Annual Report and Annual Report Summary for the year ended 30 June 2025 dated 9 October 2025.

B) That Council adopts the 2024/25 Annual Report.

C) That Council adopts the 2024/25 Summary Annual Report.

D) That Council delegates to the Chief Executive Officer to approve minor changes (if required) to the Annual Report 2024-25 and Summary Annual Report 2024-25 to allow for any necessary drafting corrections in the final proof.

3.0 Background – Te Horopaki

3.1 This report enables Council to meet the legislative requirements of the Local Government Act 2002 which requires Council, through section 98 of the Local Government Act 2002, to adopt the Annual Report within four months of the end of the financial year (by 31 October).

3.2 Council is also required to produce an Annual Report Summary that must represent fairly and consistently, the information regarding the major matters dealt with in the Annual Report.

3.3 The reports must comply with generally accepted accounting practice (GAAP) as determined by various financial reporting standards. There are also a number of other statutory requirements that must be met.

4.0 Discussion

4.1 Unaudited results were presented to the Performance and Monitoring Committee on 18 September 2025. A comparison between the unaudited results and final audited results are below.

Statement of Financial Performance 2024/25	Unaudited results presented to Performance and Monitoring Committee	Final audited result	Variance
Operating Revenue	369,298	367,168	(2,130)
Less: Operating Expenditure	271,802	271,790	(12)
Net Surplus/(Deficit)	97,496	95,378	(2,118)
Unrealised movement on interest rate swaps (and other unrealised losses)	(5,556)	(5,556)	-
Net Surplus/(Deficit) after Swaps	91,941	89,822	(2,119)
Gain/(Loss) on Revaluations and Other Movements	Not reported	29,544	-
Total Comprehensive Revenue & Expense	Not reported	119,366	-

4.2 The decrease in revenue since the Performance and Monitoring report was due to an error in the BECA roading report, where a table in the report contained an incorrect formula overinflating vested asset values. This was corrected following review by EY.

Revaluations

4.3 Valuations due in 2025 included parks and three waters (stormwater, wastewater and water supply).

4.4 This resulted in the following valuation movements.

Asset Class	Asset value pre-valuation $000	Valuation per valuation reports $000	Increase/(decrease) in asset value $000	% increase/ (decrease)
Three Waters	$1,123,710	$1,148,404	$24,694	2.20%
Parks	$45,328	$53,683	$8,355	18.43%
TOTAL	$1,169,038	$1,202,087	$33,049	2.83%

4.5 The increase in asset value was slightly offset by impairments totalling $4.17m bringing the total movement in other comprehensive income to $29.5m. These adjustments related to impairing the Frimley Pool buildings and facilities, as well as land in Flaxmere.

4.6 The significant uplift in Park assets reflects improved data capture of Park assets, and higher replacement costs for street trees. Street tree replacements are now installed using root contamination to prevent roots spreading and impacting street infrastructure. There were also an additional 711 extra street trees added in the year (at these higher replacement cost rates).

4.7 The three waters valuation, while significantly higher than parks in value actually represents a relatively lower increase considering the overall asset value base. Key changes in value to three waters were due to higher unit rates in stormwater and water supply which was offset by lower unit rates in wastewater in comparison to previous valuations.

Audit Opinion

4.8 For the past five years, Council have received a qualified audit opinion over the activity group non-financial reporting measures due to incomplete information about the number of complaints Council received after hours in relation to 3 waters complaints.

4.9 Officers continue to work with the after-hours service provider on the remaining qualified performance measure to ensure sufficient information is available in relation to 3 waters complaints.

4.10 With the establishment of the new Water Services Council Controlled Organisation (WSCCO), Council will likely no longer be reporting on these non-financial performance measures in relation to three waters moving forward.

Attachments:

1	Hastings DC EY Audit Close Report 2025 Final	Attachment document
2	Annual Report 2024/25	Attachment document
3	Summary Annual Report 2024/25	Attachment document

Te Rā Hui: Meeting date:	Thursday, 9 October 2025
Te Wā: Time:	1.00pm
Te Wāhi: Venue:	Council Chamber Ground Floor Civic Administration Building Lyndon Road East Hastings
Te Hoapā: Contact:	Democracy and Governance Services P: 06 871 5000 \| E: democracy@hdc.govt.nz
Te Āpiha Matua: Responsible Officer:	Chief Executive - Nigel Bickle

Mematanga: Membership:	Tiamana Chair: Mayor Sandra Hazlehurst Ngā KaiKaunihera Councillors: Ana Apatu, Marcus Buddo, Alwyn Corban, Malcolm Dixon, Michael Fowler, Damon Harvey, Henry Heke, Kellie Jessup, Tania Kerr (Deputy Mayor), Hana Montaperto-Hendry, Simon Nixon, Wendy Schollum, Heather Te Au-Skipworth and Kevin Watkins and one councillor vacancy
Tokamatua: Quorum:	8 members
Apiha Matua Officer Responsible:	Chief Executive – Nigel Bickle
Te Rōpū Manapori me te Kāwanatanga Democracy and Governance Services:	Louise Stettner (Extn 5543)

Item 5 Stopping of Part of Iona Road for the Iona Structure Plan
Iona Road Survey Plan SO 616717	Attachment 1