MINUTES OF A meeting of the Corporate and Strategic Committee

 

 

Date:                          Wednesday 16 April 2014

 

Time:                          9.00am

 

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

 

Present:                     D Hewitt – Chairman

P Beaven

T Belford

A J Dick

R Graham

D Pipe

C Scott

F Wilson

 

In Attendance:          E Lambert – Chief Executive

P Drury – Group Manager Corporate Services

H Codlin – Group Manager Strategic Development

M Adye – Group Manager Asset Management

L Hooper – Governance & Corporate Administration Manager

I Maxwell – Group Manager Resource Management

 

 


1.       Welcome/Apologies/Notices

The Chairman welcomed everyone to the meeting, and Councillor Pipe offered the Council Prayer.

Mrs Lambert advised of a Future NZ event on 30 April, and will circulate the details to all councillors.

Resolution

C&S17/14     That the apologies from Councillor Wilson for lateness and Mssrs Haraki and Prentice and Councillor Barker for absence be received.

Dick/Pipe

CARRIED

 

2.       Conflict of Interest Declarations

There were no conflict of interest declarations.

 

3.       Confirmation of Minutes of the Corporate And Strategic Committee Held on 12 March 2014

C&S18/14

Resolution

Minutes of the Corporate and Strategic Committee held on Wednesday, 12 March 2014, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and accurate record.

Pipe/Scott

CARRIED

 

4.       Matters Arising From Minutes of the Corporate and Strategic Committee Held on Wednesday 12 March 2014

In relation to Item 13 HBRC Wairoa Office, an update on progress was requested.

There were no further matters arising from the minutes.

 

5.

Follow-ups From Previous Corporate and Strategic Committee Meetings

 

Mrs Lambert updated the Committee on the status of the items on the Follow-up list, including advising that Councillors Declarations of Interests will be circulated at the end of April along with clarification of the percentage of shareholding guidelines, and that the HBRIC Ltd constitution amendments have been completed and are ‘in effect’.

C&S19/14

Resolution

1.      That the Committee receives the report “Follow-ups from Previous Corporate and Strategic Committee Meetings”.

Belford/Graham

CARRIED

 

7.

Call For Any Minor Items Not on the Agenda

C&S20/14

Resolution

That Corporate and Strategic Committee accepts the following minor items not on the agenda, for discussion as item 14:

1.        Civil Defence (Beaven)

2.        City Scape appeal to NCC – implications for HBRC (Graham)

3.        Media Reporting (Hewitt)

4.        HB Farmer of the Year Dinner (Hewitt)

Graham/Pipe

CARRIED

 

6.

Environmental Protection Authority Board of Enquiry Draft Decisions on Plan Change 6 and RWSS Consents

 

Mrs Lambert introduced the item, being an update from staff on the Draft Decision on Plan Change 6 released yesterday at 1pm, and advised that 17 resource consents (including conditions) were granted for the RWSS as part of the Draft Decision.

Mrs Helen Codlin and Mr Iain Maxwell provided an overview, based on their first read through of the draft decision:

·         PC5 considerations in relation to values upheld

·         Management of phosphorous largely unchanged

·         Management of Dissolved Inorganic Nitrate (DIN) – significant reductions of current levels required to meet the 0.8 limit (by 2030) with comprehensive farm plans to be prepared by 2018. Instead of Nitrogen Load Limit (overall catchment), imposed leaching rates from Land Use Capability (LUC) classification system and previous version of Overseer.

·         Farmers on properties larger than 4 ha must have a farm plan by 2018, and must implement that by 2020.

·         Minimum flow at Red Bridge – draft decision sets at 5200 l/s for habitat protection, with availability of ‘emergency’ takes to avoid plant death. Examples given included a group of farmers getting together to discharge groundwater to the river to augment river flows.

·         Groundwater allocation – provided a framework for allocating ‘more’ groundwater. Tranch 1 provides for current takes, and Tranch 2 relates to (new) water. Cumulative effects of pumping and lag effects will impact on flows lower in the catchment – possibly even the following year.

Initial review of DIN limits in other HB catchments reveals that some parts of catchments are within the limits while tributaries may be above.

Regional Councils are working with owners of Overseer to further develop the model to provide accuracy.

C&S21/14 

Resolution

1.      That the verbal report on the Environmental Protection Authority Board of Enquiry Draft Decisions on Plan Change 6 be received.

Beaven/Pipe

CARRIED

The meeting adjourned at 10.15am and reconvened at 10.30am

Councillor Wilson arrived at 10.15am

 

 

10.

Deloitte Peer Review of HBRIC Ltd RWSS Business Case - Interim Report

 

Alan Dent and David Morgan presented the Committee with an interim report of work to date on the Peer Review of the HBRIC Ltd RWSS Business Case.

Still a work in progress, with the final report to be presented at the 30 April 2014 Regional Council meeting.

Deloittes approach to address:

·      Whether HBRC can have comfort that exposure to calls on capital can be limited to current funding of $60-80M

·      Circumstances under which HBRC may be required to contribute additional capital, and where possible the quantity of those potential calls and risks that such calls could eventuate

·      Extent to which Council can have comfort that the projected returns on its investment have been accurately calculated and are based on reasonable assumptions

·      How investment returns could vary under different scenarios

·      Other matters that ought to be brought to HBRC’s attention in connection with its assessment of the business case.

Process followed:

·      Review relevant background information

·      Provide guidance to HBRIC Ltd of expectations of matters the business case needs to address

·      Review the business case submitted to Council

·      Reconcile contents of the business case to guidance and advice provided to HBRIC Ltd by expert advisors

·      Request additional HBRIC/BNZ analysis and documentation of financial case for RWSS

·      Interview key advisors and documentation relevant to their advice

·      Review financial case and assumptions

·      Cross reference key assumptions to interview information and review of relevant documents, including requesting additional information and comment from advisors as necessary

·      Synthesise information obtained and conclusions reached into report (ongoing).

Key Components of:

1.   Up front capital investment in physical infrastructure

2.   Business model drives operating cash flows necessary to provide investor returns

3.   Ownership model and investment structure that allocates capital, risk and return to different investor categories.

Interplay between the 3 key components underpins the financial case. Fundamentally everything comes back to demand, and how long it takes to get to full uptake as well as the profile of the uptake.

Focus on:

1.    Understanding the ‘building blocks’ of the project, the assumptions sitting behind these and how they’ve been brought together in the financial model

2.    Having obtained comfort of the reasonableness of the assumptions supporting the building blocks and the way the financial model was constructed and returns calculated, then used the model to:

·      Assess the overall return on capital under different uptake scenarios

·      Demonstrate how the internal rate of returns (IRRs) have been calculated

·      Use sensitivity analysis to identify which assumptions matter and which are immaterial in terms of the financial case

·      Identify implications for HBRC capital requirements and returns under different scenarios.

Building blocks

1.    Capital costs of $275 m funding (excluding financing during construction)

·     Final negotiations continuing but contract will be fixed time, fixed cost including provision for project team during the construction phase

·     Development costs largely spent with HBRIC contributing some $9m to date, included as part of HBRC’s proposed investment

·     construction program is one of the major areas which can expose HBRC (and all investors) to risks, broadly thought of as:

o    Capital cost – the risk that the final project cost is more than that expected at the point at which the investment commitment is made. The investor then needs to make up the shortfall which impacts on the investors returns and potentially the viability of the project.

o    Delays – the risk that the project takes longer to reach operation than expected meaning that revenues and other benefits are delayed and returns to investors are delayed and/or reduced

o    Performance – the project fails to perform at the expected level reducing the level of revenues generated and potentially requiring additional capital to restore the project to an adequate level of performance. Again, investor returns are reduced and, if the performance shortfall is sufficiently large, the viability of the project may be compromised.

·     These risks have been locked down to a material extent through the contracting process and mitigated from HBRC’s perspective

2.    Operating cash flows

·     Revenue is driven by uptake, with start point in terms of committed uptake and rate and profile of subsequent uptake by far the most critical drivers

·     no firm contracted position for the operating costs, however aggregate operating costs can be estimated to a high degree of accuracy and are not a material driver of financial performance

·     include pump energy costs and pump and distribution maintenance (both are aligned with uptake), dam maintenance, generation plant, lines company charges, mitigation costs and Special Purpose Vehicle (SPV) management costs

3.    Uptake assumptions

·     Three scenarios modelled based on Castalia analysis

·     Actual demand will continue to grow and eventually exceed the 104 million m3 available. Therefore not all users in the command area have to take up water.

·     Uptake conundrum at financial close – farmers want certainty in order to sign binding agreements >< the project won’t have certainty of going ahead until it has binding agreements

o    Early in the construction program a decision needs to be made on the design and final cost of the distribution network requiring the best view as to who the final users will be

o    40 million m3 condition precedent

·     Uptake post construction

·     Experience from the South Island says there will be a wave of early adopters and then a second wave once water flows and farmers are able to “look over the fence” and observe the benefits of irrigation

·     Inevitably the uptake curve will not look as stylised but lumpier

·     Later adopters will have to pay full price from day 1

4.    Water User Agreements – key terms

·     Volumetric charge of $0.23 m3 take or pay + Energy charge – $0.03 m3 for delivered water

·     Foundation Water User discount of $0.06 m3 for 4 years

·     CP1 – Ruataniwha Water LP confirmation that the distribution network will service one of the nominated delivery points

·     CS1 – parties agree the terms of the Farm Environmental Management Plan (FEMP)

·     No liability for delivery failure caused by climactic conditions

·     Payments are monthly in advance (with evenly spread monthly payments commencing in June each year, 3 months prior to the start of the irrigation season)

·     Ability to withhold disputed amounts

·     Credit support = two years contracted water charges

5.    Investment Model

·     Capital is yet to be locked down but is assumed to be provided from a combination of arms length sources (institutional investors, bank debt, related party capital (farmers/local investors, Iwi) and discounted capital (Crown Irrigation and HBRIC)

·     “Base Case” includes two alike but different capital structures which are being progressed in the current negotiations with investors

o    One of these assumes no senior debt at financial close and therefore the only capitalised interest during construction relates to CII while the other assumes debt at day one so has higher costs as it includes capitalised interest on the debt and higher upfront fees

 

Fundamental Question

Are commercial returns a function of time and uptake?

  • Starting point was to satisfy ourselves that at maturity, i.e. full uptake, there are sufficient cash flows available to compensate all capital providers

This provides comfort/assurance that the need for subsidised capital is due to the fact that there will not be full uptake immediately – rather than being due to more fundamental issues with the financial viability of the project.

·     Based on analysis to date, at full uptake there are sufficient cash flows to provide commercial returns to all investors

·     Under the base case scenario CII is repaid in 2031 and Farmer note and institutional investors convert to equal investor terms to HBRIC Ltd

·     Steady state cash flows ($ nominal) in 2031 are circa $36m - $40m before financing (HBRIC Ltd portion circa $9m after tax).

·     Base case assumes senior debt is bought in to help pay out investors.

·     Proposed gearing levels appear conservative in the context of what is being achieved for projects with full uptake

·     Debt starts amortising 2038 (repaid 2048) and then refinanced after the second consent in 2050

 

Next question – how are returns calculated?

Given the nature of the investments in the RWSS, difficult to calculate returns other than on an IRR basis, so reviewed IRR calculations to:

1.   Satisfy ourselves that the basis of calculation is reasonable

2.   Identify aspects of the calculations that Council should note

IRR Returns

1      We are satisfied that IRR returns have been correctly calculated

2      We note the following factors that influence these calculations

o    Uptake

o    The quantum and timing of the introduction of debt

o    Interest rate assumptions

o    Assessed value of HBRIC investment at full uptake

o    Refinancing

In summary:

·       The construction contract drafting, funding structure, water user contract, farmer capital raising processes are still in progress, however assuming the final outcome is delivered within the parameters we have seen then:

    • Capital costs þ
    • Capital structure and funding þ
    • Benefits þ
    • Uptake
      • Initial 40% þ
      • Time to full uptake ?
      • Full uptake þ

·       Uncertainty as to when full uptake is achieved is the key project risk and HBRC needs to understand the implications of this uncertainty for the need for additional capital, and investment returns.

C&S22/14

Resolution

1.      That the Corporate and Strategic Committee receives the “Deloitte Peer Review of the HBRIC Ltd RWSS Business Case” verbal interim report.

Scott/Wilson

CARRIED

 

8.

Primary Producer's Roundtable - Councillor Representative

 

Mrs Lambert explained the purpose of the Group and sought nominations for councillor representation.

C&S23/14

Resolutions

The Corporate and Strategic Committee recommends that Council:

1.      Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided.

2.      Appoints two Councillor representatives to the Hawke’s Bay Primary Producers Round Table; being Councillors Graham and Wilson.

Hewitt/Beaven

CARRIED

 

9.

RWSS Evaluation - Operating Position and Rates Impacts

 

Mr Drury provided an overview of the report which explains the implications of the RWSS investment on HBRC cash flows and rates, and how draw downs and returns will be paid. The $70m earmarked for possible investment in RWSS is currently on Deposit, earning interest.

There was discussion surrounding the role of the Investment Company in managing Council’s investments, and Council’s investment policy. In preparing this paper, Mr Drury sought legal and Audit advice as relates to Council’s obligations under LGA sections 63, 102 and 104.

The meeting adjourned at 12.35pm and reconvened at 1.25pm

Mr Drury distributed the opinion from the Audit office along with a copy of the Council’s Liability Management Policy.

C&S24/14

Recommendations

That the Corporate and Strategic Committee receives the report and notes that:

1.       For the Council to be able to provide the cashflow investment drawdowns for the RWSS in the drawdown years as stated in the RWSS business case (presented to Council on 26 March 2014), Council will require a further increase in the proposed dividend payments from HBRIC Ltd (as set out in HBRIC Ltd’s letter of 8 April 2014 and financial attachments) of $450,000 in 2014-15 and $2,750,000 in 2015-16 to ensure that Council’s additional costs of funding are covered and will ensure the investment in the RWSS project is cost neutral to Council.  If HBRIC Ltd needs to borrow to provide funds for this payment, then Council will, if required, provide a guarantee on that borrowing.

Councillor Scott moved an amendment, seconded by Councillor Graham, being an additional resolution 2:

2.      Recommends to HBRIC Ltd that they continue to negotiate with investors re the timing of drawdowns.

Scott/Graham

CARRIED

The amendment was CARRIED and therefore became part of the Substantive Motion.

1.       That the Corporate and Strategic Committee receives the report and notes that, for the Council to be able to provide the cashflow investment drawdowns for the RWSS in the drawdown years as stated in the RWSS business case (presented to Council on 26 March 2014), Council will require a further increase in the proposed dividend payments from HBRIC Ltd (as set out in HBRIC Ltd’s letter of 8 April 2014 and financial attachments) of $450,000 in 2014-15 and $2,750,000 in 2015-16 to ensure that Council’s additional costs of funding are covered and will ensure the investment in the RWSS project is cost neutral to Council.  If HBRIC Ltd needs to borrow to provide funds for this payment, then Council will, if required, provide a guarantee on that borrowing.

The Corporate and Strategic Committee recommends that Council:

2.       Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided.

3.       Recommends to HBRIC Ltd that it continues to negotiate with investors regarding the timing of draw downs.

Beaven/Hewitt

For: Dick, Scott, Pipe, Wilson, Beaven, Hewitt

Against: Graham, Belford

CARRIED

 

Councillor Belford moved a procedural motion 3.12.1(e), seconded by Councillor Graham, to leave items 11 Draft Ruataniwha Water Storage Scheme Investment Statement of Proposal and 12 Ruataniwha Water Storage Proposition Consultation to lie on the table, and not be discussed at this meeting.

For: Graham, Beaven, Belford

Against: Dick, Scott, Pipe, Wilson, Hewitt

LOST

 

11.

Draft Ruataniwha Water Storage Scheme Investment Statement of Proposal

 

Ms Lambert introduced the item and reiterated the process being followed, and that even if Council does eventually decide to invest no money will change hands if all of the conditions precedent are not met.

When entering into a Special Consultative process, Council must provide a succinct explanation of what is being proposed, what options have been considered and what the pros and cons of the proposal are thought to be. These documents (full Statement and Summary Statement) must meet statutory requirements.

C&S25/14

Resolutions

The Corporate and Strategic Committee recommends that Council:

1.      Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided.

2.      Approves the content of the Statement of Proposal covering the proposed investment in the Ruataniwha Water Storage Scheme, subject to receipt of a satisfactory business case independent review report and subject to any additions and amendments sought at the Corporate and Strategic Committee meeting.

Scott/Dick

For: Dick, Scott, Pipe, Wilson, Beaven, Hewitt

Against: Graham, Belford

CARRIED

 

12.

Ruataniwha Water Storage Proposition Consultation

 

Mr Drew Broadley provided an outline of the proposed consultation process should Council decide that it will invest in the RWSS. Should the Council decide not to invest then the process will not be initiated, and none of the ‘promotional’ materials published. Mr Broadley also provided the detail of where costs would be incurred, e.g. $2000 for venue hire for public meetings and $23,176 for press ads. There was a suggestion that more emphasis be put into social media.

C&S26/14

Resolutions

The Corporate and Strategic Committee:

1.      Receives the “Ruataniwha Water Storage Proposition Consultation” report and provides feedback on the schedule of events to staff.

The Corporate and Strategic Committee recommends that Council:

2.      Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided.

3.      Approves the expenditure of $50,000 from Project 876 (Unspecified Projects) for the Ruataniwha Water Storage Proposition Consultation if Council decides to recommend investment in the Scheme.

Councillor Dick moved an amendment, seconded by councillor Hewitt, being that:

4.  Approves the expenditure of $30,000 ...

The amendment was LOST and so the SUBSTANTIVE motion was put.

The Corporate and Strategic Committee:

1.      Receives the “Ruataniwha Water Storage Proposition Consultation” report and provides feedback on the schedule of events to staff.

The Corporate and Strategic Committee recommends that Council:

2.      Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided.

3.      Approves the expenditure of $50,000 from Project 876 (Unspecified Projects) for the Ruataniwha Water Storage Proposition Consultation if Council decides to recommend investment in the Scheme.

Pipe/Scott

CARRIED

 

13.

Review of Standing Orders

 

Mrs Hooper sought the Committee’s decision on whether, given the newly elected representatives had now had time to become familiar with the Standing Orders and practiced using them in meetings, the Council wished to proceed with a full review or would continue to amend them as the need arises as per the ‘status quo’.

C&S27/14

Resolutions

The Corporate and Strategic Committee recommends that Council:

1.      Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided.

2.      Continues to amend the New Zealand Standard NZS 9202:2003 Model Standing Orders for meetings of Local Authorities and Community Boards as the need arises.

Wilson/Dick

CARRIED

 

14.

Minor Items Not on the Agenda

 

 

Item

Topic

Councillor / Staff

1.  

Civil Defence

In relation to the power loss last week – turned on radio in the car and there were no CD messages being broadcast. CD controller aware of the issue and working with relevant agencies to insure it doesn’t occur in future.

Cr Beaven

2.  

Update on City Scape vs NCC

NCC’s ability to appeal was declined. New NCC CE does not wish to pursue legal action. Quantity surveyors are to negotiate a figure for restitution. Discussions are continuing.

Cr Graham

3.

Media Reporting

Constituent has complained about a reporter with links to Baybuzz approaching CHB farmers in relation to RWSS uptake.

Cr Hewitt

4.  

Farmer of the Year Awards Dinner

Attended the dinner the other night, which included presentation of the Farm Forester of the Year Award sponsored by HBRC

Cr Hewitt

 

Councillor Beaven was excused at 3.10pm

 

15.

Deloitte Peer Review of HBRIC Ltd RWSS Business Case - Interim Report

 

This item was dealt with in public session.

 

16.     Confirmation of the Public Excluded Minutes of the Corporate and Strategic Committee Meeting Held on 12 March 2014

C&S28/14     Resolution

That Council excludes the public from this section of the meeting, being Agenda Item 15 Confirmation of the Public Excluded Minutes of the Corporate and Strategic Committee Meeting Held on 12 March 2014 with the general subject of the item to be considered while the public is excluded; the reasons for passing the resolution and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution being as follows:

 

GENERAL SUBJECT OF THE ITEM TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION

GROUNDS UNDER SECTION 48(1) FOR THE PASSING OF THE RESOLUTION

Confirmation of the Public Excluded Minutes of the Corporate and Strategic Committee Meeting Held on 12 March 2014

7(2)(b)(ii) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of that information is necessary to protect information which otherwise would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.

 

Wilson/Scott

CARRIED


Resolution

C&S29/14       Public Excluded Minutes of the Corporate and Strategic Committee held on Wednesday, 12 March 2014, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and accurate record.

Wilson/Scott

CARRIED

 

17.     Matters Arising From the Public Excluded Minutes of the Corporate and Strategic Committee Held on Wednesday 12 March 2014

There were no matters arising from the minutes.

 

Resolution

C&S30/14       That the meeting moves out of Public Excluded session.

Scott/Wilson

CARRIED

 

 

The meeting went into public excluded session at 3.15pm and out of public excluded session at 3.20pm

 

Closure:

There being no further business the Chairman declared the meeting closed at 3.20pm on Wednesday, 16 April 2014.

 

Signed as a true and correct record.

 

 

 

DATE: ................................................               CHAIRMAN: ...............................................