Meeting of the Corporate and Strategic Committee

 

 

Date:                 Wednesday 17 February 2016

Time:                9.00 am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

 

Agenda

 

Item       Subject                                                                                                                  Page

 

1.         Welcome/Notices/Apologies 

2.         Conflict of Interest Declarations  

3.         Confirmation of Minutes of the Corporate and Strategic Committee held on 18 November 2015

4.         Matters Arising from Minutes of the Corporate and Strategic Committee held on 18 November 2015

5.         Follow-ups from Previous Corporate and Strategic Committee meetings                   3

6.         Call for any Minor Items not on the Agenda                                                                 7

Decision Items

7.         Report and Recommendations from the Finance Audit & Risk Sub-committee         9

8.         Draft Councillor Meeting Attendance Records Policy                                                29

9.         Napier City Council Velodrome Proposal                                                                   33

Information or Performance Monitoring

10.       Health and Safety Update Report for the Period 1 November 2015 - 31 January 2016                                                                                                                                     41

11.       February 2016 Public Transport Update                                                                     47

12.       Minor Items not on the Agenda                                                                                   55  

Decision Items (Public Excluded)

13.       Confirmation of the Public Excluded Minutes of the Corporate and Strategic Committee Meeting Held on 18 November 2015                                                                          57

 


HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee

Wednesday 17 February 2016

SUBJECT: Follow-ups from Previous Corporate and Strategic Committee meetings

 

Reason for Report

1.      In order to track items raised at previous meetings that require follow-up, a list of outstanding items is prepared for each meeting. All follow-up items indicate who is responsible for each, when it is expected to be completed and a brief status comment. Once the items have been completed and reported to the Committee they will be removed from the list.

Decision Making Process

2.      Council is required to make a decision in accordance with Part 6 Sub-Part 1, of the Local Government Act 2002 (the Act). Staff have assessed the requirements contained within this section of the Act in relation to this item and have concluded that as this report is for information only and no decision is required in terms of the Local Government Act’s provisions, the decision making procedures set out in the Act do not apply.

 

Recommendation

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

 

 

 

Liz Lambert

Chief Executive

 

 

Attachment/s

1

Follow-ups from Previous Corporate & Strategic Committee Meetings

 

 

  


Follow-ups from Previous Corporate & Strategic Committee Meetings

Attachment 1

 


HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee

Wednesday 17 February 2016

Subject: Call for any Minor Items not on the Agenda

 

Reason for Report

1.      Under standing orders, SO 3.7.6:

“Where an item is not on the agenda for a meeting,

(a)   That item may be discussed at that meeting if:

(i)    that item is a minor matter relating to the general business of the local authority; and

(ii)   the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)   No resolution, decision, or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

2.      The Chairman will request any items Councillors wish to be added for discussion at today’s meeting and these will be duly noted, if accepted by the Chairman, for discussion as Agenda Item 12.

Recommendations

That the Corporate and Strategic Committee accepts the following minor items not on the agenda, for discussion as Item 12:

1    

2    

 

 

Leeanne Hooper

GOVERNANCE & CORPORATE ADMINISTRATION MANAGER

Liz Lambert

CHIEF EXECUTIVE

 

 

  


HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee  

Wednesday 17 February 2016

Subject: Report and Recommendations from the Finance Audit & Risk Sub-committee        

 

Reason for Report

1.      The following matters were considered by the Finance Audit and Risk Sub-committee on 11 February 2016, and are now presented for consideration and approval.

2.      The Sub-committee agreed amendments to the Charter and the HBRC Risk Management Policy, which have been incorporated into the attached documents.

Decision Making Process

3.      These items have been specifically considered at the Sub-committee level.

 

Recommendations

That the Corporate and Strategic Committee:

1.      Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted Significance and Engagement Policy.

2.      Receives and notes the verbal Chairman’s report from the 9 November 2015 Finance Audit and Risk Sub-committee.

Charter for the Finance Audit and Risk Sub-committee

3.      Approves the HBRC Finance Audit and Risk Sub-committee Charter as attached.

Risk Assessment and Management

4.      Adopts the reviewed HBRC Risk Management Policy as attached

5.      Adopts the reviewed Risk Management Framework as attached

6.      Approves the undertaking of a Cyber Security internal audit within existing budgets, to be reported back to the 18 May 2016 meeting of the Finance Audit and Risk Sub-committee.

Reports Received

7.      Notes that the following reports were provided to the Finance Audit and Risk Sub-committee and feedback provided to staff:

7.1.      Audit Management Letter Covering Annual Report Year Ending 30 June 2015

7.2.      2016 Work Programme

7.3.      Cyber Security.

 

 

Paul Drury

Group Manager
Corporate Services

Liz Lambert

Chief Executive

 

Attachment/s

1

Finance Audit & Risk Sub-committee Charter

 

 

2

HBRC Risk Management Policy and Risk Management Framework

 

 

  


Finance Audit & Risk Sub-committee Charter

Attachment 1

 




HBRC Risk Management Policy and Risk Management Framework

Attachment 2

 















HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee  

Wednesday 17 February 2016

Subject: Draft Councillor Meeting Attendance Records Policy        

 

Reason for Report

1.      At the Corporate and Strategic Committee meeting held 18 November 2015, the Committee requested that “a draft policy written by staff to be brought to the February 2016 Corporate and Strategic Committee meeting for consideration.” The purpose of the policy is to clarify Council process and the legal requirements for the recording and publication of attendance by elected representatives at Council and committee meetings and other events.

2.      The draft Policy is attached for discussion and amendments as required.

Decision Making Process

3.      Council is required to make a decision in accordance with the requirements of the Local Government Act 2002 (the Act).  Staff have assessed the requirements in relation to this item and have concluded:

3.1.      The decision does not significantly alter the service provision or affect a strategic asset.

3.2.      The use of the special consultative procedure is not prescribed by legislation.

3.3.      The decision does not fall within the definition of Council’s policy on significance.

3.4.      The decision is not inconsistent with an existing policy or plan.

3.5.      Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, Council can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.

 

Recommendations

1.      That the Corporate and Strategic Committee receives and takes note of the report titled “Draft Councillor Meeting Attendance Records Policy”.

2.      The Corporate and Strategic Committee recommends that Council:

2.1.      Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted Significance and Engagement Policy, and that Council can exercise its discretion and make decisions on this issue without conferring directly with the community.

2.2.      Adopts the Recording and Publication of Councillor Meeting Attendance Policy as amended.

 

 

Liz Lambert

Chief Executive

 

 

Attachment/s

1

Recording and Publication of Councillor Meeting Attendance

 

 

  


Recording and Publication of Councillor Meeting Attendance

Attachment 1

 



HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee  

Wednesday 17 February 2016

Subject: Napier City Council Velodrome Proposal        

 

Reason for Report

1.      The purpose of this paper is to provide the Committee with the background on the policy that covers community facilities funding, the previous level of this fund, the projects approved for funding and how the Community Facilities Fund was funded.

Comment

2.      In September 2009 Council adopted a policy for consideration of Community Facilities Fund applications - this policy is:

Basic Qualification Criteria

1.           

The facility must be owned or managed by a Territorial Local Authority or a Council Controlled Organisation, residing in the Hawke’s Bay region.

2.           

The facility should be of benefit to the whole Hawke’s Bay region or at least of benefit to a significant sub-region (eg - Wairoa or Central Hawke’s Bay).

3.           

The facility should have a minimum capital value of $5 million in the instance of Napier City or Hastings District or $500,000 in the instance of Wairoa or Central Hawke’s Bay.

4.           

The fund will support projects to establish or upgrade community infrastructure such as halls, museums, sports facilities, community centres, which are available for use by the community at large.

5.           

The fund would not normally support basic local authority infrastructure such as drainage, water supply, sewage or waste disposal or roading.

6.           

The fund would contribute to capital costs of facilities but not to operating costs.

 

Other Criteria:

1.        

The project should demonstrate local community support through the applicant’s LTP or Annual Plan process.

2.           

The sponsoring TLA must undertake responsibility for maintenance and renewals, preferably with depreciation funded.

3.           

The Regional Council should be satisfied that management and/or governance of the facility will be competent.

4.           

The Regional Council would expect the sponsoring Council to be directly funding or be receiving funding for at least 75% of the value of the project and the Regional Council would in no instance contribute more than 50% of the cost of the project.

5.           

The Regional Council would normally conduct no more than one funding round in each financial year and allocate in total in each funding round no more than that recommended by the Council’s Chief Executive.

 

3.      In November 2009 Council established a level for the Community Facilities Fund at $6 million.  Details are provided in the following table:

Project

Allocation $

Payment $

Commitment $

Napier City Council Sponsored Projects:

-     HB Museum and Art Gallery

 

$2,500,000

 

$2,500,000

 

-

Hastings District Council Sponsored Projects:

-     Regional Sports Park

-     Te Mata Park Development

 

$2,000,000

$500,000

 

$2,000,000

-

 

 

$500,000

Wairoa District Council Sponsored Projects:

-     Wairoa Community Centre

 

$500,000

 

$500,000

 

-

Central Hawke’s Bay District Council Sponsored Projects:

-     Waipawa Town Hall

 

 

$500,000

 

 

$500,000

 

-

 

 


4.      The funding for the $6 million in the Community Facilities Fund was from Council reserves ($2,200,000) and from loan funding ($3,800,000). The loan funding and servicing of loans over a 10 year repayment period has been provided for in the Long Term Plan.

5.      As Council’s investment and non-investment reserves have been fully committed, any increase in the Community Facilities Fund would need to be funded from Council borrowing. Such additional loan funding and the affect that the servicing of these loans would have on Council rate levels have not been included in the Long Term Plan 2015‑2025.

6.      A presentation will be made at this meeting by the Mayor of Napier, Bill Dalton, the Chief Executive Officer of Napier City Council, Wayne Jack, and the project team responsible for the Velodrome project – refer to Attachment 1 for a copy of their briefing notes.

Decision Making Process

7.      Council is required to make every decision in accordance with the Local Government Act 2002 (the Act).  Staff have assessed the requirements in relation to this item and have concluded that, as this report is for information only and no decision is to be made, the decision making provisions of the Local Government Act 2002 do not apply.

8.      This paper does not seek a decision at this meeting and the material presented both in the paper and the presentation on the Velodrome is for the information of the Committee.

 

Recommendations

1.      That the details of the Community Facilities Fund policy expenditure and funding be received.

2.      That the information provided by the Velodrome project team be received.

 

 

Paul Drury

Group Manager
Corporate Services

Liz Lambert

Chief Executive

 

Attachment/s

1

HB Multi-use Velodrome Proposal

 

 

  


HB Multi-use Velodrome Proposal

Attachment 1

 





   


HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee  

Wednesday 17 February 2016

Subject: Health and Safety Update Report for the Period 1 November 2015 - 31 January 2016        

 

Reason for Report

1.      This report provides the Committee with an update of key health and safety information for the period 1 November 2015 through 31 January 2016.

Background

2.      An updated copy of the Health and Safety Reporting Dashboard is appended as Attachment 1 for the Committee’s information.

3.      The new legislation will come into force on 4 April 2016. Various documentation and policies have been reviewed to reflect the change in legislation and address any potential implications of the change.

4.      There are no significant issues to report since the last report. The contractor information will be available for the April meeting of the committee. Contractor management continues to be a priority component of Council’s health and safety management.

Decision Making Process

5.      Council is required to make a decision in accordance with Part 6 Sub-Part 1, of the Local Government Act 2002 (the Act).  As this report is for information only and no decision is to be made, the decision making provisions of the Local Government Act 2002 do not apply.

 

Recommendation

1.      That the Corporate and Strategic Committee receives the “Health and Safety Update Report for the Period 1 November 2015 to 31 January 2016”.

 

 

Viv Moule

Human Resources Manager

Liz Lambert

Chief Executive

 

Attachment/s

1

Health and Safety Reporting Dashboard 1 November 2015 - 31 January 2016

 

 

  


Health and Safety Reporting Dashboard 1 November 2015 - 31 January 2016

Attachment 1

 




HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee  

Wednesday 17 February 2016

SUBJECT: February 2016 Public Transport Update        

 

Reason for Report

1.      This agenda item provides the Committee with an update on Council’s public transport operations.

General Information

2.      Transport staff are currently working with Go Bus Transport Ltd to identify and cost service improvements which may include: a service between Bay View and Napier; an earlier morning service to meet the needs of HBDHB workers; a modified express Route 12 (Npe-Hstgs) service; and real-time and Google transit information. Any changes will be brought to Council for discussion and decision, prior to their implementation from the start of the new contract on 1 August 2016.

3.      An extra bus which operated as a shuttle between Hastings CBD, Bay Plaza and The Park on Christmas Eve and Boxing Day was deemed to be successful as it helped to keep services to Flaxmere, Havelock North and Napier on schedule.

4.      It is likely that a ‘free parking’ trial in Hastings CBD may have impacted on patronage of Hastings services over the Christmas and pre-Christmas period.

Bus Passenger Trips

5.      Diagram 1 shows total bus passenger trips during 2012-13, 2013-14, 2014-15 and 2015-16 YTD.

Diagram 1 – Passenger Trips – 2012-13, 2013-14, 2014-15, 2015-16 YTD

6.      Average monthly patronage for 2012-13, 2013-14, 2014-15 and 2015-16 YTD is shown in Diagram 2.

Diagram 2 – Total Annual Passenger Trips and Monthly Averages

Year

Total Annual Trips

Monthly Average

2012-13

761,392

63,449

2013-14

799,845

66,653

2014-15

744,692

62,057

2015-16 (YTD)

348,884

58,147

Bus Service Costs

7.      The following table shows the net cost (after fares and excluding GST) of operating the goBay bus service between July and December in 2012-13, 2013-14, 2014-15 and 2015-16. The costs include base contract and quarterly incentive and indexation costs, which accounts for the significant price fluctuations between months.

Diagram 3 – Net Cost of Bus Service – 2012-13, 2013-14, 2014-15 and 2015-16 YTD

Year

Jul

Aug

Sep

Oct

Nov

Dec

TOTAL

2012-13

$224,406

$206,395

$217,298

$229,967

$218,084

$246,304

$1,342,454

2013-14

$186,170

$278,969

$182,220

$187,613

$302,615

$207,605

$1,345,192

2014-15

$168,720

$157,262

$264,227

$174,153

$141,819

$255,647

$1,161,828

2015-16

$142,779

$189,698

$213,309

$148,791

$158,061

$249,914

$1,102,552

(53% of this cost is met by the New Zealand Transport Agency).

Fare Recovery

8.      Fare recovery is the portion of the total cost of the service that is covered by fares (including Supergold payments from central government). Diagram 4 shows fare recovery in 2012-13, 2013-14, 2014-15 and 2015-16 (YTD).

Diagram 4 – Fare Recovery – 2012-13, 2013-14, 2014-15 and 2015-16 YTD

2012-13

34.26%

2013-14

38.24%

2014-15

38.69%

2015-16 (YTD)

38.17%

Bus Stops

9.      Napier City Council has commenced a programme of formalising Napier bus stops.

SuperGold Card Scheme Update

10.    Changes have been made to the funding of the SuperGold scheme which provides free off-peak bus travel for people with a SuperGold card. The Minister of Transport has announced that from 2016-17, funding for this scheme will be capped and each region will be bulk funded.  Regional allocations will be adjusted annually by the Consumer Price Index but there will be no funding to accommodate growth in numbers of users of the scheme or in the number of trips taken.

11.    Regional Council staff from around the country have been involved in the development of options for the equitable distribution of the fund among regions.  A number of possible options have been modelled and a preferred option identified.  Submissions on the proposal are sought from regional councils by 29 February.

12.    A summary of the proposals and a draft submission are attached.

Total Mobility

13.    The Total Mobility Scheme, which is funded by regional council, local councils and the NZTA, provides subsidised taxi transport for people who have a permanent illness or disability which prevents them from using public transport.

14.    The following tables show the number of Total Mobility trips made during 2012-13, 2013-14 and 2014-15 and the corresponding costs (excl GST).

15.    There were 46,912 trips in the first six months of this year, compared with 47,863 in the same period last year, a decrease of 1.9%. Expenditure decreased by 5.6%, from $318,547 in the first half of 2014-15 to $300,701 this year.  The reasons for this are not yet clear (although Total Mobility use can be very weather-dependent) and it is too early to tell whether this trend will continue. It is possible however, that with the lower petrol prices, TM users are being transported more by friends and family.


Diagram 5 – Total Mobility Trips – 2012-13, 2013-14, 2014-15 (YTD)

Year

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

June

Total

2012-13

6,753

6,839

6,471

7,256

6,925

6,447

6,022

6,320

6,614

6,850

7,106

6,382

79,985

2013-14

7,401

6,804

6,611

7,658

7,365

7,185

6,546

7,032

7,605

7,745

7,707

7,188

86,847

2014-15

8,320

7,950

7,677

8,267

7,701

7,948

6,354

6,901

8,245

7,328

7,737

7,852

92,280

2015-16

7,949

7,219

8,186

7,708

7,876

7,974

 

 

 

 

 

 

46,912

Diagram 6 – Total Mobility Cost ($,excl GST) – 2012-13, 2013-14, 2014-15, 2015-16 (YTD)

Year

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

June

Total

2012-13

44,451

44,877

43,241

46,216

45,382

39,880

37,347

40,862

44,382

43,927

47,613

43,394

521,572

2013-14

49,274

46,153

43,965

50,189

47,744

46,968

39,581

46,567

52,047

50,715

51,078

49,348

573,629

2014-15

55,780

53,489

51,222

54,492

53,590

49,973

38,990

45,943

52,581

46,747

50,972

51,422

605,201

2015-16 YTD

50,876

46,254

52,339

48,692

51,546

50,991

 

 

 

 

 

 

300,701 YTD

(60% of this cost is met by the New Zealand Transport Agency)

Small Passenger Service Sector

16.    The government has undertaken consultation on changes to the small passenger service sector, with submissions closing 12 February. A submission on the proposed changes has been prepared by the Regional Transport Committee.

17.    Small passenger service vehicles (taxis, shuttles, private hire, dial-a-driver services) currently operate under a variety of different rules, ranging from quite stringent requirements for taxis to few requirements other than a P endorsement on the driver’s licence for private hire companies.

18.    However technological changes, the range of services offered and consumer expectations have changed greatly.  Much of the existing regulation is outdated and imposes requirements on the sector that can no longer be justified.  A range of services  have sprung up, operating  under the private hire rules and these are competing with taxis for passengers, but without having to meet the same compliance costs.  The government wishes to ensure that the rules are fit for purpose and accommodate the range of new services now available.

19.    Five options for the future have been identified, being:

19.1.    Option 1 - Status quo — modified

19.2.    Option 2 - Reinforce separate markets for taxis and private hire services, with separate regulatory burdens

19.3.    Option 3 - Create a new single class system in which drivers are responsible for safety and compliance (reduced regulatory burden)

19.4.    Option 4 - Create a new single class system in which operators have responsibility for safety and compliance (reduced regulatory burden)

19.5.    Option 5 - Apply existing taxi requirements to all operators (higher regulatory burden in new single class system)

20.    The Regional Transport Committee’s submission was generally supportive of Option 4, which puts all small passenger service vehicles on a level playing field and reduces the regulatory burden that taxis have had to operate under while increasing some aspects of requirements for services which currently operate as private hire. The more equitable requirements should improve competition, with benefits to customers. However, the RTC considered that one or two aspects of the proposals needed careful consideration to safeguard more vulnerable clients such as Total Mobility users.

21.    Copies of the RTC submission will be made available at the meeting.


Decision Making Process

22.    Council is required to make every decision in accordance with the Local Government Act 2002 (the Act).  Staff have assessed the requirements in relation to this item and have concluded that, as this report is for information only and no decision is to be made, the decision making provisions of the Local Government Act 2002 do not apply.

 

Recommendations

1.      That the Corporate and Strategic Committee receives the February 2016 Public Transport Update report.

 

 

Anne  Redgrave

Transport Manager

Liz Lambert

Chief Executive

 

Attachment/s

1

SuperGold Funding Allocation - Background and Draft Submission

 

 

  


SuperGold Funding Allocation - Background and Draft Submission

Attachment 1

 





HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee  

Wednesday 17 February 2016

Subject: Minor Items not on the Agenda        

 

Reason for Report

This document has been prepared to assist Councillors note the Minor Items Not on the Agenda to be discussed as determined earlier in Agenda Item 6.

Item

Topic

Councillor / Staff

1.   

 

 

2.   

 

 

3.   

 

 

4.   

 

 

5.   

 

 

 

 

  


HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee

Wednesday 17 February 2016

 

SUBJECT: Confirmation of the Public Excluded Minutes of the Corporate and Strategic Committee Meeting held on 18 November 2015

That the Committee excludes the public from this section of the meeting being Agenda Item 13 Confirmation of Public Excluded Minutes 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

Independent Member Recommendation from the Finance Audit and Risk Sub-committee

7(2)(a) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of the information is necessary to protect the privacy of natural persons

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

 

 

 

 

Liz Lambert

CHIEF EXECUTIVE