MINUTES OF A meeting of the Regional Council
Date: Wednesday 14 March 2018
Hawke's Bay Regional Council
159 Dalton Street
A J Dick
In Attendance: M Mohi – Chairman – Maori Committee
J Palmer – Chief Executive
E Lambert – Group Manager External Relations
J Ellerm – Group Manager Corporate Services
D Broadley – Communications Manager
L Hooper – Governance Manager
D Cull – Programme Leader
M Collings – Corporate Accountant
T Kilkolly – Financial Accountant
The Chairman welcomed everyone to the meeting.
RC21/18 That the apology for absence from Councillor Rick Barker by accepted.
Councillor Alan Dick advised that he will distribute materials from the Transport and Regional Economic Development conference he attended in Gisborne.
Councillor Hewitt moved a motion, seconded by Counillor Wilson, to award a certificate of appreciation to a member of the public, citing the work Mr Roger Alexander, visionary developer and establisher of Puketapu Lake. Councillor Hewitt explained that in the 1800s the lake was 30 acres and flooded the area, so a drain was dug to divert water from the valley into the Tutaekuri River, resulting in the lake becoming a dead swamp filled with rotting vegetation. When the Alexander family settled in the district in the 1970s he began restoring the wetland – working over the next 30 years to re-establish the wetland and all of its ecology.
RC22/18 That an HBRC certificate of appreciation be awarded to Mr Roger Alexander and to his wife Diane and family for services to the environment.
2. Conflict of Interest Declarations
There were no conflict of interest declarations.
3. Confirmation of Minutes of the Regional Council Meeting held on 28 February 2018
Secretarial note: As there are no provisions under Council’s Standing Orders for discussion of the minutes other than confirmation of their correctness, “amendments” are recorded following.
During confirmation of the Minutes, in response to a query, Mr James Palmer advised that Council does have leverage in relation to Russell Roads however staff elected to work with all parties to resolve issues around the access road rather than pursue actions against the company, explaining that issues cannot be progressed until the HDC consenting process has been concluded. It was agreed that the minutes be amended with the addition of the words “Staff will continue to monitor the situation”.
In response to a further query during confirmation of the minutes, it was agreed that the minutes be amended with the addition of the words “Staff undertook to reconsider the approach to TANK and consult with councillors Beaven and Belford in the process”.
Minutes of the Regional Council Meeting held on Wednesday, 28 February 2018, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record as amended.
Secretarial note: As there are no provisions under Council’s Standing Orders for discussion of the minutes other than confirmation of their correctness, “matters arising” are recorded following.
In response to a query, Mr James Palmer advised that staff have reserved the right to speak at the Napier City Council PC11 hearings in support of their submission.
In response to a query, Mr James Palmer provided a verbal update in relation to Ahuriri Estuary contamination and the ongoing investigations being carried out by HBRC staff including faecal source tracking and ongoing enforcement investigations into a sewerage spill last week. There is currently still a “no swim” grading on LAWA for Pandora Pond and Ahuriri Estuary.
Adoption of the Policies and Supporting Information for the Consultation Document for the 2018-28 Long Term Plan
Mr James Palmer introduced the item, acknowledging the efforts of staff who were part of the project team, in particular project leader Desiree Cull, Drew Broadley (Communications Lead), Manton Collings (Financials Lead), Trudy Kilkolly (Rates & Calculator Tool) as well as Mark Heaney and Jessica Ellerm, highlighting:
· Clean bill of health from the auditors
· Over 12 month journey to develop Council’s proposals and approaches for the 2018-28 LTP consultation process including workshops with councillors to develop first the Strategic Plan and then the LTP proposals over the last 12-15 months
· direction from councillors to set a clear set of priorities, particularly around the environment, to modify Council’s approach and take a stronger stance in regulation, to work more closely in partnership with others and to leverage funding of others, and to take a step change accelerated approach to Council’s activities used to develop high level 2017-21 Strategic Plan then translated into very specific budgets and activities for this LTP
· the organisation reviewed every project, budget, and activity from the ground up to identify efficiencies and pressures on Council activities and carried out several functional reviews to deliver this ambitious but realistic long term plan and its proposals, to be supported by a reorganised HBRC structure
· Council responding to urgent and serious priorities with actions as voiced in a video promoting the LTP, made with local people
· Demand driven increase of FTEs proposed represents up to 30 (15%) new staff, including 2/3 being frontline integrated catchment management and regulation field staff as well as an Executive level Tumuaki role.
· Recognise staff efforts to develop and produce LTP are also on top of the normal business of improving the environment and already escalated and intensified staff efforts on projects like hotspots
· Several specific edits to the policies and documents noted for making pre-publication
· Policies on Rates Remission and Postponement have been updated however the review undertaken did not make any changes to the Māori freehold land section
· Represents step change efforts which will be costly and generate serious debate in the community
· Issues will take longer than 10 years to fix and still work to be done to determine exactly what is required to achieve specific outcomes and/or standards – ambitious targets costing significant amounts but is it enough?
· Concerns expressed about reducing funding for HB Tourism, affordability for ratepayers and future farming
· Need to genuinely consult with the public and listen to their submissions before making any final decisions
That the Hawke’s Bay Regional Council:
1. Receives and notes the “Adoption of the policies and supporting information for the Consultation Document for the 2018-28 Long Term Plan” staff report.
2. Adopts the following funding and financial policies, including minor amendments agreed today, for consultation under the provisions of section 82 of the Local Government Act 2002:
2.1. Draft Investment Policy
2.2. Draft Liability Management Policy
2.3. Draft Rates Remission and Postponement Policies
2.4. Draft Revenue and Financing Policy
3. Adopts the Significance and Engagement Policy and includes it as part of the supporting information package for the Consultation Document for the 2018-28 Long Term Plan as required by section 76AA of the Local Government Act.
4. Adopts the following as supporting information for the Consultation Document for the 2018-28 Long Term Plan as required by section 93G of the Local Government Act 2002 including minor amendments agreed today or requested by Audit NZ, being:
4.1. Community outcomes
4.2. Groups of Activities (including levels of services and cost of service statements)
4.3. Council Controlled organisations
4.4. Development of Māori capacity to contribute to decision-making processes
4.5. HBRC Asset Management Policy, 30 Year (2018-48) Infrastructure Strategy and Asset Management Plans
4.6. Financial Strategy
4.7. Summary of Significant Accounting Policies
4.8. Significant Forecasting Assumptions
4.9. Financial statements
4.10. Funding impact statement
4.11. Information Memorandum on the Local Government Funding Agency
4.12. Schedule of Fees and Charges
For: Bailey, Beaven, Belford, Kirton ,Graham
Against: Dick, Hewitt, Wilson
Adoption of “Facing Our Future 2018-28” for Consultation
Drew Broadley introduced the item, advising that the 24 page consultation document circulated to councillors today is the final, audited version of the document for publication, and that the condensed 4 page summary of proposals (to be posted to every ratepayer) has been drawn from the content of the consultation document but has not been subject to Audit. Queries and discussions covered:
· Demonstration of the Rates Calculator comparison tool – which is already live for the public to compare their 2017-18 rates to what the proposed 2018-19 rates are expected to be
· Following Council adoption all the supporting information and consultation documents will be amended as per the feedback provided today before being ‘made live’ on the HBRC website for when consultation officially opens on 19 March
· Schedule of social media posts will be provided to councillors
· Suggestion to promote the link to the Rates calculator tool by including it more than once in the 4 page document
· Promotion of events as opportunities for people to give their views to councillors in person
· Suggestions that LGFA not be included in the summary, and instead Future Farming or Coastal hazards or something more topical
That the Hawke’s Bay Regional Council:
1. Receives and notes the “Adoption of Facing Our Future 2018-2028 for Consultation” staff report.
2. Adopts Facing Our Future 2018-2028, the Consultation Document for the 2018-28 Long Term Plan, subject to any changes required by Audit NZ and the insertion of the audit opinion.
3. Agrees that the HBRC Chairman and Chief Executive will have final approval of any further minor editorial amendments in the Consultation Document prior to it being printed and made available for public consultation.
There being no further business the Chairman declared the meeting closed at 3.57pm on Wednesday 14 March 2018.
Signed as a true and correct record.
DATE: ................................................ CHAIRMAN: ...............................................