Agenda of Regional Council Meeting

Meeting of the Hawke's Bay Regional Council

Date: Wednesday 25 March 2020

Time: 11.00am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Agenda

Item Subject Page

1. Welcome/Apologies/Notices

2. Conflict of Interest Declarations

3. Confirmation of Minutes of the Regional Council meeting held on 26 February 2020 and the Extraordinary Regional Council Meeting held on 18 March 2020

4. Follow-up Items from Previous Regional Council Meetings 3

5. Call for Minor Items Not on the Agenda 7

6. Significant Organisational Activities through April 2020 9

Decision Items

7. Cr Rex Graham Notice of Motion: Advice on Zero 2020-21 Rates Increase 19

8. Report and Recommendations from the Māori Committee 21

9. Report and Recommendations from the Corporate and Strategic Committee 35

10. Local Government New Zealand 2020 Conference and Annual General Meeting 41

11. Councillor Remuneration 43

12. Potential HBRC Name Change 51

13. Affixing of Common Seal 87

Information or Performance Monitoring

14. Cranford Foundation 89

15. Heritage Trails 109

16. Discussion of Minor Matters Not on the Agenda 111

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

SUBJECT: Significant Organisational Activities through April 2020

Reason for Report

1. The commentary attached is for Councillors’ information, to highlight significant areas of Council activity. Significant Council resources are being directed toward various initiatives which reflect the Council’s evolving agenda and it is considered important that Council is consistently informed on progress in areas that have, or may create a high external profile.

Executive Summary

2. Currently, the most significant activities impacting on the organization are related to the Region’s response to the Drought and Covid-19 while attempting to carry on with all of the projects and programmes staff are involved with every day.

Decision Making Process

3. Staff have assessed the requirements of the Local Government Act 2002 in relation to this item and have concluded that, as this report is for information only, the decision making provisions do not apply.

Recommendation

That the Hawke’s Bay Regional Council receives and notes the Significant HBRC Activities through April 2020 staff report.

Authored by:

Vicki Butterworth

Cycle Network Coordinator

Desiree Cull

Strategy and Projects Leader

Peter Davis

Manager Environmental Information

Ceri Edmonds

Manager Policy and Planning

Dean Evans

Manager Catchments Delivery

Craig Goodier

Team Leader Engineering

Martina Groves

Manager Regional Projects

Nathan Heath

Catchment Manager (Wairoa/Mohaka)

Dr Andy Hicks

Team Leader/Principal Scientist Water Quality and Ecology

Dr Kathleen Kozyniak

Principal Scientist (Air)

Campbell Leckie

Manager Catchment Services

Dr Barry Lynch

Team Leader/Principal Scientist (Land Science)

Anna Madarasz-Smith

Team Leader/Principal Scientist Marine and Coast

Mark Mitchell

Team Leader/Principal Advisor, Biosecurity/Biodiversity

Thomas Petrie

Project Manager Environmental Hotspots

Brendan Powell

Manager Catchments Policy Implementation

Anne Redgrave

Transport Manager

Dr Jeff Smith

Manager Scientist

Jolene Townshend

Senior Advisor Integrated Catchment Management

Thomas Wilding

Team Leader Hydrology Hydrogeology

Approved by:

Chris Dolley

Group Manager Asset Management

Iain Maxwell

Group Manager Integrated Catchment Management

Tom Skerman

Group Manager Strategic Planning

Attachment/s

⇩1

Table of Significant Activities Update April 2020

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

Subject: Cr Rex Graham Notice of Motion: Advice on Zero 2020-21 Rates Increase

Reason for Report

1. Councillor Graham has submitted a Notice of Motion requesting that Council resolves:

1.1. Directs the Chief Executive to provide Council with urgent advice on how the Council can deliver the 2020-21 Annual Plan with zero rates increase.

Process for Considering Notice of Motion

2. Councillor Graham moves his Notice of Motion, and if there is a seconder for it, the Motion is debated in accordance with Standing Orders before being put and voted on.

3. If there is not a seconder, then the Notice of Motion lapses.

4. Following resolution of the Motion (either CARRIED or LOST), the meeting moves to resolve the substantive motion as per the “Recommendations” section following.

Decision Making Process

5. Council is required to make every 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 advise that the decision to resolve Cr Barker’s Notice of Motion:

5.1. Will not significantly alter the service provision or affect a strategic asset.

5.2. Does not fall within the definition of Council’s policy on significance.

Recommendations

That Hawke’s Bay Regional Council:

1. Receives and considers the “Cr Rex Graham Notice of Motion: Advice on Zero 2020-21 Rates Increase”.

2. Directs the Chief Executive to provide Council with urgent advice on how the Council can deliver the 2020-21 Annual Plan with zero rates increase.

Authored by:

Leeanne Hooper

Governance Lead

Approved by:

James Palmer

Chief Executive

Attachment/s

There are no attachments for this report.

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

Subject: Report and Recommendations from the Māori Committee

Reason for Report

1. The following matters were considered by the Māori Committee meeting on 4 March 2020 and the recommendations agreed are now presented for Council’s consideration alongside any additional commentary the Co-chairs, Mike Paku and/or Michelle McIlroy wish to offer.

Reports Received

2. The Appointment of Tangata Whenua Representatives to the Māori Committee item confirmed the appointments made by each of the taiwhenua in the region.

3. The Election of the Māori Committee Chairperson confirmed the election of Co-chairs Michael Paku and Michelle McIlroy.

4. The Nomination of Māori Committee Representatives to Council’s Committees item presented the opportunity for Taiwhenua representatives to participate on the Hearings, Regional Transport, Environment & Integrated Catchments and Corporate & Strategic committees. Nominations made were:

4.1. Dr Roger Maaka as a member of the Environment and Integrated Catchments Committee

4.2. Peter Eden as a member of the Corporate and Strategic Committee

4.3. Api Robin as an Advisory Member of the Regional Transport Committee

4.4. Dr Roger Maaka and Katarina Kawana as members of the Hearings Committee

4.5. Co-Chairs, Michael Paku and/or Michelle McIlroy are appointed to the Regional Council with full speaking rights.

5. The Māori Committee Terms of Reference item proposed an updated Terms of Reference incorporating the previous Charter and Terms of Reference, and the Committee resolved:

5.1. Adopts the Terms of Reference with the inclusion of the agreed amendment that a Ngāti Kahungunu representative is added to the Committee’s membership.

5.2. That a wānanga comprised of all taiwhenua members be established to review the Terms of Reference and propose an updated version to the 15 July 2020 meeting for the Committee’s consideration and adoption.

6. The Regional Climate Change Response Programme Development Update presented an update and context around the Council’s response actions underway and sought the nomination of two representatives to participate in a working party. The Committee resolved:

6.1. nominates Dr Roger Maaka and Michelle McIlroy as the Māori Committee members on the climate change working party.

7. The 2017-21 Strategic Plan Refresh sought Committee members’ input into the proposed changes to identify and discuss any key priorities not captured or given sufficient emphasis.

8. As an item for discussion only, concerns were raised in relation to GoBus drivers’ wages and a document tabled seeking a commitment by the Regional Council to engage with all parties involved. That document is attached for information and direction from Council as to next steps to be taken.

Decision Making Process

9. These items were specifically considered by the Māori Committee on 4 March 2020 and are now the subject of the following recommendations to Council.

Recommendations

The Māori Committee recommends that Hawke’s Bay Regional Council:

1. Receives and considers the “Recommendations from the Māori Committee” staff report and commentary provided by the Co-chairs at the meeting.

2. 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 and persons likely to have an interest in the decision.

Appointment of Tangata Whenua Representatives to the Māori Committee

3. Confirms the appointments of:

3.1. Bill Blake and Katarina Kawana representing Wairoa Taiwhenua, and Michelle McIlroy representing Wairoa Kahungunu Executive, with Teresa Smith as the proxy member.

3.2. Peter Eden, Api Robin and Rose Hiha representing Te Taiwhenua o Te Whanganui-a-Orotū, with the proxy member to be advised.

3.3. Haami Hilton, Marei Apatu and Michael Paku representing Heretaunga Taiwhenua, with the proxy member to be advised.

3.4. Dr Roger Maaka, Zack Makoare and Paora Sciascia representing Tamatea Taiwhenua and Marge Hape as a proxy member.

Election of the Māori Committee Chairperson

4. Confirms the election of Michael Paku and Michelle McIlroy as Māori Committee Co-Chairpersons.

Nomination of Māori Committee Representatives to Council’s Committees

5. Confirms the appointments of:

5.1. Dr Roger Maaka as a member of the Environment and Integrated Catchments Committee

5.2. Peter Eden as a member of the Corporate and Strategic Committee

5.3. Api Robin as an Advisory Member of the Regional Transport Committee

5.4. Dr Roger Maaka and Katarina Kawana as members of the Hearings Committee

5.5. Co-chairs, Michael Paku and/or Michelle McIlroy to the Regional Council with full speaking rights.

Māori Committee Terms of Reference

6. Adopts the Terms of Reference (attached) which includes the agreed amendment to include a Ngāti Kahungunu representative on the Committee’s membership.

Regional Climate Change Response Programme Development Update

7. Notes the appointment of Dr Roger Maaka and Michelle McIlroy as members of the climate change working party.

Reports Received

8. Notes that the following reports were provided to the Māori Committee

8.1. Regional Climate Change Response Programme Development Update

8.2. 2017-21 Strategic Plan Refresh

8.3. Taiwhenua Representatives' Verbal Updates

8.4. Verbal Update on Current Issues – HBRC Chair and Chief Executive.

Authored by:

Leeanne Hooper

Governance Lead

Melanie Taiaroa

Senior Advisor Maori Partnerships

Approved by:

Pieri Munro

Te Pou Whakarae

Attachment/s

⇩1	2020 proposed Maori Committee Terms of Reference for adoption
⇩2	4 March 2020 Letter re GoBus

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

Subject: Report and Recommendations from the Corporate and Strategic Committee

Reason for Report

1. The following matters were considered by the Corporate and Strategic Committee meeting on 11 March 2020 and the recommendations agreed are now presented for Council’s consideration alongside any additional commentary the Chair, Councillor Neil Kirton, wishes to offer.

Reports Received

2. The Report and Recommendations from the Finance Audit and Risk Sub-committee (FARS) item provided the Committee with an overview of the discussions at the meeting and the resulting recommendations, including the adoption of the Terms of Reference for the Sub-committee.

3. The Investment Strategy Workshop Follow-up including Statement of Investment Policy Objectives Review followed up on a workshop held subsequent to the FARS meeting to discuss the sub-committee’s internal audit work programme and potential amendments to the SIPO.

3.1. In relation to the review and updating of the Statement of Investment Policy Objectives (SIPO), staff presented proposed changes in response to feedback received from Fund Managers (Jarden and Mercer), PwC Treasury and discussion at the recent 12 February 2020 FARS meeting. Subsequent to this meeting, the review of the SIPO has been postponed given the current state of financial markets and uncertainty.

4. The Remission of Penalties on Rates Policy (Fixed Term) Statement of Proposal (SoP) for Consultation was an ‘administrative’ item asking for the adoption of the SoP to begin consultation on a policy to circumvent potential difficulties for ratepayers unable to pay their rates within shorter timeframes.

5. The HBRC 2020 Local Governance Statement (LGS) presented and sought the Committee’s agreement to the proposal to ‘house’ the Council’s LGS solely on the HBRC website as a means of meeting the LGA requirement in the most efficient manner, which was agreed and resolved.

6. The Regional Water Security item provided the Committee with an update on the Regional Freshwater Security programme with a specific focus on the aligned work streams addressing medium term supply certainty for all water users in the Heretaunga and Tukituki districts as well as seeking feedback on potential governance structures.

7. The Strategic Bi-lateral Arrangements item discussed the establishment of an additional engagement structure between governors of this Council and the Territorial Authorities in the region, particularly around infrastructure planning, and the Committee resolved:

7.1. Requests that the Hawke’s Bay Regional Council Chairman and Chief Executive put forward a proposal to the next available HB Local Government Leaders Forum to establish regular bilateral meetings with the governors of each of the four territorial authorities in the region, with the broad scope of discussion to cover matters linked to the provision of urban infrastructure including resilience and adaptation to climate change, long term asset management planning, long-term water quality and ecological goals, overview and monitoring of performance standards, and agreed public communications.

8. The HBRC Agrichemical Collection Service Funding item sought recommendations on continued funding of the Hawke’s Bay Regional Council Agrichemical Collection scheme for the 2019-20 financial year and the continued funding of the scheme for future financial years, with the Committee resolving:

8.1. Recommends that Council funds up to an additional $15,000 to subsidise the collection costs of the more hazardous high-risk chemicals and then no further funding until the 2020-21 period. Once spent the user would pay for the remaining high-risk chemicals not covered by this subsidy.

8.2. Requests that staff investigate options to continue Agrichemical collection on a user pays basis for commercial users.

9. The National Environment Standards for Plantation Forestry Update item provided an update on the impact of the new National Environment Standards for Plantation Forestry (NES-PF) on forestry activities, what the new requirements mean and discussed outstanding risks to be resolved.

10. The Organisational Performance for Period to 31 December 2019 and Financial Results for the 2019-20 Financial Year, for the Period to 31 December 2019 items reported on performance against the level of service measures that the Council set in the 2018 Long Term Plan and financial results.

11. Council’s investment fund manager, Jarden, presented an update on Council’s investment portfolio returns and impacts of the financial market downturn in response to Covid-19.

12. The Proposed Wellington Leasehold Property Sale item considered with the Public Excluded sought a decision whether to enter into negotiations for the sale of Council’s leasehold property in Wellington.

13. Finally, the HB Tourism Quarterly Update item provided the Committee with HB Tourism’s quarterly update on achievements against key performance indicators.

Decision Making Process

14. These items were specifically considered by the Corporate and Strategic Committee on 11 March 2020 and are now the subject of the following recommendations to Council.

Recommendations

The Corporate and Strategic Committee recommends that Hawke’s Bay Regional Council:

1. Receives and considers the “Report and Recommendations from the Corporate and Strategic Committee”.

2. 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 these items without conferring directly with the community or persons likely to have an interest in them.

Report and Recommendations from the Finance Audit and Risk Sub-committee

3. Adopts the Terms of Reference (attached) as proposed to and confirmed by the 12 February 2020 Finance, Audit and Risk Sub-committee meeting.

Remission of Penalties on Rates Policy (Fixed Term) Statement of Proposal for Consultation

4. Adopts the Statement of Proposal for Remission of Penalties on Rates Policy (Fixed Term) consultation as proposed.

5. Delegates the establishment of a Hearing Panel to hear submissions on 19 May 2020 if required, to the Hearings Committee.

HBRC 2020 Local Governance Statement

6. Adopts the HBRC 2020 Local Governance Statement web publication as proposed.

Regional Water Security

7. Agrees that Council will continue to resource a comprehensive work programme focussed on regional water security consistent with completion of the Scoping Study for presentation to the May 2020 Regional Council meeting, of options to be carried through to pre-feasibility.

8. Directs staff to further investigate alternative governance models for the Tukituki Water Security Scheme and the Heretaunga Flow Enhancement Scheme that that will identify and assess a short list of programme governance models for recommendation to Council for adoption at the May 2020 Regional Council meeting.

HBRC Agrichemical Collection Service Funding

9. Funds up to an additional $15,000 to subsidise the collection costs of the more hazardous high-risk chemicals and then no further funding until the 2020-21 period. Once spent the user will pay for the remaining high-risk chemicals not covered by this subsidy.

10. Requests that staff investigate options to continue Agrichemical collection on a user pays basis for commercial users.

Proposed Wellington Leasehold Property Sale

11. Declines the offer to sell 123-125 Molesworth Street, Wellington based on the current market rental returns and the possible future capital growth of the investment.

Reports Received

12. Notes that the following reports were provided to the Corporate and Strategic Committee

12.1. Investment Strategy Workshop Follow-up including Statement of Investment Policy Objectives Review (resolved: 1. Supports the proposed actions and timeframes for staff to progress next steps from the Investment Strategy Workshop; and 2. Refers the proposed changes and revisions to the Statement of Investment Objectives to the 25 March 2020 Regional Council meeting.)

12.2. Strategic Bi-lateral Arrangements (resolved: Requests that the Hawke’s Bay Regional Council Chairman and Chief Executive put forward a proposal to the next available HB Local Government Leaders Forum to establish regular bilateral meetings with the governors of each of the four territorial authorities in the region, with the broad scope of discussion to cover matters linked to the provision of urban infrastructure including resilience and adaptation to climate change, long term asset management planning, long-term water quality and ecological goals, overview and monitoring of performance standards, and agreed public communications.)

12.3. National Environment Standards for Plantation Forestry Update

12.4. Organisational Performance for Period to 31 December 2019

12.5. Financial Results for the 2019-20 Financial Year, for the Period to 31 December 2019

12.6. Jarden Investment Fund Manager Introduction & Presentation

12.7. HB Tourism Quarterly Update.

Authored by: Approved by:

Leeanne Hooper

Governance Lead

Jessica Ellerm

Group Manager
Corporate Services

Attachment/s

⇩1

20200325 Finance Audit and Risk Sub-committee Terms of Reference

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

Subject: Local Government New Zealand 2020 Conference and Annual General Meeting

Reason for Report

1. This report provides the means for Council to resolve confirmation of the councillors who will attend the upcoming 2020 Local Government New Zealand (LGNZ) Conference and Annual General Meeting (AGM); and the councillor delegated to vote on Council’s behalf at the AGM.

Background

2. The conference and AGM will be held in Blenheim from 16 – 18 July 2020. At this stage the AGM is proceeding but this plan may change due to Covid-19 travel restrictions.

3. The theme of the conference is “Natural Capital: Leveraging what makes your place great”.

4. The councillors booked and registered to attend the 2020 conference are Hinewai Ormsby, Martin Williams and Charles Lambert.

Financial and Resource Implications

5. The costs for attendance at the 2020 LGNZ conference are approximately $1500 per councillor plus associated travel and accommodation costs, which are within the usual cost parameters.

Decision Making Process

6. Council and its committees are required to make every 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:

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

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

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

6.4. Given the nature and significance of the issues to be considered and decided, Council can exercise its discretion and make these without consulting directly with the community.

Recommendations

That Hawke’s Bay Regional Council:

1. Agrees that the decisions to be made are not significant, and that Council can exercise its discretion and make decisions on this issue without conferring with the community.

2. Confirms the elected representatives to the LGNZ AGM, covering all associated registration, travel and accommodation expenses for attendance; being councilors Hinewai Ormsby, Martin Williams and Charles Lambert.

3. Delegates Councillor _________________ as Council’s proxy, to vote on Council’s behalf at the AGM.

Authored by: Approved by:

Leeanne Hooper

Governance Lead

Joanne Lawrence

Group Manager Office of the Chief Executive and Chair

Attachment/s There are no attachments for this report

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

SUBJECT: Councillor Remuneration

Reason for Report

1. The Remuneration Authority has gazetted their Local Government Elected Members’ Determination (2019/20) Amendment Determination 2020 for local government elected member remuneration and allowances. This determination outlines the remuneration for the Chairman, Councillors and positions of additional responsibility, and is consistent with the proposal that the Council submitted in December 2019.

Officers’ Recommendations

2. Council officers recommend that Council resolves to note receipt of the Determination as gazetted, and also considers whether to apply for a change to account for the appointment of Councillor Jerf van Beek as Chair of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee, for effect from 5 February 2020 (the day after the Joint Committee elected Cr van Beek).

Executive Summary

3. The Council provided, to the Remuneration Authority, a proposal for how its Governance Pool should be distributed amongst the councillors, in December 2019.

4. The Authority has accepted the Council’s proposal without change, and the amended Determination was gazetted on Thursday 5 March 2020.

Background / Discussion

5. Each year the Remuneration Authority (RA) determines the remuneration for elected members. In 2019, each newly elected council was invited to give the RA recommendations (by resolution) for how its pool should be distributed among the Council members. This Council resolved that the remuneration levels to be paid to elected members under the Local Government Elected Members’ Determination 2019 would be:

5.1. $62,000 per annum for a councillor with no additional responsibilities

5.2. $77,370.75 per annum for each position of additional responsibility following:

5.2.1. Cr Rick Barker Deputy Chairman and Chair, Environment and Integrated Catchments Committee

5.2.2. Cr Neil Kirton Chair, Corporate and Strategic Committee

5.2.3. Cr Martin Williams Chair, Regional Transport Committee and Hearings Committee

5.2.4. Cr Craig Foss Chair, Finance, Audit and Risk Sub-committee.

6. The RA considered the Council’s proposal and gazetted amendments accepting the proposed remuneration, without change, as follows.

7. The effective date (for remuneration to be back-dated to) for the councillors’ base salary is 18 October 2019, and for positions of additional responsibility is the day after the date the appointment was made; 7 November 2019 for HBRC councillors.

Elected Member Allowances and Expenses

8. At the Regional Council meeting on 27 November 2019, Council also resolved to adopt the Elected Members’ Expenses and Allowances Policy, which includes the allowances paid to councillors as set out in the following table.

Allowance	18 October 2019 – 30 June 2020
Mileage Allowance – petrol or diesel	$0.79 per km
Mileage Allowance - Hybrid	$0.79 per km
Mileage Allowance – Electric Vehicle	$0.79 per km
Mileage Distance on Higher Rate	14,000 km per year
Mileage Allowance (after higher rate distance)	$0.30/km petrol/diesel $0.19/km hybrid $0.09/km electric
Threshold time on daily travel	8 hours in a 24 hour period
Travel Time Allowances	$37.50 per hour (after the first hour of eligible travel)
Communication Allowance	Limited to $1,190 per year
Childcare Allowance	Limited to $6,000 per child per year

Consideration of position of additional responsibility for Clifton to Tangoio Coastal Hazards Strategy Joint Committee Chair-elect

9. At the Regional Council meeting on 27 November 2019, Council also queried the ability to create what could effectively be called a “reserve” position of additional responsibility to enable some discretion if the need arose. Unfortunately this was not possible under the RA Determination which required that the entire pool must be spent.

10. Subsequently, Councillor Jerf van Beek has been elected Chair of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee. This gives rise to the question of whether Council should remunerate this Chairmanship at the same level as the Council’s standing committee chairs. The Remuneration Authority assesses whether the additional remuneration is justified to recognise additional workload and responsibility based on a job description including expected meeting frequency of the related Committee(s).

11. In order to effect a change, Council is required to apply to the Remuneration Authority for a change to the Determination, supplying:

11.1. A new structure for positions of responsibility

11.2. An Excel workbook provided by the RA, completed to contain the details of the proposed, changed remuneration

11.3. Job descriptions for the positions of responsibility and Terms of Reference for each of the committees.

12. Another option for Council is to apply for the change, for effect when the next Determination comes into effect on 1 July 2020.

Financial and Resource Implications

13. Changing the remuneration structure to include five positions of additional responsibility does not affect the total councillors’ remuneration budget, however does have implications for the other four councillors’ remuneration levels. The new remuneration amounts (as per attached spreadsheet) would be:

13.1. $62,000 per annum for a councillor with no additional responsibilities

13.2. $74,296.60 per annum for a councillor with additional responsibilities, e.g. Chair of a Committee, Sub-committee or Joint Committee.

Decision Making Process

14. Council is required to make every decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements contained in the Act and have concluded that Council can exercise its discretion and make these decisions without consulting the community or others with an interest in the decision.

Recommendations

That Hawke’s Bay Regional Council:

1. Receives and considers the “Councillor Remuneration and Allowances” staff report.

2. Confirms that the remuneration levels to be paid to elected members under the Local Government Elected Members’ Determination (2019/20) Amendment Determination 2020, for the period to 30 June 2020 will be back-paid to the dates specified in the Determination, of:

2.1. $62,000 per annum (effective 18 October 2019) for a councillor with no additional responsibilities

2.2. $77,370.75 per annum (effective 7 November 2019) for each position of additional responsibility following:

2.2.1. Cr Rick Barker Deputy Chairman and Chair, Environment & Integrated Catchments Committee

2.2.2. Cr Neil Kirton Chair, Corporate and Strategic Committee

2.2.3. Cr Martin Williams Chair, Regional Transport Committee and Hearings Committee

2.2.4. Cr Craig Foss Chair, Finance, Audit and Risk Sub-committee.

And/Or

3. Requests that staff initiate the process of application to the Remuneration Authority for a change to the remuneration of HBRC councillors to include five positions with additional responsibilities, for immediate effect.

Authored by:

Leeanne Hooper

Governance Lead

Approved by:

James Palmer

Chief Executive

Attachment/s

⇩1	March 2020 Remuneration Authority Explanatory Memorandum
⇩2	20200325 Proposed HBRC Remuneration Allocation

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

Subject: Potential HBRC Name Change

Reason for Report

1. This report is in response to the 29 January 2020 Notice of Motion to initiate investigations into changing the Council’s name to Environment Hawke’s Bay.

Officers’ Recommendation(s)

2. Council officers believe that Hawke’s Bay Regional Council is already a strong brand name and that currently, external constraining factors wider than the Council do not support the investment in a name change. It is therefore the staff recommendation that Council discards further consideration of a name change.

Executive Summary

3. Following the 29 January 2020 Notice of Motion, staff engaged advice to evaluate the current landscape of councils in Hawke’s Bay, the relative positioning of Regional Council brands in New Zealand, and the indicative costs associated with modifying Hawke’s Bay Regional Council’s brand, or completely rebranding.

Background /Discussion

4. The question posed is whether a name change to ‘Environment Hawke’s Bay’ would more clearly differentiate the Council’s regional role and function to the local community, in contrast to the role and function of the four territorial local authorities.

5. Councils in Hawke’s Bay are differentiated by geography and the descriptor as a city, district or regional council, noting that the wider community does not have a clear understanding of differentiation between council roles and functions.

6. Regional Councils in New Zealand have a variety of naming conventions, relative to organisational preferences.

7. This matter is considered in the context of external constraining factors, such as the evolving Covid-19 virus and financial downturn, drought conditions, TB stock movement controls and Freshwater reform decisions.

8. Any impactful name change will require a substantial investment, i.e. $172,000 at the lower end (estimated), due to the number of active brand touchpoints, such as branding on signs, buildings, uniforms, vehicles, digital assets, collateral, etc.

9. In 2019, 76.5% of Hawke’s Bay residents named Hawke’s Bay Regional Council as the main ‘environmental organisation’, an increase of 24.3% since 2015. (SIL Research)

Options Assessment

10. The three options relating to a potential name change are:

10.1. Maintain the status quo name and brand (no cost)

10.2. Direct a name change using a modified logo design (mid-high cost)

10.3. Rebrand to a new name and logo (mid-high cost).

Strategic Fit

11. This matter does not contribute to a Strategic Plan goal, but does relate to the mission statement: Enhancing our Environment together – Te Whakapakari Tahi I Tō Tātau Taiao.

Significance and Engagement Policy Assessment

12. The significance (financial impact) of any potential name change would be high.

Climate Change Considerations

13. This matter does not contribute towards Council’s climate change mitigation or adaptation response.

Considerations of Tangata Whenua

14. Any consideration to change Council’s name would require consultation and engagement with tāngata whenua.

Financial and Resource Implications

15. Any change in branding will require additional budget consideration and allocation. The indicative range of $170,000 - $450,000 has been estimated, depending on the approach taken.

Decision Making Process

16. Council and its committees are required to make every 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:

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

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

16.3. The decision is not significant under the criteria contained in Council’s adopted Significance and Engagement Policy.

16.4. The persons affected by this decision are all ratepayers in the region.

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

16.6. 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

That Hawke’s Bay Regional Council:

1. Receives and considers the “Potential HBRC Name Change” staff report.

2. 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 or persons likely to have an interest in the decision.

3. Discards further consideration of a Council name change.

Authored by: Approved by:

Drew Broadley

Community Engagement and Communications Manager

Jessica Ellerm

Group Manager
Corporate Services

Attachment/s

⇩1

Name Change Presentation

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

Subject: Affixing of Common Seal

Reason for Report

1. The Common Seal of the Council has been affixed to the following documents and signed by the Chairman or Deputy Chairman and Chief Executive or a Group Manager.

Seal No.

Date

1.2

Staff Warrants

1.2.1 H. Petterson

V. Anstis

H. Blakeney

K. McCollum

D. Roughton

(Delegations under Resource Management Act 1991; Soil Conservation and Rivers Control Act 1941; Land Drainage Act 1908 and Civil Defence Act 1983 (s.60-64); Civil Defence Emergency Management Act 2002 (s.86-91) and Local Government Act 2002 (Clauses 32(1) and 32B Schedule 7))

1.22 D. Zarour

K. Monteith

C. Tovell-Soundy

(Delegations under Resource Management Act 1991; Civil Defence Emergency Management Act 2002 (s.86-91) and Local Government Act 2002 (Clauses 32(1) and 32B Schedule 7))

4387

4391

4392

4393

4394

4388

4389

4390

26 February 2020

12 March 2020

5 March 2020

2. The Common Seal is used twice during a Leasehold Land Sale, once on the Sale and Purchase Agreement and once on the Land Transfer document. More often than not, there is a delay between the second issue (Land Transfer document) of the Common Seal per property. This delay could result in the second issue of the Seal not appearing until the following month.

3. As a result of sales, the current numbers of Leasehold properties owned by Council are:

3.1. 0 cross lease properties were sold, with 70 remaining on Council’s books

3.2. 0 single leasehold property was sold, with 89 remaining on Council’s books.

Decision Making Process

4. Council is required to make every decision in accordance with the provisions of Sections 77, 78, 80, 81 and 82 of the Local Government Act 2002 (the Act). Staff have assessed the requirements contained within these sections of the Act in relation to this item and have concluded:

4.1 Council can exercise its discretion and make a decision on this issue without conferring directly with the community

4.2 That the decision to apply the Common Seal reflects previous policy or other decisions of Council which (where applicable) will have been subject to the Act’s required decision making process.

Recommendations

That Council:

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. Confirms the action to affix the Common Seal.

Authored by:

Trudy Kilkolly

Principal Accountant Rates and Revenue

Diane Wisely

Executive Assistant

Approved by:

Jessica Ellerm

Group Manager Corporate Services

James Palmer

Chief Executive

Attachment/s

There are no attachments for this report.

HAWKE’S BAY REGIONAL COUNCIL

Wednesday 25 March 2020

Subject: Heritage Trails Presentation

Reason for Report

1. This item was to provide the opportunity for Megan Williams, representing the Heritage Trails Trust, to share information about the Trust with Council. Unfortunately the Regional Council is now closed, in response to Covid-19, to all members of the public under all but exceptional circumstances and the presentation has therefore been postponed and will be rescheduled once the current crisis has passed.

Executive Summary

2. Information about the Trust is found online at the following links.

2.1. https://www.hawkesbaynz.com/see-and-do/great-outdoors/heritage-trails/

2.2. https://www.hastingsdc.govt.nz/hastings/about-hastings/heritage-trails/

Decision Making Process

Recommendation

That the Hawke’s Bay Regional Council receives and considers the “Heritage Trails Trust” presentation.

Authored by:

Leeanne Hooper

Governance Lead

Approved by:

Joanne Lawrence

Group Manager Office of the Chief Executive and Chair

Attachment/s

There are no attachments for this report.

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