Agenda of Corporate and Strategic Committee

Meeting of the Corporate and Strategic Committee

Date: Wednesday 17 August 2011

Time: At Conclusion of Asset Management & Biosecurity Meeting

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 the Minutes of the Corporate and Strategic Meeting Held on Wednesday, 13 July 2011

4. Matters Arising from the Corporate and Strategic Meeting Minutes Held on Wednesday, 13 July 2011

5. Action Items from Strategic Planning and Finance Meetings

6. Call for General Business Items

Decision Items

7. Central Hawke’s Bay District Council Wastewater Project

8. Environmental Action Awards

Information or Performance Monitoring

9. General Business

Decision Items (Public Excluded)

10. Confirmation of Public Excluded Minutes from the Corporate and Strategic Meeting Held on Wednesday, 13 July 2011

11. Matters Arising from Public Excluded Minutes of Meeting held on Wednesday, 13 July 2011

Actions for C&S Meetings

Attachment 1

Actions from Corporate and Strategic Meetings

	Agenda Item	Action	Person Responsible	Due Date	Status Comment
1	Visit to Shanghai	Report back on this visit to a future meeting	MBF/AN	May11	Report has been prepared by Michael Bassett Foss - Andrew to circulate
2	Business Hawke’s Bay	Councillors would like details of how many ‘members’ the Hawke’s Bay Chamber of Commerce has and how may of those would be directly involved in the proposed entity.	AN	Immed	To circulate information via email
2	HB Tourism Ltd	Quarterly report on KPIs to Council	PD/RTO		October
3	HB Tourism Ltd	A statement of strategic position, finalised KPIs and a Plan of Engagement with Local Authorities to be prepared for Council’s information	PD/RTO		October
5	Rates Relief - CHB	Report to be prepared	AN	Sept	Ongoing
6	Shared Services	What support/advisory services are available by TAs An assessment of what services are required	LL	Sept	Update at Sept meeting
7	Shared Services	Chairman to write letter to TAs indicating current situation – TORs to be included	Ll/FW	Immed	Done

HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee

Wednesday 17 August 2011

SUBJECT: Central Hawke’s Bay district council Wastewater Project

REASON FOR REPORT

1. Central Hawke’s Bay District Council is working through the design and resource consenting process for the treatment of waste water for Waipukurau and Waipawa. At their meeting on 27 July 2011, Council considered a briefing paper seeking agreement to Council providing an interest free loan of $800,000 for a period of 5 years, to assist CHBDC with the development of the Schemes.

2. At that meeting Council sought further information from staff. This paper provides further information and as a result of recent developments seeks agreement from Council for the provision of a bridging loan to enable CHBDC to commence construction of the Wastewater treatment system for Waipawa 1 year earlier than they have planned and provided budget for.

BACKGROUND

3. During the development of its 2003 Annual Plan Council decided to make provision for a new fund through agreement with Hastings District Council, to assist the conversion of Waipatiki which was then dependent upon onsite wastewater systems to a community based reticulated wastewater treatment system.

4. Due to the success of this initiative over subsequent years, Council agreed to increase the level of funding available under the policy to a total of $1 million. This sum was raised by the injection of funds, at a rate of $200,000 per annum (including the repayments of the HDC loan), until the “cap” of $1 million was reached. Consequently the funds have accumulated until they reached this target amount.

5. Council adopted the following criteria as the basis of operation of a region wide fund. That the loans were generally to be:

5.1. Interest free for a period of 5 years,

5.2. Made to the relevant territorial authority which was also responsible for the repayment of the loan (that is, the Regional Council would not loan to individual property owners),

5.3. Made only to convert existing settlements from onsite wastewater systems to a community based reticulated wastewater system (that is, no funds were available for “new” developments),

5.4. Designed to cover approximately 1/3 of the conversion cost,

5.5. Have 75% of property owners within the area to be serviced in support

5.6. Be used in coastal settlements where there were existing contamination issues arising from onsite wastewater systems or in areas that, with further development, were likely to develop such problems,

5.7. The system once in place, was to be owned and operated by the relevant territorial authority.

6. Waste water from Waipukurau and Waipawa is currently treated through oxidation pond systems with effluent discharged directly into the Tukituki and Waipawa Rivers. Nutrient loadings in the current effluent have a significant adverse impact on the river environment particularly during times of low flow in the river. Resource consent conditions associated with these systems require improvement to the quality of effluent discharged from these urban areas by September 2014. Council has been working with CHBDC to assist them in identifying and implementing cost effective improvements to meet resource consent requirements. The estimated cost of the two facilities is over $9 million.

7. At their meeting on 28th July Central Hawke’s Bay District Council agreed “the staged programme of work for the design and construction of the Waipukurau and Waipawa wastewater treatment process via disposal to Hawke’s Bay Regional Council’s forests with discharge of residual treated effluent to rivers be adopted.

8. The staging proposed is as follows:

Irrigation to forest – Waipawa 2011/12

Irrigation to forest – Waipukurau 2012/13

Storage – Waipawa 2015/16

Storage – Waipukurau 2016/17”

9. It should be noted that the timing of the construction of storage will not meet current consent conditions. This issue requires further consideration and may require revision of this timeline.

10. The timing for the construction of storage will mean that consent conditions required under the current consent are not met by the required 2014 deadline. However further work is currently being undertaken to determine the amount of storage required. This work includes modelling of the river water quality and its impact on periphyton growth by NIWA, and the quantification of the impact of a programme of works by CHBDC to reduce the inflow of stormwater into the waste water system. Once this work has been completed it will be possible to review the timing of the construction of storage as part of the overall system.

11. In the meantime however the irrigation of waste water to HBRC owned forests will remove the majority of effluent discharges to the rivers during time of low flows in the rivers when they are most susceptible to periphyton growth.

12. CHBDC current budgets allow for construction of the schemes to commence in the 2012/13 financial year. CHBDC have agreed to bring forward irrigation of effluent to the Waipawa forest block subject to the granting of the necessary resource consents and if funding can be found.

13. Staff are keen to continue to work with CHBDC to assist them in removing the flow of effluent to the rivers during low flow periods as soon as possible. Since the Council meeting of 27 July 2011, staff had held further discussions with CHBDC and determined that they have funding provision within their long term financial plans to meet the cost of irrigation to both the Waipawa and Waipukurau forest blocks in the 2012/13 financial year. Work on the development of the concept design for the proposed scheme is now well advanced and the preparation of a resource consent application is underway. A number of consultation meetings with interested parties are planned during August.

14. Subject to the granting of the necessary resource consents, irrigation infrastructure could be installed into the Waipawa forest during the 2011/12 summer allowing the removal of effluent from the river during low flow periods.

15. CHBDC have however advised that they are not able to finance this work until the 2012/13 financial year.

16. Staff seek agreement from Council to assist CHBDC with interim funding to allow the removal of effluent from the Tukituki River system as soon as possible through the provision of a short term loan from Council’s fund for improvement to waste water systems on the following basis. The loan be:

16.1. Interest free for 1 year,

16.2. Made to Central Hawke’s Bay District Council,

16.3. Made to allow for irrigation infrastructure for the treatment of effluent from the Waipawa urban area to be constructed and commissioned on the Waipawa forest block owned by HBRC,

16.4. Responsibility for the construction and subsequent operation of the irrigation system, including compliance with relevant resource consents, remain with Central Hawke’s Bay District Council, with this set out in a legally binding agreement between the two parties.

DECISION MAKING PROCESS

17. 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 the following:

17.1. Sections 97 and 98 of the Act do not apply as these relate to decisions that significantly alter the service provision or affect a strategic asset.

17.2. Sections 83 and 84 covering special consultative procedure do not apply.

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

17.4. Better quality of water in the Tukituki river 1 year earlier than planned will have a favourable effect on river users.

17.5. Council can either agree with the recommendation in the report or decline to offer any short term financial support to Central Hawke’s Bay District Council.

17.6. Section 80 of the Act covering decisions that are inconsistent with an existing policy or plan does not apply.

17.7. Council can exercise its discretion under Section 79(1)(a) and 82(3) of the Act and make a decision on this issue without conferring directly with the community or others having given due consideration to the nature and significance of the issue to be considered and decided, and also the persons likely to be effected by or have an interest in the decisions to be made

RECOMMENDATIONS

1. That the Corporate and Strategic Committee recommend Council:

1.1. Agree 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.

1.2. Make available a short term loan from Council’s fund for improvement to waste water systems on the following basis. The loan be:

1.2.1. Interest free for 1 year, repayable within 1 calendar year from date of advance;

1.2.2. Made to Central Hawke’s Bay District Council,

1.2.3. Made to allow for irrigation infrastructure for the treatment of effluent from the Waipawa urban area to be constructed and commissioned on the Waipawa forest block owned by HBRC,

1.2.4. Responsibility for the construction and subsequent operation of the irrigation system, including compliance with relevant resource consents, remain with Central Hawke’s Bay District Council, with this set out in a legally binding agreement between the two parties.

Mike Adye

Group Manager

ASSET Management

Andrew Newman

Chief Executive

Attachment/s

There are no attachments for this report.

HAWKE’S BAY REGIONAL COUNCIL

Corporate and Strategic Committee

Wednesday 17 August 2011

SUBJECT: Environmental Action Awards

REASON FOR REPORT

1. The purpose of this paper is to propose a replacement event for the Hawke’s Bay Environmental Awards, last staged in October 2009.

BACKGROUND

2. Council staff tasked with organising and administrating the Hawke’s Bay Environment Awards have reviewed the structure of the awards, noting its diminishing popularity over the most recent years of its staging. After the 2009 event, there was uncertainty about whether to cancel the event, revamp the format or try something completely different.

Proposal

3. After considerable discussion with staff, the awards working group, associated Councillors and with the addition of input from Department of Conservation staff, it is recommended to retain an awards event, but use a modified structure that better leverages activity in existing work programmes.

4. It is proposed that the new event, the Environmental Action Awards be staged biennially. The awards would in part celebrate community action identified from current work programmes, or through nomination. Notable achievements would be identified and prizes awarded from the following categories.

4.1. LEAF Achievement Award [HBRC Local Environment Action Fund - schools, early childhood, iwi, community]

4.2. Your Choice Achievement Award [HBRC storm water management for industry]

4.3. On-Farm Achievement Award [HBRC]

4.4. Sus’d Achievement Award [Hastings District Council]

4.5. Rata Business Sustainability Achievement Award [Napier City and Hastings District Councils]

4.6. Individual Achievement Award [open to all, require nominations]

4.7. Community Achievement Award [open to all, require nominations]

4.8. Catherine Tiffen Volunteer Award [DOC]

4.9. Natural Heritage Conservation Award [DOC]

4.10. Historic Heritage Conservation Award [DOC]

5. The above programmes enable the acknowledgement of almost any group or individual within the community. This award structure would not duplicate the business focus of Hawke’s Bay Regional Council’s Business Innovation Award category in the annual Chamber of Commerce Business Awards, or the rural focus of the Regional Council’s east coast sponsorship of the annual Ballance Farm Environment Awards.

Why Do This?

6. This event can draw attention to numerous social, cultural and environmental outcomes across sectors in the community. It can promote and generate more awareness of council and DOC work programmes, reflect positive relationships and partnerships that help to achieve the goals of businesses, iwi, farms, schools, individuals and community groups.

7. Environmental Action Award entrants would be aligned with the ten categories listed, depending on the number and appropriateness of entries. A key focus of the event would be ‘education through entertainment’ using past Environment Award events and prior learning as a guide.

8. The two-yearly event would be staged with the joint support of Hastings District Council, Napier City Council and Hawke’s Bay Regional Council, each led by a different council and with agreed input from the Department of Conservation.

Councillor Role

9. Councillors who would like to participate in the event will be asked to consider the entries tabled by staff, agree that they meet pre-identified criteria and select appropriate award recipients. Councillors will also have the opportunity to play a part within the event.

Entertainment

10. Based on feedback from prior Environmental Award events, staff support quality entertainment as a core element, appropriately selected, to draw media attention and public interest. A recognizable Master of Ceremonies or MC would also be key to the event’s likely success.

11. Due to cost increases and the perception of expense, the event venue could shift from Hawke’s Bay Opera House to an equally high-quality school or community facility such as Lindisfarne College, Te Aute College or other appropriate venues. There is no reason why the event could not be travelled to the Civic Theatre in Waipukurau, the refurbished Waipawa Town Hall, the Wairoa Gaiety Theatre or Napier’s Century Theatre in years to come, depending on venue costs.

Funding

12. This event would be co-funded by the three councils and DOC, using the funding model from the Environmental Awards with the addition of DOC’s contribution.

Hawke’s Bay Regional Council $ 5,000

Hastings District Council $ 5,000

Napier City Council $ 5,000

Department of Conservation $ 2,500

TOTAL $17,500

Provision exists in the 2011/12 budget for HBRC’s $5,000 contribution.

Next Event

13. Staff are in agreement that an event could be staged in November 2011, or be deferred until a similar time in 2012. A preliminary date and time of 17 November, 5-7pm is suggested.

14. Staff propose to deliver a quality event publicly celebrating the commitment and achievements of the community and standout individuals.

Where To From Here

15. Staff seek:

15.1. Agreement to support the bi-annual Environmental Action Awards event and new approach, noting the suggested categories, funding and DOC’s addition as a funder and participant

15.2. Support to stage the event in November 2011

DECISION MAKING PROCESS

16. 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 the following:

16.1. Sections 97 and 98 of the Act do not apply as these relate to decisions that significantly alter the service provision or affect a strategic asset.

16.2. Sections 83 and 84 covering special consultative procedure do not apply.

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

16.4. The persons affected by this decision are the ratepayers of Hawke’s Bay in general, and those who are nominated for awards in particular.

16.5. The options considered are to do nothing (i.e. not have an awards event this year) or to agree to hold the awards once every two years or at any other frequency.

16.6. Section 80 of the Act covering decisions that are inconsistent with an existing policy or plan does not apply.

16.7. Council can exercise its discretion under Section 79(1)(a) and 82(3) of the Act and make a decision on this issue without conferring directly with the community or others having given due consideration to the nature and significance of the issue to be considered and decided, and also the persons likely to be effected by or have an interest in the decisions to be made.

RECOMMENDATIONS

That the Corporate and Strategic Committee recommend 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. Supports the holding of the Environmental Action Awards in November 2011 jointly with Napier City and Hastings District Councils, and with additional support from the Department of Conservation

3. Agrees that the Environmental Action Awards be held every two years, with venue and organising council to be rostered.

Drew Broadley

Community Engagement and Communications Manager

Liz Lambert

Group Manager External Relations

Attachment/s

There are no attachments for this report.

HAWKE’S BAY REGIONAL COUNCIL

CORPORATE AND Strategic Committee

Wednesday 17 August 2011

SUBJECT: General Business

INTRODUCTION

This document has been prepared to assist the Committee note the General Business to be discussed as determined earlier in Agenda Item 6.

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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 Public Excluded Minutes from the Corporate and Strategic Meeting Held on Wednesday, 13 July 2011	7(2)(i) 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 enable the local authority holding the information to carry out, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).	The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.