MINUTES OF A meeting of the Tenders Committee

Date:                          Wednesday 11 March 2015

Time:                          08.30am

Venue:

CE's Office Hawke's Bay Regional Council 159 Dalton Street NAPIER

Present:                     F Wilson - Chairman

C Scott

R Graham

In Attendance:          E Lambert – Chief Executive

M Adye – Group Manager Asset Management

I Maxwell – Group Manager Resource Management

L Hooper – Governance & Corporate Administration Manager

1. Welcome/Apologies/Notices

Resolution

TC1/15       That the apology from Cr Debbie Hewitt be received.

Wilson/Graham

CARRIED

2. Conflict of Interest Declarations

There were no conflict of interest declarations.

3.       Confirmation of the Minutes of the Tenders Committee Meeting Held on 6 November 2013

TC2/15

Resolution Minutes of the Tenders Committee meeting held on Wednesday, 6 November 2013, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and accurate record. Scott/Wilson CARRIED

4.       Matters Arising from the Minutes of the Tenders Committee Meeting Held on 6 November 2013

There were no matters arising from the minutes.

5.	Consultant Input into the Coastal Strategy
	Mr Adye advised that, through negotiation, agreement has been reached between HBRC, NCC and HDC to share the costs for development of the Strategy; and that the Joint Committee resolved to accept the T&T proposal at its meeting held on Friday 6 March as anticipated. Mr Adye confirmed that members of the Technical Advisory Group and Joint Committee agreed the proposal was reasonable and robust; and staff resources at T&T experienced and having expertise required to provide defendable outcomes.
TC3/15	Resolutions That the Tenders Committee: 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.      Notwithstanding the current policy of Council as set out in section 2.1.4.2 of Council’s Policy Handbook, delegates to the Chief Executive authority to enter into an agreement with Tonkin and Taylor for the provision of services estimated to cost $210,000 required to develop a Coastal Hazards Strategy for the Hawke’s Bay coast between Clifton and Tangoio, as set out in the proposal attached. 3.      Notes that the cost of this work will be shared between HBRC, Napier City Council and Hastings District Council from existing budgets and budget provisions. Scott/Graham CARRIED

6.	Proposal for SedNet and SMap
	Mr Maxwell advised that acceleration or ‘condensing’ of the work programme will be covered within existing budgets, as well as some MBIE funding provided to Landcare Research. Mr Maxwell confirmed that the data collected has long term value (40-50 years), and is essential for the TANK model to run. In addition, Mr Maxwell advised that resourcing could become an issue further into the future as other regions look to undertaken the same work and need to use the same expertise.
TC4/15	Resolutions That the Tenders Committee: 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.      Notwithstanding the current policy of Council as set out in section 2.1.4.2 of Council’s Policy Handbook, agree in principle to staff continuing to negotiate with LCR for the provision of SMap and SedNet. 3.     Acknowledges the long term value of the work to be undertaken, as well as the need to accelerate the programme to enable policy development to meet timeline expectations. Graham/Wilson CARRIED

Closure:

There being no further business the Chairman declared the meeting closed at 8.50am on Wednesday, 11 March 2015.

Signed as a true and correct record.

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