MINUTES OF A meeting of the Regional Council
Date: Wednesday 30 March 2016
Time: 9.00 am
Venue: |
Council Chamber Hawke's Bay Regional Council 159 Dalton Street NAPIER |
R Barker
P Beaven
T Belford
A J Dick
R Graham
D Hewitt
D Pipe
C Scott
In Attendance: M Mohi – Chairman – Maori Committee
E Lambert – Chief Executive
M Adye – Group Manager Asset Management
J Palmer – Group Manager Strategic Planning
P Drury – Group Manager Corporate Services
I Maxwell – Group Manager Resource Management
L Hooper – Governance & Corporate Administration Manager
The Chairman welcomed everyone present to the meeting, and Councillor Beaven offered the prayer.
Apologies
There were no apologies.
Notices
The Chairman raised his concerns around language used in the media by councillors and reminded everyone about their agreement to abide by the Code of Conduct and the Declaration each member took and signed at the beginning of the term, and to treat each other with respect.
Mrs Lambert advised that item 11 would be delayed until later in the meeting, awaiting the Audit clearance of changes made to the Consultation Document and the Statement of Proposal for the Amendment to the 2015-25 Long Term Plan.
It was suggested and agreed that, in future, information reports from entities like HB Tourism will be presented to the Corporate and Strategic or Environment and Services committees as appropriate.
2. Conflict of Interest Declarations
There were no conflict of interest declarations.
3. Confirmation of Minutes of the Regional Council Meeting Held on 16 March 2016
Minutes of the Regional Council Meeting held on Wednesday, 16 March 2016, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record as amended. CARRIED |
4. Matters Arising from Minutes of the Regional Council Meeting Held on 16 March 2016
The previous resolutions passed at the 24 February 2016 meeting and the wording of the resolutions passed for Item 5 HBRC Environmental Flows (page 3) were clarified by the Chief Executive, who stated:
“the original in principle decision is subject to the consultation process agreed by resolution on 16 February in addition to being subject to the conditions of the original resolution.”
There were no further matters arising from the minutes.
Follow-up Items from Previous Regional Council Meetings |
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Mr Iain Maxwell provided an update on the items on the follow-ups list, including legal advice received on the Waihi Dam incident confirming that HBRC’s approach in responding to the situation has been appropriate and in accordance with the law, and that the water symposium has been moved out to later in the year. Mr James Palmer provided an update on the Freshwater Reforms proposed by Central Government, and the presentation held the previous night by the Minister. A draft submission will be circulated to all the members of the Regional Planning Committee for feedback prior to the final submission for adoption going to the 20 April RPC meeting. Mrs Liz Lambert advised that the updated “Butcher Report” will be provided to the Corporate and Strategic Committee meeting on 13 April, and will incorporate elements of the on-farm profitability report by MacFarlane as one of the inputs. In relation to a request made on 16 March, for the Napier Port to provide an update on any logistics issues in relation to the ‘bumper harvest’ councillors were advised that no concerns have been voiced by the industry to date. Additionally, the Port CEO was unavailable for the Council meeting. |
1. That Council receives the report “Follow-up Items from Previous Regional Council meetings”. CARRIED |
Call for Any Minor Items not on the Agenda |
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That Council accepts the following minor items not on the Agenda, for discussion as Item 21: 1. Ballance Award Winning Field day (Cr Scott) 2. Genesis Power (Cr Belford) 3 Biodiversity Launch (Cr Wilson) 4 Minister Smith public meeting (Cr Wilson) 5 Te Mata Park (Cr Graham) |
HB Tourism Quarterly Report |
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Mr George Hickton and Ms Annie Dundas presented an update on the activities of HB Tourism over the last few months and plans for promotions in the next few months. Discussions and queries traversed: · Destination marketing choice sets and maintaining the Regional profile over time · Visitor nights up 5.4% in January and steady growth trend, with 200,000 extra nights spent in the region last year · Seasonal marketing campaigns – to increase spend in this area next year · Website showing increased traffic to Wairoa and CHB, and events being held and planned in those areas · Advertising including electronic billboards, airlines and airports, online video, television commercials and social media · Events including HB Marathon, Winter F.A.W.K!, Art Deco · Applications have closed for Maori Tourism representative on the Board of Directors and candidates will be interviewed by a Panel · Comparison of Hawke’s Bay visitor statistics to National statistics, a high percentage of visitors to the Region stay with friends and/or family for a variety of reasons including attending events · Visitor spend figures, Air BnB impacts on the industry, cellphone data, air capacity and changing/refreshing product offerings especially in the off season |
1. That Council receives and notes the “Hawke’s Bay Tourism Quarterly” report. CARRIED |
Affixing of Common Seal 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.
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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 and persons likely to be affected by or to have an interest in the decision. 2. Confirms the action to affix the Common Seal. CARRIED |
Recommendations from the Maori Committee |
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Mr Mohi, Maori Committee Chairman, provided context to the recommendations, including that no-one has the right to make profit from activities on their land when those activities cause pollution downstream. Mr James Palmer explained that there is a National Environmental Standard for Plantation Forestry is in the process which the Policy team will consider in relation to whether there are rules and/or policies that Council can implement to regulate forestry harvesting activities. Mr Iain Maxwell provided an overview of the types of enforcement actions available and discussions taking place with Gisborne District Council around consenting and regulation of forestry activities. |
The Maori Committee recommends 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 these issues without conferring directly with the community. Current Forestry Management Practices 2. Considers reporting to the community on planned work and progress in various catchments in terms of forestry issues. 3. Develops effective policy with forestry as a priority, to address the issues associated with forestry slash. Waihi Dam 4. Acts immediately to remedy the problem. 5. Improves management of all waterways in the Wairoa rohe. 6. Provides information to the community about what work or actions are planned in the local waterways. Reports Received 7. Notes that the following reports were provided to the Maori Committee meeting: 7.1. Wairoa River Flooding Issues 7.2. Recreational Water Quality Summary of 2014-15 Season 7.3. River Road Nuhaka – River Realignment Work 7.4. Tangata Whenua Issues Discussion CARRIED |
The meeting adjourned at 10.30am and reconvened at 10.50am
Recommendations from the Environment and Services Committee |
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Councillor Graham, Environment and Services Committee Chairman, provided a overview of discussions at the meeting, including a presentation from Te Mata Park Trust and the Gareth Morgan Foundation and information on Lake Tutira. |
The Environment and Services Committee recommends 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 these issues without conferring directly with the community. Te Mata Park 2. Retains the allocation of $500,000 in the Long Term Plan for the Te Mata Park Visitor & Education Centre for the period to 30 June 2016 pending consideration of a final 10 year Management Plan for Te Mata Park to be prepared and presented to Council prior to that date. Te Karamu Enhancement Strategy and Operational Plan 3. Requests staff update Council during the 2017-18 financial year on progress toward achieving the outcomes of the “Te Karamu Enhancement: Review and Management Strategy 2016-2025”. 4. Requests that the 2017-18 Council reconsiders the implementation timeframe for the Te Karamu Enhancement Strategy as part of the development of the 2018-28 Long Term Plan. Reports Received 5. Notes that the following reports were provided to the Environment and Services Committee meeting: 5.1. Active Hawke's Bay - Presentation by Sport HB 5.2. Wide Scale Predator Control and Feral Cat Management 5.3. Otane Wastewater Resource Consent Application 5.4. Lake Tutira Science Update 5.5. Resource Use Update 5.6. Ebbetts Stopbank - Tutaekuri River. CARRIED |
Recommendations from the Regional Transport Committee |
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Councillor Dick, Regional Transport Committee Chairman, explained the concerns and membership of the Citizens' Environmental Advocacy Centre and the change to the Regional Land Transport Plan. |
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The Regional Transport Committee recommends 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 these issues without conferring directly with the community. Variation to the Regional Land Transport Plan 2015-25 2. Approves the variation to the Regional Land Transport Plan 2015-25 as follows.
On page 20 of the Regional Land Transport Plan 2015-25
Reports Received 3. Notes that the following reports were provided to the Regional Transport Committee meeting: 3.1. Update on Major Capital Projects 3.2. Deputation from the Citizens' Environmental Advocacy Centre 3.3. NZTA Central Region - Regional Director's Report For March 2016 3.4. Transport System Monitoring 3.5. March 2016 Public Transport Update 3.6. March 2016 Transport Manager's Report 3.7. March 2016 RoadSafe Update 3.8. Advisory Representative Verbal Reports CARRIED |
Board Composition of HBRIC Ltd |
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Mrs Liz Lambert explained the rationale for seeking Council’s decision on HBRIC Ltd director appointments and the related considerations and process undertaken. |
That 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. Confirms its current policy of no Councillor director appointments to the Board of the Hawke’s Bay Regional Investment Company Ltd, with this decision to be revisited in 2017. 3. Approves the appointment of up to five independent directors to the Investment Company Board. 4. Approves the establishment of an Appointments Committee, in accordance with HBRC Policy on the Appointment and Remuneration of Directors, should a vacancy be determined for directors to the Board of HBRIC Ltd whether councillor or independent directors. CARRIED |
Establishment of Ruataniwha Water Limited Partnership and Its General Partner |
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Mrs Lambert explained the proposed governance structure for the RWSS as outlined in the report and consulted on as part of the Ruataniwha Special Consultative process undertaken in May 2014. |
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 and persons likely to be affected by or to have an interest in the decision. 2. Approves the establishment of the Ruataniwha Water Limited Partnership at the date of Financial/Contractual Close for the Ruataniwha Water Storage Scheme investment. 3. Approves the establishment of Ruataniwha Water Management Ltd as the required General Partner to the Ruataniwha Water Limited Partnership at the date of Financial/Contractual Close for the Ruataniwha Water Storage Scheme investment.
4. Approves the appointment by the Hawke’s Bay Regional Investment Company Ltd of directors to Ruataniwha Water Management Ltd, as detailed in the public-excluded paper. CARRIED |
Consultation on Additional Council Controlled Trading Organisations |
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Mrs Lambert introduced the item and invited Dr Andy Pearce and Mr Sam Robinson, HBRIC Ltd directors, to explain the rationale for and roles of the proposed entities. Dr Pearce explained that the proposed HoldCo and ServiceCo structure has been developed in line with independent advice received from Price Waterhouse Coopers on the most effective and efficient structure to enable operating and cash returns to flow from the Limited Partnership to HBRIC and then on to Council. Discussions traversed: · HoldCo will hold HBRIC Ltd’s equity investment (and accompanying shares) in the RWLP and facilitate the return of capital and income distributions to HBRIC Ltd and then through to Council, performing the associated financial, treasury and distribution functions including taxation. · ServiceCo (through a service contract) will perform the day to day operational functions including administration and consents compliance activities of the General Partner, RWM Ltd. The Limited partners of a Limited Partnership must not, by law, take part in the management or operation of the business affairs of the Limited Partnership so this must be separate from HBRIC as a partner in RWLP. · Contractual arrangements and accountability, as well as service agreements between the General Partner, the Limited Partnership and the subsidiaries. · Consultation will be run separately from the Annual Plan/LTP Amendment process and director appointments will be subject to achieving a successful outcome through that consultation process, as well as the RWSS reaching financial close |
That Council: 1. Confirms that it is complying with sections 56 and 82 of the Local Government Act in relation to the requirement for public consultation on the establishment of Council-controlled trading organisations. 2. Agrees to consult with the public on the establishment of two Council-controlled trading organisations to be formed as subsidiaries of HBRIC Ltd. CARRIED |
HBRIC Ltd March 2016 Update |
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Questions and discussions traversed: · the cost of water to Council proposed in the draft concession deed Term Sheets was at the Foundation Water User price · from memory, hierarchies or priorities, as per the Draft Concession Deed, for provision of water to users should there be a ‘shortage’, are: first priority given to safety and environmental flows including minimum flow into Makaroro and flushing flows, HBRC flows and low flow protection for other existing water users’ rights; next priority covers contracted water users, with spot water only if there is water available after every other priority has been met · with all water user agreements ‘back on the table’ at the new water price of 23.5 cents/m3, contracted uptake is expected to reach over 40M m3 but less than 45M m3 - with discussions to be had with farmers about how to bridge the gap between the 2 amounts, by 18 April · the updated MacFarlane report projects that in future (10-20-30 years) 30% of the landuse in CHB will be dairy · HBRIC Ltd has submitted an affidavit seeking urgency for the Forest and Bird appeal resolution, which F&B has ‘declined’. Crown Law, Acting on behalf of DoC, has also sought ‘urgency’ from the courts. As the land in question is not required for 3 years, if resolution has not been achieved by Financial Close it is expected that acquisition of the land will be a ‘condition subsequent’. · The draft Concession Deed is not final, and still subject to further negotiations with the Institutional Investor, so not a ‘public’ document · The Foundation Water User Agreement has been reissued to all parties in the contracting process, and will be provided to councillors for information · In relation to resolution 8.4 from 25 June 2014, a “certificate” will be provided by the HBRIC Ltd legal advisors, summarising the terms of all executed Water User Agreements, identifying the water user parties who executed the Agreements; and explaining the enforceability or otherwise of the Agreements · Sufficiency of the 4M m3 flushing flows provided by the conditions of the RWSS resource consents and the timing of those flow releases and the requirement for ‘change of conditions’ process to be undertaken to change the timing or amounts to be provided · Inflow of gravel modelling done during the feasibility phase and gravel extraction scenarios · Benefits of Foundation Water User Agreement are: it provides a defined price path (which will never be ‘beaten’), priority over ‘spot water’ provision as well as rights of renewal of the Agreement · The Term Sheets outline the material terms and conditions of the concession deed, and guides legal counsel in developing the final deed. The draft Concession Deed is negotiated between the Council and the Limited Partnership (including the other Investors), and the previous document was prior to the EPA process so has been amended to reflect decisions made through that process and negotiations with a different Institutional Investor · CHB District Council has yet to initiate a special consultative process in relation to their proposal to sign a water user agreement for their public water supply · The Independent Panel, as per the Board of Inquiry decision, that will peer review geotechnical work has been established but as yet has not had any detailed design and construction geotechnical work to review. · The Financial model which forms the basis of the Peer review, as per the Scope agreed 16 December 2015, has been provided to Deloittes · HBRIC Ltd drew down $1M in March to carry out geotechnical work to determine design requirements and costs for the diversion tunnel · Previous $700k spent on geotechnical work reflects work undertaken to inform the competitive D&C bidding process. · The map provided shows the expanded distribution area providing for possible total 42,000 ha irrigable land |
1. That Council receives and takes note of the “HBRIC Ltd March 2016 Update” report. CARRIED |
Verbal Update on the Clifton to Tangoio Coastal Hazards Strategy Joint Committee |
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Mr Mike Adye provided an update on the stakeholder consultation process, having received the Hazards and Risk reports, being undertaken ahead of the Joint Committee endorsement of those reports, scheduled for the 3 May Joint Committee meeting. After the Committee’s endorsement, the reports will be published and released for public consultation including hearing submissions and making decisions on solutions to address issues and cost-benefit splits. |
1. That Council receives the “Verbal Update on Clifton to Tangoio Coastal Hazards Strategy Joint Committee”. CARRIED |
The meeting adjourned at 12.30pm and reconvened at 1.10pm
Item - 16. HB Tourism Quarterly Report - was considered immediately following item 6.
Verbal Update on Napier-Gisborne Rail Line |
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Mr Nick Cornwall provided an update on negotiations with KiwiRail in relation to reach agreement on re-opening the rail line between Napier and Wairoa to transport logs. Questions and discussions traversed: · Forecast Cargo volumes in the financial model supporting this agreement do not include PanPac, and are based on bringing logs from Wairoa to Napier Port · Some cargo opportunities in Gisborne, but capital costs of restoring the line (fixing large washouts) preclude a commercially viable deal · Kiwirail not actively pursuing alternative of a proposal for a new road using the rail corridor, as preference is still for rail · Regional Transport Committee working on Napier-Wairoa (SH2) road improvements including more passing opportunities |
1. That the “Verbal Update on Napier-Gisborne Rail Line” be received. CARRIED |
Mr Mohi advised that Derek Williams passed away this morning, and offered to pass on Council’s regards at the tangi.
Monthly Work Plan Looking Forward through April 2016 |
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Questions and discussions traversed: · East Coast Farming with Technology Expo in Wairoa 13-14 April relevant to inform the Hill Country Strategy · NZ Association of Resource Management (NZARM) (originally a collection of practicing soil conservators) is holding a conference on 11-13 October in Napier which HBRC Land Management staff are helping to plan · the Twyford Global consents have been issued for the unconfined and semi-confined aquifers in the area, which provide augmentation of the Raupare to maintain minimum flows and allowing shared ‘emergency’ water takes for permanent root stock · CHBDC wastewater discharges are currently compliant but only 1 sample period breach away from becoming non-compliant · None of the 3 regional applications for MBIE Regional Research funding made the short list, and MBIE confirmed that only 1 application did make the short list – and MBIE will give a briefing to applicants on the reasons for their decisions · Suggestion that a ‘cup of tea’ discussion with CHB councillors around the wastewater discharge compliance issues be offered to ensure ‘governors’ are fully aware of issues and status of consents · development of a lysimeter for quantifying the groundwater recharge under arable land · the latest draft Regional Economic Development Strategy and high level Action Plan incorporating Maori input will be considered by the Governance Group tomorrow, ahead of submission to Central Government and launch planned for May. |
1. That Council receives the Monthly Work Plan Looking Forward Through March 2016 report. CARRIED |
Confirmation of Public Excluded Minutes of the Regional Council Meeting Held on 24 February 2016 |
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That the Council excludes the public from this section of the meeting being Confirmation of Public Excluded Minutes Agenda Item 22 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:
CARRIED |
Proposed Director Appointments |
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1. That Council excludes the public from this section of the meeting, being Agenda Item 23 Proposed Director Appointments 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:
2. That Dr Andy Pearce, HBRIC Ltd Chairman, attend for this item as the representative of the entity making the recommendations for appointment.
CARRIED |
The meeting went into public excluded session at 2.33pm and out of public excluded session at 3.00pm
Mr Mohi left the meeting at 3.00pm
The meeting adjourned at 3.00pm and reconvened at 3.18pm
Adoption of the Supporting Accountability Documents and Consultation Document for the Proposed Amendment to the 2015-25 Long Term Plan and 2016-17 Annual Plan |
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The discussion traversed: · the option offered in the 2015 draft Concession Deed, is no longer available as advised by HBRIC in February 2016 · the possible scope for submissions from the public on the proposed LTP amendment and options · how the possible change to the Financial Strategy (expenditure of part of the 6% return from the RWSS to provide environmental flows) is written in the Statement of Proposal and where it appears |
That Council: 1. Confirms that Council is complying with the section 97 of the Local Government Act 2002 (LGA) in relation to the amendment to the 2015-2025 Long Term Plan (LTP), section 82(a)(3) in relation to the Consultation Document requirements for a Draft Annual Plan, and section 93 in relation to the Consultation Document requirements for the LTP amendment. A special consultative procedure has been adopted for this consultation. 2. Adopts the following supporting accountability documents, as amended at this meeting, to the 2016‑17 Draft Annual Plan and Consultation Document: 2.1. Group of Activity information including performance measures 2.2. Financial Information, including Funding Impact Statement, rates for specific properties and the Resource Management charges. 3. Approves the proposed scale and schedule of charges as set out in the “Resource Management Charges” as included as part of the 2016-17 Annual Plan supporting accountability documents, and that this is submitted in accordance with section 36(2) of the Resource Management Act 1991. 4. Adopts the supporting document, as amended at this meeting and by Audit New Zealand, setting out the Statement of Proposal for the amendment to the 2015-25 Long Term Plan which covers the proposal to commit to environmental flows for the Tukituki River. 5. Adopts the Consultation Document which covers the material changes from the 2015-25 Long Term Plan proposed in the 2016-17 Annual Plan, and also the proposed Amendment to the 2015-25 Long Term Plan. CARRIED |
Chairman's Report for February/March 2016 |
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The Chairman provided additional detail in relation to the Rocket Lab launch site set up on the Mahia Peninsula, and the Whakaki Lagoon Trust. |
1. That Council receives the February/March 2016 Chairman’s report. CARRIED |
Minor Items Not on the Agenda |
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Closure:
There being no further business the Chairman declared the meeting closed at 3.55pm on Wednesday 30 March 2016.
Signed as a true and correct record.
DATE: ................................................ CHAIRMAN: ...............................................