Meeting of the Hawke's Bay Regional Council
Date: Wednesday 26 February 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 29 January 2020
4. Follow-up Items from Previous Regional Council Meetings 3
5. Call for Minor Items Not on the Agenda 9
6. Significant Activities through March 2020 11
Decision Items
7. Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022 for Adoption 21
8. Regional Planning Committee Tāngata Whenua Remuneration Review 43
9. Cr Martin Williams Notice of Motion: Tukituki Water Security 69
10. Report and Recommendations from the Clifton to Tangoio Coastal Hazards Strategy Joint Committee 75
11. Report and Recommendations from the Hawke's Bay Drinking Water Governance Joint Committee meeting 87
12. Affixing of Common Seal 93
Information or Performance Monitoring
13. Report from the Environment and Integrated Catchments Committee 95
14. Discussion of Minor Matters Not on the Agenda 97
Decision Items (Public Excluded)
15. Confirmation of Public Excluded Minutes of the Meeting held on 29 January 2020 99
Wednesday 26 February 2020
Subject: Follow-up Items from Previous Regional Council Meetings
Reason for Report
1. On the list attached are items raised at Council Meetings that staff have followed up on. All items indicate who is responsible for follow up, and a brief status comment. Once the items have been report to Council they will be removed from the list.
Decision Making Process
2. Staff have assess 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.
That the Council receives and notes the “Follow-up Items from Previous Meetings” staff report.
|
Authored by:
Leeanne Hooper Governance Lead |
|
Approved by:
James Palmer Chief Executive |
|
⇩1 |
Follow-ups from Previous Regional Council Meetings |
|
|
Follow-ups from Previous Regional Council Meetings |
Attachment 1 |
Follow-ups from previous Regional Council Meetings
Meeting held 29 January 2020
|
Agenda Item |
Action |
Responsible |
Status Comment |
1 |
Report and Recommendations from the Environment and Integrated Catchments Committee |
Amount of land in QEII covenants in HB |
I Maxwell |
Information emailed to Councillors 14 February 2020 (Reference 1 following) |
2 |
Cr Barker Notice of Motion: Council Name Change |
Investigate changing name to Environment HB |
J Palmer /J Ellerm |
Item on 10 June 2020 Corporate & Strategic Committee meeting agenda |
3 |
Significant Activities Through February 2020 |
Overview of Biosecurity activities including TB control, possum numbers and progress toward achieving Predator Free HB |
M Mitchell /I Maxwell |
Item on 8 April EICC meeting agenda |
4 |
Discussion of Minor Matters not on the Agenda |
Letter to GoBus acknowledging the impressive handling of the accident scene in Hastings by the 2 bus drivers at the scene |
J Lawrence |
Letter from Chair sent 11Feb20 (reference 4 following) |
Meeting held 18 December 2019
|
Agenda Item |
Action |
Responsible |
Status Comment |
5 |
Minor Items Not on the Agenda |
A presentation /delegation in relation to re-establishment of the rail line between Wairoa and Gisborne was requested |
M Williams/ A Redgrave
J Lawrence |
Following the economic development workshop with councillors on 5 Feb, a meeting with Graeme Carroll (who wrote the BERL report and is a keen supporter of the rail link) took place on 14 February with the CE. Mr Carroll has been provided with a letter of in principle support (attached) and potentially Council may be able to make a small financial contribution to the collective funding of any subsequent PGF business case application. |
6 |
HBRIC Ltd and Napier Port Holdings Ltd Director Appointments |
Information Protocol agreed prior to IPO to be provided to councillors, and Council workshops to cover Governance and Functions of both Napier Port and HBRIC to be scheduled |
J Ellerm /J Palmer |
Information Protocol to be circulated by J Ellerm by end of March. Staff continue to seek opportunities for Council workshop within meeting schedule parameters. |
Meeting held 6 November 2019
|
Agenda Item |
Action |
Responsible |
Status Comment |
7 |
Adoption of Standing Orders |
Re-write of standing orders to be more specific to HBRC |
R Barker /M Williams |
Verbal update to be invited at the 26 February meeting |
Reference 1
QEII has a total number of 254 covenants within the Hawke’s Bay region. The total land area under covenant is 10,790ha. The table below shows the number of covenants and total area per local authority. Please note, QEII regional boundaries do not align with the Hawke’s Bay region.
Wednesday 26 February 2020
Subject: Call for Minor Items Not on the Agenda
Reason for Report
1. This item provides the means for councillors to raise minor matters they wish to bring to the attention of the meeting.
2. Hawke’s Bay Regional Council standing order 9.13 states:
2.1. “A meeting may discuss an item that is not on the agenda only if it is a minor matter relating to the general business of the meeting and the Chairperson explains at the beginning of the public part of the meeting that the item will be discussed. However, the meeting may not make a resolution, decision or recommendation about the item, except to refer it to a subsequent meeting for further discussion.”
Recommendations
3. That Council accepts the following “Minor Items Not on the Agenda” for discussion as Item 14.
Topic |
Raised by |
|
|
|
|
|
|
Leeanne Hooper GOVERNANCE LEAD |
James Palmer CHIEF EXECUTIVE |
Wednesday 26 February 2020
SUBJECT: Significant Activities through March 2020
Reason for Report
1. The following commentary is provided for Councillors’ information, to inform them of the status of significant areas of Council activity.
Significant Organisational Work Streams
NPS for Freshwater Management |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Team & Group or Section |
Outstanding water bodies plan change (PC7) |
1. Publicly notified on 31 August 2019. Submissions close on 28 February 2020. RPC will be asked to make Hearing Panel appointments on 15 April. |
Strategic Planning Policy & Planning |
TANK plan change (PC9) |
2. RPC to workshop TANK plan change outstanding issues on 26 February in anticipation of decision on notification of the plan mid-late March 2020. |
Strategic Planning Policy & Planning |
Mohaka Plan Change |
3. Following meetings with PSGEs scheduled during February 2020, staff will further engage with iwi and progress the co-design of the plan change with Ngāti Pāhauwera. |
Strategic Planning Policy & Planning Team |
Southern Catchments |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Group /Team or Section |
CHBDC Wastewater discharge consents |
4. Report on future actions to address CHBDC municipal wastewater discharges agreed to by both CHBDC and HBRC was provided to and accepted by the Environment Court. 5. Actions proposed now require further resource consents by CHBDC for new and amended discharges. Staff have met with CHBDC to discuss implementation of the agreed strategies and funding, and a more detailed programme of works will be provided to HBRC. |
Regulation Consents & Compliance |
Central Catchments |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Group /Team or Section |
Heretaunga Plains Scheme review |
6. Hydrodynamic modelling for Tutaekuri being constructed - to model 100yr, 200yr and 500yr flood scenarios, incorporating climate change. 7. Communication and consultation plan being discussed with internal stakeholders 8. Land matters being investigated for future engineering options. |
Asset Management Regional Projects |
Flood Control Schemes |
9. Review of functionality, level of service provided, equity and accuracy of rating areas for the flood control schemes. Esk Catchment review is commencing in February. 10. Asset Management Plans and framework review. Consultant engaged to provide gap analysis and ongoing assistance. Report due March. |
Asset Management Engineering |
Clive River Dredging |
11. Working through land issues and Iwi consultation including ongoing negotiating for land availability The Property Group is assisting with the market valuation etc. |
Asset Management Regional Projects |
Te Whanganui-ā-Orotu (Ahuriri Estuary |
12. A consultant engineer has been engaged to assess the risk of steam bank erosion and stream bed degradation of Wharerangi Stream and recommend engineering solutions with this work set to being in February. |
Integrated Catchment Management Project Manager Environmental Hotspots |
Lake Tūtira (Te Waiū o Tūtira, the Milk of Tūtira), HBRC partnership with Maungaharuru-Tangitū Trust, 2018-2022 |
13. It is anticipated that the Cultural Health Monitoring Tool will be ready for the first round of monitoring in February/March 2020. |
Integrated Catchment Management Project Manager Environmental Hotspots |
14. Kahakanui Stream Bridge geotech investigation complete and detailed design underway. Engineering cost estimate is higher than original budget so investigating alternatives. |
Asset Management Regional Projects |
|
15. Both Tutira and Waikopiro have had reasonable seasons this summer, despite power operational issues troubling the air curtain, and a layer of algae persisting at around 10m depth in Tutira. It is difficult to predict whether algae levels will get better or worse for the remainder of the season. |
Integrated Catchment Management Environmental Science |
|
Gravel Management |
16. Detailed design and procurement underway for proposed Maraekakaho River Access Road, with some minor construction work (culvert installation) to commenced beginning of February. 17. Global gravel extraction consent conditions amended following submissions, and staff are meeting with all submitters to attempt to resolve issues to avoid the need for a Hearing. 18. Gravel allocation 2020-21 programme scheduled including consultation with extractors during Feb/Mar. |
Asset Management Regional Projects/Schemes |
Heretaunga Plains water take renewals |
19. Takes from the Heretaunga Plains unconfined aquifer (approx. 200 lodged) expired 31 May 2018 and are being exercised under s124. These are being processed as a group, as requested by applicants. Report on the individual and combined stream depletion effects now received. Draft report being prepared for discussion with parties. Decision on notification pending. |
Regulation Consents |
Heretaunga Plains Urban Development Strategy & NPS for Urban Development Capacity |
20. Future HPUDS Implementation Working Group meeting schedule for next triennium is being coordinated by Hastings District Council. 21. Quarterly reporting on urban development metrics as required by the NPS for Urban Development Capacity is ongoing. Reports published at www.hpuds.co.nz/resources. 22. Planning staff liaising with officials at MFE & MPI regarding further drafting of the proposed National Policy Statement on Highly Productive Land before it gets approved by Ministers and comes into legal effect in mid 2020. |
Strategic Planning Policy & Planning |
Public Transport |
23. Ongoing monitoring of late running issues during February-March to determine effectiveness of route changes introduced in December. |
Strategic Planning Public Transport |
HB Transport Study |
24. Request for tender released for development of a programme business case, the third stage of the HB Transport Study/ |
|
Regional Land Transport Plan |
25. Commencing development of the strategic front-end of the 2021 Regional Land Transport Plan. A workshop on 27 March will look at innovative solutions to manage traffic growth and transport emissions. |
|
Bayview/Whirinaki track |
26. Preliminary alignment and land matters under investigation, with initial communication with affected parties under way, working with NCC/HDC. |
Asset Management Regional Projects |
NZCT Priority Project Ahuriri Underpass Flooding Safety Issues |
27. Working with NZTA around solutions – seawall plan is being finalised by OPUS for Southern End. Funding deficit, asking balance from NZTA. Due to be completed by June 2020. Detour for Northern End using Watchman Rd, signage being installed in Feb/March. |
Asset Management Open Spaces |
Te Mata Park |
28. Working with HDC to complete safer off-road section parallel to Waimarama Road, for all trail users. HDC to complete iwi consultation Fri 21 Feb, expected completion by end of 2020. |
Asset Management Open Spaces |
Soil conservation nursery expansion |
29. A new area of poplar and willow nursery will begin to be developed this Autumn, to supply an additional 20,000 poles/annum in 3 years time to enable milestones in year 4 of the Hill country erosion programme to be met. |
Integrated Catchment Management Catchment Management |
Hawea Historical Park / Karamu Stream Diversion |
30. Draft park management plan prepared and under review. Management committee formed with monthly meetings underway. 31. Construction of the carpark will take place in Autumn 2020. |
Asset Management Open Spaces Regional Assets |
Waitangi Regional Park |
32. Earthworks for future marquee area completed and awaiting topsoil and grass. Planning for Matariki week-long event at the Park. 33. Overflow car park to be constructed in Autumn 2020 34. New Waikahu wetland functioning well as a biodiversity habitat. |
Asset Management Regional Projects |
Northern Catchment |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Group /Team or Section |
Predator Free Hawke’s Bay |
35. PFHB is hosting a two day workshop with PF2050 Ltd for all currently funded PF projects as well as some new projects in the pipeline. This is a valuable opportunity for the projects to share knowledge and experiences as we all navigate the challenge to becoming predator free. 36. The first meeting of the Whakatipu Mahia Trust will get underway. This trust will drive outcomes led by the community for the community and the enhancement of the Mahia peninsular. 37. Bait station installation of phase one 5,500 ha will be completed |
Integrated Catchment Management Catchment Services |
Nuhaka River Road |
38. HBRC assisting WDC, as required, with consultation on preferred option. |
Asset Management Regional Projects |
WDC Wastewater discharge consent |
39. Wairoa District Council wastewater discharge replacement consent application was notified on 10 August 2019 with the submission period closing on 13 September 2019. 22 submissions were received by the closing date. A prehearing meeting was held on 17 October 2019 and a further prehearing is scheduled for 28 February 2020. |
Regulation Consents |
Biosecurity / Biodiversity |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Group /Team or Section |
Biodiversity |
40. The proposed National Policy Statement on Indigenous Biodiversity has been released for consultation, closing 14 March. MfE has signaled intent for this NPS to get Ministers’ approval and come into legal effect mid 2020. LGNZ on behalf of the wider local government sector has drafted a submission. Key HBRC staff reviewed the proposed NPS-IB and are drafting a submission in liaison with staff from the region’s city and district councils. |
Integrated Catchment Management Biodiversity Strategic Planning Policy and Planning |
Biodiversity priority ecosystems |
41. High resolution aerial imagery has been captured (in partnership with BOPRC) over frost flats south of Lake Taupo and is being processed. Mapping of wilding pine infestations will begin once the imagery has been processed which will guide management decisions. Frost flats are a historically rare ecosystem, developing in a harsh environmental conditions, and occur nowhere else on the planet. |
Integrated Catchment Management Biodiversity |
Plant pests |
42. The woolly nightshade control programme will be undertaken in both urban and rural areas. 43. Boom spraying of TaskForce at large Chilean needle grass sites on willing landowner properties to be undertaken. |
Integrated Catchment Management Pest Management |
Possum management |
44. HBRC, in partnership with WDC, will be initiating a semi urban possum control programme this month. 45. HBRC, in partnership with DOC, will be managing possum control in DOC estates at Elsthorpe, Hatuma, Tangoio and White pine scenic reserves |
Integrated Catchment Management Pest Management |
Bovine Tuberculosis |
46. TB has been detected in 29 cattle (9 herds) near the Napier-Taupo road. Infection is from wildlife north of the area (most likely possums) which has been under OSPRI management. It is not part of the HBRC possum control area programme. 47. A further 15 herds are currently under investigation. Some of these are expected to have infected animals. 48. OSPRI, which manages the national TBfree programme, has expanded its regional office in Napier to lead a response. Their focus is possum control, TB testing and stock movement controls. 49. OSPRI is expanding the livestock movement control area (MCA) in Hawke’s Bay from 1 March. Cattle and deer heading for stock sales need to have returned a clear TB test within 60 days prior to the date of movement. Movements directly to slaughter are exempt from these requirements 50. Small clusters of disease outbreak like this are not uncommon. They’re expected from time-to-time in an eradication programme such as this, which spans decades. There is minimal risk to human health, though health authorities advise against the consumption of unpasteurised milk. 51. OSPRI’s planned possum control will impact on HBRC’s possum control programme. HBRC is working with OSPRI. |
Integrated Catchment Management Pest Management |
Significant Team and Section Work Streams
Environmental Science |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Group /Team or Section |
3D Aquifer Mapping |
52. Helicopter survey has been successfully completed, on budget and ahead of schedule, in the Ruataniwha, Heretaunga and Otane/Poukawa aquifer systems. Public enquiries and concerns were received and managed effectively, as part of an excellent PR campaign from HBRC MarComms. Data processing, additional data collection and modelling work will now continue until project closure in February 2023. |
Integrated Catchment Management Hydrology/ Hydrogeology |
Regulation |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Group /Team or Section |
Large/ significant application Processes |
53. Te Mata Mushrooms HBRC - HDC joint hearing issued their decision on Te Mata Mushroom on 20 December 2019. This decision was to allow the activity to continue to operate, to upgrade on a specific time scale and to expand production once improvements are made and demonstrated to be effective in terms of no offensive odour. Two appeals were lodged by the close of the appeal period on 31 January 2020. The Court has now issued directions to HBRC and HDC to set out a mediation process by end March 2020. 54. The applications lodged with HBRC & CHBDC for mushroom composting and production by Te Mata Mushrooms on a Mt Herbert Road Waipukurau site are on hold awaiting provision of more information. 55. Omaranui landfill expansion application received and to be notified at the applicants request. |
Consents |
Major consents on hold |
56. HBRC gravel extraction Ngaruroro, Tukituki, Waipawa and Tutaekuri. Applicant consulting with submitters. 57. Landcorp and NCC consents for discharging stormwater and drainage water into the Ahuriri Estuary. 58. Ruataniwha Tranche 2. 59. Michael Glazebrook Trust. Water storage and Augmentation Scheme proposal. To take water from the Ngaruroro River at times of high flow to fill dams with the purpose of augmenting the Ngaruroro River and the Karamu Stream Catchment |
|
Low flows
Complaints (odour)
Enforcement
National Environmental Standard for Plantation Forestry (NESPF) |
60. River flows continue to drop with no significant rain in the long-range forecast. The compliance and water information services team have been working together on ban notifications and low-flow management. We’re not aware of anyone blatantly ignoring bans and staff will be monitoring compliance in the field and this may include fly-overs. 61. We have received a large number of odour complaints relating to the Awatoto Industrial area. Staff have been responding and following up. This has resulted in a number of infringements and abatement notices issued to businesses operating at Awatoto. Staff will continue to respond and take appropriate enforcement action, including higher level enforcement to achieve compliance. 62. The Enforcement team currently have over half a dozen prosecution investigations in progress at varying stages before the courts. We will report back to council on these when we are able to. 63. Compliance with the NESPF is being monitored by staff, this is being done on a risk prioritisation basis. We are further assessing resourcing needs for the LTP as more forestry comes out of rotation for harvest. We are review HBRCs draft Erosion and Sediment Controls in light of new Forestry Association industry guidance. |
Compliance |
Strategic Planning |
||
Project / Activity |
Significant Milestone(s) |
|
Description |
Upcoming |
Group /Team or Section |
Ngaruroro River & Clive River Water Conservation Order (WCO) application |
64. Pre-hearing expert witness conferencing is scheduled to occur over March. Four sessions are currently scheduled covering hydrology, water quality, avifauna, fish and planning. 65. The Environment Court hearing is scheduled for the weeks of 25 May and 1 June 2020. |
Strategic Planning Policy & Planning |
High Court proceedings for applications under Marine and Coastal Area (Takutai Moana) Act 2011 |
66. The Clarkson application has been determined to be one of the priority application. 67. The Court has set the hearing date for the 2 November 2020. |
|
Climate Change Response Programme Development |
68. Regional engagement programme under development, including preliminary liaison with city and district councils and iwi. Staff report to be presented to Maori Committee meeting 4 March as agreed at February meeting of Environment and Integrated Catchments Committee. 69. Staff leading this programme development project are to liaise with councillors Barker, Ormsby and Williams about scope and priorities of project and governance arrangements (as agreed at February meeting of Environment and Integrated Catchments Committee). |
|
Statutory Advocacy (upcoming national direction from Central Government) |
70. Government officials have invited staff to be involved in possible revisions to the proposed NPSs for Highly Productive Land and Urban Development. Joint HB council submissions on both were lodged in November 2019. 71. Proposed National Policy Statement for Indigenous Biodiversity (NPSIB), submissions close 14 March 2020. 72. Taumata Arowai – Water Services Regulator Bill submissions close 4 March 2020. 73. MfE has a web-page dedicated to national direction instruments under the RMA: https://www.mfe.govt.nz/rma/national-direction/status-of-national-direction-instruments |
|
LGA Corporate Planning and Organisation Performance |
74. Annual Plan 2020-21 – draft budget and early content to be workshopped by Council 11 March 2020. 75. Strategic Plan refresh – changes agreed at 11Feb council workshop to be presented to Maori Committee then brought back to council on 1 April 76. Long Term Plan project– level of service reviews underway and to be presented to council in a series of workshops starting 22 April 2020. Pre-engagement community meetings (Napier, Hastings, Wairoa, CHB) scheduled for May 2020. |
Strategic Planning Strategy & Projects Team |
Decision Making Process
2. 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.
That the Hawke’s Bay Regional Council receives and notes the Significant HBRC Activities through March 2020 staff report. |
Authored by:
Paul Barrett Principal Consents Planner |
Desiree Cull Strategy and Projects Leader |
Peter Davis Manager Environmental Information |
Ceri Edmonds Manager Policy and Planning |
Dean Evans Catchment Manager Tukituki/Southern Coasts |
Craig Goodier Team Leader Engineering |
Martina Groves Manager Regional Projects |
Keiko Hashiba Terrestrial Ecologist |
Nathan Heath Catchment Manager (Wairoa/Mohaka) |
Dr Andy Hicks Team Leader/Principal Scientist Water Quality and Ecology |
Gavin Ide Principal Advisor Strategic Planning |
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 |
Malcolm Miller Manager Consents |
Mark Mitchell Team Leader/Principal Advisor, Biosecurity/Biodiversity |
Thomas Petrie Project Manager Environmental Hotspots |
Brendan Powell Catchment Manager (Central) |
Dr Jeff Smith Manager Scientist |
Thomas Wilding Team Leader Hydrology Hydrogeology |
Vicki Butterworth Cycle Network Coordinator |
Ben Douglas Forest Management Advisor |
Anne Redgrave Transport Manager |
Nick Zaman Manager Compliance |
|
Approved by:
Chris Dolley Group Manager Asset Management |
Jessica Ellerm Group Manager Corporate Services |
Liz Lambert Group Manager Regulation |
Iain Maxwell Group Manager Integrated Catchment Management |
Tom Skerman Group Manager Strategic Planning |
|
Wednesday 26 February 2020
Subject: Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022 for Adoption
Reason for Report
1. This item provides Council with the final version of the Triennial Agreement for adoption as required by the Local Government Act (LGA) section 15, by 1 March 2020.
Officers’ Recommendation(s)
2. Council officers recommend that Hawke’s Bay Regional Council adopts the 2019-22 Triennial Agreement attached, as agreed by all other signatories, and delegates the Chief Executive and Chair to sign the document and enter into the Agreement.
Executive Summary
3. The version of the 2019-22 Triennial Agreement proposed for adoption today is the result of an iterative process of review by the Hawke’s Bay Leaders Forum comprised of the region’s Mayors, Chief Executives (CEs) and the Regional Council Chair, and includes the amendments requested by councillors at the Regional Council meeting on 18 December 2019.
4. The Agreement has been adopted by resolution and entered into by all four of the TLA primary parties, and agreed by the Rangitikei and Taupo Mayors and CEs (as non-primary parties) via teleconference on 17 February 2020.
Background /Discussion
5. Development of the 2019-22 Triennial Agreement was initiated by the HB Leaders Forum immediately following the 2019 Local Elections, at the first meeting of the group. Subsequently, the Agreement has been reviewed by each of the primary parties through workshops with newly elected councillors, and feedback provided to the Leaders Forum, who have recommended the final version for adoption.
6. Amendments incorporated into the previous Agreement through the development phase include:
6.1. Re-ordered the document sections
6.2. Re-worded, to simplify, section 2. Purpose of the Agreement being “to provide the framework for local government in the region to:
6.2.1. work collaboratively
6.2.2. improve communication and coordination at all levels
6.2.3. maximise effectiveness and efficiency
in order to meet the purposes of Local Government to:
6.2.4. enable democratic local decision-making by and on behalf of communities
6.2.5. promote the social, economic, environmental and cultural wellbeing of communities in the present and for the future”
6.3. Updated the introductory paragraph of section 3. Principles to further support the purpose of the Agreement, by:
6.3.1. adding “to develop our collective strategic capacity from available resources and achieve our strategies by working together, through co-design and partnership so every whanau and every household is actively engaged in growing a thriving Hawke’s Bay economy to support inclusive and connected communities and sustainable and resilient environments.”
6.4. Added 4. Strategic Priorities and aligned those to the five pou (pillars) of Matariki, with inclusion of the representative diagram
6.5. Added 6. Benefits Realisation section and Appendix One: Reporting to initiate tracking and reporting achievements in the strategic priority areas to the HB Leaders Forum
6.6. Simplified section 8. Consultation in Relation to the Regional Policy Statement.
7. Following receiving feedback on the Agreement from each of the region’s councils, the HB Leaders Forum met and agreed the Agreement to be put to all councils for adoption in time to meet the legislative deadline of 1 March 2020. This version includes the Regional Council’s 18 December 2019 suggested amendments, with amendments shown in red italicised text following.
7.1. Develop joint approaches to the development of Annual and Long Term plans and, where appropriate, to engagement with Central Government, iwi governance bodies and tribal entities, national agencies and community organisations.
7.2. Establish, as necessary, other forums including bi-lateral meetings, at both political and operational levels that will help enhance and achieve the purpose of this Agreement.
7.2.1. In addition to the bi-lateral meetings reference in the Agreement as above, Council will consider an item at the 11 March Corporate and Strategic Committee meeting to discuss and recommend an approach to the establishment of strategic bilateral meetings between Hawke’s Bay Regional Council (HBRC) and the TAs across the Hawke’s Bay region to ensure consistent engagement on infrastructure challenges and issues that impact on the receiving environment, taking into account the effects of climate change.
Options Assessment
8. There is no option for Council other than to enter into the Triennial Agreement by 1 March as required by LGA section 15.
Strategic Fit
9. The Triennial Agreement is one of the vehicles that assists Council to achieve its strategic goals and objectives in the Sustainable Services and Infrastructure area, including:
9.1. High performing regional infrastructure enables the region’s natural resources to transform into goods and services that underpin the prosperity and wellbeing of the Hawke’s Bay community
9.2. The region has resilient physical, community and business infrastructure to unlock potential growth and prosperity from our natural resources base
9.3. Work with others to implement the Matariki Hawke’s Bay Regional Economic Development Strategy and Action Plan
9.4. Strategically plan for future coastal erosion and sea level rise with Napier City and Hastings District councils.
10. The Agreement also reinforces the organisation’s values of partnership, collaboration and accountability as a means to:
10.1. Work with our community in everything we do
10.2. Hold ourselves to account to deliver results, be responsive to community expectations, and the best use of ratepayers’ funds and assets
10.3. Develop our skills and capacity to partner with Tangata Whenua, communities, councils, central government, businesses, farmers and growers for collective action
10.4. Clearly identify the core business priorities for our communities and target our resources and capabilities for tangible results, alongside the resources of partners.
Decision Making Process
11. 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:
11.1. The decision does not significantly alter the service provision or affect a strategic asset.
11.2. The use of the special consultative procedure is not prescribed by legislation.
11.3. The decision is not significant under the criteria contained in Council’s adopted Significance and Engagement Policy.
11.4. The decision is not inconsistent with an existing policy or plan.
11.5. 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.
That Hawke’s Bay Regional 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 with the community. 2. Adopts the Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022 as agreed and proposed by the Hawke’s Bay Leaders Forum. 3. Delegates the Hawke’s Bay Regional Council Chairman and Chief Executive to sign and therefore enter into the Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022.
|
Authored by:
Leeanne Hooper Governance Lead |
|
Approved by:
Joanne Lawrence Group Manager Office of the Chief Executive and Chair |
James Palmer Chief Executive |
⇩1 |
Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022 |
|
|
Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022 |
Attachment 1 |
Triennial Agreement
For the Triennium October 2019 – 2022
version 29 December 2019
Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022 |
Attachment 1 |
Contents
1. Parties
2. Purpose
3. Principles
4. Strategic Priorities
5. Protocols for communication and coordination
6. Benefits Realisation
7. Significant New Activities Proposed By Hawke's Bay Regional Council
8. Consultation in Relation to the Regional Policy Statement
9. Dispute Resolution
10. Revision of the Agreement
11. Parties - Signatures
Appendix One: Reporting
Appendix Two: Meetings
Appendix Three: Legislative Context
Resource Management Act 1991
Schedule 1 Preparation, change, and review of policy statements and plans
Hawke’s Bay Region Triennial Agreement for the Triennium October 2019 – 2022 |
Attachment 1 |
The parties to this Triennial Agreement (the Agreement) are:
1.1 Primary Parties
(those local authorities whose boundaries are completely encompassed within the Hawke's Bay Region)
• Central Hawke's Bay District Council
• Hastings District Council
• Hawke's Bay Regional Council
• Napier City Council
• Wairoa District Council
1.2 Non-Primary Parties
(Those local authorities whose boundaries bisect the Hawke's Bay Region and whose principal identification is with another Region)
• Rangitikei District Council
• Taupo District Council
This Agreement applies to all local authorities in the Hawke's Bay Region. However, it is recognised that for Non-Primary Parties the degree of involvement in various aspects of the Agreement will be in proportion to the degree to which these parties assess how they will benefit or be affected by decisions, issues, proposals or other matters.
The Triennial Agreement provides the framework for local government in the Hawke's Bay region to:
2.1 work collaboratively
2.2 improve communication and coordination at all levels
2.3 maximise effectiveness and efficiency
in order to meet the purposes of Local Government to:
2.4 enable democratic local decision-making by and on behalf of communities
2.5 promote the social, economic, environmental and cultural wellbeing of communities in the present and for the future.
This agreement is deemed to duly constitute fulfilment of the requirements of section 15 of the Local Government Act 2002.
It should be noted that as well as the encouragement towards collaboration, the Local Government Act 2002, and other legislation including the Resource Management Act 1991, recognises that regional councils and territorial authorities have different responsibilities. These differences provide an important context for collaboration between the Councils. The requirements contained in legislation for collaboration between Local Authorities are contained in Appendix Two to this Agreement.
Parties to this Agreement agree to work together in good faith for the good governance of their local communities and the Region; to develop our collective strategic capacity from available resources and achieve our strategies by working together, through co-design and partnership so every whānau and every household is actively engaged in growing a thriving Hawke’s Bay economy to support inclusive and connected communities and sustainable and resilient environments. In doing so, we:
3.1 acknowledge that the communities within the Region are diverse and encompass a range of desired outcomes and objectives
3.2 support the establishment of processes for communication and collaboration at both governance and management levels in ways that will enhance the overall performance and reputation of local government in the region
3.3 recognise that collaboration and co-operation between local authorities of the Region can bring efficiencies in terms of planning, administration costs and decision-making and consultation. There is also the potential to increase available resources and promote co-operative approaches in making strategic choices
3.4 will investigate further opportunities for collaboration, co-operation, regional funding and shared services between local authorities of the Region in addition to those prescribed by statute or already being undertaken
3.5 agree that collaborative or shared services opportunities may occur between two or more parties to this Agreement, but not in every case between all parties to this Agreement. Although collaboration and co-operation are outcomes that should be strived for, each local authority has the legislative mandate to govern their own area as appropriate
3.6 will make every effort to accommodate, acknowledge, or at least fairly represent the dissenting view where some parties to this Agreement have a significant disagreement with the position of other parties to the Agreement
3.7 will show leadership to ensure the implementation of this Agreement makes a positive difference for Hawke’s Bay.
4.1 Local Government priority areas for the 2019-22 triennium, aligned to the five pou of Matariki (above) and agreed by the Hawke’s Bay Leaders’ Forum on 25 November 2019, are (in no particular order):
· Water – safety, security and planning
· Climate Change – adaptation and mitigation
· Social Inclusion – a thriving society where everyone can participate and make a significant contribution
· Housing – regionally focused housing strategy
· Economic Development and Tourism
· Transport.
4.2 Priority areas where cooperative approaches exist include:
· Water – Drinking Water safety and security response to Havelock North contamination Inquiry recommendations through Joint Working Group and HB Drinking Water Governance Joint Committee comprising elected representatives of the five local authorities, the District Health Board and Ngāti Kahungunu
· Water – Regional Three Waters review of the provision of drinking, waste and storm water services
· Climate Change – Clifton to Tangoio Coastal Hazards Strategy development through the Joint Committee comprising representatives of NCC, HDC, HBRC and Tangata Whenua
· Transport – Regional transport planning through the Regional Transport Committee comprising representatives of the five local authorities and the NZ Transport Agency
4.3 Priority areas to develop, or further develop, cooperative approaches include:
· Water – freshwater management issues, including Three Waters infrastructure and service delivery to meet requirements of Central Government reform
· Climate change – the development of a coordinated regional response to a changing climate, including integration with regional transport and hazard management planning
· Information sharing and strategy development – regional Elected Representatives’ fora (workshops) on topics of regional priority will be held as required, and at least twice per year.
4.4 Any new priorities or services of significance to more than one district will be communicated to the Chief Executives by the Hawke’s Bay Leaders’ Forum for further development in accordance with the protocols in section 5 following.
5. Protocols for communication and coordination
It is recognised that a significant level of formal and informal cooperation already exists between Hawke’s Bay’s local authorities. Further to this existing cooperation, parties to this Agreement will:
5.1 Hold monthly meetings of the Mayors of the primary parties and the Regional Chairman (aligned to the other Committee meetings as appropriate) to formally communicate and coordinate on matters of mutual interest, in accordance with arrangements detailed in Appendix Two.
5.2 Invite the Chief Executives of the primary parties to attend every Forum for a period of time.
5.3 At the first meeting following the local body elections, elect a Chair of the Forum from among the attendees. The Council whom the elected Chair represents will provide the administrative support for the Forum for that triennium.
5.4 Share resources where feasible for the purposes of preparing information on the various communities in the region. These resources may include information on demographics, survey data, scientific studies and the analysis of social, economic, environmental and cultural trends.
5.5 Develop joint approaches to the development of Annual and Long Term plans and, where appropriate, to engagement with Central Government, iwi governance bodies and tribal entities, national agencies and community organisations.
5.6 Provide early for notification of, and participation in decisions that may affect other local authorities in the region.
5.7 Make draft strategies, policies, and plans available to other local authorities in the region for discussion and development, where they may have regional implications or implications beyond the boundaries of the decision-making council.
5.8 Apply a “no surprises” policy whereby early notice will be given over disagreements between local authorities concerning policy or programmes before the matter is put out to the public.
5.9 Review the performance of the Triennial Agreement and benefits realised in the priority areas at least quarterly, as outlined in section 6 following.
5.10 Establish, as necessary, other forums including bi-lateral meetings, at both political and operational levels that will help enhance and achieve the purpose of this Agreement.
5.11 Provide a process for initiating reviews of regional forums that are not working optimally in the view of one or more parties.
6. Benefits Realisation
Achievements in each of the priority areas will be reported to the HB Leaders Forum quarterly, in a format to be agreed by the Forum.
7. Significant New Activities Proposed By Hawke's Bay Regional Council
If the Regional Council or a Regional Council controlled organisation proposes to undertake a significant new activity, and these activities are already undertaken or proposed to be undertaken by one or more territorial authorities within the region, Section 16 of the Local Government Act applies.
However, in the spirit of this Agreement, the parties agree to an expanded consultation and communication process which includes discussion of the issues involved at the first available monthly meeting (see 5.1 above), and to provide drafts of proposals to affected Councils for early comment in accordance with the requirements of sections 77-87 of the Local Government Act (decision-making and consultation).
The parties also agree that prior to implementing the formal provisions of section 16[1]:
7.1 the Regional Council will inform all territorial authorities within the region of
7.1.1 the nature of the activity proposed to be undertaken
7.1.2 the scope of the proposal (including size, districts covered, and why)
and
7.1.3 the reasons for the proposal.
7.2 territorial authorities will be given a reasonable period of time, but no less than 40 working days, to respond to any such proposal. The Regional Council agrees to fully consider any submissions and representations on the proposal made by territorial authorities within the region.
8. Consultation in Relation to the Regional Policy Statement
The following consultation process will apply to any change, variation, or review of the Hawke’s Bay Regional Policy Statement, and the preparation of any future Regional Policy Statement:
8.1 The Regional Council will seek the input of territorial authorities into the review of the Regional Policy Statement
8.2 The Regional Council will make available to all local authorities, for discussion and development, draft copies of:
8.2.1 any change or variation of to the Regional Policy Statement
8.2.2 any proposed Regional Policy Statement.
8.3 Territorial authorities will be given a reasonable period of time, but no less than [20] working days, to respond to any such proposal. The Regional Council agrees to consider fully any submissions and representations on the proposal made by territorial authorities within the Region.
8.4 The parties to this agreement acknowledge their obligation to act in accordance with the principles of collaboration set out in the Local Government Act 2002.
Nothing in this Agreement shall interfere with the rights, functions or duties given by statute to any party.
9. Dispute Resolution
In the event of a disagreement between the Councils as to the interpretation or implementation of this Agreement, and/ or that disagreement between the Councils as to the interpretation or implementation of this Agreement to vary the terms of this Agreement, then the matter in dispute will be referred to mediation.
If the Councils cannot agree on the appointment of a mediator, the President of the Hawke's Bay District Law Society will be requested to appoint the mediator. The costs of the mediation shall be borne by the Councils in equal shares.
10. Revision of the Agreement
10.1 The Agreement is effective from the date of signing until such time as the Agreement is either amended by the agreement of all parties or is renewed following the 2022 local authority elections (by 1 March 2023).
10.2 If a party to the Agreement requests a review of its terms within the triennium, such a review will begin within four weeks of the request being lodged. Otherwise the Agreement will be renewed following the local body elections as outlined in 10.1 above.
10.3 Hawke's Bay Regional Council will be the first Council responsible for servicing this Agreement.
11. Parties - Signatures
This Agreement is signed on this day of 2020 by the following on behalf of their respective authorities.
PRIMARY PARTIES
Central Hawke's Bay District Council Hastings District Council
............................................................................ ............................................................................
Mayor Alex Walker Mayor Sandra Hazlehurst
............................................................................ .............................................................................
Chief Executive Monique Davidson Chief Executive Nigel Bickle
Hawke’s Bay Regional Council Napier City Council
............................................................................ ............................................................................
Chair Rex Graham Mayor Kirsten Wise
............................................................................ .............................................................................
Chief Executive James Palmer Chief Executive Wayne Jack
Wairoa District Council
............................................................................
Mayor Craig Little
............................................................................
Chief Executive Steven May
NON-PRIMARY PARTIES
Rangitikei District Council Taupo District Council
............................................................................ ............................................................................
Mayor Andy Watson Mayor David Trewavas
............................................................................ ............................................................................
Chief Executive Peter Beggs Chief
Executive Gareth Green
Appendix
One: Reporting
Joint Committees
· Mayor/Chair ex-officio on all joint committees – to receive meeting invitations and copy of Agenda
· Meeting minutes and a Meeting Summary (prepared by the Technical Advisory Group (TAG) lead) will be provided to the Hawke’s Bay Leaders’ Forum Chair’s executive assistant within 10 days of the meeting having been held for presentation to the next monthly meeting.
· A diagram of the current committee structure across Hawke’s Bay is below.
Achievements
· A work programme for each of the priority areas will be developed and agreed, to enable strategic level reporting against milestones and projects (examples following).
Priority: Water – safety, security and planning
Activity |
Lead |
Achievements |
Due for Completion |
Regional Water Security Program (supported by PGF) |
Tom
Skerman |
1. |
|
National Policy Statement on Freshwater Management (NPSFM) |
Tom Skerman (HBRC) |
|
|
Three waters review |
|
|
|
Priority: Climate Change adaptation and mitigation
Activity |
Lead |
Achievements |
Due for Completion |
Regional Climate Response Strategy |
Tom Skerman, Gavin Ide (HBRC) |
|
|
|
|
||
|
|
Appendix Two: Meetings
Hawke’s Bay Leaders’ Forum
Meetings will be arranged and minutes kept by the appointed Chair - elected each three-year term - and minutes distributed to all parties to the Agreement. This does not preclude meetings being arranged, on request, by Councils other than that of the appointed Chair.
Given the importance accorded to this Agreement each Council will be represented by its Mayor/ Chairperson and Chief Executive.
Where appropriate, and agreed, the Chief Executive of a Council Controlled Organisation (CCO) may attend an item related to that CCO’s activities.
Media and communications contact (including the provision of information to the public on request) in relation to matters covered in the Agreement shall be shared on a rotating basis.
All public communications from these meetings shall be approved by all participants prior to their release.
Where a significant decision or issue affects a particular Council, or its community, it should, in partnership with the other Councils of the region, have the lead role in formulating the collective response of the region’s local authorities to this issue or decision.
Responsibility for servicing, and making media comment on behalf of, existing specific regional and sub-regional forums, will lie within those specific forums.
Appendix Three: Legislative Context
Local Government Act
Section 15 Triennial agreement
(1) Not later than 1 March after each triennial general election of members, all local authorities within each region must enter into an agreement under this section covering the period until the next triennial general election of members.
(2) An agreement under this section must include—
(a) protocols for communication and co-ordination among the local authorities; and
(b) a statement of the process by which the local authorities will comply with section 16 in respect of proposals for new regional council activities; and
(c) processes and protocols through which all local authorities can participate in identifying, delivering, and funding facilities and services of significance to more than 1 district.
(3) An agreement under this section may also include—
(a) commitments by local authorities within the region to establish or continue 1 or more joint committees or other joint governance arrangements to give better effect to 1 or more of the matters referred to in subsection (2); and
(b) the matters to be included in the terms of reference for any such committees or arrangements, including any delegations.
(4) An agreement under this section may be varied by agreement between all the local authorities within the region.
(5) An agreement under this section remains in force until it is replaced by another agreement.
(6) If a decision of a local authority is significantly inconsistent with, or is expected to have consequences that will be significantly inconsistent with, the agreement under this section that is currently in force within the region, the local authority must, when making the decision, clearly identify—
(a) the inconsistency; and
(b) the reasons for the inconsistency; and
(c) any intention of the local authority to seek an amendment to the agreement under subsection (4).
(7) As soon as practicable after making any decision to which subsection (6) applies, the local authority must give to each of the other local authorities within the region notice of the decision and of the matters specified in that subsection.
Section 14 Principles relating to local authorities
(1) in performing its role, a local authority must act in accordance with the following principles:
(e) a local authority should actively seek to collaborate and cooperate with other local authorities and bodies to improve the effectiveness and efficiency with which it achieves its identified priorities and desired outcomes.
Section 16 Significant new activities proposed by regional council
(1) This section applies if,—
(a) in the exercise of its powers under section 12(2), a regional council proposes to undertake a significant new activity; or
(b) a regional council-controlled organisation proposes to undertake a significant new activity; and
(c) in either case, 1 or more territorial authorities in the region of the regional council—
(i) are already undertaking the significant new activity; or
(ii) have notified their intention to do so in their long-term plans or their annual plans.
(2) When this section applies, the regional council—
(a) must advise all the territorial authorities within its region and the Minister of the proposal and the reasons for it; and
(b) must include the proposal in the consultation document referred to in section 93A.
(3) A proposal included in the consultation document referred to in section 93A must include—
(a) the reasons for the proposal; and
(b) the expected effects of the proposal on the activities of the territorial authorities within the region; and
(c) the objections raised by those territorial authorities, if any.
(4) If, after complying with subsection (2), the regional council indicates that it intends to continue with the proposal, but agreement is not reached on the proposal among the regional council and all of the affected territorial authorities, either the regional council or 1 or more of the affected territorial authorities may submit the matter to mediation.
(5) Mediation must be by a mediator or a mediation process—
(a) agreed to by the relevant local authorities; or
(b) in the absence of an agreement, as specified by the Minister.
(6) If mediation is unsuccessful, either the regional council or 1 or more affected territorial authorities may ask the Minister to make a binding decision on the proposal.
(7) Before making a binding decision, the Minister must—
(a) seek and consider the advice of the Commission; and
(b) consult with other Ministers whose responsibilities may be affected by the proposal.
(8) This section does not apply to—
(a) a proposal by a regional council to establish, own, or operate a park for the benefit of its region; or
(b) a proposal to transfer responsibilities; or
(c) a proposal to transfer bylaw-making powers; or
(d) a reorganisation application under Schedule 3; or
(e) a proposal to undertake an activity or enter into an undertaking jointly with the Crown.
(9) For the purposes of this section,—
affected territorial authority means a territorial authority—
(a) the district of which is wholly or partly in the region of a regional council; and
(b) that undertakes, or has notified in its long-term plan or annual plan its intention to undertake, the significant new activity
annual plan—
(a) means a report adopted under section 223D of the Local Government Act 1974; and
(b) includes such a report that section 281 applies to
new activity—
(a) means an activity that, before the commencement of this section, a regional council was not authorised to undertake; but
(b) does not include an activity authorised by or under an enactment
regional council-controlled organisation means a council-controlled organisation that is—
(a) a company—
(i) in which equity securities carrying 50% or more of the voting rights at a meeting of the shareholders of the company are—
(A) held by 1 or more regional councils; or
(B) controlled, directly or indirectly, by 1 or more regional councils; or
(ii) in which 1 or more regional councils have the right, directly or indirectly, to appoint 50% or more of the directors of the company; or
(b) an organisation in respect of which 1 or more regional councils have, whether or not jointly with other regional councils or persons,—
(i) control, directly or indirectly, of 50% or more of the votes at any meeting of the members or controlling body of the organisation; or
(ii) the right, directly or indirectly, to appoint 50% or more of the trustees, directors, or managers (however described) of the organisation.
Resource Management Act 1991
Schedule 1 Preparation, change, and review of policy statements and plans
3A Consultation in relation to policy statements
(1) A triennial agreement entered into under section 15(1) of the Local Government Act 2002 must include an agreement on the consultation process to be used by the affected local authorities in the course of—
(a) preparing a proposed policy statement or a variation to a proposed policy statement; and
(b) preparing a change to a policy statement; and
(c) reviewing a policy statement.
(2) If an agreement on the consultation process required by subclause (1) is not reached by the date prescribed in section 15(1) of the Local Government Act 2002,—
(a) subclause (1) ceases to apply to that triennial agreement; and
(b) 1 or more of the affected local authorities—
(i) must advise the Minister and every affected local authority as soon as is reasonably practicable after the date prescribed in section 15(1) of the Local Government Act 2002; and
(ii) may submit the matter to mediation.
(3) If subclause (2) applies, the parts of the triennial agreement other than the part relating to the consultative process referred to in subclause (1) may be confirmed before—
(a) an agreement on the consultative process is reached under subclauses (4) and (5)(a); or
(b) the Minister makes a binding determination under subclause (5)(b).
(4) Mediation must be by a mediator or a mediation process agreed to by the affected local authorities.
(5) If the matter is not submitted to mediation or if mediation is unsuccessful, the Minister may either—
(a) make an appointment under section 25 the purpose of determining a consultation process to be used in the course of preparing a proposed policy statement or reviewing a policy statement; or
(b) make a binding determination as to the consultation process that must be used.
(6) The consultative process must form part of the triennial agreement, whether or not the other parts of the triennial agreement have been confirmed, in the event that—
(a) an agreement is reached under subclause (4) or subclause (5)(a) as to a consultative process, as required by subclause (1); or
(b) the Minister makes a binding determination under subclause (5)(b).
(7) In this clause, affected local authorities means—
(a) the regional council of a region; and
(b) every territorial authority whose district is wholly or partly in the region of the regional council.
Wednesday 26 February 2020
Subject: Regional Planning Committee Tāngata Whenua Remuneration Review
Reason for Report
1. This item provides the means for Council to resolve the remuneration to be paid to Tāngata Whenua representatives (TWR) on the Regional Planning Committee (RPC).
Officers’ Recommendations
2. Because Council officers consider that circumstances for RPC members have not changed substantially since the findings of the 2019 Strategic Pay review were released, it is recommended that Council sets the remuneration for Tāngata Whenua RPC representatives in accordance with the recommendations of that review.
Executive Summary
3. Strategic Pay undertook a review of remuneration for Tāngata Whenua RPC representatives during 2019, and provided their report to Council in July. Due to delays caused by the election cycle Council has been unable, until now, to implement the recommendations of the review.
4. It is now timely for Council to resolve remuneration for Tāngata Whenua RPC representatives for the 2019-22 Triennium based on the recommendations of the 2019 Strategic Pay review and councillors’ current base salary, and advise Tāngata Whenua accordingly.
Background /Discussion
5. Clause 13.2 in the 2014 Regional Planning Committee Terms of Reference states:
5.1. The Tāngata Whenua Representatives and the Tāngata Whenua Co-Chair shall be remunerated for their services by the Council. The level of remuneration shall be determined promptly following each triennial election of Councillors by two independent persons (Appointees), one of which is appointed by the Council Co-Chair, and the other by the Tāngata Whenua Co-Chair. The Appointees must have regard to:
5.1.1. the need to minimise the potential for certain types of remuneration to distort the behaviour of the Tāngata Whenua Representatives and the Tāngata Whenua Co-Chair in relation to their respective positions on the Committee
5.1.2. the need to achieve and maintain fair relativity with the levels of remuneration received by elected representatives in RMA policy development roles, and
5.1.3. the need to be fair both:
5.1.3.1 to the persons whose remuneration is being determined; and
5.1.3.2 to ratepayers; and
5.1.3.3 the need to attract and retain competent persons.
6. Tāngata Whenua representatives’ remuneration was reviewed in 2017-18, with effect from 1 July 2018, and again in 2019. The 2019 report by Strategic Pay is attached for information.
7. In its conclusion, Strategic Pay’s report said “annual base fees for the tangata whenua members of the RPC should be set in a range [to] not exceed 25% of the Councillors’ base annual fee as a matter of relativities… That means annual committee “fees for tāngata whenua members should be set in a range up to $13,258” (based on June 2019 councillor base salary $53,030). By targeting midpoints, and using the new $62,000 pa base councillor salary, this equates as follows.
|
Current Annual Base Fee |
Annual Base Fee proposed
18 Sept |
2020 Recommended range |
2020 mid-point base fee |
Annual Base Fee proposed |
TW Member |
$12,000 |
13,000 (8.3%) |
13,000 – 15,500 |
13,750 |
13,750 (8.7%) |
Deputy Co-Chair |
$18,000 |
19,000 (5.5%) |
19,000 – 23,250 |
20,625 |
20,625 (8.7%) |
Co-Chair |
$24,000 |
26,000 (8.3%) |
25,000 – 31,000 |
27,500 |
27,500 (8.7%) |
Consultation
8. The agenda item that went to the 18 September 2019 RPC meeting was not considered due to the meeting’s quorum failing, and the remuneration item was deferred to the 25 September meeting. However, following a subsequent discussion between the Co-chairs and the Chief Executive, it was determined the remuneration of the TWR was not a decision for the RPC to make, but sat instead with Council. Consequently, the remuneration review was not formally discussed at the 25 September RPC meeting.
9. At that time Tania Hopmans, former Deputy Co-Chair, felt that it would make best sense to go with the midpoint in the range suggested by Strategic Pay rather than selecting the lowest point, to avoid any dispute as to what is fair and reasonable. It can be noted that the original item from 18 September 2019 suggested a modest increase that sat higher than the lowest point in the recommended range.
Remuneration Review cycle
10. The Terms of Reference for the RPC require that Tāngata Whenua remuneration is set promptly following each triennial election. Due to the timing of the completion of this latest review falling only weeks before the start of the next triennium, staff will seek the agreement of the Committee that the next Tāngata Whenua remuneration review will not be undertaken until immediately following the 2022 local body elections.
Financial and Resource Implications
11. Any increases in remuneration have an impact on the organisation’s budgets; the higher the increase, the more significant the impact. Staff consider the remuneration increases proposed in paragraph 7 can be accommodated within existing the 2018-2028 Long Term Plan budgets but to contribute to a broad range of unbudgeted cost pressures for the Council.
Decision Making Process
12. 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:
12.1. The decision does not significantly alter the service provision or affect a strategic asset.
12.2. The use of the special consultative procedure is not prescribed by legislation.
12.3. The decision does not fall within the definition of Council’s policy on significance.
12.4. The persons affected by this decision are the Tāngata Whenua representatives appointed to the Regional Planning Committee.
12.5. The decision is not inconsistent with an existing policy or plan.
12.6. 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.
1. That Hawke’s Bay Regional Council: 1.1. Receives and considers the “Regional Planning Committee Tāngata Whenua Remuneration Review” staff report. 1.2. 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 with the community. 1.3. Sets the remuneration for Tāngata Whenua representatives appointed to the Regional Planning Committee in accordance with the findings of the Strategic Pay report and the agreed $62,000 base councillor remuneration, for effect from 1 January 2020 and for the remainder of the 2019-22 Triennium, at: 1.3.1. $13,750 per annum for a Tāngata Whenua committee member 1.3.2. $20,625 per annum for the RPC Deputy Co-Chair 1.3.3. $27,500 per annum for the RPC Co-Chair 1.3.4. A payment of $37.50 per hour (after the first hour of eligible travel) to be paid to upon submission of an approved Travel Claim form. |
Authored by:
Leeanne Hooper Governance Lead |
|
Approved by:
Joanne Lawrence Group Manager Office of the Chief Executive and Chair |
James Palmer Chief Executive |
⇩1 |
2019 Strategic Pay RPC Remuneration Report |
|
|
Wednesday 26 February 2020
Subject: Cr Martin Williams Notice of Motion: Tukituki Water Security
Reason for Report
1. Councillor Martin Williams has submitted a Notice of Motion (attached) requesting that Council gives priority and urgency to the Tukituki Water Security project by progressing the evaluation of feasible options to provide water security to land owners and progressing the Plan B Options Evaluation.
Process for Considering Notice of Motion
2. Councillor Williams moves his Notice of Motion (following), and if there is a seconder for it, the Motion is debated in accordance with Standing Orders before being put and voted on.
2.1. That Hawke’s Bay Regional council gives priority and urgency to the Tukituki Water Security project, progressing the evaluation of feasible options to provide water security to land owners and activities subject to the restrictions on taking water as set for Tukituki River catchment areas under Change 6 to the Regional Resource Management Plan.
2.2. That the Plan B Options Evaluation be progressed by Council in consultation with relevant stakeholders, retaining external experts or consultants as considered reasonably necessary, within the budget provision set under the 2018-28 Long Term Plan.
2.3. That the Plan B Options Evaluation be completed for reporting back to Council by 30 November 2020, with recommendations for the preferred option(s) for water security within the Tukituki River catchments areas to information the setting of the draft Long Term Plan (2021-31) prior to formal public consultation on those options.
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 (CARRIED) as per the “Recommendations” section following or debate an alternative motion (LOST).
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 Williams’ 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.
For putting as Substantive Motion should Cr Williams’ motions be CARRIED That Hawke’s Bay Regional 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 have an interest in the decision. 2. Instructs staff to give priority and urgency to the Tukituki Water Security project and progress the evaluation of feasible options (Plan B Options Evaluation) to provide water security to land owners and activities subject to the restrictions on taking water as set for the Tukituki Catchment under Change 6 to the Regional Resource Management Plan, within existing budget provisions and for completion for reporting back to Council by 30 November 2020.
|
Authored by:
Leeanne Hooper Governance Lead |
|
Approved by:
James Palmer Chief Executive |
|
⇩1 |
Cr Martin Williams Notice of Motion |
|
|
Wednesday 26 February 2020
Subject: Report and Recommendations from the Clifton to Tangoio Coastal Hazards Strategy Joint Committee
Reason for Report
1. The following matters were considered by the the Clifton to Tangoio Coastal Hazards Strategy Joint Committee meeting on 4 February 2020 and the recommendations agreed are now presented for Council’s consideration alongside any additional commentary the Chair, Jerf van Beek, may wish to provide.
Officers’ Recommendation(s)
2. Council officers recommend that the Terms of Reference as agreed by the Committee is adopted by Council, and that an additional representative is appointed to the Joint Committee as an alternate to attend in the absence of other members.
Meeting Summary
3. An update on progress of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee is attached.
Financial and Resource Implications
4. As the Terms of Reference were not amended to accommodate the appointment of an Independent Chairperson there are no financial or resource implications.
Decision Making Process
5. These items were specifically considered by the Clifton to Tangoio Coastal Hazards Strategy Joint Committee on 4 February 2020 and are now the subject of the following recommendations to Council.
The Clifton to Tangoio Coastal Hazards Strategy Joint Committee recommends that Hawke’s Bay Regional 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. Adopts the Terms of Reference as agreed by the Clifton to Tangoio Coastal Hazards Strategy Joint Committee on 4 February 2020. 3. Notes the election of HBRC Councillor Jerf van Beek as Chair of the Joint Committee, and Deputy Mayors Tania Kerr (Hastings) and Annette Brosnan (Napier) as deputies. 4. Appoints Councillor _____________________ as an Alternate member of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee, and advises the appointment to the Joint Committee. |
Authored by: Approved by:
Annelie Roets Governance Administration Assistant |
Chris Dolley Group
Manager |
⇩1 |
Coastal Hazards Joint Committee - 4 February 2020 Meeting Summary |
|
|
⇩2 |
Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference |
|
|
Coastal Hazards Joint Committee - 4 February 2020 Meeting Summary |
Attachment 1 |
Clifton to Tangoio Coastal Hazards Strategy
Summary Notes of Meeting held 4 February 2020
1. Purpose
This briefing note has been prepared to communicate the activity of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee to the Partner Councils, as the Committee progresses with Stage 4 of the Strategy. More information on the Strategy can be found on the project website at www.hbcoast.co.nz.
2. Joint committee meeting summary: 4 February 2020
Key points from the Joint Committee meeting held 4 February 2020 are highlighted below. The full minutes of the meeting will be provided to each Partner Council in due course.
Joint Committee Terms of Reference
· As the first meeting of the Joint Committee in this triennium, the Committee’s current Terms of Reference were re-considered.
· A potential change to the Terms of Reference to provide for an independent Chair was discussed. No decision was taken at this stage, but the Joint Committee requested further investigation of this option and a report back to their next meeting.
· The Joint Committee considered and re-confirmed the current Terms of Reference with no changes.
Election of Chair and Deputy Chair(s)
· Chair: The Joint Committee elected Councillor Jerf van Beek (Hawke’s Bay Regional Council) as the Chair.
· Deputy Chairs: The Joint Committee elected Deputy Mayor Annette Brosnan (Napier City Council) and Deputy Mayor Tania Kerr (Hastings District Council) as the Deputy Chairs.
Coastal Hazards Strategy Overview
· For the benefit of new and returning Joint Committee members, an overview of the Strategy development process and current status was provided.
· It was highlighted that a key challenge for the next 12 months is the resolution of funding arrangements for Strategy implementation.
· The Joint Committee resolved to call a workshop with Councillors from all Partner Councils to brief them on the Strategy and to move forward with discussion on funding options.
Communications and Engagement Plan
· An updated Communications and Engagement Plan was tabled for discussion. The Plan outlines increased communications activity for the next 12 months, including re-engaging with the Assessment Panels.
Next Meeting
· The next formal meeting of the Joint Committee will be held on 1 May 2020, however a workshop with Councillors from all Partner Councils has been called for 3 March 2020.
Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference |
Attachment 2 |
Terms of Reference for the Clifton to Tangoio Coastal Hazards Strategy Joint Committee
As at 28 September 2018
As adopted by resolution by:
Hastings District Council 23 March 2017
Napier City Council 31 May 2017
Hawke’s Bay Regional Council 28 June 2017
1. Definitions
For the purpose of these Terms of Reference:
· “Act” means the Local Government Act 2002.
· “Administering Authority” means Hawke’s Bay Regional Council.
· “Coastal Hazards Strategy” means the Coastal Hazards Strategy for the Hawke Bay coast between Clifton and Tangoio[2].
· “Council Member” means an elected representative appointed by a Partner Council.
· “Hazards” means natural hazards with the potential to affect the coast, coastal communities and infrastructure over the next 100 years, including, but not limited to, coastal erosion, storm surge, flooding or inundation of land from the sea, and tsunami; and includes any change in these hazards as a result of sea level rise.
· “Joint Committee” means the group known as the Clifton to Tangoio Coastal Hazards Strategy Joint Committee set up to recommend both draft and final strategies to each Partner Council.
· “Member” in relation to the Joint Committee means each Council Member and each Tangata Whenua Member.
· “Partner Council” means one of the following local authorities: Hastings District Council, Napier City Council and Hawke’s Bay Regional Council.
· “Tangata Whenua Appointer” means:
o The trustees of the Maungaharuru-Tangitū Trust, on behalf of the Maungaharuru-Tangitū Hapū;
o Mana Ahuriri Incorporated, on behalf of Mana Ahuriri Hapū;
o Heretaunga Tamatea Settlement Trust, on behalf of the hapū of Heretaunga and Tamatea.
· “Tangata Whenua Member” means a member of the Joint Committee appointed by a Tangata Whenua Appointer
2. Name and status of Joint Committee
2.1 The Joint Committee shall be known as the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.
2.2 The Joint Committee is a joint committee under clause 30(1)(b) of Schedule 7 of the Act.
3. Partner Council Members
3.1 Each Partner Council shall appoint three Council Members and alternates to the Joint Committee. If not appointed directly as Council Members, the Mayors of Hastings District Council and Napier City Council and the Chairperson of Hawke’s Bay Regional Council are ex officio Council Members.
3.2 Under clause 30(9) Schedule 7 of the Act, the power to discharge any Council Member on the Joint Committee and appoint his or her replacement shall be exercisable only by the Partner Council that appointed the Member.
4. Tangata Whenua Members
4.1 Each Tangata Whenua Appointer may appoint one member to sit on the Joint Committee.
4.2 Each Tangata Whenua Appointer must make any appointment and notify all Tangata Whenua Appointers and Partner Councils in writing of the appointment.
4.3 The Tangata Whenua Members so appointed shall be entitled to vote.
4.4 Under clause 30(9) Schedule 7 of the Act, the power to discharge any Tangata Whenua Member on the Joint Committee and appoint his or her replacement shall be exercisable only by the Tangata Whenua Appointer that appointed the Member.
5. Purpose of Terms of Reference
5.1 The purpose of these Terms of Reference is to:
5.1.1 Define the responsibilities of the Joint Committee as delegated by the Partner Councils under the Act.
5.1.2 Provide for the administrative arrangements of the Coastal Hazards Strategy Joint Committee as detailed in Appendix 2.
6. Meetings
6.1 Members, or their confirmed alternates, will attend all Joint Committee meetings.
7. Delegated authority
The Joint Committee has the responsibility delegated by the Partner Councils for:
7.1 Guiding and providing oversight for the key components of the strategy including:
o The identification of coastal hazards extents and risks as informed by technical assessments;
o A framework for making decisions about how to respond to those risks;
o A model for determining how those responses shall be funded; and
o A plan for implementing those responses when confirmed.
7.2 Considering and recommending a draft strategy to each of the Partner Councils for public notification;
7.3 Considering comments and submissions on the draft strategy and making appropriate recommendations to the Partner Councils;
7.4 Considering and recommending a final strategy to each of the Partner Councils for approval;
7.5 Advocating for and/or advancing the objectives of the strategy by submitting on and participating in processes, including but not limited to:
o Council long term plans;
o Council annual plans;
o District and regional plan and policy changes;
o Reserve management plans;
o Asset management plans;
o Notified resource consent applications;
o Central Government policy and legislation.
7.6 Investigating and securing additional sources of funding to support strategy implementation.
8. Powers not delegated
The following powers are not delegated to the Joint Committee:
8.1 Any power that cannot be delegated in accordance with clause 32 Schedule 7 of the Local Government Act 2002.
8.2 The determination of funding for undertaking investigations, studies and/or projects to assess options for implementing the Coastal Hazards Strategy.
9. Remuneration
9.1 Each Partner Council shall be responsible for remunerating its representatives on the Joint Committee and for the cost of those persons' participation in the Joint Committee.
9.2 The Administering Authority shall be responsible for remunerating the Tangata Whenua Members.
10. Meetings
10.1 The Hawke’s Bay Regional Council standing orders will be used to conduct Joint Committee meetings as if the Joint Committee were a local authority and the principal administrative officer of the Hawke’s Bay Regional Council or his or her nominated representative were its principal administrative officer.
10.2 The Joint Committee shall hold all meetings at such frequency, times and place(s) as agreed for the performance of the functions, duties and powers delegated under this Terms of Reference.
10.3 Notice of meetings will be given well in advance in writing to all Joint Committee Members, and not later than one month prior to the meeting.
10.4 The quorum shall be 6 Members, provided that at least one Partner Council Member is present from each Partner Council.
11. Voting
11.1 In accordance with clause 32(4) Schedule 7 of Act, at meetings of the Joint Committee each Council Member has full authority to vote and make decisions within the delegations of this Terms of Reference on behalf of the Partner Council without further recourse to the Partner Council.
11.2 Where voting is required, all Members of the Joint Committee have full speaking rights.
11.3 Each Member has one vote.
11.4 Best endeavours will be made to achieve decisions on a consensus basis.
11.5 As per HBRC Standing Order 18.3: The Chairperson at any meeting does not have a deliberative vote and, in the case of equality of votes, has no casting vote.
12. Election of Chairperson and Deputy Chairperson
12.1 On the formation of the Joint Committee the members shall elect a Joint Committee Chairperson and may elect up to two Deputy Chairpersons. The Chairperson is to be selected from the group of Council Members.
12.2 The mandate of the appointed Chairperson or Deputy Chairperson ends if that person through resignation or otherwise ceases to be a member of the Joint Committee.
13. Reporting
13.1 All reports to the Committee shall be presented via the Technical Advisory Group[3] or from the Committee Chairperson.
13.2 Following each meeting of the Joint Committee, the Project Manager shall prepare a brief summary report of the business of the meeting and circulate that report, for information to each Member following each meeting. Such reports will be in addition to any formal minutes prepared by the Administering Authority which will be circulated to Joint Committee representatives.
13.3 The Technical Advisory Group shall ensure that the summary report required by 13.2 is also provided to each Partner Council for inclusion in the agenda for the next available Council meeting. A Technical Advisory Group Member shall attend the relevant Council meeting to speak to the summary report if requested and respond to any questions.
14. Good faith
14.1 In the event of any circumstances arising that were unforeseen by the Partner Councils, the Tangata Whenua Appointers, or their respective representatives at the time of adopting this Terms of Reference, the Partner Councils and the Tangata Whenua Appointers and their respective representatives hereby record their intention that they will negotiate in good faith to add to or vary this Terms of Reference so to resolve the impact of those circumstances in the best interests of the Partner Councils and the Tangata Whenua Appointers collectively.
15. Variations to these Terms of Reference
15.1 Any Member may propose a variation, deletion or addition to the Terms of Reference by putting the wording of the proposed variation, deletion or addition to a meeting of the Joint Committee.
15.2 Amendments to the Terms of Reference may only be made with the approval of all Members.
16. Recommended for Adoption by
16.1 The Coastal Hazards Strategy Joint Committee made up of the following members recommends this Terms of Reference for adoption to the three Partner Councils:
Napier City Council represented by Cr Annette Brosnan, Cr Hayley Browne and Cr Keith Price.
Appointed by NCC resolution 19 November 2019
Hastings District Council represented by Cr Tania Kerr, Cr Ann Redstone and Cr Malcolm Dixon
Appointed by HDC resolution 10 December 2019
Hawke’s Bay Regional Council represented by Cr Rick Barker, Cr Hinewai Ormsby and Cr Jerf van Beek
Appointed by HBRC resolution 6 November 2019
Maungaharuru-Tangitū Trust (MTT) represented by Ms Tania Hopmans
Mana Ahuriri Trust represented by Ms Tania Huata
Heretaunga Tamatea Settlement Trust represented by Mr Peter Paku
Appendix 1 – Project Background
Project Goal
A Clifton to Tangoio Coastal Hazards Strategy is being developed in cooperation with the Hastings District Council (HDC), the Hawke’s Bay Regional Council (HBRC), the Napier City Council (NCC), and groups representing Mana Whenua and/or Tangata Whenua. This strategy is being developed to provide a framework for assessing coastal hazards risks and options for the management of those risks for the next 105 years from 2015 to 2120.
The long term vision for the strategy is that coastal communities, businesses and critical infrastructure from Tangoio to Clifton are resilient to the effects of coastal hazards.
Project Assumptions
The Coastal Hazards Strategy will be based on and influenced by:
· The long term needs of the Hawke’s Bay community
· Existing policies and plans for the management of the coast embedded in regional and district council plans and strategies.
· Predictions for the impact of climate change
· The National Coastal Policy Statement
Project Scope
The Coastal Hazards Strategy is primarily a framework for determining options for the long term management of the coast between Clifton and Tangoio. This includes:
· Taking into account sea level rise and the increased storminess predicted to occur as a result of climate change, an assessment of the risks posed by the natural hazards of coastal erosion, coastal inundation and tsunami.
· The development of a framework to guide decision making processes that will result in a range of planned responses to these risks
· The development of a funding model to guide the share of costs, and mechanisms to cover those costs, of the identified responses.
· The development of an implementation plan to direct the implementation of the identified responses.
· Stakeholder involvement and participation.
· Protocols for expert advice and peer review.
· An action plan of ongoing activity assigned to various Members.
The Strategy will:
· Describe a broad vision for the coast in 2120, and how the Hawke’s Bay community could respond to a range of possible scenarios which have the potential to impact the coast by 2120.
· Propose policies to guide any intervention to mitigate the impact of coastal processes and hazards through the following regulatory and non-regulatory instruments:
o Regional Policy Statement
o District Plans
o Council long-term plans
o Infrastructure Development Planning (including both policy and social infrastructure networks).
Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference |
Attachment 2 |
Appendix 2 - Administering Authority and Servicing
The administering authority for the Coastal Hazards Strategy Joint Committee is Hawke’s Bay Regional Council.
The administrative and related services referred to in clause 16.1 of the conduct of the joint standing committee under clause 30 Schedule 7 of the Local Government Act 2002 apply.
Until otherwise agreed, Hawke’s Bay Regional Council will cover the full administrative costs of servicing the Coastal Hazards Strategy Joint Committee.
A technical advisory group (TAG) will service the Coastal Hazards Strategy Joint Committee.
The TAG will provide for the management of the project mainly through a Project Manager. TAG will be chaired by the Project Manager, and will comprise senior staff representatives from each of the participating councils and other parties as TAG deems appropriate from time to time. TAG will rely significantly on input from coastal consultants and experts.
The Project Manager and appropriate members of the TAG shall work with stakeholders. Stakeholders may also present to or discuss issues directly with the Joint Committee.
Functions of the TAG include:
o Providing technical oversight for the study.
o Coordinating agency inputs particularly in the context of the forward work programmes of the respective councils.
o Ensuring council inputs are integrated.
Wednesday 26 February 2020
Subject: Report and Recommendations from the Hawke's Bay Drinking Water Governance Joint Committee meeting
Reason for Report
1. The following matters were considered by the the Hawke’s Bay Drinking Water Governance Joint Committee (HBDWGJC) meeting on 13 February 2020 and the recommendations agreed are now presented for Council’s consideration alongside any additional commentary by the Group Manager Regulation, Liz Lambert.
2. The Confirmation of the HBDWGJC Appointments item confirmed the appointments of the five respective Councils, HB District Health Board and a representative from Ngati Kahungunu as members of the Hawke’s Bay Drinking Water Governance Joint Committee.
3. The Independent Chairperson’s Appointment and Election of a Deputy Chairperson item re-appointed Mr Garth Cowrie as Independent Chair and Cr Hinewai Ormsby as Deputy Chair of the HBDWGJC.
4. The Submission to Central Government’s Government Drinking Water Regulator and Regulations Proposals item set out a number of issues and background of proposed legislation. The committee collectively agreed that a joint submission be submitted through the HBDWGJC, and Hastings District Council advised that they will also submit an independent submission which offers to house the Regulator in Hastings.
5. The Introduction to the Joint Committee, its role and responsibilities provided the background to the establishment of the HBDWGJC and the Drinking Water Joint Working Group (JWG) and highlighted the roles and responsibilities of the agencies involved in these entities.
6. The Three Waters Governance Funding Review item updated the HBDWGJC on the 27 January 2020 announcement from Central Government of $1.55M funding for the Hawke’s Bay Three Waters Review, and further steps to proceed with a project plan, detailed analysis and potential service delivery options.
7. Drinking Water Joint Working Group Work Plan provided an update on the Joint Working Group’s (JWG) work plan.
Decision Making Process
8. These items were specifically considered by the Hawke’s Bay Drinking Water Governance Joint Committee on 12 February 2020 and are now the subject of the following recommendations to Council.
The Hawke’s Bay Drinking Water Governance Joint Committee recommends that Hawke’s Bay Regional 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 following appointments to the Hawke’s Bay Drinking Water Governance Joint Committee. 2.1. Representatives of Central Hawke’s Bay District Council – Mayor Alex Walker and Councillor Brent Muggeridge 2.2. Representatives of Hastings District Council – Mayor Sandra Hazlehurst and Councillor Kevin Watkins 2.3. Representatives of the Hawkes’ Bay District Health Board – Ana Apatu and another representative to be confirmed. 2.4. Representatives of Hawke’s Bay Regional Council – Councillors Hinewai Ormsby and Martin Williams 2.5. Representatives of Napier City Council – Councillors Nigel Simpson and Ronda Chrystal 2.6. Representative of Ngati Kahungunu Iwi Inc – Ngahiwi Tomoana 2.7 Representatives of Wairoa District Council – Mayor Craig Little and Councillor Denise Eaglesome-Karekare. 3. Adopts the Terms of Reference as agreed by the Hawke’s Bay Drinking Water Governance Joint Committee on 13 February 2020. 4. Notes the re-appointment of the Independent Chair, Mr Garth Cowrie, and the election of Councillor Hinewai Ormsby as Deputy Chair. Reports Received 5. Notes that the following reports were provided to the Hawke’s Bay Drinking Water Governance Joint Committee: 5.1. Introduction to the Joint Committee, its role and responsibilities 5.2. Three Waters Governance Funding Review 5.3. Drinking Water Joint Working Group Work Plan.
|
Authored by:
Annelie Roets Governance Administration Assistant |
|
Approved by:
Liz Lambert Group Manager Regulation |
|
⇩1 |
HB Drinking Water Governance Joint Committee Terms of Reference adopted 13Feb2020 |
|
|
HB Drinking Water Governance Joint Committee Terms of Reference adopted 13Feb2020 |
Attachment 1 |
Hawke’s Bay Drinking Water Governance Joint Committee
Terms of Reference
Adopted
by HB Drinking Water Governance
Joint Committee resolution 13 February 2020
1. Background
1.1. In August 2016 a significant water contamination event occurred that affected the Hawke’s Bay community of Havelock North. The Government established an Inquiry into the Havelock North water supply.
1.2. It became apparent during the Government Inquiry that in order to achieve a systematic approach to ensuring safe drinking water, there was a need to strengthen interagency working relationships, collaboration and information sharing pertaining to drinking water.
1.3. The Inquiry asked a Joint Working Group (JWG) initially comprising staff representatives of the
1.4. Hawke’s Bay District Health Board, Hawke’s Bay Regional Council and the Hastings District Council to implement its 17 initial recommendations. As this group has evolved it has become apparent that many drinking water issues will require an ongoing forum for regional collaboration and decision making. Napier City Council have also joined the Joint Working Group, as well as a Drinking- Water Assessor from the Central North Island Drinking Water Assessment Unit.
1.5. Ngāti Kahungunu Iwi Incorporated have called for the agencies involved in water management to view water as a taonga, the lifeblood of the land and people. They consider that drinking water should be set as the number one priority for water use in decision-making processes related to water.
1.6. It is within this context that the Hawke’s Bay Drinking Water Governance Joint Committee has been established. The principal focus of the Committee is on drinking water, however drinking water cannot be considered in isolation from other fresh water management issues. For that that reason the focus of the Committee will be twofold:
1.6.1. To provide governance oversight for planning and decision making on regional drinking water matters; and
1.6.2. To consider and make recommendations where appropriate to decision-making bodies with responsibility for broader freshwater management issues or planning or infrastructure issues that have implications for drinking water and/or drinking water safety.
2. Purpose
2.1. The parties agree that water is a taonga, the lifeblood of the land and people. They further agree that the Joint Committee established under this Terms of Reference is intended to give practical meaning and effect to this agreement.
2.2. The Committee is established to provide governance oversight to the existing JWG regarding the implementation of recommendations from the Inquiry Panel and then the evolution of the JWG into a more permanent officials working group.
2.3. In the context of this agreement including 2.1 and 2.2 above, the purpose of the Hawke’s Bay Regional Drinking Water Security Joint Committee is to give governance oversight and direction in respect of the following matters:
2.3.1. Programmes and initiatives to protect and enhance drinking water quality and safety
2.3.2. Improving and maintaining effective inter-agency working relationships relating to drinking water, including the extent and effectiveness of cooperation, collaboration and information sharing between the agencies, and mechanisms to achieve these desired outcomes
2.3.3. Provision of governance oversight of strategies and work programmes related to drinking water management, including drinking water sources and infrastructure matters
2.3.4. To recommend to the relevant bodies and decision making for changes to strategies and work programmes to protect and enhance drinking water quality and safety
2.3.5. To encourage the member parties to give adequate consideration of the safety of drinking water in the carrying out of their range of functions
2.3.6. To make recommendations as appropriate to relevant agencies and decision making fora on initiatives and priorities related to water, having regard to the needs of the region for adequate and secure water resources suitable for the supply of safe drinking water.
2.4. The geographic scope of the Joint Committee’s jurisdiction shall be over drinking water related matters on the land and catchment areas within territorial authorities who elect to be members of the Joint Committee (the participating territorial authorities) plus such other land and catchment areas within the authority of the Hawke’s Bay Regional Council that have an impact upon drinking water within the participating territorial authorities.
3. Members/Parties
3.1. If they elect to take up membership and establish the Joint Committee, each of the following shall be a Member Organisation of the Hawke’s Bay Drinking Water Governance Joint Committee and a party to this document and the establishment of the Joint Committee:
3.1.1. Hawke’s Bay District Health Board
3.1.2. Hawke’s Bay Regional Council
3.1.3. Central Hawke’s Bay District Council
3.1.4. Hastings District Council
3.1.5. Napier City Council
3.1.6. Wairoa District Council
3.2. Each member organisation may appoint two (2) representatives.
3.3. To ensure the work of the joint Committee is not unreasonably disrupted by absences each party may also appoint alternative representatives.
3.4. The Joint Committee shall appoint an Independent Chairperson of the Joint Committee.
3.5. Water is of particular importance to Māori, and Māori have certain statutory rights in respect of decision making relating to water under the Resource Management Act 1991 and the Local Government Act 2002. Some iwi representatives have been involved in discussions leading to the proposal for this Joint Committee but have not determined whether or not they wish to formally participate in the Joint Committee. Provision is made for iwi representation to be added to the Committee should iwi organisations with authority in respect of the geographic areas over which this Joint Committee has jurisdiction indicate that they wish to formally join the Committee.
3.5.1. Notwithstanding any decision by iwi organisations under e. above, the member organisations will take steps to consult with, and take into account the interests of, Māori as appropriate in terms of local authority decision making requirements in respect of matters before the Joint Committee.
4. Name
4.1. The Hawke’s Bay Drinking Water Governance Joint Committee shall be known as the Hawke’s Bay Drinking Water Governance Joint Committee (HBDWGJC).
5. Status
5.1. By agreement of the local authority members, the Hawke’s Bay Drinking Water Governance Joint Committee is to be established as a Joint Committee under clause 30 and clause 30A of Schedule 7 of the Local Government Act 2002.
6. Delegated Authority
6.1. The Hawke’s Bay Water Governance Joint Committee shall have authority to undertake such steps as are necessary to give effect to the purpose of the Hawke’s Bay Water Governance Joint Committee including but not limited to:
6.1.1. Establishing and amending as it sees fit the Terms of Reference for the JWG
6.1.2. Receiving reports from and giving direction to the officials Joint Working Group that leads interagency cooperation and work programmes on drinking water quality and safety and/or from the Chief Executives of the member agencies
6.1.3. Commissioning reports and studies
6.1.4. Making recommendations to members related to the security and safety of drinking water
6.1.5. Making recommendations to member organisations relating to strategies and work programmes.
6.1.6. Making recommendations to appropriate parties on matters within the purpose of the Joint Committee.
7. Administering Authority and Servicing
7.1. The members of the Hawke’s Bay Drinking Water Governance Joint Committee shall work with the JWG established to lead interagency cooperation and work programmes on drinking water quality and safety.
7.2. The Administering Authority of the Joint Committee shall be the Hawke’s Bay Regional Council.
8. The Remuneration
8.1. Each member organisation of the Hawke’s Bay Drinking Water Governance Joint Committee shall be responsible for the cost of its participation on the Joint Committee.
8.2. The Joint Committee shall agree on the apportionment of the costs of the Independent Chairperson on the recommendation of the JWG.
8.3. The JWG shall agree the apportionment of any costs arising from the work of the Joint Committee.
9. Meetings
9.1. The Standing Orders of the Hawke’s Bay Regional Council will be used to conduct Joint Committee meetings.
9.2. The Joint Committee shall meet not less than 6 monthly or at such other times and places as agreed for the achievement of the purpose of the Joint Committee.
10. Quorum
10.1. The quorum at any meeting shall be not less than eight (8).
11. Voting
11.1. The membership shall strive at all times to reach a consensus.
11.2. Each representative and the Independent Chairperson shall be entitled to one vote on any item of business.
11.3. There shall be no casting vote.
12. Chairperson and Deputy Chairperson
12.1. Member representatives shall appoint, by agreement, an Independent Chairperson who shall be entitled to one vote, and in the case of an equality of votes does not have a casting vote.
12.2. The Joint Committee shall also appoint, by simple majority vote from among the representatives, a Deputy Chairperson.
13. Variations
13.1. Any Member may propose an amendment (including additions or deletions) to the Terms of Reference which may be agreed to by the Joint Committee.
13.2. Once agreed to by the Joint Committee, amendments to the Terms of Reference shall have no effect until each member organisation has agreed to the amendment.
14. Good Faith
14.1. The parties to this Terms of Reference agree to act in good faith towards each other and to give effect to the purpose of the Joint Committee.
Wednesday 26 February 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 |
1.1 |
Leasehold Land Sales 1.1.1 Lot 144 DP 10912 CT D4/928 - Transfer
1.1.2 Lot 1 DP 25978 CT W1/163 - Agreement for Sale and Purchase - Transfer
|
4380
4381 4384 |
28 January 2020
28 January 2020 14 February 2020 |
1.2 |
Staff Warrants 1.2.1 B. Friar J. Harlen (Delegations under sections 34A(1) and 38(1) of the 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))
1.2.2 M. Alton E. Huggett (Delegations under sections 34A(1) and 38(1) of the Resource Management Act 1991); and Civil Defence Emergency Management Act 2002 (s.86-91) and Local Government Act 2002 (Clauses 32(1) and 32B Schedule 7))
|
4382 4385
4383 4386 |
29 January 2020 18 February 2020
13 February 2020 18 February 2020 |
Decision Making Process
2. 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.
That Hawke’s Bay Regional 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:
Diane Wisely Executive Assistant |
|
Approved by:
James Palmer Chief Executive |
|
Wednesday 26 February 2020
Subject: Report from the Environment and Integrated Catchments Committee
Reason for Report
1. The following matters were considered by the the Environment and Integrated Catchments Committee (EICC) meeting on 5 February 2020 and are now presented for Council’s information alongside any additional commentary the Chair, Councillor Rick Barker, may wish to provide.
Agenda items
2. The Council’s Climate Change Response Options item presented associated climate change response actions underway and developing a comprehensive programme of work in response to climate change. Agreed to form an initial governance working party comprising Crs Barker, Ormsby and Williams plus one nominee each from the Māori Committee and Tangata Whenua members of the Regional Planning Committee. Initially, that working group will assist HBRC staff during 2020 to scope, prioritise needs for programme development and align that work with and development of HBRC’s 2021-31 Long Term Plan and associated community engagement initiatives. Regular reporting back to future EICC meetings is intended.
3. The Summary of Activity and Investment in the Coastal and Marine Area item outlined key areas of activity undertaken with Council’s total investment of some $1.1 million of annual direct investment and 6 FTE. Discussions highlighted Council’s engagement with the fishing sector through the Hawke's Bay Marine and Coastal Group (HBMaC), a multi-stakeholder group with representation from government agencies, tangata whenua, recreational and commercial fishing interests. Currently, HBMaC is involved in an ecosystem mapping project with funding granted under the Sustainable Seas National Science Challenge.
4. The Right Tree Right Place - Principles to guide the business case item posed key questions to the Committee to assist staff in preparing a business case and leading into development of the 2021-31 Long Term Plan. A Council workshop on the Right Tree Right Place programme is scheduled on 18 March, and subsequent reporting will be to future EICC meetings.
5. The Heretaunga Plains Flood Control Scheme Level of Service review item presented a progress report on the review which is investigating the merits of upgrading the scheme from its current level of protection for 1 in 100 year (1% Annual Exceedance Probability (AEP)) to a new 1 in 500 year (0.2% AEP) level of protection. The Preliminary/concept design work and economic analysis currently under way will feed into the business case and refined budget to be delivered to EICC in July 2020.
Decision Making Process
6. These items were specifically considered by the Environment and Integrated Catchments Committee on 5 February 2020 and are now the subject of the following recommendations to Council.
That Hawke’s Bay Regional Council receives and notes the “Report from the Environment and Integrated Catchments Committee”. |
Authored by:
Leeanne Hooper Governance Lead |
Gavin Ide Principal Advisor Strategic Planning |
Approved by:
Chris Dolley Group Manager Asset Management |
Iain Maxwell Group Manager Integrated Catchment Management |
Wednesday 26 February 2020
Subject: Discussion of Minor Matters Not on the Agenda
Reason for Report
1. This document has been prepared to assist Councillors note the Minor Items Not on the Agenda to be discussed as determined earlier in Agenda Item 5.
Item |
Topic |
Raised by |
1. |
|
|
2. |
|
|
3. |
|
|
Wednesday 26 February 2020
SUBJECT: Confirmation of Public Excluded Minutes of the Regional Council Meeting held on 29 January 2020
That the Council excludes the public from this section of the meeting being Confirmation of Public Excluded Minutes Agenda Item 15 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:
|
Authored by:
Leeanne Hooper Governance Lead |
|
Approved by:
James Palmer Chief Executive |
|