Extraordinary Meeting of the Hawke's Bay Regional
Council
Date: Wednesday 22 April 2020
Time: 9.00am
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Venue:
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Online by Zoom invitation
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Agenda
Item Subject Page
1. Welcome/Apologies/Notices
2. Conflict
of Interest Declarations
3. Confirmation of
Minutes of the Regional Council Meeting held on 15 April 2020
4. Call for Minor
Items Not on the Agenda 3
Decision Items
5. Cancellation of
Consultation for the Remission of Penalties on Rates Policy (Fixed Term) 5
6. Māori
Committee Members’ Remuneration 7
7. 2020-21
Annual Plan Update late item to come
Information or Performance Monitoring
8. CE’s
Verbal Report on the HBRC Operational Response to COVID-19
9. Verbal
Update on the Regional Business Partners Covid-19 Collaborative Response
10. Councillor
Verbal Covid-19 Situation Updates
11. Significant
Organisational Activities Update late item to
come
12. Discussion
of Minor Matters Not on the Agenda 23
HAWKE’S BAY REGIONAL COUNCIL
Wednesday 22 April 2020
Subject: Cancellation of
Consultation for the Remission of Penalties on Rates Policy (Fixed Term)
Reason
for Report
1. This report
asks Hawke’s Bay Regional Council to cancel the narrow and specific
consultation on the one-off Remission of Penalties on Rates Policy (Fixed Term)
and associated Statement of Proposal for consultation.
2. These matters
will now be considered and addressed more broadly through revisiting the
2020-21 Annual Plan in light of current events ie; Covid-19 pandemic situation,
the drought and Bovine TB.
Officers’ Recommendation(s)
3. Council
officers recommend that Council cancels the consultation on the one-time
Remission of Penalties on Rates Policy (Fixed Term) and associated Statement of
Proposal for consultation while it considers the impact of the Covid-19
pandemic situation, the drought and Bovine TB and the resulting changes to the
2020-21 Annual Plan.
Background
4. On 26 June
2019, Regional Council approved new dates for when its rate invoices will be
sent out and when rates are due to be paid, effective from 1 July 2020.
5. Up until this
year, rate assessments/invoices were sent out mid-September and due
1 October each year, however HBRC allowed ratepayers until 31 January the
following year to pay before a penalty was applied. The change meant that rate
assessments/invoices would be sent out early to mid-August, and the final due
date would be 20 September. After that date a late-payment penalty (10%)
would be applied.
6. The objective
of moving the final date for rate payments was to remove the payment pressure
on ratepayers over the holiday period and improve Council’s cash flow
from earlier recovery. Rates are a significant source of income for
Council. Typically, Council currently receives approximately 70% of the rates
revenue in January and February – seven to eight months into the financial
year.
7. In recognising
that the change in date may make it financially challenging for some
ratepayers, a special one-off Remission of Penalties on Rates Policy (Fixed
Term) was developed to provide support to ratepayers that met the required
conditions and criteria.
8. The Local
Government Act 2002, Section 102 (4) requires an amendment to a rates remission
and postponement policy be consulted on using the provisions of Section
82. The policy is both a remission and postponement policy as defined by
the Local Government (Rating) Act 2002 and Local Government Act 2002.
9. On 25 September
2019 Council adopted the special Remission on Penalties on Rates Policy,
subject to consultation.
10. On 25 March 2020, Council
adopted an Amended Statement of Proposal for Penalty Rates Remission that
reflected changes to the submission process due to the Covid-19 response
situation. At the Council meeting on 1 April 2020 a resolution was
amended that Council agrees that staff may make further changes to the submission
and associated hearing processes, as required by the Covid-19 response.
Consultation on the policy was due to run from 14-28 April 2020.
Current Situation
11. With the Covid-19 pandemic
situation, the drought and Bovine TB, Regional Councillors are very keen to
help ease the financial stress of its ratepayers and are keen that HBRC does
not impose a rate increase in the next financial year.
12. The changes that will be
needed to the 2020-21 Annual Plan process to implement a 0% rate increase are
being considered and may result in changes to the Funding Impact Statement for
the 2020-21 Annual Plan. This may include further changes to payment
dates, application of penalties and timing of the application of penalties.
13. The consultation on the
one-off Remission of Penalties on Rates Policy (Fixed Term) will now be
considered as part of the wider 2020-21 Annual Plan process. The
objective being to provide assistance to ratepayers over the coming
year(s). If the one-off Remission of Penalties on Rates Policy (Fixed
Term) is required following the reconsideration of the 2020-21 Annual Plan,
consultation will be conducted at this time.
Decision
Making Process
14. 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:
14.1. The
decision is not significant under the criteria contained in Council’s
adopted Significance and Engagement Policy. If the one-off Remission of
Penalties on Rates Policy (Fixed Term) is required following the
reconsideration of the 2020-21 Annual Plan, consultation will be conducted at
that time.
14.2. The persons affected by
this decision are all ratepayers in the region.
14.3. 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.
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Recommendations
That
Hawke’s Bay Regional Council:
1. Receives and considers the “Cancellation
of consultation for the Remission of Penalties on Rates Policy (Fixed
Term)” staff report
2. Agrees that the decisions to be made are not significant under the
criteria contained in Council’s adopted Significance and Engagement
Policy, and that Council can exercise its discretion and make decisions on
this issue without conferring directly with the community or persons likely
to have an interest in the decision.
3. Cancels the consultation on the one-time Remission of Penalties on
Rates Policy (Fixed Term) and associated Statement of Proposal for
consultation while it considers the impact of the Covid-19 pandemic
situation, the drought and Bovine TB and the resulting changes to the 2020-21
Annual Plan.
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Authored by:
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Mandy Sharpe
Project Manager
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Bronda Smith
Chief Financial Officer
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Approved by:
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Jessica
Ellerm
Group Manager
Corporate Services
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Attachment/s
There are no
attachments for this report.
HAWKE’S BAY REGIONAL
COUNCIL
Wednesday 22 April 2020
Subject: Māori Committee
Members’ Remuneration
Reason for Report
1. This item seeks
Council’s decision confirming the remuneration for Taiwhenua
representative members on the Māori Committee, including for the
Co-chairs.
Officers’ Recommendation(s)
2. Council
officers recommend that councillors consider the relevant information and
figures provided by staff alongside their insights as elected representatives
and/or Committee Chairs in order to agree fair, reasonable remuneration rates
for the Taiwhenua representative members and Co-Chairs of the Māori
Committee. Further, staff also recommend that councillors have regard, in
accordance with Local Government Act Schedule 7, for the need to:
2.1. minimise the
potential for certain types of remuneration to distort the behaviour of the
person in relation to their position, and
2.2. achieve and
maintain fair relativity with the levels of remuneration received elsewhere,
and
2.3. be fair both
2.3.1. to the
persons whose remuneration is being determined
2.3.2. to
ratepayers, and
2.4. attract and
retain competent persons.
Background /Discussion
3. Remuneration
for the tāngata whenua members of the Māori
Committee was most recently reviewed in 2017-18, at the same time as the
Regional Planning Committee tangata whenua remuneration was reviewed.
4. The 2017 review
by Mr David Shannon (attached) proposed a meeting fee of $400 per day plus
reimbursement of eligible travel and accommodation costs. A February 2018
workshop of the Māori Committee tāngata whenua members agreed
with the findings and Council subsequently, on 27 June 2018, resolved:
4.1. Agrees, with effect from 1 July 2018, that Tāngata Whenua
Members of the Māori Committee will be paid a
meeting fee of $400 per day plus payment of disbursements (travel and
accommodation, where required).
5. The 2017
Shannon report did also suggest remuneration for the Māori Committee Chair
in recognition of the additional responsibilities associated with that
position, on a per meeting basis of $600.
6. Previously, for
the period from 1 November 2013 to his retirement from
the role at the end of September 2019, Māori
Committee Chairman Mike Mohi was paid the same as a a Council
Committee Chairman as a reflection of the additional
tasks and responsibilities he undertook in performing a role similar to
the current Te Pou Whakarae for the Council.
7. Given the
Council now employs a Te Pou Whakarae and Māori
Partnerships Team which has taken over the additional tasks and
responsibilities the past Māori Committee Chairman
undertook, it is appropriate to re-set the remuneration for the member(s)
elected to that role for the 2019-22 triennium.
Options for consideration
8. In confirming
the per meeting remuneration for Māori Committee
members, Council may wish to consider increasing that in line with the recent
13% increase in RPC tangata whenua remuneration. If agreed, the per meeting fee
would increase to $452 per meeting, paid in accordance with submitted and
approved Travel Claim forms, including reimbursement for associated travel
costs. Note that Māori Committee
representatives’ attendance at ‘other’ Council Committee
meetings they have been appointed to is paid at the same rate as for attendance
at Māori Committee meetings.
8.1. $400 per
meeting x 11 representatives (not including Co-chairs) x 6 meetings equates to
$4,400 per year.
8.2. $452 per
meeting x 11 representatives (not including Co-chairs) x 6 meetings equates to
$4,972 per year.
8.3. Māori Committee representatives are appointed to the
Hearings, Corporate & Strategic, Regional Transport and Environment &
Integrated Catchments committees and the Climate Change Working Party. For
representatives’ attendance at those meetings, it is estimated the
associated remuneration would equate to between $10,000 and $12,000 per year.
9. In determining
an appropriate level of remuneration for the Māori Committee Co-chairs it
is suggested that Council takes into consideration the tasks that a Committee
Chair undertakes, and accountability expectations placed on them, in addition
to those of committee members, as per the attached Role Description alongside
relativities to RPC tangata whenua and councillor remuneration. Options for Māori Committee Co-chair remuneration, include:
9.1. Setting
remuneration on a per meeting basis, as per the Shannon report, of either $600
or $678 (13% increase) per meeting. This remuneration would be paid in
accordance with approved Travel Claim forms, including reimbursement for
associated travel costs, in the same way that Māori Committee members are
paid. The same per meeting amount is paid for attendance at Council and all
Council Committee meetings.
9.1.1. $600 per
meeting x approximately 18 meetings (includes Council meetings) per year
equates to $10,800 per year.
9.1.2. $678 per
meeting x approximately 18 meetings (includes Council meetings) per year
equates to $12,204 per year.
9.2. Setting
remuneration on a per annum ‘salary’ basis, at the same rate as the
RPC Tangata Whenua Co-chair, currently $27,500 per annum plus reimbursement of
associated travel costs paid on submission and approval of a Travel Claim form.
9.3. Setting
remuneration on a per annum ‘salary’ basis, at the same rate as a
Councillor with no additional responsibility, currently $62,000 per annum,
split evenly between the two Co-chairs and equating to $31,000 each plus
reimbursement of associated travel costs paid on submission and approval of a
Travel Claim form.
9.4. Setting
remuneration on a per annum ‘salary’ basis, set at the same rate as
a Councillor Committee Chair, currently under application to the Remuneration
Authority for approval at $74,296.60, split evenly between the two Co-chairs,
equating to $37,148.30 each. Again, reimbursement of associated travel costs
will also be upon submission and approval of a Travel Claim form.
Financial and Resource Implications
10. Remuneration of the
tangata whenua representatives on the Māori
Committee is accommodated within the Māori Partnerships
budgets set by Council. Any increases agreed will need to be included in budget
forecasting for the 2020-21 Annual Plan and 2021-31 Long Term Plan.
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.
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Recommendations
That
Hawke’s Bay Regional Council:
1. Receives and considers the “Māori Committee
Members’ Remuneration” staff report.
2. Agrees that the decisions to be made are not significant under the
criteria contained in Council’s adopted Significance and Engagement
Policy, and that Council can exercise its discretion and make decisions on
this issue without conferring directly with the community or persons likely
to have an interest in the decision.
3. Sets the remuneration rate for Taiwhenua representative members of
the Māori Committee at either $400
or $452 per
meeting plus reimbursement of approved, associated
travel costs, for effect from 1 March 2020. (refer to paragraphs 4.1 & 8 above)
4. Sets the remuneration rate for the Māori
Committee Co-chairs, for effect from 4 March 2020
(being the date of appointment) at:
Either
4.1. $27,500 each or $31,000 each or
$37,148 each per annum (refer
to paragraphs 9.2, 9.3 & 9.4 above)
OR
4.2. $600 or $678 per meeting (refer to paragraph 9.1 above)
and
4.3. plus reimbursement of approved, associated travel costs.
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Authored by:
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Leeanne
Hooper
Governance Lead
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Approved by:
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Joanne
Lawrence
Group Manager Office of the Chief Executive
and Chair
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Pieri Munro
Te Pou Whakarae
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James Palmer
Chief Executive
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Attachment/s
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⇩1
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D Shannon tangata
whenua Remuneration Review report
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⇩2
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Māori Committee Chair Role Description
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