Meeting of the Hawke's Bay Regional Council

 

 

Date:                        Wednesday 15 December 2021

Time:                       11.00am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

 

Agenda

 

Item          Title                                                                                                                                                                      Page

 

1.             Welcome/Karakia/Apologies/Notices

2.             Conflict of Interest Declarations

3.             Confirmation of Minutes of the Regional Council Meeting held on 24 November 2021

4.             Presentation of Environmental Certificates of Appreciation                                                               3

5.             Follow-ups from Previous Regional Council Meetings                                                                           5

6.             Call for Minor Items Not on the Agenda                                                                                                      9

Decision Items

7.             Proposed Schedule of 2022 Council and Committee Meetings                                                        11

8.             Affixing of the Common Seal                                                                                                                         15

Information or Performance Monitoring

9.             Report from the HB Civil Defence Emergency Management Group Joint Committee Meeting                                                                                                                                                                                  17

10.          Verbal Presentation of the 3D Aquifer Mapping Story Board

11.          Councillors' Reports from Meetings of Outside Bodies                                                                       19

12.          Discussion of Minor Items not on the Agenda                                                                                        21

Decision Items (Public Excluded)

13.          HBRIC Chair Remuneration (Late item to follow)                                                              23


HAWKE’S BAY REGIONAL COUNCIL

Wednesday 15 December 2021

Subject: Presentation of Environmental Certificates of Appreciation

 

Reason for Report

This item introduces the recipients to be presented with their Environmental Certificates of Appreciation.

 

Recommendation

That Hawke’s Bay Regional Council awards the following Environmental Certificates of Appreciation:

1.      To Alfred Busch, Nga Kaitiaki o Hohepa for Environmental Action in the Community – Te Oho Mauri Taiao ki te Hapori

2.      To Jenny Baker for Environmental Action in the Community – Te Oho Mauri Taiao ki te Hapori

3.      To the Pirimai Residents Association for Environmental Action in the Community – Te Oho Mauri Taiao ki te Hapori

4.      To the Forest Lifeforce Restoration Trust for Environmental Leadership in Land Management – Te Hautūtanga Taiao me te Whakahaere Whenua.

 

Authored by:

Leeanne Hooper

Team Leader Governance

 

Approved by:

Desiree Cull

Strategy & Governance Manager

 

 

Attachment/s

There are no attachments for this report.


HAWKE’S BAY REGIONAL COUNCIL

Wednesday 15 December 2021

Subject: Follow-ups 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 reported to Council they will be removed from the list.

2.      Also attached is a list of LGOIMA requests that have been received since the last Council meeting.

Decision Making Process

3.      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.

Recommendation

That Hawke’s Bay Regional Council receives and notes the “Follow-up Items from Previous Regional Council Meetings”.

 

Authored by:

Leeanne Hooper

Team Leader Governance

 

Approved by:

Desiree Cull

Strategy & Governance Manager

 

 

Attachment/s

1

Follow-ups for December 2021 Council meeting

 

 

  


Follow-ups for December 2021 Council meeting

Attachment 1

 

PDF Creator


HAWKE’S BAY REGIONAL COUNCIL

Wednesday 15 December 2021

Subject: Call for Minor Items Not on the Agenda

 

Reason for Report

1.      This item provides the means for councillors to raise minor matters relating to the general business of the meeting 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 12:

Topic

Raised by

 

 

 

 

 

 

 

 

Leeanne Hooper

GOVERNANCE TEAM LEADER

James Palmer

CHIEF EXECUTIVE

 


HAWKE’S BAY REGIONAL COUNCIL  

Wednesday 15 December 2021

SUBJECT: Proposed Schedule of 2022 Council and Committee Meetings

 

Reason for Report

1.       This item proposes the schedule of meetings for Council and its committees for the upcoming year for adoption.

Officers Recommendation

2.       Staff recommend that Council adopts the schedule as proposed.

Background

3.       Council traditionally adopts a Schedule of Meetings for the following year by October each year, incorporating:

3.1.   One Regional Council meeting scheduled on the last Wednesday of each month

3.2.   Environment & Integrated Catchments Committee (EICC) scheduled every second month

3.3.   Regional Transport Committee (RTC) meetings scheduled on a Friday, four times per year

3.4.   Finance, Audit & Risk Sub-committee (FARS) meetings scheduled quarterly, to align with Risk and Audit reporting timeframes

3.5.   Corporate & Strategic Committee meetings scheduled quarterly, after FARS meetings and aligned with organisational performance (including financial) reporting timeframes

3.6.   HB CDEM Group Joint Committee meetings coordinated to occur on the same day as Regional Leaders’ Forum meetings, three to four times per year

3.7.   Clifton to Tangoio Coastal Hazards Strategy Joint Committee meetings scheduled approximately every eight weeks

3.8.   Timeframes for Annual Plan and Annual Report development, consultation and Audit.

4.       The proposed 2022 schedule of meetings (attached) has been developed taking the following additional factors into consideration.

4.1.   With the exception of CDEM, RTC and Joint Committee meetings, all meetings to be held on a Wednesday

4.2.   One week of each school holiday period is kept free of meetings

4.3.   Keep the entire July school holidays free of meetings

4.4.   Discussions at recent Strategic Governance workshops to have All Governors hui or workshops at regular intervals throughout the year with less frequent formal Regional Planning Committee and Māori Committee meetings

4.5.   Audit NZ constraints and Annual Report adoption deadlines extended by Central Government as a result of Covid-19.

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 have concluded:

5.1.      The Council is required to (LGA sch.7 cl.19(1)) hold the meetings that are necessary for the good government of its region.

5.2.       Adoption of a schedule of meetings is specifically provided for under Schedule 7, Part 1, Section 21.

5.3.       Given the provisions above, Council can exercise its discretion and make these decisions without consulting directly with the community or others having an interest in the decision.

 

Recommendation

That Hawke’s Bay Regional Council:

1.      Receives and considers the “Proposed Schedule of 2022 Council and Committee Meetings” staff report.

2.      Agrees that Council can exercise its discretion and make these decisions without consulting directly with the community or others having an interest in the decisions

3.      Adopts the 2022 Schedule of Meetings as proposed, subject to change and to agreement with the Regional Planning and Māori Committee Co-chairs.

 

Authored by:

Leeanne Hooper

Team Leader Governance

 

Approved by:

James Palmer

Chief Executive

 

 

Attachment/s

1

Proposed 2022 Meetings Schedule

 

 

  


Proposed 2022 Meetings Schedule

Attachment 1

 

PDF Creator



HAWKE’S BAY REGIONAL COUNCIL

Wednesday 15 December 2021

Subject: Affixing of the 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

Staff Warrants

1.1.1     D. McKibbin

            (Delegations under the Civil Defence Emergency Management Act 2002 (s.86-92 inclusive) and Clause 32B Schedule 7 of the Local Government Act 2002)

 

 

4478

 

24 November 2021

2.      The Common Seal is used twice during a Leasehold Land Sale, once on the Sale and Purchase Agreement and once on the Land Transfer document.  More often than not, there is a delay between the second issue (Land Transfer document) of the Common Seal per property.  This delay could result in the second issue of the Seal not appearing until the following month.

3.      As a result of sales, the current numbers of Leasehold properties owned by Council are:

3.1.       65 cross lease properties remaining on Council’s books

3.2.       77 single leasehold properties remaining on Council’s books.

Decision Making Criteria

4.      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 the following:

4.1     Sections 97 and 88 of the Act do not apply

4.2     Council can exercise its discretion under Section 79(1)(a) and 82(3) of the Act and make a decision on this issue without conferring directly with the community or others due to the nature and significance of the issue to be considered and decided

4.3     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.

Recommendations

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 or persons likely to have an interest in the decision.

2.      Confirms the action to affix the Common Seal.


 

Authored by:

Diane Wisely

Executive Assistant

Ross Franklin

Acting Chief Financial Officer

Approved by:

James Palmer

Chief Executive

 

 

Attachment/s

There are no attachments for this report.  


HAWKE’S BAY REGIONAL COUNCIL  

Wednesday 15 December 2021

Subject: Report from the HB Civil Defence Emergency Management Group Joint Committee Meeting        

Reason for Report

1.      This item provides a summary of discussions at the 22 November 2021 meeting of the Hawke’s Bay Civil Defence Emergency Management Group Joint Committee (HB CDEMG JC).

Agenda Items

2.      The Hawke’s Bay CDEM Review decision item enabled the Joint Committee to consider a review carried out by ContextusSolutions Ltd. Ross McLeod, which highlighted:

2.1.    Significant strengths in current CDEM arrangements

2.2.    Commitment and collective responsibility from all councils is required

2.3.    Shared information systems and a common response platform are required as a priority

2.4.    Response arrangements need to be well understood and strengthened

2.4.1.  Supporting local leadership can be difficult with a centralised response structure

2.4.2.  Planning and hazard reduction activities have been well managed.

2.5.    Response, welfare and recovery aspects could be strengthened

2.5.1.  Council staff resourcing, and response training needs more focus

2.5.2.  Cooperation with Māori organisations worked well. Further engagement is being planned or is underway.

2.5.3.  A change programme with 5 priority workstreams has been developed. This is expected to be completed by October 2022.

3.      The Joint Committee endorsed the report and the CDEM Coordinating Executive Group will oversee the change programme to action the report recommendations. 

4.      The Regional Drought Relief Fund decision item sought and was granted approval for the remaining funds from the Regional Drought Relief Fund ($10,691.64) to be committed the East Coast Rural Support Trust.

5.      A verbal update from the National Emergency Management Agency (NEMA) covered:

5.1.    Changes to the CDEM Act under way with a consultation period in January/February 2022

5.2.    The Act will be written by June and is expected to be passed into law in December 2022.

Decision Making Process

6.      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.

Recommendation

That Hawke’s Bay Regional Council receives and notes the “Report from the 22 November 2021 HB Civil Defence Emergency Management Group Joint Committee meeting”.

Authored by:                                                                          Approved by:

Peter Martin

Senior Governance Advisor

Ian Macdonald

Group Manager/Controller

 

Attachment/s There are no attachments for this report.  


HAWKE’S BAY REGIONAL COUNCIL  

Wednesday 15 December 2021

Subject: Councillors' Reports from Meetings of Outside Bodies        

 

Reason for Report

1.      This item provides the means and opportunity for Councillors appointed to Outside Bodies to bring issues of significant interest from recent meetings to the attention of Council.

Background

2.      Each Triennium, Council appoints Councillor representatives on the following Outside Bodies. Appointees for this Triennium are noted beside each body.

2.1.      Local Government New Zealand (LGNZ) Zone 3 (Hinewai Ormsby and Martin Williams)

2.2.      HB TBFree Committee (Will Foley)

2.3.      Future Farming Trust (Will Foley)

2.4.      Tukituki Leaders Forum (Will Foley and Jerf van Beek)

2.5.      HB Drought Committee (Will Foley and Jerf van Beek)

2.6.      HPUDS Implementation Working Group (Jerf van Beek and Martin Williams)

2.7.      HB Cycling Governance Group (Jerf van Beek)

2.8.      Te Komiti Muriwai o Te Whanga (Neil Kirton)

2.9.      HB Tourism Board of Directors (Craig Foss)

2.10.    HBRIC Ltd (Rick Barker, Craig Foss, Neil Kirton).

Decision Making Process

3.      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.

Recommendation

That Hawke’s Bay Regional Council receives and notes the “Councillors' Reports from Meetings of Outside Bodies”.

 

Authored by:

Leeanne Hooper

Team Leader Governance

 

Approved by:

James Palmer

Chief Executive

 

 

Attachment/s

There are no attachments for this report.  


HAWKE’S BAY REGIONAL COUNCIL

Wednesday 15 December 2021

Subject: Discussion of Minor Items 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 6.

 

Topic

Raised by

 

 

 

 

 

 

 

 

 

 

 


HAWKE’S BAY REGIONAL COUNCIL  

Wednesday 15 December 2021

Subject: HBRIC Chair Remuneration      

That Hawke’s Bay Regional Council excludes the public from this section of the meeting, being Agenda Item 13 HBRIC Chair Remuneration 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:

 

GENERAL SUBJECT OF THE ITEM TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION

GROUNDS UNDER SECTION 48(1) FOR THE PASSING OF THE RESOLUTION

HBRIC Chair Remuneration

7(2)s7(2)(a) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of the information is necessary to protect the privacy of natural persons.

The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.

 

 

Authored by:

Kishan Premadasa

Management Accountant

 

Approved by:

Jessica Ellerm

Group Manager Corporate Services