Minutes of a meeting of the Corporate and Strategic Committee

 

Date:                                  6 December 2023

Time:                                  11.00am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

 

Present:                             Cr X Harding – Chair

P Eden (from 11.37am)

Cr W Foley

Cr T Hokianga (online)

Cr N Kirton (online)

Cr J Mackintosh

Cr D Roadley (online)

Cr M Williams

 

In Attendance:                N Peet – Chief Executive

S Young – Group Manager Corporate Services

K Brunton – Group Manager Policy & Regulation

C Dolley – Group Manager Asset Management

I Maxwell – Group Manager Integrated Catchment Management

C Comber – Chief Financial Officer

A Doak – Governance Advisor

S Bell – Team Leader Strategy & Performance

J Bennett – Senior Manager Finance Recovery

T Skerman – HBRIC Commercial Manager

K Lie – Napier Port Chief Financial Officer

T Dawson – Napier Port Chief Executive

 

 

 


1.        Welcome/Karakia /Apologies

The Chair welcomed everyone and Councillor Martin Williams led the offering of a karakia.

Resolution

CS33/23         That the apologies for absence from councillors Sophie Siers, Hinewai Ormsby and Charles Lambert and the apology for lateness from Peter Eden be accepted.

Mackintosh/Williams

CARRIED

The Chair noted there is provision in Standing Orders for a public forum and a desire for Council to explore this avenue for members of the public to speak to meetings.

 

2.        Conflict of interest declarations

There were no conflicts of interest declared.

 

3.        Confirmation of Minutes of the Corporate and Strategic Committee meeting held on 20 September 2023

CS34/23

Resolution

Minutes of the Corporate and Strategic Committee meeting held on Wednesday, 20 September 2023, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Foley/Harding

CARRIED

 

4.

Financial report for the period 1 July - 30 September 2023

 

Chris Comber introduced the financial report for the first quarter of 2023-2024 and noted that he will speak directly to correct errors in the Rates collection and Overheads tables. Mr Comber also noted that business as usual operating income, Opex and Capex budgets are slightly behind due to impacts of and recovery from Cyclone Gabrielle.  Discussions covered:

·    Rates income is on track, and less penalties (11,700) issued this year than last year (12,700). Lots of remissions are being issued to cyclone-impacted ratepayers.

·    Budgeted HBRIC dividend budgeted was not received – last year was $3.9 million short and

·    Lumpiness of budgets will smooth out across the year.

·    Emergency management budget variances due to how costs have been allocated and will be tidied up to ensure that BAU, emergency response (to the cyclone) and recovery costs are attributed to the correct budgets.

Corrected rates collection table

Corrected overheads table

·    A revised budget is run to take account of any significant subsidies from central government, carry forwards and other significant variances to report against ‘actuals’.

CS35/23

Resolution

That the Corporate and Strategic Committee receives and notes the Financial summary for the period 1 July - 30 September 2023 report.

Williams/Mackintosh

CARRIED

 

5.

Organisational Performance report for the period 1 July – 30 September 2023

 

Sarah Bell introduced the item, which was taken as read. Discussions covered:

·    The Strategic Projects update (exceptions report) is now incorporated into this quarterly report.

·    Customer service feedback from people who fill in the survey provides valuable information for how the organisation can improve communications and interactions with the public.

·    De-escalation and situation training is being provided for staff who are regularly out in the community for how to deal with tense situations with members of public. What is being done about particular risks?

Peter Eden joined the meeting at 11:37am

·    The Regional water security project is investigating a broad suite of operational and commercial models for water storage.

·    Comms and engagement interactions via Facebook and social media are very variable.

·    Māori Partnerships underspend is partly attributable to the team being pulled in every direction during the cyclone response and early recovery period.

·    Correct Asset Management (and other) financials are contained in the Financial report and having different financials in the Organisational Performance report (external expenditure only) is confusing so it is suggested that the financial and performance reporting be kept separate.

·    The Strategic Enterprise Asset Management (SEAM) project is an IT system and framework that supports how the Asset Management teams do their work, fully integrated with the TechOne financial system.

·    The second edition of the Environmental Resilience Plan will draw together all the work done up to now.  Councils are now putting the next steps for recovery through their LTPs – coordinating via regular meetings between CFOs, CEs and the HB Local Government Leaders (Mayors & Chair).

·    In relation to the Emergency Management HB 10 Year Hazards Research Plan, a request was made for an update on the identification of fire risk and hazard, and what’s being done in relation to fire risk over the coming several months.

·    IRG project funding from Kanoa has been extended for current projects, which will close out in the next year or so.

·    The unclaimable welfare costs from NEMA amount to $1.8M.

·    The MyWay trial in Hastings continues, operating as expected, and the report on the trial is expected to go to the Regional Transport Committee early 2024. The new Public Transport contract will be going out to Tender early in 2024. The Total Mobility programme is over-subscribed across the country as a whole. Public Transport is over budget due to reduced passenger numbers and fares are significantly down, with reduced services due to bus driver shortages.

CS36/23

Resolution

That the Corporate and Strategic Committee receives and notes the Organisational Performance Report for the period 1 July – 30 September 2023.

Williams/Foley

CARRIED

 

6.

2024 Long Term Plan project update

 

Nic Peet introduced the item, which was taken as read. Discussions covered:

·    Very different this time around with a 2024-27 timeframe to bridge though recovery to the new BAU emerging alongside recovery and tough financial pressures across the country.

CS37/23

Resolution

That the Corporate and Strategy Committee receives and notes the 2024 Long Term Plan project update report.

Williams/Foley

CARRIED

 

7.

Treasury Compliance report for Q1 FY 2023-2024

 

Susie Young introduced the item, which was taken as read. Discussions covered:

·    Hedging strategy will be updated through LTP process.

·    The counterparty risk policy limits council’s funds with AA or AAA rated registered banks to $15M each, however with unusually large funds being received from central government for various recovery projects has required more active management by staff.

CS38/23

Resolution

That the Corporate and Strategic Committee receives and notes the Treasury Compliance report for Q1 2023-2024.

Williams/Harding

CARRIED

 

8.

Investment Strategy Review update

 

Susie Young introduced the item, which was taken as read. Discussions covered:

·    The updated Investment Strategy ensures that HBRIC can stand up and manage Council’s investments across the board for the long term.

CS39/23

Resolution

That the Corporate and Strategic Committee receives and notes the Investment Strategy Review update report.

Mackintosh/Roadley

CARRIED

 

9.

HBRIC Ltd quarterly update

 

Tom Skerman introduced the item, which was taken as read, and extended an apology from Dan Druzianic. Discussions covered:

·    The HBRIC dividends to HBRC are paid in June/July (interim dividend) and December (final dividend).

CS40/23

Resolution

That the Corporate and Strategic Committee receives and notes the HBRIC Ltd quarterly update report.

Williams/Mackintosh

CARRIED

The meeting adjourned at 12:45pm and reconvened at 1.15pm.

10.

Port of Napier 2022-2023 year-end results

 

Todd Dawson (CE) and Kristen Lie (CFO) made a presentation on the Port’s results for the year.

·    Post pandemic rebound dampened by Cyclone Gabrielle; however as soon as possible geared up to function as a lifeline and provide response assistance to PanPac, NZ army and Navy.

·    Total trade volumes decreased by 14.4% to 4,614M tonnes, containerised volume by 12.7% and Bulk cargo by 12.8% to 3,184 kT, however record revenue of $118.4M achieved despite challenges.

·    Outcomes of the Cyclone Gabrielle experience include reinforcing the resilience built into Port operations, staff and facilities; adaptable use of wharves to be able to handle new types of cargo like wood chips and storm-damaged timber; and flexible supply chain solutions and cost efficiency measures.

·    Outlook is positive with key cargo customers recovering, fundamentals of food and fibre remaining strong, record cruise bookings, softer trade markets enabling less sensitive export volumes, and infrastructure and capability in place.

·    In response to a query about how the Port sees climate change risks presenting, Todd Dawson advised key risks include the types of cargo impacted by changes in the climate, the impacts of more frequent severe weather events on the Port itself as well as infrastructure that supports it (e.g. rail, roads, bridges), and sea level rise.

·    Cyclone Gabrielle highlighted the fragility of the region’s road and rail transport networks.

·    During and following development of Wharf 6, constant monitoring of silt movements has shown no negative effects from the wharf development on Pania Reef.  Cyclone Gabrielle had massive effects on Pania Reef including significant silt deposition. Monitoring of Pania Reef by the Port and others has shown that fish life is rebounding.

·    The Cultural Monitoring report is not currently available publicly, while the Port continues to work with Ngati Kahungunu and Ahuriri mana whenua, but will be made available to the public once it has been completed.

·    Aware that consultation on the Regional Land Transport Plan will be early next year and Napier Port has been engaged and part of the process through Regional Transport Committee membership and development of a Regional Freight Strategy through Matariki that will feed into the RLTP.

·    Coastal shipping is quite a complex picture, with a lot of coastal shipping in NZ already that supports both container and bulk (aggregates, fuel) trade. Viability of establishing a domestic feeder network is commercially challenging because many international vessels go up and down the coast already.

CS41/23

Resolution

That the Corporate and Strategic Committee receives and notes the Napier Port 2022-2023 year-end results presentation.

Harding/Williams

CARRIED

 

11.

Confirmation of 14 June 2023 Public Excluded Minutes

 

Resolution

That the Corporate and Strategic Committee excludes the public from this section of the meeting being Confirmation of Public Excluded Minutes Agenda Item 11 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 are:

CS42/23

 

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 independent director remuneration

s7(2)(i) 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 enable the local authority holding the information to carry out, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

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

Foley/Mackintosh

CARRIED

 

12.

Confirmation of 20 September 2023 Public Excluded Minutes

 

Resolution

That the Corporate and Strategic Committee excludes the public from this section of the meeting being Confirmation of Public Excluded Minutes Agenda Item 12 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 are:

CS43/23

 

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 Chairperson appointment

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.

Cyclone financials update

s7(2)(i) 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 enable the local authority holding the information to carry out, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

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

Foley/Mackintosh

CARRIED

 

11.      Confirmation of Public Excluded Minutes of the Corporate and Strategic Committee meeting held on 14 June 2023

CS44/23

Public Excluded Minutes of the Corporate and Strategic Committee meeting held on Wednesday, 14 June 2023, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Williams/Foley

CARRIED

 


 

12.      Confirmation of Public Excluded Minutes of the Corporate and Strategic Committee meeting held on 20 September 2023

CS45/23

Public Excluded Minutes of the Corporate and Strategic Committee meeting held on Wednesday, 20 September 2023, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Foley/Roadley

CARRIE

 

Resolution

CS46/23       That the meeting moves out of Public Excluded session.

Foley/Mackintosh

CARRIED

 

The meeting went into public excluded session at 1.45pm and out of public excluded session at 1.47pm

 

A karakia was offered to close the meeting.

 

Closure:

There being no further business the Chair declared the meeting closed at 1.47pm on Wednesday, 6 December 2023.

 

Signed as a true and correct record.

Date: 21 February 2024 by C&S Committee resolution                    Chair:  Xan Harding