Minutes of Hawke's Bay Regional Council meeting

1. Welcome/Karakia/Apologies/Notices

The Chair welcomed everyone to the meeting and Councillor Martin Williams opened with a karakia.

That the apologies for early departure from Mike Paku (12.30pm), and councillors Di Roadley (3.45pm) and Thompson Hokianga (3pm) were noted.

2. Conflict of interest declarations

Xan Harding declared a conflict of interest in item 9 as the representative of Heretaunga Sustainable Water on the proposed delivery vehicle for the Heretaunga Water Storage project.

Jerf van Beek declared a conflict of interest in item 9 as the owner of several consented irrigation wells in the area of the Heretaunga Water Storage project.

3. Confirmation of Minutes of the Hawke's Bay Regional Council meeting held on 25 June 2025

RC25/25

Resolution

Minutes of the Hawke's Bay Regional Council meeting held on Wednesday, 25 June 2025, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

van Beek/Roadley

CARRIED

4.	Public Forum
	There were no speakers.

Call for minor items not on the Agenda

Recommendations

That Hawke’s Bay Regional Council accepts the following minor items not on the agenda for discussion as item 19

Topic	Raised by
Regionalism	Martin Williams

Recommendations from the Regional Planning Committee

The item was taken as read. Belinda Harper provided an overview of the recommendations. Katrina Brunton, in response to a query, advised that the total costs (to be calculated and provided to Council) for the outstanding water bodies plan change span several years (begun in 2017) and that the value of the plan is in providing another layer of consideration of the values to be protected for future planning and resource consent processes.

RC26/25

Resolutions

That Hawke’s Bay Regional Council:

1. Receives and considers the Recommendations from the Regional Planning Committee 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 and persons likely to be affected by or to have an interest in the decision.

Implications of Resource Management Reform on the Planning Work Programme

3. Agrees that staff will proceed with a work programme that prioritises preparation of the Hazards & Risks and Climate Change chapters of the Regional Policy Statement, including changes to rules, for public notification as a change to the current Hawke’s Bay Regional Resource Management Plan (incorporating the regional policy statement) and pauses work on the three other focus topics until the Hazards & Risk and Climate Change work is completed.

Making Proposed Plan Change 7 Operative

4. Approves Change 7 (outstanding water bodies) to the Hawke's Bay Regional Resource Management Plan in accordance with Clause 17 Schedule 1 of the Resource Management Act.

5. Agrees to staff making the necessary administrative arrangements (including a mandatory public notice) so that Change 7 will become operative on a date sometime before 31 August 2025.

Harding/Ormsby

CARRIED

Napier Urban Waterways

Chris Dolley introduced the item, which was taken as read, and Jon Kingsford highlighted the current complicated stormwater management regime and rationale for proposed change and preferred option (from 10 options assessed) for the in principle decision. Discussions covered:

· It was advised that future community engagement will be developed to occur jointly through the next Long Term Plan process including 30-year infrastructure asset management plans of both councils.

· The next iteration of the business case will include assets currently under construction, including Brookfields and Awatoto pump stations.

· The proposed transfer will enable more effective and efficient operation and management of the integrated Napier Urban Stormwater Network, and a single point of accountability.

RC27/25

Resolutions

That Hawke’s Bay Regional Council:

1. Receives the Urban Waterway Asset Ownership Transfer staff report.

2. Approves, in principle, subject to future consultation, the transfer of responsibility for the Hawke’s Bay Regional Council assets within the Napier Urban Waterway Stormwater Network to Napier City Council’s asset register as part of the establishment of a Regional Water Organisation, under Local Waters Done Well.

3. Endorses the development of a combined Asset Management Plan to guide staff in the investment, management and operational direction required for the Napier Urban Waterway Stormwater Network which includes Brookfields and Awatoto as shown in figures 1a and 1b following.

Figure 1a: Puketapu/Napier/Meeanee Scheme with Napier Urban stormwater drainage area with open waterway and pump station locations and names

Figure 1b: Brookfields/Awatoto Scheme showing Napier Urban stormwater drainage area with open waterway and pump station locations and names

4. Notes the significance of the asset transfer and the need for a joint community engagement process with Napier City and Hawke’s Bay Regional Council prior to a final decision to transfer the assets.

5. Establishes a joint governance panel to ensure full understanding of the combined asset management plan and to input into the development of a joint community engagement plan.

Kirton/Harding

CARRIED

Secretarial note – item 7 Napier Urban Waterways resolutions emailed to Napier City Council 31 July 2025.

Councillor Will Foley joined the meeting online at 11.40am

Prioritisation of strategic interventions for water security

Nic Peet introduced the item, noting the re-prioritisation of water security after having paused work in the wake of Cyclone Gabrielle and the various work programmes Council has under way. Richard Wakelin delivered a presentation (attachment 1) and discussions covered:

· Water security is one of the Council’s strategic priorities.

· There are several council work programmes across the areas including demand, regulation, water information services, nature based solutions, water user groups, wateruse efficiency and conservation, and managed aquifer recharge.

· Councillors want a time-bound action plan – for each of the known interventions.

· Mana whenua participation and engagement is critical to success.

· Need to evaluate which interventions provide the most effective outcome, cost effectively.

· It was noted that the Council is in a very different financial position than when the mandate from the community for this work came from the 2021 Long Term Plan process.

· The collaboration element of the work is intended to be with water users, industry groups and municipal suppliers.

· Non-structural, natural interventions will be included in the framework.

RC28/25

Resolutions

That Hawke’s Bay Regional Council:

1. Receives and considers the Prioritisation of strategic interventions for water security 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. Notes that there is ongoing investment and activity occurring into understanding the aquifer, supply and demand.

4. Directs the Chief Executive to prepare a time-bound action plan for prioritising and implementing water supply and demand initiatives, alongside water storage, for Council consideration at the 27 August 2025 meeting.

Mackintosh/van Beek

CARRIED

Mike Paku left the meeting at 12.30pm

Heretaunga Water Storage delivery

Councillor Xan Harding, having declared a conflict of interest, left the meeting while this item was considered.

Councillor Jerf van Beek, having declared a conflict of interest in this item, remained at the table and participated in the discussion.

Nic Peet introduced the item and Richard Westbury, Amanda Langley, Aimee Sandilands and Te Wairama Munro. Discussions assisted by a presentation (attachment 2) covered:

· Devolving stage 2 feasibility to investigate whether E2 Whanawhana is a viable commercial water storage option to a separate independent entity is critical to accelerating the project’s delivery.

· Participation of the representatives of primary water interests (potential shareholders) has been confirmed, including Tamatea Pōkai Whenua Trust, Mana Ahuriri Trust, Heretaunga Sustainable Water Group, and Napier City and Hastings District councils. Discussions continue with NKII and tangata whenua groups also interested in participating.

· ProjectCo enables Council to maintain oversight of the delivery of stage 2 feasibility while separating itself in the role of independent regulator.

· In reference to recent events and issues with Waimea Dam it was noted that learnings from that situation and 2 additional geotechnical investigations undertaken during pre-feasibility will be thoroughly considered again through stage 2 feasibility, in addition to learnings from other water storage projects in various stages of development.

Tania Hopmans left the meeting at 12.50pm

· Further details are required before any assessment of whether city/district councils will be expected to pay for the water and it will then be for those councils to decide how that is funded. Municipal takes have been excluded from the demand modelling to date.

RC29/25

Resolutions

That Hawke’s Bay Regional Council:

1. Receives and considers the Heretaunga Water Storage delivery 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. Approves the release of the Stage 2 feasibility funding of $2.724 million to continue feasibility investigations as contemplated in January 2025 (total residual funding as at 30 June 2025).

4. Approves the provision of residual feasibility funding and transfer of existing project Intellectual Property and supplier agreements to a company to be established (ProjectCo).

5. Approves the delegation to the Hawke’s Bay Regional Council Chief Executive to execute the funding agreement with ProjectCo, including any other ancillary agreements or documentation reasonably necessary to give effect to the funding agreement, on terms substantively similar to those described, being:

5.1. The balance of the $3.2 million, committed through the LTP and endorsed in January 2025 to advance the Heretaunga Water Storage feasibility phase, to be provided as a grant

5.2. Council to have appropriate accountability and oversight mechanisms to monitor expenditure of public funds by ProjectCo and ensure throughout the contract term that Council’s expected project outcomes are being pursued, including:

5.2.1. funding is only to be released once the Chief Executive is satisfied that ProjectCo has the requisite capability and is in a position to effectively deliver the feasibility phase

5.2.2. oversight of the project plan and budget

5.2.3. provision of regular reporting

5.2.4. customary undertakings and representations from ProjectCo

5.2.5. termination and suspension rights for a combination of project specific and general scenarios, and

5.2.6. the feasibility study report at the end of the phase will be delivered to Council as the key output.

6. Notes that the key focus for Council is the funding agreement, being the mechanism by which Council:

6.1. is able to step back into the role of an independent project funder

6.2. obtains visibility and accountability over the use of its funding by ProjectCo and ProjectCo’s ability to deliver the feasibility phase objectives.

7. Notes that if the funding agreement is not signed by 30 September 2025, staff will report back to Council for consideration of next steps. Council will receive regular updates on progress during this period.

Mackintosh/Williams

CARRIED

The meeting adjourned at 1.30pm and reconvened at 2.00pm

Nic Peet advised that a Tsunami warning over the lunch break is not cause for immediate concern as the earthquake was a long distance away – off the east coast of Kamchatka, Russia. While there is no threat of land inundation, strong and unusual currents and unpredictable surges are expected along our coastline, at river mouths, and some inland waterways. These effects may continue for several hours, and the risk remains real and serious until the advisory is officially lifted.

10.

Fit for the Future report

Nic Peet introduced the item and provided an overview of the process to date before handing over to Geoff Henley and Krystal Black to speak to their Fit for the Future report and presentation (attachment 3). Discussions covered:

· As the consequence of urgent and important responses to recent events including Covid-19 and Cyclone Gabriele, the organisation has been ‘bent out of shape’ dealing with big, complex, urgent and important issues.

· Concluded, after testing, that ‘pressure on the general rate’ was a symptom of the problem, defined as a significantly overcommitted organisation – requiring 5 shifts: 1. Refine the oranisational purpose (mission); 2. define active organisational priorities; 3. confident decision-making (free up blockages, decision-making at the right level); 4. greater integration (streamlining work processes); and 5. declutter operationally, delegate externally.

· From a refreshed Strategic Plan, set the organisational priorities (fewer & more focused) and the tight, specific levels of service to achieve those within the resources (people & finances) available.

· Action examples from the precision labs (slide 8) are categorised into four cross-council actions and four specific to particular areas of the business.

Tania Hopmans re-joined the meeting in person at 2.30pm

· For implementation, it’s proposed there is monitoring and coordination of the action plan provided by a ‘fit for the future desk’ reporting quarterly to the CE and elected reps.

· Need to find the right pace of change to maintain momentum without disrupting business as usual work at an unsustainable level – start launching early projects and capture early wins in year 1 while scoping and setting up the bigger, more substantive initiatives to implement in year 2.

· Running a concurrent financial model will calculate the savings/costs of the changes being made throughout the process.

· Relative to other regional councils, HBRC’s staff is larger and costs per ratepayer higher, and it takes more time (meetings) to make decisions.

· Governors’ role is in setting clear priorities for the organisation and the design of the Action Plan is the responsibility of management/operations – however the governors need to understand the implications and consequences of the action plan.

· Grant funding can create ongoing unfunded programmes of work.

· Shift in the way the organisation runs, toward one that enables more work by others and sharing costs with others/ partners – is part of operational design.

Councillor Thompson Hokianga left the meeting at 3.03pm

· The view was expressed that the focus should have been on examining whether the priority services are delivered effectively and efficiently.

· Advice from the CE included that the incoming Council will have a crucial role to play in re-setting the Strategic Plan.

RC30/25

Resolutions

That Hawke’s Bay Regional Council:

1. Receives and endorses the Fit for the Future report.

2. Notes that an Action Plan for implementation of the Fit for the Future report recommended shifts will be presented to Council at its August meeting, for approval of the next steps.

Harding/Siers

van Beek abstained

CARRIED

11.

Councillors' 2025-26 remuneration and allowances

The item was taken as read and the following, received from the Remuneration Authority yesterday, was proposed to be included in the update of the Elected Members’ Expenses and Allowances Policy to avoid having to bring another item to Council when it’s a minor administrative matter.

· The new home security system allowance was noted and will be included in the updated policy.

· It was noted that the IRD restrictions on travel time and mileage reimbursement disadvantage regional councillors who need to travel long distances to attend meetings.

RC31/25

Resolutions

That Hawke’s Bay Regional Council:

1. Receives and considers the Councillors' 2025-26 remuneration and allowances staff report.

2. Confirms the remuneration and allowances payable to councillors resulting from the Local Government Members (2024-25) Determination and amended Determination dated 29 July 2025, and updates the Elected Members’ Expenses and Allowances Policy accordingly.

Roadley/Siers

CARRIED

12.

Affixing of Common Seal

1. The Common Seal of the Council has been affixed to the following documents and signed by the Chair or Deputy Chair and Chief Executive or a Group Manager.

Seal No.

Date

1.1

Consent of Minister of Conservation – Section 48(1) of the Reserves Act 1977

HBRC has agreed to grant Unison an easement over a section of reserve land owned by HBRC (Part Section 51 Block XII Heretaunga Survey District)

To give effect to this the Department of Conservation granted HBRC delegation to consent to the registration of the easement on behalf of the Minister.

4612

14 July 2025

RC32/25

Resolutions

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.

van Beek/Ormsby

CARRIED

20.

NIWE Pump Station Upgrades Project funding

RC33/25

Resolution

That Hawke’s Bay Regional Council excludes the public from this section of the meeting, being Agenda Item 20. NIWE Pump Station Upgrades Project funding 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:

General subject of the item to be considered	Grounds under section 48(1) for the passing of the resolution	Reason for passing this resolution
NIWE Pump Station Upgrades Project funding	s7(2)(i) Excluding the public is necessary to enable the local authority holding the information to carry out, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).	The projects are subject to ongoing negotiations and tender processes that could be prejudiced by the release of sensitive pricing information.
How has the public interest been considered/ weighed?	The public interest in this item will be satisfied when the Council’s decisions are made public once negotiations and tender processes have concluded.

Siers/Harding

CARRIED

21.

Confirmation of Minutes of the Public Excluded Meeting held on 25 June 2025

RC34/25

That Hawke’s Bay Regional Council excludes the public from this section of the meeting being Confirmation of Public Excluded Minutes Agenda Item 21 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:

General subject of the item to be considered

Grounds under section 48(1) for the passing of the resolution

Reason for passing this resolution

HBRIC Independent Director Appointment

s7(2)(a) Excluding the public is necessary to protect the privacy of natural persons

In considering the appointment of the HBRIC Chair’s successor, the experience and qualifications of the candidates will be discussed.

HB Emergency Management Service Level Agreement

s7(2)(f)(ii) Excluding the public is necessary to maintain the effective conduct of public affairs by protecting councillors and/or council employees and contractors/ consultants from improper pressure or harassment

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

The Service Level Agreement is the result of a process of inter and intra organisational change and negotiations between the councils of the region which affect employees of those councils.

The advice of staff into the development of the SLA has the potential to be contentious. Councillors and staff need to be able to discuss the financial and operational proposals put forward in the SLA without pressure from media or politicians.

Siers/Harding

CARRIED

Councillor Will Foley left the meeting at 3.25pm

The meeting went into public excluded session at 3.25pm and out of public excluded session at 3.48pm

The meeting adjourned at 3.49pm and reconvened at 4.00pm

13.

Update on the North Island Weather Events (NIWE) Flood Resilience Programme

Andrew Caseley introduced the item and ran through the project updates, highlighting the extremely ambitious procurement plan to maximise the 2025-26 construction period.

RC35/25

Resolution

That Hawke’s Bay Regional Council receives and notes the Update on the North Island Weather Events (NIWE) resilience programme staff report.

Siers/Harding

CARRIED

14.

Update on progress implementing recommendations from the Cyclone Gabrielle HB independent flood reviews (HBIFR)

Louise McPhail introduced the item and provided a brief update on the status of the priority projects (presentation attached). Discussions covered:

· The Hazards Portal is running however it needs updating and investigations into the best technology required to meet all the requirements of the community and central government.

· TAs are leading the community conversations for the Trigger levels pilot projects, with the communities chosen.

RC36/25

Resolutions

That the Hawke’s Bay Regional Council receives and notes the Update on progress implementing recommendations from the Cyclone Gabrielle HB independent flood reviews (HBIFR) staff report.

Siers/Harding

CARRIED

15.

Reimagining Flood Resilience Project update

Louise McPhail introduced the item and provided a brief update (presentation attached) on the status of the project, including delayed commencement of stakeholder reference groups being set up caused by both the delay in appointments to the two project steering groups, and the need to procure external resourcing to support the stakeholder engagement phase.

Simon Bendall noted the critical work of the TAG focused on the Leading Practice and scheme reviews as well as scoping the economic analysis with Infometrics.

Te Wairama Munro provided an update on the flood resilience assets available on the HBRC website.

RC37/25

Resolution

That Hawke’s Bay Regional Council receives and notes the Reimagining Flood Resilience project update.

Siers/van Beek

CARRIED

17.

Clifton to Tangoio Coastal Hazards Strategy Project update

Simon Bendall introduced the item, which was taken as read, noting that the engagement is on track to report outcomes back to Council in February 2026 to feed into the next LTP process. Progress achieving milestones and expenditure against budgets were requested for inclusion in the next update on the project.

RC38/25

Resolution

That the Hawke’s Bay Regional Council receives and notes the Clifton to Tangoio Coastal Hazards Strategy Project update.

van Beek/Mackintosh

CARRIED

16.

Natural hazard information for LIMs

Gavin Ide introduced the item, which was taken as read, and provided an overview of the implications of the LGOIMA amendments in relation to hazards information shared with city/district councils. Discussions covered:

· HBRC already shares natural hazards information via the Hazards Portal and its publications library.

· The updated legislation requires regional councils to provide natural hazards information in specific ways including a plain English summary.

· Katrina Brunton added that the TAs have been consistently using the hazards portal for years to good effect however there needs to be a review of the technology against what’s required to meet the legislative requirements.

· It was reiterated that it is the responsibility of the regional council to share all known hazards information in accordance with the regulations but it is the TLA’s sole responsibility to prepare the LIMs and the regional council does not have any ability to influence what information the TLAs choose to put on the LIM.

RC39/25

Resolution

That the Hawke’s Bay Regional Council receives and notes the Natural hazard information for LIMs staff report.

Williams/Harding

CARRIED

18.

Verbal update from the HB CDEM Group Joint Committee 28 July 2025 meeting

Hinewai Ormsby, as Chair of the Joint Committee, advised that the (first) Service Level Agreement for the region was agreed at the meeting on Monday, which sets out the roles and responsibilities for emergency management in the region. Through the transition period (leading to the 2027 LTPs) the regional council will to continue to collect rates with funds passed through to the city/district councils for their CDEM advisory staff.

19.

Discussion of minor items not on the Agenda

Topic	Raised by
Regionalism. As the PM observed in 2023, HB has been an exemplary example of a united regional voice. Astounded to hear, recently, that CHB has had to halve their planned capital works programme because of it being unaffordable. Need to regionalise the costs of 3 waters delivery whereby the Napier and Hastings ratepayers contribute towards the costs for smaller communities.	Martin Williams

Councillor Martin Williams led a closing karakia.

Closure:

There being no further business the Chair declared the meeting closed at 5.03pm on Wednesday, 30 July 2025.

Signed as a true and correct record.

Date: by HBRC resolution on 27 August 2025 Chair: Hinewai Ormsby

Attachment 1 – item 8 Prioritisation of strategic interventions for water security presentation (8 slides)

Attachment 2 – item 9 Heretaunga Water Storage delivery

Attachment 3 – item 10 Fit for the Future presentation

Attachment 4 – item 14 Update on progress implementing recommendations from the Cyclone Gabrielle HB independent flood reviews (HBIFR) presentation

Attachment 5 – item 15 Reimagining Flood Resilience Project update presentation (7 slides)