Hastings District Council Civic Administration Building Lyndon Road East, Hastings Phone: (06) 871 5000 Fax: (06) 871 5100 WWW.hastingsdc.govt.nz OPEN A G E N D A COUNCIL MEETING Meeting Date: Tuesday, 3 June 2014 Time: 10.00 am Venue: Council Chamber Ground Floor Civic Administration Building Lyndon Road East Hastings Council Members Chair: Mayor Yule Councillors Bowers (Deputy Mayor), Bradshaw, Dixon, Hazlehurst, Heaps, Kerr, Lester, Lyons, Nixon, O’Keefe, Pierce, Poulain, Roil and Watkins Officer Responsible Chief Executive – Mr R McLeod Council Secretary Democratic Support Manager – Mr R Palmer (Extn 5018) CG-13-1-408 TRIM File No. CG-13-1-408 HASTINGS DISTRICT COUNCIL COUNCIL MEETING TUESDAY, 3 JUNE 2014 VENUE: Council Chamber Ground Floor Civic Administration Building Lyndon Road East Hastings TIME: 10.00 am A G E N D A 1. Prayer 2. Apologies & Leave of Absence At the close of the agenda no apologies had been received. Leave of Absence had previously been granted to Councillor Lester 3. Conflict of Interest Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive or Group Manager Corporate & Customer Services (preferably before the meeting). It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member. 4. Confirmation of Minutes There are no minutes to confirm. 5. Submissions to Draft Annual Plan 2014/15 5 TRIM File No. CG-13-1-408 6. Annual Plan Submissions - Officer's Comments 9 7. Financial Report for the 9 months ended 31 March 2014 55 8. Hawkes Bay Opera House Funding Arrangements 171 9. Summary of Recommendations from the HDC Maori Joint Committee Meeting held on 14 May 2014 185 10. 2014/15 Annual Plan Submissions - Rating Policy 187 11. Additional Business Items 12. Extraordinary Business Items 13. Recommendation to Exclude the Public from Items 14 and 15 197 14. Hawke's Bay Airport Limited - Appointment of Directors 15. Summary of Recommendations from the Audit and Risk Subcommittee Meeting Held 13 May 2014 File Ref: 14/574 REPORT TO: COUNCIL MEETING DATE: TUESDAY 3 JUNE 2014 FROM: STRATEGY MANAGER LEX VERHOEVEN SUBJECT: SUBMISSIONS TO DRAFT ANNUAL PLAN 2014/15 Item 5 1.0 SUMMARY 1.1 The purpose of this report is to inform the Council on submissions received to the Draft Annual Plan and Draft Development Contributions Policy and to obtain decisions for incorporation into the final plan for Council adoption on 26 June 2014. 1.2 This issue arises from legislative provisions within the Local Government Act 2002 requiring Council to have an Annual Plan adopted by 30 June 2014. 1.3 The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002. That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost–effective for households and businesses. Good quality means infrastructure, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances. 1.4 The objective of this decision relevant to the purpose of Local Government is to fulfill the statutory requirements of the Local Government Act 2002 in regard to consultation and decision making. 1.5 This report concludes by making a number of recommendations in section 4.0 to enable the Annual Plan to be completed for final Council adoption on 26 June 2014. 2.0 BACKGROUND 2.1 The Council’s Draft Annual Plan was adopted on 20 March 2014 and has been the subject of community consultation through notification required by the Local Government Act 2002. A total of 224 submissions have been received. 3.0 CURRENT SITUATION 3.1 The individual submissions together with the Officer’s Comments relating to each are provided in three separate volumes, Agenda parts 1, 2 and 3. 3.2 Accompanying these are two other volumes; i) Volume 1 contains the submissions received in respect of the Rating Review ii) Volume 2 contains the generic submissions together with the Officer’s comments relating to each matter. These are the submissions received in respect of the specific issues some of which were raised for Council 3/06/2014 Agenda Item: 5 Page 5 File Ref: 14/574 consultation; i.e. Clifton Coastal Erosion, Haumoana Coastal Erosion, Sylvan Road Netball Courts, Havelock North Domain Extension, Middle Road Cycleway, CBD Initiatives – Hotel Proposal, Water Fluoridation, Item 5 Rural Re-cycling, Development Contributions,, Willowpark Street Trees, and Dog Control Bylaws and Fees. 3.3 The Rural Community Board meets on 29 May 2014 to consider rural submissions. Officers will update Council at the 3 June Council meeting with any points that arise from the Rural Community Board meeting. 3.4 The Rating Working Party have met and undertaken a preliminary analysis of rates related submissions and will report back to the 3 June Council meeting. CITIZENS PANEL 3.5 During the period 28 April to 8 May the Council recruited for its newly constructed Citizens Panel. The construction and ongoing administration of the panel is provided by a research company is totally independent from Council. The formation of the panel was undertaken using standard industry best practice in regard to sampling sixe and makeup (in terms of age, gender, location etc). The randomly selected panel sits at 1059 participants who engage on issues on a voluntary basis. 3.6 The draft Annual Plan is the first matter to be placed in front of the Citizens Panel for feedback. It is intended to supplement the other formal and more informal feedback the Council receives on its plans, services and facilities and the wider Council work programme. 3.7 A summary report provided by Public Voice Ltd of the 533 responses to the Citizen Panel survey is attached. The survey included an embedded version of the Council’s Draft Annual Plan newsletter which panel members were encouraged to read (if they had not already done so) prior to completing the survey. For some of the proposals in the plan, some panel members commented on wanting more detail before committing to their view, hence a relatively high undecided response. 3.8 In addition a number of open ended questions resulted in considerable written feedback from panel members. Officers have reviewed those comments and included as appropriate any key themes within the Summary of Officer Comments for the following proposals: . Sale and Development of Sylvan Road Netball Courts . Extension of Havelock North Domain . Initiatives for a Vibrant CBD (CBD Hotel Proposal) 3.9 The Citizen Panel also provided comment in other areas the most notable being: . That whilst there was strong support for the development which had been undertaken on walking and cycling infrastructure to date, numerous panel members commented on whether there was any further immediate need for additional extension to the network, particularly the southern side pathway on Havelock Road was questioned. Council 3/06/2014 Agenda Item: 5 Page 6 File Ref: 14/574 . Good support for the rural recycling initiative was received; however some of it was conditional on knowing more about the locations for the proposed recycling sites and the travel time for rural residents. It should also be noted that this question was not applicable to many panel members due to their locality in the district. Strong support was received for Council taking a leadership role in the areas of Economic, Social Development and Youth initiatives, however Item 5 numerous panel members were cautious on the extent of that role, particularly the use of ratepayer funds and the overlap with other agencies. RECOMMENDATIONS AND REASONS A) That the report of the Strategy Manager titled “Submissions to Draft Annual Plan 2014/15” dated 3/06/2014 be received. B) That the written and verbal submissions and officer comments attached be received. C) That the decisions and amendments made at this Council meeting be incorporated into the Annual Plan 2014/15 and Development Contributions Policy. D) That officers forward replies to all submitters that thank them for their submissions, advise of any Council decisions in responses to the submissions and offers explanation based on the officer comments as amended by the Council at this meeting. E) That the issues raised in submissions that require further action by the Council through the Committee structure be noted and brought forward by officers as appropriate. F) That the Council resolves, in terms of Section 82 (3) of the Local Government Act 2002, that the principles set out in that section have been observed in such a manner that the Hastings District Council considers, in its discretion, is appropriate for the decisions made during the course of this meeting. Attachments: There are no attachments for this report. Council 3/06/2014 Agenda Item: 5 Page 7 File Ref: 14/573 REPORT TO: COUNCIL MEETING DATE: TUESDAY 3 JUNE 2014 FROM: DEMOCRATIC SUPPORT MANAGER RICHARD PALMER SUBJECT: ANNUAL PLAN SUBMISSIONS - OFFICER'S COMMENTS Item 6 1.0 SUMMARY 1.1 The purpose of this report is place the document containing the Officer’s Comments on the submissions received to the 2014/15 Annual Plan before the Council.