MINUTES MEETING TIME COUNCIL THURSDAY 05 AUGUST 2021 8:31AM Minutes of a meeting of the Council held on Thursday 05 August 2021, commencing at 8:31am in the Manawatū District Council Chambers, 135 Manchester Street, Feilding. PRESENT: Mayor Helen Worboys (Chairperson) Cr Steve Bielski Cr Stuart Campbell Cr Shane Casey Cr Michael Ford Cr Heather Gee-Taylor Cr Grant Hadfield Cr Phil Marsh Cr Andrew Quarrie Cr Alison Short LEAVE OF ABSENCE: Cr Hilary Humphrey IN ATTENDANCE: Shayne Harris (Chief Executive) (via Zoom) Hamish Waugh (General Manager – Infrastructure) Michael Hawker (Acting General Manager – Community and Strategy) Frances Smorti (Acting Chief Executive) Karel Boakes (Acting General Manager – Corporate and Regulatory) Rebecca Bell (Strategy Manager) Ben Caldwell (Communications Officer) Amanda Calman (Chief Financial Officer) Janine Hawthorn (Community Development Adviser) Stacey Bell (Economist) Allie Dunn (Governance Team Leader) Steph Skinner (Governance Officer) MDC 21/941 MEETING OPENING The meeting opened with karakia. MDC 21/942 APOLOGIES There were no apologies. MDC 21/943 REQUESTS FOR LEAVE OF ABSENCE There were no requests for leave of absence. MDC 21/944 CONFIRMATION OF MINUTES RESOLVED That the minutes of the Council meeting held 22 July 2021 be adopted as a true and correct record. Moved by: Councillor Phil Marsh MINUTES MEETING TIME COUNCIL THURSDAY 05 AUGUST 2021 8:31AM Seconded by: Councillor Heather Gee-Taylor CARRIED MDC 21/945 DECLARATIONS OF INTEREST There were no declarations of interest. MDC 21/946 PUBLIC FORUM - HIWINUI HUNTAWAYS - HIWINUI SCHOOL Representative grant recipients from Hiwinui School spoke about competing at the AgriKids NZ Grand Final in Christchurch in July 2021. Logan and Lachlan spoke, noting that they won their regional event, and placed 13 out of 27 at the finals. They thanked Council for the grant that enabled them to travel to Christchurch to compete in the final. MDC 21/947 PRESENTATIONS There were no presentations scheduled for this meeting. MDC 21/948 NOTIFICATION OF LATE ITEMS There were no late items of business notified for consideration. MDC 21/949 RECOMMENDATIONS FROM COMMITTEES There were no recommendations from standing committees. MDC 21/950 MINUTES OTHER COMMITTEES – FOR INFORMATION There were no minutes from other committees for information. MDC 21/951 REQUEST TO ESTABLISH A COMMUNITY COMMITTEE IN GLEN OROUA-TAIKOREA Report of the Acting General Manager – Community and Strategy dated 22 July 2021 seeking inclusion of Glen Oroua/Taikorea as a community of interest within Council’s Community Committees Policy and appointment of a Liaison Councillor for Glen Oroua/Taikorea Community Committee. RESOLVED That the Council: 1. Confirm the inclusion of Glen Oroua/Taikorea in the list of communities of interest within the Community Committees Policy. 2. Appoint Councillor Grant Hadfield as the Liaison Councillor for the Glen Oroua/Taikorea Community Committee. 3. Note that the associated costs of $3,000.00 for the 2021/22 Community Committee Project Fund for the Glen Oroua/Taikorea Community Committee is able to be covered within the existing budget of the 2021/22 Community Development Fund. MINUTES MEETING TIME COUNCIL THURSDAY 05 AUGUST 2021 8:31AM 4. Note that provision will be made to increase the budget for the Community Committee Project Fund by $3,000 for the 2022/23 and 2023/24 financial years as part of the Annual Planning budget process which will have a direct impact on rates. Moved by: Councillor Andrew Quarrie Seconded by: Her Worship the Mayor CARRIED MDC 21/952 LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT REQUESTS – JULY 2021 Report of the Acting General Manager – Corporate and Regulatory dated 23 July 2021 presenting requests for information received by Council under the Local Government Official Information and Meetings Act 1987. RESOLVED That the report detailing the requests for information received under the Local Government Official Information and Meetings Act 1987 for the month of July 2021 be received. That future Local Government Official Information and Meetings Act 1987 requests affecting the governance team or contentious issues for Council be shown to the Mayor before they are released to the requestor. Moved by: Councillor Michael Ford Seconded by: Councillor Stuart Campbell CARRIED MDC 21/953 CONSIDERATION OF LATE ITEMS There were no late items notified for consideration. MDC 21/954 PUBLIC EXCLUDED BUSINESS RESOLVED That the public be excluded from the following parts of the proceedings of this meeting, namely: a) Confirmation of Minutes That the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, 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 as follows: MINUTES MEETING TIME COUNCIL THURSDAY 05 AUGUST 2021 8:31AM General subject of each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of each matter this resolution a) Confirmation of Section 7(2)(g) Maintain Section 48(1)(a) - the minutes re Plan legal professional public conduct of the Change 65 – Notice privilege, Section 7(2)(i) relevant part of the of Appeal, Sale of Enable any local authority proceedings would be Land on Kawakawa holding the information likely to result in a Road, Sale of Land on to carry on, without disclosure of information South Street, Key prejudice or for which good reason for Project Status disadvantage, withholding that Reports negotiations (including information would exist, commercial and industrial under Section 7 of the negotiations) and Section Local Government Official 7(2)(j) Prevent the Information and Meetings disclosure or use of Act 1987. official information for improper gain or improper advantage. This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interests protected by Section 6 or Section 7 of the Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as specified above. Moved by: Her Worship the Mayor Seconded by: Councillor Michael Ford CARRIED The meeting went into public excluded session at 8:59am. For items MDC 21/955 to MDC 21/957 refer to public excluded proceedings. The meeting returned to open session at 9:02am. MDC 21/958 PUBLIC EXCLUDED RESOLUTION CONFIRMED IN OPEN SESSION MDC 21/910 MDC1330.1 STANWAY-HALCOMBE WATER TREATMENT PLANT TENDER AWARD RESOLVED 1. That the Council accept the tender from Filtec Limited, and award contract MDC1330.1, Separable Portion B, for design and construction of the Stanway-Halcombe Rural Water Scheme Water Treatment Plant for $927,513.89 plus GST. 2. That a contingency value of $92,751.39 plus GST be approved, to be expended upon written instruction by the Engineer to the Contract. Note: The new water treatment plant for Stanway-Halcombe is funded by the Department of Internal Affairs. MINUTES MEETING TIME COUNCIL THURSDAY 05 AUGUST 2021 8:31AM MDC 21/959 MEETING CLOSURE The meeting was declared closed at 9:02am. .