1                                                 3 March 2020

HUTT CITY COUNCIL

 

Policy, Finance and Strategy Committee

 

Minutes of a meeting held in the Council Chambers, 2nd Floor, 30 Laings Road,
Lower Hutt
on

 Tuesday 3 March 2020 commencing at 2.00pm

 

 

 PRESENT:

Cr S Edwards (Chair)

Mayor C Barry

 

Cr K Brown (Deputy Chair)

Cr J Briggs

 

Cr D Bassett

Cr B Dyer

 

Cr D Hislop

Deputy Mayor T Lewis

 

Cr S Rasheed

Cr A Mitchell

 

Cr L Sutton

Cr N Shaw

 

APOLOGIES:                  An apology was received from Cr Milne

 

IN ATTENDANCE:       Ms J Miller, Chief Executive (part meeting)

Ms A Blackshaw, Acting General Manager, City and Community Services (part meeting)

Mr B Kibblewhite, General Manager, Corporate Services

Ms H Oram, Acting General Manager, City Transformation 

Ms J Livschitz, Chief Financial Officer

Mr B Cato, General Counsel (part meeting)

Mr P Benseman, Budgeting and Reporting Manager (part meeting)

Ms H Stringer, Financial Transaction Services Manager (part meeting)
Mr D Newth, Financial Accounting Manager (part meeting)

Mr B Hodgins, Strategic Advisor City and Community Services (part meeting)

Mr H Wesney, Head of District Plan Policy (part meeting)

Ms C McNab, Environmental Policy Analyst (part meeting)

Mr J Jeffries, Senior Environmental Policy Analyst (part meeting)

Mr G Craig, Head of City Growth (part meeting)

Mr J Scherzer, Manager, Sustainability and Resilience

Mr G Sewell, Principal Policy Advisor (part meeting)

Mr D Kerite, Head of Environmental Consents

Ms K Stannard, Head of Democratic Services

Mrs T Lealofi, Committee Advisor

 

 

PUBLIC BUSINESS

 

1.       APOLOGIES 

Resolved(Cr Edwards/Cr Dyer)                                      Minute No. PFSC 20201

“That the apology received from Cr C Milne be accepted and leave of absence be granted.”

 

Precedence of Business

Resolved: (Cr Edwards/Cr Briggs)                           Minute No. PFSC 20202

“That, in terms of Standing Order 10.4, precedence be accorded to items 9, 4i, 10, 4ii), 6,4iii), 4iv and 4v).”

The items are recorded in the order in which they were listed on the order paper.

2.       PUBLIC COMMENT

Comments are recorded under the item to which they relate.

      

3.       CONFLICT OF INTEREST DECLARATIONS     

 

Cr Shaw and Cr Brown asked whether they needed to declare a conflict of interest due to being Council’s representatives on Hutt City Community Facilities Trust and Urban Plus Limited.

 

In response to a question from a member, the General Counsel stated that if a member was a director on the board of a Council Controlled Organisation, then it was appropriate to declare a conflict of interest.  He noted the normal process was to also exclude yourself from the discussion when it came to the decision making.  He highlighted that it depended on how major or contengious the issues were.

 

4.       Recommendations to Council - 24 March 2020

i)

Hutt City Community Facilities Trust Draft Statement of Intent 2020/21 to 2022/23 (20/10)

 

Mr Strahl, Chair, Mr John Strahl, Board Chair of Hutt City Community Facilities Trust (CFT) elaborated on the Draft Statement of Intent.

Mr Stragl thanked members for their support.  He also thanked the General Manager, Corporate Services for the valuable work he had undertaken for CFT.

 

RECOMMENDED (Cr Edwards/Cr Bassett)                      Minute No. PFSC 20203

“That the Committee recommends that Council:

(i)    notes that the Hutt City Community Facilities Trust (CFT) Board has submitted a draft Statement of Intent (SOI) 2020/21 - 2022/23, attached as Appendix 1 to the report, in accordance with the Local Government Act 2002;

(ii)   notes that officers have reviewed the draft SOI for compliance with the Local Government Act 2002 and provided their analysis;

(iii)  receives the draft SOI;

(iv) reviews the draft SOI; and

(v)   provides comment for the CFT Board to consider in finalising its SOI.”

 

ii)

Seaview Marina Limited Draft Statement of Intent 2020/21 to 2022/23 (20/11)

 

Mr Brian Walshe, Board Chair of Seaview Marina Ltd (SML) and Mr Alan McLellan, Chief Executive of SML elaborated on the draft Statement of Intent.

Mr Walshe, Chair, Seaview Marina Limited (SML) thanked members for their support.  He also thanked the General Manager, Corporate Services for the valuable work he had undertaken for SML.

 

RECOMMENdED: (Cr Edwards/Cr Rasheed)           Minute No. PFSC 20204

“That the Committee recommends that Council:

(i)    notes that the Board of Seaview Marina Limited (SML) has submitted a draft Statement of Intent (SOI) 2020-2023, attached as Appendix 1 to the report, in accordance with the Local Government Act 2002;

(ii)   notes that officers have reviewed the draft SOI for compliance with the Local Government Act 2002 and provided their analysis;

(iii)  receives the draft SOI;

(iv) reviews the draft SOI; and

 (v)  provides comment for the Board of SML to consider in finalising its SOI.”

 

iii)

Urban Plus Group Draft Statement of Intent 2020/21 to 2022/23 (20/12)

 

Mr Brian Walshe, Board Chair of Urban Plus Ltd (UPL) and Mr Craig Walton Chief Executive of UPL elaborated on the draft Statement of Intent.

Mr Walshe, Chair, Urban Plus Group (UPL) thanked members for their support.  He also thanked the General Manager, Corporate Services for the valuable work he had undertaken for UPL.

 

ReCOMMENDED: (Cr Edwards/Cr Briggs)                      Minute No. PFSC 20205

“That the Committee recommends that Council:

(i)    notes that the Urban Plus Group (UPL) Board has submitted a draft Statement of Intent (SOI) 2020/21 - 2022/23, attached as Appendix 1 to the report, in accordance with the Local Government Act 2002;

(ii)   notes that officers have reviewed the draft SOI for compliance with the Local Government Act 2002 and provided their analysis;

(iii)  receives the draft SOI;

(iv)  reviews the draft SOI and requests officers to arrange a workshop for councillors outlining options for potential changes to the UPL SOI, with a view to bringing back draft changes to discuss with the UPL Board to the next meeting of the Policy, Finance and Strategy Committee; and

(v)   provides comment for the UPL Board to consider in finalising its SOI (including any modifications suggested by the Committee arising under recommendation (iv) above).”

 

 

iv)

Council performance report for the half year ended 31 December 2019 (20/60)

 

Speaking under Public Comment, Mr M Shierlaw spoke in relation to the financial performance of Council and the significant increase in Rates proposal. He expressed concern that 4.1% of the increase was unecessary. He highlighted reasons contained in information circulated to members and officers.

The Chief Financial Officer commented on the circulated information. She said that the information must be seen in a broader context as the contents was based from the Long Term Plan 2018-2028 (LTP). She added that a lot of changes had been made after the LTP that was adopted in 2018.

The Chief Financial Officer noted that a lot of information had been prepared for the LTP Amendment. She added that the decision process amongst the Councillors would be supported by officers.

The Budgeting and Reporting Manager elaborated on the report.

In response to a question from a member, the Budgeting and Reporting Manager advised that the Dowse Museum Entrance project was small in comparison to the larger projects with greater costs.

 

Resolved:  (Cr Edwards/Deputy Mayor Lewis) Minute No. PFSC 20206

“That the Committee:

(i)    notes the Council’s performance results for the period 1 July 2019 to 31 December 2019; and

(ii)   notes the highlights and achievements as detailed in paragraph 5 in the officer’s report.”

 

ReCOMMENDED: (Cr Edwards/Deputy Mayor Lewis) Minute No. PFSC 20207

“That the Committee recommends that Council:

(i)      agrees to amend the operating expenditure budgets in 2019/20 as detailed in Table 1 within the officer’s report, for the funding transfers for the Emergency Management Office $0.15M and the Voice of Naenae $0.06M;

(ii)     does not agree to amend the operating expenditure budgets in 2019/20 as detailed in Table 1 within the officer’s report for the Community Facilities Trust $0.3M and the Events Centre budgets $0.33M and directs officers to reprioritise funding within the Annual Plan 2019/20 budgets to offset these costs;

(iii)    agrees to amend the capital expenditure budgets in 2019/20 as detailed in Table 1 within the officer’s report, which will result in increased costs of $0.9M, with the exception of Dowse Museum Entrance project;

(iv)    agrees to defer the Dowse Museum Entrance Project budget of $190k to 2022/23 for the reasons explained in Appendix 7 attached to the report; 

(v)     agrees to defer the operating expenditure budgets in 2019/20 as detailed in Table 2 within the officer’s report, which will result in reduced costs in 2019/20 of $0.94M;

(vi)    agrees to defer the capital expenditure budgets in 2019/20 as detailed in Table 2 within the officer’s report, which will result in reduced costs in 2019/20 of $9.88M; and

(vii)   agrees to bring forward funding of $0.3M into 2019/20 from the seismic strengthening funding set aside in the draft Annual Plan 2020/21 to enable work at Walter Nash Centre to be progressed as detailed in Table 3 within the officer’s report.”

 

v)

Three Waters Half Year Performance (20/161)

 

The Strategic Advisor City and Community Services elaborated on the report.

 

In response to a question from a member, the Strategic Advisor City and Community Services advised that he would report back to members on the street sumps and street sweeping maintenance programme.

 

Resolved: (Cr Edwards/Cr Brown)                     Minute No. PFSC 20208

“That the Committee notes the information in the report.”

 

5.

Three Waters Early Investment Signals for 2021/31 Long Term Plan (20/58)

Report No. PFSC2020/2/47 by the Strategic Advisor, City and Community Services

 

The Strategic Advisor City and Community Services elaborated on the report.

 

Resolved:  (Cr Edwards/Cr Dyer)                       Minute No. PFSC 20209

“That the Committee:

(i)    notes the complex challenges that are facing the City with the long term management of three waters infrastructure to safeguard the health and well-being of people and the environment;

(ii)   confirms the top five priorities for the Council are: maintaining existing infrastructure; planning for growth; having a sustainable water supply; ensuring healthy urban waters; and planning for climate change;

(iii)  notes that the investment required to address these challenges will need to be substantially increased for the 2021/31 Long Term Plan;

(iv)  directs officers to prepare an options and impact report for further consideration and engagement with the community as a lead in to the Long Term Plan2021/31;

(v)   directs officers to provide further information on policy development which will assist Council in addressing the identified challenges; and

(vi)  raises with Local Government New Zealand a co-ordinated approach to Central Government on a sustainable funding model to tackle the increased investment in three waters infrastructure.”

 

6.

Urban Plus Group Six Month Report to 31 December 2019 (20/15)

Report No. PFSC2020/2/45 by the Senior Accountant

 

Resolved: (Cr Edwards/Cr Dyer)                          Minute No. PFSC 20210

“That the Committee receives the half year report from Urban Plus Group attached as Appendix 1 to the report.”

 

Resolved(Cr Bassett/Cr Milne)                           Minute No. PFSC 20211

“That the Committee thanks the General Manager, Corporate Services for his superb contribution to the work he has undertaken for Council’s Controlled Organisations.”

7.

Full District Plan Review - Process, Timing and Resourcing (20/16)

Report No. PFSC2020/2/46 by the Head of District Plan Policy

 

The Head of District Plan Policy elaborated on the report.

 

In response to a question from a member, the Head of District Plan Policy advised that the Spatial Plan was being viewed from a higher top level whereas Naenae was focused at a more detailed level.  

 

Cr Dyer questioned the timeframe on the three options regarding the nature and extent of the community engagement.  He asked whether it was Council’s decision.  The Head of District Plan Policy said that it would be part of the discussions undertaken throughout the year including additional detail around the timeframe.

 

The Acting General Manager, City Transformation confirmed that a Council resolution was not required.  She noted that Council’s direction and guidance would be more applicable.

 

Resolved: (Cr Edwards/Cr Mitchell)                       Minute No. PFSC 20212

“That the Committee:

(i)    receives the report;

(ii)   notes the scope, process, timing and issues for the review; and

(iii)  notes that additional costs above those outlined in the report may arise in the future to implement new policy directions from central government, such as the National Policy Statement for Indigenous Biodiversity and National Policy Statement for Urban Development.“

For the reasons of complying with statutory requirements, ensuring the District Plan is current, and engages with the community.

 

8.

Submission on Proposed National Policy Statement for Indigenous Biodiversity (20/103)

Report No. PFSC2020/2/49 by the Head of District Plan Policy

 

The Head of District Plan Policy elaborated on the report.

 

Cr Mitchell expressed concern around protecting the bird species.  He asked for Council to support any species that was outside the significant natural areas.  He sought help with mapping and guidance on how the District Plan rules could be managed in those affected areas.

 

Resolved: (Cr Edwards/Cr Brown)                       Minute No. PFSC 20213

“That the Committee:

(i)    receives the report;

(ii)   approves the submission, as set out in Appendix 1 to the report, on the Proposed National Policy Statement for Indigenous Biodiversity; and

(iii)  agrees to delegate authority to the Chair of the Policy, Finance and Strategy Committee to liaise with Cr Mitchell on suitable wording in consultation along with the officers and the Chief Executive to finalise the submission, consistent with discussions and any amendments made by the Committee.”

For the reason that the submission represents the Council’s view on the Proposed National Policy Statement for Indigenous Biodiversity.

 

9.

The Hutt City Community Facilities Trust Six MonthLY Report to 31 December 2019 (20/13)

Report No. PFSC2020/2/43 by the Senior Management Accountant

 

Resolved: (Cr Edwards/Cr Dyer)                            Minute No. PFSC 20214

“That the Committee receives the half year report from the Hutt City Community Facilities Trust attached as Appendix 1 to the report.”

 

10.

Seaview Marina Limited Six MonthLY Report to 31 December 2019 (20/14)

Report No. PFSC2020/2/44 by the Senior Management Accountant

 

Resolved: (Cr Edwards/Cr Hislop)                                 Minute No. PFSC 20215

“That the Committee receives the half year report from Seaview Marina Limited attached as Appendix 1 to the report.”

 

11.

Strategic Property Portfolio - Update (20/82)

Report No. PFSC2020/2/48 by the Head of City Growth

 

The Head of City Growth elaborated on the report.

 

Resolved: (Cr Edwards/Cr Dyer)                                       Minute No. PFSC 20216

 

“That the Committee receives and notes the report.”

 

For the reason that the Property Working Group for Advancing Strategic Projects is required to report six monthly to this Committee on the portfolio of properties for advancing strategic projects.  This is for monitoring purposes.

 

12.

Draft Waste Management and Minimisation Bylaw template (20/147)

Report No. PFSC2020/2/68 by the Manager, Sustainability and Resilience

 

The Manager, Sustainability and Resilience elaborated on the report.

 

Resolved: (Cr Edwards/Cr Mitchell)                                  Minute No. PFSC 20217

“That the Committee agrees to the proposed amendments to the first draft Wellington Region Waste Management and Minimisation Bylaw template.”

13.     QUESTIONS   

          There were no questions.

There being no further business the Chair declared the meeting closed at 4.21 pm.

 

 

 

 

 

Cr S Edwards

CHAIR

 

 

 

 

CONFIRMED as a true and correct record

Dated this 24th day of March 2020