Agenda of Council - Wednesday, 20 March 2024

Council

20 March 2024

6.1 Mayoral Report - March 2024

File No.: 24/128

1. Purpose

1.1 The purpose of this report is for His Worship the Mayor to report to Council on community events and Council-related meetings attended during February 2024, and provide an update on items of interest.

2. Recommendation

2.1 That Report Mayoral Report - March 2024 be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

3. February 2024 - Meetings, Functions and Events Attended

3.1 The following meetings, functions and events were attended by Mayor Bernie, during the month of February 2024.

February 2024

Meeting with Amarjit Maxwell (Incoming THINK Hauora CE)

Horowhenua DC/NZTA quarterly regional relationship meeting

Mayor and Chief Executive – weekly catch up (1)

Muaūpoko Community Waitangi Day Event

Council meeting

Cuppa with a Councillor

Meeting with Darlene Rastrick, Regional Commissioner MSD

Medieval Market

Horowhenua Access & Inclusion Network Meeting

Mayor / Deputy Mayor & CE Monthly Meeting

Chief Executive Employment and Performance Committee Meeting

Council workshop and briefing (1)

Education Horowhenua Network Forum Meeting

Horowhenua Older Person’s Network

Te Takeretanga o Kura-hau-pō visit with Marion Read, LGNZ

Visit with Te Whanau Care Home manager

Catch-up with Josh Paroli, Tertiary Scholarship Student

Business After 5 meeting

Visit with Maddison Care Facility manager

Shannon and Bike Car Show

Visit with Matt and Gwen, Levin New World

Mayor and Chief Executive – weekly catch up (2)

Visit with Masonic Village manager

Risk & Assurance Committee meeting

Coast Access Radio – interview

Council workshop and briefing (2)

Visit Jason Davy, New World Foxton

Visit to Robert Harris Foxton

Catch-up with Mayor Bernie – Te Takeretanga o Kura-hau-pō

Purple Poppy Observance at the Levin Cenotaph

Making Rail Work for Levin – public meeting

Mayor’s Taskforce for Jobs – Governance Meeting

Citizenship Ceremony

Council workshop and briefing (3)

Mayor and Chief Executive – weekly catch up (3)

Meeting with Taxi Drivers – Road Safety Discussion

Waitārere Rise Flood Action Group Hui

Attachments

There are no attachments for this report.

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their benefits and costs, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

Signatories

Author(s)

Bernie Wanden

Mayor

Bernie Wanden

Approved by

Bernie Wanden

Mayor

Bernie Wanden

Council

20 March 2024

6.2 Proposed Remit to the 2024 LGNZ AGM

File No.: 24/118

1. Purpose

The purpose of this report is to present to Council a proposed remit for consideration. The remit has been put forward by Crs Tamihana and Hori Te Pa, as part of a wider cohort of Māori Ward Councillors from across the Horizons Region. This paper has been prepared on their behalf.

2. Recommendation

2.1 That Report 24/118 Proposed Remit to the 2024 LGNZ AGM be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

2.3 That Council support the following remit for consideration at the Zone Three Meeting and if successful, the LGNZ AGM 2024:

That LGNZ lobbies Central Government to ensure that Māori Wards and constituencies are treated the same as all other wards in that they should not be subject to a referendum.

3. Background/Previous Council Decisions

3.1 Māori wards and constituencies serve on district, city and regional Councils in New Zealand and represent local ratepayers and constituents registered on the Māori parliamentary electoral roll.

3.2 The purpose of Māori wards and constituencies is to ensure Māori are represented in local government decision making.

3.3 In February 2021, the Government at the time made legislative changes which would uphold local council decisions to establish Māori wards and abolish the existing law which allowed local referendums to veto decisions by councils to establish Māori wards.

3.4 The Local Electoral (Māori Wards and Māori Constituencies) Amendment Act 2021, eliminated mechanisms for holding referendums on the establishment of Māori wards and constituencies on local bodies.

3.5 Many Councils, including Horowhenua District Council, took the opportunity to make decisions about establishing Māori wards after the law change and as a result, the 2022 local elections saw six of the eleven regional councils (54.5%) have Māori constituencies and 29 of the 67 territorial authorities (43.3%) have a Māori ward/s.

3.6 Horizons Regional Council, and all seven District Councils of this region, have Māori wards.

3.7 Following the legislation changes, there was a significant increase in Māori representation. The 2022 Local Government election saw the highest number of Māori elected members in local government, growing from 5% to 22%. It is evident the introduction of Māori wards and constituencies empowered more Māori to nominate, stand, vote, and participate in local government.

4. Issues for Consideration

4.1 The current Coalition Government has indicated that they will make legislative changes which will only apply to Māori Wards and not general wards. The legislative changes will require Councils who established a Māori Ward without a community referendum, to hold a community referendum.

4.2 The Horizons Region Māori Ward rōpū believe that this shows a prejudice against Māori, a complete lack of fairness and will likely result in further disengagement of Māori in the activities of local government.

4.3 This proposed remit seeks to ensure that the status quo remains, where Councils are empowered to make decisions about the make-up of their representation through the Representation Review process.

4.4 Should legislative changes be made, this will present a number of significant timing and resourcing challenges for Council, ahead of the 2025 election. Guidance from government of the expectation or implementation of this coalition agreement is at this stage unclear. However, this remit seeks to provide an advocacy platform to ensure that the establishment and maintenance of wards not be specific to Māori Wards, but to all Wards.

4.5 Prior to being submitted to LGNZ, remits must have formal support from at least one zone or sector group meeting, or five councils.

4.6 As such the following remit is proposed and should it be endorsed by Council, it will be presented at the March 2024 Zone Three Meeting:

4.7 That LGNZ lobbies Central Government to ensure that Māori Wards and constituencies are treated the same as all other wards in that they should not be subject to a referendum.

4.8 The proposed remit fits within LGNZ’s current policy position, which outlines that Māori wards and constituencies should be treated the same as other wards in that they should not be subject to a referendum or if so, all wards should be subjected to the referendum.

4.9 While support for Māori Wards and their fair treatment has been voiced by LGNZ, there is currently not a definitive outcome or change of stance from the government. It therefore appears that the government is proceeding with its proposed legislative changes.

4.10 Support for this remit via a LGNZ AGM process will provide more impetus, and ensure that this is in the LGNZ work plan.

Attachments

There are no attachments for this report.

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their benefits and costs, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

Signatories

Author(s)

Monique Davidson

Chief Executive Officer

Approved by

Monique Davidson

Chief Executive Officer

Council

20 March 2024

File No.: 24/127

7.1 Service Delivery - Section 17 A Review prioritised workplans

1. Purpose

1.1 The purpose of this report is to provide Council with an update on the programme of the Local Government Act (2002) Section 17A Reviews.

This report directly aligns with one of Council’s top 10 priorities "Get the basics right and support the customer focused delivery of core services" and actively supports out other area of focus "Review and approve Section 17a Reviews, to ensure we are reviewing the way we deliver services"

2. Recommendation

2.1 That Report 24/127 Service Delivery - Section 17 A Review prioritised workplans be received.

2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002.

2.3 That Council endorse the attached Section 17 A prioritised work program.

3. Background/Previous Council Decisions

3.1 In 2014 changes to legislation were made with the introduction of Section 17A of the Local Government Act (‘LGA’) which placed an obligation on local authorities to routinely review their services for cost effectiveness.

3.2 Under the act Council is required to review the cost-effectiveness of current arrangements for meeting the needs of communities within its district or region for good-quality local infrastructure, local public services, and performance of regulatory functions.

3.3 The review should consider three elements: how a service is governed, how it is funded, and how it is delivered. The intent of the legislation is to encourage efficiencies as well as collaboration between councils. Reviews provide an opportunity to improve the delivery of services to our residents, ratepayers and visitors.

3.4 The Council must also do this in conjunction with consideration of any significant change to relevant service levels, within two years before the expiry of any contract (that is materially significant to the delivery of the service), but not later than six years following the last review. Exceptions are allowed under this section, provided the Council is convinced that the potential benefits do not warrant the associated review costs.

3.5 The review process is an opportunity to frame the facts, issues and constraints around each activity to councillors.

3.6 In February 2023, the Council adopted its Council Plan on a Page and identified organisation KPI’s. Among the designated Other Areas of Focus outlined in the Plan was the commitment to 'Review and approve Section 17A Reviews, ensuring a thorough assessment of service delivery methods. This work also forms a key organisation KPI.

3.7 This report and attachment marks the next phase of the program dedicated to the objective outlined in the Other Area of Focus.

3.8 Council Officers compiled a current state spreadsheet for Section 17A, drawing insights from internal file storage systems, legislative references, and feedback from activity managers. This was presented to Council at its 13 December 2023 meeting for noting.

3.9 This spreadsheet served as a valuable tool in pinpointing gaps within our required Section 17A reviews, identifying those that are overdue, and highlighting upcoming Section 17A reviews.

3.10 Attached to this paper is workplans that have been developed for the 2024 and 2025 calendar year. Reviews included in these two years have been identified as having the highest priority. Reviews are grouped together for efficiencies.

3.11 The Section 17A Review Workplans will be reviewed at the beginning of each calendar year. The review will consider the following:

· Is it practical and meaningful to conduct the review

· Is there an opportunity to align with other Council processes to conduct Section 17A reviews

3.12 Once a review is completed it will be added to the list to be reviewed and prioritised at the beginning of each calendar year.

3.13 Officers will also continue to be flexible to opportunities where we are undertaking BAU business requirements and will tie in reviews at the same time to ensure that we work smarter through other processes.

4. Issues for Consideration

4.1 Status of Section 17A Reviews:

Currently, a number of Section 17A reviews are overdue, requiring attention to ensure compliance with legislative obligations. Additionally, several reviews are scheduled for the coming years, requiring planning and allocation of resources. Clear identification of the specific reviews that are overdue, those due next year, and in subsequent years is crucial for effective management and timely completion.

4.2 Balancing Benefits and Costs:

The evaluation of Section 17A reviews involves assessing the benefits derived from each review against the associated costs. It is imperative to consider whether the potential improvements in cost-effectiveness and service delivery justify the resources invested in conducting the reviews. This analysis will aid in making informed decisions on prioritising reviews based on their perceived impact on community outcomes and organisational efficiency.

5. Next Steps

5.1 Once Council agrees upon the order of priority, officers will be able to take the necessary steps to commence reviews.

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their advantages and disadvantages, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

6. Attachments

No.	Title	Page
a ⇩	S17A Review Prioritised Work plan	18

Author(s)

Charlie Strivens

Senior Advisor - Organisation Performance

Approved by

Jacinta Straker

Group Manager Organisation Performance

Monique Davidson

Chief Executive Officer

Council

20 March 2024

File No.: 24/147

7.2 Liquefaction: Policy Approach Update

1. Purpose

1.1 This report seeks approval to adopt the updated desktop mapping assessment and resulting proposed changes to the policy approach. The aim is to enhance the customer experience and to improve districtwide outcomes.

2. Executive Summary

2.1 The updating of the liquefaction policy approach is proposed with the view to further simplifying the process through which our community can assess and determine the risk of liquefaction prior to development.

2.2 Each proposed initiative aims to enhance the current policy process and its application in the community, improving visibility, reducing time, cost and effort overall.

3. Recommendation

3.1 That Report 24/147 Liquefaction: Policy Approach Update be received.

3.2 That this matter or decision is recognised as not significant in terms of S76 of the Local Government Act.

3.3 That Council adopts Option 1, Status Quo - Retain current policy approach and do not adopt the Horowhenua District Liquefaction Vulnerability Assessment attached as Appendix A. Noting cost has already been incurred to complete the level A desktop assessment.

3.4 That Council adopts Option 2 - Adopt Horowhenua District Liquefaction Vulnerability Assessment attached as Appendix A and adopt policy approach D for building consents & C for resource consents as outlined in the report Options for Liquefaction Assessment for Resource and Building Consent, attached as Appendix B.

This approach would see the development of Horowhenua-specific guidance for all buildings consents except for commercial or industrial development. These latter developments would have no liquefaction assessment/mitigation guidance provided to engineering practitioners. Resource consents would be treated in a similar manner except for urban residential scale developments, which would adopt the Canterbury guidance.

3.5 That Council adopts Option 3 - Adopt Horowhenua District Liquefaction Vulnerability Assessment attached as Appendix A and adopt policy approach D for building consents & C for resource consents as outlined in the report Options for Liquefaction Assessment for Resource and Building Consent, attached as Appendix B with the modified screening tool attached as Appendix C.

This approach would see the development of Horowhenua-specific guidance for all buildings consents except for commercial or industrial development. These latter developments would have no liquefaction assessment/mitigation guidance provided to engineering practitioners. Resource consents would be treated in a similar manner except for urban scale residential developments which would adopt the Canterbury guidance.

In addition the modified screening tool would be utilised to further refine and enhance guidance.

3.6 That Council adopts Option 4 - Acknowledge that the improvement process is ongoing and that continued investment in time be employed to enhance the HDC approach to Liquefaction Policy, including meeting with MBIE, MfE and consulting engineers directly to develop further clarity of intent and approach.

4. Background / Previous Council Decisions

4.1 In November 2019, the Ministry of Business, Innovation and Employment (MBIE) made changes to the New Zealand Building Code which limit the application of the B1 Acceptable Solution B1/AS1 so that it may not be used on ground prone to liquefaction or lateral spreading from 29 November 2021 onward. This was implemented by changing the definition of ‘Good Ground’ to exclude land with the potential for liquefaction and/or lateral spreading.

4.2 In preparation for the changes to the New Zealand Building Code, MBIE advised Councils to undertake hazard mapping and identify liquefaction-prone areas using the Ministry for the Environment (MfE)/MBIE liquefaction mapping guidance

4.3 New liquefaction maps were produced for the Horowhenua District as part of the growth planning work, which have been able to be used to support implementation of the changes to B1/AS1. These maps were based on investigations and a report by Tonkin & Taylor that was undertaken in accordance with the MfE mapping guidance and mapped the growth areas to a low level of precision. The maps did not include the areas of the district that hadn’t been identified as potential future growth areas, meaning that there are large areas of the district maps where the liquefaction risk hadn’t been assessed or where it had been assessed but the investigations were not sufficient to confirm the level of risk.

4.4 A Liquefaction Policy Approach was adopted by Council at a meeting on 10 August 2022.This policy approach allowed for the use of a simplified screening approach and shallow ground investigations for properties identifying as having an “unlikely”, “possible” or “undetermined” liquefaction risk. The policy approach did not apply to the large areas of the district that were unmapped or unassessed.

4.5 At the Council meeting on 10 August 2022, the decision was also made to carry out a Level A desktop assessment exercise to produce further mapping of the district, in order to resolve the areas that had previously been unassessed.

4.6 The new maps have been produced and the additional data provided has enabled the current policy approach to be revised.

4.7 The desktop assessment utilised data from across the district, combined with natural geographic features to provide a mapped representation covering a greater extent of the district. Prior maps were centered on Levin and some of the other communities across the district, yet provided very limited indication of ground quality district wide.

4.8 The intent of the proposed changes resulting from the Level A assessment were discussed in more detail during council workshops on the 20^th of September and the 8th of November 2023.

4.9 At these workshops concerns were raised by councillors around the accuracy of the data and around engagement with government departments to understand and refine the intent of the MBIE guidance. The concern was noted in relation to the data provided, however the proposed changes do not engage the new mapping in isolation, as the MBIE guidance still requires testing to be completed at the building site level as the BCA is required to ensure the foundation design is appropriate for the liquefaction risk posed.

4.10 The new mapping provides for a new starting point for all areas of the district and has enabled the opportunity to refine and enhance the current policy approach employed by council during the Liquefaction assessment process.

5. Discussion

5.1 Proposed changes to the current policy approach are listed in the table below, in real terms the impact of these changes on our community are reflected in the points following.

5.2 Option 1 - No change from the current approach

5.3 Option 2 - In accordance with the report “Options for Liquefaction Assessment for Resource and Building Consents”, attached as Appendix B;

- Adopt Policy C for Subdivisions (SUB or RCs)) – due to higher risk, developers can provide economies of scale while this approach provides more assurances/cost savings to future land owners.

- Adopt Policy D for Building Consents (BCs) – this is higher risk, but this is a short term approach because if Policy C is implemented at SUB stage more detailed data will be available

Benefits of proposed new approach:

5.4 Less onerous on individual property owners when it comes to building a house as more awareness will be provided early where assessments have been completed during subdivision.

5.5 Shifts responsibility to determine liquefaction category status to the first point in the process, which includes the resource consent stage.

5.6 Where assessments are completed prior to subdivision future property owners will have access to more information that will inform the types of foundations required, prior to purchase

Risks of proposed new approach:

5.7 Adverse developer reaction to testing at subdivision stage

5.8 May impact the some growth areas or developments from a total cost of ownership perspective, including infrastructure considerations

5.9 Option 3 - Adopt Option 2 with modifications to the screening tool as outlined in Appendix C, so there is more clarity (fewer steps) and investigations required for consents will be determined more by geomorphic terrain than initial mapping. If the ground is too hard and difficult to get to 4m with bore hole/test pit, engineers can confirm refusal and state likely reasons for refusal

5.10 This shortens & simplifies the screening tool and balances risk and outcomes, resulting in improved customer experience and community outcomes.

Summary of Changes Proposed In Option 3

5.11 Removal of the unassessed aspect of the mapping is expected to reduce the volume of difficult and costly CPT testing requirements

6. Options

6.1 Option 1 - Retain current policy approach and do not adopt the Horowhenua District Liquefaction Vulnerability Assessment attached as Attachment B. Noting cost has already been incurred to complete the Level A desktop assessment.

6.2 Option 2 - Adopt Horowhenua District Liquefaction Vulnerability Assessment attached as Attachment B and adopt policy approach D for building consents & C for resource consents as outlined in the report ‘Options for Liquefaction Assessment for Resource and Building Consent’, attached as Attachment C.

6.3 Option 3 - Adopt Option 2 in combination with the modified screening tool attached as Attachment D.

6.4 Option 4 - Acknowledge that the improvement process is ongoing and that continued investment in officer time be employed to enhance the HDC approach to Liquefaction Policy, including meeting with MBIE, MfE directly to develop further clarity of intent and approach.

Cost

6.5 Any costs in relation to this proposal have already been incurred when additional desktop assessment approval was provided by council.

Rate Impact

6.6 There will be no rate impacts arising.

Community Wellbeing

6.7 The overall intent of the MBIE led guidance around Liquefaction is to enhance community wellbeing and outcomes when building or developing, this report serves to provide some localised management enhancements for our community.

Consenting Issues

6.8 There are no Consents required or consenting issues arising.

LTP Integration

6.9 There is no LTP programme related to the options or proposals in this report.

7. Consultation

7.1 There was no consultation undertaken. There will be a need to communicate and advice of any changes to the current methodology. This will be completed as required.

8. Legal Considerations

8.1 There are no Legal Requirements or Statutory Obligations affecting options or proposals. All outcomes are intended to remain within the guidance provided by MBIE around Liquefaction handling.

9. Financial Considerations

9.1 There is no financial impact.

10. Iwi Considerations

10.1 There are no Iwi considerations arising.

11. Climate Change Considerations

11.1 There is no Climate Change impact.

12. Environmental Considerations

12.1 There are no Environmental considerations.

13. Health & Safety Considerations

13.1 There is no Health & Safety impact.

14. Other Considerations

14.1 There are no other considerations.

15. Next Steps

15.1 If the proposed recommendations are not adopted then the methodology currently in place will remain and continue to be applied as standard.

16. Supporting Information

Strategic Fit/Strategic Outcome

Decision Making

Consistency with Existing Policy

Follows on from prior council Liquefaction Policy Adoption arising from the 10^th of August 2022 Council Meeting.

Funding

Confirmation of statutory compliance

In accordance with section 76 of the Local Government Act 2002, this report is approved as:

a. containing sufficient information about the options and their advantages and disadvantages, bearing in mind the significance of the decisions; and,

b. is based on adequate knowledge about, and adequate consideration of, the views and preferences of affected and interested parties bearing in mind the significance of the decision.

17. Attachments

No.	Title	Page
a ⇩	Current Options for liquefaction assessment in Horowhenua District	31
b ⇩	Liquefaction Vulnerability Assessment - 20 February 2023	54
c ⇩	Options for liquefaction assessment in Horowhenua District - June 2023	119
d ⇩	Proposed revised screening tool	143

Author(s)

Blair Spencer

Group Manager Housing & Business Development

Approved by

Monique Davidson

Chief Executive Officer

Risk and Assurance Committee

21 February 2024

Risk and Assurance Committee

OPEN MINUTES

UNCONFIRMED

Minutes of a meeting of Risk and Assurance Committee held in the Council Chambers, 126-148 Oxford St, Levin on Wednesday 21 February 2024 at 10:00 am.

present

Chairperson	Cr Sam Jennings
Deputy Chairperson	Cr Paul Olsen	Apology
Members	Cr Alan Young	Apology
	Cr Clint Grimstone
	Cr Jonathan Procter	Apology
	Cr Piri-Hira Tukapua
	Mayor Bernie Wanden
	Jenny Livschitz	Independent Member
	Sarah Everton	Independent Member

IN ATTENDANCE

Reporting Officer	Jacinta Straker	Group Manager - Organisation Performance
	Monique Davidson	Chief Executive
	Daniel Haigh	Group Manager - Community Infrastructure
	Brent Harvey	Group Manager - Community Experience and Services
	David McCorkindale	Group Manager – Community Vision and Delivery
	Blair Spencer	Group Manager – Housing & Business Development
	Ashley Huria	Business Performance Manager
	Tanya Glavas	Health and Safety Lead
	Vaimoana Miller	Customer & Compliance Manager

Meeting Secretary	Grayson Rowse	Principal Advisor – Democracy
	Alice Petersen	Democracy Support Officer

1 Apologies

Resolution Number RAACC/2024/1

MOVED by Cr Jennings, seconded Mayor Wanden:

That an apology from Councillors Paul Olsen, Jonathan Proctor and Alan Young be received and accepted.

Carried

2 Public Participation

There was no public participation.

3 Late Items

To consider, and if thought fit, to pass a resolution to permit the Council to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i) The reason why the item was not on the Agenda, and

(ii) The reason why the discussion of this item cannot be delayed until a subsequent meeting.

Late item

Resolution number RAACC/2024/2

MOVED by Cr Jennings, seconded Mayor Wanden :

That Item C1 in relation to Risk Management – Risk Register be accepted for consideration as a late item. The reason this item is late is that it was not finalised by the time the agenda was published and it cannot wait until the next meeting as the information in the report will be out of date by the time of the next meeting.

CARRIED

4 Declaration of Interest

The Mayor declared an interest in item 6.4 Sensitive Expenditure Report noting his expenses were included in the report.

5 Confirmation of Minutes

Resolution Number RAACC/2024/3

MOVED by Cr Jennings, seconded Cr Grimstone:

That the minutes of the meeting of the Risk and Assurance Committee held on Wednesday, 8 November 2023, be confirmed as a true and correct record.

That the minutes of the meeting of the In Committee Meeting of Risk and Assurance Committee held on Wednesday, 8 November 2023, be confirmed as a true and correct record.

Carried

6 Reports for Noting

6.3	Health, Safety and Wellbeing Quarterly Report - October to December 2023
	This report provided the Committee with health, safety and wellbeing information and insights from 1 October to 31 December 2023.
	Officers were introduced the meeting and presented the report Safe Plus Assessment final report received and improvement in all 10 categories noted, with the organisation leading in 7 out of the 10 categories. Recommendations from report to be included in the internal work programme. The Assessor noted and thanked the involvement of Elected Members in the assessment. Health and Safety critical risks now included in reports going forward. Deep dive into Animal Control activity was completed in the last quarter and shows good management of resources and processes to maintain a safe and healthy workplace. The Chair thanked officers and noted the Safe Plus Assessment report and progress. Mayor Wanden sought clarification of the three areas where not leading. These are in the risk management area although there has been improvement, and the organisation is now focusing on this area. The next assessment will be in 24 months. Seven unresolved incidents were reported which was higher than previous reports. Officer clarified that this measure relates to reported incidents being reviewed within two weeks of being reported, and assured the committee that all the incidents had been reviewed. One review was not completed within the two week timeframe as this was used as a training activity for a new staff member – the incident was minor in nature. Other unresolved incidents were in the aquatics activity, and were reported during high usage and activity at the facility but were of a minor nature; these were triaged for a later review due to staff workloads. They have since been reviewed The Safety and Wellbeing Action plan identified the development of a Strategic Charter for safety and wellbeing, and this reported as now being completed. Committee members discussed the deep dive in to Animal Control. The Dog Control By-law is due for review in 2025. There are a number of new staff in the Animal Control area so there is a focus on training. Along with peer training, specialised training in de-escalation techniques is being provided. There is a need for some traffic management/control training, however there is very little in the way of traffic control training relevant to animal control. When traffic control need to officers work the NZ Police. Risks associated with property visits are managed through reviewing alerts in relation to properties or particular dogs. These alerts are maintained by Animal Control Offices and are accessible to all Animal Control Officers. Prior to any property visit a risk assessment is conducted, noting any alerts, to determine the appropriate response. For first time visits to an unknown property two officers will attend. Currently dog control officers are trialling a satellite tracking/emergency locater for visits to remote areas where cell phone coverage is unreliable. The Dog Control Facility is in need of replacement as it does not meet statutory requirement and poses a risk to staff. Electronic controlled access has be introduced to improve safety for staff, and other repairs to the facility are undertaken as needed.
	Resolution Number RAACC/2024/4 MOVED by Cr Jennings, seconded Cr Grimstone: 2.1 That Report 24/41 Health, Safety and Wellbeing Quarterly Report - October to December 2023 be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. Carried

6.1	Treasury Update - December 2023
	This report updated the committee on the Bancorp Treasury Reporting Dashboard for the December 2023 quarter.
	The Chair noted the receipt of the Standard and Poors rating update. This is affecting TLA across New Zealand. The rating update for Council is from AA stable to AA negative outlook. The flow on effect for Council is a higher cost of borrowing. In development of LTP officers have been conservative in their estimates of returns from asset sales, and limiting expenditure plans in response. Capital programme has been limited and the revenue expectations have been moderated to minimise the risk posed by increasing interest rates and maintaining an appropriate debt to revenue ratio. Discussion was held on the decision to not have the LTP Consultation Document audited. The final Long Term Plan will be audited. The future risk posed by the changing borrowing rate landscape is being carefully managed. Officers are in active discussion with its treasury advisors at Bancorp looking at longer interest rate swaps. Projections provided by Bancorp have been used for planning purposes with a small contingency in year 1. Given change in S&P downgrade it may be prudent to look at this margin, and to seek further advice. A report at a future meeting was requested summarising the risk assessment of changing interest rates, including looking at contingencies.
	Resolution Number RAACC/2024/5 MOVED by Cr Jennings, seconded Mayor Wanden: 2.1 That Report 24/33 Treasury Update be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. 2.3 That the Committee notes the Bancorp Treasury Reporting Dashboard for the December 2023 quarter. Carried

6.2	Civic Financial Services - Statement of Intent 2024
	This report updated elected members on the Civic Financial Services - Statement of Intent for 2024.
	Officers introduced the report, noting there is only one HDC staff member enrolled in this scheme, and the administration fee has been reduced from 0.35% to 0.33%.
	Resolution Number RAACC/2024/6 MOVED by Cr Jennings, seconded Mayor Wanden: 2.1 That Report 24/59 Civic Financial Services - Statement of Intent 2024 be received. 2.2 That this matter or decision is recognised as not significant in terms of S76 of the Local Government Act. 2.3 That the Committee notes the Civic Financial Services - Statement of Intent for 2024 Carried

6.4	Sensitive Expenditure Report
	This report provided the information required for the Committee to note Sensitive Expenditure of the Mayor, Elected Members and Chief Executive for compliance with Council’s Sensitive Expenditure Policy.
	Mayor Wanden stepped away from the table and took no part in this item, having previously declared an interest in this item Officers presented this report for the first time. The intentions is to provide on a six monthly basis. The Chair noted he has oversight of some of the sensitive expenditure. If further details of expenditure is required, the finance team have those further details available. Committee members noted other councils release all details, but at current levels of detail of expenditure the report is reasonable. Further development of disclosures might be warranted for higher levels of expenditure. Officers to further develop the report for next meeting.
	Resolution Number RAACC/2024/7 MOVED by Cr Jennings, seconded Mrs Everton: 2.1 That Report 24/60 Sensitive Expenditure Report be received. 2.2 That this matter or decision is recognised as not significant in terms of S76 of the Local Government Act. Carried

Mayor Wanden returned to the table

6.5	Risk and Assurance Committee Work Programme
	This report provided the Risk and Assurance Committee with an outline of a Draft Work Programme.
	Discussion on future work programme to be arranged with independent members and elected members and to report back to this committee. An update on the Legislative compliance reporting was provided. A reporting tool to assist with legislative compliance and reporting has been identified. This will be implemented subject to LTP funding
	Resolution Number RAACC/2024/8 MOVED by Cr Jennings, seconded Mrs Livschitz: 2.1 That Report 24/56 Risk and Assurance Committee Work Programme be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. 2.3 That the Risk and Assurance Committee notes the Finance, Audit and Risk Committee Work Programme. Carried

6.6	Continuous Improvement and Audit Actions Monitoring Report
	This report updated the Risk and Assurance Committee on progress of the action items from previous resolutions.
	Resolution Number RAACC/2024/9 MOVED by Cr Jennings, seconded Mayor Wanden: 2.1 That Report 24/37 Continuous Improvement and Audit Actions Monitoring Report be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. Carried
	The Chair noted the large number of items that have been closed off as being completed. Members noted the high detail of reporting. The Audit Management letter received and new actions noted. It was noted the Finance team were not always across property transactions; this had been the situation in the past – the team are currently developing a formal process involving finance team from the start of any property procurement or disposal. All three waters asset information will be contained in one system, allowing for a cohesive view of that asset class. The committee questioned how they can we be assured that contractors and external parties are meeting our CRM reporting expectations. Audit had commented on remedial work being completed in this area. The change was made part way through the audit year, so Audit will test this area again at a subsequent audit. Officers are confident the remedial work will provide the committee with the reassurance it seeks.
	Resolution Number RAACC/2024/10 MOVED by Cr Jennings, seconded Mrs Everton: 2.3 That the Risk & Assurance Committee notes the final 2022/23 Audit Management letter in Attachment A. 2.4 That the Risk & Assurance Committee notes the Risk & Assurance Committee resolution and actions monitoring report in Attachment B. Carried

8 Procedural motion to exclude the public

Resolution Number RAACC/2024/11

MOVED by Cr Jennings, seconded Mayor Wanden:

That the public be excluded from the following part(s) of the proceedings of this meeting.

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 follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

C1 Risk Management - Risk Register

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(e) - The withholding of the information is necessary to avoid prejudice to measures that prevent or mitigate material loss to members of the public.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

Carried

11.40 am The public were excluded.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

12.20 pm There being no further business, the Chairperson declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF Risk and Assurance Committee HELD ON

DATE: ...........................

CHAIRPERSON:

Te Awahou Foxton Community Board

04 March 2024

Te Awahou Foxton Community Board

OPEN MINUTES

UNCONFIRMED

Minutes of a meeting of the Te Awahou Foxton Community Board held in the Te Awahou Nieuwe Stroom, 92 Main Street, Foxton on Monday 4 March 2024 at 6:00 pm.

present

Chairperson		Mr John Girling
Deputy Chairperson		Mr Trevor Chambers
Members		Mrs Nola Fox
		Mr Brett Russell
		Mr David Roache
		Deputy Mayor David Allan

IN ATTENDANCE

Reporting Officer	Monique Davidson	Chief Executive
	Grayson Rowse	Principal Democracy Officer
Meeting Secretary	Alice Petersen	Business Support Officer

1 Apologies

There were no apologies.

2 Public Participation

There was no public participation.

3 Late Items

Resolution Number TAFCB/2024/

MOVED by Mr Girling, seconded Mr Roache:

That Te Awahou Foxton Community Board agree to consider late item C1 Foxton Wastewater Agreement - Information Only Report.

Carried

The Chair advised as this item is In-committee this item will be considered last.

4 Declaration of Interest

Deputy Mayor Allan declared that he would be involved in the Council decision making process, and so therefore in order to not be seen to pre-determine this matter, he withdrew from discussion, and debate and voting in item 8.1.

5 Confirmation of Minutes

Resolution Number TAFCB/2024/5

MOVED by Mr Roache, seconded Mr Chambers:

That the minutes of the meeting of the Te Awahou Foxton Community Board held on Monday, 4 December 2023, be confirmed as a true and correct record.

That the minutes of the meeting of the Extraordinary Meeting of the Te Awahou Foxton Community Board held on Tuesday, 23 January 2024, be confirmed as a true and correct record.

Carried

8.1	Foxton Beach Endowment Fund Review Process
	1. Purpose 1.1 This is a follow up on the previous Foxton Beach Endowment Fund report which now includes all attachments and aims to present the review paper for the Foxton Beach Endowment Fund to the Te Awahou Foxton Community Board. The purpose is to seek endorsement from the board to proceed to Council for official adoption.
	Resolution Number TAFCB/2024/6 MOVED by Mrs Fox, seconded Mr Roache: 2.1 That Report24/49 Foxton Beach Endowment Fund Review Process be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. Carried
	Chief Executive Monique Davidson introduced the report thanking officers and hapū for their work together to design a joint process. Monique noted the work and conversations between Te Awahou Foxton Community Board, hapū and officers to get to this point highlighting the visit on to Paranui Pā late last year. The Chair invited hapū representative Hayden Turoa to also speak to the report as this review process has been taken together as Mr Turoa highlighted. Mr Turoa also highlighted appendix A to the “Foxton Beach Endowment Fund Review” paper is a Waitangi Tribunal paper that commissioned by the Crown Forestry Rental Trust.
	Resolution Number TAFCB/2024/7 MOVED by Mr Girling, seconded Mr Russell: That Board thanks Hayden Turoa for his imput .Carried
	Resolution Number TAFCB/2024/8 MOVED by Mr Girling, seconded Mr Russell: 2.3 That Te Awahou Foxton Community Board support the proposed approach as outlined in the Foxton Beach Endowment Fund Review Process paper. 2.4 That Te Awahou Foxton Community Board recommend Council adopt the Foxton Beach Endowment Fund Review Process including reference to pages 85 & 86 of Appendix A, the complete work. Carried
	The Chair asked the Chief Executive to make comment on the funding of the Foxton Beach Endowment Fund review. The advice was the Board should provide guidance of their preference for where the funding is sourced.
	Resolution Number TAFCB/2024/9 MOVED by Mr Roache, seconded Mrs Fox: That Te Awahou Foxton Community Board recommend that Council fund the review of the Foxton Beach Endowment Fund Review Carried
	Attachments 1 Pages 85 & 86 of Wai2200 #A193 - Porirua ki Manawatū Inquiry District Local Government Issues Report by Suzanne Woodley June 2017

6 Presentations

6.1

Horowhenua Community Camera Trust

Mr Ted Melton presented for the Horowhenua Community Camera Trust (HCCT). Mr Melton highlighted the work of the volunteers for the trust noting how they are selected and vetted.

Mr Melton advised the purpose of the cameras, how footage can only be requested by the police and if it’s not requested within 60 days it is erased. Also noted was the ddecisions for locations of cameras is influenced from mostly local police but also community and iwi.

Mr Brett Gilles also presented. He advised HCCT are about 2 months 2 months behind schedule for Foxton camera installation due to extenuating circumstances but they have serval locations lined up and plan to be operational on Foxton’s Main Street in 3 months.

Mr Gilles and Mr Melton thanked the board for their support.

Resolution Number TAFCB/2024/10

MOVED by Mr Russell, seconded Mr Roache:

That the Board thank Ted Melton and Brett Gilles for their presentation for the Horowhenua Community Camera Trust.

Carried

7 Elected Members Reports

7.1	Chairperson's Report
	1. Purpose 1.1 To receive the Chairperson’s report highlighting matters of interest to Te Awahou Foxton Community Board.
	Resolution Number TAFCB/2024/11 MOVED by Mr Roache, seconded Mr Russell: 2.1 That Report 24/89 Chairperson's Report be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. Carried
	Mr Girling highlighted 3.4 regarding presentation by Dr. Gillian Rapson given at a Manawatū Estuary Management Team workshop. Mr Girling advised he has invited Dr Rapson to present at a future Te Awahou Foxton Community Board meeting and extends invitation to Councillors to hear the presentation.

7.2	Community Board Member Report - Nola Fox
	1. Purpose 1.1 To report back on liaison activity in relation to: · MAVtech · Foxton Beach Community Centre · Foxton Beach Progressive Assn Inc.
	Resolution Number TAFCB/2024/12 MOVED by Mr Roache, seconded Mr Russell: 2.1 That Report 24/76 Community Board Member Report - Nola Fox be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. Carried
	Report was taken as read and there were no questions.

7.3	Community Board Member Report - Brett Russell
	1. Purpose 1.1 To report back on liaison activity in relation to: · The Manawatu Estuary Trust · Wildlife Foxton Trust · The Horowhenua Community Camera Trust
	Resolution Number TAFCB/2024/13 MOVED by Mr Roache, seconded Mr Chambers: 2.1 That Report 24/90 Community Board Member Report - Brett Russell be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. Carried
	Report was taken as read and there were no questions.

8 Reports

8.2	Foxton Beach Freeholding Account Update
	1. Purpose 1.1 This report provides the Board the most recent Foxton Beach Freeholding account statement.
	Resolution Number TAFCB/2024/14 MOVED by Mr Girling, seconded Mr Roache: 2.1 That Report 24/63 Foxton Beach Freeholding Account Update be received. 2.2 That this matter or decision be recognised as not significant in terms of s76 of the Local Government Act 2002. Carried
	Query from the table of the drop in rent revenue, Chief Executive advised this is due to the sale of property that were generating rent income prior to sale.

8.3	Horowhenua District Council Organisation Performance Report February 2024
	1. Purpose 1.1 To present the Organisation Performance Report for February 2024 highlighting areas of interest to the Foxton Community.
	Resolution Number TAFCB/2024/15 MOVED by Mrs Fox, seconded Mr Roache: 2.1 That Report 24/65 Horowhenua District Council Organisation Performance Report February 2024 be received. 2.2 That this matter or decision is recognised as not significant in terms of S76 of the Local Government Act. Carried
	Officers introduced the report and advised this report will be presented to the Board quarterly. The Board had a positive response to the report and thanked officers for their work.

9 Procedural motion to exclude the public

Resolution Number TAFCB/2024/16

MOVED by Mr Girling, seconded Mrs Fox:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C1 Foxton Wastewater Agreement - Information only report

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

Carried

6.53pm The public were excluded.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

7.09 pm There being no further business, the Chairperson declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF Te Awahou Foxton Community Board HELD ON

DATE: ...........................

CHAIRPERSON:

Council

20 March 2024

Exclusion of the Public : Local Government Official Information and Meetings Act 1987

The following motion is submitted for consideration:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C1 Levin Town Centre Transformation - Request for Expressions of Interest - Redevelopment of the Bath Street/Salisbury Street Carpark, Levin

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

C2 Oxford Street Plane Trees

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

C3 Council Resolution and Actions Monitoring Report March 2024

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

C4 Proceedings of the Chief Executive Employment and Performance Committee 14 February 2024

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

Mayor	B Wanden
Deputy Mayor	Cr D Allan
Councillors	Cr P Tukapua
	Cr R Brannigan
	Cr S Jennings
	Cr P Olsen
	Cr C Grimstone
	Cr A Young
	Cr M Barker
	Cr R Boyle
	Cr J Procter
	Cr N Hori Te Pa
	Cr J Tamihana