Agenda of Council - Wednesday, 4 September 2024

Council

04 September 2024

ITEM TABLE OF CONTENTS PAGE

KARAKIA TIMATANGA

Whakataka te hau ki te uru

Whakataka te hau ki te tonga

Kia mākinakina ki uta

Kia mātaratara ki tai

E hī ake ana te atakura

He tio, he huka, he hau hū

Tīhei mauri ora!

Cease the winds from the west

Cease the winds from the south

Let the breeze blow over the land

Let the breeze blow over the ocean

Let the red-tipped dawn come with a sharpened air.

A touch of frost, a promise of a glorious day.

PROCEDURAL

1 Apologies 5

2 Public Participation 5

3 Late Items 5

4 Declarations of Interest 5

5 Confirmation of Minutes 5

REPORTS

6 Elected Members Reports

6.1 Mayoral Report - September 2024 7

6.2 Chair's Report - Te Awahou Foxton Community Board 11

7 Reports for Decision

7.1 Horowhenua (Māori) Ward - Option to Retain or Disestablish for 2025 Elections 15

7.2 Updates to Standing Orders, Terms of Reference and Councillor Appointments 91

7.3 Adoption of Meeting Schedule 2025 95

8 Reports for Noting

8.1 The Horowhenua Company Limited - Economic Development Services Contract Report 1 October 2021 - 30 June 2024 103

8.2 Horowhenua District Council Organisation Performance Report September 2024 145

8.3 Council Resolution and Actions Monitoring Report August 2024 183

9 Proceedings of Committees

9.1 Proceedings of the Risk and Assurance Committee 7 August 2024 193

9.2 Proceedings of Te Awahou Foxton Community Board 19 August 2024 201

9.3 Proceedings of the Community Wellbeing Committee 14 August 2024 209

9.4 Proceedings of the Chief Executive Employment and Performance Committee 31 July 2024 215

PUBLIC EXCLUDED

10 Procedural motion to exclude the public 219

C1 Council Resolution and Actions Monitoring Report August 2024 219

C2 Proceedings of the Public Excluded Session of the Risk and Assurance Committee 14 August 2024 219

C3 Proceedings of the Public Excluded Session of the Chief Executive Employment and Performance Committee 220

KARAKIA WHAKAMUTUNGA

Kia whakairia te tapu

Kia wātea ai te ara

Kia turuki whakataha ai, kia turuki whakataha ai

Haumi e, hui e, taiki e!

Restrictions are moved aside

so the pathway is clear

To return to everyday activities

Draw together, affirm!

Council

04 September 2024

6.1 Mayoral Report - September 2024

File No.: 24/572

1. Purpose

1.1 The purpose of this report is to report to Council on community events and functions, and Council-related meetings attended from 1 July – 17 August 2024, and to provide an update on items of interest.

2. Recommendation

2.1 That Report 24/572 Mayoral Report - September 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. Meetings, Functions and Events Attended – 1 July – 17 August 2024

3.1 The following meetings, functions and events were attended during the month of June 2024.

July 2024

MTFJ Governance Group meeting

Horowhenua Arts Society Monthly meeting

Citizenship Ceremony

Mayor and Chief Executive – weekly catch up (I)

Monthly meeting with MP Tim Costley

Community Funding & Recognition Committee meeting

Steering Group meeting -

Council Workshops and Briefings (I)

Monthly meeting with MP Tim Costley

Coast Access Radio Interview

Mayor and Chief Executive – weekly catch up (II)

Horowhenua Water Quality Interventions Governance Group meeting

Council – Public Forum

Council meeting

Older Person’s Network

Visit to the Executive Leadership Team Strategic Day

Opening of the Horowhenua Pickleball Tournament

Regional Transport Matters | Regional Chiefs' Matters

Kāinga Ora liaison meeting

Chief Executive Employment and Performance Committee Meeting

Taskforce and Steering Groups

Council Workshops and Briefings (II)

Ōhau Community Hall committee luncheon

1-17 August 2024

MTFJ Governance Group meeting

Mayors/CEs forum: 3 Waters discussion

Foxton & Foxton Beach Community Planning Drop-in Session

Mayor and Chief Executive – weekly catch up (I)

Council – urgent briefing – Tokomaru Water Issue

Victoria University of Wellington—Te Herenga Waka - Pacific Roadshow

Mid triennium catch up – Deputy Mayor David Allan and Cr Nina Hori Te Pa

Risk & Assurance Committee meeting

Council Workshops and Briefings (I)

Tokomaru Community drop-in session – Tokomaru Water Issue

Advisory Oversight Group - Wellington regional water services delivery plan, workshop 4: Concept Design

2024 Horowhenua District Council Staff Matariki Awards

Local Water Done Well - virtual information session

MTFJ Core Group Social Investment Workshop

Horizons Region – Mayoral Forum

Tokomaru Community meeting (II) – Tokomaru Water Issue

Massey Foundation - Botanical Garden Project

Mayor and Chief Executive – weekly catch up (II)

Community Wellbeing Committee meeting

Council Workshops and Briefings (II)

Accessing Central New Zealand meeting

Business After 5 meeting

Hato Hone St John - Levin Ambulance Station Opening

4. Mayor’s Taskforce for Jobs

The Mayors Taskforce for Jobs (MTFJ) is a nationwide network of New Zealand’s Mayors, working together towards the vision of all young people 16-24 engaged in employment, education, training, or other positive activity in their communities.

MTFJ runs advocacy projects and partners with best-practice organisations to promote the economic well-being of young people. Significant partners include MSD, Outward Bound, and Te Pūkenga.

The MTFJ is governed by the Core Group which I am a member of and includes 17 Mayors from throughout the country. The Core Group has been chaired by Mayor Max Baxter of Otorohanga District Council for the past seven years who has recently resigned from the position. A new chair will be appointed in due course.

The Core Group meet quarterly to discuss the strategy and operational works of the Taskforce, as well as holding an Annual General Meeting at the LGNZ conference.

Locally, in conjunction with Council Officers Jo Humphries, MTFJ Lead and Fraser Daysh, MTFJ Coordinator, we would like to present the 2023/24 accomplishments of the Horowhenua MTFJ programme.

A major milestone was the establishment of the Job Hub, a dedicated facility designed to support job seekers and facilitate connections with potential employers. Located at Te Takeretanga o Kura-hau-pō, this venue provides jobseekers with access to computers for job searches and a silent pod for job interviews. The Job Hub operates two afternoons per week, offering young people the opportunity to drop in for consultations and support. Additionally, MTFJ officers conduct most of their meetings at this 'one-stop job shop,' making it a central location for MTFJ activities and services.

Throughout the year there has been the successful placement of 52 young people into various roles within the community, providing them with valuable work experience and opportunities for growth. At the same time, we have supported the local job market and businesses, a key aspect of MTFJ.

Significant emphasis has been put on providing development and training opportunities. The driver licensing initiative enabled young people to obtain their driver’s license which adds to their skill set and employment opportunities. There has also been an offering of practical courses including Barista & Food Handling, Teams BBQ, Traffic Management, Chainsaw Safety, Forklift Safety, Plan Your Future, Beauty Taster, and Employment Skills.

I would like to acknowledge the relationship with Work & Income and support they have provided for the MTFJ programme and officers. This has been invaluable and greatly appreciated as has the support of local businesses who have taken up the challenge of placing a young person into employment. This is often with the provision of additional in-work guidance and support.

One of the aspects I enjoy about leading MTFJ in our district is receiving feedback from both employers and young people about their personal growth, as well as the opportunities they have embraced. This programme is truly life-changing for many young people.

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 JP

Mayor | Kahika

Approved by

Bernie Wanden JP

Mayor | Kahika

Council

04 September 2024

File No.: 24/549

7.1 Horowhenua (Māori) Ward - Option to Retain or Disestablish for 2025 Elections

1. Purpose

1.1 This report seeks Council’s decision on whether to retain or disestablish the Horowhenua (Māori) Ward for to the 2025 election

2. Executive Summary

2.1 Council is required to make an active decision to either retain its existing Horowhenua (Māori) Ward for the 2025 local body elections, or to disestablish the Horowhenua (Māori) Ward.

2.2 If the ward is disestablished, a shortened representation review will be required. If it is retained a binding referendum will be held alongside the 2025 local body poll on whether to keep the Horowhenua (Māori) ward for the 2028 and 2031 elections.

2.3 Public engagement resulted in 513 responses to the question – “Should we keep the Horowhenua (Māori) Ward for the 2025 Local Body Election?” – 396 indicated a preference to retain the Horowhenua (Māori) Ward.

3. Recommendation

3.1 That Report 24/549 Horowhenua (Māori) Ward - Option to Retain or Disestablish for 2025 Elections be received.

3.2 That this matter or decision is recognised as significant in terms of S76 of the Local Government Act.

3.3 The Council maintains the current representation arrangements, including Horowhenua (Māori) Ward, for the 2025 local body elections, noting that a binding referendum on retaining Māori wards will be conducted alongside the elections.

3.4 That Council disestablishes the existing Horowhenua (Māori) Ward for the 2025 local body elections.

And

3.5 That Council agrees to undertake a shortened representation review, noting the advice from the Local Government Commission that the 2019 representation arrangements cannot be used for the 2025 local body elections because they are no longer compliant with clause 15, Schedule 1 of the Local Electoral Act 2001.

4. Background / Previous Council Decisions

4.1 The Local Government (Electoral Legislation and Māori Wards and Māori Constituencies) Amendment Act 2024 (the Amendment Act) reintroduces:

· the ability for binding polls to be held on proposals to establish or continue Māori wards and constituencies; and

· for polls to be held as a result of petitions of electors.

4.2 The Amendment Act also changes the Local Electoral Act 2001 to include transitional provisions at Schedule 1 for local authorities that have established Māori wards without a binding poll since 2020.

4.3 Schedule 1 requires those local authorities to:

a) affirm their decision to establish Māori wards and hold a binding poll at the 2025 elections; or

b) reverse the Māori ward decisions with no requirement for a poll at the 2025 elections.

4.4 The decision to affirm or reverse its decision is required by affected councils not later than 6 September 2024.

4.5 Horowhenua District Council has previously decided unanimously to create the Horowhenua (Māori) Ward for the 2022 local body elections. This was done without a poll of electors, and therefore the Amendment Act requires Council to either affirm its decision, and therefore hold a binding poll on Māori Wards at the 2025 elections, or reverse its earlier decision and not have binding poll at the 2025 elections.

4.6 Council cannot choose to make no decision and still comply with the law.

5. Discussion

5.1 The Amendment Act requires Council to make a decision no later than 6 September 2024 on a very narrow question: whether or not to retain its Horowhenua (Māori) Ward for the 2025 local body elections.

5.2 This is a question that is considered significant in Council’s Significance and Engagement Policy because it directly effects the representation arrangements for local elections. Council’s policy would require us to undertake a special consultative process to inform your decision making.

5.3 However, the Amendment Act overrides Council’s policy and says the special consultative process is not required in this matter. Regardless there would be insufficient time to undertake best practice consultation given the tight timeframes imposed by the Amendment Act.

5.4 The voice of the community is important, and there are strong views in the community on Māori representation in local government.

5.5 Officers conducted a short online community engagement asking for feedback on the question: Should we keep the Horowhenua (Māori) Ward for the 2025 Local Body Election?

5.6 In addition, we asked what electoral roll the respondent was enrolled in, whether they were enrolled to vote in the Horowhenua District and what their address was.

5.7 The engagement survey was available on out Let’s Korero page from 5.00pm on Wednesday 14 August 2024 to 11.59pm on Sunday 1 September 2024.

5.8 The engagement resulted in 513 unique responses. Of those, 77.2% (396) responded ”Yes”, with 22.8% (117) responding “No”. Of those responding, 59.6% were on the general roll, and 40.4% on the Māori roll.

5.9 99% of respondents on the Māori roll indicated a preference for retaining the Horowhenua (Māori) Ward, as did 62.7% on the General Roll.

5.10 88.1% responded as being enrolled to vote in the district.

5.11 Removing the respondents not enrolled to vote in the Horowhenua District shows 74.6% of respondents in favour of retaining the Horowhenua (Māori) Ward. The breakdown by Roll shows 163 out of 166 (98.2%) Māori voters enrolled to vote in the Horowhenua District support retention of the Horowhenua (Māori) Ward, as do 174 out of 286 (60.4%) on the General roll.

5.12 The raw survey responses can be view at Attachment 1. These have been anonymised for the public agenda.

5.13 Three emails were received providing feedback; these have been included as responses A, B and C at the end of the table in Attachment A.

5.14 In addition, a letter from Te Tumatakahuki has been received in support of retaining the Horowhenua (Māori) Ward. This is at Attachment B.

5.15 The address and enrolment data was self-reported and has not been further verified by officers.

5.16 As part the rapid community engagement, Council also held a public forum for any member of the public to attend to speak directly to Councillors. The public forum was held on Wednesday 28 August 2024, and 17? People took up that opportunity.

6. Options

6.1 Council can either affirm its decision to establish the Horowhenua (Māori) Ward, or vote to reverse its previous decision.

6.2 A vote to reverse or to retain requires a simple majority.

7. Cost

7.1 While there is no direct cost to this decision, there will be costs related to subsequent actions.

7.2 If Council votes to retain the Horowhenua (Māori) Ward, there will be a referendum at the same time as next year’s local body elections. There will be additional costs to hold the referendum.

7.3 If Council votes to reverse its previous decision, there will need to be a representation review carried out. Council cannot revert to its 2019 representation arrangements because, based on population increase and movement within the district, two of its wards would not comply with the Electoral Act as they would be outside the +/- 10% representation threshold. There will be costs to carry out this review

7.4 Regardless of Council’s decision, there will be some additional costs. Consultants will need to be engaged to develop options of any representation review; similarly, consultants will be engaged as part of the 2025 election process to include the referendum if required. These costs are estimated to be up to $30,000 and will met within existing budgets.

8. Consultation

8.1 Community engagement has been carried out in the form of a Let’s Kōrero page asking the community for feedback. This has been supported by media releases and social media posts highlighting the forthcoming decision.

9. Legal Considerations

9.1 This decision is a result of a change to the law.

9.2 The has been discussions in some other Councils’ during their consideration of this matter, whether they Could opt to not make a decision, or opt no hold a referendum.

9.3 While a decision to not make a decision is still a decision, the Amended Act requires Council to make an active decision one way or the other. There is no mechanism for Council to not abide with the Amended Act.

9.4 Council cannot avoid the referendum if it chooses to retain the Horowhenua (Māori) Ward. The Electoral Officer will be required by law to conduct the poll; Council cannot direct the Electoral Officer in their duties.

9.5 There is no legal avenue for Council not to make a decision on this question; nor is there any mechanism by which the binding referendum, if needed, can be avoided.

10. Financial Considerations

10.1 There are no financial considerations. While there will be additional costs for either option, these costs will be meet within existing budgets

11. Iwi Considerations

11.1 This decision directly affects iwi.

11.2 We have specifically invited our iwi partners to bring their views on this question to you.

11.3 No other voters’ rights or participation are affected by this decision.

11.4 While the Amended Act changes the way Māori representation on local bodies is recognised at the Ward level, other representation options and arrangements remain untouched.

11.5 It remains within Council’s authority to appoint Māori to Council, albeit without voting rights.

11.6 Council can also appoint Māori to its committees, sub-committees and other bodies with full voting rights.

11.7 Nothing within the Amended Act impedes Council in continuing to look at ways to partner with iwi in a way that enhances the mana of all participants in a manner that is reflected in Te Tirirti.

12. Next Steps

12.1 If Council votes to retain the Horowhenua (Māori) Ward, a referendum on Māori Wards will be held alongside the 2025 local bodies elections. The result of that referendum will be binding on Council for 2028 and 2031 local body elections.

12.2 If Council votes to reverse its previous decision and remove the Maori Ward, officers would begin the process of a Representation Review. This will require Council to meet again prior to 13 September 2024 to confirm its initial option.

Confirmation of statutory compliance

In accordance with section 76-79 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.

13. Attachments

No.	Title	Page
a ⇩	Responses to Feedback on the Horowhenua (Māori) ward - redacted - 27 August 2024	20
b ⇩	Letter to Mayor and Horowhenua District Council re Māori Ward 25 August 2024	88

Author(s)

Grayson Rowse

Principal Advisor - Democracy | Kaitohutohu Mātāmua - Manapori

Approved by

Monique Davidson

Chief Executive Officer | Tumuaki

Council

04 September 2024

File No.: 24/524

7.2 Updates to Standing Orders, Terms of Reference and Councillor Appointments

1. Purpose

1.1 The report updates Council’s Terms of Reference for the Community Funding and Recognition, Standing Orders in relation to quorums and notes recent appointments of elected members to the Horowhenua Lake Domain Board.

2. Executive Summary

2.1 This omnibus report effects a number of minor changes to Council governance documents.

3. Recommendation

3.1 That Report 24/524 Updates to Standing Orders, Terms of Reference and Councillor Appointments 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 amend s. 2.2.2.1.a) in its Terms of Reference in relation to the Community Funding and Recognition to read:

a) To consider the allocation of community grants in line with the relevant grants criteria and priorities for:

· Ūrupa Fund

· Youth Development Fund

· Community Events and Programmes Fund

· Operations and Small Assets Fund

3.4 That Council amend standing order 13.8 to read:

“Members who attend meeting by audio link or audio-visual link will be counted as present for the purposes of a quorum.”

3.5 That Council note the appointment gazetted by the Minister of Conservation of His Worship the Mayor and Councillors Procter and Hori Te Pa as members of the Horowhenua Lake Domain Board for a term of up to five years, as representatives of the Horowhenua District Council.

4. Background / Previous Council Decisions

4.1 At its meeting on 3 July 204 the committee resolved:

Resolution Number CFARC/2024/10

MOVED by Cr Allan, seconded Cr Hori Te Pa:

2.3 That the Committee recommends Council approve the following changes to the Community Funding and Recognition Committee funds:

· That the Urupā Fund is established, with $30,000 to allocate in Round 2 2024-25 opening 1 February 2025, following engagement with iwi and hapū partners about the implementation.

· That the Youth Development Fund is established, with $17,000 to allocate over two periods from 1 July to 31 October and 1 February to 31 June to allow for an accessible application process for young people. As well as $8,000 for the Annual Youth Scholarships at Civic Awards as per the existing criteria.

· That the Community Events and Programmes Fund is established, replacing the Vibrant Communities and Community Development funds, with $80,000 to allocate over two rounds.

· That the Operations and Small Assets Fund is established, replacing the Community and Social Services and Special Projects funds, with $50,000.00 to allocate in round one.

Carried

4.2 Council subsequently approved the changes requested, noting a change to the Terms of Reference would be returned to Council for its approval.

4.3 The Local Government Electoral Legislation Act 2023 introduced a change to the manner in which elected members are considered present for the purpose of a quorum; this will require a consequent change to Council’s Standing Orders.

4.4 Three elected members have also been recently appointed to the Horowhenua Lake Domain Board.

5. Discussion

Change to Terms of Reference

5.1 The earlier decision of Council requires a change to its standing orders at 2.2.2.1a).

5.2 This change introduces one new fund, combines four existing funds into two new funds, and disestablished one fund.

5.3 Applications for the revised and new funds are now open. This change is required to allow the Committee to make decision on these applications once the application round closes.

Changes to Standing Orders

5.4 The criteria for being considered present for the purpose of a quorum had been, until start of the first Level 4 COVID lock down in 2020, elected members had to be present in the room to be considered present for the purposes of a quorum.

5.5 The Pandemic Notice issued at the time enabled a change to allow for remote participation at meetings, in particular allowing those attending by audio or audio-visual link to be considered present for the purposes of a quorum. They had already been considered present for the purposes of voting.

5.6 The Local Government Electoral Legislation Act 2023 makes this provision permanent, and consequently the Council’s standing orders need to have its wording updated to reflect this change.

Appointment to Horowhenua Lake Domain Board

5.7 The Minister of Conservation appointed three representatives of the Horowhenua District Council to sit on the Horowhenua Lake Domain Boards, alongside four iwi representatives.

5.8 The appointments are: Mayor Bernie Wanden, Councillor Jonathan Procter and Councillor Nina Hori Te Pa. The appointments are for up to five years, but will need to be revisited should any of the appointees cease to be an elected to the Council.

6. Next Steps

6.1 Should Council approve these recommendations, the various governance documents will be updated accordingly and re-published.

Confirmation of statutory compliance

In accordance with section 76-79 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.

7. Attachments

There are no appendices for this report

Author(s)

Grayson Rowse

Principal Advisor - Democracy | Kaitohutohu Mātāmua - Manapori

Approved by

Ashley Huria

Business Performance Manager | Tumu Tutukinga Pakihi

Monique Davidson

Chief Executive Officer | Tumuaki

Council

04 September 2024

File No.: 24/573

7.3 Adoption of Meeting Schedule 2025

1. Purpose

1.1 To seek Council’s approval of the proposed meeting schedule of Council and its committees for the period from 01 January 2025 to 10 October 2025.

This report directly aligns with one of Council’s top priorities “Pursing Organisation Excellence”

2. Executive Summary

2.1 Council is required to hold meetings as outlined in Schedule 7, Clause 19(1) of the Local Government Act 2002. This report outlines the proposed meeting schedule for 2025 until the Local Body Election on 11 October 2025.

3. Recommendation

3.1 That Report 24/573 Adoption of Meeting Schedule 2025 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 the schedule of meetings for the committees of Council for the period January 2025 to October 2025 based on a 12-week cycle as set out in Appendix A.

3.4 That Council notes that additional ordinary, extraordinary and multi-day meetings may be scheduled from time to time in consultation with the Mayor and Chief Executive.

3.5 That Council notes that meeting times for Council and committees will be publicly advertised when they are required in accordance with the Local Government Official Information and Meetings Act 1987 and Local Government Act 2002.

4. Background / Previous Council Decisions

4.1 As outlined in Schedule 7, Clause 19(1) of Local Government Act 2002, Horowhenua District Council must hold meetings that are necessary for the good governance of Horowhenua District.

4.2 It is good practice for Council to adopt a schedule of meetings for the following calendar year. This will allow the business of the Council to be conducted in an orderly and transparent manner, thus enabling an open democratic process, and to allow public notification of meetings to be given in compliance with the Local Government Official Information and Meetings Act 1987.

4.3 From time to time urgent matters will come up that require the attention of Council, but cannot wait until the next meeting. When this occurs, an Extraordinary meeting may to consider the matter. The notification requirements for these is at least three business days before the meeting is held. In emergency situations, an emergency meeting may be called with notification no less than 24 hours before the meeting.

4.4 A schedule also allows for elected members to plan their commitments over the year.

4.5 The yearly meeting schedule is based on a 12-weekly meeting cycle.

4.6 The commencement time for all meetings will be 1.00pm unless otherwise stated.

4.7 Attached in Appendix A is the meeting schedule to be adopted.

4.8 In addition to the schedule of formal meetings, Council will hold a number of briefings and workshops throughout the year. Officers have prepared a full calendar setting all formal meetings as well and briefings and workshops. This calendar is provided as Attachment B

4.9 In preparing the meeting schedule and the calendar, offices have taken in to account he following factors:

· Council meetings six weekly – except for LTP hearings and adoptions, and Annual Report. These all have their own meeting outside the six-weekly pattern.

· Risk and Assurance Committee meetings - 12 weekly

· Community Wellbeing – 12 weekly

· Te Awahou Foxton Community Board meetings – two and a half weeks before a Council meeting to allow for their recommendations to be quickly referred through to Council.

· Chief Executive Employment and Performance Committee meeting – 12 weekly

· Steering Groups - 12 weekly

· Briefings and Workshops – every Wednesday except on Council meeting days.

· Workshops for Te Awahou Foxton Community Board have been added throughout the year to ensure the board have opportunity to receive and discuss information from officers in relation to matters of interest to the board outside of formal meetings.

4.10 There are no meetings or workshops/briefings scheduled during school holidays.

4.11 While every effort has been made to anticipate the number of meetings required, it is possible that further meetings, or a change to the order of some meetings, may be needed depending on circumstances. Officers will work to keep to this schedule, but if any alterations are required, elected members will be given as much notice as possible.

5. Next Steps

5.1 Once confirmed officers will schedule these meetings in Elected Members calendars. Papers for these meetings will be available no less than three business days prior to the meeting being held. Public notice will be given in accordance with the Local Government Official Information and Meetings Act 1987.

5.2 The meeting dates will also be made available on the Council’s website once Council agrees to adopt the meeting dates for 2025.

6. Attachments

No.	Title	Page
a ⇩	DRAFT Council and Committee Schedule 2025	98
b ⇩	DRAFT Meeting Calendar 2025	101

Author(s)

Alice Petersen

Support Officer - Democracy | Āpiha Tautoko - Manapori

Approved by

Ashley Huria

Business Performance Manager | Tumu Tutukinga Pakihi

Monique Davidson

Chief Executive Officer | Tumuaki

Council

04 September 2024

8.1 The Horowhenua Company Limited - Economic Development Services Contract Report 1 October 2021 - 30 June 2024

File No.: 24/568

1. Purpose

1.1 For the Horowhenua Company Limited to present the Economic Development Services Contract Report for the period 1 October 2021 – 30 June 2024.

2. Recommendation

2.1 That Report 24/568 The Horowhenua Company Limited - Economic Development Services Contract Report 1 October 2021 - 30 June 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. Background/Previous Council Decisions

3.1 The Horowhenua Company Limited (THCL) has prepared for Council, the end of year report for Economic Development Services for the period July 2023 – June 2024. This reporting period has been incorporated into the end of contract report which covers the full period of the contract 1 October 2021 to 30 June 2024.

3.2 The report outlines and highlights, the key achievements, the deliverables and the outcomes and impact of the work resulting from THCL delivering economic development services on behalf of Horowhenua District Council during the period of the contract.

3.3 To avoid any potential for confusion, it is worth noting that Council has committed to undertaking a section 17A service delivery review of economic development services during the 20245/25 financial year. This will be an independent review that is due to commence in September 2024. Following the independent section 17A review, Council will decide on the service delivery model to be used for the 2025/26 and beyond in relation to the delivery of Council’s economic development services.

3.4 For the current financial year (2024/25) Council has granted a one-year extension to the THCL contract that ran from 1 October 2021 to 30 June 2024 to enable the continuation of the delivery of economic development services while the section 17A review is undertaken.

3.5 During the previous financial year (2023/24) Council and THCL jointly commissioned Sage Bush to prepare a report to; clarify the current economic development strategy for Horowhenua, understand the benefits and values of economic development in the district, identify future economic development opportunities and goals for Horowhenua over the next 10 years. This report is currently being finalised and remains on track to be formally presented back to Council in October 2024.

3.6 No decisions are sought from Council through the presentation of the end of contract report.

Attachments

No.	Title	Page
a ⇩	THCL The Horowhenua Company Limited Economic Development Services Contract Report 1 October 2021 - 30 June 2024	105

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)

David McCorkindale

Group Manager - Vision & Delivery | Tumu Rangapū, Matawhānui Hapori, Whakarite

Approved by

Monique Davidson

Chief Executive Officer | Tumuaki

Risk and Assurance Committee

07 August 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 7 August 2024 at 10:20am.

present

Chairperson	Councillor Sam Jennings
Deputy Chairperson	Councillor Paul Olsen
Members	Councillor Alan Young
	Councillor Jonathon Procter
	Councillor Clint Grimstone
	His Worship the 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
	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
	Grayson Rowse	Principal Advisor – Democracy
Meeting Secretary	Alice Petersen	Business Support Officer – Democracy

1 Apologies

There were no apologies.

2 Public Participation

There was no public participation

3 Late Items

There were no late items.

4 Declaration of Interest

Members were reminded of their obligation to declare any conflicts of interest in writing they might have in respect of the items on this Agenda.

5 Confirmation of Minutes

Resolution Number RAACC/2024/1

MOVED by Cr Jennings, seconded Mayor Wanden:

That the minutes of the meeting of the Risk and Assurance Committee held on Wednesday, 15 May 2024, be confirmed as a true and correct record.

Carried

Resolution Number RAACC/2024/2

MOVED by Cr Jennings, seconded Mayor Wanden:

That the minutes of the meeting of the Public Excluded Meeting of the Risk and Assurance Committee held on Wednesday, 15 May 2024, be confirmed as a true and correct record

.Carried

6 Reports for Noting

6.1	Treasury Update - June 2024
	This report presented updated the committee on the Bancorp Treasury Reporting Dashboard for the June 2024 quarter.
	Resolution Number RAACC/2024/3 MOVED by Cr Jennings, seconded Cr Olsen: 2.1 That Report 24/514 Treasury Update - June 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 Bancorp Treasury Reporting Dashboard for the June 2024 quarter. Carried
	Officers introduced the report highlighting that Horowhenua District Council’s ratio of debt to operating income landed where expected in terms of setting the Long Term Plan. Officers also noted that Council are working with Bancorp regarding interest rates with fixed and floating debt. A Bancorp advisor is planning to attend the next Risk and Assurance Meeting. Officers answered questions from the table related to interest rates, tenure of debt and the debt limit. Officers noted that Council has delivered around $1.8 millon in operational savings and during the Long Term Plan, Council took a conservative approach to in estimated property sales and development contributions.

6.2	Standard and Poor's Report
	This report was presented to formally inform the Risk and Assurance Committee of the Horowhenua District Council’s credit rating downgrade from AA- with a negative outlook to A+ with a negative outlook
	Resolution Number RAACC/2024/4 MOVED by Cr Jennings, seconded Cr Olsen: 2.1 That Report 24/515 Standard and Poor'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
	Officers introduced the report summarising the reasons for the downgrade and highlighting steps we are taking to manage this. Officers noting key reasons for downgrade is history of operational deficits, our local Horowhenua economy is low, and the debt increase to fund large but needed capital programme. Council’s plan to manage reasons for the downgrade are solid and it is expected the district growth will build confidence with Standard and Poor’s. Officers a confident Council are headed in the right direction but Standard and Poor’s require evidence to upgrade. Horowhenua District Council is not the only Council to have seen a downgrade.

6.3	Elected Member Conflict of Interest
	This report presented provided the Risk and Assurance Committee an overview of the conflict of interest process for Elected Members and provide an update on the conflicts declared during Council and Committee Meetings from 1 January 2024 to 30 June 2024.
	Resolution Number RAACC/2024/5 MOVED by Cr Jennings, seconded Mayor Wanden: 2.1 That Report 24/506 Elected Member Conflict of Interest 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 spoke to the report noting this item is from the Risk and Assurance Committee work programme and was the second part as the committee has previously received report on Council officers conflict of interest. Chair also noted that Elected Member’s conflicts of interest are up to Elected Members to manage. Officers introduced the report highlighting that Elected Member’s conflicts of interest are up to Elected Members to declare and Council has internal processes in place to support Elected Members. Going forward reporting will also included conflicts declared at workshop or briefing. Officers clarified that training for Elected Members is offered as part of Induction at the beginning of a triennium, yearly when Elected Members are required to complete their pecuniary interests forms and at anytime on Ākona. His Worship the Mayor Bernie Wanden noted a correction to page 30 of the Agenda as after declaring a conflict at Risk and Assurance Committee on 21 February 2024 he did not continue to chair the meeting.

6.4	Health, Safety and Wellbeing Quarterly Report - August 2024
	This report presented provided the Committee with health, safety and wellbeing information and insights from the quarter from April – June 2024, along with a deep dive on People Safety Monitoring / Lone of or Isolated Work.
	Resolution Number RAACC/2024/6 MOVED by Cr Jennings, seconded Cr Young: 2.1 That Report 24/501 Health, Safety and Wellbeing Quarterly Report - August 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. Carried
	Officers presented the report noted highlighted and progress made within the quarter. A decrease in speeding stats was noted and this was highlighted as a focus area for the next 12 months. Officers also noted how continuous improvement is always part Health Safety and Wellbeing at Council so there has been a focus on emergency situation preparedness with lockdown drills and duress alarm testing. Officers emphasised the deep dive into lone and/or isolated workers highlighted the legal requirement for employers to understand the risks and how to minimise those risks.
	*Councillor Olsen exited the meeting at 10:54 am.*
	*Councillor Olsen returned to the meeting at 11:00 am.*

6.5	Continuous Improvement and Audit Actions Monitoring Report
	This report presented to the Risk and Assurance Committee on progress of the action items from previous resolutions.
	Resolution Number RAACC/2024/7 MOVED by Cr Jennings, seconded Mayor Wanden: 2.1 That Report 24/391 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. 2.3 That the Risk & Assurance Committee notes the Risk & Assurance Committee resolution and actions monitoring report in Attachment A. 2.4 That the Risk & Assurance Committee notes the Fringe Benefit Tax (FBT) Compliance evaluation report from PricewaterhouseCoopers (PwC) in Attachment B. Carried
	Officers introduced the report highlighted the progress has been made across the organisation. One area highlighted that hasn’t made as significant progress in Information Services as quickly. With recent changes and work in this area, the organisation is confident progress will be quicker going forward. Officers did note the public exclusion of attachment B is due to it being provided in strict commercial sensitivity. Officers clarified the timeframe for annual report sign off. Audit NZ are scheduled to arrive in September, with final sign off of the Annual Report due October. Interim work has begun with Audit NZ.
	*Councillor Olsen exited the meeting at 11:08 am.*
	*Councillor Olsen returned to the meeting at 11:13 am.*

6.6	Risk and Assurance Committee Work Programme
	This report provided the Risk and Assurance Committee with an outline of a Draft Work Programme for 2024/25.
	Resolution Number RAACC/2024/8 MOVED by Cr Jennings, seconded Cr Grimstone: 2.1 That Report 24/516 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. Carried
	Chair spoke to report noting that a Climate Change presentation with a risk lens will be received at next meeting of the Risk and Assurance Committee. Chair also noted that the Emergency Management review scheduled for Q3 will be looked into bringing forward dependent on organisation compacity.
	Resolution Number RAACC/2024/9 MOVED by Cr Jennings, seconded Cr Young: 2.3 That the Risk and Assurance Committee supports the proposed Finance, Audit and Risk Committee Work Programme for 2024/25. Carried
	Officers presented the report noting Bancorp to be brought forward and finance review to give Risk and AC deeper financial information

7 Proceedings of Committees

8 Procedural motion to exclude the public

Resolution Number RAACC/2024/10

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:

6.5 Continuous Improvement and Audit Actions Monitoring Report - Attachment b - Horowhenua District Council - FBT Compliance Evaluation - May 2024

Reason:	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.
Interests:	s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.
Grounds:	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.
Plain English Reason:	This attechment has been provided on an strict private and confidential basis and is provided on the basis it is not publicly released..

C1 Risk Management - Risk Register

Reason:	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.
Interests:	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. 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.
Grounds:	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.
Plain English Reason:	Report contains information from a supplier around contract remediation and other information that may lead to Council being at a disadvantage in future commercial negotiations.

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

11.20 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.

11.53 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

19 August 2024

Te Awahou Foxton Community Board

OPEN MINUTES

UNCONFIRMED

Minutes of a meeting of Te Awahou Foxton Community Board held in Te Awahou Nieuwe Stroom, 92 Main Street, Foxton on Monday 19 August 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	Councillor David Allan

IN ATTENDANCE

Reporting Officer	Monique Davidson	Chief Executive
	Sean Hester	Parks and Property Lead
	Grayson Rowse	Principal Democracy Advisor
Meeting Secretary	Alice Petersen	Democracy Support Officer

1 Apologies

There were no apologies.

2 Public Participation

Christina Paton spoke to item 8.1 Priorities for Council and Te Awahou Foxton Community Board and 8.3 Horowhenua District Council Organisation Performance Report July 2024.

3 Late Items

There were no late items.

4 Declaration of Interest

The were no declarations of interest.

5 Confirmation of Minutes

Resolution Number TAFCB/2024/1

MOVED by Mrs Fox, seconded Mr Roache:

That the minutes of the meeting of Te Awahou Foxton Community Board held on Monday, 1 July 2024, be confirmed as a true and correct record.

Carried

6 Presentations

6.1	Development Plan for Target Reserve
	Harry Wells from Manawatu Mountain Bike Club presented to the board. The presentation introduced the Club and outlining their key statistics, highlighted the work the club has undertaken in Target Reserve so far and how they expect the facilities in Target Reserve to benefit the community.

	Council Officer Sean Hester presented to the board an update on the Development Plan for Target Reserve, a 132 hectare open space at the northern end of the Foxton. The update provided the timeline, the existing agreements, iwi considerations, officer aspirations, traffic management and next steps including a workshop with Council on 25 September. Officers took questions from the Board and will continue to provide the Board with the opportunity to share to offer thoughts/ideas/comments.
	Attachments 1 MMBC Foxton Community Board Presentation - 19 August 2024 2 TAFCB Presentation Target Reserve - 19 August 2024

7 Elected Members Reports

7.1	Chairperson's Report - August 2024
	1. Purpose 1.1 To receive the Chairperson’s report highlighting matters of interest to Te Awahou Foxton Community Board
	Resolution Number TAFCB/2024/2 MOVED by Mr Girling, seconded Mr Roache: 2.1 That Report 24/537 Chairperson's Report - August 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. Carried
	Chairperson John Girling spoke to the report tabling the received notice from Equestrian Advocacy group of the upcoming ‘Ride for Awareness’ taking place on 14 September 2024.

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 Bowling Club
	Resolution Number TAFCB/2024/3 MOVED by Mrs Fox, seconded Mr Roache: 2.1 That Report 24/574 Community Board Member Report - Nola Fox be received. Carried
	Board Member Nola Fox spoke to the report to correct a minor error in the report just noting that the Foxton Beach Bowling Club are only catering on Friday evenings at this stage.

7.3	Community Board Member Report - Brett Russell
	1. Purpose 1.1 This report updates the Community Board on the activities of Community Board Member Brett Russell.
	Resolution Number TAFCB/2024/4 MOVED by Mr Girling, seconded Mr Russell: 2.1 That Report 24/541 Community Board Member Report - Brett Russell be received. Carried
	Board Member Brett Russell spoke to the report noting that next Horowhenua Community Camera Trust next meeting was incorrect and it will not be held 20 August 2024. Mr Russell noted that the Estuary Management Team concluded revising key documents and the Manawatū Estuary Management Plan has been updated for 2025 – 2035 and is expected to be published in March 2025. There is plans for a community celebration to mark this milestone in March 2025. Chairperson spoke to the report highlighting that Horowhenua Community Camera Trust has designated the Foxton township cameras is a priority work.

	Verbal Update – Community Board Member – David Roache
	Board Member David Roache provided a verbal update on the Charter Parade confirmed for 12 September 2024 which will see the 21^st Supply Company march down Foxton’s Main Street.

8 Reports

8.1	Priorities for Council and Te Awahou Foxton Community Board
	1. Purpose 1.1 The purpose of this report is to provide an update on both Council and Te Awahou Foxton Community Board priorities.
	Resolution Number TAFCB/2024/5 MOVED by Mr Girling, seconded Mr Roache: 2.1 That Report 24/567 Priorities for Council and Te Awahou Foxton Community Board 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
	This report presented the Plan on a Page for endorsement from the board and provided the introduction of the report mechanism of these actions. Chief Executive spoke to the report highlighting key points specifically the mid-year review the board recently conducted which confirmed the board strategic priorities. It was also noted that the board recently worked with Council looking at key priorities and many helpful actions come from the workshop.
	Resolution Number TAFCB/2024/6 MOVED by Mrs Fox, seconded Mr Roache: 2.3 That Te Awahou Foxton Community Board endorse the Plan on a Page for Te Awahou Foxton Community Board. Carried

8.2

Te Awahou Foxton Community Board - Actions Monitoring Report August 2024

1. Purpose

1.1 To present to Te Awahou Foxton Community Board the updated monitoring report covering requested actions from previous meetings of the Board.

Resolution Number TAFCB/2024/7

MOVED by Mr Girling, seconded Mrs Fox:

2.1 That Report 24/575 Te Awahou Foxton Community Board - Actions Monitoring Report August 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.

Carried

8.3

Horowhenua District Council Organisation Performance Report July 2024

1. Purpose

1.1 To present the Organisation Performance Report for July 2024 highlighting areas of interest to the Foxton Community.

Resolution Number TAFCB/2024/8

MOVED by Mr Girling, seconded Mr Roache:

2.1 That Report 24/548 Horowhenua District Council Organisation Performance Report July 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

6.58 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:

Community Wellbeing Committee

14 August 2024

Community Wellbeing Committee

OPEN MINUTES

UNCONFIRMED

Minutes of a meeting of Community Wellbeing Committee held in the Council Chambers, 126-148 Oxford St, Levin on Wednesday 14 August 2024 at 10:10 am.

present

Chairperson	Mayor Bernie Wanden
Present Members	Cr Nina Hori Te Pa	Cr Clint Grimstone (Apology)
	Di Rump (Apology)	Paul McMillan
	Kylie Turuwhenua-Tapsell	Patrick Rennell
	Jacqui Moynihan	Cr Sam Fergusson (Apology)
	Joanne Parker	Tracey White (Apology)
	Dr Betty-Lou Iwikau (Apology)	Maggie Regan
	Grant Congdon (Apology)	Maria McKenzie (Apology)
	Amarjit Maxwell (Apology)	Amber Moffitt
	Reihana Adlam (Apology)	Yumiko Olliver
	Neville Heihei	Sheryll Hoera
	Patricia Jacobs	Leal Marshall

IN ATTENDANCE

Reporting Officer	Mark Hammond	Community Facilities and Services Manager
	Julia Atkins	Community Development Team Lead
	Emma Gowan	Community Development Advisor
	Kim Stewart	Community Development Advisor
	Ross Brannigan	Emergency Management Advisor
Meeting Secretary	Alice Petersen	Democracy Support Officer

1 Apologies

Apology

Resolution number CWCCC/2024/1

MOVED by Cr Wanden, seconded Paul McMillan:

That the apology from Councillor Clint Grimstone, Grant Congdon, Reihana Adlam, Di Rump, Maria McKenzie and Amarjit Maxwell be accepted.

CARRIED

2 Late Items

There were no late items.

3 Declaration of Interest

Members are reminded of their obligation to declare any conflicts of interest in writing they might have in respect of the items on this Agenda.

4 Confirmation of Minutes

Resolution Number CWCCC/2024/2

MOVED by Mayor Wanden, seconded McMillan:

That the minutes of the meeting of the Community Wellbeing Committee held on Wednesday, 22 May 2024, be confirmed as a true and correct record.

Carried

5 Reports for Decision

5.1	Community Wellbeing Committee Network - August 2024
	This reported was presented to the committee to give an update and overview of the activities and actions undertaken by the current Wellbeing Network Committees.
	Resolution Number CWCCC/2024/3 MOVED by Mayor Wanden, seconded Cr Hori Te Pa: 2.1 That Report Community Wellbeing Committee Network - August 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
	Leal Marshall from Horowhenua Access and Inclusion Network spoke to the report highlighting key actions of the network and their focus going forward. Patrick Rennell from Education Horowhenua Network spoke to the report noting the attendance statistics for Term 2 showed improvement on this time last year and thanked the Community Wellbeing Committee for their support of Te Tomokanga programme that was presented at the last Community Wellbeing Committee Meeting.

6 Reports for Noting

6.3	Community Wellbeing Strategy Report
	This report was presented to advise the Community Wellbeing Committee of the adoption of He Hapori Pakari - Community Wellbeing Strategy 2024-2027 (the Strategy).
	Resolution Number CWCCC/2024/4 MOVED by Mayor Wanden, seconded Cr Hori Te Pa: 2.1 That Report 24/536 Community Wellbeing Strategy 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
	His Worship the Mayor Bernie Wanden spoke to the report noting how Council formally adopted the strategy in June and the next steps are to begin implemented the actions set out in the strategy. Mayor Bernie highlighted the aspiration that the strategy will be referred to as the committee moves forward and thanked officers for their work.

6.1	Community Wellbeing Strategy Monitoring Report
	This report presented to the committee purpose of the Community Wellbeing Monitoring Report is to highlight progress made against the Community Wellbeing Strategy Action Plan. The report also presents an opportunity for the Committee to discuss and raise any concerns or need to reprioritise the focus of the work programme of the Committee.
	Resolution Number CWCCC/2024/5 MOVED by Mayor Wanden, seconded Cr Hori Te Pa: 2.1 That Report 24/534 Community Wellbeing Strategy 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
	His Worship the Mayor Bernie Wanden introduced the report noting that this a working document with items coming from the strategy and highlighting that communication prior to meetings to understand where targets are at will be key. Officers spoke to the report acknowledging that the Community Wellbeing Committee will play a key role in this working document and noting this report will be a standard quarterly report going forward.

6.2	Community Wellbeing Dashboard Report
	This report was presented to provide the Committee with a draft visual dashboard presenting data, analysis and assists in the tracking of the recently adopted Community Wellbeing Strategy priority areas.
	Resolution Number CWCCC/2024/6 MOVED by Mayor Wanden, seconded Cr Hori Te Pa: 2.1 That Report Community Wellbeing Dashboard 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
	Officers introduced the report noting that this is a new focus for this committee coming out of the workshop held earlier this year. Officers noted the dashboard will help ensure that Council is focused on the right things and members offered advice as to where there organisations can feed data into the dashboard.

Ross Brannigan - Emergency Services Advisor at Council gave a presentation to the Committee about Civil Defence Emergency Management.

Attachments

1 HDC CDEM Presentation to Community Wellbeing Meeting 14 August 2024

11.27 am There being no further business, the Chairperson declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF Community Wellbeing Committee HELD ON

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

CHAIRPERSON:

Chief Executive Employment and Performance Committee

31 July 2024

Chief Executive Employment and Performance Committee

OPEN MINUTES

UNCONFIRMED

Minutes of a meeting of Chief Executive Employment and Performance Committee held in the Tararua Room, 126-148 Oxford St, Levin on Wednesday 31 July 2024 at 10:00 am.

present

Mayor	Mayor Bernie Wanden
Deputy Mayor	Cr David Allan
Councillors	Cr Sam Jennings
	Cr Piri-Hira Tukapua
	Cr Paul Olsen

IN ATTENDANCE

From 10.15am	Monique Davison	Chief Executive
Meeting Secretary	Sue Fifita-Tovo

1 Apologies

There were no apologies.

2 Late Items

2.1

Letter item: Letter from Monique Davidson

A letter was received from Monique Davidson, which was not available when the agenda was released, and whose contents cannot wait to a subsequent meeting due to the need to commence further discussions and report to Council.

Resolution Number CEEAP/2024/13

MOVED by Cr Allan, seconded Cr Olsen:

That the Committee receive the letter from Monique Davidson , which was not available when the agenda was released, and whose contents cannot wait to a subsequent meeting due to the need to commence further discussions and report to Council. This letter will be included in the Public Excluded part of this meeting. The reason this matter will be considered during public excluded is because it deal with personal employment matters, for which there is no public interest in making public at this time.

Carried

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

Resolution Number CEEAP/2024/14

MOVED by Cr Jennings, seconded Cr Allan:

That the minutes of the meeting of the Chief Executive Employment and Performance Committee held on Wednesday, 10 July 2024, be confirmed as a true and correct record.

That the minutes of the meeting of the Public Excluded Meeting of the Chief Executive Employment and Performance Committee held on Wednesday, 10 July 2024, be confirmed as a true and correct record.

Carried

Resolution Number CEEAP/2024/15

MOVED by Cr Jennings, seconded Cr Olsen

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

C1 Chief Executive End of Year Performance Report 2023/24

Reason:	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.
Interests:	s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.
Grounds:	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.
Plain English Reason:	This item contains details and discussion of the Chief Executive’s employment and performance, and negotiations.

:Carried

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.

10.05 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.

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

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF Chief Executive Employment and Performance Committee HELD ON

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

CHAIRPERSON:

Council

04 September 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 Council Resolution and Actions Monitoring Report August 2024

Reason:	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.
Interests:	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. 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).
Grounds:	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.
Plain English Reason:	These actions relate to potential or actual sales of property, and contract negotiations. The public release of these actions at this time may affect sales prices or disclose negotiation points..

C2 Proceedings of the Public Excluded Session of the Risk and Assurance Committee 14 August 2024

Reason:	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.
Interests:	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. 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.
Grounds:	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.
Plain English Reason:	Inherit classification from Risk and Assurance Agenda - 14 August 2024.

C3 Proceedings of the Public Excluded Session of the Chief Executive Employment and Performance Committee

Reason:	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.
Interests:	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).
Grounds:	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.
Plain English Reason:	This report involves personal employment details of the Council's Chioef Executive, including negoatiation convering employment terms and conditions. It is not in the public interest to disclose these details at this time..