EXTRAORDINARY MEETING OF COUNCIL - Open Minutes - Infocouncil

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EXTRAORDINARY MEETING OF COUNCIL - Open Minutes - Infocouncil
EXTRAORDINARY MEETING OF
COUNCIL
Open Minutes
Meeting Date:    Tuesday 2 April 2019

Time:            2.00pm – 2.40pm

Venue            Graeme Lowe Stand Corporate Lounge 2
                 McLean Park
                 Latham Street
                 Napier

Present          The Mayor (In the Chair), Councillors Boag, Brosnan, Dallimore,
                 Hague, Jeffery, McGrath, Price, Tapine, Taylor, White, Wise and
                 Wright

In Attendance    Chief Executive, Director Infrastructure Services, Director City
                 Services, Director City Strategy, Manager Communications and
                 Marketing, Chief Financial Officer, Manager Community
                 Strategies, Waste Minimisation Lead
                 Ross Franklin – Consulting Accountant

Administration   Governance Team

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Extraordinary Meeting of Council - 02 April 2019 - Open Minutes

           Apologies
           Nil

           Conflicts of interest
           Nil

           Public forum
           Nil

           Announcements by the Mayor
           Nil

           Announcements by the management
           Nil

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           AGENDA ITEMS
           1.     KERBSIDE RECYLING COLLECTION
           Type of Report:                           Operational

           Legal Reference:                          Local Government Act 2002

           Document ID:                              710714

           Reporting Officer/s & Unit:               Jon Kingsford, Director Infrastructure Services

           1.1 Purpose of Report
                  To communicate to Council the process officers are following to implement the kerbside
                  recycling collection as per the Joint Waste Management and Minimisation Plan (WMMP)
                  adopted by Council in September 2018, and to seek approval for the budget parameters
                  to enable officers to go to tender for an enhanced kerbside recycling collection service
                  based on the Joint Waste Management and Minimisation Plan (WMMP).

           At the meeting
           The plastics recycling paper taken to the Strategy and Infrastructure Committee in public
           excluded on 28 March 2019, and associated minutes, have since been released into the open
           record and were tabled at this meeting as supporting information to this item – see Appendix
           One.
           The Chief Financial Officer noted two corrections to the table on page 10 of the agenda:
                     The 2.2% rates figure for the 2019/20 part pay option for consultation should be
                      corrected to 1.4%
                     The 3.8% rates figure for the 2019/20 full pay option for consultation should be
                      corrected to 3%
           The following points were made in discussion:
                     The Joint Waste Futures Project Steering Committee is aware of the risk in the
                      recycling space and that Napier needs to go to tender as soon as possible as part of
                      mitigating that risk. It is recognised that the Waste Management and Minimisation
                      Plan (WMMP) is in many ways aspirational and may take several phased steps to
                      achieve.
                     The risk of the current contract has been balanced against the benefits of a fully
                      regional approach, and it is believed that the risk and demands on the team are too
                      high not to proceed to tender earlier than Hastings District Council. All tender
                      documentation will be available to Hastings, and the waste contract to be tendered in
                      2020 will be a fully joint process.
                     Although costs have risen at the transfer station in relation to the transport of glass
                      recyclables, it is not believed that there is a reduction in the market for glass at this
                      point.
                     Central Government return schemes tend to focus on types of product rather than the
                      material of the product.
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                     Once Council has made a final decision on the collection of plastic types 3-7 at its
                      upcoming meeting scheduled for 16 April 2019, any changes to the current process
                      would require a communications and education programme to be developed. It is
                      anticipated that should any changes be made these would be implemented mid-May
                      2019 at the earliest.
                     The communications plans around Napier’s changes would be separate to those
                      indicated in the WMMP but will be a joint approach with Hastings to the extent
                      possible.
                     All territorial authorities are allocated a proportion of the national waste levy. Currently
                      this is allocated to a waste management fund intended to implement actions under the
                      WMMP. Other funding from the levy would only be available for novel ideas for waste
                      minimisation.
                      The option to provide a pricing range to tenderers was explored; it is believed that
                      having a fully open tender will create the desired level of competition for the tender.
                     It was asked that an internal Council-provided option be further investigated as a long
                      term option.
                     Previous examples of land banking recyclable materials have resulted in
                      contamination of the materials within a few years of collection. It was also noted that
                      collecting for landbanking purposes would increase greater sorting costs.
                     The $95 is per rating property.
           Council                     Councillors Brosnan / Hague
           resolution
                                       That Council:
                                       a.     Approve the extension of the current temporary arrangement for the
                                              provision of kerbside recycling collection service until a new service
                                              commences.
                                       b.     Approve to go to tender specifying outcomes sought through the
                                              contract and align with the Waste Management and Minimisation
                                              Plan (WMMP) 2018-2024 in regards to weekly collection and
                                              receptacle(s) provided, with a budget equivalent to costs of up to $95
                                              per annum for each ratepayer receiving the service (including GST).
                                       c.     Note that Officers are working towards tendering for the kerbside
                                              recycling collection service as outlined in the Joint Waste
                                              Management and Minimisation Plan (WMMP) 2018-2024, for the
                                              contract to take effect as close to 1 November 2019 as possible.
                                       d.     Note that Council have a recommendation from the Strategy and
                                              Infrastructure Committee to collect only Grades 1 and 2 plastics, thus
                                              discontinuing the collection of plastics 3-7.
                                       e.     Note that Council will undertake consultation with the public as part
                                              of the Annual Plan 2019/20 for the funding of the kerbside recycling
                                              collection service and how it relates to the Joint Waste Management
                                              and Minimisation Plan (WMMP) 2018-2024, based on the current
                                              estimated cost increases. The consultation will include options on
                                              how the cost for ratepayers will be phased in.

                                       Carried

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           2.     AMENDMENTS TO THE REVENUE AND FINANCING POLICY AND THE
                  RATES REMISSION POLICY
           Type of Report:                           Legal and Operational

           Legal Reference:                          Local Government Act 2002

           Document ID:                              711740

           Reporting Officer/s & Unit:               Caroline Thomson, Chief Financial Officer
                                                     Ross Franklin, Consultant

           2.1 Purpose of Report
                  To recommend the proposed amendments to the Revenue and Financing Policy and the
                  Rates Remission Policy for adoption by Council and subsequent consultation with the
                  community.

           At the meeting
           In response to questions from Councillors it was advised that these policies are being brought
           to Council now to ensure that there is as much clarity and transparency as possible as early
           as possible.
           “Water by meter” is considered a rate, and in practice there have been remissions of this rate,
           but the policy did not previously cover this. The updated policy is intended to clarify actual
           practice.

           Council                     Councillors Hague / Wise
           resolution
                                       That Council:
                                       a.     Adopt the attached materials for consultation on amendments to the
                                              Revenue and Financing Policy.
                                              i.    Statement of Proposal to amend the Napier City Council
                                                    Revenue and Financing Policy.
                                              ii.   Amended Revenue and Financing Policy.
                                       b.     Adopt the attached materials for consultation on amendments to the
                                              Rates Remission Policy.
                                              i.    Statement of Proposal to amend the Napier City Council Rates
                                                    Remission Policy.
                                              ii.   Amended Rates Remission Policy.
                                       c.     Delegate authority to Council’s Chief Financial Officer for the
                                              management and implementation of the Rates Remission Policy.

                                       Carried

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           3.     CONSULTATION DOCUMENT AND DRAFT ANNUAL PLAN 2019/20
           Type of Report:                           Legal

           Legal Reference:                          Local Government Act 2002

           Document ID:                              708247

           Reporting Officer/s & Unit:               Jane McLoughlin, Corporate Planner
                                                     Caroline Thomson, Chief Financial Officer
                                                     Adele Henderson, Director Corporate Services
                                                     Natasha Carswell, Manager Community Strategies

           3.1 Purpose of Report
                  To present the consultation document and supporting information for the annual plan
                  2019/20 for Council’s adoption.

           At the meeting
           Some minor typographical corrections identified in the consultation document were tabled. A
           typographical correction in the report was noted – the Funding Application Community
           meeting is currently scheduled for 29 May 2019, not 29 June.
           The following updates to the document were discussed:
                     The rates affordability parameters, and Council’s internal borrowing levels will be
                      stated in the consultation document
                     The image of Perfume Point has been transposed 180 degrees and will be corrected
                     A total three waters figure could be provided in the “what you get for your rates dollar”
                      supporting document, with the separate waters broken down underneath the total.
                      There was comfort with either this or the current presentation expressed.
           It was noted that while there are some challenges ahead for Council and it will be important to
           continue to actively manage risks and opportunities, Napier is in a stronger starting position
           financially than many Councils to manage these.

           Council                     Councillors Wise / Taylor
           resolution
                                       That Council:
                                       a.     Approve the amendments to fees and charges for Environmental
                                              Health and Planning Support Services in the document titled Fees
                                              and Charges 2019/20.
                                       b.     Adopt the following documents as supporting information:
                                                  Long Term Plan 2018-28 Major Projects Update
                                                  FAQs – Water
                                                  FAQs – Waste
                                                  Capital Programme Changes
                                                  What you get for your rates dollar

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                                         c.     Adopt the Consultation Document form the basis of Council’s
                                                consultation with the community on the Annual Plan 2019/20.
                                         d.     Note that separate consultation will occur on the Revenue and
                                                Financing Policy to inform the Annual Plan 2019/20.
                                         e.     Delegate responsibility to the Chief Financial Officer to approve any
                                                final edits required to the Consultation Document and supporting
                                                information in order to finalise the documents for uploading online
                                                and physical distribution.

                                         Carried

           The meeting closed at 2.40pm

           Approved and adopted as a true and accurate record of the meeting.

           Chairperson ..................................................................................................................................

           Date of approval ...........................................................................................................................

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           Appendix One

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