Meetings | Central Hawke's Bay District Council

MeetingsNgā hui

Here you can view council’s meetings calendar that displays when pertinent meetings will take place. From community committees to full council meetings, you’ll also find the agendas, minutes, videos and other important information from meetings that have come and gone.

General Information

Council adopted the Model Standing Orders of the Standards Association of New Zealand. These Standing Orders govern meeting procedures to enable effective Local Government and public accountability.

If you require Agendas or Minutes further back than six months please send us an email. Copies of all open agendas and minutes may be inspected during normal office hours at the:

Council Office, Ruataniwha Street, Waipawa

Public Excluded Agendas are not available to the public, but where there is a Public Excluded Agenda, the item headings can be seen at the back of the open Agendas.

Agendas and Minutes

Agendas for all open Council and Committee meetings are available for public inspection two days prior to the meeting, with the exception of Extraordinary meetings of Council where agendas are available as soon as is reasonable and at the meeting. (Public excluded items are not included). Copies of the current open agendas and minutes may be inspected during normal office hours at the Council and libraries. Agendas and confirmed minutes previous to 2019 are available to view on the Documents and Forms page.

View 2019 agendas and minutes

Meetings Calendar

Decisions Released from Public Excluded Sessions

In order to increase transparency, Central Hawkes Bay District Council reviews all decisions considered in a public excluded session to assess if and when information can be made publicly available.

Links to the released information can be found in the table below.

Recommendation from	Item and Resolution	Report
Council 4 October 2018	Procurement for Professional Services Contract That a council resolution is reached to award the Professional Services Contract 530 to Stantec Ltd for a term of up to 5 years, subject to performance, for a value up to $1,300,000 per annum excluding GST. That the Successful supplier and the contract price contained in this report are released as publicly available information immediately, following the adoption of this report.
Council 4 October 2018	Procurement for Landfill Management Contract That a council resolution is reached to award the landfill management contract 556 to Higgins Limited for a term up to 11 years, subject to performance for a value up to $400,000 per annum excluding GST. That the Successful supplier and the contract price contained in this report are released as publicly available information immediately, following the adoption of this report.
Risk and Audit Committee 4 October 2018	Annual Report 2017/2018 The Risk and Audit Committee recommend to Council that the Annual Report for 2017/18 be adopted. That this report be released following the meeting	Annual Report 2017/2018
Council 31 October 2018	Adoption of Draft District Plan That Council receive and adopt the Draft District Plan dated October 2018. That Council releases as publicly available information the resolution of this report, immediately following this meeting
Finance and Planning Committee 29 November 2018	Key Project Status Report - Big Water Story That the Key Project Status Report on the Big Water Story be removed from Public Excluded, after removing any commercially sensitive information.	Key Project Status Report Big Water Story
Council 13 December 2018	Procurement Plan for Porangahau & Takapau Water Treatment Upgrades Council approve the attached procurement plan to combine and package the water treatment plant upgrades at Takapau and Porangahau and procure as a design and build contract. That the resolution for this report is released following the meeting.
Council 13 December 2018	Appointment to the Howard Estate Advisory Board That Council accepts the panel’s recommendation to nominate Richard Hilson as the Rural Bodies Representative to the Howard Estate Advisory Board. That Council directs officers to formally endorse the Council’s nomination by way of letter to the Public Trust That this report be released as publicly available following this meeting	Appointment to the Howard Estate Advisory Board Report
Risk and Audit Committee 14 February 2019	Internal Audit Update That, having considered all matters raised in the report, the report be noted and; That this report be released as publicly available information following the meeting	Internal Audit Update Report
Council 28 February 2019	Procurement Plan – Waipawa Trunk Sewer Main Renewal Council approves Option 1 to follow the process outlined within the procurement plan. That this report (without attachments) is released as publicly available information after the meeting.	Procurement Plan - Waipawa Trunk Sewer Renewal
Council 28 February 2019	Extension of Maintenance and Re-Seal Contracts That the current Road Maintenance Contract and the current Re-seal Contract be extended by one fiscal year. That the minutes relating to this item be released as publicly available information after the meeting.
Council 10 April 2019	District Plan Adoption of Natural Environment Chapter That Council adopt the Natural Environment Chapter, related maps and minor changes to the Utilities, Earthworks, Coastal Environment, Definitions and Assessment Matters Chapters of the draft District Plan. That the draft District Plan document is released in full as a publically available document from May 15.
Council 10 April 2019	Procurement Plan - Otane Alternate Water Supply Council approve Option One, to follow the procurement process as outlined within the attached procurement plan to tender the project to the open market. That the resolution for this report is released following this meeting
Council 10 April 2019	Supplier Recommendation : Waipawa Trunk Sewer Main Renewal That a council resolution is reached to award contract C-1009 for the Waipawa Trunk Sewer Main Renewal to Pipeworks Ltd as outlined within the attached supplier recommendation report and subject to due diligence and agreement of contract terms. That the Chief Executive be delegated authority to negotiate the final details of the contract and to execute the contract. That the report relating to this item be released as publicly available information (without attachments) after the contract has been awarded and the successful supplier informed.	Waipawa Trunk Sewer Renewal
Council 30 May 2019	Supplier Recommendation : SH2 Borefield Upgrade That a council resolution is reached to award contract C-1007 for the SH2 Borefield Upgrade Project to Max Tarr Ltd as outlined within the attached supplier recommendation report and subject to due diligence and agreement of contract terms. During the 2019/20 financial year Council recognises that to complete the SH2 borefield upgrade up to $516,000 additional funding may be required to be debt funded however this decision will be made as a part of the review of the 2019/20 capital programme funding at financial year end. That the Chief Executive be delegated authority to negotiate the final details of the contract and to execute the contract. That the report relating to this item be released as publicly available information (without attachments) after the contract has been awarded and the successful supplier informed.	SH2 Borefield Upgrade
Council 30 May 2019	Supplier Recommendation: Otane Alternate Supply That a council resolution is reached to award contract C-1002 for the Otane Alternate Water Supply to Fulton Hogan Ltd as outlined within the attached supplier recommendation report and subject to due diligence and agreement of contract terms. Include the 3.2km of wastewater pipeline as a provisional item into the project subject to alignment with wider wastewater project. That the Chief Executive be delegated authority to negotiate the final details of the contract and to execute the contract. That the report relating to this item be released as publicly available information (without attachments) after the contract has been awarded and the successful supplier informed.	Otane Alternate Supply

Council Meetings

Formal Council Meetings are held at six weekly intervals, with the cycle commencing in February and ending in mid December. The Council operates a system of double debate, whereby reports and recommendations from all Committees are reconsidered at the Council meeting in order to reach a final decision. The exception is when an urgent decision is required, in which case a decision of Council may be made at Committee level, where there is unanimous approval.

Council meetings are held in the Council Chambers, Ruataniwha Street, Waipawa at 9:00am.

Extraordinary meetings of Council are called to deal with specific issues, as and when required. Public notification of the meeting must be given as is reasonable, and must include the general nature of the business to be transacted.

If the meeting was not previously notified in the usual manner, resolutions from these meetings must be notified as soon as practicable, unless the resolution was passed in the public excluded section of the meeting.

View 2019 agendas and minutes

Public Attendance at Meetings

The public is welcome and encouraged to attend all Council and Committees meetings. However, the Chairperson will ask the public to leave when and if the meeting moves into the public excluded section of the meeting. Members of the public do not have speaking rights as meetings.

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