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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 2021 agendas and minutes

 

Meetings Calendar

Decisions released from publicly 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 

 

a) 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. 

 

b) 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 

 

a) 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. 

 

b) 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 

 

a) The Risk and Audit Committee recommend to Council that the Annual Report for 2017/18 be adopted. 

 

b) That this report be released following the meeting  

 

Annual Report 2017/2018 

 

 

 

Council  

31 October 2018 

Adoption of Draft District Plan 

 

  1. That Council receive and adopt the Draft District Plan dated October 2018.  

 

  1. 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 

 

  1. 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 Report 

Council  

13 December 2018 

Procurement Plan for Porangahau & Takapau Water Treatment Upgrades 

 

  1. 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. 

 

  1. That the resolution for this report is released following the meeting. 

 

 

 

Council  

13 December 2018 

Appointment to the Howard Estate Advisory Board 

  1. That Council accepts the panel’s recommendation to nominate Richard Hilson as the Rural Bodies Representative to the Howard Estate Advisory Board. 

 

  1. That Council directs officers to formally endorse the Council’s nomination by way of letter to the Public Trust 

 

c)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 

 

  1. That, having considered all matters raised in the report, the report be noted and; 

 

       b)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 

 

  1. Council approves Option 1 to follow the process outlined within the procurement plan. 

 

b)   That this report (without attachments) is released as publicly available information after the meeting. 

 

Procurement Plan – Waipawa Trunk Sewer Main Renewal report  

Council  

28 February 2019 

Extension of Maintenance and Re-Seal Contracts 

 

a)   That the current Road Maintenance Contract and the current Re-seal Contract be extended by one fiscal year. 

 

b)   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 

  1. 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. 

 

  1. 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 

 

a)    Council approve Option One, to follow the procurement process as outlined within the attached procurement plan to tender the project to the open market. 

 

b)    That the resolution for this report is released following this meeting 

 

 

Council 

9 May 2019 

Supplier Recommendation : Waipawa Trunk Sewer Main Renewal 

 

  1. 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. 

 

  1. That  the  Chief  Executive  be  delegated  authority  to  negotiate  the  final  details of  the  contract and to execute the contract. 

  1. 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 

 

  1. 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. 

 

  1. 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. 

 

  1. That  the  Chief  Executive  be  delegated  authority  to   

       negotiate the  final  details of  the  contract and to execute the contract.  

 

  1. 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. 

 

20190530 Council - SH2 Borefield Upgrade 

Council 

30 May 2019 

Supplier Recommendation: Otane Alternate Supply 

 

  1. 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. 

 

  1. Include the 3.2km of wastewater pipeline as a provisional item into the project subject to alignment with wider wastewater project. 

 

  1. That the Chief Executive be  delegated  authority  to  negotiate  the  final  details of  the  contract and to execute the contract. 

 

  1. 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. 

 

20190530 Council - Otane Alternate Supply 

Council 

14 November 2019 

Local Government Funding Agency Annual General Meeting 

 That Council: 

  1. notes the Local Government Funding Agency has advised that its Annual General Meeting will be held on Thursday 21st November 2019 at 2pm at the Bolton Hotel in Wellington. 

 

  1. appoints the Chair of the Local Government Funding Agency Board as alternate. 

 

  1. agrees that the proxy to vote in favour of the following proposals which require ordinary shareholder resolutions: 

  1. Linda Robertson is re-appointed to the Local Government Funding Agency’s board as an independent director. 

  1. Mike Timmer is re-appointed to the Local Government Funding Agency’s board as a non-independent director. 

  1. Auckland Council is re-elected to the Shareholders’ Council. 

  1. Western Bay of Plenty District Council is re-elected to the Shareholders’ Council. 

  1. Increases in Directors’ remuneration. 

  1. Changes to the local Government Funding Agency’s foundation policies. 

  1. Changes to the Local Government Funding Agency’s Shareholders’ Agreement. 

 

 

Finance and Planning Committee  

15 August 2019 

 

Leachate to Landfill Irrigation Budget 

  • That approval is given to option two to approve the use of after-care landfill reserve to fund the additional $333,000 to allow the project to be delivered and refund the reserve over the next 10 years. 

  • That the report (without attachments) relating to this item be released as publicly available information following the tender process. 

 

Leachate to Landfill Irrigation Budget 

 

Council 29 August 2019 

 

Land Transport Contract Procurement 

  • That the procurement plan is adopted and that Council officers are mandated to begin procurement for the listed contracts as set out in the plan. 

  • That the report relating to this item be released as publicly available information following the release of the tender documents. 

Land Transport Section 17(a) Report 

  • That Council adopt the completed and attached Land Transport Section 17(a) Report and support Officers to programme and complete work to meet the recommendations. 

  • That this report (without attachments) be released as publicly available information following this meeting. 

 

Land Transport Contract Procurement 

 

 

 

 

 

Land Transport Section 17 (A) Report 

 

Council 13 November 2019 

 

Local Government Funding Agency Annual General Meeting 

  • Notes the Local Government Funding Agency has advised that its Annual General Meeting will be held on Thursday 21st November 2019 at 2pm at the Bolton Hotel in Wellington. 

  • Appoints the Chair of the Local Government Funding Agency Board as alternate. 

  • Agrees that the proxy to vote in favour of the following proposals which require ordinary shareholder resolutions: 

  • Linda Robertson is re-appointed to the Local Government Funding Agency’s board as an independent director. 

  • Mike Timmer is re-appointed to the Local Government Funding Agency’s board as a non-independent director. 

  • Auckland Council is re-elected to the Shareholders’ Council. 

  • Western Bay of Plenty District Council is re-elected to the Shareholders’ Council. 

  • Increases in Directors’ remuneration. 

  • Changes to the local Government Funding Agency’s foundation policies. 

  • Changes to the Local Government Funding Agency’s Shareholders’ Agreement. 

  • That this report be released as publicly available information on 21st November 2019 

 

Local Government Funding Agency Annual General Meetings 

 

Council 13 February 2020 

 

Adoption of Changes to Land Transport Procurement Plan 

  • The approved Land Transport Procurement Plan be revised to change the weightings on Price Quality to 30% Price / 70% Quality. 

  • The Footpath Contract is removed from the Land Transport Procurement Plan. 

  • That Council officers are mandated to continue with procurement for the listed contracts as set out in the plan. 

  • The updated procurement plan and recommendations be released as publicly available information alongside the release of the tender documents. 

Appointment of Independent Chair - Risk and Assurance Committee 

  • That Council receive the Appointment of Independent Chair – Risk and Assurance Committee report.  

  • This Council appoint Mr Neil Bain as Independent Chair to the Risk and Assurance Committee.  

  • That the appointment of Mr Neil Bain be until December 2022.  

  • That Council publicly announce the Independent Chair of the Risk and Assurance Committee following the execution of a Letter of Engagement by the Chief Executive.  

Appointment of Council Representative to Central Hawke's Bay Community Trust 

  • That the report be received. 

  • That Council appoints Mrs Libby Tosswill as Council’s representative on the Central Hawke’s Bay Community Trust. 

  • That Council publicly announce the appointment of the Council’s representative. 

 

Adoption of Changes to Land Transport Procurement Plan 

 

Council 30 April 2020 

 

Land Transport Procurement Outcomes 

  • That Council adopt the outcome of the Land Transport Procurement process and delegate authority to the Chief Executive to award and execute Contract 1057 (Road Maintenance) to Downer for a period of 3 years + 1 year + 1 year up to a value of $18,750,000 as per the 2018 LTP budget, Contract 1058 (Reseals) to Downer for a period of 3 years + 1 year + 1 year up to a value of $10,833,333 as per the 2018 LTP budget, Contract 1059 (Area Wide Pavement Treatments) to Higgins for a period of 2 years up to a value of $3,600,000 as per the 2018 LTP budget and Contract 1060 (Minor Structural Renewals) to Higgins for a period of 2 years up to a value of $1,800,000 as per the 2018 LTP budget. 

  • That this report not be released as publicly available information due to the commercial sensitivity of some information within it. 

  • That the minute relating to this item be released as publicly available information following the notification of successful and unsuccessful tenderers and the completion of any other requirements set out under Councils Procurement Policy and probity requirements. 

 

 

Council 24 September 2020 

 

C1096 Procurement Plan - Bridges (PGF Programme) 

  • Council approves the procurement plan to procure a partner to deliver the contract 1096 (C-1096) for bridge strengthening. 

  • Council approves to delegate the award and negotiation of the contract to the Chief Executive following a tender process that is consistent with the procurement plan. 

  • That the minute relating to this item be released as publicly available information. 

 

 

Council 18 November 2020 

 

Approval to Commence with Stage 2 - Otane to Waipawa Wastewater Pipeline 

  • That Council approves Stage Two of the Otane to Waipawa pipeline proceeds 

  • That Council awards Stage Two of the Otane to Waipawa construction to Fulton Hogan to a cap of $2,000,000 – funded solely from the Tranche One – 3 Waters Reform Funding. 

  • That the minute relating to this item be released as publicly available information on 18th November 2020. 

 

Strategic Property Matters – Waipukurau 

  • That Council lease and develop 4 Bogle Brothers Esplanade, Waipukurau, as the Business Centre and Library for Waipukurau as outlined in this report, taking advantage of external funding of $400,000 available from the Provincial Growth Fund for the setting up of a Regional Digital Business Hub.  

  • That Council contributes up to $139,042 of capital funding towards the project, noting that this funding of $139,042 will be required in the 2020/21 Financial Year and will be loan funded.  

  • That Council notes that the additional capital funding contribution towards the project, will be made up from existing rates funded library renewals, a bequest made to the library in 2018 and funding from Friends of the Library.  

  • That Council notes that new operational funding of $28,232 in Years 1 – 5 of the 2021 – 2031 Long Term Plan and $63,212 beyond Y5 for the project is required. 

  • That the minute relating to this item be released as publicly available information ten days from the execution of the Lease for 4 Bogle Brothers Esplanade, Waipukurau. 

 

 

C1097 Procurement Plan - Flaxmill Inundation Remediation Project 

  • Council approves the procurement plan to procure a partner to deliver the contract 1097 within a cap of $10m related to Flaxmill Inundation Remediation Project. 

  • Council approves to delegate the award and negotiation of the contract to the Chief Executive following a tender process that is consistent with the procurement plan. 

  • That the minute relating to this item be released as publicly available information immediately. 

 

 

 

C1098 Procurement Plan - Retaining Wall and Slope Strengthening Programme 

  • Council approves the procurement plan to procure a partner to deliver the contract 1098 within a cap of $3m related to a programme of retaining wall and slope strengthening work. 

  • Council approves to delegate the award and negotiation of the contract to the Chief Executive following a tender process that is consistent with the procurement plan. 

  • That the minute relating to this item be released as publicly available information. 

 

 

Governance Documentation

Underpinning good governance are a range of documents that ensure Council is clear on its accountabilities, expectations and responsibilities. You can find these documents here.

Central Hawkes Bay District Council Governance Statement 2019 2020 following bi election
Code of Conduct adopted 14 November 2019 20191114
Committee Terms of Reference 2019 2022
Council and Community Representation Appointments 2020 20201212
Standing Orders 2019 Adopted 14th November 2019 20191004
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