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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

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 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.

Annual Report 2017/2018

Recommendation

from

Item and Resolution

Report

Risk and Audit Committee 14

February 2019

Internal Audit Update

 

a)      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

 

a)      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

a)      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.

 

b)      That the draft District Plan document is released in full as a publicly 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

30 May 2019

Supplier Recommendation : SH2 Borefield Upgrade

 

a)      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.

 

b)      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.

 

c)      That the Chief Executive be delegated authority to

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

20190530 Council - SH2 Borefield Upgrade

 

 

 

d) 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.

 

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.

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.
  2. Mike Timmer is re-appointed to the Local Government Funding Agency’s board as a non-independent director.
  3. Auckland Council is re-elected to the Shareholders’ Council.
  4. Western Bay of Plenty District Council is re-elected to the Shareholders’ Council.
  5. Increases in Directors’ remuneration.
  6. Changes to the local Government Funding Agency’s foundation policies.
  7. 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

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.

Local Government Funding Agency Annual General Meetings

 

 

 
  • 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

 

2020/2021 Decisions Released from Public Excluded Sessions

Recommendation from

Item and Resolution

Report

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.

 

 

Extra-Ordinary Council

27 May 2021

Endorsement of the Section 32 Reports and Proposed Central Hawkes Bay District Plan

 

a)   That  Council in order to consider the notification of the proposed District Plan in a public agenda, endorses the District Plan Committees recommendation of 28 April 2021 that Council adopt and release the Proposed District Plan and Section 32 reports with such amendments made after the date of this recommendation as may be required to make minor corrections and to reflect the outcome of consultation undertaken under Clause 3, Schedule 1 of the RMA, for notification in accordance with Clause (5) Schedule 1 of the Resource Management Act 1991; and further; 

 

b)   That Council in order to consider the notification of the proposed District Plan in a public agenda, endorses the Proposed District Plan and the Section 32 Reports for public notification contained in this report, in accordance Clause 5 of Part 1 of Schedule 1 of the Resource Management Act 1991. 

 

c)   That Council release these resolutions as publicly available immediately, in order to conduct its public business.

 

 

Council Meeting

3 June 2021

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Procurement Plan – Tikokino Road Water Main Renewal (Stage 2&3)

 a)         That council approve Option One - the procurement plan to release Contract 1148 to tender to install and renew water main pipeline along Tikokino Road.

b)         That the report and minute relating to this item be released as publicly available information on 03 June 2021

Procurement Plan – Waipawa Firefighting Stages 1 – 3

 a)         That council approve the procurement plan to release contract 1140 to the open market to deliver Stages 1 – 3 of the Waipawa water firefighting and shortfalls upgrade programme.

b)         That the report and minute relating to this item be released as publicly available information on 03 June 2021

Procurement Plan – Otane Wastewater Pump Station

 a)      The procurement plan is adopted to approve the release of the Contract 1135 to construct and implement stage 4 a, the pump station at Otane to convey wastewater to Waipawa tender documents to the market.

b)      That the minute and report relating to this item be released as publicly available information on 03 June 2021

Procurement Plan – Tikokino Road Water Main Renewal (Stage 2&3)

 

 

 

Procurement Plan – Waipawa Firefighting Stages 1 – 3

 

 

 

Procurement Plan – Otane Wastewater Pump Station

 

 

Council Meeting

29 July 2021

  

C-1135 Tender Outcome Report - Otane Wastewater Pump Station

a)   The Tender Outcome report for the award of contract C-1135 to Stead Construction for the installation of a wastewater pump station at the Ōtāne wastewater treatment plant is approved.

b)    That Council approve the increase in budget for the contract from $1.136m to $1.608m to be managed within the wider #bigwastewaterstory programme budget.

c)    That the minute relating to this item be released as publicly available information on 29th July 2021

C-1140 Tender Outcome Report - Waipawa Water Firefighting

a)   That council approve to award C1140 Waipawa Water Firefighting Stages 1 to 3 to Russell Roads as outlined in the tender outcome report.

b)   That the minute relating to this item be released as publicly available information on 29 July 2021

  

Council Meeting

29 July 2021

Establishment of Central Hawkes Bay District Plan Panel

a) Decision One:  That Council form a District Plan Hearings Panel to hear and deliberate on the Central Hawke’s Bay Proposed District Plan made up of two external independent hearing commissioners - one to act as a Chair and the second as a panel member, a further Independent External Commissioner to act as a Tikanga Specialist and three internal Councillor Commissioner appointments.

b) Decision Two: That Council adopt and approve the following Commissioner Appointments to the Central Hawke’s Bay District Plan Hearings Panel of:
• Robert Schofield as the Independent Chair;
• Loretta Lovell as an Independent Panel Member;
• Dr Roger Maaka as an Independent Panel Member and Tikanga Specialist acting as a Commissioner in accordance with Section 34A (1A) of the Resource Management Act 1991;
• Councillor Tim Aitken as a panel member;
• Councillor Pip Burne as a panel member;
• Councillor Kate Taylor as a panel member.

c) Decision Three:  That Council adopt the Terms of the Reference for the Central Hawke’s Bay District Plan Hearings Panel, noting that in doing so Council specifically delegates authority under Section 34A of the Resource Management Act 1991 to the Central Hawke’s Bay District Plan Hearings Panel to hear and deliberate on the Central Hawke’s Bay Proposed District Plan.

d) That the attached terms of reference relating to this item be released as publicly available information immediately after this meeting and further;

e) That the resolution confirming the appointment of Commissioners to the Panel is released as publicly available information upon Officers having confirmed and notified all of the participants in the Expression of Interest Process.

  

Council Meeting

29 July 2021

Amendment to the terms of reference and appointment of commissioners to the regulatory hearings panel

a) That Council adopt the amended Central Hawke’s Bay Committee Terms of Reference, specifically noting the changes and appointment of Certified Commissioners to the Regulatory Hearings Panel.

b) That the resolution confirming the appointment of Commissioners to the Regulatory Hearing Panel is released as publicly available information upon Officers having confirmed and notified all of the participants in the Expression of Interest Process.

  

Council Meeting

23 September 2021

C1126 - Extension of Desludging Contract

a)  Approve the award of an extension of contract C-1126 to a cap of $1.75m, increasing the scope of works to now include the desludging of the Waipukurau Wastewater Treatment plant and removal of redundant infrastructure from the Waipawa pond, to Hydracare NZ Limited consistent with the attached procurement plan.

b)  That the expenditure and cashflow for delivery of this project within the programme is managed within the overall #bigwastewaterstory budgets.

c)  That the minute relating to this item be released as publicly available information on 23rd September 2021

d)  That Council request the Chief Executive bring a report back on options for proposed amendments to the Delegations Manual for streamlining Capital Programme delivery.   

  

Council Meeting 17 November 2021

November 2021 – Access to adverse events fund 

a)   That Council approves the use of the Adverse Events Fund to provide Council’s share of the costs of replacing the non-usable section of the road, up to a value of $550,200. 

b)   That Council delegate authority to the Chief Executive to execute a direct engagement procurement of Higgins Contracting Ltd to carry out the physical works to replace the non-usable section of the road up to a total value of $1,700,000. 

c)   That this report and minute be released as publicly available information on Friday 19th November 2021, or after such time that Council have notified Higgins of the chosen procurement approach. 

 

 November 2021 - Access to Adverse Events Fund

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.

Governance Statement 2019 - 2020
Code of Conduct - Adopted November 2019
Committee Terms of Reference
Standing Orders - Adopted 14 November 2019
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