EXTRAORDINARY MEETING OF COUNCIL - Open Minutes - Infocouncil
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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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Extraordinary Meeting of Council - 02 April 2019 - Open Minutes
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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Extraordinary Meeting of Council - 02 April 2019 - Open Minutes
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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Extraordinary Meeting of Council - 02 April 2019 - Open Minutes
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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Extraordinary Meeting of Council - 02 April 2019 - Open Minutes
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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Extraordinary Meeting of Council - 02 April 2019 - Open Minutes
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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