Minutes of Council Meeting

MINUTES OF Kapiti Coast District Council
Council Meeting
HELD AT THE Council Chamber, Ground Floor, 175 Rimu Road, Paraparaumu
ON Thursday, 12 December 2019 AT 9.30am

PRESENT: Mayor K Gurunathan, Deputy Mayor Janet Holborow, Cr Angela Buswell, Cr James Cootes, Cr Jackie Elliott, Cr Gwynn Compton, Cr Jocelyn Prvanov, Cr Martin Halliday, Cr Sophie Handford, Cr Robert McCann, Cr Bernie Randall

IN ATTENDANCE: Christine Papps (Ms), Kathy Spiers (Ms), Jill Griggs (Ms), Holly Ewens (Ms), James Westbury (Mr), Wayne Maxwell (Mr), Natasha Tod (Ms), Sean Mallon (Mr), Janice McDougall (Mrs), Mark de Haast (Mr), Darryn Grant (Mr), Tim Power (Mr), Leyanne Belcher (Ms), Vyvien Starbuck-Maffey (Ms), David Ledson (Mr), Bill Carter (Mr), Deirdre Kent (Ms), Natalia Repia (Ms), Kevin Burrows (Mr), Adrian Mitchell (Mr).

APOLOGIES: Nil

LEAVE OF Nil

ABSENCE:

1 Welcome

The Mayor welcomed everyone to the last meeting of Council for 2019.

2 Council Blessing

Cr Sophie Handford read out the Council blessing in te reo Māori.

3 Apologies

Nil.

4 Declarations of Interest Relating to Items on the Agenda

Cr Randall put several queries about one of the public excluded items on the agenda. The Mayor said he would respond at that point in the meeting.

There were no declarations of interest relating to items on the agenda.

5 Public Speaking Time for Items Relating to the Agenda

Jenny Rowan spoke on behalf of the Kāpiti Climate Change Action Group, congratulated the new Council and looked forward to working positively with Council on climate change.

6 Members’ Business

(a) Public Speaking Time Responses – the Mayor was in conversation with the Chief Executive concerning the Council’s climate change efforts.

(b) Leave of Absence

MOVED (COOTES / BUSWELL)

That leave of absence is granted to the following:

Cr Sophie Handford – until 24 February 2020

Cr Jocelyn Prvanov – 13-23 January 2020

Cr Janet Holborow – 2-15 January 2020

CARRIED

7 Mayor's Report

7.1 Request to Government to place moratorium on bottled water consents

MOVED (HANDFORD / COMPTON)

That Council receives the Mayor’s report.

CARRIED

Cr Holborow reported on her Arts portfolio, noting:

· The success of the 2019 Arts Trail where the hubs appeared to attract more visitors than the individual artist studios

· Progress with local public art projects was outlined

· Public art delivery – staff working on how to add colour to public spaces

· Mahara Gallery upgrade has received resource consent, and fundraising commenced The Lotteries Commission was not successful but the contribution from Wellington Communities Trust was noted.

· The new Kāpiti Performing Arts Centre opening on 22 February 2020

· NZ Festival of the Arts is coming to Kapiti in November 2020.

· Arts workshops by Jenna-Lea Philpott

· Mahara Gallery Arts review

· Friends of the Libraries work and events

· Council to review its Strategy for Supporting the Arts

· Local music scene highlights were outlined.

Cr Jackie Elliott joined the meeting at 9.50am.

MOVED (Mayor / buswell)

That Council accepts the portfolio report.

CARRIED

8 Reports

8.1 Fees Framework for Non-Elected Members 2019-2022 Triennium

Leyanne Belcher Democracy Services Manager responded to questions, noting an amendment to the meeting fees heading on page 11 which should read “2019-2022”.

moved (holborow / handford)

That Council revokes the 2017 Fees Framework and Expenses Policy for Non-Elected Members

That Council approves the Fees Framework and Expenses Policy for Non-Elected Members as revised at Appendix 1 of the report “Fees Framework for Non-Elected Members 2019-2022 Triennium.”

CARRIED

8.2 Amendments to the Council Delegations to Chief Executive and Staff

Legal Counsel Tim Power spoke to the report and answered members questions.

moved (elliott / buswell)

That the Council adopts the revised Council to Chief Executive and Staff Delegations as shown in Appendix A to report Amendments to the Council Delegations to Chief Executive and Staff.

That the Council adopts the revised Resource Management Act 1991 Delegations to Staff as shown in Appendix B to report Amendments to the Council Delegations to Chief Executive and Staff.

CARRIED

8.3 Appointment of Chair and Deputy Chair District Licensing Committee (DLC)

Leyanne Belcher Democracy Services Manager introduced the report and responded to questions.

Members discussed the proposed change from an elected member as DLC Chair to an Independent commissioner.

A further opportunity for discussion. The current commissioner could continue in the role for the time being.

MOVED (ELLIOT / RANDALL)

That this report be left to lie on the table.

LOST

moved (buswell / mayor)

That the Council instructs the Chief Executive to commence a recruitment process to identify a suitable candidate for appointment as a commissioner to act as Chair of the District Licensing Committee for a period of five years;

A division was called:

For the motion: Cr Holborow, Cr Buswell, Mayor, Cr Cootes, Cr Handford

Against the motion: Cr Compton, Cr Randall, Cr Halliday, Cr McCann, Cr Prvanov, Cr Elliott

LOST

MOVED (RANDALL / ELLIOTT)

That the Council confirms Cr Janet Holborow in the role of Deputy Chair of the District Licensing Committee for the 2019-2022 Triennium.

CARRIED

Cr Holborow abstained from voting.

MOVED (MAYOR / COOTES)

That Council staff bring a report on this matter back to the next Council meeting.

CARRIED

The meeting adjourned at 10.50am and reconvened at 11am.

The meeting agreed to reverse the order of the next two items on the agenda, 8.4 and 8.5.

8.5 Waste Minimisation Task Force report back

David Ledson, Chair of the Task Force, supported by Council officer and Waste Projects Manager Adrian Mitchell, presented the report, including a powerpoint presentation which outlined who the Task Force were, their mandate, and findings. Mr Ledson lauded the support of Council officers, and asked members of the Task Force to comment on their individual workstreams and projects.

Bill Carter raised two cultural issues, both of which dealt with the principle of removing waste from this area to another iwi’s rohe, which was offensive to Māori. The future of the Otaihanga Landfill was raised; it was a valuable asset with an opportunity for reclamation and redevelopment.

Deirdre Kent spoke on behalf of Low Carbon Kāpiti. Natalia Repia, Ngati Toa Rangatira representative, spoke about the need to consider behaviours around waste and not to offload problems, as solutions lie within the community. Kevin Burrows, the Grey Power representative spoke about kerbside collection and recycling issues. Construction and demolition, waste food and organic waste were the biggest areas for reduction.

Cr Elliott left the meeting at 11.54am and returned at 11.55am.

MOVED (ELLIOTT / MCCANN)

That Council acknowledge receipt of the Final Report of the Waste Minimisation Taskforce.

That Council thanks the Taskforce members for the considerable skill, time and effort they have committed in the preparation of the Final Report of the Waste Minimisation Taskforce.

That Council congratulate staff on their contribution to the work of the taskforce.

CARRIED unanimously

8.4 Kāpiti Economic Development: Major Events Fund Allocation 2019/2020

Cr McCann left the meeting at 12.10pm.

Darryn Grant Economic Development Manager spoke to the report and explained the reasons for the change in the process.

Cr McCann rejoined the meeting at 12.12pm.

Further information the Māoriland Film Festival was tabled.

moved (cootes / holborow)

The Council notes the decision of FFFLAIR to postpone their event to 2021.

The Council notes the applications received for the 2019/20 Major Events Fund.

The Council notes the applications received for the feasibility funding for the Major Event Fund 2019/2020.

The Council notes that the applicants have been assessed using the agreed criteria set out in the 2019/20 Major Events Policy, that Takutai Kāpiti does not fulfil all the criteria, and that the applications were not reviewed by the major events fund assessment panel.

The Council approves the allocation of funding as outlined in Table 4.

Table 4: Major Event Fund allocations.

Event application name	Allocations
Toot Suit Boutique Festival	$20,000
2020 Takutai Kāpiti	$19,000
Coasters Musical Theatre	$0
Te Tāpoi Kāpiti	$11,000
Dirt Farm	$15,000

CARRIED

Cr Randall abstained from voting.

9 Confirmation of Minutes

9.1 Confirmation of Minutes 31 October 2019

moved (elliott / holborow)

That the minutes of the Council meeting on 31 October 2019 be accepted as a true and accurate record of that meeting.

CARRIED

9.2 Confirmation of Minutes 7 November 2019

MOVED (compton / prvanov)

That the amended minutes of the Council meeting on 7 November 2019 be accepted as a true and accurate record of that meeting.

CARRIED

10 Public Speaking Time

· Nil

Cr Elliott left the meeting at 12.58pm.

11 Public Excluded Reports

Resolution to Exclude the Public

MOVED (MAYOR / HOLBOROW)

That, pursuant to Section 48 of the Local Government Official Information and Meetings Act 1987, the public now be excluded from the meeting for the reasons given below, while the following matters are considered. Community Board representatives are allowed to stay for item 11.1 only.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

11.1 - Appointment of Chair of the Audit and Risk Subcomittee

Section 7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

Section 48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11.2 - Property Acquisition

Section 7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

Section 7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

CARRIED

The Council meeting went into public excluded session at 12.59pm.

12 Release of Public Exclude items

The Council came out of public excluded session at 1.20pm.

The Council came out of public excluded session at 1.20pm having resolved that the report Appointment of the Chair of the Audit and Risk Subcommittee, with the exception of Appendix 2 be released from publically excluded business.

Appendices

1 Appointment of the Chair of the Audit and Risk Committee, with the exception of Appednix 2 (released from publically exlcuded business)

The Council meeting closed at 1.20pm.

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CHAIRPERSON