MINUTES OF
THE KĀpiti Coast District Council
Council Meeting
HELD IN THE Council
Chamber, Ground Floor, 175 Rimu Road, Paraparaumu
ON Thursday, 31 August
2023 AT 9.31am
PRESENT: Mayor Janet Holborow, Cr Glen Cooper, Cr Martin Halliday, Cr Sophie Handford, Cr Liz Koh, Cr Jocelyn Prvanov, Cr Kathy Spiers, Cr Shelly Warwick, Cr Nigel Wilson
Via Zoom: Deputy Mayor Lawrence Kirby
IN ATTENDANCE: Mr Bede Laracy, Mr Cam Butler, Mr Glen Olsen, Mr Richard Mansell, Mr Karl Webber, Mr David Shand (Chair of the Risk and Assurance Committee), Mr Darren Edwards, Ms Hara Adams, Mr Sean Mallon, Ms Janice McDougall, Mr Mike Mendonça, Ms Kris Pervan, Ms Kate Coutts, Ms Steffi Haefeli, Ms Anna Smith, Ms Jessica Mackman, Mr David Shand, Mr Ron Minnema, Mr Vijay Soma, Mr Ruchir Gaur, Ms Angela Bell, Mr Chris Pearce, Mr Ian Littleworth, Ms Sarah Wattie, Ms Sheryl Gavin, Ms Aston Mitchell, Ms Jing Zhou, Mr Peter Bollman, Ms Susan Owens, Mr Darryn Grant, Ms Tracey Morgan (Ātiawa ki Whakarongotai), Ms Morag Taimalietane, Ms Nicky Holden, Ms Jacquie Cull, Mr Steve O'Sullivan
Via Zoom: Mr Huriwai Paki (Ngāti Toa Rangatira)
WHAKAPĀHA | Ms Kirsten Hapeta (Ngā Hapū o Ōtaki)
APOLOGIES:
LEAVE OF Cr Rob Kofoed
ABSENCE:
1 Nau Mai | Welcome
The Mayor welcomed everyone to the meeting.
Cr Martin Halliday read the Council blessing.
Cr Jocelyn Prvanov arrived to the meeting at 9.32am.
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Resolution CO2023/104 Moved: Cr Jocelyn Prvanov Seconder: Cr Sophie Handford That the apology received from Cr Rob Kofoed and Kirsten Hapeta (Ngā Hapū o Ōtaki) be accepted. |
There were no declarations of interest relating to items on the agenda.
5 Te Whakatakoto Petihana | Presentation of Petition
Cr Sophie Handford arrived at 9.34am.
8 NGĀ TAKE A NGĀ MEMA | Members’ BusinesS
(a) Leave of Absence
There were no leaves of absences requested.
(b) Matters of an Urgent Nature (advice to be provided to the Chair prior to the commencement of the meeting)
There were no matters of an urgent nature raised.
9 Te Pūrongo a te Korormatua | Mayor's Report
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10.1 Kapiti Coast District Council - Speed Management Plan 2023-33 (Final) |
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Sean Mallon, Group Manager Infrastructure Services and Ron Minnema, Transport Safety Lead took the report as read and answered members’ questions. |
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Resolution CO2023/105 Moved: Cr Sophie Handford Seconder: Cr Martin Halliday A. Council receives this report. B. Council approves the Speed Management Plan (August) excluding Paekākāriki Village. C. Council approves a second round of consultation involving the two speed management options for Paekākāriki Village with consultation commencing on 4 September and concluding on 15 September 2023. D. Note that: D.1 If approved by Council submissions on the two options involving Paekākāriki Village will open on 4 September and close on 15 September 2023. D.2 Following receipt of submissions, the Speed Management Plan (August) will be amended and presented to Council for adoption in October 2023 with a covering report. D.3 Once adopted this will enable (1) the Speed Management Plan to be submitted for inclusion in the Wellington Regional Speed Management Plan (2) budgets for speed related infrastructure to be included in the LTP (3) Council to include bids for speed related infrastructure in the Regional Land Transport Plan 2024 - 27 D.4 At the October 2023 meeting approve the Speed Management Plan (October) to include Paekākāriki Village reflecting the preferred option post the second round of consultation without the remaining sites being relitigated as they would have been approved at the 31 August 2023 meeting of Council. |
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The meeting adjourned at 10.11am and reconvened at 10.18am. |
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Moved: Cr Jocelyn Prvanov Seconder: Cr Glen Cooper E. That the location and need of the two raised threshold treatments near Kapakapanui School are revisited before the final signoff of this specific area of the Speed Management Plan. For: Crs Glen Cooper, Jocelyn Prvanov and Nigel Wilson Against: Mayor Janet Holborow, Deputy Mayor Lawrence Kirby, Crs Martin Halliday, Sophie Handford, Liz Koh, Kathy Spiers and Shelly Warwick lost 3/7 |
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Steffi Haefeli, Manager Democracy Services and Sarah Wattie, Manager Governance and Legal Services spoke to the report and alongside Janice McDougall, Group Manager People and Partnerships, and Darren Edwards, Chief Executive, answered members’ questions. |
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Resolution CO2023/106 Moved: Cr Nigel Wilson Seconder: Cr Shelly Warwick A. That Council adopt the Code of Conduct appended at Appendix 1 for the 2022-2025 triennium. |
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Resolution CO2023/107 Moved: Cr Nigel Wilson Seconder: Cr Shelly Warwick B. That Council adopt a two-step complaints of alleged breaches assessment process. |
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Resolution CO2023/108 Moved: Cr Nigel Wilson Seconder: Cr Martin Halliday C. That Council adopt that recommendations from independent investigators are not binding on Council in the resolution of a Code of Conduct complaint. |
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Resolution CO2023/109 Moved: Mayor Janet Holborow Seconder: Cr Sophie Handford D. That Council approves Council staff to make any minor editorial changes for clarity. |
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10.3 Waikanae Library and Service Centre - Summary of Community Engagement |
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Mike Mendonça, Acting Group Manager Place and Space spoke to the report and alongside Tracey Morgan (Ātiawa ki Whakarongotai), Ian Littleworth, Libraries and Cultural Services Manager, Kris Pervan, Group Manager Strategy and Growth, answered members’ questions. |
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Resolution CO2023/110 Moved: Cr Nigel Wilson Seconder: Cr Jocelyn Prvanov It is recommended that Council: A. Receive the report on the community engagement process. B. Note that the community engagement supports the development of a multi-functional space that becomes a social hub for the entire community. C. Note that community engagement confirms the project objectives and will inform detailed functional planning. |
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Resolution CO2023/111 Moved: Cr Nigel Wilson Seconder: Cr Jocelyn Prvanov D. Adopts Option 1 (refurbish and extend the former library) as presented to enable an immediate start of the construction process of the new Waikanae Library and Community Hub. |
Item 10.3 Waikanae Library and Service Centre – Summary of Community Engagement was left to lie on the table until Items 10.5 Audit Proposal for the 2023, 2024 and 2025 Financial Years and 10.8 Wellington Regional Leadership Committee: Updated Agreement and Terms of Reference had been brought forward in the meeting and discussed.
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10.5 Audit Proposal for the 2023, 2024 and 2025 Financial Years |
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Jing Zhou, Chief Financial Officer and Sheryl Gavin, Acting Group Manager Corporate Services spoke to the report and alongside David Shand, Chair of the Risk and Assurance Committee, answered members’ questions. |
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Resolution CO2023/112 Moved: Cr Martin Halliday Seconder: Cr Nigel Wilson A. That the Council approves the EY audit fees and Audit Engagement Letter with the recommendation from the Risk & Assurance Committee. B. That the Council notes the EY audit fees, on behalf of the Auditor-General, for the 2023, 2024, 2025 financial years, as per attachment one to this report. C. That the Council notes the EY Audit Engagement Letter, dated 27 June 2023, on behalf of the Auditor-General for the years ending 30 June 2023, 2024 and 2025, as per attachment two to this report. D. That the Council notes that a remit calling on central government to take action to reduce audit fees was discussed at the Local Government New Zealand conference in July 2023. E. The Council delegates the Chief Executive to sign the Audit Proposal Letter and the Audit Engagement Letter. |
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10.8 Wellington Regional Leadership Committee: Updated Agreement and Terms of Reference |
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Angela Bell, Chief Advisor Strategy and Growth, Kim Kelly, Greater Wellington Regional Council Programme Director and Kris Pervan, Group Manager Strategy and Growth spoke to the report and answered members’ questions. |
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Resolution CO2023/113 Moved: Mayor Janet Holborow Seconder: Cr Shelly Warwick That Council: A. Notes that on 25 February 2021, the Council resolved to establish the Wellington Regional Leadership Committee and for Council to become a member of it. The matters that Joint Committee addresses now need updating and these resolutions reflect those updates. These resolutions should be read as being in addition to the original resolutions. B. Agrees the Wellington Regional Leadership Committee continues as a joint committee under clause 30(1)(b) of Schedule 7 of the Local Government Act 2002, but on the amended terms set out in the Joint Committee Agreement (dated 2023), with the amendments in effect from the date the Wellington Regional Leadership Committee Joint Committee Agreement is signed by all local authority parties. C. Notes the main amendments provide for the Wellington Regional Leadership Committee to: C.1 undertake the work necessary to inform, prepare and finalise the Future Development Strategy in accordance with the National Policy Statement for Urban Development 2020. C.2 establish a Joint Committee Subcommittee to hear submissions on the draft Future Development Strategy (and any updates) and make recommendations to the Wellington Regional Leadership Committee on those submissions (which will make the final decision on the Future Development Strategy). C.3 undertake regular reviews of the Future Development Strategy. C.4 prepare the implementation plan in support of the Future Development Strategy. C.5 implement the Future Development Strategy. D. Authorises the Wellington Regional Leadership Committee to appoint a Joint Committee Subcommittee for the Future Development Strategy to hear and make recommendations on submissions received on the draft Future Development Strategy to be developed under the National Policy Statement for Urban Development 2020 (and any updates to that Strategy). E. Approves the amended Wellington Regional Leadership Committee Joint Committee Agreement, including the amended Terms of Reference for the Joint Committee and the new Terms of Reference for the Joint Committee Subcommittee for the Future Development Strategy. (Noting that as required by the existing Agreement, the Wellington Regional Leadership Committee Joint Committee has endorsed the amendments to functions and powers of the Joint Committee). F. Delegates all powers and functions to the Wellington Regional Leadership Committee set out in the amended Wellington Regional Leadership Committee Joint Committee Agreement, including the amended Terms of Reference for the Joint Committee and the new Terms of Reference for the Joint Committee Subcommittee for the Future Development Strategy. G. Notes that the Wellington Regional Leadership Committee is a joint committee of all local authorities that are parties to the Wellington Regional Leadership Committee Joint Committee Agreement, and it includes members representing iwi and the Crown. H. Authorises the Mayor to sign the amended Wellington Regional Leadership Committee Joint Committee Agreement on behalf of the Council. I. Appoints one elected member, Cr Nigel Wilson, to be a member of the Joint Committee Subcommittee for the Future Development Strategy for the purposes of hearing submissions on the draft Future Development Strategy (or any updates to it) and making recommendations on those submissions to the Wellington Regional Leadership Committee. |
The meeting adjourned at 11.54am and reconvened at 12.34pm.
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10.3 Waikanae Library and Service Centre - Summary of Community Engagement |
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Resolution CO2023/114 Moved: Cr Liz Koh Seconder: Cr Nigel Wilson E. That Council notes that option 1 is a preliminary stage to further strategic investment stages to be considered as part of the Long-term Plan.
F. That Council notes that this work will be closely linked to wider work around town centre invigoration. |
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10.4 Submissions and High-Level Summary for the Draft Easter Sunday Trading Policy 2023 |
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Aston Mitchell, Policy Advisor, Angela Bell, Chief Advisor Strategy and Growth, and Kris Pervan, Group Manager Strategy Growth spoke to the report and answered members’ questions. |
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Resolution CO2023/115 Moved: Cr Shelly Warwick Seconder: Cr Nigel Wilson That Council A. Receives and notes this report, including Appendices 1 and 2. B. Note that following consideration of submissions, and any proposed changes, Council will be presented with a final paper to adopt the Easter Sunday Trading Policy on 10 October 2023. |
Item - 10.5 Audit Proposal for the 2023, 2024 and 2025 Financial Years - was moved to another part of the minutes.
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10.6 Selecting the Electoral System for Local Body Elections 2025 |
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Steffi Haefeli, Manager Democracy Services and Janice McDougall, Group Manager People and Partnerships spoke to the report and answered members’ questions. |
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Resolution CO2023/116 Moved: Mayor Janet Holborow Seconder: Cr Jocelyn Prvanov A. That Council consider the electoral system for the 2025 local body elections and either: A.1 Retain the Single Transferable Vote (STV) system as the electoral system for the 2025 local body elections, and this decision be publicly notified by 19 September 2023 in accordance with statutory requirements. |
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10.7 Reports and Recommendations from Standing Committees and Community Boards |
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Steffi Haefeli, Manager Democracy Services, spoke to the report and answered members’ questions. |
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Resolution CO2023/117 Moved: Cr Shelly Warwick Seconder: Cr Nigel Wilson A. That the Council receives this report. |
Item - 10.8 Wellington Regional Leadership Committee: Updated Agreement and Terms of Reference - was moved to another part of the minutes.
11 Te Whakaū i ngā Āmiki | Confirmation of Minutes
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Resolution CO2023/118 Moved: Cr Shelly Warwick Seconder: Cr Nigel Wilson A. That the minutes of the Council meeting of 20 July 2023 be accepted as a true and correct record. B. That the minutes of the Council meeting of 10 August 2023 be accepted as a true and correct record. |
12 Purongo Kāore e Wātea ki te Marea | Public Excluded ReportS
Resolution to Exclude the Public
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Public Excluded Resolution CO2023/119 Moved: Cr Sophie Handford Seconder: Cr Shelly Warwick 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. 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:
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The Kaunihera | Council meeting went into public excluded session at 1.22pm.
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Resolution CO2023/122 Moved: Cr Sophie Handford Seconder: Cr Shelly Warwick That the Kaunihera | Council moves out of a public excluded meeting. |
The Kaunihera | Council came out of public excluded session at 1.57pm.
The Mayor closed the meeting with karakia.
The Kaunihera | Council meeting closed at 1.58pm.
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HEAMANA | CHAIRPERSON