Council Meeting
18 September 2018
Northland
Regional Council Minutes
Meeting held in the Council Chamber
36 Water Street, Whangārei
on Tuesday 18 September 2018,
commencing at 10.30am
Present:
Chairman, Bill Shepherd
Deputy Chairman, David Sinclair (left meeting 11.40 – 11.47am)
Councillors:
John Bain
Justin Blaikie
Paul Dimery
Mike Finlayson
Penny Smart
Rick Stolwerk
Joce Yeoman
In Attendance:
Full Meeting
Independent Financial Advisor
Deputy Chief Executive Officer
GM - Governance and Engagement
GM - Regulatory Services
Governance Support Manager
Part Meeting
Sport
Northland Chief Executive Officer
Sport
Northland Community Support Manager
Chief
Executive Officer (left meeting at 10.52am,
returned at 12.02pm during public excluded)
GM
- Corporate Excellence
Strategic
Projects Manager
Finance
Manager
Resource
Management Planning and Policy Manager
Economist
Financial
Accountant
Accounting
Assistant – Treasury and projects
Property
Officer
The Chair declared the meeting open at 10.30am.
Apologies (Item 1.0)
There were no apologies.
Secretarial Note: A temporary leave of absence of the
Chief Executive Officer was noted.
Declarations
of Conflicts of Interest (Item
2.0)
It was advised that councillors should make declarations
item-by-item as the meeting progressed.
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Receipt of Supplementary Items (Item 2.0A)
ID:
A1108727
Report from Chris Taylor, Governance Support Manager
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Moved (Shepherd/Yeoman)
That as permitted under section
46A(7) of the Local Government Official Information and Meetings Act 1987 the
following supplementary items be received:
·
ITEM 6.5: Mediterranean Fanworm response – Opua
·
CONFIDENTIAL ITEM 9.4: Proposal for property redevelopment
Carried
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Health and Safety Report (Item 3.0)
ID:
A1105197
Report from Tracey Warboys, Health and Safety
Specialist
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Moved
(Sinclair/Finlayson)
That the report ‘Health
and Safety Report’ by Tracey Warboys, Health and Safety Specialist and
dated 3 September 2018, be received.
Carried
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Confirmation of Minutes - 13 August 2018, 21
August 2018, 28 August 2018, and 5 September 2018
(Item 4.1)
ID:
A1103224
Report from Chris Taylor, Governance Support Manager
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Moved (Sinclair/Finlayson)
That the minutes of the
Representation Review Deliberations meeting held on 13 August 2018, the
council meeting held on 21 August 2018, and the extraordinary council
meetings held on 28 August 2018 and 5 September 2018 be confirmed as a true
and correct record.
Carried
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Council Action Sheet
- September 2018 (Item 4.2)
ID:
A1106479
Report from Chris Taylor, Governance Support Manager
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Moved (Sinclair/Yeoman)
That the action sheet be
received.
Carried
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Working Party Updates
and Chairpersons' Briefings (Item 4.3)
ID:
A1107328
Report from Evania Arani, Planning and Policy Team
Admin/PA
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Moved (Yeoman/Finlayson)
That the report ‘Working
Party Updates and Chairpersons' Briefings’ be received.
Carried
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It was further moved (Yeoman/Finlayson)
That a letter of appreciation be
sent to staff involved in the Regional Plan Hearings.
Carried
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Secretarial Note: Councillor Yeoman, as a member of the
hearings panel for the Proposed Regional Plan, acknowledged the hearings had
been well organised and complimented staff on their knowledge and willingness
to work with submitters.
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Council Working Group
Updates (Item 4.4)
ID:
A1103565
Report from Nola Sooner, Land and Rivers Team
Administrator/PA
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Moved (Yeoman/Blaikie)
That the report ‘Council
Working Group Updates’ be received.
Carried
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Financial Report to 31 August 2018 (Item 5.1)
ID:
A1106125
Report from Vincent McColl, Financial Accountant
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Moved (Sinclair/Shepherd)
That the report ‘Financial Report to 31 August 2018’
by Vincent McColl, Financial Accountant and dated 6 September 2018, be
received.
Carried
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Secretarial
Note: The Independent Financial Advisor provided commentary on the preparation
of the 2018 Annual Report. Appreciation was extended to the Finance Team
for a ‘smoother audit process’.
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Regional Sporting Facilities Rate Allocation
for 2018-2021 (Item 6.1)
ID:
A1104263
Report from Phil Heatley, Strategic Projects Manager
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Moved (Bain/Stolwerk)
1. That
the report ‘Regional Sporting Facilities Rate Allocation for
2018-2021’ by Phil Heatley, Strategic Projects Manager and dated
31 August 2018, be received.
Carried
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It was further moved (Bain/Dimery)
2. That
the following regional sporting facility projects receive an ‘In
Principle’ GST exclusive allocation from the cumulative Regional
Sporting Facilities Rate collected during the 2018–2021 financial years
as follows:
i. Sportsville Dargaville be allocated up to $600,000 from October
2018;
ii. Sportsville Kaikohe Stage 1 be allocated up to $100,000 from
November 2018;
iii. Mangawhai Activity Zone be allocated up to $500,000 from May 2019;
iv. Te
Hiku Sports Hub be allocated up to $1,400,000 from May 2020;
v. Pohe Island Sports Hub Stage 1 be allocated up to $900,000 from February 2021;
vi. Pohe Island Sports Hub Stage 2 be allocated up to $280,000 from June 2021.
Carried
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Secretarial
Note: The Chief Executive Officer left the meeting at 10.52am.
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It was further moved
(Bain/Blaikie)
3. That
the Chief Executive Officer has authority to distribute funds to each
project, up to the amounts allocated, when he is satisfied that the following
has been met to his satisfaction:
i. The
project Governance Group is properly constituted and capable; and
ii. The
project, or standalone stage, is fully funded; and
iii. Any
other criteria that he sees as relevant and material having taken
advice.
Carried
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It was further moved (Bain/Dimery)
4. That
the Chief Executive Officer has discretion over fund distribution timing
(before or after the dates in recommendation 3) but distribution sums must
not exceed the cumulative Regional Sporting Facilities Rate collected at the
time of distribution.
5. That the Chief Executive Officer refer
to council if there is a material change in a project or proposed change in
maximum allocation from the ‘In Principle’ decision.
6. That the Chief Executive Officer
report to council following the completed distribution of the 2018–2021
Regional Sporting Facilities Rate providing:
i. A schedule of projects with the
respective grants and dates of distribution; and
ii. A recommendation for the
allocation of any surplus rates collected.
Carried
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It was further moved (Yeoman/Bain)
7. That
should the Chief Executive Officer not receive a satisfactory application
from a project sponsor by 30 September 2021, then council’s financial
support for that project will be reconsidered by full council.
Carried
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It was further moved (Dimery/Bain)
8. That
council extends its appreciation to Sport Northland (and in particular the
Community Support Manager and Chief Executive Officer) for its work
supporting the establishment and allocation of the Regional Sporting
Facilities Rate.
Carried
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Secretarial Note: Sport Northland extended
appreciation to council for its ‘foresight’ establishing the
Regional Sporting Facilities Rate which would have far reaching benefits.
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Meetings Calendar
2019 (Item 6.2)
ID:
A1105320
Report from Chris Taylor, Governance Support Manager
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Moved (Sinclair/Yeoman)
1. That
the report ‘Meetings Calendar 2019’ by Chris Taylor, Governance
Support Manager and dated 4 September 2018, be received.
2. That
the programme of meetings for 2019, as recommended, be adopted.
Carried
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Proposed Water
Quality Consultation (Item 6.3)
ID:
A1104447
Report from Justin Murfitt, Resource Management
Planning and Policy Manager
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Moved (Sinclair/Bain)
1. That
the report ‘Proposed Water Quality Consultation’ by Justin
Murfitt, Resource Management Planning and Policy Manager and dated 31 August
2018, be received.
2. That
council approve the consultation and that this start in mid-October 2018.
3. That
council appoint Councillor Blaikie as council spokesperson for the project.
4. That
council approve staff engaging with the Māori Technical Advisory Group
in relation to the project.
Carried
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Emissions Trading
Scheme Review - Draft Submissions (Item 6.4)
ID:
A1105520
Report from Justin Murfitt, Resource Management
Planning and Policy Manager
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Moved (Yeoman/Stolwerk)
1. That
the report ‘Emissions Trading Scheme Review - Draft Submissions’
by Justin Murfitt, Resource Management Planning and Policy Manager and dated
4 September 2018, be received.
2. That
council approve the submissions (included as Attachments 1 and 2 pertaining
to Item 6.4 of the 18 September 2018 council agenda) and authorises staff to
lodge these with the Ministry for the Environment.
Carried
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Mediterranean Fanworm
response - Opua (Supplementary Item 6.5)
IDs: A1105641
Reports from Sophia Clark, Biosecurity
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Moved
(Yeoman/Finlayson)
- That the report ‘Mediterranean Fanworm response -
Opua ’ by Sophia Clark, Biosecurity Manager -
Marine and Strategy and dated 5 September 2018, be received.
- That council approve and fund a ‘step-wise local
eradication’ approach by using divers to detect and remove Fanworm
from the Opua area with an assessment after each round of $100k
spending. Council approve a step-wise approach of spending $100k
rounds of response up to $300k ($150k from council/$150k from MPI) with
an assessment of findings after each round.
- Council approve the unbudgeted spending to date of $42,500. The remaining $42,500 of the total spending has been funded
by MPI.
Carried
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Biosecurity High
Value Areas - Establishment of new Collaborative Community Engagement Groups (Item 6.6)
ID:
A1106716
Report from Kane McElrea, Biosecurity Manager - Partnerships
and Strategy and Don McKenzie, Biosecurity Manager
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Moved (Yeoman/Smart)
1. That
the report ‘Biosecurity High Value Areas - Establishment of new
Collaborative Community Engagement Groups’ by Kane McElrea, Biosecurity
Manager - Partnerships and Strategy and Don McKenzie, Biosecurity Manager and
dated 7 September 2018, be received.
2. That
council approves the establishment of the High Value Area Pest Management
Working Groups
3. That
council approves the proposed High Value Area Pest Management Working Group
terms of reference template.
Carried
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Chair's Report to Council (Item 7.1)
ID:
A1103220
Report from Bill Shepherd, Chairman
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Moved (Shepherd/Sinclair)
That the report ‘Chair's
Report to Council’ by Bill Shepherd, Chairman and dated 6 September
2018, be received.
Carried
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Chief
Executive’s Report to Council (Item 7.2)
ID:
A1098295
Report from Malcolm Nicolson, Chief Executive Officer
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Moved (Shepherd/Sinclair)
That the report ‘Chief
Executive’s Report to Council’ by Malcolm Nicolson, Chief
Executive Officer and dated 18 September 2018, be received.
Carried
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Receipt of Committee Minutes (Item 8.0)
ID:
A1103770
Report from Chris Taylor, Governance Support Manager
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Moved (Smart/Stolwerk)
That the unconfirmed minutes of
the:
· Regional
Transport Committee – 8 August 2018;
· Property
Subcommittee – 8 August 2018; and
· Civil
Defence Emergency Management – 4 September 2018
be received.
Carried
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Business with Public
Excluded (Item 9.0)
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Moved
(Shepherd/Sinclair)
1.
That the public be excluded from the proceedings of this meeting to
consider confidential matters.
2.
That the general subject of the matters to be considered whilst the
public is excluded, the reasons for passing this resolution in relation to
this matter, and the specific grounds under the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution, are as
follows:
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Item No.
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Item Issue
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Reasons/Grounds
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9.1
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Confirmation
of Confidential Minutes - 21 August 2018, 28 August 2018, and 5 September 2018
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The public
conduct of the proceedings would be likely to result in disclosure of
information, as stated in the open section of the meeting -.
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9.2
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Receipt of
Confidential Committee Minutes
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The public
conduct of the proceedings would be likely to result in disclosure of
information, as stated in the open section of the meeting -.
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9.3
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Human
Resources Report
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The public
conduct of the proceedings would be likely to result in disclosure of
information, the withholding of which is necessary to protect the privacy
of natural persons, including that of deceased natural persons s7(2)(a).
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9.4
(Supplementary)
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Proposal
for Property Redevelopment
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The public
conduct of the proceedings would be likely to result in disclosure of
information, the withholding of which is necessary to enable council to
carry out, without prejudice or disadvantage, commercial activities
s7(2)(h) and the withholding of which is necessary to enable council to
carry on, without prejudice or disadvantage, negotiations (including commercial
and industrial negotiations) s7(2)(i).
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3.
That the Independent Financial Advisor be permitted to stay during
business with the public excluded.
Carried
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Conclusion
The meeting concluded at 12.48pm.