UnconfirmedCouncil 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.

 

Receipt of Supplementary Items (Item 2.0A)

ID: A1108727

Report from Chris Taylor, Governance Support Manager

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

 

 

Health and Safety Report (Item 3.0)

ID: A1105197

Report from Tracey Warboys, Health and Safety Specialist

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

 

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

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

 

Council Action Sheet - September 2018 (Item 4.2)

ID: A1106479

Report from Chris Taylor, Governance Support Manager

Moved (Sinclair/Yeoman)

That the action sheet be received.

Carried

 

Working Party Updates and Chairpersons' Briefings (Item 4.3)

ID: A1107328

Report from Evania Arani, Planning and Policy Team Admin/PA

Moved (Yeoman/Finlayson)

That the report ‘Working Party Updates and Chairpersons' Briefings’ be received.

Carried

 

It was further moved (Yeoman/Finlayson)

That a letter of appreciation be sent to staff involved in the Regional Plan Hearings.

Carried

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.

 

Council Working Group Updates (Item 4.4)

ID: A1103565

Report from Nola Sooner, Land and Rivers Team Administrator/PA

Moved (Yeoman/Blaikie)

That the report ‘Council Working Group Updates’ be received.

Carried

 

Financial Report to 31 August 2018 (Item 5.1)

ID: A1106125

Report from Vincent McColl, Financial Accountant

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

 

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’.

 

Regional Sporting Facilities Rate Allocation for 2018-2021 (Item 6.1)

ID: A1104263

Report from Phil Heatley, Strategic Projects Manager

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

 

 

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

Secretarial Note: The Chief Executive Officer left the meeting at 10.52am.

 

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

 

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

 

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

 

 

 

 

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

Secretarial Note:  Sport Northland extended appreciation to council for its ‘foresight’ establishing the Regional Sporting Facilities Rate which would have far reaching benefits.

 

Meetings Calendar 2019 (Item 6.2)

ID: A1105320

Report from Chris Taylor, Governance Support Manager

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

 

Proposed Water Quality Consultation (Item 6.3)

ID: A1104447

Report from Justin Murfitt, Resource Management Planning and Policy Manager

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

 

Emissions Trading Scheme Review - Draft Submissions (Item 6.4)

ID: A1105520

Report from Justin Murfitt, Resource Management Planning and Policy Manager

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

 

Mediterranean Fanworm response - Opua (Supplementary Item 6.5)

IDs: A1105641

Reports from Sophia Clark, Biosecurity

Moved (Yeoman/Finlayson)

  1. That the report ‘Mediterranean Fanworm response - Opua ’ by Sophia Clark, Biosecurity Manager - Marine and Strategy and dated 5 September 2018, be received.
  2. 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.
  3. Council approve the unbudgeted spending to date of $42,500. The remaining $42,500 of the total spending has been funded by MPI.

Carried

 

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

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

 

Chair's Report to Council (Item 7.1)

ID: A1103220

Report from Bill Shepherd, Chairman

Moved (Shepherd/Sinclair)

That the report ‘Chair's Report to Council’ by Bill Shepherd, Chairman and dated 6 September 2018, be received.

Carried

 

Chief Executive’s Report to Council (Item 7.2)

ID: A1098295

Report from Malcolm Nicolson, Chief Executive Officer

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

 

Receipt of Committee Minutes (Item 8.0)

ID: A1103770

Report from Chris Taylor, Governance Support Manager

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

  

Business with Public Excluded (Item 9.0)

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:

Item No.

Item Issue

Reasons/Grounds

9.1

Confirmation of Confidential Minutes - 21 August 2018, 28 August 2018, and 5 September 2018

The public conduct of the proceedings would be likely to result in disclosure of information, as stated in the open section of the meeting -.

9.2

Receipt of Confidential Committee Minutes

The public conduct of the proceedings would be likely to result in disclosure of information, as stated in the open section of the meeting -.

9.3

Human Resources Report

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).

 

 

9.4 (Supplementary)

Proposal for Property Redevelopment

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).

 

3.              That the Independent Financial Advisor be permitted to stay during business with the public excluded.

 

Carried

 

Conclusion

The meeting concluded at 12.48pm.