23 October 2018
Northland
Regional Council Minutes
Meeting held in the Council Chamber
36 Water Street, Whangārei
on Tuesday 23 October 2018,
commencing at 10.30am
Present:
Chairman, Bill Shepherd
Deputy Chairman, David Sinclair
Councillors:
John Bain
Justin Blaikie
Paul Dimery
Mike Finlayson
Penny Smart
Rick Stolwerk
Joce Yeoman
In Attendance:
Full Meeting
Independent Financial Advisor
Chief Executive Officer
GM - Governance and Engagement
GM - Customer Service - Community
Resilience
GM - Environmental Services
GM - Corporate Excellence
GM - Regulatory Services
Finance Manager
Governance Support Manager
Part Meeting
Northland Inc. Limited GM
Investment and Infrastructure
Strategic Projects Manager
Strategy Specialist
Financial Accountant
Economist
Economic Policy Advisor
The Chair declared the meeting open at 10.31am.
Apologies (Item 1.0)
There were no apologies.
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 Confidential
Supplementary Item (Item 2.0A)
ID: A1120515
Report from Chris Taylor, Governance Support Manager
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Moved
(Shepherd/Smart)
That as permitted
under section 46A(7) of the Local Government Official Information and
Meetings Act 1987 the following confidential supplementary report be
received:
·
Developer Group Proposal for New Facility
Carried
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Health and Safety Report (Item 3.0)
ID:
A1118226
Report from Tracey Warboys, Health and Safety
Specialist
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Moved
(Yeoman/Blaikie)
That the report ‘Health
and Safety Report’ by Tracey Warboys, Health and Safety Specialist and
dated 11 October 2018, be received.
Carried
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Confirmation of Minutes - 18 September 2018 (Item 4.1)
ID:
A1114733
Report from Chris Taylor, Governance Support Manager
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Moved (Shepherd/Stolwerk)
That the minutes of the council
meeting held on 18 September 2018 be confirmed as a true and correct record.
Carried
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Receipt of Action
Sheet (Item 4.2)
ID:
A1118675
Report from Chris Taylor, Governance Support Manager
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Moved (Dimery/Sinclair)
That the action sheet be
received.
Carried
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Working Party Updates
and Chairpersons' Briefings (Item 4.3)
ID:
A1109349
Report from Evania Arani, Planning and Policy Team
Admin/PA
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Moved (Yeoman/Sinclair)
That the report ‘Working
Party Updates and Chairpersons' Briefings’ be received.
Carried
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Council Working Group
Updates (Item 4.4)
ID:
A1114254
Report from Nola Sooner, Land and Rivers Team
Administrator/PA
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Moved (Bain/Smart)
That the report ‘Council
Working Group Updates’ be received.
Carried
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Allocation of Surplus Regional Recreational
Facilities Rates (Item 5.1)
ID:
A1109897
Report from Simon Crabb, Finance Manager
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Moved (Yeoman/Finlayson)
1.
That the report ‘Allocation of Surplus Regional Recreational
Facilities Rates’ by Simon Crabb, Finance Manager and dated 18
September 2018, be received.
Carried
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It
was further moved (Bain/Blaikie)
2.
That surplus regional recreational rates of $27,518 plus GST is paid
to Whangarei District Council, upon receipt of an invoice, as a contribution
towards the cost of the 2018/19 Regional Events Centre Light Tower Renewal
Project.
Carried
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Council Adoption of
the 2017/18 Annual Report (Item 5.2)
ID:
A1108062
Report from Simon Crabb, Finance Manager
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Moved (Sinclair/Stolwerk)
1. That
the report ‘Council Adoption of the 2017/18 Annual Report’ by Simon
Crabb, Finance Manager and dated 12 September 2018, be received.
2. That
the council's audited Annual Report and financial statements for the year
ended 30 June 2018 be adopted pursuant to section 98(3) of the Local
Government Act 2002.
3. That
the Chief Executive Officer and Chairman be authorised to sign the 2017/18
Annual Report compliance statement and letter of representation, and the
letters of representation in relation to the 2017/18 debenture trust deed,
2017/18 stock register report, and 2017/18 Summary Annual Report.
4. That
the Chief Executive Officer be authorised to make any minor editorial and
presentation changes to the 2017/18 Annual Report and Summary Annual Report
if required.
5. That
the Chief Executive Officer be authorised to approve the release of the 2017/18
Summary Annual Report.
Carried
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Secretarial
Note: The Financial Advisor provided commentary in relation to the Annual
Report. It was noted that the audit process, using Deloitte, had become a
‘value add process’. Also due to council’s increasing
cash consumption, compared to revenue, there was shifting dependence on to
investment and dividend income to fund council operations.
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Financial Report to
30 September 2018 (Item 5.3)
ID:
A1118295
Report from Vincent McColl, Financial Accountant
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Moved (Sinclair/Finlayson)
That the report ‘Financial
Report to 30 September 2018’ by Vincent McColl, Financial Accountant and
dated 11 October 2018, be received.
Carried
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Secretarial Note: The Finance Manager presented the
new interactive tool that would enable councillors to peruse financial
information.
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Regional Rates
Collection - Update to 30 September 2018 (Item
5.4)
ID:
A1117287
Report from Simon Crabb, Finance Manager
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Moved (Sinclair/Stolwerk)
That the report ‘Regional
Rates Collection - Update to 30 September 2018’ by Simon Crabb, Finance
Manager and dated 9 October 2018, be received.
Carried
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Northland Inc. Ltd
Annual Report for the Year Ending 30 June 2018
(Item 5.5)
ID:
A1117304
Report from Jon Trewin, Economic Policy Advisor and
Simon Crabb, Finance Manager
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Moved (Sinclair/Finlayson)
That the report ‘Northland
Inc. Ltd Annual Report for the Year Ending 30 June 2018’ by Jon Trewin,
Economic Policy Advisor and Simon Crabb, Finance Manager and dated 9 October
2018, be received.
Carried
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It was further moved
(Shepherd/Sinclair)
That a letter be sent to
Northland Inc. Limited to acknowledge the three awards it received at the
2018 Economic Development NZ Awards being:
·
The best practice award for farming extension;
·
The best practice in inward investment award for work on the
Hawaiki Cable; and
·
The distinguished service award (to Chief Executive, David
Wilson).
Carried
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Annual Resolution to Form the Māori
Technical Advisory Group (Item 6.1)
ID:
A1115865
Report from Rachel Ropiha, Kaiarahi - Kaupapa
Māori
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Moved (Dimery/Yeoman)
1. That
the report ‘Annual Resolution to Form the Māori Technical Advisory
Group’ by Rachel Ropiha, Kaiarahi - Kaupapa Māori and dated 4
October 2018, be received.
2. That
council allow for an annual allocation of nine meetings of the Māori
Technical Advisory Group to allow for their input into unscheduled programmes
of work.
3. That
this allocation be used only for the purpose of unscheduled work over and
above formal programmes of work.
4. That
council write to Ministry for the Environment and request more consideration
be given to the timeframes imposed for seeking input into its policies and
project initiatives.
Carried
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Chair's Report to Council (Item 7.1)
ID:
A1112955
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 28 September
2018, be received.
Carried
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Chief
Executive’s Report to Council (Item 7.2)
ID:
A1111339
Report from Malcolm Nicolson, Chief Executive Officer
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Moved (Shepherd/Stolwerk)
That the report ‘Chief
Executive’s Report to Council’ by Malcolm Nicolson, Chief
Executive Officer and dated 23 October 2018, be received.
Carried
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It was further moved
(Bain/Blaikie)
That a letter be sent to the
Ngawha Corrections Facility acknowledging the manufacture of mustelid trap
boxes for the council.
Carried
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Receipt of Committee Minutes (Item 8.0)
ID:
A1118279
Report from Chris Taylor, Governance Support Manager
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Moved (Bain/Smart)
That the unconfirmed minutes of the:
·
Investment Subcommittee - 29 August 2018;
·
Investment Subcommittee - 25 September 2018;
·
Property Subcommittee - 5 September 2018;
·
Property Subcommittee - 3 October 2018; and
·
Regional Transport Committee - 3 October 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 - 18 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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Developer
Group Proposal for New Facility
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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 negotiations (including commercial
and industrial negotiations) s7(2)(i).
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9.5
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Statement
of Investment Policy and Objectives (SIPO): Adjustments to Community
Investment Fund and Infrastructure Investment Fund
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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).
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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 12.44pm.