Council Meeting

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.

Receipt of Confidential Supplementary Item (Item 2.0A)

ID: A1120515

Report from Chris Taylor, Governance Support Manager

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

 

Health and Safety Report (Item 3.0)

ID: A1118226

Report from Tracey Warboys, Health and Safety Specialist

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

 

Confirmation of Minutes - 18 September 2018 (Item 4.1)

ID: A1114733

Report from Chris Taylor, Governance Support Manager

Moved (Shepherd/Stolwerk)

That the minutes of the council meeting held on 18 September 2018 be confirmed as a true and correct record.

Carried

 

Receipt of Action Sheet (Item 4.2)

ID: A1118675

Report from Chris Taylor, Governance Support Manager

Moved (Dimery/Sinclair)

That the action sheet be received.

Carried

 

Working Party Updates and Chairpersons' Briefings (Item 4.3)

ID: A1109349

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

Moved (Yeoman/Sinclair)

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

Carried

 

 

Council Working Group Updates (Item 4.4)

ID: A1114254

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

Moved (Bain/Smart)

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

Carried

 

Allocation of Surplus Regional Recreational Facilities Rates (Item 5.1)

ID: A1109897

Report from Simon Crabb, Finance Manager

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

 

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

 

Council Adoption of the 2017/18 Annual Report (Item 5.2)

ID: A1108062

Report from Simon Crabb, Finance Manager

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

 

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.

 

Financial Report to 30 September 2018 (Item 5.3)

ID: A1118295

Report from Vincent McColl, Financial Accountant

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

 

Secretarial Note:  The Finance Manager presented the new interactive tool that would enable councillors to peruse financial information.

 

Regional Rates Collection - Update to 30 September 2018 (Item 5.4)

ID: A1117287

Report from Simon Crabb, Finance Manager

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

 

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

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

 

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

 

Annual Resolution to Form the Māori Technical Advisory Group (Item 6.1)

ID: A1115865

Report from Rachel Ropiha, Kaiarahi - Kaupapa Māori

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

 

Chair's Report to Council (Item 7.1)

ID: A1112955

Report from Bill Shepherd, Chairman

Moved (Shepherd/Sinclair)

That the report ‘Chair's Report to Council’ by Bill Shepherd, Chairman and dated 28 September 2018, be received.

Carried

 

Chief Executive’s Report to Council (Item 7.2)

ID: A1111339

Report from Malcolm Nicolson, Chief Executive Officer

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

 

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

 

 

Receipt of Committee Minutes (Item 8.0)

ID: A1118279

Report from Chris Taylor, Governance Support Manager

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

  

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 - 18 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)

Developer Group Proposal for New Facility

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).

 

 

9.5

Statement of Investment Policy and Objectives (SIPO): Adjustments to Community Investment Fund and Infrastructure Investment Fund

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).

 

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

Carried

 

Conclusion

The meeting concluded at 12.44pm.