Minutes of Council Meeting - 19 March 2019

Council Meeting

19 March 2019

Northland Regional Council Minutes

Meeting held in the Council Chamber

36 Water Street, Whangārei

on Tuesday 19 March 2019, commencing at 10.30am

Present:

Chairman, Bill Shepherd

Deputy Chairman, David Sinclair

Councillors:

John Bain

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 - Environmental Services

GM - Regulatory Services

Financial Accountant

Governance Support Manager

Part Meeting

GM - Corporate Excellence

Organisational Project Manager

Natural Resources Policy Manager

Strategic Projects Manager

Finance Manager

The Chair declared the meeting open at 10.30am.

Apologies (Item 1.0)

Moved (Shepherd/Bain)

That the apologies from Councillor Blaikie for non-attendance be received.

Carried

Secretarial Note: The meeting stood and observed a minute of silence to honour the victims of the Christchurch shooting which occurred on Friday 15 March 2019.

Declarations of Conflicts of Interest (Item 2.0)

It was advised that councillors should make declarations item-by-item as the meeting progressed.

Supplementary Item for 19 March 2019 (Item 2.0A)

IDs: A1173736

Report from Finance Manager, Simon Crabb.

Moved (Shepherd/Sinclair)

That as permitted under section 46A(7) of the Local Government Official Information and Meetings Act 1987 the supplementary report (pertaining to Item 6.5 in the original agenda) be received.

Secretarial Note: It was noted there was an error in the Supplementary Agenda which made reference to Item 5.2.

Health and Safety Report (Item 3.0)

ID: A1170730

Report from Beryl Steele, Human Resources Manager

Moved (Sinclair/Dimery)

That the report ‘Health and Safety Report’ by Beryl Steele, Human Resources Manager and dated 5 March 2019, be received.

Confirmation of Minutes - 19 February 2019 (Item 4.1)

ID: A1169753

Report from Chris Taylor, Governance Support Manager

Moved (Yeoman/Stolwerk)

That the minutes of the council meeting held on 19 February 2019 be confirmed as a true and correct record.

Receipt of Action Sheet (Item 4.2)

ID: A1171230

Report from Chris Taylor, Governance Support Manager

Moved (Yeoman/Sinclair)

That the action sheet be received.

Working Party Updates and Chairpersons' Briefings (Item 4.3)

ID: A1167741

Report from Chris Taylor, Governance Support Manager

Moved (Bain/Finlayson)

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

Secretarial Note: Further consideration to be given to the composition of the Risk and Health & Safety Working Party (governance) versus that of the Health and Safety Strategy Steering Group (operational).

Council Working Group Updates (Item 4.4)

ID: A1168878

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

Moved (Sinclair/Shepherd)

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

Financial Report to 28 February 2019 (Item 5.1)

ID: A1170951

Report from Vincent McColl, Financial Accountant

Moved (Finlayson/Bain)

That the report ‘Financial Report to 28 February 2019’ by Vincent McColl, Financial Accountant and dated 6 March 2019, be received.

Secretarial Note: The Finance Manager provided a presentation detailing the actual results of council’s externally managed fund portfolio during February 2019 and the effect on work programmes going forward.

2018 Service Delivery Reviews (Item 6.1)

ID: A1166427

Report from Linda Harrison, Organisational Project Manager

Moved (Sinclair/Yeoman)

1. That the report ‘2018 Service Delivery Reviews’ by Linda Harrison, Organisational Project Manager and dated 21 February 2019, be received.

2. That council adopt the recommendations of the 2018 Service Delivery Reviews report to maintain the status quo delivery models for Governance, Māori Relationships, Community Engagement and Investments due to the costs of any additional reviews likely to outweigh any benefits.

Planning Working Party - Terms of Reference (Item 6.2)

ID: A1169484

Report from Michael Day, Natural Resources Policy Manager

Moved (Yeoman/Smart)

1. That the report ‘Planning Working Party - Terms of Reference’ by Michael Day, Natural Resources Policy Manager and dated 1 March 2019, be received.

2. That the proposed amendment to the Planning Working Party Terms of Reference is adopted.

Appointment of Trustee to the Northland Events Centre Trust (Item 6.3)

ID: A1170997

Report from Dave Tams, Group Manager, Corporate Excellence

Moved (Smart/Dimery)

1. That the report ‘Appointment of Trustee to the Northland Events Centre Trust’ by Dave Tams, Group Manager, Corporate Excellence and dated 6 March 2019, be received.

2. That Mr Alistair Wells be re-appointed to the Northland Events Centre Trust as the Northland Regional Council representative to 31 December 2019.

2019 Local Government New Zealand Conference (Item 6.4)

ID: A1171590

Report from Bill Shepherd, Chairman

Moved (Shepherd/Smart)

1. That the report ‘2019 Local Government New Zealand Conference’ by Bill Shepherd, Chairman and dated 7 March 2019, be received.

It was further moved (Bain/Sinclair)

2. That the Chairman, Chief Executive and Councillors Finlayson and Dimery represent the Northland Regional Council at the 2019 LGNZ Conference.

It was further moved (Stolwerk/Bain)

3. That the Chairman will be the council’s presiding delegate and Councillor Finlayson and Councillor Dimery will be the other delegates for voting purposes on behalf of the Northland Regional Council at the Annual General Meeting of Local Government New Zealand.

Regional Software Holdings Limited - Six Month Report to 31 December 2018 and Statement of Intent for 2020-2022 (Item 6.5 and Supplementary Item 6.5)

ID: A1172869 and A1173736

Report from Carol Cottam, Information Services and Technology Manager and Simon Crabb, Finance Manager

Moved (Shepherd/Sinclair)

1. That the report ‘Regional Software Holdings Limited - Six Month Report to 31 December 2018 and Statement of Intent for 2020-2022’ by Carol Cottam, Information Services and Technology Manager and Simon Crabb, Finance Manager and dated 11 March 2019, be received.

2. That council receive the revised 2020–2022 Statement of Intent for Regional Software Holdings Limited.

Secretarial Note: Clarification was provided that forecast budgets remained a ‘matter of discussion’ and were dependent on how aggressively the Board elected to depreciate the IRIS product.

Chair's Report to Council (Item 7.1)

ID: A1169638

Report from Bill Shepherd, Chairman

Moved (Shepherd/Sinclair)

That the report ‘Chair's Report to Council’ by Bill Shepherd, Chairman and dated 1 March 2019, be received.

Chief Executive’s Report to Council (Item 7.2)

ID: A1169144

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 28 February 2019, be received.

Northland Inc. Ltd Report Against SOI 2018-21 for Period July to December 2018 (Item 7.3)

ID: A1169973

Report from Jon Trewin, Economic Policy Advisor

Moved (Finlayson/Bain)

That the report ‘Northland Inc. Ltd Report Against SOI 2018-21 for Period July to December 2018’ by Jon Trewin, Economic Policy Advisor and dated 4 March 2019, be received.

Receipt of Committee Minutes (Item 8.0)

ID: A1167594

Report from Chris Taylor, Governance Support Manager

Moved (Bain/Dimery)

That the unconfirmed minutes of the:

· Regional Transport Committee – 13 February 2019

· Property Subcommittee – 13 February 2019

· Investment Subcommittee – 26 February 2019

be received.

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 - 19 February 2019	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	Purchase of a Whangārei CBD Property	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).
9.5	Whangārei CBD Property Demolition	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

The meeting concluded at 11.51am.