18 February 2020
Northland
Regional Council Minutes
Meeting held in the Council Chamber
36 Water Street, Whangārei
on Tuesday 18 February 2020,
commencing at 10.30am
Present:
Chairperson, Penny Smart
Councillors:
John Bain
Justin Blaikie
Jack Craw
Colin Kitchen
Amy Macdonald
Marty Robinson
Rick Stolwerk
Joce Yeoman
In Attendance:
Full Meeting
Chief Executive Officer
GM – Environmental Services
GM – Regulatory Services
Governance Support Manager
Part Meeting
Independent Financial Advisor
GM - Corporate Excellence
GM – Strategy, Governance and
Engagement
GM – Customer
Services/Community Resilience
Finance Manager
Marketing and Engagement Manager
Corporate Planning Manager
Strategy Policy and Planning
Manager
Organisational Project Manager
Financial Accountant
Strategic Policy Specialist
Assistant Management Accountant
(x2)
Policy Specialist (x2)
The Chair declared the meeting open at 10.30am and
proceedings commenced with a karakia by Councillor Yeoman.
Apologies (Ngā
whakapahā) (Item 1.0)
There were no apologies.
Declarations
of Conflicts of Interest (Nga whakapuakanga) (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 (Items 2.0A and 2.0B)
IDs: A1287161
and A1287855
Reports from Chris Taylor, Governance Support Manager,
and Kyla Carlier, Corporate Planning Manager
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Moved
(Stolwerk/Blaikie)
That as permitted under section
46A(7) of the Local Government Official Information and Meetings Act 1987,
the following supplementary reports be received:
·
Supplementary Item 6.9: LGNZ Remit; and
·
Supplementary Item 6.3: Tabled Financial Updates to the Annual
Plan 2020/21 Consultation Supporting Information
Carried
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Health and Safety Report January 2020 (Item 3.0)
ID:
A1280819
Report from Andree James, Health and Safety and Human
Resources Advisor and Beryl Steele, Human Resources Manager
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Moved
(Blaikie/Yeoman)
That the report ‘Health
and Safety Report January 2020’ by Andree James, Health and Safety and
Human Resources Advisor and Beryl Steele, Human Resources Manager and dated 28 January
2020, be received.
Carried
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Confirmation of Minutes - 29 October 2019
and 17 December 2019 (Item 4.1)
ID:
A1282371
Report from Chris Taylor, Governance Support Manager
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Moved (Stolwerk/Macdonald)
That the minutes of the
inaugural council meeting held on 29 October 2019, and the council meeting
held on 17 December 2019, be confirmed as a true and correct record.
Carried
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Working Party Updates
and Chairpersons' Briefings (Item 4.2)
ID:
A1283577
Report from Sally Bowron, Strategy, Governance and
Engagement Team Admin/PA
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Moved (Blaikie/Robinson)
That the report ‘Working
Party Updates and Chairpersons' Briefings’ be received.
Carried
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Secretarial Note: The Chair of the Whangārei
Transport Working Party, Councillor Bain, provided a verbal update on the
trial bus services. He also undertook to confirm when the survey would
be conducted on the trial Hikurangi bus service.
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Emergency Services Fund Update - Annual
Reporting, Funding Uptake and Engagement and Promotion (Item 5.1 )
ID:
A1265521
Report from Tony Phipps, Group Manager - Customer
Services - Community Resilience and Natasha Stubbing, Marketing and
Engagement Manager
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Moved (Blaikie/Kitchen)
That the report ‘Emergency
Services Fund Update - Annual Reporting, Funding Uptake and Engagement and
Promotion’ by Tony Phipps, Group Manager - Customer Services -
Community Resilience and Natasha Stubbing, Marketing and Engagement Manager and
dated 13 January 2020, be received.
Carried
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Financial Report to
31 January 2020 (Item 5.2 )
ID:
A1283704
Report from Vincent McColl, Financial Accountant
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Moved (Bain/Kitchen)
That the report ‘Financial
Report to 31 January 2020’ by Vincent McColl, Financial Accountant and
dated 4 February 2020, be received.
Carried
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Secretarial Note: The Independent Financial
Advisor addressed the report; noting the positive performance of
council’s managed funds, highlighting increasing insurance costs (which
was a global trend) and grants/subsidies.
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Investment Fund SIPO
Adjustment - Proposed Increase in Exposure to Private Equity Assets (Item 5.3)
ID:
A1285398
Report from Simon Crabb, Finance Manager
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Secretarial Note: Councillor Bain declared a
conflict of interest and abstained from voting on Item 5.3.
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Moved (Stolwerk/Blaikie)
1. That
the report ‘Investment Fund SIPO Adjustment - Proposed Increase
in Exposure to Private Equity Assets’ by Simon Crabb, Finance Manager
and dated 11 February 2020, be received.
2. That
the Continuity Capital Private Equity Fund No.5 is introduced into the
Long-Term Fund with an associated capital commitment of AU$3,000,000.
3. That
the Direct Capital Fund VI is introduced into the Long-Term Fund with an
associated capital commitment of NZ $2,000,000.
4. That
the Investment Fund Statement of Investment Policy and Objectives is updated
to be consistent with Attachment 3 pertaining to Item 5.3 of the 18
February 2020 council agenda.
Carried
(Councillor
Bain abstained)
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Secretarial Note: Clarification was provided that
typically matters such as this would be addressed in the first instance by
the Investment and Property Subcommittee before a recommendation was elevated
to full council. However, due to time constraints it had been brought
directly to council.
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Adoption of Standing Orders (Item 6.1 )
ID:
A1280095
Report from Chris Taylor, Governance Support Manager
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Moved (Yeoman/Craw)
1. That
the report ‘Adoption of Standing Orders’ by Chris Taylor,
Governance Support Manager and dated 29 January 2020, be received.
2. That
council adopts the revised Standing Orders, included as Attachment One
pertaining to Item 6.1 of the 18 February 2020 council meeting agenda.
Carried
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Adoption of Draft
User Fees and Charges 2020/21 and Approval to Consult (Item 6.2)
ID:
A1271338
Report from Robyn Broadhurst, Policy Specialist
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Moved (Stolwerk/Kitchen)
1. That
the report ‘Adoption of Draft User Fees and Charges 2020/21 and
Approval to Consult’ by Robyn Broadhurst, Policy Specialist and dated
19 December 2019, be received.
2. That
council adopts the Statement of Proposal and the Draft User Fees and Charges
2020/21 (Attachment 1 pertaining to Item 6.2 of the 18 February
2020 council agenda) for the purposes of consultation, pursuant to section
150 of the LGA, and that this be carried out in conjunction with consultation
on the Annual Plan 2020/21.
3. That
council delegates to the Group Manager – Strategy, Governance and
Engagement the authority to make any necessary minor formatting,
typographical and administrative changes to the Statement of Proposal and
Draft User Fees and Charges 2020/21 prior to formal public consultation.
Carried
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Adoption of
Supporting Information to the Annual Plan 2020/21 Consultation Process
and Tabled Financial Updates to the Annual Plan 2020/21 Consultation
Supporting Information (Item 6.3 and Supplementary
Item 6.3)
IDs:
A1280751 and A1287330
Reports from Kyla Carlier, Corporate Planning Manager
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Moved (Yeoman/Macdonald)
1. That
the reports ‘Adoption of Supporting Information to the Annual Plan
2020/21 Consultation Process’ and ‘Tabled Financial Updates to
the Annual Plan 2020/21 Consultation Supporting Information’ by Kyla
Carlier, Corporate Planning Manager and dated 28 January 2020 and 17 February
2020 respectively, be received.
2. That
council adopts the supporting information pertaining to the Annual Plan
2020/21 consultation process ‘Annual Plan 2020/21 Supporting
Information | Tautoko i Ngā Kōrero’ (Attachment 1 pertaining
to Item 6.3 and Attachment 1 pertaining to Supplementary Item 6.3 of
the 18 February 2020 council agenda), for the purposes of consultation,
pursuant to sections 95 and 95A of the Local Government Act.
3. That
council delegates to the Group Manager – Strategy, Governance and
Engagement the authority to make any necessary minor formatting,
typographical and administrative changes to the supporting information prior
to formal public consultation.
Carried
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Secretarial Note: Council supported the
alternative cover for consultation documents; as presented at the meeting.
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Adoption of the
Annual Plan 2020/21 Consultation Document and Approval to Consult (Item 6.4 )
ID: A1280765
Report from Kyla Carlier, Corporate Planning Manager
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Moved (Yeoman/Bain)
1. That
the report ‘Adoption of the Annual Plan 2020/21 Consultation Document
and Approval to Consult’ by Kyla Carlier, Corporate Planning Manager
and dated 28 January 2020, be received.
2. That
council adopts and approves for release the Annual Plan 2020/21 Consultation
Document (included as Attachment 1 pertaining to Item 6.4 of the 18
February 2020 council agenda) for consultation pursuant to sections 82, 95
and 95A of the Local Government Act 2002.
3. That
council delegates to the Group Manager – Strategy, Governance and
Engagement the authority to make any necessary minor formatting,
typographical, and administrative changes to the Consultation Document prior
to formal public consultation.
Carried
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Adoption of
Submission Policy: consultation in accordance with the Local Government Act
2002 (Item 6.5)
ID:
A1282422
Report from Kyla Carlier, Corporate Planning Manager
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Moved (Yeoman/Blaikie)
1. That
the report ‘Adoption of Submission Policy: consultation in accordance
with the Local Government Act 2002’ by Kyla Carlier, Corporate Planning
Manager and dated 30 January 2020, be received.
2. That
council adopt the Submission policy: consultation in accordance with the
Local Government Act 2002, included as Attachment 1 pertaining to Item
6.5 of the 18 February 2020 council agenda.
Carried
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Update to Delegations (Item 6.6 )
ID:
A1280690
Report from Vincent McColl, Financial Accountant and
Anan Thiru, Accounts Assistant - Treasury and Projects
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Moved (Blaikie/Kitchen)
1. That
the report ‘Update to Delegations’ by Vincent McColl, Financial
Accountant and Anan Thiru, Accounts Assistant - Treasury and Projects and
dated 28 January 2020, be received.
2. That
council approve the updated bank and cheque signatory delegations, as
outlined in Attachment 1 (pertaining to Item 6.6 of the 18 February
2020 council meeting agenda).
Carried
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Hapū Manawhakahono
a Rohe (Item 6.7 )
ID:
A1281458
Report from Ben Lee, Strategic Policy and Planning
Manager
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Moved
(Yeoman/Macdonald)
1. That
the report ‘Hapū Manawhakahono a Rohe’ by Ben Lee, Strategic
Policy and Planning Manager and dated 29 January 2020, be received.
2. That
the Mana Whakahono a Rohe (included as Attachment 1 pertaining to Item
6.7 of the 18 February 2020 council meeting agenda) is adopted as the basis
for a single multi-hapū agreement.
3. That
Ben Lee, Strategic Policy and Planning Manager, is delegated the authority to
make any necessary minor formatting, typographical and administrative changes
to the Mana Whakahono a Rohe (Attachment 1).
4. That
the Chair be delegated the authority to sign the Mana Whakahono a Rohe (Attachment
1) (including any minor amendments made under recommendation 3).
Carried
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Central Government
Proposals - Draft Submissions (Item 6.8 )
ID:
A1283104
Report from Justin Murfitt, Strategic Policy Specialist
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Moved (Yeoman/Stolwerk)
1. That
the report ‘Central Government Proposals - Draft Submissions’ by Justin
Murfitt, Strategic Policy Specialist and dated 3 February 2020, be received.
2. That
council approves the draft submissions for lodgement with the relevant
government agency.
3. That
council authorises the Chief Executive Officer to make any necessary minor formatting,
typographical and administrative changes and sign the submissions on behalf
of council.
Carried
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Secretarial Note: Appreciation was extended to
the Strategic Policy Specialist for drafting the four comprehensive
submissions.
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LGNZ Remit (Item 6.9 )
ID:
A1285993
Report from Linda Harrison, Organisational Project
Manager
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Moved (Stolwerk/Bain)
1. That
the report ‘LGNZ Remit’ by Linda Harrison, Organisational Project
Manager and dated 12 February 2020, be received.
2. That
a remit to extend the local government election cycle from three to four
years is prepared and submitted to Local Government New Zealand.
Carried
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Secretarial Note: The remit to be presented to
LGNZ, and then potentially the RSG, seeking collective support for the
proposal.
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Chair's Report to Council (Item 7.1 )
ID:
A1280421
Report from Penny Smart, Chair
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Moved (Smart/Blaikie)
That the report ‘Chair's
Report to Council’ by Penny Smart, Chair and dated 31 January 2020, be
received.
Carried
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Chief
Executive’s Report to Council (Item 7.2
)
ID:
A1276999
Report from Malcolm Nicolson, Chief Executive Officer
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Moved (Yeoman/Macdonald)
That the report ‘Chief
Executive’s Report to Council’ by Malcolm Nicolson, Chief
Executive Officer and dated 31 January 2020, be received.
Carried
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Reporting on Long
Term Plan 2018-2028 Performance Measures for Quarter Two of the 2019/20 Year (Item 7.3 )
ID:
A1283102
Report from Kyla Carlier, Corporate Planning Manager
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Moved (Stolwerk/Robinson)
That the report ‘Reporting
on Long Term Plan 2018-2028 Performance Measures for Quarter Two of the
2019/20 Year’ by Kyla Carlier, Corporate Planning Manager and dated 3
February 2020, be received.
Carried
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Receipt of Committee Minutes (Item 8.0)
ID:
A1278725
Report from Chris Taylor, Governance Support Manager
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Moved (Bain/Kitchen)
That the unconfirmed minutes of
the:
· Civil
Defence Emergency Management Group – 25 November 2019;
· Civil
Defence Emergency Management Coordinating Executive Group – 25 November
2019;
· Regional
Transport Committee – 16 December 2019;
· Extraordinary
Investment and Property Subcommittee – 16 December 2019;
be received.
Carried
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Secretarial Note: The meeting adjourned at 12.54pm
and reconvened at 1.28pm.
Business with Public
Excluded (Item 9.0)
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Moved
(Blaikie/Robinson)
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 - 17 December 2019
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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
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Mount
Tiger Forest Management Plan 2020-2024
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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 information
where the making available of the information would be likely unreasonably
to prejudice the commercial position of the person who supplied or who is
the subject of the information s7(2)(b)(ii) and the withholding of which is
necessary to prevent the disclosure or use of official information for
improper gain or improper advantage s7(2)(j).
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9.5
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Kaipara
Service Centre - Next Steps
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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 council’s forestry consultant be permitted to address Item
9.4: Mount Tiger Forest Management Plan 2020-2024 during business with the
public excluded.
Carried
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Conclusion
The meeting concluded at 2.05pm.