20 October 2020
Northland
Regional Council Minutes
Meeting held in the Council Chamber
36 Water Street, Whangārei
on Tuesday 20 October 2020,
commencing at 10.30am
Present:
Chairperson, Penny Smart
Councillors:
John Bain (left meeting at 11.28am)
Justin Blaikie
Jack Craw
Colin Kitchen
Amy Macdonald
Marty Robinson
Rick Stolwerk
Joce Yeoman
In Attendance:
Full Meeting
Independent Financial Advisor
Independent Audit & Risk
Advisor
Chief Executive Officer
GM - Corporate Excellence
GM – Environmental Services
GM – Regulatory Services
Governance Support Manager
Part Meeting
Northland Inc. Limited GM
Investment and Infrastructure
Northland Inc. Limited Corporate
Services Manager
GM - Strategy, Governance and
Engagement
Finance Manager
Strategic Projects and Facilities
Manager
Financial Accountant
Media Specialist
Policy Specialist
Māori Relationships Manager
Māori Cultural Advisor
Economist
The Chair declared the meeting open at 10.31am and
proceedings commenced with a karakia by Councillor Blaikie.
Apologies (Ngā
whakapahā) (Item 2.0)
There were no apologies.
Declarations
of Conflicts of Interest (Nga whakapuakanga) (Item 1.0)
It was advised that councillors should make declarations
item-by-item as the meeting progressed.
Secretarial Note: Due to
an administrative error, the minutes of the extraordinary meeting held on 24
September 2020 were omitted from the council agenda. The minutes were
circulated to elected members prior to the meeting for consideration.
Confirmation
of Minutes - 15 September 2020 and 24 September 2020
(Item 4.1)
ID:
A1370843
Report from Chris Taylor, Governance Support Manager
|
Moved
(Blaikie/Macdonald)
That the minutes of the council
meeting held on 15 September 2020, and the extraordinary council meeting held
on 24 September 2020 be confirmed as a true and correct record.
Carried
|
Receipt of Action
Sheet (Item 4.2)
ID:
A1369954
Report from Chris Taylor, Governance Support Manager
|
Moved (Yeoman/Craw)
That the action sheet be
received.
Carried
|
Adoption of the 2019/20 Annual Report (Item 5.1)
ID:
A1369859
Report from Simon Crabb, Finance Manager
|
Moved (Kitchen/Stolwerk)
1. That
the report ‘Adoption of the 2019/20 Annual Report’ by Simon
Crabb, Finance Manager and dated 1 October 2020, be received.
2. That
the council's audited Annual Report and financial statements for the year
ended 30 June 2020 be adopted pursuant to section 98(3) of the Local
Government Act 2002.
3. That
the Chief Executive Officer and the Chair be authorised to sign the 2019/20
Annual Report compliance statement and letter of representation, and the
letters of representation in relation to the; 2019/20 debenture trust deed,
2019/20 stock register report, and the 2019/20 Summary Annual Report.
4. That
the Chief Executive Officer be authorised to make any minor editorial and
presentation changes to the 2019/20 Annual Report and Summary Annual Report
if required.
5. That
the Chief Executive Officer be authorised to approve the release of the
2019/20 Summary Annual Report pursuant to section 98(4) of the Local
Government Act 2002.
Carried
|
Financial Report to
30 September 2020 (Item 5.2)
ID:
A1371755
Report from Vincent McColl, Financial Accountant
|
Moved (Stolwerk/Macdonald)
That the report ‘Financial
Report to 30 September 2020’ by Vincent McColl, Financial Accountant and
dated 6 October 2020, be received.
Carried
|
Regional Rates
Collection - Update to 30 September 2020 (Item
5.3)
ID:
A1372734
Report from Simon Crabb, Finance Manager
|
Moved (Blaikie/Stolwerk)
That the report ‘Regional
Rates Collection - Update to 30 September 2020’ by Simon Crabb, Finance
Manager and dated 8 October 2020, be received.
Carried
|
Secretarial Note: The Kaipara District Council to
be requested to provide rates revenue and collections report (similar to the
Far North District Council).
|
Health and Safety Report (Item 6.1)
ID: A1369631
Report from Kelcie Mills, Health and Safety Advisor
|
Moved (Robinson/Kitchen)
That the report ‘Health
and Safety Report’ by Kelcie Mills, Health and Safety Advisor and dated
1 October 2020, be received.
Carried
|
Independent Financial
Advisor Recruitment (Item 6.2)
ID:
A1366308
Report from Bruce Howse, Group Manager - Corporate
Excellence
|
Moved (Stolwerk/Craw)
1. That
the report ‘Independent Financial Advisor Recruitment’ by Bruce
Howse, Group Manager - Corporate Excellence and dated 22 September 2020, be
received.
Carried
|
It was further moved
(Yeoman/Macdonald)
2. That
council commences a recruitment process for an Independent Financial Advisor.
3. That
Councillors Stolwerk, Kitchen and Chair Smart be appointed to shortlist and
interview applications for the Independent Financial Advisor role.
Carried
|
Secretarial
Note: The current Independent Financial Advisor was acknowledged for
his valuable contribution to council’s financial processes.
|
Māori
Representation: Māori Constituencies
(Item 6.3)
ID:
A1367147
Report from Linda Harrison, Organisational Project
Manager; Auriole Ruka, Kaiwhakahaere Hononga Māori and Jonathan Gibbard,
Group Manager - Environmental Services
|
Secretarial Note: Councillor
Kitchen acknowledged a potential conflict of interest, given his Māori
wife had been employed by a Māori health provider for the
past twenty years. The Chair confirmed this did not exclude the
Councillor from participating in the discussion or decision making on this
matter.
Moved (Smart/Yeoman)
1.
That the report ‘Māori Representation: Māori
Constituencies’ by Linda Harrison, Organisational Project Manager;
Auriole Ruka, Kaiwhakahaere Hononga Māori and Jonathan Gibbard, Group
Manager - Environmental Services and dated 24 September 2020, be received.
Carried
|
It was further moved
(Smart/Yeoman)
2.
That pursuant to section 19Z of the Local Electoral Act 2001, council
resolves to establish Māori constituencies for the 2022 and 2025 local
body elections.
|
An amendment was moved (Bain/Blaikie)
2. That council
instigates a poll to determine the community’s view on the
establishment of Maori constituencies.
Secretarial Note: Following clarification of the
proposed amendment, the wording was refined as follows (with the agreement of
the mover and seconder as per Standing Order 22.3):
2.
That pursuant to section 19Z of the Local Electoral Act 2001, council
resolves to establish Māori constituencies for the 2022 and 2025 local
body elections and that council instigates a poll to determine the
community’s view on the establishment of Māori constituencies.
Lost
(Councillors Bain, Blaikie, Kitchen and Stolwerk voted
in favour of the motion and Councillors Craw, Macdonald, Robinson, Smart and
Yeoman voted against the motion.)
|
Secretarial Note:
·
At this time Councillor Bain announced his resignation and
formally tabled a letter with the Chair confirming his departure from council.
The Chair acknowledged Councillor Bain’s immense contribution to
Northland and advised the matter should lie on the table for two weeks to
allow further discussion.
·
Councillor Bain left the meeting at 11.28am and the meeting
resumed debate on the original motion:
|
Moved (Smart/Yeoman)
2. That
pursuant to section 19Z of the Local Electoral Act 2001, council resolves to
establish Māori constituencies for the 2022 and 2025 local body
elections.
Carried
(Councillors
Craw, Kitchen, Macdonald, Robinson, Smart, Stolwerk and Yeoman voted in
favour of the motion and Councillor Blaikie voted against.)
|
Secretarial Note: The meeting adjourned at
11.46am and reconvened at 12.02pm.
|
It was further moved
(Stolwerk/Craw)
3. That
staff be directed to undertake the required statutory process to establish
Māori constituencies including notification of the public’s right
to demand a poll and development of an Initial Representation Arrangements
Proposal by 31 August 2021. This will be followed by public
consultation, development of a Final Representation Arrangements Proposal and
subsequent appeals / objections process.
Carried
|
2021 Meetings
Calendar (Item 6.4)
ID:
A1367521
Report from Chris Taylor, Governance Support Manager
|
Moved (Kitchen/Yeoman)
1. That
the report ‘2021 Meetings Calendar’ by Chris Taylor, Governance
Support Manager and dated 25 September 2020, be received.
2. That
the programme of meetings for 2021, as detailed in Attachment One
pertaining to Item 6.4 of the 20 October 2020 council meeting agenda, be
adopted.
Carried
|
Request for approval
of unbudgeted expenditure to be funded from the Covid-19 Reinstatement
Reserve (Item 6.5)
ID:
A1369199
Report from Matt De Boer, Natural Hazards Advisor and
Phil Heatley, Strategic Projects and Facilities Manager
|
Moved (Stolwerk/Macdonald)
1. That
the report ‘Request for approval of unbudgeted expenditure to be funded
from the Covid-19 Reinstatement Reserve’ by Matt De Boer, Natural
Hazards Advisor and Phil Heatley, Strategic Projects and Facilities
Manager and dated 29 September 2020, be received.
2. That
$85,000 of unbudgeted expenditure from the Covid-19 Reinstatement Reserve be
allocated to support the hiring of a full-time Climate Change Advisor
position.
3.
That $65,000 of unbudgeted expenditure from the Covid–19
Reinstatement Reserve be allocated to construct a security fence at
council’s Union East Street storage facility.
Carried
|
Secretarial Note:
·
Council supported the inclusion of CCTV security cameras at
the Union Street storage facility; which could be achieved within existing
budgets.
·
Going forward, any reports seeking council support for the
funding of new initiatives from the Covid-19 Reinstatement Reserve to include
not only the remaining balance of the reserve but also a reconciliation with
the original suite of projects to be funded.
|
Kaimahi for Nature (Item 6.6)
ID:
A1370531
Report from Jonathan Gibbard, Group Manager - Environmental
Services
|
Moved (Robinson/Macdonald)
1. That
the report ‘Kaimahi for Nature’ by Jonathan Gibbard, Group
Manager - Environmental Services and dated 2 October 2020, be received.
2. That
the Chief Executive Officer is authorised to negotiate and approve further
amendments to the draft Memorandum of Understanding provided the amendments
do not materially change council’s obligations and the Regional
Alliance partnership approach.
3. That
council support Northland Regional Council becoming a partner to the Kaimahi
for Nature Regional Alliance and authorise the Chairperson and/or Chief
Executive Officer to sign the Memorandum of Understanding on behalf of
council.
Carried
|
Compliance Monitoring
& Enforcement Strategy (Item 6.7)
ID: A1371764
Report from Colin Dall, Group Manager - Regulatory
Services
|
Moved (Yeoman/Stolwerk)
1. That
the report ‘Compliance Monitoring & Enforcement Strategy’ by Colin
Dall, Group Manager - Regulatory Services and dated 6 October 2020, be
received.
2. That
council approves the Compliance Monitoring & Enforcement Strategy set out
in Attachment 1 pertaining to Item 6.7 of the 20 October 2020 council
meeting.
Carried
|
Chair's Report to Council (Item 7.1)
ID:
A1368934
Report from Penny Smart, Chair
|
Moved (Smart/Kitchen)
That the report ‘Chair's
Report to Council’ by Penny Smart, Chair and dated 1 October 2020, be
received.
Carried
|
Chief
Executive’s Report to Council (Item 7.2)
ID:
A1368303
Report from Malcolm Nicolson, Chief Executive Officer
|
Moved (Yeoman/Kitchen)
That the report ‘Chief
Executive’s Report to Council’ by Malcolm Nicolson, Chief
Executive Officer and dated 30 September 2020, be received.
Carried
|
Northland Inc.
Limited: Annual Report for the Year Ending 30 June 2020 (Item 7.3)
ID:
A1368943
Report from Darryl Jones, Economist and Simon Crabb,
Finance Manager
|
Moved (Yeoman/Stolwerk)
That the report ‘Northland
Inc. Limited: Annual Report for the Year Ending 30 June 2020’ by Darryl
Jones, Economist and Simon Crabb, Finance Manager and dated 29 September 2020,
be received.
Carried
|
Working Party Updates and Chairpersons'
Briefings (Item 8.1)
ID:
A1371144
Report from Sally Bowron, Strategy, Governance and
Engagement Team Admin/PA
|
Moved (Robinson/Yeoman)
That the report ‘Working
Party Updates and Chairpersons' Briefings’ be received.
Carried
|
Secretarial Note: The Chairs of the Te Taitokerau Māori
and Council Working Party and the Planning and Regulatory Working Party
provided a verbal update on the current priorities and work programmes for
these subordinate bodies.
|
Council River Working
Group Updates (Item 8.2)
ID:
A1372742
Report from Leah Porter, PA/Administrator Environmental
Services
|
Moved (Macdonald/Kitchen)
That the report ‘Council
River Working Group Updates’ be received.
Carried
|
Secretarial Note:
·
The Chairs of the Whangārei Urban Rivers Working
Group and the Awanui River Working Group provided a verbal update on current
workstreams and priorities.
·
The Area Manager – Kaitāia was
acknowledged for thirty years’ service with the regional council.
|
Business with Public
Excluded (Item 9.0)
Moved
(Smart/Macdonald)
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 - 15 September 2020
|
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
|
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).
|
9.3
|
Commercial
Tenant Rent Relief
|
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 Advisors be permitted to stay during
business with the public excluded.
Carried
|
Conclusion
The meeting concluded at 1.00pm.