Council Meeting

21 September 2021

Northland Regional Council Minutes

Meeting held remotely

on Tuesday 21 September 2021, commencing at 10.30am

Tuhinga/Present:

Chairperson, Penny Smart

Councillors:

Terry Archer

Jack Craw

Amy Macdonald

Marty Robinson

Rick Stolwerk

Joce Yeoman

I Tae Mai/In Attendance:

Full or Part Meeting

General Manager – Northland Transportation Alliance

Transport Manager – Northland Transportation Alliance

Roading Manager – Northland Transportation Alliance

Independent Financial Advisor

Independent Audit & Risk Advisor

NRC Tumuaki - Chief Executive Officer

GM Advisor

Poutiaki Taiao - GM Environmental Services

Pou Taumatua - GM Corporate Services

Pou Whakaritenga - GM Regulatory Services

Acting GM - Strategy, Governance and Engagement

Finance Manager

Strategic Projects and Facilities Manager

Financial Accountant

Policy Planner

Governance Specialist

The Chair declared the meeting open at 10.32am and proceedings commenced the Tauāki ā roto by full council. 

Secretarial Note: Due to the current Covid-19 restrictions and the meeting being conducted fully remotely, proceedings were livestreamed in order to be open to the public.

Ngā whakapahā/Apologies (Item 3.0)

Moved (Smart/Macdonald)

That the apologies from Councillors Blaikie and Kitchen for non-attendance be received.

Carried

Nga whakapuakanga/Declarations of Conflicts of Interest (Item 4.0)

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

Confirmation of Minutes - 17 August 2021 (Item 5.1)

Report from Chris Taylor, Governance Specialist

Moved (Craw/Yeoman)

That the minutes of the council meeting held on 17 August 2021 be confirmed as a true and correct record.

Carried

Receipt of Action Sheet (Item 5.2)

Report from Chris Taylor, Governance Specialist

Moved (Robinson/Stolwerk)

That the action sheet be received.

Carried

Financial Report to 31 August 2021 (Item 6.1)

Report from Vincent McColl, Financial Accountant

Moved (Stolwerk/Craw)

That the report ‘Financial Report to 31 August 2021’ by Vincent McColl, Financial Accountant and dated 7 September 2021, be received.

Carried

Secretarial Note: 

· Attention was drawn to the ‘considerable favourable salary variance’ which was predominantly due to the timing to complete the recruitment of positions introduced through council’s 2021 – 2031 Long Term Plan.

· An assessment was being undertaken of the impact of the recent COVID-19 lockdown on council’s work programmes and how any detrimentally affected could be recovered.

· It was verbally advised that the additional gains above accrued for the month of August were $390k for the Long Term Fund and $88k for the Short Term Fund.

Council Input to Government Proposals (Item 7.1)

Report from Ingrid Kuindersma, Policy Planner

Moved (Yeoman/Craw)

1.         That the report ‘Council Input to Government Proposals’ by Ingrid Kuindersma, Policy Planner and dated 1 September 2021, be received.

2.         That council delegates authority to the Chair and the Chair of the relevant Working Party to approve the content and authorise the lodging of submissions, on behalf of council where timeframes preclude formal council approval being sought provided a draft is circulated to elected members for comment and the submission is retrospectively approved by council at the next council meeting, on the following central Government matters:

·    Essential freshwater package

·    Climate change adaption and emissions reduction

·    National Policy Statement for Indigenous Biodiversity

·    Resource management reforms

·    Local government reforms

·    National Policy Statement for Highly Productive Land

3.         That council approve staff seeking advice from the Te Taitokerau Māori and Council Working Party (TTMAC) on how to obtain their input into submissions on the matters set out in recommendation 2.

4.         That council delegates authority to the Acting Group Manager - Governance and Engagement to authorise lodging of feedback on the Kaipara draft District Plan discussion documents on behalf of council.

Carried

Taumarere River Working Group (Item 7.2)

Report from Joseph Camuso, Rivers & Natural Hazards Manager and Matt Jolly, River Management Officer

Moved (Robinson/Yeoman)

1.         That the report ‘Taumarere River Working Group ’ by Joseph Camuso, Rivers & Natural Hazards Manager and Matt Jolly, River Management Officer and dated 6 September 2021, be received.

2.         That the following Taumarere River Working Group nominees be approved by council:

·        Tangata whenua representative, Riki Ngakoti;

·        Waiomio representative, Nisha Marsh; and

·        Maromaku representative, Paul Tipene.

Carried

Regional Sporting Facilities Rate Allocation for 2021-2024 (Item 7.3)

Report from Phil Heatley, Strategic Projects and Facilities Manager

Moved (Stolwerk/Macdonald)

1.         That the report ‘Regional Sporting Facilities Rate Allocation for 2021-2024’ by Phil Heatley, Strategic Projects and Facilities Manager and dated 8 September 2021, be received.

2.         That the following regional sporting facility projects receive an ‘In Principle’ GST exclusive allocation from the cumulative Regional Sporting Facilities Rate collected during the 2021–2024 financial years as follows:

i.          Pohe Island Sports Hub (Bike) be allocated up to $600,000 from September 2021;

ii.         Sportsville Kaikohe Stage 2 be allocated up to $1,400,000 from November 2022;

iii.        Northland Football Hub Stage 1 be allocated up to $1,000,000 from August 2023;

iv.        Northland Football Hub Stage 2 be allocated up to $800,000 from June 2024.

3.         That the Chief Executive Officer has authority to distribute funds to each project, up to the amounts allocated, when he is satisfied that the following has been met to his satisfaction:

a.        The project Governance Group is properly constituted and capable; and

b.        The project, or standalone stage, is fully or near-fully funded; and

c.         Any other criteria that he sees as relevant and material having taken advice.  

4.         That the Chief Executive Officer has discretion over fund distribution timing (before or after the dates in recommendation 2) but distribution sums should not exceed the cumulative Regional Sporting Facilities Rate collected at the time of distribution.

5.         That the Chief Executive Officer refer to council if there is a material change in a project or proposed change in maximum allocation from the ‘In Principle’ decision.

6.         That the Chief Executive Officer report to council following the completed distribution of the 2021–2024 Regional Sporting Facilities Rate providing:

a.        A schedule of projects with the respective grants and dates of distribution; and

b.        A recommendation for the allocation of any surplus rates collected.

Carried

Health and Safety Report (Item 8.1)

Report from Kelcie Mills, Health and Safety Advisor

Moved (Macdonald/Archer)

That the report ‘Health and Safety Report’ by Kelcie Mills, Health and Safety Advisor and dated 1 September 2021, be received.

Carried

Chair's Report to Council (Item 8.2)

Report from Penny Smart, Chair

Moved (Smart/Craw)

That the report ‘Chair's Report to Council’ by Penny Smart, Chair and dated 2 September 2021, be received.

Carried

Chief Executive’s Report to Council (Item 8.3)

Report from Malcolm Nicolson, Tumuaki - Chief Executive Officer

Moved (Yeoman/Craw)

That the report ‘Chief Executive’s Report to Council’ by Malcolm Nicolson, Tumuaki - Chief Executive Officer and dated 31 August 2021, be received.

Carried

Secretarial Note: 

· Council to be provided an update on the digital enablement project; given the recent lockdown had reinforced the importance that all Northlanders had access to the internet.

· A correction was noted to the report that the hygiene stations had been set up at Wairare boulders.

2020/21 Northland Transportation Alliance - Transportation Activity Update (Item 8.4)

Report from Calvin Thomas, Northland Transportation Alliance Manager

Moved (Stolwerk/Macdonald)

That the report ‘2020/21 Northland Transportation Alliance - Transportation Activity Update’ by Calvin Thomas, Northland Transport Alliance Manager and dated 8 September 2021, be received.

Carried

Secretarial Note: 

· A correction was noted to the report title that it was the Northland Transportation Alliance (not the Northland Transport Agency).  The minutes reflect the correction.

· Appreciation was extended to the Northland Transportation Alliance team for a successful year during ‘trying times’.

· Council to be provided an update on the status of the Rose Street bus terminal upgrade.

Receipt of Committee Minutes (Item 9.1)

Report from Chris Taylor, Governance Specialist

Moved (Stolwerk/Macdonald)

That the unconfirmed minutes of the:

·        Regional Transport Committee – 11 August 2021; and

·        Joint Climate Change Adaptation Committee – 30 August 2021

be received.

Carried

Secretarial Note: The Chairs of the two committees provided a verbal update on the current priorities and work programmes for these subordinate bodies.

.

Working Party Updates and Chairpersons' Briefings (Item 9.2)

Report from Sally Bowron, Strategy, Governance and Engagement Team Admin/PA

Moved (Robinson/Macdonald)

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

Carried

Secretarial Note:  The Co-Chair of the Te Taitokerau Māori and Council Working Party provided an update on its key priorities and areas of work.

River Working Group Updates (Item 9.3)

Report from Erica Wade, Personal Assistant - Natural Resources

Moved (Robinson/Macdonald)

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

Carried

Secretarial Note:  The Chairs of the Kāeo-Whangaroa River Working Group and the Kaihū River Working Group provided a verbal update.

Kaupapa ā Roto/Business with Public Excluded (Item 10.0)

Moved (Robinson/Stolwerk)

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
10.1	Confirmation of Minutes - Confidential Council Meeting Minutes 17 August 2021	The public conduct of the proceedings would be likely to result in disclosure of information, as stated in the open section of the meeting -.
10.2	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).
10.3	Introduction of a New Fund Manager into the Long-Term Fund Investment Fund	The public conduct of the proceedings would be likely to result in disclosure of information, the withholding of which is necessary to prevent the disclosure or use of official information for improper gain or improper advantage s7(2)(j).
10.4	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).
10.5	Rent Relief for Council's Investment Property Tenants Under 'No Access in Emergency' Conditions	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 Advisors be permitted to stay during business with the public excluded.

Carried

Whakamutunga (Conclusion)

The meeting concluded at 12.15pm.