14 December 2021
Northland Regional
Council Minutes
Meeting held remotely
on Tuesday 14 December 2021, commencing at 10.30am
Tuhinga/Present:
Chairperson, Penny Smart
Councillors:
Terry Archer
Justin Blaikie
Jack Craw
Colin Kitchen
Amy Macdonald
Marty Robinson
Rick Stolwerk
Joce Yeoman
I
Tae Mai/In Attendance:
Full or Part Meeting
Independent Audit & Risk Advisor
Individual Financial Advisor
Tumuaki - Chief Executive Officer
Pou Taumatua - GM Corporate Services
Pou Tiaki Taiao - GM Environmental Services
Pou Whakaritenga - GM Regulatory Services
Pou Manawhakahaere - GM Governance and Engagement
Pou Tiaki Hapori - GM Community Resilience
Pou Tiaki Pūtaiao - GM Biosecurity
Transport Manager
Planning and Policy Manager
Human Resources Manager
Rivers and Natural Hazards Manager
Strategic Projects and Facilities
Manager
Governance Specialist
The Chair declared the meeting open at 10.36am.
Proceedings commenced with 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)
There were no apologies.
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.
Secretarial Note: The Chair provided some opening
remarks:
·
It was the last formal council meeting for 2021;
·
Staff and councillors were congratulated for a productive
year; despite the capacity and capability of the organisation being tested;
·
‘Team NRC’ had worked well together ‘with
respect, cohesion and participation’; and
·
2022 would bring more challenges. Councillors and staff
would need to continue to work together ‘to share the load and see the
opportunities’.
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Confirmation of Minutes - 16 November 2021
Council Meeting (Item 5.1)
Report from Chris Taylor, Governance Specialist
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Moved
(Kitchen/Stolwerk)
That the minutes of the council
meeting held on 16 November 2021 be confirmed as a true and correct record.
Carried
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Receipt of Action
Sheet (Item 5.2)
Report from Chris Taylor, Governance Specialist
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Moved (Robinson/Archer)
That the action sheet be
received.
Carried
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Financial Report to 30 November 2021 (Item 6.1)
Report from Vincent McColl, Financial Accountant
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Moved (Craw/Stolwerk)
That the report ‘Financial
Report to 30 November 2021’ by Vincent McColl, Financial Accountant and
dated 2 December 2021, be received.
Carried
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Secretarial Note:
·
The Independent Advisors provided commentary on the global
scale changes in the financial markets which were influencing the performance
of council’s managed funds.
·
Concern was raised regarding the salary variance and the
challenge council was facing recruiting/retaining staff.
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Appointment of Alternate Director to
Regional Software Holdings Limited (RSHL) (Item
7.1)
Report from Malcolm Nicolson, Tumuaki - Chief Executive
Officer
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Moved (Macdonald/Blaikie)
1. That
the report ‘Appointment of Alternate Director to Regional Software
Holdings Limited ’ by Malcolm Nicolson, Tumuaki - Chief Executive
Officer and dated 19 November 2021, be received.
2. That
council acknowledges the contribution and services of the Group Manager
Advisor to the RSHL Board.
3. That
council authorises the appointment of the Group Manager – Corporate
Services as an Alternate Director to the RSHL Board.
Carried
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Te Taitokerau
Māori and Council Working Party - appointment of replacement member to
the Water and Land Working Party (Item 7.2)
Report from Sally Bowron, Strategy, Governance and
Engagement Team Admin/PA
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Moved (Blaikie/Robinson)
1. That
the report ‘Te Taitokerau Māori and Council Working Party -
appointment of replacement member to the Water and Land Working Party ’
by Sally Bowron, Strategy, Governance and Engagement Team Admin/PA and dated
12 November 2021, be received.
2. That
Waimarie Kingi, Te Waiāriki, Ngāti Korora, Ngāti Taka
Hapū Iwi Trust is appointed onto council’s Water and Land Working
Party to fill the vacancy created by the resignation of the member for
Ngāti Tara.
Carried
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Regional Public
Transport Plan 2021-2031 (Item 7.3)
Report from Chris Powell, Transport Manager - Northland
Transport Alliance
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Moved (Stolwerk/Blaikie)
1. That
the report ‘Regional Public Transport Plan 2021-2031’ by Chris
Powell, Transport Manager - Northland Transport Alliance and dated 23 November
2021, be received.
2. That
the Northland Regional Council approve the Regional Public Transport Plan
2021-2031 compiled by the Regional Transport Committee.
3. That
Northland Regional Council approve the public release of the Regional Public
Transport Plan 2021-2031.
Carried
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Secretarial Note: Appreciation was extended to
all involved in the compilation of the Regional Public Transport Plan 2021
– 2031.
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Solar Energy
Expansion at Council's Owner-Occupied Properties
(Item 7.4)
Report from Phil Heatley, Strategic Projects and
Facilities Manager
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Moved (Robinson/Stolwerk)
1. That
the report ‘Solar Energy Expansion at Council's Owner-Occupied
Properties’ by Phil Heatley, Strategic Projects and Facilities Manager
and dated 29 November 2021, be received.
2. That
up to $40,000 + GST in investment be drawn from councillor’s
discretionary budget for further provision of solar power generation at 36
Water Street, Whangārei.
3. That
up to $125,000 + GST in investment be drawn from the Property Reinvestment
Fund for further provision of solar power generation at the Kaipara Service
Centre, Dargaville.
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An amendment was moved
(Blaikie/Yeoman)
1. That
the report ‘Solar Energy Expansion at Council's Owner-Occupied
Properties’ by Phil Heatley, Strategic Projects and Facilities Manager
and dated 29 November 2021, be received.
2. That
the potential investment for further provision of solar power generation at
36 Water Street, Whangārei, lie on the table until the New Year.
3. That
up to $125,000 + GST in investment be drawn from the Property Reinvestment
Fund for further provision of solar power generation at the Kaipara Service
Centre, Dargaville.
Carried
(Councillor Robinson abstained from voting)
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The substantive motion,
being the amendment to the original motion, was then put and carried.
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2022 Meetings
Calendar (Item 7.5)
Report from Chris Taylor, Governance Specialist
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Moved (Stolwerk/Robinson)
1. That
the report ‘2022 Meetings Calendar’ by Chris Taylor, Governance
Specialist and dated 19 November 2021, be received.
Carried
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It was further moved
(Stolwerk/Archer)
2. That
the programme of meetings for 2022, as amended at the meeting, be
adopted.
Carried
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Submission
to Auckland Council on Notified Sand Mining Applications
(Item 7.6)
Report from Ingrid Kuindersma, Policy Planner
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Moved (Yeoman/Macdonald)
1. That
the report ‘Submission to Auckland Council on Notified Sand Mining
Applications’ by Ingrid Kuindersma, Policy Planner and dated 26
November 2021, be received.
2. That
the council retrospectively approve the lodging of a submission with regard
to publicly notified applications by McCallum Brothers Ltd to continue sand
mining off Pakiri Beach.
Carried
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Leave Provisions (Item 7.7)
Report from Bruce Howse, Pou Taumatua – Group
Manager Corporate Services
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Moved (Craw/Macdonald)
1. That
the report ‘Leave Provisions’ by Bruce Howse, Pou Taumatua
– Group Manager Corporate Services and dated 25 November 2021, be
received.
2. That
council approves three additional council days leave for all staff during 5-7
January 2022.
Carried
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Secretarial Note: Appreciation was extended to
both staff for their mahi during a difficult year and also to council for its
ongoing support and acknowledgement of the work undertaken by staff.
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Health and Safety report (Item 8.1)
Report from Beryl Steele, Human Resources Manager
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Moved (Kitchen/Macdonald)
That the report ‘Health
and Safety report’ by Beryl Steele, Human Resources Manager and dated 29
November 2021, be received.
Carried
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Secretarial Note: Work was underway developing
wellbeing metrics and these would be included in reporting in due course.
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Chair's Report to
Council (Item 8.2)
Report from Penny Smart, Chair
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Moved (Smart/Macdonald)
That the report ‘Chair's
Report to Council’ by Penny Smart, Chair and dated 30 November 2021, be
received.
Carried
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Secretarial Note: Appreciation was extended to
the Chair for her mahi on behalf of council.
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Chief
Executive’s Report to Council (Item 8.3)
Report from Malcolm Nicolson, Tumuaki - Chief Executive
Officer
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Moved (Craw/Archer)
That the report
‘Chief Executive’s Report to Council’ by Malcolm Nicolson, Tumuaki - Chief Executive Officer and dated 30 November 2021, be received.
Carried
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Secretarial Note: Staff undertook
to provide the Chair of the Biosecurity and Biodiversity Working Party an
update prior to Christmas regarding the ability to gain land access
permission in the Russell Forest to undertake goat control.
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Reporting on Long
Term Plan 2021-2031 Performance Measures for Quarter One of the 2021/22 Year (Item 8.4)
Report from Robyn Broadhurst, Policy Specialist
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Moved (Stolwerk/Craw)
1. That
the report ‘Reporting on Long Term Plan 2021-2031 Performance Measures
for Quarter One of the 2021/22 Year’ by Robyn Broadhurst, Policy
Specialist and dated 29 November 2021, be received.
Carried
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It was further moved
(Kitchen/Stolwerk)
2. That
council agree to change the Terms of Reference of the Audit and Risk
Subcommittee to be the delegated body responsible for reviewing the quarterly
reports.
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An
amendment was moved (Yeoman/Smart)
2. That
council agree to change the Terms of Reference of the Audit and Risk
Subcommittee to be the delegated body responsible for undertaking a
‘deep dive’ into the quarterly reports provided a summary report
is then provided to full council.
Secretarial
Note: The Chair then put the substantive motion; being the amendment to the
original motion.
Carried
(Councillor Stolwerk voted against the motion)
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Receipt of Committee Minutes (Item 9.1)
Report from Chris Taylor, Governance Specialist
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Moved (Stolwerk/Kitchen)
That the unconfirmed minutes of
the:
· Audit
and Risk Subcommittee - 24 November 2021.
· Investment
and Property Subcommittee – 24 November 2021.
· Regional
Transport Committee – 13 October 2021.
be received.
Carried
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Secretarial Note: The Chairs of the
subcommittees/committee provided a verbal update on priorities and key
workstreams.
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Working Party Updates
and Chairpersons' Briefings (Item 9.2)
Report from Chris Taylor, Governance Specialist
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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 Chairs of the Climate
Change Working Party and Te Taitokerau Māori and Council Working
Party provided a verbal update on key priorities.
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Working Group Updates
and Chairpersons' Briefings (Item 9.3)
Report from Erica Wade, Personal Assistant -
Environmental Services
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Moved
(Blaikie/Macdonald)
That the report
‘Working Group Updates and Chairpersons' Briefings’ be received.
Carried
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Secretarial Note: Appreciation was
extended to the rivers and natural hazards team for the support provided to
the Taumarere Flood Management Working Group.
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Kaupapa ā Roto/Business with Public Excluded (Item 10.0)
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Moved
(Smart/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:
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Item No.
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Item Issue
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Reasons/Grounds
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10.1
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Confirmation
of confidential Minutes - 16 November 2021 council meeting
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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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10.2
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Receipt of
Committee Confidential 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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10.3
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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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10.4
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Introduction
of Pencarrow VI Fund into the Long-Term Fund Investment Fund
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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).
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10.5
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Porotī
Springs Claim
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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 maintain legal
professional privilege s7(2)(g).
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3.
That the Independent Advisors be permitted to stay during business
with the public excluded.
Carried
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Secretarial Note: The meeting adjourned at 12.39pm
and reconvened at 12.43pm to address business with the public excluded.
Whakamutunga (Conclusion)
The meeting concluded at 1.18pm.