Council Meeting
24 September 2024
Northland Regional Council Minutes
Meeting held in the Mokau Marae, 2355
Russell Road, Ōakura
on Tuesday 24 September 2024,
commencing at 1.00pm
Tuhinga/Present:
Chairperson, Geoff Crawford
Councillors:
John Blackwell (Via audio-visual link)
Jack Craw
Amy Macdonald
Marty Robinson
Rick Stolwerk
Joe Carr (Via audio-visual link)
I Tae Mai/In Attendance:
Full Meeting
Tāhūhū Rangapū -
Chief Executive Officer
Pou Manawhakahaere - GM Governance and
Engagement
Pou Taumatua - GM Corporate Services
Pou Whakaritenga - GM Regulatory
Services
Group Manager - Community Resilience
Pou Tiaki Taiao - GM Environmental
Services
Pou Tiaki
Pūtaiao - GM – Biosecurity
Independent Risk Advisor
Independent Tangata Whenua Advisor
Corporate Planning Specialist (Via audio-visual link)
Financial
Accountant
Financial
Planning Manager
Corporate
Strategy Manager
Strategic
Projects and Facilities Manager
Māori Relationships Manager
Senior Kāiarahi Tikanga Māori
Kaiāwhina Kaupapa Māori
Translator
Kaiāwhina Tari
PA Environmental Services
Part Meeting
EriksensGlobal Representative x2
Ngāti Hine Representative (Via audio-visual link)
Strategic Project Representative (Via audio-visual link)
Secretarial
Note: The Chair declared the meeting open at 10.00am and proceedings
commenced with a karaka by the Pou
Manawhakahaere.
Ngā whakapāha/Apologies (Item 3.0)
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Moved (Robinson / Macdonald)
That the
apologies from Councillor Peter-Lucas Jones and Deputy Chair Tui Shortland for
non-attendance be received.
Carried
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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.
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Confirmation of Minutes -
27 August 2024 (Item 5.1 )
Report from Meloney Tupou, Māori
Governance and Engagement Support Admin
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Moved
(Craw/Macdonald)
That the
minutes of the council meeting held on 27 August 2024 be confirmed as a true
and correct record and that these be duly authenticated with the
Chair’s electronic signature.
Carried
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Receipt
of Action Sheet (Item 5.2 )
Report from Chris Taylor, Governance
Specialist
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Moved (Robinson/Craw)
That the action
sheet be received.
Carried
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Adoption of the 2024 Annual
Report (Item 6.1)
Report from Simon Crabb, Finance
Manager
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Moved
(Stolwerk/Craw)
1. That the report
‘Adoption of the 2024 Annual Report’ by Simon
Crabb, Finance Manager and dated 2 September 2024, be
received.
2. That the council's audited Annual Report and financial statements
for the year ended 30 June 2024 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 2024 Annual Report
compliance statement and letter of representation, and the letters of
representation in relation to the: 2023/24 debenture trust deed report, and
2023/24 stock register report.
4. That
the Chief Executive Officer be authorised to approve any minor accuracy,
grammatical, typographical or formatting amendments to the 2024 Annual Report
and Summary Annual Report if required.
5. That
the Chief Executive Officer be authorised to approve the release of the 2024
Summary Annual Report pursuant to section 98(4) of
the Local Government Act 2002.
Carried
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Secretarial Note:
·
The Finance Team and auditors had worked well
together with a robust process to achieve the completion of the Annual Report.
·
Concern was raised regarding management of
the Long Term Fund given the Fund Managers reports were not audited. Council
to consider requesting more transparency.
·
The Audit Brief was issued every year with effectiveness,
efficiency, waste and probity being the main topics reviewed. The sensitive expenditure report did not raise any concerns.
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Financial
Report to 31 August 2024
(Item 6.2 )
Report from Taka Skipwith, Financial
Accountant
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Moved (Stolwerk/Macdonald)
That the report
‘Financial Report to 31 August 2024’ by Taka
Skipwith, Financial Accountant and dated 12 September
2024, be received.
Carried
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Secretarial Note:
·
In the two months to August council had a
$152k favourable variance, predominantly due to salary savings and higher than
budgeted fund gains.
·
Revenue was favourable, as outlined in the
report. The favourable position in terms of higher than budgeted user
fees was due to the budget being mainly in September.
·
For the month of August, transfers to
reserves were $2.3m higher than expected, predominantly due to fund gains being
recapitalised. The gains earned in the current financial year had been
strong and it was hoped this would continue. However it was cautioned that the
gains were subject to fluctuations.
·
Capital expenditure was an overspend at this
time in the financial year. This was deemed a positive result given it
was better to be ahead of budget rather than behind.
·
The original
full year budget was included in the report as requested by council. The
Finance Team was working on including original year to date budget also in
relation to variance in the October report.
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Taumarere Business Case (Item 7.1)
Report from Justin Murfitt, Strategic
Policy Specialist
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Moved
(Robinson/Craw)
1. That the report
‘Taumarere Business Case’ by Justin
Murfitt, Strategic Policy Specialist and dated 22
August 2024, be received.
2. That council
confirms the scope of the business case is focused on water quality and
complements councils flood management activities.
3. That council
confirm that the scope of the business case is the freshwater reaches of the
Taumarere catchment within the Ngāti Hine rohe.
Carried
(Councillors
Robinson, Macdonald, Craw and Stolwerk in favour of motion and Councillors
Crawford, Carr and Blackwell against)
Secretarial Note:
·
Council had workshopped the matter with Ngāti
Hine representatives on 4 September 2024 and at this time it was stressed
that the process would be inclusive not exclusive. It was reiterated that
council needed to continue to work with Ngāti Hine to progress this
initiative.
·
On the other hand, there was an understanding
amongst some elected members that the business case would take a holistic
catchment approach.
·
There was a risk if council was not willing
to proceed with the recommendations included within the report. It was
emphasised that this was the first stage of many for business funding.
It was further moved (Macdonald /Craw)
4. That council
nominates Councillor Marty Robinson and NRC Deputy Chair Tui Shortland to represent council on a
governance group to oversee development of the business case.
Carried
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Mana
Whakahono a Rohe Agreement with Ngāti Hine (Item 7.2)
Report from Auriole Ruka, Pou
Manawhakahaere - GM Governance and Engagement
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Moved (Robinson/Stolwerk)
1. That the report
‘Mana Whakahono a Rohe Agreement with Ngāti Hine ’ by Auriole Ruka, Pou Manawhakahaere - GM Governance and Engagement and dated 10 September 2024, be received.
2. That council
approve signing the Mana Whakahono a Rohe agreement with Ngāti Hine.
3. That council
confirm Chair Geoff Crawford is delegated authority to sign the agreement on
behalf of council.
Carried
Secretarial Note: Ngāti Hine had postponed signing the Mana Whakahono a Rohe agreement.
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Te
Oneroa-a-Tōhe Proposed Plan Change (Item 7.3)
Report from Alison Newell, Policy
Specialist
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Moved
(Robinson/Macdonald)
1. That
the report ‘Te Oneroa-a-Tōhe Proposed Plan Change’ by Alison Newell, Policy Specialist and dated
23 July 2024, be received.
2. That
council approve the commencement of a proposed Te Oneroa-a-Tōhe plan
change.
3. That
council confirms the draft plan change provisions are to be endorsed by Te
Oneroa-a-Tōhe Board before a council decision in respect of adoption and
notification of the proposed plan change is made.
Carried
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Chair's Report to Council (Item 8.1)
Report from Rae Hetaraka, Executive
Assistant to the Chair
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Moved (Crawford/Carr)
That the report
‘Chair's Report to Council’ by Rae
Hetaraka, Executive Assistant to the Chair and dated
4 September 2024, be received.
Carried
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Chief
Executive’s Report to Council (Item 8.2 )
Report from Jonathan Gibbard,
Tāhūhū Rangapū - Chief Executive Officer
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Moved (Crawford/Blackwell)
That the report
‘Chief Executive’s Report to Council’ by Jonathan Gibbard, Tāhūhū Rangapū - Chief
Executive Officer and dated 29 August 2024, be
received.
Carried
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Residents'
survey summary for year 1 July 2023 - 30 June 2024 (Item 8.3 )
Report from Kyla Carlier, Corporate
Strategy Manager
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Moved (Blackwell/Stolwerk)
That the report
‘Residents' survey summary for year 1 July 2023 - 30 June 2024’
by Kyla Carlier, Corporate Strategy Manager and dated 13 August 2024, be received.
Carried
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Receipt of Committee
Minutes (Item 9.1)
Report from Meloney Tupou, Māori
Governance and Engagement Support Admin
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Moved
(Blackwell/Crawford)
That the
unconfirmed minutes of the:
· Regional Transport Committee (RTC) – 6 August 2024
· Audit Risk and Finance Committee - 28 August 2024
be received.
Carried
Secretarial Note:
·
In relation to the RTC: Whangarei District
Council had set up a KiwiRail advisory committee.
ACTION –
A request to be lodged with WDC that an NRC council representative be
included on the KiwiRail advisory committee.
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Kaupapa
ā Roto/Business
with Public Excluded (Item
10.0)
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Moved (Craw/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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Confirmation
of Confidential Minutes - 27 August 2024
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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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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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Quarry
Road Bridge Works – Request for Use of Unbudgeted Expenditure
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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 enable council to carry on, without
prejudice or disadvantage, negotiations (including commercial and
industrial negotiations) s7(2)(i).
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Maximising
the Value of Council's Investment Property Portfolio
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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 enable council to carry out, without
prejudice or disadvantage, commercial activities s7(2)(h).
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Externally
Managed Funds: Recommendation to Introduce the Continuity Capital PE No.8
Fund into the Long Term 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 prevent the
disclosure or use of official information for improper gain or improper
advantage s7(2)(j).
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Modern
Workspaces Project Funding
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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 enable council to carry on, without
prejudice or disadvantage, negotiations (including commercial and
industrial negotiations) s7(2)(i).
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Strategic
Projects Update
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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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Nomination
of Directors to Marsden Maritime Holdings Limited
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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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3.
That the Independent Advisors be permitted to
stay during business with the public excluded.
Carried
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Open Meeting
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Moved (Craw/Macdonald)
That the
council resumes in open meeting.
Carried
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Confirmation
of Confidential Minutes in Open Meeting
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The confidential
resolutions confirmed in open meeting were as follows:
Confirmation of Confidential Minutes -
27 August 2024 (Item 10.1)
Report from Meloney Tupou,
Māori Governance and Engagement Support Admin
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Moved (Crawford/Robinson)
1.
That the confidential minutes of the council
meeting held on 27 August 2024 be confirmed as a true and correct record
and that these be duly authenticated with the Chair’s electronic
signature.
Carried
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Receipt of Confidential Committee
Minutes (Item 10.2)
Report from Meloney Tupou,
Māori Governance and Engagement Support Admin
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Moved
(Craw/Stolwerk)
1. That
the unconfirmed confidential minutes of the Audit Risk and Finance
Committee held on 28 August 2024 be received.
Carried
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Quarry Road Bridge Works – Request
for Use of Unbudgeted Expenditure (Item 10.3)
Report from Simon Crabb, Finance
Manager; Casey Mitchell, Financial Planning Manager and Joseph Camuso,
Rivers & Natural Hazards Manager
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Moved
(Carr/Craw)
1. That the
report ‘Quarry Road Bridge Works – Request for Use of
Unbudgeted Expenditure’ by Simon Crabb,
Finance Manager; Casey Mitchell, Financial Planning Manager and Joseph
Camuso, Rivers & Natural Hazards Manager
and dated 5 September 2024, be received.
2. That
council approve unbudgeted expenditure up to $440,000 + GST, to be
repaid from the sale of two properties as approved at the 27 August
2024 council meeting.
3. Any
surplus sales proceeds will be allocated into the Awanui and Regional
Flood Infrastructure Reserves to offset any rating increases for future
flood scheme infrastructure.
Carried
ACTION – A letter to be
drafted regarding funding for the lower Whakatāne spillway
works. The letter to copy in Grant
McCallum and Minister Jones.
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Maximising the Value of
Council's Investment Property Portfolio (Item 10.4)
Report from Phil Heatley,
Strategic Projects and Facilities Manager
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Moved
(Stolwerk/Carr)
1. That the
report ‘Maximising the Value of Council's Investment Property
Portfolio’ by Phil Heatley, Strategic
Projects and Facilities Manager and dated 9
September 2024, be received.
2. That council
adopt the attached Property Management Plan 2024-2027.
Carried
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Externally Managed Funds:
Recommendation to Introduce the Continuity Capital PE No.8 Fund
into the Long Term Investment Fund (Item 10.5)
Report from Simon Crabb,
Finance Manager
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Moved (Crawford/Stolwerk)
1. That the
report ‘Externally Managed Funds: Recommendation to Introduce
the Continuity Capital PE No.8 Fund into the Long Term Investment
Fund’ by Simon Crabb, Finance Manager and dated 3 September 2024, be received.
2. That the
Continuity Capital Private Equity No.8 Fund is introduced into the
Long-Term Investment Fund with a committed investment of
NZ$1,000,000.
3. That council’s Statement of Investment Policy and
Objectives is updated to replicate the document included as
Attachment 4, and the Treasury Risk Management Policy is updated to
reflect the increased Continuity Capital counterparty exposure.
Carried
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Modern Workspaces Project
Funding (Item
10.6)
Report from Phil Heatley,
Strategic Projects and Facilities Manager
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Moved (Craw/Stolwerk)
1. That
the report ‘Modern Workspaces Project Funding’ by Phil Heatley, Strategic Projects and Facilities
Manager and dated 10 September 2024, be
received.
2. That
council approve allocation of $655,500 +
GST for an ‘ultra-light touch’ refreshment and
modernisation to the Ground Floor fit out and remaining spaces of
the 36 Water Street, Whangārei building.
3. That allocation funding to be drawn
from the Short-Term Fund and represents collected depreciation on the building.
Carried
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Secretarial Note:
Council suggested simplifying the wording ‘ultra-light touch’
with ‘modern’.
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Whakamutunga (Conclusion)
The meeting concluded at 3.10pm.
Confirmed as a true and correct record 22 October 2024
Chair Geoff Crawford