AGENDA
Ordinary meeting of the
Governance Committee
Thursday 25 August 2016
Commencing at 9.00am
Council Chamber
Civic House
110 Trafalgar Street, Nelson
Membership: Councillor Ian Barker (Chairperson), Her Worship the Mayor Rachel Reese, Councillors Luke Acland (Deputy Chairperson), Eric Davy, Kate Fulton, Paul Matheson, Brian McGurk, Gaile Noonan, Pete Rainey, Mr John Murray and Mr John Peters
Guidelines for councillors attending the meeting, who are not members of the Committee, as set out in Standing Orders:
· All councillors, whether or not they are members of the Committee, may attend Committee meetings (SO 2.12.2)
· At the discretion of the Chair, councillors who are not Committee members may speak, or ask questions about a matter.
· Only Committee members may vote on any matter before the Committee (SO 3.14.1)
It is good practice for both Committee members and non-Committee members to declare any interests in items on the agenda. They should withdraw from the room for discussion and voting on any of these items.
Governance Committee
25 August 2016
Nil
2. Confirmation of Order of Business
3.1 Updates to the Interests Register
3.2 Identify any conflicts of interest in the agenda
Document number M1999
Recommendation
THAT the minutes of the meeting of the Governance Committee, held on 14 July 2016, be confirmed as a true and correct record.
6. Status Report - Governance Committee - 25 August 2016 19 - 20
Document number R6468
Recommendation
THAT the Status Report Governance Committee 25 August 2016 (R6468) and its attachment (A1160658) be received.
7. Chairperson's Report 21 - 22
Document number R6467
Recommendation
THAT the Chairperson's Report (R6467) be received.
Governance
8. Nelson Cycle Lift Society - approval of project plan 23 - 28
Document number R6070
Recommendation
THAT the report Nelson Cycle Lift Society - approval of project plan (R6070) and its attachment (A1575700) be received.
Recommendation to Council
THAT the $50,000 of funding allocated in the 2016/17 Annual Plan be released to the Nelson Cycle Lift Society for further development of the business case and for advice on the economic contribution of a gondola to mountain biking and the city, with the following condition:
THAT the brief for the economic assessment be signed off by the Chief Executives of Nelson City Council and the Nelson Regional Development Agency.
9. The Nelson Regional Development Agency draft Statement of Intent 2016/17 29 - 46
Document number R5353
Recommendation
THAT the report The Nelson Regional Development Agency draft Statement of Intent 2016/17 (R5353) and its attachment (A1603844) be received.
Recommendation to Council
THAT the Nelson Regional Development Agency Statement of Intent 2016/17 (A1603844) be approved subject to any minor edits.
10. Review of Audit, Risk and Finance - survey results 47 - 54
Document number R6474
Recommendation
Receives the report Review of Audit, Risk and Finance - survey results (R6474) and its attachment (A1605386).
11. Draft Annual Report 2015/16 55 - 243
Document number R6401
Recommendation
Receive the report Draft Annual Report 2015/16 and its attachments (R6401);
Refer to Council the delegation to consider the final Annual Report 2015/16.
Recommendation to Council
Note the draft Annual Report 2015/16 has been prepared and will be audited before being presented to Council for adoption.
Finance
12. Rates remissions for Year ending 30 June 2016 244 - 255
Document number R5509
Recommendation
THAT the report Rates remissions for Year ending 30 June 2016 (R5509) and its attachments (A1383906 and A1575764) be received.
13. Carry Forwards from 2015/16 256 - 262
Document number R6442
Recommendation
Receive the report Carry Forwards from 2015/16 (R6442).
Recommendation to Council
Approve the carry forward of $16,029,000 unspent capital budget for use in 2016/17;
Approve the offsetting of $219,000 of capital spent in 2015/16 against 2016/17 budgets;
Approve the carry forward of $3,085,203 of unspent operating budget for use in 2016/17.
Note savings in 2015/16 capital expenditure of $2,619,000.
14. Audit, Risk and Finance Subcommittee - 4 August 2016 263 - 268
Document number M2061
Recommendation
THAT the unconfirmed minutes of a meeting of the Audit, Risk and Finance Subcommittee, held on 4 August 2016, be received.
14.1 Corporate Report to 31 May 2016
Recommendation to Governance Committee and Council
THAT unbudgeted expenditure of $50,000 be approved for engaging external resource to assist delivering the Internal Audit Plan 2016/17.
14.2 Internal Audit Report to 30 June 2016
Recommendation to Governance Committee and Council
NOTE the internal audit findings, recommendations and status of action plans up to 30 June 2016.
15. Commercial Subcommittee - 4 August 2016 269 - 272
Document number M2063
Recommendation
THAT the unconfirmed minutes of a meeting of the Commercial Subcommittee, held on 4 August 2016, be received.
Public Excluded Business
Recommendation
THAT the public be excluded from the following parts of the proceedings of this meeting.
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
|
Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
|
1 |
Governance Committee Meeting - Public Excluded Minutes - 14 July 2016 |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(a) To protect the privacy of natural persons, including that of a deceased person. · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). |
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2 |
Public Excluded Status Report – Governance Committee – 25 August 2016 |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). |
|
3 |
Events Fund application Marchfest 2017 – Supplementary Information |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: • Section 7(2)(b)(ii) 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. |
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4 |
Land Purchase – Nelson Marina |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). |
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5 |
Audit, Risk and Finance Subcommittee Meeting - Public Excluded Minutes - 4 August 2016 These minutes contain recommendations to the Governance Committee and Council regarding: · Summary of New and Outstanding Significant Risk Exposures and Control Issues Identified from Internal Audits |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(j) To prevent the disclosure of use of official information for improper gain or improper advantage. |
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6 |
Commercial Subcommittee Meeting - Public Excluded Minutes - 4 August 2016 These minutes contain recommendations to the Governance Committee and Council regarding: · Detailed Property Assessment: Emano · Review of Forestry · Property Matters – 1 Kinzett Terrace |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities. |
17. Re-admittance of the public
Recommendation
THAT the public be re-admitted to the meeting.
Note:
· This meeting is expected to continue beyond lunchtime.
· Lunch will be provided at 12.30pm.
Minutes of a meeting of the Governance Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 14 July 2016, commencing at 9.02am
Present: Councillor I Barker (Chairperson), Her Worship the Mayor R Reese, Councillors K Fulton, B McGurk, G Noonan, and P Rainey, Mr J Murray and Mr J Peters
In Attendance: Chief Executive (C Hadley), Group Manager Community Services (C Ward), Group Manager Corporate Services (N Harrison), Manager Communications, Acting Manager Libraries and Heritage Facilities (P Shattock), Administration Adviser (S Burgess), and Youth Councillors (D Leaper and J Stallard)
Apologies: Councillors E Davy, L Acland and P Matheson for attendance, and Councillor G Noonan for lateness
1. Apologies
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Resolved GOV/2016/064 THAT apologies be received and accepted from Councillors Davy, Acland and Matheson for attendance, and Councillor Noonan for lateness. McGurk/Peters Carried |
2. Confirmation of Order of Business
There was no change to the order of business.
The Chairperson noted that Sharon McGuire, retiring Director of Tourism Nelson Tasman Ltd would be joining the Committee for morning tea.
3. Interests
There were no updates to the Interests Register, and no interests with items on the agenda were declared.
4. Public Forum
There was no public forum.
5. Confirmation of Minutes
5.1 26 May 2016 - Extraordinary Meeting
Document number M1911, agenda pages 9 - 17 refer.
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Resolved GOV/2016/065 THAT the minutes of the extraordinary meeting of the Governance Committee, held on 26 May 2016, be confirmed as a true and correct record. Fulton/McGurk Carried |
6. Status Report - Governance Committee - 14 July 2016
It was noted that there was no Status Report.
7. Chairperson's Report
The Chairperson advised that a meeting had been organised for 20 July 2016 with the Nelson Cycle Lift Society and mountain bike and tourism representatives to explore the strategic links between the groups. He said it was thought this meeting should take place before finalising the project plan for the Nelson Cycle Lift Society, which had been due for consideration at this Governance Committee meeting. The Chairperson advised that the project plan would now come to the Committee meeting in August 2016.
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Resolved GOV/2016/066 THAT the oral Chairperson’s Report be received. Barker/Fulton Carried |
Governance
8. Health and Safety: Quarterly Report
Document number R6048, agenda pages 18 - 29 refer.
Group Manager Corporate Services, Nikki Harrison, and Health and Safety Management Systems Adviser, Bryony Chester, presented the report, noting that it covered the quarter up to 30 June 2016.
In response to questions, Ms Harrison provided further information on the physical security review, the Business Leaders Health and Safety Forum, and the wellness programme.
Attendance: Councillor Noonan joined the meeting at 9.12am.
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Resolved GOV/2016/067 THAT the report Health and Safety: Quarterly Report (R6048) and its attachment (A1577496) be received. Fulton/Peters Carried |
9. Service Level Review Quarterly Progress Update
Document number R6006, agenda pages 30 - 44 refer.
Policy Adviser, Gabrielle Thorpe, and Manager Operations and Asset Management, Peter Anderson, presented the report.
Ms Thorpe highlighted that value was being obtained from the review process.
In response to a question, Mr Anderson advised that community facilities and swimming pool contracts had been extended beyond the 30 June 2016 date shown in the report attachment.
In response to further questions, Ms Thorpe provided detail on the reviews that had already been completed, noting that several ‘status quo’ results still had small operational changes made to support efficiencies.
It was questioned whether governance had input into service reviews, or if it was solely a management decision. Group Manager Community Services, Chris Ward, advised that any ‘status quo’ results essentially aligned with Council’s Long Term Plan and Annual Plan, and any recommended changes to contract delivery would be presented to governance for consideration depending on the level of the contract.
Attendance: The meeting adjourned from 9.21am to 9.24am.
The resolution of Council on 15 October 2015 regarding service level reviews was presented for background information (A1586531). Mr Ward summarised the process for service level reviews.
It was suggested that consideration of social enterprise principles and the living wage movement were included into criteria for entering into contracts in future. Mr Ward advised that further investigation and discussion would be required to assess the implications and significance of including those matters in the scope of service level reviews as well as Council’s Procurement Policy.
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Resolved GOV/2016/068 THAT the report Service Level Review Quarterly Progress Update (R6006) and its attachments (A1531257, A1544548, A1572137 and A1572147) be received. Her Worship the Mayor/Noonan Carried |
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Attachments 1 A1586531 - Council resolution regarding service level reviews 15Oct2015 |
There was further discussion regarding the service level review process and social enterprise principles. It was noted that aspects of the social enterprise model could not necessarily be quantified in financial terms.
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Resolved GOV/2016/069 THAT officers consider opportunities to explore social enterprise principles in relation to Council’s Procurement Policy and Section 17a reviews and report back to the Governance Committee via a workshop in the first instance. Her Worship the Mayor/Fulton Carried |
REPORTS FROM COMMITTEES
10. Commercial Subcommittee - 26 May 2016
Document number M1910, agenda pages 45 - 46 refer.
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Resolved GOV/2016/070 THAT the minutes of an extraordinary meeting of the Commercial Subcommittee, held on 26 May 2016, be received. Murray/Noonan Carried |
11. Audit, Risk and Finance Subcommittee - 23 June 2016
Document number M1948, agenda pages 47 - 54 refer.
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Resolved GOV/2016/071 THAT the unconfirmed minutes of a meeting of the Audit, Risk and Finance Subcommittee, held on 23 June 2016, be received. Peters/Murray Carried |
Attendance: Mr Murray left the meeting from 9.41am to 9.44am.
11.1 Internal Audit Plan - 2016/17
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Recommendation to Council GOV/2016/072 THAT the Internal Audit Plan 2016/17 (A1562649) be approved; AND THAT it be noted there will be unbudgeted expenditure required, which will be reported for approval to the Audit, Risk and Finance Subcommittee through the Corporate Report once estimates have been confirmed. Peters/McGurk Carried |
11.2 Procurement Policy
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Recommendation to Council GOV/2016/073 THAT the revised Procurement Policy (A1540508) be adopted. Peters/McGurk Carried |
11.3 Capital Projects Carry Forwards 2015/16
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Recommendation to Council GOV/2016/074 THAT Council approves continuing work on 2015/16 capital projects within the 2015/16 approved budgets, noting a final report on carry forwards will come to the Governance Committee’s meeting on 25 August 2016. Peters/McGurk Carried |
11.4 Operating Expenditure Carry Forwards 2015/16
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Recommendation to Council GOV/2016/075 THAT Council approves continuing work on 2015/16 operating projects within the 2015/16 approved budgets, noting a final report on carry forwards will come to the Governance Committee’s meeting on 25 August 2016. Peters/Murray Carried |
12. Commercial Subcommittee - 23 June 2016
Document number M1957, agenda pages 55 - 60 refer.
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Resolved GOV/2016/076 THAT the unconfirmed minutes of a meeting of the Commercial Subcommittee, held on 23 June 2016, be received. Murray/Peters Carried |
12.1 Haven Precinct Project Progress Report
It was noted that the scope of the consultation on the Haven Precinct project would include those businesses operating along the waterfront such as the Boatshed and the Boathouse.
Attendance: The meeting adjourned from 9.54am to 9.58am.
Point of Order: A point of order was raised under Standing Order 3.13.4(c), in that the discussion was of a question not before the local authority. The Chairperson accepted the point of order.
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Recommendation to Council GOV/2016/077 Approve the visions and goals detailed in report R6077 for the concept design; Approve using a traditional procurement process to appoint a lead consultant, to produce the concept design plans based on the visions and goals advised; Approve the preliminary project timeline included in report R6077; Approve the Haven Precinct Strategic Business Case (A1550230). Murray/Noonan Carried |
13. Exclusion of the Public
Her Worship the Mayor advised she would be declaring an interest in the public excluded reports relating to Nelmac.
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Resolved GOV/2016/078 THAT the public be excluded from the following parts of the proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: Fulton/Noonan Carried |
|
Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
|
1 |
Nelson Airport Limited and Port Nelson Limited Director Reappointments
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(a) To protect the privacy of natural persons, including that of a deceased person |
|
2 |
Nelmac Director Reappointments
|
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(a) To protect the privacy of natural persons, including that of a deceased person |
|
3 |
Director remuneration 2016 - Nelmac
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
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4 |
Events Fund Application -Marchfest 2017 |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
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5 |
Ridgeways Joint Venture
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
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6 |
Commercial Subcommittee Meeting - Public Excluded Minutes - 23 June 2016 These minutes contain recommendations to the Governance Committee and Council regarding: · Detailed property assessment: Wakapuaka · Detailed property assessment: Industrial land in Stoke · Property Matters - approaches received on properties to purchase or sell, and leasing matters relating to Civic House |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities. · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). |
The meeting went into public excluded session at 10.05am and resumed in public session at 1.21pm.
14. Re-admittance of the Public
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Resolved GOV/2016/079 THAT the public be re-admitted to the meeting. Noonan/Murray Carried |
There being no further business the meeting ended at 1.22pm.
Confirmed as a correct record of proceedings:
Chairperson
Date
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Governance Committee 25 August 2016 |
REPORT R6468
Status Report - Governance Committee - 25 August 2016
1. Purpose of Report
1.1 To provide an update on the status of actions requested and pending.
2. Recommendation
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THAT the Status Report Governance Committee 25 August 2016 (R6468) and its attachment (A1160658) be received. |
Lucy Halsall
Administration Adviser
Attachments
Attachment 1: A1160658 - Status Report - Governance Committee
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Governance Committee 25 August 2016 |
REPORT R6467
Chairperson's Report
1. Purpose of Report
·
To update the committee and recap on progress achieved during the
2013 to 2016 term of the committee.
2. Recommendation
3. Discussion
3.1 This being the final meeting of the Governance committee for this
term of the council I take this opportunity to convey the following comments.
3.2 Firstly I extend a warm thank you to members of the committee and to
other councillors who from time to time attended our meetings. It has been a pleasure to chair the meetings and I have appreciated the dedication and preparation for meetings that you have displayed. This contributed to the smooth and efficient operation of the committee.
3.3 I also thank the Chief Executive, members of the Senior management
Team, and other members of the staff. I have felt that the committee has benefited from good professional advice and that we have jointly served the city and produced quality decisions and outcomes.
3.4 The Audit Risk and Finance, and the Commercial Subcommittees were
recommended to council for establishment, and Mr John Peters and Mr John Murray were appointed as respective chairs of the subcommittees. They have served very professionally and the subcommittees have performed a valuable role for the city. I sincerely thank them both.
3.5 During the term the following matters were significant outcomes and
Milestones:
· The policy for the appointment of Directors / Trustees of council
controlled organisations and council controlled trading organisations was approved.
· Health and safety was a particular focus with the Health and Safety
at Work Act coming into force on the 4th April. The Health and Safety Management System Governance Charter and the Strategic Plan for Health and Safety were approved.
· The committee continues its oversight by receiving quarterly
updates on health and safety management.
· The Nelson Regional Development Agency establishment was a
significant step towards improving the efficiency and effectiveness of economic development activities in the region.
· A range of matters relating to CCO’S and CCTO’S were considered, including statements of intent, half yearly reports and the appointment of directors.
· A work programme for completing section 17A reviews on the
effectiveness of council activities and continued oversight through quarterly reports was approved.
· Oversight of Sister and Friendly city relationships was done and NZ
Sister City Conference was held in Nelson during April.
· An internal audit plan was approved and the committee followed progress made in the auditing process. Four reviews were completed: controls in electronic purchase orders, IT systems controls, and segregation of duties and payroll.
· A memorandum of understanding with Uniquely Nelson was discussed and recommended to council.
· The committee maintained an overview of the Audit Risk and Finance and Commercial sub committees and approved their recommendations, recommending them to council where appropriate.
3.6 Finally I extend my best wishes to committee members over the next two months.
Ian Barker
Chairman
Attachments
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Governance Committee 25 August 2016 |
REPORT R6070
Nelson Cycle Lift Society - approval of project plan
1. Purpose of Report
1.1 To consider a project plan from the Nelson Cycle Lift Society for the next phase of the gondola project.
1.2 To release funding of $50,000 allocated in the 2016/17 Annual Plan to the Society for further development of the business case and for advice on the economic contribution of the gondola to mountain biking and the city.
2. Delegations
2.1 Council delegated this matter to the Governance Committee.
3. Recommendation
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THAT the report Nelson Cycle Lift Society - approval of project plan (R6070) and its attachment (A1575700) be received. |
Recommendation to Council
4. Background
4.1 During the Annual Plan 2016/17 deliberations, Council considered providing funding to the Nelson Cycle Lift Society (NCLS) for the development of a gondola up Fringed Hill.
4.2 It resolved:
THAT provision of $100,000 be made in the Annual Plan 2016/17, being
· $50,000 to cover both the employment of a project manager by the Nelson Cycle Lift Society (or its successor) and for advice on the economic contribution of a gondola to mountain biking and the city, contingent on the Governance Committee approving a project plan at its meeting in July 2016, and
· $50,000 match/partnership funding to be made available once Nelson Cycle Lift Society (or its successor) has raised at least $50,000, contingent upon the Governance Committee receiving advice of the positive economic impact of the gondola,
AND THAT the Governance Committee be delegated the authority to consider this matter and make recommendations to Council
5. Discussion
5.1 Officers met with members of the NCLS on 20 June 2016 to discuss the next steps. NCLS presented a project plan and identified the following outcomes for stage 1 of this phase of the project:
· Revise and update market assessment, revenue projections and economic benefits
· Revise and update capital cost estimates, including geotechnical assessments
· Develop high level business case showing potential Return on Investment
5.2 NCLS are fully aware that it needs to present further information to the Council, and demonstrate that it has raised third party funding of $50,000, before the next tranche of Council funding is released.
5.3 NCLS believes it will be able to raise additional funds ($50,000) required by Council in order to release the final tranche of funding provided in the Annual Plan 2016/17. This will be subject to future approval of progress by the Governance Committee.
5.4 NCLS have indicated a preference not to employ a project manager, instead they wish to contract consultants for the next phase of work.
5.5 A further meeting was held on 20 July 2016 with representatives from NCLS, mountain biking groups, the Cycle Trails Trust, recreation and tourism.
5.6 General support was articulated for the project, and it was not seen as conflicting with the objectives of other groups and stakeholders. NCLS should continue to engage with these stakeholders as the project progresses.
5.7 The economic case is key to understanding the viability of the project. It is recommended that Council requires sign off of the brief for this part of the project, and that it delegates responsibility for approving the brief to the Chief Executives of Council and the NRDA.
6. Options
6.1 Council can either accept the NCLS proposal, and release the funding allocated, or it can require further NCLS to provide further information to Council.
6.2 The project plan provided gives a high level overview of the issues that the a consultant will have to address. Releasing the $50,000 allocated will allow the Society to contract a consultant(s) and to start developing a Project Information Memorandum.
6.3 If the project plan is not accepted at this stage, then Council would need to indicate what additional information it would like to receive. This would also affect project timing.
7. Alignment with relevant Council policy
7.1 This project has been budgeted for in the Annual Plan 2016/17, and is not inconsistent with any other Council policy.
8. Assessment of Significance against the Council’s Significance and Engagement Policy
8.1 This decision is of very low significance and has been consulted on through the Annual Plan process. Any subsequent capital project would require relevant resource and building consents and a lease from Council if it crosses Council owned land.
9. Consultation
9.1 This project was consulted on through the Annual Plan 2016/17.
10. Inclusion of Māori in the decision making process
10.1 Maori have not been included in the decision making process for this report’s recommendations, but did have an opportunity to submit on this issue through the Annual Planning process.
Chris Ward
Group Manager Community Services
Attachments
Attachment 1: A1575700 - Nelson Cycle Lift Society Request for Proposal
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Governance Committee 25 August 2016 |
REPORT R5353
The Nelson Regional Development Agency draft Statement of Intent 2016/17
1. Purpose of Report
1.1 To seek Council approval of the Nelson Regional Development Agency (NRDA) Statement of Intent (SOI) 2016/17 (Attachment 1).
2. Delegations
2.1 The Governance Committee has the power to recommend that Council approve, alter, amend or otherwise require documents from Nelson City Council Controlled Organisations and Nelson City Council Controlled Trading Organisations, including statements of intent, half yearly reports and appointments of directors.
3. Recommendation
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THAT the report The Nelson Regional Development Agency draft Statement of Intent 2016/17 (R5353) and its attachment (A1603844) be received. |
Recommendation to Council
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THAT the Nelson Regional Development Agency Statement of Intent 2016/17 (A1603844) be approved subject to any minor edits. |
4. Background
4.1 The NRDA has been operating since 1 July 2016. It has now presented a draft Statement of Intent (SOI) to Council for the 2016/17 year.
4.2 CCO’s have a requirement to prepare a draft SOI by 1 March of each year, and to present a final SOI to Council by 30 June. In this instance, the NRDA did not begin operations until 1 July and so the statutory timeframes could not be applied.
4.3 The NRDA Board has prioritised this work in order to have an SOI considered at this meeting.
5. Discussion
Draft Statement of Intent 2016/17
5.1 The first year of operation for the NRDA is necessarily one of transition. Whilst 2015/16 saw structural changes made, there is a need for the new agency to clearly articulate its strategic intent to its shareholder and stakeholders.
5.2 At the same time, there are a number of core functions that the NRDA has inherited from its predecessor organisations that need to be delivered.
5.3 The NRDA Board has taken a pragmatic approach to these matters in the draft SOI. Its performance measure cover the key priorities for the 2016/17 year. These are broadly aligned with desired outcomes.
5.4 The Board has also attached to its SOI some key monitoring indicators. These give a snapshot of the local economy.
6. Options
6.1 In relation to the SOI, the Committee can choose to either submit feedback to the NRDA Board or to recommend to Council that the draft SOI be adopted as the final version (with any minor amendments). If the Committee does submit substantive feedback then the amended SOI will be brought back to the Governance Committee (or its equivalent) after the elections.
6.2 Officers believe that, given the timeframes and the transition, the draft Statement of Intent is sufficiently developed to be approved as the final version.
7. Alignment with relevant Council policy
7.1 This decision is part of a statutory process. Support for the NRDA is consistent with the Council’s community outcome of our region is supported by an innovative and sustainable economy.
8. Assessment of Significance against the Council’s Significance and Engagement Policy
8.1 This is of low significance decision in terms of Council’s significance and engagement policies.
9. Consultation
9.1 No consultation has been carried out in relation to the recommendations, other than with the NRDA.
10. Inclusion of Māori in the decision making process
10.1 No specific consultation has been carried out with Maori.
11. Conclusion
11.1 The NRDA has submitted a draft SOI for the 2016/17 year that is compliant with Schedule 8 of the Local Government Act 2002.
Chris Ward
Group Manager Community Services
Attachments
Attachment 1: A1603844 - Nelson Regional Development Agency Statement of Intent 2016-17
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Governance Committee 25 August 2016 |
REPORT R6474
Review of Audit, Risk and Finance - survey results
1. Purpose of Report
1.1 To provide the responses to the Committee on the Audit, Risk and Finance Subcommittee annual self-review questionnaire.
2. Recommendation
It is recommended that the Committee
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Receives the report Review of Audit, Risk and Finance - survey results (R6474) and its attachment (A1605386). |
2. Background
2.1 At the last Audit, Risk and Finance Subcommittee meeting the annual self-review questionnaire (as contained in the Terms of Reference of the Subcommittee) was noted for completion by members of the Subcommittee, and members of the Governance Committee.
2.2 Seven responses were received and are attached to this report as Attachment 1.
2.3 Due to the fact that there were no further Audit, Risk and Finance subcommittee meetings in this triennium, the officer report with responses to the questionnaire, and any recommendations for change, was referred to this Governance Committee meeting.
3. Discussion
3.1 The responses are attached as Attachment 1 for discussion and noting.
3.2 Council officers have discussed the survey results with the Chair of the Audit Risk and Finance Subcommittee. They have no recommendations to make at this time.
4. Options
4.1 The responses received to the survey are for noting only.
Nikki Harrison
Group Manager Corporate Services
Attachments
Attachment 1: A1605386 - ARF Review - questionnaire results for 2015-16
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Important considerations for decision making |
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1. Fit with Purpose of Local Government The review of the Subcommittee aims to ensure efficient local public services and regulatory functions. |
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2. Consistency with Community Outcomes and Council Policy This report is not inconsistent with Council policies. |
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3. Risk There is no risk in reviewing the Subcommittee’s performance. |
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4. Financial impact None |
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5. Degree of significance and level of engagement This matter is of low significance and therefore no engagement is recommended. |
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6. Inclusion of Māori in the decision making process Maori have not been consulted in preparing this report. |
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7. Delegations The Audit, Risk and Finance Subcommittee resolved that the results of the Subcommittee survey would be presented to the Governance Committee. |
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Governance Committee 25 August 2016 |
REPORT R6401
Draft Annual Report 2015/16
1. Purpose of Report
1.1 To provide a copy of the draft Annual Report 2015/16 for information.
2. Summary
2.1 A draft Annual Report for the 2015/16 financial year has been prepared. It has not yet been audited and is likely to have some changes as a result of the audit process.
2.2 The draft Annual Report 2015/16 is provided, as Attachment 1, for information.
1. Recommendation
It is recommended that the Committee
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Receive the report Draft Annual Report 2015/16 and its attachments (R6401); Refer to Council the delegation to consider the final Annual Report 2015/16. |
It is recommended that Council
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Note the draft Annual Report 2015/16 has been prepared and will be audited before being presented to Council for adoption. |
3. Background
3.1 The purpose of the Annual Report is to compare Council’s actual performance with the activities and performance intended, as set out in the Long Term Plan 2015-25 and Annual Plans. It also provides accountability to the Nelson community for the decisions made throughout the year.
3.2 An Annual Report must be completed and adopted within four months after the end of the financial year to which it relates (i.e. by 31 October 2016) and must be audited by the Auditor-General.
4. Discussion
4.1 The attached draft Annual Report 2015/16 is intended to provide Council with information officers have to date to give as complete a picture as possible. This is not the final Annual Report, and has not yet been audited. It is likely to require modification through the auditing process.
4.2 The final Annual Report 2015/16 is required to be adopted by Council within four months of the end of the financial year, and it is proposed to be brought to Council for adoption at the first meeting following the election.
Options
4.3 This report is provided for information. The Committee has the option to receive this report and attachment or not to receive this report and attachment. Due to this being the last meeting of the Governance Committee for the triennium, it is recommended that the Committee refer to Council its delegation to consider the final Annual Report 2015/16.
5. Conclusion
5.1 An Annual Report must be completed to comply with section 98 of the Local Government Act 2002.
5.2 The purpose of this report is to provide Council with a draft of the Annual Report 2015/16. A final, audited report will be provided to Council for adoption in October, at the first Council meeting for the triennium.
Nicky McDonald
Senior Strategic Adviser
Attachments
Attachment 1: Draft Annual Report 2015/16 (A1535412)
Attachment 2: Draft Annual Report 2015/16 - financial information (A1611500)
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Important considerations for decision making |
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1. Fit with Purpose of Local Government The Annual Report 2015/16 is a requirement of the Local Government Act and fits the purpose of local government by providing information about Council’s performance during 2015/16, thereby promoting accountability. |
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2. Consistency with Community Outcomes and Council Policy The Annual Report 2015/16 contributes to all the community outcomes by measuring performance across the full range of Council activities. |
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3. Risk The content of the Annual Report is prescribed by statue so there is a very low risk that it will not achieve the required outcome. |
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4. Financial impact Preparation and publication of the Annual Report can be achieved within funding allocated in the Annual Plan. |
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5. Degree of significance and level of engagement The decision to receive this report is of low significance. There will be a summary Annual Report available following adoption of the final audited Annual Report and this will be made available to the public. |
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6. Inclusion of Māori in the decision making process There has been no consultation with Maori on this item. |
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7. Delegations The Audit, Risk and Finance Subcommittee has the area of responsibility to consider the audit of Council’s Annual Report. On 23 June 2016, the Subcommittee referred this delegation to the Governance Committee. The Governance Committee also has the area of responsibility to consider Council’s Annual Report. The Committee can make a recommendation to Council on this matter. |
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Governance Committee 25 August 2016 |
REPORT R5509
Rates remissions for Year ending 30 June 2016
1. Purpose of Report
1.1 To update the Governance Committee on the Rates remissions for 2015/16.
2. Delegations
2.1 The Governance Committee has responsibility for rating systems and policies, including policies regarding rates relief, rates remission and rates postponement.
3. Recommendation
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THAT the report Rates remissions for Year ending 30 June 2016 (R5509) and its attachments (A1383906 and A1575764) be received. |
4. Background
4.1 Council has a number of rates remission policies which are consulted on through the Long Term Plan. The policies approved through the Long Term Plan 2015-25 are included as Attachment 1.
4.2 The amendments consulted on this year as part of the 2016/17 Annual Plan that came into effect from 1 July 2016 (2016/17) were:
4.2.1 Rates postponement policy changes
4.2.2 New rates remission policy for separately used or inhabited parts of commercial rating units less than 20m2.
5. Discussion
5.1 Rates remissions for 2015/16 were $375,231 compared with $402,744 in 2014/15 (excluding GST). The decrease is largely driven by a decrease in excess water credits as fewer large credits requested this year. The rates remissions are a budgeted expense.
5.2 Attachment 2 shows the detail of the rates remissions given for Community, sporting and other organisations and a summary of other remissions. The remission policies are delegated to officers to administer.
5.3
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Rates remissions |
2015/16 |
2014/15 |
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Community sporting and other organisations |
73,106 |
72,411 |
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Golf greens |
5,088 |
4,923 |
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Rates penalties |
41,956 |
38,000 |
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Res properties in commercial areas |
9,500 |
9,000 |
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Excess water credits - residential |
82,430 |
102,419 |
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Excess water credits - commercial |
11,714 |
18,789 |
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Conservation land |
332 |
314 |
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Cemeteries |
24,636 |
26,259 |
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Low value properties |
1,115 |
1,030 |
|
Heritage |
66,310 |
65,941 |
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Clean heat warm homes |
52,428 |
53,658 |
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Dependent relative |
1,403 |
1,377 |
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Natural calamity |
5,213 |
8,623 |
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Total |
$375,231 |
$402,744 |
6. Options
6.1 The recommendation is to receive the report.
7. Alignment with relevant Council policy
7.1 This recommendation is not inconsistent with any previous Council decision.
8. Assessment of Significance against the Council’s Significance and Engagement Policy
8.1 This is not a significant decision against the Council’s Significance and Engagement Policy.
9. Consultation
9.1 No consultation has occurred in preparation of this report.
10. Inclusion of Māori in the decision making process
10.1 No consultation with Māori has occurred in preparation of this report.
Nikki Harrison
Group Manager Corporate Services
Attachments
Attachment 1: A1383906 - Rates Remission Policy - extract from LTP 2015-25
Attachment 2: A1575764 - 2015/16 Rates Remission summary
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Governance Committee 25 August 2016 |
REPORT R6442
Carry Forwards from 2015/16
1. Purpose of Report
1.1 To update the committee on the final carry forward position for 2015/16, and request approval to carry forward unspent budget to the new financial year.
2. Summary
2.1 On 23 June 2016, reports on the expected capital and operating carry forwards for the 2015/16 financial year were presented to the Audit, Risk and Finance sub-committee.
2.2 The purpose of those reports was to allow officers to continue work on delivering the 2015/16 projects into the new financial year.
2.3 For this report, the update and approval of the carry forward position, the Audit, Risk and Finance sub-committee gave up its delegation to the Governance committee by resolution on 23 June 2016.
2.4 Processing is now complete for the 2015/16 financial year.
1. Recommendation
It is recommended that the Committee
It is recommended that Council
3. Background
3.1 The capital programme for 2015/16, as agreed in the LTP 2015-25, totalled $59.3 million, including staff costs of $2.3 million and excluding Nelson Regional Sewerage Business Unit (NRSBU). All figures quoted in this report do not include vested assets.
3.2 The addition of 2014/15 carry forwards, and other resolutions of Council increased the total capital budget to $65.2 million.
3.3 Total capital expenditure for the 2015/16 year was $46.8 million, $18.4 million less than budget. Of this, $2.6 million has been identified as savings.
3.4 The capital projects carry forward report presented to the Audit, Risk and Finance committee on 23 June 2016 indicated that approximately $15.8 million would be requested as carry forwards into 2016/17.
3.5 Reasons for capital carry forwards being requested include:
· alterations to the phasing of multi-year projects
· reliance on external funds
· delays created by weather/season requirements, negotiations with external parties
3.6 This year carry forwards for operating budgets are presented for the approval of the committee. The projections exercise which in previous years fed into the annual plan process is no longer being completed, and as a result carry forwards are requested to complete programmed work.
3.7 The projections process, previously undertaken twice a year, has been discontinued from the 2015/16 year as it was very resource intense for the officers for limited benefit.
3.8 The operating expenditure carry forwards report presented to the Audit, Risk and Finance committee on 23 June 2016 indicated that around $2.5 million would be requested as carry forwards, including grants for capital works.
3.9 Once the 2015/16 year was closed for processing, officers collated data relating to the projects undertaken during the year, identifying variances against the final approved budget. Project managers were asked to identify which variances represented savings, and where they wished to carry forward budget into 2016/17 they were asked to support their request. Senior Leadership Team reviewed the resulting information to ensure that the requested carry forward is justified.
4. Discussion
Capital savings
4.1 Officers identified $2.6 million of savings in capital expenditure against the approved budget. This will have a positive impact on interest, depreciation and debt levels, in excess of that already identified in the 2016/17 annual plan.
4.2 Savings represent renewals budgets, land purchases budgets and staff time not required, along with savings against completed projects or stages of projects.
Capital carry forwards
4.3 For renewals budgets and multi-year projects, any spend over the 2015/16 projection is considered a timing variance and is offset against the 2016/17 budget, thereby reducing it in the amount of $219,000.
4.4 Officers have requested that $16 million be carried forward into 2016/17, revising the total capital programme to $60 million. Interest, depreciation, and debt relating to these amounts was already built into the 2016/17 Annual Plan.
4.5 Totals by activity are as follows:
4.6 Capital projects with carry overs requested greater than $100,000 are as follows:
Operating expenditure carry forwards
4.7 Officers were asked to identify operating projects and programmes that will be completed in the new financial year and which require a carry- over of funds in order to do so. A total of $3.1 million has been requested, $600,000 more than indicated in the preliminary report in June.
4.8 Totals by activity are as follows:
4.9 Operating programmes/projects with carry overs requested greater than $50,000 are as follows:
5. Options
5.1 Approve the recommendations. Work has continued on 2015/16 capital projects and programmed operating projects following the resolutions at the Audit, Risk and Finance meeting on 23 June 2016 and costs have been incurred. The carry forward spending is within previously approved budgets.
5.2 Not approve the recommendations. The projects concerned would then not have sufficient budget to be completed.
6. Conclusion
6.1 An analysis of capital and programmed operating expenditure against approved budget for 2015/16 and subsequent review by the Senior Leadership Team indicates:
· There are savings from the capital budget of $2.6 million;
· Renewals and multi-year projects overspent by $0.2 million should be offset against 2016/17 budgets;
· $16 million of capital budget not spent should be carried forward into 2016/17;
· $3.1 million of programmed operating expenditure not spent should be carried forward into 2016/17.
Tracey Hughes
Senior Accountant
Attachments
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Important considerations for decision making |
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1. Fit with Purpose of Local Government Projects and programmes contained in the 2015-25 LTP were assessed for fit with the purpose of Local Government. Delivering on those projects and programmes therefore supports that purpose. |
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2. Consistency with Community Outcomes and Council Policy Approving the carry forwards as requested will enable the delivery of projects and programmes committed to in the 2015-25 LTP. |
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3. Risk If the recommendations are not approved, Council will not be able to fully deliver the projects and programmes the community is expecting. |
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4. Financial impact The amounts proposed to be carried forward were consulted on and agreed through the Long Term Plan 2015-25. Delays in completion resulting in this carry-forward request will have positive impacts on debt levels, depreciation and interest in the 2016/17 financial year. |
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5. Degree of significance and level of engagement This matter is of low significance as the recommendations seek only to align budget timing with project delivery. |
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6. Inclusion of Māori in the decision making process No specific consultation with Maori has been undertaken in preparation of this report. |
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7. Delegations The Audit, Risk and Finance sub-committee has oversight of the management of financial risk. The sub-committee delegated its authority to review this report to the Governance committee by resolution on 23 June 2016. |
Minutes of a meeting of the Audit, Risk and Finance Subcommittee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 4 August 2016, commencing at 1.00pm
Present: Mr J Peters (Chairperson), Her Worship the Mayor R Reese, Councillors I Barker and B McGurk, and Mr J Murray
In Attendance: Councillor G Noonan, Chief Executive (C Hadley), Group Manager Infrastructure (A Louverdis), Group Manager Strategy and Environment (C Barton), Group Manager Community Services (C Ward), Senior Accountant (T Hughes), Risk and Procurement Analyst (S Vaughan), Internal Audit Analyst (L Anderson), Manager Capital Projects (Shane Davies) and Administration Advisor (J McDougall)
1. Apologies
There were no apologies.
2. Confirmation of Order of Business
There was no change to the order of business.
3. Interests
There were no updates to the Interests Register, and no interests with items on the agenda were declared.
4. Public Forum
There was no public forum.
5. Confirmation of Minutes
5.1 23 June 2016
Document number M1948, agenda pages 7 - 14 refer.
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Resolved AUD/2016/056 THAT the minutes of the meeting of the Audit, Risk and Finance Subcommittee, held on 23 June 2016, be confirmed as a true and correct record. McGurk/Barker Carried |
6. Status Report - Audit, Risk and Finance Subcommittee - 4 August 2016
Document number R6356, agenda pages 15 - 16 refer.
In response to a query, it was advised that the report being prepared by officers about options in relation to the Theatre Royal would be available at the first or second meeting in the new triennium of the Audit Risk and Finance Subcommittee, or its successor.
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Resolved AUD/2016/057 THAT the Status Report Audit, Risk and Finance Subcommittee 4 August 2016 (R6356) and its attachment (A1324298) be received. Her Worship the Mayor/Murray Carried |
7. Chairperson's Report
Document number R6372, agenda pages 17 - 21 refer.
The Chairperson noted that it was the last meeting of the Audit Risk and Finance Subcommittee for the triennium, and thanked members for their participation.
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Resolved AUD/2016/058 THAT the Chairperson's Report (R6372) and its attachment (A1592555) be received; AND THAT the Audit, Risk and Finance Subcommittee annual self-review questionnaire (A1592555) be noted for completion by members of the Subcommittee, and members of the Governance Committee be invited to do the same; AND THAT, in light of there being no further Audit, Risk and Finance Subcommittee meetings in the 2013-16 triennium, the officer report with responses to the questionnaire, and any recommendations for change, is referred to the Governance Committee for its meeting on 25 August 2016. Peters/McGurk Carried |
8. Council's Key Organisational Risks: Progress Report
Document number R6320, agenda pages 22 - 38 refer.
Risk and Procurement Analyst, Steve Vaughan, presented the report.
In response to a comment, Mr Vaughan advised that he would review the wording in “Reputational damage from negative media exposure” (section 5.1) to ensure that as well as covering media-related risks, it also covered other reputational risks.
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Resolved AUD/2016/059 THAT the report Council's Key Organisational Risks: Progress Report (R6320) and its attachment (A1565520) be received. Her Worship the Mayor/McGurk Carried |
9. Insurance renewal 2016/17
Document number R5648, agenda pages 39 - 41 refer.
Senior Accountant, Tracey Hughes presented the report.
In response to a query, Chief Executive, Clare Hadley, advised that Council was currently awaiting the results of work commissioned by Treasury, around the Local Authority Protection Programme percentage contribution. Mrs Hadley noted that it was unlikely that the results of the work, which could lead to a refinement of the approach to insurance, would be available before the end of the triennium. Mrs Hadley advised that, in the meantime, Council had adequate insurance cover.
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Resolved AUD/2016/060 THAT the report Insurance renewal 2016/17 (R5648) be received. McGurk/Murray Carried |
10. Corporate Report to 31 May 2016
Document number R6248, agenda pages 42 - 59 refer.
Senior Accountant, Tracey Hughes, presented the report. Manager, Capital Projects, Shane Davies attended to answer any questions.
Attendance: Her Worship the Mayor left the meeting at 1.47pm and returned at 1.49pm.
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Resolved AUD/2016/061 THAT the report Corporate Report to 31 May 2016 (R6248) and its attachments (A1575438, A1582911, A1592842 and A1563107) be received. McGurk/Murray Carried |
In response to a query, Internal Audit Analyst, Lynn Anderson advised that the estimate of $50,000 for engaging external resource resulted from a combination of estimating and scoping the work involved.
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Recommendation to Governance Committee and Council AUD/2016/062 THAT unbudgeted expenditure of $50,000 be approved for engaging external resource to assist delivering the Internal Audit Plan 2016/17. Barker/Murray Carried
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11. Bad Debts write offs for the year ending 30 June 2016
Document number R5510, agenda pages 60 - 61 refer.
Senior Accountant, Tracey Hughes, presented the report.
It was noted that bad debts of $9,000 were very small considering the large turnover of Council. The relevant staff were thanked for their efforts in keeping the bad debt level relatively low.
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Resolved AUD/2016/063 THAT the report Bad Debts write offs for the year ending 30 June 2016 (R5510) be received. Murray/McGurk Carried |
12. Internal Audit Report to 30 June 2016
Document number R6205, agenda pages 62 - 67 refer.
Internal Audit Analyst, Lynn Anderson, presented the report and gave an update on further work that had been done since the report had been prepared.
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Resolved AUD/2016/064 Receive the report Internal Audit Report to 30 June 2016 (R6205) and its attachment (A1575455). Murray/Barker Carried |
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Recommendation to Governance Committee and Council AUD/2016/065 NOTE the internal audit findings, recommendations and status of action plans up to 30 June 2016. Murray/Barker Carried
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13. Exclusion of the Public
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Resolved AUD/2016/066 THAT the public be excluded from the following parts of the proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: Barker/McGurk Carried |
|
Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
|
1 |
Summary of New and Outstanding Significant Risk Exposures and Control Issues Identified from Internal Audits
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(j) To prevent the disclosure or use of official information for improper gain or improper advantage |
The meeting went into public excluded session at 2.07pm and resumed in public session at 2.18pm.
14. Re-admittance of the Public
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Resolved AUD/2016/067 THAT the public be re-admitted to the meeting. Barker/McGurk Carried |
There being no further business the meeting ended at 2.19pm.
Confirmed as a correct record of proceedings:
Chairperson
Date
Minutes of a meeting of the Commercial Subcommittee
Held in the Ruma Mārama, Floor 2A, Civic House, 110 Trafalgar Street, Nelson
On Thursday 4 August 2016, commencing at 2.28pm at the conclusion of Audit, Risk and Finance Subcommittee
Present: Mr J Murray (Chairperson), Her Worship the Mayor R Reese, Councillors L Acland, G Noonan and Mr J Peters
In Attendance: Chief Executive (C Hadley), Group Manager Infrastructure (A Louverdis), Group Manager Strategy and Environment (C Barton), Group Manager Community Services (C Ward) and Administration Advisor (J McDougall)
1. Apologies
There were no apologies.
2. Confirmation of Order of Business
There was no change to the order of business.
3. Interests
There were no updates to the Interests Register, and no interests with items on the agenda were declared.
4. Public Forum
There was no public forum.
5. Confirmation of Minutes
5.1 23 June 2016
Document number M1957, agenda pages 6 - 11 refer.
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Resolved COM/2016/028 THAT the minutes of the meeting of the Commercial Subcommittee, held on 23 June 2016, be confirmed as a true and correct record. Peters/Noonan Carried |
6. Chairperson's Report
Chairperson, John Murray noted that it was the last meeting of the Commercial Subcommittee and thanked the members and the Councillors who had attended. Mr Murray also thanked the Chief Executive and her team for their contribution.
7. Exclusion of the Public
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Resolved COM/2016/029 THAT the public be excluded from the following parts of the proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: Noonan/Peters Carried |
|
Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
|
1 |
Commercial Subcommittee Meeting - Public Excluded Minutes - 23 June 2016 |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities. · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).
|
|
2 |
Detailed Property Assessment: Emano
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities |
|
3 |
Review of Forestry
|
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities |
|
4 |
Property matters - 1 Kinzett Terrace
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities |
|
5 |
State Advances - way forward
|
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities |
The meeting went into public excluded session at 2.30pm and resumed in public session at 3.14pm.
8. Re-admittance of the Public
|
Resolved COM/2016/030 THAT the public be re-admitted to the meeting. Acland/Noonan Carried |
The two external appointees, John Peters and John Murray, were thanked for their contributions.
There being no further business the meeting ended at 3.15pm.
Confirmed as a correct record of proceedings:
Chairperson
Date
