Governance Committee Minutes - 26 July 2018
Minutes of a meeting of the Governance Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 26 July 2018, commencing at 9.01a.m.
Present: Councillor I Barker (Chairperson), Her Worship the Mayor R Reese, Councillors M Courtney, B Dahlberg (Deputy Chairperson), G Noonan, M Rutledge, T Skinner and S Walker
In Attendance: Councillors Acland, Lawrey, Matheson and McGurk, Chief Executive (P Dougherty), Group Manager Environmental Management (C Barton), Group Manager Community Services (R Ball), Group Manager Strategy and Communications (N McDonald), Governance Adviser (E Stephenson) and Youth Councillors (U Cinzah and C Hagan)
Apologies : Councillor Dahlberg for early departure
1. Apologies
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Resolved GOV/2018/040 That the Governance Committee Receives and accepts the apology from Councillor Dahlberg for early departure. |
Attendance: Her Worship the Mayor R Reese and Councillor Skinner entered the meeting at 9.03a.m.
2. Confirmation of Order of Business
There was no change to the order of business.
There were no updates to the Interests Register, and no interests with items on the agenda were declared.
There was no public forum.
5.1 7 June 2018
Document number M3534, agenda pages 7 - 12 refer.
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Resolved GOV/2018/041 That the Governance Committee Confirms the minutes of the meeting of the Governance Committee, held on 7 June 2018, as a true and correct record. |
The Chairperson subsequently provided a verbal report in the public excluded section of the meeting. It was agreed that the verbal report be stated in the open section of the minutes, for transparency.
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6.1 Chairperson's Verbal Report |
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The Chairperson noted that during the Long Term Plan process, a submission had been received from The New Zealand King Salmon Company Ltd. He advised the Committee that he had undertaken discussions with the Chief Executive of King Salmon Ltd to ascertain what its plans were. He noted that the potential income and return from the use of a small part of the ocean was equivalent to that from a huge area of land. |
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Resolved GOV/2018/042 That the Governance Committee Receives the Chairperson’s Verbal Report . |
7. Nelson Regional Development Agency - Events Contestable Fund
Document number R9391, agenda pages 13 - 21 refer.
Group Manager Environmental Management, Clare Barton, spoke to the report.
Nelson Regional Development Agency (NRDA) Chief Executive, Mark Rawson, provided context to the information contained in his email (A2002407 - Attachment 1 of the agenda report) and spoke about the NRDA Board’s disappointment in the funding over-allocation situation. Mr Rawson stressed that the NRDA was accountable, and that as soon as they were aware, that all practical steps had been taken to rectify the situation with no additional cost to Council or ratepayers. Mr Rawson said that the situation was a legacy of bringing together different systems and the resulting loss of institutional knowledge. He confirmed that that the NRDA had been through an audit and realigned and improved its processes and systems. Mr Rawson acknowledged Council staff assistance.
Mr Rawson answered questions regarding:
· financial management
· loss of opportunities
· the effect on community events funding
· activation events in Nelson City
· alignment with Council’s Events Strategy
· administration costs
· confidence in the ability to deliver fully committed events
· seasonality elements
· future constraints
· future large scale events such as Te Matatini
· broader discussion regarding future needs leading into the next Long Term Plan, multiyear agreements
· creating sustainability over time,
· reducing public funding to create a leverage base
· cash flow forecasting
· increased reporting requirements
· managing the Events Fund as a separate cost centre
· significant event planning.
Attendance: Councillor Noonan left the meeting at 9.23a.m.
In response to a question, Ms Barton, confirmed that there was now more regular financial reporting. Ms Barton tabled a document containing Nelson City Council and NRDA events funding figures.
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The motion was taken in parts |
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Resolved GOV/2018/043 That the Governance Committee: Receives the report Nelson Regional Development Agency - Events Contestable Fund (R9391) and its attachment (A2002407). |
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Recommendation to Council GOV/2018/044 That the Council: Approves an overdraft of the following amounts from the Events Contestable Fund by the Nelson Regional Development Agency: 2017/18 $47,296 2018/19 $206,838 2019/20 $66,467 with the result that the Events Contestable Fund reserve will be overdrawn until 2020/21; and Requires the Nelson Regional Development Agency to ensure the Events Contestable Fund is operated within the yearly allocation by 2020/21. |
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Mr Rawson provided background regarding the third clause of the motion concerning unbudgeted expenditure for the All Blacks game. He spoke about the inner city activation plan for the All Blacks game day, noting that there would be a series of events from 1p.m. to 5.30p.m. |
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Attendance: Councillor Noonan returned to the meeting at 9.55a.m. |
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Mr Rawson gave examples of the planned entertainment, which included street performers, a family zone and street markets. He said that a key element was the fan trail highlighting existing hospitality and noted that street closures would be required. Mr Rawson said that that the major drivers were traffic management and parking. He spoke about the numbers attending, crowd management, encouraging people to arrive early and optimising the opportunity for people to enjoy the event and to get home safely. He said that a major unbudgeted cost was free bus travel. Buses would provide extra capacity in the right places. He advised that a significant communications plan would begin in August to promote orderly flow at the venue. Mr Rawson said that the aim was to deliver an extraordinary game day experience, a legacy investment. It was noted that the Hearings Panel – Other had approved road closures for the game, imposing a condition regarding communication to all affected people. Mr Rawson answered questions regarding commercial activities, fixed cost element, private sector investment, official ticket vendors and provision of late night buses for the event. |
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Resolved GOV/2018/045 That the Council Approves unbudgeted expenditure of $20,000 for the All Blacks vs Argentina Rugby Match including provision for Park and Ride associated with the Match. |
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1 A2019824 - Tabled Document - NCC Events Funding |
A question was asked regarding why the Council Support for One Day International Cricket Games in 2019 report was in the public excluded section of the meeting. It was clarified that Council was in a bidding situation and did not want to reveal its bid, although it may later be practical to release part of the report with appropriate redactions. It was reiterated that this was a highly competitive situation and that Council could not disclose details about what was being offered and its response.
Mark Rawson, CEO Nelson Regional Development Agency (NRDA), Rebecca Leach of NRDA and Dave Leonard, of Nelson Cricket, were in attendance for Item 2 of the Public Excluded agenda to answer questions and, accordingly, the following resolution was required to be passed:
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Resolved GOV/2018/046 Confirms, in accordance with section 48(5) of the Local Government Official Information and Meetings Act 1987, Mark Rawson, CEO Nelson Regional Development Agency (NRDA), Rebecca Leach of NRDA, and Dave Leonard, of Nelson Cricket remain after the public has been excluded, for Item 2 of the Public Excluded agenda (Council Support for One Day International Cricket Games in 2019), as they have knowledge that will assist the Council; Notes, in accordance with section 48(6) of the Local Government Official Information and Meetings Act 1987, the knowledge that Mark Rawson, Rebecca Leach and Dave Leonard possess relates to the Cricket One Day International bid.
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That the Governance Committee Excludes the public 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: |
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General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
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1 |
Governance Committee Meeting - Public Excluded Minutes - 7 June 2018 |
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)(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) |
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Council Support for One Day International Cricket Games in 2019
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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) |
The meeting went into public excluded session at 10.16a.m. and resumed in public session at 11.23a.m.
There being no further business the meeting ended at 11.23a.m.
Confirmed as a correct record of proceedings:
Chairperson
Date