Governance Committee Minutes - 29 November 2018
Minutes of a meeting of the Governance Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 29 November 2018, commencing at 9.00a.m.
Present: Councillor I Barker (Chairperson), Her Worship the Mayor Reese (via audio link), Councillors L Acland, M Courtney, B Dahlberg (Deputy Chairperson), G Noonan, M Rutledge, T Skinner, S Walker, Mr J Murray and Mr J Peters
In Attendance: Councillors B McGurk and M Lawrey, Group Manager Environmental Management (C Barton), Group Manager Community Services (R Ball), Group Manager Corporate Services (N Harrison), Group Manager Strategy and Communications (N McDonald), Governance Advisers (J Brandt and E Stephenson) and Youth Councillor N Rais
Apologies:
1. Apologies
There were no apologies.
2. Confirmation of Order of Business
The Chair advised that the order of business would be changed to accommodate external attendees.
Mr John Murray declared an interest in Item 4 of the public excluded agenda – Strategic Property Central City.
Item 4 of the Public Excluded agenda was considered next.
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Steve Baigent, Managing Director, Patrick Shone, Commercial Manager Cephas and Elizabeth Crawshaw, Venture Communications, were in attendance for Item 4 of the Public Excluded agenda to answer questions, accordingly, the following resolution was required to be passed: |
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Resolved GOV/2018/088 That the Governance Committee Confirms, in accordance with sections 48(5) and 48(6) of the Local Government Official Information and Meetings Act 1987, that Steve Baigent, Managing Director, Patrick Shone, Commercial Manager Cephas and Elizabeth Crawshaw, Venture Communications, remain after the public has been excluded, for Item 4 of the Public Excluded agenda (Strategic Property Central City), as they have knowledge relating to these matters that will assist the meeting. |
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Resolved GOV/2018/089 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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4 |
Strategic Property Central City
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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) · Section 7 (2) (g) To maintain legal professional privilege · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities
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The meeting went into public excluded session at 9.32a.m. and resumed in public session at 9.49a.m. Mr J Murray declared an interest in this item, and left the meeting from 9.32am to 9.49am.
5.1 11 October 2018
Document number M3827, agenda pages 11 - 15 refer.
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The 11 October 2018 minutes (A2088748) were tabled for confirmation, as they had been omitted from the agenda. |
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Resolved GOV/2018/090 That the Governance Committee Confirms the minutes of the meeting of the Governance Committee, held on 11 October 2018, as a true and correct record. |
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1 A2088748 - Governance Committee 11 October 2018 minutes |
5.2 25 October 2018
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Document number M3857 |
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Resolved GOV/2018/091 That the Governance Committee Confirms the minutes of the meeting of the Governance Committee, held on 25 October 2018, as a true and correct record. |
6. Chairperson's Report
There was no Chairperson’s Report.
7. Nelson Regional Development Agency (NRDA) - Statement of Expectation (SOE) 2019/2020
Document number R9752, agenda pages 16 - 78 refer.
Group Manager Environmental Management, Clare Barton, highlighted the specific proposed inclusions for the SOE letter, covering areas of focus. Ms Barton answered questions regarding the application to the Provincial Growth Fund for the whole of the Top of the South and development of the Regional Economic Growth Strategy.
Further questions and discussion took place regarding the initiative for the application, how economic development would be driven, key initiatives, NRDA performance relating to driving Council’s vision for economic development and Tasman District Council’s arrangements with the NRDA.
Mr John Murray advised that he had some questions that needed to be discussed in public excluded session due to commercial sensitivity.
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Exclusion of the Public |
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Resolved GOV/2018/092 That the Governance Committee Confirms, in accordance with sections 48(5) and 48(6) of the Local Government Official Information and Meetings Act 1987, that Mark Rawson, Chief Executive, Nelson Regional Development Agency, remain after the public has been excluded, for discussion relating to Item 7 of the open section of the agenda - Nelson Regional Development Agency (NRDA) - Statement of Expectation (SOE) 2019/2020, as he has knowledge relating to this matter that will assist the meeting. |
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Resolved GOV/2018/093 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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7 |
Nelson Regional Development Agency (NRDA) - Statement of Expectation (SOE) 2019/2020
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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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The meeting went into public excluded session at 10.07a.m. and resumed in public session at 10.39a.m.
It was agreed that it would be prudent for the committee to be brought up to date in the development of the SOE/SOI process and that the matter be left to lie.
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Resolved GOV/2018/094 That the Governance Committee Leaves the item Nelson Regional Development Agency - Statement of Expectation 2019/2020 to lie on the table and not be further discussed at this meeting. |
The meeting was adjourned at 10.42a.m. and reconvened at 10.50a.m.
9. Bishop Suter Trust - Statement of Expectation 2019/20
Document number R9824, agenda pages 79 - 118 refer.
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Executive Officer, Michelle Joubert, outlined the specific expectations to be included in the Statement of Expectation (SOE) letter and it was agreed that information regarding the impact of the Suter Gallery on the Nelson economy be included in the next round of information gathering. Discussion took place regarding Tasman District Council (TDC) funding. Her Worship the Mayor requested two additional matters be included in the SOE, regarding climate change responsiveness and TDC funding. |
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Resolved GOV/2018/095 That the Governance Committee Receives the report Bishop Suter Trust - Statement of Expectation 2019/20 (R9824) and its attachment (A1923167). |
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Recommendation to Council GOV/2018/096 That the Council Confirms the general matters to be included in the Bishop Suter Trust Statement of Expectation 2019/20 letter as those identified in paragraphs 4.1 to 4.14 of report R9824; and Confirms the following specific matters to be included in the Bishop Suter Trust Statement of Expectation letter: · Governance succession plan; and · Resilience; and · Good employer obligations; and · Climate Change responsiveness, including risk resilience, mitigation and adaption; and · Development of the relationship with Tasman District Council with a view to increasing funding from that source. |
10. Sister Cities Co-ordinator Report (Agenda Item 13)
Document number R9881, agenda pages 236 - 239 refer.
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Sister Cities Co-ordinator, Gail Collingwood, spoke to her report. Ms Collingwood said that the Nelson Miyazu Association numbers had dropped and asked whether anyone was interested in becoming part of the organisation to deliver the sister city relationship. She noted that she had presented at the Brook Reserve hearing and that a new Mayor of Miyazu had been elected. |
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Resolved GOV/2018/097 That the Governance Committee Receives the report Sister Cities Co-ordinator Report (R9881). |
11. International Relationships Policy (Agenda Item 10)
Document number R9827, agenda pages 119 - 136 refer.
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Attendance: Councillor Noonan left the meeting from 11.47a.m. until 11.52a.m. Manager Governance and Support Services, Mary Birch, answered questions and discussion took place regarding context with the sister city relationship, the degree of international engagement through the Mayor’s office, analysis of economic benefit and the lack of iwi engagement. |
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Councillor Dahlberg, seconded by Councillor Walker, moved the following motion: |
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That the Governance Committee Receives the report Sister Cities Policy (R9827) and its attachment (A2076807); and Requests that an International Relationships Policy be developed. Dahlberg/Walker |
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It was agreed that more work on the policy was required. A motion was moved by Mr Murray, seconded by Councillor Noonan that the matter be left to lie. |
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Attendance: Councillor Skinner returned to the meeting at 12.10p.m. |
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Resolved GOV/2018/098 That the Governance Committee Leaves the item International Relationships Policy to lie on the table and not be further discussed at this meeting. |
12. Results of the 2018 Residents' Survey (Agenda Item 11)
Document number R9839, agenda pages 137 - 223 refer.
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A PowerPoint presentation was provided. Policy Adviser, Gabrielle Thorpe, Group Manager Strategy and Communication, Nicky McDonald and Manager Transport and Solid Waste, Marg Parfitt answered questions and discussion took place regarding the online survey, survey methodology and the survey results topic by topic. Attendance: Councillor Dahlberg left the meeting from 12.43p.m. until 12.45p.m. Attendance: Councillor Walker left the meeting from 12.45p.m. until 12.50p.m. Further discussion took place on driving broader community engagement. Attendance: Mr Murray left the meeting from 12.56p.m. until 12.58.pm. |
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Resolved GOV/2018/099 That the Governance Committee Receives the report Results of the 2018 Residents' Survey (R9839) and its attachment (A2042796); and Notes the actions that are planned to improve services for those activities that have lower levels of satisfaction; and Notes the 2018 Residents’ Survey results (A2042796) will be communicated to the public through Our Nelson and Council’s website. |
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1 A2067004 Results of the 2018 Residents' Survey PowerPoint presentation |
The meeting was adjourned at 1.03p.m. and reconvened at 1.33p.m.
Lee Babe, Chief Executive and Rob Gunn, Chair, Nelmac, 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/2018/1003.19pm Confirms, in accordance with sections 48(5) and 48(6) of the Local Government Official Information and Meetings Act 1987, that Lee Babe, Chief Executive and Rob Gunn, Chair Nelmac remain after the public has been excluded, for Item 2 of the Public Excluded agenda (Nelmac Ltd six monthly strategic presentation from the Board), as they have knowledge relating to these matters that will assist the meeting.
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Resolved GOV/2018/101 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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Item |
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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2 |
Nelmac Limited - six monthly strategic presentation from the Board
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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 |
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Nelmac Limited - matters for Statement of Expectations 2019/20
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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 · 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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Maitai Mountain Bike Hub Location
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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)(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 · Section 7(2)(g) To maintain legal professional privilege · 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 1.34p.m. and resumed in public session at 2.58p.m.
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Extension of Meeting Time |
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Resolved GOV/2018/102 That the Governance Committee Extends the meeting time beyond six hours, pursuant to Standing Order 4.2. |
The meeting was adjourned at 2.59p.m. and reconvened at 3.06p.m.
14. Quarterly Report to Governance Committee 1 July - 30 September 2018
Document number R9737, agenda pages 224 - 235 refer.
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Group Manager, Nikki Harrison, and Group Manager Nicky McDonald answered questions regarding LGOIMA requests, the Civic House update, commencement of the TDC/NRDA contract and the forestry budget.
A comment was made regarding consistency in terminology, and it was noted that this would be addressed in the next quarter. |
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Resolved GOV/2018/103 That the Governance Committee Receives the report Quarterly Report to Governance Committee 1 July - 30 September 2018 (R9737) and its attachments (A2082587 and A2082629). |
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Resolved GOV/2018/104 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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1 |
Governance Committee Meeting – Public Excluded Minutes 11 and 25 October 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)(g) To maintain legal professional privilege
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5 |
Update on Strategic Property Matters
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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)(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 · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities |
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4 |
Strategic Property Central City
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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) · Section 7 (2) (g) To maintain legal professional privilege · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities
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The meeting went into public excluded session at 3.20p.m. and resumed in public session at 4.02p.m.
There being no further business the meeting ended at 4.02p.m.
Confirmed as a correct record of proceedings:
Chairperson
Date