Governance CommitteeUnconfirmed 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.

3.       Interests

Mr John Murray declared an interest in Item 4 of the public excluded agenda – Strategic Property Central City.


 

 

4.       Public Forum

4.1      Sarah Holmes, Manager, and Gillian Williams, Trustee - Nelson Tasman Business Trust (NTBT) Annual Report

 

Sarah Holmes, introduced Trustee, Gillian Williams. Ms Holmes thanked Council for its ongoing support and tabled a copy of the NTBT Annual Review.

Attendance: Councillor Walker left the meeting from 9.09a.m. until 9.11a.m.

Ms Holmes spoke to a PowerPoint presentation and answered questions regarding the percentage of businesses using the Trust from the CBD and working with Uniquely Nelson.

 

Attachments

1    A2104523 - NTBT Annual Review 2017-18

2    A2102485 - NTBT PowerPoint Presentation

 

 

4.2      Mark Rawson, Chief Executive, Nelson Regional Development Agency and Les Edwards, Commercial & Marketing Manager, Tasman Rugby Union - the impact of the All Blacks game for Nelson

 

Les Edwards, and Mark Rawson provided a PowerPoint presentation and spoke regarding the success of the All Blacks game, noting that the vast majority of people they spoke to were supportive of the match. Topics discussed included the match build up, the Fan Trail, TV viewing figures, free buses, the benefits of having the stadium close to the CBD, the quality of the turf, central city activation, the Traffic Management Plan, a long-term stadium strategy and learnings going forward.

 

Attachments

1    A2102476 - NRDA PowerPoint presentation

           Item 4 of the Public Excluded agenda was considered next.

          

4.3     Exclusion of the Public

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:

 

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.

Noonan/Rutledge                                                                   Carried

 

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:

Noonan/Rutledge                                                                   Carried

 

4

Strategic Property Central City

 

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

 

 

The meeting went into public excluded session at 9.32a.m. and resumed in public session at 9.49a.m., at which time Mr J Murray returned to the meeting.  

5.       Confirmation of Minutes

5.1      11 October 2018

Document number M3827, agenda pages 11 - 15 refer.

The 11 October 2018 minutes (A2088748) were tabled for confirmation, as they had been omitted from the agenda.

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.

Courtney/Dahlberg                                                                   Carried

Attachments

1    A2088748 - Governance Committee 11 October 2018 minutes

5.2      25 October 2018

Document number M3857

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.

Courtney/Dahlberg                                                                   Carried

  


 

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.

 

 

Exclusion of the Public

 

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.

Acland/Walker                                                                        Carried

 

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:

Acland/Walker                                                                        Carried

 

7

Nelson Regional Development Agency (NRDA) - Statement of Expectation (SOE) 2019/2020

 

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 10.07a.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.

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.

Noonan/Dahlberg                                                                   Carried

 

 

The meeting was adjourned at 10.42a.m. and reconvened at 10.50a.m.

 

8.       Bishop Suter Trust - six-monthly presentation

 

Julie Catchpole, Director of the Bishop Suter Trust, accompanied by John Hambleton, Trustee, PowerPoint presentation.

 

Attendance: Due to an urgent matter, Councillor Skinner left the meeting at 11.05a.m.

 

Ms Catchpole and Mr Hambleton answered questions regarding financial sustainability and Tasman District Council funding.

It was noted that the Suter Gallery’s satisfaction result in the Residents’ Survey was 85%, which was higher than its target of 80%.

 

Attachments

1    A2101856 - Bishop Suter Trust PowerPoint presentation

 

9.       Bishop Suter Trust - Statement of Expectation 2019/20

Document number R9824, agenda pages 79 - 118 refer.

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.

Resolved GOV/2018/095

That the Governance Committee

Receives the report Bishop Suter Trust - Statement of Expectation 2019/20 (R9824) and its attachment (A1923167).

Dahlberg/Noonan                                                                   Carried

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.

Dahlberg/Noonan                                                                   Carried

 

10.     Sister Cities Co-ordinator Report (Agenda Item 13)

Document number R9881, agenda pages 236 - 239 refer.

Sister Cities Co-ordinator, Gaile 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.

Resolved GOV/2018/097

That the Governance Committee

Receives the report Sister Cities Co-ordinator Report  (R9881).

Dahlberg/Peters                                                                     Carried

       

 

11.     International Relationships Policy (Agenda Item 10)

Document number R9827, agenda pages 119 - 136 refer.

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.

Councillor Dahlberg, seconded by Councillor Walker, moved the following motion:

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

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.

Attendance: Councillor Skinner returned to the meeting at 12.10p.m.

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.

Murray/Noonan                                                                          Carried

 

12.     Results of the 2018 Residents' Survey (Agenda Item 11)

Document number R9839, agenda pages 137 - 223 refer.

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.

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.

Noonan/Courtney                                                                       Carried

Attachments

1    A2067004 Results of the 2018 Residents' Survey PowerPoint presentation

 

The meeting was adjourned at 1.03p.m. and reconvened at 1.33p.m.

 

13.     Exclusion of the Public

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:

Resolved GOV/2018/1003.19pm

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 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.

 

Dahlberg/Courtney                                                                  Carried

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:

Dahlberg/Courtney                                                                  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)

2

Nelmac Limited - six monthly strategic presentation from the Board

 

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

Nelmac Limited - matters for Statement of Expectations 2019/20

 

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)

6

Maitai Mountain Bike Hub Location

 

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.

 

Extension of Meeting Time

Resolved GOV/2018/102

That the Governance Committee

Extends the meeting time beyond six hours, pursuant to Standing Order 4.2.

Rutledge/Murray                                                                        Carried

 

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.

 

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.

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).

Noonan/Peters                                                                            Carried

 

15.     Exclusion of the Public

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:   

Walker/Noonan                                                                        Carried

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

 

5

Update on Strategic Property Matters

 

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

4

Strategic Property Central City

 

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

 

 

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