Minutes of a meeting of the Governance Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 13 June 2019, commencing at 9.02a.m.
Present: Councillor I Barker (Chairperson), Her Worship the Mayor R Reese, M Courtney, B Dahlberg (Deputy Chairperson), G Noonan, M Rutledge, S Walker and Mr J Peters
In Attendance: Councillor P Matheson, Chief Executive (P Dougherty), 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) and Governance Adviser (E-J Ruthven)
Apologies: Councillor Skinner and Mr J Murray, and Her Worship the Mayor (for lateness)
1. Apologies
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Apologies from Councillor Skinner and Mr John Murray were noted. A motion to receive and accept the apologies was moved by Councillor Noonan and seconded by Councillor Walker but was not put at this point. |
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 18 April 2019
Document number M4178, agenda pages 8 - 19 refer.
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1. Confirms the minutes of the meeting of the Governance Committee, held on 18 April 2019, as a true and correct record. |
6. Chairperson's Report
There was no Chairperson’s Report.
7. Uniquely Nelson Memorandum of Understanding 2019/2020
Document number R10166, agenda pages 20 - 44 refer.
Group Manager Environmental Management, Clare Barton, presented the report. Uniquely Nelson Chief Executive, Simon Duffy and Chair, Chris Butler, presented two websites that had been developed by Uniquely Nelson, www.uniquelynelson.nz and www.nelsonadvantage.co.nz, and explained how they promoted businesses and events in Nelson, and Nelson as The Smart Little City.
Mr Duffy and Mr Butler explained Uniquely Nelson’s aspirations for the websites for the future. They answered questions regarding Uniquely Nelson’s relationship and communication with Council, businesses and organisations, and other stakeholders in the city, the Nelson City identity, how additional funding for Uniquely Nelson proposed through the Annual Plan 2019/20 would be used, and the potential for Uniquely Nelson to increase revenue from additional sources.
During discussion, it was noted that the date of the first Nelson City Street Hop, as noted on page 31 of the agenda, should be October 2018, rather than October 2019.
Attendance: Her Worship the Mayor joined the meeting at 9.30a.m.
Ms Barton answered further questions regarding performance measures to be considered through a service contract between Council and Uniquely Nelson.
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1. Receives the report Uniquely Nelson Memorandum of Understanding 2019/2020 (R10166) and its attachments (A2181631, A2182035 and A2182036). |
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1. Approves the Uniquely Nelson Memorandum of Understanding 2019/2020 (A2181631). |
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The Chairperson explained that additional apologies had been tendered for the meeting, from Her Worship the Mayor (for lateness) and from Councillor Acland. The motion to receive apologies moved and seconded at the start of the meeting was put. |
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Resolved GOV/2019/045 |
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1. Receives and accepts the apologies from Councillor Skinner and Mr John Murray. |
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Mr Peters, seconded by Councillor Walker, moved: That the Governance Committee 1. Receives the apology from Her Worship the Mayor for lateness; and 2. Receives the apology from Councillor Acland. Following discussion, it was agreed to take the motion in parts. |
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1. Receives the apology from Her Worship the Mayor for lateness . |
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The second clause of the motion was put and lost, on a show of hands. |
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9. Sister Cities Coordinator Update
Document number R10132, agenda pages 45 - 51 refer.
Sister Cities Coordinator, Gail Collingwood, presented the report. She spoke about the Sister Cities New Zealand Conference and Annual General Meeting, and the liaison role of the Sister City Coordinator. She answered questions regarding the opportunity to exchange skills and knowledge via sister city relationships, and the possibility of developing other potential models for Council to manage sister city relationships.
The Committee acknowledged the strength of Nelson’s sister city relationships, and thanked Ms Collingwood for her work as Sister City Coordinator over the triennium.
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1. Receives the report Sister Cities Coordinator Update (R10132). |
10. Governance Committee Quarterly Report to 31 March 2019
Document number R10105, agenda pages 52 - 65 refer.
Group Manager Strategy and Communications, Nicky McDonald, presented the report. Along with Chief Executive, Pat Dougherty, she answered questions regarding work undertaken as a result of Nelson’s assessment under the Local Government New Zealand Excellence Programme and the proposed timing of the next assessment, reasons for underspend in the policy budget, work delayed as a result of the Pigeon Valley Fire, and requests for information received by Council under the Local Government Official Information and Meetings Act.
Group Manager Corporate Services, Nikki Harrison, answered questions regarding rent reduction for the nursery land adjoining Founders Park, and short-term prefunding for debt maturing in 2019.
There was a further discussion regarding debtors to Council. Concern was expressed regarding the possibility of a community group proposing to disestablish itself, thereby avoiding court costs awarded to Council as a result of legal action taken by the group. It was noted that this issue would be referred to the Audit, Risk and Finance Subcommittee, which would monitor the issue and take action, as necessary.
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1. Receives the report Governance Committee Quarterly Report to 31 March 2019 (R10105) and its attachments (A2175596, A2181659 and A2181133). |
11. Communications and Engagement Strategy
Document number R10206, agenda pages 66 - 74 refer.
Manager Communications, Paul Shattock, presented the report. He noted that references in bold on page 67 to ‘Smart Little City’ should be altered to ‘The Smart Little City’.
Mr Shattock answered questions regarding the goals and objectives of the Strategy and how it linked with the Local Government New Zealand Excellence programme, its aim to increase trust and confidence in Council, the importance of Council communicating clearly with the community, the use of different medium to communicate stories about Council’s activities, and the implementation plan to be developed for the Strategy.
Attendance: Councillor Rutledge left the meeting from 10.49a.m to 10.52a.m.
During discussion, it was noted that on page 70 under the heading “Outcomes”, the second bullet point should be updated to read:
· Improved trust, confidence and awareness with iwi partners, stakeholders, public
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1. Receives the report Communications and Engagement Strategy (R10206) and its attachment (A2196740).
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1. Adopts the Communications and Engagement Strategy, with amendments (A2196740). |
The meeting was adjourned from 11.14a.m. to 11.30a.m.
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1. Excludes the public from the following parts of the proceedings of this meeting. 2. 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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Governance Committee Meeting - Public Excluded Minutes - 18 April 2019 |
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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Governance Committee Public Excluded Status Report
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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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Nelson Centre of Musical Arts - Appointment of Trustees
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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 |
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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)(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 11.31a.m. and resumed in public session at 12.43p.m.
Restatements
It was resolved while the public was excluded:
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PUBLIC EXCLUDED: Governance Committee Public Excluded Status Report |
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That the Governance Committee 1. Receives the report Governance Committee Public Excluded Status Report (R10257) and its attachment (A1401390); and 2. Agrees that Report (R10257), Attachment (A1401390) and the decision (Gov/2019/053) be excluded from public release at this time. |
There being no further business the meeting ended at 12.43p.m.
Confirmed as a correct record of proceedings:
Chairperson
Date