Minutes of a meeting of the Governance Committee

Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson

On Thursday 5 September 2019, commencing at 9.02a.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, S Walker, and Mr J Peters

In Attendance:    Councillors P Matheson, Chief Executive (P Dougherty), Group Manager Corporate Services (N Harrison), Acting Manager Community Services (M Preston-Thomas), Manager Governance and Support Services (M Birch), Governance Adviser (J Brandt) and Youth Councillors Ruby Heslop and Nathan Dunn

Apology:             Mr John Murray, Councillor Walker for lateness (on Council business) and Councillor Dahlberg for leaving early

1.       Apologies

Resolved GOV/2019/072
	That the Governance Committee 1. Receives and accepts apologies from Mr John Murray, from Councillor Walker for lateness (on Council business) and from Coucillor Dahlberg for leaving early.
Courtney/Noonan Carried

2.       Confirmation of Order of Business

It was noted that public forum would be held at 10.00a.m.

3.       Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared.

4.       Confirmation of Minutes (agenda item 5)

4.1         25 July 2019

Document number M4366, agenda pages 7 - 12 refer.

Resolved GOV/2019/073
	That the Governance Committee 1.    Confirms the minutes of the meeting of the Governance Committee, held on 25 July 2019, as a true and correct record.
Courtney/Dahlberg Carried

5        Chairperson's Report (agenda item 6)

The Chairperson gave a verbal report, noting Committee achievements for the triennium 2016 to 2019 as summarised below: · Oversaw completion of Service Delivery Reviews for all Council activities in order to meet the requirements of new legislation · Considered and provided feedback on Residents Surveys each year · Engaged with Nelmac on its future strategic direction · Managed the Statement of Intent process and Director appointment and remuneration for Council Controlled Organisations and Council Controlled Trading Organisations (Suter, Nelmac, NRDA), as well as appointments of the Council’s director position for Port Nelson and the Nelson Airport · Supported the Gondola project by releasing funding and receiving regular updates on the project · Oversaw Council’s relationship with the Sister City Coordinator and the Sister City Coordinating Group · Oversaw the funding of economic events through Council’s Events Fund · Oversaw policy development including adopting a new Communications and Engagement Strategy, revised Significance and Engagement Policy and an amended Policy on Remuneration for Directors of Council Controlled Trading Organisations, plus approving a new International Relationships Policy for consultation · Made submissions to government · Oversaw Council’s strategic property work programme.
Resolved GOV/2019/074
	That the Governance Committee 1. Receives the verbal Chairperson’s report.
Barker/Dahlberg Carried

6.       Results of the 2019 Residents' Survey (agenda item 7)

Document number R10277, agenda pages 13 - 84 refer.

Gabrielle Thorpe, Policy Adviser, presented the report. Ms Thorpe answered questions about possible future alternatives to conduct the residents’ satisfaction survey in order to ensure survey participation would adequately represent the population’s demographic.

Attendance: Her Worship the Mayor R Reese joined the meeting at 9.50a.m. and Councillor Rutledge left the meeting from 9.59a.m. to 10.01a.m.

The Chief Executive answered questions regarding the library redevelopment project in relation to the survey’s high satisfaction levels.

Resolved GOV/2019/075
	That the Governance Committee 1.    Receives the report Results of the 2019 Residents' Survey (R10277) and its attachment (A2240101); and 2.    Notes the 2019 Residents’ Survey results (A2240101) will be communicated to the public through Our Nelson and Council’s website.
Noonan/Dahlberg Carried

7.       Public Forum (agenda item 4)

Peter Rigg and Bruce Dyer, of the Nelson Enterprise Loan Trust tabled a document (A2260251) and gave a Powerpoint presentation (A2260243). Mr Dyer noted that the Nelson Enterprise Loan Trust would like the Council to consider supporting a fund-raising exercise it was undertaking to strengthen its equity. The Committee thanked the Nelson Enterprise Loan Trust for its presentation and noted that the proposal would be considered at the same time as the rollover of the loan.
Recommendation
	Attachments 1    A2260251 - Nelson Enterprise Loan Trust handout 2    A2260243 - Nelson Enterprise Loan Trust Powerpoint presentation

The meeting was adjourned from 10.28a.m. until 10.49a.m.

8.       Governance Committee Quarterly Report to 30 June 2019

Document number R10339, agenda pages 85 - 102 refer.

Group Manager Corporate Services, Nikki Harrison, presented the report.

Ms Harrison answered questions regarding Civic House expenditure, rates remissions and financial results. The Chief Executive gave an update on the Haven Project and clarified next steps regarding the International Relationships Policy.

The meeting was adjourned from 11.11a.m. until 11.14a.m. and from 11.18a.m. to 11.21a.m.

Attendance: Councillor Walker joined the meeting at 11.21a.m. and Councillor Dahlberg left the meeting at this time.

Strategy and Environment Senior Analyst, Chris Pawson, answered questions about the Gross Domestic Product (GDP) data and the time lag with which the 2019 data for Nelson would be received.

Resolved GOV/2019/076
	That the Governance Committee 1.    Receives the report Governance Committee Quarterly Report to 30 June 2019 (R10339) and its attachments (A2237662, A2237728 and A2239196).
Peters/Rutledge Carried

9.       Exclusion of the Public

Ian McKeage, of Telfer Young, was in attendance for Item 7 of the Public Excluded agenda to answer questions and, accordingly, the following resolution was required to be passed:

Resolved GOV/2019/077
1.	That the Governance Subcommittee Confirms, in accordance with sections 48(5) and 48(6) of the Local Government Official Information and Meetings Act 1987, that Ian McKeage (valuer from Telfer Young) remain after the public has been excluded, for Item 7 of the Public Excluded agenda (i-Site Lease at Millers Acre), as he has knowledge relating that will assist the meeting.
Courtney/Noonan Carried
Resolved GOV/2019/078
	That the Governance Committee 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:
Courtney/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	Governance Committee Meeting - Public Excluded Minutes -  25 July 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)(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)
2	Governance Committee Public Excluded Status Report	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)
3	Nelmac Limited Director Appointments	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
4	Nelmac Directors' Remuneration - 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)(i)      To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)
5	Nelson Regional Development Agency - Reappointment of Directors	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
6	The Bishop Suter Trust - Trustee Appointments and Remuneration	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)
7	i-SITE Lease at Millers Acre	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 11.30a.m. and resumed in public session at 12.30p.m.

Restatements

It was resolved while the public was excluded:

1	PUBLIC EXCLUDED: Governance Committee Public Excluded Status Report
	That the Governance Committee 1. Agrees that Report (R10413), Attachments (A2239227) and the decision be excluded from public release at this time.

6	PUBLIC EXCLUDED: i-SITE Lease at Millers Acre
	That the Governance Committee 1. Leaves the item i-Site Lease at Millers Acre to lie on the table.

There being no further business the meeting ended at 12.30p.m.

CONFIRMED AS A TRUE AND CORRECT RECORD BY THE CHAIRPERSON AND CHIEF EXECUTIVE UNDER STANDING ORDER 26.4:

                                                       Chairperson                                     Date

                                                       Chief Executive                                 Date