Minutes of a meeting of the Governance and Finance Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 5 December 2019, commencing at 9.02a.m.
Present: Councillor R Sanson (Chairperson), Councillors Y Bowater, T Brand, M Courtney, J Edgar, K Fulton, M Lawrey, B McGurk, G Noonan, R O'Neill-Stevens, P Rainey, T Skinner, and Mr J Murray and Mr J Peters
In Attendance: Chief Executive (P Dougherty), Group Manager Community Services (R Ball), Group Manager Strategy and Communications (N McDonald), Team Leader Governance (R Byrne), Governance Adviser (E-J Ruthven), and Youth Councillor R Martyn
Apology: Her Worship the Mayor R Reese
1. Apologies
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That the Governance and Finance Committee 1. Receives and accepts an apology from Her Worship the Mayor R Reese. |
2. Confirmation of Order of Business
The Chairperson advised that items may be taken in a different order, to accommodate presentations from representatives of external organisations.
There were no updates to the Interests Register.
Councillor Rainey noted that he had an interest in item 2 of the Confidential Agenda (Nelson Centre of Musical Arts – External Review of Business Model).
4.1 Nelson Tasman Business Trust - Annual Report 2019
4.2 Nelson Centre of Musical Arts - Celebration of the 2019 UNESCO Asia Pacific Cultural Heritage Conservation Award
Document number R13604, agenda pages 8 - 9 refer.
6 Bishop Suter Trust - strategic presentation
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Director, Julie Catchpole, and Trustees, Craig Potton and Rebecca Mason, gave a power point presentation on the strategic direction of the Bishop Suter Trust (A2333926). They answered questions regarding challenges relating to the expansion of education programmes, how activities aligned with relevant Council arts policies or strategies, the ability to track more detailed information regarding visitor numbers, further income-generating activities and the ability to draw further revenue from grants and sponsorship. |
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1 A2333926 - Bishop Suter Trust - Power Point Presentation |
7. Bishop Suter Trust - Statement of Expectation 2020/21
Document number R12557, agenda pages 10 - 49 refer.
Manager Community Partnerships, Mark Preston-Thomas presented the report. Along with Group manager Community Services, Roger Ball, he answered questions regarding incorporating SMART objectives into the Statement of Intent, measures relating to increasing Tasman District Council support, good employer relations, climate change and resilience, and the analysis of visitor numbers.
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That the Governance and Finance Committee 1. Receives the report Bishop Suter Trust - Statement of Expectation 2020/21 (R12557) and its attachment (A2147853); and 2. Approves the general matters to be included in the Bishop Suter Trust Statement of Expectation 2020/21 letter as those identified in paragraphs 4.1 to 4.14 of report R9824 and its attachment (A2147853); and 3. Approves the following specific matters to be included in the Bishop Suter Trust Statement of Expectation letter: a) Governance succession plan; and b) Resilience; and c) Good employer obligations; and d) Climate Change responsiveness including risk resilience, mitigation and adaption; and e) Continued development of the relationship with Tasman District Council with a view to increasing funding from that source; and f) Improving performance reporting by the inclusion of quantifiable measures and SMART targets. |
The meeting adjourned from 10.41a.m. to 10.57a.m.
8. Events Strategy - implementation update
Document number R10110, agenda pages 50 - 59 refer.
Manager Strategy, Mark Tregurtha, presented the report. He answered questions regarding the community and economic objectives for the fund, the return of post-event reports, the spread of community events across the community sector, the effect that the overdraft on the Events Fund had on the number of events able to be supported, the targeted economic outcome for economic events, and how Council could support events towards being zero waste.
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That the Governance and Finance Committee 1. Receives the Events Strategy - implementation update (R10110) and its attachments (A2256992 and A2280154). |
9. Quarterly Report to Governance and Finance Committee 1 July - 30 September 2019
Document number R12561, agenda pages 60 - 88 refer.
Manager Strategy, Mark Tregurtha, Management Accountant, Laura Papp, and Financial Accountant, Margie French, presented the report. Mr Tregurtha explained that the information from Infometrics, referred to in paragraph 4.44 of the report, had been received too late to present at the meeting.
Mr Tregurtha and Ms Papp answered questions regarding the budget in relation to staff costs for administration and meeting support, forestry income and expenditure, expenditure in relation to landfill gas, depreciation in relation to staff costs, programmed maintenance and depreciation, and capital spend on projects in this area to date.
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That the Governance and Finance Committee 1. Receives the report Quarterly Report to Governance and Finance Committee 1 July - 30 September 2019 (R12561) and its attachments (A2291818, A2294518, A2285110 and A1160658). |
A question was raised as to whether aspects of item 2 of the Confidential Agenda (Nelson Centre of Musical Arts – External Review of Business Model) should be considered in the confidential part of the meeting. Group Manager Community Services, Roger Ball, explained that initial discussions should take place during the confidential part of the meeting but it was envisaged that decisions would be released publically.
The Chairperson explained that, as representatives of Nelmac Limited would attend for item 1 of the confidential agenda (Nelmac Limited – Statement of Expectation 2020/21); and representatives of the Nelson Centre of Musical Arts, including Councillor Rainey in his personal capacity as a trustee of the Nelson Centre of Musical Arts, would remain for item 2 of the confidential agenda (Nelson Centre of Musical Arts – External Review of Business Model), a procedural resolution to allow them to remain in the meeting after the public had been excluded was required.
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That the Governance and Finance Committee 1. Confirms, in accordance with sections 48(5) and 48(6) of the Local Government Official Information and Meetings Act 1987, that: · Rob Gunn, Jane Sheard and Lindsay Coll remain after the public has been excluded, for Item 1 of the Public Excluded agenda (Nelmac Limited – Statement of Expectation 2020/21), as they have knowledge relating to Nelmac Limited that will assist the meeting; and · Roger Taylor, James Donaldson, Mark Christiansen, Jan Trayes and Pete Rainey remain after the public has been excluded, for Item 2 of the Public Excluded agenda (Nelson Centre of Musical Arts – External Review of Business Model), as they have knowledge relating to the Nelson Centre of Musical Arts that will assist the meeting. |
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That the Governance and Finance 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: |
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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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1 |
Nelmac Limited - Statement of Expectation 2020/21
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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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2 |
Nelson Centre of Musical Arts - External Review of Business Model
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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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3 |
Nelson Municipal Band Trust: Reappointment of Trustee
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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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4 |
i-SITE Lease at Millers Acre
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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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5 |
Governance and Finance Committee Confidential 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)(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 11.36a.m. and resumed in public session at 4.48p.m.
Restatements
It was resolved while the public was excluded:
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PUBLIC EXCLUDED: Nelmac Limited - Statement of Expectation 2020/21 |
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That the Governance and Finance Committee
4. Agrees that Report (R12567) and the decision be made publicly available once the completed Statement of Expectations is made available on the Nelson City Council website approximately 30 days after they are received by the CCTO. |
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PUBLIC EXCLUDED: Nelson Centre of Musical Arts - External Review of Business Model |
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That the Governance and Finance Committee
7. Agrees that the decision be released from public excluded business following the related Council decisions. |
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3 |
PUBLIC EXCLUDED: Nelson Municipal Band Trust: Reappointment of Trustee |
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That the Governance and Finance Committee
3. Agrees that the decision only be released from public excluded business, once the appointment is finalised. |
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4 |
PUBLIC EXCLUDED: i-SITE Lease at Millers Acre |
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That the Governance and Finance Committee
4. Agrees that Report (R10344), Attachments (R10344, A2307707 and A2297401) and the decision be excluded from public release at this time. |
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PUBLIC EXCLUDED: Governance and Finance Committee Confidential Status Report |
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That the Governance and Finance Committee
2. Agrees that the Report (R3646) and its attachment (A1401390) be excluded from public release at this time. |
There being no further business the meeting ended at 4.48p.m.
Confirmed as a correct record of proceedings:
Chairperson
Date