Minutes of a meeting of the Governance and Finance Committee

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

On Thursday 15 October 2020, commencing at 10.10a.m.

Present:              Councillor R Sanson (Chairperson), Her Worship the Mayor R Reese, Councillors Y Bowater, T Brand, M Courtney, K Fulton, M Lawrey, B McGurk, G Noonan (Deputy Chairperson), R O'Neill-Stevens, P Rainey and T Skinner and Mr J Murray

In Attendance:    Acting Chief Executive (N McDonald), Group Manager Corporate Services (N Harrison), Governance Adviser (J Brandt) and Governance Support (K McLean)

Apologies:           Councillor J Edgar (Council business) and Mr J Peters

1.       Apologies

Resolved GF/2020/044
	That the Governance and Finance Committee 1. Receives and accepts the apologies from Councillor J Edgar (on Council business) and Mr J Peters.
O'Neill-Stevens/Courtney Carried

2.       Confirmation of Order of Business

The Chairperson’s report was moved to be the last item on the open agenda.

3.       Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared. It was noted that the Members Interests Register on Council’s website was currently in the process of being updated by officers. Subsequently, Her Worship the Mayor and Councillor Rainey declared an interest in item 9 on the agenda (Nelson Municipal Band Trust – Council Controlled Organisation Exemption), and Her Worship the Mayor declared an interest in item 3 on the confidential agenda (Nelmac Director Appointment).

4.       Public Forum

There was no public forum.

5.       Confirmation of Minutes

5.1      27 August 2020

Document number M13082, agenda pages 7 - 16 refer.

Resolved GF/2020/045
	That the Governance and Finance Committee 1.    Confirms the minutes of the meeting of the Governance and Finance Committee, held on 27 August 2020, as a true and correct record.
McGurk/O'Neill-Stevens Carried

6.       Recommendation from the Audit Risk and Finance Subcommittee 17 September 2020 (agenda item 7)

Document number R21348, agenda pages 17 - 23 refer.

Resolved GF/2020/046
	That the Governance and Finance Committee 1.    Approves the revised Health and Safety Governance Charter (A2288754), subject to signoff by the Chair of the Audit and Risk Subcommittee.
Brand/Bowater Carried

7.       Nelson City Council Residents' Survey 2020 (agenda item 8)

Document number R19197, agenda pages 24 - 86 refer.

Manager Strategy, Mark Tregurtha presented the report and answered questions about the survey and its findings, noting the impact of the COVID-19 lockdown on particular areas such as transport.

Resolved GF/2020/047
	That the Governance and Finance Committee 1.    Receives the report Nelson City Council Residents' Survey 2020 (R19197) and its attachment (A2450847); and 2.    Notes the 2020 Residents’ Survey results (A2450847) will be communicated to the public through Our Nelson and Council’s website.
Noonan/Fulton Carried

8.       Nelson Municipal Band Trust - Council Controlled Organisation Exemption (agenda item 9)

Document number R19194, agenda pages 87 - 97 refer.

Attendance: Her Worship the Mayor and Councillor Rainey declared an interest in this item and left meeting 11.19a.m. They took no part in discussion or voting on the matter.

Resolved GF/2020/048
	That the Governance and Finance Committee 1.    Receives the report Nelson Municipal Band Trust - Council Controlled Organisation Exemption (R19194) and its attachments (A1801559 and A2451495); and 2.    Approves an exemption to the Nelson Municipal Band Trust for the purposes of Section 6(4)(i) of the Local Government Act 2002, in accordance with Sections 7(3) and 7(6) of the Act and after considering the matters in Section 7(5) of the Act.
Noonan/Courtney Carried

9.       The City of Nelson Civic Trust - Council Controlled Organisation Exemption (agenda item 10)

Document number R20328, agenda pages 98 - 114 refer.

Attendance: Her Worship the Mayor and Councillor Rainey returned to the meeting at 11.22a.m.

Group Manager Community Services, Roger Ball, presented the report and answered questions about assets held by the Civic Trust.

Resolved GF/2020/049
	That the Governance and Finance Committee 1.    Receives the report The City of Nelson Civic Trust - Council Controlled Organisation Exemption (R20328) and its attachment (A983315); and 2.    Approves an exemption to the City of Nelson Civic Trust for the purposes of Section 6(4)(i) of the Local Government Act 2002, in accordance with Sections 7(3) and 7(6) of the Act and after considering the matters in Section 7(5) of the Act.
Courtney/Skinner Carried

10      Chairperson's Report (agenda item 6)

Councillor Sanson gave a brief verbal update reflecting on her time as Chairperson of the Governance and Finance Committee. She referred to matters relating to community engagement and transparency, the Procurement Policy, the Members Interest Register, forestry review, living wage, Elected Member support and transparency.
Resolved GF/2020/050
	That the Governance and Finance Committee 1. Receives the verbal Chairperson’s report.
Lawrey/Rainey Carried

11.     Exclusion of the Public

Resolved GF/2020/051
	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:
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 and Finance Committee Meeting - Public Excluded Minutes -  27 August 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)(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	Nelmac Director Reappointment	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
3	Nelmac Director Appointment	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

The meeting went into confidential session at 11.30a.m. and resumed in public session at 12.24p.m.

Restatements

It was resolved while the public was excluded:

1	CONFIDENTIAL: Nelmac Director Reappointment
	That the Governance and Finance Committee 3. Agrees that the decisions only be made publicly available once the 2020 Nelmac Limited Annual General Meeting has taken place.

2	CONFIDENTIAL: Nelmac Director Appointment
	That the Governance and Finance Committee 1. Leaves the item Nelmac Director Appointment to lie on the table.

A closing karakia was given.

There being no further business the meeting ended at 12.25p.m.

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

                                                       Chairperson                                     Date

Chief Executive   Date