Extraordinary Council Meeting Minutes

13 June 2019

 

   MINUTES OF Far North District Council
Extraordinary Council Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Thursday, 13 June 2019 AT 2.30 pm

 

PRESENT:                   Mayor John Carter (HWTM), Cr Ann Court, Cr Felicity Foy, Cr Dave Hookway, Cr Sally Macauley, Cr Mate Radich, Cr John Vujcich, Cr Kelly Stratford

IN ATTENDANCE:               Terry Greening (Bay of Islands-Whangaroa Community Board Chairperson), Adele Gardner (Te Hiku Community Board Chairperson), Shaun Riley (Member of the Kaikohe-Hokianga Community Board)

STAFF PRESENT:     Shaun Clarke (Chief Executive Officer), Andy Finch (General Manager- Infrastructure & Asset Management), Dean Myburgh (General Manager - District Services), Darrell Sargent (General Manager - Strategic Planning & Policy), William J Taylor MBE (General Manager – Corporate Services), Janice Smith (Chief Financial Officer), Jaime Dyhrberg (Executive Officer),  Jill Coyle (Manager – People and Capability), Richard Edmondson (Manager - Communications), George Swanepoel (In-House Counsel),  Glenn Rainham (Manager - Infrastructure Operations), Sheryl Gavin (Manager – Corporate Services), Mark Keehn (Team Leader – Asset Management), Aisha Huriwai (Team Leader – Governance Support), Barry Somers (Assets Manager – 3 Waters),  Troy Smith (Graduate Engineer – 3 Waters), Liz Davidson (Executive Assistant to the Chief Executive Officer), Kim Hammond (Meetings Administrator)

1            Prayer

His Worship the Mayor commenced the meeting with a prayer.

2            Apologies and Declarations of Interest

Resolution  2019/08

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That apologies from Cr Tania McInnes and Cr Colin (Toss) Kitchen be received and accepted and a leave of absence granted.

Carried

An apology from Kaikohe-Hokianga Community Board Chairperson Mike Edmonds was noted.

 

3            Deputation

John Law  spoke in support of Item 5.2 - Te Raupo Road, off State Highway 11. He also provided a progress update on the Pou Herenga Tai - Twin Coast Cycle Trail, and opportunities in Horeke to support the trail. Mr Law circulated a photo to members of a business idea.

At 2:38 pm, Mayor John Carter left the meeting. At 2:39 pm, Mayor John Carter returned to the meeting.

 

4            Infrastructure and Asset Management Group

4.2         Te Raupo Road, Off State Highway 11

Agenda item 5.2 document number A2500313, pages 18 - 32 refers

Resolution  2019/14

Moved:       Cr Kelly Stratford

Seconded:  Cr John Vujcich

That Council:

a)      Approves the unbudgeted operational expenditure to undertake basic repairs to Te Raupo Road to bring it up to a trafficable condition, to a maximum cost of $15,000

b)      Subject to written approval from both the Bay of Islands Vintage Railway Trust and KiwiRail, along with appropriate agreements with each landowner, consents to the Pou Herenga Tai Twin Coast Cycle Trail Trust allowing landowners to temporarily access the existing cycle track to gain access to the Te Raupo peninsular.

Carried

Against:           Cr Ann Court

 

4.1         Unbudgeted Expenditure Request: Robertson Street Russell -Stormwater Upgrade

Agenda item 5.1 document number A2454529, pages 11 - 17 refers

motion

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That Council approve the unbudgeted expenditure of $210,750 in the 2019/2020 Annual Plan to deliver Option 3 as a stormwater upgrade to Robertson Street, Russell. To include the installation of a new 450mm stormwater pipeline, concrete swale drain and collection points for the entire length of Robertson Street.

 Amendment

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That:

a)            Council approves the use of $75,000 of minor capital works budget as a carry forward to install a new stormwater pipeline and swale drain for the lower half of Robertson Street (Stage 1)

b)            Council approves that the remaining $22,000 unbudgeted works be added to the 19/20 Annual Plan

c)            $114,000 be submitted in the 2021/2031 Long Term Plan for Stage 2

d)            Council requests a report be provided to the Infrastructure Network Committee on all the works currently in progress, to address the matter of Stormwater Management in the District

Carried

The amendment became the substantive motion.

Resolution  2019/10

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That:

e)            Council approves the use of $75,000 of minor capital works budget as a carry forward to install a new stormwater pipeline and swale drain for the lower half of Robertson Street (Stage 1)

f)             Council approves that the remaining $22,000 unbudgeted works be added to the 19/20 Annual Plan

g)            $114,000 be submitted in the 2021/2031 Long Term Plan for Stage 2

h)            Council requests a report be provided to the Infrastructure Network Committee on all the works currently in progress, to address the matter of Stormwater Management in the District

Carried

 4           Public Excluded

 

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2019/11

Moved:    Mayor John Carter

Seconded:      Cr Dave Hookway

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter 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 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

7.1 - Supplier Recommendation and request for additional budget for the Animal Care Facility Kaitaia

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

7.2 - A Resilient Water Supply for Kaitaia

s7(2)(b)(ii) - the withholding of the information is necessary 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

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

5.2         Confirmation of Decisions and Information in Open Meeting

Resolution  2019/16

Moved:    Mayor John Carter

Seconded:      Cr Dave Hookway

That Council confirms that:

a)      the information contained in the part of the meeting with the public excluded is not to       be restated in the public meeting

b)      the following decisions contained in the part of the meeting held with the public     excluded be restated in the public meeting

7.1         Supplier Recommendation and request for additional budget for the Animal Care Facility Kaitaia

That Council:

a)           noting that the project costs are excessive, directs the Chief Executive to investigate alternative options.

b)           noting the questions raised about the animal care facilities project management, explore internal and external options (including Far North Holdings), for the management of the project.

c)           directs the Chief Executive Officer to present a timeline for a reconstituted project at the 18 July 2019 Infrastructure Network Committee meeting.

That Council increase the 2019/20 Annual Plan Capital Budget for the District Dog Pound Solution by $1.4 million.

7.2         A Resilient Water Supply for Kaitaia

That Council:

a)           notes as its preferred option, to proceed with the Sweetwater Aquifer.

b)           requests staff report back on how that can be implemented in consultation with Mr Haywood.

c)           prepares a decommissioning plan for the Kauri Dam.

d)           requests that the Kaitaia Water Committee meet within the next three weeks.

approves the additional operational budget of up to $REDACTED to support improving the resilience of the Kaitaia water supply for the 2019/2020.

 

6            Corporate Services Group

6.1         Additional budget for unsubsidised road sealing

Agenda item 6.1 document number A2521211, pages 33 - 38 refers

Resolution  2019/17

Moved:       Cr Mate Radich

Seconded:  Cr Dave Hookway

That Council increase the unsubsidised road sealing budget from $1 million to $3 million for the 2019/2020 financial year.

In Favour:       Crs John Carter, Ann Court, Felicity Foy, Dave Hookway, Sally Macauley, Mate Radich, John Vujcich and Kelly Stratford

Against:           Nil

carried

  

5            Meeting Close

The meeting closed at 6.12 pm.

 

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 27 June 2019.

 

...................................................

CHAIRPERSON