Agenda of Governance and Strategic Relationships Committee Meeting

Governance and Strategic Relationships Committee Meeting Agenda

25 July 2019

GOVERNANCE AND STRATEGIC RELATIONSHIPS COMMITTEE MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Hon John Carter QSO	Board Member of the Local Government Protection Programme	Board Member of the Local Government Protection Programme
Hon John Carter QSO	Carter Family Trust
Tania McInnes	Director – GBT Ventures Ltd	Company not currently operational		Will notify Council if company becomes operational.
	Member of Northland Conservation Board		Conservation matters not aligned with Council policy.	Will notify Council should a perceived conflict arise.
	Trustee – Northland Youth Education Trust		No perceived conflicts	Will notify Council should a perceived conflict arise.
	Founder – Bay of Islands Women’s Nexus	No perceived conflicts. An informal organisation
	Own a section on Seaview Road, Paihia 0200
	Having worked within the organisation in the early 2000’s, I know a number of staff, none of which I am close with.
Colin Kitchen	No form received
Dave Hookway	Resident shareholder in Kerikeri Irrigation			Declare if issues arise.
	Shareholder in Farmlands.			Declare if issues arise.
	Employee – Northland District Health Board – Public Health Unit – Health Improvement Advisor		Am employee have no personal gain.	Declare employment should issues concerning the Northland DHB arises.
	Own property in Waipapa West Rd.		Possible issues relating to the street or zoning.	Declare when appropriate.
John Vujcich	Board Member	Ngati Hine Health Trust	Matters pertaining to property or decisions that may impact of their health services	Declare interest and abstain
	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
	Member	Kaikohe Business Association	Possible funding provider	Declare a Conflict of Interest
Cr Kelly Stratford	Office manager at Kinghans.
	Denture assistant at Kawakawa denture Services self-employed as book keeper Kelly@ksbookkeeoing.net	None	None
	KS Bookkeeping and Administration	Business owner, bookkeeping and development of environment management plans for clients.	None perceived	I’d step aside from decisions that arise, that may have conflicts.
	Kinghans Accounting	Office Administration	None perceived	Step aside from decisions that arise, that may have conflicts.
	Waikare Marae Trustees	Trustee	May be perceived conflicts	Case by case basis
	Kawakawa Business & Community Association	Committee member/newsletter editor and printer	None perceived	If there was a perceived conflict, I will step aside from decision making
	Bay of Islands College	Parent elected trustee	None perceived	If there was a perceived conflict, I will step aside from decision making
	Karetu School Bay Cosmos Soccer	Parent elected trustee. Committee member and coach	None perceived	If there was a perceived conflict, I will step aside from decision making
	Property in Waikare and Moerewa			If there was a perceived conflict, I will step aside from decision making
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
Kelly Stratford (Husband)	Puketona Junction Café 39 Gillies Café	Barista & Chef Barista	N/A	N/A
Kelly Stratford (Husband)	Property in Moerewa		N/A	N/A

Governance and Strategic Relationships Committee Meeting Agenda

25 July 2019

3 Confirmation of Previous Minutes

3.1 Confirmation of Previous Minutes

File Number: A2568754

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To allow the Committee to confirm that the minutes are a true and correct record of the previous meeting.

Recommendation

That the Governance and Strategic Relationships Committee confirm the minutes of the meeting held 30 May 2019 as a true and correct record.

1) Background

Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Discussion and Options

The minutes of the meeting are attached. Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.

Reason for the recommendation

The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meeting.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

1. 2019-05-30 Governance and Strategic Relationships Committee Unconfirmed Minutes - A2506500 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on māori in confirming minutes from a previous meeting. Any implications on māori arising from matters included in meeting minutes should be considered as part of the relevant reports.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Governance and Strategic Relationships Committee Meeting Agenda

25 July 2019

MINUTES OF Far North District Council
Governance and Strategic Relationships Committee Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Thursday, 30 May 2019 AT 10.00am

PRESENT: Cr Tania McInnes (Deputy Mayor), Mayor John Carter (HWTM), Cr Dave Hookway, Cr Colin (Toss) Kitchen, Cr Sally Macauley, Cr John Vujcich, Cr Kelly Stratford

STAFF PRESENT: Shaun Clarke - Chief Executive Officer, Janice Smith - General Manager Corporate Services (Acting), Darryl Sargent - General Manager Strategic Policy and Planning, Jaime Dyhrberg - Executive Officer, Sheryl Gavin - Manager Corporate Planning & Engagement, Greg Wilson - Manager District Planning, Glenn Rainham - Manager Infrastructure Operations, Bill Lee - Manager Community Policy and Development, Theresa Burkhardt - Policy Planner, Roger Ackers - Manager Strategy Development, Ken Lewis - Senior Communications Advisor, Michael Boyd - Manager Talent and Development, Gayle Andersen - Executive Assistant to General Manager Strategic Policy and Planning, Aisha Huriwai - Team Leader Governance Support.

1 Apologies and Declarations of Interest

Apology

Committee Resolution 2019/8

Moved: Cr Dave Hookway

Seconded: Cr Kelly Stratford

That the apology received from Cr Ann Court be accepted and leave of absence granted.

Carried

2 Deputation

Nil

4.2 Strategic Planning and Policy Work Programme

Agenda item 4.2 document number A2457436, pages 26 - 27 refers

Darrell gave a powerpoint presentation obj ref refers…

Committee Resolution 2019/9

Moved: Cr Tania McInnes

Seconded: Cr Kelly Stratford

That the Governance and Strategic Relationships Committee receive the report Strategic Planning and Policy Work Programme.

Carried

3 Confirmation of Previous Minutes

3.1 Confirmation of Previous Minutes

Agenda item 3.1 document number A2486004, pages 8 - 9 refers

Committee Resolution 2019/10

Moved: Cr Kelly Stratford

Seconded: Cr Colin (Toss) Kitchen

That the Governance and Strategic Relationships Committee confirm the minutes of the meeting held 28 November 2018 as a true and correct record.

Carried

4 Strategic Planning and Policy Group

4.1 District Plan Update - Appendix 7 Statutory Acknowledgements

Agenda item 4.1 document number A2452150, pages 14 - 16 refers

Committee Resolution 2019/11

Moved: Cr Tania McInnes

Seconded: Cr Colin (Toss) Kitchen

That the Governance and Strategic Relationships Committee makes the following recommendation to Council:

a) That the District Plan Appendix 7 be updated to include the following text:

· Appendix 7F – Ngātikahu ki Whangaroa Claims Settlement Act 2017

Carried

5 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution 2019/12

Moved: Cr Tania McInnes

Seconded: Cr Colin (Toss) Kitchen

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

5.1 - Confirmation of Previous Minutes (Public Excluded)

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)(g) - the withholding of the information is necessary to maintain legal professional privilege

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

5.2 - CEO KPI Performance Report Quarter 3

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

Carried

Confirmation of Information and Decisions in Open Meeting

Committee Resolution 2019/14

Moved: Cr Tania McInnes

Seconded: Cr Colin (Toss) Kitchen

That the Governance and Strategic Relatioships Committee confirms that the information and decisions contained in the part of the meeting held with the public excluded are not to be restated in public meeting.

Carried

6 Meeting Close

The Meeting closed at 11:47 am.

The minutes of this meeting were confirmed at the Governance and Strategic Relationships Committee Meeting held on 25 July 2019.

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

CHAIRPERSON

Governance and Strategic Relationships Committee Meeting Agenda

25 July 2019

4 Information Reports

4.1 Far North 2100 Project Update

File Number: A2550445

Author: Siân Smith, Strategy and Policy Specialist

Authoriser: Sheryl Gavin, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report

To provide the Committee with an update on progress, and upcoming activities, for the Far North 2100 (District Strategy and Spatial Plan) project.

Executive Summary

The Far North 2100 project is currently on track in terms of schedule, milestones and deliverables. The second half of 2019 will be mainly devoted to the continued development of the content in partnership with tāngata whenua and public engagement activities.

Recommendation

That the Governance and Strategic Relationships Committee receive the report “Far North 2100 Project Update”.

Background

The Governance and Strategic Relationships Committee last received an update on the Far North 2100 project at its meeting on 28 March 2019.

Discussion and Next Steps

Progress on Far North 2100 has been good and within planned budget and timeframes. Two workshops with elected members, the second with representatives of iwi and hapū, have been held (2 May and 20 June 2019). Elected members also attended a wānanga on te ao māori (the māori world view) in preparation for the joint workshop with iwi and hapū representatives. The outcome from the workshops is a third iteration of the prototype (the diagram and spatial map) for Far North 2100.

A summit meeting, hosted by the Council’s Chief Executive, was held on 26 June 2019. The summit informed key external parties about Far North 2100 and got their views on how they would like to be involved in the project and their ideas about how to best engage with the communities of the Far North. 46 representatives from central government, local government, iwi, industry bodies, business and community-based organisations attended the summit.

Administration is now writing a draft discussion document based on the third prototype of Far North 2100. Elected members agreed with iwi and hapū representatives to develop the content of Far North 2100 in partnership. A further workshop is therefore being planned for elected members and iwi and hapū representatives to consider the draft discussion document and agree on its content. To allow for enough time for the partnership work to be done, the project timelines are going to be amended slightly. The revised dates for the next milestones are therefore as follows:

31 August 2019 – draft discussion document completed in partnership with iwi and hapū representatives

3 October 2019 – Council approves discussion document for publication

30 November 2019 – Public engagement activities on discussion document completed

December 2019 (exact date TBC after election) – Joint elected members and iwi and hapū representatives workshop to consider results of public engagement and draft final proposed content for Far North 2100.

Financial Implications and Budgetary Provision

None.

Attachments

Nil

Governance and Strategic Relationships Committee Meeting Agenda

25 July 2019

4.3 Elected Members’ Attendance at Meetings and Workshops February - June 2019

File Number: A2467970

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

To provide public transparency of elected member’s attendance at meetings or workshops to enable effective decision making.

Executive Summary

This report summarises elected member attendance to events considered essential to enable effective decision making during the period 1 February - 30 June 2019.

Recommendation

That the Governance and Strategic Relationships Committee receive the report “Elected Members’ Attendance at Meetings and Workshops February - June 2019”.

Background

The Formal Meeting Calendar was adopted by Council at a meeting held 25 October 2018 when the current Committee structure was established. As part of the formal meeting calendar, reserve workshop days were approved as days that may be required for Council business. The reserve days become the preferred days between meetings for scheduling workshops or other meetings requiring elected member attendance. Dates in addition to those adopted are only requested when necessary and notice is provided as soon as practical, and where possible at least one month prior. The Far North District Council appreciates that the role of being a Councillor is part time and Councillors have multiple demands on their time, whether it be attending to constituent matters or any other roles they hold outside of Council activities.

This is a regular report to the Governance and Strategic Relationships Committee to provide public transparency on elected member attendance in their formal role as decision makers. The first attachment provides a table of events that have occurred in the reporting period. The second attachment is a list of scheduled events for the next reporting period.

Events listed in the attachments will include workshops, formal meetings and hearings where members’ attendance is arranged by staff and considered a requirement for effective decision making. Attendance is noted by staff that arranged the event and is cross referenced against mileage claim forms where possible. Elected members may have obligations to attend various other events to gather information and the views of their constituents. It is their responsibility to gather that information by whatever means they consider appropriate. As they are responsible for that, and any events to do so are not arranged by staff, these are not included in this report.

Discussion

This information report, may prompt further discussion or verbal updates, from members regarding activities in their ‘portfolios’, or other responsibilities - but these will not be noted as part of the formal record.

In considering the snapshot below, or the full attendance record (Attachment 1), it should be noted that the nature of elected member involvement on various committees requires some members to attend more meetings or workshops than others.

A snapshot of members’ attendance for this reporting period is:

Member	Events attended
His Worship the Mayor	24/25
Councillor Court	21/25
Councillor Foy	21/24
Councillor Hookway	18/23
Councillor Kitchen	14/23
Councillor Macauley	17/24
Deputy Mayor McInnes	21/23
Councillor Radich	11/20
Councillor Stratford	24/26
Councillor Vujcich	24/26

Councillor Stratford’s attendance should be considered 26/26 as absence for both events were to attend prior commitments for other Council business - Youth Leadership Training and a District Licensing Committee.

The Mayor’s attendance should be considered 25/25. His apology was recorded for the Infrastructure Network Committee as he is a voting member but his attendance is not considered mandatory.

There are 2 events where attendance records were not completed. During checks the members attendance could not be confirmed by mileage claim either. Attendance has been marked with a question mark on the first attachment, but counted as attended to give members the benefit of the doubt.

The first attachment lists all of the events, whether the corresponding members were present, had an apology for absence, or were not required to attend. Events in grey took place on dates that were adopted as part of the calendar in October. Attendance in part, via audio or visual link are simply recorded as being present.

The second attachment provides a list of events currently scheduled for the next reporting period to show which events will be included in the next report.

Financial Implications and Budgetary Provision

Costs involved in supporting meetings, workshops and events to facilitate effective decision making are included in operational budgets. There are no additional financial implications or need for budgetary provision in considering this report.

Attachments

1. Elected Member Attendance Feb - June 2019 - A2567685 ⇩

2. Elected Member Schedule for July-August 2019 as at 5 July 2019 - A2567782 ⇩

Governance and Strategic Relationships Committee Meeting Agenda

25 July 2019

Meeting	Date	Carter (Mayor)	Court	Foy	Hookway	Kitchen	Macauley	McInnes (Deputy Mayor)	Radich	Vujcich	Stratford
SWIMMING POOLS AND HOKIANGA FERRY WORKSHOP	19/02/2019	Y	Y	Y	?	Y	Y	Y	?	Y	Y
ANNUAL PLAN 2019/20 WORKSHOP	20/02/2019	Y	Y	Y	Y	Y	Y	Y	Y	Y	Y
COUNCILMEETING	28/02/2019	Y	Y	Y	Y	A	Y	Y	Y	Y	Y
ANNUAL PLAN 2019/20 WORKSHOP	14/03/2019	Y	Y	Y	Y	A	A	A	Y	Y	Y
ORGANISATION STRUCTURE WORKSHOP	19/03/2019	Y	Y	Y	Y	Y	Y	Y	Y	A	Y
INFRASTRUCTURE NETWORK	21/03/2019	Y	Y	Y	Y	N/A	Y	N/A	Y	Y	Y
GOVERNANCE AND STRATEGIC RELATIONSHIPS COMMITTEE	28/03/2019	Y	Y	N/A	Y	Y	Y	Y	N/A	Y	Y
AUDIT, RISK AND FINANCE COMMITTEE	28/03/2019	Y	Y	Y	N/A	Y	Y	Y	N/A	Y	Y
EXTRA-ORDINARY COUNCIL	04/04/2019	Y	Y	A	Y	A	A	Y	A	Y	Y
PAIHIA WASTEWATER WORKSHOP	04/04/2019	Y	Y	A	Y	Y	A	Y	A	A	Y
ANNUAL PLAN 2019/20 WORKSHOP	11/04/2019	Y	Y	Y	A	Y	Y	Y	Y	Y	Y
RISK WORKSHOP	11/04/2019	Y	Y	Y	A	Y	Y	Y	?	Y	Y
COUNCIL MEETING	17/04/2019	Y	Y	Y	Y	Y	Y	Y	Y	Y	A
DISTRICT STRATEGY AND SPATIAL PLAN DEVELOPMENT WORKSHOP	02/05/2019	Y	Y	Y	Y	A	A	Y	A	Y	Y

Meeting	Date	Carter (Mayor)	Court	Foy	Hookway	Kitchen	Macauley	McInnes (deputy Mayor)	Radich	Vujcich	Stratford
CEO KPI'S, WORKING PARTIES & GROUPS WORKSHOP	09/05/2019	Y	Y	Y	A	A	A	Y	A	Y	Y
REVENUE REVIEW WORKSHOP	9/05/2019	Y	Y	Y	A	A	A	Y	A	Y	Y
INFRASTRUCTURE NETWORK COMMITTEE	23/05/2019	A	Y	Y	Y	N/A	N/A	N/A	N/A	Y	Y
COMBINED COMMUNITY BOARD WORKSHOP	29/05/2019	N/A	N/A	A	N/A	N/A	N/A	N/A	N/A	Y	A
GOVERNANCE AND STRATEGIC RELATIONSHIPS COMMITTEE	30/05/2019	Y	A	N/A	Y	Y	Y	Y	N/A	Y	Y
AUDIT, RISK AND FINANCE COMMITTEE	30/05/2019	Y	A	Y	N/A	Y	Y	Y	N/A	Y	Y
RISK (DEEP DIVE ON RISK/S) WORKSHOP	30/05/2019	Y	A	Y	N/A	?	Y	Y	N/A	Y	Y
GOVERNANCE DIAGNOSTICS WORKSHOP	6/06/2019	Y	Y	Y	Y	Y	A	Y	A	Y	Y
TE AO MAORI WORKSHOP	13/06/2019	Y	A	Y	Y	A	Y	Y	N	Y	Y
EXTRAORDINARY COUNCIL	13/06/2019	Y	Y	Y	Y	A	Y	A	Y	Y	Y
FAR NORTH 2100 WORKSHOP	20/06/2019	Y	Y	Y	Y	Y	Y	Y	N	Y	Y
COUNCIL MEETING	27/06/2019	Y	Y	Y	Y	Y	Y	Y	Y	Y	Y
		24/25	21/25	21/24	18/22	14/23	17/24	21/23	11/19	24/26	24/26

Governance and Strategic Relationships Committee Meeting Agenda

25 July 2019

Meeting	Date	Carter (Mayor)	Court	Foy	Hookway	Kitchen	Macauley	McInnes (Deputy Mayor)	Radich	Vujcich	Stratford
Revenue Review Workshop	04/07/2019
Extra-Ordinary Council meeting	04/07/2019
Kerikeri Sports Field Needs Assessment Workshops	04/07/2019
Resource Consenting Workshop	11/07/2019
Infrastructure Network Committee	18/07/2019					N/A		N/A
Revenue Review Workshop	08/07/2019
Te Oneroa A Tohe Beach Board	19/07/2017		N/A	N/A	N/A	N/A	N/A	N/A		N/A	N/A
Governance and Strategic RelationshIps Committee	25/07/2019			N/A					N/A
Audit, Risk and Finance Committee	25/07/2019				N/A			N/A	N/A
Revenue Review Workshop	08/08/2019
Revenue Review Workshop	22/08/2019
Te Oneroa A Tohe Beach Board	23/08/2019		N/A	N/A	N/A	N/A	N/A	N/A		N/A	N/A
Council meeting	29/08/2019