Extraordinary Council Meeting Minutes - Confirmed

3 March 2020

 

   MINUTES OF Far North District Council
Extraordinary Council Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Tuesday, 3 March 2020 AT 11:00 am

 

PRESENT:              Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE: Mike Edmonds (Kaikohe-Hokianga Community Board Chairperson), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board),

STAFF PRESENT: Shaun Clarke (Chief Executive Officer), Andy Finch (General Manager Infrastructure and Asset Management), Dean Myburgh (General Manager District Services), William J Taylor, MBE (General Manager Corporate Services), Darrell Sargent (General Manager Strategic Planning and Policy)

 

The meeting adjourned at 11:00 am and reconvened at 11:06 am.

1            Prayer

Councillor Vujcich commenced the meeting with a prayer.

2            Apologies and Declarations of Interest

Apologies were noted from Mike Edmonds (Kaikohe-Hokianga Community Board Chairperson and Belinda Ward (Bay of Islands-Whangaroa Community Board Chairperson).

Cr Startford declared a perceived conflict on item 6.1: Contract Negotiation with CBEC regarding Swimming Pools Operations and Maintenance Contract.

3            Deputation

There were no requests for deputations.

4            MAYORAL ANNOUNCEMENTS   

·         Acknowledged the water-saving initiatives and effort by all communities and staff.

·         Local Government in Northland – working closely with central government ministers in Wellington

·         Focused on the impact on drought on rural townships

·         Acknowledged Northland marae for supporting their communities.

·         3 step focus: Now – in three months

5            Reports

5.1         Consideration of Community Board Chairpersons at Committee Meetings

Agenda item 5.1 document number A2844946, pages 12 - 16 refers.

Resolution  2020/18

Moved:       Mayor John Carter

Seconded:  Cr John Vujcich

That Council agree that Community Board Members;

a)      Are welcome to attend any Council Committee meeting.

b)      Reports that affect a Community (or communities) will include a comment from Community Board(s).

c)      Community Board Chairpersons will continue to have speaking rights at Council meetings.

Amendment

Moved:       Cr Felicity Foy

Seconded:  Cr Dave Collard

That Council agree;

a)    to amend the terms of reference for (x, y, z) Committee (s) to include Community board Chairpersons as members of the Committee.

b)    Reports that affect a community (or communities) will include a comment from Community board (s)

c)    Community Board Chairpersons will continue to have speaking rights at Council meetings.

carried

Amendment

Moved:       Cr Kelly Stratford

Seconded:  Mayor John Carter

That Council amends the terms of reference for Committee(s) to include Community Board Chairpersons as members of two Committees, subject to the approval of the Chair of the relevant Committee, for referral to the Mayor to formalise arrangements as part of his Mayoral Powers

In Favour:       Crs John Carter, Dave Collard, Felicity Foy, Mate Radich, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Crs Ann Court, David Clendon and Rachel Smith

carried 7/3..

The amendment became the substantive motion

Moved:       Cr Kelly Stratford

Seconded:  Mayor John Carter

That Council amends the terms of reference for Committee(s) to include Community Board Chairpersons as members of two Committees, subject to the approval of the Chair of the relevant Committee, for referral to the Mayor to formalise arrangements as part of his Mayoral Powers.

In Favour:       Crs John Carter, Dave Collard, Felicity Foy, Mate Radich, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Crs Ann Court, David Clendon and Rachel Smith

carried 7/3..

 

5.2         Proposed Changes to the Formal Meeting Calendar

Agenda item 5.2 document number A2852693, pages 17 - 22 refers.

Resolution  2020/19

Moved:       Cr John Vujcich

Seconded:  Cr Moko Tepania

That Council adopt the revised Formal Meeting Calendar as attached to the report.

Carried

 

5.3         CEO Report to Council 01 November 2019 - 31 December 2019

Agenda item 5.3 document number A2838061, pages 23 - 78 refers.

Resolution  2020/20

Moved:       Mayor John Carter

Seconded:  Cr Moko Tepania

That the Council receive the report “CEO Report to Council 01 November 2019 - 31 December 2019“.

Carried

The meeting adjourned at 12:26 pm and reconvened at 1:00 pm.

6            Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2020/21

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

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

6.1 - Contract Negotiation with CBEC regarding Swimming Pools Operations and Maintenance Contract

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)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

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

6.2 - Otaua Road Bridge N28 - Tender Evaluation Recommendation

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

And that Council agree to allow Northland Transport Alliance representatives Shakhin Sharma and Don Anderson to remain in the public excluded part of the meeting to address the Otaua Road Bridge N28 – Tender Evaluation Recommendation report.

Carried

 

At the conclusion of the public excluded session Council confirmed that information and decisions contained in the part of the public excluded session would remain in public excluded.

7            Meeting Close

The meeting closed at 2:20 pm.

 

The minutes of this meeting were confirmed at the Extraordinary Council Meeting held on 8 April 2020.

 

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CHAIRPERSON