Ordinary Council Meeting Minutes

7 May 2020

 

   MINUTES OF Far North District Council
Ordinary Council Meeting
HELD AT THE Held Electronically, Via Microsoft Teams
ON Thursday, 7 May 2020 AT 10:00 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)

1            karakia timatanga – opening Prayer

His Worship the Mayor commenced the meeting and Cr Collard recited the Council prayer.

2            Apologies and Declarations of Interest

Nil

3            Deputation

Nil

4            MAYORAL ANNOUNCEMENTS   

·           Three Waters: discussions happening at Local and Central Government.

·           Resource Management Act 1991: proposal changes.

·           Civil Defense: involved in welfare as a consequence of COVID-19 and the drought,

·           His Worship the Mayor: commends the efforts of Civil Defense, Iwi Leaders and Local Authority staff in the North for dealing with issues as a consequence of COVID-19.

·           Northland Business Leaders: aware of challenges and are working hard to address them and support each other.

·           Significant challenge areas: Farming and Tourism.

·           Rates Relief: acknowledges staff for giving assistance and support to people in our community.

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Agenda item 5.1 document number A2878315, pages 12 - 22 refers

Motion  

Moved:       His Worship the Mayor John Carter

Seconded:  Cr John Vujcich

That Council confirms the minutes of the Council meeting held 23 April 2020 as a true and correct record subject to the decision regarding item 6.2 - Draft Far North Holdings Limited Statement of Intent 2020 to 2023 being reworded as follows:

a)     that Council direct the Chief Executive to provide the following feedback to Far North Holdings Limited prior to 30 April 2020, for their 2020-2023 Statement of Intent:

i.     The accounting policies need to advise that additional disclosures are required to meet the needs of the Shareholder’s reporting requirements.

ii.    The reference to a ‘Statement of Expectations’ be removed from the Statement of Intent as the Shareholder has not yet made any decisions in relation to the new sections of the Local Government Act 2002.

iii.   The Board membership section of the Statement of Intent identifies which members will be retiring, when, and that all appointments will be in line with Council policy.

iv.   That Far North Holdings Limited provide quarterly financial and risk reports to the Assurance, Risk and Finance Committee.

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith and John Vujcich

Against:           Crs Kelly Stratford and Moko Tepania

carried 8/2

 

6            Reports

6.1         Terms of Reference for Portfolios

Agenda item 6.1 document number A2866360, pages 23 - 29 refers

Motion  

Moved:       His Worship the Mayor John Carter

Seconded:  Cr Rachel Smith

That Council adopt the terms of reference template for the following Portfolios: Te Ao Maori, Climate, Economic Development/CCO, Communications, Transport, Waters.

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried 10/0

 

6.2         Terms of Reference for the Infrastructure Committee - Adjustment of the Financial Delegation for Tenders and Contracts

Agenda item 6.2 document number A2859172, pages 30 - 35 refers

Motion  

Moved:       Cr Felicity Foy

Seconded:  Cr John Vujcich

That Council adopt the amended Terms of Reference for the Infrastructure Committee to approve tenders and contracts up to $3,000,000.  

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Cr Mate Radich

carried 9/1

 

6.3         Amendment to Local Government Financing Agency documentation

Agenda item 6.3 document number A2877958, pages 36 - 541 refers

Motion  

Moved:       His Worship the Mayor John Carter

Seconded:  Cr Kelly Stratford

That Council:

a)      adopt the amended documents provided by the Local Government Funding Agency; and

b)      authorise 2 elected members to sign as required.

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried 10/0

 

6.4         Ground Lease of 28 Matai Bay Road, Karikari to Fire & Emergency NZ

Agenda item 6.4 document number A2863216, pages 542 – 550 refers

Motion  

Moved:       His Worship the Mayor John Carter

Seconded:  Cr John Vujcich

That Council:

a)      approve the public consultation process is commenced on the granting of a new 33-year ground lease to Fire & Emergency NZ on 2,467.5 square meters of land at 28 Matai Bay Road, Karikari being part Lot 103 DP 54644, being 1.0390ha and part Record of Title NA4C/203 and vested in Far North District Council as a recreation reserve.

b)      approve the public consultation includes submissions on the classification of the 2,467.5 square meters of land subject to the lease as Local Purpose (community building) reserve and the balance as Recreation Reserve under the Reserves Act 1977.

c)      approve the Te Hiku Community Board is appointed to hear any submissions received in response to the consultation process and to make recommendations to the Council in respect of granting the lease and the reserve classification.

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried 10/0

 

6.5         Emerging Risk - Fresh Water Resilience

Agenda item 6.5 document number A2857068, pages 551 - 554 refers

Motion  

Moved:       Cr John Vujcich

Seconded:  Cr Moko Tepania

That Council approves the addition of the “Fresh Water Resilience” risk onto the Organisational Top Risks Dashboard.

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried 10/0

 

6.6         Far North District Council Climate Change Road Map

Agenda item 6.6 document number A2870762, pages 565 - 568 refers

Motion  

Moved:       His Worship the Mayor John Carter

Seconded:  Cr Kelly Stratford

That Council approve the attached Far North District Council Climate Change Roadmap.

Amendment

Moved:       Cr Rachel Smith

Seconded:  Cr John Vujcich

That Council:

a)    adopt the Far North District Council Climate Change Roadmap. 

b)    include the indicative costs, as outlined in the Climate Change roadmap for years 2022-24 in the 2021-2031 Long Term Plan for further consideration (consultation if appropriate). 

c)    request regular updates on progress on implementation on the climate change roadmap actions. 

d)    seek external funding opportunities to help achieve the goals in the roadmap within minimal rating impact.

e)    seek guidance and direction from Central Government regarding how Council should respond to potential loss and damage to existing property from climate change effects such as sea level rise. 

and that the CEO be asked to report back on the financial implications of (f) at the next full Council meeting:

f)     allocate $125,000 for Climate Change in the 2020/21 Annual Plan to undertake actions. outlined in the roadmap for year one, and to also include the permanent employment of a Sustainability Programme Manager (1.0FTE). 

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Cr Mate Radich

 

The amendment becomes the substantive motion.

That Council:

a)      adopt the Far North District Council Climate Change Roadmap. 

b)     include the indicative costs, as outlined in the Climate Change roadmap for years 2022-24 in the 2021-2031 Long Term Plan for further consideration (consultation if appropriate). 

c)      request regular updates on progress on implementation on the climate change roadmap actions. 

d)     seek external funding opportunities to help achieve the goals in the roadmap within minimal rating impact.

e)      seek guidance and direction from Central Government regarding how Council should respond to potential loss and damage to existing property from climate change effects such as sea level rise; 

and that the CEO be asked to report back on the financial implications of (f) at the next full Council meeting:

f)       allocate $125,000 for Climate Change in the 2020/21 Annual Plan to undertake actions. outlined in the roadmap for year one, and to also include the permanent employment of a Sustainability Programme Manager (1.0FTE). 

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Cr Mate Radich

carried 9/1

 

Meeting Adjourned 12:00pm

Resolution  2020/23

Moved:       His Worship the Mayor John Carter

Seconded:  Cr John Vujcich

That the meeting of Council be adjourned

Carried

 

Meeting resumed at 12:12 pm

7            Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Motion  

Moved:       His Worship the Mayor John Carter

Seconded:  Cr Dave Collard

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 - Confirmation of Previous Minutes - Public Excluded

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

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 - Panguru Flood Mitigation Road Rising - Additional Budget Request

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

7.3 - Progress Update on Northland Water Storage and Use Project Report

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

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

 

In Favour:       His Worship the Mayor John Carter, Deputy Mayor Ann Court, Crs David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against:           Nil

carried 10/0

8            karakia whakamutunga – closing prayer        

Cr Tepania closed the meeting with a karakia.

9            Meeting Close

The meeting closed at 1:01 pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 21 May 2020.

 

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

CHAIRPERSON