Minutes of Ordinary Council Meeting

Ordinary Council Meeting Minutes

25 June 2020

MINUTES OF Far North District Council
Ordinary Council Meeting HELD AT THE Virtually via, Microsoft Teams
ON Thursday, 25 June 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), Sheryl Gavin (General Manager Strategic Planning and Policy – Acting)

1 Karakia Timatanga – Opening Prayer

His Worship the Mayor commenced the meeting with the Council prayer.

2 Apologies and Declarations of Interest

Nil

3 Mayoral Announcements

- Noted that it is the Matariki New Year.

- Noted the death of Constable Hunt.

- Noted the resignation of Lawrie Atkinson - Te Hiku Community Board Member.

- Local Government Remits will be discussed/voted on at the next AGM.

- Cr Vujcich has been appointed as the Council Representative on the Cycle Trail Board.

- A workshop was held on the committee structure and meeting frequency.

- Congratulated Cr Tepania on being appointed as the Co-Chair of the Local Government New Zealand Young Elected Members.

- Received a letter of thanks from the Houhora Camping Ground and is continuing to receive communications from local businesses thanking staff for the support that they are receiving from Council.

4 Deputation

· Eljon Fitzgerald and Stephen Rush – Te Runanga o Whaingaroa.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A2895458, pages 11 - 29 refers

Resolution 2020/40

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That Council confirms the minutes of the Council meetings held 21 May and 5 June 2020 as a true and correct record.

In Favour: 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

6 Deputation continued

· Russell Shaw – Top Energy.

7 Reports

7.1 COVID-19 Response – Te Tai Tokerau Worker Redeployment Package

Agenda item 6.1 document number A2890607, pages 30 - 34 refers

Resolution 2020/41

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That Council:

a) note that Whangarei District Council intends entering into an agreement with the Ministry of Business Innovation and Employment to receive $9.32m of funding to be used for local worker redeployment across Te Tai Tokerau.

b) approve Council entering into a back to back contractual agreement with Whangarei District Council to the sum of $2.21m to ensure delivery of the FNDC projects included in the agreement in item 1.

c) delegates to the Chief Executive the authority to finalise the terms and conditions of the agreements in item b.

In Favour: 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

Note – request a report be presented to the Assurance, Risk and Finance Committee at a later date on the learnings from this project.

7.2 Regional Economic Development

Agenda item 8.3 document number A2895537, pages 23 - 38 refers

This item was moved from the Public Excluded Agenda at the request of the Chief Executive Officer for discussion.

Resolution 2020/42

Moved: Mayor John Carter

Seconded: Deputy Mayor Ann Court

That Council agree:

a) to Stage One whereby the Northland Regional Council share the appointment of directors and input to the Statement of Intent process with Whangarei, Far North and Kaipara District Councils, in return for agreed funding for the 2020-2021 Annual Plan Year.

b) Far North District Council contribute eighty-two thousand dollars to Northland Inc. for the 2020-2021 Annual Plan Year.

2. in principle to the proposal that recommends Northland Inc. be modified to become a joint regional CCO;

a) with a formal joint committee to provide oversight,

b) a funding arrangement that Northland Regional Council contribute 60% and Whangarei, Far North and Kaipara District Councils contribute 40% and

c) this is achieved over a six-year time frame aligned to the 2021-2031 Long Term Plan Cycle and

d) public consultation to establish Northland Inc. as a joint regional CCO is included and aligned to the 2021-2031 Long Term Plan consultation process of each Northland Council.

3. to support, in principle, the development of a Regional Economic Development Strategy for inclusion in the 2021-2031 Long Term Plan Cycle, subject to scope, resources and funding.

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

Against: Nil

Abstained: Cr Mate Radich

Carried

Attachments tabled at meeting

1 Tabled Document - Regional Economic Development Report

2 Tabled Document - Attachment One - Regional Economic Development on a Page June 2020

8 Information Reports

8.1 2019 Triennial Elections Report

Agenda item 7.1 document number A2847701, pages 35 - 50 refers

Resolution 2020/43

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

That the Council receive the report 2019 Triennial Elections Report.

In Favour: 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

The meeting was adjourned from 12.05 pm to 12.17 pm.

8.2 CEO Report to Council 01 March 2020 - 30 April 2020

Agenda item 7.2 document number A2893130, pages 51 - 111 refers

MOTION

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

That the Council receive the report “CEO Report to Council 01 March 2020 - 30 April 2020“.

Amendment

Moved: Cr Rachel Smith

Seconded: Mayor John Carter

That the Council

a) receive the report “CEO Report to Council 01 March 2020 - 30 April 2020“.

b) request that the Chief Executive Officer develop a method of sharing key points of the Chief Executive report with the general public.

In Favour: 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

The amendment became the substantive motion.

Resolution 2020/44

Moved: Cr Rachel Smith

Seconded: Mayor John Carter

That the Council

a) receive the report “CEO Report to Council 01 March 2020 - 30 April 2020“.

b) request that the Chief Executive Officer develop a method of sharing key points of the Chief Executive report with the general public.

In Favour: 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

8.3 Learning from the 2020 Drought and Improving the Resilience of our Drinking Water Supplies

Agenda item 7.3 document number A2894873, pages 112 - 125 refers

Resolution 2020/45

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That Council note the report entitled Learning from the 2020 Drought and Improving the Resilience of our Drinking Water Supplies.

In Favour: 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

9 Community Board Chairs Updates

Adele Gardner – Te Hiku Community Board:

- Thanks to the Information Technology team for their help with the training and implementing of Microsoft TEAMS and vitual meetings.

- Have held a strategic plan workshop with the new template and is excited to see how to slides into the Long Term Plan.

Belinda Ward – Bay of Islands-Whangaroa Community Board:

- Thanks the Information Technology team for their help with the implementing and training in TEAMS and vitual meetings.

- Have not receveid the new template for the Strategic Plans.

- Looking forward to the next Joint Community Board workshop to discuss the last 3 months and strategic plans.

- Concerned around unemployment and accommodation in the Eastern Ward due to COVID- 19.

- There has been an increase in the need for food parcels, this needs to have be included in a further discussion.

Mike Edmonds – Kaikohe-Hokianga Community Board:

- Similar issues to Te Hiku Community Board and Bay of Islands-Whangroa Community Board, however the above are daily issues in the Kaikohe-Hokianga Community Ward.

10 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2020/46

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

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
8.1 - 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
8.2 - Council Civic Hub and Library Reset	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)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	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
8.3 - Regional Economic Development	This item was discussed during the ordinary meeting at the request of the Chief Executive Officer.
8.4 - Far North Rural Education Activity Programme Contract	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
8.5 - Contract 7/15/108 Lighting Maintenance and Renewals - Contract Extension	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
8.6 - Extension to Russell Landfill and Recycling 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)(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
8.7 - Extension of the Community Services and Maintenance Contract to Recreation Services Limited	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)(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

In Favour: 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

meeting duration

Resolution 2020/47

Moved: Mayor John Carter

Seconded: Cr Moko Tepania

That Council agree that the Public Excluded and Ordinary Council meeting continue beyond the 6 hour duration specified in Standing Orders, to discuss the remaining items left on the agenda.

In Favour: Mayor John Carter, Crs David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Deputy Mayor Ann Court

Carried

Confirmation of Information and Decisions in Open Meetings

Resolution 2020/48

Moved: Mayor John Carter

Seconded: Cr Dave Collard

That Council confirms that the information and decisions contained in the part of the meeting held with the public excluded is not to be restated in public meeting.

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

Against: Nil

Carried

12 Karakia Whakamutunga – Closing Prayer

13 Meeting Close

The meeting closed at 5.00 pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 13 August 2020.

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CHAIRPERSON