Infrastructure Committee Meeting Minutes

13 October 2021

unconfirmed

MINUTES OF Far North District Council
Infrastructure Committee Meeting
HELD AT THE
held virtually via Microsoft TEAMs
ON
Wednesday, 13 October 2021 AT 1.00 pm

PRESENT:              Chairperson Felicity Foy, Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich, Member Mike Edmonds, Member Adele Gardner

IN ATTENDANCE: Shaun Clarke (Chief Executive Officer), William J Taylor, MBE (General Manager Corporate Services), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

1            Karakia TimatAnga – Opening Prayer

At 1:01 pm, Cr Rachel Smith left the meeting.

Cr Kelly Stratford opened with a karakia.

At 1:04 pm, Cr Rachel Smith returned to the meeting.

2            Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest

Apology

Apology 2021/29

Moved:       Chairperson Felicity Foy

Seconded:  Cr Kelly Stratford

That the apology for lateness received from His Worship the Mayor be accepted.

In Favour:       Deputy Mayor Ann Court, Cr Felicity Foy, Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Member Mike Edmonds, Member Adele Gardner

Against:           Nil

carried

 

At 1:13 pm, Cr John Vujcich joined the meeting.

3            Ngā Tono Kōrero / Deputation

Mark Osborne spoke in regard to the Mangonui Waterfront project.

At 1:14 pm, Mayor John Carter joined to the meeting.

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3052566, pages 14 - 17 refers.

Resolution  2021/30

Moved:       Chairperson Felicity Foy

Seconded:  Cr Kelly Stratford

That the Infrastructure Committee confirm that the minutes of the meeting held 8 September 2021 be confirmed as a true and correct record.

In Favour:       Mayor John Carter, Deputy Mayor Ann Court, Cr Felicity Foy, Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Member Mike Edmonds, Member Adele Gardner

Against:           Nil

Carried

At 1:20 pm, Cr Rachel Smith left the meeting. At 1:22 pm, Cr Rachel Smith returned to the meeting.

5            Information Reports

5.1         Agreed process for acquiring land

Agenda item 5.1 document number A3299025, pages 18 - 20 refers.

motion

Moved:       Chairperson Felicity Foy

Seconded:  Mayor John Carter

That the Infrastructure Committee note that staff will use the Public Works Act 1981 process for all land and property acquisition.

Amendment

Moved:       Member Mike Edmonds

Seconded:  Cr John Vujcich

That the definition of action under Public Works Act 1981, that is excluded from delegated authority, be understood to include any part of the process that is understood by the landowner to have possible compulsory aquisition as its endpoint.

In Favour:       Cr Felicity Foy, Cr Dave Collard, Cr John Vujcich, Member Mike Edmonds and Member Adele Gardner

Against:           Mayor John Carter, Deputy Mayor Ann Court and Cr Rachel Smith

Abstained:       Cr Kelly Stratford

carried

At 2:05 pm, Mayor John Carter left the meeting.

Meeting Adjourned 2:13pm

Moved:       Cr Kelly Stratford

Seconded:  Member Adele Gardner

That the meeting of Infrastructure Committee be adjourned.

carried

The amendment became the substantive motion.

RESOLUTION 2021/31

Moved:       Member Mike Edmonds

Seconded:  Cr John Vujcich

That the definition of action under Public Works Act 1981, that is excluded from delegated authority, be understood to include any part of the process that is understood by the landowner to have possible compulsory aquisition as its endpoint.

In Favour:       Cr Felicity Foy, Cr Dave Collard, Cr Kelly Stratford, Cr John Vujcich, Member Mike Edmonds and Member Adele Gardner

Against:           Deputy Mayor Ann Court and Cr Rachel Smith

Carried

At 1:54 pm, Cr Rachel Smith left the meeting. At 2:10 pm, Cr Rachel Smith returned to the meeting.

At 2:27 pm, Member Mike Edmonds left the meeting.

5.2         Infrastructure and Asset Management (IAM) Monthly Business Report for August 2021

Agenda item 5.2 document number A3402703, pages 21 - 152 refers.

Resolution  2021/32

Moved:       Cr Rachel Smith

Seconded:  Chairperson Felicity Foy

That the Infrastructure Committee receive the report Infrastructure and Asset Management (IAM) Monthly Business Report for August 2021.

In Favour:       Cr Felicity Foy, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

5.3         Infrastructure Committee Action Sheet Update September 2021

Agenda item 5.3 document number A3430508, page 153 refers.

Resolution  2021/33

Moved:       Chairperson Felicity Foy

Seconded:  Cr John Vujcich

That the Infrastructure Committee receive the report Action Sheet Update September 2021.

In Favour:       Cr Felicity Foy, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

 

 

 

 

 

 

 

 

 

 

 

6            Te  Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2021/34

Moved:       Chairperson Felicity Foy

Seconded:  Cr Kelly Stratford

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

b) That Calvin Thomas, Trevor Green, Shakhin Sharma  from Northland Transport Alliance be permitted to remain at this meeting for items 6.2 Waimatenui Mataraua Road Rehabilitation 7/20/251, Award of Separable Portion 2 and 6.3 Maintenance and Renewal Contracts – Recommendation for Contract Extensions  after the public has been excluded, because of his knowledge of the matters to be discussed. This knowledge will be of assistance to the Committee.

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 - Confirmation of Previous Minutes - Public Excluded

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

6.2 - Waimatenui Mataraua Road Rehabilitation 7/20/251, Award of Separable Portion 2.

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

6.3 - Maintenance and Renewal Contracts – Recommendation for Contract Extensions

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:       Cr Felicity Foy, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

His Worship the Mayor returned to the meeting at 2:55 pm during public excluded.

Confirmation of Information and Decisions to be released in Public

Resolution  2021/33

Moved:       Chairperson Felicity Foy

Seconded:  Cr Dave Collard

That Infrastructure Committee confirms the information and decisions contained in the part of the meeting held with public excluded:

a)    Item 6.2: approves the award of Separable Portion 2 to United Civil Construction Ltd, increasing the overall contract sum of Contract 7/20/251 Waimatenui Matarāua Road Rehabilitation; and

b)    delegates authority to the Chief Executive to execute the associated contract variation documents; and

c)    Item 6.3 remains in public exclusion.

In Favour:       Cr Felicity Foy, Mayor John Carter, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

Resolution to Readmit the Public

Resolution  2021/34

Moved:       Cr John Vujcich

Seconded:  Cr Rachel Smith

That the Infrastructure Committee moves out of Public Excluded and into Ordinary Infrastructure Committee meeting.

In Favour:       Cr Felicity Foy, Mayor John Carter, Deputy Mayor Ann Court, Cr Dave Collard, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich and Member Adele Gardner

Against:           Nil

Carried

 

7            Karakia Whakamutunga – Closing Prayer

Cr Kelly Stratford closed with a karakia.

8            tE kAPINGA hUI / Meeting Close

The meeting closed at 3:06 pm.

The minutes of this meeting will be confirmed at the Infrastructure Committee Meeting held on 24 November 2021.

 

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CHAIRPERSON