Tira Kāwana / Governing Body

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Governing Body held in the Reception Lounge, Auckland Town Hall, 301-305 Queen Street, Auckland on Thursday, 22 March 2018 at 9.34am.

 

present

 

Mayor

Hon Phil Goff, CNZM, JP

 

Deputy Mayor

Bill Cashmore

 

Councillors

Cr Josephine Bartley

 

 

Cr Dr Cathy Casey

 

 

Cr Ross Clow

From 9.58am, Item 10

 

Cr Fa’anana Efeso Collins

 

 

Cr Linda Cooper, JP

 

 

Cr Alf Filipaina

 

 

Cr Richard Hills

 

 

Cr Penny Hulse

 

 

Cr Mike Lee

From 9.34am, Item 8

 

Cr Daniel Newman, JP

 

 

Cr Greg Sayers

 

 

Cr Sharon Stewart, QSM

 

 

Cr Sir John Walker, KNZM, CBE

From 9.34am, Item 8

 

Cr Wayne Walker

 

 

Cr John Watson

 

 

ABSENT

 

 

Cr Chris Darby

On council business

 

Cr Hon Christine Fletcher, QSO

 

 

Cr Dick Quax

Leave of absence

 

Cr Desley Simpson, JP

 

 

 


Governing Body

22 March 2018

 

 

 

1          Affirmation

 

His Worship the Mayor read the affirmation.

 

 

2          Apologies

  

Resolution number GB/2018/39

MOVED by Mayor P Goff, seconded by Cr L Cooper:  

That the Governing Body:

a)         accept the apologies from Cr R Clow for lateness, Cr C Darby for absence on council business, and Cr C Fletcher and Cr D Simpson for absence.

CARRIED

 

Note:   The Mayor advised that under Standing Order 3.3.2, he had accepted and granted a leave of absence request for illness from Cr D Quax.

 

 

3          Declaration of Interest

 

There were no declarations of interest.

 

 

4          Confirmation of Minutes

 

Resolution number GB/2018/40

MOVED by Mayor P Goff, seconded by Deputy Mayor BC Cashmore:  

That the Governing Body:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 22 February 2018, as a true and correct record.

CARRIED

 

 

5          Petitions

 

There were no petitions.

 

 

6          Public Input

 

There was no public input.

 

 

7          Local Board Input

 

There was no local board input.

 


 

 

8          Extraordinary Business

 

8.1

Extraordinary Business -  the process of the rating sale of Penny Bright's property

 

Cr M Lee joined the meeting at 9.43 am.
Cr J Walker joined the meeting at 9.43 am.

 

Resolution number GB/2018/41

MOVED by Mayor P Goff, seconded by Cr C Casey:  

That the Governing Body:

a)        consider a minor extraordinary item “the process of the rating sale of Penny Bright’s property” at Item 19 – Consideration of Extraordinary Items of this agenda.

CARRIED

 

 

9          Notices of Motion

 

There were no notices of motion.

 

 

10

Updated Remuneration Policy

 

Cr R Clow joined the meeting at 9.58 am.

 

Resolution number GB/2018/42

MOVED by Mayor P Goff, seconded by Cr A Filipaina:  

That the Governing Body:

a)      approve the changes to the Remuneration Policy 2018.

CARRIED UNANIMOUSLY

 

 

11

Initial response of Auckland Transport to recommendations of the Governance Framework Review

 

Note:   The motion was put in parts.

 

Resolution number GB/2018/43

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

a)      endorse Auckland Transport’s initial response to the Governance Framework Review resolutions of the Governing Body on 28 September 2017 (GB/2017/117, resolutions (j) to (s)), in respect of Auckland Transport’s engagement with local boards in relation to place-shaping.

CARRIED

 

Note:   Pursuant to Standing Order 1.8.6, the following councillors request that their dissenting votes be recorded:

·         Cr J Bartley

·         Cr E Collins

 

 

Resolution number GB/2018/44

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

b)      request that Auckland Transport report back on further progress on responding to the Governance Framework Review resolutions ,as part of its fourth quarter report in September 2018, and thereafter annually as part of fourth quarter reporting.

CARRIED

 

Resolution number GB/2018/45

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

c)      direct Auckland Council staff to report back annually alongside fourth quarter reports on Auckland Transport’s compliance with the Governance Manual for substantive CCOs’ requirements for engagement with local boards and with the Governance Framework Review resolutions. 

CARRIED

 

 

12

Auckland Council Staff Policies - Principles and Standards

 

MOVED by Mayor P Goff, seconded by Deputy Mayor BC Cashmore:  

That the Governing Body:

a)      note the Auckland Council initiative to develop Our Charter for council staff and a group approach to behavioural policies

b)      endorse the Auckland Council Group money and assets/sensitive expenditure policy (principles and standards).

 

 


 

MOVED by Cr J Watson, seconded by Cr E Collins:  an amendment by way of replacement:

That the Governing Body:

(b)     endorse the Auckland Council Group money and assets/sensitive expenditure policy (principles and standards) with the following changes.

14.     For international travel of more than eight hours, people have two options:

·         Fly economy class (with the option to travel a day earlier and stay overnight if required)

·         Apply to the Chief Executive to travel premium economy class if the person must work immediately or there is a health concern.

15.    Council will not fund first class or business class travel.

 

A division was called for, voting on which was as follows:

For

Cr C Casey

Cr E Collins

Cr M Lee

Cr D Newman

Cr G Sayers

Cr S Stewart

Cr W Walker

Cr J Watson

Against

Cr J Bartley

Deputy Mayor BC Cashmore

Cr R Clow

Cr L Cooper

Cr A Filipaina

Mayor P Goff

Cr R Hills

Cr P Hulse

Cr J Walker

Abstained

 

The motion was declared lost by 8 votes to 9.

 

 

 

The substantive motion was put.

 

 

 

Resolution number GB/2018/46

MOVED by Mayor P Goff, seconded by Deputy Mayor BC Cashmore:  

That the Governing Body:

a)      note the Auckland Council initiative to develop Our Charter for council staff and a group approach to behavioural policies

b)      endorse the Auckland Council Group money and assets/sensitive expenditure policy (principles and standards).

CARRIED

 

Note:   Pursuant to Standing Order 1.8.6, the following councilors requested that their dissenting vote be recorded against clause b):

·         Cr C Casey

·         Cr E Collins

·         Cr M Lee

·         Cr D Newman

·         Cr G Sayers

·         Cr S Stewart

·         Cr W Walker

·         Cr J Watson

 

 

 

13

2018 Local Government New Zealand Conference and Annual General Meeting

 

Cr E Collins left the meeting at 12.00 pm.

Note:   Clauses b) and d) were amended with the agreement of the meeting.

The motion was put in parts.

 

Resolution number GB/2018/47

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

a)      appoint the Mayor as the Auckland Council presiding delegate to the Local Government New Zealand Annual General Meeting.

CARRIED

 

Cr E Collins returned to the meeting at 12.09 pm.

 

Resolution number GB/2018/48

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

b)      appoint the Deputy Mayor B Cashmore, Cr P Hulse and a local board member, as referenced in clause c), as delegates to the Local Government New Zealand Annual General Meeting.

CARRIED

 

 

 

 

 

Resolution number GB/2018/49

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

c)      invite local boards, through the chairs, to choose a delegate to the Local Government New Zealand Annual General Meeting.

CARRIED

 

 

 

 

Resolution number GB/2018/50

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

d)      approve attendance at the Local Government New Zealand conference of the Mayor and the Governing Body delegates appointed in clause b) above, along with Cr A Filipaina and Cr R Hills.

CARRIED

 

 

 

 

Resolution number GB/2018/51

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

e)      delegate to the Mayor, in the event he cannot attend the Local Government New Zealand Annual General Meeting at short notice, the ability to appoint another Governing Body member to the role of presiding delegate.

CARRIED

 

 

 

 

Resolution number GB/2018/52

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

f)       delegate to the Mayor, in the event an appointed member cannot attend the Local Government New Zealand Annual General Meeting or conference at short notice, the ability to approve the attendance of another member.

CARRIED

 

 

 

 

Resolution number GB/2018/53

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

g)      agree that when exercising the Auckland Council’s vote at the Local Government New Zealand Annual General Meeting, the delegates have the discretion to determine the Auckland Council’s position on any matter on which the Auckland Council’s position is not otherwise known.

CARRIED

 

 

 

Resolution number GB/2018/54

MOVED by Mayor P Goff, seconded by Cr R Clow:  

That the Governing Body:

h)      delegate to the Mayor the ability to act on the Auckland Council’s behalf in nominating or seconding any candidate for president or vice-president of Local Government New Zealand.

i)       note that local board members can attend the Local Government New Zealand Annual General Meeting in an advisory capacity provided their names are included on the Annual General Meeting registration form, which will be signed by the Mayor.

j)       note that local board members are offered the opportunity to attend the Local Government New Zealand conference, using their professional development budget.

CARRIED

 

 

 

 

14

Health, Safety and Wellbeing update

 

Resolution number GB/2018/55

MOVED by Mayor P Goff, seconded by Cr C Casey:  

That the Governing Body:

a)      receive the Health, Safety and Wellbeing update report.

CARRIED

 

 

 

 

15

Appointing a replacement member to the Tūpuna Maunga o Tāmaki Makaurau Authority

 

Note:   Clauses a) and b) were amended with the agreement of the meeting.

 

Resolution number GB/2018/56

MOVED by Mayor P Goff, seconded by Cr C Casey:  

That the Governing Body:

a)      agree that Cr Bartley be appointed as a replacement Governing Body member to the Tūpuna Maunga o Tāmaki Makaurau Authority.

b)      thank Cr Clow for filling in as the Governing Body member to the Tūpuna Maunga o Tāmaki Makaurau Authority and agreeing to Cr Bartley’s appointment as the permanent member.

CARRIED

 


 

 

16

Amendments to the Governing Body Terms of Reference

 

Cr W Walker left the meeting at 1.05 pm.

Note:   Changes to the original motion were incorporated under clause b) with the addition of subclauses b) i) through to b) iv), with the agreement of the meeting.

 

Resolution number GB/2018/57

MOVED by Cr R Clow, seconded by Cr P Hulse:  

That the Governing Body:

a)      note the Mayor’s changes to the committee structure

b)      adopt the amended Governing Body Terms of Reference in Attachment A of the agenda report and delegate the responsibilities, duties and powers to committees as set out in the Terms of Reference, subject to the following changes:

i)       Cr R Clow being added as a member of the Appointments, Performance Review and Value for Money Committee.

ii)      Cr M Lee being removed as a member from the Community Development and Safety Committee and being added as a member of Te Tiriti O Waitangi / Treaty of Waitangi Settlement Working Party.

iii)     Cr J Bartley being added as a member of Te Tiriti O Waitangi / Treaty of Waitangi Settlement Working Party.

iv)     Cr G Sayers being added as a member of the Community Development and Safety Committee.

CARRIED UNANIMOUSLY

 

 

 

17

New appointments to the Youth Advisory Panel

 

Resolution number GB/2018/58

MOVED by Cr E Collins, seconded by Cr C Casey:  

That the Governing Body:

a)      note the appointment process for three candidates to the Youth Advisory Panel.

b)      note that the confidential report presents the candidates’ profiles in detail.

CARRIED

 

 

 

18

Summary of Governing Body information memos and briefings - 22 March 2018

 

Resolution number GB/2018/59

MOVED by Mayor P Goff, seconded by Cr L Cooper:  

That the Governing Body:

a)      receive the Summary of Governing Body information memos and briefings – 22 March 2018.

CARRIED

 

 

 

 

 

 

19        Consideration of Extraordinary Items

 

Pursuant to Standing Order 2.4.6, the Governing Body resolved to receive a verbal update from the General Counsel and Chief Financial Officer regarding the process of the rating sale of Penny Bright’s property.

 

 

 

20        Procedural motion to exclude the public

Resolution number GB/2018/60

MOVED by Cr L Cooper, seconded by Cr E Collins:  

That the Governing Body:

a)      exclude the public from the following part(s) of the proceedings of this meeting.

The general subject 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(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

 

C1       CONFIDENTIAL:  New appointments to the Youth Advisory Panel

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

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

In particular, the report contains names of young people recommended for the Youth Advisory Panel. This information should not be made public until the governing body endorses the candidates and the Ministry of Justice criminial history checks are completed. 

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

 

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

CARRIED

 

 

 

1.17pm            The public was excluded.

 

 

 

 

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

 

 

1.20pm            The public was re-admitted.

 

 

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

CONFIDENTIAL:  New appointments to the Youth Advisory Panel

 

Resolution number GB/2018/61

MOVED by Cr E Collins, seconded by Deputy Mayor BC Cashmore:  

That the Governing Body:

Restatement

c)      agree that the appointments, report and attachments (with information on the successful candidates only) be made public once criminal history checks have been completed and successful candidates have been advised and confirmed acceptance of their appointment.

  

 

 

1.20 pm                                              The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Governing Body HELD ON

 

 

 

DATE:.........................................................................

 

 

 

CHAIRPERSON:........................................................