Governing Body

OPEN MINUTES

Minutes of an extraordinary meeting of the Governing Body held in the Reception Lounge, Auckland Town Hall, 301-305 Queen Street, Auckland on Thursday, 7 November 2013 at 10.00am.

present

Mayor	Len Brown, JP
Deputy Mayor	Penny Hulse
Councillors	Cr Anae Arthur Anae
	Cr Cameron Brewer
	Cr Dr Cathy Casey
	Cr Bill Cashmore
	Cr Ross Clow
	Cr Linda Cooper, JP
	Cr Chris Darby
	Cr Alf Filipaina
	Cr Hon Chris Fletcher, QSO
	Cr Denise Krum
	Cr Mike Lee	Until 2.19pm, Item 11
	Cr Calum Penrose
	Cr Dick Quax	Until 1.58pm, Item C1
	Cr Sharon Stewart, QSM
	Cr Sir John Walker, KNZM, CBE	From 10.17am, Item 6.1
	Cr Wayne Walker
	Cr John Watson	From 10.09am, Item 5
	Cr Penny Webster

APOLOGIES

Cr George Wood

For absence

Governing Body 07 November 2013

1          Affirmation

His Worship the Mayor read the affirmation.

2          Apologies

Resolution number GB/2013/129

MOVED by Mayor LCM Brown, seconded by Cr WB Cashmore:

That the Governing Body:

a)      accept the apology from Cr George Wood for absence.

CARRIED

3          Declaration of Interest

There were no declarations of interest.

4 Acknowledgements

The meeting acknowledged the passing of Patricia Hayden Gribble.

The Mayor acknowledged the passing of Peter Fatialofa and a moment of silence was observed.

5 Petitions

There were no petitions.

Cr J Watson entered the meeting at 10:09 am.

6 Public Input

6.2	Penny Bright
	Ms Bright tabled written information in support of her presentation. A copy has been placed on the official copy of the minutes and will be available on the Auckland Council website as an attachment to the minutes.
	Penny Bright addressed the meeting regarding various issues.
	Attachments a     Tabled information

 Cr JG Walker entered the meeting at 10:17 am.

6.1	Lisa Prager – Spokesperson, Westmere Heritage Protection Association
	Lisa Prager addressed the meeting regarding various issues.
	Resolution number GB/2013/130 MOVED by Mayor LCM Brown, seconded by Cr CM Casey: That the Governing Body: a)      receive the public input submissions. CARRIED

7 Local Board Input

There was no local board input.

8 Extraordinary Business

There was no extraordinary business.

9 Notices of Motion

There were no notices of motion.

10	Annual Plan 2014/2015 - Mayoral Proposal
	His Worship the Mayor tabled his Annual Plan 2014/2015 – Mayoral Proposal and a PowerPoint presentation was provided. Copies have been placed on the official copy of the minutes and will be available on the Auckland Council website as an attachment to the minutes.
	Resolution number GB/2013/131 MOVED by Mayor LCM Brown, seconded by Cr MP Webster: That the Governing Body: a)      receive the Annual Plan 2014/2015 – Mayoral Proposal report. CARRIED
	Attachments a     Annual Plan 2014-2015 - Mayoral Proposal report b     Attachments to Mayoral Proposal Report c    PowerPoint Presentation

11.58am          The meeting was adjourned.

12.36pm          The meeting reconvened.      

15        Procedural motion to exclude the public

MOVED by Mayor LCM Brown, seconded by Deputy Mayor PA Hulse:  

That the Governing Body:

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

b)      agree that Ian Taylor of Sheffield Recruiting be permitted to remain for Confidential Item C1: Appointment of Auckland Council Chief Executive after the public has been excluded, because of their knowledge of the recruitment process, which will help the Governing Body in its decision-making.

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       Appointment of Auckland Council Chief Executive

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, to enable the Governing Body to discuss candidates and to protect the identity of applicants.	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.

12.38pm          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.

Cr D Quax left the meeting at 1.58pm

2.00pm            The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1	Appointment of Auckland Council Chief Executive
	That the Governing Body: i)        agree that the report and decisions remain confidential.

11	Committee Terms of Reference (TOR)
	MOVED by Mayor LCM Brown, seconded by Cr JG Walker: That the Governing Body receive the report.
	Deputy Mayor PA Hulse moved an amendment to the original recommendation as follows: MOVED by Deputy Mayor PA Hulse, seconded by Cr LA Cooper: That the Governing Body: d)       agree that the TOR for the Environment, Climate Change and Natural Heritage Committee be amended to adjust the Areas of Activity with regard to the Implementation of the Waste Management and Minimisation to read: “The environmental and climate change impacts of waste management” and that “The implementation of the Waste Management and Minimisation plan” be included in the delegations for the parent committee – Regional Strategy and Policy Committee. The amendment was put and declared carried.
	Further amendments were incorporated into clause a) and the Mayor put the substantive motion. A document showing the amendments to the TOR for the Infrastructure Committee has been placed on the official copy of the minutes and will be available on the Auckland Council website as an attachment to the minutes.
	Resolution number GB/2013/132 MOVED by Mayor LCM Brown, seconded by Cr WB Cashmore: That the Governing Body: a)      adopt the Terms of Reference for Committees as contained in Attachment A to the agenda report, including the following amendments made at the meeting: · that the CEO Review Committee meet monthly rather than quarterly · that the Physical Infrastructure Committee be called the Infrastructure Committee · incorporate changes to the TOR for the Infrastructure Committee · that the Urban and Rural Development Committee be called the Auckland Development Committee · that the Community Development, Safety and Social Infrastructure Committee be called the Community Development and Safety Committee · that the Long Term and Annual Plan Committee be called the Budget Committee · that the Economy – Rural and Urban Committee be called the Economic Development Committee · that the Finance and Organisational Performance Committee be called the Finance and Performance Committee           and noting that terms of reference relating to panels are yet to be completed. b)      authorise the Manager Democracy Services to update the terms of reference with additional terms relating to Panels once these are determined by the Governing Body and to keep up to date information relating to membership should this change.  c)      appoint a small working party of councilors, comprising of Cr CM Casey, Cr C Darby and Cr MP Webster to work with officers to review and report back on the standing orders relating to Reporting Committees and, with the participation of local boards, review standing orders generally. d)       agree that the TOR for the Environment, Climate Change and Natural Heritage Committee be amended to adjust the Areas of Activity with regard to the Implementation of the Waste Management and Minimisation to read: “The environmental and climate change impacts of waste management” and that “The implementation of the Waste Management and Minimisation plan” be included in the delegations for the parent committee – Regional Strategy and Policy Committee. CARRIED
	Attachments a     Amendments to the Infrastructure Committee

Cr ME Lee left the meeting at 02:19 pm.

12	Membership of committees
	The meeting agreed to defer the Membership of committees report to the 14 November Governing Body meeting.

13	Meeting schedule - November, December 2013
	An amended Attachment A was tabled at the meeting. A copy has been placed on the official copy of the minutes and will be available on the Auckland Council website as an attachment to the minutes.
	Resolution number GB/2013/133 MOVED by Mayor LCM Brown, seconded by Deputy Mayor PA Hulse: That the Governing Body: a)      approve the schedule of meetings for November and December 2013 as contained in amended Attachment A, tabled at the meeting. b)      delegate to the Manager Democracy Services the authority to make amendments and additions to the schedule, subject to consultation with the chair of any affected committee. CARRIED
	Attachments a     Amended Attachment A -schedule of meetings

14        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

2.23 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:........................................................