I hereby give notice that an ordinary meeting of the Council Controlled Organisations
Governance and Monitoring Committee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Tuesday, 2
June 2015
10.00am
Rooms 1 and
2, Level 26
135 Albert Street
Auckland
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Council Controlled Organisations
Governance and Monitoring Committee
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Deputy Mayor Penny Hulse
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Deputy Chairperson
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Cr Calum Penrose
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Members
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Cr Anae Arthur Anae
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Cr Cameron Brewer
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Cr Dr Cathy Casey
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Member Precious Clark
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Cr Ross Clow
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Cr Linda Cooper, JP
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Cr Chris Darby
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Cr Denise Krum
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Cr Dick Quax
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Cr Penny Webster
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Member Glenn Wilcox
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Cr George Wood, CNZM
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Ex-officio
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Mayor Len Brown, JP
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(Quorum 7 members)
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Jaimee Maha
Democracy Advisor
26 May 2015
Contact Telephone: (09) 890 8126
Email: jaimee.maha@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Responsibilities
The committee will undertake the Auckland Council’s
responsibilities for CCOs through:
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Setting policy relating to CCO governance
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Director appointments
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Approving SOIs
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Monitoring performance
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The committee will also have responsibility for the over sight
of, and making appointments to, Council Organisations and exempt CCOs and COs
Powers
(i) All powers necessary to perform the committee’s
responsibilities.
Except:
(a) powers that the Governing Body cannot delegate
or has retained to itself (see Governing Body responsibilities)
(b) where the committee’s
responsibility is limited to making a recommendation only
(ii) Power to establish subcommittees.
EXCLUSION OF THE PUBLIC – WHO
NEEDS TO LEAVE THE MEETING
Members of the public
All members of the public must
leave the meeting when the public are excluded unless a resolution is passed
permitting a person to remain because their knowledge will assist the meeting.
Those who are not members of
the public
General principles
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Access to confidential information is managed on a “need to know”
basis where access to the information is required in order for a person to
perform their role.
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Those who are not members of the meeting (see list below) must
leave unless it is necessary for them to remain and hear the debate in order to
perform their role.
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Those who need to be present for one confidential item can remain
only for that item and must leave the room for any other confidential items.
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In any case of doubt, the ruling of the chairperson is final.
Members of the meeting
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The members of the meeting remain (all Governing Body members if
the meeting is a Governing Body meeting; all members of the committee if the
meeting is a committee meeting).
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However, standing orders require that a councillor who has a
pecuniary conflict of interest leave the room.
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All councillors have the right to attend any meeting of a
committee and councillors who are not members of a committee may remain,
subject to any limitations in standing orders.
Staff
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All staff supporting the meeting (administrative, senior
management) remain.
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Only staff who need to because of their role may remain.
Local Board members
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Local Board members who need to hear the matter being discussed
in order to perform their role may remain. This will usually be if the matter
affects, or is relevant to, a particular Local Board area.
IMSB
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Members of the IMSB who are appointed members of the meeting
remain.
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Other IMSB members and IMSB staff remain if this is necessary in
order for them to perform their role.
CCOs
Representatives
of a CCO can remain only if required to for discussion of a matter relevant to
the CCO.
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Council
Controlled Organisations Governance and Monitoring Committee
02 June 2015
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ITEM TABLE OF
CONTENTS PAGE
1 Apologies 7
2 Declaration of Interest 7
3 Confirmation of Minutes 7
4 Petitions 7
5 Public Input 7
6 Local Board Input 7
7 Extraordinary Business 7
8 Notices of Motion 8
9 Voting at Civic Assurance Annual General Meeting 9
10 Changes to the draft LTP 2015-2025 Performance Measures and
Targets for Transport Theme
This report was not available at the time the agenda was compiled,
and will be distributed under an addendum agenda.
11 Consideration of Extraordinary Items
PUBLIC EXCLUDED
12 Procedural Motion to Exclude the Public 11
C1 Appointments to a legacy CCO and council organisations 11
C2 Auckland Council Council Controlled Organisations (CCOs) and
Tamaki Redevelopment Company Limited : Board Appointments 11
At the close of the agenda no apologies had been received.
2 Declaration of Interest
Members are reminded of the need to be vigilant to stand aside from
decision making when a conflict arises between their role as a member and any
private or other external interest they might have.
3 Confirmation of Minutes
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That the Council Controlled Organisations Governance and
Monitoring Committee:
a)
confirm the ordinary minutes of its meeting,
held on Tuesday, 12 May 2015, including the
confidential section, as a true and correct record.
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4 Petitions
At the close of the agenda no requests to present petitions had been
received.
5 Public Input
Standing Order 3.21 provides for Public Input. Applications to
speak must be made to the Committee Secretary, in writing, no later than two
(2) working days prior to the meeting and must include the subject matter.
The meeting Chairperson has the discretion to decline any application that does
not meet the requirements of Standing Orders. A maximum of thirty (30)
minutes is allocated to the period for public input with five (5)
minutes speaking time for each speaker.
At the close of the agenda no requests for public input had been
received.
6 Local Board Input
Standing Order 3.22 provides for Local Board Input. The Chairperson
(or nominee of that Chairperson) is entitled to speak for up to five (5)
minutes during this time. The Chairperson of the Local Board (or nominee of
that Chairperson) shall wherever practical, give two (2) days notice of
their wish to speak. The meeting Chairperson has the discretion to decline any
application that does not meet the requirements of Standing Orders.
This right is in addition to the right under Standing Order 3.9.14
to speak to matters on the agenda.
At the close of the agenda no requests for local board input had
been received.
7 Extraordinary Business
Section 46A(7) of the Local Government Official Information and
Meetings Act 1987 (as amended) states:
“An item that is not on the agenda for a meeting may be dealt with
at that meeting if-
(a) The local authority by resolution so
decides; and
(b) The presiding member explains at the
meeting, at a time when it is open to the public,-
(i) The reason why the item is not on the agenda; and
(ii) The reason why the discussion of the item
cannot be delayed until a subsequent meeting.”
Section 46A(7A) of the Local Government Official Information and
Meetings Act 1987 (as amended) states:
“Where an item is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting
if-
(i) That item is a minor matter relating to
the general business of the local authority; and
(ii) the presiding member explains at the
beginning of the meeting, at a time when it is open to the public, that the
item will be discussed at the meeting; but
(b) no resolution, decision or recommendation
may be made in respect of that item except to refer that item to a subsequent
meeting of the local authority for further discussion.”
8 Notices of Motion
At the close of the agenda no requests for notices of motion had
been received.
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Council
Controlled Organisations Governance and Monitoring Committee
02 June 2015
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Voting at Civic
Assurance Annual General Meeting
File No.: CP2015/09468
Purpose
1. To delegate
to the Chief Financial Officer the power to vote or direct a proxy at the
Annual General Meeting of the New Zealand Local Government Insurance
Corporation Limited (trading as Civic Assurance) to be held on Thursday 18 June
2015 and at all future Annual General Meetings.
Executive summary
2. Civic
Assurance are to hold an Annual General Meeting on Thursday 18 June 2015 to
consider passing resolutions relating to the adoption of the Annual Report, the
appointment of directors and the appointment and remuneration of the auditor.
3. Auckland
Council’s Chief Financial Officer intends to support the resolutions.
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Recommendation/s
That the Council
Controlled Organisations Governance and Monitoring Committee:
a) delegate to
the Chief Financial Officer the power to vote or direct a proxy at the
Special General Meeting of the New Zealand Local Government Insurance
Corporation Limited (trading as Civic Assurance) to be held on Thursday 18
June 2015 and at future Annual General Meetings.
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Comments
4. The New
Zealand Local Government Insurance Corporation trading as Civic Assurance
(“Civic”) was established in April 1961 as a local-government owned insurance
and financial services company, and with 67 out of 78 councils in New Zealand
as shareholders. Auckland Council is the largest shareholder with a 19.9 per
cent shareholding (2,195,042 shares), as at 31 December 2014.
5. The proposed
resolutions are standard in nature and involve:
· receiving the Annual Report for the year
ended 31 December 2014;
· approving the re-appointment of Messrs
JB Melville and BJ Morrison as directors; and
· recording the appointment and
remuneration of the auditors.
6. Civic made a
before-tax profit of $1.099 million in 2014 after four years of losses.
7. The losses in
2010-13 were a direct result of the 2010-11 Canterbury earthquakes.
8. Civic’s
claims paying ability rating as at 1 May 2015 from AM Best remains at B+ (good)
with a negative outlook.
9. Messrs JB
Melville and BJ Morrison are both current directors who are due to retire from
office by rotation but have offered themselves for re-election.
10. The
Auditor-General has appointed Mr D Shadwell of Deloitte to undertake the audit.
11. Auckland
Council’s Chief Financial Officer intends to support the resolutions.
Consideration
Local board views and implications
12. Local boards
were not consulted on this report as a region-wide issue and not specific to a
particular local board.
Māori impact statement
13. The decision
to delegate to the Chief Financial Officer the power to vote or direct a proxy
is not a significant decision for Maori.
Implementation
14. No
implementation issues have been identified.
Attachments
There are no
attachments for this report.
Signatories
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Authors
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John Bishop - Treasurer and
Manager CCO Governance & External Partnerships
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Authorisers
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Sue Tindal - Chief Financial
Officer
Stephen Town - Chief Executive
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Council
Controlled Organisations Governance and Monitoring Committee
02 June 2015
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Exclusion of the Public: Local
Government Official Information and Meetings Act 1987
That the Council Controlled Organisations Governance
and Monitoring Committee:
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 Appointments to a legacy CCO and
council organisations
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Reason for passing this
resolution in relation to each matter
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Particular interest(s)
protected (where applicable)
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Ground(s) under section 48(1)
for the passing of this resolution
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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.
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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 specific information about potential board appointments for a legacy
council controlled organisation (COMET).
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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.
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C2 Auckland Council Council Controlled
Organisations (CCOs) and Tamaki Redevelopment Company Limited : Board
Appointments
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Reason for passing this
resolution in relation to each matter
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Particular interest(s)
protected (where applicable)
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Ground(s) under section 48(1)
for the passing of this resolution
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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.
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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 information about the privacy of individuals who have applied for
director vacancies on Auckland Council's Council Controlled Organisations
(CCOs) and Tamaki Redevelopment Company Limited.
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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.
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