Council Controlled Organisations Governance and Monitoring Committee

OPEN MINUTES

Minutes of a meeting of the Council Controlled Organisations Governance and Monitoring Committee held in Room 1, Level 26, 135 Albert Street, Auckland on Tuesday, 3 November 2015 at 9.39am.

present

Chairperson	Cr Penny Hulse
Deputy Chairperson	Cr Calum Penrose
Members	Cr Cameron Brewer
	Cr Dr Cathy Casey
	Member Precious Clark
	Cr Chris Darby
	Cr Denise Krum
	Cr Dick Quax
	Member Glenn Wilcox
	Cr George Wood, CNZM
Ex-Officio	Mayor Len Brown, JP

ABSENT

Cr Anae Arthur Anae

Cr Ross Clow

Cr Linda Cooper

Cr Penny Webster

ALSO PRESENT

Cr Bill Cashmore

Council Controlled Organisations Governance and Monitoring Committee 03 November 2015

1          Apologies

Resolution number COU/2015/85

MOVED by Chairperson PA Hulse, seconded by Cr CE Brewer:

That the Council Controlled Organisations Governance and Monitoring Committee:

a) accept the apologies from Crs AJ Anae and LA Cooper for absence.

CARRIED

2          Declaration of Interest

There were no declarations of interest.

3          Confirmation of Minutes

Resolution number COU/2015/86

MOVED by Chairperson PA Hulse, seconded by Deputy Chairperson CM Penrose:

That the Council Controlled Organisations Governance and Monitoring Committee:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 6 October 2015, including the confidential section, as a true and correct record.

CARRIED

4 Petitions

There were no petitions.

5 Public Input

There was no public input.

6 Local Board Input

There was no local board input.

7 Extraordinary Business

There was no extraordinary business.

8 Notices of Motion

There were no notices of motion.

9	The process for Governing Body input into Council-Controlled Organisation public consultations
	Note:   Clause b) was incorporated into the motion, with the agreement of the meeting.
	Resolution number COU/2015/87 MOVED by Deputy Chairperson CM Penrose, seconded by Cr C Darby: That the Council Controlled Organisations Governance and Monitoring Committee: a)      receive advice from staff regarding processes for governing body input into Council-controlled Organisation (CCO) consultations. b)      note that Auckland Transport has consulted with local boards, as required in Council’s Significance and Engagement Policy, on the proposed new berm planting guidelines as this relates to the local place making role of local boards. CARRIED
	Note:   Pursuant to Standing Order 1.8.6,  Cr CM Casey requested that her dissenting vote be recorded.

10

Substantive Council Controlled Organisations (CCOs) and Tāmaki Redevelopment Company Limited (TRC) : Shareholders' Annual General Meeting

Resolution number COU/2015/88 MOVED by Cr DA Krum, seconded by Cr GS Wood: a)      agree that Deputy Mayor Penny Hulse, as chair of the Council Controlled Organisations Governance and Monitoring Committee, be authorised as Auckland Council’s shareholder representative to execute a written resolution in lieu of the annual shareholders meeting for the following companies: i)       Auckland Council Investments Limited ii)      Auckland Tourism, Events and Economic Development Limited iii)     Regional Facilities Auckland Limited iv)     Watercare Services Limited v)      Panuku Development Auckland Limited. b)      agree that Deputy Mayor Penny Hulse be authorised to notify the Council Controlled Organisations to give effect to resolution a) above. c)      agree that Deputy Mayor Penny Hulse, as chair of the Council Controlled Organisations Governance and Monitoring  Committee, be authorised by Auckland Council as its representative of the jointly owned company Tāmaki Redevelopment Company Limited to: (i)    execute a written shareholders resolution in lieu of an annual meeting of the shareholder; or (ii)   vote on Auckland Council’s behalf at an Annual General Meeting of the Company; or (iii)  execute a proxy form on behalf of Auckland Council.  d)         agree that Deputy Mayor Penny Hulse be authorised to notify the Tamaki             Redevelopment Company Limited of resolution c) above, as required. CARRIED

11        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

12        Procedural motion to exclude the public

Resolution number COU/2015/89

MOVED by Chairperson PA Hulse, seconded by Cr C Darby:

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       Board Appointments : Tamaki Redevelopment Company Limited (TRC)

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 specific information about potential board appointments for Tamaki Redevelopment Company Limited.	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

9.54am            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.

10.00am          The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1	Board Appointments : Tamaki Redevelopment Company Limited (TRC)
	Resolution number COU/2015/90 MOVED by Cr DA Krum, seconded by Member G Wilcox: That the Council Controlled Organisations Governance and Monitoring Committee: b)      agree that this decision only be made publically available once the candidate is notified and a joint media statement is released.

10.00am                                             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 Council Controlled Organisations Governance and Monitoring Committee HELD ON

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

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