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, 2 August 2016 at 9.33am.

 

present

 

Chairperson

Deputy Mayor Penny Hulse

 

Deputy Chairperson

Cr Calum Penrose

 

Members

Cr Anae Arthur Anae

From 9.33am, Item 1, until 10.35am, Item 15

 

Cr Cameron Brewer

 

 

Cr Dr Cathy Casey

 

 

Member Precious Clark

From 9.36am, Item 9

 

Cr Ross Clow

From 10.40am, Item C2

 

Cr Linda Cooper, JP

 

 

Cr Chris Darby

 

 

Cr Dick Quax

 

 

Cr Penny Webster

 

 

ABSENT

 

 

Cr Denise Krum

 

 

Member Glenn Wilcox

 

 

Cr George Wood, CNZM

 

 

ALSO PRESENT

 

 

Cr Bill Cashmore

 

 

IN ATTENDANCE

 

 

Lisa Bates

Regional Facilities Auckland board member

 

Maree Laurent

Regional Facilities Auckland director

 

Gary Troup

Regional Facilities Auckland board member

 


Council Controlled Organisations Governance and Monitoring Committee

02 August 2016

 

 

 

1          Apologies

 

Cr AJ Anae entered the meeting at 9.33 am.

Resolution number COU/2016/38

MOVED by Chairperson PA Hulse, seconded by Cr MP Webster:  

That the Council Controlled Organisations Governance and Monitoring Committee:

a)         accept the apologies from Cr GS Wood for absence on council business, from Member G Wilcox for absence, from Cr R Clow and Cr DA Krum for lateness, and from Cr AJ Anae and Deputy Chairperson CM Penrose for early departure on council business.

CARRIED

 

 

2          Declaration of Interest

 

            Member P Clark declared a conflict of interest at Item C1 – Board appointments to Auckland War Memorial Museum and Museum of Transport and Technology: Recommendations Report.

 

 

3          Confirmation of Minutes

 

Resolution number COU/2016/39

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, 5 July 2016, 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

Council Controlled Organisations - 2016-2019 Statements of Intent

 

Member P Clark entered the meeting at 9.36 am.

 

A PowerPoint presentation was provided. A copy has been placed on the official minutes, and is available on the Auckland Council website as a minutes attachment.

 

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

 

Resolution number COU/2016/40

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

That the Council Controlled Organisations Governance and Monitoring Committee:

a)      agree the Auckland Tourism, Events and Economic Development Limited, and Auckland Council Investments Limited Statement of Intents for the period 1 July 2016 to 30 June 2019.

b)      agree that the chair of the Council Controlled Organisations Governance and Monitoring Committee will discuss the following amendments with the boards of the relevant CCOs:

i)          Auckland Transport - the inclusion in its 2016-2019 Statement of Intent of an increase in the targets for local board satisfaction

ii)         Panuku Development Auckland Limited - the inclusion of changes to the description of council approval for planning processes, the articulation of local board engagement in redevelopment locations, and taking a strategic perspective when undertaking rent reviews in its 2016-2019 Statement of Intent.

iii)        Regional Facilities Auckland - the inclusion of a commitment to reducing costs through shared services and to report financial information on activity that contributes to Māori outcomes in its 2016-2019 Statement of Intent.

iv)        Watercare Services Limited - the inclusion of changes to its three-year work programme table, the addition of planning for growth across the region as a strategic priority, a commitment to developing an improved measure for engagement with mana whenua, and the removal of the caveat to the commitment to act in accordance with the Auckland Council Governance Manual for Substantive Council Controlled Organisations in its 2016-2019 Statement of Intent.

c)      agree the Statements of Intent of Auckland Transport, Development Auckland Limited, Regional Facilities Auckland and Watercare Services Limited for the period 1 July 2016 to 30 June 2019, subject to the modifications and/or amendments noted in clauses b) i) to iv) being made.

d)      agree that if acceptable amendment to the relevant Statements of Intent cannot be agreed, notice be given under clause 5, schedule 8 of the Local Government Act 2002 to modify the relevant Statements of Intent by inserting an amendment that is acceptable to the governance director and Auckland Council group chief financial officer of Auckland Council.

e)      agree the Statements of Intent of Mangere Mountain Education Trust, Community Education Trust Auckland (COMET) and the Contemporary Art Foundation for the period 1 July 2016 to 30 June 2019.

CARRIED

 

 

 

Attachments

a     2 August 2016, Council Controlled Organisations Governance and Monitoring Committee, Item 9 - 2016-2019 Statements of Intent Presentation

 

 

10

Appointments to the 2016/2017 Board Intern Programme: Process Report

 

Resolution number COU/2016/41

MOVED by Deputy Chairperson CM Penrose, seconded by Member P Clark:  

That the Council Controlled Organisations Governance and Monitoring Committee:

a)      receive the outline of the appointments process for the 2016/2017 Board Intern Programme.

b)      note that candidate recommendations for the 2016/2017 Board Intern Programme are provided in a separate report in the confidential section of this agenda.

CARRIED

 

 

11

Board Appointments to Community Education Trust Auckland (COMET): Process Report

 

Resolution number COU/2016/42

MOVED by Deputy Chairperson CM Penrose, seconded by Member P Clark:  

That the Council Controlled Organisations Governance and Monitoring Committee:

a)      receive an outline of the process for appointments to the board of Community Education Trust Auckland (COMET).

b)      note that candidate recommendations to the board of Community Education Trust Auckland (COMET) are provided in a separate report in the confidential section of this agenda.

CARRIED

 

 

12

Board Appointments to Council Controlled Organisations: Process Report

 

 

 

Resolution number COU/2016/43

MOVED by Deputy Chairperson CM Penrose, seconded by Member P Clark:  

That the Council Controlled Organisations Governance and Monitoring Committee:

a)      receive the update for the 2016 Board Appointment programme for Auckland Council’s Council Controlled Organisations.

b)      note that candidate recommendations for the CCO Board Appointments are considered in a separate report in the confidential section of this agenda.

CARRIED

 


 

13

Board Appointments to Auckland War Memorial Museum and Museum of Transport and Technology: Process Report

 

Resolution number COU/2016/44

MOVED by Deputy Chairperson CM Penrose, seconded by Member P Clark:  

That the Council Controlled Organisations Governance and Monitoring Committee:

a)      receive the board process report for Auckland Council appointments to the Auckland War Memorial Museum and the Museum of Transport and Technology boards.

b)      note that candidate recommendations for the Auckland War Memorial Museum and the Museum of Transport and Technology boards are provided in a separate report in the confidential section of this agenda.

CARRIED

  

 

 

14        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.  

 

 

 

15        Procedural motion to exclude the public

Cr AJ Anae left the meeting at 10.35 am.

Resolution number COU/2016/45

MOVED by Chairperson PA Hulse, seconded by Cr MP Webster:  

That the Council Controlled Organisations Governance and Monitoring Committee:

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

b)      agree that Maree Laurent, Director – People and Culture, and Lisa Bates and Gary Troup, board members, Regional Facilities Auckland Limited, be permitted to remain for Confidential Item C1: Board appointments to Auckland War Memorial Museum and Museum of Transport and Technology: Recommendations Report, after the public has been excluded, because of their knowledge of the item, which will help the Council Controlled Organisations Governance and Monitoring Committee in its decision-making.

c)      agree that Amy Tea and Christien Winter, Sheffield Limited, be permitted to remain for Confidential Item C2: Board Appointments to Council Controlled Organisations: Recommendations Report, after the public has been excluded, because of their knowledge of the item, which will help the Council Controlled Organisations Governance and Monitoring Committee 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       Board appointments to Auckland War Memorial Museum and Museum of Transport and Technology: Recommendations Report

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 private information about candidates applying for appointment / reappointment to the boards of Auckland War Memorial Museum and Museum of Transport and Technology.

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.

 

C2       Board Appointments to Council Controlled Organisations: Recommendations Report

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 private information about candidates being appointed to Auckland Council's Council Controlled Organisations.

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.

 

C3       Appointments to the 2016/2017 Board Intern Programme: Recommendations Report

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 private information about candidates to the 2016/17 Board Intern Programme.

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.

 

 

 

 

C4       Board Appointments to Community Education Trust Auckland (COMET): Recommendations Report

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 private information about candidates to the position of trustee on the Community Education Trust Auckland (COMET).

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.

 

C5       Board Appointment : Tamaki Redevelopment Company Limited

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 personal and private information about potential directors.

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

 

10.35am          The public was excluded.

 

11.08am          The public was re-admitted.

 

restatementS

 

It was resolved while the public was excluded:

 

C1

Board appointments to Auckland War Memorial Museum and Museum of Transport and Technology: Recommendations Report

 

Resolution number COU/2016/46

MOVED by Cr LA Cooper, seconded by Deputy Chairperson CM Penrose:  

That the Council Controlled Organisations Governance and Monitoring Committee:

c)      agree that the decision will remain confidential until the appointment process is complete, and the agenda and report and attachments will remain confidential.

 

C2

Board Appointments to Council Controlled Organisations: Recommendations Report

 

Resolution number COU/2016/49

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

That the Council Controlled Organisations Governance and Monitoring Committee:

d)         agree that decisions will remain confidential until the appointment process is complete, and the agenda and report and attachments remain confidential.

 

C3

Appointments to the 2016/2017 Board Intern Programme: Recommendations Report

 

Resolution number COU/2016/50

MOVED by Member P Clark, seconded by Cr MP Webster:  

That the Council Controlled Organisations Governance and Monitoring Committee:

b)      agree that the report and attachments will remain confidential, but clause a) can be made publicly available once candidates have been notified.

 

C4

Board Appointments to Community Education Trust Auckland (COMET): Recommendations Report

 

Resolution number COU/2016/51

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

That the Council Controlled Organisations Governance and Monitoring Committee:

f)       agree that the report and attachments remain confidential, but clauses a) to e) can be made publicly available once candidates have been notified.

 

C5

Board Appointment : Tamaki Redevelopment Company Limited

 

Resolution number COU/2016/52

MOVED by Cr LA Cooper, seconded by Deputy Chairperson CM Penrose:  

That the Council Controlled Organisations Governance and Monitoring Committee:

c)      agree that resolution a) will remain confidential until the appointment process is complete, and that the agenda report, attachment, and resolution b) will remain confidential.

  

11.08 am                                            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:........................................................