Tira Kāwana / Governing Body
OPEN MINUTES
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Minutes of a meeting of the Governing Body held in the Reception Lounge, Auckland Town Hall, 301-305 Queen Street, Auckland on Thursday, 27 June 2019 at 9.39am.
Mayor |
Hon Phil Goff, CNZM, JP |
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Deputy Mayor |
Deputy Mayor Cr Bill Cashmore |
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Councillors |
Cr Dr Cathy Casey |
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Cr Ross Clow |
From 10.18am, Item C1 |
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Cr Fa’anana Efeso Collins |
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Cr Linda Cooper, JP |
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Cr Richard Hills |
From 9.39am, Item 1 |
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Cr Penny Hulse |
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Cr Mike Lee |
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Cr Daniel Newman, JP |
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Cr Greg Sayers |
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Cr Sharon Stewart, QSM |
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Cr Sir John Walker, KNZM, CBE |
From 9.49am, Item 12 |
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Cr Wayne Walker |
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Cr John Watson |
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Cr Paul Young |
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ABSENT
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Cr Josephine Bartley |
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Cr Chris Darby |
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Cr Alf Filipaina |
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Cr Hon Christine Fletcher, QSO |
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Cr Desley Simpson |
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Governing Body 27 June 2019 |
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His Worship the Mayor read the affirmation.
Cr R Hills joined the meeting at 9.39am.
Resolution number GB/2019/58 MOVED by Mayor P Goff, seconded by Cr R Hills: That the Governing Body: a) accept the apology from Cr D Simpson for absence on council business; Cr J Bartley, Cr C Darby and Cr A Filipaina for absence; and Cr C Casey for early departure. |
Note: An apology was subsequently received from Cr Clow for lateness. |
There were no declarations of interest.
Resolution number GB/2019/59 MOVED by Mayor P Goff, seconded by Cr L Cooper: That the Governing Body: a) confirm the ordinary minutes of its meeting, held on Thursday, 30 May 2019, including the confidential section and the extraordinary minutes of its meeting, held on Thursday, 20 June 2019, as a true and correct record. |
There were no petitions.
There was no public input.
There was no local board input.
Pursuant to Standing Order 2.4.6, the meeting agreed to receive an update on the Freedom Camping Bylaw at Item 12 – Consideration of Extraordinary Items.
The Chairperson accorded precedence to Item 12, at this point.
12 Consideration of Extraordinary Items
Pursuant to Standing Order 2.4.6, the Governing Body agreed to receive a verbal update on the following topic:
· Freedom Camping Bylaw
Cr D Newman left the meeting at 9.47am.
Cr Sir J Walker joined the meeting at 9.49am.
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Recommendation from Appointments, Performance Review and Value for Money Committee - Value for Money Finance Review |
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Cr D Newman returned to the meeting at 10.04am. |
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Resolution number GB/2019/60 MOVED by Mayor P Goff, seconded by Deputy Mayor BC Cashmore: That the Governing Body: a) request that council’s chief executive collaborate with the chief executives of the council-controlled organisations to: i) develop and implement a shared services strategy and operating model for all back-office services including: A) key guiding principles B) the appropriate operating model to deliver efficient and effective shared services C) establishing the appropriate shared service governance structure and decision-making principles with appropriate sponsorship and representation from all Group organisations D) establishing a mandate to use in future Council Controlled Organisations Statements of Intent and in council policies E) assess the potential future efficiency and productivity benefits that increased use of robotics and AI and how the Group may collectively leverage these benefits ii) design and implement a strategy for the management of Group financial information: A) determining the key information that is required in the Group plan to report cycle, for each Long-term Plan as part of a three-year planning calendar B) including principles for how the information is collected, accessed and used C) establishing appropriate data governance and controls D) develop a business case for implementing the strategy including the selection of appropriate technology solutions and roadmap for future improvements E) determine the appropriate analytical tools for self-service capability for staff iii) simplify planning and reporting process by: A) introducing a new planning and reporting framework aligned to Long-term Plan, annual budgeting and planning cycles and corporate strategy B) ensuring all business performance reporting is driven on an exception basis by eliminating duplicated reporting effort C) moving corporate reporting requirements to quarterly and on an exception basis D) creating an embedded, enterprise wide Commercial and Finance team servicing the business through a single channel E) simplifying the chart of accounts and controls around future changes. |
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Summary of Governing Body information memoranda and briefings - 27 June 2019 including the Forward Work Programme |
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Resolution number GB/2019/61 MOVED by Mayor P Goff, seconded by Cr G Sayers: That the Governing Body: a) note the progress on the forward work programme appended as Attachment A of the agenda report b) receive the Summary of Governing Body information memoranda and briefings – 27 June 2019. |
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Summary of Confidential Decisions and related information released into Open |
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Resolution number GB/2019/62 MOVED by Mayor P Goff, seconded by Cr G Sayers: That the Governing Body: a) note the confidential decisions and related information that are now publicly available. |
Resolution number GB/2019/63 MOVED by Mayor P Goff, seconded by Deputy Mayor BC Cashmore: 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 City Rail Link Limited Shareholder approval of major transaction
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. |
10.11am 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.
10.44am The public was re-admitted.
restatementS
It was resolved while the public was excluded:
C1 |
City Rail Link Limited Shareholder approval of major transaction |
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Resolution number GB/2019/64 MOVED by Mayor P Goff, seconded by Deputy Mayor BC Cashmore: That the Governing Body: a) grant shareholder approval to City Rail Link Limited to enter into the C3 Project Alliance Agreement, which will constitute a major transaction under the Companies Act 1993 and a material contract under the Project Delivery Agreement. b) note that approval in clause a) is conditional on shareholders’ satisfaction that there is appropriate insurance arrangements in place and on staff’s confirmation to the Chief Executive that the final C3 Project Alliance Agreement contract form, including final forms of the C3 Agreements are satisfactory. c) delegate to the Auckland Council chief executive to sign any shareholder resolutions and other documents necessary to give effect to clause a). d) delegate to Auckland Council’s chief executive to approve the variation to the C3 Project Alliance Agreement to incorporate the C5/C7 packages, should approval be required during the period from the commencement of the term of office of new members following the election until the inaugural meeting of the Governing Body, and subject to it meeting the requirements as set out in the Project Delivery Agreement and agreed budget, as relevant. e) if approval is required, delegate to the Auckland Council chief executive to sign a shareholder resolution as a major transaction under the Companies Act and approve the variation as a material contract under the Project Delivery Agreement and sign such other documents as are necessary to give effect to clause d). f) agree to fund Auckland Transport for fair and reasonable costs and liabilities in relation to the City Rail Link project, to the extent that these costs and liabilities relate to the agreed project and are not otherwise funded by City Rail Link Limited, and that this commitment will be provided for in the council’s long-term plan 2021-2031. g) request City Rail Link Limited to report to the Council (via the appropriate committee of the whole), at least on a quarterly basis, to update the Council on the progress of the City Rail Link project. Restatement h) agree that clauses a) to g) be restated in the open minutes. i) agree that the report and attachments will remain confidential until the reason for confidentiality no longer exists. |
10.44am 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:........................................................