Minutes of Governing Body

Tira Kāwana / Governing Body

OPEN MINUTES

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.

present

Mayor	Hon Phil Goff, CNZM, JP
Deputy Mayor	Deputy Mayor Cr Bill Cashmore
Councillors	Cr Dr Cathy Casey
	Cr Ross Clow	From 10.18am, Item C1
	Cr Fa’anana Efeso Collins
	Cr Linda Cooper, JP
	Cr Richard Hills	From 9.39am, Item 1
	Cr Penny Hulse
	Cr Mike Lee
	Cr Daniel Newman, JP
	Cr Greg Sayers
	Cr Sharon Stewart, QSM
	Cr Sir John Walker, KNZM, CBE	From 9.49am, Item 12
	Cr Wayne Walker
	Cr John Watson
	Cr Paul Young

ABSENT

		Cr Josephine Bartley
		Cr Chris Darby
		Cr Alf Filipaina
	Cr Hon Christine Fletcher, QSO
		Cr Desley Simpson

Governing Body

27 June 2019

1 Affirmation

His Worship the Mayor read the affirmation.

Cr R Hills joined the meeting at 9.39am.

2 Apologies

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.

CARRIED

Note: An apology was subsequently received from Cr Clow for lateness.

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

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.

CARRIED

5 Petitions

There were no petitions.

6 Public Input

There was no public input.

7 Local Board Input

There was no local board input.

8 Extraordinary Business

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.

Recommendation from Appointments, Performance Review and Value for Money Committee - Value for Money Finance Review

Cr D Newman returned to the meeting at 10.04am.

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.

CARRIED

Summary of Governing Body information memoranda and briefings - 27 June 2019 including the Forward Work Programme

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.

CARRIED

Summary of Confidential Decisions and related information released into Open

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.

CARRIED

13 Procedural motion to exclude the public

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

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)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

In particular, the report contains commercially sensitive information. The disclosure of this information would compromise City Rail Link Limited's negotiating position.

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

10.11am 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:

City Rail Link Limited Shareholder approval of major transaction

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:........................................................