Kōmiti Aromātai Whakahaere Kaupapa Kei Raro
I Te Maru O te Kaunihera /

Council Controlled Organisation Oversight Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Council Controlled Organisation Oversight Committee held in Room 1, Level 26, 135 Albert St, Auckland on Tuesday, 18 February 2020 at 12.22pm.

 

present

 

Chairperson

Deputy Mayor Cr Bill Cashmore

 

Deputy Chairperson

Cr Angela Dalton

 

Members

Cr Josephine Bartley

 

 

Cr Dr Cathy Casey

From 12.24pm, Item 8

Until 1.14pm, Item 9

 

Cr Fa’anana Efeso Collins

 

 

Cr Pippa Coom

From 12.24pm, Item 8

 

Cr Linda Cooper, JP

 

 

Cr Chris Darby

 

 

Cr Alf Filipaina

From 12.24pm, Item 8

 

Cr Christine Fletcher, QSO

 

 

Mayor Hon Phil Goff, CNZM, JP

 

 

IMSB Member Hon Tau Henare

 

 

Cr Shane Henderson

Until 1.04pm, Item 8

 

Cr Richard Hills

 

 

Cr Tracy Mulholland

Until 12.57pm, Item 8

 

Cr Daniel Newman, JP

 

 

Cr Greg Sayers

From 12.27pm, Item 8

 

Cr Desley Simpson, JP

Until 12.57pm, Item 8

 

IMSB Chair David Taipari

 

 

Cr Wayne Walker

From 12.29pm, Item 8

Until 1.20pm, Item 9

 

Cr John Watson

 

 

Cr Paul Young

 

 

ABSENT

 

 

Cr Sharon Stewart, QSM

 

 

 


Council Controlled Organisation Oversight Committee

18 February 2020

 

 

1          Apologies

  

Resolution number CCO/2020/1

MOVED by Deputy Mayor BC Cashmore, seconded by Cr C Fletcher:  

That the Council Controlled Organisation Oversight Committee:

a)         accept the apology from Cr S Stewart for absence.

CARRIED

Note:    Apologies were subsequently received from from Cr T Mullholland and
Cr D Simpson for early departure on council business.

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

3          Confirmation of Minutes

 

Resolution number CCO/2020/2

MOVED by Cr D Simpson, seconded by Cr R Hills:  

That the Council Controlled Organisation Oversight Committee:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 12 December 2019 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

Purpose, principles and protocols for liaison councillors for substantive council-controlled organisations

 

Cr C Casey entered the meeting at 12.24pm.

Cr P Coom entered the meeting at 12.24pm.

Cr A Filipaina entered the meeting at 12.24pm.

Cr G Sayers entered the meeting at 12.27pm.

Cr W Walker entered the meeting at 12.29pm.

Cr T Mulholland left the meeting at 12.57pm.

Cr D Simpson left the meeting at 12.57pm.

Cr S Henderson left the meeting at 1.04pm.

 

Note:   changes were incorporated under clause i), with the agreement of the meeting.

 

Resolution number CCO/2020/3

MOVED by Deputy Mayor BC Cashmore, seconded by Cr L Cooper:  

That the Council Controlled Organisation Oversight Committee:

a)      note the establishment of the role of council-controlled organisation liaison councillor, which carries with it a 1.10 remuneration ratio relative to a councillor without any additional responsibilities (Governing Body resolution GB/2019/129, 26 November 2019)

b)      note that councillors have been allocated to each substantive council-controlled organisation by the Mayor

c)      approve the key purposes of liaison councillors:

i)       To develop a relationship with the board of directors of the assigned council-controlled organisation which allows an exchange of information in a trusting environment, while preserving the ability of the councillor to exercise their accountability role

ii)      To be a key point of contact for council-controlled organisation boards as specific issues arise

iii)     To provide council-controlled organisation boards with Governing Body perspectives and context to take account of in their decision-making

iv)     To assist council-controlled organisation boards with engaging with Governing Body on emerging strategic and delivery issues, particularly those with the potential for high public interest

v)      To keep other councillors and the Mayor of Auckland informed of some of the detail and rationale behind board decision-making

vi)     To assist with planning the programme of workshops between council-controlled organisations and Governing Body on strategic issues

d)      approve the key principles for the liaison councillor roles:

i)       Liaison councillors are appointed by the Mayor of Auckland and report to the Council Controlled Organisation Oversight Committee

ii)      The liaison councillor role is ancillary to the primary councillor role as a member of the Governing Body, representing their community

iii)     Liaison councillors are not directors, and must not act in a way that they be deemed to be so

iv)     Liaison councillors are to represent the views of the Governing Body, and not their personal views or those of groups or other individuals who may promote those views to councillors in their ward representation role

v)      Liaison councillors will need to manage confidential information received from the council-controlled organisation in accordance with confidentiality agreements to be signed

vi)     Liaison councillors are able to develop the roles to fit the needs of individual council-controlled organisation within these general principles

e)      require liaison councillors to regularly report verbally to the Council Controlled Organisation Oversight Committee, or in writing if unavailable to attend in person, about activities undertaken in the role and issues arising

f)       require liaison councillors to sign confidentiality agreements to ensure appropriate handling of sensitive information

g)      direct that the role and purpose of liaison councillors be reviewed within 12 months, and a report provided about any changes required, no later than the second Council Controlled Organisation Oversight Committee meeting of 2021

h)      note the attached draft “Protocols relating to Liaison Councillor role”, which describes in detail the purposes, principles and guidance for undertaking the liaison councillor roles

i)       delegate authority to the Chair and Deputy Chair of the Council Controlled Organisation Oversight Committee and the Chair of the Independent Māori Statutory Board to finalise the “Protocols relating to Liaison Councillor role” taking into account the resolutions of this committee and feedback from council-controlled organisation board chairs, and update the Protocols to reflect evolving practice, in line with the approved principles. 

CARRIED

 

 

 

9

Council Controlled Organisation Review: Update Report

 

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

 

Cr C Casey left the meeting at 1.14pm.

Cr W Walker left the meeting at 1.20pm.

 

Resolution number CCO/2020/4

MOVED by Deputy Mayor BC Cashmore, seconded by IMSB Chair D Taipari:  

That the Council Controlled Organisation Oversight Committee:

a)      receive the update report on the Council Controlled Organisation Review programme of work

b)      request that this report is circulated to all local boards for their information.

CARRIED

 

Attachments

a     18 February 2020, CCO Oversight Committee - Item 9 - Council Controlled Organisation Review: Update Report- Letter to stakeholders from Chair of the Independent Review Panel

 


 

 

10

Summary of Council Controlled Organisation Oversight Committee information items, including the forward work programme - 18 February 2020

 

Resolution number CCO/2020/5

MOVED by Cr P Coom, seconded by Cr E Collins:  

That the Council Controlled Organisation Oversight Committee:

a)      receive the Summary of Council Controlled Organisation Oversight Committee information items – 18 February 2020

b)      note the draft forward work programme included as Attachment C of the agenda report.

CARRIED

  

 

11        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.   

 

 

 

 

1.24pm                                               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 Organisation Oversight Committee HELD ON

 

 

 

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

 

 

 

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