OPEN MINUTES
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Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 28 October 2015 at 1.05pm.
Mayor |
Mayor Gary Tong |
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Deputy Mayor |
Paul Duffy |
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Councillors |
Lyall Bailey |
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Stuart Baird |
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Brian Dillon |
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Rodney Dobson |
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John Douglas |
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Bruce Ford |
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George Harpur |
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Julie Keast |
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Ebel Kremer |
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Gavin Macpherson |
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Neil Paterson |
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IN ATTENDANCE
Chief Executive Steve Ruru, Group Manager Policy and Community Rex Capil, Chief Financial Officer Anne Robson, Group Manager Environment and Policy Bruce Halligan, Group Manager Services and Assets Ian Marshall, Chief Information Officer Damon Campbell, Communications and Governance Manager Louise Pagan and Committee Advisor Fiona Dunlop.
Council 28 October 2015 |
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1 Apologies
There were no apologies.
2 Leave of absence
There were no requests for leave of absence.
3 Conflict of Interest
There were no conflicts of interest declared.
4 Public Forum
There was no public forum.
5 Extraordinary/Urgent Items
There were no Extraordinary/Urgent items.
6 Confirmation of Council Minutes
Moved Cr Douglas, seconded Cr Kremer and resolved: That Council confirms the minutes of Council, held on 7 October 2015 as a true and correct record of that meeting. |
(Councillor Dobson joined the meeting at 1.06pm.)
7.1 |
Record No: R/15/8/15756 |
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Rex Capil Group Manager Policy and Community was in attendance for this item. He advised that the purpose of the report was to update Council on the community planning review process undertaken and adoption of the proposed community planning approach going forward. Council noted that the report considered the work undertaken to review the current approach to community planning in the past and to consider an approach going forward. The suggested community planning approach aligns with the approach to community leadership and engagement that the Council wishes to advance in the future. 4 Council also noted that the approach is based on the following work undertaken: • Evaluation of the existing community planning approach. • Development of a proposed community planning approach. • Preparation of an Analysis and Assessment Paper.
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Moved Cr Ford, seconded Deputy Mayor Duffy and resolved: That the Council: a) Receives the report titled “Community Planning Approach” dated 1 September 2015. b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c) Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d) Adopts the proposed Community Planning Approach incorporating: - Future Approach Principles - Revised Approach and Framework - Methodology - Community of Interest - Process Timeframe - Proposed Schedule
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8.1 |
Record No: R/15/10/18223 |
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Steve Ruru Chief Executive Officer was in attendance for this item.
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Moved Cr Macpherson, seconded Cr Douglas and resolved: That the Council: a) Receives the report titled “Management Report” dated 15 October 2015. |
8.2 |
Building Consents and Values for August 2015 Record No: R/15/9/16040 |
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Moved Cr Ford, seconded Cr Macpherson and resolved: That the Council: a) Receives the report titled “Building Consents and Values for August 2015” dated 28 October 2015. |
8.3 |
Building Consents and Values for September 2015 Record No: R/15/10/17779 |
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Moved Cr Paterson, seconded Cr Baird and resolved: That the Council: a) Receives the report titled “Building Consents and Values for September 2015” dated 28 October 2015. |
8.4 |
Resource Consents and Other Resource Management Act Items - August 2015 Record No: R/15/9/16550 |
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Moved Deputy Mayor Duffy, seconded Cr Harpur and resolved: That the Council: a) Receives the report titled “Resource Consents and Other Resource Management Act Items - August 2015” dated 14 September 2015. |
8.5 |
Land on the corner of Queen and Kruger Streets, Balfour Record No: R/15/9/16192 |
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Ian Marshall Group Manager Services and Assets and Kevin McNaught Strategic Property Manager were in attendance for this item. Mr Marshall and Mr McNaught advised that the report was to present a recommendation from the Balfour Community Development Area Subcommittee that the offer of a gift of the land, on the corner of Queen and Kruger Streets where the Balfour War Memorial is situated, be accepted and that the land be set apart as a Local Purpose Reserve. Council noted that the land on which the Balfour War Memorial monument is situated has been gifted to the Balfour RSA by the present owner. In turn the Balfour RSA would like to gift the land to the Balfour Community. The Balfour Community Development Area subcommittee has considered this offer to gift and have recommended that Council to accept the offer. |
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Moved Cr Dillon, seconded Cr Harpur and resolved: That the Council: a) Receives the report titled “Land on the corner of Queen and Kruger Streets, Balfour” dated 15 October 2015. b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c) Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d) Accepts the offer of the gift of the land being (War memorial) on the corner of Queen and Kruger Streets, Balfour containing 60m2 being part of Section 1389 Hokonui SD and the land be set apart as a Local Purpose Reserve. |
8.6 |
Request from adjoining owner to rectify long standing occupation of Council property at 46 Bungalow Hill Road Colac Bay Record No: R/15/9/17086 |
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Ian Marshall Group Manager Services and Assets and Kevin McNaught Strategic Property Manager were in attendance for this item. 1 Mr Marshall and Mr McNaught advised that the report purpose was for Council to consider a request by an adjoining landowner to rectify a long standing occupation issue of Council property at 46 Bungalow Hill Road Colac Bay. Council noted that since 1960 the septic tank for the house at 44 Bungalow Hill Road Colac Bay has apparently been located on the adjoining Council property. The owner who has lived on the property for many years has requested that this issue be rectified by obtaining ownership of part of Council’s property. The owner has requested that if they pay all survey and title costs, that Council transfer the land at nil consideration. |
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Moved Cr Harpur, seconded Cr Dobson and resolved: That the Council: a) Receives the report titled “Request from adjoining owner to rectify long standing occupation of Council property at 46 Bungalow Hill Road Colac Bay” dated 24 September 2015. b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c) Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d) Agrees to the transfer of Part Lot 7 DP 2393 being a strip of approximately 6metres wide to the owner of Lot 8 DP 2393 for $1.00 on the basis that the owner of Lot 8 DP 2393 pays all survey and title costs to achieve the transfer. e) Requests staff to take all the necessary actions to achieve (d) above and delegates to the Chief Executive any subsequent decisions or notifications that may be required as part of this process. |
8.7 |
Record No: R/15/9/17504 |
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Ian Marshall Group Manager Services and Assets and Kevin McNaught Strategic Property Manager were in attendance for this item. 1 Mr Marshall and Mr McNaught advised that the Council’s decision was required on the issue of a licence to graze part of the Wreys Bush cemetery by an adjoining owner. Council noted that the current licence holder Frank Kidd has held a licence to graze part of the Wreys Bush cemetery since 1 August 2010. The licence has recently expired and Mr Kidd has indicated that he would like to enter into a licence for a further term. |
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Moved Cr Douglas, seconded Cr Kremer and resolved: That the Council: a) Receives the report titled “Grazing Wreys Bush Cemetery” dated 15 October 2015. b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c) Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d) Agrees
that Mr Charles Edward Francis Kidd be issued a licence to graze part of the
Wreys Bush cemetery described as part of Section 175, |
9.1 |
Minutes of the Policy Review Committee Meeting dated 15 July 2015 Record No: R/15/9/16037 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Policy Review Committee meeting held 15 July 2015 as information. |
9.2 |
Minutes of the Activities Performance Audit Committee Meeting dated 15 July 2015 Record No: R/15/8/14381 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Activities Performance Audit Committee meeting held 15 July 2015 as information. |
9.3 |
Minutes of the Forestry Operations Committee Meeting dated 3 June 2015 Record No: R/15/9/16038 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Forestry Operations Committee meeting held 3 June 2015 as information. |
9.4 |
Minutes of the Wallacetown Community Board Meeting dated 22 January 2015 Record No: R/15/8/14617 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Wallacetown Community Board meeting held 22 January 2015 as information. |
9.5 |
Minutes of the Wallacetown Community Board Meeting dated 26 March 2015 Record No: R/15/8/14619 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutesof the Wallacetown Community Board meeting held 26 March 2015 as information. |
9.6 |
Minutes of the Riverton/Aparima Community Board Meeting dated 8 June 2015 Record No: R/15/9/16320 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Riverton/Aparima Community Board meeting held 8 June 2015 as information. |
9.7 |
Minutes of the Riverton/Aparima Community Board Meeting dated 27 July 2015 Record No: R/15/9/16319 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Riverton/Aparima Community Board meeting held 27 July 2015 as information. |
9.8 |
Minutes of the Eastern Bush/Otahu Flat Water Supply Subcommittee Meeting dated 27 March 2015 Record No: R/15/10/18420 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Eastern Bush/Otahu Flat Water Supply Subcommittee meeting held 27 March 2015 as information. |
9.9 |
Minutes of the Tuatapere Community Board Meeting dated 14 April 2015 Record No: R/15/10/18421 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Tuatapere Community Board meeting held 14 April 2015 as information. |
9.10 |
Minutes of the Ohai-Nightcaps-Wairio Water Supply Subcommittee Meeting dated 12 May 2015 Record No: R/15/10/18422 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Ohai-Nightcaps-Wairio Water Supply Subcommittee meeting held 12 May 2015 as information. |
9.11 |
Minutes of the Ohai Community Development Area Subcommittee Meeting dated 12 May 2015 Record No: R/15/10/18423 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Ohai Community Development Area Subcommittee meeting held 12 May 2015 as information. |
9.12 |
Minutes of the Tuatapere Community Board Meeting dated 26 May 2015 Record No: R/15/10/18424 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Tuatapere Community Board meeting held 26 May 2015 as information. |
9.13 |
Minutes of the Otautau Community Board Meeting dated 16 April 2015 Record No: R/15/10/18427 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Otautau Community Board meeting held 16 April 2015 as information. |
9.14 |
Minutes of the Otautau Community Board Meeting dated 28 May 2015 Record No: R/15/10/18428 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Otautau Community Board meeting held 28 May 2015 as information. |
9.15 |
Minutes of the Tuatapere Community Board Meeting dated 23 June 2015 Record No: R/15/10/18429 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Tuatapere Community Board meeting held 23 June 2015 as information |
9.16 |
Minutes of the Otautau Community Board Meeting dated 9 July 2015 Record No: R/15/10/18430 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Otautau Community Board meeting held 9 July 2015 as information. |
9.17 |
Minutes of the Tuatapere Community Board Meeting dated 18 August 2015 Record No: R/15/10/18431 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Tuatapere Community Board meeting held 18 August 2015 as information. |
9.18 |
Minutes of the Otautau Community Board Meeting dated 20 August 2015 Record No: R/15/10/18432 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Otautau Community Board meeting held 20 August 2015 as information. |
9.19 |
Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 12 May 2015 Record No: R/15/10/18468 |
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Moved Cr Bailey, seconded Cr Dobson and resolved: That Council receives the minutes of the Nightcaps Community Development Area Subcommittee meeting held 12 May 2015 as information. |
Exclusion of the Public: Local Government Official Information and Meetings Act 1987
Moved Cr Dillon, seconded Cr Ford and resolved: That the public be excluded from the following part(s) of the proceedings of this meeting. C10.1 2015 Southland Digital Strategy C10.2 Proposed Road Stopping - Part Short Street, Yellow Bluffs, Otautau C10.3 Public Excluded Minutes of the Council Meeting dated 7 October 2015 C10.4 Public Excluded Minutes of the Wallacetown Community Board Meeting dated 22 January 2015 C10.5 Public Excluded Minutes of the Wallacetown Community Board Meeting dated 26 March 2015 C10.6 Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 12 May 2015 C10.7 Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 27 July 2015
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 are as follows: |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Ground(s) under section 48(1) for the passing of this resolution |
2015 Southland Digital Strategy |
s7(2)(c)(ii) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest. s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. |
That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. |
Proposed Road Stopping - Part Short Street, Yellow Bluffs, Otautau |
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. |
That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. |
Public Excluded Minutes of the Council Meeting dated 7 October 2015 |
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. s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. |
That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. |
Public Excluded Minutes of the Wallacetown Community Board Meeting dated 22 January 2015 |
s7(2)(f)(ii) - The withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment. s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). s7(2)(j) - The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage. |
That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. |
Public Excluded Minutes of the Wallacetown Community Board Meeting dated 26 March 2015 |
s7(2)(f)(ii) - The withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment. s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). s7(2)(j) - The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage. |
That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. |
Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 12 May 2015 |
s48(1)(d) - Check to make report confidential. |
That the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation. |
Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 27 July 2015 |
s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person. s7(2)(b)(i) - The withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret. 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. s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). |
That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists. |
That the Chief Executive, Group Manager Services and Assets, Group Manager Environment and Community, Group Manager Policy and Community, Chief Financial Officer, Chief Information Officer, Human Resources Manager, Manager Communications and Governance and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 2015 Southland Digital Strategy, C10.2 Proposed Road Stopping - Part Short Street, Yellow Bluffs, Otautau, C10.3 Public Excluded Minutes of the Council Meeting dated 7 October 2015, C10.4 Public Excluded Minutes of the Wallacetown Community Board Meeting dated 22 January 2015, C10.5 Public Excluded Minutes of the Wallacetown Community Board Meeting dated 26 March 2015, C10.6 Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 12 May 2015, C10.7 Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 27 July 2015 and permit Paul Casson - Chief Executive Officer, Rhiannon Suter – Enterprise Projects Co-ordinator and Alistair Adam - Enterprise Services Manager from Venture Southland to remain at this meeting after the public has been excluded because of their knowledge of item C10.1 2015 Southland Digital Strategy. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.
The meeting went into public excluded session at 1.47pm.
Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.
The meeting returned to open session at 2.20pm.
The meeting concluded at 2.20pm. CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 28 OCTOBER 2015.
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