Council

 

OPEN MINUTES

 

 

Minutes of a meeting of Council held in the Council Chamber, 15 Forth Street, Invercargill on Wednesday, 5 September 2018 at 9am (9am to 9.01am, 10.27am – 10.35am, 10.55 am – 11.59am).

 

present

 

Mayor

Mayor Gary Tong

Deputy Mayor

Paul Duffy

Councillors

Stuart Baird (9am to 9.01am, 10.27am – 10.35am)

 

Brian Dillon

 

John Douglas

 

Bruce Ford

 

Julie Keast

 

Ebel Kremer

 

Gavin Macpherson

 

Neil Paterson

 

Nick Perham

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Group Manager, Environmental Services

Bruce Halligan

Group Manager, Services and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Chief Financial Officer

Anne Robson

Group Manager, Customer Support

Trudie Hurst

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 

 

 


Council

05 September 2018

 

 

 

Adjournment of Meeting

 

Mayor Tong opened the meeting and advised that the Council meeting would adjourn until the conclusion of the Services and Assets Committee.

 

Resolution

Moved Mayor Tong, seconded Cr Perham and resolved:

That the Council meeting adjourn until the conclusion of the Services and Assets Committee.

 

The meeting adjourned at 9.01am.

 

The meeting reconvened at 10.27am.

 

Mayor Tong and Councillors Baird, Dillon, Douglas, Duffy, Ford, Keast, Kremer, Macpherson, Paterson and Perham were present when the meeting reconvened.

 

 

1             Apologies

 

Apologies were received from Councillors Harpur and Frazer and for an early departure from Councillor Baird.

 

Moved Cr Perham, seconded Cr Paterson and resolved:

That Council accepts the 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

 

There were no minutes to confirm.

 

Reports - Operational Matters

 

 

8.1

Approval for unbudgeted expenditure from Waihopai Toetoes Ward Reserves - FlagTrax

Record No: R/18/8/19708

 

Community Engineers – Shaun Holland and Brendan Gray were in attendance for this item.

 

 

1          Mr Holland advised that the purpose of the report was to seek approval of unbudgeted expenditure of $15,000, for FlagTrax at Tokanui, Edendale, Wyndham and Gorge Road to be funded from the Waihopai Toetoes Ward Reserves for the year to 30 June 2019.

 

Resolution

Moved Cr Baird, seconded Cr Perham and resolved:

That the Council:

a)            Receives the report titled “Approval for unbudgeted expenditure from Waihopai Toetoes Ward Reserves - FlagTrax” dated 27 August 2018.

 

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)           Approves unbudgeted expenditure of $15,000 in relation to FlagTrax at Tokanui, Edendale, Wyndham and Gorge Road to be funded from the Waihopai Toetoes Ward Reserves for the year to 30 June 2019.

 

The meeting adjourned for morning tea at 10.35am and reconvened at 10.55am.

 

Councillor Baird left the meeting at 10.35am.

 

Mayor Tong and Councillors Dillon, Douglas, Duffy, Ford, Keast, Kremer, Macpherson, Paterson and Perham were present when the meeting reconvened.

 


 

 

Reports - Governance

 

 

9.1

Southland Regional Development Agency Update

Record No: R/18/8/19882

 

Chief Executive – Steve Ruru was in attendance for this item.

 

 

1          Mr Ruru advised that the purpose of the report was to brief Council on the progress that has been made with the formation of the proposed new Southland Regional Development Agency, to seek the appointment of a Council representative on the Joint Shareholders Committee and confirmation of the process to be used to appoint the new directors.

 

Resolution

Moved Cr Perham, seconded Cr Macpherson and resolved:

That the Council:

a)            Receives the report titled “Southland Regional Development Agency Update” dated 24 August 2018.

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)           Endorses the process proposed to be followed to advertise for the appointment of directors to the Southland Regional Development Agency

e)            Note that a Shareholders Agreement is currently being drafted and will be brought back to Council for formal approval once finalised.

f)             Appoint Mayor Tong as the Southland District Council representative on the Southland Regional Development Agency Joint Shareholders Committee.

 

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Ford, seconded Cr Douglas and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C10.1 Stewart Island/Rakiura Jetties - Maintenance

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

 

Stewart Island/Rakiura Jetties - Maintenance

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

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, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Group Manager, Customer Support, Communications Manager, Governance and Democracy Manager 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 Stewart Island/Rakiura Jetties - Maintenance. 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 public were excluded at 10.56am.

 

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 concluded at 11.59am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 5 SEPTEMBER 2018.

 

 

 

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

 

 

 

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