Minutes. Ordinary Meeting

Transcription

1 Minutes of the Eastern Waikato Solid Waste Joint Committee Ordinary Meeting Date 2 November 2012 Venue Council Chamber, Hauraki District Council William Street, Paeroa Present Chairperson Garry Stanley Thames-Coromandel District Council Murray McLean Tony Fox Hauraki District Council James Thorp Don Challis Matamata-Piako District Council Mike Gribble Paul Milner In Attendance Name Item(s) Thames-Coromandel District Council John Whittle (Group Manager Service Delivery Craig Goodwin (Solid Waste and Asset Database Manager) Helga Sheppard (Governance Support Co-ordinator) Hauraki District Council Mike Charteris (Utilities Manager) Ken Thompson (District Engineer) Matamata-Piako District Council David Locke (Senior Projects Engineer - Utilities) Fiona Vessey (Group Manager Service Delivery) Eunomia Research & Consulting Duncan Wilson Apologies

2 James Thorp Meeting Commenced Adjournments and Absences Adjournment Start Finish Reason Chairperson Meeting closed Absences None

3 Table of Contents Item Business Page 1 Meeting Conduct Apologies Items not on the Agenda Conflict of Interest September Eastern Waikato Solid Waste Joint Committee Minutes for Confirmation 6 Public Excluded Eastern Waikato Solid Waste Refuse Disposal Tender 8 CONFIRMED 3

4 CONFIRMED 4

5 1 Meeting Conduct 1.1 Apologies Apologies were received from James Thorp. That the Eastern Waikato Solid Waste Joint Committee: 1. Receives the apology 1.2 Items not on the Agenda Moved/Seconded By: Milner/Stanley An item not on the agenda was tabled by Matamata-Piako District Council. This was a public excluded report dealing with the tender evaluation process around the refuse disposal services. That: 1. The following matter(s) requiring urgent attention be added to the agenda. Item Description 1.6 Tender Evaluation - Eastern Waikato Councils Refuse Disposal Services Reason Not on the Agenda Negotiations around this tender evaluation process were still on-going at the time the agenda had to be distributed. Reason Cannot be Delayed The information contained in this report impacts on the next stage of the procurement process and therefore cannot be delayed. Delays would result in impacts on the project timeline. 1.3 Conflict of Interest The Chairperson invited notice from members of: Moved/Seconded By: Gribble/Fox 1. Any interests that may create a conflict with their role as an elected member relating to the minutes item(s) for the meeting; and 2. Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members Interests) Act No conflicts of interest were declared. CONFIRMED 5

6 September Eastern Waikato Solid Waste Joint Committee Minutes for Confirmation The Minutes of Council's previous meeting were presented for confirmation. That the Eastern Waikato Solid Waste Joint Committee: 1. Confirms the following Minutes: Eastern Waikato Solid Waste Joint Committee - 21 September 2012 Moved/Seconded By: McLean/Milner CONFIRMED 6

7 Public Excluded Resolution to Exclude the Public Section 48, Local Government Official Information and Meetings Act That the public: 1. Be excluded from the following parts of the proceedings of this meeting namely: Item Business 1.5 Eastern Waikato Solid Waste Refuse Disposal Tender 1.6 TABLED ITEM - Tender Evaluation - Eastern Waikato Councils' Refuse Disposal Services 2. Also recommend that: The following person(s) be permitted to remain at this meeting after the public has been excluded because of their knowledge in relation to the following. This knowledge, which will be of assistance and is relevant to the matter(s) discussed: Name Duncan Wilson Company Eunomia Consulting and Research Item 1.5 and 1.6 Business Eastern Waikato Solid Waste Refuse Disposal Tender and Tender Evaluation - Eastern Waikato Councils' Refuse Disposal Services Reason Business Knowledge 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 Eastern Waikato Solid Waste Refuse Disposal Tender Tender Evaluation - Eastern Waikato Reason for passing this Resolution in Relation to Each Matter 7)(2)(i) Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). 7)(2)(i) Enable any local authority holding the Ground(s) Under Section 48(1) for the Passing of the Resolution (48)(1)(a) 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 would exist. (48)(1)(a) That the public conduct of the whole or the CONFIRMED 7

8 Council's Refuse information to carry on, without Disposal Services prejudice or disadvantage, negotiations (including commercial and industrial negotiations). relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist. Moved/Seconded By: Milner/Stanley 1.5 Eastern Waikato Solid Waste Refuse Disposal Tender The Eastern Waikato Solid Waste Joint Committee considered an item that is to remain in the Public Excluded Minute Book. 1.6 Tender Evaluation - Eastern Waikato Councils' Refuse Disposal Services The Eastern Waikato Solid Waste Joint Committee considered an item that is to remain in the Public Excluded Minute Book. That the public be re-admitted to the meeting and resolutions taken with the public excluded be confirmed in the public session except for the following items which are to remain in the Public Excluded Minute Book. Item Description 1.5 Eastern Waikato Solid Waste Refuse Disposal Tender 1.6 TABLED ITEM - Tender Evaluation - Eastern Waikato Councils' Refuse Disposal Services Moved/Seconded By: Milner/Gribble Meeting Closed at 13.35pm The foregoing Minutes were certified as being a true and correct record of the meeting of the Eastern Waikato Solid Waste Joint Committee held on 02 November 2012 Chairperson Date CONFIRMED 8

9 CONFIRMED 9