Council OPEN MINUTES

Transcription

1 Council OPEN MINUTES Minutes of a meeting of the Council held in Council Chamber, 401 Grey Street, Hamilton East on Thursday 22 February 2018 at 10.30am. Chairperson Deputy Chairperson Present Staff Cr AD Livingston Cr TS Mahuta Cr JM Hayman Cr J Hennebry Cr K Hodge Cr ST Husband Cr ST Kneebone Cr FC Lichtwark Cr MD Minogue Cr BT Quayle Cr RM Rimmington Cr GWH Vercoe Cr KA White V Payne Chief Executive C Crickett Director Integrated Catchment Management M Garrett Chief Financial Officer C McLay Director Resource Use N Williams Director Community and Services J Cox Democracy Advisor

2 Apologies Cr Simcock for absence Cr Mahuta for early departure The apologies were accepted. Confirmation of Agenda (Agenda Item 2) Members noted that the presentation to the Water Science winners would happen at 12.30pm and the winners would be invited to join Council during a lunch adjournment. Cr BT Quayle moved/cr FC Lichtwark seconded. WRC18/31 THAT the agenda of the meeting of the Waikato Regional Council of 22 February 2018, as circulated, be confirmed as the business for the meeting. The motion was put and carried (WRC18/31) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. Leave of Absence Cr Hennebry 3 July to 8 August 2018 Cr Husband 5 March to 21 March 2018 Cr AD Livingston moved/cr TS Mahuta seconded. WRC18/32 THAT leave of absence be granted to Cr Hennebry and Cr Husband as provided. The motion was put and carried (WRC18/32) Doc # Page 2

3 Resolutions to Exclude the Public (Agenda Item5) Cr BT Quayle moved/cr FC Lichtwark seconded. WRC18/33 THAT the public be excluded from the following part/s of the 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 are as follows: General subject of each matter to be considered 6.1 Minutes CE Employment and Remuneration Committee 12 December Minutes CE Employment and Remuneration Committee 13 February Process and Timeline for the appointment of a Chief Executive (CE) as required by expiry of the current CE s term of employment on 18 November Reason for passing this resolution in relation to each matter Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Ground(s) under section 48(1) for the passing of this resolution That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) Doc # Page 3

4 6.4 Appointment of independent human resource consultant to facilitate and lead the review of the Chief Executive s employment Good reason to withhold exists under Section 7. That the public conduct of 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. Section 48(1)(a) This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows: Item No Interest 6.1, 6.2, 6.3, 6.4 Protect the privacy of natural persons, including that of deceased natural persons (Section 7(2)(a)) THAT Paul Loof be permitted to remain at this meeting (by telephone), after the public has been excluded, because of his knowledge of 6.1 CEERC Minutes of 12 December, 6.2 CEERC Minutes of 13 February and, 6.3 Process and Timeline for the appointment of a Chief Executive (CE) as required by expiry of the current CE s term of employment on 18 November This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because he is the appointed independent human resource consultant. The motion was put and carried (WRC18/33) Return to open meeting at 10.50am. Confirmation of Minutes Council Minutes 14 December 2017 Open Section (Agenda Item 7.1) Docs # Matters for Correctness Cr Hodge noted a correction to page 28 of the Minutes. Within the Minutes of the 28 November 2017 meeting of the Strategy and Policy Committee, Cr Hodge was present at the meeting and not recorded. She requested that both minutes be updated to reflect her presence at the meeting. Doc # Page 4

5 Cr BT Quayle moved/cr J Hennebry seconded. WRC18/39 THAT the Minutes of the Council Meeting of 14 December 2018 be approved as a true and correct record, noting the correction: Cr Hodge present at the 28 November 2017 Strategy and Policy Committee meeting. The motion was put and carried (WRC18/39) Committees Reporting to Council Finance Committee 8 December 2017 (Agenda Item 8.1) Doc # Cr Hennebry presented the following report to Council of the Finance Committee dated 8 December Doc # Page 5

6 Finance Committee OPEN MINUTES Minutes of a meeting of the Finance Committee held in Council Chamber, 401 Grey Street, Hamilton East on 8 December 2017 at 10.00am. Chairperson Deputy Chairperson Present Ex officio In Attendance Staff Cr J Hennebry Cr H Vercoe Cr D Minogue Cr S Kneebone Cr B Quayle Cr A Livingston Cr F Lichtwark C Crickett Director Integrated Catchment Management J van Rossem Project Manager Biodiversity D Thurlow Democracy Advisor Doc # Page 6

7 Minutes of Finance Committee 8 December 2017 Page 2 Apologies (Agenda Item 1) There were no apologies. Confirmation of Agenda (Agenda Item 2) Cr Minogue moved/cr Vercoe seconded FC17/85 RESOLVED THAT the agenda of the Finance Committee of 8 December 2017 be confirmed as the business for the meeting. The motion was put and carried (FC17/85) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Maungatautari Ecological Island Trust Briefing on Proposed Elements of a Natural Heritage Fund Application (Agenda Item 4) (Doc # ) Project Manager, Biodiversity and Funding (J van Rossem) and Team Leader Natural Heritage (A Saunders) outlined the Maungatautari Ecological Island Trust s intentions for a Natural Heritage Fund application it is preparing and sought feedback from the Committee concerning its expectations. Melissa Sinton, Maungatautari Ecological Island Trust Acting General Manager spoke to the funding application that it intends to put forward noting that it will be on the same basis as previous years. The funding sought will support on going pest monitoring, maintenance of the fence and effective response to pest incursions within the fence. During questions, answers and related discussion Committee members raised or noted the following matters: It was proposed that there be a reduced level of reporting required by the Maungatautari Ecological Island Trust from quarterly to annually. Further to that, it was suggested that reporting be rationalised to ensure it is fit for purpose with the respective funders to avoid duplication. A member was happy with a reduced amount of reporting, however felt that it was important to see quarterly reporting on the cash flow. The Committee thanked the Trust for its work and all of its voluntary efforts. Given the Council are fully aware of the work being undertaken by the Trust and the Trust s record of accomplishment, and to save any undue work for the Trust, a question was raised around what further detail the Trust needs to supply in order to give Council sufficient information to allow Council to make a considered decision. Staff advised that given that the Trust are seeking funding Doc # Page 7

8 Minutes of Finance Committee 8 December 2017 Page 3 similar to what is existing ($300,000) and based on the fact that this request is significantly higher than other requests, it was felt that it would be beneficial to seek feedback about what Council would like to see in the application from the Committee prior to submitting a formal application. It was noted that the funding criteria for the Natural Heritage Fund had been adjusted by Council to anticipate multi year funding applications such as Maungatautari Ecological Island Trust. An amount of approximately $750,000 is collected from the general rate annually for the Natural Heritage Fund; the funds that are not spent within the financial year are moved into the reserve account. The Committee requested that staff provide details on the levels of funding provided by other regional councils for projects like Maungatautari Ecological Island Trust for protection and preserving biodiversity. Staff advised that the Maungatautari Ecological Island Trust has been identified as the key site to receive kakapo. Cr Kneebone moved/cr Minogue seconded FC17/86 RESOLVED THAT the report Maungatautari Ecological Island Trust Briefing on proposed elements of a Natural Heritage Fund Application (Doc # dated 27 November 2017) be received. The motion was put and carried (FC17/86) Natural Heritage Fund Proposals Mahakirau Forest Estate, Tongariro Natural History Society and Waikato Raupatu River Trust/Nikau Whanau Trust (Agenda Item 5) (Doc # ) Project Manager, Biodiversity and Funding (J van Rossem) presented three proposals for Natural Heritage Fund grants for consideration and decision by the Finance Committee. Cr Hennebry moved/cr Kneebone seconded FC17/87 RESOLVED That the report Natural Heritage Fund Proposals Mahakirau Forest Estate, Tongariro Natural History Society and Waikato Raupatu River Trust/Nikau Whanau Trust (Doc # dated 21 November 2017) be received. Waikato Raupatu River Trust/Nikau Whanau Trust The motion was put and carried (FC17/87) Gerry Kessels (Kessels Ecology) and Tawera Nikau (Nikau Whanau Trust) spoke to the request from the Waikato Raupatu River Trust/Nikau Whanau Trust for a Natural Heritage Fund grant of $84,000 as a contribution to the purchase of 13.06ha of the Matahuru Wetland. Two valuation reports for the land at 105 Waikare Road, Waerenga have been supplied with the application for the large wetland block (11.7 hectares) and a smaller pasture block (1.36 hectares) respectively. The large wetland block is valued at $120,000 and the smaller block is valued at $48,000, totalling $168,000. Two primary funding schemes have been identified as options for the Doc # Page 8

9 Minutes of Finance Committee 8 December 2017 Page 4 purchase of the land. These are the Waikato Regional Council Natural Heritage Fund and the Department of Conservation Nature Heritage Fund. In an effort to promote the collaborative nature of the Matahuru Wetland restoration, the applicant is seeking funding from both organisations to encourage the project to be a joint venture between DOC, WRC, Waikato Tainui and the Matahuru Papakainga Marae. Hence, this application is for $84,000, which is half of the total purchase price (excluding GST) for both blocks. During questions, answers and related discussion Committee members raised or noted the following matters: It was noted that there is the potential to create habitat which has been lost in the past. In relation to the challenges that koi carp present with respect to sediment around the riparian margins, Waikato Raupatu River Trust/Nikau Whanau Trust advised that they are applying for a harvesting licence to mitigate these pest fish and are looking at opportunities in the market for koi carp fertiliser. Notwithstanding this, staff advised that Council is in the process of developing a Pest Fish Management Plan. Further to that, the Waikato River Authority have acknowledged that the clean up of the Waikato River cannot be achieved without the issue of koi carp being addressed. In respect to the valuation of the land in question, the speakers advised that this valuation was carried out independently. The Committee thanked the speakers and commended the Waikato Raupatu River Trust/Nikau Whanau Trust for their great work. The Committee supported the request from the Waikato Raupatu River Trust/Nikau Whanau Trust for a Natural Heritage Fund grant of $84,000 as a contribution to the purchase of 13.06ha of the Matahuru Wetland. Cr Kneebone moved/cr Quayle seconded FC17/88 RESOLVED That the Finance Committee approve a Natural Heritage Fund grant of $84,000 to Waikato Raupatu River Trust/Nikau Whanau Trust as a contribution to the purchase of 13.06ha of the Matahuru Wetland, subject to preparation of a funding deed approved by Legal Services. The motion was put and carried (FC17/88) Tongariro Natural History Society Nick Singers and Kiri Te Whano from the Tongariro Natural History Society spoke to their application for a Natural Heritage Fund grant of $126,750 over three years to Project Tongariro. This funding application is for 67.9% of the total cost of the project, to help fund contractor costs for weed control, fencing supplies, project management and plant propagation costs. The shortfall of $60,000 in funding is the subject of a pending funding application to the DOC Community Fund. The Department of Corrections and Rongomai Marae are also providing considerable inkind labour to the project. Upon completion, this project will result in indigenous vegetation dominating this area and improving the connectivity between the Kaimanawa Forest Park and the Te Matapuna wetland. The grant to be paid in four instalments (Year 1: $41,500; Year 2: $41,250; Year 3: $44,000). Each instalment will be conditional upon satisfactory evaluation of annual progress reports by staff. Doc # Page 9

10 Minutes of Finance Committee 8 December 2017 Page 5 During questions, answers and related discussion Committee members raised or noted the following matters: The applicant advised that they have applied to the Department of Conservation for the shortfall of $60,000 for which they will hear if they were successful or not in December The Committee were in support of the work a Natural Heritage Fund grant of $126,750 over three years to Project Tongariro, the grant to be paid in four instalments (Year 1: $41,500; Year 2: $41,250; Year 3: $44,000). Cr Kneebone moved/cr Minogue seconded FC17/89 RESOLVED That the Finance Committee approve a Natural Heritage Fund grant of $126,750 over three years to Project Tongariro, subject to the following conditions: a) the preparation of a funding deed approved by Legal Services; and b) the grant to be paid in four instalments (Year 1: $41,500; Year 2: $41,250; Year 3: $44,000). Each instalment will be conditional upon satisfactory evaluation of annual progress reports by staff. The motion was put and carried (FC17/89) Mahakirau Forest Estate Inc. Jude and Tim Hooson from the Mahakirau Forest Estate spoke to their application for a Natural Heritage Fund grant of $154,990 to Mahakirau Forest Estate Society Incorporated for a predator control programme within the 600 hectare Mahakirau Forest Estate. There are two parts to this project. The first part is a result of the collaboration between Mahakirau Forest Estate and the Department of Conservation around achieving sustained, near zero predator levels with the forest estate so that it becomes translocation ready by The second part is to build community understanding of how to amplify the effects of a community led conservation project to achieve an integrated catchment impact at landscape scale from the Mahakirau headwaters to Whitianga Harbour. This also includes the wider objective of using the Mahakirau project as a blueprint for other similar initiatives and to facilitate the linking of neighbouring Coromandel conservation groups. This funding application relates to the predator control (first part) of the project. MFESI has been undertaking, and steadily upscaling predator control since The programme is well recognised for its high degree of professionalism and whilst substantially self funded by the community, multi agency partnerships have been formed with funding support from WRC (through the Small Scale Community Initiatives Fund), DOC (through the former Biodiversity Condition Fund), Kiwis for Kiwi and QEII. During 2017, MFESI has collaborated with DOC and WRC on the extended Papakai Ecological Area 1080 operational programme. Their intention is to build and upscale their existing trap and bait station infrastructure within the estate over the next four years to ensure strong defensive buffer zones against reinfestation rates and a concentration of effort against predators where endangered species have been recorded. The grant to be paid in four instalments (Year 1: $49,550; Year 2: $34,090; Year 3: $35,150; Year 4: $36,200). Each instalment will be conditional upon satisfactory evaluation of annual progress reports by staff. Doc # Page 10

11 Minutes of Finance Committee 8 December 2017 Page 6 Councillor Livingston left the meeting at 11.54am. During questions, answers and related discussion Committee members raised or noted the following matters: Council is very appreciative of the work carried out by the group. In regard to Predator Free 2050, a member questioned the role that the Mahakirau Forest Estate Society sees itself playing. In response, the applicants advised that Predator Free 2050 is about uniting individual efforts in to a bigger collaborative effort. Predator Free 2050 has made the group think about other funding opportunities and other partners to support a predator free Hauraki Coromandel. This project has been a pilot for scaling up, growing and expanding projects in a collaborative manner. A number of questions were raised with the applicants on behalf of a Councillor who was unable to attend the meeting. Questions raised were around the pest control techniques and monitoring. The applicants indicated that they were happy to speak with the Councillor following the meeting. The Committee supported the Natural Heritage Fund grant of $154,990 to Mahakirau Forest Estate Society Incorporated for a predator control programme within the 600 hectare Mahakirau Forest Estate to be paid in four instalments (Year 1: $49,550; Year 2: $34,090; Year 3: $35,150; Year 4: $36,200). Cr Minogue moved/cr Kneebone seconded FC17/90 RESOLVED That the Finance Committee approve a Natural Heritage Fund grant of $154,990 to Mahakirau Forest Estate Society Incorporated for a predator control programme within the 600 hectare Mahakirau Forest Estate, subject to the following conditions: a) the preparation of a funding deed approved by Legal Services; and b) the grant to be paid in four instalments (Year 1: $49,550; Year 2: $34,090; Year 3: $35,150; Year 4: $36,200). Each instalment will be conditional upon satisfactory evaluation of annual progress reports by staff. The motion was put and carried (FC17/90) Meeting closed at 12.06pm Doc# * * * * * Return to the meeting of Council 22 February 2018 Minutes of Finance Committee 8 December 2017 There were no questions or further discussion on the minutes. Doc # Page 11

12 Cr J Hennebry moved/cr BT Quayle seconded. WRC18/40 1. THAT the report of the Finance Committee held 8 December 2017 be received. 2. THAT the decisions in Section A of the report be noted. The motion was put and carried (WRC18/40) CE Employment and Remuneration Committee 12 December 2017 Open Section (Agenda Item 8.2) Doc # Cr Livingston presented the following report to Council of the CE Employment and Remuneration Committee dated 12 December Doc # Page 12

13 CE Employment and Remuneration Committee OPEN MINUTES Minutes of a meeting of the CE Employment and Remuneration Committee held in Council Chamber, 401 Grey Street, Hamilton East on 12 December 2017 at 10.04am. Chairperson Present In Attendance Staff Cr A Livingston Cr J Hennebry Cr B Simcock Cr H Vercoe P Loof Loof Consulting Limited V Payne Chief Executive Cr F Lichtwark D Thurlow Democracy Advisor Doc # Page 13

14 Minutes of CE Employment and Remuneration Committee 12 December 2017 Page 2 Apologies (Agenda Item 1) The apology received from Councillor Mahuta was accepted. Confirmation of Agenda (Agenda Item 2) Cr Livingston moved/cr Hennebry seconded CEER17/39 RESOLVED THAT the agenda of the CE Employment & Remuneration Committee of 12 December 2017, with the additional item CE Development, be confirmed as the business for the meeting. The motion was put and carried (CEER17/39) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest noted. SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Resolution to Exclude the Public (Agenda Item 4) Cr Livingston moved/cr Vercoe seconded CEER17/40 RESOLVED That the public be excluded from the following part/s of the 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 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 Doc # Page 14

15 5 Realising Our Potential Presentation 6 People Strategy Update 7 Non Remuneration Attraction, Retention and Motivation Initiatives 8 Optimising Key Change Projects 9 217/18 CE Performance Measures 10 CE s Employment Contract Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) Doc # Page 15

16 11 CE Development Good reason to withhold exists under Section 7. That the public conduct of 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. Section 48(1)(a) This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows: Item No Interest 5, 6, 7, 8, 9,10 & 11 Protect the privacy of natural persons, including that of deceased natural persons (Schedule 7(2)(a)) THAT Paul Loof of Loof Consultancy be permitted to remain at this meeting, after the public has been excluded, because of his knowledge of the subjects. This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because of his role as Council s Human Resource Consultant. The motion was put and carried (CEER17/40) Return to Open Meeting at 12.48pm. Meeting closed at 12.49pm Doc # * * * * * Return to the meeting of Council 22 February 2018 Minutes of CE Employment and Remuneration Committee 12 December 2017 There were no questions or further discussion on the minutes. Cr AD Livingston moved/cr J Hennebry seconded. WRC18/41 1. THAT the report of the CE Employment and Remuneration Committee held 12 December 2017 be received. 2. THAT the decisions in Section A of the report be noted. The motion was put and carried (WRC18/41) Doc # Page 16

17 CE Employment and Remuneration Committee 13 February 2018 Open Section (Agenda Item 8.3) Doc # Cr Livingston presented the following report to Council of the CE Employment and Remuneration Committee dated 13 February Doc # Page 17

18 CE Employment and Remuneration Committee OPEN MINUTES Minutes of a meeting of the CE Employment and Remuneration Committee held in Council Chamber, 401 Grey Street, Hamilton East on Tuesday 13 February 2018 at 8.35am. Chairperson Deputy Chairperson Present In Attendance Staff Cr A Livingston Cr T Mahuta Cr J Hennebry Cr B Simcock Cr H Vercoe Cr J Hayman Cr R Rimmington P Loof Loof Consulting Limited V Payne Chief Executive N Ollington People and Capability Manager D Thurlow Democracy Advisor Doc # Page 18

19 Minutes of CE Employment and Remuneration Committee 13 February 2018 Page 2 Apologies (Agenda Item 1) The apology from Councillor Vercoe for lateness was accepted. Confirmation of Agenda (Agenda Item 2) Cr Simcock moved/cr Hennebry seconded CEER18/1 RESOLVED THAT the agenda of the CE Employment & Remuneration Committee of 13 February 2018 as circulated be confirmed as the business for the meeting. The motion was put and carried (CEER18/1) Disclosures of Interest (Agenda Item 3) There were no disclosures of interest noted. SECTION A: (UNDER DELEGATION FOR THE INFORMATION OF COUNCIL) Resolution to Exclude the Public (Agenda Item 4) Cr Livingston moved/cr Hennebry seconded CEER18/2 Resolutions to Exclude the Public Cr Livingston moved/cr Hennebry seconded RESOLVED That the public be excluded from the following part/s of the 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 are as follows: Doc # Page 19

20 General subject of each matter to be considered 5 Succession/Key Role Continuity Planning 6 CE Mid year Review 2017/2018 Reason for passing this resolution in relation to each matter Good reason to withhold exists under Section 7. Good reason to withhold exists under Section 7. Ground(s) under section 48(1) for the passing of this resolution That the public conduct of 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. Section 48(1)(a) That the public conduct of 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. Section 48(1)(a) This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows: Item No Interest 5 & 6 Protect the privacy of natural persons, including that of deceased natural persons (Schedule 7(2)(a)) THAT Paul Loof from Paul Loof Consultancy be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of Items 5 and 6. This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because of his role as Council s Human Resource Consultant. The motion was put and carried (CEER18/2) Return to Open Meeting at 10.01am. Meeting closed at 10.01am. Doc # Doc # Page 20

21 * * * * * Return to the meeting of Council 22 February 2018 Minutes of CE Employment and Remuneration Committee 13 February 2018 There were no questions or further discussion on the minutes. Cr AD Livingston moved/cr J Hennebry seconded. WRC18/42 1. THAT the report of the CE Employment and Remuneration Committee held 13 February 2018 be received. 2. THAT the decisions in Section A of the report be noted. The motion was put and carried (WRC18/42) Lake Taupo Protection Project Joint Committee 15 December 2017 Open Section (Agenda Item 8.4) Doc # Cr Hodge presented the following report to Council of the Lake Taupo Protection Project Joint Committee dated 15 December Doc # Page 21

22 Lake Taupō Protection Project Joint Committee OPEN MINUTES Minutes of a meeting of the Lake Taupō Protection Project Joint Committee held in Taupō District Council Interim Chambers on 15 December 2017 at 10.30am. Present: Waikato Regional Council Cr Kathy White Cr Kataraina Hodge Taupō District Council Cr Rosanne Jollands Cr John Williamson Crown Representatives Shaun Lewis Ministry for the Environment Laura Kate Petersen Ministry for Primary Industries Tūwharetoa Māori Trust Board Tangonui Kingi (Chair) Maria Nepia In Attendance: Lake Taupō Protection Trust Taupō District Council Tūwharetoa Māori Trust Board Ministry of Primary Industries Ministry for the Environment Waikato Regional Council Staff Marion Peck Lake Taupō Protection Trust Manager Clayton Stent Chairman Lake Taupō Protection Trust Sue Yerex Deputy Chair Lake Taupō Protection Trust Nick Carol Policy Manager Alice Barnett Senior Consultant to Tūwharetoa Māori Trust Board Gwyn Morgan Senior Policy Analyst Heather Penny Senior Advisor Anne McLeod Section Manager Upper Waikato/Taupō Neville Williams Director Community and Services Karen Bennett Manager Chief Executive Office Bill Vant Senior Scientist Science and Strategy Wendy Valois Communications Advisor Tau Bio Democracy Advisor Doc # Page 22

23 Minutes of Lake Taupo Protection Project Joint Committee 15 December 2017 Page 2 Apologies No apologies. Accepted Confirmation of Agenda Agenda Item 2 Cr Hodge moved/m Nepia seconded LTJC17/25 THAT the agenda of the meeting of the Lake Taupō Protection Project Joint Committee of 15 December 2017, as circulated, be confirmed as the business for the meeting. The motion was put and carried LTJC17/25 Disclosures of Interest Agenda Item 3 There were no disclosures of interest. Minutes of Previous Meeting Agenda Item 4 Doc Taken as read. Cr White moved/l K Peterson seconded. LTJC17/26 RESOLVED THAT the Minutes of the Lake Taupō Protection Project Joint Committee meeting of the 21 September 2017 be received and approved as a correct record. The motion was put and carried LTJC17/26 Water quality of Lake Taupō current state and recent trends Agenda Item 5 Doc Bill Vant Senior Scientist, Water, Science and Strategy provided a written report to the Committee which described the water quality of Lake Taupō and its inflows both the current state, and recent trends or changes that have been observed in the records of water quality. A power point presentation assisted report and a summary of the December algal boom for the Committee meeting was distributed. During discussion on the summary of December algal boom document the following was noted: Taupō District Council were acknowledged for their efforts thus far especially in response to managing the potential effects on drinking water. Doc # Page 23

24 Minutes of Lake Taupo Protection Project Joint Committee 15 December 2017 Page 3 Members were concerned about the economy which was mostly generated from the Lake itself. Taupō District Council were interested in research to map and model the effects so that they are prepared for a recurrence of a similar weather pattern. Waikato Regional Council scientists would be happy to help with further research. There was a PowerPoint presentation which assisted the report of the Water quality of Lake Taupō. During discussion, the following was noted: A member asked for an explanation regarding the levels of ecoli around bathing beaches. The response was the Waikato Regional Council monitors nine beaches around the lake. Three beaches at northern end of lake have generated results which show that from time to time there are high ecoli levels. It was speculated that this could be due to urban storm water. A member questioned how often should phosphorus levels be monitored. The response was that there was regular monitoring of phosphorus levels and that Waikato Regional Council were of the opinion that there would not be a major rise as levels were broadly stable. Furthermore the Waikato Regional Council had plans to replicate a study done by NIWA in conjunction with the late Dr E White titled the Nutrient bioassays on phytoplankton from Lake Taupō. Cr Hodge moved/cr White seconded LTJC17/27 RESOLVED THAT the report Water quality of Lake Taupō current state and recent trends (doc dated 14 November 2017) be received for information. The motion was put and carried LTJC17/ Monitoring Deed Review Key Findings Agenda Item 6 Doc and Heather Penny, Senior Advisor for Ministry of Environment, presented the key findings of the annual review of the Monitoring Deed signed by the Lake Taupō Protection Project funding partner and the Lake Taupō Protection Trust (LTPT) in 2015 to safeguard legacy of project in the future. During discussion the following was noted: Members were supportive of the officials working group bringing back options of how suggestions made in the review would be implemented. In response to a question on how long the working group needed, Ms Penny stated that they would be aiming to be reporting to the March 2018 meeting of the Joint Committee. In response to a question concerning the Crown s long term commitment to the project it was noted that the Monitoring Deed was signed in perpetuity so regardless Doc # Page 24

25 Minutes of Lake Taupo Protection Project Joint Committee 15 December 2017 page 4 of its role in the future governance the Crown will always have an ongoing interest in protecting the publics investment in the lake. The committee also agreed to merge recommendation 3 into recommendation 2. Cr Hodge moved/s Lewis seconded LTJC17/28 RESOLVED 1. THAT that report 2017 Monitoring Deed Review Key Findings (doc dated 4 December 2017) be received. 2. THAT the Lake Taupō Protection Project Joint Committee note that overall the Monitoring Deed is achieving the agreed objectives, and that the Officials Working Group investigate and report back on the areas for improvement as identified through the review, including exploring the TMTB becoming a signatory to the Deed. The motion was put and carried LTJC17/28 Lake Taupō Protection Project communications plan review Agenda Item 7 Doc Wendy Valois Communications Advisor, provided the Joint Committee with suggested changes to the communications plan tactics. The Committee took report as read. During discussion the following was noted: While supportive of education as a tactic, a member suggested that it would be better to approach other agencies who are funded to develop curriculum based programmes rather than attempting to develop this ourselves. A member noted that farmers in the catchment have given up a lot to comply with the nitrogen reductions and asked how are we communicating with them? Council had talked to landowners and farmers about issuing a regular newsletter but there was already one being distributed via the Taupō Lake Care group. It was noted that the Crown would not be contributing any additional funds for communications. Cr R Jollands moved/cr J Williamson seconded. LTJC17/29 RESOLVED THAT the report Lake Taupō Protection Project communications plan review (doc dated 1 September 2017) be received. THAT the recommendations A H in Table 1: Communications Plan recommendations be adopted and that the communications plan be updated to reflect the decisions. The motion was put and carried LTJC17/29 Doc # Page 25

26 Minutes of Lake Taupo Protection Project Joint Committee 15 December 2017 Page 5 LTJC17/30 Resolutions to Exclude the Public Agenda item 8 M Nepia moved/cr R Jollands seconded Recommended that the public be excluded from the following part/s of the 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 are as follows: General subject of each matter to be considered 9 PEX Potential Future Governance and Management Options for the Lake Taupō Protection Project. Reason for passing this resolution in relation to each matter Good reason to withhold exists under Section 7. Ground(s) under section 48(1) for the passing of this resolution That the public conduct of 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. Section 48(1)(a) 10 PEX Update on status of Lake Taupō Protection Trust contract breaches. Good reason to withhold exists under Section 7. That the public conduct of 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. Section 48(1)(a) This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows: Item No Interest 9 (ii) would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information (Schedule 7(2)(b)) Doc # Page 26

27 Item No Interest 10 Protect the privacy of natural persons, including that of deceased natural persons (Schedule 7(2)(a)) 10 Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (Schedule 7(2)(i)) Meeting closed at 12.21pm with a karakia. Return to Open Meeting at 12.19pm Doc * * * * * Return to the meeting of Council 22 February 2018 Minutes of Lake Taupo Protection Project Joint Committee 15 December 2017 Arising from discussion it was noted that: Both Taupo District Council and Waikato Regional Council were seeking through the Long Term Plans to budget for the possibility of covering the monitoring for the Trust upon cessation of the Trust. A further decision was to be made at the March 2018 meeting with recommendations coming back from a working group. The Crown had not made a decision about whether they were prepared to make changes to extend the agreement but if it was agreed there was an option to use funds from the Trust to cover the cost of monitoring the covenants. Cr K Hodge moved/cr KA White seconded. WRC18/43 1. THAT the report of the Lake Taupo Protection Project Joint Committee held 15 December 2017 be received. 2. THAT the decisions in Section A of the report be noted. The motion was put and carried (WRC18/43) Strategy and Policy Committee 13 February 2018 (Agenda Item 8.5) Doc # Cr Livingston presented the following report to Council of the Strategy and Policy Committee dated 13 February Doc # Page 27

28 Strategy and Policy Committee MINUTES Minutes of a meeting of the Strategy and Policy Committee held in Council Chambers on Tuesday 13 February, 2018 at 10.30am. Chairman Deputy Chairman Waikato Regional Council Staff Present: Cr B Simcock Cr T Mahuta Members Cr J Hayman Cr J Hennebry Cr K Hodge Cr S Husband Cr F Lichtwark Cr A Livingston Cr D Minogue Cr R Rimmington Cr H Vercoe Cr K White Cr B Quayle V Payne (Chief Executive) M Garrett (Chief Financial Officer) T May (Director, Strategy and Policy) G Dawson (Democracy Advisor) Doc # Page 28

29 Minutes Strategy and Policy Committee 13 February 2017 page 2 Apologies Cr S Kneebone (for absence) Cr J Hayman (for lateness) Cr A Livingston (for lateness) Accepted Confirmation of Agenda (Agenda Item 2) Cr Simcock moved/cr Husband seconded. SPC18/01 RESOLVED THAT the agenda of the meeting of the Strategy and Policy Committee of 13 February 2018, as circulated, be confirmed as the business for the meeting. Disclosures of Interest (Agenda Item 3) There were no disclosures of interest. The motion was put and carried SPC18/01 SECTION A: UNDER DELEGAGTION AND FOR THE INFORMATION OF COUNCIL Verbal Update from Communications Item 5 Presented by the Manager, Communications. In her verbal update she noted that: There had been an increase across all areas of the organisation through social media and other online platforms such as Flood Room on the main Council website. The Waikato Unwrapped campaign was a success. The approach of telling Council success stories and presenting the work we do in an innovative way was an effective way to reach a broader audience. The resolving of issues and queries from the public had increased in the first instance due to the use of a more focused and targeted approach to dealing with these matters. The process would continue to be improved over time. Communications would also provide the Committee with a written report on key features and activities for each future meeting. Cr Hennebry moved/cr Mahuta seconded. SPC18/02 RESOLVED THAT the verbal update be received. The motion was put and carried (SPC18/02) Doc # Page 29

30 Minutes Strategy and Policy Committee 13 February 2017 page 3 Thames Coromandel District Council and Hauraki District Council Mangrove Management Bill Item 6, Doc # The agenda item was introduced to the Council by the Director, Science and Strategy (T May) and presented by the Principal Advisor, Science and Strategy (B Bunting). It addressed the content, and subsequent lodgement, of the Council s submission to the Thames Coromandel District Council (TCDC) and Hauraki District Council (HDC) Mangrove Management Bill (the Bill). The matter had been raised and addressed previously by the Council and the submission was the next step in the process discussed prior. The Council asked for two amendments to the Bill, at 5(1) and the further reference at submission point 6(2) to ensure consistent messaging. The second amendment to the submission was to ensure that sufficient acknowledgement was provided in the narrative to the submission that many information conversations had occurred between Council and TCDC. It was agreed that there was a need for the Council to remain neutral on Bill to mitigate any risks that could prejudice any future legal or regulatory processes or procedures. There was also agreement that where possible all territorial authorities should work together to get the best outcomes for the impacted areas, and to ensure an ongoing and productive relationship between the councils. Cr Mahuta moved/cr Simcock seconded. SPC18/03 RESOLVED 1. THAT the report Waikato Regional Council submission to the Thames Coromandel District Council and Hauraki District Council Mangrove Management Bill (Doc # dated 1 February 2018) be received. RECCOMENDED 2. That Committee approve the Waikato Regional Council submission to the Thames Coromandel District Council and Hauraki District Council Mangrove Management Bill (Doc # ) for lodgment to the Secretariat of the Parliament Governance and Administration Select Committee with amendments. 3. That the submission to be lodged reflect the discussion at the Committee, where amendments to the submission include consistency of message between submission point 5.1 and 6.2, and that express reference is made in the submission to the informal discussions had between Council and TCDC in regard to the management of mangroves and the Local Bill. The motion was put and a division was called for For: Opposed: Abstained: Cr J Hayman, Cr J Hennebry, Cr K Hodge, Cr S Husband, Cr A Livingston, Cr H Vercoe, Cr K White, & Cr B Quayle Cr Rimmington & Cr Lichtwark Cr Minogue The motion was carried (SPC18/03) Doc # Page 30

31 Minutes Strategy and Policy Committee 13 February 2017 page 4 Update of National Policy Statement on Freshwater Management amendments, Swimmability targets Item 7, Doc # Presented by the Director, Science and Strategy (T May). The report provided an update on the swimmability targets being progressed by the Ministry for the Environment, Ministry of Primary Industries, and the regional sector. The direction of work that Council will undertake in complying with the NPSFM will develop and change over time as the newly elected government clarified and refined their policy priorities around freshwater management. Once clarity had been provided by Central Government, the Council can develop a response to any changes. The Director of Science and Science undertook to provide Councillors with more detailed information on issues related to non compliance of consent conditions in relation to municipal point source discharges into catchments and harbours. It was noted that a report on this matter will be reported back at the next Committee meeting. Cr Minogue moved/cr Rimmington seconded. SPC18/04 RESOLVED 1. That the report Update of National Policy Statement on Freshwater Management amendments, Swimmability targets (Doc # dated 05 February 2018) be received for information. 2. That the Committee note that the National Policy Statement for Freshwater Management requires Council to publish final swimmability targets by 31 December 2018, and that the engagement process to determine the swimmability targets will be presented to the Committee at a future meeting for comment. 3. That Council staff keep Councillors informed on developments in this area. The motion was put and carried (SPC18/04) Transport Update Item 8, Doc # Report presented by the Acting Manager Integration (B McMaster) that highlighted current regional land transport planning issues in the Waikato region. It was noted the revised Government Policy Statement (GPS) from the Ministry of Transport would be released at some stage in the first half of It was unclear what would be contained in the final version of the of the policy statement, however staff are confident that the existing Regional Land Transport Plan that is under development would align with the priorities in the (GPS). Doc # Page 31

32 Minutes Strategy and Policy Committee 13 February 2017 page 5 Cr Lichtwark moved/cr Vercoe seconded. SPC18/05 RESOLVED 1. That the report Regional Transport Planning Update (Doc # dated 25 January 2018) be received. The motion was put and carried (SPC18/05) SECTION B: FOR RECCOMENDATION TO COUNCIL Regional Public Transport Plan Fares Policy Amendment Item 9, Doc # Presented by the Chief Financial Officer (M Garrett). The report proposed an amendment to the fare policy amendment in the operative Regional Public Transport Plan It was emphasised that the fare policy amendment was reflective of the change in the way that travel zones were organised and fares calculated as a result. For a large majority of transport users, there would be little to no change. Where an increase did occur, it would be managed. Cr Husband moved/cr Hennebry seconded. SPC18/06 RESOLVED 1. That the report titled Proposed amendment to the RPTP fare policy (Doc # dated 25 January 2018) be received. RECOMMENDED 2. That the Strategy and Policy Committee endorse the proposed fare policy wording as outlined within attachment 1 (Doc # ) of this report. 3. That the Waikato Regional Council adopts the policies and amends the current Regional Public Transport Plan to incorporate the fare policy changes in advance of implementing the new ticketing system in The motion was put and carried (SPC18/06) Water Users Liaison Forum review of information gathering charges to inform Council s Long Term Plan considerations Item 10, Doc # The report was presented by the Principal Advisor, Science and Strategy (B Bunting). It provided information on the information gathering charges undertaken by a subgroup of the Water Users Liaison Forum (the Forum), and sought Committee approval of the annual charges for science and information gathering levied by Council be included in the Long Term Plan as a consultation topic. Doc # Page 32

33 Minutes Strategy and Policy Committee 13 February 2017 page 6 It was noted that the Forum Sub group came to the decision to move to a general one tier charge after being presented with a range of options that included both one and two tier options. Concerns were also raised by some Councillors on perceived equity issues with the way that the costs are calculated, but acknowledged that as a consultation topic for the LTP these matter were likely to be well canvassed. Cr Livingston congratulated Cr Mahuta on the work done to date with the Forum. Cr Minogue moved/cr Mahuta seconded. Against: SPC18/07 RESOLVED 1. That the report titled Water Users Liaison Forum review of information gathering charges to inform Council s LTP considerations (Doc # dated 18 January 2018) be received. RECOMMEND 2. That Committee approve the annual charges for science and information gathering levied by WRC on water take consent holders in the region as a topic for consultation in the LTP consultation document. 3. That the options for consultation include: a) Status quo No change to the current arrangement for water user charges b) No change to quantum of funding received from water user charges but change to distribution of charges as identified by the Water Users Liaison Forum sub group preferred option as set out in paragraph 30. The motion was put and division called for For: Cr J Hayman, Cr K Hodge, Cr Minogue, Cr A Livingston, Cr K White, & Cr B Quayle Opposed: Cr Hennebry, Cr Lichtwark, Cr Vercoe, and Cr Husband. Abstained: nil The motion was carried (SPC18/07) Meeting adjourned for lunch at 12.33pm Meeting reconvened at 1.00pm SECTION A: UNDER DELEGAGTION AND FOR THE INFORMATION OF COUNCIL Long Term Plan February update Item 11, Doc # The Manager, Corporate Planning presented the paper as read. The report provided an update of the LTP development programme and set out the work plan for the next few months, outlined the consultation topics for inclusion in the consultation document as agreed by the council at the meeting on 30 January 2018, and outlined the proposed process for submitting to other councils Long Term Plans. Doc # Page 33