Ordinary Meeting of Council - 23 April 2020 - Open Minutes
Ordinary Meeting of Council
Open Minutes
|
Meeting Date: |
Thursday 23 April 2020 |
|
Time: |
10am – 10.16am |
|
Venue |
Council
Chambers |
|
Present |
Mayor Wise, Deputy Mayor Brosnan, Councillors Boag, Browne, Chrystal, Crown, Mawson, McGrath, Price, Simpson, Tapine, Taylor, Wright |
|
In Attendance |
Acting Chief Executive, Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Manager Communications and Marketing, Manager People and Capability, Chief Financial Officer, Manager Business Transformation and Excellence |
|
Administration |
Governance Team |
Apologies
Nil
Conflicts of interest
Nil
Public forum
Nil
Announcements by the Mayor
The mayor thanked the community for staying at home and helping contribute to the reduction in new COVID-19 cases. She asked that residents continue to stay at home as the country moves into Level 3 to maintain the positive progress.
She noted that Council is working on a recovery plan for moving into Alert Level 3, and information on resources available support businesses and households in their own recovery planning is available on Council’s website.
She extended thanks to Council staff for the huge levels of work undertaken to prepare for Alert 4, to manage business as usual as far as possible in a very challenging environment, contributing to the local and regional emergency management response and revising Napier’s Annual Plan.
A meeting of remembrance for ANZAC Day led by the RSAs will be livestreamed from 6am Saturday 25 April 2020; this can be accessed via Council’s Facebook page as well as the mayor’s own Facebook page.
Minor matters raised
Napier Social Monitoring Report
Announcements by the management
Nil
Confirmation of minutes
|
Council resolution |
Councillors Price / Chrystal That the Draft Minutes of the Ordinary meeting held on 6 March 2020 be confirmed as a true and accurate record of the meeting.
Carried |
|
Council resolution |
Councillors Price / Chrystal That the Draft Minutes of the Ordinary meeting held on 10 March 2020 be confirmed as a true and accurate record of the meeting.
Carried |
|
Council resolution |
That the Draft Minutes of the Ordinary meeting held on 12 March 2020 be confirmed as a true and accurate record of the meeting.
|
|
Council resolution |
That the Draft Minutes of the Extraordinary meeting held on 24 March 2020 be confirmed as a true and accurate record of the meeting.
|
|
Council resolution |
That the Draft Minutes of the Extraordinary meeting held on 9 April 2020 be confirmed as a true and accurate record of the meeting.
|
1. Actions From Previous Meetings
|
Type of Report: |
Procedural |
|
Legal Reference: |
N/A |
|
Document ID: |
919754 |
|
Reporting Officer/s & Unit: |
Cheree Ball, Governance Advisor |
1.1 Purpose of Report
To present the actions from previous meetings for awareness.
|
At the meeting It was noted that Council may need to be clearer in its communications in relation to the Civic precinct – some residents may be under the impression that Council is intending to build a hotel on the Civic site. It was specified that this is not the case. The existing building will be demolished, but it is anticipated that any development will be by another developer yet to be determined.
|
|
|
Council resolution |
That Council: a. Note the actions from previous meetings along with their current status.
|
REPORTS / RECOMMENDATIONS FROM THE STANDING COMMITTEES
Reports from Audit and Risk Committee held 20 March 2020
1. Audit and Risk Charter Review
|
Type of Report: |
Operational |
|
Legal Reference: |
N/A |
|
Document ID: |
898773 |
|
Reporting Officer/s & Unit: |
Caroline Thomson, Chief Financial Officer |
1.1 Purpose of Report
As set out in the Audit and Risk Committee Charter, the Committee will review this Charter in consultation with the Council at least once a year. Any substantive changes to the Charter will be recommended by the Committee, and formally approved by the Council. The last review of the Charter was undertaken July 2018.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Review the Audit and Risk Committee Charter b. Provide any recommended changes for Council approval
|
2. Health and Safety Report
|
Type of Report: |
Operational |
|
Legal Reference: |
N/A |
|
Document ID: |
908475 |
|
Reporting Officer/s & Unit: |
Sue Matkin, Manager People & Capability |
2.1 Purpose of Report
The purpose of the report is to provide the Audit and Risk Committee with an overview of the health and safety performance as at 31 January 2020.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Receive the Health and Safety report as at 31 January 2020 |
3. Insurance arrangements
|
Type of Report: |
Operational |
|
Legal Reference: |
N/A |
|
Document ID: |
908314 |
|
Reporting Officer/s & Unit: |
Bryan Faulknor, Manager Property |
3.1 Purpose of Report
To outline Council’s current insurance programme, discuss any issues and to provide the opportunity for the Committee to provide feedback for insurance arrangements for the upcoming financial year 2020/21.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Resolve to receive the report on current insurance arrangements. b. That any feedback from the committee be considered for incorporation into the insurance arrangements for the insurance year commencing 1 July 2020.
|
4. Sensitive Expenditure: Mayor and Chief Executive
|
Type of Report: |
Operational and Procedural |
|
Legal Reference: |
N/A |
|
Document ID: |
896888 |
|
Reporting Officer/s & Unit: |
Caroline Thomson, Chief Financial Officer |
4.1 Purpose of Report
To provide the information required for the Committee to review Sensitive Expenditure of the Mayor and Chief Executive for compliance with Council’s Sensitive Expenditure Policy.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Receive the report of Sensitive Expenditure for the Mayor and Chief Executive and review for compliance with the Sensitive Expenditure Policy. |
5. Internal Audit: Fraud Gap Analysis
|
Type of Report: |
Operational |
|
Legal Reference: |
Local Government Act 2002 |
|
Document ID: |
823532 |
|
Reporting Officer/s & Unit: |
Caroline Thomson, Chief Financial Officer |
5.1 Purpose of Report
To table to the Committee the internal audit on fraud gap analysis undertaken by Council’s internal auditors, Crowe.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Receive the report from Crowe titled ‘Fraud Gap Analysis’ |
6. INTERNAL AUDIT: Payroll policy and procedures
|
Type of Report: |
Operational |
|
Legal Reference: |
Local Government Act 2002 |
|
Document ID: |
908898 |
|
Reporting Officer/s & Unit: |
Raewyn Robertson, Accounting Manager |
6.1 Purpose of Report
To table to the Committee the internal audit on payroll undertaken by Council’s internal auditors, Crowe.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Receive the report from Crowe, Internal Auditors, titled ‘Payroll Internal Audit’ |
7. External Accountability - Investment and Debt Report
|
Type of Report: |
Operational |
|
Legal Reference: |
N/A |
|
Document ID: |
908476 |
|
Reporting Officer/s & Unit: |
Caroline Thomson, Chief Financial Officer |
7.1 Purpose of Report
To consider the snapshot report on Napier City Council’s Investment and Debt as at 29 February 2020.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Receive the snapshot report on Napier City Council’s Investment and Debt as at 28 February 2020. |
8. External Accountability: Annual Plan 2020/21 Underlying Documents
|
Type of Report: |
Operational |
|
Legal Reference: |
Local Government Act 2002 |
|
Document ID: |
909954 |
|
Reporting Officer/s & Unit: |
Caroline Thomson, Chief Financial Officer |
8.1 Purpose of Report
That the Committee review and provide feedback to Council on the Annual Plan 2020/21 underlying financial information prior to the final adoption of the reports.
|
At the meeting It was noted that the documents taken to the Committee will be superceded in the revision of the Annual Plan. |
|
|
Council resolution |
The Audit and Risk Committee: a. Receive the underlying information as the basis for the Annual Plan consultation document 20/21: i. Capital plan changes ii. 10 year revised capital plan iii. Financial information b. Provide feedback from the review of the draft Annual Plan 20/21 underlying financial information to the Council meeting on 31 March 2020. c. Note that further review should be undertaken in light of Codiv-19 impacts to NCC d. And that the full council be advised immediately of this review.
|
9. External Accountability - Long Term Plan process update
|
Type of Report: |
Operational |
|
Legal Reference: |
Local Government Act 2002 |
|
Document ID: |
910182 |
|
Reporting Officer/s & Unit: |
Adele Henderson, Director Corporate Services |
9.1 Purpose of Report
To update the Committee on the processes and risk assessment for development of the Long Term Plan.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Note current risk assessment and note next steps in the process as outlined in the report. |
10. COVID-19 (Coronavirus) and Business Continuity Planning
|
Type of Report: |
Operational |
|
Legal Reference: |
N/A |
|
Document ID: |
911815 |
|
Reporting Officer/s & Unit: |
Antoinette Campbell, Director Community Services |
10.1 Purpose of Report
To inform the Audit and Risk Committee of Napier City Council’s planned response to the COVID-19 global pandemic.
|
At the meeting There was no discussion on this item. |
|
|
Council resolution |
The Audit and Risk Committee: a. Note Napier City Council’s response to the worldwide Novel Coronavirus pandemic (COVID-19) to ensure potential disruption to business operations are minimised as far as practicable. |
Minor matters not on the agenda – discussion
Napier Social Monitoring Report
It is intended that the Napier Social Monitoring survey be undertaken more often than annually in the wake of the COVID-19 response. The next survey is being arranged for May 2020, using existing funding, and the questions will be adapted so the survey is more targeted towards recovery, wellbeing and confidence following the COVID-19 response.
PUBLIC EXCLUDED ITEMS
|
Council resolution |
That the public be excluded from the following parts of the proceedings of this meeting. |
Agenda Items
1. Art Deco Trust
2. Actions From Previous Meetings - Public Excluded Items
Reports from Audit and Risk Committee held 20 March 2020
1. Legal Update
2. Appointment Process
3. Revera Lead Agency IaaS Status Report
The general subject of each matter to be considered while the public was excluded, the reasons 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 were as follows:
|
General subject of each matter to be considered. |
Reason for passing this resolution in relation to each matter. 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 where the withholding of the information is necessary to: |
Ground(s) under section 48(1) to the passing of this 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: |
|
Agenda Items |
||
|
1. Art Deco Trust |
7(2)(h) Enable the local authority to carry out, without prejudice or disadvantage, commercial activities |
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: |
|
2. Actions From Previous Meetings - Public Excluded Items |
7(2)(c)(i) 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 prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied |
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: |
|
Reports from Audit and Risk Committee held 20 March 2020 |
||
|
1. Legal Update |
7(2)(b)(ii) 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 7(2)(g) Maintain legal professional privilege 7(2)(i) Enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
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: |
|
2. Appointment Process |
7(2)(f)(ii) Maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment |
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: |
|
3. Revera Lead Agency IaaS Status Report |
7(2)(c)(i) 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 prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied |
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: |
The meeting moved into committee at 10.16am
The meeting then adjourned at 10.16am and moved into the open agenda of the extraordinary meeting of Council.
|
Approved and adopted as a true and accurate record of the meeting.
Chairperson .........................................................................................................
Date of approval .................................................................................................. |