Minutes of Corporate and Strategic Committee

1. Welcome/Apologies/Notices

The Chairman welcomed everyone to the meeting.

Resolution

C&S21/16 That the apologies from Councillor Dick and Dr Maaka are accepted.

Beaven/Pipe

CARRIED

2. Conflict of Interest Declarations

There were no conflict of interest declarations.

3. Confirmation of Minutes of the Corporate and Strategic Committee Meeting Held on 13 April 2016

C&S22/16

Resolution

Minutes of the Corporate and Strategic Committee held on Wednesday, 13 April 2016, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Beaven/Wilson

CARRIED

4. Matters Arising from Minutes of the Corporate and Strategic Committee Meeting Held on 13 April 2016

There were no matters arising from the minutes.

Follow-ups from Previous Corporate and Strategic Committee Meetings

Mrs Lambert advised that there is no further update in addition to what is noted in the paper.

C&S23/16

Resolution

1. That the Committee receives the report “Follow-ups from Previous Corporate and Strategic Committee Meetings”.

Scott/Wilson

CARRIED

Call for Any Minor Items not on the Agenda

Recommendations

That the Corporate and Strategic Committee accepts the following minor items not on the agenda, for discussion as Item 13:

· Waitangi Park update (Graham)

Report and Recommendations from the 18 May 2016 Finance Audit & Risk Sub-committee

Mrs Lambert introduced the item, which was taken as read.

C&S24/16

Resolutions

That the Corporate and Strategic Committee:

1. Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted Significance and Engagement Policy.

2. Receives and notes the verbal Chairman’s update from the 18 May Finance Audit and Risk Sub-committee.

Six Monthly Report on Risk Assessment and Management

3. Confirms the Sub-committee’s confidence that the risk assessment process (attached) outlined in the HBRC Risk Assessment and Management Report is an appropriate process to identify and assess organisational risks.

Reports Received

4. Notes that the following reports were provided to the Finance Audit and Risk Sub-committee and feedback provided to staff:

4.1. Infrastructure as a Service and Cyber Security

4.2. Internal Audit Report – Cyber Security (in Public Excluded session)

4.3. Proposed Council Insurance Programme for 2016-17 (in Public Excluded session)

4.4. Business Continuity and Disaster Recovery Plan Progress Update

4.5. Fraud Policy

4.6. HBRC Staff Conflict of Interest Policy.

Scott/Wilson

CARRIED

HBRIC Ltd 2016-17 Statement of Intent

Mrs Lambert introduced the item, which is the final step for the adoption of the Statement of Intent for 2016-17 and includes the changes requested by Council. Discussion traversed directors appointed as of 1 July, smoothing of returns and carry forward of the Deloitte work in regards to the 6% return to Council through to its final report to Council.

C&S25/16

Resolution

1. That the Corporate and Strategic Committee receives and considers the issues discussed in the HBRIC Ltd 2016-17 Statement of Intent report.

2. The Corporate and Strategic Committee recommends that Council:

2.1. Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted Significance and Engagement Policy, and that Council can exercise its discretion and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision.

2.2. Notes that this Statement of Intent for HBRIC Ltd, as a Council Controlled Trading Organisation, is required to be presented to Council as a shareholder of HBRIC Ltd under the provisions of the Local Government Act 2002.

2.3. Approves HBRIC Ltd’s submitted Statement of Intent, and notes that the Statement of Intent reflects the Council’s objectives for HBRIC Ltd and has been prepared in accordance with the requirements of the Local Government Act 2002.

Scott/Beaven

CARRIED

10.

HB Tourism Quarterly Update

Ms Annie Dundas and Mr Neil Barber provided an overview of results for HB Tourism and the region’s tourism sector, highlighting:

· Autumn and Winter campaigns, including new ad format in use in Auckland

· International reach of the publicity generated reached 8 million people, and equal to around $3M of advertising spend

· Stats associated with the Marathon, which attracted 4950 runners, 65% female and 76% from out of town and an estimated 12,000 additional visitors to HB that weekend

· Maori Tourism Plan under development, including a stock take of what’s in HB, unique opportunities and experiences that HB can offer to tourists. Mike Mohi has been appointed to the Board as the Maori Tourism Representative.

· Marketing of HB as a regional destination with a range of activities rather than a single ‘city’ destination and focusing on what HB does better than any other NZ region

· Different ways of measuring data to report on various aspects of tourists, such as where they are coming from and how long they’re staying, etc from cellphone data

· Contributions made by the sector to HB Tourism operations through contra for trade delegations and membership fees estimated to the tune of $500k per year

· Digital marketing and the use of online video from events

C&S26/16

Resolution

1. That the Corporate and Strategic Committee receives and notes the “HB Tourism Quarter 4 2015-16 Update” report.

Graham/Barker

CARRIED

Annual Bus Fares Review

Mrs Anne Redgrave introduced the item, and offered her preference for Option D as a bus passenger although that will result in a decrease of income for Council.

C&S27/16

Resolutions

The Corporate and Strategic Committee recommends that Council:

1. Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted Significance and Engagement Policy, and that Council can exercise its discretion and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision.

2. Receives and notes the Annual Bus Fares Review report.

3. Agrees to implement Option D, noting the likely effects as stated.

Barker/Wilson

CARRIED

Item - 10. HB Tourism Quarterly Update - has been moved to immediately following item 8.

11.

June 2016 Public Transport Update

Mrs Anne Redgrave introduced the item, pointing out the additional information showing the measurement of cost per kilometre travelled as requested.

C&S28/16

Resolution

1. That the Corporate and Strategic Committee receives and notes the “June 2016 Public Transport Update” report.

Barker/Beaven

CARRIED

12.

Health and Safety Update Report for the Period 1 April - 31 May 2016

Mr Viv Moule introduced the item, highlighting the achievement of ACC tertiary level rating for a further two years from the Workplace Safety Management Practices audit, and stating that the auditor was impressed with the documentation processes and staff’s very good understanding of health and safety requirements and issues in general.

C&S29/16

Resolution

1. That the Corporate and Strategic Committee receives and notes the “Health and Safety Update Report for the Period 1 April to 31 May 2016”.

Scott/Wilson

CARRIED

13.

Minor Items not on the Agenda

Item

Topic

Councillor / Staff

Waitangi Park update.

Lottery funding applications for development of the park and installation of the celestial compass were successful.

The group also successfully attracted $40k from HDC and is awaiting a NCC funding decision

Cr Graham

14. Confirmation of the Public Excluded Minutes of the Corporate & Strategic Committee Meeting held on 13 April 2016

Resolution

C&S30/16 That the Committee excludes the public from this section of the meeting, being Agenda Item 14 Confirmation of the Public Excluded Minutes with the general subject of the item to be considered while the public is excluded; the reasons for passing the resolution and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution being:

GENERAL SUBJECT OF THE ITEM TO BE CONSIDERED	REASON FOR PASSING THIS RESOLUTION	GROUNDS UNDER SECTION 48(1) FOR THE PASSING OF THE RESOLUTION
Napier-Gisborne Rail Line	7(2)(i) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of the information is necessary to enable the local authority holding the information to carry out, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).	The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.
HBRIC Ltd Draft Statement of Intent 2016-17	7(2)(i) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of the information is necessary to enable the local authority holding the information to carry out, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).	The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.

Scott/Wilson

CARRIED

14. Confirmation of the Public Excluded Minutes of the Corporate & Strategic Committee Meeting held on 13 April 2016

Resolution

C&S31/16 Public Excluded Minutes of the Corporate and Strategic Committee held on Wednesday, 13 April 2016, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Scott/Pipe

CARRIED

Matters Arising from the Public Excluded Minutes of the Corporate & Strategic Committee Meeting held on 13 April 2016

There were no matters arising from the minutes.

Resolution

C&S32/16 That the meeting moves out of Public Excluded session.

Beaven/Wilson

CARRIED

The meeting went into public excluded session at 2.15pm and out of public excluded session at 2.17pm.

Closure:

There being no further business the Chairman declared the meeting closed at 2.17pm on Wednesday 15 June 2016.

Signed as a true and correct record.

DATE: ................................................ CHAIRMAN: ...............................................