Minutes of Regional Council Meeting

1. Mihi Whakatau

Mike Mohi welcomed everyone to the meeting, leading the mihi whakatau.

Kaumatua Haami Hilton offered a Karakia

Toro Waaka, Henare O’Keefe, Edina Hilton, Allan Smith and Christine Smith joined in singing a Hymn, followed by speeches of welcome.

Mr Andrew Newman welcomed everyone and outlined the process for the meeting.

The meeting adjourned at 9.25am and reconvened at 9.50am

The Making and Attesting of the Declarations Required by Members

Mr Andrew Newman welcomed everyone to the formal part of the meeting and explained the process of the elected representatives making and attesting their declarations, which he then witnesses as Chief Executive.

RC8/16

Resolution

All elected members made their oral declarations and attested their written declarations, witnessed by Andrew Newman.

Alan Dick

Debbie Hewitt

Fenton Wilson

Tom Belford

Paul Bailey

Peter Beaven

Rex Graham

Rick Barker

Neil Kirton

Election of Chairperson

The paper was taken as read, with general agreement of voting system A being used.

RC9/16

Resolutions

That Council:

1. Resolves to adopt voting system A for the election of the Chairman of Council as detailed in Schedule 7 Part 1 Section 25(3) of the Local Government Act 2002.

Councillor Bailey moved an amendment to recommendation 1, being to change the word Chairman to Chairperson, agreed to by Councillor Beaven as seconder of the original motion.

Bailey/Beaven

CARRIED

The amendment was CARRIED and therefor became part of the Substantive Motion

That Council:

1. Resolves to adopt voting system A for the election of the Chairperson of Council as detailed in Schedule 7 Part 1 Section 25(3) of the Local Government Act 2002.

2. Confirms that in the case of determination by lot the method used shall be for the Electoral Officer of Council (Leeanne Hooper) to draw the name of the person to be excluded from the next round of voting from a suitable container with the Group Manager Corporate Services acting as scrutineer during this process.

Hewitt/Beaven

CARRIED

Councillor Fenton Wilson nominated Councillor Rex Graham for the role of Chairperson, seconded by Councillor Rick Barker.

There being no further nominations, Councillor Rex Graham accepted the nomination and was elected unopposed.

Resolution

That Council:

3. Elects Councillor Rex Graham, unopposed, as Chairman of the Hawke’s Bay Regional Council.

Wilson/Barker

CARRIED

The Making and Attesting of the Declaration Required by the Chairperson

Councillor Rex Graham, after making his declaration, accepted the Chairmanship and expressed his vision for Council over the next three years.

RC10/16

Resolution

The Chairman, Rex Gordon Graham, made his oral declaration and attested his written declaration, witnessed by Andrew Newman.

Election of Deputy Chairperson

Mr Andrew Newman relinquished the Chair and Rex Graham assumed the Chair.

There was a query in relation to the past dual role of chair of the Deputy Chair and Chair of the Hearings Committee which requires the person in that role to be a Chair accredited Hearings Commissioner.

Councillors Dick and Kirton spoke in support of councillor Barker fulfilling the role of Deputy Chair.

There being no further nominations, Councillor Barker was elected Deputy Chairman unopposed.

RC11/16

Resolutions

That Council:

1. Resolves to adopt voting system A for the election of the Deputy Chairperson of Council as detailed in Schedule 7 Part 1 Section 25(3) of the Local Government Act 2002.

2. Confirms that, in the case of determination by lot, the method used shall be for the Electoral Officer of Council (Leeanne Hooper) to draw the name of the person to be excluded from the next round of voting from a suitable container with the Group Manager Corporate Services acting as scrutineer during this process.

Belford/Wilson

CARRIED

Resolution

Councillor Alan Dick nominated Councillor Rick Barker for the role of Deputy Chairperson.

Councillor Kirton seconded the nomination of Councillor Rick Barker.

3. That Councillor Rick Barker is elected, unopposed, to the role of Deputy Chairman of the Hawke’s Bay Regional Council.

Dick/Kirton

CARRIED

Council Prayer

There was a suggestion that consideration be given to alternative ways to begin council meetings, including an affirmation or karakia.

RC12/16

Resolution

That Council leaves the matter to lie on the table until options have been brought back to it for consideration.

Bailey/Dick

CARRIED

The Fixing of the Date and Time of the First Ordinary Meeting of the Council

There was discussion about the items that would be included on the Agenda for the first ordinary meeting, set in accordance with statutory requirements.

RC13/16

Resolution

That the first ordinary meeting of the Hawke's Bay Regional Council be held on Wednesday 9 November 2016 commencing at 9.00am.

Belford/Bailey

CARRIED

Proxy for the HBRIC Ltd Annual General Meeting

Mr Andrew Newman introduced the item, advising that HBRIC Ltd has yet to confirm the date and time for the AGM although it must do so within 3 months of adopting its Annual Report.

There was discussion around timelines for giving notice of company Annual General Meetings and agenda preparation, the Council being entitled to 1 vote as the sole shareholder, the ability for the shareholder to direct the company to undertake a specific course of action via resolution,

Secretarial note: Companies Act 1993 states “not less than 10 days notice of AGM must be given to every shareholder, director …”

RC14/16

Resolutions

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 have an interest in the decision.

2. Agrees that Councillor Peter Beaven be appointed as Council’s proxy at the Fifth Annual General Meeting of the Hawke’s Bay Regional Investment Company Limited to be held at a time and date in 2016 still to be confirmed, and to vote as proxy holder on behalf of the Council, and that the Deputy Chairman of the Hawke’s Bay Regional Council act as alternate.

Graham/Barker

CARRIED

Local Government Official Information and Meetings Act 1987

The paper was taken as read, however councillors expressed a desire for further clarification around compliance with the Act in relation to correspondence to/from councillors acting in their role as a councillor. Mrs Lambert provided an update on the status of a LGOIMA request for Councillor Belford’s correspondence currently being investigated by the Ombudsman.

RC15/16

Resolution

That Council takes note of the requirements contained in the “Local Government Official Information and Meetings Act 1987” report.

Barker/Kirton

CARRIED

10.

Relative Laws and Legislation Affecting Elected Members

The paper was taken as read, however councillors expressed a desire for access to copies of respective Acts and also for a future workshop detailing the laws affecting them.

RC16/16

Resolution

That Council takes note of the requirements contained in the “Relative Laws Affecting Elected Representatives” report.

Barker/Wilson

CARRIED

Closure:

There being no further business the Chairman declared the meeting closed at 11.20am on Wednesday 26 October 2016.

Signed as a true and correct record.

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