MINUTES OF A meeting of the Tenders Committee

Date:                          Wednesday 24 June 2020

Time:                          2.50pm

Venue:

Council Chamber Hawke's Bay Regional Council 159 Dalton Street NAPIER

Present:                     R Graham (Chair)

C Foss

N Kirton

In Attendance:          C Dolley – Group Manager Asset Management

T Skerman –Group Manager Strategic Planning

L Hooper – Governance Lead

D Keracher – Acting Manager Regional Projects

A Langley – Project:Haus

M Heaney – Manager Client Services

1. Welcome/Apologies

The Chairman welcomed everyone to the meeting.

Resolution

TC3/20       That the apology for absence from Cr Rick Barker is accepted.

Foss/Kirton

CARRIED

2. Conflict of Interest Declarations

There were no conflicts of interest declared.

3.       Confirmation of Minutes of the Tenders Committee meeting held on 27 May 2020

TC4/20

Resolution Minutes of the Tenders Committee meeting held on Wednesday, 27 May 2020, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record. Graham/Kirton CARRIED

4.

Maraekakaho Access Road

Chris Dolley, Group Manager Asset Management, advised that this item was released as part of the Open agenda in error and should be considered with the public excluded due to the detailed tender analysis and commercial information contained in it.

The item will be removed from the publicly available Agenda by Governance team.

TC5/20

Resolution

That Hawke’s Bay Regional Council Tenders Committee excludes the public from this section of the meeting, being Agenda Item 4 Maraekakaho Access Road 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
CHB Managed Aquifer Recharge Field Pilot	7(2)(b)(ii) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of that information is necessary to protect information which otherwise would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. s7(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.

Foss/Kirton

CARRIED

5.

CHB Managed Aquifer Recharge Field Pilot

TC6/20

Resolutions

That Hawke’s Bay Regional Council Tenders Committee excludes the public from this section of the meeting, being Agenda Item 5 CHB Managed Aquifer Recharge Field Pilot 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
CHB Managed Aquifer Recharge Field Pilot	s7(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.

2.   That Amanda Langley, Project:Haus, remains in attendance for this item as subject matter expert.

Foss/Kirton

CARRIED

6.

Confirmation of 27 May 2020 Public Excluded Minutes

TC7/20

Resolutions

That Hawke’s Bay Regional Council excludes the public from this section of the meeting being Confirmation of Public Excluded Minutes Agenda Item 6 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
Finance System Replacement Procurement and Supplier Recommendation	s7(2)(b)(ii) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of that information is necessary to protect information which otherwise would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. s7(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.

Foss/Kirton

CARRIED

The meeting went into public excluded session at 3.00pm and out of public excluded session at 3.24pm

Closure:

There being no further business the Chairman declared the meeting closed at 3.25pm on Wednesday, 24 June 2020.

Signed as a true and correct record.

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