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2020 1 2 3 3 4 4 5 5 8 6 9 7 Welcome One hundred and forty seventh meeting to be held in Wellington August 21, 22 & 23: 2020 Item Pages 1 Welcome and Chairperson’s Introduction 2 Apologies – receive 3 3 Conflicts of Interest for the Meeting – identify 4 4 Minutes – Approve minutes for meeting 146 5 5 Health and Safety 8 6 Review Action List 9 Decision Required 7 Resource Allocation Project 12 8 Subcommittee Reports and Proposals a Standing Finance Committee Reserves Policy (late paper) 16 b Licence Sub Committee i Update on Contract signing (oral) 17 ii Licence Sales System Policy 18 9 NZC Strategic Communications Policy 32 10 Pheasant Preserve 96 11 Trout Farming 114 12 Non-Resident Levy 124 1 13 Mallard Research Fund Allocation 126 14 NZC Finance Report 127 15 National Finance Report 139 16 Annual meeting timetable 2021/2022 141 17 Economic Impact Analysis Proposal 145 18 National Angler Survey 161 19 Legal/RMA Applications 162 20 Policy Review Timetable 199 21 Exclusion of the Public: Local Government Official 203 Information and Meetings Act 1987 Public Excluded Agenda Items Decisions Required 22 Hawkes Bay Audit Martin 205 23 Confirm Public Excluded minutes for meeting 140 224 24 Confirm Public Excluded minutes of meeting 146 225 25 Discussion: Governance and Management Roles and 232 Responsibilities 26 Discussion: Strategic Approach for the next 12 months 233 Reports to note 27 CEO and Staff Activity Report 234 28 Legal/RMA Report 254 29 Research Report 257 30 Meeting close Next Meeting details Next meeting the 148th 20/21/22 November 2 AGENDA ITEM No 2 Apologies New Zealand Fish and Game Council Meeting August 2020 Recommendations That apologies from … be received. 3 AGENDA ITEM No 3 Declaration of Interest New Zealand Fish and Game Council Meeting August 2020 Councillors are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have. Recommendations That any conflicts be noted. 4 AGENDA ITEM No 4 Approve Minutes meeting 146 held in July 2020 New Zealand Fish and Game Council Meeting August 2020 Recommendations That the minutes of meeting 146 held in July 2020 be approved. 5 One hundred and forty-sixth meeting of the New Zealand Fish and Game Council Wellington Monday 27 July 2020 (5:35-7:16pm) via Zoom A recording of this meeting can be viewed at: https://fishandgame.org.nz/about/about-fish- and-game-council/council-downloads/meeting-minutes/ PRESENT NZ Councillors: Noel Birchall, Lindsay Lyons, Dave Harris, Paul Blewman, Paul Shortis (Chair), Bill O’Leary, Andy Harris, Rainsford Grubb, Nigel Juby (arrived 5:40pm), Roy Knight, Dan Isbister and Greg Duley (arrived 5:50pm) NZC Staff: Martin Taylor Chief Executive, Carmel Veitch Finance, Jack Kόs Policy Advisor, Brian Anderton Senior Communications Advisor, Steve Doughty Business Development Manager and Debbie Mair Policy Advisor. Other: Alan Strong, Chair North Canterbury Fish and Game Council (present 5:48pm – 6:25pm) 1. Welcome The meeting commenced at 5:35pm with the Chair welcoming all Councillors and staff. 2. Apologies Greg Duley and Nigel Juby apologised for late arrival. 3. Conflicts of Interest It was discussed whether there was an inherent conflict for councillors in terms of addressing the budgets of the regions from which they are appointed, but it was agreed that NZC councillors are there as appointees and not delegates and that no conflict existed in this area. 4. Confirm Public Minutes – Meeting 145 That the minutes of meeting 145 held in July 2020 be approved subject to below amendments. Amend 12.2 to read: ‘To accept the Research Reserve as at 30 April 2020 $285,785 ($221,785 if the NZC agree to reduce the budget from $134k to $70k in the current year). Moved: Crs. Knight/Harris - motion carried. 5. Motion to exclude the Public That the New Zealand Fish and Game Council (a) pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely public be excluded from the following part of the proceedings of this meeting, namely: 6 GENERAL REASON FOR GROUND(S) UNDER SUBJECT OF EACH PASSING THIS SECTION 48(1) FOR MATTER TO BE RESOLUTION IN THE PASSING OF CONSIDERED RELATION TO EACH THIS RESOLUTION MATTER Confirmation of Section 9(2)(i) OIA Section 48(1)(a)(ii) Regional and The withholding of information That the public conduct of the NZC Budgets is necessary to enable a Minister whole or the relevant part of the of the Crown or any department proceedings of the meeting or organisation holding the would be likely to result in the information to carry out, without disclosure of information for prejudice or disadvantage, which good reason for commercial activities. withholding would exist. Covid 19 Wage Subsidy Section 9(2)(i) OIA Section 48(1)(a)(ii) Audit The withholding of information That the public conduct of the is necessary to enable a Minister whole or the relevant part of the of the Crown or any department proceedings of the meeting or organisation holding the would be likely to result in the information to carry out, without disclosure of information for prejudice or disadvantage, which good reason for commercial activities. withholding would exist. (b) and that staff remain to provide advice to the Council. Note Section 48(4) of the Local Government Official Information and Meetings Act 1987 provides as follows: “(4) Every resolution to exclude the public shall be put at a time when the meeting is open to the public, and the text of that resolution (or copies thereof): (a) Shall be available to any member of the public who is present; and (b) Shall form part of the minutes of the Council Moved: Crs. Lyons/Blewman - motion carried. 6. Move out of Public Excluded Recommendations: 1. That the New Zealand Fish and Game Council move out of public excluded Moved Crs. Blewman/Isbister - motion carried. 2. That the following information be brought out of public excluded to allow NZC staff to action the recommendations: a. Agenda Item 7 ‘Approval of 2020/21 Budgets’ Moved Crs. Birchall/Juby - motion carried. 7. Meeting Closed There being no further business the Chair declared the meeting closed at 7:16pm. The next meeting is scheduled for 21-23 August 2020. 7 AGENDA ITEM No 5 Health & Safety Bi-Monthly Report New Zealand Fish and Game Council Meeting August 2020 Prepared by: Debbie Mair, Policy Advisor, NZ Fish and Game Council Staff worked from home during Covid-19 lockdown. We returned to the office on Tuesday 3rd June 2020. This report covers June and July 2020 As part of its commitment to Health and Safety and providing a safe workplace, the New Zealand Fish and Game Council requires a report at each meeting. Bi-monthly update - Signed off Wednesday 5th August 2020 after a staff meeting in NZC Office. 1. Implementation and adherence to the Health & Safety policy/manual Yes. H&S meeting attendence: Martin, Jack, Brian, Steve, Richie, Carmel & Deb 2. Risk Management (identification and treatment) Desk was broken and has been repaired Protocols in place for covid-19 track and trace with hand sanitizer placed at the office door, next to the visitor book. Anti-bacterial wipes are also available. Checked the first-aid kit for expired items & replenished stock. 3. H&S matters included as an item at regular staff meetings Jack is the new office fire warden Debbie has checked the survival 3 day rations. Action to check expiry dates. Deb has checked the availability of water for all NZC staff. All good. 3. Training and awareness raising 4. H&S incidents Fire alarm activation on Monday 13th July 2020. Kitchen flood 25/26 July 2020 - blowers brought in to dry the carpet out. Issues with intermittent heating within the office - Landlord arranged for heating engineer to fix and weekly temperature checks to ensure safe working conditions. Heating repaired and working. 5. Near misses and/or injuries No injuries reported. 6. Outcome of audits and reviews Conducted and signed off three H&S reviews of NZC, Hawkes Bay and West Coast. Recommendations That the report be received 8 AGENDA ITEM No 6 Review Action List New Zealand Fish and Game Council Meeting August 2020 Action Points from NZC 146 minutes and public excluded minutes Who Action Target Date Date Completed Jack Kόs Amend 12.2 to read: ‘To accept the Research August Done Reserve as at 30 April 2020 $285,785 Meeting 28/7/2020 ($221,785 if the NZC agree to reduce the budget from $134k to $70k in the current year). Action Points from NZC 145 minutes and public excluded minutes Who Action Target Date Date Completed Carmel NZC agreed that Carmel is to send an email Jul-20 Done Veitch to regions regarding interest at 1%. Martin Can Martin put ½ page Jul-20 Done Taylor (advice/recommendation) on what we are 3/6/2020 sponsoring in the youth program please? Email from Richie Deb Mair Deb to include new up-to-date allocation Jul-20 Done figures into Minutes 3/6/2020 Martin Martin with Carmel to provide updated Jul-20 Done Taylor contestable funding applications from regions 3/6/2020 for Thursday. Email sent 3/6/20 Jack Kόs To come up with a NAS project plan, a formal August Due August & Martin scoping document and contract that NZC Meeting face to face Taylor approves going forward for all research, as NZC this will be repeated. A contract document Meeting with milestones and evaluate whether this is the best method to gather information and how to review it, confirming right decisions are made (Helen & Jack to assist).
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