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Minutes Information Pack Minutes and Information Pack 1pm on Monday, 5 December 2016 KA Fell Chief Executive 1 December 2016 2 Explanation of Information Packs In addition to the Council’s Order Paper, Information Packs will also be distributed for its meetings. These will include minutes of relevant Council Committee meetings, Wanganui Rural Community Board meetings, Iwi Partnership meetings, and any other regularly reported information that is for noting only. Information Packs will be distributed as Public/Open/Confidential as appropriate. The Council’s Order Paper will refer to the specific minutes, reports, and/or items in the Information Pack and include relevant recommendations. Elected Members may present questions in writing on the contents of the Information Pack. These must be emailed to a member of the Governance Support Team. A copy of the questions and written replies will be made available to all Elected Members and will be tabled at the meeting. Any questions received later than the 48 hour deadline will be responded to within five days with copies of both questions and answers circulated to all Elected Members. Should a more detailed report or presentation be required on a specific item, Elected Members are invited to make an email request to the Chief Executive. The Governance Support Team include: Karyn Turner [email protected] Louise Davies [email protected] Anna Palamountain [email protected] Therese Zimmerman [email protected] Malcolm Hunt [email protected] 3 Minutes Index (Click minute title to navigate to individual sets of minutes.) Pages Minutes of Council Meetings for Confirmation 1. Minutes of the First Meeting of Whanganui District Council held on 26 October 2016 ........................................................................................................ 4 2. Minutes of the Council’s meeting held on 8 November 2016..................................20 Minutes of Meetings for Receipt 3. Minutes of the First Meeting of the Wanganui Rural Community Board held 26 October 2016 ................................................................................................ 40 4. Minutes of the Wanganui Rural Community Board meeting held 16 November 2016 .......................................................................................... 51 Minutes of Meetings (For Receipt) 5. Confirmed Minutes of Tamaupoko Link held on 17 August 2016 ............................ 67 4 Minutes of the First Meeting of the Whanganui District Council following the 2016 Triennial General Election held at 2.00pm on Wednesday, 26 October 2016 in the Concert Chamber, Whanganui War Memorial Centre, Watt Street, Whanganui Present: Mayor Hamish McDouall, Crs Charlie Anderson, Philippa Baker- Hogan, David Bennett, Josh Chandulal-Mackay, Helen Craig, Jenny Duncan, Kate Joblin, Hadleigh Reid, Alan Taylor, Rob Vinsen, Graeme Young. Apology: Councillor-elect Murray Cleveland. In Attendance: Wanganui Rural Community Board Members: Messrs Michael Dick, David Matthews, Grant Skilton, David Wells and Ms Sandra Falkner. Officers in Attendance: Mr Kym Fell (Chief Executive), Kaiwhakahaere John Maihi, Secretary: Mrs Karyn Turner (Governance Services Officer). This meeting has been called by the Chief Executive pursuant to clause 21, Schedule 7 of the Local Government Act 2002 (“the Act”) for the purpose of: A. Election Results: The Electoral Officer to present the 2016 Whanganui District Council electoral results; B. Declaration: Making and attesting the declaration of the Mayor; C. Declaration: Making and attesting the declaration of the Councillors. D. Appointment: Appointment of Deputy Mayor – section 41A(3)(a) of the Act; Alternatively Election: Election of Deputy Mayor – clause 17(1) and clause 25, Schedule 7 of the Act; E. General Explanation: General explanation of key legislative provisions; F. Council Meetings: the fixing of the date and time of the first meeting of the local authority, or the adoption of a schedule of meetings. 1. Welcome and Apologies Kaiwhakahaere John Maihi welcomed His Worship the Mayor, Councillors and Wanganui Rural Community Board members to the meeting. Mr Kym Fell, Chief Executive, assumed the Chair and extended a welcome to those at the meeting, including special guests, Mayor Elect, Councillors’ Elect, family and friends and past elected members. Mr Fell also noted the following apologies: Chester Borrows (Member of Parliament, Whanganui), Kemp Dryden (Ngati Rangi), Raewyn Overton-Stuart (Chair, Whanganui Chamber of Commerce), Marshall Tangaroa (Chair, Whanganui Regional Museum Trust) and Acting Area Commander Whanganui Police, Thomas McIntyre. 5 2 Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Craig: THAT Councillor-elect Murray Cleveland’s apology is received. CARRIED 2. Election Results Kym Fell, Chief Executive, acknowledged the work of Whanganui District Council’s Electoral Officer, Noeline Moosman. A copy of the official declaration of results for the 2016 Whanganui District Council triennial general election, held on 8 October 2016 was tabled. (Ref A). References – Agenda Attachments A Official declaration of results for the 2016 Whanganui District Council triennial general election. 3. Declaration of Mayor Kym Fell, Chief Executive, declared Hamish Crichton McDouall to be elected to the office of Mayor of the District of Whanganui. Hamish Crichton McDouall completed the statutory declaration in accordance with clause 14 of Schedule 7 of the Act, witnessed by the Chief Executive. “I, Hamish Crichton McDouall, declare that I will faithfully and impartially, and according to the best of my skill and judgment, execute and perform, in the best interests of Whanganui District, the powers, authorities, and duties vested in, or imposed upon me as Mayor of the Whanganui District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act. 4. Presentation of Mayor’s Robe and Chain Kym Fell, Chief Executive, read the induction address explaining the significance of the Robe and Chain of Office and placed them on His Worship the Mayor Hamish Crichton McDouall. 5. Presentation of Mayoress’ Chain Kym Fell, Chief Executive, welcomed Mayoress Elinor Harvey McDouall and presented her with the Mayoress’ Chain. The Chief Executive vacated the Chair. Mayor Hamish McDouall assumed the Chair. Council First Meeting following Triennial Election 26 October 2016 6 3 6. Declaration of Members Mayor Hamish McDouall declared the Members elected to the Whanganui District Council. 1. Peter Hadleigh (Hadleigh) Reid 2. Murray Ronald Cleveland 3. David Winstone Aitken Bennett 4. Charles George (Charlie) Anderson 5. Helen Marguerite Mary Craig 6. Kathleen Francis (Kate) Joblin 7. Robin Victor (Rob) Vinsen 8. Alan Richard Taylor 9. Joshua Buchanan (Josh) Chandulal-Mackay 10. Jennifer Ruth (Jenny) Duncan 11. Philippa June Baker-Hogan 12. Graeme Walker Young Each Councillor, except Councillor-elect Murray Cleveland, completed the statutory declaration in accordance with clause 14 of Schedule 7 of the Act, witnessed by His Worship the Mayor Hamish McDouall. Declaration by Members “I, _________________________________, declare that I will faithfully and impartially, and according to the best of my skill and judgment, execute and perform, in the best interests of Whanganui District, the powers, authorities, and duties vested in, or imposed upon, me as a Member of the Whanganui District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act. 7. General Explanation of Laws Affecting Members At the first meeting of Council following the triennial general election clause 21(5)(c) of Schedule 7 to the Local Government Act 2002 requires the Chief Executive to give or arrange for a general explanation of the laws affecting Members, including: . Local Government Official Information and Meetings Act 1987; . Local Authorities (Members' Interests) Act 1968 (appropriate provisions); . Crimes Act 1961 (sections 99,105 and 105A); . Secret Commissions Act 1910; and the . Financial Markets Conduct Act 2013. At Mayor McDouall’s request, Paul Drake, Legal Officer, provided a general explanation of the Council’s procedures and Councillors’ legal responsibilities. “There are key legal provisions which regulates the way in which Council conducts its business and, in particular, which Elected Members must be aware of; as breaching those rules can have the consequence of loss of office. Council First Meeting following Triennial Election 26 October 2016 7 4 Local Government Official Information and Meetings Act 1987 (LGOIMA) The main focus of LGOIMA is the retention and release of official information held by Council and the conduct of Council meetings; the latter being evidenced by Standing Orders. The fundamental principle in LGOIMA is that information held by the Council is publicly available, unless one or more specified ground for withholding applies. That principle applies to all information held by Council and includes matters discussed in the public excluded section of Council meetings. The Chief Executive administers the release of official information. LGOIMA regulates the grounds on which the public may be excluded from a Council meeting; generally only when good reason to withhold information exists as defined in sections 7 and 48 of the Act which includes where the subject matter is one where a right of appeal
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