3 March 2016
Memo to: Mayor
and Councillors
Memo from: Administration
Advisers
Subject: Council– 3 MARCH 2016
– LATE ITEM
5. Late
Item: Mayor's Report 2 - 11
Document 5587
A report
titled Mayor's Report is attached to be considered as a major late item at this
meeting. This report was listed as item 5 on the public agenda for the
Council meeting on 3 March 2016.
Section
46A(1)-(6) of the Local Government Official Information and Meetings Act 1987
and Standing Order 2.15.8 require that agendas are distributed with the
associated reports. As this report was not distributed with the agenda for this
meeting, it must be treated as a major late item to be considered at this
meeting. In accordance with section 46A(7) of the Local Government Official
Information and Meetings Act 1987 and Standing Order 3.7.5, a procedural
resolution is required before a major item that is not on the agenda for the
meeting may be dealt with.
In accordance
with section 46A(7)(b)(i) the reason why the item was not on the agenda is
because it came to hand after the agenda had been distributed.
In accordance
with section 46A(7)(b)(ii) the reason why discussion of this item cannot be
delayed until a subsequent meeting is because a resolution on the matter is
required before the next scheduled meeting of the Council to enable a timely
decision to be made.
Recommendation
THAT
the item regarding Mayor's Report be considered at this meeting as a major item
not on the agenda, pursuant to Section 46A(7)(a) of the Local Government
Official Information and Meetings Act 1987, to enable a timely decision to be
made.
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Council
3 March 2016
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REPORT R5587
Mayor's
Report
1. Purpose
of Report
1.1 To establish a Sports and Recreation Committee,
and approve its delegations and membership.
1.2 To
update Council on a number of other matters.
2. Recommendation
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THAT the Mayor's Report (R5587) and its attachments (A1511458,
A1511415 and A1511419) be
received;
AND THAT
Council notes the establishment of the Sports and Recreation Committee by the
Mayor in accordance with Section 41A of the Local Government Act 2002, with
Deputy Mayor Paul Matheson as Chairperson and Councillor Gaile Noonan as
Deputy Chairperson;
AND THAT
the remaining membership of the Sports and Recreation Committee consist of
Councillors Ruth Copeland, Matt Lawrey, Pete Rainey, Tim Skinner, Mike Ward
and Her Worship the Mayor;
AND THAT
the Delegations Register be amended, as illustrated in attachment 1 (A1511458);
AND THAT
updates regarding the Local Government New Zealand Conference 2016 and Local
Government New Zealand remit applications are noted.
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3. Discussion
Sports
and Recreation Committee
3.1 Section
41A of the Local Government Act 2002 (LGA) provides that the Mayor can
establish committees of the territorial authority, and appoint the Chairpersons
of those committees.
3.2 Council’s
Standing Orders also allow for the Mayor to appoint the Deputy Chairperson of
any committee established under Section 41A of the LGA (Standing Order 2.7.2).
3.3 Through the Annual
Plan process the Mayor has identified that the Community Services Committee
faces a significant workload in the coming months.
3.4 To date, significant progress has been made on
Community Investment Funding, the Arts Festival Transition, the re-opening of
the Trafalgar Centre and strategic
planning in relation to heritage facilities. It has become apparent that there
is also a growing need for additional focus on Sport and Recreational
activities, including Saxton Field Governance, the Marina Strategy and the
Campground Review, as well as ongoing development of Reserves Management Plans.
3.5 The Mayor has determined that the best way to approach
this workload is to split governance oversight of these activities between two
Standing Committees – the existing Community Services Committee and a new
Sports and Recreation Committee.
3.6 The current delegations to the Community Services
Committee have an extremely broad remit; the establishment of an additional
committee will allow the chairs of the two committees to focus on the
governance required to progress their relevant work areas.
3.7 Councillor Rainey will continue to chair the Community
Services Committee and Councillor Matheson will chair the Sports and Recreation
Committee. Councillor Noonan will continue as deputy chair of both committees.
Membership of the Sports and Recreation Committee will otherwise remain the
same as the current membership of the Community Services Committee.
3.8 The Terms of Reference of the Sports and Recreation
Committee include two areas of responsibility:
• The
provision and operation of recreation and leisure facilities and services,
including reserves, parks, sports fields, swimming pool facilities and motor
camps
• The
provision and operation of the Marina and Marina activities
3.9 The Delegations Register has been amended to reflect
the proposed changes to the Community Services Committee and the establishment
of the new Sports and Recreation Committee. These amendments are illustrated in
Attachment 1.
3.10 In making these changes, the Mayor acknowledges the
growth in the Sports and Recreation portfolio, with more people and
organisations desiring to make use of council assets. The new committee will
allow Councillors to better engage with these groups, and to develop
partnerships which will ultimately better inform the 2018-2028 Long Term Plan.
3.11 It
is envisaged that the Sports and Recreation Committee will meet on the same day
of the Community Services Committee. It is anticipated that the first meeting
of the Sports and Recreation Committee will be held on 14 April 2016.
3.12 These changes do
not affect current remuneration arrangements.
4. LGNZ
Conference 2016
4.1 In 2015 many councillors attended the Local Government
New Zealand Conference held in Rotorua. In 2016 the conference is to be
held in Dunedin from 24 to 26 July.
4.2 Registrations for the conference are now open.
Councillors who are interested in attending are requested to make their
intentions known to the Office of the Mayor or the Administration Advisers as
soon as possible, so that bookings can be made.
4.3 Councillors are reminded that the cost of attending
would come from each councillor’s triennial budget for travel and
training. Further details for the conference can be found here http://www.lgnz2016.co.nz/lgnz16.
5. Local
Government New Zealand 2016 Annual General Meeting Remit Process
5.1 The Local Government New Zealand (LGNZ) Annual General
Meeting (AGM) is being held on Sunday 24 July 2016, in Dunedin as part of the
LGNZ Conference.
5.2 LGNZ has invited member authorities wishing to submit
proposed remits for consideration at the LGNZ AGM, to do so no later than
5.00pm, Monday 13 June 2016.
5.3 A copy of the memo received from LGNZ outlining the
remit process is provided as Attachment 2.
5.4 A copy of the remit application form from LGNZ is
provided as Attachment 3.
5.5 Councillors are requested to approach the Office of
the Mayor for assistance in preparing any remits.
6. Conclusion
6.1 It
is recommended that a Sports and Recreation Committee is established, and that
councillors note the information regarding the LGNZ Conference and Remit
process.
Rachel
Reese
Mayor
of Nelson
Attachments
Attachment 1: A1511458
Delegations Register Amendments - Sports and Recreation Committee
Attachment 2: A1511415
Local Government New Zealand Remit Process Memo
Attachment 3: A1511419
Local Government New Zealand Remit Application
