Notice of the Extraordinary meeting of
Nelson City Council
Te Kaunihera o Whakatū
Agenda
Rārangi take
Mayor Her
Worship the Mayor Rachel Reese
Deputy Mayor Cr Judene Edgar
Members
Cr Yvonne Bowater
Cr Trudie Brand
Cr Mel Courtney
Cr Kate Fulton
Cr Matt Lawrey
Cr Brian McGurk
Cr Gaile Noonan
Cr Rohan O’Neill-Stevens
Cr Pete Rainey
Cr Rachel Sanson
Cr Tim Skinner
Quorum 7 Pat
Dougherty Chief
Executive Officer
Nelson City Council Disclaimer
Please note that the contents of these Council and Committee agendas
have yet to be considered by Council and officer recommendations may be altered
or changed by the Council in the process of making the formal Council decision. For enquiries call (03) 5460436.
Council Values
Following are the
values agreed during the 2019 - 2022 term:
A. Whakautetanga: respect
B. Kōrero Pono: integrity
C. Māiatanga: courage
D. Whakamanatanga: effectiveness
E. Whakamōwaitanga: humility
F. Kaitiakitanga: stewardship
G. Manaakitanga: generosity of spirit
Item 4: Mayor's Report
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Council
22 October 2020
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REPORT R21418
Mayor's
Report
1. Purpose
of Report
1.1 To propose a revised
governance structure to respond to Covid-19 impacts and recovery, the
triennium priorities, and to enable major projects and opportunities for
strategic development to be advanced, recognising the need for enhanced
engagement and an efficient and effective functioning of Council.
2. Recommendation
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That the Council
1. Receives
the report Mayor's Report (R21418)
and its attachment (A2497914); and
2. Ceases the operation of the
Governance and Finance Committee from 16 November 2020; and
3. Ceases the operation of the Sports
and Recreation Committee from 16 November 2020;
4. Ceases the operation of the
Community Services Committee from 16 November 2020; and
5. Ceases the operation of the City
Centre Working Group from 16 November 2020; and
6. Amends the name of the Environment
Committee to be the Environment and Climate Committee from 16 November 2020,
to better reflect the priority of its oversight role with regard to climate
change policy, issues and monitoring; and
7. Establishes a new governing committee
from 16 November 2020, being the Community and Recreation Committee; and
8. Confirms that the Community and
Recreation Committee, the Environment and Climate Committee, and the
Infrastructure Committee, being Council’s three governing committees, are
committees of the whole; and
9. Increases the functions and
responsibilities of the Audit and Risk Subcommittee from 16 November 2020 to
include finance matters, noting that the subcommittee name will also be
updated to the Audit, Risk and Finance Subcommittee from 16 November 2020;
and
10. Establishes two additional single purpose
subcommittees from 16 November 2020, being the Urban Development Subcommittee
and the Strategic Development and Property Subcommittee; and
11. Establishes a City Centre Engagement Group to
report to the Urban Development Subcommittee; and
12. Notes that a report will be brought to Council
prior to 16 November 2020, to:
· transfer
the delegations of the Governance and Finance Committee to Council and/or
other committees/subcommittees
· establish
the delegations of the Community and Recreation Committee
· update
the delegations of the Environment and Climate Committee
· update
the delegations of the Audit, Risk and Finance Subcommittee
· confirm
the membership and establish the delegations of the Urban Development
Subcommittee
· confirm
the membership and establish the delegations of the Strategic Development and
Property Subcommittee, and
· confirm
the membership and establish the delegations of the City Centre Engagement
Group, and
· confirm
any consequential changes to Council’s Delegations Register arising
from changes to Council’s committee structure; and
13. Appoints elected members to be Chair and
Deputies of governing committees as follows:
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Committee
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Chair
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Deputies
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Community and
Recreation
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Cr Tim Skinner
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Cr Trudie Brand
Cr Yvonne Bowater
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Environment and Climate
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Cr Kate Fulton
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Cr Mel Courtney
Cr Brian McGurk
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14. Confirms Cr Brian McGurk and Cr Rohan
O’Neill-Stevens remain Chair and Deputy Chair of the Infrastructure
Committee; and
15. Appoints elected members to be Chair of the
new single purpose subcommittees as follows:
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Subcommittee
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Chair
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Urban Development
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Cr Judene Edgar
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Strategic Development
and Property
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Cr Gaile Noonan
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16. Appoints Councillor Mel Courtney as Chair of
the City Centre Engagement Group; and
17. Approves the proposed amendments to Standing
Orders relating to quorum for decision-making bodies as set out in Attachment
1 (A2497914); and
18. Ceases the operation of the Emergency
Committee.
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3. Background
3.1 At
the Inaugural Council Meeting, held on 31 October 2019, Council established
five governing committees, being the Community Services, Environment,
Governance and Finance, Infrastructure and Sports and Recreation
Committees. These committees were established as committees of the whole
– that is all elected members are members of every governing committee.
3.2 This
allocation of responsibilities amongst the committees was a carry forward from
the previous triennium and a pragmatic way to allow all councillors, especially
first term councillors, to gain a broad understanding of Council operations.
The committees were given full decision-making powers to support a timely
decision-making process.
3.3 Subsequently
Council has established its three triennium focus areas; creating a sustainable
transport culture, Maitai River Precinct, and housing affordability and
intensification.
3.4 As
a result of COVID-19 Council has and will continue to play a major role in
supporting our community in responding to and rebuilding from the global
pandemic and its impacts. It is important our resources are used as
effectively as possible.
4. Changes
Required
4.1 It
is evident that maintaining a business as usual structure is sub-optimal with
the challenges, opportunities and limited resources in front of us. The key
drivers for the proposed structural changes are:
4.1.1 Using
the existing structure the 2021 calendar schedule requires a high level of
committee meeting time – this is not sustainable and needs to be
addressed urgently;
4.1.2 Freeing
up time and structures to allow greater collaboration and engagement with
central government, iwi, other councils, private sector, NGOs, and
citizens’ groups is essential to progress priority areas and
strategic projects;
4.1.3 Efficiency
for officers – streamlining the committee structure to three governing
committees will provide a more functional system for officers seeking
governance direction;
4.1.4 Health
and safety and organisational risk needs a direct link to Council;
4.1.5 Reducing
duplication of financial reporting;
4.1.6 Giving
climate matters greater prominence at a committee level with the inclusion of a
regular reporting and monitoring function;
4.1.7 Single
purpose subcommittees - there is a need to increase specialist committees to
give Council the ability and the appropriate forum to discuss and develop key
strategic issues to a point where they can be brought with recommendations to
Council for implementation;
4.1.8 Quorum
– increase quorum from a minimum of two members back to the majority of
members for each decision-making body;
4.1.9 Delegations
– changes are required to ensure that the most appropriate committee
deals with each matter;
5. Committee
Structure
5.1 The
proposed changes to the committee structure are as follows:
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Committee
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Comments
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Infrastructure Committee
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No change – committee of the whole.
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Community and Recreation Committee
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This is a newly established committee – some functions from the
Community Services Committee and the Sports and Recreation Committee combine
to form this Committee.
Functions will be fully outlined in the subsequent delegations report
but include matters such as: arts, heritage and culture, community
facilities, social development, community events, parks and reserves,
recreation facilities and services.
It is proposed that given the breadth of subject matter under this
Committee that the Chair be supported by two Deputy Chairs. This is a
committee of the whole.
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Environment and Climate Change Policy Committee
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The name of the Environment Committee is proposed to change to the
Environment and Climate Committee to better reflect the priority of its
oversight role with regard to climate change policy, issues and monitoring,
and the Climate Change Reserve Fund. This is appropriate given the importance Council
attaches to the issue of climate change and the focus it will receive in the
Long Term Plan. This Committee will also include the delegation for the Urban
Greening Plan. This Committee will retain all science and environment matters
and Council’s flagship environmental programmes especially those
related to biodiversity, pest and weed management, and coastal, riparian and
freshwater. Progressing the Nelson Plan remains a significant part of this
Committee’s work and the next 2 years will be time intensive,
particularly for Cr McGurk who leads this area. This is a committee of the
whole.
Given the breadth of the subject matter of this committee, it is
proposed that the Chair be supported by an additional Deputy Chair.
This is a committee of the whole.
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Governance and Finance Committee
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This committee has been dis-established. The work undertaken by
this committee will be transferred to Council and committees/subcommittees.
Council will retain the delegation for the Communications and Engagement
Strategy, Residents’ Survey and Events Strategy.
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Urban Development Subcommittee
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Newly established single purpose subcommittee. Membership of six to
eight members, to be confirmed in a report to be brought to Council.
This subcommittee will have recommending functions in relation to
housing, any Housing Reserve established, the Land Development Manual,
development contributions, the Intensification Action Plan, the City Centre
Programme Plan including the Spatial Plan, and matters relating to the
National Policy Statement Urban Development.
Reporting to this subcommittee will be the:
· City Centre Engagement Group – this group have a focused
role in supporting the city centre engagement
This subcommittee will report directly to Council.
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Strategic Development and Property Subcommittee
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Newly established single purpose subcommittee. Membership of six to
eight members, to be confirmed in a report to be brought to Council.
This subcommittee will have recommending functions in relation to
matters such as the Haven precinct, marina and marina precinct, campgrounds,
strategic and commercial property (Civic House remains with Council), Nelson
Regional Development Agency, Nelmac and Uniquely Nelson.
This subcommittee will report directly to Council.
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Audit, Risk and Finance Subcommittee
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The existing Audit and Risk Subcommittee is proposed to take on
oversight of financial matters from the dis-established Governance and
Finance Committee, including the Procurement Policy. Its name will change to
Audit, Risk and Finance Subcommittee. Membership of five members.
This subcommittee will report directly to Council.
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6. Committee
Matters
Committee Membership
6.1 Following
a decision on the revised governance structure, and prior to the proposed
structure taking effect, a report will be brought to Council to confirm the
membership of each subordinate decision-making body.
Delegations
6.2 The
Delegations Register was adopted on 14 November 2019. Following a
decision on the revised governance structure, and prior to the proposed
structure taking effect on 16 November 2020, a report will be brought to
Council to consider Council, Committee and Subcommittee delegations and to
approve updates to the Delegations Register.
Remuneration
6.3 In
accordance with the Remuneration Authority Determination, Council has been
allocated a pool of $603,300, from which all councillors are remunerated.
This pool is divided between the councillors, recognising the various levels of
responsibility.
6.4 The
current levels of remuneration will need to be considered and potentially
adjusted to reflect a revised governance structure. A report will be
brought to Council to consider options for future councillor remuneration at
the same time as committee membership and delegations are considered.
Committee and Quorum changes
to respond to COVID-19
6.5 At
the 24 March 2020 Council Meeting, in response to the emerging COVID-19 issues
and the potential risks associated with meeting in person, Council Standing
Orders were updated to confirm that the minimum quorum of a committee or
subcommittee “is not less than two elected members”.
6.6 The
Emergency Committee was also established at the 24 March 2020 Council meeting,
to enable urgent and essential decision making and governance processes to
continue during the COVID-19 pandemic. The Emergency Committee was never
convened during the alert level 4 lockdown period, or through the subsequent
alert level changes, due to legislative changes that allowed Council and its
subordinate decision-making bodies to meet via audio-visual means during the
various COVID-19 alert level stages.
6.7 It
is now appropriate to cease the operation of the Emergency Committee, and to
increase the quorum of each committee, subcommittee and subordinate
decision-making body back to half of, or the majority of members, as set out in
attachment one (A2497914).
7. Conclusion
7.1 The
revised governance structure provides an all of organisation focus on
priorities, efficiencies, allocation of resources, community need and strategic
opportunities.
Author: Rachel
Reese, Mayor of Nelson
Attachments
Attachment 1: A2497914
- update to Standing Orders - Quorum ⇩
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Important considerations for decision making
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1. Fit
with Purpose of Local Government
Review of the committee structure assists Council in
enabling democratic decision-making as efficiently and effectively as
possible.
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2. Consistency
with Community Outcomes and Council Policy
By seeking to improve the efficiency and
effectiveness of Council decision-making this report contributes to the
community outcome that our Council provides leadership and fosters
partnerships, a regional perspective, and community engagement.
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3. Risk
The changes
to the committee structure are low risk as they are consolidating and
rationalising Council’s governance framework.
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4. Financial
impact
There are no direct budgetary consequences related
to the decision to approve the new committee structure.
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5. Degree
of significance and level of engagement
This matter is considered to be of low significance
as it relates to a procedural governance matter and therefore no public
engagement is planned.
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6. Climate
Impact
This decision will have no impact on the ability of
the Council or District to proactively respond to the impacts of climate
change now or in the future.
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7. Inclusion
of Māori in the decision making process
No engagement with Māori has been undertaken in
preparing this report. The Mayor outlined the proposed establishment of
the new subcommittees of Council at the Iwi-Council Partnership Group.
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8. Delegations
Council has full responsibility for matters relating
to the committee structure.
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