Notice of the Extraordinary meeting of

Nelson City Council

Te Kaunihera o Whakatū

Date:		Thursday 5 November 2020
Time:		2.00p.m.
Location:		Council Chamber
			Civic House
			110 Trafalgar Street, Nelson

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


 

 


Nelson City Council

5 November 2020

 

 

Page No.

 

 

Karakia Timatanga

 

1.       Apologies

1.1      An apology has been received from Councillor Lawrey

2.       Confirmation of Order of Business

3.       Interests

3.1      Updates to the Interests Register

3.2      Identify any conflicts of interest in the agenda

4.       Public Forum 

5.       Mayor’s Report 

6.       Update to the Delegations Register                           6 - 106

Document number R21444

Recommendation

That the Council

1.    Receives the report Update to the Delegations Register (R21444) and its attachments (A1183061, A2505912, A2505916, A250591, A2505045, A1437349, A1739267, A2505044 and A2497914); and

2.    Approves the updated Delegations Register (attachment one, A1183061); and

3.    Approves the Terms of Reference for the Joint Committee of Tasman District and Nelson City Councils (attachment two, A2505912), noting that the changes to the committee’s delegations have been made in agreement with Tasman District Council, and in accordance with clause 30A of Schedule 7 of the Local Government Act 2002; and

4.    Approves the Terms of Reference for the Urban Development Subcommittee (attachment three, A2505916), the Strategic Development and Property Subcommittee (attachment four, A2505915), and the City Centre Engagement Group (attachment five, A2505045); and

5.    Amends the name of the Forestry Advisory Group to be the Forestry Subcommittee; and

6.    Amends the Terms of Reference for the Audit, Risk and Finance Subcommittee (attachment six, A1437349), the Forestry Subcommittee (attachment seven, A1739267), and the City for All Ages Councillor Working Group (attachment eight, A2505044); and

7.    Appoints the following members to the Urban Development Subcommittees, the Strategic Development and property Subcommittee and the City Centre Engagement Group:

Subcommittee or Group

Chair

Membership

Urban Development Subcommittee

Deputy Mayor Judene Edgar

 

Her Worship the Mayor

Councillor Mel Courtney

Councillor Kate Fulton

Councillor Brian McGurk

Councillor Pete Rainey

One Māori representative

Strategic Development and Property Subcommittee

Councillor Gaile Noonan

Her Worship the Mayor

Councillor Yvonne Bowater

Councillor Trudie Brand

Councillor Tim Skinner

Mr John Murray (external appointee)

Mr John Peters (external appointee)

One Māori representative

City Centre Engagement Group

Councillor Mel Courtney

Deputy Mayor Judene Edgar

8.    Amends the membership of the Forestry Subcommittee:

Subcommittee

Chair

Membership

Forestry Subcommittee

Mr John Murray (external appointee)

 

Her Worship the Mayor

Chairperson of Community and Recreation Committee (Councillor Tim Skinner)

Chairperson of Environment and Climate Committee (Councillor Kate Fulton)

Independent Forestry

Expert (Peter Gorman)

Officer with responsibility

for forestry

One other officer

9.    Confirms membership of the Audit, Risk and Finance Subcommittee:

Subcommittee

Chair

Membership

Audit, Risk and Finance Subcommittee

Mr John Peters (external appointee)

 

Her Worship the Mayor

Deputy Mayor Judene Edgar

Councillor Rachel Sanson

Mr John Murray (external appointee)

10.  Appoints the following elected members to external organisations:

External organisation

Membership

Community and Whanau Group

Her Worship the Mayor

Councillor Rohan O’Neill-Stevens

Councillor Pete Rainey

Creative Communities

Councillor Yvonne Bowater

Councillor Mel Courtney

Heritage Houses

Councillor Yvonne Bowater

Councillor Mel Courtney

11.  Confirms the amendments to Standing Orders relating to quorum for decision-making bodies as set out in attachment nine (A2497914), as considered at the Council meeting of 22 October 2020.

 

     

 

  


 

Item 4: Update to the Delegations Register

 

Council

5 November 2020

 

 

REPORT R21444

Update to the Delegations Register

     

 

1.       Purpose of Report

1.1      To adopt the updated Delegations Register, to reflect the changes made to the governance structure at the Council meeting on 22 October 2020; and

1.2      To approve or update the Terms of Reference underlying subcommittees, subordinate decision-making bodies, and working parties or advisory groups, to reflect the changes made to the governance structure at the 22 October Council Meeting.

 

 

2.       Recommendation

 

That the Council

1.    Receives the report Update to the Delegations Register (R21444) and its attachments (A1183061, A2505912, A2505916, A250591, A2505045, A1437349, A1739267, A2505044 and A2497914); and

2.    Approves the updated Delegations Register (attachment one, A1183061); and

3.    Approves the Terms of Reference for the Joint Committee of Tasman District and Nelson City Councils (attachment two, A2505912), noting that the changes to the committee’s delegations have been made in agreement with Tasman District Council, and in accordance with clause 30A of Schedule 7 of the Local Government Act 2002; and

4.    Approves the Terms of Reference for the Urban Development Subcommittee (attachment three, A2505916), the Strategic Development and Property Subcommittee (attachment four, A2505915), and the City Centre Engagement Group (attachment five, A2505045); and

5.    Amends the name of the Forestry Advisory Group to be the Forestry Subcommittee; and

6.    Amends the Terms of Reference for the Audit, Risk and Finance Subcommittee (attachment six, A1437349), the Forestry Subcommittee (attachment seven, A1739267), and the City for All Ages Councillor Working Group (attachment eight, A2505044); and

7.    Appoints the following members to the Urban Development Subcommittees, the Strategic Development and property Subcommittee and the City Centre Engagement Group:

Subcommittee or Group

Chair

Membership

Urban Development Subcommittee

Deputy Mayor Judene Edgar

 

Her Worship the Mayor

Councillor Mel Courtney

Councillor Kate Fulton

Councillor Brian McGurk

Councillor Pete Rainey

One Māori representative

Strategic Development and Property Subcommittee

Councillor Gaile Noonan

Her Worship the Mayor

Councillor Yvonne Bowater

Councillor Trudie Brand

Councillor Tim Skinner

Mr John Murray (external appointee)

Mr John Peters (external appointee)

One Māori representative

City Centre Engagement Group

Councillor Mel Courtney

Deputy Mayor Judene Edgar

8.    Amends the membership of the Forestry Subcommittee:

Subcommittee

Chair

Membership

Forestry Subcommittee

Mr John Murray (external appointee)

 

Her Worship the Mayor

Chairperson of Community and Recreation Committee (Councillor Tim Skinner)

Chairperson of Environment and Climate Committee (Councillor Kate Fulton)

Independent Forestry Expert (Peter Gorman)

Officer with responsibility for forestry

One other officer

9.    Confirms membership of the Audit, Risk and Finance Subcommittee:

Subcommittee

Chair

Membership

Audit, Risk and Finance Subcommittee

Mr John Peters (external appointee)

 

Her Worship the Mayor

Deputy Mayor Judene Edgar

Councillor Rachel Sanson

Mr John Murray (external appointee)

10.  Appoints the following elected members to external organisations:

External organisation

Membership

Community and Whanau Group

Her Worship the Mayor

Councillor Rohan O’Neill-Stevens

Councillor Pete Rainey

Creative Communities

Councillor Yvonne Bowater

Councillor Mel Courtney

Heritage Houses

Councillor Yvonne Bowater

Councillor Mel Courtney

11.  Confirms the amendments to Standing Orders relating to quorum for decision-making bodies as set out in attachment nine (A2497914), as considered at the Council meeting of 22 October 2020.

 

 

 

3.       Background

3.1      The Council Delegations Register sets out the areas of responsibility, functions, powers and duties that Council retains, or delegates to committees, sub-committees, subordinate decision-making bodies and the Chief Executive.

3.2      There is no legal requirement for Council to keep or adopt a Delegations Register, however it is considered best practice for the delegated responsibility of each committee, sub-committee and subordinate decision-making body to be captured in a Delegations Register and adopted by Council.

3.3      At the Inaugural Council Meeting held on 31 October 2019, Council approved the governance structure for the 2019 – 2022 triennium.  

3.4      At the Council Meeting held on 14 November 2019, Council approved and adopted the Delegations Register to reflect the governance structure that had been adopted.

3.5      At the Council Meeting held on 22 October 2020, changes were made to the governance structure.  Consequently, Council needs to approve an updated Delegations Register to reflect these changes.

3.6      The Mayor has met with Committee and Subcommittee chairs to discuss delegations and composition of the subcommittees.  Consideration has been given to the operating style of the subcommittees, the required knowledge and skills, experience, balancing workloads, and maintaining continuity where appropriate.

4.       Discussion

4.1      A review of the delegations has been undertaken and an updated copy of the Delegations Register is included as attachment one (A1183061). The proposed changes to the Delegations Register are discussed in turn below. 

          Introductory section

4.2      There are no changes required to the introductory sections (sections 1 and 2) of the Delegations Register.

          Delegations to the Chief Executive

4.3      At the 14 November 2019 Council Meeting, Council granted to the Chief Executive broad delegated powers, with limitations designed to protect Council’s governance role in providing strategic direction.

4.4      The Chief Executive’s powers have been altered to exclude the approval of fees and charges over the current Consumer Price Index (CPI).  While the Chief Executive previously held delegated responsibility for setting Council’s fees and charges each year, it was the Chief Executive’s practice to bring increases to fees and charges above CPI to the attention of the relevant governing committees.  In the context of the ongoing economic recovery from COVID-19, it is appropriate to formalise this matter as one for the governing committees.

Responsibilities retained by Council

4.5      The Delegations Register also identifies matters for which Council retains all responsibilities, functions, powers and duties in relation to governance matters (section 5.1). 

4.6      This section has been updated, as a number of matters previously retained by Council have been delegated to either the governing committees, or the newly-formed single purpose subcommittees.  These include:

4.6.1   Development of criteria and consideration of projects that utilise any Housing Reserve established through the disposal of community housing assets;

4.6.2   The City Centre Programme Plan, including the City Centre Spatial Plan;

4.6.3   The Haven Precinct;

4.6.4   The Marina Precinct;

4.6.5   Statutory tools, initiatives and projects relating to urban development and housing statutory tools and initiatives;

4.6.6   The Future Development Strategy;

4.6.7   The Intensification Action Plan; and

4.6.8   Development Contributions and Financial Contributions

4.7      There are several matters newly identified in the list for which Council retains all responsibilities, powers, functions and duties.  These are either matters previously within the areas of responsibility of the Governance and Finance Committee, or matters not otherwise mentioned in the Delegations Register, such as those related to the on-going impact of Covid-19 on the Nelson community that are appropriate to include.  These are:

4.7.1   Civic House

4.7.2   Elma Turner Library redevelopment and Riverside Precinct

4.7.3   Climatorium

4.7.4   Communications and Engagement Strategy

4.7.5   Covid-19 impact on the Nelson community and Council’s role in the recovery from COVID-19, including actions arising from Project Kōkiri.

4.7.6   Regional economic development, including Nelson Regional Development Agency

4.7.7   Uniquely Nelson

4.7.8   Nelmac Limited

4.7.9   Oversight of Forestry matters

4.7.10 Long Term Plan policies, including the Financial Strategy, ratings policies, revenue and financing policies and Long Term Plan assumptions; and

4.7.11 Residents’ Survey

4.7.12 Events Strategy and Fund

4.8      Consideration of matters and decision-making for these items will remain the responsibility of Council, although governance input may be sought through alternative mechanisms, such as through working parties of elected members or advisory groups.

 

Governing Committee Delegations – Committees of the Whole

4.9      This triennium, Council established its governing committees as “committees of the whole” so all elected members are members of every governing committee.  The delegations for each committee of the whole set out the areas of responsibility and powers of each governing committee.

4.10    At the meeting held on 22 October 2020, Council altered its governance structure to the following three governing committees, effective from 16 November 2020

4.10.1 Community and Recreation Committee - the Community and Recreation Committee takes on many of the delegations previously held by the Community Services and Sports and Recreation Committees

4.10.2 Environment and Climate Committee – the name of the Environment Committee was changed to the Environment and Climate Committee, to reflect the priority of its oversight role with regard to climate change policy and issues

4.10.3 Infrastructure Committee – there were no changes to the Infrastructure Committee noted at the 22 October 2020 Council meeting.

4.11    The areas of responsibility for each of the governing committees have been updated to reflect the revised areas of responsibility of each committee, and are identified in the Delegations Register (attachment one, A1183061).

4.12    The three governing committees’ powers in the proposed delegations remain expressly broad in nature.  That is, each committee continues to be delegated the power to exercise Council’s responsibilities, functions, powers and duties in relation to governance matters within the areas of responsibility covered by the committee, aside from the limits contained within the ‘powers to recommend to Council’ (for which the committee has power to consider matters, but not to make a final decision on them).

4.13    In line with the changes to the Chief Executive’s delegated powers noted in paragraph 4.4 above, each of the governing committees now has the power to approve increases in fees and charges above CPI.  Increases in fees and charges under CPI remain delegated to the Chief Executive.

4.14    The governing committees continue to have the power to develop, monitor and review strategies, policies and plans, and to develop and approve in principle draft Activity Management Plans for inclusion in the draft Long Term Plan.  However, the powers to recommend to Council for each of the governing committees has been updated to include ‘approval of final versions of strategies, policies and plans’.  This change ensures that there is a coordinated and strategic focus taken for policy documents, which is particularly important in the context of Nelson’s recovery from COVID-19. 

4.15    In line with the above change, the delegations for each of the governing committee have also been updated to undertake community engagement, including all steps relating to Special Consultative Procedures or other formal consultation processes, other than final approval.

4.16    The powers to recommend to Council for the Environment and Climate Committee includes ‘actions relating to climate change, not otherwise included in the Annual Plan or Long Term Plan’.  This reflects the importance Council places on actions relating to climate change, and ensures that climate change actions can be appropriately resourced.

Single Purpose Committees

4.17    There are several changes to the Single Purpose Committees contained in the Delegations Register, as outlined below.

Joint Committee of Tasman District and Nelson City Councils (Joint Committee)

4.18    Nelson City Council and Tasman District Council adopted the Nelson Tasman Future Development Strategy at the Joint Committee meeting on 26 July 2019.  Clause nine of the resolution “requests officers to report back to the Councils after the local body elections to provide a report on the options for continued governance of the Nelson Tasman Future Development Strategy (FDS) and its implementation”.

4.19    It would be more effective that discussions and decisions in relation to the implementation of the FDS be made together at the Joint Committee, rather than via separate meetings, however the delegations for the Joint committee currently delegates decision-making powers to the Joint Committee only in relation to jointly-owned Council-Controlled Organisations and Council-Controlled Trading Organisations.

4.20    For that reason, an amendment to the Joint Committee delegations is recommended, to enable the Joint Committee to adopt, approve, review and amend the FDS and Implementation Plan, and to undertake community engagement relating to the FDS.

4.21    Tasman District Council approved an equivalent resolution at its Council meeting on 22 October 2020.

4.22    There are currently no joint terms of reference for the Joint Committee of Tasman District and Nelson City Councils, the Nelson City Council Tasman District Council Joint Shareholders Committee and the Civil Defence Emergency Management Group.  Terms of Reference exist for the Nelson Tasman Regional Landfill Business Unit and the Saxton Field Committee, and the Nelson Regional Sewerage Business Unit is governed by a Memorandum of Understanding.

4.23    With the proposed changes to the Joint Committee delegations as outlined above, it is timely for Council to adopt a Terms of Reference for the committee.  This is included as attachment two (A2505912).  Attachment two includes quorum and procedural matters for the committee, and therefore it is proposed to delete these matters from the Delegations Register.  Tasman District Council has previously adopted an equivalent Terms of Reference for the Joint Committee.

4.24    Officers will develop Terms of Reference for the Nelson City Council Tasman District Council Joint Shareholders Committee and the Civil defence Emergency Management Group in conjunction with Tasman District Council officers, and present these to Council for adoption at a future meeting.

Emergency Committee

4.25    In accordance with the resolutions passed on 22 October 2020, the Emergency Committee has been removed from the Delegations Register. 

Subcommittees and Subordinate Decision-Making Bodies

4.26    The title of section six of the Delegations Register has been updated to ‘Subcommittees and Subordinate Decision-Making Bodies Established by Nelson City Council’.  The District Licensing Committee, the Hearings Panel – Resource Management Act, the Hearings Panel – Other and the Community Investment Funding Panel have been moved from the Single Purpose Committee’ section to the Subcommittee and Subordinate Decision-Making Bodies section, as they are established as subordinate decision-making bodies rather than as single-purpose committees.

Audit, Risk and Finance Subcommittee

4.27    The delegations of the Audit, Risk and Finance Subcommittee have been updated to reflect that it is a subcommittee of Council.

4.28    The areas of responsibility have been updated to include Council’s financial performance, Council’s Procurement Policy, and to enable the Chairperson’s input into financial aspects of draft Statements of Expectation and draft Statements of Intent for Nelson City Council Controlled Organisations, Council Controlled Trading Organisations and Council Organisations.  Having this input at a draft stage will strengthen the Statement of Expectation and Statement of Intent documents, and ensure that financially robust documents are presented to the relevant Committees or Council for approval.

4.29    The powers to decide have been updated to specify that the subcommittee may appoint a deputy Chair, otherwise all matters within the area of responsibility of the subcommittee remain matters for recommendation to Council.

4.30    The Terms of Reference for the Audit, Risk and Finance Subcommittee have been updated to reflect these changes, and are included as attachment six (A1437349).

Urban Development Subcommittee and Strategic Development and Property Subcommittee

4.31    The Urban Development Subcommittee and Strategic Development and Property Subcommittee were established by Council on 22 October 2020.  Terms of Reference have been developed for each of the Subcommittees and are included as attachment three (A2505916) and attachment four (A2505915).

4.32    The purpose and areas of responsibility of the Urban Development Subcommittee and Strategic Development and Property Subcommittee are set out in the Terms of Reference documents.  These reflect Council’s focus on housing and city centre development, along with enabling major projects and opportunities for strategic development to be advanced, and to enable enhanced engagement with the community. 

4.33    The delegations for the Urban Development and Strategic Development and Property Subcommittees include some decision-making powers.  In particular, these subcommittees have the same powers to develop, monitor and review strategies, policies and plans, with final version to be recommended to Council for adoption.

4.34    Both subcommittees also have the power to undertake informal community engagement on matters within the areas of responsibility.  This strikes a balance between reflecting Council’s desire for increasing the ability of elected members to engage with the community on delivering community outcomes, and ensuring that any formal consultation processes are undertaken by recommendation to Council.

Forestry Subcommittee (previously Forestry Advisory Group)

4.35    The name of the Forestry Advisory Group has been changed to the Forestry Subcommittee, to reflect its powers and responsibilities as a single-purpose subcommittee.

4.36    The delegations and membership of the Forestry Subcommittee have been amended to reflect the changes to the governance structure made at the Council meeting on 22 October 2020.  The Terms of Reference have also been updated, and are included as attachment seven (A1739267).

Working Parties and Advisory Groups

Iwi-Council Partnership Group

4.37    The Iwi-Council Partnership Group has been moved from the ‘Subcommittees and Subordinate Decision-Making Bodies Established by Nelson City Council’ section to the ‘Working Parties and Advisory Groups’ section of the Delegations Register.  The Iwi-Council Partnership Group was not set up as a formal decision-making body under the Local Government Official Information and Meetings Act 1987, and it is more appropriate that it is referenced in the Delegations Register as an advisory group.  The Iwi-Council Partnership Group Terms of Reference document number has been corrected, however there are no changes to the Terms of Reference.

City Centre Engagement Group

4.38    The City Centre Engagement Group was established at the Council meeting on 22 October 2020, reporting to the Urban Development Subcommittee.  The Terms of Reference for the City Centre Engagement Group are included as attachment five (A2505045). 

4.39    City for All Ages Councillor Working Group

4.40    The Terms of Reference for the City for All Ages Councillor Working Group have been updated, and are included as attachment eight (A2505044).

Delegations Register Schedules

4.41    The details of the revised membership for the committees, subcommittees, Subordinate Decision making Bodies and Working Groups are included in Schedule One of the Delegations Register.

4.42    Schedule Two of the Delegations Register has been updated to note the legislative and Trust Deed context for the appointment of Her Worship the Mayor to the Cawthron Institute Trust Board, to add Her Worship the Mayor to the Community and Whanau Group, to add Councillor Bowater to Heritage Houses, and to appoint Councillors Bowater and Courtney to Creative Communities.

5.       Māori representation on Council Subcommittees

5.1      At the Council meeting on 22 September 2020, Council resolved to support Māori participation in Council decision-making. As was acknowledged by Council during that meeting, the value of Māori representation is specific to each district or region, and the need is much greater in areas particularly where Māori are proportionately under-represented by the existing make-up of local government representatives. Māori representation assists Council to meet its obligations under the Local Government Act 2002.

5.2      Māori bring a strategic Māori world-view that influences positive change. The provision of Māori representation enables Māori perspectives and cultural values, as an integral part of the local landscape, to be fairly represented and understood at the decision-making table, alongside those of the wider community.

5.3      To support Māori participation in Council, it is proposed that one Māori representative is appointed to the Urban Development subcommittee; and one Māori representative is appointed to the Strategic Development and Properties subcommittee.  The presence of Māori representatives in Council provides visibility that broadens the appeal of local government, and increases levels of interest and participation by Māori, both of which Council to meet the requirements of the Local Government Act 2001.

5.4      The process used to appoint Māori representation to the Urban Development Subcommittee and the Strategic Development and Property Subcommittee will be discussed and agreed with iwi Chairs.  The names of Māori representatives to these subcommittees will be confirmed at a future Council meeting.

6.       Amendment to Standing Orders

6.1      On 24 March 2020, Council reduced the quorum of its committees, subcommittees and subordinate decision-making bodies to the legislative minimum of two, in response to the emerging COVID-19 issues and the potential risks associated with meeting in person.

6.2      At its meeting on 22 October 2020, Council considered a recommendation to restore the quorum for each committee, subcommittee and subordinate decision-making body to half of, or a majority of members.

6.3      Changes to Standing Orders require a 75% majority vote in order to pass.  At the meeting of 22 October 2020, the clause relating to the proposed change to Standing Orders was moved and seconded, and voted on at the same time as other clauses of the recommendation, to which four members of Council abstained from voting (with nine members voting in favour of the recommendations).

6.4      In order to meet the 75% threshold for changing Standing Orders, a vote of at least 10 members of Council is required.  Therefore, the proposed changes to Standing Orders in relation to quorum have been brought back before Council to confirm.  The proposed changes are included as attachment nine (A2497914).  It is suggested that the recommendation relating to the change in Standing Orders is taken separately, to ensure the vote on this matter is clear.

7.       Options

7.1      Council can choose to adopt the updated Delegations Register, Terms of References, proposed membership of subcommittees and groups and amendment to Standing Orders as presented, either in whole or in part, or can choose not to do so.

 

Author:          Nicky McDonald, Group Manager Strategy and Communications

Attachments

Attachment 1:  A1183061 - Amended Delegations Register

Attachment 2:  A2505912 Terms of Reference - Joint Committee

Attachment 3:  A2505916 Terms of Reference - Urban Development Subcommittee

Attachment 4:  A2505915 Terms of Reference - Strategic Development and Property Subcommittee

Attachment 5:  A2505045 Terms of Reference City Centre Engagement Group

Attachment 6:  A1437349 Terms of Reference Audit, Risk and Finance Subcommittee

Attachment 7:  A1739267 Terms of Reference Forestry Subcommittee

Attachment 8:  A2505044 Terms of Reference City for All Ages Councillor Working Group

Attachment 9:  A2497914 - Amendment to Standing Orders - Quorum

 

 

Important considerations for decision making

1.   Fit with Purpose of Local Government

Adoption of the proposed changes to the Delegations Register assists Council in enabling democratic decision-making as efficiently and effectively as possible.

2.   Consistency with Community Outcomes and Council Policy

Adoption of the proposed changes to the Delegations Register assists Council to achieve its community outcomes and policy goals, by providing clear direction regarding how the decision and activities of Council are implemented and managed. In particular adoption of the Register supports the community outcome “ Our Council provides leadership and fosters partnerships, a regional perspective, and community engagement”.

3.   Risk

 The updates to the Delegations Register, Terms of References, updated membership and amendments to Standing Orders reflect the Council decisions of 22 October 2020 or are otherwise administrative updates to the documents.   Therefore, they are considered to be of low risk.

The Delegations Register continues to include an ambiguity section, to reduce the risk of uncertainty as to which committee, subcommittee or subordinate decision-making body holds delegated responsibility for any particular matter.

4.   Financial impact

There will be a financial cost associated with including Māori representatives on the Urban Development and Strategic Development and Property Subcommittees.  There are no other direct budgetary consequences related to the decision to update the Delegations Register, Terms of References, update membership and amend Standing Orders.

5.   Degree of significance and level of engagement

These matters are of low significance, as they relate to the adoption of a governance documents to reflect previous Council decisions.  Therefore, no public engagement has been undertaken.

6.   Climate Impact

The proposed amendments to the Delegations Register, and in particular, the changes to the areas of responsibility of the Environment and Climate Committee with regards to climate change matters will strengthen Council’s ability to proactively respond to the impacts of climate change now or in the future. 

7.   Inclusion of Māori in the decision making process

Preliminary discussions have occurred at the Iwi-Council Partnership Group to highlight opportunities to increase Māori participation.  The intention to establish subcommittees was discussed, and the alignment with the Iwi Covid-19 Recovery Plan was noted as an immediate opportunity to increase alignment and participation of Māori.

8.   Delegations

Council retains full responsibility for the approval of updates to the Delegations Register, Terms of References, appointment of membership, and amendment of Standing Orders.

 

 


Item 4: Update to the Delegations Register: Attachment 1

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Item 4: Update to the Delegations Register: Attachment 2

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Item 4: Update to the Delegations Register: Attachment 3

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Item 4: Update to the Delegations Register: Attachment 4

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Item 4: Update to the Delegations Register: Attachment 5

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Item 4: Update to the Delegations Register: Attachment 6

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Item 4: Update to the Delegations Register: Attachment 7

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Item 4: Update to the Delegations Register: Attachment 8

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Item 4: Update to the Delegations Register: Attachment 9

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