Supplementary Agenda of Governance Committee Meeting

Item No. 6.4

Supplementary Agenda (Open Portion)

Governance Committee Meeting

Page 4

4/10/2016

Memorandum: Governance Committee

Council Committees and Governance Matters

The Governance Committee considered the attached report (Attachment A) at its meeting held on 6 September 2016.

The Committee subsequently referred its recommendation appearing at attachment B to this memo to the Council meeting of 19 September 2016, whereat the matter was deferred for further consideration.

Based around discussion at the Council meeting officers were of the view that there appeared to be a consensus view supporting the alignment of committee business with the key priority areas within the Strategic Plan, albeit that there will obviously be further work required to define relevant Terms of Reference in support of this approach.

Further to this was the understanding that this matter, along with the range of other governance issues, as addressed in the report should be discussed in more detail at a further Council workshop, prior to further formal consideration by the Committee and Council, together with a further report.

Accordingly, the recommendation under reflects this approach.

REcommendation

That:

1. The Council endorse its preference for a governance framework which facilitates the flow of business through committees which are established in alignment with the City’s Strategic Plan.

1.1. The following strategic priority areas be utilised as the basis for the reporting structure:

· Economic Development, Vibrancy and Culture;

· Urban Management

· Environment and Natural Resources

· Strong, Safe and Healthy Communities

· Governance and Finance

1.2 Terms of Reference be prepared to reflect this structure for consideration at a Council workshop.

2. The delivery of the framework and other governance matters, as addressed in the attached report be also considered at the Council workshop.

3. Subsequent to the Council workshop, a further report be prepared for consideration by the Committee and Council.

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

N.D Heath

General Manager

Date: 30 September 2016

File Reference: F16/113481; s13-1-2

Attachment a: Report considered by the Governance Committee at its meeting of 6 September 2016 ⇩

Attachment b: Recommendation considered by the Council at its meeting of 19 September 2016 ⇩

Item No. 6.4

Supplementary Agenda (Open Portion)

Governance Committee Meeting - 4/10/2016

Page 6

ATTACHMENT a

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Item No. 6.4

Supplementary Agenda (Open Portion)

Governance Committee Meeting - 4/10/2016

Page 23

ATTACHMENT b

Recommendation considered by the Council at its meeting of 19 September 2016.

That: 1. The Council confirm its governance, strategic and policy focus in respect to business matters submitted for committee and Council determination.

2. With the exception of the City Planning Committee, the Council’s existing committees be disbanded at the appropriate time, within the next six months.

3. In lieu of the disbanded committees, the Council utilise the following strategic priority areas listed in its Strategic Plan as the basis for the reporting structure for business requiring consideration at committee or Council level:

3.1. Economic Development, Vibrancy and Culture;

3.2. Urban Management;

3.3. Environment and Natural Resources;

3.4. Strong, Safe and Healthy Communities; and

3.5. Governance

4. All Aldermen be members of each of the newly established committees, noting that a quorum will be seven.

5. In recognition of the specific planning authority role of the City Planning Committee, it remain in place with modified Terms of Reference, with the Council to determine the composition and Chairman.

6. Terms of Reference be drafted for the newly established committees which:

6.1. Emphasise the governance, strategic and policy focus for committees and Council going forward; and

6.2. Maximise opportunities for increased delegations to committees in light of their membership comprising all Aldermen.

7. The Council adopt the monthly Council and committee meeting framework, marked as Attachment A to item 6.2 of the Open Governance Committee agenda of 6 September 2016, which involves the dedication of Mondays alternately as Committee and Council meeting days, as amended by the deletion of the Governance strategic priority area related to week 3.

(i) The Council consider allocating two dedicated workshop opportunities per month and resolve a preferred time and day of the week for this to occur.

8. The two scheduled committee days per month be known as Committee of the Whole with the chairmanship to be rotated amongst interested Aldermen.

9. For each of the five Strategic Priority Areas, the Council consider appointing a Leader and Co-Leader to facilitate items at Committee of the Whole meetings, including deputations, and to introduce items at the Council meeting.

10. The commencement time for Council, City Planning and Committee of the Whole meetings be 5.00 pm.

11. The City Planning Committee continue to meet twice per month in order to meet its statutory planning authority obligations.

11.1 The allocated meeting day for the City Planning Committee move from Monday to Tuesday.

11.2 The City Planning Committee consider further variations to its delegations where applications are low impact or straight forward.

12. The format for Aldermanic Notices of Motions be varied to include a brief report from the General Manager or his delegate which addresses the status of any action taken, the requirement for a report including anticipated timing and any related resourcing matters relating to its preparation, together with any other information relevant to consideration of the matter by the committee and Council.

12.1 The notification period for the lodgement of Notices of Motions be varied from seven to ten clear days to provide sufficient time for the preparation of the report.

13. The Public Question Time procedures be varied to allow questions from the floor as part of the Public Question Time forum at ordinary Council meetings.

14. The policy provisions around deputations be considered after the implementation of the revised committee structure.

15. The Council committee structure, once determined by Council, be reviewed after three months of operation.