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HB DWGJC Proposed Terms of Reference |
Attachment 1 |
Meeting of the
Hawke's Bay Drinking Water Governance Joint Committee
Date: Tuesday 24 October 2017
Time: 1.00pm
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Venue: |
Council Chamber Hawke's Bay Regional Council 159 Dalton Street NAPIER |
Agenda
Item Subject Page
1. Welcome/Notices/Apologies
2. Conflict of Interest Declarations
Decision Items
3. Member Agency Appointments 3
4. Independent Chairperson’s Appointment and Election of Deputy Chairperson 5
5. Hawke's Bay Drinking Water Governance Joint Committee Terms of Reference 7
Information or Performance Monitoring
6. Joint Working Group Work Plan 15
Hawke's Bay Drinking Water Governance Joint Committee
Tuesday 24 October 2017
Subject: Member Agency Appointments
Reason for Report
1. To confirm the appointments made to the HB Drinking Water Governance Joint Committee by member agencies.
Options Assessment
2. Agencies provided with the draft Terms of Reference and the choice to participate in the Joint Committee include:
2.1. Central Hawke’s Bay District Council
2.2. Hastings District Council
2.3. Hawke’s Bay District Heath Board
2.4. Hawke’s Bay Regional Council
2.5. Napier City Council
2.6. Wairoa District Council.
3. Agencies were provided with the opportunity to appoint two representatives to the Joint Committee, plus an additional Alternate to attend in circumstances when either or both of the appointees is unable to attend a meeting.
Considerations of Tangata Whenua
4. Throughout the processes of establishing the Joint Working Group and DWGC, discussions involved Ngati Kahungunu Iwi Inc. As a result of those discussions the Terms of Reference (3.5) leaves the choice of future membership on the DWGC open to Māori organisations should they decide they wish to do so at a later date.
Financial and Resource Implications
5. Each member agency is responsible for the remuneration and reimbursement of any associated travel or other expenses relating to meeting attendance for their appointees.
6. As per the Terms of Reference:
6.1. remuneration of the Independent Chairperson will be negotiated and split between the member agencies
6.2. HBRC, as the Administering Authority, will bear the administration and meeting related costs for the Joint Committee.
Decision Making Process
7. The Joint Committee is required to make decisions in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:
7.1. The decision does not significantly alter the service provision or affect a strategic asset.
7.2. The use of the special consultative procedure is not prescribed by legislation.
7.3. The decision is not inconsistent with an existing policy or plan.
7.4. Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, the Joint Committee can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.
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That the Hawke’s Bay Drinking Water Governance Joint Committee: 1. Receives and notes the “Member Agency Appointments” staff report. 2. Confirms the following appointments to the Joint Committee by Member Agencies, being: 2.1. Councillors Tim Aitken and Shelley Burne-Field representing Central Hawke’s Bay District Council 2.2. Councillors Sandra Hazlehurst and Kevin Watkins representing Hastings District Council, and Councillor Simon Nixon as Alternate 2.3. Councillors Paul Bailey and Tom Belford representing Hawke’s Bay Regional Council 2.4. Councillors Keith Price and Kirsten Wise representing Napier City Council 2.5. Kevin Atkinson and Ana Apatu representing the Hawke’s Bay District Health Board 2.6. ------------------ and -------------- representing the Wairoa District Council.
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Authored by:
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Leeanne Hooper HBRC Governance Manager |
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Approved by:
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James Palmer HBRC Chief Executive |
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Hawke's Bay Drinking Water Governance Joint Committee
Tuesday 24 October 2017
Subject: Independent Chairperson’s Appointment and Election of Deputy Chairperson
Reason for Report
1. To agree a process for the HB DWG Joint Committee (DWGC) to appoint a Chairperson in accordance with its Terms of Reference, 3.4.
2. Also in accordance with the DWGC Terms of Reference, 12.2, the DWGC is required to elect a Deputy Chairperson, by simple majority vote from among the representatives.
Independent Chairperson
3. Throughout the process of establishing the Joint Working Group and DWGC, Mr Chris Tremain has been acting as Independent Chairman, including presiding over this inaugural meeting. Chris has expressed his desire to step down from the role to bring focus to his other roles, requiring that the DWGC appoints a new Independent Chair for the remainder of the 2016-19 triennium.
4. The Terms of Reference envisages an independent chair but a suitable candidate has not yet been identified. An alternative is for the Committee to elect a chair from within its membership. A discussion on this is suggested for the Committee's inaugural meeting, and depending on those discussions any agreed amendments to the Terms of Reference required.
5. If it is the DWGC’s decision to appoint an Independent Chairperson, officers of HBRC, as the DWGC’s administering authority will seek the DWGC’s agreement to the process to be undertaken to seek nominations through to appointment to the role, including whether this process is to be delegated to an Appointments Panel or similar and if so the size and make-up of said panel.
Deputy Chairperson
6. Expressions of Interest will be sought from amongst the appointees at the meeting, for the role of Deputy Chairperson and if there is more than one person interested a simple majority vote of those present and voting will be undertaken to determine the appointment.
Financial and Resource Implications
7. The costs of the Independent Chairperson, and the apportionment of those, are to be agreed by the DWGC on the recommendation of the JWG. The JWG will therefor seek the views of the DWGC membership once the Chairperson’s remuneration has been agreed and the appointment made.
Decision Making Process
8. The Joint Committee is required to make decisions in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:
8.1. The decision does not significantly alter the service provision or affect a strategic asset.
8.2. The use of the special consultative procedure is not prescribed by legislation.
8.3. The persons affected by this decision are the member agencies of the Hawke’s Bay Drinking Water Governance Joint Committee and their appointees
8.4. The decision is not inconsistent with an existing policy or plan.
8.5. Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, the Joint Committee can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.
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That the Hawke’s Bay Drinking Water Governance Joint Committee: 1. Receives and notes the “Independent Chairperson’s Appointment and Election of the Deputy Chairperson” staff report. 2. Agrees to the appointment process for an Independent Chairperson for the DWGC; being: 2.1. Establishment of an Appointments Panel consisting of ------------- 2.2. Appointments Panel to establish criteria for the role and seek expressions of interest 2.3. Appointments Panel to short-list candidates if required, and carry out interviews of those shortlisted 2.4. Appointments Panel to make recommendation for appointment, including remuneration, to the DWGC 3. Appoints ________________ as the Deputy Chair of the Hawke’s Bay Drinking Water Governance Joint Committee for the remainder of the 2016-19 Triennium. 4.
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Authored by:
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Iain Maxwell HBRC Group Manager |
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Approved by:
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James Palmer HBRC Chief Executive |
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Hawke's Bay Drinking Water Governance Joint Committee
Tuesday 24 October 2017
Subject: Hawke's Bay Drinking Water Governance Joint Committee Terms of Reference
Reason for Report
1. To provide the Joint Committee with the amended Terms of Reference for agreement prior to referral back to each of the Member agencies for adoption.
Background
2. A proposed Terms of Reference was considered by each of the Member agencies and adopted over the course of August and September 2017 with several amendments as shown in the attachment.
Decision Making Process
3. The Joint Committee is required to make decisions in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:
3.1. The decision does not significantly alter the service provision or affect a strategic asset.
3.2. The use of the special consultative procedure is not prescribed by legislation.
3.3. The persons affected by this decision are the member agencies of the Hawke’s Bay Drinking Water Governance Joint Committee and their appointees.
3.4. The decision is not inconsistent with an existing policy or plan.
3.5. Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, the Joint Committee can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.
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That the Hawke’s Bay Drinking Water Governance Joint Committee: 1. Receives and notes the “Terms of Reference” staff report. 2. Agrees the finalised Terms of Reference for referral back to each Member Organisation for agreement and adoption. |
Authored by: Approved by:
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Leeanne Hooper HBRC Governance Manager |
James Palmer HBRC Chief Executive |
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⇩1 |
HB DWGJC Proposed Terms of Reference |
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Hawke's Bay Drinking Water Governance Joint Committee
Tuesday 24 October 2017
Subject: Joint Working Group Work Plan
Reason for Report
1. This report sets out the current work plan for the Drinking Water Safety Joint Working Group (JWG) to allow the Drinking Water Joint Governance Committee (DWGC) to understand the current activities as it looks to build a forward plan for the JWG.
Background
2. The JWG was established by the Havelock North Water Inquiry (HNWI) Panel. It was tasked with a range of activities to support the Inquiry Panel and provide an assurance that immediate activities to safeguard the delivery of water to Havelock North were occurring.
3. The JWG had an expected lifecycle of 12 months, with its activities originally expected to cease in December this year.
4. During the second stage of the HNWI the formation of the DWGC was offered up by the collection of agencies with a role in drinking water. During the formation of the DWGC it was envisaged that the JWG would be the key support for the DWGC.
5. The attached document sets out the JWG’s current activities. As can be seen there is a full agenda and the group has a reasonable stream of work before it. That said the JWG is eager to understand the views of the DWGC in terms of the likely future work that it might expect the JWG to produce or be engaged in and the priorities that the DWGC sees. This will allow the JWG to review the current and planned activities and to bring back an annual work plan for approval.
6. Members of the JWG will be present at the meeting to discuss their current work.
Decision Making Process
7. Staff have assessed the requirements of the Local Government Act 2002 in relation to this item and have concluded that, as this report is for information only, the decision making provisions do not apply.
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That the Hawke’s Bay Drinking Water Governance Joint Committee receives and notes the “Joint Working Group Work Plan” report. |
Authored and Authorised by:
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Iain Maxwell HBRC Group Manager |
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⇩1 |
Drinking Water Joint Working Group Work Plan |
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