MINUTES OF A meeting of the Strategic Planning and Finance Committee
Date: Wednesday 15 June 2011
Time: 1.00pm
Venue: |
Council Chamber Hawke's Bay Regional Council 159 Dalton Street NAPIER |
J Aspinall – Maori Committee representative
A J Dick
T Gilbertson
N Kirton
E McGregor
M Mohi – Chairman – Maori Committee representative
L Remmerswaal
K Rose
C Scott
E von Dadelszen
In Attendance: A Newman – Chief Executive
E Lambert – Group Manager External Relations
M Drury - Committee Secretary
Chairman Wilson welcomed everyone present to the meeting.
There were no apologies.
2. CONFLICT OF INTEREST DECLARATIONS
There were no conflict of interest declarations.
3. CONFIRMATION OF MINUTES OF the Strategic Planning and FinanceCommittee held on 18 May 2011
SPF10/11 |
1. That the minutes of the Strategic Planning and Finance Committee held on Wednesday, 18 May 2011, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and accurate record. von Dadelszen/Rose CARRIED |
4. Matters Arising from Minutes of the Strategic Planning and Finance Committee held on Wednesday 18 May 2011
General Business – Rates Relief’
Responding to a question, Mr Newman outlined Council’s process in regard to rates relief. He noted that to date there had been a comprehensive civil defence recovery process undertaken and a report would be prepared in the near future.
Chairman Wilson advised that he and Mr Newman would be visiting Central Hawke’s Bay early next week to view recovery work undertaken.
Call for General Business Items |
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Review of Council Committee Structure Following a request from Council at its meeting 25 May 2011, that staff give alternatives or options for a revised Committee Structure two options were presented for the Committee’s consideration. Mrs Lambert explained the options and noted that for both options the workload of all councillors would be maintained (attendance at three committees) rather than increased as under the current committee arrangements, i.e. to establish the Regional Planning Committee. An advantage of Option 1 would be that staff and administrative workloads and costs would remain at the current level. The Committee discussed the way agenda items would be presented. Concern was expressed around conflicts about issues around compliance and consents in regard to services under the proposed Environment and Services Committee and the need for a clear separation of functions. The Committee noted that if only six Councillors were on the Standing Committees (Option 2), three councillors would be deprived of the opportunity to participate in the ‘double debate’ and that this could result in extended Council meetings. Mr Newman noted that any change process was a learning process and following a general framework being established, there was always the opportunity for modifications if required. The Committee discussed the draft Terms of Reference for the Regional Planning Committee. Mrs Lambert advised that following further discussion with treaty groups, the final adoption of the Terms of Reference would take place in July. The Committee noted that the Regional Planning Committee would not be able to be established by 1 July and suggested that all changes to the committee structure take effect from the date of the establishment of the Regional Planning Committee. Mr Mohi, Chairman of the Maori Committee advised concern had been expressed by the claimant groups about the proposed set up of the Regional Planning Committee, with only 4 of the claimant groups currently prepared to stand on the Committee. Clarification was sought regarding chairmanship of the RPC at the conclusion of the transition period. Mrs Lambert confirmed that the amended clause had resulted from discussions with Treaty group claimants. Ms Aspinall sought amendments to the Terms of Reference which would explain the Maori Committee’s role on the Regional Planning Committee. |
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The Strategic Planning and Finance Committee recommends that Council: 1. Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided. 2. Once the Regional Planning Committee is established, dis-establishes the current separate Council committees of Environmental Management and Asset Management & Biosecurity and creates an Environment and Services Committee with the final Terms of Reference to be submitted to Council for approval. 3. Continues with the other current committees of Council, those being the Tenders Committee, the Maori Committee and the re-named Corporate and Strategic Committee. 4. Adopts the Draft Terms of Reference for the Regional Planning Committee, including amendments, as the basis for further discussion with Treaty claimant groups. CARRIED 9/2 |
Adoption of the Amended Council Meeting Planner for June - December 2011 Chairman Wilson advised that because some Councillors would be in China from 22 September – 4 October, the meeting scheduled for 28 September had been moved to 21 September. |
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SPFThe Strategic Planning and Finance Committee recommends that Council: 1. Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided. 2. Adopts the amended Council Meeting Planner for June – December 2011. CARRIED |
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General Business |
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This item will be discussed at a future meeting. |
Closure:
There being no further business the Chairman declared the meeting closed at 2.18pm on Wednesday, 15 June 2011.
Signed as a true and correct record.
DATE: ................................................ CHAIRMAN: ...............................................