sdclogo

 

 

Notice is hereby given that a Meeting of the International Relations Committee will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Thursday, 4 June 2015

2pm

Council Chambers
15 Forth Street
Invercargill

 

International Relations Committee Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

Chairperson

Bruce Ford

 

Members

Mei Ling Au

 

 

Irene Barnes

 

 

Elizabeth Clark

 

 

Everill Cocker

 

 

Ngarita  Dixon

 

 

Paul Duffy

 

 

Robbie Grove

 

 

Jan Lowrey

 

 

Gwen Neave

 

 

IN ATTENDANCE

 

Committee Advisor

Debbie Webster

 

Venture Southland

Julie Russell

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference for the International Relations Committee

 

This committee is a committee of Southland District Council and has responsibility to:

·         Co-ordinate international relations activities at a community level for Southland

 

·         Communicate with Southland organisations about educational and exchange opportunities

 

·         Advise Council on the effectiveness of its international relations, including recommending changes to Council policy and expenditure outside of the budget for exchange and other activities relevant to international relations

 

·         Identify and promote cultural, educational and people-to-people links between Southland communities and international partners

 

·         Report annually on what it has done in the past year

 


International Relations Committee

04 June 2015

sdclogo

 

TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5

6          Confirmation of Minutes                                                                                               5

Reports for Resolution

7.1       Report from Cr Ford on Sister Cities Conference, Wellington 10 - 11 April 2015 15

7.2       Report from Mei Ling Au on Sister Cities Conference Wellington 10 -11 April 2015        19

7.3       Report to International Relations Committee for the period ended 30 April 2015 21

7.4       Procedure for Receiving International Relationship Proposals                            25  

Councillor's Report  


1          Apologies

 

At the close of the agenda no apologies had been received.

 

2          Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3          Conflict of Interest

Councillors are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a councillor and any private or other external interest they might have. It is also considered best practice for those members in the Executive Team attending the meeting to also signal any conflicts that they may have with an item before Council.

 

4          Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the Council to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)    The reason why the item was not on the Agenda, and

(ii)        The reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)   That item may be discussed at that meeting if-

(i)         That item is a minor matter relating to the general business of the local authority; and

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6          Confirmation of Minutes

6.1         Meeting minutes of International Relations Committee, 26 February 2015


sdclogo

 

 

International Relations Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of International Relations Committee held in the Council Chambers, 15 Forth Street, Invercargill on Thursday, 26 February 2015 at 2pm.

 

present

 

Chairperson

Councillor Bruce Ford

 

Members

Mei Ling Au

 

 

Irene Barnes

 

 

Elizabeth Clark

 

 

Everill Cocker

 

 

Ngarita Dixon

 

 

Robbie Grove

 

 

Jan Lowrey

 

 

Bill Moss

 

 

Gwen Neave

 

 

 


In Attendance

 

Manager Communications and Governance Louise Pagan, Policy Analyst Henrietta McNeill and Committee Advisor Fiona Dunlop.

 

1          Apologies

 

An apologies for absence had been received from Councillor Duffy and Julie Russell (Venture Southland).

 

Moved by Member Dixon, seconded by Member Clark and resolved that the International Relations Committee accept the apologies.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

See item 7.3 for a conflict of interest declaration from Gwen Neave.

 

4          Public Forum

There was no public forum.

 

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

See item 7.1 for the confirmation of the minutes.

 

 

Reports for Resolution

 

 

7.1

Unconfirmed Minutes International Relations Committee Meeting 27 November 2014

Record No:         R/15/2/3392

 

Resolution

Moved by Member Cocker, seconded by Member Lowrey and resolved:

That the International Relations Committee:

a)         Receive the report titled “Unconfirmed Minutes International Relations Committee Meeting 27 November 2014”, dated 18 February 2015.

b)         Determine that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determine that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Confirm the minutes of the meeting of 27 November 2014 as a true and correct record of that meeting.

 

 

7.2

Report to International Relations Committee for the period ended 31 December 2014

Record No:         R/15/1/1873

 

Manager Communications and Governance Louise Pagan and Policy Analyst Henrietta McNeill were in attendance for this item. 

 

Members raised the issue of payments for mileage as an issue with the financial report. Officers advised that this was because of historic mileage claims.

 

 

Resolution

Moved by Member Neave, seconded by Member Dixon  and resolved recommendation a.

That the International Relations Committee:

a)         Receives the report titled “Report to International Relations Committee for the period ended 31 December 2014”, dated 26 February 2015.

 

Moved by Chairperson Ford, seconded by Member Moss  and resolved recommendations b and c.

That the International Relations Committee:

b)        Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 


 

 

7.3

International Relations Committee 2015 Work Plan

Record No:         R/15/1/1123

 

Manager Communications and Governance Louise Pagan and Policy Analyst Henrietta McNeill were in attendance for this item. 

 

The Committee noted that at the 27 November 2014 meeting, the Committee discussed what they would like to achieve in 2015. This included annual events such as attending the Sister Cities Conference and holding an ANZAC Competition, as well as innovative ideas such as celebrating 100 years since the Gallipoli landings, and holding an international market day.

 

These ideas, as well as confirmed meeting times and dates have been drawn into a 2015 work plan for the Committee. The Committee noted that a work plan provided a direction for it to take within a certain time period.

 

During discussion on the attendance of Committee Members at the 2015 Sister Cities Conference Gwen Neave declared a conflict of interest as she is a Board member of Sister Cities New Zealand.

 

The Committee suggested that there be a social event for the Chang Mai student visit.  Details of the event are to be sorted and conveyed via email to Committee members.

 

 

Resolution

Moved by Member Barnes, seconded by Member Clark  and resolved recommendations a to d and e with additional wording (as indicated):

That the International Relations Committee:

a)         Receive the report titled “International Relations Committee 2015 Work Plan”, dated 26 February 2015.

b)         Determine that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determine that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Provide guidance on the details of the 2015 work plan.

e)         Adopt the work plan as a direction for the Committee to take in 2015 and agree that Gwen Neave, Everill Cocker, Councillor Bruce Ford and Mei Ling Au attend the 2015 Sister Cities Conference in Wellington on 10 and 11 April 2015.

 


 

 

7.4

International Relations Committee Flyer

Record No:         R/15/2/3225

 

Manager Communications and Governance Louise Pagan was in attendance for this item.

 

The Committee advised that they were happy with the flyer and that it explained what the Committee does.  It is intended that the flyer is a communication tool for Committee members to use to explain what the International Relations Committee does and its benefits.  There is to be a generic email address on it to enable communication with members.

 

 

Resolution

Moved by Member Neave, seconded by Member Lowrey  and resolved

That the International Relations Committee:

a)         Receives the report titled “International Relations Committee Flyer” dated 16 February 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Approves the International Relations Committee flyer for printing and distribution as attached to the officers report.

 

 

7.5

ANZAC Competition 2015

Record No:         R/15/1/1469

 

Policy Analyst Henrietta McNeill was in attendance for this item. 

 

The Committee noted that the annual ANZAC Competition is approaching and posters advising this having already been sent to schools.  This year, the competition is being conducted to the essay section and to include a multimedia section in the form of a film, photos, artwork as examples.

 

There is a first prize of $500 for each category, creating a total prize pool of $1000.  A consideration may be around runner up prizes.  This was done in 2014 with an ANZAC book to the cost of $50.

 

The Committee also noted that the closing date for entries is 3 April 2015, with the winner being announced on 25 April 2015.  It is hoped that with this date, the winner’s essay (and multimedia image, if possible) can be placed in the Southland Times.

 

2015 is a vital year for the ANZAC competition, as it commemorates 100 years since the Gallipoli landings.

 

The Committee also discussed the membership of the judging panel for the competition. 

 

 

Resolution

Moved by Member Dixon, seconded by Member Cocker  and resolved recommendations a – c, d with new words (as indicated) and e.

That the International Relations Committee:

a)         Receives the report titled “ANZAC Competition 2015”, dated 26 February 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Provides guidance towards the selection of the judging panel and agree that Gwen Neave, Julie Russell (Venture Southland) and Cilla McQueen are members of the panel for the ANZAC competition.

e)         Commits to promoting the ANZAC competition in their local secondary schools.

 

 

Reports for Recommendation

 

 

8.1

ANZAC Programme from Wyong Shire

Record No:         R/15/1/2233

 

Policy Analyst Henrietta McNeill was in attendance for this item. 

 

The Committee considered the correspondence and related documents from Southland District’s Sister City - Wyong Shire, regarding their ANZAC programme.  This programme is taken to schools.

 

The Committee noted that Wyong Shire are doing a similar multimedia/essay competition to the International Relations Committee, but also have early childhood, primary and secondary curriculums developed to facilitate further understanding of ANZAC day.

 

 

Resolution

Moved by Member Clark, seconded by Member Moss  and resolved:

That the International Relations Committee:

a)         Receives the report titled “ANZAC Programme from Wyong Shire”, dated 26 February 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Provide guidance regarding the use of these documents.

 

 

8.2

Tai'An Delegation Visit

Record No:         R/15/1/583

 

Policy Analyst Henrietta McNeill was in attendance for this item. 

 

Councillor Ford spoke to his report on the visit of the delegation from Tai’An.  He advised that the visit was a successful one and that it was important that the Committee followed up on the visit and extended a further invitation.

 

 

Resolution

Moved by Member Neave, seconded by Member Au  and resolved recommendations a – c and a new d (as indicated)

That the International Relations Committee:

a)         Receives the report titled “Tai'An Delegation Visit”, dated 26 February 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Request that Venture Southland investigates the potential benefit to the  Southland District through, economic development and tourism, from a possible relationship with Tai’An Municipal Government.

 

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved by Member Cocker, seconded by Member Dixon  and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C10.1 Unconfirmed Confidential Minutes International Relations Committee 27 November 2014

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Unconfirmed Confidential Minutes International Relations Committee 27 November 2014

s7(2)(f)(ii) - The withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment.

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

s7(2)(j) - The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

 

The meeting went into public excluded session at 3.03pm.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

 

The meeting concluded at 3.06pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE International Relations Committee HELD ON 26 FEBRUARY 2015.

 

 

 

DATE:...................................................................

 

 

 

CHAIRPERSON:...................................................

 


International Relations Committee

28 May 2015

sdclogo

 

Report from Cr Ford on Sister Cities Conference, Wellington 10 - 11 April 2015

Record No:        R/15/5/8538

Author:                 Debbie Webster, Committee Advisor

Approved by:       Debbie Webster, Committee Advisor

 

  Decision                             Recommendation                        Information

 

  

 

Update on Sister Cities Conference 10 - 11 April 2015

1        Attached is an update from Cr Ford on his attendance at the Sister Cities Conference held in Wellington in April.

 

 

Recommendation

That the International Relations Committee:

a)         Receives the report titled “Report from Cr Ford on Sister Cities Conference, Wellington 10 - 11 April 2015” dated 14 May 2015.

b)         Determines that this matter or decision be recognised  not as significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

 

Attachments

a         Report on Sister Cities Conference 10 - 11 April 2015 View    

 


International Relations Committee

04 June 2015

 

I attended the Sister Cities Conference, Wellington, on 10 & 11 April 2015 as the IRC Chair, SDC.   The venue was James Cook Grand Chancellor Hotel.

 

On 9 April, Chairs and Mayors were invited to a Workshop at Government House with the encouragement and blessing of the Governor General, Sir Gerry Matapere, who spoke and commended the aims of Sister Cities, and especially this conference them of “Citizen Diplomacy”, its power locally and globally.  It was an excellent afternoon of presentations and workshop discussion, followed by photos with the Governor General and social networking.

 

Over the following two days of the conference, there were a multitude of presentations, and I would refer you to www.sistercities.org.nz  for the full content.

 

Citizen Diplomacy was discussed and demonstrated very comprehensively. It was shown that ethnicity and cultural acceptance is becoming increasingly important for New Zealand

 

A common topic was asking the question:  how may we quantify the values from Sister Cities relationships?  The answer, generally, was that it is important that official recognition of Mayors and heads of cities, etc., are an important conduit, breaking down barriers and enabling on-going correspondence for any trade opportunities.

 

It is also a reminder that many NZ Government agencies are fully involved with many committees, and various ambassadors and embassies.  The Ministries of Trade and of Foreign Affairs are always helpful and prominent in Sister Cities arrangements and well-worth having contact with.   There are opportunities for work involvement, and careers are available with considerable financial support – especially for young opportunity-seekers. 

 

I would recommend to all to look at the Sister Cities website and programmes.  There is a very comprehensive booklet available from the Office of Ethnic Affairs, titled “Working with Ethnic Diversity” which dwells on maximising NZ’s economic potential.

 

The overall image presented comes in line with all recent NZ trade pursuits of Pacific Rim opportunities, and I’m sure all participants found the conference invigorating as well as informative, sending us home with renewed enthusiasm and clearer vision.

 

Bruce Ford

Chairman

International Relations Committee

Southland District Council

 

 

 

 


International Relations Committee

04 June 2015

sdclogo

 

Report from Mei Ling Au on Sister Cities Conference Wellington 10 -11 April 2015

Record No:        R/15/5/8949

Author:                 Debbie Webster, Committee Advisor

Approved by:       Debbie Webster, Committee Advisor

 

  Decision                             Recommendation                        Information

 

  

 

 Update on Sister Cities Conference - Mei Ling Au

 

 

 

Recommendation

That the International Relations Committee:

a)         Receives the report titled “Report from Mei Ling Au on Sister Cities Conference Wellington 10 -11 April 2015” dated 20 May 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

 

Attachments

a         Report from Mei Ling Au on Sister Cities Conference Wellington 10 - 11 April 2015 View    

 


International Relations Committee

04 June 2015

 

Sister Cities NZ Conference

10 & 11 April 2015, James Cook Grand Chancellor, Wellington.

 

The two-day conference has been interesting and informative, which provides an in-depth understanding and knowledge of the peoples to peoples relationships. Here are some interesting points/ initiatives that have been mentioned during the conference:

   The cultural exchanges do not limit to the formal relationships. Such relationships can be built between local organisations, volunteer groups or individuals. For example, Plimmerton Volunteer Fire Brigade sent a delegation of six members for an exchange visit with the Nishion fire department in 2014.

 

   Engagement of groups with public is about being fresh in providing new and updated information. It is added by small get-together where the public can meet/talk and eat with groups.

 

   The local government can take the leadership role in creating opportunities and developing partnerships in the community. The Nelson City Council is organising the Chinese Week which includes encouraging the public using Chinese language during that particular week.

 

Mei Ling Au


International Relations Committee

04 June 2015

sdclogo

 

Report to International Relations Committee for the period ended 30 April 2015

Record No:        R/15/5/9005

Author:                 Kate Westenra, Finance Assistant

Approved by:       Anne  Robson, Chief Financial Officer

 

  Decision                             Recommendation                        Information

 

  

 

Commentary

Below are the financial results for the period ended 30 April 2015 which illustrates the year to date income and expenditure for the International Relations Committee business unit compared to the annual budget. 

Explanations for variances to date are summarised as follows

 

Membership fees/subscriptions are over budget as a result of 2 years subscriptions being paid in the current financial year.

Unbudgeted flowers/Gifts are in relation to purchase of Southland books for presents as well as various gift vouchers.

Miscellaneous grants are over budget due to the payment of the Youth Ambassador grant as well as the ANZAC essay competition.

Mileage and travel claims are over budget due to the number of meetings paid in the current financial year, budgets were prepared based on 4 meetings per annum.

General project costs are in relation to engagement of a translator for the visit from the Chinese contingency in late 2014.

Based on the actual costs to date the business unit will be in deficit at year end.  Funding of this deficit will be from the International Relations reserve as detailed below the financial report. 

 

 

 

 

Recommendation

That the International Relations Committee:

a)         Receives the report titled “Report to International Relations Committee for the period ended 30 April 2015” dated 04 June 2015.

 

 

Attachments

There are no attachments for this report.    


International Relations Committee

04 June 2015

sdclogo

 

Procedure for Receiving International Relationship Proposals

Record No:        R/15/3/4447

Author:                 Louise Pagan, Communications and Governance Manager

Approved by:       Rex Capil, Group Manager, Policy and Community

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1        To provide guidance on and adopt the procedure for receiving an international relationship proposal to Southland District Council from a possible overseas partner.

Executive Summary

2        A procedure has been developed for receiving an international relationship proposal to Southland District Council from a possible overseas partner. This will guide the International Relations Committee if there are any future proposals from potential overseas partners, as to how to proceed, and what steps should be taken to ensure that the partnership is of benefit to Southland District.

 

 

Recommendation

That the International Relations Committee:

a)         Receives the report titled “Procedure for Receiving International Relationship Proposals” dated 26 May 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Provide guidance on the Procedure for Receiving International Relationship Proposals

e)         Adopt the Procedure for Receiving International Relationship Proposals

 


 

Content

Background

3        At the International Relations Committee meeting on 26 February 2015, it was commented that the International Relations Committee would like a structured procedure created for receiving international relationship proposals. This was based on the fluidity of the Tai’An relationship proposal, as the ad hoc delegation visited Southland sooner than the International Relations Committee had expected through the process.

4        The procedure would complement the International Relations Policy that was reviewed and updated in 2014.

Issues

5        A procedure has been developed, and Council staff are seeking guidance, and if appropriate, adoption of the procedure by the International Relations Committee.

Factors to Consider

Legal and Statutory Requirements

6                    There are no legal requirements around international relationships; however, it is prudent to keep in mind that international relationships are not the core purpose of local government.

Community Views

7                    The International Relations Committee are a Committee of Council established to provide the Southland community’s views on international relations to Council.

Costs and Funding

8                    There would be no extra costs to follow this procedure, bar possible visit costs. These would be examined at the time of such a proposal by the International Relations Committee, the Executive Leadership Team, and Council. A requirement of the International Relations Policy is that any relationships are conditional on the funding for such a relationship being available.

Policy Implications

9                    This procedure would be attached to and complement the International Relations Policy.

Analysis

Options Considered

10      The options for the International Relations Committee are to approve the draft procedure, or to not approve the draft procedure.

Analysis of Options

Option 1: Approve the draft Procedure for Receiving International Relationship Proposals

Advantages

Disadvantages

·        The International Relations Committee has guidance on how to act when a proposal for a potential overseas relationship is received.

·        The procedure creates clear guidelines to follow and shows transparency and accountability in our handling of international relationship proposals.

·        There may be situations where such a structured procedure may not apply due to limited timeframes; however, it could be seen as a set of guidelines to follow as much as possible.

Option 2: Do not approve the draft Procedure for Receiving International Relationship Proposals

Advantages

Disadvantages

·        The International Relations Committee would have more flexibility as to how to act in this situation.

·        The International Relations Committee does not have clear guidelines on how to act when a proposal for a potential overseas relationship is received.

·        The receiving of international relationship proposals is less transparent.

Assessment of Significance

11      This is not deemed significant under Council’s Significance and Engagement Policy.

Recommended Option

12      Option One is recommended, as it provides a structure for the International Relations Committee in the event of an international relationship proposal.

Next Steps

13      If adopted, this procedure would be followed in the event of an international relationship proposal.

 

Attachments

a         DRAFT Procedure for Receiving International Relationship Proposals View

b         International Relations Policy View     


International Relations Committee

04 June 2015

 

PROCEDURE FOR RECEIVING INTERNATIONAL RELATIONSHIP PROPOSALS


International Relations Committee

04 June 2015

 

POLICY:                                             INTERNATIONAL RELATIONS POLICY

 

 

GROUP RESPONSIBLE:                 CHIEF EXECUTIVE

 

 

DATE APPROVED:                          4/6/14

 

 

DATE AMENDED:                           

 

 

FILE NO:                                            100/45/1/3, 240/10/5/11

 

 

POLICY DETAIL:

 

 

1.         Purpose

 

            The purpose of Southland District Council’s International Relations Policy is to bring the world to Southland and Southland to the world, through cultural, educational, knowledge-sharing and people-to-people links, as well as economic ties. 

 

 

2.         Priorities

 

            Southland District Council’s involvement in establishing and maintaining international relationships should contribute to:

 

(a)        Extending the hand of friendship nationally and internationally on a
person-to-person and/or community-to-community basis, utilising the tools of local government.

 

(b)        Perpetuating an understanding between people at all levels and of different countries and cultures.

 

(c)        Bringing together like interest groups in each district or region.

 

(d)        Providing a forum of exchange of experiences.

 

(e)        Promoting the sharing of knowledge and understanding and extend the level of contacts throughout all sectors of the community.

 

(f)        Developing economic, trade, cultural, educational, sporting and other beneficial exchanges.

 

 


 

3.         Principles

           

            Any relationship Southland District Council enters into will be well researched to ensure that generally:

 

(a)        There exists significant historical, cultural, social, economic or geographic similarities between Southland District and the prospective international relationship.

 

(b)        The prospective community is, or is moving towards, express good governance and rule of law values in a democratic fashion.

 

(c)        The prospective district or region is, or is moving towards, a reasonable human rights record.

 

(d)        The establishment of the proposed relationship will provide specific and demonstrable benefits to strategic, national and/or district interests.

 

(e)        There exists demonstrable community support for the proposed relationship.

 

(f)        There is funding available for the relationship.

 

 

4.         Policy Outline

           

4.1       Southland District Council will pursue a range of relationships to ensure opportunities are maximised.  The range of relationships will be determined by the type, location, and purpose of the relationship.

 

4.2       Four different types of relationship (outlined in Appendix 1) have been identified that allow for different outcomes, management processes, resource commitments, and review processes, and helps clarify expectations. 

 

            Council notes that it should only have a role in international relations where Council’s input can encourage cultural, educational and person-to-person links.  Council recognises that while economic development is the role of commerce and industry and not of local government, where international relationships between Southland District and other cities/regions can produce a by-product of economic development for Southland, Council will support links between businesses and industry to encourage any international economic benefit to the region.

 

            Council recognises that cultural, educational, knowledge-sharing, and people-to-people and/or community-to-community links underpin all of Council’s international relationships, and must be established before other aspects of the relationship can be put in place.  Cultural, educational, knowledge-sharing and people-to-people links remain at the forefront of the International Relations Policy and at the heart of all of Council’s international relationships.   

 

4.3       Council will provide guidance regarding the nature, type, purpose and location of international relationships.  Council will also lead any relationship on behalf of the District.

 

            Council’s International Relations Committee will establish the necessary foundations through friendship, and continue to promote cultural and public diplomacy aspects of Council’s international relationships. 

 

            Venture Southland will be called upon to assist Council in the delivery of any relationship, and attend meetings of the International Relations Committee. 
This approach allows for the incorporation of the Tourism, Community, Events, and Economic Development teams’ input into maximising the benefit to Southland from the relationship, where necessary.

 

            Similarly, a member of the Southland District Council Strategy and Policy Team will also attend meetings of the International Relations Committee, and further the delivery of any relationship.

 

4.4       Council will ensure that any ratepayer funds spent on international relationships are used in the most responsible, prudent and effective way to benefit Southland.

 

4.5       When Council is hosting international delegations, Council will work with local communities, industry, volunteer groups, not-for-profit groups, government and iwi to ensure formal delegations receive the best possible understanding of Southland and New Zealand’s unique cultural dimensions.

 

4.6       Council will look at opportunities to leverage off other international relationships to deliver its strategic international goals as well as participating with organisations with aligned objectives such as Sister Cities New Zealand.

 

4.7       Council, through its Human Resources Department, will encourage staff exchanges where they can be justified as part of professional or organisational development.  Preference will be given to those exchanges that are reciprocal in nature.  Any exchange recipient will report to the Committee within three months of their return.

 

4.8       Any delegation sent or received by the Southland District Council, will have local member(s) of equivalent status to those of the complementing international delegation.

 

 

5.         Monitoring and Review

           

5.1       Review periods will be incorporated into all agreements governing international relationships, with an opportunity to re-classify or exit the relationship should it no longer meet its objectives.

 

5.2       Monitoring will include:

·                      A report in an appropriate publication aimed at Southland residents, about the actions of the International Relations Committee over the previous 12 months.

 

5.3       This policy to be reviewed again no later than three years after Council agrees to it.

           

 


 

Appendix 1:  Types of Relationships

 

Type of Relationship

Purpose and Nature

Timeframe

Action points

Formal Relationships

 

 

 

Strategic Relationship

·             City/region will share some sort of similarity, be it community, locality, geographic composition, etc.

·             Based on an overarching joint task, such as education.

·             Relationship must have actual or potential local community interest and support.

·             Opportunities for partnering with the private sector will be identified and encouraged.

·          Long-term.

·          Can become ongoing for sectoral knowledge-sharing.

·          Assessed annually.

 

Friendship Relationship

·             City/region will share some sort of similarity, be it community, locality, geographic composition, etc.

·             Relationship must have actual or potential local community interest and support.

·             Based on friendship due to the ethnic and cultural links between Southland and this community (eg, where large migrant communities have originated).

·          Medium/Long-term.

·          Assessed annually.

·          Facilitate cultural understanding

·          Facilitate people-to-people links.

·          Focus on migrant sector.

Fostering Relationships

·             City/region will share some sort of similarity, be it community, locality, geographic composition, etc.

·             Relationship is based on a niche link, particularly for knowledge-sharing in a specific area or sector.

·             Likely to benefit both partners involved.

·           Medium-term for duration of project/sectoral interest.

 

 


 

 

Ad-hoc Visits/Delegations

One-off Co-Hosting

·             Visiting groups request a civic reception of some kind. 

·             Basis of visit could be technical, commercial, educational, social.

·             Because of the need to keep within budget constraints, requests may be declined or charges applied.

·             Short-term.

·             Can be connected to other regions’ hosting.