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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Thursday, 14 September 2017

12.30pm

Office of the Mayor
Southland District Council

15 Forth Street
Invercargill

 

Executive Committee Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

Chairperson

Mayor Gary Tong

 

Councillors

Brian Dillon

 

 

Paul Duffy

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

 

 

 

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

 

 

 


Executive Committee

 

The Executive Committee is responsible for:

·                 Monitoring the progress and performance of Council and the Chief Executive.

·                 Addressing Code of Conduct issues relating to elected members and the Chief Executive.

·                 Making decisions on urgent matters arising between scheduled Council meetings or on specific matters referred to it by Council.

·                 Monitoring compliance with the Southland District Council Fraud Policy.

 

The Executive Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers.

 

In exercising the delegated powers, the Executive Committee will operate within:

·                 policies, plans, standards or guidelines that have been established and approved by Council;

·                 the overall priorities of Council;

·                 the needs of the local communities; and

·                 the approved budgets for the activity.

 

The Executive Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers.

 

(a)     Oversee the employment of the Chief Executive in accordance with the provisions of the Local Government Act 2002.

 

(b)     Development of the Chief Executive’s performance agreement for review and approval by Council. 

 

(c)     Monitoring the Chief Executive’s performance against the approved performance agreement. 

 

(d)     Commissioning any market data required to assess appropriate remuneration for the Chief Executive for their annual review. 

 

(e)     Developing a remuneration arrangement for the Chief Executive and making recommendations to Council.

 


Executive Committee

14 September 2017

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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

7.1       Unbudgeted Expenditure Stewart Island Community Leadership Plan                 7   

Public Excluded

Procedural motion to exclude the public                                                                                9

C8.1    Chief Executive's Performance Review - Self Assessment 2016/2017

C8.2    Around the Mountain Cycle Trail - Accountability Options

 


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

 

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

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 committee 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

There are no minutes to confirm as this is the first meeting of the Committee for the 2016/2019 Triennium.

 


Executive Committee

14 September 2017

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Unbudgeted Expenditure Stewart Island Community Leadership Plan

Record No:        R/17/9/21319

Author:                 Michelle Stevenson, Community Partnership Leader

Approved by:       Steve Ruru, Chief Executive

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The purpose of this report is to seek approval for unbudgeted expenditure and endorsement of Stewart Island Community Leadership Plan project.

 

Executive Summary

2        In August 2017, the Ministry of Business, Innovation and Employment (MBIE) approached Council to lead a programme of development and consultation around opportunities and planning for the future of Stewart Island.  The catalyst behind this was the recent Bonamia Ostreae parasite that has devastated oyster production on Stewart Island.

3        Cabinet subsequently approved funding of up to $70,000 to deliver this project that will cover the cost of a consultant to develop a community leadership plan that identifies priority project development, and investment planning for future opportunities identified.

4        The purpose of the project is to determine the short, medium and long term community vision, sustainability and growth of Stewart Island Rakiura. The project will include engagement on the Island through a community working party, workshops, focus groups, and surveys.

5        Council has engaged independent consultant Sandra James to undertake the community engagement work.  Sandra has recently completed the Stewart Island Wharfing Provision Community Engagement research for Council, and has developed a trusted and respectful relationship with members of the Stewart Island community.  A draft Community Planning report will be completed by November 2017.

6        Investment planning for any priority areas identified will be undertaken by external accountants/business analysts from within the $70,000 allocated to this fund, and funds still remaining from the wharves consultation budget.

 

Project Outline

7        Outcomes expected from this process are:

·    Draft community leadership plan that is developed and owned by the community and considers the economic, environmental, social and infrastructure opportunities for the Island over the short, medium and long term;

·    Preliminary investment proposal information for identified priority projects;

·    Establish a working party on the Island from the community that will consider analysis and prioritise actions to work alongside a programme group of central and local government parties;

·    Establish a programme group that will consist of the Ministry of Business Innovation and Employment, Ministry of Primary Industries, the Department of Conservation, Ngai Tahu, Environment Southland and Southland District Council for discussion and input into the plan;

·    Stocktake of existing businesses, government, local government and community services on the Island;

·    Identify enablers and barriers to growth and sustainability on Stewart Island;

·    Determination of the capability and capacity of the Island to ensure the long term prosperity of the Island community; and

·    Identify the opportunities that exist within the wider district, region and nation to assist in the Stewart Islands vision for the future.

8        The project will link to a number of existing plans being undertaken, including SoRDS and Council related reviews scheduled for the next 6 months.

9        The consultation process will begin late September, with a draft report expected by the end of November, and the project completed on the Island by February 2018.

 

 

Recommendation

That the Executive Committee:

a)         Receives the report titled “Unbudgeted Expenditure Stewart Island Community Leadership Plan” dated 7 September 2017.

 

b)         Approves the Stewart Island Community Leadership Plan project.

 

c)         Approves unbudgeted expenditure of upto $70,000, to be funded by way of a grant from the Ministry of Business, Innovation and Employment, for the  Stewart Island Community Leadership Plan project.

 

 

Attachments

There are no attachments for this report. 

  

 


Executive Committee

14 September 2017

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

 

Recommendation

 

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

C8.1 Chief Executive's Performance Review - Self Assessment 2016/2017

C8.2 Around the Mountain Cycle Trail - Accountability Options

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

Chief Executive's Performance Review - Self Assessment 2016/2017

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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.

Around the Mountain Cycle Trail - Accountability Options

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.