Community and Policy Committee

 

OPEN MINUTES

 

 

Minutes of a meeting of Community and Policy Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 5 September 2018 at 1pm.

 

present

 

Chairperson

Julie Keast

 

 

Mayor Gary Tong

 

Councillors

Brian Dillon

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

1pm to 3pm

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

1pm to 2.45pm

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Group Manager, Community and Futures

Rex Capil

People and Capability Manager

Janet Ellis

Communications Manager

Louise Pagan

Committee Advisor

Alyson Hamilton

 

 

 


Community and Policy Committee

05 September 2018

 

1             Apologies

 

There were apologies from Councillor Frazer, Baird and Harpur (leave of absence) and early departures from Councillors Perham and Ford.

 

Resolution

Moved Cr Dillon, seconded Cr Kremer  and resolved:

That the Community and Policy Committee accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Macpherson, seconded Cr Dillon  and resolved:

That the minutes of Community and Policy Committee meeting held on 26 July 2018 be confirmed as a true and correct record of that meeting.

 

Reports for Resolution

 

 

7.1

Community Governance Elected Representative Working Group - Terms of Reference

Record No: R/18/8/19257

 

Governance and Democracy Manager, Clare Sullivan was in attendance for this item.

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer  and resolved:

That the Community and Policy Committee:

a)        Receives the report titled “Community Governance Elected Representative Working Group - Terms of Reference” dated 26 August 2018.

 

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)        Endorses the continuation of the Community Governance Elected Representative Working Group to progress the implementation of the Community Governance Project

 

e)        Approves the updated Terms of Reference of the Community Governance Elected Representative Working Group as noted in paragraphs 10 and 11.

 

f)         Reconfirms the membership of the Community Governance Elected Representative Working Group to be:

         Mayor Gary Tong

         Cr Julie Keast

         Cr Brian Dillon

         Cr Ebel Kremer

         Andre Bekhuis

         Brian McGrath

         Pam Naylor

         Pam Yorke

 

Reports for Recommendation

 

 

8.1

Draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw

Record No: R/18/6/13225

 

Policy Analyst, Robyn Rout was in attendance for this item.

 

 

Moved Cr Perham, seconded Cr Kremer recommendations a to i.

 

Moved Cr Kremer, seconded Mayor Tong recommendation d (i) with an amendment as follows and resolved:

That the Community and Policy Committee:

d)            Considers the draft Stewart Island/Rakiura Visitor Levy Policy and the draft Stewart Island/Rakiura Visitor Levy Bylaw and provides feedback as follows:

i)        increase the amount of the levy to $15.00

 

Councillor Ford requested that his dissenting vote be recorded.

 

Moved Cr Kremer, seconded Cr Perham recommendation d (ii) with an amendment as follows and resolved:

That the Community and Policy Committee:

d)            Considers the draft Stewart Island/Rakiura Visitor Levy Policy and the draft Stewart Island/Rakiura Visitor Levy Bylaw and provides feedback as follows:

ii)       to allow for multi-year funding

 

Moved Cr Perham, seconded Cr Douglas new recommendation e and resolved:

 

That the Community and Policy Committee:

e)          Endorses the draft Stewart Island/Rakiura Visitor Levy Policy with Section 10B being Option 2 – that the Community and Policy Committee together with a representative from each of the three approved operators and a representative from Iwi allocate funding.   Note that the representatives will have voting rights.

 

The recommendations as amended were put and declared carried.

 

 

Final resolutions

That the Community and Policy Committee:

a)            Receives the report titled “Draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw” dated 27 August 2018.

 

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)           Considers the draft Stewart Island/Rakiura Visitor Levy Policy and the draft Stewart Island/Rakiura Visitor Levy Bylaw and provides feedback.

i)        increase the amount of the levy to $15.00

ii)         to allow for multi-year funding

 

e)          Endorses the draft Stewart Island/Rakiura Visitor Levy Policy with Section 10B being Option 2 – that the Community and Policy Committee together with a representative from each of the three approved operators and a representative from Iwi allocate funding.   Note that the representatives will have voting rights.

 

f)             Endorses the draft Stewart Island/Rakiura Visitor Levy Bylaw.

 

g)           Recommends to Council that it release the draft Stewart Island/Rakiura Visitor Levy Policy for public consultation as amended.

 

h)           Recommends to Council that it release the draft Stewart Island/Rakiura Visitor Levy Bylaw for public consultation.

 

i)             Notes that changes to the current delegations of the Stewart Island/Rakiura Visitor Levy Allocations Subcommittee will be required if the draft Stewart Island/Rakiura Visitor Levy Policy is adopted.

 

Reports

 

 

9.2

Policy, Bylaw and Delegations Manual review

Record No: R/18/8/19493

 

Policy Analyst, Jane Edwards was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson  and resolved:

That the Community and Policy Committee:

Receives the report titled “Policy, Bylaw and Delegations Manual review” dated 21 August 2018.

 

 

9.1

Community Futures - Research and Analysis Work Programme Update

Record No: R/18/7/18174

 

Strategy and Policy Manager, Michelle Stevenson was in attendance for this item.

 

 

Resolution

Moved Cr Macpherson, seconded Cr Douglas  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Community Futures - Research and Analysis Work Programme Update” dated 26 August 2018.

 

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)           Endorses the advancement of the Community Futures – Research and Analysis Work Programme approach.

 

e)            Receives the project plans for the identified work streams to inform the development of the Long Term Plan 2021-2031.

 

f)             Supports the approach to not include the future infrastructure and asset renewal strategy as a stand-alone project, and recognises it would be a duplication of ISO 55000, the international standard covering management of assets.

 

g)           Notes the Executive Leadership Team is to continue monitoring the overall work programme and report back to this Committee on its progress at regular intervals.

 

 

9.3

Venture Southland fourth quarter report 2017/2018

Record No: R/18/8/19241

 

Mayor Tong presented the report.

 

 

Resolution

Moved Cr Douglas, seconded Cr Ford  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Venture Southland fourth quarter report 2017/2018” dated 21 August 2018.

 

 

 Public Excluded

 

 

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


 

Resolution

Moved Cr Dillon, seconded Cr Paterson  and resolved:

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

C10.1 Organisational Service Delivery - Community Led Development Approach.

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

Organisational Service Delivery - Community Led Development Approach

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)(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.

 

That the Chief Executive, Group Manager, Community and Futures, Group Manager, Services and Assets, People and Capability Manager, Governance and Democracy Manager, Communications Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1.Organisational Service Delivery - Community Led Development Approach. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 2.35pm.

 

 

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 3.32pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Community and Policy Committee HELD ON WEDNESDAY, 5 SEPTEMBER 2018.

 

 

 

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

 

 

 

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