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SERVICES
EXTRAORDINARY
THE DIRECTOR OF FINANC JUN
TABLED
TO:
FROM:
MEETING DATE: 7 JUNE 2011
SUPPLEMENTARY REPORT
GOVERNANCE STATEMENT
SUMMARYPrepared by: Dean Johnston, Director- Finance and Corporate
At the Council meeting on 31 May 2011, changes were made to the Council Governance
Statement which is included in the Statement as attached.
It is recommended that this be received.
1 Has this been provided for in the Long Term Plan?
N/A
2. Is a budget amendment required?
N/A
3. this significant in terms of Council's Policy on Significance?
No
4. Implications
No in terms of other Council Strategic Documents or Council
5. public consultation
the views of required? or interested persons been obtained and is any
N/A
N/A
STATEMENT
At the Council Meeting on 31 May 2011, it was resolved to combine the Policy and Finance
Standing Committee's into one called Finance and Policy that will be chaired by
Cr Kruger and have aII Councillors as members. It was also resolved that Cr Lewis be
INVERCARGILL GOVERNANCE STATEMENT
1 A GOVERNANCE STATEMENT?
The and how
works Invercargill City Council's
it involves the public
Governance
in Statement The
explains how to
aim is the promote
local democracy by sure that our community understands how its Council
operates and how they can have their say.
The Council is required to prepare a Governance Statement each triennial
election and make it available to the public. It includes information on:
Council functions, responsibilities and activities.
How Councillors and Community Board members are elected.
The roles and conduct of those elected members.
Governance structures and processes.
Public access
Key planning to policy
and people documents.
and the
2 THE Facilitate solutions to Iocal needs. AND OF THE AUTHORITY
The purpose of the Invercargill City Council is to enable democratic Iocal decision
making to promote the social, economic, environmental and cultural of
the Invercargill District in the present and for the future.
In meeting its purpose, Council's roles are to:
Advocate on behalf of the Invercargill community with central government, other
Iocal authorities and other agencies.
Develop Iocal resources.
Manage Iocal network (eg roads, and community (eg Iibraries,
infrastructure.
Manage the environment.
Plan for the future needs of the Invercargill district.
ln
ANY the legislation THAT CONFERS
that applies POWERS authorities
to all local ON THE LOCAL 1), the
3.
Invercargill City Council is also bound by pieces of Iocal Iegislation that apply
specifically to Those Acts are:
Local Act Name Purpose
Appropriate a of the Town belt for
1887
Southland Land Drainage the purposes provision
of for Iand drainage
within the Counties of Southland and
Wallace.
Local Act Name Purpose
Act 1958 Validate a memorandum of agreement for
the supply of water to beyond the
City of Invercargill boundaries.
Water Supply City
Invercargill Act 1971
Aluminium Validate an agreement with New Zealand
Aluminium Smelters Limited for the supply
of water.
City Council reclamation,
Authorise develop and dispose of
Empowering Act 1973
reclaimed Iand.
Invercargill City Council Vesting and Remove
land.
Empowering Act
1992
Southland Flood Relief Committee Administration of the unexpended balance
Empowering Act 1992 of the Southland Flood Fund.
4 THE FOR EACH ITS
A OF IT AND WHEN ITWAS MADE
The following bylaws apply within the district:
Invercargill City Council Bylaw - Trade Waste. This Bylaw controls the
discharge of trade waste into Council's sewerage system.
City Council Bylaw 2008/1 - Environmental HeaIth. This Bylaw
addresses the issues of mobile traders, Iiquor ban, solvent abuse and untidy
sections and abandoned vehicles.
City Council Bylaw 2008/2 - Animal Control. This Bylaw primarily
addresses matters under Dog Control Act.
Invercargill City Council Bylaw - Cemeteries and Crematorium. This
Bylaw controls the burial procedures and standards for the Council's cemeteries
and crematorium.
lnvercargill City Council Bylaw 2008/4 - Roading, Parking and This
Bylaw controls activities within the roadway by people, stock and vehicles.
lnvercargill City Council Bylaw - Solid Waste. This Bylaw regulates the
and andsolid waste management.
of household recyclables and waste and
Invercargill City Council Bylaw - Water Supply. This the
Invercargill
conditions water supply
ofCity Council Bylaw
to customers -
and Fire His
Bylaw controls fire in the rural of the district.
THE TO IT
Invercargill City Council currently operates its elections under the first past the post
electoral system. This of voting is used in elect
Members of Parliament constituency seats. Electors vote by indicating their
preferred and the that receives the most votes is
declared the winner regardless of the of votes that obtained.
The other option under the Local Electoral Act 2001 is the single
transferable vote system This system is used in District HeaIth Board
elections. Electors rank candidates in order of preference (1, 2, 3, 4 The
number of votes required for a candidate to be elected the depends
the number of positions to be filled and the number of valid votes. The
number of candidates to fill alI vacancies is achieved first by the counting
first preferences, then by a transfer of a of votes received by any
candidate
and then where
by the exclusion
the number the votes for that
of of Iowest polling candidate in the transfer theof these
isand excess of
votes in accordance with voters' second preferences.
Under the Local Electoral Act 2001 the Council can resolve to change the electoral
system to be used at the elections or a binding poll on the
question, or electors can demand a binding poll. A poll can be initiated by at Ieast
5% of electors signing a petition demanding that a poll be held. Once changed, an
electoral system must be used for at Ieast the triennial general elections, ie
we cannot change our electoral system for one election and then change back for
the election.
Council's Iast review of electoral systems was in No change was made to
Council's electoral system for the 2010 elections. The Council is required to review
6. its system prior to the 2016
THE OF ESTABLISHING
OR AND THE TO THEM
The Invercargill City Council is governed by an elected Mayor, 12 elected
Councillors and the Community Board.
Council is required to review its representation arrangements at Ieast once six
years. This review must include the following:
The number of elected members the Iegal requirement to a
minimum
Whether of elected maximum
the six and a members of 30 members,
than the the
including shall be elected by the
district (''at or whether the district will be divided into wards for
representation.
electoral purposes, or whether there will be a mix of ''at and
If election by wards is preferred, then the boundaries and names of those wards
and the number of members that will represent each ward.
Whether or not to have separate wards for electors on the Maori roll.
Whether to have Community Boards and if so how many, their boundaries and
membership and whether to subdivide a community for electoral purposes.
must follow the procedure set out in the Local Act 2001 when
conducting this review, and should also follow guidelines published by the Local
to the Council, to Act gives you wish.
and the right The be heard if you the right to make a
You also have the right to to any decisions on the above to the Local
Government Commission which will make a binding decision on the appeal.
details on the matters that the Council must consider in reviewing its
membership and basis of election can be found in the Local Electoral Act 2001.
The Local Government Commission determined 2010) the representation
arrangements for the district as:
(1)
(2) Invercargill comprises the Mayor
The Council City is not divided into and 12 members who shall be elected by
(3) the electors of a
There shall be the City as a and
(4) The Community Board comprises five elected members and one
member of the Council appointed to the Board by the Council.
Maori Wards and Constituencies
The Electoral Act 2001 also gives Council the ability to establish separate
wards for Maori electors. The Council may resolve to create separate Maori wards
or conduct a poll on the matter, or the community may demand a poll. The demand
for a poll can be initiated by a petition signed by 5% of electors within the district.
Council has made no resolution with respect to Maori Wards and Constituencies.
This means that there are no Maori Wards in the lnvercargill City Council district.
Community Boards
Board. This City is Council
The Invercargill Board has
constituted under Community
one Section of the - Local
49 Board the Government Act
2002 to:
Represent, and act as an advocate for, the interests of their community.
of interest or
and concern to any matter
on the Community
referred
Board. it by the
to Council and any
an of provided by the Council within the community.
Prepare an with community
Communicate annual submission to Council
organisations on expenditure
and special interest
in the groups in the
community.
any other responsibilities delegated to it by the Council.
The Community Board has a and five other members. Five
members are elected triennially by electors in the community, and the Council
appoints a member from its ranks. The Board elects its own chairperson at its first
meeting the triennial election.
The Council Iast reviewed the Community Board representation arrangements in
The representation review will be prior to the 2016
elections.
Using Schedule 6 of the Government Act 2002, electors can the
formation of a new Community Board in the district.
The Reorganisation Process
The Local Government Act 2002 sets out procedures which must be followed during
proposals to:
Make changes to the boundaries of the district.
Create a new district.
Create a authority, ie transfer aII of the functions of the Southland
Regional Council to Invercargill City Council.
Transfer a function or functions to another council.
The procedures for resolving each type of proposal are slightly In general
Government,
they begin or a proposal
with by a petition either
signed from 10% of Iocal authority,
by the electors. the Minister of
Proposals for a or transfer of functions from one Iocal authority
to another will be considered by one of the Iocal authorities, or by the Local
Commission if the Iocal authorities refer the to the
or if they cannot agree on which of them should deal with the matter.
Proposals
authority for
will the establishment by
be dealt with the a Commission.
of new district for creation
or Thesethe proposals a
ofcannot be
implemented without a poll of electors.
information on these requirements can be found in the Local Government
Act 2002. The Local Government Commission has also prepared guidelines on
procedures for Iocal government reorganisation.
AND CONDUCT SPECIFIC REFERENCE TO THE
The Mayor STATUTORY
and the Councillors
REQUIREMENTS Invercargill
of the City
AND CODE OF Council have the following
roles:
the policy direction of Council.
Setting rates.
Adopting Bylaws.
Monitoring the of the Council.
Representing the interests the district all members must make a
declaration that they will their duties faithfully and and
Employing their best Executive
according tothe Chief skill and judgment the best Government
in theLocal interests of theAct the Iocal
authority employs the Chief Executive, who in turn employs aII other on its
shares the same by the district asas other
The Mayor is electedresponsibilities a members as of Council. electedaddition
and one of the In the
Mayor has the following roles:
Presiding member at Council meetings. The Mayor is responsible for ensuring
the orderly conduct of business during meetings (as determined in Standing
Advocate on behalf of the community. This role may involve promoting the
community and representing its interests, Iobbying central, regional
and Iocal government. Such advocacy will be most where it is carried
Ceremonial head of Council.
Providing Ieadership and feedback to other elected members on teamwork and
Deputy
The chairing Mayor is elected by the members of Council at the first meeting the
Council. The Deputy Mayor exercises the same roles as other elected members.
In addition, if the Mayor is absent or incapacitated, or if the Mayor is
then the Deputy Mayor must aII of the responsibilities and duties,
and may exercise the powers of the Mayor (as summarised The Deputy
Mayor may be removed from by resolution of Council.
Council may create one or more of Council. A committee chairperson
is responsible for presiding over meetings of the committee, that the
acts within the powers delegated by Council. A chairperson
may be removed from by resolution of Council.
The Chief Executive is appointed by the Council in accordance with Section 42 and
Clauses 33 and 34 of Schedule 7 of the Local Government Act 2002. The Chief
implements and manages the Council's policies and objectives within the
constraints established by the Council. Under Section 42 of the Local
Government Act 2002, the responsibilities of the Chief Executive are:
lmplementing the decisions of the Council.
Providing advice to the Council and Community Board.
Ensuring that aII responsibilities, and powers delegated to the Chief
Executive or to any person employed by the Chief or imposed or
conferred
Managing
Maintaining by systems
the any Act, to of the Councilbylaw
activities regulation
enable or are properly
and
planning and accurate of the
financial and of the Council.
Providing Ieadership for the of the Council.
Employing
Elected members have specific
negotiation
obligations theasterms their employment
of to of conduct the
in for thefollowing
Iegislation:
Schedule 7 of the Local Government Act 2002, which obligations to act
as a good employer in respect of the Chief Executive and to abide by the
current Code of Conduct and Standing Orders.
The Local Authorities Act 1968 which regulates the
conduct of elected members in situations where there is, or could be, a conflict
of interest between their duties as an elected member and their financial
interests
The Secret direct
Commissions Act 1910, which prohibits elected members from
accepting or rewards which be seen to sway them to their
duties in a way.
AIl elected members are required to adhere to a such a
is a requirement of the Local Government Act 2002. Once adopted such a
may be amended by a 75% or more vote of the Council. The code sets
relate to one understandingto
will the Council's another, and to the media
expectations and the general
of howto the Mayor and public in the
course of their duties. It also covers disclosure of information that is received by or
is in the possession of elected members, and contains details of the sanctions that
the Council may impose if an individual breaches the code. Copies of the full Code
may be obtained from the Council's Secretarial and
8. Communications Manager or from the website
AND AND DELEGATIONS
8.1 The Role of Council, Council Standing and Appointments to the
Board
Council reviewselection. committeeIast structure wasat carried
each triennial its The review Ieast June
out in three years,
2011. usually
Council
Council meets six weeks:
From time to time, meetings may be called for of an urgent
nature.
Standing Committees
Council has against Long Standing
established the four Term Council Community
which Plan / to
will meetAnnual Plan,
requiring Council decisions and develop and review policy
(The Mayor and bylaws
is an ex
General Delegation: the standing
member to of aIIactivities of the
Where any hearing is delegated to a a hearing held under
section 34 of Resource
the full hearing themay in the
Management discussions
Act 1991) and have aCouncillor
then any deliberate vote
who on the
decision.
Finance and
The Finance and
Policy Policy
Standing
Committee is responsible for Council strategy, policy and
planning the promotes and Community
being of whichcommunity Outcomes.
the social, economic, environmental objectives
and cultural of the
are to manage, control and monitor Council's finances, including the
Council Contingency Fund and the Audit and Risk Committee, in accordance with
good practice.
This includes the formation of, at Ieast, the philosophical framework the
development of new, or revision of existing, policies, plans, strategies and bylaws.
If appropriate, these may then be referred for development to other standing
lt includes ensuring Council activities are in a fiscally
responsible manner.
where hearings are delegated to other heard directly by full
the Finance and Policy Committee meetings will hear and consider
on Council policies, strategies and and make
to Council. This may include hearing, considering and deciding
under the Dog Act 1996, Sale of Liquor Act 1989, and
Responsible Gambling Act 2003.
The Finance and Policy is also responsible for developing the Long
Term Council Community Plan, Annual Plan and and for Iiaising with
key i r:
C h a stakeholders / and Joint
Cr J Kruger
AII Councillors
and up to $5oo,ooo
Pursuant 26 to
Section the Dog Control 1996
Act Section 31
and Section 22 Sections 33B, 33C
!
and 33D 55 of that Act, the authority to
hear and determine objections under the above sections; and
Pursuant to Section 77 and Sections 106 to 114 of the Sale of Liquor Act 1989, the
authority to hear objections and determine applications for Special and
Pursuant Gaming Machine
to the Responsible Gambling
Venue Act the
2003 and the hear
Council's and determine
applications for territorial authority consent where an application is referred to the
Council's Hearings under that policy.
Note: The Finance and Policy Committee may delegate to the other standing
committees, on a case by case basis, the development or revision of policies,
strategies, plans and bylaws, some including the hearing of and/or
Frequency
submissions of in relation identified
to specifically six weeks
of current Policy and
List General Council Bylaws.
Strategic Planning.
Long Term Council Community Plan.
Democratic Process Code of Conduct, Representation Review,
lnvercargill
Economic
Remuneration,Development
Shared City Holdings Limited. Venture
Investment Industrial
Awarua Estate.
Finances - Venture Southland, Regional Heritage Committee,
Wastenet.
Funding for Specialised Community Park Trust
Board, Maritime Trust Board, Southland Indoor Leisure Centre Charitable
Trust, Museum and Trust Board, Vibrant City Centre
Invercargill
Sister Cities.
Rates Rebates / Rates Relief.
Rates Review.
Statements of Intent - Council Controlled Organisations.
for
The unbudgeted expenditure. Fund Committee is for considering
Its objective is to ensure that Council can respond in a timely manner to requests.
Chai r: His Worship the Mayor, Mr T R Shadbolt
Mem bers: Cr J Kruger
Cr G D Lewis
Up to $25000
Frequency of meetings: As required
Members:
Its
The objective and to Risk
Audit is ensure N
Cr G D Elder
financial J isLewis
responsible for audit and
documentation.
Cr J Kruger
Delegations: NiI
Frequency of meetings: and as required
Community
The Community Standing is responsible for the and facilities
provided by for the community's use.
lts objectives are to encourage and monitor the provision of quality, accessible
community and facilities. These and for specialised community
contributes towards the social and cultural of the district's
communities.
Community
The Monitors against
Standing the LTCCP,
Reviews existing activity plans, bylaws and strategies and, if no Ionger
fit for purpose, refers these back to the Finance and Policy for full
council consideration,
Develops new or revises activity plans, bylaws and strategies if
delegated to do so by Finance and Committee.
Liaises with relevant stakeholders
Chair: Cr L Abbott
D Boniface
Cr N J Elder
Cr T Buck
Cr I L Esler
Cr G D Lewis
NiI
Frequency of meetings: six weeks
of Defence
Civilcurrent Emergency
Council Management.
Community Care Archives.
Libraries
Housing and Development
Pools.
Passenger
Regional Heritage.
Safer City.
and Planning Standing
The Committee is responsible for which implement
and enforce minimum standards for development and behaviour.
Its objectives to provide
which implementare Government and monitor development
Iegislation in the Invercargill environment.
and Achieved
through information, promotion followed by enforcement.
The Standing Committee:
Monitors against the Long Term Council Community Plan.
Reviews existing activity plans, policies, bylaws and strategies and, if no longer
fit for purpose, refers these back to the Finance and Policy Committee for full
council consideration.
Develops new or revises activity plans, policies, bylaws and strategies if
delegated to do so by Finance and Policy Committee.
Liaises with relevant stakeholders.
Chair: D J Ludlow
Members: G J Dean
Cr C G Sycamore
Cr A G Dennis
Cr l L Esler
Cr l R Pottinger
NiI
Frequency of six weeks
List of current Council activities:
Animal Control.
Building Consents.
Compliance
Environmental HeaIth. Parking and Mobility
Resource Management.
The and
Infrastructure and and is for
responsible Standing the and
infrastructure reflecting an area's Ievel of development.
while minimisingare the and the environment. The enable the district of quality,
The levels
Infrastructure of Standing Committee:
Monitors against the Long Term Council Community Plan.
Reviews existing
for purpose, these plans, topolicies,
refers activity back the Finance
bylawsandand strategies
Policy if council
and, for fullIonger
consideration. new
Develops or revises activity plans, policies, bylaws and strategies if
Liaises do so Finance
delegated with to relevant bystakeholders. and Policy
Chai r: Cr C G Dean
M e m be rs : I Abbott
Cr L R
Cr T Buck
Cr A G Dennis
Cr J Kruger
tenders in accordance with approved Annual
Plan budgets.
of current
of
List Cemeteries and
Council Crematorium. six weeks
Council buildings.
Parks Toilets.
Public and (aII responsibilities under Act
Roading.
Regional
Stormwater.
Solid Waste Management
Water Supply.
Hearings Panel
The Hearings Panel is responsible for hearing, considering and deciding applications
under the Resource Management Act 1991, Dog Control Act 1996, Sale Liquor Act
1989, and Responsible Gambling Act 2003.
Its objective is to quality decision making through equitable, hearings
and the of robust decisions by trained panel members.
Chair: N D Boniface
D J Ludlow
Cr J Kruger
Members:
Cr C G Dean
Cr A G Dennis
Cr G J Sycamore
Mr I F Capitaneas Councillor who is Management
(i) Pursuant determine
hear and to Section 34 of applications
any resource
the Resource for Management Act within Council's
1991, thetheauthority
jurisdiction in the lnvercargill City district which a decision or
a hearing except where resolves to appoint an independent
Commissioner or Commissioners to hear and determine an individual consent
application.
Section
Pursuant 33D
33C and 26to the Dog Control Act 1996 and 31Section
Section
Section 55 22 that Act,
of Sections the
authority to hear and determine objections under the above and
and
Pursuant to to hear objections and 106 to applications Liquor
the authority Section 77 and Sections determine 114 of the Saleforof Special Act
(iv) Pursuant Gaming Machine
Electronic to the Responsible Gambling
Venue 2003 and the Council's
Act the authority to hear and determine
applications for territorial authority consent where an application is referred to
the Council's Hearings under that policy.
The quorum for each Hearing Committee be three members provided that a
qualified Chairman is present.
The Director of Environmental and Planning in consultation with the
Chairman, allocates hearings to Committees as an administrative function.
Frequency of meetings: As required
Cr G D Lewis
Council Appointment
Chair: Community to Cr C G
CommunityDean
Mrs J Mitchell
Members: Mr S Allan
Ms P Coote
B Procter
Mr C Te Au
Delegations:
The Community Board has the authority to any of the powers granted
the Council, with the exception of:
(a) Those powers specifically excluded by the Iaw.
(b)
(c) Those powers which Council delegatesexercise of involved. powers,
beyond the community would by the
which of the Community to Board those have an
(d) Resource consent applications.
(e) Those matters specifically delegated to the Standing Committees of Council.
Frequency of Meetings: Six weekly
Joint G Dean
Cr C
Appointments Group to Joint Council
Cr I R Pottinger
Cr I L Esler
Regional Heritage
AII Councillors and Museums Joint
Cr J Kruger
Regional Land
AII Councillors Committee:
Cr C G Dean
lnvercargill:
AII Councillors
L
Cr I L Esler
Shared
Cr Councillors
AII N J Elder Forum
Cr J Kruger
AII CouncillorsCivil Emergency Management Group:
His Worship the Mayor, Mr T Shadbolt
His I Worship
Venture Dean the
L Abbott
Cr C RG Pottinger Mr T
8.3 Appointments to Organisations where the Appointment is in the
Cr
Age T Buck Trust
Cr Abbott the Mayor,
His Worship Park Mr T R Shadbolt
Cr L Abbott
Cr N D Boniface
Maritime Te Ara and
Executive Trust
Mr R King, Chief Museum a Board or the Mayor's
Cr I L and the City Manager
nomineeEsler or the City Manager's
Ms Sumaria Beaton
Cr J Kruger
Ms Andrae Gold
Southern
Southland Group
L
Cr A G Dennis
Community
Training Broadcasters
Trust Charitable Trust
Southland
Cr I L Esler Buildings Trust
Southland Indoor
Cr C G Dean Leisure Centre Charitable Trust
The I Norman
Buck
Cr T R PottingerJones Foundation
The Sycamore
Cr G Southland Rural Trust
8.4 Which Have Requested a Council Representative and This
Request has been Granted
New Zealand Historic Places Trust:
Cr I L Esler
Invercargill
Cr G D LewisYouth
Iwi Liaison:
Cr D J Ludlow
Invercargill
Cr N Bonifaceand Districts Citizens Advice Bureau
8.5 50%
A of Council
the shares
Controlled
or the voting isrights,
Organisation
Organisations company appoint trustmore which
a orand or in than half the board
managing the organisation. They may operate as a trading activity for the purpose
of making a profit.
Invercargill City Holdings
The Invercargill City Council is a 100% shareholder in Invercargill City Holdings
Limited, a Council controlled organisation under the Local Government Act.
Invercargill City Holdings Limited is a company registered under the Companies Act
1993 to of reasonable City Holdings its
Subsidiaries provide Invercargill to Limited
City Forests Ownership Nature and Scope Activities
100% Operate
business a silviculture
successful and
Electricity Invercargill 100% Operate in inthe
a the electricity
and
infrastructure,
distribution and metering
electrical and energy sectors.
Invercargill Limited 55% Invercargill
Provision at the
City Holdings Limited's registered is in the Invercargill City Council
Civic Administration Building, 101 Esk Street, Invercargill.
City Holdings Limited has a and four directors:
Chair: Cr N Elder
Cr A Dennis
Cr G Sycamore
Mr M Cook
Invercargill City Forests C
LimitedMr has a chairperson and directors:
Mr W Conway
Directors: Mr L Pullar
Electricity Invercargill Limited has
Mr A a chairperson and four other directors:
Chair: Cr N Boniface
Cr D Ludlow
Mr T Campbell
Mr P Mulvey
Mr R Smith
Limited has a chairperson and three other directors:
Chair: Mr M Cook
Directors: Mr A J O'Connell
Directors are usually T Walton
M
appointed Mr to Foggo terms. Under the Companies Act
1993, company directors' responsibility is to the best interests of
Invercargill City Holdings Limited. The Council cannot the directors.
lnvercargill City Limited appoints all directors to companies.
may comment on the Statement of Intent setting out the objectives of
City Holdings Limited Group for the coming year. Copies of this
Invercargill
statement City
may Council,
be obtained
Private
fromBag 90104, lnvercargill.
the Director of Finance and Corporate
Southland of the and
The purpose Museum Southland Museum and Trust is to and tell
the of Southland - the experience of people and places over time - and inspire
Southlanders to explore and understand the world around them.
Trustees:
The Trust
Chair:
appointed
An annual Statement
has
by thea Invercargill eight, G LJ Ludlow five the Trust. City City representatives
Board lntent City D including
of of Cr developed
is I Sycamoreby authority
Iocal City
Invercargill Community Recreation and Trust:
The Invercargill Community Recreation and Trust aims to increase lnvercargill
residents' active in and physical activities and and cultural
activities.
The Trust has a Board of six, appointed by the Invercargill City Council:
Cr J Kruger
Cr G Sycamore
Trustees: Cr Abbott
Cr T Buck
Cr A Dennis
Cr W Harpur
Invercargill City Charitable Trust:
The Invercargill City Charitable Trust aims to provide welfare to the people
within the Invercargill district.
The Trust has a Board more than and not Iess than appointed by the
Invercargill City Council:
His Worship the Mayor, Mr T R Shadbolt
Deputy Mayor, Cr J Kruger
Chief Executive Mr R W King
Invercargill Venue and Events Management
and Events Management Limited aims to manage and
operate the Civic Theatre and Stadium Southland and increase greater appropriate
use of both facilities.
The company has a Board of seven with three appointed by the Invercargill City
Council. An independent Chair is appointed by the company.
Chair: Mr B Middleton
Mr M Johnston
D Main
Cook
Cr N Boniface
Mr G Muir
Ms K Moore
8.6 Council Proxy and Elector Nomination
Appointment as proxy for voting purposes on Council owned or related companies
and companies in which Council has a interest.
His Worship the Mayor
Trust.
Nomination as for the Electric Supply
His Worship the Mayor
9 MEETING SPECIFIC REFERENCE TO THE APPLICABLE
The
AcT 1987
Iegal AND STANDING for
OF THE
requirements Council
GOVERNMENT
meetings are set
OFFICIAL INFORMATION AND
down in the Local Government
Act 2002 and the Local Government Information and Meetings Act 1987
AII Council and meetings must be open to the public unless there is
reason to Although
consider some
meetings itemare open to the members public
of the called do not
have speaking rights unless prior arrangements are made with Council. Council's
Secretarial and Communications Manager should be contacted before the
meeting to arrange this.
LGOIMA contains a Iist of the where councils may items with
the public excluded. These circumstances generally relate to protection personal
privacy, professionally privileged or commercially sensitive information, and the
maintenance of health, safety and order. The Council agenda is a public
document, although may be withheld if the above circumstances apply.
The Mayor or Chairperson is responsible for maintaining order at
meetings and may, at his or her discretion, order the removal of any member of the
public for disorderly conduct, or remove any member of Council who does comply
with Standing Orders.
Minutes of meetings must be kept as evidence of the proceedings of the meeting.
These must be made publicly available, subject to the provisions of the LGOIMA.
For an meeting of Council, at Ieast 14 days' notice of the time and place of
the meeting must be given. meetings generally can be called on three
working days' notice.
During meetings the Mayor and Councillors must follow Standing Orders set of
procedures for conducting The Council may suspend Standing Orders by
a vote of 75% of the members present. A copy of the Standing Orders can be
obtained from Council's Secretarial and Manager or from
10 The Local Government Act 2002 82 and 83) sets out consultation
principles
decisions. This
and a procedure the
that Iocal authorities
special consultativemust procedure, when is making
follow regarded as a
minimum process.
The consultative procedure consists of the following steps:
Step One: Preparation of a Statement of Proposal and a of
Information. The Council must prepare a description of the proposed decision
course of action. The statement must be available for distribution throughout
the community and must be available for inspection at the Council and
may be made available elsewhere. The Council also has to prepare a full and
considers
fair of the proposal practicable.
to be reasonably which must That distributed
be statement must be as the
as widely included on an
agenda for a Council meeting.
Step Two: Public notice. The must publish a notice in or daily
newspapers, or in other newspapers of equivalent circulation, of the proposal
and of the consultation being and invite submissions.
Step Three: Receive submissions. The Council must acknowledge all written
submissions and a reasonable to make an oral
submission. The Council must allow at one month the date of the
for submissions.
Step Four: Hear submissions. Council must set aside time to hear aII
those submitters who wish to speak to Council on their submission. The
hearings must be open to the public.
Step Five: Deliberate in public. AII meetings where the Council deliberates on
the proposal must be open to the public there is some reason to exclude
the public under
AII submissions the
must be made available unless there is reason to withhold them
under Six: Follow
Step the up. A copy of the decision and a of the reasons must
be the Council submitters.
By law, provided the
to must follow There special prescribed
is no consultative procedure before
format for such a it:
Adopts a Long Term Council Community Plan or Annual Plan.
Amends an Council Community Plan.
Adopts, revokes, reviews or amends a bylaw.
Changes the mode of for a significant activity example from the
Council to a Council Controlled Organisation or from a Council Controlled
Organisation to a private sector if that is not provided for in an
Long Term Council Community Plan.
The Council may be required to use the special consultative procedure under other
Iegislation, and it may use this in other circumstances if it wishes to do
SO.
Policy requires it to consult if the matter is deemed to be
significant as per the policy or Council decides that it be treated as
significant.
Engagement Programme:
In 2009 Council resolved to adopt a engagement programme
for a trial period of three years.
accepts that communities will prefer of engagement
with and when preferences become apparent will tailor and
means of engagement to community preferences. The programme
includes clinics, community meetings and administrative funding to
Residents' Associations which meet Council criteria.
Clinics and Community Meetings
Councillor
Community meetings areare held
clinics proposed,
monthly,with except
the timingduring coincide
to December
with and
consultation on
the Annual Plan Details of and
dates, theIocations
publication
and of published
times the areAnnual on
Council's and
Clinics public
website meetings are held in South Invercargill, Invercargill
Clinics and meetings are held in
and the centralthe city
evenings in South and Invercargill, and
during the day in the central city to enable aII members of the community to attend.
Clinics are by two Councillors and one senior member and the public
meetings by three Councillors and members at Director Ievel.
of Associations
will provide up to $5000 per group to Residents'
Associations that meet the criteria Iisted below:
The group represents a geographically based community which
already receives community assistance perspective
The group has a Council wide and has a Community
than a single with a
community development focus which includes consultation with Council.
There is interest and from that community to resource and run
the association.
The group has an appropriate constitution, a system of electing and an
annual budget.
financial assistance will be towards the actual administration costs, for
example, venue hire for meetings, and photocopying, postage,
of meetings, running a website.
Project funding, if required, would be obtained by the individual groups from
other sources.
Council would provide other on request, for example, assistance with
setting up the group and a dedicated Councillor to group meetings.
AND MEMORANDA OR AGREEMENTS MAORI
The Invercargill City Council acknowledges the of tikanga Mori and
its relationship with both tangata whenua and ng matawaka
The Mori councils are of Southland:
four who not Ngi Tahu Environment
Iiving within Southland Regional
Southland District Council, Gore District Council and City
Council are charged with fostering Maori capacity to contribute to and in
The relationship that each making
Council has with Ngi Tahu ki Murihiku continues to grow
in strength. This has been assisted by the establishment of a of
Understanding
and the councils. Ao Marama
This Te relationship allows
Incorporated Ao
Te Marama Inc nga the
tomokanga for consultation between Maori and the councils.
information provide
Councils and resources
financial such Te
as the provision
Ao Marama
of Inc advice, for
provides positive
consultation, clarification on of significance to lwi and identifies appropriate
persons for consultation. An atmosphere of trust and openness is the cornerstone
the relationship which was formed at the signing of the of Understanding.
The Invercargill City Council remains committed to ensuring that are
promoted and for Mori to build capacity and to actively engage across the
range of Council's processes.
1 2. AND AND
The Local Government Act 2002 requires Council to employ a Chief Executive
whose responsibilities are to employ other on behalf of the Council, implement
decisions and provide advice to the Council. Under the Local Government
Act, the Chief Executive is the only person who may give instructions to a
member. Any complaint about individual members should therefore be
directed to the Chief Executive, rather than the Mayor or Councillors.
agreement
The Chief the
Executive lnvercargill King.
is Mr Richard City Council,
The and
Chief is employed has
Executive a a term not
Council management is organised as follows:
Council
Mayor and Councillors
Chief Executive
Community Process
Destinational Marketing
Enterprise
Environmental and Theatre
Housing
Investment Care
Finance and Cameron
Works Mclntosh
and
Planning
Pamela Gare
Animal Control Council Controlled Pools and
Passenger and
Building Consents
Civil Defence
Management
Compliance Public
Roading
Environmental HeaIth
Resource Management Sewerage
Solid Management
Southland Museum and
The Chief Executive and Directors can be contacted by phoning
(03) 2111 777.
EQUAL EMPLOYMENT POLICY
13.
Council is to ensuring equality of for alI current and
prospective employees and to meeting the various Iegal obligations in the equitable
recruitment, selection, development and conditions of employment of employees.
KEY AND POLICY DOCUMENTS AND THE PROCESS FOR
14.
The DEVELOPMENTadopted
THEIR Council has AND and approved a number of key planning and policy
documents to assist it in fulfilling the purpose of Iocal government, its
role as a Iocal authority and exercising the powers, responsibilities and duties
conferred on it.
Long Council Plan
The LTCCP sets out the Council's priorities over the medium to Iong term.
Information to be included in the LTCCP is set out in Schedule 10 of the Local
Government Act 2002, and includes community outcomes, groups of activities,
summaries of assessments of water and and waste management
plans, development of Maori capacity to contribute to decision making processes,
funding and financial statements, a determination of significance, forecast financial
statements, funding impact statement and forecasting assumptions.
Council's LTCCP was adopted in June 2009 and can be found on
Council's website The LTCCP is reviewed three years.
Annual Plan
An Annual Plan is developed in the years Term Council
Community showing in detail the activities of Council in those years and how
it is implementing the LTCCP. The Annual Plan must be adopted by Council before
the of the financial year (1 It can be found on Council's website
An Annual
Annual is prepared at the conclusion of financial year (30 lt
compares Council's actual activities and against what was intended by
the LTCCP or Annual Plan. The Annual also includes a the
Council's of the accounts.
end of the
Annual
year. lt must be found
can Council website
be adopted onby Council's within
Asset Management Plans
These the identify
Plans Ievels of and describe
provided, detail the current
in state
and to be provided and value
by the assets and the
develop followingassets. Plansassets:
ongoing the
expenditure
for the Management Councilrequirements adopted renew, 2008
were
can be to found in maintain, and operate
website
reviewed three
Council Buildings.
and
Sewerage.
Stormwater.
Water Supply.
Activity Plans
These Plans identify the Ievels of provided, and to be provided, by Council's
activities and the associated ongoing expenditure. They can be found on Council's
website
Activity Plans were adopted in 2008 reviewed three for the
Animal Control.
Building Consents.
Defence Emergency Management.
Community Development.
Democratic Process.
Environmental HeaIth.
Housing Care.
Investment and Archives.
Libraries
Parking
Passenger and
Pools. Mobility
Resource Management.
Solid Waste Management.
Theatre
District Plan
The Invercargill City District Plan was prepared in accordance with the Resource
Management Act 1991. It contains objectives, and methods rules
and for the sustainable management of the district's natural and physical
resources. The Invercargill City District Plan became operative in 2005
and section must be reviewed within ten years. lt can be on Council's
Triennial
website Agreement
The Triennial Agreement for Southland Iocal authorities City Council,
howThe
details District the Shared together
will work District through and
Forum Memorandum
the Shared
of Understanding
and Triennial Agreement was in and is reviewed three years.
The principal of Invercargill TO City Council is Iocated in
lnvercargill. Contact
Post:
details for the
Invercargill City Council, Private Bag 90104,
9840.
Hand
Fax: Helpdesk, Civic Administration Building, 101 Esk
Street, Invercargill.
211 1777
21 1 1433
E m a i I:
The following are the contact details for the elected members:
Shadbolt, Mayor (03) 211 1672
Jackie Kruge q Deputy Mayor 027 439 1362
Abbott 290 1142
Boniface (03) 217 0405
Thelma Buck (03) 216 3449
Carolyn Dean (03) 0546
Alan Dennis 027 274 4513
Elder (03) 211 1370
Esler 213 0404
Graham Lewis 676 647
Darren Ludlow (03) 215 4777
Ian (03) 217 4579
Graham Sycamore 213 0727
Complaints
takes complaints seriously and encourages people to come if they
are satisfied with the they received. As a general rule:
We nOt deal the the area are dealing with (if not
If -
this iswith 03 things
the way 21 1 1777 and
are being handled or the result, write to the
Chief
Complaints are investigated and responded to in accordance with the rules of
natural justice.
Complaints about Elected Representatives should be directed to the Mayor.
16 FOR REQUESTS FOR OFFICIAL INFORMATION
Under the may
any person Local request from the Council. Meetings request 1987 information
lnformation and Any Act for
is a request made under LGOIMA. You do have to say you are making a
request under LGOIMA.
Once a request is made the Council must supply the information unless reason
exists for withholding it. The LGOIMA says that may be withheld if
Endangerthe the safety
release of information of any person.
Prejudice maintenance of the Iaw.
the privacy of any person.
Reveal
Cause to
confidential tikanga
or commerciallyor would disclose
Maori sensitive the Iocation of waahi tapu.
Prejudice public health or safety.
Compromise Iegal professional privilege.
Disadvantage
activities. the Iocal authority while or
Allow information to be used for improper gain or advantage.
The Council must answer requests within 20 working days there are
circumstances where this time frame may be Council may
In the for you
charge first instance information address
under guidelines
requests setfor
down the
by information of
to:
Invercargill
Chief City Council
Private Bag 90104
INVERCARGILL 9840
Authorities
Legislation Act 1966
confers obligations responsibilities on APPENDIX
Animal Welfare Act 1999
Animals Act 1967
Animals Law Act 1989
Council of New Zealand Toi Aotearoa Act 1994
Auctioneers Act 1928
Biosecurity Act 1993
Building Act 2004
Building Research Levy Act 1969
Burial and Cremation Act 1964
Bylaws Act 1910
Professional Engineers of New Zealand Act 2002
Citizenship Act 1977
Civil Aviation Act 1990
Civil Defence Emergency Management Act 2002
Civil Act 1979
Commerce Act 1986
Companies Act 1993
Act 1987
Consumer Guarantees Act 1993
Copyright Act 1994
Counties Insurance Empowering Act 1941
Crown Minerals Act 1991
Disabled Persons Community Welfare Act 1975
District Act 1947
Dog Control Act 1996
Commissions Act 1993
Electoral Act 1993
Electricity Act 1992
Employment Act 2000
Energy Companies Act 1992
Fair Trading Act 1986
Fencing Act 1978
Fencing of Pools Act 1987
Financial Act 1993
Fire Act 1975
Food Act 1981
Foreshore and Seabed Act 2004
Forest and Rural Fires Act 1977
Gambling Act 2003
Gas Act 1992
Goods and Tax Act 1985
Hazardous and New Organisms Act 1996
HeaIth Act 1956
HeaIth and Safety in Employment Act 1992
Higher Salaries Commission Act 1977
Historic Places Act 1993
Housing Act 1955
Housing Corporation Act 1974
Rights Act 1993
lmpounding Act 1955
lncome Tax Act 2007
Insolvency Act 2006
Interpretation Act 1999
Land Act 1948
Land Drainage Act 1908
Land Transfer Act 1952
Act 1998
Land Amendment Act 1997
and Mechanics' Institutes Act 1908
Act 1979
Authorities Act 1968
Local Electoral Act 2001
Local Government Act 2002
Local Government Act 1974
Local Government Act 2002
Local Government Information and Meetings Act 1987
Act 1950
Minimum Wage Act 1983
National
Municipal lnsurance
Provident Fund
Act Restructuring Act 1990
New Zealand Bill of Rights Act 1990
New Zealand Geographic Board Pou Taunaha o Act 2008
New Act 1939
New Zealand Walkways Act 1990
Ngai Tahu Claims Act 1998
Oaths and Declarations Act 1957
Ombudsmen Act 1975
Overseas lnvestment Act 2005
Plumbers, and Drainlayers Act 1976
Privacy Act 1993
Law Act 2007
Prostitution Reform Act 2003
Public Bodies Contracts Act 1959
Public Bodies Leases Act 1969
Public Records Act 2005
Public Works Act 1981
Queen Elizabeth the Second Trust Act 1977
Railways Act 2005
Rating Valuations Act 1998
Rates Rebate Act 1973
Act 1977
Residential Tenancies Act Disposal
and Other Lands 1986 Acts Public
and Bodies Empowering Acts
Resource Act 1991
Sale of Liquor Act 1989
Secret Commissions Act 1910
Act 1978
Securities Act 1991
Environments Act 1990
Soil and Rivers Control Act 1941
Sovereign's Act 1952
Standards Act 1988
Statutes Land Charges ActsRegistration
Amendment Act 1928
Act 1981
Proceedings Act 1957
Te Ture Whenua Maori Act 1993
Telecommunications Act 1987
Telecommunications Act 2001
Transit New Zealand Act 1989
Act 1962
Treaty of Waitangi Act 1975
Trespass Act 1980
Trustee Act 1956
Unit Titles Act 1972
Wild Animal Control Act 1977
Wildlife Act 1953
