Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda

31 October 2019

5 Corporate Services Group

5.1 Making and Attesting of Declarations

File Number: A2706774

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of this report is to set out the process for making and attesting of declarations.

Background

Clause 14(1) & (2) Schedule 7 of the Local Government Act 2002 states that no person shall be capable of acting as a member of any local authority until he or she has made an oral and written declaration as set out below.

Discussion and Next Steps

The Chief Executive Officer will witness the declaration of the Mayor and then the Mayor will witness each Councillor’s declaration.

The declaration that each member is required to take is set out in Clause 14(3) Schedule 7 of the Act and reads as below. A translated version will also be made available for any members who would prefer to make their declaration in te reo Māori.

DECLARATION BY MAYOR OR MEMBER

I, ________________________________ declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of the Far North District the powers, authorities and duties vested in or imposed upon me as Mayor/Member of the Far North District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987 or any other Act.

DATED at Kaikohe this 31st day of October 2019

Signature _________________________________

In the presence of: _________________________________

Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

Nil

Ordinary Council Meeting Agenda

31 October 2019

5.2 Explanation of Laws Affecting Elected Members

File Number: A2706826

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

At the first meeting after the three-yearly local election, elected members are required to receive a general explanation of the laws that affect them as elected members. This report outlines the core legislation affecting members supported by a presentation by Council’s In-House Counsel.

Recommendation

That Council note the report “Explanation of Laws Affecting Elected Members”, and the advice provided at this meeting.

Background

It is a requirement to have the core legal requirements brought to the members’ attention at the first meeting following the triennial election, under Clause 21 (5)(c) of Schedule 7 of the Local Government Act 2002.

Discussion and Next Steps

There are a number of core legal requirements that elected members should be aware of when making decisions. These include the:

· Local Government Act 2002

· Local Government Official Information and Meetings Act 1987

· Local Authorities (Members’ Interests) Act 1968

· Health and Safety at Work Act 2015

· Crimes Act 1961

· Secret Commissions Act 1910

· Financial Markets Conduct Act 2013

· Council decision-making requirements

· Personal liability of elected members

· Public law decision-making principles.

In addition to these core legal requirements, there are many other statutes relevant to certain council decisions (for example the Resource Management Act 1991 and the Reserves Act 1977).

Elected members will receive advice from staff on a case-by-case basis to ensure that they understand their legal obligations when making decisions.

Financial Implications and Budgetary Provision

There are no financial implications or budgetary provision needed as a result of this report and presentation.

Attachments

1. Guidance for Members of Local Authorities about the Local Authorities (Members' Interests) Act 1968 - A2706810 ⇩

2. A General Guide Through the Laws Affecting Elected Members - A2717761 ⇩

Ordinary Council Meeting Agenda

31 October 2019

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Ordinary Council Meeting Agenda

31 October 2019

5.3 Appointment of Deputy Mayor

File Number: A2707046

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to explain the procedure for the appointment of the Deputy Mayor of the Far North District Council for the 2016-2019 triennium.

Recommendation

That Council note the Mayor’s appointment of the Deputy Mayor.

1) Background

It is necessary to appoint the Deputy Mayor at the first meeting of the local authority under Clause 21(5) (d) of Schedule 7 of the Local Government Act 2002.

2) Discussion and Options

MAYORAL POWERS (APPOINTMENT)

Under Standing Order 5.1 the Mayor has the power to appoint the Deputy Mayor.

Reason for the recommendation

To appoint a Deputy Mayor in accordance with Standing Orders.

3) Financial Implications and Budgetary Provision

There are no financial implications or need for budgetary provisions as a result of this report.

Attachments

Nil

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Not applicable
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	Not applicable
State the financial implications and where budgetary provisions have been made to support this decision.	Not applicable
Chief Financial Officer review.	Not applicable

Ordinary Council Meeting Agenda

31 October 2019

5.4 Appointment of Ward Councillors to Community Boards

File Number: A2717329

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

To ask for a Council representative to be appointed to each Community Board.

Recommendation

That the Council:

a) Appoints _________________________ as a member the Bay of Islands-Whangaroa Community Board.

b) Appoints __________________________ as a member of the Kaikohe-Hokianga Community Board.

c) Appoints __________________________ as a member of the Te Hiku Community Board.

1) Background

The Local Government Act 2002 states that the membership of a Community Board will consist of elected officials, and (if any) appointed officials, and that any appointed officials must be elected from the area of Community Board representation, in accordance with the Local Electoral Act.

During the 2016-19 triennium, Council made the following appointments:

· Bay of Islands-Whangaroa Community Board - Councillor Stratford

· Kaikohe-Hokianga - Councillor Vujcich

· Te Hiku Community Board - Councillor Foy

These Councillors are then sworn in at the Inaugural Community Board meeting to be a voting member of that Community Board.

2) Discussion and Options

Having a Council representative at Board meetings provides a vehicle for communication between the Community Board and Council. It also provides an opportunity for the Council representative to learn not only the role of Council, but understand the role of the community board.

A potential ethical conflict could arise as Councillors are obliged to act in the best interests of the Far North District as a whole, while community boards are concerned with the specific needs of their wards.

The Council has three options to consider for the 2019-22 triennium:

1. Appoint no councillors to community boards.

2. Appoint 1 councillor to each of the 3 community boards.

3. Appoint 2 councillors to each of the 3 community boards.

Members should consider being appointed to the community board as an additional responsibility as they would need to attend Community Board meetings, workshops and events as any other Community Board member.

Previously appointments have been for the duration of the triennium, however the Council could consider rotating membership throughout the triennium and it is recommended that this be reviewed annually, with any committee structure or governance reviews to ensure that workloads on individuals are fair.

3) Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions needed as a result of this report.

Attachments

Nil

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report is consistent with provisions in the Local Government Act. Council need to ensure that any appointed members are elected from the relevant Community Board area to comply with legislation.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Community Board members may have a preference of who they would like to work with. Their feedback however has not been sought formally so that the appointed member can be sworn in at the relevant inaugural meeting.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no particular implications on Māori in making this decision.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	While this does not directly impact any identified persons, Council should consider appointing members that enrich the diversity of each Community Board.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Ordinary Council Meeting Agenda

31 October 2019

5.5 Elected Members Code of Conduct

File Number: A2717458

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to introduce the Far North District Council Code of Conduct for members’ information.

Executive Summary

· The purpose of the report is to introduce the Far North District Council Code of Conduct for members’ information.

Recommendation

That Council adopt the Far North District Council’s current Elected Members’ Code of Conduct.

1) Background

The Local Government Act 2002 states that a Local Government Authority’s Code of Conduct must set out understandings and expectations adopted by the local authority about the manner in which members may conduct themselves while acting in their capacity as members, including:

1. behaviour toward one another, staff, and the public; and

2. disclosure of information, including (but not limited to) the provision of any document, to elected members that:

a. is received by, or is in the possession of, an elected member in his or her capacity as an elected member; and

b. relates to the ability of the local authority to give effect to any provision of this Act; and

3. a general explanation of:

a. the Local Government Official Information and Meetings Act 1987; and

any other enactment or rule of law applicable to members.

Local Government New Zealand has updated the 2016 Code of Conduct adopted by the Far North District Council. The main update to the Code of Conduct is the addition of a section on social media and has a new process for dealing with trivial, minor and frivolous complaints.

2) Discussion and Options

As Local Government leaders, Local Government New Zealand prepare a best practise code of conduct for elected members. The Far North District Council Elected Members Code of Conduct was reviewed to align with best practise but was previously adopted for the specific interests of the Far North.

Council is required by the Local Government Act 2002 to have a code of conduct and, if a new code of conduct is not adopted, the current one will stand.

The Act does not allow for an authority to revoke a Code of Conduct but it does allow for amendments or replacements to be made by resolution with not less than 75% of members present and in support. A member of a local authority must comply with the code of conduct of that local authority.

Reason for the recommendation

This report is for information purposes only.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary provisions needed as a result of this report.

Attachments

1. Far North District Council Code of Conduct 2019-10-31 - A2721151 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The legislation relevant to an elected member code of conduct is the Local Government Act and Local Government Official Information and Meetings Act 1987.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	While Community Boards are not required to comply with an Elected Members Code of Conduct it is recommended that this code applies to those members as well in the interests of good practise.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	This report does not have any particular impact any identified persons.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Ordinary Council Meeting Agenda

31 October 2019

5.6 Standing Orders

File Number: A2706848

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to present Council with the current Standing Orders.

Recommendation

That Council note the Far North District Council Standing Orders.

1) Background

Standing Orders are a set of rules of debate that apply to all meetings of Council and its committees and subcommittees, including Community Boards. Furthermore Standing Orders ensure the legal requirements of the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987 are met. They also provide clarity as to what is expected of the members within a meeting and generally cover procedures to enable meetings to be held in a fair and transparent manner.

2) Discussion and Options

In the 2013-2016 triennium Council’s Standing Orders were based on the New Zealand Standards (NZS) which had developed model Standing Orders for meetings of local authorities. The current Standing Orders were last adopted by the Council on 15 December 2016 and were based on a version of standing orders revised by Local Government New Zealand.

If new standing orders are not adopted, the current one will stand.

Reason for the recommendation

To receive Standing Orders for the Far North District Council.

3) Financial Implications and Budgetary Provision

There are no financial implications or need for budgetary provision as a result of this report.

Attachments

1. Far North District Council Standing Orders - A2717796 (under separate cover)

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Not applicable
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	Not applicable
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provision as a result of this report
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Ordinary Council Meeting Agenda

31 October 2019

5.7 Elected Members Allowance and Reimbursement Policy

File Number: A2717534

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to introduce Elected Members’ Allowances and Reimbursement for Council’s Policy.

Executive Summary

· The Remuneration Authority set an annual determination

· The determination includes provision of elected member expenses eligibility

· The policy was last reviewed in December 2017

Recommendation

That Council note the Elected Member Expense and Reimbursement Policy.

1) Background

The Remuneration Authority are the national body who determine not only how elected representatives across the country should be remunerated, but the expenses that they could seek reimbursement or allowances for. The current version of Council Elected Member Expense and Reimbursement Policy came into effect in December 2017.

The principal of the policy is that no elected members should incur expense in their role as elected members.

The Remuneration Authority have since updated their determination to provide provision for elected members to claim childcare allowance.

2) Discussion and Options

This report does not recommend any changes to the policy (attached).

It is recommended that Council note the policy and have a discussion on any amendments they think would be appropriate.

In areas where there is a provision in the determination, but the Council’s policy is silent, the determination is what would be applied.

Reason for the recommendation

To note the Elected Members Expense Reimbursement Policy.

3) Financial Implications and Budgetary Provision

Council is required to allocate sufficient budget to fulfil its obligations to both remunerate and reimburse elected members for reasonable costs incurred in their role.

Attachments

1. Elected Members' Allowances and Reimbursement Policy - A2717831 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Elected Members Expense Reimbursement Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Not applicable.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	Council is required to allocate sufficient budget to fulfil its obligations to both remunerate and reimburse elected members for reasonable costs incurred in their role.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Ordinary Council Meeting Agenda

31 October 2019

Elected Members’ Allowances and Reimbursement Policy,Amended: 7 December 2017

Background

From time to time elected members incur expenses on Council’s behalf which need to be reimbursed.

In addition to this document, the Council Policy Register sets out the policies, rules and procedures relating to the expenses and allowances payable to elected members.

Objective

This policy sets out rules on the claiming of expenses by elected members and the resources that will be available to them during their term of office.

Policies

1. Reimbursement and the use of Council-supplied resources apply only to elected members personally, and only while they are acting in their official capacity as elected members.

2. Costs for expenses must have a justifiable business purpose and be moderate and conservative in all respects.

3. Transparency is achieved through the monthly publication on the Council’s website of all expenses for elected members over the past month.

4. Expense claims are approved by the Team Leader Governance Support and actual receipts are required.

5. Cost reimbursements will be made via the payroll system.

6. All expenditure that falls under this policy is approved on the condition that it can be met within relevant budget provisions.

7. This Policy does not extend to expenses incurred as a result of the election or electoral work (such as attendance at ratepayer meetings or visits to constituents) unless it is official Council business.

8. Where this policy is silent or not specific in relation to claims for expenses or allowances the Chief Executive Officer shall be guided by the Auditor-General’s 2007 good practice guide on “Controlling Sensitive Expenditure: Guidelines for Public Entities”.

9. The allowances and expenses listed in Appendix B apply to those costs incurred for purposes of Council business only.

Appendix A - Interpretation

COUNCIL BUSINESS includes attendance at the following:

· Official meetings of the Council and any committee and subcommittee of Council

· Council workshops

· Meetings and workshops of advisory groups established by Council

· Meetings and workshops of external bodies to which the elected member has been appointed by Council

· Statutory hearings

· Meetings of Council-owned companies

· An external event or meeting where there has been:

§ a resolution of Council or a committee, or

§ an authorisation by the Council Mayor, or

§ with respect to the member of a committee, an authorisation by the chairperson of that committee

· Visits to and tours of facilities or sites or works for which the Council is responsible for or has involvement in, or which will be the subject of business to come before the Council or any committee

· Seminars and training courses where the elected member’s attendance has been

· authorised

· Constituency meetings

· Discussions with other elected members or Council officers

· Official briefings.

“Council business” does not include events where the primary focus is on social activity.

Appendix B – Allowances and Expenses

1. All Elected Members
a. Air travel	All elected members are entitled to utilise domestic air travel for Council-related travel where travel by air is the most cost effective option. All elected member international air travel is by way of economy class. The approval of the Council is required for exceptions, e.g. where Premium Economy or the equivalent air travel is desirable for health or other compelling reasons.
b. Car parking	Car parking will be reimbursed upon the production of actual receipts.
c. Communications equipment	Provision of communications equipment is a Council business decision. Council may choose to provide either: a) communications equipment: or b) an annual allowance for any or all equipment provided by the elected member, as per amounts set by the Remuneration Authority. Where a member is not a member for the whole period of the determination, the amount of the allowance is pro-rated.

d. Entertainment and hospitality	Costs related to hosting official visitors to the Council must be arranged by Council staff in advance, subject to approval by the Chief Executive Officer. Costs incurred while travelling on council business require the pre-approval of the General Manager Corporate Services.
e. Exceptional circumstances	Staff will arrange reasonable overnight accommodation when travel or business requirements do not allow for return on the same day.
f. General community related expenses	From time to time, councillors and board chairs may have unforeseen costs arise for items relating to community events, such as payment of koha, or the purchase of a wreath for attendance at a commemorative event. Reimbursement of such expenditure should be approved by the General Manager Corporate Services.
g. Rental cars	Rental cars may be utilised when attending meetings or conferences in other centres where this is the most cost-effective travel option and are arranged by staff in advance. Fuel costs will be reimbursed on production of actual receipts.
h. Stationery	Council will supply reasonable amounts of stationery for Council business.
i. Taxis and shuttles	Taxi and shuttle services must be pre-booked by staff. Costs are reimbursed on production of actual receipts. Taxis may not be used if significant travel distances mean that use of a taxi is not the most cost effective option. Shuttles or rental cars booked by Governance Support staff should be considered as an option in such circumstances.
j. Travel and event attendance	All elected members are entitled to payment of actual and reasonable registration, travel, accommodation, meal and related incidental expenses (including travel insurance) incurred in attendance at these events, held both within New Zealand and overseas, subject to: a) related expenditure being accommodated within existing budgets, and b) the appropriate approvals as outlined in this policy: and excluding reimbursement for purchases from hotel mini-bars and charges for in-room video or cable movies. All travel and accommodation arrangements for elected members are to be directed to Governance Support staff for processing, at the most economic cost available (when possible) at the time of booking, unless all travel costs are being met privately or by an outside party. The conference, course, seminar or training event must directly contribute to the member’s ability to carry out their role. Voluntary conferences, courses, seminars, or training that contribute to the member’s personal development will not be covered by Council. Each elected member may attend one conference or professional development event per representative body to which they are elected or appointed per financial year. Attendance at these events when held in New Zealand must be approved by: · In the case of councillors, the Mayor and Chief Executive Officer · In the case of community board members, the relevant board chair and the Chief Executive Officer Attendance by any elected member at these events when held overseas must be approved by the Council. Applications to attend an additional event in a financial year are approved at the discretion of the Chief Executive Officer in consideration of available budget. The consequential travel expenses and a report written by the elected members on what they have learned and the value to the organisation will be provided at the next relevant public community board, committee, or Council meeting to provide transparency and confidence to the public that ratepayer funds are being used effectively. When a Community Board member is to be the Council’s representative at a conference or event, the approval of the Council is required. Travel for RMA hearings and DLC training is managed by staff and determined by business need, as there is a separate budget for these activities.
k. Travel time	Reimbursement for time travelled on Council business is paid as per the Remuneration Authority Determination.
l. Vehicle mileage	Reimbursement for vehicle mileage for travel on Council business is paid as per the Remuneration Authority Determination. Mileage will only be paid upon receipt of a completed Claim for Meeting and Travel Expenses form detailing the nature of the travel.
2. The Mayor
a. Airline club	Given frequent travel requirements for the role, the Mayor is entitled to reimbursement of an Air New Zealand Koru Club subscription, on the provision of annual receipt.
b. Car	The Mayor may be provided with a vehicle that will also be available for his/her private use. A deduction will be made from his/her salary as determined by the Remuneration Authority. The Mayor will not be able to claim for vehicle mileage. Alternatively, the Mayor may provide his/her own vehicle, in which case the Mayor may claim vehicle mileage for travel on Council Business. Mileage will only be paid upon receipt of a completed Claim for Meeting and Travel Expenses form detailing the nature of the travel.
c. Entertainment and hostpitality	The Mayor holds a purchasing card to pay directly for any entertainment or hospitality expenses which must be used in accordance with Council’s Credit Card Expenditure Policy.

d. Telephone costs

The Council will provide a mobile phone for the Mayor and

cover all expenses associated with the use of that phone on Council business. The phone remains the property of the Council.

If the Mayor’s home residence does not have reliable mobile service, landline services will also be provided through Council’s corporate account to provide best value for the ratepayer.

e. Travel and conferences, courses and seminars

The prior approval of the Chief Executive Officer and the Chief Financial Officer is required for travel within New Zealand for Council business. The prior approval of the Council is required for all international travel.

Where the Mayor or the Mayor’s authorised representative is accompanied by his/her partner on international travel, Council will meet the cost of their travel, accommodation, and incidental costs if the partner’s involvement directly contributes to a clear business purpose.

Ordinary Council Meeting Agenda

31 October 2019

5.8 Adoption of Far North District Council's Formal Meeting Schedule November to December 2019

File Number: A2721324

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

To note the schedule of Council meetings for the remainder of the 2019 calendar year.

Recommendation

That Council note the formal Council meetings calendar for the remainder of the 2019 calendar year:

Ordinary Council Meeting 19 November 2019 10.00 am

Ordinary Council Meeting 19 December 2019 10.00 am

1) Background

In the 2016-2019 year, Council and Committee meetings were held on an eight week cycle, four weeks apart. The Bay of Islands-Whangaroa and Te Hiku Community Board meetings were held on a six weekly cycle and Kaikohe-Hokianga Community Board meet monthly.

This report asks the Council to note the Council meeting dates for the remainder of the year.

The Community Boards are responsible for setting their own schedule of meetings and Staff recommend that Community Boards follow the same frequency for ease and cohesion in the decision making process from one meeting to the next.

2) Discussion and Options

A workshop is scheduled for 20 November 2019 to have a discussion with Council about what the committee structure will look like in 2020. As part of these discussions Council will need to consider how often they would like to meet.

The proposed November and December dates are suggested based on staff current demand for decisions, and times set as 10am as a continuation of the 2019 meeting start times to provide members travelling from Kaitaia sufficient time to travel to Kaikohe.

Similar reports have been prepared for the Community Boards. Staff will prepare reports for the December meetings of Council and Community Boards to adopt a meeting schedule for future dates.

Previously, Council meetings have taken place on a Thursday, Bay of Islands-Whangaroa Community Board meetings have been held on Mondays, Te Hiku Community Board meetings have been held on a Tuesday and Kaikohe-Hokianga Community Board meetings on Wednesdays.

Reason for the recommendation

To present a schedule for Council’s formal meeting schedule for the remainder of the 2019 calendar year.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need to budgetary provision as a result of this report.

Attachments

Nil

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Local Government Act 2002 and Local Government Official Information and Meetings Act provides rules for the notification of meeting dates as a minimum requirement.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The Community Boards are responsible for setting their own meeting calendar.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.