Supplementary Reports Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

8 Reports

8.1 Setting of 2022 Meeting schedule

File Number: A3499894

Author: Casey Gannon, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

To allow the Community Board to set their meeting dates for the 2022 calendar year.

Executive Summary

· Each Community Board is responsible for setting their own meeting dates.

· The Bay of Islands-Whangaroa Community Board held meetings on the first Thursday of each month in 2021.

· Council adopted its 2022 formal meeting calendar on 4 November 2021.

· Council formal meeting cycle is 6 weekly.

· It is recommended that the Bay of Islands-Whangaroa Community Board follow a 6 weekly meeting cycle.

· 2022 meeting schedule only goes through September 2022 as 2022 is an election year.

Recommendation

That the Bay of Islands-Whangaroa Board adopt the following Community Board meeting dates:

× Thursday 17 Feb 2022 – 10:00 am

× Thursday 14 April 2022 – 10:00 am

× Thursday 12 May 2022 – 10:00 am

× Thursday, 23 June 2022 – 10:00 am

× Thursday, 4 August 2022 – 10:00 am

× Thursday, 15 September 2022 – 10:00 am

1) Background

The Local Government Act (LGA) requires a local authority to hold meetings that are necessary for the good governance of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGA or LGOIMA requires a local authority to schedule meetings a year in advance, however it is considered good practise throughout New Zealand.

Council reserve 28 October of each year, as a non-Council meeting day, in recognising the signing of He Whakaputanga o te Rangatiratanga o Nu Tireni – Declaration of Independence of the United Tribes of New Zealand, as the National day set aside to observe New Zealand Wars.

Community Boards are required to set their own meeting dates, so long as they are not in conflict with Council meetings.

2) Discussion and Options

This report recommends that the Bay of Islands-Whangaroa Community Board meet 6 weekly in alignment with the Council formal meeting 6 weekly schedule.

The formal meeting calendar adopted by Council was that Council and Committee meetings would be held on 6 weekly rotation and that Executive Review Committees would be held monthly. As part of the Formal Meeting Calendar adoption by Council reserve dates have been set aside for workshops.

Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.

Boards are also encouraged to meet informally outside of the formal meeting schedule to touch base or conduct workshops to discuss various matters.

Reason for the recommendation

To adopt a schedule of Bay of Islands-Whangaroa Community Board meetings for the 2022 calendar year.

3) Financial Implications and Budgetary Provision

There is a cost in supporting meetings, and these are covered within operational budgets.

Attachments

1. 2022 FMC - BWCB DEC AGENDA - A3499919 ⇩

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	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 relevant legislation as referenced in the report is the Local Government Act 2002 and the 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.	Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.
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 for 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 implications on persons identified in legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are covered within operational budgets.
Chief Financial Officer review.	The CFO has not reviewed this report.