Agenda of Extraordinary Meeting of Council

Extraordinary Meeting of Council

Open Agenda

Meeting Date:	Thursday 22 October 2020
Time:	Following scheduled committee meetings
Venue:	Napier War Memorial Centre Marine Parade Napier

Council Members	Mayor Wise (in the Chair), Deputy Mayor Brosnan, Councillors Boag, Browne, Chrystal, Crown, Mawson, McGrath, Price, Simpson, Tapine, Wright
Officer Responsible	Acting Chief Executive
Administrator	Governance Team
	Next ordinary Council Meeting Thursday 19 November 2020

Extraordinary Meeting of Council - 20 October 2020 - Open Agenda Item 1

Agenda Items

1. 2021 Meeting Schedule

Type of Report:	Operational
Legal Reference:	Local Government Act 2002
Document ID:	1253139
Reporting Officer/s & Unit:	Devorah Nícuarta-Smith, Team Leader Governance

1.1 Purpose of Report

To present the proposed meeting schedule for 2021 to Council for adoption in line with Schedule 7, Local Government Act 2002.

Officer’s Recommendation

That Council:

a. Adopt the meeting schedule 2021

i. Noting that Hawke’s Bay Regional Council have confirmed the availability of their Chamber for all but two of the proposed dates

ii. Noting that this schedule re-integrates the Māori Committee into the six week meeting cycle as previously directed by resolution of Council

iii. Noting that further extraordinary or emergency meetings may be requisitioned as required throughout the year

1.2 Background Summary

The Local Government Act 2002 allows for a meeting schedule to be adopted by Council, and this is generally found to be good practice as it provides an element of surety to elected members, staff and suppliers related to meeting provision on when to expect ordinary meetings.

The proposed meeting schedule shown at Attachment A takes into consideration a summer break in meetings, the timing of LGNZ events which have been confirmed to date, and the time demands expected in June 2021 through the Long Term Plan project.

Extraordinary or emergency meetings are not precluded by the adoption of a schedule of ordinary meetings and there may be a number requisitioned over the year as required.

1.3 Issues

Officers have met with the appropriate representatives from Hawke’s Bay Regional Council with the proposed meeting schedule and have confirmed that Council is able to use the Regional Council Chamber for the greater majority of the proposed meetings. Being able to use the Regional Council Chamber frees up the Large Exhibition Hall of the War Memorial Centre to receive external bookings and re-build revenue following the impacts of the national COVID-19 response.

It is anticipated that there will be an increase in cost for the provision of the Regional Council Chamber, which is still being confirmed with the Regional Council staff. The charges to date have been very low and early indications suggest that the charges will remain very reasonable for the venue and support services provided by the Regional Council.

The videographer who Council works with to provide livestreaming services also has an agreement with Hawke’s Bay Regional Council, and there are some cost benefits which flow on to Council from having equipment established in the Chamber.

1.4 Significance and Engagement

This matter does not trigger Council’s Significance and Engagement Policy or any other consultation requirements.

1.5 Implications

Financial

The expected increase in venue costs has been prepared for in forward budgets.

Social & Policy

N/A

Risk

N/A

1.6 Options

The options available to Council are as follows:

a. To adopt the 2021 meeting schedule as proposed

b. To propose amendments to the proposed meeting schedule,

1.7 Development of Preferred Option

It is recommended that the 2021 meeting schedule be adopted as proposed, noting that the proposed schedule has taken many factors into account in its construction and there may be impacts to providers being able to supply necessary services with any changes.

1.8 Attachments

a Draft 2021 Meeting Schedule ⇩

Extraordinary Meeting of Council - 22 October 2020 - Open Agenda

PUBLIC EXCLUDED ITEMS

That the public be excluded from the following parts of the proceedings of this meeting, namely:

Agenda Items

1. Kenny Eriksen Roundabout

The general subject of each matter to be considered while the public was excluded, the reasons 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 were as follows:

General subject of each matter to be considered.

Reason for passing this resolution in relation to each matter.

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 where the withholding of the information is necessary to:

Ground(s) under section 48(1) to the passing of this resolution.

48(1)(a) 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 would exist:

Agenda Items

1. Kenny Eriksen Roundabout

7(2)(h) Enable the local authority to carry out, without prejudice or disadvantage, commercial activities

48(1)A 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 would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7 (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.