Membership:
Far North District Council; Rodney District Council; Thames-Coromandel District Council; Waikato Regional Council and Gisborne District Council) to be known as the Rates Postponement Project Joint Committee, Western Bay of Plenty District Council.
The membership of the joint committee shall comprise two elected members of each of the joint committee councils, those members to be appointed by the council whom they represent on the joint committee.
The Western Bay of Plenty District Council appoints Councillors Ross Goudie and Paul Thomas.
THAT Council hereby delegates to the Rates Postponement Joint Committee the responsibilities, duties and powers more particularly set out in the Rates Postponement Project Joint Committee terms of reference as follows.
Terms of Reference:
Authorising Bodies: Far North District Council, Gisborne District Council, Rodney District Council, Thames-Coromandel District Council, Western Bay of Plenty District Council and Waikato Regional Council (Environment Waikato) (collectively referred to as “the joint committee councils”).
Status:
Joint committee with:
Far North District Council
Rodney District Council
Thames-Coromandel District Council
Waikato Regional Council
Gisborne District Council
Administrative:
Support: To be provided by the administering authority as appointed in the Joint Committee agreement.
Purpose:
To ensure that the joint committee councils effectively and efficiently implement and manage the rates postponement project in accordance with the terms of the joint committee agreement approved by each council.
Term of appointment:
The committee is discharged on the coming into office of members following the triennial elections in October 2004, and at each subsequent triennial general election. As contemplated by the joint committee agreement, it may be subsequently re-constituted by the new councils.
Responsibilities:
On behalf of the joint committee councils the Rates Postponement Project Joint Committee shall have responsibility for:
- Exercising and complying with all of the responsibilities, powers and duties of the joint committee as set out in the joint committee agreement for the rates postponement project
- Managing the relationship between the joint committee and the Management Company referred to in the joint committee agreement for rates postponement project, including negotiating and executing the management agreement between the joint committee and the Management Company in accordance with the principles contained in the heads of agreement and the joint committee agreement
- Maintaining a cost effective and transparent operation that maximises the administration and communication on rates postponement matters amongst the joint committee councils and other councils that may later become parties to the rates postponement project
- Annually, or at such other intervals as jointly agreed to, such reporting on progress of the development and implementation of the rates postponement project as the Joint Committee Councils may require
The Joint Committee shall ensure that the following objectives are met:
- The effective and efficient implementation and management of the rates postponement project
- Monitoring the performance of the Management Company and other service providers as appropriate
- Maintaining a cost effective and transparent operation that maximises the administration and communication already existing within the councils on rates postponement matters
Delegations:
In order to carry out their specific responsibilities, the joint committee councils delegate to the Rates Postponement Project Joint Committee all of the duties, powers and responsibilities of the joint committee as set out in the joint committee agreement for rates postponement project including the power to:
- Admit further councils as joint committee councils or additional councils (as those terms are defined in the joint committee agreement)
- Conclude negotiations on the terms of the management agreement with the Management Company in accordance with the principles set out in the heads of agreement and the joint committee agreement and execute it on behalf of the joint committee councils
- Agree annually the budget for the Management Company
- Agree annually the expense budget for the joint committee and the sub-committee
- Set the contribution that will be required from any additional council and any new joint committee council
- Up to the limit of the funds from time to time received from new joint committee or additional councils, and from the Management Company, direct the application of those funds in accordance with the provisions of the joint committee agreement
The joint committee is authorised to delegate all of the responsibilities, powers or duties delegated to it to the sub-committee described in the joint committee agreement. The sub-committee may not further sub-delegate any of the duties, powers or responsibilities delegated to it.
Without prior approval from the joint committee councils, the joint committee does not have delegated authority to commit the joint committee councils or any one of them to any contractual obligations or expenditure other than contractual obligations or expenditure specifically authorised in this delegation.
Membership:
The membership of the joint committee shall comprise two elected members of each of the joint committee councils, those members to be appointed by the council whom they represent on the joint committee.
Chairperson:
Pursuant to Clause 30 (10) of Schedule 7 of the Local Government Act 2002 the chairperson is to be appointed by the joint committee.
Relationships with other parties:
The chief executive of the administering council is responsible for ensuring servicing of the joint committee.
All Chief Executives of the joint committee Councils shall be invited to attend all meetings of the joint committee.
Conduct of Affairs:
The joint committee shall conduct its affairs in accordance with the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, and the Local Authorities (Members’ Interests) Act 1968 and any other relevant legislation.
Public access and reporting:
Notification of meetings to the public and public access to meetings and information shall comply with the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987, and the Standing Orders of the administering authority amended to incorporate the provisions in Schedule 1 of the Joint Committee agreement.
Minutes of all proceedings of the Joint Committee shall be provided to all the joint committee Councils.
Quorum:
A quorum is present at any meeting of the joint committee if at least one member appointed in respect of each of the joint committee councils are present.
Remuneration:
Elected members shall be reimbursed in accordance with their council’s policy on elected members’ remuneration.
Funding:
To the extent necessary and subject to prior agreement remuneration and expenses will be funded by the joint committee councils. It is the expectation of the joint committee councils that the expenses of the joint committee, and of the sub-committee, will be covered from payments received from current and any additional councils and the Management Company.
Limitations:
The Rates Postponement Project Joint Committee is not authorised to:
- Commit any joint committee council to any contractual obligations or expenditure other than as set out in the Joint Council Agreement; or
- Approve changes to the rates postponement project joint committee agreement.
Representation:
The members of the rates postponement project joint committee shall be those persons from time to time appointed by the joint committee councils for that purpose.
Note: This committee is administered by the Far North District Council