Sent: Tuesday, 19 December 2023 2:38 pm
Subject: LGOIMA request - Protocol Meetings
I refer to your LGOIMA request of 27 November 2023 regarding Protocol meetings and respond below to your questions.
On what legal basis does Council use to exclude protocol meetings from the LGOIMA Part 7 Requirements?
The interpretation of ‘Local authority meetings’ in Part 7, clause 45(1), of LGOIMA states:
‘meeting, in relation to a local authority, means …
- any annual, biennial, triennial, ordinary, or extraordinary meeting of a local authority; and
- any meeting of
(i) any committee or standing committee or special committee or subcommittee of a local authority; and
(ii) any meeting of any joint standing committee or joint special committee appointed by 2 or more local authorities, and any subcommittee of any such committee
if -
(iii) any function, duty, or power is conferred or imposed on that committee or subcommittee by any enactment; or
(iv) that committee or subcommittee is empowered to exercise or perform, on behalf of any local authority or any committee of any local authority, any function, duty, or power conferred or imposed on any local authority, or on any committee of any local authority, by or under any enactment or bylaw
‘Protocol’ meetings are neither annual, biennial, triennial, ordinary, or extraordinary meetings of RLC; nor are they a committee, standing committee, special committee or subcommittee of RLC; nor are they a joint standing committee or joint special committee of 2 or more local authorities.
Can you please provide a list of all Meetings conducted by Council that it considers meet the requirements of a “Meeting” according to LGOIMA Part 7.
- Infrastructure and Environment Committee
- Community and District Development Committee
- Full Council
- Rotorua Lakes Community Board
- Rotorua Rural Community Board
- Audit and Risk Committee
Can you please provide a list of all Meetings conducted by Council that it considers does not meet the requirements of a “Meeting” according to LGOIMA Part 7.
Council representatives meet with a significant number of groups and organisations throughout the year, including the protocol meetings. To provide a list would require searching the calendars of all elected members and staff to compile a list, which would take a significant amount of staff time. This part of your request is therefore declined under s17(f) of the Act ‘the information requested cannot be made available without substantial collation and research’.
With regards ‘protocol-type’ meetings, please refer to the response to your LGOIMA request of 19 August 2022 on Council’s website HERE for a list of MOU/protocol agreements/agreements/joint management and co-governance relationships, along with the various agreements for the different groups.For the current Triennium 2022-2025 please provide the below details for all “Protocol Meetings”
- Date of meeting
- Attendance record
- Reason for meeting occurring
- Topics discussed
- Decisions/directions/instructions passed to staff in or as a result of the meeting
- Any guidelines/standards under which these meeting occur
- The reason for public exclusion
Information on guidelines/standards under which these meetings occur can be found in the response to your earlier LGOIMA request, reference above.
Public are not generally excluded however the hui are not publicly advertised. The decision to hear any items in confidential is made by the members of the committee, trust or board.
All other information can be found in the following agendas which are attached. (The agendas include the minutes of the previous meeting.)
Ngāti Rangiteaorere
Agenda – 23 November 2023 (PDF 274KB) (Note: The minutes of this meeting will not be finalised and adopted until the next meeting)
Ngāti Whakaue Gifted Reserves
Agenda – 4 July 2023 (PDF 2.9MB)
Agenda – 2 November 2023 (PDF 1.9MB) – Items 4.3 and 4.4 were held in Confidential and have been removed from the agenda. (Note: The minutes of this meeting will not be finalised and adopted until the next meeting)
Tūhourangi
Agenda – 25 May 2023 (PDF 2MB)
Agenda – 13 October 2023 (PDF 4MB) (Note: The minutes of this hui will not be finalised and adopted until the next meeting)
Kauae Cemetery Trust Board
Agenda – 21 July 2023 (PDF 2.5MB)
Agenda – 28 November 2023 (PDF 2.6MB) (Note: The minutes of this hui will not be finalised and adopted until the next meeting)
Pukaki ki Rotorua Charitable Trust
Agenda – 25 August 2023 (PDF 207KB) (Note: The minutes of this hui will not be finalised and adopted until the next meeting)
Te Arawa River Iwi Trust (TARIT)
Agenda – 20 July 2023 (PDF 1.2MB)
Agenda – 12 October 2023 (PDF 1MB) (Note: The minutes of this hui will not be finalised and adopted until the next meeting)
No meetings of the following were have been held during this triennium to date:
- Ngāti Rangiwewehi
- Ngāti Waoku
- Tapuika
- Raukawa Charitable Trust
Agendas and minutes of the following are available from the Bay of Plenty Regional Council:
- Rotorua Te Arawa Lakes Strategy Group
- Tarawera Awa Restoration Strategy Group
- Te Maru O Kaituna
The 2024 and 2025 hui have not yet been scheduled.
