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Terms of reference

Regulatory Committee (Whakaretea)

Council assigns to the Committee responsibilities from time-to-time, and the Committee provides advice and reports back to Council on:

  1. the approval of non-notified resource consent applications;
  2. the need for formal review and amendment of existing plans, strategies and by-laws;
  3. the consideration and determination of notified consent applications that are unable to be dealt with via the existing delegations to staff (via the appointment of qualified hearing panels);
  4. the appointment and performance of hearing committees/panels;
  5. the implementation of NPS, frameworks, and environmental standards required;
  6. the monitoring of regional plans, strategies and bylaws.
  7. compliance and enforcement activities, including those relating to permitted activities, resource consents and biosecurity matters.

Strategy and Policy Committee (Rautaki me Mahere)

Council assigns to the Committee responsibilities from time-to-time, and the Committee provides advice and reports back to Council on:

  1. the provision of governance oversight into the development and review of plans, policies, strategies and by-laws;
  2. the recommendation to notify proposed changes or variations to proposed plans, policies, strategies and by-laws;
  3. the governance oversight of consultation related to regional policies, plans and strategies;
  4. the appointment of hearing committees or panels to hear submissions on regional policies, plans and strategies;
  5. undertaking Water and Land Plan associated project work;
  6. the receipt, and if necessary endorsement of, scientific studies/reports; receipt of SOE reports and/or score cards;
  7. the compiling of submissions to Government as needed (if the Council timetable does not provide for same).

Regional Services Committee (Ropu Ratonga-a-Rohe)

Council assigns to the Committee responsibilities from time-to-time, and the Committee provides advice and reports back to Council on:

  1. governance oversight and monitoring of the non-regulatory implementation of Council plans, strategies and by-laws, including (but not limited to):
    • river corridor concept plans;
    • clean heat;
    • pollution prevention;
    • environmental education;
    • land sustainability;
    • the Waituna response.
  2. managing the relationship of Council with the catchment liaison committees;
  3. governance oversight of and recommending programmes for delivery of flood protection and drainage maintenance;
  4. governance oversight of and recommending programmes of work related to the Regional Pest Management Plan;
  5. governance oversight of and recommending programmes of work that promote sustainable resource management practices;
  6. governance oversight of the management of Council’s lease land.

Southland Civil Defence Emergency Management Group (Te Manatu Arai Mate Ohorere o te Tonga)

The Civil Defence Emergency Management Act 2002 requires the establishment of a joint committee of representatives from all local authorities in the region.

The councils have established the Southland Emergency Management Group (SCDEMG) as a joint standing committee of the councils pursuant to Section 12 of the Civil Defence Emergency Management Act 2002 (the Act). The terms of reference are set out in the Southland Civil Defence Emergency Management Group Plan 2017-2022 and the Agreement of Joint Civil Defence Services signed 1 July 2019.

After a comprehensive review of the Civil Defence Emergency Management (CDEM) in Southland the councils have agreed that their responsibilities for CDEM under the Act shall be combined and delivered through one body to be known as Emergency Management Southland (EMS) with the intention that each Council is to be an active equal participant in the establishment development and control of it.

EMS comprises an Emergency Management Office and Emergency Operations Centre in Invercargill with such other sub-offices and centres that are deemed necessary by agreement and shall have the purposes and functions and be governed by the principles set out in the agreement. EMS is located in a building alongside Environment Southland's offices and is staffed by a manager and several emergency management staff.

Members: Environment Southland's representative on the Southland Civil Defence Emergency Management Group is Cr Neville Cook (alternate TBC). One representative from each Council needs to be present.

Finance & Performance Committee

Terms of Reference – Finance and Performance Committee Council assigns to the committee responsibilities from time to time, and the committee provides advice and reports to Council on development of the organisations strategic plans including financial strategy, policies, budgets, together with the financial and performance reporting relating to statutory obligations.

The committee will review the effectiveness of the financial and performance reporting by:

1. Governance input into the development of strategic plans and budgets together with associated financial and related policies that support the delivery of the strategic plans (especially long-term plans and annual plans).

2. Governance oversight of performance reporting to Council, incorporating:

• financial and non financial performance
• adherence to statutory obligations • monitoring overall financial wellbeing against budget
• strategic asset allocation, asset management planning and performance review (including investment)
• procurement
• delegations of authority
• Council controlled organisation oversight and performance.

3. Refer any risk and strategic issues to the relevant working committee.

Risk & Assurance Committee

Council assigns to the committee responsibilities from time to time, and the committee provides advice and reports to Council on governance, risk management and internal control.

The committee will review the effectiveness of the following aspects of governance, risk management and internal control:

1. Oversight of risk management across Council (including Council controlled organisations). This incorporates corporate disciplines and systems and infrastructure and facilities, including:

• risk policy, framework and strategy

• Council’s “risk appetite” statement;

• the effectiveness of risk management and internal control systems including all material financial, operational, compliance and other material controls including health and safety and business continuity and resilience;

• new and/or emerging risks, and any subsequent changes to risk register

• draw Council attention to any other issues that the committee believes may negatively impact attainment of organisational mission and/or goals.

2. Internal audit plans and programmes of work;

  • assurance reports dealing with audit findings, conclusions and recommendations (including CCOs);
  • management of the relationship with Council’s external auditors;
  • management’s responsiveness to findings and recommendations;
  • the Office of the Auditor General plans, findings and other matters of mutual interest.

3. Integrity matters, including employee, contractor and elected member interests and ethics- based policies and issues.

4. Monitoring of compliance with laws and regulations.

5. Significant projects and/or programmes of work focusing on the appropriate management of risk.

6. Council’s compliance with the requirement to prepare external information through its long-term plan, annual plan and annual report and other external reports required by statute.

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