Annual General Meetings

An Annual General Meeting (AGM) of member authorities is held annually.

This year our AGM was held in person, on 26 July in Christchurch.

Member authorities admitted to membership under Rule C1 of the LGNZ constitution are entitled to representation at the AGM.  

Election of President and Vice President

The President and Vice President of LGNZ must be elected by ballot of member authorities in accordance with the rules (rule F1-F7 and F21-F26) at the AGM in the year following the year in which triennial local government elections are held.

Mayor Sam Broughton was elected President and Mayor Campbell Barry was elected Vice President at the AGM.

Remits policy

Proposed remits, other than those relating to the internal governance and constitution of Local Government New Zealand, should address only major strategic “issues of the moment”.  They should have a national focus articulating a major interest or concern at the national political level.

All proposed remits and accompanying information must meet the remit policy. 

The National Council’s Remits Screening Policy is as follows:

1. Remits must be relevant to local government as a whole rather than exclusively relevant to a single zone or sector group or an individual council;
2. Remits should be of a major policy nature (constitutional and substantive policy) rather than matters that can be dealt with by administrative action;
3. Remits must have formal support from at least one zone or sector group meeting, or five councils, prior to their being submitted, in order for the proposer to assess support and achieve clarity about the ambit of the proposal;
4. Remits defeated at the AGM in two successive years will not be permitted to go forward;
5. Remits should not involve matters that can be actioned by equally valid means other than the AGM;
6. Remits should not deal with issues or matters that are “in-hand” and currently being actioned by LGNZ (including through work programmes addressing the critical issues set out in LGNZ’s strategy, being three waters reform, resource management reform, the Future for Local Government Review, transport, climate change and housing), unless the issue is not currently being addressed; and
7. Remits must be accompanied by background information and research to show that the matter warrants consideration by delegates. Such background should demonstrate the:

• nature of the issue;
• background to it being raised;
• issue’s relationship, if any, to the current Local Government New Zealand Business Plan and its objectives;
• level of work, if any, already undertaken on the issue by the proposer, and outcomes to date;
• resolution, outcome and comments of any zone or sector meetings which have discussed the issue; and
• suggested actions that could be taken by Local Government New Zealand should the remit be adopted.

Those meeting this policy will be screened by the Remit Screening Committee and following approval will move forward to the Annual General Meeting for consideration by the membership. 

Remits passed

The remits passed at this year’s AGM are detailed below:

1.  Allocation of risk and liability in the building sector

 Remit: That LGNZ:

• Engage directly with the Minister for Building and Construction to advocate for a change to the current joint and several liability framework, including examination of the MBIE policy position statement Risk, Liability and Insurance in the Building Sector.
• Make the case for alternatives and changes to joint and several liability through updating policy advice and engaging with industry groups.

Proposed by:                   Queenstown-Lakes District Council

Supported by:                 LGNZ Metro Sector

2. Rate Rebate
 

Remit: That LGNZ advocate to Central Government to:

• Raise the income threshold for rates rebate eligibility to enable more low and fixed income property owners access to the rebate
• Adjust the rebate amount in line with inflation and the cost of living
• Investigate options to make rates rebates more accessible for residents by implementing an income data sharing process similar to that of Horowhenua District Council and Levin MSD office. This will enable Councils to obtain benefit income on behalf of the ratepayer and make it easier to apply for the rates rebate
• Investigate options for data sharing between Councils, Internal Affairs and Ministry of Social Development to proactively identify households that qualify for a rates rebate rather than waiting for people to apply. 

Proposed by:                   Horowhenua District Council

Supported by:                 LGNZ Zone Three

 3. Roading/Transport Maintenance Funding 

Remit: That LGNZ:

• Publicly lobby all political parties to increase Crown funding for state highway and local road maintenance budgets.
• Consider and pursue other avenues including the Office of the Auditor General to seek resolution of the issues facing the country in relation to the systemic rundown of our national roading infrastructure. 

Proposed by:                   New Plymouth District Council

Supported by:                 Kāpiti Coast District Council, Whanganui District Council, Palmerston North City Council, Grey District Council, Waipā District Council, Matamata-Piako District Council, Rotorua Lakes Council, Thames-Coromandel District Council, Masterton District Council, Whakātane District Council, Far North District Council, South Taranaki District Council, Rangitīkei District Council, Tasman District Council, Wairoa District Council, Waimakariri District Council, South Waikato District Council, Kaikōura District Council, Waikato District Council, Hamilton City Council, Mackenzie District Council, Central Hawke's Bay District Council

4. Local election accessibility

 Remit: That LGNZ ensure Local Government Elections are fully accessible by advocating to central government to make local government candidates eligible for the Election Access Fund.

Proposed by:                   Whangarei District Council

Supported by:                 LGNZ Zone 1

5. Ability for co-chairs at formal meetings

 Remit: That LGNZ explores and promotes options that enable councils to make greater use of co-chair arrangements for standing committees, joint committees and sub committees.

Proposed by:                   Northland Regional Council

Supported by:                 LGNZ Zone 1

6. Parking infringement penalties

Remit: That LGNZ advocate to central government to enable councils to determine penalties for parking infringements.

Proposed by:                   Whangarei District Council

Supported by:                 LGNZ Zone 1 

07. Rural and regional public transport

Remit: That LGNZ:

• Acknowledges the Government stated support for a major uplift in all urban bus networks nationwide under New Zealand’s first emission reduction plan.
• Calls on the Government and opposition parties to commit to increasing investment in public transport for rural and regional communities to support access to essential services and amenities, vibrant rural communities and just transition to a low emission transport system. 

Proposed by:                   Waikato Regional Council

Supported by:                 Zone 2 Meeting May 2023. Remit discussed and received unanimous support. 

8. Establishing resolution service

Remit: That LGNZ:

 Investigates the creation of an LGNZ independent, national process to handle complaints or concerns, ensuring fairness, protection, and accountability in local government.

• Works with the Local Government Commission^[1] to implement findings from its September 2021 Report – Local Government Codes of Conduct^[2]

Proposed by:                   Hutt City Council & YEM

Supported by:                 Invercargill City Council, Far North District Council, Hauraki District Council, Central Otago District Council, Hutt City Council, Selwyn District Council, Porirua District Council

9. Earthquake prone buildings

Remit: That LGNZ investigate and report to members on ways to help councils and communities that are struggling with the time frames in the Earthquake Prone Building (EPB) sections of the Building Act and council policies pertaining to Priority Thoroughfares.

Proposed by:                   Manawatū District Council

Supported by:                 LGNZ Zone 3

10. Kiwisaver contributions for elected members

Remit: That LGNZ ask the Government to amend the law to enable councils to make contributions to an elected members’ KiwiSaver scheme. 

Proposed by:                   Hamilton City Council & promoted by CBEC

Supported by:                 Queenstown Lakes District Council, Palmerston North City Council, New Plymouth District Council, Kāpiti Coast District Council. Far North District Council

11. Audit NZ Fees

Remit: That LGNZ calls on central government to take action to reduce council audit fees by:

• revisiting the scope and requirements of reporting and auditing on councils
• conducting a review on the practice of audit in councils and work on best practice

guidance to streamline this process

This review should examine whether the reporting and audit requirements of councils are consistent with the level of reporting and audit that is required of other public entities.

Proposed by:                   Whanganui District Council

Supported by:                 New Plymouth District Council, Horizons Regional Council, Palmerston North City Council, Stratford District Council, Selwyn District Council

[1] Referred to as LCG for the balance of this remit

[1] Local Government Codes of Conduct/ Ngā tikanga whanonga Kāwanatanga ā-Rohe, Report to the Minister of Local Government, September 2021, Wellington report found here.

Delegates

The representation of each member authority is determined by the authority population levels as per rule G13 of the constitution. 

Each authority may nominate:

• Presiding Delegate - the person responsible for voting on behalf of the authority at the AGM;
• Alternate Delegate/s - person/s responsible for voting on behalf of the authority if the Presiding Delegate is absent from the AGM;
• Any other delegates - provided the total number attending the AGM does not exceed the representatives allowed under rule G13; and
• Any observers attending - no speaking or voting rights.

Please note that observers are not part of the official delegation and if attending the AGM will be seated away from the official delegation.

To avoid confusion at the AGM please ensure that all representatives nominated as delegates to the AGM are fully aware of the delegate role they were nominated for.

Voting

The voting entitlement of each authority is determined by the authority subscription levels as per rule H1 of the constitution and the manner of voting on any issue may be required by taking of a poll and should this occur the voting entitlements will apply.

No member authority, whose annual subscription is in arrears, is entitled to vote at the AGM.

Proxy voting

At any AGM, votes may be exercised by a member authority by proxy as per rule G18-G20 of the constitution.  If your council is not present, and would like to exercise a vote, it will only be able to do so by complying with the proxy rules. 

Proxies must be in writing and submitted to LGNZ on the proxy form.  Please note that the proxy must be executed under the common seal of the member authority, or by a person having delegated authority from the member authority to sign it.  There must be proof of the delegated authority. 

The proxy form requires the appointment of one or two individuals, rather than a member authority, to vote on behalf of a council by proxy.  Therefore, councils wishing to appoint a proxy must ensure that the individual/s appointed will be attending the AGM.  If an appointed individual does not to attend the AGM, and has been authorised to vote by proxy on a councils behalf, other members of the individual's council in attendance at the AGM may not vote instead, and the vote will be declared invalid.

A proxy received within 48 hours of the AGM is not valid until the meeting has passed a motion to accept it.

Obituaries

To register an obituary please email Local Government New Zealand and provide the following details:

• Name of deceased;
• Role of deceased in council;
• Council registering obituary; and
• Contact details of the person registering the obituary.

Agenda and business papers

The following business is to be conducted at the AGM:

• Voting for the positions of President and Vice President (in the year following the year in which triennial local government elections are held);
• President's Report and Annual Report;
• Financial statements and annual statement of accounts;
• Reports from zones or sector groups;
• Remits submitted from zones, sector groups or member authorities;
• Date and venue of the next AGM confirmed;
• Any notice or notices of motion to alter, add to, rescind or otherwise amend the Rules of LGNZ; and
• Any other business that the National Council or the AGM resolves to be considered.

For further information about AGM, please contact LGNZ.