Official Information Request - 29 June 2018 (Committee Meetings)

Sent: Thursday, 5 July 2018 11:21 a.m.

Subject: TRIM: LGOIMA request - process prior to council and committee meetings

I refer to your email of 29 June 2018 requesting clarification on the process carried out prior to the O&M, SP&F and Council meetings.

Following is the timeline leading up to meetings:

• Precis reports (an indication that a report is being proposed) due 4 weeks prior to a meeting (O&M, SP&F & Council)
• Agenda setting meeting 3 weeks prior to a meeting (proposed reports are confirmed)
• Full reports due 2 weeks prior to a meeting
• Full reports approved 1 week prior to a meeting
• Agenda available 2 working days prior to a meeting (online)
• Run sheet meeting held 1 day prior to a meeting where the Chair, Deputy Chair, Chief Executive and Governance Team go through the order of the meeting

There is no dress rehearsal for any meetings.

As per the Act, we are obliged to advise that you may contact the Ombudsman at the address below if you have any concerns with the response provided by Council, by writing to:

The Office of the Ombudsman

PO Box 10 152

WELLINGTON 6143

Alternatively, you may email info@ombudsman.parliament.nz or use the online complaints form available at www.ombudsman.parliament.nz/make-a-complaint.

Regards