Annual General Meeting

23rd Annual General Meeting

LGNZ Conference 2010An Annual General Meeting (AGM) of member authorities is held annually as part of the Local Government New Zealand  Conference.

The 2010 AGM will be held on 28 July 2010 at the Sky City Convention Centre in Auckland.  Registration information will be sent to members under separate cover and will be available for download here once registrations are open.

Member authorities admitted to membership under Rule C1 of the Local Government New Zealand  constitution  are entitled to representation at the Annual General Meeting.  Please note that the rule regarding representation at the AGM does not affect the number of delegates attending the Conference. 

 

For more information on the AGM choose one of the following:

Remits

Submissions of proposed remits for consideration at the Local Government New Zealand  AGM are open and need to be received no later than Monday 17 May 2010.  This is to ensure that we comply with Rule G3 of the Rules, ie that remits are forwarded to the Chief Executive not less than two months before the date of the Annual General Meeting. 

It is important to note that the meeting dates for Zones have been scheduled to allow, and indeed encourage, members to raise issues of importance through the Zone meetings and then the National Council meetings, via the zone report, rather than the AGM. 

Also, the primary route for members to propose areas of work for national action on legislative or policy matters is now well established as being through the process of developing the Annual Local Government New Zealand  Work Programme.  We therefore recommend that you consider, before submitting a remit, whether or not the issue could be better and more immediately dealt with through these avenues.

Please note that the 2010/11 Work Programme will be available after the end of April 2010.

 

Proposed remits should be sent with the attached form - click here to download the remit form.

Click here to download the remit policy.

 

Remit Process

Local Government New Zealand  will take the following steps to finalise remits for the 2010 AGM:

  • all proposed remits and accompanying information must be forwarded to Local Government New Zealand  no later than Monday 17 May 2010, to allow time for the remit screening committee to properly assess remits
  • the remit screening committee (comprising the President, Vice President and Chief Executive of Local Government New Zealand)  will review and assess proposed remits against the criteria described in the remit policy
  • prior to their assessment meeting, the remits committee will receive an analysis of each remit completed by the Local Government New Zealand  policy team.  The analysis will assess each remit against the criteria outlined in the remit policy
  • proposed remits that fail to meet the tests imposed by the remit policy will be informed as soon as practicable of the Committee's decision, alternative actions available, and the reasons behind the decision
  • proposed remits that are accepted will be contacted as soon as practicable to arrange the logistics of presenting the remit to the AGM
  • all accepted remits will be posted to the Local Government New Zealand  website at least one month prior to the AGM 

To ensure quality preparation for members' consideration at the AGM, the screening committee will not consider or take forward proposed remits that do not meet the policy, or are received after Monday 17 May 2010.

Remits discussed at the AGM will be presented in the AGM Business Papers that will be distributed to delegates not later than two weeks before the AGM, as required by the Rules.

Should you require further clarification of the requirements regarding the remit process please contact the Internal Governance Coordinator.

Delegates

The representation of each member authority is determined by the authority population levels as per Rule G13 of the constitution.  The list of maximum delegates is currently being updated.

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
  • 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.

A list of each member's registered delegates will be sent to the principal administration officer or the Mayor/Chairperson of each local authority for confirmation immediately following the closing date.  This is to ensure that only those persons authorised to do so may speak on behalf of their council, as a member of Local Government New Zealand.

To avoid confusion at the AGM please ensure that all representatives nominated as delegates to the AGM are advised 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.

The 2010 AGM will use electronic voting where each presiding delegate will be issued with a voting unit prior to the commencement of the AGM.  A booth will be set up at the Sky City Convention Centre on Tuesday 27 July 2010 and all presiding delegates will sign for the voting unit.  It is imperative that the presiding delegate only collects the voting unit and that if the presiding delegate will not be in attendance at the AGM written notice be provided at the conference registration desk.

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 Local Government New Zealand  on the proxy form no later than 9.00am on Monday 26 July 2010.  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.  Faxed proxies are not acceptable. 

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.

Click here to download the proxy vote form (43 KB PDF).

Obituaries

Local Government New Zealand  request obituary notices for inclusion in the Obituaries Register at the AGM for the period from 30 July 2009 onwards and should be registered no later than Monday 26 July 2010.

To register an obituary please email Internal Governance Coordinator and provide the following detail:

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

Agenda and Business Papers

The following business is to be conducted at the AGM:

  • President's Report and Annual Report
  • Financial Statements and Annual Statement of Accounts
  • Reports from zones or sector groups
  • Remits from zones, sector groups or member authorities
  • Date and venue of the next AGM
  • Any notice or notices of motion to alter, add to, rescind or otherwise amend the Rules of Local Government New Zealand
  • Any other business that the National Council or the AGM resolves to be considered.

Minutes

The full minutes of the past five Annual General Meetings can be found below:

 

For further information contact Internal Governance Co-ordinator.

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Last updated: March 2010