Executive Employment Subcommittee

Membership

Chairperson	Cr Jane Nees
Deputy Chairperson	Chairman Doug Leeder
Members	Cr Stuart Crosby Cr Te Taru White
Quorum	Two members, consisting half the number of members
Meeting frequency	As required

Act for and advise Council on matters pertaining to the employment of the Council’s Chief Executive Officer.

Role

· Develop and consult with Council annually on performance targets and key result area weightings for the Chief Executive, including associated methods of measurement and processes of judgement.

· Negotiate annually with the Chief Executive performance targets and key result area weightings, including associated methods of measurement and processes of judgement.

· Conduct an annual review of the Chief Executive’s performance and remuneration in accordance with the agreed processes, in April/May of each year or such other time as agreed with the Chief Executive.

· Develop and consult with Council, appropriate amendments or adjustments to the terms and conditions of employment and the remuneration of the Chief Executive arising from the annual review.

· Negotiate and determine any agreed amendments or adjustments to the terms and conditions of employment and the remuneration with the Chief Executive annually.

· Develop and agree with the Chief Executive, an annual development plan to address any training needs or preferences.

· Meet with the Chief Executive at least once each year to discuss progress on performance targets and key result areas and the agreed personal development plan and negotiate any revision or change as is considered necessary.

· Undertake the management of the Chief Executive recruitment process where required.

· Consider and advise Council on all matters relevant to the employment of the Council’s Chief Executive.

Power to Act

To make all decisions necessary to fulfil the role and scope of the committee subject to the limitations imposed.

To negotiate and recommend to Council on performance agreement measures and annual remuneration.

To engage external advisors where required.

The Executive Employment Committee is not delegated authority to:

· approve the Chief Executive’s annual remuneration, or

· appoint the Chief Executive.

Power to Recommend

Executive Employment Committee recommends and reports to the Regional Council.

Executive Employment Committee 31 July 2024

Recommendations in reports are not to be construed as Council policy until adopted by Council.

Agenda

1. Apologies

2. Items not on the Agenda

3. Order of Business

4. Declaration of Conflicts of Interest

5. Minutes

Minutes to be Confirmed

5.1 Executive Employment Committee Minutes - 29 February 2024 8

6. Public Excluded Section

Resolution to exclude the public

Excludes the public from the following parts of the proceedings of this meeting as set out below:

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item No.	Subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Grounds under Section 48(1) for the passing of this resolution	When the item can be released into the public
6.1	Public Excluded Executive Employment Committee Minutes – 29 February 2024	As noted in the relevant Minutes.	As noted in the relevant Minutes	On the Chief Executive's approval.
7	Chief Executive’s presentation	Withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.	48(1)(a)(i) Section 7 (2)(a).	On the Chief Executive's approval.
8.1	Chief Executive’s 2023/24 annual performance and development review	Withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.	48(1)(a)(i) Section 7 (2)(a).	On the Chief Executive's approval.
8.2	Draft Chief Executive’s 2024/2025 performance and development plan	Withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	48(1)(a)(i) Section 7 (2)(a).	On the Chief Executive's approval.
8.3	Chief Executive’s recruitment timeline and provider engagement process	Withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	48(1)(a)(i) Section 7 (2)(a).	At the conclusion of the meeting

6.1 Minutes to be Confirmed

Public Excluded Executive Employment Committee Minutes – 29 February 2024 10

7. Presentation

An opportunity for the Chief Executive to present an overview of her performance for the 2023/24 year.

8. Report

Decisions Required

8.1 Chief Executive’s 2023/24 annual performance and development review 14

Attachment 1 - Chief Executive’s self-assessment on annual performance and development 18

Attachment 2 - Summary of feedback from Councillors 30

Attachment 3 - Summary of feedback from direct reports and sample of third

tier managers 34

Attachment 4 - Summary of feedback from external stakeholders 40

Attachment 5 - Annual Performance Review Template 43

8.2 Draft Chief Executive’s 2024/25 performance agreement and development plan 59

Attachment 1 - Draft Chief Executive’s 2024/25 performance agreement and development plan 62

8.3 Chief Executive’s recruitment timeline and provider engagement process 64

Attachment 1 – Chief Executive’s recruitment process and timeline 68

9. Public Excluded Business to be Transferred into the Open

10. Closing Karakia

Executive Employment Committee Minutes

29 February 2024

Executive Employment Committee

Open Minutes

Commencing: Thursday 29 February 2024, 09:30 am

Venue: Meeting Room 1, Regional House, 1 Elizabeth Street, Tauranga

Chairperson: Cr Jane Nees

Deputy Chairperson: Cr Doug Leeder

Members: Cr Stuart Crosby

Cr Te Taru White

In Attendance: Yvonne Tatton, Principal Advisor – People and Leadership

Apologies: None

1. Declaration of Conflicts of Interest

None

2. Minutes

Minutes to be Confirmed

2.1

Public Excluded Executive Employment Committee Minutes – 21 August 2023

Resolved

That the Executive Employment Committee:

1. Confirms the Executive Employment Committee Minutes – 21 August 2023, including the Public Excluded Minutes, as a true and correct record.

White/Leeder

CARRIED

3. Public Excluded Section

Resolved

That the Executive Employment Committee:

1 Excludes the public from the following parts of the proceedings of this meeting as set out below:

Item No.	Subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Subject of each matter to be considered
5.1	Public Excluded Executive Employment Committee Minutes – 21 August 2023	As noted in the relevant Minutes.	Public Excluded Executive Employment Committee Minutes – 21 August 2023
6.1	Chief Executive’s 2023/24 informal performance review	Withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.	Chief Executive’s 2023/24 informal performance review
6.2	Draft Chief Executive’s 2023/2024 annual performance review and 2024/2025 performance agreement setting process and timeframe	Withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	Draft Chief Executive’s 2023/2024 annual performance review and 2024/2025 performance agreement setting process and timeframe

White/Crosby

CARRIED

10:05 am – the meeting closed.

Confirmed

Cr Jane Nees

Chairperson, Executive Employment Committee