Appointment paper example

In Confidence

Office of the Minister for Examples

Memorandum for the Cabinet Appointments and Honours Committee

NEW ZEALAND EXAMPLES BOARD:  REAPPOINTMENT

Proposal

1.  This paper outlines my intention to reappoint Professor Jane Smith as Chair of the Board of the New Zealand Examples Board for a further three-year term commencing on 1 July 2007 and expiring on 30 June 2010.

This section should only be one or two sentences, and should clearly summarise who is being appointed or reappointed, name the organisation and note the term. If the term does not begin at a set time, note that it will be 'from the date of appointment'.

Background

2.  The New Zealand Examples Board (the Board) was established under section 5 of the Examples Act 2000 (the Act).  The Booard exercises statutory powers to make examples, administer the register of examples, and manage a portfolio of examples.

3.  Under section 6 of the Act, the Board comprises:

     3.1  a Chair appointed by the Minister for Examples;

     3.2  three members elected by the members of the Board, in accordance with regulations made under the Act;

     3.3  three members appointed by the Minister for Examples.

4.  A list of the current membership is attached.

This section should explain the role of the organisation (as well as relevant legislation) and its membership - clearly indicating how each member is appointed and any requirements for membership.  A CAB 51 committee information form must be attached, listing the current membership of the body (ie, including any vacancies that will be filled or members who have resigned and will be replaced by the proposed appointments).

Comment

4.  I intend to reappoint Professor Jane Smith as Chair of the Board for a further term.

It is important to be clear whether it is an appointment or a reappointment.  If it is an appointment, this paragraph should note who is being replaced and why (eg if the current member has served for six years/did not seek reappointment/the Minister has decided not to reappoint them).  It is also useful to include a title when referring to the candidate, eg Mr, Ms, Dr, Professor, etc.

If a large number of appointments are being made at one time, if may be useful to summarise the details and then append a table indicating the people being appointed and the people leaving.

5.  Professor Jane Smith's reappointment as Chair of the Board will be enhanced by her having already completed a term as Chair, and her long experience as a board member of Example2 Board.  She is a highly respected scholar specialising in example history and early example-example2 contacts.  This work has culminated in her appointment as a Distinguished Professor in Example Studies at Victoria University of Wellington.  Professor Smith brings a strong bicultural perspective and understanding to her position. A CV providing further details on Professor Smith's skills and experience is attached.

After noting the person who will be appointed/reappointed, the paper should include a brief summary of the key skills the person will bring to the role.  This paragraph does not need to be more than 3-5 sentences long.  It might include details of academic qualifications, previous work experience, etc.  A background paragraph should be included for each appointment/reappointment, regardless of whether the person is a current member or an ex-officio appointment. A CV form (CAB 50) must be attached for every proposed appointment/reappointment.  It is important that the form is accurate and up to date.

Representativeness of reappointment

6.  I am satisfied that the reappointment of Professor Smith as Chair of the Board will provide for a well-balanced Board in terms of gender, age, ethnicity and geographic representation, and an appropriate mix of skills and experience.

Cabinet requires that Ministers consider the representativeness of all appointments/reappointments and include a sentence on this in the APH paper.

Remuneration

7.  The Board is classified as a Group 3 Level 5 Management Board under the Cabinet-approved fees framework.  The honorarium for the Chair is $19,000 per annum - this is consistent with the Cabinet Fees Framework.

APH papers must note the both fees paid, and how these fit in with the Fees Framework for Members of Statutory and Other Bodies Appointed by the Crown [set out in Cabinet Office circular CO (09) 5].  This section should note the group and level that the organisation fits within under the Fees Framework.  If the fees are not within the accepted range, the paper should explain why (ie, note that an exemption to the Fees Framework has been approved). If the Minister intends to set a fee outside the Cabinet Fees Framework, both the State Services Commission and the Minister of State Services must be consulted.

Appointment process and consultation

8.  I can confirm that an appropriate process has been followed in considering the proposed nominee in terms of the SSC Appointments Guidelines.  This originally included searching the databases of Te Puni Kokiri, the Crown Owned Monitoring Unit, and the Ministry of Women's Affairs.

Ministers must provide details of the appointments process (these are usually broad) and indicate how this complies with the SSC Board Appointments and Induction Guidelines.  The consultation section should be consistent with the CAB 100 form.

Conflicts of interest

9.  I can confirm that appropriate enquiries concerning conflicts of interest have been carried out.  No conflicts of interest have been identified.

This section has two parts - it should confirm that enquiries have been made regarding conflicts of interest, but it must also note whether or not conflicts have been identified.  If conflicts (actual, potential, or potential perceived) have been identified, this section should explain how these will be managed (eg 'The Board's Terms of Reference require that members declare any conflicts of interest before a meeting and absent themselves for the discussion').  If conflicts of interest are still being considered, this section should note the next steps if any are identified (eg 'If any conflicts of interest are identified following Cabinet consideration of this appointment, the Minister will report them to APH').  This section should be very clear, and not leave Ministers with questions about how the situation will be handled.  Note that this section should be consistent with the section in the CAB 50 form regarding conflicts of interest.  If a conflict has been identified in the CAB 50, it should also be addressed in this section.

See also the CabGuide section on conflicts of interest.

Timing and Publicity

10. A press statement will be issued once the reappointment has been approved and Professor Smith has been notified.

This section should identify any publicity (public or with stakeholders) that will be made following the appointment, if any.

Recommendation

11. It is recommended that the committee note my intention to reappoint Professor Jane Smith as Chair of the New Zealand Examples Board for a further three-year term of office commencing on 1 July 2007 and expiring on 30 June 2010.

Hon Ex Ample

Minister for Examples

____/____/_____ [field for the date of signing]

The recommendations should be as fullsome as possible, setting out who is making the appointment/reappointment, the appointee's full name, the position and organisation they are being appointed to, the term of appointment (including specific dates, if known), and who the person is replacing (if applicable).