I hereby give notice that an ordinary meeting of the Great Barrier Local Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Thursday, 21 November 2013

10.00am

Conference Room
Great Barrier Island Sports and Social Club
19 Whangaparapara Road
Claris
Great Barrier Island

 

Great Barrier Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Izzy Fordham

 

Deputy Chairperson

Susan Daly

 

Members

Jeff Cleave

 

 

Judy Gilbert

 

 

Christina Spence

 

 

(Quorum 3 members)

 

 

 

Letitia Edwards

Democracy and Engagement Advisor

 

13 November 2013

 

Contact Telephone: (09) 373 6221

Email: letitia.edwards@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Great Barrier Local Board

21 November 2013

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

9          Public Forum                                                                                                                  5

10        Extraordinary Business                                                                                                6

11        Notices of Motion                                                                                                          6

12        Great Barrier Island Small Local Improvement Projects (SLIPs) Programme 2013/2014                                                                                                                                         7

13        September Quarterly Performance Report                                                              21

14        Great Barrier Accommodation Support Fund 2013/14                                           27

15        Establishment of the Great Barrier Environment Committee                                31

16        Adoption of Great Barrier Local Board business meeting schedule 2013-2016  35

17        Allocation of portfolios to Great Barrier Local Board members                           39

18        Appointment of Great Barrier Local Board members to outside organisations 43

19        Urgent Decision Process for the Great Barrier Local Board                                 49

20        Central Facilities Partnership Committee                                                                 51

21        Appointment of Great Barrier Local Board member to the Central Joint Funding Committee                                                                                                                    61

22        Correspondence                                                                                                          67

23        Great Barrier Local Board Workshop Proceedings                                                71  

24        Consideration of Extraordinary Items 

 

 


1          Welcome

 

Member Fordham will welcome everyone present.  Member Fordham will lead the meeting in a karakia.

 

 

2          Apologies

 

At the close of the agenda no apologies had been received.

 

 

3          Declaration of Interest

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

 

4          Confirmation of Minutes

 

That the Great Barrier Local Board:

a)         confirms the minutes extraordinary meeting held on Saturday, 2 November 2013 as a true and correct record.

 

 

 

5          Leave of Absence

 

At the close of the agenda no requests for leave of absence had been received.

 

 

6          Acknowledgements

 

At the close of the agenda no requests for acknowledgements had been received.

 

 

7          Petitions

 

At the close of the agenda no requests to present petitions had been received.

 

 

8          Deputations

 

At the close of the agenda no requests for deputations had been received.

 

 

9          Public Forum

 

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

 

At the close of the agenda no requests for public forum had been received.

 

 


10        Extraordinary Business

 

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

 

(a)        The local authority by resolution so decides; and

 

(b)        The presiding member explains at the meeting, at a time when it is open to the public,-

 

(i)         The reason why the item is not on the agenda; and

 

(ii)        The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

 

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“Where an item is not on the agenda for a meeting,-

 

(a)        That item may be discussed at that meeting if-

 

(i)         That item is a minor matter relating to the general business of the local authority; and

 

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

 

(b)        no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

 

11        Notices of Motion

 

At the close of the agenda no requests for notices of motion had been received.

 


Great Barrier Local Board

21 November 2013

 

 

Great Barrier Island Small Local Improvement Projects (SLIPs) Programme 2013/2014

 

File No.: CP2013/25347

 

  

 

Purpose

1.       This report provides an overview of the Great Barrier Local Board 2013/2014 Small Local Improvement Project (SLIP) programme and recommends projects for approval and commencement.

Executive Summary

2.       The Great Barrier Local Board has projects carried forward from the 2012/2013 financial year. Information regarding these projects is shown in the Great Barrier SLIPs programme attachment.

3.       The Great Barrier Island Local Board has $436,666 SLIPs capital expenditure and $250,988 SLIPs operational funding available to allocate in the 2013/2014 financial year.

4.       To date the Great Barrier Local Board has allocated $194,052 or 44% of their capital expenditure budget and $98,028 or 39% of their operational expenditure budget.

5.       Approval of the recommendations in this report will allocate 44% of the available SLIPs capital expenditure and 40% of the available operational expenditure leaving $243,000 capital expenditure and $150,659 operational expenditure for scoping prioritisation at a workshop with the Local Board.

6.       Further SLIPs funding reports will be put to the board for project approval and implementation.

7.       All 2013/2014 projects should have budget allocated to them within the first quarter of the 2013/2014 financial year to enable commencement and completion between prior to 30th June 2014. 

8.       Most projects will need six months or more to be successfully delivered within the 2013/2014 financial year. Projects that have budget allocated to them with less then six months remaining within the current financial year, will be at risk of not being completed by 2013/2014 financial year end. As a result the project completion, as per the agreed delivery programme, may be deferred across into the following 2014/2015 financial year for completion.

 


Recommendation/s

That the Great Barrier Local Board:

a)       Receives the Great Barrier Island SLIPs 2013/2014 programme update.

b)       Approves the following SLIPs projects for scoping during the 2013/2014 financial year and confirms the Project Spokesperson/s:

No

Project description

Capex/ Opex

Budget value

Local Board Spokesperson/s

1.

Rabbit Control - Katitoke Beach Restoration Project 2012/13 – return funds for reallocation

Opex

-2500.00

 

2.

Return savings from - Double sided notice board for Claris air terminal project

Capex

-387.00

 

3.

Return funds for the Walking Festival Transport costs for reallocation

Opex

-9,800

 

4.

Plantation Reserve and Medlands Reserve concept plans

Opex

$6,100

 

5.

Port Fitzroy wharf mural restoration

Opex

$8,500

 

 

Discussion

9.       The Great Barrier Local Board had $403,000 SLIPs capital expenditure and $258,840 SLIPs operational expenditure to allocate in the 2012/2013 financial year. 98% of these budgets were allocated. The Great Barrier Local Board has a number of capex projects carried forward from the 2012/2013 financial year. Information regarding these projects is shown in the GBI SLIPs programme attachment.

10.     The Great Barrier Island Local Board has $436,666 SLIPs capital funding and $250,988 SLIPs operational funding available to allocate in the 2013/2014 financial year.

Recommendations are being sought in this report to allocate budget to projects. Further detail regarding these proposals can be found attached to this report as the, “SLIPs Project Summary - September 2013”.

11.     All 2013/2014 projects should have budget allocated to them within the first quarter of the 2013/2014 financial year to enable commencement and completion between prior to 30th June 2014. 

12.     Most projects will need six months or more to be successfully delivered within the 2013/2014 financial year. Projects that have budget allocated to them with less then six months remaining within the current financial year, will be at risk of not being completed by 2013/2014 financial year end. As a result the project completion, as per the agreed delivery programme, may be deferred across into the following 2014/2015 financial year for completion.

Consideration

Local Board Views

13.     This report canvasses the views of the Great Barrier Local Board.

14.     The recommendations contained within this report fall within the Local Boards delegated authority.

Maori Impact Statement

15.     Parks and open spaces contribute significantly to Maori well-being, values, culture and traditions.  Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to Tangata Whenua, appropriate consultation will follow.

General

16.     Communities are impacted by SLIPs projects. They provide an opportunity for staff and elected representatives to engage with the communities on their specific needs.   SLIPs staff will liaise directly with all residents and stakeholders impacted by any SLIPs or Discretionary funded projects to be delivered.

Funding for the proposed projects within this report would be obtained from the Great Barrier Local Board’s Small Local Improvement Project budget allocation. After allocating budget to all the projects listed in this report and elsewhere, the Great Barrier Local Board will still have SLIPs capital and operational funding remaining unallocated. Further reporting as part of the monthly work programme reporting will be used to determine what other projects the board may wish to fund.

SLIPs need to comply with all relevant legislation, including the Resource Management Act 1991, the Local Government Act and all Auckland Council policies.

Implementation Issues

17.     All 2013/2014 projects should have budget allocated to them within the first quarter of the 2013/2014 financial year; to enable commencement and completion between prior to 30th June 2014. 

18.     Most projects will need six months or more to be successfully delivered within the 2013/2014 financial year. Projects that have budget allocated to them with less then six months remaining within the current financial year, will be at risk of not being completed by 2013/2014 financial year end. As a result the project completion, as per the agreed delivery programme, may be deferred across into the following 2014/2015 financial year for completion.

19.     Longer term projects will result in SLIPs capital funding being carried forward to the 2014/2015 financial year and these projects not being delivered within the 2013/2014 financial year.

20.     Budgets for projects funded from 2013/2014 SLIPs operational expenditure must be fully expended within the 2013/2014 financial year.

21.     The ability to spend/deliver outcomes is dependent on the availability of experienced staff or consultant project management resource.

 

Attachments

No.

Title

Page

a

SLIPs Summary Report November 2013

11

b

SLIPs Programme November 2013

15

     

Signatories

Authors

Susan Thomas - SLIPs Project Portfolio Leader

Authorisers

Julie Pickering - Manager Asset Development & Business Support Central

Ian Maxwell - Manager Parks, Sports & Recreation

John Nash - Senior Local Board Advisor/Relationship Manager

 


Great Barrier Local Board

21 November 2013

 

 





Great Barrier Local Board

21 November 2013

 

 

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Great Barrier Local Board

21 November 2013

 

 

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Great Barrier Local Board

21 November 2013

 

 

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Great Barrier Local Board

21 November 2013

 

 

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Great Barrier Local Board

21 November 2013

 

 

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Great Barrier Local Board

21 November 2013

 

 


Great Barrier Local Board

21 November 2013

 

 

September Quarterly Performance Report

 

File No.: CP2013/25390

 

  

 

Purpose

1.       To update the Great Barrier Local Board members on progress towards their objectives for the year from 1 July 2013 to 30 September 2013 as set out in the Local Board agreement.

Executive Summary

2.       The Net Cost of Service for the financial year to date is $283K against a budget for the same period of $1,214K which equates to 23% actual favourable variance to budget.  All activities have contributed to this favourable variance.

Capital Expenditure year to date actual spend is $69K against a budget for the same period of $53K which equates to 30% unfavourable variance to budget.  This is due to projects being carried over from the last financial year and the corresponding budget phasing not marching accordingly.

 

Recommendation/s

That the Great Barrier Local Board:

a)    Receive the Quarterly Performance Report.

 

 

Discussion

Financial Overview

 

Expenditure relating to the local board is summarised in Table 1 and discussed in respect of each Group of Activity below.

 

Table 1: Financial Overview

*The Full Year Budget includes adjustments for Capex deferred from the prior year and inflation

 

Comment:

 

Net Cost of Service variance for the year is $283K, 23% below budget.

 

·    Operating Expenditure is $283K, 23% below budget in all activities except Local Parks and Community Services.  The variance below budget is mainly in Local Economic development $250K, Arts $47k and in Local built and Natural Environment $34k.  However these are offset by an unfavourable variance in Local Parks $40K and Community Services $30k.

 

Capital expenditure variance is $16K, 30% over budget mostly for Local Parks $16k offset by Local Board Governance $6k.

 

 

 


Local community services

Table 3: Financial Overview: Local community services

 

Comment:

 

Net Cost of Service variance is $29K, 19% higher than budget.

 

·    The operating expenditure is mainly made up of discretionary grants $59k unfavourable offset by Health, welfare, employment & Education initiatives $30k. The discretionary grant budget relates to 3 projects carried forward from last year  totalling $61.7k this is offset by the $311k deferrals in SLIPs from FY13

 

Local arts, culture and events services

Table 4: Financial Overview: Local arts, culture and events services

 

Comment:

 

Net Cost of Service variance is $6K, 16% lower than budget.

 

·    Operating expenditure variance relates to Local Community Art $33K unspent budget and Local Events $13k

 


Local parks services

Table 5: Financial Overview: Local parks

 

Comment:

Net Cost of Service variance is $40K, 17% above budget.

 

·    Operating expenditure variance is due to the costs of maintaining parks facilities which exceeded a budget that was prepared on a council-wide basis and averaged across all Local Boards. There are mapping issues which mean costs are currently being coded here in error. This should be rectified for the next quarter report.

 

Capital expenditure variance is $22K mainly due to deferred expenditure from last year for Local Improvement projects, OKIWI Airfield sealing  and Local Park and Cycle way renewals, while the budget has been phased for the later part of the year.

 

Local economic development

Table 7: Financial Overview: Local economic development

 

Comment:

Net Cost of Service variance is $250K, 51% under budget.

 

·    Operating expenditure below budget mainly due to Broadband development programme progressing slower than anticipated with actual spend of $110K versus $317K budget (variance $207K).

 

·  Also contributing is $11k spend in street Environment/Town Centre strategy versus a budget of $35K.

 

Local built and natural environment

Table 8: Financial Overview: Local environment and heritage protection

 

Comment:

Net Cost of services variance is $34K under budget.

 

·    This is mainly due to the fact that no spend to date other than allocations (Overheads) have been incurred.

 

Local governance

Table 9: Financial Overview: Local planning, policy and governance

 

Comment:

Net Cost of Service variance is $22K, 10% under budget.

·    Operating expenditure is lower than budget due to general under spend across all lines of budget this trend will be unlikely to continue post local board elections.  There have been no invoices received to date against the local board capital discretionary budget for the year to date.

Attachments

There are no attachments for this report.    

Signatories

Authors

Jane Koch - Business Performance Advisor

Authorisers

John Nash - Senior Local Board Advisor/Relationship Manager

Christine Watson - Manager Financial Advisory Services - Local Boards

 


Great Barrier Local Board

21 November 2013

 

 

Great Barrier Accommodation Support Fund 2013/14

 

File No.: CP2013/25428

 

  

 

Purpose

1.       This report presents Accommodation Support Fund (ASF) applications to the Great Barrier Local Board, for decision.

Executive Summary

2.       The ASF received two applications, totaling $2,420.  One round is held each year, with a budget of $5,000 for 2013/14.  Advisor recommendations total $2,420 for this round.

 

Recommendations

That the Great Barrier Local Board:

a)      Considers the advisor recommendations and agrees to fund the ASF applications in this round as follows:

Organisation name

Funds required for

Amount requested

Amount recommended

Great Barrier Island Charitable Trust

towards regular room hire at the Claris Health Centre and the Claris Conference Centre

$500.00

$500.00

Island Screens Incorporated

towards rental at 39 Medland Rd

$1,920.00

$1,920.00

Total:

$2,420.00

$2,420.00

 

Discussion

3.          The ASF provides financial assistance to community groups on Great Barrier Island, to assist with their accommodation costs. Grants range from $0 - $25,000. 

4.          A total of $5,000 is available for Great Barrier ASF; there is one round.  Two applications were received, requesting a total of $2,420.

5.          The ASF aligns with the 2008 Auckland City Council Community Funding Policy and is being implemented this year while a regional funding policy is developed.[1]

6.          Applications were all completed using the new online funding system “Smartygrants”.  Advisors will shortly provide local boards with an analysis of the first online round as a part of the implementation of the new online application process.

Assessment Process

7.          Council advisors assessed ASF applications according to set eligibility criteria, which are used across Central Auckland.  The resulting scores enable the local board to prioritise applications and fund accordingly.  The scores and advisor recommendations are included in Attachment B.

8.          The funding formula assists decision-makers in prioritising applications when the amount applied for exceeds the available budget (as is common for the Central ASF). Given that there is sufficient budget available for this Great Barrier round and that both applicant groups are well-established in the local community, with demonstrated value and outcomes for Great Barrier residents, the advisor’s recommendation is to fund both groups at 100 percent of the amount applied for, despite the scores for 30 and 50 percent respectively for the Great Barrier applications. 

9.          The following table summarises the ASF applications received this round:

Summary of applications to the Great Barrier Accommodation Support Fund

Organisation name

Funds required for

Amount requested

Great Barrier Island Charitable Trust

towards regular room hire at the Claris Health Centre and the Claris Conference Centre

$500.00

Island Screens Incorporated

towards rental at 39 Medland Rd

$1,920.00

Consideration

Maori Impact Statement

10.        Community funding is a general programme of interest and accessible to a wide range of groups, including Maori. Maori are therefore likely to benefit alongside other groups in the community.

General

11.     The allocation of grants to community groups is within the adopted annual plan.

12.     The decisions sought by this report do not trigger the Auckland Council Significance Policy.

Implementation Issues

13.        All applicants will be notified of the outcome of their application for funding in writing. Staff will administer payment and receipt accountability for all grants.

 

Attachments

No.

Title

Page

a

Great Barrier Accommodation Support Fund 2013/14

29

     

Signatories

Authors

Sarah Zimmerman - Community Funding Advisor

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

John Nash - Senior Local Board Advisor/Relationship Manager

 


Great Barrier Local Board

21 November 2013

 

 



Great Barrier Local Board

21 November 2013

 

 

Establishment of the Great Barrier Environment Committee

 

File No.: CP2013/25331

 

  

 

Purpose

1.       The purpose of this report is for the Great Barrier Local Board to pass the necessary resolutions to establish the Great Barrier Environment Committee.

Executive Summary

2.       The Great Barrier Local Board has agreed to form an environment committee. The committee will build on, and is in recognition of the valuable work undertaken in the previous local board’s term by its Environment Strategy Planning Committee.

3.       This report provides resolutions to establish the committee, to confirm its terms of reference and meetings details. A committee chair and deputy chair will be elected at its first meeting.

 

Recommendation/s

That the Great Barrier Local Board:

a)         establishes an environment committee of the whole to be known as the Great Barrier Environment Committee

b)         adopts terms of reference for the committee as outlined in this report with any additions or changes to be considered by the committee once it has met

c)         delegates the committee to make decisions on all matters within its agreed terms of reference without further reference to the board

d)         resolves a schedule of committee meeting dates for the remainder of the board’s term including the date of the first committee meeting and minimum meeting frequency

e)         notes that the committee will confirm a chair and deputy chair at its first meeting

 

 

Discussion

4.       During the previous Great Barrier Local Board’s term it established the Great Barrier Environment Strategy Planning Committee to advance and give profile to environmental matters on the island. The committee was widely considered to have been a useful vehicle to enable discussions of environmental matters. The committee was well supported by Auckland Council officers and its meetings were also regularly attended by individuals and groups with an interest in the environment.

5.       The Great Barrier Local Board wishes to re-establish this committee for its current term. To achieve this, a series of resolutions are needed covering the committee’s establishment, role, scope and functions (terms of reference), meeting details (first meeting date and frequency), and process for electing a chair and deputy chair.

6.       Establishment of the committee and delegation of powers to it are enabled under Auckland Council standing orders. Clause 2.7.1 enables the board to appoint a committee that it considers appropriate and Clause 2.10.1 enables the board to delegate any of its responsibilities, duties, and powers to that committee except those expressly not provided for.

7.       As regards establishment, a simple resolution confirming this and the committee’s name is all that is needed. The last committee was named the Environment Strategy Planning Committee to clearly reflect its scope. This time, it is recommended that the committee be named the environment committee as it is simpler and the term environment is generally understood. In any case it is the committee’s terms of reference that define its role.

8.       It is proposed that the committee be a committee of the whole i.e. all board members sit on the committee and that it have delegated decision making authority over all matters within its terms of reference. Having a committee which does not include all board members, or which needs board resolutions to act is inefficient and reduces the value of having a committee in the first place.

9.       The proposed terms of reference for the committee outline its purpose, role, scope and functions. They also provide certainty, accountability and transparency to its functions. The proposed terms of reference have been developed in discussion with Auckland Council officers who have worked with the past board’s environment committee, in consideration of the terms of reference that were adopted by that committee and looking at what worked, didn’t work, was practical, useful etc. The proposed terms of reference are as follows:

a.    The purpose of the Great Barrier Environment Committee is to provide the Great Barrier Local Board with a dedicated decision making forum to discuss and as appropriate advance matters relating to the environment on Great Barrier Island. In particular the committee will consider matters relating to:

- biodiversity and biosecurity

- the marine environment

- water quality

- alternative energy systems and solutions

- waste management and minimisation

- any other environmental matters which the committee believes are of direct relevance to Great Barrier Island

b.    The committee will:

- make statements on, advocate for and pass resolutions on environmental matters as it considers appropriate

- make decisions on environmental matters as appropriate where these are within the Great Barrier Local Board’s allocation of decision making responsibilities

- consult with the Great Barrier community and other groups and individuals as it considers appropriate where this may assist the committee in carrying out its purpose, and specifically before making any significant decisions

- support, assist or fund community environmental projects as it considers appropriate

- call for and make submissions, and commission reports or studies on any matters within its purpose

- develop local policy and strategy in relation to any matters within the committee’s purpose in consultation with Auckland Council officers

- decide funding applications for projects on Great Barrier Island where these are within the committee’s scope, in particular environmental and heritage funding

- make recommendations to the Great Barrier Local Board regarding budgets needed to advance the committee’s purpose

- lead in the development of the environmental component of the Great Barrier Local Board Plan

- generally hold a formal public committee meeting with agendas and minutes at least bi-monthly

10.     It is recommended that the committee appoint a chair and deputy chair at its first committee meeting rather than as part of this report, as doing so provides the appropriate context for such an appointment. The appointment process will follow that used to appoint the board’s chair and deputy chair.

11.     As regards meeting frequency, the past board found that a monthly meeting was sometimes too frequent, noting the reporting and administrative servicing requirements that come with such meetings. At the other end of the scale, the past board found that meeting less often that bi-monthly did not necessarily maintain momentum nor provide the opportunity to advance matters sufficiently. The word “generally” has been included in the terms of reference relating to meeting frequency, so as not to bind the committee should it need longer between meetings.

12.     This report does not discuss what specific matters the committee will consider as that is a matter for the committee to agree. Generally however, as a starting point, it is expected the committee would review all the matters it considered in the last environment committee’s term and any matters that committee did not discuss that it considers should be addressed. Development of the draft Great Barrier Local Board Plan will commence almost immediately and officers consider that is the appropriate place for the committee to identify what its environmental priorities for its term are, for consultation and engagement on.

Consideration

Local Board Views

13.     The Great Barrier Local Board has informally discussed the idea of re-establishing an environment committee and supports the proposal.

Maori Impact Statement

14.     The environment committee is expected to consider a range of matters of interest to Aotea tangata whenua and will engage with Ngati Rehua Ngatiwai ki Aotea and others as appropriate and according to its responsibilities to these parties. For example the past Great Barrier Environment Strategy Planning Committee formally appointed Ngati Rehua Ngatiwai ki Aotea representatives to the committee for the purposes of discussing that committee’s marine protection initiatives.

Implementation Issues

15.     The committee will be managed and serviced by the Local Board Services Department’s Great Barrier team. Technical and subject matter expertise will be provided by officers from various Auckland Council departments with environmental roles, particularly the Environmental Services Department.

The committee will generally have authority over expenditure of the board’s various “environmental”’ budgets and officer work programmes. For the current (2013/2014) financial year there are four opex (operational) budget line items, as follows:

Programme

Budget

Biosecurity/pest management programmes

$51,133

Environmental enhancement /planning projects

$49,067

Dune restoration and rabbit control

$10,227

Marine protection proposal

$19,627

Total

130,054

 

 

 

 

 

16.     In addition the Great Barrier Local Board has a significant discretionary budget to allocate as it sees fit by resolution, including programmes and projects that the committee has authority over.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

John Nash - Senior Local Board Advisor/Relationship Manager  

Authorisers

Karen Lyons - Manager Local Board Services

 


Great Barrier Local Board

21 November 2013

 

 

Adoption of Great Barrier Local Board business meeting schedule 2013-2016

 

File No.: CP2013/25820

 

  

 

Purpose

1.       To seek the adoption of the Great Barrier Local Board business meeting schedule for the 2013-2016 term.

Executive Summary

2.       A draft local board meeting schedule has been developed for the 2013-2016 electoral term. It is recommended that the local board adopts this schedule.

3.       The specific times and dates for the hearings process, part of the special consultative process outlined in the Local Government Act 2002, for local board agreements and local board plans are yet to be finalised. Local board meeting schedules may therefore be updated and provision made for these hearings, once the details are confirmed.

 

 

Recommendation/s

That the Great Barrier Local Board:

a)      Adopts the following meeting schedule for the 2013-2016 electoral term, with meetings to normally be held at the Claris Conference Centre, 19 Whangaparapara Road, Claris, Great Barrier Island:

i.   Wednesday, 18 December 2013; Wednesday, 12 February 2014; Wednesday, 12 March 2014; Wednesday, 9 April 2014; Wednesday, 14 May 2014; Wednesday, 11 June 2014; Wednesday, 9 July 2014; Wednesday, 13 August 2014; Wednesday, 10 September 2014; Wednesday, 8 October 2014; Wednesday, 12 November 2014; Wednesday, 10 December 2014; Wednesday, 11 February 2015; Wednesday, 11 March 2015; Wednesday, 8 April 2015; Wednesday, 13 May 2015; Wednesday, 10 June 2015; Wednesday, 8 July 2015; Wednesday, 12 August 2015; Wednesday, 9 September 2015; Wednesday, 14 October 2015; Wednesday, 11 November 2015; Wednesday, 9 December 2015; Wednesday, 10 February 2016; Wednesday, 9 March 2016; Wednesday, 13 April 2016; Wednesday, 11 May 2016; Wednesday, 8 June 2016; Wednesday, 13 July 2016; Wednesday, 10 August 2016; Wednesday, 14 September 2016;

b)       Notes that the Great Barrier Local Board will hold one meeting during the term in the northern part of Great Barrier Island, one meeting in the southern part of Great Barrier Island, and one meeting in the greater Auckland region, with dates and locations to be confirmed at a later date;

c)       Notes that dates and times for hearings and deliberations for local board agreements and local board plans are yet to be finalised.

 

Discussion

4.       Clause (5)(d), Schedule 7 of the Local Government Act 2002 requires a local board to adopt a schedule of business meetings at its first meeting in the electoral term.

5.       Adopting a meeting schedule allows for a planned approach to workloads and ensures local board members have clarity about their commitments. It also gives an indication to the public of when meetings are to be held and meets the requirement of clause 19, Schedule 7 of the Local Government Act 2002.

6.       Each local board develops a local board agreement annually and a local board plan every three years. Both documents are subject to public consultation, with local board plans being subject to a special consultative procedure process. The local board will hold hearings to give submitters the opportunity to express their views verbally.

7.       The specific times and dates for the hearings process for the local board plan and agreements are yet to be finalised.  Local board meeting schedules may therefore need to be updated and provision made for hearings, once details are confirmed.

8.       In addition to local board meetings, local boards will hold workshops that are closed to the public. The proceedings of every workshop are recorded and considered at the next business meeting of the local board in accordance with current local board standing order provisions.

Consideration

Local Board Views

9.       This decision falls under the local board’s delegated authority.

Māori Impact Statement

10.     There is no specific impact for Māori arising from this report.

General

11.     Clauses 19(4), 19(5) and 19(6), Schedule 7, of the Local Government Act 2002 states that:

“(4) A local authority must hold meetings at the times and places that it appoints.

(5) Unless clause 22 (extraordinary meeting) applies, the chief executive must give notice in writing to each member of the time and place of a meeting -

(a) not less than 14 days before the meeting; or

(b) if the local authority has adopted a schedule of meetings, not less than 14 days before the first meeting on the schedule.”

(6) If a local authority adopts a schedule of meetings, -

(a) the schedule –

(i) may cover any future period that the local authority considers appropriate; and

(ii) may be amended; and

(b) notification of the schedule or of any amendment to that schedule constitutes a notification of every meeting on the schedule or amendment.”

12.     Similarly, the statutory requirement pursuant to clauses 46, 46(A) and 47 of the Local Government Official Information and Meetings Act 1987 mentions that:

·          meetings of a local authority are publicly notified

·          agendas and reports are available at least two working days before a meeting

·          local board meetings are open to the public.

Implementation Issues

13.     Meetings of the local boards are supported by Auckland Council’s Local Board Services Department.

Attachment

There were no attachments to this report. 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Carole Canler - Advisor

Authorisers

Karen Lyons - Manager Local Board Services

John Nash – Local Board Senior Advisor / Relationship Manager

 

 


Great Barrier Local Board

21 November 2013

 

 

Allocation of portfolios to Great Barrier Local Board members

 

File No.: CP2013/25762

 

  

 

Purpose

1.       The purpose of this report is to allocate portfolios to Great Barrier Local Board members.

Executive Summary

2.       The creation of portfolios and portfolio holder roles enable local board to operate more effectively and share responsibilities. It is proposed that the board allocate portfolios to all board members according to the standard roles outlined by officers and based on board member’s requests and interests.

 

Recommendation/s

That the Great Barrier Local Board:

a)      Confirms the following portfolio areas and portfolio holder roles:

-     Planning, policy and bylaws portfolio – members Daly and Spence

-     Arts, culture and events  portfolio – members Cleave and Gilbert

-     Community development – members Gilbert and Spence

-     Parks and recreation – members Daly and Fordham

-     Tourism & economic development – members Cleave, Daly and Gilbert

-     Transport and infrastructure – members Cleave, Gilbert and Spence

-     Emergency management – member Fordham

 

 

Discussion

Portfolios

3.       Portfolios and portfolio holder roles are established by local boards to provide a first point of contact for council officers, communities and stakeholders in relation to local board activities, work programmes and issues relating to a particular subject area. Portfolios enable local boards to operate more efficiently and ensure all board members have specific roles and duties.

4.       At its 9 December 2010 meeting the previous Great Barrier Local Board created a number of spokespersons roles linking to both local groups and priority activity areas. Although the board did not call these portfolio, the spokespersons were in effect portfolio holders for these areas.

5.       At its recent induction session and first board workshop, the new board agreed that it wished to create portfolios and that these should be as far as practical be consistent with those proposed by officers for all local boards. Although the past board had created some community group specific spokesperson roles eg Aotea Family Support Group, Tryphena Hall, and the Great Barrier Community Health Trust, it has accepted that these groups can still be effectively represented under umbrella portfolios, in this case community development.

6.       Portfolios reflect the board’s decision-making delegations and priority areas and assist it to manage its responsibilities most effectively. Portfolios also build subject matter knowledge, create a public face for portfolio areas, share the workload and efficiently utilize council staff resources.

7.       Portfolio holders have responsibility for a range of matters including :

-     being the first/primary point of contact for the activity area, especially for council officers

-     keeping the board up to date on progress with agreed projects/work programmes

-     acting as a sounding board on behalf of the board

-     raising issues with the full board for discussion as appropriate

-     representing the views of the board to give direction to council officers

-     attending associated council workshops and briefings

-     meeting regularly with council staff for briefings and catch-ups on matters related to the portfolio area

-     reporting to the board regularly and through to their monthly board members reports

-     making minor day to day decisions or decisions delegated by the Board.

 

8.       Portfolio holders will not generally have responsibility for funding decisions or other major decisions which are a whole board responsibility. The board may delegate decision making for certain matters to portfolio holders. At this stage it is suggested no such delegations be made and that this position be reviewed once portfolios have been up and running for some months.

9.       The board has not allocated specific portfolio roles for the environment or waste as these will be part of the responsibilities of the proposed environment committee. Portfolios are also not proposed for finance or communications as the board has dedicated officer roles for these and the board will respond as a whole. Matters to do with Maori are also not identified for a portfolio as it is considered the whole board should be involved here.

10.     At its 6 November 2013 workshop, board members agreed a tentative allocation of portfolio areas and portfolio holders. Formal agreement on the portfolio areas and portfolio holders is now being sought.  These are shown in the following table.

 

Portfolio area

Portfolio holders

Planning, policy and bylaws

Sue Daly, Christina Spence

Arts, culture and events

Jeff Cleave, Judy Gilbert

Community development

Judy Gilbert, Christina Spence

Parks and recreation

Sue Daly, Izzy Fordham

Tourism & economic development

Jeff Cleave, Sue Daly, Judy Gilbert

Transport and infrastructure

Jeff Cleave, Judy Gilbert, Christina Spence

Emergency management

Izzy Fordham

 

 

 

 

 

 

 

 

 

11.     There are at least two portfolio holders allocated against all portfolio areas, and in two cases three portfolio holders. It is anticipated that over time, or in agreement amongst portfolio holders, one person may take the lead. This simply needs to be agreed by members. Alternatively aspects of the portfolio may prove too large or complex for one person to easily manage and in that case “sub roles” may be agreed between members.

Consideration

Local Board Views

12.     This report represents the board’s proposals for portfolio roles.

Māori Impact Statement

13.     There is no specific portfolio proposed for matters impacting on Māori. This recognizes that such matters should be considered directly by the whole board and in consultation with Ngati Rehua Ngatiwai ki Aotea.

Implementation Issues

14.     Portfolio holders will develop relationships with key Auckland Council department officers and council controlled organization officers as required and as appropriate. It is expected that portfolio holders will keep other board members aware of their activities as appropriate and at very least through their monthly board member reports.

 

Attachments

There are no attachments for this report.     

Signatories

Authors

John Nash - Senior Local Board Advisor/Relationship Manager  

Authorisers

Karen Lyons - Manager Local Board Services

 


Great Barrier Local Board

21 November 2013

 

 

Appointment of Great Barrier Local Board members to outside organisations

 

File No.: CP2013/25821

 

  

 

Purpose

1.       To appoint board members to be representatives on relevant outside organisations within the local board area.

Executive Summary

1.       Elected members participate on management, governance or networking groups in outside organisations for a number of reasons. This report provides details of the organisations and outlines and networks relevant to the local board.

2.       The beginning of the new electoral term generates the need for new appointments. It is recommended that the board appoint one representative, and one alternate representative for each organisation listed in the recommendations.

 

Recommendation/s

That the Great Barrier Local Board:

a)      Appoints board members to the following organisations:

Organisation

Primary

Alternate

Hauraki Gulf Forum

 

 

Motu Kaikoura Trust

 

 

Destination Great Barrier Island

 

 

Local Government New Zealand

 

 

 

Discussion

1.       A number of external organisations provide for the participation of elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation. Board members are expected to provide updates of their activities with their allocated organisations at local board meetings.

2.       The reasons for participation in external organisations can be described in a number of ways:

·      a trust deed of an organisation providing for the council to appoint a trustee

·      an organisation of interest to the board simply inviting representation at its meetings

·      associations entered into by the council which provide for representation - such as Local Government New Zealand (LGNZ)

·      organisation governance, or project or programme oversight, such as regional or local parks management groups

·      a statutory or regulatory provision (for example a regulation providing for a community liaison committee)

·      a resource consent requiring the formation of a representative committee

3.       At the commencement of each triennium, committees and local boards recommend appointments to outside organisations as appropriate and the governing body reviews and either makes the appointments it sees fit and delegates the remaining appointments to local boards. At the end of each triennium, appointments to outside organisations must be reviewed by the appropriate officers as to current relevance, and a recommendation made to the appointing body as to whether or not representation should be continued.

4.       It is recommended that the board appoint one representative, and one alternate representative for each organisation listed in the recommendations. In making decisions about these appointments, the board needs to be mindful of historical relationships with the organisation, the relevance of then organization to the board’s role and the time commitment.

Hauraki Gulf Forum

5.       The Hauraki Gulf Forum was established by the Hauraki Gulf Marine Park Act 2000. The forum consists of 21 members representing local authorities in the area included within the marine park, tangata whenua and certain government ministers.

6.       Great Barrier and Waiheke local boards have one member each due to their prominent location and role within the Hauraki Gulf. The board is required to appoint a representative to the forum. Its representative attends all forum meetings and other events and has voting rights.

7.       Of particular interest to the board is the Hauraki Gulf Marine Spatial Plan (Sea Change) and the link with the forum for the work the past board was doing on the local Aotea marine protection and planning proposal. The next meeting of the forum is 9 December.

Motu Kaikoura Trust

The Motu Kaikoura Trust has been formed to manage the restoration of Kaikoura Island in the Hauraki Gulf.  The trust has requested that a representative from the board attend trust board meetings.  The board representative will have voting rights at trust board meetings.  Further discussions as to the role of the board representative should be held with the trust as soon as possible to confirm these matters.

Destination Great Barrier Island

8.       Destination Great Barrier Island was formed 2012 to advance the tourism and visitor industry on Great Barrier Island in recognition of the importance of this sector to the island’s economic viability and future. The board provides around $25,000 per year to the group to fund the group’s coordinator role, under contract managed by Auckland Council. It is appropriate that the board has representation on the group. Further discussions as to the role of the board representative can be held as part of the board’s forthcoming workshop with the group.

Local Government New Zealand

9.       Membership of Local Government New Zealand Zone One (i.e. Auckland and Northland) Committee includes a representative from each of the 21 local boards. Each local board needs to consider selecting their representative, as well as an alternate.  Meetings take place four times a year and the venue for meetings is shared across the entire Zone One area.  Further information on LGNZ is available in Attachment A.

Consideration

Local Board Views

10.     This report seeks the local board’s decision on representatives to outside organisations and community networks. The decisions in this report fall within the local board’s delegated authority.

Māori Impact Statement

11.     This report has no specific impact on Māori. It covers appointments of local board members to outside organisations and community networks to represent the view of local communities, including Māori communities.

General

12.     Members are delegated in their capacity as elected local board members.  Should they no longer be a local board member, their nominations would be automatically repealed. Elected representatives may be part of any organisation in their private capacity and personal interests. Elected representatives are encouraged to disclose memberships to external organisations in the conflict of interest register.

Implementation Issues

13.     Local Government NZ Zone One meetings are held across the entire Zone One area (Auckland Northland). Hauraki Gulf Forum meetings are held in Auckland City. Travel time and costs will be incurred by the board as a result of the appointments.  

 

Attachments

No.

Title

Page

a

Local Government New Zealand

47

    

Signatories

Authors

Carole Canler - Advisor

Authorisers

Karen Lyons – Manager Local Board Services

John Nash – Senior Local Board/Relationship Manager

 

 

 


Great Barrier Local Board

21 November 2013

 

 


Great Barrier Local Board

21 November 2013

 

 

Urgent Decision Process for the Great Barrier Local Board

File No.: CP2013/25822

 

  

 

Purpose

1.       This report seeks the board’s agreement for a process for urgent decisions of the Great Barrier Local Board on matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum.

Executive Summary

2.       This report details a process for urgent decisions of the local board on matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum. 

 

Recommendation/s

That the Great Barrier Local Board:

a)      Adopts the urgent decision process for matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum.

b)      Delegates authority to the Chair and Deputy Chair or any person acting in these roles to make an urgent decision on behalf of the local board.

c)      Requests that all urgent decisions be reported to the next ordinary meeting of the local board.

 

Background

3.       An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled ordinary meeting of the local board.  At times, such as during the Christmas and New Year period, it is not practical to call the full board together and meet the requirement of a quorum.

 

4.       An alternative to calling for an extraordinary meeting is to delegate the authority to the Chair and Deputy Chair, or any person acting in these roles, to make the decision on behalf of the local board.

 

5.       Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

 

Decision Making

6.       It is recommended that the local board delegate the power to the Chair and Deputy Chair, or any person acting in these roles, to make urgent decisions on behalf of the board.

 

7.       Any request for an urgent decision of the local board must be processed through the Local Board Services department, and the Local Board Relationship Manager must endorse the request for an urgent decision before commencing the process. 

 

8.       All requests for an urgent decision will be supported by a report stating the nature of the issue, reason for urgency and what decisions or resolutions are required.  These reports will comply with the standard approval process. 

 

9.       A number of factors are considered before approval to use the urgent decision process is given such as:

 

·    The timing of the next scheduled meeting.

·    Confirmation that the local board has the delegation to make the decision.

·    Consideration of the rationale for urgency.

·    The significance of the decision and whether the urgent decision process is appropriate.

 

10.     Any decision made by delegation will be reported as an information item to the next ordinary meeting of the local board.

11.     The Local Government (Auckland Council) Amendment Act 2013 provides for local boards to delegate to committees, sub-committees members of the local board or Auckland Council officers, any of its responsibilities, duties and power, with some specific exceptions.

Consideration

Local Board Views

12.       This decision falls under the local board’s delegated authority.

Māori Impact Statement

13.       There is no specific impact for Māori arising from this report.

Implementation Issues

14.     The Local Board Relationship Managers can provide advice as to what might constitute an urgent decision.

 

Attachments

There are no attachments for this report.    

 

Signatories

Authors

Letitia Edwards - Democracy and Engagement Advisor

Authorisers

Karen Lyons - Manager Local Board Services

John Nash - Senior Local Board Advisor/Relationship Manager  

 

 

 


Great Barrier Local Board

21 November 2013

 

 

Central Facilities Partnership Committee

 

File No.: CP2013/25825

 

  

 

Purpose

1.       This report seeks:

·         agreement to continue the Central Facilities Partnership Committee for the 2013/2014 year in the absence of a regional policy

·         agreement on the term of reference

·         nomination of a board’s representative and alternate representative to the Committee.

 

Executive Summary

2.       The Central Facilities Partnership Committee was a joint committee established by the seven central local boards. It had decision-making responsibility to allocate the legacy Facility Partnerships funding in support of capital development projects that will assist Auckland Council to meet its identified strategic outcomes.

3.       In accordance with Clause 30(7) of the Local Government Act 2002, the committee has been automatically dissolved following the 2013 Local Government elections. 

4.       The Central Facility Partnerships Committee needs to be operational for the 2013/ 14 to administer legacy Facility Partnerships funding. This report seeks the board’s approval to re-establish the Central Facility Partnerships Committee for the 2013/ 2014 as a joint committee of the local boards, approval of the Terms of Reference and appointment of a member and an alternate to the Committee.

5.       The Committee will consider applications to the 2013/2014 Facility Partnerships fund at a workshop on 27 November 2013, and hold a meeting in 11 December 2013 to ratify the decisions.

 

 

Recommendation/s

That the Great Barrier Local Board:

a)      Agrees to re-establish the Central Facility Partnerships Committee with the Albert-Eden, Great Barrier, Orakei, Puketapapa, Waiheke, and Waitemata Local Boards, to collectively administer the Facility Partnerships fund.

b)      Endorses the Terms of Reference for the Central Facilities Partnership Committee, which will be adopted by the Committee at its first meeting:

i.        The Central Facility Partnerships Committee has a member from each of the following Local Boards: Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, Waitemata.

ii.       The Central Facility Partnerships Committee has the authority to make funding decisions in 2013/2014 in relation to the Facility Partnerships Policy.

iii.      The Central Facility Partnerships Committee will appoint and may remove its own chairperson and deputy chairperson.

iv.      The Central Facility Partnerships Committee will meet as required. It is envisaged there will be one procedural meeting and no less than one funding decision meeting in each financial year.

c)      Appoints Board Member x, and Board Member X as alternate, to the Central Facility Partnerships Committee with appropriate delegated authority to bind the board on decisions relating to the legacy Facility Partnerships policy made by the Committee.

d)      Notes that the first meeting of the Central Facility Partnerships Committee will be held on 11 December 2013.

 

Discussion

 

6.       The legacy Facility Partnerships fund invites organisations to submit partnership proposals for capital development projects that will assist Auckland Council to meet its identified strategic outcomes.

7.       Where a proposal fits identified strategic priorities and other criteria, council may contribute to the capital cost of the project. The level of financial assistance is informed by the level of benefit to, and access, the public will have to the facility once the project is completed.

8.       Organisations participating in Facility Partnerships benefit from funding, as it enables them to leverage grants from other donors, and through technical assistance and support. Funding from council allows organisations (many of which are not-for-profit voluntary groups) to meet their objectives sooner and in some cases, develop a better facility than may otherwise have been possible.

9.       Facility Partnerships benefit the council by delivering quality, community accessible facilities, without council providing all the development funding. Facility partnerships are not limited to sport and recreation facilities, and can be provided for other general or specific community purposes (for example a community hub or arts facility).

10.     The wider Auckland community benefit from Facility Partnerships by having access to a greater number of quality, community facilities.

11.     Auckland Council inherited several different approaches for managing Facility Partnerships. A new, integrated policy is being developed and is expected to be completed  for the 2014/2015 year.

12.     In the absence of an integrated regional policy, and to enable facility partnership funding to be allocated, the Regional Development and Operations Committee (RDOC) resolved on 24 May 2012 and again on 14 March 2013 that an interim approach be implemented for 2013/14.

13.     RDOC also resolved that the interim approach would be implemented by devolving the legacy Facility Partnerships funding to “local board sub-regional funding committees.”

14.     The seven central local boards consequently established a joint committee of local boards that deals specifically with central Facility Partnerships.  Each of the seven central local boards appointed a representative to the the Central Facility Partnerships Committee to ensure that the Facility Partnerships fund can be implemented in a timely manner.

15.     The Central Facility Partnerships Committee has a different focus to the Central Joint Funding Committee, with the latter having a focus on community and heritage funding. In contrast, facility partnership is a capital development fund that establishes partnerships between council and external organisations.

16.     In accordance with Clause 30(7) of the Local Government Act 2002, the committee has been automatically dissolved following the 2013 Local Government elections. 

17.     It is recommended that the board agrees to re-instate the Central Facility Partnerships Committee to administer the Facility Partnerships funding. This report also asks the seven central local boards to appoint a representative and an alternate to the Committee, with the appropriate delegated authority to bind the local boards on decisions relating to the legacy Facility Partnerships policy made by the Committee, and to agree the attached terms of reference (unchanged from last term).

Consideration

Local Board Views

18.     This decision falls under the local board’s delegated authority.

Māori Impact Statement

19.     Facility partnerships is a general programme of interest that is accessible to a wide range of groups, including Māori. No particular implications for the Māori community or Māori stakeholders have been identified from this report.

Implementation Issues

20.     The Committee will hold its first workshop on 27 November 2013.  The purpose of the workshop is to discuss and seek additional information on the partnership applications.

21.     A first meeting is scheduled on 11 December 2013 to consider procedural matters including but not limited to electing a Chair and Deputy Chair; adopting the Central Facility Partnerships Committee Terms of Reference (attached) and considering funding applications received (Stage 1).

22.     After the Central Facility Partnerships Committee has decided which projects to support, the local board where the project is based will be actively engaged with the project. The local board’s role may include setting expectations for community access to the facility.

 

Attachments

No.

Title

Page

a

Terms of Reference

55

b

Facility Partnerships 2012/2013 Guidelines

57

    

Signatories

Authors

Letitia Edwards - Democracy and Engagement Advisor

Authorisers

Karen Lyons - Manager Local Board Services

John Nash - Senior Local Board Advisor/Relationship Manager  

 


Great Barrier Local Board

21 November 2013

 

 


Great Barrier Local Board

21 November 2013

 

 




Great Barrier Local Board

21 November 2013

 

 

Appointment of Great Barrier Local Board member to the Central Joint Funding Committee

 

File No.: CP2013/25826

 

  

 

Purpose

1.       To seek the local board’s agreement to re-instate the Central Joint Funding Committee to oversee the relevant legacy community funding schemes, on the terms of reference for the committee and to nominate a member and an alternate to the committee.

Executive Summary

2.       The Central Joint Funding Committee is a joint committee established by the seven central local boards with decision-making responsibility for the allocation of grants through the legacy community funding schemes.

3.       In accordance with Clause 30(7) of the Local Government Act 2002, the committee was automatically dissolved following the 2013 Local Government elections. 

4.       The committee needs to be operational for the 2013/2014 financial year to administer legacy community funding budgets. This report seeks the board’s approval to re-instate the committee for the rest of the 2013/2014 financial year, approval of the terms of reference and appointment of a member and alternate to the committee.

5.       The establishment of the committee is an interim approach until a region-wide community funding policy is finalised. Financial analysis is currently underway to inform options and a supporting budget structure for the new funding policy. Formal consultation on the draft policy will be undertaken with local boards in 2014. 

 

Recommendation/s

That the Great Barrier Local Board:

a)      Agrees to re-instate the Central Joint Funding Committee for 2013/ 2014 to administer the legacy funds as per the committee’s draft terms of reference

b)      Endorses the draft terms of reference for the Central Joint Funding Committee

c)      Appoints member XX to the Central Joint Funding Committee for 2013/ 2014 and member YY as alternate with appropriate delegated authority to bind the board on decisions relating to the legacy community funding schemes made by the committee

d)      Notes that a region-wide Community Funding Policy is being developed and will in time replace the current interim funding arrangements and that officers will engage with the board on this in the coming months.

 

Discussion

6.       The Central Joint Funding Committee was a joint committee established by the seven central local boards - Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke and Waitemata local boards. It had decision-making responsibility to allocate grants from the legacy community funding schemes.

7.       Local boards continue to have full decision-making authority over their individual local board discretionary grants schemes. These schemes were established as part of the interim funding programme, using budgets inherited from legacy community board funding schemes.

8.       At its March 2013 meeting, the Regional Development and Operations Committee resolved to continue the Community Assistance Programme for 2013/2014 within unchanged structural and budgetary parameters, while the region-wide Community Funding Policy is in development.

9.       This means that, as per previous years, legacy community funding budgets are allocated to sub-regional joint funding committees of local boards, and that the Central Joint Funding Committee needs to be operational for the 2013/2014 financial year.

10.     The previous local board agreed to the continuation of the committee for 2013/2014, approved amended terms of reference and appointed a member and an alternate to the committee.

11.     In accordance with Clause 30(7) of the Local Government Act 2002, the committee was automatically dissolved following the 2013 Local Government elections. 

12.     Officers recommend that the board re-instates the committee for the rest of the 2013/2014 financial year, approves the terms of reference and appoints a member and alternate to the committee.

13.     Each of the legacy councils had a different approach to investing in their communities, and community grant funding is only one of several mechanisms for making this investment. In April 2013, the Regional Development and Operations Committee requested  a comprehensive financial analysis of all community development-related spending, including but not limited to the legacy community funding budgets that local boards are administering through the interim programme (Resolution number RDO/2013/55). The Regional Development and Operations Committee required this work to be completed prior to development of the second iteration of a new Community Funding Policy.

14.     The financial analysis is currently underway, and will be reported to the relevant committee early in 2014. It is anticipated that the findings will provide a clearer picture of current budget distribution and show the variation in inherited community investment models in place around the region. This will provide a valuable basis for developing new policy options and outlining the appropriate budget structures to underpin them. However, any changes to current budget distribution will be proposed as part of the Local Board Funding Policy (not the Community Funding Policy) for implementation as part of the Long Term Plan (from 2015).

15.     Officers will be formally engaging with local boards around further development of the region-wide Community Funding Policy in the coming months.

Consideration

Local Board Views

16.     The legacy funding schemes are a key way for local boards to support their communities.

Māori Impact Statement

17.     The legacy community funding schemes are of general interest to communities and accessible to a wide range of groups, including Māori. No particular implications for the Māori community or Māori stakeholders have been identified as arising from this report.

General

18.     The recommendations contained in this report fall within the local board’s delegated authority.

Implementation Issues

19.     The Central Joint Funding Committee resolved in September 2013 to distribute the 2013/2014 legacy community funding schemes for the purposes of administering the funding, as follows:

Fund

Allocation

Auckland City Natural Heritage Fund $50,000

$40,000 for Great Barrier Island Local Board

$10,000 for Waiheke Island Local Board

For Hauraki Gulf Island projects only and noting that the funding split is based on historical allocation

Auckland City Cultural Heritage Fund $50,000

Five isthmus local boards to administer jointly

 

Community Group Accommodation Support Fund $676,900

$5000 to Great Barrier Island Local Board

$20,000 to Waiheke Island Local Board

Remainder ($651,900) administered jointly by the five isthmus local boards

Community Group Assistance Fund $435,150

$15,000 to Waiheke Island Local Board

Remainder ($420,150) administered jointly by the five isthmus local boards

20.     The Central Joint Funding Committee also resolved that there would be two rounds only for the legacy community funding schemes (Community Group Assistance Fund, Community Group Accommodation Support, Auckland City Cultural Heritage, and Auckland City Natural Heritage):

I.          Round one opened in June 2013 and closed on 15 July 2013 for decisions in September 2013

II.         Round two will open in November 2013 and close on 13 December 2013 (CGAF only) and 28 March 2014 (ACCHF) for decisions in May 2014.

21.     Historically, the $40,000 in natural heritage funding and the $5,000 in accommodation support funding allocated specifically to the Great Barrier Local Board has been approved by the board at its own business meetings, rather than at joint funding committee meetings. It is expected that this approach will continue but that can be confirmed at the coming workshop.

22.     The Central Joint Funding Committee will hold a workshop and a meeting (dates to be confirmed) to consider procedural matters including but not limited to:

i)          electing a Chair and Deputy Chair

ii)         adopting the Terms of Reference (attached)

iii)         considering the applications received.

 

Attachments

No.

Title

Page

a

Draft Central Joint Funding Committee Terms of Reference

65

    

Signatories

Authors

Letitia Edwards - Democracy and Engagement Advisor

Authorisers

Karen Lyons - Manager Local Board Services

John Nash - Senior Local Board Advisor/Relationship Manager  

 


Great Barrier Local Board

21 November 2013

 

 


Great Barrier Local Board

21 November 2013

 

 

Correspondence

File No.: CP2013/25859

 

  

 

Executive Summary

Correspondence sent and received for the Great Barrier Local Board’s information.

 

Recommendation/s

That the Great Barrier Local Board:

a)         Receive the correspondence for the month of November 2013.

 

 

Attachments

No.

Title

Page

a

Email from Angela Wright dated 2 November 2013

69

    

Signatories

Authors

Letitia Edwards - Democracy and Engagement Advisor

Authorisers

John Nash - Senior Local Board Advisor/Relationship Manager  

 


Great Barrier Local Board

21 November 2013

 

 


Great Barrier Local Board

21 November 2013

 

 

Great Barrier Local Board Workshop Proceedings

File No.: CP2013/25862

 

  

 

Executive Summary

Attached are the Great Barrier Local Board workshop proceedings taken at the workshop held on 6 November 2013. 

 

Recommendation

That the Great Barrier Local Board:

a)      Receive the workshop proceedings for the workshop held on 6 November 2013

 

Attachments

No.

Title

Page

a

6 November 2013 workshop proceedings

73

    

Signatories

Authors

Letitia Edwards - Democracy and Engagement Advisor

Authorisers

John Nash - Senior Local Board Advisor/Relationship Manager  

 


Great Barrier Local Board

21 November 2013

 

 

    

    



1.          [1] In March 2013 the Regional Development and Operations Committee (RDOC) resolved to continue the interim community funding approach for the 2013/2014 financial year, noting that there would be no proposed changes to the decision-making or budget structures already in place for the 2013/2014 financial year (RDO/2013/32).