I hereby give notice that an ordinary meeting of the Northern Joint Funding Committee will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Friday, 2 May 2014

9.00am

Council Chamber
Level 3
1 The Strand
Takapuna

 

Northern Joint Funding Committee

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

 

 

Deputy Chairperson

 

 

Members

Member Mike Cohen, QSM, JP

 

 

Member Ann Hartley, JP

 

 

Member Margaret Miles, JP

 

 

Member Julia Parfitt, JP

 

 

Member Brenda Steele

 

 

(Quorum 5 members)

 

 

 

Karen Durante

PA/Office Manager to Local Board Relationship Manager

 

28 April 2014

 

Contact Telephone: (09) 484 8396

Email: karen.durante@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Northern Joint Funding Committee

02 May 2014

 

 

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                                                                                                5

11        Notices of Motion                                                                                                          6

12        Election of a chairperson and deputy chairperson                                                   7

13        Adoption of Northern Joint Funding Committee standing orders                          9

14        Establishment of subcommittees and delegation of decision-making powers   11  

15        Consideration of Extraordinary Items 

 

 


1          Welcome

 

 

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

 

The minutes of the meeting held on Thursday, 26 September 2013, were signed as a true and correct record by the Chairperson and a representative of the Chief Executive before the conclusion of the 2010-2013 political term.

 

 

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.

 


Northern Joint Funding Committee

02 May 2014

 

 

Election of a chairperson and deputy chairperson

 

File No.: CP2014/07783

 

  

 

Purpose

1.       The purpose of this report is for the Northern Joint Funding Committee to elect a chairperson and deputy chairperson.

Executive summary

2.       The Northern Joint Funding Committee is required to elect a chairperson and deputy chairperson using one of the two systems prescribed in cl.25, Schedule 7 of the Local Government Act 2002. After the committee has selected its method for election, the Relationship Manager will call for nominations.

 

Recommendation/s

That the Northern Joint Funding Committee:

a)      select System A or System B as its method to elect its chairperson and deputy chairperson.

b)      elect a chairperson.

c)      elect a deputy chairperson.

 

Comments

3.       The election of a chairperson and deputy chairperson must be conducted using one of the methods set out in Schedule 7, Part 1, Clause 25 of the Local Government Act 2002: 

25           Voting systems for certain appointments

(1)     This clause applies to—

(a)     the election or appointment of the chairperson and deputy chairperson of a regional council; and

(b)     the election or appointment of the deputy mayor; and

(c)     the election or appointment of the chairperson and deputy chairperson of a committee; and

(d)     the election or appointment of a representative of a local authority.

2)      If this clause applies, a local authority or a committee (if the local authority has so directed) must determine by resolution that a person be elected or appointed by using one of the following systems of voting:

(a)     the voting system in subclause (3) (system A):

(b)     the voting system in subclause (4) (system B).

(3)     System A—

(a)     requires that a person is elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee present and voting; and

(b)     has the following characteristics:

(i)     there is a first round of voting for all candidates; and

(ii)    if no candidate is successful in that round there is a second round of voting                 from which the candidate with the fewest votes in the first round is                          excluded; and

(iii)   if no candidate is successful in the second round there is a third, and if                   necessary subsequent, round of voting from which, each time, the                                    candidate with             the fewest votes in the previous round is excluded; and

(iv)   in any round of voting, if 2 or more candidates tie for the lowest number of                  votes, the person excluded from the next round is resolved by lot.

(4)     System B—

(a)     requires that a person is elected or appointed if he or she receives more votes than any other candidate; and

(b)     has the following characteristics:

(i)     there is only 1 round of voting; and

(ii)    if 2 or more candidates tie for the most votes, the tie is resolved by lot.

 

Attachments

There are no attachments for this report.     

Signatories

Authors

James Liddell - Senior Advisor Local Board Services

Authorisers

Eric Perry - Relationship Manager

 


Northern Joint Funding Committee

02 May 2014

 

 

Adoption of Northern Joint Funding Committee standing orders

 

File No.: CP2014/07787

 

  

 

Purpose

1.       The purpose of this report is for the Northern Joint Funding Committee to adopt its standing orders.

Executive summary

2.       The Northern Joint Funding Committee needs to adopt standing orders for the conduct of its meetings. Recommended standing orders, based on generic local board standing orders, are attached as Attachment A. These standing orders are the same as the committee’s standing orders in the previous term.

 

Recommendation/s

That the Northern Joint Funding Committee:

a)      adopt its standing orders as set out in Attachment A.

 

Comments

Statutory requirements

3.       A local authority is required to adopt standing orders for the conduct of its meetings, as per cl.27, Schedule 7 of the Local Government Act 2002. This clause states:

27 Standing orders

(1)   A local authority must adopt a set of standing orders for the conduct of its meetings and those of its committees.

(2)   The standing orders of a local authority must not contravene this Act, the Local Government Official Information and Meetings Act 1987, or any other Act.

(3)   After the adoption of the first standing orders of the local authority, an amendment of the standing orders or the adoption of a new set of standing orders requires, in every case, a vote of not less than 75% of the members present.

(4)   A local authority or committee may temporarily suspend standing orders during a meeting by a vote of not less than 75% of the members present and voting, and the reason for the suspension must be stated in the resolution of suspension.

4.       All local boards have adopted their own standing orders, based on a recommended generic set of standing orders. Each board had the opportunity to amend these recommended standing orders; as such there may be differences between the standing orders of the five constituent boards of the Northern Joint Funding Committee.  It is therefore necessary for the committee to adopt its own standing orders.

Proposed standing orders

5.       The proposed standing orders attached as Attachment A are based on the generic standing orders proposed to local boards following the November 2010 election. Amendments that have been made are:

·        substitution of the generic “Local Board” with the name “Northern Joint Funding Committee”, where the context requires;

·        substitution of references to “local board” with “committee”, and “committee” with “subcommittee”, where the context requires;

·        deletion of references to “local board” where the context requires;

·        deletion of orders relating to the first meeting of a local board following a triennial election (Standing order 2.2 in local board standing orders), as it is not relevant;

·        deletion of order defining quorum of a local board meeting, as it is not relevant. (A specific order on quorum for a joint committee remains);

·        deletion of orders relating to joint committees, as they are not relevant (because the Northern Joint Funding Committee may not establish joint committees);

·        deletion of orders relating to certain restrictions on local boards from delegating matters to committees and subcommittees, as these are not relevant;

·        insertion of a provision for onward delegation of matters delegated to the Northern Joint Funding Committee by a local board (Standing Order 2.8.2), aligning this order with standard onward delegation powers;

·        deletion of an order relating to the creation of an extraordinary vacancy on a local board when a member is absent without leave for four consecutive meetings, as it is not relevant;

·        removal of provisions in Standing Order 3.7.1 for default order of items on a local board agenda, as it is not relevant to committees;

·        deletion of an order prohibiting members from speaking more than once to a motion, as this does not apply to committees or subcommittees.

6.       Officers recommend that the committee adopt these proposed standing orders without amendment.

Consideration

Local board views and implications

7.       Local board views have not been sought.

Maori impact statement

8.       There is no impact on Maori communities from this decision.

Implementation

9.       There are no implementation issues.

 

Attachments

No.

Title

Page

a

Northern Joint Funding Committee Standing Orders (Under Separate Cover)

 

     

Signatories

Authors

James Liddell - Senior Advisor Local Board Services

Authorisers

Eric Perry - Relationship Manager

 


Northern Joint Funding Committee

02 May 2014

 

 

Establishment of subcommittees and delegation of decision-making powers

 

File No.: CP2014/07807

 

  

 

Purpose

1.       The purpose of this report is for the Northern Joint Funding Committee to establish subcommittees and delegate powers to them as required under its terms of reference.

Executive summary

2.       The committee’s terms of reference require it to establish two subcommittees: one subcommittee to administer legacy North Shore City Council contestable funds, and one subcommittee to administer legacy Rodney District Council contestable funds. The committee’s terms of reference also require it to delegate responsibility for advocacy to, and liaison with, the Governing Body and Auckland Council CCOs regarding the funding of community groups, events and facilities within the respective legacy council area.

3.       This re-establishes the arrangements of the previous electoral term.

 

Recommendation/s

That the Northern Joint Funding Committee:

a)      establish a Devonport-Takapuna, Kaipatiki, Upper Harbour and East Coast Bays subdivision funding sub-committee and appoint the following members to this subcommittee:

·        Two members of the Devonport-Takapuna Local Board

·        Two members of the Kaipatiki Local Board

·        Two members of the Upper Harbour Local Board

·        Two members of the East Coast Bays subdivision of the Hibiscus and Bays Local Board.

b)      delegate to the subcommittee established under resolution a) all responsibilities as required under the Northern Joint Funding Committee’s terms of reference.

c)      establish a Rodney and Hibiscus Coast funding sub-committee and appoint the following members to this subcommittee:

·        Two members of the Rodney Local Board

·        Two members of the Hibiscus Coast subdivision of the Hibiscus and Bays Local Board.

d)      delegate to the subcommittee established under resolution c) all responsibilities as required under the Northern Joint Funding Committee’s terms of reference.

 

Comments

4.       The Northern Joint Funding Committee is required under its terms of reference to establish two subcommittees based largely on legacy council areas to:

·        disburse legacy North Shore City Council and legacy Rodney District Council funds; and

·        advocate to, and liaise with, the Governing Body and CCOs regarding the funding of community groups and events in these legacy areas.

5.       The Devonport-Takapuna, Kaipatiki, Upper Harbour and East Coast Bays subdivision subcommittee is required to have two members from each of the constituent areas. The Rodney and Hibiscus Bays subcommittee is also required to have two members from each of the constituent areas. Alternative members may also be appointed for each subcommittee should the Northern Joint Funding Committee wish to do so.

6.       The Northern Joint Funding Committee’s terms of reference, with these requirements, are attached as Attachment A. This report recommends that the committee establish the subcommittees, appoint members, and delegate powers to the subcommittees as required.

Comparison to previous years’ arrangements

7.       These subcommittee arrangements and the responsibilities of each subcommittee are largely the same as the previous term, with two differences:

·        responsibility for the North Shore Heritage Fund now lies with the Devonport-Takapuna, Kaipatiki, Upper Harbour and East Coast Bays Subdivision subcommittee, not the Northern Joint Funding Committee. This remedies an oversight from the previous term, which resulted in a full meeting of the Northern Joint Funding Committee having to be called to approve this payment to the North Shore Heritage Trust.

·        The Northern Joint Funding Committee now has five members instead of 10. As the committee’s singular function is the establishment of its subcommittees, and all decision-making powers are delegated to the subcommittees, it is considered more efficient for the committee to comprise one member from each board. It is likely that the Northern Joint Funding Committee will meet only once this term (this meeting) to establish its subcommittees.

 

Attachments

No.

Title

Page

aView

Terms of Reference of the Northern Joint Funding Committee

13

     

Signatories

Authors

James Liddell - Senior Advisor Local Board Services

Authorisers

Eric Perry - Relationship Manager

 


Northern Joint Funding Committee

02 May 2014