I hereby give notice that an ordinary meeting of the Ethnic Peoples Advisory Panel will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 15 October 2014

6:00pm

Board Room
Auckland Town Hall
Ground Floor
301-305 Queen Street
Auckland

 

Ethnic Peoples Advisory Panel

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Feroz  Ali

 

Deputy Chairperson

Dave Tomu

 

Members

Carlos Abdelrahman

 

 

Asoka Basnayake

 

 

Naoe Hashimoto

 

 

Anita Keestra

 

 

Yee Yang 'Square' Lee

 

 

Angela Lim

 

 

Kafeba Mundele

 

 

Wong Liu Shueng

 

 

Christian Dee Yao

 

Liaison Councillor

Cr Denise Krum

 

 

(Quorum 6 members)

 

 

 

Rita Bento-Allpress

Democracy Advisor

 

8 October 2014

 

Contact Telephone: (09) 307 7541

Email: rita.bento-allpress@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 

TERMS OF REFERENCE

 

 

The Terms of Reference set out the purpose, role and protocols of the Panel. 

 

Panel members will also be expected to abide by the Code of Conduct for members of Auckland Council advisory panels.

 

 

Purpose

 

The purpose of the panels is to provide strategic advice to the Council on issues of significance to their communities and to advise on effective engagement by Council with those communities.

 

 

Outcomes

 

The Panel will provide advice through an agreed annual work programme, integrated wherever possible, with other panels and approved by the Regional Strategy and Policy Committee.

 

 

Annual work programme

 

The Council will advise the Panel of the areas of strategy, policy and plan development that are likely to require comment or advice from the Panel during the course of the year. The work programme should also provide scope for the Panel to respond to issues and concerns arising from its communities and to develop its own priorities.

 

As resources allow, budget is available for the Panel to support activities that clearly contribute to the agreed work programme but the Panel may not access external resources for activities or events, except with the agreement of Council

 

 

Submissions

 

Panel advice will contribute to Council decision-making, but panels will not make formal submissions on Council strategies, polices and plans, for example, the Long Term Plan.

In their advisory role to the Council, Panels may have input to submissions made by the Council to external organisations but do not make independent submissions, except as agreed with Council.

 

This does not prevent individual members being party to submissions outside their role as Panel members.

 

* The above information is a summary of the 2014 Terms of Reference document and is based on the Governing Body decisions of 19 December 2013

 

 

 


Ethnic Peoples Advisory Panel

15 October 2014

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Apologies                                                                                                                        5

2          Declaration of Interest                                                                                                   5

3          Confirmation of Minutes                                                                                               5

4          Extraordinary Business                                                                                                5

5          Significance and Engagement Policy                                                                          7

6          Auckland Regional Migrant Service Trustee Appointment Committee Request - Endorsement of Ethnic Peoples Advisory Panel's Chairperson's Recommendations                                                                                                                                       37

7          Ethnic Peoples Advisory Panel - Work Programme Update                                  39 

8          Consideration of Extraordinary Items 

 

 


1          Apologies

 

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

 

2          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.

 

3          Confirmation of Minutes

 

That the Ethnic Peoples Advisory Panel:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 3 September 2014, as a true and correct record.

 

 

4          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.”

 

 

 


Ethnic Peoples Advisory Panel

15 October 2014

 

 

Significance and Engagement Policy

 

File No.: CP2014/22734

 

  

Purpose

1.       To provide background information on the draft Significance and Engagement Policy and to gain feedback on engagement guidelines.

Executive summary

2.       A draft Significance and Engagement Policy was adopted by the Regional Strategy and Policy Committee on 4 September for public consultation from 22 September to 19 October 2014.

3.       The legislation requires the policy to consider community preferences about engagement on decisions relating to specific issues.

4.       The policy will be supported by updated guidelines, case studies and templates providing more detail on engagement principles and good practice.

 

 

Recommendation/s

That the Ethnic Peoples Advisory Panel:

a)      receive the draft policy and suggests other ideas of how the council could encourage feedback on the draft from ethnic people.

b)      provide feedback on current draft engagement guidelines which will help to inform the engagement plan for the draft Long-term Plan.

 

 

Comments

 

5.       The draft Significance and Engagement Policy was adopted by the Regional Strategy and Policy Committee on 4 September for public consultation from 22 September to 19 October 2014. This draft policy is attached for the panel’s information.

6.       The Local Government Act (2002) sets out principles for consultation that all councils must follow when consulting.

7.       Additional principles have been included within the policy as a way of recognising the needs of Auckland’s diverse communities and the value that is placed on their involvement in decision-making processes.

8.       The draft Significance and Engagement Policy also sets out guidance on the kinds of methods that could be used depending on the significance of the issue.

9.       The changes to legislation mean that some of the current requirements for formal consultations could be relaxed. How the council manages formal submissions and hearings is something that the council is currently looking into in preparation for the Long-term Plan consultation in early 2015.

10.     Advice from the Ethnic People’s Advisory Panel on what would make formal processes more user-friendly for ethnic communities would be welcome.

Consultation on the draft policy

11.     Consultation will be targeted at interest groups and will seek out feedback from communities who are often not involved in council’s consultation processes. This includes groups such as the Waitakere Ethnic Board and the Auckland Regional Migrant Services.

12.     Consultation with the general public and other stakeholder groups will largely be focused online through the ShapeAuckland website.

13.     In addition, the council will use Our Auckland, the People’s Panel and social media as a way of further encouraging feedback on the draft policy and on how the council could improve its engagement with the community.

Updating Engagement Guidelines

14.     Auckland Council has an existing Consultation and Engagement Guidebook which is being updated alongside the development of the policy. Existing guidance is attached.

15.     A staff workshop took place in August to consider how to improve civic engagement with the ethnic community. Further workshops have been scheduled to progress this further. Notes and additional guidance from that initial workshop are attached.

16.     Feedback from the Ethnic People’s Advisory Panel on these draft guidelines and on other issues to consider would be welcome.

Consideration

Local board views and implications

17.     An initial discussion took place with the Local Board Chairs Forum on 28 April 2014. Local board members were invited to a workshop to discuss aspects of the draft policy on 22 August and workshops are taking place with many individual local boards. 

18.     Formal feedback has also been requested on the draft policy.

Māori impact statement

19.     Auckland Council recognises that Māori are a critical / important audience that needs to be engaged in a meaningful way.

20.     The Treaty of Waitangi Audit 2012 and the Auckland Council Guide on Engaging with Māori were reviewed during the development of the draft policy to give effect to the council’s Māori Responsiveness Framework. The draft policy was presented to the Independent Māori Statutory Board for discussion and feedback. The results of a recent research study on Māori engagement with Auckland Council will be considered prior to finalising the draft policy and to identify improvements with the engagement guidelines.

21.     Discussions on the draft policy and guidelines will also take place at a Mana Whenua forum during the consultation period.

Implementation

22.     Auckland Council does not currently have an adopted engagement policy. It does however have:

·        a consultation and engagement guidebook

·        a guide on engagement with Māori

·        a staff training programme in community engagement through the International Association of Public Participation (IAP2)

·        an internal network which is used to share case studies

·        an annual awards event to celebrate good practice.

23.     Further work is taking place to improve the guidance that is available, in particular with respect to engaging with Auckland’s culturally and demographically diverse communities.

 

 

Attachments

No.

Title

Page

aView

Draft Significance and Engagement Policy

11

bView

Draft engagement guidelines for the Ethnic community

29

      

Signatories

Authors

Carol Hayward - Senior Specialist Engagement & Consultation

Authorisers

Karl Ferguson - Communication & Engagement Director

Anaru Vercoe - Manager, Community Policy & Planning

 


Ethnic Peoples Advisory Panel

15 October 2014

 

 



















Ethnic Peoples Advisory Panel

15 October 2014

 

 








Ethnic Peoples Advisory Panel

15 October 2014

 

 

Auckland Regional Migrant Service Trustee Appointment Committee Request - Endorsement of Ethnic Peoples Advisory Panel's Chairperson's Recommendations

 

File No.: CP2014/22944

 

  

Purpose

1.       To note the request received from the Auckland Regional Migrant Service (ARMS) Trustee Appointment Committee (TAC).

2.       To endorse the recommendations made to the ARMS Trustee Appointment Committee by the Ethnic Peoples Advisory Panel (EPAP) Chairperson.

Executive summary

3.       On the 18 of September 2014, the Principal Advisor Panels received a request from the Chief Executive of ARMS, Dr Mary Dawson, for EPAP to recommend two or three persons from which the ARMS TAC Chair would choose one to join the TAC.

4.       The ARMS Chief Executive advised as follows:

i)        The ARMS TAC is a group of people independent of the ARMS Trust Board who are appointed to carry out the function of appointing new trustees to the ARMS Trust Board.

ii)       The TAC is typically convened every 3 years towards the end of the Trustees’ term of appointment, or as and when vacancies arise (the ARMS Board now has 2 – 4 vacancies to be filled).

iii)      The Auckland Council EPAP is one of the three bodies that are required by the ARMS Trust Deed to provide a suitable member to ARMS TAC. This is done by EPAP recommending 2 – 3 names (not necessarily members of that entity) from which the ARMS TAC Chair chooses one person. This is to ensure that the composition of the TAC does not lean towards any particular ethnic background or gender.

iv)      In the past, Asoka Basnayke has been the member of the TAC representing EPAP.   However, given that there is now a new EPAP, the TAC Chair requested that a set of 2 – 3 names be provided to her from which one person will then be appointed to the TAC.

5.       Other relevant information is as follows:

·    The TAC process usually involves three meetings usually held over 4 – 6 weeks, starting at the end of September/beginning of October;

·    Meetings are likely to be held late pm/early evening;

·    Members need to be able to make themselves available for each meeting and possibly for some reading in between;

·    Modest reimbursement is provided for meeting time and travel if required;

·    TAC members need to have experience of:

the role of governance

shortlisting and interviewing of candidates

good analytical skills

appreciation of the role of ARMS Trust

Migrant background of some kind

6.       Considering that the timeframe provided by ARMS required the recommendations to be made before the 15 October EPAP meeting, the Principal Advisor Panels requested that the EPAP Chairperson made the recommendations on behalf of the Panel.

7.       This report informs the panel of the recommendations made by the EPAP’s Chairperson to the ARMS TAC Chair, and requests the panel note and endorse those recommendations.

 

 

Recommendation/s

That the Ethnic Peoples Advisory Panel:

a)      Note and endorse the following recommendations made by the Ethnic Peoples Advisory Panel’s Chairperson to the Auckland Regional Migrant Service Trustee Appointment Committee Chair:

i)        Anita Keestra

ii)       Dave Tomu

iii)      Asoka Basnayake

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Rita Bento-Allpress - Democracy Advisor

Authorisers

Bruce Thomas - Principal Advisor Panels

Anaru Vercoe - Manager, Community Policy & Planning

 


Ethnic Peoples Advisory Panel

15 October 2014

 

 

Ethnic Peoples Advisory Panel - Work Programme Update

 

File No.: CP2014/23003

 

  

Purpose

1.       This update allows the panel to note and discuss the progress of its work programme.

2.       It also presents the work programmes of the Pacific Peoples, Seniors and Youth advisory panels so the panel can discuss opportunities for integration and alignment of the different work programmes, as required in the panels’ terms of reference.

 

Recommendation/s

That the Ethnic Peoples Advisory Panel:

a)      receive the work programme of the Pacific Peoples, Youth and Seniors Advisory Panels

b)      discuss opportunities for integration, alignment and collaboration between its work programme and that of the other panels.

 

Comments

3.       The Governing Body at its meeting on Thursday 19 December 2013 resolved to establish five demographic panels for this term of council (GB/2013/160). The terms of reference for the panels require an annual work programme to be ratified by the Regional Strategy and Policy Committee.

4.       The work programme for the Youth Advisory Panel has been put on the agenda for approval of the Regional Strategy and Policy Committee at its meeting on Thursday 9 October 2014.

5.       The Ethnic Peoples, Pacific Peoples and Seniors Advisory Panels work programmes have already been ratified. These work programmes have been updated with standardised and more consistent terminology and are attached to this report.

6.       As the membership of the Disability Advisory Panel is currently under review their work programme will not be developed until the end of the year.

7.       Wherever possible, the annual work programme for each panel is to be integrated with that of other panels. With the majority of the work programmes complete, the work programmes can now be shared so panels can be aware of the priorities of others and discuss opportunities for integration, alignment and collaboration. This will assist staff when reporting to two or more panels and may lead to collaborative projects between panels. There may also be opportunities for a combined summit.

 

 

 

 

 

 

 

 

 

8.       Below is a table of the key priorities of the panels.

 

Seniors

Ethnic Peoples

Pacific Peoples

Youth

Inclusiveness

Engagement

Engagement

Youth Voice

Housing

Community Grants

Capacity Building

Hauora Tamaki Makaurau

Transport Accessibility

Community Facilities

The Southern Initiative

Rangatahi

Urban Design

Community Development

Social Development

 

Connecting Aucklanders

Health and Safety

Children and Young Persons

Children and Young Persons

Youth Employment

 

 

Arts and Culture

Auckland Environment

 

 

Economic Development

 

Consideration

Local board views and implications

9.       Having their work programmes confirmed Local Boards will be able to identify areas of common interest in terms of their Local Board plans.  Local boards may seek advice from the panels.

Māori impact statement

10.     The panels work programme may overlap with the council’s Māori responsiveness objectives.

Implementation

11.     The panels are beginning to implement their work programmes.

 

 

Attachments

No.

Title

Page

aView

Ethnic Peoples Advisory Panel - Updated Work Programme

41

bView

Youth Advisory Panel - Draft Work programme

45

cView

Pacific Peoples Advisory Panel -Work Programe

47

dView

Seniors Advisory Panel - Work Programme

49

     

Signatories

Authors

Bruce Thomas - Principal Advisor Panels

Authorisers

Marguerite Delbet - Manager Democracy Services

Anaru Vercoe - Manager, Community Policy & Planning

 


Ethnic Peoples Advisory Panel

15 October 2014

 

 


Ethnic Peoples Advisory Panel

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Ethnic Peoples Advisory Panel

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Ethnic Peoples Advisory Panel

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Ethnic Peoples Advisory Panel

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Ethnic Peoples Advisory Panel

15 October 2014