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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Monday, 30 November 2015

6.00pm

Reception Lounge Level 2
Level 2, Reception Lounge
Auckland Town Hall

301-305 Queen Street
Auckland

 

Rainbow Communities Advisory Panel

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Co-Chairperson

Jordon Harris

 

Co-Chairperson

Julie Radford-Poupard

 

Members

Moira Clunie

 

 

Mark Fisher

 

 

Audrey Hutcheson

 

 

Bruce Kilmister

 

 

Lexie Matheson

 

 

Duncan Matthews

 

 

Diana Rands

 

 

Merv Taueki-Ransom

 

 

Julie Watson

 

 

Aram Wu

 

 

(Quorum 6 members)

 

 

 

Katherine Wilson

Democracy Advisor

 

25 November 2015

 

Contact Telephone: 021 712 595

Email: katherine.wilson@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 developments 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.

 

 


Rainbow Communities Advisory Panel

30 November 2015

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Apologies                                                                                                                        5

2          Declaration of Interest                                                                                                   5

3          Confirmation of Minutes                                                                                               5

4          Extraordinary Business                                                                                                5

5          Election of chair or co-chairs of the Rainbow Communities Advisory Panel        7

6          ATEED and Auckland Council events update                                                         11

7          Modification of signage to accessible toilets in council office buildings             13

8          Big Gay Out, 2016                                                                                                        15

9          Rainbow Communities Advisory Panel proposed work programme for 2015/16 term                                                                                                                                       17

10        Member reports and updates                                                                                     21 

11        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 Rainbow Communities Advisory Panel:

a)         confirm the ordinary minutes of its meeting, held on Monday, 2 November 2015, 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.”

 

 

 


Rainbow Communities Advisory Panel

30 November 2015

 

 

Election of chair or co-chairs of the Rainbow Communities Advisory Panel

 

File No.: CP2015/18573

 

Purpose

1.       To agree on the election process and elect a chair and deputy chair or two co-chairs of the Rainbow Communities Advisory Panel.

Executive Summary

2.       Following the induction of all Rainbow Advisory Panel members on 21 September 2015, either one chair and one deputy chair or two co-chairs will be elected for the remainder of the term beginning 21 September 2015, until the end of the electoral term in 2016, as decided by the Rainbow Communities Advisory Panel (the panel).

3.       The panel must decide whether the election will be conducted by open or closed ballot, and choose a voting system. Staff recommend that the panel adopt one of the two voting systems outlined in the Local Government Act 2002 (explained at paragraphs 10 and 11 of this report).

4.       Once the panel has made these decisions, the liaison councillor, Cr Cathy Casey, will lead the process for the election of the chair.

Recommendation/s

That the Rainbow Communities Advisory Panel:

a)      decide whether a chair and deputy chair or two co-chairs will be elected to the panel.

b)      decide whether the election will be carried out by open or closed ballot.

c)      decide whether the election will be carried out via voting system A or voting system B (as described in Schedule 7, Clause 25 of the Local Government Act 2002).

d)      elect either a chair and deputy chair or two co-chairs for the Rainbow Communities Advisory Panel.

Comments

5.       On 27 August 2015, the Governing Body endorsed staff’s recommendation and elected Jordan Harris and Julie Radford-Poupard as co-chairs for the interim and inaugural Rainbow Communities Advisory Panel meeting. (Resolution number: GB/2015/95)

6.       There is no provision for proxy voting. Only members present may nominate and vote for the chair. Candidates may vote for themselves.

Open or closed ballot

7.       The panel can choose to elect one chair and one deputy chair or two co-chairs by a show of hand, which is an open ballot, or by writing their preference on a ballot paper, which is a closed ballot.

Voting system

8.       The panel is required to choose a preferred voting system.

9.       The recommendation of staff is for the panel to undertake the election in accordance with Schedule 7, Section 25 of the Local Government Act 2002, and to choose one of the two systems that can be used to elect chairs of regional councils and other committees. The two systems are described in the Local Government Act 2002, Schedule 7, Sections 25(3) and 25(4) as below:

10.     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.

11.     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 one round of voting; and

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

Voting procedure at the meeting

12.     The meeting will proceed as follows:

a)      The acting co-chairs will call the meeting to order and deal with apologies and the initial procedural items on the agenda.

b)      The first item of substantive business will be the election of chair.

c)      The acting co-chairs will vacate the chair and the meeting will be chaired by Liaison Councillor, Cr. Cathy Casey, assisted by the lead officer and the democracy advisor.

d)      The Liaison Councillor will call for a decision on whether the panel will elect a chair and deputy chair or two co-chairs.

e)      The Liaison Councillor will call for a decision on whether the ballot will be open or closed. This will be by voice or show of hands.

f)       The Liaison Councillor will then call for a decision on the voting system. Once a member moves one of the systems and is seconded, it will be put to the vote. Again a decision will be by voice or show of hands.

g)      The Liaison Councillor will call for nominations for either the chair and deputy chair or two co-chairs. Each candidate must be nominated and seconded by a panel member who is present.

h)      If there are only two nominees those people will be declared elected and will assume either the role of chair and deputy chair or co-chairs.

i)        If there are more than two candidates, an election will take place using the voting system agreed earlier.

j)        If it is closed voting, the democracy advisor will undertake the vote, scrutineered by the liaison councillor.

k)      The meeting will then continue onto the next item of business, with the elected chair or co-chairs resuming their respective roles.

Consideration

Local Board views and implications

13.     There are no local board implications.

Māori impact statement

14.     There are no items in this report which impact on matters of significance for Māori.

Implementation

15.     The elected chair will resume their respective roles.

 

Attachments

There are no attachments for this report.     

Signatories

Author

Katherine Wilson - Democracy Advisor

Authorisers

Austin Kim - Principal Advisor Panels

James Hassall - Lead Officer Support

 


Rainbow Communities Advisory Panel

30 November 2015

 

 

ATEED and Auckland Council events update

 

File No.: CP2015/25192

 

Purpose

1.       To provide the Rainbow Community Advisory Panel with a presentation on community presence events run by ATEED and Auckland Council.

Executive Summary

2.       Graham Rouse, Manager Event Design and Development from ATEED will provide a presentation to the Rainbow Communities Advisory Panel on upcoming community events organised by ATEED.

3.       David Burt, Manager Events from Auckland Council will provide a presentation to the Rainbow Communities Advisory Panel on upcoming community events organised by Auckland Council.

Recommendation/s

That the Rainbow Communities Advisory Panel:

a)      receive and thank Graham Rouse, Manager Event Design and Development, ATEED for his presentation.

b)      receive and thank David Burt, Manager Events, Auckland Council for his presentation.

Attachments

There are no attachments for this report.    

Signatories

Author

Katherine Wilson - Democracy Advisor

Authorisers

Austin Kim - Principal Advisor Panels

James Hassall - Lead Officer Support

 


Rainbow Communities Advisory Panel

30 November 2015

 

 

Modification of signage to accessible toilets in council office buildings

 

File No.: CP2015/24774

 

Purpose

1.       To seek the Panel’s advice as a pilot programme to retrofit a potential new signage of the accessible toilets in council buildings.

Executive Summary

2.       Auckland Council is considering a new signage of the accessible toilets in council buildings including 135 Albert street and Bledisloe House to expand the use of the accessible toilets to the following groups:

· wheelchair users

· crutch and walking stick users

· people who are intersex, transgender and transsexual

· pregnant women

· people with babies or children

· people with an assist dog.

3.       A proposed process will include a consultation and engagement process with council employees regarding the modification of the accessible toilet signage in council buildings. A new pictogram will be considered to replace the current signage of accessible toilets.

Recommendation/s

That the Rainbow Communities Advisory Panel:

a)      provide advice and feedback on the proposal

b)      support the proposal

Attachments

There are no attachments for this report.     

Signatories

Authors

Julian Gonzalez, Workspace Business Partner

Austin Kim - Principal Advisor Panels

Authoriser

James Hassall - Lead Officer Support

 


Rainbow Communities Advisory Panel

30 November 2015

 

 

Big Gay Out, 2016

 

File No.: CP2015/25254

 

Purpose

1.       To establish a sub-committee to create a Rainbow Communities Advisory Panel stall at the Big Gay Out 2016 event.

Executive Summary

2.       The sub-committee will be made up of volunteers from the Rainbow Communities Advisory Panel to look into the possibility of creating a Rainbow Communities Advisory Panel stall at the Big Gay Out event on Sunday 14 February 2016 at Coyle Park, Pt Chevalier, Auckland.

3.       The sub-committee will work alongside Auckland Council staff and report back to the Rainbow Communities Advisory Panel on their progress.

Recommendation/s

That the Rainbow Communities Advisory Panel:

a)      agree on members names to form a sub-committee to liaise with Auckland Council staff over the December 2015 to February 2016 period around the opportunity of creating a Rainbow Communities Advisory Panel stall at the Big Gay Out 2016 event

b)      if an opportunity for a stall exists, agree that the sub-committee (in conjunction with Auckland Council staff) will have the delegation to design and create the stall for the Big Gay Out 2016 event.

Attachments

There are no attachments for this report.    

Signatories

Authors

Katherine Wilson - Democracy Advisor

Authorisers

Austin Kim - Principal Advisor Panels

James Hassall - Lead Officer Support

 


Rainbow Communities Advisory Panel

30 November 2015

 

 

Rainbow Communities Advisory Panel proposed work programme for 2015/16 term

 

File No.: CP2015/25249

 

Purpose

1.       To update the Rainbow Communities Advisory Panel with their amended proposed work programme for the 2015/16 term.

Executive Summary

2.       On Monday 2 November 2015, the Rainbow Communities Advisory Panel agreed to a draft work programme with amendments. Auckland Council staff have made the amendments discussed at the meeting and bring the proposed work programme to the panel for their information only (see Attachment A).

3.       The proposed work programme will be submitted to the Regional Strategy and Policy Committee for approval on 3 December 2015. Once adopted, the Panel can discuss their priorities of the work programme for the 2016 term.

Recommendation/s

That the Rainbow Communities Advisory Panel:

a)      receive the report.

Attachments

No.

Title

Page

aView

Rainbow Communities Advisory Panel's proposed work programme for the 2015/16 financial year

19

Signatories

Author

Katherine Wilson - Democracy Advisor

Authorisers

Austin Kim - Principal Advisor Panels

James Hassall - Lead Officer Support

 



Rainbow Communities Advisory Panel

30 November 2015

 

 



Rainbow Communities Advisory Panel

30 November 2015

 

 

Member reports and updates

 

File No.: CP2015/25248

 

Purpose

1.       To provide an opportunity for all members to update the Rainbow Communities Advisory Panel (the panel) on activities they have been involved in on behalf of the panel.

Executive Summary

2.       Panel members will have an opportunity at the conclusion of every meeting to update the panel on any activities they have done on behalf of the panel.

Recommendation/s

That the Rainbow Communities Advisory Panel:

a)      to receive a verbal update from members.

Attachments

There are no attachments for this report.    

Signatories

Author

Katherine Wilson - Democracy Advisor

Authorisers

Austin Kim - Principal Advisor Panels

James Hassall - Manager, Litigation & Regulatory