I hereby give notice that an ordinary meeting of the Māngere-Ōtāhuhu Local Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 23 November 2016

5:00pm

Māngere-Ōtāhuhu Local Board Office
Shop 17B
93 Bader Drive
Māngere

 

Māngere-Ōtāhuhu Local Board

 

OPEN ADDENDUM AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Lemauga Lydia Sosene

 

Deputy Chairperson

Togiatolu Walter Togiamua

 

Members

Tauanu’u Nick Bakulich

 

 

Carrol Elliott, JP

 

 

Makalita Kolo

 

 

Tafafuna’i Tasi Lauese, JP

 

 

Christine O'Brien

 

 

(Quorum 4 members)

 

 

 

Janette McKain

Local Board Democracy Advisor

 

17 November 2016

 

Contact Telephone: (09) 262 5283

Email: janette.mckain@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 

 


Māngere-Ōtāhuhu Local Board

23 November 2016

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

  

24        Local Board Appointments - Mangere-Otahuhu Local Board                                 5   

 

    


Māngere-Ōtāhuhu Local Board

23 November 2016

 

 

Local Board Appointments - Mangere-Otahuhu Local Board

 

File No.: CP2016/22690

 

  

 

Purpose

1.       To appoint members of Māngere-Ōtāhuhu Local Board to represent the board at groups, meetings and activities relevant to the work of the local board.

Executive summary

2.       Elected members participate as representatives of the local board on a number of internal, external, community and national organisations.

3.       The beginning of the new electoral term generates the need for new appointments. This report provides details of the external organisations relevant to the local board and requests that the local board nominates members to represent the board for the 2016-2019 triennium.

4.       There are a small number of appointments due to legislation or the terms in a deed are the responsibility of the governing body, but because the relationship between the council and the organisation is local, the governing body has delegated its responsibility to nominate an elected member to the relevant local board.

Local board leads

5.       In the previous electoral term the Māngere-Ōtāhuhu Local Board changed its approach from having stand-alone portfolios to grouping or clustering these together to monitor the board’s work programme and to consider and progress emerging issues.

6.       Staff advice for this electoral term is to bring work programme related matters into workshops. Workshops provide a forum for all local board members to ask questions, test advice and develop ideas with staff. This enables all board members to have an overview and collective understanding of local board matters. Such an approach brings a cross-board perspective to issues, it avoids portfolio boundary issues, it provides for a more structured approach to work programme discussions and enables effective use of staff time.

7.       Māngere-Ōtāhuhu Local Board has indicated that it would still like to share workload and responsibility between local board members, so the staff recommendation is for a slightly changed approach to Local board leads based on the local board’s work programme structure. Local board leads will as a contact for departments to work with to gain guidance and to run ideas past, be a contact for other board members and the community for input on new ideas or issues, act as a champion in full board workshops and meetings for relevant matters, and communicate progress back to full local board.

 

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a)      Appoint the following board members to represent the board as follows:

Organisation

 

Lead

Alternate

Community Impact Forum for Kohuora Corrections Facility

 

 

Mangere Bridge BID

 

 

Mangere Town Centre BID

 

 

Mangere East Village BID

 

 

Otahuhu Commercial Association BID

 

 

South Harbour Business Association BID

 

 

Aircraft Noise Community Consultative Group

 

 

Tamaki Estuary Environmental Forum

 

 

Youth Connections South Local Governance Group (3 members, 1 alternate)

 

 

Maori input into local board decision-making political steering group (1 lead, 1 alternate)

 

 

Te Pukaki Tapu O Poutukeka Historic Reserve & Associated Lands Co-Management Committee

 

 

Local Board Leads                                                  

Infrastructure and Environmental Services lead

 

 

 

Community Facilities lead

 

 

 

Arts, Community and Events lead

 

 

Parks, Sport and Recreation lead

 

 

Libraries and Information Services lead

 

 

Local planning and heritage lead – includes responding to resource consent applications on behalf of board

 

 

Transport lead

 

 

Economic development lead

 

 

 

b)      Delegates to the relevant Local Board Lead to exercise any residual portfolio power or role conferred in any council document, policy, resolution or work programme.

c)      Delegates to the Youth Connections South Local Governance Group to make all decisions for the youth connections project, including budget and work programme approval.  The local board requests the members to report any major issues or celebrations to the board for information.

 

 

Comments

8.       A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and responsibilities depending on the individual organisation.

9.       At the commencement of each triennium, the governing body and local boards recommend appointments to external organisations.

 

10.     As local board representatives, the nominated members represent the board, not in a personal capacity.  Board members will provide updates at local board workshops and meetings to keep the board regularly informed of discussions in their activity area unless good reasons exist for confidentiality, and these updates also include the use of business meeting reports which maintain public transparency.

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

·    a trust deed, that requires Auckland Council to make an appointment to an organisation

·    an organisation of interest to the local board is inviting elected member representation at its meetings

·    associations entered into by the council which provide for elected member representation

·    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) or

·    a resource consent requiring the formation of a committee or hearing panel

12.     In making decisions about these appointments, it is suggested that local boards are mindful of:

·    the elected members availability

·    any conflict of interests, including whether the local board provides funding to the entity

·    relevance

·    historical relationship with the organisation and Auckland Council

13.     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 cancelled.

14.     Board members may be part of any organisation in their private capacity and personal interests and are encouraged to disclose memberships to external organisations in the conflict of interest register.

15.     The details of the organisations relevant to the local board are detailed below.

 

Community Impact Forum for the Kohuora Auckland South Corrections Facility

16.     The local board is asked to appoint one member (and an alternate) to the Community Impact Forum for the Kohuora Auckland South Corrections Facility (previously Wiri Men's Prison.)

17.     The purpose of the Community Impact Forum is to provide a forum for community and stakeholder involvement through which any issues of community interest or concern can be raised and responded to.  The key focus for the forum is to consider the effects of the Kohuora Auckland South Corrections Facility and Auckland Region Women’s Corrections Facility on the community. Refer to attachment A for more information about the CIF’s terms of reference and purpose.

18.     The previous local board representative was Member O’Brien.

19.     The next Community Impact Forum meeting is scheduled for Wednesday 14 December, 3.30pm – 5.30pm at Auckland South Corrections Facility (Community Building outside the wire), 21 Kiwi Tamaki Rd, Wiri.

 

 

Business Associations

20.     There are 48 Business Improvement District partnership programmes operating within the Auckland region. The five Business Improvement Districts (BIDs) operate in the Māngere-Ōtāhuhu are:

-     Otahuhu Commercial Association Inc.

-     Mangere Town Centre Business Association

-     South Harbour Business Association

-     Mangere Bridge Business Association

-     Māngere East Village Association

21.     Each BID is operated by an incorporated society (business association), governed by an executive committee.  The rules of each business association provide for the executive committee to invite a local board representative onto the executive committee. The discretion on whether this member has voting rights will lie with the business association under the rules of their constitution.

22.     The local board therefore has an opportunity to nominate a board member to represent it with each business association.  In the past two terms, the board has nominated representatives and alternates for each of the five business associations. 

23.     The role of the local board representative is to work with the business associations to align the direction for the BID programme and local priorities expressed in the local board plan. The local board should receive regular reporting on the BID programme and review progress against objectives.

24.     The local board has a varying day-to-day relationship with the business associations.  All the business associations play a significant role in the local community and economy, and it is important for the board to interact with them.

25.     It is recommended that the local board appoints a local board member for each business association to represent the local board regarding all matters relating to the business association.  The board might consider whether alternates are needed, given that in recent times alternates seem to have played only a minor role at most.

Tamaki Estuary Environmental Forum

26.     The Tamaki Estuary Environmental Forum is an informal liaison group involving local board and community representatives.  It meets regularly, usually quarterly. The board have had interest in the group because part of the estuary is within the board’s administrative boundaries and a local board plan outcome area on preserving and protecting the local natural environment.

Manukau Harbour Forum

27.     A separate report to the board will discuss appointments to the Manukau Harbour Forum.

 

Youth Connections South Local Governance Group

28.     On 14 May 2012, Auckland Council launched a new initiative called Youth Connections across Auckland, in collaboration with the Mayor’s Taskforce for Jobs, the Tindall Foundation, Auckland Airport Community Trust and several other key stakeholder organisations.

29.     In June 2012, the Māngere-Ōtāhuhu and Ōtara-Papatoetoe decided to work collaboratively in the governance and delivery of the Youth Connections project. A local governance group, consisting of three members from each board, was set up. 

 

30.     In November 2013, both the local boards reconfirmed their support of Youth Connections and requested that the Terms of Reference be updated.  The members representing the Māngere-Ōtāhuhu Local Board were Members Sosene, O’Brien and Bakulich.  Updated Terms of Reference were approved by the board in March 2016 (see attachment B).

31.     The terms of reference provide for each local board to appoint three members and one alternate to the Youth Connections South Local Governance Group (LGG). It is recommended that the board appoint the full complement of members and alternate for the new term.

32.     In the last term, the LGG often struggled to achieve a quorum for its meetings.  When considering appointment of members for the next term, it is recommended that the availability and capacity of members to attend meetings be considered.

33.     Last term, the board also renewed a delegation to the members of the LGG to make all decisions for the youth connections project, and it is recommended that this be renewed, to maintain the efficiency of the LGG.  Part of the budget of the LGG is money allocated by each of the local boards, and this part of the budget will be decided annually by the local boards.  The delegated authority of the LGG relates to the use of the money it receives from all sources, including the boards and philanthropic funders.

Maori input into local board decision-making – Political Steering Group

34.     In 2014 four Auckland Council southern local boards, Māngere-Ōtāhuhu, Manurewa, Ōtara-Papatoetoe and Papakura sought to engage with Māori to explore how they can best meet statutory obligations and to improve relationships with Māori. 

35.     A working group consisting of mana whenua and local board representatives was formed to explore what they have in common, what is important to each about this and why, and how through real collaboration they might make positive outcomes for all Māori and non-Māori alike. In February 2015 the board appointed Member Togiamua to a political steering group on Māori input into local board decision-making

36.     In September 2016 the boards received a progress report.  At that time the board resolved to support continuation of the work in the new term.

Te Pukaki Tapu O Poutukeka Historic Reserve & Associated Lands Co-Management Committee

37.     Te Pukaki Tapu o Poutukeka Historic Reserve and Associated Maori Lands Co- management Agreement was signed on 19 October 2010. The co-management agreement was underpinned by, and was an extension to The Relationship Agreement between Te Aakitai (Pukaki Marae) and Manukau City Council 2004. The co-management agreement sets out how Pūkaki Marae and Auckland Council will work together and share the responsibility for co-managing Te Pūkaki Tapu o Poutukeka Historic Reserve.

(Refer to reportThe creation of a permanent access to the Pukaki Urupa and  Auckland Council's historic reserve’, Mangere-Otahuhu Local Board, business meeting, 17 August 2016). 

38.     In the last two terms Member Togiamua represented the board on the management committee.

Local Government New Zealand

39.     In the last term the board appointed Member O’Brien. Costs to attend are a constraint.  This term, Auckland Council representative numbers are reducing, and local boards together will discuss having a reduced number of representatives from Auckland Council. 

40.     It is anticipated that the regional Local Board Chairs’ Forum will consider representatives in this term.  Meetings take place four times a year and the venue for meetings is shared across the entire Zone One area.

41.     It is recommended that the board make no appointment for Local Government New Zealand at this stage, and leave it to the Chair to participate in the chairs’ forum considerations.

Miscellaneous roles

42.     There are many community groups, not mentioned above, that have occasional interactions with the board.  Often the interactions will be mainly a matter of information-sharing.

43.     Where an issue emerges that requires a greater response from the board, the board can take the load off the Chair by allocating responsibility to a Local board lead or working party to address the issue.

Local board leads

44.     In the previous electoral term the Māngere-Ōtāhuhu Local Board changed its approach from having using stand-alone portfolios to grouping or clustering these together to monitor the board’s work programme and to consider and progress emerging issues.

45.     Staff advice for this electoral term is to bring work programme related matters into workshops. Workshops provide a forum for all local board members to ask questions, test advice and develop ideas with staff. This enables all board members to have an overview and collective understanding of local board matters. Such an approach brings a cross-board perspective to issues, it avoids portfolio boundary issues, it provides for a more structured approach to work programme discussions and enables effective use of staff time.

46.     Māngere-Ōtāhuhu Local Board has indicated that it would still like to share workload and responsibility between local board members, so the staff recommendation is for a slightly changed approach to Local board leads based on the local board’s work programme structure. Local board leads will as a contact for departments to work with to gain guidance and to run ideas past, be a contact for other board members and the community for input on new ideas or issues, act as a champion in full board workshops and meetings for relevant matters, and communicate progress back to full local board. It is envisaged that no new ideas or initiatives are progressed without being run by the full board.

47.     The main differences, apart from the change of name from portfolio to Local board lead are:

-     a very clear alignment to the board’s work programme

-     regularly bringing work programme related matters into workshops

-     a shift away from regular, structured meetings with minutes taken with officers outside of workshops

 

48.     A proposed structure for Local board leads is:

-     Infrastructure and Environmental Services

-     Community Facilities

-     Arts, Community and Events

-     Parks, Sport and Recreation

-     Libraries and Information Services

-     Local Planning and Heritage

-     Transport (Auckland Transport)

-     Economic Development

 

49.     Some existing council documents, including past board resolutions, work programmes and the council’s delegation protocols refer to portfolios in various contexts.  It is suggested that the relevant Local board lead be delegated to exercise any residual portfolio power or role under these documents.  Over time, these legacy documents will be updated.

Resource consents for local board comment

50.     The Resource Consents department of council sends resource consent applications to the board for comment.  These require a quick turn around with comments sent back to the department within a few days.  This cannot be conveniently handled by at a workshop or business meeting. In the last term Member Elliot was the lead. It is suggested that the Local planning and heritage lead be delegated the authority to respond on behalf of the board with comments on resource consent applications.

 

Aircraft Noise Community Consultative Group

51.     The Aircraft Noise Community Consultative Group was set up to consider, and where appropriate, make recommendations to Auckland International Airport Limited (AIAL), on aircraft noise issues and concerns that arise from the operation and activities at Auckland International Airport. It arose from AIAL‘s application to designate the second runway at the airport, and concerns about the aircraft noise implications. Six local boards with areas within the flight path, including Ōtara-Papatoetoe, appoint representatives and alternates to the Group. 

52.     Further information is at this link: 

https://corporate.aucklandairport.co.nz/corporate-responsibility/managing-aircraft-noise/being-a-good-neighbour/auckland-noise-community-consultative-group.

53.     The group meets three monthly between 2pm to 5pm.  The next meeting of the group has not been set.

54.     The previous local board representatives were Members Lauese and Bakulich (alternate).

55.     The local board is asked to appoint one member (and an alternate) to the Aircraft Noise Community Consultative Group.

Consideration

Local Board views and implications

56.     This report seeks the local board’s decision on representation of the board at groups, meetings and activities relevant to the work of the local board.

 

Attachments

No.

Title

Page

a

CIF's Terms of Reference and Purpose

13

b

Youth Connections South Local Governance Group - Terms of Refererence

15

      

Signatories

Authors

Rina Tagore - Senior Local Board Advisor

Authorisers

Carol McKenzie-Rex - Relationship Manager

 


Māngere-Ōtāhuhu Local Board

23 November 2016

 

 

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Māngere-Ōtāhuhu Local Board

23 November 2016

 

 

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