I hereby give notice that an ordinary meeting of the Governing Body will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 22 March 2018

9.30am

Reception Lounge
Auckland Town Hall
301-305 Queen Street
Auckland

 

Tira Kāwana / Governing Body

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Mayor

Hon Phil Goff, CNZM, JP

 

Deputy Mayor

Cr Bill Cashmore

 

Councillors

Cr Josephine Bartley

Cr Mike Lee

 

Cr Dr Cathy Casey

Cr Daniel Newman, JP

 

Cr Ross Clow

Cr Dick Quax

 

Cr Fa’anana Efeso Collins

Cr Greg Sayers

 

Cr Linda Cooper, JP

Cr Desley Simpson, JP

 

Cr Chris Darby

Cr Sharon Stewart, QSM

 

Cr Alf Filipaina

Cr Sir John Walker, KNZM, CBE

 

Cr Hon Christine Fletcher, QSO

Cr Wayne Walker

 

Cr Richard Hills

Cr John Watson

 

Cr Penny Hulse

 

 

 

 

 

 

 

 

(Quorum 11 members)

 

 

 

Sarndra O'Toole

Team Leader Governance Advisors

 

19 March 2018

 

Contact Telephone: (09) 890 8152

Email: sarndra.otoole@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 



Terms of Reference

 

Those powers which cannot legally be delegated:

 

(a)        the power to make a rate

(b)        the power to make a bylaw

(c)        the power to borrow money, or purchase or dispose of assets, other than in accordance with the long term plan

(d)        the power to adopt a long term plan, annual plan, or annual report

(e)        the power to appoint a chief executive

(f)        the power to adopt policies required to be adopted and consulted on under the Local Government Act 2002 in association with the long-term plan or developed for the purpose of the local governance statement

(g)        the power to adopt a remuneration and employment policy.

 

Additional responsibilities retained by the Governing Body:

 

(a)        approval of long-term plan or annual plan consultation documents, supporting information and consultation process prior to consultation

(b)        approval of a draft bylaw prior to consultation

(c)        resolutions required to be made by a local authority under the Local Electoral Act 2001, including the appointment of electoral officer

(d)        adoption of, and amendment to, the Committee Terms of Reference, Standing Orders and Code of Conduct

(e)        relationships with the Independent Māori Statutory Board, including the funding agreement and appointments to committees

(f)        approval of the Unitary Plan

(g)        overview of the implementation and refresh of the Auckland Plan through setting direction on key strategic projects (e.g. the City Rail Link and the alternative funding mechanisms for transport) and receiving regular reporting on the overall achievement of Auckland Plan priorities and performance measures.

 


Exclusion of the public – who needs to leave the meeting

 

Members of the public

 

All members of the public must leave the meeting when the public are excluded unless a resolution is passed permitting a person to remain because their knowledge will assist the meeting.

 

Those who are not members of the public

 

General principles

 

·         Access to confidential information is managed on a “need to know” basis where access to the information is required in order for a person to perform their role.

·         Those who are not members of the meeting (see list below) must leave unless it is necessary for them to remain and hear the debate in order to perform their role.

·         Those who need to be present for one confidential item can remain only for that item and must leave the room for any other confidential items.

·         In any case of doubt, the ruling of the chairperson is final.

 

Members of the meeting

 

·         The members of the meeting remain (all Governing Body members if the meeting is a Governing Body meeting; all members of the committee if the meeting is a committee meeting).

·         However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.

·         All councillors have the right to attend any meeting of a committee and councillors who are not members of a committee may remain, subject to any limitations in standing orders.

 

Independent Māori Statutory Board

 

·         Members of the Independent Māori Statutory Board who are appointed members of the committee remain.

·         Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

 

Staff

 

·         All staff supporting the meeting (administrative, senior management) remain.

·         Other staff who need to because of their role may remain.

 

Local Board members

 

·         Local Board members who need to hear the matter being discussed in order to perform their role may remain.  This will usually be if the matter affects, or is relevant to, a particular Local Board area.

 

Council Controlled Organisations

 

·         Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.

 

 

 


Governing Body

22 March 2018

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Affirmation                                                                                                                      7

2          Apologies                                                                                                                        7

3          Declaration of Interest                                                                                                   7

4          Confirmation of Minutes                                                                                               7

5          Petitions                                                                                                                          7  

6          Public Input                                                                                                                    7

7          Local Board Input                                                                                                          7

8          Extraordinary Business                                                                                                8

9          Notices of Motion                                                                                                          8

10        Updated Remuneration Policy                                                                                     9

11        Initial response of Auckland Transport to recommendations of the Governance Framework Review                                                                                                      23

12        Auckland Council Staff Policies - Principles and Standards                                 29

13        2018 Local Government New Zealand Conference and Annual General Meeting 43

14        Health, Safety and Wellbeing update                                                                        51

15        Appointing a replacement member to the Tūpuna Maunga o Tāmaki Makaurau Authority                                                                                                                                       61

16        Amendments to the Governing Body Terms of Reference                                    63

17        New appointments to the Youth Advisory Panel                                                   105

18        Summary of Governing Body information memos and briefings - 22 March 2018 121  

19        Consideration of Extraordinary Items 

PUBLIC EXCLUDED

20        Procedural Motion to Exclude the Public                                                               123

C1       CONFIDENTIAL:  New appointments to the Youth Advisory Panel                   123  

 


1          Affirmation

 

His Worship the Mayor will read the affirmation.

 

 

2          Apologies

 

An apology from Cr C Darby has 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 Governing Body:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 22 February 2018, including the confidential section, as a true and correct record.

 

 

5          Petitions

 

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

 

 

6          Public Input

 

Standing Order 7.7 provides for Public Input.  Applications to speak must be made to the Governance Advisor, in writing, no later than one (1) clear working day prior to the meeting and must include the subject matter.  The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.  A maximum of thirty (30) minutes is allocated to the period for public input with five (5) minutes speaking time for each speaker.

 

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

 

 

7          Local Board Input

 

Standing Order 6.2 provides for Local Board Input.  The Chairperson (or nominee of that Chairperson) is entitled to speak for up to five (5) minutes during this time.  The Chairperson of the Local Board (or nominee of that Chairperson) shall wherever practical, give one (1) day’s notice of their wish to speak.  The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.

 

This right is in addition to the right under Standing Order 6.1 to speak to matters on the agenda.

 

At the close of the agenda no requests for local board input had been received.

 

 

8          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.”

 

 

9          Notices of Motion

 

There were no notices of motion.

 

 


Governing Body

22 March 2018

 

 

Updated Remuneration Policy

 

File No.: CP2018/01666

 

  

Te take mō te pūrongo / Purpose of the report

1.       To approve changes to the council’s Remuneration Policy.

Whakarāpopototanga matua / Executive summary

2.       Governing Body adopted the current Remuneration Policy in 2014. The policy provides high-level guidance for all remuneration decisions made by the council. The policy is also supported by operational guidelines and policies.

3.       Under the Local Government Act 2002 (Schedule 7, section 36A) the policy must be reviewed every three years.

4.       This report recommends amending the policy to reflect updates that have occurred since it was introduced.

5.       In summary the updates include:

·    the principles contained in the policy including:

reference to the introduction of a living wage

a new principle of ‘contribution’ that makes clear there is a link between remuneration and an employee’s contribution to the council’s organisational strategy

·    better clarity of roles and responsibilities in relation to the policy, particularly to reflect the recent restructure to create the council’s People and Performance division. 

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      approve the changes to the Remuneration Policy 2018.

Horopaki / Context

6.       The Governing Body’s terms of reference include approval of a Remuneration Policy.

7.       Operational policies, processes, and guidance that support the Remuneration Policy are the responsibility of the director of People and Performance, approved by the council’s Executive Lead Team, as necessary.

8.       Remuneration is only one part of the council’s high-performance framework. The framework includes two other parts:

·    performance management

·    recognition.

The other parts of the high-performance framework are not addressed in this report.

Tātaritanga me ngā tohutohu / Analysis and advice

9.       The updated Remuneration Policy is at Attachment A. Changes since the previous version are marked-up in the version at Attachment B.


 

10.     The recommended changes include:

·    updating the principles upon which remuneration is based by:

adding the principle of contribution to make it clear that remuneration is linked to contribution to the council’s organisational strategy. This is critical to the council’s high-performance framework where the value added by employees towards the council’s strategic objectives will be rewarded. This is to encourage a higher level of engagement and better outcomes for Aucklanders.

adding the introduction of the living wage to the social equity principle. This reflects the adoption of the living wage which was part of the Annual Budget 2017/2018 (GB/2017/57). This ensures that council employees earning the least are able to work and make ends meet.

We have retained the principles of fairness and financial responsibility to reflect the importance of having a remuneration framework that is equitable but considers prudent spending.

·    clarifying roles as follows:

Governing Body approves the policy.

The Director of People and Performance is the policy owner and responsible for the development and implementation of associated guidelines, operational policies and processes. The Director is also responsible for monitoring the need for further changes to the policy.

The Chief Executive and Executive Lead Team negotiate the final salary increase. This includes taking into account feedback from stakeholders and financial and economic indicators. Our principle of fairness is implemented to keep our salaries market relevant.

Only managers with appropriate Delegated Financial Authority can approve an out of cycle salary increase (provided it is within the band level and not greater than 10 per cent). Any exceptions must be approved by the Executive Lead Team. This is to ensure robust measures are in place to control staff expenditure.

The Principal Remuneration Advisor, People and Performance, is involved in the approval of exceptions and coordinates all senior evaluations by Strategic Pay. The involvement of the advisor enables a fair and equitable view across the council with regards to jobs and salaries.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

11.     Approval of the Remuneration Policy sits with the Governing Body. Local boards have not been consulted.

Tauākī whakaaweawe Māori / Māori impact statement

12.     The New Zealand Institute of Economic Research report to the Independent Māori Statutory Board on Improving the Lives of Māori (November 2016) states that Auckland Māori incomes are in general 20 per cent lower than the Auckland average.

13.     The addition of social equity through a living wage is therefore likely to positively impact Māori.

Ngā ritenga ā-pūtea / Financial implications

14.     Approval of the recommended changes to the Remuneration Policy will not have additional financial implications.

15.     Financial implications for adopting the living wage were considered as part of the Annual Budget 2017/18 (refer to resolution number GB/2017/57).

Ngā raru tūpono / Risks

16.     The policy reduces risk as it makes responsibilities and controls for remuneration clear.

Ngā koringa ā-muri / Next steps

17.     The policy will be implemented and reviewed again in three years. It may be reviewed earlier if there are any significant changes that need to be made.

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Remuneration Policy 2018 - clean version

13

b

Remuneration Policy 2018 - marked up

17

      

Ngā kaihaina / Signatories

Author

Wendell DCunha, Remuneration Principal Advisor

Authorisers

Patricia Reade - Director People and Performance

Phil Wilson - Governance Director

Stephen Town - Chief Executive

 


Governing Body

22 March 2018

 

 


 


 


 


Governing Body

22 March 2018

 

 


 


 


 


 


Governing Body

22 March 2018

 

 

Initial response of Auckland Transport to recommendations of the Governance Framework Review

 

File No.: CP2018/02100

 

  

Te take mō te pūrongo / Purpose of the report

1.       To report back on Auckland Transport’s response to the recommendations of the Governance Framework Review in relation to Auckland Transport’s engagement with local boards.  This report back was directed by the Governing Body in September 2017 (GB/2017/117 refers). 

Whakarāpopototanga matua / Executive summary

2.       The Governance Framework Review began in 2016 to assess whether the Auckland Council governance model was working optimally to meet the aims of the Auckland governance reforms.  In September 2017 the Governing Body considered the recommendations of a political working party established to assess the Governance Framework Review conclusions. 

3.       The Governing Body passed a number of resolutions in relation to the role of Auckland Transport and local boards in place-shaping.  The Governing Body directed Auckland Transport to provide a formal response back to the Governing Body on these resolutions.

4.       At its 5 February 2018 meeting, the Auckland Transport board endorsed an initial range of responses to the Governing Body directives.  At that meeting, Auckland Transport noted the resolutions and confirmed a range of actions in response.

5.       Some of the actions were confirmed for immediate implementation.  These include endorsing the role of local boards in place-shaping and taking steps to ensure local board involvement in projects in their areas.

6.       Other actions will be implemented from now until June 2018.  These include working with local boards on prioritising projects within their areas and producing an annual engagement plan and work programme with each local board. 

7.       This report outlines those responses, which staff consider to be a good initial step towards improvement engagement with local boards.  The report recommends that Auckland Transport and council staff report back with further information in September 2018, alongside fourth quarter reporting to the Finance and Performance Committee.  

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      endorse Auckland Transport’s initial response to the Governance Framework Review resolutions of the Governing Body on 28 September 2017 (GB/2017/117, resolutions j) to s)), in respect of Auckland Transport’s engagement with local boards in relation to place-shaping

b)      request that Auckland Transport report back on further progress on responding to the Governance Framework Review resolutions ,as part of its fourth quarter report in September 2018, and thereafter annually as part of fourth quarter reporting

c)      direct Auckland Council staff to report back annually alongside fourth quarter reports on Auckland Transport’s compliance with the Governance Manual for substantive CCOs’ requirements for engagement with local boards and with the Governance Framework Review resolutions. 

 

 

Horopaki / Context

8.       The Governance Framework Review was begun in 2016 to review policies, processes, protocols and organisational support structures set up since amalgamation in 2010, and whether those structures were enabling the Auckland Council governance model to work optimally to meet the aims of the governance reforms. 

9.       In December 2016 the Governing Body received the Governance Framework Review final report and established a political working party to further consider and work through the recommendations from the report.

10.     In September 2017 the Governing Body considered the recommendations of the political working party.  These included a specific set of recommendations related to the role of Auckland Transport and local boards in place-shaping and directed Auckland Transport to provide a formal response back to the Governing Body on the directives relating to its role.

11.     At its 5 February 2018 meeting, the Auckland Transport Board endorsed an initial range of responses to the Governing Body directives.  This report outlines those responses and meets the report-back requirement directed in September 2017. 

Tātaritanga me ngā tohutohu / Analysis and advice

Responses of Auckland Transport

12.     The Governing Body resolutions requiring a response from the 28 September 2017 meeting, and the initial responses of Auckland Transport are set out in the table below.  The italicised words are directly from the Auckland Transport Board paper from 5 February 2018.

Resolution

Auckland Transport/ Auckland Council response/action

Implementation by

(j)  Endorse local boards’ critical role in local place shaping and Auckland Transport’s need to be guided by, and responsive to, local boards to enable them to give effect to this role

Ensure that all projects initiated by Auckland Transport consult with the relevant local board at the project concept formulation stage, to ensure local knowledge and local place-making aspirations are factored into project design. 

Immediate

(k)        Direct Auckland Transport to meet all requirements for local board engagement as set out in the Governance Manual for substantive council-controlled organisations

Produce an engagement plan and annual work programme for each local board and workshop this with them in June each year.

June 2018

(l)  Request that Auckland Council staff monitor Auckland Transport’s compliance with the requirements for local board engagement, as set out in the Governance Manual for substantive council-controlled organisations, and to report back to the Governing Body at least annually

Auckland Council staff propose to report on compliance at the same time fourth quarter reports are assessed at Finance and Performance Committee each year (September).

Annually in September, beginning September 2018

(m)    Direct Auckland Transport, in working with local boards, to:

i)        ensure that local boards have a strong governance role in determining the ‘look and feel’ of town centres and streetscapes, in line with their allocation of non-regulatory decision-making

Ensure that all projects initiated by Auckland Transport consult with the relevant local board at the project concept formulation stage, to ensure local knowledge and local placemaking aspirations are factored into project design. 

Immediate

ii)    improve co-ordination between local place-shaping projects, such as town centre upgrades, and its renewals programmes

Ensure that Auckland Transport works with local boards to deliver on place-making initiatives such as town centre upgrades by coordinating renewals due in these areas with the upgrade works. 

Immediate

iii)    provide more opportunities for local board direction on the prioritisation of minor traffic safety projects, with the exception of those which Auckland Transport considers are of critical safety importance

Seek recommendations from local boards as to which non-critical minor traffic safety projects could be prioritised in their areas. 

June 2018

iv)   be more responsive to local place-shaping initiatives in non-transport parts of the road corridor, including reducing or removing barriers to community place-making initiatives

Endeavour to assist local boards in utilising appropriate areas of non-carriageway road reserve as community spaces by minimising costs associated with the use of these spaces (e.g. event facilitation, community gardens, parklets, etc).

Immediate

v)    take direction from local boards on how and where to implement community-focused programmes

Take direction from local boards as to which community focused programmes Auckland Transport should offer in particular local board areas (eg. ‘kids learn 2 ride’, bike maintenance, Travelwise Schools initiatives, etc).

June 2018

vi)   provide a local work programme for each local board as soon as practicable each financial year

Produce an engagement plan and annual work programme for each local board and workshop this with them in June each year.

June 2018

(n)     direct Auckland Transport to report to the Governing Body annually on how it is meeting the directions given under recommendation (m)

 

Auckland Transport will report as part of the fourth quarter report to council each year. 

Annually in September, beginning September 2018

(o)     request that the review of accountability mechanisms for substantive council-controlled organisations, when considering direction under section 92(2) of the Local Government (Auckland Council) Act 2009, should include consideration of whether to direct substantive council-controlled organisations to act consistently with local board plans

 

Auckland Council staff are ensuring this is included in the s92(2) workstream, which is part of the wider CCO Accountability Review work programme. 

June 2018

(p)     request that officers report to the relevant governing body committee, through the 2018-2028 Long-term Plan process, on options for significantly increasing the Local Transport Capital Fund and the method of allocation of the fund

 

Council and Auckland Transport staff have undertaken workshops with all local boards on options for increasing the fund and its underlying distribution methodology. They have also discussed how Auckland Transport can better support boards to develop and assess projects to be funded. Boards will be providing formal feedback at their April business meetings, which will inform final advice to the Governing Body during the 2018-2028 Long-term Plan process in May.

Immediate, ongoing at present

(q)     direct Auckland Transport to implement a more systematic work programme approach with respect to the Local Transport Capital Fund to assist local boards to identify potential projects and make decisions

Council and Auckland Transport staff have undertaken workshops with all local boards on options for increasing the fund and its underlying distribution methodology. They have also discussed how Auckland Transport can better support boards to develop and assess projects to be funded. Boards will be providing formal feedback at their April business meetings, which will inform final advice to the governing body during the LTP process in May.

Immediate, ongoing at present

(r)      direct Auckland Transport to actively engage with governing body members (ward councillors) on transport projects and issues within their ward areas

Ensure councillors and local boards are kept fully and accurately informed about Auckland Transport activities in their areas, through pro-active communication and a variety of channels (e.g. briefings, workshops, newsletters, project updates). 

Immediate

(s)     direct Auckland Transport to provide a formal response on the directives contained within these approved responses to the Governance Framework Review within three months

Auckland Transport’s initial response was considered on 5 February 2018, which was the first available opportunity for the Auckland Transport Board to consider these issues. 

February 2018 Board report; March 2018 reported to committee (this report)

Commentary

13.     The focus of the resolutions is on achieving long-term improvements in engagement with local boards, and Auckland Transport’s responses are a good initial step to respond to the recommendations arising from the Governance Framework Review.  The Auckland Transport Board has fully endorsed the recommendations, and the next step is for the Auckland Transport organisation to begin the proposed actions. 

14.     In the time available, it would not have been possible for Auckland Transport to advance its response further, as the resolutions relate to developing engagement plans and work programmes with local boards, improving ongoing engagement, and prioritising proposals in the recently adopted local board plans.  These actions will take time to implement. 

15.     Staff anticipate that Auckland Transport will provide a further update on progress when fourth quarter reports are assessed by Finance and Performance Committee on 19 September 2018.  In particular, councillors will receive reports from Auckland Transport and council about the following matters:

·    confirmation that a local board engagement plan exists for all local boards, a work programme is in place for each local board, and that a workshop took place with each local board

·    examples of significant engagements with local boards on specific projects

·    confirmation from Auckland Council staff (specifically including those from Local Board Services and CCO Governance teams) that requirements of the Governance Manual for substantive CCOs have been met, with commentary provided about responsiveness of Auckland Transport to local boards. 

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

16.     Particular local boards have not been consulted on this issue.  However, the Local Board Services department of Auckland Council has reviewed Auckland Transport’s initial response to the Government Framework Review resolutions and its views are reflected in this report. 

Tauākī whakaaweawe Māori / Māori impact statement

17.     The 2016 Governance Framework Review did not specifically consider the governance or representation of Māori in Auckland. The relationship between the two political governance arms of Auckland Council and the Independent Māori Statutory Board was also out of scope.

18.     Therefore, impact for Māori through this process will be achieved where specific local board priorities affect Māori interests.

Ngā ritenga ā-pūtea / Financial implications

19.     There are no financial implications.  The increased engagement required from Auckland Transport with local boards is being met from existing budgets. 

Ngā raru tūpono / Risks

20.    

Risk

Mitigation

The possibility that Auckland Transport will not be able to meet the expectations of the Governance Framework Review recommendations

Monitoring by the CCO Governance team and Local Board Services to ensure that improvements in local board engagement are occurring

 

Ngā koringa ā-muri / Next steps

21.     Auckland Transport will continue to implement the actions for immediate action.  A report-back on progress will be included as part of fourth quarter reporting in September 2018. 

 

Ngā tāpirihanga / Attachments

There are no attachments for this report.    

Ngā kaihaina / Signatories

Author

Edward Siddle - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Phil Wilson - Governance Director

Stephen Town - Chief Executive

 


Governing Body

22 March 2018

 

 

Auckland Council Staff Policies - Principles and Standards

 

File No.: CP2018/02626

 

  

Te take mō te pūrongo / Purpose of the report

1.       To brief the Governing Body on the update of staff policy covering sensitive expenditure. This is part of a wider programme that also covers other areas such as privacy and health and safety, that are not covered in this committee report; and

2.       To seek the endorsement of an Auckland Council group money and assets/sensitive expenditure principles and standards group policy.

Whakarāpopototanga matua / Executive summary

3.       The council has completed a review of its staff behavioral policies. It has led to a new cohesive, consolidated, principle-based approach. It is referred to as the Do the Right Thing project (Our Charter).

4.       The framework and the six supporting foundation policy principles are shown in the attached diagram (Attachment A).  These will be supported by more detailed guides and process documentation.

5.       It is expected that the high-level principles and associated group standards will apply across the council group. This is in accordance with the Mayoral Letter of Expectations from December 2017 and the Council Controlled Organisation Accountability Policy of February 2018 [GB/218/23 refers].

6.       The process to develop group-wide policy and standards concerning money and assets and sensitive expenditure is now complete. Further discussions with the CCOs on the remaining five  areas will be completed in the next few months.

7.       In accordance with the Governing Body resolution concerning group policies [GB/217/43 refers], the attached group policy (principles and standards) is recommended for endorsement (Attachment B). All the substantive CCOs have agreed in principle to the attached group policy.

8.       Policies for elected members and CCO board members, operational matters and external facing policies are outside scope and are not affected by Our Charter.

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      note the Auckland Council initiative to develop Our Charter for council staff and a group approach to behavioural policies

b)      endorse the Auckland Council Group money and assets/sensitive expenditure policy (principles and standards).

Horopaki / ContextBackground to the development of Our Charter

9.       The council has over 200 staff corporate policies relating to a wide range of behaviours.  These include sensitive expenditure, health and safety, to privacy.

10.     Council policies are developed and owned by individual divisions. The CCOs each have their own suite of policies. There is currently no council family approach to corporate policies.

11.     The policies are lengthy documents that combine strategy, policy, rules, procedure and guidance. These can be complex and do not maximize our ability to consistently make good decisions and judgements.

12.     Our current policies have largely been drafted to cover scenarios and provide ‘rules’. Our experience is that this has proven sub-optimal. The prescriptive rules-based approach does not empower our people and can limit good judgement.

Tātaritanga me ngā tohutohu / Analysis and advice

13.     The scope of the project was intentionally comprehensive to enable a consolidated, simplified and fit for purpose framework.  It included the policies that apply to all staff (excluding elected members and CCO board members) that set the expectations for behaviours.  Policy areas include money and assets (including sensitive expenditure), health, safety and wellbeing, information and security, Te Tiriti o Waitangi, employee experience, customer service and general staff conduct.

14.     Policies for elected members (e.g. elected member expense policy), CCO board policies, external facing policies, operational policy and requirements set by law are outside the scope of the project.

15.     On 27 April 2017, Governing Body resolved to have the council and CCOs agree a group wide policy on sensitive expenditure.  This work has been included as part of the comprehensive review and is presented to the Governing Body for endorsement.

16.     Further background information is summarised in Attachment C.

Group policy for money and assets/ sensitive expenditure

17.     The group standard provides guidance for staff across the entire group. The principles support probity and financial prudence. They enable good judgement and provide clarity about council’s standards of behaviour.

18.     The attached standard applies to all council group staff (Attachment B).

19.     The group standard covers the following topics:

a)      fraud, dishonesty or illegal behavior

b)      conflicts of interest

c)      gifts, entertainment and hospitality

d)      travel and accommodation

e)      purchase cards (P-cards)

f)       purchase orders

g)      spending money.

20.     The high-level standards and principles will be supported by detailed guides and process documentation for staff and people leaders. It will also be provided at induction, training and other embedding activities for staff.

Development Process

21.     The group sensitive expenditure policy has been developed following the good practice guides of the Auditor General. It aligns with the Controller and Auditor General Guidelines for controlling sensitive expenditure for public entities 2007.  It adopts the recommended principles based approach while setting clear expectations for staff to enable good judgement and decision-making.

22.     The development has been a collaborative effort involving CCO representatives, current policy owners from within council group, leadership, unions and staff to ensure it is fit for purpose and will enable the desired behaviors and culture. A working group made up of representatives and experts from all the CCOs and council engaged over four months to develop the policy standards and principles.


 

23.     The development of the proposal has also involved a benchmarking and analysis of existing council group policies against central government, including the IRD, Ministry of Social Development and NZ Police, and other local authorities.  These organisations have also adopted a principle-based approach with comparable frameworks and rules.

24.     The CCOs will develop and maintain tailored guidance in accordance with the overarching group standards and principles. Council is also developing detailed guidance contained in guides and processes. These will be shared across the group.

25.     The principles and standards have been considered by the CCOs and boards and they have agreed in principle to the group policy approach (Attachment B).

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

26.     Local boards views have not been sought in relation to Our Charter.

Tauākī whakaaweawe Māori / Māori impact statement

27.     The Our Charter design and development process has involved representatives and specialist advisors from Te Waka Angamua.

28.     The council’s commitments to and obligations to Māori and Māori responsiveness have been recognised as a critical part of achieving the goal to have great people who have confidence and competence to do the right thing for Aucklanders.  Our Charter will support and work with council’s Whiria Te Muka Tangata/ Maori Responsiveness Framework and other initiatives. 

29.     Members of the Independent Māori Statutory Board staff have been briefed about the project and the content of Our Charter and feedback has been sought on the content, guidance and embedding plan under development.

30.     Our Charter is being translated and will be available on-line and hard copy in Te Reo for all staff.

Ngā ritenga ā-pūtea / Financial implications

31.     There are no direct financial implications arising from the recommendations.

32.     Budget allocation has been approved for a small project team to develop and implement the Do the Right Thing Project. The majority of project costs have been completed within existing budgets.

Ngā raru tūpono / Risks

33.     This review has been driven by the need to reduce existing risks. The group policy and Our Charter provides important mitigations and enduring controls to address compliance, reputational, people and financial risks.

34.     Governance arrangements are being developed that include the establishment of group-wide steering group.  The role of the steering group will be to oversee the ongoing monitoring; reporting, refinement and embedding of Our Charter and to ensure the CCOs and council consistently apply and align with the group principles and standards.

Ngā koringa ā-muri / Next steps

35.     Subject to the decisions of the Governing Body, the group principles and standards for money and assets/sensitive expenditure, Our Charter will be ready for launch on 4 April 2018.

36.     The CCOs will commence the roll out and embedding required for their respective organisations, linking it into their planned and inflight programmes.

37.     Further detailed discussions on the remaining five Our Charter principle areas will commence through the working group in April 2018 with the goal of agreeing the principles and developing standards where necessary as soon as possible.

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Our Charter Framework

33

b

Group money and assets/ sensitive expenditure principles and standards (group policy)

35

c

Overview of the Do the Right Thing (Our Charter) project

41

     

Ngā kaihaina / Signatories

Authors

Cecilia Tse - Head of Risk

Emma Mosely - Strategic Advisor Risk and Compliance

Authorisers

Cecilia Tse - Head of Risk

James Hassall - General Counsel

Phil Wilson - Governance Director

Stephen Town - Chief Executive

 


Governing Body

22 March 2018

 

 

PDF Creator


Governing Body

22 March 2018

 

 


 


 


 


 


 


Governing Body

22 March 2018

 

 


Governing Body

22 March 2018

 

 

2018 Local Government New Zealand Conference and Annual General Meeting

 

File No.: CP2018/01030

 

  

Te take mō te pūrongo / Purpose of the report

1.       To approve members to attend the Local Government New Zealand (LGNZ) conference taking place from Sunday 15 July 2018 to Tuesday 17 July 2018 and appoint delegates to the Annual General Meeting (AGM) on Sunday 15 July 2018.

Whakarāpopototanga matua / Executive summary

2.       The 2018 LGNZ conference is at Christ’s College in Christchurch. 

3.       Each local board will be invited to approve attendance of one member at the conference.

4.       The Governing Body can select up to five Governing Body members to attend the conference.

5.       Auckland Council is entitled to four delegates at the AGM. Staff recommend that Mayor Phil Goff be the presiding delegate and the other three delegates be comprised of either:

a)   two members of the Governing Body who hold a formal representation role with LGNZ and the chief executive; or

b)   one member of the Governing Body who holds a formal representation role with LGNZ and the chief executive, and a local board member.

6.       The Conference programme is in attachment A.

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      appoint the Mayor as the Auckland Council presiding delegate to the Local Government New Zealand Annual General Meeting.

b)      appoint another three delegates to the Local Government New Zealand Annual General Meeting, one of which may be a local board member.

c)      invite local boards, through the chairs, to choose a delegate to the Local Government New Zealand Annual General Meeting.

d)      approve attendance at the Local Government New Zealand conference of the Mayor and the Governing Body delegates appointed in recommendation b), and another Governing Body member up to a total of five attendees.

e)      delegate to the Mayor, in the event he cannot attend the Local Government New Zealand Annual General Meeting at short notice, the ability to appoint another Governing Body member to the role of presiding delegate.

f)       delegate to the Mayor, in the event an appointed member cannot attend the Local Government New Zealand Annual General Meeting or conference at short notice, the ability to approve the attendance of another member.

g)      agree that when exercising the Auckland Council’s vote at the Local Government New Zealand Annual General Meeting, the delegates have the discretion to determine the Auckland Council’s position on any matter on which the Auckland Council’s position is not otherwise known.

 

h)      delegate to the Mayor the ability to act on the Auckland Council’s behalf in nominating or seconding any candidate for president or vice-president of Local Government New Zealand.

i)        note that local board members can attend the Local Government New Zealand Annual General Meeting in an advisory capacity provided their names are included on the Annual General Meeting registration form, which will be signed by the Mayor.

j)        note that local board members are offered the opportunity to attend the Local Government New Zealand conference, using their professional development budget.

Horopaki / Context

7.       This year the LGNZ conference and AGM will be held at the Christ’s College, Christchurch, from Sunday 15 July to Tuesday 17 July 2018.  The AGM will commence at 12.00pm on Sunday 15 July 2018 with the conference programme commencing at 4.15pm on Sunday 15 July 2018 and concluding at 1.00pm on Tuesday 17 July 2018. 

8.       The conference programme has the theme “We are firmly focused on the future:  Future-proofing for a prosperous and vibrant New Zealand”.  The full programme is attached as Attachment A.

Tātaritanga me ngā tohutohu / Analysis and advice

Who should represent Auckland Council at the Annual General Meeting?

9.       The LGNZ constitution permits the Auckland Council to appoint four delegates to represent it at the AGM, with one of the delegates being appointed as presiding delegate. Voting is required for the election of president and vice-president of LGNZ, and for any remits put the meeting.  Auckland Council has six votes for the first $100,000 of its subscription, plus an additional vote for every $20,000 in excess of $100,000.  Auckland Council’s subscription for 2017/2018 is $326,225 (GST inclusive), meaning the council has a total of 17 votes.

10.     Proposed remits will be circulated beforehand.  However, in case a situation arises where Auckland Council is required to vote and the council has not previously resolved a position, we recommend the Governing Body make it clear that the delegates at the AGM have the power to present the council’s position as best as they are able.

11.     Elected members who hold LGNZ roles are:

Mayor Phil Goff

Metro Sector representative on the National Council

Councillor Penny Hulse

Chair of Zone One and Zone One representative on National Council, Member Conference Committee

Deputy Mayor Bill Cashmore

Auckland Council representative on Regional Sector

Councillor Wayne Walker

Auckland Council representative on Zone One

Councillor Alf Filipaina

LGNZ Te Maruata Roopu Whakahaere

Councillor Richard Hills

Member Policy Advisory Group

Waitemata Local Board Chair Pippa Coom

Member Governance and Strategy Advisory Group

12.     In the past the four AGM delegates have been the Mayor, the Chief Executive and two Governing Body members who hold LGNZ roles. Delegates in 2017 were:

·   Mayor Phil Goff

·   Deputy Mayor Bill Cashmore

·   Councillor Penny Hulse

·   Local board chair Pippa Coom.

13.     Local board members can attend the AGM as observers, or as a delegate if the second option is chosen, provided their names are included on the AGM registration form, which will be signed by the mayor. This process has been made clear to local boards.

14.     Auckland Council is entitled to four delegates at the AGM. Staff recommend that Mayor Phil Goff be the presiding delegate and the other three delegates be comprised of either:

a)      two members of the Governing Body who hold a formal representation role with LGNZ and the chief executive; or

b)      one member of the Governing Body who holds a formal representation role with LGNZ and the Chief executive, and a local board member.

Attendance at the conference

15.     Staff recommend that Mayor Phil Goff and the other Governing Body members chosen to be the delegates to the AGM be approved to attend the conference, and that another councillor be chosen to attend so that up to five Governing Body members can attend the conference.

16.     Staff are recommending to local boards that they approve one member each to attend the conference (a total of 21 local board members).

17.     This means that a maximum of 26 Auckland Council elected members would attend the conference.

18.     Last year more elected members attended the conference as it was held in Auckland and there were no travel or accommodation costs. Governing Body attendees were:

·   Mayor Phil Goff

·   Deputy Mayor Bill Cashmore

·   Councillor Linda Cooper

·   Councillor Alf Filipaina

·   Councillor Richard Hills

·   Councillor Penny Hulse

·   Councillor Greg Sayers

·   Councillor Wayne Walker

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

19.     A report is being presented to local boards inviting them to each approve one member to attend the conference and informing them of their ability to attend the AGM if they register.

Tauākī whakaaweawe Māori / Māori impact statement

20.     The LGNZ National Council has a sub-committee, Te Maruata, whose role is to promote increased representation of Māori as elected members of local government, and to enhance Māori participation in local government processes.  It also supports councils in building relationships with iwi, hapu and Māori groups.  Te Maruata provides Māori input on development of future policies or legislation relating to local government. Councillor Alf Filipaina is a member of the sub-committee.  Te Maruata will hold a hui on 14 July 2018.

Ngā ritenga ā-pūtea / Financial implications

21.     The normal registration rate is $1,410 (early bird) or $1,510 (standard) per attendee.

22.     Attendance costs are met from the elected members’ development budget attached to the Kura Kawana Programme.

23.     The costs associated with conference attendance, travel and accommodation can be met within existing governance budgets.

Ngā raru tūpono / Risks

24.     We recommend that Mayor Phil Goff, in the event he cannot attend the AGM at short notice, be given the ability to appoint another Governing Body member to the role of presiding delegate.  Moreover, in case an appointed councillor cannot attend the conference at short notice, we recommend that the mayor be able to nominate another councillor so the conference fee is not lost.

Ngā koringa ā-muri / Next steps

25.     Once the Governing Body has approved attendance, staff will make registration arrangements for members.

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Conference Programme

47

     

Ngā kaihaina / Signatories

Author

Sarndra O'Toole - Team Leader Governance Advisors

Authorisers

Marguerite Delbet - General Manager Democracy Services

Phil Wilson - Governance Director

Stephen Town - Chief Executive

 


Governing Body

22 March 2018

 

 


 


 


 


Governing Body

22 March 2018

 

 

Health, Safety and Wellbeing update

 

File No.: CP2018/02980

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To consider an update on Health, Safety and Wellbeing referred by the Audit and Risk Committee.

Whakarāpopototanga matua / Executive summary

2.       At a meeting of the Audit and Risk Committee on 26 February 2018, it was resolved as follows:

Resolution number AUD/2018/12

MOVED by Member P Conder, seconded by Mayor P Goff:  

That the Audit and Risk Committee:

a)      receive this report on the second quarter of 2017/2018 about health, safety and wellbeing

b)      refer this report to the Governing Body for its consideration

c)           note that this report will also be provided to all local boards for their information.

3.       Clause b) of the above resolution refers the report to the Governing Body, in its role as the person or organisation conducting a business or undertaking.

4.       The quarterly Health, Safety & Wellbeing Report is appended at Attachment A.

 

Ngā tūtohunga / Recommendation

That the Governing Body:

a)      receive the Health, Safety and Wellbeing update report.

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Health, Safety and Wellbeing Report

53

     

Ngā kaihaina / Signatories

Author

Sarndra O'Toole - Team Leader Governance Advisors

Authoriser

Stephen Town - Chief Executive

 


Governing Body

22 March 2018

 

 


 


 


 


 


 


 


 


Governing Body

22 March 2018

 

 

Appointing a replacement member to the Tūpuna Maunga o Tāmaki Makaurau Authority

 

File No.: CP2018/03270

 

  

Te take mō te pūrongo / Purpose of the report

1.       To agree to the appointment of a permanent member to the Tūpuna Maunga o Tāmaki Makaurau Authority (Tūpuna Maunga Authority).

Whakarāpopototanga matua / Executive summary

2.       The Auckland Council appoints six members to the Tūpuna Maunga Authority.  The Auckland Council has previously resolved that the appointees will include three councillors and three local board members.  The Auckland Council appointed Councillor Ross Clow as an interim member of the Tūpuna Maunga Authority and resolved to appoint a permanent member in March 2018.

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      agree to the appointment of a replacement Governing Body member to the Tūpuna Maunga o Tāmaki Makaurau Authority

b)      note that if no replacement is made then Councillor Ross Clow will continue as an Auckland Council appointee on the Tūpuna Maunga o Tāmaki Makaurau Authority.

Horopaki / Context

3.       The Auckland Council has six appointees on the Tūpuna Maunga o Tāmaki Makaurau Authority (Tūpuna Maunga Authority).  The Governing Body confirmed on 1 November 2016 that the Auckland Council appointees be made up three councillors and three local board members (GB/2016/240).

4.       At the Governing Body meeting of 23 November 2017 Cr Clow was appointed to be an interim member of the Tūpuna Maunga Authority.  Also at that meeting the Governing Body resolved to:

“request expressions of interest from councillors to permanently fill the vacancy on the Tūpuna Maunga o Tāmaki Makaurau Authority for decision by the March 2018 Governing Body meeting and in the absence of any councillor interest, explore the appointment of an external representative”.

Tātaritanga me ngā tohutohu / Analysis and advice

5.       At the Governing Body meeting of 1 November 2016 the following criteria were considered when appointing members to the Tūpuna Maunga Authority:

a)      a strong interest in and commitment to the health and wellbeing of the Tūpuna Maunga

b)      a strong interest in and commitment to the key principles that underpin the co-governance relationship, being a relationship of partnership with its foundations in Te Tiriti o Waitangi/the Treaty of Waitangi, and the principle that ‘the Tūpuna Maunga are the kaupapa’

c)      that local board representatives are appointed from areas of the region where maunga included in the settlement are located

d)      that the Governing Body and local boards consider a geographic spread of representation when appointing Tūpuna Maunga Authority members given the regional nature of their responsibilities Governing Body representation need not be restricted to councillors within whose wards the maunga are situated.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

6.       The work of the Tūpuna Maunga Authority spans many local board areas, but the appointment of a councillor to the Tūpuna Maunga Authority is a Governing Body decision, therefore the views of local boards have not been sought.

Tauākī whakaaweawe Māori / Māori impact statement

7.       The Tūpuna Maunga Authority is a tangible expression of a Treaty-based partnership between Ngā Mana Whenua and Auckland Council. It is a vehicle through which the mana whenua worldview and historical, cultural and spiritual connections with the maunga will be given visibility and guide decision-making for the health and wellbeing of these important taonga.

Ngā ritenga ā-pūtea / Financial implications

8.       There are no additional financial implications attached to the making of this decision.

Ngā raru tūpono / Risks

9.       No particular risks are identified.

Ngā koringa ā-muri / Next steps

10.     Staff will enact any appointment in terms of the governing legislation.

 

Ngā tāpirihanga / Attachments

There are no attachments for this report.    

Ngā kaihaina / Signatories

Author

Dominic Wilson - Head of Co-governance

Authorisers

Phil Wilson - Governance Director

Stephen Town - Chief Executive

 


Governing Body

22 March 2018

 

 

Amendments to the Governing Body Terms of Reference

 

File No.: CP2018/03137

 

  

Te take mō te pūrongo / Purpose of the report

1.       To adopt changes to the Governing Body Terms of Reference and committee membership. 

Whakarāpopototanga matua / Executive summary

2.       Last December I proposed that council’s committee structure be revised to help ensure a sharper focus on council initiatives to improve efficiency, deliver services more effectively and achieve greater value for money. This process is an important driver in increasing public trust and confidence in Council, and will allow us to identify and agree to where savings can be best applied to achieve better outcomes for Auckland.   

3.       Reflecting on our discussions at the time and since December, I have decided not to establish a new committee to undertake this critical work, but rather to broaden the responsibilities of the Appointments and Performance Review Committee.

4.       These new responsibilities will include overseeing the council’s programme of section 17A reviews. The committee will also be able to report and make recommendations to the Governing Body on efficiency initiatives outside the scope of section 17A reviews. To reflect these broader responsibilities, the committee has been renamed Appointments, Performance Review and Value for Money Committee.

5.       These changes also will result in minor amendments to the Finance and Performance Committee Terms of Reference, namely removing the responsibility for overseeing and making decisions relating to the Value for Money programme.

6.       The amended Terms of Reference also reflect the appointment of Councillor Josephine Bartley to:

-     the Appointments, Performance Review and Value for Money Committee;

-     the Community Development and Safety Committee;

-     the Regulatory Committee; and

-     the Disability Advisory Panel.

7.       A further change to the Terms of Reference include the Community Development and Safety Committee reverting to meeting every four weeks.

8.       There are also other changes to the committee membership as follows:

·    removing Councillor Greg Sayers as Deputy Chair of the Audit and Risk Committee and as member of the Strategic Procurement Committee, following his resignation from these committees. 

·    appointing Deputy Mayor Cashmore as Deputy Chair of Audit and Risk, and adding Councillor Ross Clow to the membership of that Committee. 

·    removing Councillor Wayne Walker as a member of the Civil Defence Emergency Management Group Committee following his resignation and adding Councillor Bartley to the membership of that Committee.

9.       The Governing Body Terms of Reference have been updated accordingly and are presented with tracked changes in Attachment A for consideration and adoption by the Governing Body.

 

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      note the Mayor’s changes to the committee structure

b)      adopt the amended Governing Body Terms of Reference in Attachment A of this report and delegate the responsibilities, duties and powers to committees as set out in the Terms of Reference.

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Terms of Reference - Tracked Changes

65

     

Ngā kaihaina / Signatories

Author

Mayor Phil Goff

 


Governing Body

22 March 2018

 

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Governing Body

22 March 2018

 

 

New appointments to the Youth Advisory Panel

 

File No.: CP2018/02349

 

  

Te take mō te pūrongo / Purpose of the report

1.       To note the appointment process for three new candidates to the Youth Advisory Panel.

Whakarāpopototanga matua / Executive summary

2.       In February 2018, three Youth Advisory Panel members resigned to pursue their studies outside Auckland.

3.       Following these resignations the council began an appointment process to fill in the three vacant positions, which are from the Franklin, Ōrākei and Whau Local Board areas.

4.       The three candidates who scored the second highest from the three local board areas during the 2017 selection process have been offered a seat on the Youth Advisory Panel until September 2019 as per the demographic advisory panels’ terms of reference (Attachment A).

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      note the appointment process for three candidates to the Youth Advisory Panel.

b)      note that the confidential report presents the candidates’ profiles in detail.

Horopaki / Context

5.       On 10 November 2016 the Governing Body established a Youth Advisory Panel with 21 members, one from each of the 21 Auckland local board areas, for the 2016-2019 term of the council (GB/2016/51). On 25 May 2017 the Mayor appointed 21 members with the Governing Body endorsement. 

6.       The panel’s role is to offer young people’s views on Auckland Council’s regional and strategic agendas and advise on the council’s effective engagement with youth. 

7.       In February 2018, three Youth Advisory Panel members resigned to pursue their studies outside of Auckland. These members are:

·    Alexander Murray, Franklin Local Board area

·    Olivia Cen, Ōrākei Local Board area

·    Kitty Sun, Whau Local Board area.

 

8.       Following their resignations, the council began an appointment process to fill in the three vacant positions.

Tātaritanga me ngā tohutohu / Analysis and advice

9.       The panels’ terms of reference state that ‘the council will appoint the next highly ranked candidates in the selection process should any appointed members decline the appointment offer or decide to leave the panel.’ The terms of reference are attached as Attachment A. 

10.     Three candidates who scored the second highest from the three local board areas during the 2017 selection process have been offered a seat on the Youth Advisory Panel until September 2019 and have accepted.

11.     The three candidates accepted to be on the panel and are currently undergoing Ministry of Justice criminal record checks.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

12.     Local boards expect the Youth Advisory Panel to strengthen its ties with local youth, particularly local youth councils.

Tauākī whakaaweawe Māori / Māori impact statement

13.     The Youth Advisory Panel has been guided by I Am Auckland: the Children and Young People's Strategic Action Plan. Goal seven of this plan is rangatahi tū rangatira (all Rangatahi will thrive).

14.     In 2017, rangatahi participated in the selection process to share their views and voices on the make-up of the Youth Advisory Panel. The criteria for the selection process included an understanding of the Treaty of Waitangi as one of the key desired competencies.

15.     Four Youth Advisory Panel members identify themselves as Māori or of Māori descent. None of the members who resigned are Māori or of Māori descent.

Ngā ritenga ā-pūtea / Financial implications

16.     The only expense for the appointment process to replace three vacant positions is the fees for the Ministry of Justice criminal history checks, which will be covered from existing budgets.

Ngā raru tūpono / Risks

17.     The candidates are undergoing criminal history checks. Should a candidate have any previous criminal records, the council may cancel his/her appointment to the panel.

Ngā koringa ā-muri / Next steps

18.     A confidential report with the profiles of the proposed candidates is on this Governing Body agenda. The report will remain in confidence until the Governing Body endorses the appointments to the panel, and the Ministry of Justice confirms the clearance of the candidates for criminal record checks.

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Terms of Reference for Demographic Advisory Panels 2016-2019

107

     

Ngā kaihaina / Signatories

Author

Austin Kim - Principal Advisor Panels

Authorisers

Marguerite Delbet - General Manager Democracy Services

Phil Wilson - Governance Director

Stephen Town - Chief Executive

 


Governing Body

22 March 2018

 

 


 


 


 


 


 


 


 


 


 


 


 


 


 


Governing Body

22 March 2018

 

 

Summary of Governing Body information memos and briefings - 22 March 2018

 

File No.: CP2018/00239

 

  

Te take mō te pūrongo / Purpose of the report

1.       To receive a summary and provide a public record of memos or briefing papers that may have been distributed to Governing Body members.

Whakarāpopototanga matua / Executive summary

2.       This is a regular information-only report which aims to provide greater visibility of information circulated to Governing Body members via memo-briefing or other means, where no decisions are required.

3.       The following memos/responses were circulated to members:

·    16/3/18 – World War 1 Mayoral Advisory Group

4.       The following workshops/briefings have taken place:

·    12/3/18 – Auckland Council Staff Policies CONFIDENTIAL

·    15/3/18 – Code of Conduct

5.       This document can be found on the Auckland Council website, at the following link:

http://infocouncil.aucklandcouncil.govt.nz/

at the top of the page, select meeting “Governing Body” from the drop-down tab and click “View”;

under ‘Attachments’, select either the HTML or PDF version of the document entitled ‘Extra Attachments’.

6.       Note that, unlike an agenda report, staff will not be present to answer questions about the items referred to in this summary.  Governing Body members should direct any questions to the authors.

 

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      receive the Summary of Governing Body information memos and briefings – 22 March 2018.

 

 


 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Memo - World War 1 Mayoral Advisory Group:  report back to Governing Body (Under Separate Cover)

 

b

Code of Conduct Workshop Minutes (Under Separate Cover)

 

     

Ngā kaihaina / Signatories

Author

Sarndra O'Toole - Team Leader Governance Advisors

Authoriser

Stephen Town - Chief Executive

      

 


Governing Body

22 March 2018

 

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

That the Governing Body:

a)      exclude the public from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

 

C1       CONFIDENTIAL:  New appointments to the Youth Advisory Panel

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

In particular, the report contains names of young people recommended for the Youth Advisory Panel. This information should not be made public until the governing body endorses the candidates and the Ministry of Justice criminial history checks are completed. 

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.