Minute Item Attachments of Kaipatiki Local Board

Kaipatiki Local Board

13 November 2013

Kaipātiki Local Board – Portfolio Guidelines

(1) Portfolio holding is to be treated as an additional mechanism for local board involvement in local projects and services and regional policy and strategy and should not replace:

· Decision making at business meetings

· Consultation and engagement with the public and community organisations which all members should be involved in/aware of

(2) Specific topics and projects related to each portfolio are listed overleaf. These lists of topics and projects are not exhaustive and may be subject to change during the triennium. Any significant change to topics and projects for any/all portfolios should be reported to the local board in a business meeting.

(3) Portfolio holding responsibilities are limited to:

· Receipt of information from council officers and other stakeholders on topics and projects related to their portfolio area

· Discussion with council officers and other stakeholders on topics and projects related to their portfolio area

· Attendance at regional seminars/workshops on topics and projects related to their portfolio area

· Advocacy to the governing body, council-controlled organisations and any other appropriate bodies on Kaipātiki Local Board policy pertaining to topics and projects related to their portfolio area

· Any other responsibilities which are conferred on the portfolio holders by resolution of the board

· Any decision making expressly laid out in the delegation protocols

(4) Portfolio holders should not:

· Be perceived by council officers and other stakeholders as being the decision–maker on topics and projects related to their portfolio area

· Offer their view/opinion as representing that of the whole board unless delegated responsibility to do so by resolution of the board and/or the view expressed is policy of the Kaipātiki Local Board (agreed by resolution)

(5) Local Board Services staff will support members in meetings with council officers and external stakeholders on portfolio topics and projects where possible and appropriate. Notes will be taken of meetings by Local Board Services staff which will be made available to all members and the public via publication on business meeting agendas.

(6) Members are encouraged to report to the board on the activities they have undertaken in their portfolio role using the report template attached to these guidelines.

Arts, culture and events
Portfolio lead: Member D Grant
Portfolio alternate: Member L Waugh
Topics and key projects
· Oversight of the funding agreement with Northart · Oversight of community arts programmes · Oversight of public art opportunities in the Kaipātiki area and relationship with Kaipātiki Public Arts Trust · Involvement in regional arts and culture initiatives · Contribution to regional policy and strategy on arts and culture · Promotion of the arts and culture · Oversight of events programme in Kaipātiki including events funded by the local board and permitted events by the council · Events funded by the board including annual events (christmas parades, summer fun, Movies in Parks etc) and one off events funded through the contestable events budget · Promotion of Kaipātiki as an events destination
Key departments and contacts
Department/unit/agency	Contact
Community Development Arts and Culture	Rebecca Kunin, Arts and Culture Advisor (North-west)
	Carole-Anne Meehan, Public Art Manager
	Barbara Cade, Team Leader Event Facilitation
	Tasha Maloney, Events Facilitator
North Art	Wendy Harsant
Kaipātiki Community Facilities Trust	Jill Nerheny and Michelle Whiu
Commitment
Quarterly portfolio catch ups with key staff required for arts and culture Bi-monthly portfolio catch ups required for events

Civil Defence emergency management
Portfolio lead: Member L Pigg
Portfolio alternate: Member J Gillon
The Chair is the local board’s spokesperson in the event of an emergency
Topics and key projects
· Lead for the local board on issues pertaining to Civil Defence emergency management in the Kaipātiki area. · Representative where required on any regional bodies/working parties considering civil defence issues for wider Auckland · Encourage community responsiveness by attending local CDER meetings for community preparedness, disaster response, relief and recovery development.
Key departments and contacts
Department/unit/agency	Contact
Civil Defence and Emergency Management	Clive Manley, Civil Defence and Emergency Management Director Wendy Bailey, Emergency Management Advisor
Commitment
No portfolio catch ups required

Community development and facilities
Portfolio lead: Member A Hartley
Portfolio alternate: Member R Hills
Topics and key projects
· Oversight of the funding agreement with Kaipātiki Community Facilities Trust and key relationship with the Trust · Liaison with community placemaking groups · Oversight of graffiti eradication and education programmes · Key relationship with Kaipātiki Youth Board and Children’s Panel · Oversight of funding agreements with community houses and centres in Kaipātiki and key relationships with these organisations · Oversight of halls for hire in the area · Oversight for community leases · Oversight of requirements for people with disabilities · Community safety (ex town centres) · Oversight of neighbourhood projects and community advocacy · Contribution to any region wide policy and strategy for community development, safety and wellbeing · Conduit for Thriving Communities outcomes in Kaipātiki
Key departments and contacts
Department/unit/agency	Contact
Community Development, Arts and Culture	Carole Blacklock, Senior Community Development Facilitator
	Kate Holst, Team Leader Community Centres
	Maureen Buchanan, Community Lease Advisor
	Taylor Norman, Community Safety Advisor
Commitment
Significant portfolio. Monthly and quarterly portfolio catch-ups required as well as community meetings and participation

Economic development
Portfolio lead: Member D Grant
Portfolio alternate: Member R Hills
Topics and key projects
· Oversight of economic development initiatives underway including work in the Wairau Valley and development of an economic development strategy for Kaipātiki · Shared oversight of youth connections programme (Jobs4Youth) · Key relationship with Auckland Tourism, Events and Economic Development · Contribution to any region wide policy and strategy for economic development
Key departments and contacts
Department/unit/agency	Contact
Economic Development(within Council)	Alison Hall, Local Economic Development Advisor
Auckland Tourism, Events and Economic Development (ATEED)	Chris Lock, Area Manager, Business Development
	Lynne Butler, Regional Development Officer, Destination and Market
Jobs4Youth	Kaipātiki Community Facilities Trust
Commitment
Bi-monthly portfolio catch ups required

Finance
Portfolio lead: Member K McIntyre
Portfolio alternate: Member L Pigg
Topics and key projects
· Oversight of the development of the local board agreement and local board contribution to the long term plan refresh · Oversight of expenditure against budget for opex and capex · Contribution to local board funding policy and any other regional funding policy work · Oversight of Community Facilities and Parks renewal expenditure versus budget · Oversight of Kaipātiki Auckland Transport Discretionary Capital fund budget versus actual · Oversight, and review when required of reporting methods for financial reporting including Capex and Renewal projects · Oversight of Asset Management Development programme · Monitor Governing Body agendas of Finance and Operational Performance Committee
Key departments and contacts
Department/unit/agency	Contact
Financial Advisory Services	Christine Watson, Manager
	Colin Duffee, Lead Financial Advisor
Commitment
Significant portfolio – monthly catch ups required

Governance, planning and policy
Portfolio lead: Member McIntyre
Portfolio alternate: Member Hartley
Topics and key projects
· Local board leadership · Key relationship with Governing Body and other local boards · Civic duties · Advocacy to governing body and CCOs · Relationships with iwi and mana whenua · Relationships with government departments and agencies · Lead on unitary plan and area planning · Oversight of regional and local policy and planning issues
Key departments and contacts
Department/unit/agency	Contact
Cross council and CCO relationships	Various
Regional and Local Planning	Ross Moffatt, Principal Planner, Planning North/West
Te Waka Angamua (Māori Strategy and Relations)	Richard Nahi, Senior Advisor Maori outcomes
Commitment
Significant weekly time commitment with weekly meetings with local board services advisory staff and attendance at numerous regional and local briefings and meetings, alongside attendance at selected portfolio catch ups where appropriate/necessary

Libraries
Portfolio lead: Member J Gillon
Portfolio alternate: Member G Gillon
Topics and key projects
· Oversight of Glenfield, Birkenhead and Northcote library service delivery · Oversight of library facility upgrades · Contribution to regional library developments and strategic direction · Attend region-wide forum / workshop for libraries (usually annually)
Key departments and contacts
Department/unit/agency	Contact
Libraries and Information department	Marion Read, Manager Local Libraries North and West
	Vicki Clarke, Service Delivery Manager Pohutakawa Coast
	Megan Grimshaw-Jones, Glenfield Community Library Manager
	Claire Scott, Birkenhead Community Library Manager
	Steve Harley, Northcote Community Library Manager
Commitment
Quarterly catch ups required

Natural environment
Portfolio lead: Member G Gillon
Portfolio alternate: Member D Grant
Topics and key projects
· Oversight of local environmental projects including planning and planting, conservation, pest plant control and other initiatives aimed at enhancing the environment and biodiversity · Liaison with local conservation and restoration groups and the Kaipātiki Project · Oversight of coastal management including mangrove encroachment and erosion mitigation · Contribution to regional environmental management developments
Key departments and contacts
Department/unit/agency	Contact
Parks	Paul Duffy, Parks Volunteers and Biodiversity Co-ordinator
Commitment
Quarterly catch ups required for both parts of the portfolio

Built environment, Streetscape & Urban Design
Portfolio lead: Member L Waugh
Portfolio alternate: Member K McIntyre
Topics and key projects
· Oversight of built environment including heritage, urban design guidelines and streetscape · Contribution to regional developments in heritage and urban design guidelines and standards · Urban design champion · Urban Design Panel · Community safety within town centres · Oversight of town centre and street maintenance and renewals ·
Key departments and contacts
Department/unit/agency	Contact
Property and ACPL	Street cleaning contract management where required
Environmental Strategy and Policy	Sarah Lindsay, Principal Specialist Architecture, Built Environment Unit
	Heritage unit – various officers
Commitment
Quarterly catch ups required for both parts of the portfolio

Parks & playgrounds (passive)
Portfolio lead: Member J Gillon
Portfolio alternate: Member A Hartley
Topics and key projects
· Oversight of parks and small local improvement projects · Oversight of neighbourhood parks and reserves (including esplanade reserves and coastline) · Oversight of planting, playgrounds, skate parks · Oversight of parks maintenance · Oversight of implementation of Kaipātiki Connections Network Plan (jointly with transport portfolio holder) · Oversight of landowner consenting · Contribution to any region wide policy and strategy for parks
Key departments and contacts
Department/unit/agency	Contact
Parks, Sport and Recreation	Adi James, Parks Advisor (Kaipātiki key contact)
	Matthew Ward, Team Leader Parks and Open Spaces Specialists (North-west)
	Mark Culpan, Manager Asset Development and Business Support (North)
	Bob Wallace, Contracts Coordinator
Commitment
Significant portfolio requiring a monthly catch up with staff

Sport, recreation services and parks (active)
Portfolio lead: Member A Hartley
Portfolio alternate: Member L Pigg
Topics and key projects
· Oversight of sports fields and facilities including sports fields and surfaces upgrades · Oversight of aquatic and leisure facilities – Birkenhead, Glenfield, Activ Zone, Beach Haven · Oversight of capital programme and renewals for Sport and Recreation · Liaison with sports codes · Oversight of strategic developments and partnerships in sport and recreation · Contribution to any region wide strategy and policy for sport and recreation
Key departments and contacts
Department/unit/agency	Contact
Parks, Sport and Recreation	Evan Hicks, Sports Turf Advisor
	Andrew Pragnell and Paul Edwards, Recreational planning and programming
	Michael Groom, Manager Aquatics and Recreation Facilities and Niamh Kinsella (Birkenhead Leisure)/Matthew Burden (Glenfield Leisure)
	Mark Culpan, Manager Asset Development and Business Support (North)
Community Policy and Planning	Paul Clark, Principal Policy Advisor
Numerous sports codes and regional sports organisations	various
Commitment
Bi-monthly catch up required with staff – potential for more significant involvement with major projects/working groups

Regulatory, bylaws and compliance
Portfolio lead: Member G Gillon
Portfolio alternate: Member Hartley
Topics and key projects
· Provision of feedback on resource consent applications^{^[1]} · Lead member/s on swimming pool fencing exemptions · Liquor licensing review · Oversight of local bylaws development · Contribution to any region wide strategy and policy on bylaws
Key departments and contacts
Department/unit/agency	Contact
Resource Consenting	Julie Bevan, Manager Northern Resource Consenting and Compliance
Bylaws	Andrew Pickering, Manager Policies and Bylaws
Commitment
Weekly review of application lists and potential follow up with staff

Transport and infrastructure
Portfolio lead: Member R Hills
Portfolio alternate: Member Waugh
Topics and key projects
· Liaison on all aspects of Auckland Transport business within Kaipātiki including roading, public transport, cycling and walking – both maintenance and new projects · Oversight of Auckland Transport discretionary capital fund for Kaipātiki · Oversight of implementation of Kaipātiki Connections Network Plan (jointly with parks portfolio holder) · Contribution to regional and sub regional transport planning and developments · Liaison on stormwater projects and operations (regionally funded) · Contribution to regional policy and strategy on stormwater · Liaison on Watercare projects and operations · Contribution to regional water supply and wastewater policy and strategy · Liaison on solid waste projects and operations · Contribution to regional solid waste policy and strategy
Key departments and contacts
Department/unit/agency	Contact
Auckland Transport	Marilyn Nicholls, Elected Member Relationship Manager
Watercare	Brent Evans, Local Board liaison
Stormwater	Varsha Belwalkar, Stormwater Liaison Advisor
Solid Waste	Lucy Hawcroft, Relationship Advisor
Commitment
Significant portfolio requiring monthly portfolio catch ups on transport, with less regular meetings on Watercare, stormwater and solid waste matters.

Member’s report template

Member’s Report: Member

Period covered by report:

Portfolio Activities

Meetings and other activities undertaken as portfolio lead.

Portfolio one:

Meeting date	Topic discussed	Attendees	Actions

Portfolio two:

Meeting date	Topic discussed	Attendees	Actions

Outside organisation appointments

Meetings of outside organisations the member has been appointed to, representing the Kaipātiki Local Board.

Other Board Activities/Projects

Constituent issues

Events and functions

Events and functions attended representing the Kaipātiki Local Board.

[1] In the previous electoral term, the governing body considered the role of local boards in

regulatory matters, and resolved, amongst other things, that local boards be given the

opportunity, within statutory timeframes, to provide their views on whether or not certain

applications should be notified.

The council’s Resource Consents department worked with local boards to establish a process for local board input: a portfolio holder or spokesperson provides comments within three working days on applications that the board requested and that trigger local board input. Those comments are then included in the planners' report on the application.

By enabling local boards to have input into notification decision, the local voice can be heard

at an early stage in the resource consent process.

Local boards that wish to have input into notification decisions on applications that trigger

local board input, should appoint a lead and alternate for this role.