Agenda of Central Joint Funding Committee

The meeting will be chaired by Adam Milina, Relationship Manager, Local Board Services,

on behalf of the Chief Executive, for items 1, 2 and 3. From item 4 onwards, the newly

elected Chairperson will chair the meeting.

1 Welcome

2 Apologies

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

3 Election of Chairperson

In accordance with Schedule 7, clause 21(5)(b) of the Local Government Act 2002, the Relationship Manager, Local Board Services, on behalf of the Chief Executive, will call for nominations for the Chairperson of the Central Joint Funding Committee.

The Board must elect a member to this position in accordance with Schedule 7, clause 25 of the Act, noting that no member has a casting vote.

Recommendation/s

a) That the Central Joint Funding Committee elects a Chairperson.

4 Election of Deputy Chairperson

In accordance with Schedule 7, clause 21(5)(e) of the Local Government Act

2002, the Chairperson will call for nominations for the Deputy Chairperson of the

Central Joint Funding Committee.

The Board must elect a member to this position in accordance with Schedule 7,

clause 25 of the Act, noting that no member has a casting vote.

Recommendation/s

a) That the Central Joint Funding Committee elects a Deputy Chairperson.

5 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.

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

9 Public Forum

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

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

10 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.”

11 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Central Joint Funding Committee

15 April 2014

Delegations to the Chief Executive

File No.: CP2014/07287

Executive Summary

1. Local board activities cover a significant range of Auckland Council’s business. A delegation to the Chief Executive is needed to ensure the smooth ongoing day-to-day operation of the Council. Delegations are a tool to allow the organisation to implement governance decisions effectively.

2. All Local Boards have made a general delegation of all responsibilities, duties and powers to the Chief Executive, subject to specific exceptions and restrictions. This includes a cap on financial authority, exclusion of specific decisions, and requirement for the Chief Executive and officers to comply with delegation protocols approved by the local board.

3. This report seeks a similar delegation from the Central Joint Funding Committee in order for officers to implement the Committees decisions.

Recommendation/s

a) That the Delegations to the Chief Executive report be received.

b) That the Central Joint Funding Committee delegates to the Chief Executive all responsibilities, duties and power subject to the following exclusions, restrictions and clarifications:

i) That the financial authority be capped at $1 million

ii) That in exercising the delegation, officers must act in accordance with any relevant local board policy or protocol (as approved by the local boards or the Central Joint Funding Committee)

iii) That levels of service and any variations to levels of service will be set by the Committee in accordance with its terms of reference

iv) That the service specifications for contracts that relate to the Committee’s activities will be set by the Committee in accordance with its terms of reference

v) That the Central Joint Funding Committee, without amending its delegation to the Chief Executive and at any time or in any circumstance, may direct officers that the Committee will make a particular decision

c) That the Central Joint Funding Committee notes that these delegations do not prevent the Chief Executive from referring any matter to the Committee for any reason.

Background

Delegations generally

Local board decision-making responsibilities come from three sources:

1. Those directly conferred by legislation

2. The allocation of decision-making for non-regulatory activities by the governing body

3. Any delegations from the governing body and Auckland Transport.

Implementation of local board decisions is the responsibility of the Auckland Council Chief Executive. In order for the Auckland Council organisation to implement efficiently and effectively local board decisions, the Chief Executive needs a level of delegated decision-making.

Each of the local boards has delegated to the Chief Executive, responsibility for functions, duties and powers, subject to certain limited exceptions and restrictions. The Chief Executive in turn has delegated those to officers. In exercising these delegations, the Chief Executive and officers must comply with all relevant policies of the Council. As well, while officers may exercise a delegated function, duty or power, it does not mean that they should be exercised.

Proposed delegations

The Central Joint Funding Committee is a Committee of seven local boards: Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, and Waitemata. The seven member boards have each appointed a board member to the Committee, with appropriate delegated authority to bind the local boards on the decisions made by the Committee within its terms of reference.

While each of the seven member local boards has delegated functions, duties and powers to the Chief Executive, the Committee must also provide appropriate delegations to enable officers to implement its decisions.

It is proposed that the Committee make a general delegation to the Chief Executive of all responsibilities, duties and powers relating to the Committee, subject to the following specific exceptions and restrictions:

a. A cap of $1 million on the Chief Executive’s (and officers) authority to enter into financial transactions on behalf of Auckland Council

b. Exclusion of specific decisions:

· That levels of service and any variations to levels of service will be set by the Committee in accordance with its terms of reference

· That service specifications for contracts that relate to the Committee’s activities will be set by the Committee in accordance with its terms of reference.

In giving a broad delegation to officers, the Committee is not ceding control to officers. The Committee at any time, in any circumstances, and without amending the delegation, may direct that the Committee make the decision.

The proposed general delegation with exceptions recognises that officers may need to make in order to efficiently and effectively conduct the Committee’s business.

Decision Making

Local boards have the power to delegate directly conferred and allocated functions, duties and powers to the Chief Executive through clause 4 of the Local Government (Auckland Transitional Provisions) Delegations, Development Contributions, and Trade Wastes Regulations 2010 and to sub-delegate any functions duties and powers delegated to them by Auckland Council or Auckland Transport under section 31 and 54 of the Local Government (Auckland Council) Act 2009.

Significance of Decision

A delegation to the Chief Executive as recommended, enables efficient and effective conduct of local board business and is necessary for the on-going smooth day-to-day operation of Auckland Council.

Local Board Views

All Local Boards have made general delegations subject to some restrictions.

Financial and Resourcing Implications

None.

Legal and Legislative Implications

The proposals in this report are compliant with legal requirements.

Implementation Issues

None.

Attachments

There are no attachments for this report.

Signatories

Author	Michael Mendoza - Democracy Advisor
Authoriser	Adam Milina - Acting Relationship Manager - Albert-Eden & Orakei Local Boards

Central Joint Funding Committee

15 April 2014

Legacy community funding schemes 2013/2014

File No.: CP2014/07306

Executive Summary

1. The Regional Development and Operations Committee agreed at its March 2013 meeting to continue the interim community funding approach for 2013/2014, that is that budgets be allocated to region-based joint funding committees of local boards and that the Central Joint Funding Committee would consist of the Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, and Waitemata Local Boards.

2. The seven member boards of the Central Joint Funding Committee have resolved to adopt the revised Terms of reference and have appointed a member to the Committee, with appropriate delegated authority to bind the individual local boards on decisions made by the Committee relating to the 2013/2014 legacy central community funding schemes. The resolutions of the member boards are included as Attachment B.

3. The Central Joint Funding Committee is responsible for administering:

· the Community Group Assistance Fund

· Community Group Accommodation Support

· Auckland City Cultural Heritage

· Auckland City Natural Heritage.

4. The Community Group Assistance Fund, Community Group Accommodation Support, Auckland City Cultural Heritage, and Auckland City Natural Heritage will be distributed to the Great Barrier Island Local Board, Waiheke Island Local Board, and the Central Joint Funding Committee to enable efficient consideration of applications to each of the four funds.

5. Funds administered jointly through the Central Joint Funding Committee are being distributed in two rounds for the 2013/2014 financial year. Allocation decisions for round one were made by this committee in September 2013.

6. The remaining funds to be allocated in round two are as follows:

· Auckland City Cultural Heritage - $15,274.44

· Community Group Assistance Fund - $213,700.00

Recommendation/s

That the Central Joint Funding Committee:

a) That the report be received.

b) That the Central Joint Funding Committee notes that the Regional Development and Operations Committee agreed at its March 2013 meeting to continue the interim community funding approach for 2013/2014, that is that budgets be allocated to region-based joint funding committees of local boards and that the Central Joint Funding Committee would consist of the Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, and Waitemata Local Boards.

c) That the Central Joint Funding Committee notes that the Committee has the delegated authority of each individual Board in relation to decisions on the 2013/2014 legacy community funding schemes.

d) That the Central Joint Funding Committee notes it previously resolved to distribute the 2013/2014 legacy community funding schemes for the purposes of administering the funding, as follows:

Fund	Allocation
Auckland City Natural Heritage Fund $50,000	$40,000 for Great Barrier Island Local Board $10,000 for Waiheke Island Local Board
Auckland City Cultural Heritage Fund $50,000	Five isthmus local boards to administer jointly
Community Group Accommodation Support Fund $676,900	$5,000 to Great Barrier Island Local Board $20,000 to Waiheke Island Local Board Remainder ($651,900) administered jointly by the five isthmus local boards
Community Group Assistance Fund $435,150	$15,000 to Waiheke Island Local Board Remainder ($420,150) administered jointly by the five isthmus local boards

e) That the Central Joint Funding Committee notes that round one allocation decisions were made in September 2013 by this committee and that the remaining funds to be allocated in round two are as follows:

· Auckland City Cultural Heritage - $15,274.44

· Community Group Assistance Fund - $213,700.00

Discussion

7. Over the last two financial years, an interim funding model has enabled Council to deliver the many legacy contestable funding schemes to communities across the region.

8. Decision-making responsibility to allocate the legacy community funding schemes and the new Local Boards Discretionary Grants funding currently sits with the local boards, while both the Community Development, Arts and Culture, and Infrastructure and Environmental Services departments of Council provide operational support.

9. Where legacy funds sat sub-regionally, the majority of local boards have worked together to disburse grants via geographically-based joint committees or sub-committees. In the central area, local boards agreed that Waiheke and Great Barrier Local Boards would receive a percentage of the legacy Auckland Council community funds and the entire legacy Natural Heritage fund to administer independently.

Governance consideration

10. At its March 2013 meeting, the Regional Development and Operations Committee resolved to continue the interim Community Assistance Programme for the 2013/2014 financial year. The Committee expects that a new funding policy will be in place for the 2014/2015 financial year, or before.

11. The responsibility for administering the legacy community funding schemes remains allocated to a Central Joint Funding Committee consisting of the Albert-Eden, Great Barrier Island, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke Island, and Waitemata Local Boards.

12. Following the 2013 Local Government elections, the Central Joint Funding Committee has been re-established by the seven member boards and is operational to administer the relevant community funds during the 2013/2014 financial year. Its terms of reference remain unchanged.

13. A member from each local board has been appointed to the Committee. The new membership is as follows:

Local board	Member	Alternate
Albert-Eden	Margi Watson	Lee Corrick
Great Barrier	Christina Spence	Judy Gilbert
Maungakiekie-Tamaki	Bridget Graham	Obed Unasa
Orakei	Desley Simpson	Kit Parkinson
Puketapapa	Harry Doig	Julie Fairey
Waiheke	John Meeuwsen	Becs Ballard
Waitemata	Pippa Coom	Deborah Yates

14. The boards’ resolutions are included in Attachment B.

Funding distribution

15. The Central Funding Committee is responsible for administering the following funding schemes:

· Community Group Assistance Fund

· Community Group Accommodation Support

· Auckland City Cultural Heritage

· Auckland City Natural Heritage

16. At its September 2013 meeting, the Central Joint Funding Committee agreed to distribute the 2013/2014 legacy community funding schemes for the purposes of administering the funding using the same formula that for the 2012/2013 financial year, as follows:

Fund: Auckland City Natural Heritage

Allocation: $50,000

· Great Barrier Local Board to administer 80% of the funding ($40,000)

· Waiheke Local Board to administer 20% of the funding ($10,000)

· The five isthmus local boards will not have access to this fund

· This fund is for Hauraki Gulf Island projects only and the funding split is based on the historical allocation

Fund: Auckland City Cultural Heritage

Allocation: $50,000

· The five isthmus local boards (Albert-Eden, Maungakiekie-Tamaki, Orakei, Puketapapa, and Waitemata Local Boards) to administer jointly through the Central Joint Funding Committee

Fund: Community Group Accommodation Support

Allocation: 676,900

· Great Barrier Local Board to separately administer $5,000

· Waiheke Local Board to separately administer $20,000

· Albert-Eden, Maungakiekie-Tamaki, Orakei, Puketapapa, and Waitemata Local Boards to administer the remainder ($651,900) jointly through the Central Joint Funding Committee

Fund: Community Group Assistance Fund

Allocation: $435,150

· Waiheke Local Board to separately administer $15,000

· Albert-Eden, Maungakiekie-Tamaki, Orakei, Puketapapa, and Waitemata Local Boards to administer the remainder ($420,150) jointly through the Central Joint Funding Committee

17. Funds administered jointly through the Central Joint Funding Committee for the 2013/2014 financial year are allocated within two rounds. Allocation decisions for the first round took place in September 2013 (Resolution number CJFC/2013/14).

18. The second round two opened in November 2013 and closed on 13 December 2013 (CGAF only) and 28 March 2014 (ACCHF). Remaining funds are for decisions in April and May 2014 and are as follows:

Fund administered jointly through the Central Joint Funding Committee	Fund allocated during round one	Remaining fund to allocate during round two
Auckland City Cultural Heritage	$34,725.56	$15,274.44
Community Group Accommodation Support	$650,000.00	N/A
Community Group Assistance Fund	$206,600.00	$213,700.00

Significance of Decision

19. The decisions in this report do not trigger Auckland Council’s Significance Policy.

Consideration

Local Board Views

20. This report is consistent with recent resolutions of the seven central and islands local boards, relating to community funding.

Maori Impact Statement

21. Community funding is a general programme of interest that is accessible to a wide range of groups, including Māori. No particular implications for the Māori community or Māori stakeholders have been identified as arising from this report have.

General

Financial and Resourcing Implications

22. The proposals in this report will be resourced from within existing budgets.

Legal and Legislative Implications

23. There no legal or legislative implications arising from this report.

Implementation Issues

24. The proposals in this report enable the legacy community funding schemes to be efficiently implemented for 2013/2014.

Attachments

No.	Title	Page
a View	Terms of Reference	21
b View	Local Board Resolutions 2013-2014	23

Signatories

Author	Michael Mendoza - Democracy Advisor
Authoriser	Adam Milina - Acting Relationship Manager - Albert-Eden & Orakei Local Boards

Members	Member Pippa Coom
	Member Harry Doig
	Member Bridget Graham
	Member John Meeuwsen
	Member Desley Simpson, JP
	Member Christina Spence
	Member Margi Watson