I hereby give notice that an ordinary meeting of the Ethnic Peoples Advisory Panel will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 15
October 2014
6:00pm
Board Room
Auckland Town Hall
Ground Floor
301-305 Queen Street
Auckland
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Ethnic Peoples Advisory Panel
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Feroz Ali
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Deputy Chairperson
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Dave Tomu
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Members
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Carlos Abdelrahman
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Asoka Basnayake
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Naoe Hashimoto
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Anita Keestra
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Yee Yang 'Square' Lee
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Angela Lim
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Kafeba Mundele
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Wong Liu Shueng
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Christian Dee Yao
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Liaison Councillor
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Cr Denise Krum
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(Quorum 6 members)
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Rita Bento-Allpress
Democracy Advisor
8 October 2014
Contact Telephone: (09) 307 7541
Email: rita.bento-allpress@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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TERMS
OF REFERENCE
The Terms of Reference set out the purpose,
role and protocols of the Panel.
Panel members will also be expected to
abide by the Code of Conduct for members of Auckland Council advisory panels.
Purpose
The purpose
of
the panels is to provide strategic advice to the Council on issues of significance to their communities and to
advise
on effective engagement by
Council with those communities.
Outcomes
The Panel will provide advice through an
agreed annual work programme, integrated
wherever possible, with
other panels and
approved by the Regional Strategy and Policy Committee.
Annual work programme
The Council will advise the Panel of the
areas of strategy, policy and plan development that are likely to require
comment or advice from the Panel during the course of the year. The work
programme should also provide scope for the Panel to respond to issues and
concerns arising from its communities and to develop its own priorities.
As resources allow, budget is available for the
Panel to support activities
that clearly contribute to
the
agreed work programme but the Panel may not access external resources for activities or events, except
with the agreement of Council
Submissions
Panel advice will contribute to Council
decision-making, but panels will not make formal submissions on Council
strategies, polices and plans, for example, the Long Term Plan.
In their advisory role to the Council,
Panels may have input to submissions made by the Council to external organisations
but do not make independent submissions, except as agreed with Council.
This does not prevent individual members
being party to submissions outside their role as Panel members.
* The above
information is a summary of the 2014 Terms of Reference document and is based
on the Governing Body decisions of 19 December 2013
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Ethnic Peoples
Advisory Panel
15 October
2014
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ITEM TABLE OF CONTENTS PAGE
1 Apologies 5
2 Declaration of Interest 5
3 Confirmation of Minutes 5
4 Extraordinary
Business 5
5 Significance and Engagement Policy 7
6 Auckland Regional Migrant Service Trustee Appointment
Committee Request - Endorsement of Ethnic Peoples Advisory Panel's
Chairperson's Recommendations 37
7 Ethnic Peoples Advisory Panel - Work Programme Update 39
8 Consideration of Extraordinary
Items
At the close of
the agenda no apologies had been received.
2 Declaration of Interest
Members are
reminded of the need to be vigilant to stand aside from decision making when a
conflict arises between their role as a member and any private or other
external interest they might have.
3 Confirmation of Minutes
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That the Ethnic Peoples Advisory Panel:
a)
confirm the ordinary minutes of its meeting,
held on Wednesday, 3 September 2014, as a true and
correct record.
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4 Extraordinary Business
Section 46A(7)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“An item that is
not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local authority by resolution so decides; and
(b) The presiding member explains at the meeting, at a time
when it is open to the public,-
(i) The
reason why the item is not on the agenda; and
(ii) The reason why the discussion of the item cannot be
delayed until a subsequent meeting.”
Section 46A(7A)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“Where an item
is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting if-
(i) That item is a minor matter relating to the general
business of the local authority; and
(ii) the presiding member explains at the beginning of the
meeting, at a time when it is open to the public, that the item will be
discussed at the meeting; but
(b) no resolution, decision or recommendation may be made in
respect of that item except to refer that item to a subsequent meeting of the
local authority for further discussion.”
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Ethnic Peoples
Advisory Panel
15 October
2014
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Significance
and Engagement Policy
File No.: CP2014/22734
Purpose
1. To provide
background information on the draft Significance and Engagement Policy and to
gain feedback on engagement guidelines.
Executive
summary
2. A draft
Significance and Engagement Policy was adopted by the Regional Strategy and
Policy Committee on 4 September for public consultation from 22 September to 19
October 2014.
3. The legislation
requires the policy to consider community preferences about engagement on
decisions relating to specific issues.
4. The policy will
be supported by updated guidelines, case studies and templates providing more
detail on engagement principles and good practice.
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Recommendation/s
That the Ethnic Peoples
Advisory Panel:
a) receive the draft policy and
suggests other ideas of how the council could encourage feedback on the draft
from ethnic people.
b) provide feedback on current
draft engagement guidelines which will help to inform the engagement plan for
the draft Long-term Plan.
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Comments
5. The draft
Significance and Engagement Policy was adopted by the Regional Strategy and
Policy Committee on 4 September for public consultation from 22 September to 19
October 2014. This draft policy is attached for the panel’s information.
6. The Local
Government Act (2002) sets out principles for consultation that all councils
must follow when consulting.
7. Additional
principles have been included within the policy as a way of recognising the
needs of Auckland’s diverse communities and the value that is placed on their
involvement in decision-making processes.
8. The draft
Significance and Engagement Policy also sets out guidance on the kinds of
methods that could be used depending on the significance of the issue.
9. The changes to
legislation mean that some of the current requirements for formal consultations
could be relaxed. How the council manages formal submissions and hearings is
something that the council is currently looking into in preparation for the
Long-term Plan consultation in early 2015.
10. Advice from the
Ethnic People’s Advisory Panel on what would make formal processes more
user-friendly for ethnic communities would be welcome.
Consultation
on the draft policy
11. Consultation
will be targeted at interest groups and will seek out feedback from communities
who are often not involved in council’s consultation processes. This includes
groups such as the Waitakere Ethnic Board and the Auckland Regional Migrant
Services.
12. Consultation
with the general public and other stakeholder groups will largely be focused
online through the ShapeAuckland website.
13. In addition, the
council will use Our Auckland, the People’s Panel and social media as a way of
further encouraging feedback on the draft policy and on how the council could
improve its engagement with the community.
Updating
Engagement Guidelines
14. Auckland Council has an existing
Consultation and Engagement Guidebook which is being updated alongside the
development of the policy. Existing guidance is attached.
15. A staff workshop took place in
August to consider how to improve civic engagement with the ethnic community.
Further workshops have been scheduled to progress this further. Notes and
additional guidance from that initial workshop are attached.
16. Feedback from the Ethnic People’s
Advisory Panel on these draft guidelines and on other issues to consider would
be welcome.
Consideration
Local
board views and implications
17. An initial
discussion took place with the Local Board Chairs Forum on 28 April 2014. Local
board members were invited to a workshop to discuss aspects of the draft policy
on 22 August and workshops are taking place with many individual local boards.
18. Formal feedback
has also been requested on the draft policy.
Māori
impact statement
19. Auckland Council
recognises that Māori are
a critical / important audience that needs to be engaged in a meaningful way.
20. The Treaty of
Waitangi Audit 2012 and the Auckland Council Guide on Engaging with Māori were reviewed during the
development of the draft policy to give effect to the council’s Māori Responsiveness Framework. The
draft policy was presented to the Independent Māori Statutory Board for discussion and feedback. The results of a
recent research study on Māori engagement with Auckland Council will be
considered prior to finalising the draft policy and to identify improvements
with the engagement guidelines.
21. Discussions on
the draft policy and guidelines will also take place at a Mana Whenua forum
during the consultation period.
Implementation
22. Auckland Council
does not currently have an adopted engagement policy. It does however have:
· a consultation and engagement guidebook
· a guide on engagement with Māori
· a staff training programme in community engagement through the
International Association of Public Participation (IAP2)
· an internal network which is used to share case studies
· an annual awards event to celebrate good practice.
23. Further work is
taking place to improve the guidance that is available, in particular with
respect to engaging with Auckland’s culturally and demographically diverse
communities.
Attachments
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No.
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Title
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Page
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aView
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Draft Significance and Engagement Policy
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11
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bView
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Draft engagement guidelines for the Ethnic community
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29
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Signatories
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Authors
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Carol Hayward - Senior Specialist Engagement &
Consultation
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Authorisers
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Karl Ferguson - Communication & Engagement
Director
Anaru Vercoe - Manager, Community Policy &
Planning
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Auckland Regional Migrant Service Trustee Appointment
Committee Request - Endorsement of Ethnic Peoples Advisory Panel's
Chairperson's Recommendations
File No.: CP2014/22944
Purpose
1. To note the request received
from the Auckland Regional Migrant Service (ARMS) Trustee Appointment Committee
(TAC).
2. To endorse the recommendations
made to the ARMS Trustee Appointment Committee by the Ethnic Peoples Advisory
Panel (EPAP) Chairperson.
Executive
summary
3. On the 18 of September 2014, the
Principal Advisor Panels received a request from the Chief Executive of ARMS,
Dr Mary Dawson, for EPAP to recommend two or three persons from which the ARMS
TAC Chair would choose one to join the TAC.
4. The ARMS Chief Executive advised
as follows:
i) The ARMS TAC is a group of people independent of the ARMS Trust Board
who are appointed to carry out the function of appointing new trustees to the
ARMS Trust Board.
ii) The TAC is
typically convened every 3 years towards the end of the Trustees’ term of
appointment, or as and when vacancies arise (the ARMS Board now has 2 – 4
vacancies to be filled).
iii) The Auckland
Council EPAP is one of the three bodies that are required by the ARMS Trust
Deed to provide a suitable member to ARMS TAC. This is done by EPAP
recommending 2 – 3 names (not necessarily members of that entity) from which
the ARMS TAC Chair chooses one person. This is to ensure that the composition
of the TAC does not lean towards any particular ethnic background or gender.
iv) In the past,
Asoka Basnayke has been the member of the TAC representing EPAP. However,
given that there is now a new EPAP, the TAC Chair requested that a set of 2 – 3
names be provided to her from which one person will then be appointed to the
TAC.
5. Other relevant
information is as follows:
· The TAC process usually involves three
meetings usually held over 4 – 6 weeks, starting at the end of
September/beginning of October;
· Meetings are likely to be held late
pm/early evening;
· Members need to be able to make themselves
available for each meeting and possibly for some reading in between;
· Modest reimbursement is provided for
meeting time and travel if required;
· TAC members need to have experience of:
o the role of governance
o shortlisting and interviewing of
candidates
o good analytical skills
o appreciation of the role of ARMS
Trust
o Migrant background of some kind
6. Considering that the timeframe
provided by ARMS required the recommendations to be made before the 15 October
EPAP meeting, the Principal Advisor Panels requested that the EPAP Chairperson
made the recommendations on behalf of the Panel.
7. This report informs the panel of
the recommendations made by the EPAP’s Chairperson to the ARMS TAC Chair, and
requests the panel note and endorse those recommendations.
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Recommendation/s
That the Ethnic Peoples
Advisory Panel:
a) Note and endorse the following
recommendations made by the Ethnic Peoples Advisory Panel’s Chairperson to
the Auckland Regional Migrant Service Trustee Appointment Committee Chair:
i) Anita Keestra
ii) Dave Tomu
iii) Asoka Basnayake
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Attachments
There are no attachments for this report.
Signatories
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Authors
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Rita Bento-Allpress - Democracy Advisor
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Authorisers
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Bruce Thomas - Principal Advisor Panels
Anaru Vercoe - Manager, Community Policy &
Planning
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples Advisory Panel - Work Programme Update
File No.: CP2014/23003
Purpose
1. This update allows the panel to
note and discuss the progress of its work programme.
2. It also presents the work
programmes of the Pacific Peoples, Seniors and Youth advisory panels so the
panel can discuss opportunities for integration and alignment of the different
work programmes, as required in the panels’ terms of reference.
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Recommendation/s
That the Ethnic Peoples
Advisory Panel:
a) receive the work programme of
the Pacific Peoples, Youth and Seniors Advisory Panels
b) discuss opportunities for
integration, alignment and collaboration between its work programme and that
of the other panels.
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Comments
3. The Governing Body at its
meeting on Thursday 19 December 2013 resolved to establish five demographic
panels for this term of council (GB/2013/160). The terms of reference for the
panels require an annual work programme to be ratified by the Regional Strategy
and Policy Committee.
4. The work programme for the Youth
Advisory Panel has been put on the agenda for approval of the Regional Strategy
and Policy Committee at its meeting on Thursday 9 October 2014.
5. The Ethnic Peoples, Pacific
Peoples and Seniors Advisory Panels work programmes have already been ratified.
These work programmes have been updated with standardised and more consistent
terminology and are attached to this report.
6. As the membership of the
Disability Advisory Panel is currently under review their work programme will
not be developed until the end of the year.
7. Wherever possible, the annual
work programme for each panel is to be integrated with that of other panels.
With the majority of the work programmes complete, the work programmes can now
be shared so panels can be aware of the priorities of others and discuss
opportunities for integration, alignment and collaboration. This will assist
staff when reporting to two or more panels and may lead to collaborative
projects between panels. There may also be opportunities for a combined summit.
8. Below is a table of the key
priorities of the panels.
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Seniors
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Ethnic
Peoples
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Pacific
Peoples
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Youth
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Inclusiveness
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Engagement
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Engagement
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Youth Voice
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Housing
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Community Grants
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Capacity Building
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Hauora Tamaki Makaurau
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Transport Accessibility
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Community Facilities
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The Southern Initiative
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Rangatahi
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Urban Design
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Community Development
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Social Development
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Connecting Aucklanders
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Health and Safety
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Children and Young Persons
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Children and Young Persons
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Youth Employment
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Arts and Culture
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Auckland Environment
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Economic Development
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Consideration
Local
board views and implications
9. Having their work programmes
confirmed Local Boards will be able to identify areas of common interest in
terms of their Local Board plans. Local boards may seek advice from the panels.
Māori
impact statement
10. The panels work programme may
overlap with the council’s Māori responsiveness objectives.
Implementation
11. The panels are beginning to
implement their work programmes.
Attachments
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No.
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Title
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Page
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aView
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Ethnic Peoples Advisory Panel - Updated Work Programme
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41
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bView
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Youth Advisory Panel - Draft Work programme
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45
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cView
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Pacific Peoples Advisory Panel -Work Programe
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47
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dView
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Seniors Advisory Panel - Work Programme
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49
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Signatories
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Authors
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Bruce Thomas - Principal Advisor Panels
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Authorisers
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Marguerite Delbet - Manager Democracy Services
Anaru Vercoe - Manager, Community Policy &
Planning
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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Ethnic Peoples
Advisory Panel
15 October
2014
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