1 Welcome
The Chairperson will open the meeting and welcome everyone present.
2 Apologies
At the close of the agenda no apologies had 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
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That the Manukau Harbour Forum confirms
the ordinary minutes of its meeting, held on Monday,
9 February 2015, including the confidential section, as a true and correct
record.
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5 Leave of Absence
At the close of
the agenda no requests for leave of absence had been received.
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 www
members.
A request has
been received from Paul Dickson from the Head2Head Charity to speak about their
event, which is an 125km relay around the Manukau Harbour from Awhitu to
Huia.
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.
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Manukau
Harbour Forum
13 April 2015
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Update on
2014/2015 Work Programme and draft 2015/2016 Work Programme
File No.: CP2015/05130
Purpose
1. To provide an
update on the 2014/2015 work programme for the Manukau Harbour Forum (the
Forum) and to request that the Forum agree on its preferred option for Year 2
of its communication plan and make recommendations to its members boards on
funding for the Forum’s 2015/2016 work programme.
Executive Summary
2. The Forum
approved its annual work programme at its meeting in 10 November 2014
(resolution number MHFJC/2014/1). The programme consists of the following
individual projects:
· Communication and Activation Plan;
· Flagship Sites programme to
profile industries; and
· Research hui.
3. This report
provides an update to the Forum on that work programme. It also identifies at a
high level funding required to implement year 2 of the work programme in order
to support member boards with deciding their 2015/2016 funding allocations.
4. A more
comprehensive report on the work programme will be provided to the board at its
July 2015 meeting following analysis and evaluation of year 1 of the programme.
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Recommendation
a) That the
Manukau Harbour Forum notes the information in the Update on Work Programme
report.
b) That the
Manukau Harbour Forum recommends to member boards that funding be allocated
to support a flagship sites programme in 2015/2016.
c) That the
Manukau Harbour Forum agrees a preferred option for year 2 of the
communication and activation plan for recommendation to member boards for
funding.
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Comments
5. Paragraphs 6
to 16 below provide an update on the 2014/2015 work programme, as well as an
indication of what budget will be required to support continuation of the work
programme in 2015/2016. It is anticipated that each member board will be asked
to contribute between $7,800 and $20,600 for the 2015/2016 work programme, depending
on which option for the communication and engagement plan the Forum selects as
its preferred option.
Flagship Sites
programme
6. Discussions have been held with all sites selected to participate in
the programme and all companies are enthusiastic about participating in the
programme. While a draft schedule of events has been developed, the only
confirmed date at this stage is the Auckland Airport event on the 22 April
2015. Communications materials have been developed with the Airport and will be
tabled at the Forum’s April meeting.
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Flagship Sites
Events Schedule
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Wednesday 22
April, 8am
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Auckland
International Airport
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Wednesday 27 May,
4pm
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Harley Davidson
Auckland
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Wednesday 1 July,
4pm
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Villa Maria Winery
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Wednesday 29 July,
4pm
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Owens Transport
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Table 1: Draft
flagship sites events schedule
7. A summary of each site (including status of engagement with each
company) and communications text for the Auckland Airport event can be found in
Attachment A
8. It is recommended that the flagship sites programme continues to be
funded in the 2015/2016 financial year at a cost of $22,000.
Communications and Activation Plan.
9. The Communications Plan (including objectives, messages, audiences,
and other information) has been updated to include Forum member feedback based
on the February workshop. A copy of the plan is appended as Attachment B.
10. The Forum’s Project Resource Kit collates all of the research
undertaken to date in developing the communications plan. The kit will be
accessible to any Forum members or council staff who require a point of
reference for any reason and will be tabled at the Forum’s April 2015 meeting.
A draft of the design, including text and images, of the Forum’s website will
be provided at this meeting.
11. As discussed previously, there will be two subsites on the Auckland
Council website - one will be for the Forum and the other for the Manukau
Harbour itself. It is proposed that it will include an archive of research
papers and documentation about the harbour.
12. Following the updating of the stakeholder database, a letter from
the Forum chair communicating the goals and advocacy role of the Forum will be
sent to stakeholders. The letter also invites recipients to provide feedback on
the Forum, and its new website presence, to a dedicated email address which is
expected to be set up prior to the April 2015 meeting. Other work undertaken as
part of the communications plan include the drafting of a two-page story about
the Manukau Harbour Forum and its role for the May issue of Our Auckland.
Next steps
13. The next steps for the communications plan is to work with local
boards to identify opportunities for placing stories about the Manukau Harbour
and the Forum on boards’ social media pages, and in their newsletters. In
addition, approaches will be made to local newspapers (Western Leader, Manukau
Courier) to feature geographically specific stories about the Forum and the
Manukau Harbour.
14. Communications support will also be provided for the flagship sites
programme if required.
2015/2016 Financial
Year Planning
15. It is anticipated by the end of the first year of the Forum’s
communication plan, that the Forum will have a sound foundation to increase its
profile with stakeholders. On this basis, three options have been put together
for consideration by the Forum in determining its 2015/2015 work programme.
These options are noted in the table below with information on the key
deliverables for each option. A detailed work plan will be developed following
confirmation from the Forum of its preferred option.
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Option
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Deliverables
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Status quo
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· Website
maintenance and email newsletter
· Promotion
of the flagship sites programme
· Development
of a map or brochure to be distributed through council information centres.
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Budget increase to
$75,000
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· Wider
distribution of a monthly newsletter programme to key audience groups (for
example, delivered to businesses in high-risk areas).
· Some
advertising that will ensure delivery of the Forum’s key messages to targeted
audiences, with impact and clarity.
· Educational
signage in some key harbourside locations. This signage could be similar to
the Department of Conservation signage in place at special locations, and
will promote the message that the Harbour is under threat, the reasons why,
and what Aucklanders can do to prevent further damage and begin restoration.
· Conducting
informational events to inform the public on the Forum’s objectives and
activities, and on the Harbour itself.
· A
mobile display stand that can move around libraries, and be used as part of
an interactive presence at key events, such as the Ambury Park Open Day, or
during Seaweek. This would enable delivery of the Forum’s key messages, and
interaction with the general public.
|
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Budget increase to
$150,000
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· A
dedicated communications consultant for 15 hours per week.
· Wider
distribution of a monthly newsletter programme with photos and a range of
stories, and consideration of a print mail out or newsletter to key audience
groups (for example, businesses in high-risk areas).
· Advertising
that will ensure delivery of the Forum’s key messages to targeted audiences,
with impact and clarity.
· Educational
signage in two or three key harbourside locations. This signage could be
similar to the DOC signage in place at special locations, and will promote
the message that the Harbour is under threat, the reasons why, and what
Aucklanders can do to prevent further damage and begin restoration.
· A
mobile display stand that can move around libraries, and be used as part of
an interactive presence at key events, such as the Ambury Park Open Day, or
during Seaweek. This would enable delivery of the Forum’s key messages, and
interaction with the general public.
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Table
2: Options for 2015/2016 Communication and Activation Plan
16. The Forum is requested to identify its preferred option, noting that
this has implications for funding required from member boards. Table 3 below
outlines the funding required from each of the nine boards for each of the
three options, including funding for the flagship sites project and a research
hui.
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Action
Point
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Project
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Cost
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1.1 Develop and implement a
communications plan for the forum
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Year 2 Manukau
Harbour Forum Communications Plan
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Option 1:
Status Quo
$35,000
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Option2:
$75,000
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Option 3:
$150,000
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1.4 Establish a
Manukau Harbour Flagship Programme
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Manukau
Harbour Flagships Sites Project: year two
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$22,000
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2.2.2 Set up an
inaugural research hui
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Manukau Harbour
Research Hui: Year 2
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$10,000
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Year 2 per
local board
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With Option 1:
$7,800
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With Option 2:
$12,300
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With Option 3:
$20,600
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Table 3: 2015/2016
Draft Manukau Harbour Forum Work Programme
Consideration
Local Board views and implications
17. All member
boards, apart from the Waitakere Ranges Local Board, approved the 2014/2015
work programme and required funding at their business meetings in August 2014.
Once agreed by the Forum, the 2015/2016 work programme will be provided to
member boards for their consideration.
Māori impact statement
18. No specific
consultation with Maori was undertaken for the purposes of this report. Mana
whenua provided conditional endorsement of the work programme at a hui in
November 2014.
Implementation
19. This report
provided a high level overview of anticipated budget required to implement year
2 of the Manukau Harbour Forum work programme. The work programme will be
provided to member boards for their consideration and allocation of funding
prior to July 2015.
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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Flagship sites update
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13
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bView
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Communications plan
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25
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Signatories
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Authors
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Tessa Chilala – Senior Environmental Programmes
Advisor
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Authorisers
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John Dragicevich - Manager Infrastructure and
Environmental Services
Victoria Villaraza - Relationship Manager
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