I hereby give notice that an ordinary meeting of the Rainbow Communities Advisory Panel will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Monday, 30
November 2015
6.00pm
Reception
Lounge Level 2
Level 2, Reception Lounge
Auckland Town Hall
301-305 Queen
Street
Auckland
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Rainbow Communities Advisory Panel
OPEN AGENDA
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MEMBERSHIP
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Co-Chairperson
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Jordon Harris
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Co-Chairperson
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Julie Radford-Poupard
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Members
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Moira Clunie
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Mark Fisher
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Audrey Hutcheson
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Bruce Kilmister
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Lexie Matheson
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Duncan Matthews
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Diana Rands
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Merv Taueki-Ransom
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Julie Watson
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Aram Wu
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(Quorum 6 members)
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Katherine Wilson
Democracy Advisor
25 November 2015
Contact Telephone: 021 712 595
Email: katherine.wilson@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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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 developments 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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Rainbow
Communities Advisory Panel
30 November
2015
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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 Election of chair or co-chairs of the Rainbow Communities
Advisory Panel 7
6 ATEED and Auckland Council events update 11
7 Modification of signage to accessible toilets in council
office buildings 13
8 Big Gay Out, 2016 15
9 Rainbow Communities Advisory Panel proposed work programme
for 2015/16 term 17
10 Member reports and updates 21
11 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 Rainbow Communities Advisory Panel:
a)
confirm the ordinary minutes of its meeting,
held on Monday, 2 November 2015, 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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Rainbow
Communities Advisory Panel
30 November
2015
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Election of
chair or co-chairs of the Rainbow Communities Advisory Panel
File No.: CP2015/18573
Purpose
1. To agree on the election process
and elect a chair and deputy chair or two co-chairs of the Rainbow Communities
Advisory Panel.
Executive
Summary
2. Following the induction of all
Rainbow Advisory Panel members on 21 September 2015, either one chair and one
deputy chair or two co-chairs will be elected for the remainder of the term
beginning 21 September 2015, until the end of the electoral term in 2016, as
decided by the Rainbow Communities Advisory Panel (the panel).
3. The panel must decide whether
the election will be conducted by open or closed ballot, and choose a voting
system. Staff recommend that the panel adopt one of the two voting systems
outlined in the Local Government Act 2002 (explained at paragraphs 10 and 11 of
this report).
4. Once the panel has made these
decisions, the liaison councillor, Cr Cathy Casey, will lead the process for
the election of the chair.
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Recommendation/s
That the Rainbow Communities
Advisory Panel:
a) decide whether a chair and
deputy chair or two co-chairs will be elected to the panel.
b) decide whether the election
will be carried out by open or closed ballot.
c) decide whether the election
will be carried out via voting system A or voting system B (as described in
Schedule 7, Clause 25 of the Local Government Act 2002).
d) elect either a chair and deputy
chair or two co-chairs for the Rainbow Communities Advisory Panel.
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Comments
5. On 27 August 2015, the Governing
Body endorsed staff’s recommendation and elected Jordan Harris and Julie
Radford-Poupard as co-chairs for the interim and inaugural Rainbow Communities
Advisory Panel meeting. (Resolution number: GB/2015/95)
6. There is no provision for proxy
voting. Only members present may nominate and vote for the chair. Candidates
may vote for themselves.
Open or closed ballot
7. The panel can choose to elect
one chair and one deputy chair or two co-chairs by a show of hand, which is an
open ballot, or by writing their preference on a ballot paper, which is a
closed ballot.
Voting system
8. The panel is required to choose
a preferred voting system.
9. The recommendation of staff is
for the panel to undertake the election in accordance with Schedule 7, Section
25 of the Local Government Act 2002, and to choose one of the two systems that
can be used to elect chairs of regional councils and other committees. The two
systems are described in the Local Government Act 2002, Schedule 7, Sections
25(3) and 25(4) as below:
10. System A:
a) requires that a person is elected or appointed if he or she
receives the votes of a majority of the members of the local authority or
committee present and voting; and
b) has the following
characteristics:
i) there is a first round of voting
for all candidates; and
ii) if no candidate is successful in that round there is a
second round of voting from which the candidate with the fewest votes in the
first round is excluded; and
iii) if no candidate is successful in the second round there is
a third, and if necessary subsequent, round of voting from which, each time,
the candidate with the fewest votes in the previous round is excluded; and
iv) in any round of voting, if 2 or
more candidates tie for the lowest number of votes, the person excluded from
the next round is resolved by lot.
11. System B -
a) requires that a person is elected or appointed if he or she receives
more votes than any other candidate; and
b) has
the following characteristics:
i) there is only
one round of voting; and
ii) if two or more candidates tie for the most votes, the tie is
resolved by lot.
Voting
procedure at the meeting
12. The meeting will proceed as
follows:
a) The acting
co-chairs will call the meeting to order and deal with apologies and the initial
procedural items on the agenda.
b) The first item
of substantive business will be the election of chair.
c) The acting
co-chairs will vacate the chair and the meeting will be chaired by Liaison
Councillor, Cr. Cathy Casey, assisted by the lead officer and the democracy
advisor.
d) The Liaison
Councillor will call for a decision on whether the panel will elect a chair and
deputy chair or two co-chairs.
e) The Liaison
Councillor will call for a decision on whether the ballot will be open or
closed. This will be by voice or show of hands.
f) The Liaison
Councillor will then call for a decision on the voting system. Once a member
moves one of the systems and is seconded, it will be put to the vote. Again a
decision will be by voice or show of hands.
g) The Liaison
Councillor will call for nominations for either the chair and deputy chair or
two co-chairs. Each candidate must be nominated and seconded by a panel member
who is present.
h) If there are
only two nominees those people will be declared elected and will assume either
the role of chair and deputy chair or co-chairs.
i) If there are
more than two candidates, an election will take place using the voting system
agreed earlier.
j) If it is
closed voting, the democracy advisor will undertake the vote, scrutineered by
the liaison councillor.
k) The meeting will
then continue onto the next item of business, with the elected chair or
co-chairs resuming their respective roles.
Consideration
Local
Board views and implications
13. There are no local board implications.
Māori
impact statement
14. There are no items in this report
which impact on matters of significance for Māori.
Implementation
15. The elected chair will resume
their respective roles.
Attachments
There are no attachments for
this report.
Signatories
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Author
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Katherine Wilson - Democracy Advisor
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Authorisers
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Austin Kim - Principal Advisor Panels
James Hassall - Lead Officer Support
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Rainbow
Communities Advisory Panel
30 November
2015
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ATEED and Auckland Council events update
File No.: CP2015/25192
Purpose
1. To provide the Rainbow Community
Advisory Panel with a presentation on community presence events run by ATEED
and Auckland Council.
Executive
Summary
2. Graham Rouse, Manager Event
Design and Development from ATEED will provide a presentation to the Rainbow
Communities Advisory Panel on upcoming community events organised by ATEED.
3. David Burt, Manager Events from
Auckland Council will provide a presentation to the Rainbow Communities
Advisory Panel on upcoming community events organised by Auckland Council.
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Recommendation/s
That the Rainbow Communities
Advisory Panel:
a) receive and thank Graham Rouse,
Manager Event Design and Development, ATEED for his presentation.
b) receive and thank David Burt,
Manager Events, Auckland Council for his presentation.
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Attachments
There are no attachments for
this report.
Signatories
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Author
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Katherine Wilson - Democracy Advisor
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Authorisers
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Austin Kim - Principal Advisor Panels
James Hassall - Lead Officer Support
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Rainbow
Communities Advisory Panel
30 November
2015
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Modification of signage to accessible toilets in
council office buildings
File No.: CP2015/24774
Purpose
1. To seek the Panel’s advice as a
pilot programme to retrofit a
potential new signage of the accessible toilets in council buildings.
Executive
Summary
2. Auckland Council is considering
a new signage of the accessible toilets in council buildings including 135
Albert street and Bledisloe House to
expand the use of the accessible toilets to the following groups:
· wheelchair users
· crutch and walking stick users
· people who are intersex, transgender and transsexual
· pregnant women
· people with babies or children
· people with an assist dog.
3. A proposed
process will include a consultation and engagement process with council
employees regarding the modification of the accessible toilet signage in
council buildings. A new pictogram will be considered to replace the current
signage of accessible toilets.
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Recommendation/s
That the Rainbow Communities
Advisory Panel:
a) provide advice and feedback on
the proposal
b) support the proposal
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Attachments
There are no attachments for this report.
Signatories
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Authors
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Julian Gonzalez, Workspace Business Partner
Austin Kim - Principal Advisor Panels
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Authoriser
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James Hassall - Lead Officer Support
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Rainbow
Communities Advisory Panel
30 November
2015
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Big Gay Out, 2016
File No.: CP2015/25254
Purpose
1. To establish a sub-committee to
create a Rainbow Communities Advisory Panel stall at the Big Gay Out 2016
event.
Executive
Summary
2. The sub-committee will be made
up of volunteers from the Rainbow Communities Advisory Panel to look into the
possibility of creating a Rainbow Communities Advisory Panel stall at the Big
Gay Out event on Sunday 14 February 2016 at Coyle Park, Pt Chevalier, Auckland.
3. The sub-committee will work
alongside Auckland Council staff and report back to the Rainbow Communities
Advisory Panel on their progress.
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Recommendation/s
That the Rainbow Communities
Advisory Panel:
a) agree on members names to form
a sub-committee to liaise with Auckland Council staff over the December 2015
to February 2016 period around the opportunity of creating a Rainbow
Communities Advisory Panel stall at the Big Gay Out 2016 event
b) if an opportunity for a stall
exists, agree that the sub-committee (in conjunction with Auckland Council
staff) will have the delegation to design and create the stall for the Big
Gay Out 2016 event.
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Attachments
There are no attachments for
this report.
Signatories
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Authors
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Katherine Wilson - Democracy Advisor
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Authorisers
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Austin Kim - Principal Advisor Panels
James Hassall - Lead Officer Support
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Rainbow
Communities Advisory Panel
30 November
2015
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Rainbow Communities Advisory Panel proposed work programme
for 2015/16 term
File No.: CP2015/25249
Purpose
1. To update the Rainbow
Communities Advisory Panel with their amended proposed work programme for the
2015/16 term.
Executive
Summary
2. On Monday 2 November 2015, the
Rainbow Communities Advisory Panel agreed to a draft work programme with
amendments. Auckland Council staff have made the amendments discussed at the
meeting and bring the proposed work programme to the panel for their
information only (see Attachment A).
3. The proposed work programme will
be submitted to the Regional Strategy and Policy Committee for approval on 3
December 2015. Once adopted, the Panel can discuss their priorities of the work
programme for the 2016 term.
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Recommendation/s
That the Rainbow Communities
Advisory Panel:
a) receive the report.
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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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Rainbow Communities Advisory Panel's proposed work
programme for the 2015/16 financial year
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19
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Signatories
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Author
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Katherine Wilson - Democracy Advisor
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Authorisers
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Austin Kim - Principal Advisor Panels
James Hassall - Lead Officer Support
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Rainbow
Communities Advisory Panel
30 November
2015
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Rainbow
Communities Advisory Panel
30 November
2015
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Member reports and updates
File No.: CP2015/25248
Purpose
1. To provide an opportunity for
all members to update the Rainbow Communities Advisory Panel (the panel) on
activities they have been involved in on behalf of the panel.
Executive
Summary
2. Panel members will have an
opportunity at the conclusion of every meeting to update the panel on any
activities they have done on behalf of the panel.
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Recommendation/s
That the Rainbow Communities
Advisory Panel:
a) to receive a verbal update from
members.
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Attachments
There are no attachments for
this report.
Signatories
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Author
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Katherine Wilson - Democracy Advisor
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Authorisers
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Austin Kim - Principal Advisor Panels
James Hassall - Manager, Litigation & Regulatory
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