Agenda of Extraordinary Meeting of the Kaipātiki Local Board

I hereby give notice that an extraordinary meeting of the Kaipātiki Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Wednesday, 27 April 2016

4.30pm

Kaipātiki Local Board Office
90 Bentley Avenue
Glenfield

Kaipātiki Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Kay McIntyre, QSM
Deputy Chairperson	Ann Hartley, JP
Members	Dr Grant Gillon
	John Gillon
	Danielle Grant
	Richard Hills
	Lorene Pigg
	Lindsay Waugh

(Quorum 4 members)

Blair Doherty

Kaipatiki Local Board Democracy Advisor

21 April 2016

Contact Telephone: (09) 484 8856

Email: Blair.Doherty@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Kaipātiki Local Board area

Kaipātiki Local Board Members

	Kay McIntyre QSM Chairperson Ph 09 484 8383 DDI 09 484 8987 Mobile 021 287 8844 kay.mcintyre@aucklandcouncil.govt.nz Portfolios: · Finance – lead · Planning, policy and governance – lead · Built environment, streetscapes and urban design – associate		Ann Hartley JP Deputy Chairperson Mob 027 490 6909 Office 09 484 8383 Home 09 483 7572 ann.hartley@aucklandcouncil.govt.nz Portfolios: · Community Development and Facilities – lead · Sport, recreation services and parks (active) – lead · Regulatory, bylaws and compliance – lead · Parks and playgrounds (passive) – associate · Planning, policy and governance – associate
	Danielle Grant Local Board Member Mob 021 835 724 Office 09 484 8383 Home 09 442 1271 danielle.grant@aucklandcouncil.govt.nz Portfolios: · Arts, culture and events – lead · Economic development – lead · Natural environment – associate		Grant Gillon MPP, PhD Local Board Member Mob 027 476 4679 Office 09 484 8383 grant.gillon@aucklandcouncil.govt.nz Portfolios: · Natural environment – lead · Libraries – associate
	John Gillon Local Board Member Mob 021 286 2288 Office 09 484 8383 Home 09 443 1683 john.gillon@aucklandcouncil.govt.nz Portfolios: · Libraries – lead · Parks and playgrounds (passive) – lead · Civil defence and emergency management – associate		Lindsay Waugh Local Board Member Mob 021 287 1155 Office 09 484 8383 Home 09 418 1620 lindsay.waugh@aucklandcouncil.govt.nz Portfolios: · Built environment, streetscapes and urban design – lead · Arts, culture and events – associate · Transport and infrastructure – associate
	Lorene Pigg Local Board Member Mob 021 839 375 Office 09 484 8383 lorene.pigg@aucklandcouncil.govt.nz Portfolios: · Civil defence and emergency management – lead · Finance – associate · Regulatory, bylaws and compliance – associate · Sport, recreation services and parks (active) – associate		Richard Hills Local Board Member Mob 021 286 4411 Office 09 484 8383 richard.hills@aucklandcouncil.govt.nz Portfolios: · Transport and infrastructure – lead · Community Development and Facilities – associate · Economic development – associate

Kaipātiki Local Board

27 April 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 7

2 Apologies 7

3 Declaration of Interest 7

4 Leave of Absence 7

5 Acknowledgements 7

6 Petitions 7

7 Deputations 8

8 Public Forum 8

9 Extraordinary Business 8

10 Notices of Motion 8

11 Annual Plan 2016/2017 9

12 Consideration of Extraordinary Items

1 Welcome

2 Apologies

Member Lindsay Waugh has tendered her apology for absence.

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.

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Leave of Absence

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

5 Acknowledgements

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

6 Petitions

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

7 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Kaipātiki Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

8 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.

9 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.”

10 Notices of Motion

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

Kaipātiki Local Board

27 April 2016

Annual Plan 2016/2017

File No.: CP2016/07593

Purpose

1. This report provides the opportunity for the Kaipātiki Local Board to make decisions on locally driven initiative (LDI) budgets and key advocacy issues, and to provide feedback on regional issues being considered by the governing body prior to adopting the Annual Plan 2016/2017. There is also the opportunity to make recommendations to the governing body on other financial matters such as new or amended Business Improvement District (BID) targeted rates, new or amended local targeted rate proposals, and proposed LDI capital projects that fall outside local boards’ decision-making responsibility.

Executive Summary

2. Auckland Council is required to approve an annual plan every year that outlines its prioritised activities and projects, intended service levels, funding information and financial policies for the coming year.

3. This report seeks input from local boards on a range of annual plan related matters including LDI, advocacy, regional financial policy issues and other rate proposals.

4. Local boards identified their key advocacy issues in November 2015 for discussions with the Finance and Performance Committee, and consultation. Local boards then consulted with the public on local advocacy issues in February and March 2016. The local board may now wish to agree any advocacy priorities for discussion with the Finance and Performance Committee on 6 May 2016.

5. Local boards also had the opportunity to discuss their locally driven initiatives’ (LDI) budgets during workshops in April 2016.

6. Local board views on these matters will be considered in discussions between the local boards and the Finance and Performance Committee on 6 and 9 May; and by the governing body prior to adopting the Annual Plan 2016/2017 in June 2016.

Recommendation/s

That the Kaipātiki Local Board:

a) makes decisions on 2016/2017 Locally Driven Initiative budgets by activity, within funding envelopes.

b) agrees key advocacy issues.

c) provides any views it may have on regional financial policy issues.

d) recommends any new or amended Business Improvement District targeted rates.

e) recommends any new or amended local targeted rate proposals.

f) recommends any proposed Locally Driven Initiative capital projects, which are outside local boards’ decision-making responsibility.

g) recommends $6,000 of 2015/2016 Locally Driven Initiative operational expenditure to be deferred.

Comments

Locally Driven Initiatives

7. Funding for local activities is split into two parts based on the nature of the service provided and the allocation of decision making between the Governing Body and local boards as outlined in the Local Board Funding Policy. The two parts are asset based services and locally driven initiatives (LDI).

8. The total general rates funded budget available for LDI’s is set by the governing body. Each local board is allotted a portion of the budget to be allocated at the discretion of the local board for activities and services deemed to be a priority to the local board area.

9. Local boards are requested to agree the level of funding for each group of activity. This funding is further allocated to specific projects and services detailed in the work programmes.

10. As part of the funding policy, local boards can resolve to defer those projects funded by the LDI where there was an agreed scope and cost but have not been delivered. The local board may wish to resolve 2015/2016 projects that meet the criteria for deferral to 2016/2017.

11. Key information of the funding of each activity and the LDI funded projects that meet the criteria for deferral is provided in Attachment A.

Advocacy issues

12. Local boards resolved on their key advocacy issues in November 2015 for discussions with the Finance and Performance Committee and consultation. Since then, relevant council departments and Council Controlled Organisations have provided local boards with advice on the current position of each advocacy issue and any next steps. This information was provided to local boards in April 2016, as part of a broader information pack to consider at their workshops and is also attached to this report for information (see Attachment B).

13. Local boards consulted on their local advocacy issues in February and March 2016. The results from the consultation have been analysed, summarised and provided to the local boards. This has been attached to this report for information (see Attachment C). A copy of submissions received from people living in Kaipātiki or concerning Kaipātiki Local Board proposals are attached for the boards consideration (see Attachment D).

14. In light of this information, the local board may now wish to agree any advocacy priorities for discussion with the Finance and Performance Committee on 6 and 9 May.

Regional issues

15. Local boards provided feedback on regional financial policy issues (in November 2015) which were proposed for consultation. The results from the consultation have been analysed, summarised and provided to local boards (see Attachment C).

16. The local board may wish to provide further feedback on these issues for consideration by the Finance and Performance Committee.

Local targeted rate and BID targeted rate proposals

17. Local boards are required to agree any new BID and local targeted rate proposals (noting that any new local targeted rates and/or BIDs must have been consulted on before they can be implemented).

Consideration

Local Board views and implications

18. Local board decisions and feedback is being sought in this report.

19. Local boards play an important role in the development of the annual plan and provide views and information at key stages as council continues through the annual plan process.

Māori impact statement

20. Many local board decisions are of importance to and impact on Māori. Local board agreements and the annual plan are important tools that enable and can demonstrate council’s responsiveness to Māori. Local board plans, which were developed in 2014 through engagement with the community including Māori, form the basis of local priorities.There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in council’s decision-making processes.

Implementation

21. Feedback from the local boards will be provided to the Finance and Performance Committee and governing body for consideration and adopting the Annual Plan 2016/2017.

Attachments

No.	Title	Page
a View	Locally driven Initiatives: operational budgets for 2016/17	13
b View	Kaipātiki Local Board Advocacy Issues	15
c View	Annual Budget 2016/2017 consultation feedback report for Kaipātiki Local Board	19
d View	Draft Annual Plan 2016/2017 Kaipatiki Local Board Written Feedback Volumes 1 and 2 (Under Separate Cover)