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Māngere-Ōtāhuhu
Local Board
23 November
2016
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Local Board
Appointments - Mangere-Otahuhu Local Board
File No.: CP2016/22690
Purpose
1. To
appoint members of Māngere-Ōtāhuhu Local Board to represent the
board at groups, meetings and activities relevant to the work of the local
board.
Executive
summary
2. Elected
members participate as representatives of the local board on a number of
internal, external, community and national organisations.
3. The
beginning of the new electoral term generates the need for new appointments.
This report provides details of the external organisations relevant to the
local board and requests that the local board nominates members to represent
the board for the 2016-2019 triennium.
4. There
are a small number of appointments due to legislation or the terms in a deed
are the responsibility of the governing body, but because the relationship
between the council and the organisation is local, the governing body has
delegated its responsibility to nominate an elected member to the relevant
local board.
Local board leads
5. In
the previous electoral term the Māngere-Ōtāhuhu Local
Board changed its approach from having stand-alone portfolios
to grouping or clustering these together to monitor the board’s work
programme and to consider and progress emerging issues.
6. Staff advice for this electoral term is to bring
work programme related matters into workshops. Workshops provide a forum for all local board members to
ask questions, test advice and develop ideas with staff. This enables all board members to have an overview and
collective understanding of local board matters. Such an approach brings a
cross-board perspective to issues, it avoids portfolio boundary issues, it
provides for a more structured approach to work programme discussions and
enables effective use of staff time.
7. Māngere-Ōtāhuhu
Local Board has indicated that it would still like to share workload and
responsibility between local board members, so the staff recommendation is for
a slightly changed approach to Local board leads based on the local
board’s work programme structure. Local board leads will as a contact for
departments to work with to gain guidance and to run ideas past, be a contact
for other board members and the community for input on new ideas or issues, act
as a champion in full board workshops and meetings for relevant matters, and communicate
progress back to full local board.
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Recommendation/s
That the Māngere-Ōtāhuhu
Local Board:
a) Appoint
the following board members to represent the board as follows:
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Organisation
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Lead
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Alternate
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Community Impact Forum for Kohuora Corrections Facility
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Mangere Bridge BID
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Mangere Town Centre BID
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Mangere East Village BID
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Otahuhu Commercial Association BID
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South Harbour Business Association BID
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Aircraft Noise Community Consultative Group
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Tamaki Estuary Environmental Forum
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Youth Connections South Local
Governance Group (3 members, 1 alternate)
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Maori input into local board
decision-making political steering group (1 lead, 1 alternate)
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Te Pukaki Tapu O Poutukeka
Historic Reserve & Associated Lands Co-Management Committee
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Local Board Leads
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Infrastructure and Environmental Services lead
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Community Facilities lead
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Arts, Community and Events lead
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Parks, Sport and Recreation lead
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Libraries and Information Services lead
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Local planning and heritage lead – includes responding to resource consent applications on
behalf of board
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Transport lead
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Economic development lead
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b) Delegates
to the relevant Local Board Lead to exercise any residual portfolio power or
role conferred in any council document, policy, resolution or work programme.
c) Delegates
to the Youth Connections South Local Governance Group to make all decisions
for the youth connections project, including budget and work programme
approval. The local board requests the members to report any major
issues or celebrations to the board for information.
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Comments
8. A
number of external organisations provide for the formal participation of
Auckland Council elected members in their affairs. Elected member appointees
will have a variety of duties and responsibilities depending on the individual
organisation.
9. At
the commencement of each triennium, the governing body and local boards
recommend appointments to external organisations.
10. As
local board representatives, the nominated members represent the board, not in
a personal capacity. Board members will provide updates at local board
workshops and meetings to keep the board regularly informed of discussions in
their activity area unless good reasons exist for confidentiality, and these
updates also include the use of business meeting reports which maintain public transparency.
11. The reasons for elected member participation in external
organisations can be described in a number of ways:
· a
trust deed, that requires Auckland Council to make an appointment to an
organisation
· an
organisation of interest to the local board is
inviting elected member representation at its meetings
· associations
entered into by the council which provide for elected member representation
· organisation
governance, or project or programme oversight, such as regional or local parks
management groups
· a
statutory or regulatory provision (for example a regulation providing for a
community liaison committee) or
· a
resource consent requiring the formation of a committee or hearing panel
12. In
making decisions about these appointments, it is suggested that local boards
are mindful of:
· the
elected members availability
· any
conflict of interests,
including whether the local board provides funding to the entity
· relevance
· historical relationship with the organisation and Auckland Council
13. Members are delegated in their capacity as elected local board
members. Should they no longer be a local board member, their nominations would
be automatically cancelled.
14. Board members may be part of any organisation in their private
capacity and personal interests and are encouraged to disclose memberships to
external organisations in the conflict of interest register.
15. The
details of the organisations relevant to the local board are detailed below.
Community Impact Forum for the Kohuora Auckland South Corrections
Facility
16. The
local board is asked to appoint one member (and an alternate) to the Community
Impact Forum for the Kohuora Auckland South Corrections Facility (previously Wiri
Men's Prison.)
17. The
purpose of the Community Impact Forum is to provide a forum for community and
stakeholder involvement through which any issues of community interest or
concern can be raised and responded to. The key focus for the forum is to
consider the effects of the Kohuora Auckland South Corrections Facility and
Auckland Region Women’s Corrections Facility on the community. Refer to
attachment A for more information about the CIF’s terms of reference and
purpose.
18. The
previous local board representative was Member O’Brien.
19. The
next Community Impact Forum meeting is scheduled for Wednesday 14 December,
3.30pm – 5.30pm at Auckland South Corrections Facility (Community
Building outside the wire), 21 Kiwi Tamaki Rd, Wiri.
Business Associations
20. There
are 48 Business Improvement District partnership programmes operating within
the Auckland region. The five Business Improvement Districts (BIDs) operate in
the Māngere-Ōtāhuhu are:
- Otahuhu Commercial Association Inc.
- Mangere Town Centre Business Association
- South Harbour Business Association
- Mangere Bridge Business Association
- Māngere East Village Association
21. Each
BID is operated by an incorporated society (business association), governed by
an executive committee. The rules of each business association provide
for the executive committee to invite a local board representative onto the
executive committee. The discretion on whether this member has voting rights
will lie with the business association under the rules of their constitution.
22. The
local board therefore has an opportunity to nominate a board member to
represent it with each business association. In the past two terms, the
board has nominated representatives and alternates for each of the five
business associations.
23. The
role of the local board representative is to work with the business associations
to align the direction for the BID programme and local priorities expressed in
the local board plan. The local board should receive regular reporting on the
BID programme and review progress against objectives.
24. The
local board has a varying day-to-day relationship with the business
associations. All the business associations play a significant role in
the local community and economy, and it is important for the board to interact
with them.
25. It
is recommended that the local board appoints a local board member for each
business association to represent the local board regarding all matters
relating to the business association. The board might consider whether
alternates are needed, given that in recent times alternates seem to have played
only a minor role at most.
Tamaki
Estuary Environmental Forum
26. The
Tamaki Estuary Environmental Forum is an informal liaison group involving local
board and community representatives. It meets regularly, usually
quarterly. The board have had interest in the group because part of the estuary
is within the board’s administrative boundaries and a local board plan
outcome area on preserving and protecting the local natural environment.
Manukau
Harbour Forum
27. A
separate report to the board will discuss appointments to the Manukau Harbour
Forum.
Youth
Connections South Local Governance Group
28. On
14 May 2012, Auckland Council launched a new initiative called Youth
Connections across Auckland, in collaboration with the Mayor’s Taskforce
for Jobs, the Tindall Foundation, Auckland Airport Community Trust and several
other key stakeholder organisations.
29. In
June 2012, the Māngere-Ōtāhuhu and Ōtara-Papatoetoe decided
to work collaboratively in the governance and delivery of the Youth Connections
project. A local governance group, consisting of three members from each board,
was set up.
30. In
November 2013, both the local boards reconfirmed their support of Youth
Connections and requested that the Terms of Reference be updated. The
members representing the Māngere-Ōtāhuhu Local
Board were Members Sosene, O’Brien and Bakulich. Updated Terms of
Reference were approved by the board in March 2016 (see attachment B).
31. The
terms of reference provide for each local board to appoint three members and
one alternate to the Youth Connections South Local Governance Group (LGG). It
is recommended that the board appoint the full complement of members and alternate
for the new term.
32. In
the last term, the LGG often struggled to achieve a quorum for its
meetings. When considering appointment of members for the next term, it
is recommended that the availability and capacity of members to attend meetings
be considered.
33. Last
term, the board also renewed a delegation to the members of the LGG to make all
decisions for the youth connections project, and it is recommended that this be
renewed, to maintain the efficiency of the LGG. Part of the budget of the
LGG is money allocated by each of the local boards, and this part of the budget
will be decided annually by the local boards. The delegated authority of
the LGG relates to the use of the money it receives from all sources, including
the boards and philanthropic funders.
Maori input into local board decision-making – Political
Steering Group
34. In
2014 four Auckland Council southern local boards,
Māngere-Ōtāhuhu, Manurewa, Ōtara-Papatoetoe and Papakura
sought to engage with Māori to explore how they can best meet statutory
obligations and to improve relationships with Māori.
35. A
working group consisting of mana whenua and local board representatives was
formed to explore what they have in common, what is important to each about
this and why, and how through real collaboration they might make positive
outcomes for all Māori and non-Māori alike. In February 2015 the
board appointed Member Togiamua to a political steering group on Māori
input into local board decision-making
36. In
September 2016 the boards received a progress report. At that time the
board resolved to support continuation of the work in the new term.
Te Pukaki
Tapu O Poutukeka Historic Reserve & Associated Lands Co-Management
Committee
37. Te
Pukaki Tapu o Poutukeka Historic Reserve and Associated Maori Lands Co-
management Agreement was signed on 19 October 2010. The co-management agreement
was underpinned by, and was an extension to The Relationship Agreement between
Te Aakitai (Pukaki Marae) and Manukau City Council 2004. The co-management
agreement sets out how Pūkaki Marae and Auckland Council will work
together and share the responsibility for co-managing Te Pūkaki Tapu o
Poutukeka Historic Reserve.
(Refer to report
‘The creation of a permanent access to the Pukaki
Urupa and Auckland Council's historic reserve’, Mangere-Otahuhu Local Board, business meeting, 17 August 2016).
38. In
the last two terms Member Togiamua represented the board on the management
committee.
Local Government New Zealand
39. In
the last term the board appointed Member O’Brien. Costs to attend are a
constraint. This term, Auckland Council representative numbers are
reducing, and local boards together will discuss having a reduced number of
representatives from Auckland Council.
40. It
is anticipated that the regional Local Board Chairs’ Forum will consider
representatives in this term. Meetings take place four times a year and
the venue for meetings is shared across the entire Zone One area.
41. It
is recommended that the board make no appointment for Local Government New
Zealand at this stage, and leave it to the Chair to participate in the chairs’
forum considerations.
Miscellaneous
roles
42. There
are many community groups, not mentioned above, that have occasional
interactions with the board. Often the interactions will be mainly a
matter of information-sharing.
43. Where
an issue emerges that requires a greater response from the board, the board can
take the load off the Chair by allocating responsibility to a Local board lead
or working party to address the issue.
Local board leads
44. In
the previous electoral term the Māngere-Ōtāhuhu Local
Board changed its approach from having using stand-alone
portfolios to grouping or clustering these together to monitor the
board’s work programme and to consider and progress emerging issues.
45. Staff advice for this electoral term is to bring
work programme related matters into workshops. Workshops provide a forum for all local board members to
ask questions, test advice and develop ideas with staff. This enables all board members to have an overview and
collective understanding of local board matters. Such an approach brings a
cross-board perspective to issues, it avoids portfolio boundary issues, it
provides for a more structured approach to work programme discussions and
enables effective use of staff time.
46. Māngere-Ōtāhuhu
Local Board has indicated that it would still like to share workload and
responsibility between local board members, so the staff recommendation is for
a slightly changed approach to Local board leads based on the local
board’s work programme structure. Local board leads will as a contact for
departments to work with to gain guidance and to run ideas past, be a contact
for other board members and the community for input on new ideas or issues, act
as a champion in full board workshops and meetings for relevant matters, and communicate
progress back to full local board. It is envisaged that no new ideas or
initiatives are progressed without being run by the full board.
47. The
main differences, apart from the change of name from portfolio to Local board
lead are:
- a very clear alignment to the board’s
work programme
- regularly bringing work programme related
matters into workshops
- a shift away from regular, structured
meetings with minutes taken with officers outside of workshops
48. A proposed structure for Local board leads is:
- Infrastructure and
Environmental Services
- Community Facilities
- Arts, Community and Events
- Parks, Sport and
Recreation
- Libraries and Information
Services
- Local Planning and
Heritage
- Transport (Auckland
Transport)
- Economic Development
49. Some
existing council documents, including past board resolutions, work programmes
and the council’s delegation protocols refer to portfolios in various
contexts. It is suggested that the relevant Local board lead be delegated
to exercise any residual portfolio power or role under these documents.
Over time, these legacy documents will be updated.
Resource consents for local board comment
50. The
Resource Consents department of council sends resource consent applications to
the board for comment. These require a quick turn around with comments
sent back to the department within a few days. This cannot be
conveniently handled by at a workshop or business meeting. In the last term
Member Elliot was the lead. It is suggested that the Local
planning and heritage lead be delegated the authority
to respond on behalf of the board with comments on resource consent
applications.
Aircraft
Noise Community Consultative Group
51. The
Aircraft Noise Community Consultative Group was set up to consider, and where
appropriate, make recommendations to Auckland International Airport Limited
(AIAL), on aircraft noise issues and concerns that arise from the operation and
activities at Auckland International Airport. It arose from AIAL‘s application
to designate the second runway at the airport, and concerns about the aircraft
noise implications. Six local boards with areas within the flight path,
including Ōtara-Papatoetoe, appoint representatives and alternates to the
Group.
52. Further
information is at this link:
https://corporate.aucklandairport.co.nz/corporate-responsibility/managing-aircraft-noise/being-a-good-neighbour/auckland-noise-community-consultative-group.
53. The
group meets three monthly between 2pm to 5pm. The next meeting of the
group has not been set.
54. The
previous local board representatives were Members Lauese and Bakulich
(alternate).
55. The
local board is asked to appoint one member (and an alternate) to the Aircraft
Noise Community Consultative Group.
Consideration
Local Board views and implications
56. This
report seeks the local board’s decision on representation of the board at
groups, meetings and activities relevant to the work of the local board.
Attachments
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No.
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Title
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Page
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a⇩ 
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CIF's Terms of Reference and Purpose
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13
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b⇩
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Youth Connections South Local Governance Group - Terms
of Refererence
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15
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Signatories
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Authors
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Rina Tagore - Senior Local Board Advisor
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Authorisers
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Carol McKenzie-Rex - Relationship Manager
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