Agenda of Puketāpapa Local Board

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

Date:

Time:

Meeting Room:

Venue:

Thursday, 24 November 2016

6.00pm

Fickling Convention Centre
546 Mt Albert Road
Three Kings

Puketāpapa Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Harry Doig
Deputy Chairperson	Julie Fairey
Members	Anne-Marie Coury
	David Holm
	Shail Kaushal
	Ella Kumar, JP

(Quorum 3 members)

Brenda Railey

Democracy Advisor

14 November 2016

Contact Telephone: 021 820 781

Email: brenda.railey@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Puketāpapa Local Board

24 November 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

9 Public Forum 5

10 Extraordinary Business 5

11 Notices of Motion 6

11.1 Notice of Motion - Living Wage Recommitment 6

12 Albert-Eden-Roskill Governing Body Members Update 7

13 Chairperson's Report, November 2016 9

14 Board Member Reports 13

15 Urgent decision-making process 21

16 Adoption of a business meeting schedule 23

17 Record of Puketāpapa Local Board Workshop Notes 27

18 Consideration of Extraordinary Items

1 Welcome

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

That the Puketāpapa Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 25 August 2016 and the extraordinary minutes of its meeting, held on Thursday, 27 October 2016, including the confidential section, as a true and correct record.

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

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 Puketāpapa 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.

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 members.

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

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

11.1 Notice of Motion - Living Wage Recommitment

In accordance with Standing Order 3.11.1, the following Notice of Motion (Attachment A) has been received from Member Julie Fairey for inclusion on the agenda for the Puketāpapa Local Board meeting being held on day, Thursday, 24 November 2016:

Recommendation/s

That the Puketāpapa Local Board:

a) reconfirm its November 2012 and June 2015 commitment to the principle of the Living Wage, to support community well-being, and recommends that Auckland Council as a whole also support this principle.

b) recommend that Auckland Council, including CCOs, pay all direct employees and contracted employees at least a Living Wage, in particular through an immediate increase to the approximately 1600 workers on the lowest pay rates.

c) restate its expectation that all contracts entered into by Auckland Council, including CCOs, for work in the Puketapapa Local Board area will guarantee at least a Living Wage to all workers employed as a result of that contract.

Attachments

a Notice of Motion - Living Wage Recommitment................................... 39

Puketāpapa Local Board

24 November 2016

Chairperson's Report, November 2016

File No.: CP2016/22520

Purpose

1. The purpose of this report is to inform the Puketāpapa Local Board on the Chairperson’s portfolio activities.

Recommendation/s

That the Puketāpapa Local Board

a) receive the Chair’s Report for November 2016.

b) seek advice from Council officers about the implications for the Board if it were to decide not to make any appointments to outside organisations.

Attachments

No.	Title	Page
a ⇩	Harry Doig report, 15 August to 11 November 2016	11

Signatories

Authors	Brenda Railey - Democracy Advisor
Authorisers	Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

24 November 2016

Board Member Reports

File No.: CP2016/22521

Purpose

1. The purpose of this report is to provide Board members with an opportunity to update the local board on the projects they have been involved with since the last meeting.

Executive Summary

2. Board Member reports are attached for the month of November 2016, providing an update their portfolio work.

It is anticipated that Board members will speak to their reports at the meeting.

Recommendation/s

That the Puketāpapa Local Board receive the Member reports for November 2016.

Attachments

No.	Title	Page
a ⇩	David Holm report, 16 August to 10 November 2016	15
b ⇩	Julie Fairey report, 15 August to 14 November 2016	17

Signatories

Authors	Brenda Railey - Democracy Advisor
Authorisers	Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

24 November 2016

Urgent decision-making process

File No.: CP2016/22306

Purpose

1. The purpose of this report is to seek the Puketāpapa Local Board’s agreement to use the urgent decision-making process when appropriate.

Executive summary

2. The urgent decision-making process enables the board to make decisions without calling the full board together and meeting the requirement of a quorum. By agreeing to this process, the board delegates decision-making authority to the chair and deputy chair, or any person acting in these roles.

3. At times, such as during the Christmas and New Year period, it is not practical to call the full board together and meet the requirements of a quorum. This is an example of when the urgent decision-making process would be used.

Recommendation/s

That the Puketāpapa Local Board:

a) adopt the urgent decision-making process for matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum.

b) delegate authority to the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board.

c) agree that the relationship manager, chair and deputy chair (or any person/s acting in these roles) will authorise the urgent decision-making process by signing off the authorisation memo.

d) note that all urgent decisions will be reported to the next ordinary meeting of the local board.

Comments

What an urgent decision is

4. The urgent decision-making process enables the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board when it is not practical to call the full board together and meet the requirement of a quorum. Examples include during the Christmas and New Year period or for participating in a council submission process.

5. The Local Government Act 2002^{^[1]} provides for local boards to delegate to committees, sub-committees, members of the local board or Auckland Council staff, any of its responsibilities, duties and powers, with some specific exceptions. This legislation enables the urgent decision-making process.

6. The urgent decision-making process provides an alternative decision-making mechanism to an extraordinary meeting. An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled business meeting of the local board.

7. Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

The urgent decision-making process

8. All requests for an urgent decision will be supported by a memo stating the nature of the issue, reason for urgency and what decisions or resolutions are required.

9. The local board relationship manager will use the information in this memo to determine whether or not to authorise the urgent-decision making process.

10. A number of factors will be considered by the relationship manager before approval to use the urgent decision-making process is given, such as:

· the timing of the next scheduled meeting

· confirmation that the local board has the delegation to make the decision

· consideration of the rationale for the urgency

· the significance of the decision and whether the urgent decision-making process is appropriate.

11. Once the relationship manager authorises the use of the urgent decision-making process, the chair and deputy chair (or any person/s acting in these roles) also need to approve the use of the urgent decision-making process by signing the same memo.

12. Once the authorisation memo has been approved, the chair and deputy chair will refer to the substantive report for advice and staff recommendations to inform their decision. This report will meet Auckland Council quality advice standards and adhere to the report authorisation processes.

13. Any decision made using the urgent decision-making process will be reported as an information item to the next ordinary meeting of the local board and the signed approval memo will be attached.

Consideration

Local board views and implications

14. This report outlines the local board urgent decision-making process, and seeks the local board’s agreement to adopt this process.

Māori impact statement

15. There is no specific impact for Māori arising from this report.

Implementation

16. This report outlines how the local board relationship manager and elected members will execute the urgent decision-making process when the need arises. Paragraph four outlines the implications of this for local boards.

17. The local board relationship managers can provide advice as to what might constitute an urgent decision.

Attachments

There are no attachments for this report.

Signatories

Authors

Felicity Prance - Policy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

24 November 2016

Adoption of a business meeting schedule

File No.: CP2016/22517

Purpose

1. To seek the adoption of the Local Board meeting schedule for the 2016/2019 electoral term.

Executive summary

2. A draft meeting schedule for the 2016/2019 electoral term has been developed and is included below for adoption by the local board.

3. The specific times and dates for meetings, public engagement and any hearings, which may be required for matters such as local board plans and local board agreements, are yet to be finalised. Local board meeting schedules may therefore be updated once these details are confirmed.

Recommendation/s

That the Puketāpapa Local Board:

a) adopt the meeting schedule outlined below for the 2016/2019 electoral term.

Year	Date	Location
2016	8 December	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings

2017	16 February	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings
	16 March	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings
	20 April	Waikowhai Rm Fickling Centre, 546 Mt Albert Road, Three Kings
	18 May	Kotare/Tauhou Rm Wesley Community Centre, 740 Sandringham Road Extn, Mt. Roskill.
	15 June	Kotare/Tauhou Rm Wesley Community Centre, 740 Sandringham Road Extn, Mt. Roskill.
	20 July	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.
	17 August	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.
	21 September	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.
	19 October	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.
	16 November	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.
	7 December	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.

2018	15 February	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.
	15 March
	19 April
	17 May
	21 June
	19 July
	16 August
	20 September
	18 October
	15 November
	6 December

2019	21 February	Lynfield Rm Fickling Centre, 546 Mt Albert Road, Three Kings.
	21 March
	18 April
	16 May
	20 June
	18 July
	15 August
	19 September

b) agree to commence business meetings at 4.00 pm. Public forum and deputations will be scheduled in the early part of the business meeting, to enable the democratic process.

c) note that dates and times for meetings, public engagement and any hearings and deliberations for local board plans and local board agreements are yet to be finalised.

Comments

4. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules.

5. In summary, adopting a meeting schedule helps meet the requirements of:

· clause 19, Schedule 7 of the LGA on general provisions for meetings, which requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Such notification may be provided by the adoption of a schedule of business meetings.

· sections 46, 46(A) and 47 in Part 7 of the LGOIMA, which requires that meetings are publicly notified, agendas and reports are available at least two working days before a meeting and that local board meetings are open to the public.

6. Adopting a business meeting schedule also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

7. Commencing the business meeting during business hours will enable meetings to be productive and ensures best use of resources.

8. There are some instances for which the local board may need to have meetings in addition to this schedule. For example, the local board plans (developed every three years) and local board agreements (developed annually). The specific times and dates for those meetings, public engagement and any hearings process for these matters are yet to be finalized and are therefore not included in the schedule above.

Consideration

Local board views and implications

9. The implication of this report is to ensure that the local board meets its legislative responsibility, as outlined in paragraph five.

Māori impact statement

10. There is no specific impact for Māori arising from this report. Local boards work with Māori on projects and initiatives of shared interest.

Implementation

11. If there is any need to depart from the resolved dates, Auckland Council will publically notify the updated details. Local Board Services Department staff support local board business meetings.

Attachments

There are no attachments for this report.

Signatories

Authors

Mace Ward - General Manager Parks, Sports and Recreation

Madelon De Jongh - Local Board Advisor Manurewa

Authorisers

Karen Lyons - General Manager Local Board Services

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

24 November 2016

Record of Puketāpapa Local Board Workshop Notes

File No.: CP2016/22523

Purpose

1. The purpose of this report is to provide a summary of Puketāpapa Local Board (the Board) workshop notes.

Executive Summary

2. The attached summary of workshop notes provides a record of the Board workshop held in August and September 2016.

These sessions are held to give an informal opportunity for board members and officers to discuss issues and projects and note that no binding decisions are made or voted on at workshop sessions.

Recommendation/s

That the Puketāpapa Local Board receive the workshop notes for August and September 2016.

Attachments

No.	Title	Page
a ⇩	Workshop Notes for 3, 10, 17 and 31 August 2016	29
b ⇩	Workshop Notes for 21 September 2016	35

Signatories

Authors	Brenda Railey - Democracy Advisor
Authorisers	Victoria Villaraza - Relationship Manager

[1] Part 1A, Schedule 7, 36D Local Government Act 2002