I hereby give notice that an ordinary meeting of the Whau Local Board will
be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 23
November 2016
6:30pm
Whau Local
Board Office
31 Totara Avenue
New Lynn
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Whau Local Board
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Tracy Mulholland
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Deputy Chairperson
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Susan Zhu
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Members
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Derek Battersby, QSM, JP
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Catherine Farmer
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Duncan Macdonald, JP
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Te'eva Matafai
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David Whitley
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(Quorum 4 members)
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Glenn Boyd
(Relationship Manager)
Local Board Services (West)
Tua Viliamu
Democracy Advisor
17 November 2016
Contact Telephone: (09) 813 9478
Email: Tua.Viliamu@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Whau Local
Board
23 November 2016
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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 Ward
Councillors update 5
8 Deputations 5
8.1 West Auckland Pasifika Forum (WAPF) -
Tula’i Pasifika Leadership Programme update 5
9 Public
Forum 6
10 Extraordinary Business 6
11 Notices of Motion 6
12 Whau Christmas Event
Funding 7
13 Auckland Council’s
Quarterly Performance Report: Whau Local Board
For Quarter One, 1 July –30 September 2016 63
14 Adoption of a business
meeting schedule 105
15 Urgent decision-making
process 107
16 Consideration
of Extraordinary Items
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 Whau Local Board:
a)
confirm the extraordinary
minutes of its meeting, held on Wednesday, 2 November 2016, 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 Ward Councillors update
An opportunity is provided for the Waitakere Ward Councillors to
update the board on regional issues they have been involved with since the last
meeting.
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 Whau 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.
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8.1 West
Auckland Pasifika Forum (WAPF) - Tula’i Pasifika Leadership Programme
update
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Purpose
Representatives
of the West Auckland Pasifika Forum (WAPF) have asked for an opportunity to
present to the Whau local board on Tula’i Pasifika Leadership Programme
2016 and West Auckland
Pasifika Forum work plans for 2016-2017.
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Recommendation
That the Whau Local Board:
a) receive
the deputation from representatives of the West Auckland
Pasifika Forum (WAPF) and thank them for the presentation.
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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
At the close of the agenda no requests for notices of motion had
been received.
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Whau Local
Board
23 November
2016
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Whau
Christmas Event Funding
File No.: CP2016/23033
Purpose
1. To
seek an urgent decision on the provision of funding for Christmas events in the
Whau Local Board area outside the contestable grant funding process.
Executive
summary
2. The
local board decided during annual work programme planning for 2016/2017 that organisers
for Christmas events would be encouraged to apply for funding through the
contestable local grants programme rather than through the event partnership
fund.
3. Organisations
seeking Christmas event funding did not however apply through the local grants
programme but have since submitted requests outside of the normal contestable
grant funding process and cycle. These requests will need to be
considered now as they are Christmas events scheduled to occur in the first two
weekends of December 2016. The requests received are for two Christmas
Parades (New Lynn and Blockhouse Bay) and one Christmas Carols (Carols by
Spiderlight) event.
4. The
local board has given initial consideration to these requests at a workshop on
9 November 2016 and requested staff prepare this report to provide
consideration for funding at the 23 November 2016 local board meeting.
5. These
Christmas events have previously been funded by the local board and have some
historical significance in the area. These events may not be able to
proceed without financial support from the local board.
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Recommendation/s
That the Whau Local Board:
a) Approve
the allocation of funding from the local community grants fund to Christmas
events and activities as follows:
i) $3,000
to the New Lynn Lions Club to assist with delivery costs of the New Lynn
Lions Club’s Christmas Parade and Festival, to be held in New Lynn on 3
December 2016.
ii) $3,000
to the Blockhouse Bay Business Association to assist with delivery costs of
the Blockhouse Bay Christmas Parade to be held in Blockhouse Bay on 10
December 2016.
iii) $3,000
to the Avondale Business Association to assist with delivery costs of Carols
by Spiderlight to be held in Avondale on 11 December 2016.
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Comments
6. The
local board decided during annual work programme planning for 2016/2017 that
organisers for Christmas events would be encouraged to apply for funding
through the contestable local grants programme rather than through the event
partnership fund.
7. The
three organisations seeking 2016 Christmas event funding did not however apply
through the local grants programme and staff have now formally received funding
requests for two Christmas Parades (New Lynn and Blockhouse Bay) and one
Christmas Carols event (Carols by Spiderlight). Copies of applications from the
organisations supporting their funding requests are attached to this report.
8. These
Christmas events have previously been funded by the local board and have some
historical significance in the area. A consequence of not funding these events
may be that the events would not take place this year.
9. The
local board gave initial consideration to these late funding requests at a
workshop on 9 November 2016. It was noted that the events aligned with
the funding priorities of the board and there was some discussion of
appropriate levels of funding for the events.
10. As
there are no suitable further local grant funding round opportunities prior to
the holding of these events board members at the workshop requested that a
report be prepared to give formal consideration of funding for the events at
the next local board meeting scheduled for 23 November 2016.
11. Events
unit staff have given consideration to a proposed level of funding for the
events. Taking into account previous levels of funding and equity in
funding between events it is suggested that they each be provided with a grant
of $3,000.
12. The board
currently has a local grant funding balance of $94,231 available from which to
pay these grants.
Consideration
Local
board views and implications
13. The
Christmas events and activities considered for funding align with the local
board plan outcomes of ‘great local communities across the Whau’
and ‘Whau’s heritage, local arts and cultures are cherished’.
Māori
impact statement
14. The
local board operates community grants schemes which provide the opportunity to
fund activities which support a range of outcomes including those of interest
and/or benefit to Māori.
15. The
Christmas events considered by this report do not have a specific Māori
component or focus.
Implementation
16. Following
funding approval, staff will initiate the development of funding agreements for
recipients and the distribution of funding will commence once agreements have
been signed by the applicants.
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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New Lynn Lions Club Application
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9
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b⇩
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Blockhouse Bay Business Association Application
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13
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c⇩ 
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Avondale Business Association Application
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33
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Signatories
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Authors
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Chade Julie - Team
Leader Event Facilitation (South) Events
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Authorisers
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Graham Bodman - General Manager Arts, Community and
Events
Glenn Boyd - Relationship Manager Henderson-Massey,
Waitakere Ranges, Whau
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Whau Local
Board
23 November
2016
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Whau Local Board
23 November
2016
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Whau Local Board
23 November
2016
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Whau Local Board
23 November
2016
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Auckland Council’s Quarterly Performance Report:
Whau Local Board
For Quarter One, 1 July –30 September 2016
File No.: CP2016/22745
Purpose
1. To
provide the Whau Local Board members with an integrated quarterly performance
report for quarter one 2016/17, against the Local Board Agreement work
programme. (Standard purpose statement).
Executive summary
2. This
report is the first in a new format, to provide an integrated view of
performance for the Whau Local Board, including; financial performance,
progress against local board key performance indicators, progress against each
operating department work programme, key challenges the board should be
aware of and any risks associated with delayed delivery against the Whau
2016/17 Work Programme.
3. The
Whau Local Board has an approved 2016/17 work programme for the following operating
departments:
· Arts,
Community and Events, approved on 15 June 2016
· Parks,
Sport and Recreation, approved on 15 June 2016
· Libraries
and Information, approved on 15 June 2016
· ATEED
local economic development, approved on 15 June 2016
· Community
Facility Renewals, approved on 15 June 2016
· Community
Lease Work Programme, approved on 15 June 2016
· Parks,
Sport and Recreation Renewals, approved on 20 July 2016
· Local
environment and local development approved on 20 July 2016
4. All
operating departments with agreed work programmes, have provided a quarterly
update against their work programme delivery, with 102 items reported as
‘green’ status (on track) and five at ‘amber’ status
(some issues, monitor).
The overall dashboard
for the Whau Local Board indicates performance in the Whau Local Board area is
tracking positively (appendix 3.) 6. Of
significance this quarter,
· The Youth Connections specialist broker delivered a Whau Badge
workshop in September for 24 youth and seven employers.
· Te Whau pathway scheme design contract has been awarded to MWH
Global- engineering consultant, by project partner Auckland Transport.
· The Tula'i graduation on 18 August 2016, concluded the successful
delivery of the Tula'i Pasifika Youth Leadership Programme 2016.
7. Operating expenditure for the first quarter to September 2016 is
below budget mainly in the maintenance of parks. Capital projects
for this quarter are slightly below budget due mainly to delays on renewals
programmes.
8. 53%
of the Key Performance Indicators for the Whau Local Board are expected to be
met. The new Board will consider options to address these as it receives work
programme updates.
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Recommendation
That the Whau Local Board:
a) receive
the performance report for the financial quarter ending 30 September 2016.
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Comments
Key Achievements for Quarter One
9. The
Whau Local Board has a number of key achievements to report from the Quarter
One period, which include:
· The Youth Connections specialist broker delivered a Whau Badge
workshop in September for 24 youth and seven employers. Young people were
referred from a range of local providers. Following the workshop, two youth
immediately secured employment and others securing potential employment
interviews.
· Te Whau pathway scheme design contract has been awarded to MWH
Global- engineering consultant, by project partner Auckland Transport.
· The
Tula'i graduation on 18 August 2016, concluded the successful delivery of the
Tula'i Pasifika Youth Leadership Programme 2016. The specialist advisor
administered a funding agreement across the West Auckland local boards for a
new cohort to attend the 2017 Tula'i Pasifika Youth Leadership Programme.
Key Project updates from the 2016/17 Work Programme
10. All
operating departments with an approved 2016/17 Work Programme have provided
performance report updates via SharePoint for quarter one (appendix 2). The
following are progress updates against key projects particularly those
identified in the Local Board Plan:
· The Whau Community Arts Broker has developed a work programme of
proposed projects and events with the first projects to be delivered in Q2
FY17.
· A funding agreement has been finalised with the New Lynn Business
Association to support the installation of five CCTV cameras in New Lynn. With
the installation phase of this project in the second quarter.
· The Kelston Neighbourhood project has supported residents
identifying identity, communication, celebrations, events and culture as
important themes to be addressed with Community Waitakere and the Kelston
Creatives group, through projects such as the Kelston kite and mural projects.
· CEU’s strategic broker and specialist advisors facilitated
delivery of Milenko place making training workshop in Avondale with local
people, and a "practice run" of the Milenko-methodology community
meeting with local residents.
· The ecological restoration work programme has been prepared and
physical work is underway. The early part of the quarter focused on planting to
assist site rehabilitation or infill planting to further help suppression of
invading weeds and closure of bush canopies.
· Ecomatters is on track to achieve their target of delivering at
least 26 sustainability-related seminars or workshops during the funding year.
· ATEED have progressed further discussions with Immigration NZ, IRD,
Office for Ethnic Communities, Ministry of Pacific People's in preparation for
the next phase of the Migrant Business Engagement and Support project.
Henderson-Massey, Albert-Eden and Kaipatiki have confirmed resource to work
alongside Whau this financial year.
Risks
identified in the 2016/17 Work Programme
11. No
significant risks have been identified by operating departments i.e. where the
progress and performance indicator has been set to ‘Red’ –
significantly behind budget/time or achievement of outcomes.
Financial Performance
12. Operating
expenditure for the first quarter to September 2016 is below budget mainly in
the maintenance of parks where there have been exceptionally wet conditions,
inhibiting full field mowing and lower responsive maintenance callouts. Capital
projects for this quarter are slightly below budget due mainly to delays on
renewals programmes. At this point no significant known issues. There is a
substantial amount of Locally Driven Initiative Capex funding still to be
allocated by the local board and projects will need to be factored into the
work programmes going forward. The Financial Quarterly Performance
Report is attached as Appendix C.
Key Performance Indicators
13. 53%
of the Key Performance Indicators for the Whau Local Board are expected to be
met with the exceptions of park usage, satisfaction with library environments
and grant processes, connection with neighbourhood and community, safety in
town centres and Business Improvement District organisations complying with
their partnership obligations. These are explained further in detail in the
attached report and the new Board will consider options to address these as it
receives work programme updates.
Consideration
Local
board views and implications
14. This
report informs the Whau Local Board of the performance to date for the period
ending 30 September, 2016.
Māori impact statement
15. The
following activities in this period in the Whau included a focus on Māori outcomes.
· The
Craigavon Park design and renewal of playground, the walking network, fencing
and park furniture is currently being discussed with Te Kawerau a Maki and
Ngati Whatua Orakei.
· Community
Empowerment Unit (CEU) staff supported a community-led delivery of a noho marae
wananga at Kelston Girls High School and is working with them to organise a
local community hui in the second quarter to enable engagement with local Maori
residents.
· Library
Services in the Whau celebrated Matariki.
Implementation
16. The Senior
Advisor Whau Local Board will continue to facilitate performance updates to 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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Whau Dashboard 2016-17 Q1
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67
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b⇩
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Whau Q1 Report
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69
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c⇩
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Financial Appendix
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89
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d⇩
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Whau Q1 KPI Report
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97
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Signatories
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Authors
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Mark Allen - Senior Local Board Advisor
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Authorisers
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Glenn Boyd - Relationship Manager Henderson-Massey,
Waitakere Ranges, Whau
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Whau Local
Board
23 November
2016
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Whau Local Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local
Board
23 November
2016
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Whau Local Board
23 November
2016
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Whau Local Board
23 November
2016
|
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Adoption of a business meeting schedule
File No.: CP2016/22443
Purpose
1. To seek the adoption of the Whau 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.
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Recommendations
That the Whau Local Board:
a) agree the meeting schedule outlined below for
the 2016/2019 electoral term.
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Year
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Date
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Location
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2016
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14 December
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Whau Local
Board Office, 31 Totara Avenue, New Lynn
|
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2017
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22 February
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Whau Local
Board Office, 31 Totara Avenue, New Lynn
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22 March
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26 April
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24 May
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28 June
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26 July
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23 August
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27 September
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25 October
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22 November
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13 December
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2018
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28 February
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Whau Local
Board Office, 31 Totara Avenue, New Lynn
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28 March
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18 April
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23 May
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27 June
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25 July
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22 August
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26 September
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24 October
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28 November
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12 December
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2019
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27 February
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Whau Local
Board Office, 31 Totara Avenue, New Lynn
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27 March
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24 April
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22 May
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26 June
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24 July
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28 August
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25 September
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b) agree
to commence business meetings at 6.00pm. 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.
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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
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Authors
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Riya Seth - Democracy Advisor
|
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Authorisers
|
Glenn Boyd - Relationship Manager Henderson-Massey,
Waitakere Ranges, Whau
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|
Whau Local
Board
23 November
2016
|
|
Urgent decision-making process
File No.: CP2016/22444
Purpose
1. The
purpose of this report is to seek the Whau 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.
|
Recommendations
That the Whau 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 an 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
|
Riya Seth - Democracy Advisor
|
|
Authorisers
|
Glenn Boyd - Relationship Manager Henderson-Massey,
Waitakere Ranges, Whau
|
