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Papakura Local
Board
26 April 2017
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Governance
Forward Work Calendar
File No.: CP2017/06761
Purpose
1. To
present a 12 month governance forward work calendar to the board.
Executive
Summary
2. This
report updates the governance forward work calendar: a schedule of items that
will come before the board at business meetings over the next 12 months. The
governance forward work calendar for Papakura is included in Attachment A.
3. The
calendar aims to support local boards’ governance role by:
· ensuring
advice on agendas and workshop material is driven by local board priorities
· clarifying
what advice is required and when
· clarifying
the rationale for reports.
4. The
calendar will be updated every month. Each update will be reported back to
business meetings and distributed to relevant Council staff. It is recognised
that at times items will arise that are not programmed. Board members are
welcome to discuss changes to the calendar.
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Recommendation/s
That the Papakura Local Board:
a) notes
the attached Governance Forward Work Calendar.
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Comments
5. The
council’s Quality Advice Programme aims to improve the focus, analysis,
presentation and timeliness of staff advice to elected representatives. An
initiative under this is to develop forward work calendars for governing body
committees and local boards. These provide elected members with better
visibility of the types of governance tasks they are being asked to undertake
and when they are scheduled.
6. Although
the document is new, there are no new projects in the governance forward work
calendar. The calendar brings together in one schedule reporting on all of the
board’s projects and activities previously approved in the local board
plan, long-term plan, departmental work programmes and through other board
decisions. It includes governing body policies and initiatives that call for a
local board response.
7. This
initiative is intended to support the boards’ governance role. It will
also help staff to support local boards, as an additional tool to manage
workloads and track activities across council departments, and it will allow
greater transparency for the public.
8. The
calendar is arranged in three columns, “Topic”,
“Purpose” and “Governance Role”:
· Topic
describes the items and may indicate how they fit in with broader processes
such as the annual plan
· Purpose
indicates the aim of the item, such as formally approving plans or projects,
hearing submissions or receiving progress updates
· Governance
role is a higher-level categorisation of the work local boards do. Examples of
the seven governance categories are tabled on the following page.
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Governance role
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Examples
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Setting direction/priorities/budget
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Capex projects, work programmes, annual plan
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Local initiatives/specific decisions
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Grants, road names, alcohol bans
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Input into regional decision-making
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Comments on regional bylaws, policies, plans
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Oversight and monitoring
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Local board agreement, quarterly performance reports,
review projects
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Accountability to the public
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Annual report
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Engagement
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Community hui, submissions processes
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Keeping informed
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Briefings, cluster workshops
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9. Board
members are welcome to discuss changes to the calendar. The calendar will be updated
and reported back every month to business meetings. Updates will also be
distributed to relevant Council staff.
Consideration
Local
Board views and implications
10. All local
boards are being presented with governance forward work calendars for their
consideration.
Māori
impact statement
11. The projects
and processes referred to in the governance forward work calendar will have a
range of implications for Māori which will be
considered when the work is reported.
Implementation
12. Staff will
review the calendar each month in consultation with board members and will
report an updated calendar to the 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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20160426_Papakura Local Board Governance Forward Work
Calendar
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7
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Signatories
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Authors
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Trish Wayper - Local Board Democracy Advisor
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Authorisers
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Karen Lyons - General Manager Local Board Services
Rex Hewitt - Relationship Manager
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