Agenda of Henderson-Massey Local Board

1 Welcome/Chair

2 Apologies

Apologies for absence haave been received from member Warren Flaunty and member Will Flavell.

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 following are declared interests of elected members of the Henderson-massey local board:

BOARD MEMBER	ORGANISATION	POSITION	Updated
Shane Henderson (Chairman)	Waitakere Licensing Trust Waitakere Badminton	Elected Member Patron	13 December 2016
Peter Chan, JP (Deputy Chairman)	Cantonese Opera Society of NZ Asian Leaders Forum NZ-Hong Kong Business Association NZ-China Business Association Auckland Chinese Environment Protection Association (ACEPA) Whau Coastal Walkway Trust Auckland Asian Association	Member Member Member Member Advisor Trustee President	15 Nov 2016 21 Feb 2017
Brenda Brady, JP	Safer West Community Trust District Licensing Committee	Trustee Member	15 Nov 2016
Matt Grey	Zeal	CEO	15 Nov 2016 21 March 2017
Paula Bold-Wilson	Community Waitakere Henderson Budgeting Services Unitec Institute of Technology	Board member Board member Employee	15 Nov 2016 21 March 2017
Vanessa Neeson, JP	Village Green Quilters Ranui Advisory Group	Member Chairperson	15 Nov 2016 17 February 2017
Warren Flaunty, QSM	Westgate Pharmacy NorSGA Properties Westgate Pharmacy Ltd The Trusts Community Foundation Ltd Life North West Pharmacy Waitemata District Health Board Waitakere Licensing Trust Massey Birdwood Settlers Ass. Taupaki Residents & Ratepayers Ass.	Contractor Director Director Director Director Elected Member Elected Member Member Member	15 Nov 2016
Will Flavell	Te Atatū Tennis Club Asia New Zealand Leadership Network Rutherford College Waitākere Literacy Board	Member Member Employee Board Member	15 Nov 2016

4 Confirmation of Minutes

That the Henderson-Massey Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 20 June 2017, 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 Ward Councillors’ Update

An opportunity is provided for the Waitakere Ward Councillors to update the Henderson-Massey local 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 Henderson-Massey 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.

8.1 Deputation: The Church of Jesus Christ of Latter-day Saints in the Henderson-Massey area

Purpose

1. To introduce the Henderson-Massey Local Board to the activities of members of the Latter-day Saints Church in the Henderson-Massey local community

Executive summary

2. Numbering over 2,000 strong, members of the Church of Jesus Christ of Latter-day Saints (also known as the Mormons) are active members of the community in this part of West Auckland that we call home. We are a Christian church that values strengthening communities, supporting families, and helping individuals reach their full potential. Our membership in West Auckland is very ethnically diverse, including people from Maori, Pasifika, Pakeha, Asian, African, and Latin American backgrounds.

3. We run weekly recreational programmes for youth and children, a before-school theological study programme for high school students, and economic self-reliance training for adults and especially young adults. When called upon by the community we are happy to contribute our collective strength.

4. In recent years we have worked with the Red Cross, Tag Out Trust, Twin Streams, Te Ukaipo, the SPCA, Ranui Primary School, Ranui Community Garden, World Vision, Waitakere Maternity Hospital, and Whakatakapokai Care & Protection Residential Unit, to give just a few examples. Our members are actively engaged in local schools, businesses, and community organizations. We live, work, and serve in the Henderson-Massey area. Please feel free to call on us if you have a need for helping hands for a community service project, advice for building relationships of trust between people of different ethnicities, or any other community concern.

Recommendation/s

That the Henderson-Massey Local Board:

a) receive the deputation from Melissa Inouye, LDS Public Affairs from Church of Jesus Christ of Latter-day Saints.

Attachments

a Presentation from Church of Jesus Christ of Latter-day Saints............ 39

8.2 Deputations: Pavlovich Coachlines Operating Bus Depot in Residential Ranui, Auckland

Recommendation/s

That the Henderson-Massey Local Board:

a) Receives deputation from Fraser Dickson and Sheri Dickson on the Pavlovich Coachlines operating in the residential Ranui area.

8.3 Deputation: Waipereira Trust

Purpose

1. To speak to the Henderson-Massey local board about the work that Te Whanau O Waipareira does in the local board area.

Executive summary

2. To speak to the Henderson-Massey local board about the work that Te Whanau O Waipareira does in the local board area, the ongoing support from the board that is required to continue to do our work in a way that is of a benefit for the urban Maori population (of which Henderson-Massey has the third largest population in Auckland), and the role of the MOU (2009) between Te Whanau O Waipareira and council and the statutory obligations to urban Maori under the Local Government Act (2002), and the Restructuring Act (2009).

3. Challenge misconceptions about Te Whanau O Waipareira.

Recommendation/s

That the Henderson-Massey Local Board:

a) Receives deputation from John Tamihere from Te Whanau O Waipareira.

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

There were no notices of motion.

Henderson-Massey Local Board

18 July 2017

Chairperson's report

File No.: CP2017/12694

Local Board Plan community engagement

The Local Board Plan consultation entered into a targeted phase late last month, and we held workshops with the sports sector, as well as working with Massey Matters, Te Atatu South Community Association, the Ranui network, ZEAL and the West Auckland Pasifika Forum. We hugely appreciate those groups working in partnership with us to shape the future of our communities. You people are awesome.

We ended up with 99 formal submissions, lower than expected. We are not quite sure what to make of this, given the huge effort we made to get around libraries and groups. Thankfully though, we received a large number of informal submissions through the more than 200 conversations we had at these events.

Next steps are to go through these submissions, and we will be holding hearings for those that indicated that they wanted to speak verbally to their ideas. This will all be a part of shaping the vision for our three year plan, due for adoption and implementation next year. Thanks to staff for all your work, and most importantly thanks to the community for your engagement.

Exciting events

I made it along to the Wildlife Photographer of the Year exhibit at the Auckland Museum last week, and I would highly recommend it. It is a stunning exhibit, and great that it can be brought to the public through the museum. It will be on for the next few months I understand, and it is well worth crossing the Whau River for.

ZEAL had a fantastic showcase event for young people last week, and I had the great pleasure of attending and seeing the great performances of music, dance and art. Perhaps we are experiencing a cultural renaissance, an explosion of youth artistic and creative expression in the West. So great for ZEAL to pack out the house, and for people to enjoy the work of our young people.

I wish on behalf of the Board to congratulate the Waitemata Seagulls league club for their 50^th jubilee, which they have recently celebrated. It was an honour to attend this celebration of behalf of the Board. This club has been at the heart of the Ranui community for all these years, and I wish to express my particular appreciation for the family culture of this club. Best of luck for the next 50 years, and good luck in the Sharman this year.

An acknowledgement for Waitakere College

I wish to pass on our hearty congratulations for the stunning NCEA result improvements and fantastic initiatives in Waitakere College. They have achieved a remarkable increase in NCEA results, and have been recognized with a teaching and learning award. It is true that people can get the best education right here in West Auckland, and when our schools are strong our communities are strong.

Facebook livestreaming

Finally, I really appreciate the work of the Western Leader in filming our formal meetings for all three west local boards. Since this initiative, we have received a huge uptick in civic engagement, and a viewership of several thousand. This has encouraged a diversity of perspectives, which can only be a good thing for our decision-making and representative democracy.

Recommendation/s

That the Henderson-Massey Local Board:

a) receive the Chairperson’s report.

Attachments

There are no attachments for this report.

Signatories

Authors	Shane Henderson, Chairperson – Henderson-Massey Local Board
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 July 2017

Auckland Transport Update – July 2017 to the Henderson/Massey Local Board

File No.: CP2017/13410

Purpose

1. The purpose of this report is to; respond to requests on transport-related matters, provide an update on the current status of Local Board Transport Capital Fund (LBTCF), provide a summary of consultation material sent to the Board and, provide transport related information on matters of specific application and interest to the Henderson/Massey Ranges and its community.

Executive summary

2. In particular, this report covers:

· Progress report on the Board’s advocacy initiatives

· Progress report on the Board’s transport capital fund projects

· Consultation documents on proposed safety improvements

· Local Board requests on transport-related matters

Recommendation/s

That the Henderson-Massey Local Board:

a) receive the Auckland Transport update July 2017.

Comments

Strategic alignment

3. The Henderson-Massey Local Board has outlined through its 2014-17 local board plan, that it has a strong interest in the role of transport and how it helps to create a connected community. This includes improving safety in our neighborhoods, improving the look of our town centres, as well as supporting people to get to the places they want to go for work and recreation.

4. The local board plan has a specific transport outcome in which Auckland Transport has a key role in bringing to life:

OUTCOME: REAL CHOICES BETWEEN WALKING, CYCLING, PUBLIC TRANSPORT AND CARS

· We (HMLB) have identified our transport priorities as increasing investment in walking and cycling infrastructure, improving public transport and reducing reliance on roads and cars.

Henderson-Massey Local Board Plan 2014-17 (Pages 38-41).

5. Auckland Transport is supporting the Local Board initiatives and delivering on it’s Statement of Intent strategic themes. Five strategic themes guide Auckland Transport’s decisions and actions and are aimed at providing an accessible, integrated, efficient and innovative transport system. They are also critical to the realisation of Auckland Council’s vision for transport as expressed in Chapter 13 of the Auckland Plan.

6. The five strategic themes endorsed by Auckland Transport’s Board are:

· Prioritise rapid, high frequency public transport

· Continually transform and elevate customer experience

· Build network optimisation and resilience for travel times

· Enable quality urban growth to meet demand

· Fast-track creative, innovative and efficient transport services.

7. The initiatives below all contribute to either the Henderson-Massey Local Board Plan outcomes or one of Auckland Transport’s strategic themes:

8. Auckland Transport is improving public transport with the implementation of the New Network Public Transport Network, which went live in the west on June 11. This increased bus service provision in the area and offers an enhanced public transport system.

Transport capital fund update

9. At a workshop on 16 May, and followed by a Board Site Tour of potential sites on the 23 May, the Henderson/Massey Local Board considered a number of potential LBTCF projects, in order to select those projects it wished to proceed with in the current political term. The Local Board will be having a follow-up workshop to confirm the projects to proceed with. Date to be confirmed.

Henderson Massey Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$4,623,969
Amount committed to date on projects approved for design and/or construction	$1,680,349
Remaining Budget left	$2,943,620

Upcoming Projects and Activities

Te Atatu Road June Report to Henderson Massey Local Board

The roadways in the Te Atatu Road Corridor Project Upgrade were, with two exceptions, completed in the last week in June. The exceptions are:

· the application of the green surfacing and the related activation of the bus advance measures which cannot be completed until probably sometime in August.

· Planting which will occur in November.

The principal objective of the project was to address congestion by enabling 38,000 +/- vehicles to flow more easily between Wakeling Aveune and the Motorway than was possible before works began.

At the time of writing, the initial results appear to exceed expectations. Traffic is flowing freely at peak, even on wet days when traffic is generally at its heaviest.

Thus, the principal objective was achieved by (or slightly before) “mid-2017” as tentatively predicted for the last several months. It was also achieved in +/- 22 months, which is less than the 24 months originally projected as the worst case timeframe.

It is now reasonable to project that all the remaining works should be complete by or before the end of August, meaning that the whole project with the exception of planting will be finished within the originally projected timeframe.

Media and communications

We advertised in the Western Leader:

· The commissioning date for the traffic lights in early June

· The likelihood of the road surfaces being complete by the end of June.

A story advising that the “end was in sight” was placed in the June issue of Our West (circulates throughout West Auckland).

A similar story was written for the Western Leader which did not use it, nor did the Leader write any other significant story acknowledging these milestones.

The Western Leader did write stories about the traffic lights malfunctioning (teething problems) two days after their being commissioned. It was explained that:

· Control of the traffic lights was now in the care of ATOC and we had neither input nor authority

· ATOC has a process for identifying and rectifying faults and this had been activated

· When traffic lights fail, the road code immediately applies in respect of the right-hand rule

· Policing poor driving is the responsibility of the police.

We provided explanations to the Western Leader (and stakeholders) for the phone outage caused by a major cable being damaged by a digger.

The website was brought up to date with the milestones that have been achieved and other matters.

We have continued to respond to individual queries and complaints received via the AT call centre. Each receives an individual answer. This includes a reply drafted for HW the Mayor in response to comments from a resident.

Wally Thomas, Chief Officer Stakeholder Relations, and CEO David Warburton have been in dialogue with MP Twyford who has called for an independent enquiry.

We will continue to advertise key milestones as they occur with the remaining tasks in the project and will also organise a “thank you event” for the Te Atatu community.

On-road tasks remaining

The “greening” requires the asphalt to cure for six to eight weeks before the green surfacing that denotes bus priority “pockets” and cycle lanes can be applied. The nature of modern materials is such that unless the “volatiles” have fully evaporated from the asphalt, the green surface will not adhere. Application is also weather and temperature dependent

“Volatiles” are chemicals in the asphalt that evaporate over time.

Activating bus and cycle facilities

Cycle lanes are legal as soon as the road is marked and appropriate signage (including “no Stopping” lines) are in place.

Bus pockets work in conjunction with Bus Advance phasing of the traffic lights. Thus the bus can get to the head of the traffic queue and occupy the “pocket” and move off a short time before other traffic,

As we cannot apply the green surface for several weeks, it was decided not to make the bus pocket available immediately, to prevent other drivers from mistakenly thinking they can use it. Should this occur, traffic going forward from the pocket would find itself “pinched out” on the far side of the intersection. As this does not promote road safety, the bus pockets remain coned off until the green surface can be applied, signage installed and the traffic light phasing activated.

Off road works

There is, still, several weeks’ worth of work on private properties. As previously reported, each property has different requirements and therefore a bespoke solution. Because this was time and resource consuming, it has been left till last for completion. A key element in almost all of these works is re-grading driveways to meet the roads at their new levels. When this is done the vehicle crossings can be completed.

It may be worth noting that negotiating agreements with property owners as to exact details of property works that they would each be satisfied with, and the consequent right to enter and work on their properties, took seven months and was only final complete in late May

Traffic Control Committee (TCC) Report

10. Decisions of the TCC over the month of June 2017 affecting the Henderson/Massey Local Board Local Board area are shown below:

Summerland Drive / Parkcrest Drive / Brookwood Drive / Grendo Avenue	Henderson	Lane Restrictions, No Stopping At All Times, Bus Stop, Bus Shelter, Traffic Island, Give-Way Control, Flush Median, Edge Line
Forest Hill Road / Parrs Cross Road / Farwood Drive / Border Road	Henderson	Lane Restrictions, No Stopping At All times, Bus Stop, Bus Stop-Rescinded, Traffic Island, Give-Way Control, Stop Control, Give-Way Controlled Roundabout, Flush Median, Edge Line
Awaroa Road / Wattle Road	Sunnyvale	No Stopping At All Times, Bus Stop, Bus Stop-Rescinded, Bus Shelter-Removed, Give-Way Control
Wiseley Road	West Harbour	No Stopping At All Timess, Bus Stop, Road Hump
Simpson Road / Babich Road	Henderson	No Stopping At All Timess, Bus Stop, Footpath, Give-Way Control
Royal Road / Don Buck Road	Massey	No stopping At All Times, Bus Stop, Bus Shelter, Traffic Island, Give-way Controlled Roundabout, Flush Median
Westgate Drive / Fernhill Drive	Massey	Bus Parking, Bus Stop, No Stopping At All Times, Loading Zone, Lane Restrictions, Give-Way Control, Flush Median, Traffic Island
Hetherington Road	Ranui	No Stopping At All Times, Bus Stop
Universal Drive	Henderson	No Stopping At All Times, Bus Stop,
Universal Drive / Lincoln Road	Henderson	No Stopping At All Times, SVL - Cycle Lane, Bus Stop, Lane Restrictions, Bus Stop - Rescinded, Give-Way Control, Traffic Signal Control, Traffic Island, Flush Median
Kotuku Street / Gloria Avenue	Te Atatu Peninsula	No Stopping At All Times, Bus Only Parking, Traffic Islands, Edge Lines, Give-Way Control

Consultation documents on proposed safety improvements

11. Consultation documents for the following proposals have been provided to the Henderson/Massey Local Board for its feedback. As the Board’s transport portfolio holders provide feedback on the Board’s behalf, the material below is included for general information purposes only:

· Rutherford High School (Kotuku Street) Bus stop

· Proposal to formalise the existing parking and traffic controls in Westgate Town Centre

· Local board consultation for bus shelter on Fernhill Drive, Westgate

· Roundabout Pedestrian Improvements on Te Atatu Road, Te Atatu Peninsula

· Traffic Island, Give Way Control at Wallace Road – Hetherington Road intersection, GiveWay Control at Heatherington Road – New Road (i.e., Road 1 to be formed as part of subdivision) intersection and Centreline marking along New Road

Local Board Response

12. The Local Board were supportive of what is being proposed.

Barn Dance – Great North Road, Railside Avenue Intersection

13. Auckland Transport understands the board’s request to finalise the Barn Dance at the Great North Road Intersection. Unfortunately, the diagonal lines marking is not the only action that needs to be done to complete the barn dance. I have requested the team to focus on finalising this.

14. What will be required to complete the Barn Dance is:

· Countdown timers

· New road marking to indicate diagonal crossing

· Kerb designed to suit diagonal crossing (and tactile pavers)

· Possible shifting relocating of the signs.

15. AT will give update reports going forward once there has been some movement.

Consideration

Local board views and implications

16. The Board’s views will be incorporated during consultation on any proposed schemes.

Māori impact statement

17. No specific issues with regard to impacts on Maori are triggered by this report and any engagement with Maori will be carried out on an individual project basis.

Implementation

18. All proposed schemes are subject to prioritisation, funding and consultation.

Attachments

There are no attachments for this report.

Signatories

Authors

Owena Schuster, Elected Member Relationship Manager

Authorisers

Jonathan Anyon, Manager Elected Member Relationship Unit

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 July 2017

Local board involvement in regional strategic priority workshops on the Long-term Plan 2018-2028

File No.: CP2017/13812

Purpose

1. The purpose of this report is to ask each local board to nominate a local board member to attend workshops to determine regional strategic priorities for the Long-term Plan 2018-2028 (LTP 2018-2028).

Executive summary

2. The LTP 2018-2028, our 10-year budget for Auckland, will set the direction for investing in our city over the next decade. The Mayor is inviting a local board member from each local board to attend initial regional strategic priority workshops on the LTP 2018-2028.

3. Over the next year of LTP 2018-2028 development, local boards will also hold workshops and meetings to propose local priorities, consult with local communities and provide formal feedback on regional strategic priorities.

Recommendation/s

That the Henderson-Massey Local Board:

a) appoint a lead Local Board Member and alternate to take part in regional strategic priority workshops on the Long-term Plan 2018-2028.

Comments

4. The Long-term Plan 2018-2028 (LTP) determines how much the council is going to spend and invest over 10 years. The LTP is updated every three years, with feedback from Aucklanders, and is due to be adopted in June 2018.

5. As part of the development of the LTP 2018-2028, a series of workshops will be held on regional strategic priorities. These workshops are on topics such as infrastructure funding and investment, cost reviews, service delivery and rates modelling. There will be approximately 20 half day workshops to attend from August to November 2017. The proposed workshop schedule is attached (noting this is subject to change).

6. The Mayor is inviting a nominated local board member from each local board to attend these regional strategic priority workshops. This will allow local boards to work with Finance and Performance committee members to provide some early input into the LTP process.

7. The local board representatives will be invited to provide local board perspectives, but are not there to represent their local boards’ specific interests. The local board representatives will be responsible for gathering input from other local board members before the regional strategic priority workshops and providing an update and feedback after them.

8. Local boards will also be able to provide formal feedback on regional strategic priorities next year.

9. Each local board will also hold workshops to discuss local priorities for spending, levels of service and performance measures for the LTP 2018-2028. These local priorities will be informed by local board plans, which will be completed by October 2017.

Consideration

Local board views and implications

10. Local board members will be able to provide local board perspectives when attending the regional strategic priority workshops on the LTP 2018-2028.

Māori impact statement

11. Auckland Council has an important role in enabling mana whenua and our Māori communities to fully contribute to and benefit from a successful Auckland. The LTP 2018-2028 will set funding priorities for the activities that will contribute towards this outcome.

Implementation

12. Local board members appointed by each local board will be asked to attend approximately 20 half day workshops from August to November 2017.

Attachments

No.	Title	Page
a ⇩	Regional strategic priority workshops on the Long-term Plan 2018-2028	19

Signatories

Authors

Rachel Wilson - Local Board Advisor

Authorisers

Anna Bray - Policy and Planning Manager - Local Boards

Karen Lyons - General Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 July 2017

Confirmation of Workshop Records

File No.: CP2017/14060

Purpose

1. This report presents records of workshops held by the Henderson-Massey Local Board on:

· 6 June 2017

· 13 June 2017

· 20 June 2017

· 27 June 2017

Executive Summary

2. At the workshop held on Tuesday, 6 June, the Henderson-Massey Local Board had briefings on:

· Local Grants, Round Two and Quick Response, Round Three, 2016/2017

· Local Board Plan engagement

· Leases

· Community Facilities

3. At the workshop held on Tuesday, 13 June 2017, the Henderson-Massey Local Board had a briefing on:

· Governance Framework Review: Workshops during June/July 2017

· Proposed Road Stopping – 36 Reynella Drive, Massey

· Draft local spatial plan programme

· Movies in the park

4. At the workshop held on Tuesday, 20 June 2017, the Henderson-Massey Local Board had briefings on:

· Project 17: Next Steps of Engagement with Local Boards

· SH16/18 Connections and Squadron Drive Project

· Auckland Transport report

5. At the workshop held on Tuesday, 27 June 2017, the Henderson-Massey Local Board had briefings on:

· Community Facilities

· LBP Members' discussions/Portfolio updates

· Proposed North Western Busway

· Councils thinking around film studios, including Auckland Film Studios at Henderson

· Draft Regional Pest Management Plan

· Housing for Older People Update

6. The workshop records are attached to this report.

Recommendation/s

That the Henderson-Massey Local Board:

a) receive the workshop records held on:

· 6 June 2017

· 13 June 2017

· 20 June 2017

· 27 June 2017

Attachments

No.	Title	Page
a ⇩	Henderson-Massey local board - June 2017 Workshop records	23

Signatories

Authors

Busola Martins - Local Board Democracy Advisor (West)

Authorisers

Karen Lyons - General Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 July 2017

Governance Forward Work Calendar

File No.: CP2017/14062

Purpose

1. To present to the Henderson-Massey Local Board with their most current governance forward work calendar.

Executive Summary

2. This report introduces the governance forward work calendar: a schedule of items that will come before the board at business meetings over the upcoming months. The governance forward work calendar for the board 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.

Recommendation/s

That the Henderson-Massey Local Board:

a) notes the updated Governance Forward Work Calendar for June 2017 (attachment A).

Comments

5. 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.

Governance role	Examples
Setting direction/priorities/budget	Capex projects, work programmes, annual plan
Local initiatives/specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

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

No.	Title	Page
a ⇩	Governance forward work calendar - July 2017	35

Signatories

Authors

Busola Martins - Local Board Democracy Advisor (West)

Authorisers

Karen Lyons - General Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Chairperson	Shane Henderson
Deputy Chairperson	Peter Chan, JP
Members	Paula Bold-Wilson
	Brenda Brady, JP
	Warren Flaunty, QSM
	Will Flavell
	Matt Grey
	Vanessa Neeson, JP