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Puketāpapa
Local Board
18 October
2018
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Additions
to the 2016-2019 Puketapapa Local Board meeting schedule
File No.: CP2018/19688
Te take mō te pūrongo / Purpose of the report
1. To
seek approval for two meeting dates to be added to the 2016-2019 Puketāpapa
Local Board meeting schedule in order to accommodate the Annual Plan 2019/2020
timeframes.
Whakarāpopototanga matua / Executive summary
2. The
Puketāpapa Local Board adopted the 2016-2019 meeting schedule on
24 November 2016 (Resolution PKTPP/2016/1).
3. At
that time the specific times and dates for meetings for local board decision
making in relation to the local board agreement as part of the Annual Plan
2019/2020 were unknown.
4. The
board is being asked to approve two meeting dates as additions to the Puketāpapa
Local Board meeting schedule so that the Annual Plan 2019/2020 timeframes can
be met.
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Ngā tūtohunga / Recommendation/s
That the Puketāpapa Local
Board:
a) approve
two meeting dates to be added to the 2016-2019 Puketāpapa Local Board
meeting schedule to accommodate the Annual Plan 2019/2020 timeframes as
follows:
· Thursday,
13 December 2018, 10am
· Thursday,
6 June 2019, 10am.
b) note
the venue for both meetings will be the Puketāpapa Local Board, 560 Mt
Albert Road, Three Kings.
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Horopaki / Context
5. The
Local Government Act 2002 (LGA) and the Local Government Official Information
and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting
schedules.
6. 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.
7. The
Puketāpapa Local Board
adopted its business meeting schedule at its 24 November 2016 business meeting (Resolution
PKTPP/2016/2).
8. The timeframes for local board decision making in relation
to the local board agreement which is part of the Annual Plan 2019/2020 were
unavailable when the meeting schedule was originally adopted.
9. The board is being asked to make decisions in mid-December
and early June to feed into the Annual Plan 2019/2020 process. These
timeframes are outside the board’s normal meeting cycle.
Tātaritanga me ngā tohutohu / Analysis and advice
10. The board has
two choices:
i) Add
the two meetings as additions to the meeting schedule.
or
ii) Add
the two meetings as extraordinary meetings.
11. For option
one, statutory requirements allow enough time for these meetings to be
scheduled as additions to the meeting schedule and other topics may be
considered as per any other ordinary meeting. However there is a risk that if
the Annual Plan 2019/2020 timeframes change or the information is not ready for
the meeting there would need to be an additional extraordinary meeting
scheduled anyway.
12. For option
two, only the specific topic Annual Plan 2019/2020 may be considered for which
the meeting is being held. There is a risk that no other policies or plans with
similar timeframes or running in relation to the Annual Plan 2019/2020 process
could be considered at this meeting.
13. Since there
is enough time to meet statutory requirements, staff recommend approving these
meetings as additions to the meeting schedule as it allows more flexibility for
the board to consider a range of issues.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
14. This report requests the board’s decision to schedule two
additional meetings and consider whether to approve them as extraordinary
meetings or additions to the meeting schedule.
Tauākī whakaaweawe Māori / Māori impact
statement
15. There is no specific impact for Māori arising from this
report. Local boards work with Māori on projects and initiatives of
shared interest.
Ngā ritenga ā-pūtea / Financial implications
16. There are no
financial implications in relation to this report apart from the standard costs
associated with servicing a business meeting.
Ngā raru tūpono / Risks
17. There are no significant risks associated with this report.
Ngā koringa ā-muri / Next steps
18. Implement the
processes associated with preparing for business meetings.
Ngā
tāpirihanga / Attachments
There are no attachments for
this report.
Ngā kaihaina / Signatories
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Authors
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Selina Powell - Democracy Advisor - Puketapapa
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Authorisers
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Victoria Villaraza - Relationship Manager
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