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

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 27 August 2019

4.00pm

Local Board Office
7-13 Pilkington Road
Panmure

 

Maungakiekie-Tāmaki Local Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Chris Makoare

 

Deputy Chairperson

Debbie Burrows

 

Members

Don Allan

 

 

Bernie Diver

 

 

Nerissa Henry

 

 

Maria Meredith

 

 

Alan Verrall

 

 

(Quorum 4 members)

 

 

 

Tracey Freeman

Democracy Advisor

 

23 August 2019

 

Contact Telephone: 021 537 862

Email: Tracey.Freeman@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 

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

6.1     Valedictory Speech and Reflections                                                                  5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    6

9          Public Forum                                                                                                                  6

10        Extraordinary Business                                                                                                6

11        Māori naming of parks and places in the Maungakiekie-Tāmaki Local Board area     7

12        Governing Body Member's Update                                                                            25

13        Chairperson's Report                                                                                                  27

14        Board Member's Reports                                                                                            37

15        Maungakiekie-Tamaki Local Board Engagement Strategy 2020-2022                  39

16        Temporary arrangements for urgent decisions and staff delegations during the election period                                                                                                             49  

17        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 Maungakiekie-Tāmaki Local Board:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 23 July 2019, and its extraordinary meeting held Tuesday, 27 August 2019, including the confidential section, as true and correct.

 

5          Leave of Absence

 

At the close of the agenda no requests for leave of absence had been received.

 

6          Acknowledgements

 

6.1       Valedictory Speech and Reflections

Te take mō te pūrongo

Purpose of the report

1.       To provide Maungakiekie-Tāmaki Local Board members the opportunity to make a brief (5 minute) end of term or valedictory address.

Whakarāpopototanga matua

Executive summary

2.       This is an opportunity for Maungakiekie-Tāmaki Local Board members to make a brief end of term or valedictory address prior to the 2019 Local Government elections.

 

Ngā tūtohunga

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a)      receive the end of term address from local board members.

b)      receive the valedictory speech from member Alan Verrall and wish him all the best for his future endeavours and thank him for his hard work and contribution to the board.

 

 

 

7          Petitions

 

At the close of the agenda no requests to present petitions had been received.

 

 

8          Deputations

 

Standing Order 7.7 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 Maungakiekie-Tāmaki 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.”


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 

Māori naming of parks and places in the Maungakiekie-Tāmaki Local Board area

 

File No.: CP2019/14911

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To agree the initial scope, priorities and work programme for Te Kete Rukuruku, a Māori naming and storytelling programme for the Maungakiekie-Tāmaki Local Board. 

 

Whakarāpopototanga matua

Executive summary

2.       Te Kete Rukuruku is a programme involving the collection and telling of the unique stories of Tāmaki Makaurau. A subset of this programme is the Māori naming of parks and places which involves the reclamation or identification of new Māori names and narratives across Tāmaki Makaurau. 

3.       Te Kete Rukuruku is a programme that responds to feedback from mana whenua about the current naming practices across Council which are inconsistent and appear to place low priority and visibility on Māori naming and narratives. 

4.       The programme also responds to the Auckland Council Māori Language Policy adopted in 2016 (refer Attachment A).

5.       Te Kete Rukuruku is a partnership between the Auckland Council and 19 mana whenua of Tāmaki Makaurau. Mana whenua have been actively working on the programme since 2017 and have agreed on a new Māori naming process. 

6.       All local boards were invited to join this programme in 2017. The Maungakiekie-Tāmaki Local Board elected to join the programme in FY2019/20.

7.       The first phase of the programme is focussed on libraries and local parks. This report is specifically seeking direction on the number of local parks to be included within this first phase.

8.       Maungakiekie-Tāmaki Local Board held one workshop on 6 August 2019 where the scope of the programme has been discussed and the research showing known history of existing park names has been considered.  Attachment B shows the list of parks that the Maungakiekie-Tāmaki Local Board have identified through this workshop process.

9.       It is expected that a follow up report, to approve the gifted names and narratives will be delivered to the local board, in partnership with mana whenua, in 2020. Prior to adoption of any of the gifted names, a focussed communications approach will be developed to inform the local community of the project and raise awareness and understanding of the Māori history and values in the local board area.

10.     If the local board considers more community engagement is required for specific parks, then this engagement will be developed with the local board and undertaken prior to the proposed Māori names being adopted for specific parks. 


 

Ngā tūtohunga

Recommendation/s 

That the Maungakiekie-Tāmaki Local Board:

a)      note the Auckland Council Māori Language Policy 2016 (Attachment A).

b)      approve the list of parks detailed in Attachment B of this report.

c)      invite mana whenua to provide a Māori name and narrative for the list of parks detailed in Attachment B of this report.

d)      note that the gifted names and narratives are intended to be approved by the local board for use as dual names or monolingual Māori names to enrich the stories of parks and support Māori language to be visible, heard, spoken and learnt.

 

 

Horopaki

Context

Strategic context

11.     Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi (Treaty of Waitangi) and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within an Auckland local government context.

12.     The Māori Responsiveness Framework called Whiria Te Muka Tangata has been developed in response to Council's commitments and obligations to Māori in a way that will improve outcomes for all. Its purpose is to enhance and guide Auckland Council’s responsiveness to Māori. The framework articulates that council will work to ensure its policies and its actions consider:

·    the recognition and protection of Māori rights and interests within Tāmaki Makaurau

·    how to address and contribute to the needs and aspirations of Māori.

13.     Auckland Council’s Māori Language Policy was adopted by the Governing Body in 2016 (resolution number REG/2016/89).  The policy recognises council’s commitment to meeting its responsibilities under Te Tiriti o Waitangi. This policy recognises that the Māori language is a cultural treasure and an official language of Aotearoa. It notes that the Māori language and culture forms a critical part of a Māori identity that is Auckland’s point of difference in the world. Reclaiming or identifying new Māori names for local parks within the Maungakiekie-Tāmaki Local Board area provides a significant opportunity to fulfil the policy intent.

14.     Key outcome areas of the Māori language policy are:

·    Te reo te kitea - Māori language that is visible

·    Te reo te rongohia - Māori language that is heard

·    Te reo te kōrerohia - Māori language that is spoken

·    Te reo te ākona - Māori language that is learnt.

15.     The Māori language policy acknowledges that te reo Māori is an official language of Aotearoa and should receive equal status to English and NZ Sign Language.

16.     Te Kete Rukuruku is a programme involving the collection and telling of the unique stories of Tāmaki Makaurau. A subset of this programme is the Māori naming of parks and places which involves the reclamation or identification of new Māori names for parks and facilities across Tāmaki Makaurau.

17.     The programme represents a partnership between Auckland Council and 19 mana whenua of Tāmaki Makaurau.

18.     The programme directly responds to the Auckland Council Māori Language Policy adopted in 2016

19.     Local boards are delegated decision-making authority for naming most local parks and facilities.

20.     All local boards were consulted on the Māori Language Policy. The Maungakiekie-Tāmaki Local Boards’ participation in Te Kete Rukuruku, Māori naming of parks and places programme provides the opportunity for the Maungakiekie-Tāmaki Local Board to give effect to the Māori naming policy in a meaningful way within the local board area. 

Project scope

21.     The scope of Te Kete Rukuruku programme, and particularly the Māori naming of parks and places, is defined as the naming, renaming or dual naming of parks and places throughout Tāmaki Makaurau.

22.     The programme recognises there was a rich layer of Māori names that existed across Tāmaki Makaurau. The programme provides an opportunity for Aucklander’s to learn te reo, Māori history and Māori values relevant to places throughout Tāmaki Makaurau.

23.     In line with the Māori Language Policy, reclaiming or identifying new Māori names for parks and places will have the following benefits:

·    accelerate the public visibility of the Māori language as a cultural treasure which is at the heart of Māori identity

·    contribute to the Māori language being visible, heard, spoken and learnt

·    celebrate and create connections with the rich Māori heritage of Tāmaki Makaurau

·    enable or support storytelling and interpretation of place and communities

·    provide a practical means for Council to fulfil its commitments and obligations to Māori.

24.     It is expected that, in most cases, Māori naming will be dual naming. Dual naming means that a Māori name is added to the existing name thereby enriching the stories about that place or facility and not taking away from a story. For the public this means signs will present both names and in line with the Māori language policy and signage guidelines the te reo Māori name will be presented first.  

25.     Dual naming also means that a Māori name, which is appropriate to the place, sits alongside another name that is not related in its meaning. In other words, the two names are not translations of each other but independent and unique.

Year one of the programme

26.     This report focuses on the proposed approach for local parks.

27.     The project demonstrates a best practice approach for naming in partnership with mana whenua. This practice enables a commitment to a consistent process and a strong relationship between mana whenua and the local boards as decision makers of local parks and facilities.

28.     The following aspects are not included in the scope of the Te Kete Rukuruku programme although some of these may be progressed as separate projects parallel or following on from the programme:

·    the naming of features or assets within a park or facility e.g. bridges and walkways

·    English translations of messages within parks and facilities

·    capital development

·    gazetting of the name via the Geographic Board

·    any change to council brand. 

29.     The scale of the programme is significant. It is estimated there are 4130 parks and facilities across Tāmaki Makaurau and there are 22 council governance entities and 19 mana whenua governance entities. 

Tātaritanga me ngā tohutohu

Analysis and advice

30.     Within the Maungakiekie-Tāmaki Local Board area there are a total of 121 parks, of which 14 have an existing Māori name. Some 13 parks are unnamed and 44 are named after a street while 50 parks carry a European name. 

31.     The current approach to Māori naming (in most cases) is to look for opportunities to identify a Māori name as part of capital development works or when acquiring new parks or facilities.  This approach (the status quo) is likely to result in no change in percentage or only a few percentage points change in any given year noting that across the region there is a lot of growth and new parks many of which are not being given a Māori name.

32.     The current approach to Māori naming is considered ad hoc and presents the following challenges:

·    it is often too late i.e. the naming occurs at the end of a project thereby losing the opportunity to familiarise and connect to the park name

·    The opportunity is also lost for the name to inform the design and development of a place.

·    the process is often not clear and mana whenua may select a name only for it to compete with another name suggested from elsewhere in the community. It is difficult and inappropriate to create a process where names that are gifted by mana whenua are competition with other naming options.   

33.     This programme is about moving away from the status quo and supporting local boards to make a transformational shift in the number of Māori names and the associated visibility of te reo Māori and the unique Māori narratives.

34.     As this process shows the number of parks and facilities where mana whenua is invited to gift a name and narrative is at the discretion of the local board.

35.     It is not yet clear how far the funding that the local board has already committed to the project is likely to go as this will vary based on the significance to mana whenua of the sites chosen and their history. 

36.     The funding the local board has already committed to the project is likely to support between 20-40 names and narratives being identified.

37.     It is recommended that the first list of parks or places (tranche one) are local parks where the parks are named after a street, not named or are new parks. It is also likely that in adopting new Māori names these will be applied as dual names rather than replacing an existing name although this needs to be assessed on a case by case basis.

38.     The Maungakiekie-Tāmaki Local Board has had the opportunity to review the research that is available for all local parks in their rohe (area). Based on this review, the local parks in Maungakiekie-Tāmaki that are considered appropriate for inviting mana whenua to identify Māori names for are provided in Attachment B. 

 

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

39.     Two workshops have been held with the Maungakiekie-Tāmaki Local Board to date.

40.     Workshop one, on 19 March 2019, focussed on introducing the project and seeking feedback as part of the draft work programme process.

41.     The naming project was approved by the local board as an activity in its Maungakiekie-Tāmaki Local Board Community Services 2019/2020 Work Programme on 25 June 2019 (MT/2019/84).

42.     Workshop two, on 6 August 2019, direction was sought from the board on a potential list of parks for the naming programme dual naming.

 

Tauākī whakaaweawe Māori

Māori impact statement

43.     As discussed in tātaritanga me ngā tohutohu (the analysis and advice section of the report) the Māori naming of parks and places programme is a response to feedback from mana whenua.

44.     The proposed programme seeks to develop a good practice approach to Māori naming, through an agreed process in partnership between mana whenua and local boards.   Through this partnership it is envisaged that relationships between mana whenua and their local boards will be strengthened.

45.     The role of providing Māori names in Tāmaki Makaurau rests with mana whenua. This is Māori who have mana and for which Tāmaki Makaurau is their tūrangawaewae (standing place) and they have whakapapa (a genealogical link) to the place.

46.     This programme is expected to provide significant benefits to mātāwaka Māori and mātāwaka Māori organisations will be engaged and potentially become partners in the communication plan for the programme. The increase in Māori language and stories will enable matawaka Māori to see and hear their culture and language being used in their community. This is expected to increase their sense of belonging and connection. It is also recognised that many Māori are yet to learn or in the process of learning their language is in a phase of revitalisation and many Māori are not yet able to speak their language.  This is programme will play a role in supporting this.

47.     Mana whenua have been meeting monthly since 2017 where the issues, opportunities and the scope of the programme have been discussed. Through this regular engagement up to 17 of 19 mana whenua of Tāmaki Makaurau have been engaged.

48.     The project team also provide regular programme updates to the Independent Māori Statutory Board secretariat on progress.

 

Ngā ritenga ā-pūtea 

Financial implications

49.     The total budget is for FY2019/20 is $23,000.  The exact cost to be spent this year can only be confirmed once the names are confirmed and the level of significance of the sites and the number of mana whenua with an interest in the site is known.

50.     The programme involves the gifting of names and narratives for nominated parks. It does not include any capital expenditure. Any new signage or capital works would occur over multiple years as signage renewals occur or if the local board sets aside budget to fast track upgrades to signage.

51.     The project team are working closely with the signage renewals team to align the signage renewals work programme with the adoption of Māori names to enable the names to be seen, heard, learnt and spoken as soon as practicable.

Ngā raru tūpono tūpono me ngā whakamaurutanga                            Risks and mitigations

52.     A number of risks have been discussed during the scoping of this programme and most of these have been mitigated through project design. These risks and mitigations are outlined below:

·    The volume of names and narratives and the capacity to deliver on these.

·    Māori translation of functional names for parks or facilities for example domain or esplanade adds a lot of complexity and could make Māori names quite long. As noted above a principle of the project is that the Māori name will not be a translation of the existing name. There is therefore no need to apply the functional name and in general it is not expected that this will occur for park names. However, this has occurred with libraries and may be considered for other facilities. This will be discussed in future reports as part of the next phase of the programme.

·    Where there are multiple iwi interests there may be no agreement. There are overlapping iwi interests throughout much of Tāmaki Makaurau. In recognition of this, a principle of the project, as agreed by mana whenua, is that mana whenua will work together to provide a single name except where there is more than one traditional name for a site. However, it is noted that many of the Tūpuna Maunga (volcanic cones) have several traditional names (for example Puketāpapa and Pukewiwi are both gazetted names that sit alongside the English name Mt Roskill, so Auckland Council and the community now has a history of supporting multiple Māori names.

·    Digital naming only won’t gain traction and names will be lost. It may take some time for the names to be ‘seen’ through signage renewals. As an interim measure a Geographic Information System (GIS) database and web page is in development that can be easily searched that will provide information on the origin of the existing name and the Māori name and narrative. The communications strategy will promote the website and database so that the community can have access to it. It will also look to celebrate new names through publications, events and other means. It is noted that many of the Tūpuna Maunga have Māori names that are not yet all on signs, yet through the work of the Tūpuna Maunga Authority, media and events the Māori names have been widely used. 

·    Navigation confusion / way finding – this is a potential or perceived risk but given the significant growth in Auckland and the number of new names popping up on a regular basis the placement of names in GIS and other digital forums as well as an effective communication plan is expected to mitigate any actual or perceived risk.

·    Some local boards have had negative experiences with changing the names of parks within their local area. In response to this concern the programme includes a research phase to ensure the origins of the existing names are well understood. Where current names have a significant history, they are not included in the first phase. In addition, the predominant outcome is going to be the addition of names and associated rich narratives and will not involve the removal of names. Where it is considered appropriate to replace a name the board will also need to carefully consider who the affected parties are and determine if community engagement is appropriate. In all other cases we are proposing that a strong public communications approach to enable the community to understand the process and enjoy the benefits of the additional name and narrative.

 

Ngā koringa ā-muri

Next steps

53.     The list of parks that is approved by the Maungakiekie-Tāmaki Local Board will be provided to mana whenua inviting them to gift names and narratives.

54.     Mana whenua with an interest in these parks will undertake research and, where necessary, will work together to agree a single name and narrative to be gifted to the local board.

55.     In parallel with the mana whenua naming process, the project team will work closely with local board communications team to develop a tailored communications plan for the local board area.

56.     The project team will also continue to work closely with the signage renewals delivery team to seek opportunities for new Māori names to be part of signage renewals.

57.     Dual naming is expected to make up the largest number of new Māori names and, in general, it is expected that an effective communications programme to inform the community of the new names and narratives will be the appropriate approach.

58.     A report for the local board to approve the gifted names and narratives is anticipated during 2020.

 

Ngā tāpirihanga 

Attachments

No.

Title

Page

a

Māori Language Policy

15

b

List of parks the Maungakiekie-Tāmaki Local Board have idenified.

23

      

Ngā kaihaina

Signatories

Author

Anahera Higgins - Te Kete Rukuruku Programme Manager

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Victoria Villaraza - Relationship Manager

 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 


 


 


 


 


 


 


 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 

Governing Body Member's Update

File No.: CP2019/10614

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide Maungakiekie-Tāmaki Local Board an update on local activities that the Governing Body representative is involved with.

Whakarāpopototanga matua

Executive summary

2.       Opportunity for the Governing Body representative to update the Maungakiekie- Tāmaki Local Board on projects, meetings, events and issues of interest to the Maungakiekie-Tāmaki Local Board and its community.

 

Ngā tūtohunga

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a)      receive the Governing Body Member’s update.

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Tracey Freeman - Democracy Advisor

Authorisers

Louise Mason - GM Local Board Services

Victoria Villaraza - Relationship Manager

 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 

Chairperson's Report

File No.: CP2019/10619

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To keep the Maungakiekie-Tāmaki Local Board informed on the local activities that the Chairperson is involved with.

Whakarāpopototanga matua

Executive summary

2.       Providing the Chairperson with an opportunity to update the local board on the projects and issues they have been involved with since the last meeting.

 

Ngā tūtohunga

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a)      receive the Chairperson’s report.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Chairpersons Report August 2019

29

     

Ngā kaihaina

Signatories

Author

Tracey Freeman - Democracy Advisor

Authorisers

Louise Mason - GM Local Board Services

Victoria Villaraza - Relationship Manager

 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 


 


 


 


 


 


 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 

Board Member's Reports

File No.: CP2019/10623

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To keep the Maungakiekie-Tāmaki Local Board informed on the local activities that the local board members are involved with.

Whakarāpopototanga matua

Executive summary

2.       Providing board members with an opportunity to update the local board on the projects and issues they have been involved with since the last meeting.

 

Ngā tūtohunga

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a)      receive the board members report.

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Tracey Freeman - Democracy Advisor

Authorisers

Louise Mason - GM Local Board Services

Victoria Villaraza - Relationship Manager

 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 

Maungakiekie-Tamaki Local Board Engagement Strategy 2020-2022

File No.: CP2019/15046

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To adopt the Maungakiekie-Tāmaki Local Board Engagement Strategy 2020-2022.

Whakarāpopototanga matua

Executive summary

2.       Local boards have a statutory responsibility under the Local Government (Auckland Council) Act 2009 to communicate the interests and preferences of the people in its local area, among other things.

3.       Maungakiekie-Tāmaki Local Board area has one of the most ethnically diverse populations in Auckland. Based on previous consultation feedback results, over the last three years staff have identified groups in the community who do not normally engage with the local board and/or with the wider organisation.

4.       The purpose of the Maungakiekie-Tāmaki Local Board Engagement Strategy 2020-2022 (Attachement A) is for the local board to:

·    enable effective and purposeful engagement with community;

·    increase reach and depth of engagement with targeted communities; and

·    actively encourage participation and input into local board decision making.

5.       The three year strategy includes a high level framework that sets out the local board’s engagement objective and principles, key outcomes and actions; as well as measures to evaluate how successful the board has been over the course of the term.

 

Ngā tūtohunga

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a)      adopt the Maungakiekie-Tāmaki Local Board Engagement Strategy 2020-2022 (Attachment A).

Horopaki

Context

6.       The Local Government (Auckland Council) Act 2009 requires local boards to:

·        communicate with community organisations;

·        communicate the interests and preferences of people in relation to strategies, policies, plans, and bylaws (to the Governing Body);

·        use the local board plan process to provide an opportunity for people to participate in decision-making processes on the nature and level of local activities to be provided by council within the local board area.

 

7.       The Local Government Act 2002 also establishes the following engagement principles:

·        a local authority should conduct its business in an open, transparent, and democratically accountable manner and give effect to its identified priorities and desired outcomes in an efficient and effective manner;

·        a local authority should make itself aware of, and should have regard to, the views or all its communities;

·        when making a decision, a local authority should take account of the diversity of the community, and the community’s interests, within its district or region; and the interest of future as well as current communities; and the likely impact of any decision on them;

·        a local authority should provide opportunities for Māori to contribute to its decision-making processes.

8.       In addition, the Auckland Council’s Significance and Engagement Policy 2014:

·        identifies how and when communities can expect to be engaged in, or specifically consulted on, decisions about issues, proposals, assets, decisions and activities

·        enables the council and our communities to understand the significance that council places on certain issues, proposals, assets, decisions, and activities.

9.       Evaluation of engagement across the wider organisation is needed to ensure reflective practice and ongoing improvement including at the local board level.

Tātaritanga me ngā tohutohu
Analysis and advice

10.     In 2013 the population of Maungakiekie-Tāmaki Local Board was 70,002, of which 48% European, 26% Pacific, 24% Asian, 13% Māori, 2% MELAA, and 1% Other.  It is anticipated that this will grow to 104,700 (37%) by 2033.

11.     Representational data across those different ethnicities have not been consistent across formal engagement results, and disproportionate to the percentage of the population within each group, namely Pacific, Asian and Māori.

12.     While the local board has made great strides in encouraging and building capacity of youth through informal processes and engagements, their feedback has not been captured effectively through formal engagement processes as well.

Low engagement – a key challenge

13.     Demographic data from submissions on the 10year Budget 2018-2028 (which included local board priorities for 2018/2019) and the Auckland Plan 2050 demonstrated that local communities still have very low levels of engagement with council and the Maungakiekie-Tāmaki Local Board. The local board received 832 submissions for this which is 1% of the population.

14.     In comparison, the Local Board Plan 2017 consultation attracted 292 submissions and 149 people gave feedback to the Annual Budget 2019/2020 earlier this year.

15.     The low statistical trends have been similar throughout other local boards and Auckland Council in general over the past three years.

Other challenges

16.     Communities of interest have different priorities and prefer to engage in different ways.  There needs to be a tailored approach depending on the target audience, level of influence and resources available, that takes the preferences of those community into account. 

17.     General awareness of council and in particular understanding of the role of local boards is an area which can be improved. Opportunities for civic education and the flexibility to “go to where people gather” are actions to consider.

18.     Numerous departments within Council undertake engagement with the community separately on various projects, making it difficult to take a holistic community-centric approach to engagement. Engagement in the local board level can be better coordinated.

The strategy

19.     There is a three-year engagement cycle that is triggered by local government elections and sets out some key statutory processes – e.g. local board plans, annual budgets, long-term plan review. This strategy aligns with that cycle and will guide delivery of an engagement work programme.

20.     Council’s Significance and Engagement Policy, the Māori Responsiveness Framework, the Local Board Engagement Framework and Engagement Evaluation Framework have been embedded in this engagement strategy.

21.     The three year strategy will inform the Local Board Plan engagements for the new term, which will start in 2020.  It is important that the local board provides clear direction for staff and share their engagement aspirations with community moving forward.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views

22.     The engagement strategy sets out the local board’s commitment to meaningful and purposeful engagement.

23.     The three-year engagement strategy has been developed through the following activities facilitated by the engagement advisor:

·        an initial workshop in November 2018 where the board gave feedback and direction on objectives and principles; and

·        a subsequent engagement workshop in August 2019, where the draft engagement strategy was presented for further feedback.

Tauākī whakaaweawe Māori

Māori impact statement

24.     Local government has obligations to Māori through legislation and Auckland Council is committed to honoring te Tiriti o Waitangi/the Treaty of Waitangi. 

25.     Māori are a diverse group and the local board provides opportunities for Māori to contribute to its decision-making in its dialogue with:

·        mana whenua – currently represented by 19 tribal authorities in Auckland, and

·        mataawaka - which includes individuals, whanau and organisations.

26.     The engagement strategy includes a commitment to improving Māori input into local board decision making by building and maintaining relationships with iwi, rangatira ki te rangatira, including building and maintaining relationships with Te Tira Hou Marae, Ruapotaka Marae, Te Oro and the wider Māori community.

Ngā ritenga ā-pūtea

Financial implications

27.     The board’s governance budget gives support for some engagement resources and covers modest logistical costs.

28.     Additional funding to enable implementation of the strategy will be considered on a case by case basis and supported by advice and a recommendation to the board.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29.     A key risk to delivery will be the availability of resources including staff and local board member capacity and budget.  Community engagement should be considered a priority for resource allocation for the local board plan, annual budget and 10-year Budget consultations. Annual work plans will be developed with staggering timelines for implementation of the strategy over the three-year term.

Ngā koringa ā-muri

Next steps

30.     The Local Board Engagement Advisor will develop an annual engagement work plan to be delivered alongside the engagement strategy. The strategy will be reviewed annually.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Maungakiekie-Tamaki Local Board Engagement Strategy 2020-2022

43

     

Ngā kaihaina

Signatories

Author

Litia Brighouse-Fuavao - Engagement Advisor

Authorisers

Louise Mason - GM Local Board Services

Victoria Villaraza - Relationship Manager

 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 


 


 


 


 


 


Maungakiekie-Tāmaki Local Board

27 August 2019

 

 

Temporary arrangements for urgent decisions and staff delegations during the election period

File No.: CP2019/15532

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To seek approval for temporary arrangements during the election period for:

·    urgent decisions

·    decisions made by staff under delegated authority from the local board that require consultation with local board members under delegation protocols.

Whakarāpopototanga matua

Executive summary

2.       Between the last local board business meeting of the current electoral term, and the first business meeting of the new term, decisions may be needed on urgent matters or routine business as usual that cannot wait until the incoming local board’s first business meeting in the new electoral term.

3.       Current elected members remain in office until the new members’ term of office commences, which is the day after the declaration of election results. The declaration will be publicly notified on 21 October 2019, with the term of office of current members ending and the term of office of new members commencing on 22 October 2019. The new members cannot act as members of the local board until they have made their statutory declaration at the inaugural local board meeting.

4.       As for each of the previous terms, temporary arrangements are needed for urgent decisions of the local board, and decisions made by staff under existing delegated authority.

5.       All local boards have made a general delegation to the Chief Executive, subject to a requirement to comply with delegation protocols approved by the local board, which require, amongst other matters, staff to consult with local board portfolio holders on certain matters. Where there is no nominated portfolio holder, staff consult with the chair. After the election, there will be no local board portfolio holders or chairs to consult until new arrangements are made in the new term.

6.       As a temporary measure, approval is sought from the local board to allow staff to continue to process business as usual decisions that cannot wait until the local board’s first business meeting, without consulting with the nominated portfolio holder or local board chair. Staff will consult with the local board chair following the inaugural meeting until new arrangements are made at the first business meeting in the term.

7.       Appointments made by the local board to external bodies will cease on the date of the election. New appointments will need to be made by the local board in the new term.

 

Ngā tūtohunga

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

 

a)      utilise the board’s existing urgent decision-making process between the final local board business meeting and the commencement of the term of office of new local board members] OR [delegate to the chair and deputy chair the power to make, on behalf of the local board, urgent decisions that may be needed between the final local board business meeting and the commencement of the term of office of new local board members]

b)      note that from the commencement of the term of office of new local board members until the inaugural meeting of the incoming local board, urgent decision-making will be undertaken by the Chief Executive under existing delegations

c)      approve that staff, as a temporary measure, can make business as usual decisions under their existing delegated authority without requiring compliance with the requirement in the current delegation protocols to consult with the nominated portfolio holder (or chair where there is no portfolio holder in place), from 22 October 2019, noting that staff will consult with the chair following the inaugural meeting until new arrangements are made at the first business meeting in the new term

d)      note that existing appointments by the local board to external bodies will cease at the election and new appointments will need to be made by the local board in the new term.

 

Horopaki

Context 

8.       Current elected members remain in office until the new members’ term of office commences, which is the day after the declaration of election results (Sections 115 and 116, Local Electoral Act 2001). The declaration will be publicly notified on 21 October 2019, with the term of office of current members ending and the term of office of new members commencing on 22 October 2019.

9.       The new members cannot act as members of the local board until they have made their statutory declaration at the inaugural local board meeting (Clause 14, Schedule 7, Local Government Act 2002).

10.     Following the last local board meeting of the current electoral term, decisions may be needed on urgent matters or routine business as usual that cannot wait until the incoming local board’s first business meeting in the new electoral term.

11.     As with each of the previous electoral terms, temporary arrangements need to be made for:

·    urgent decisions

·    decisions made by staff under delegated authority from the local board that require consultation with local board members under delegation protocols.

Tātaritanga me ngā tohutohu

Analysis and advice

Urgent decisions

12.     Between the last business meeting and the declaration of results on 21 October, current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the chair and deputy chair the power to make urgent decisions on behalf of the local board during this period.

13.     The urgent decision-making process enables the board to make decisions where it is not practical to call the full board together. The Local Government Act 2002 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.

14.     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.

15.     Board members that have delegated responsibilities, for example, delegations to provide feedback on notified resource consents, notified plan changes and notices of requirement, may continue to exercise those delegations until their term of office ends on 22 October (or earlier if the delegation was specified to end earlier).

16.     Between the declaration of results and the inaugural meeting, the current members are no longer in office, the new members cannot act until they give their statutory declaration, and new chairs and deputies will not be in place. During this period, urgent decisions will be made by the Chief Executive under his existing delegated authority (which includes a financial cap).

Decisions made by staff under delegated authority

17.     All local boards have made a delegation to the Chief Executive. The delegation is subject to a requirement to comply with delegation protocols approved by the local board. These delegation protocols require, amongst other things, staff to consult with nominated portfolio holders on certain issues. Where there is no nominated portfolio holder, staff consult with the local board chair.

18.     The most common area requiring consultation is landowner consents relating to local parks. The portfolio holder can refer the matter to the local board for a decision.

19.     Parks staff receive a large number of landowner consent requests each month that relate to local parks across Auckland. The majority of these need to be processed within 20 working days (or less), either in order to meet the applicant’s timeframes and provide good customer service, or to meet statutory timeframes associated with resource consents. Only a small number of landowner requests are referred by the portfolio holder to the local board for a decision.

20.     Prior to the election, staff can continue to consult with portfolio holders as required by the delegation protocols (or chair where there is no portfolio holder). However, after the election, there will be no portfolio holders or chairs in place to consult with until new arrangements are made in the new term.

21.     During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval such as commercial operator permits, temporary access requests and affected party approvals.

22.     As a temporary measure, it is recommended that the local board allow staff to continue to process business as usual decisions that cannot wait until the local board’s first business meeting. This is irrespective of the requirements of the current delegation protocols to consult with the nominated portfolio holder on landowner consents. Staff will consult with the local board chair following the inaugural meeting until new arrangements are made at the first business meeting in the term.

Appointment to external bodies

23.     Appointments made by the local board to external bodies will cease at the election, so local board members will not be able to attend meetings of their organisations as an Auckland Council representative from 22 October 2019, until new appointments are made in the new term. Staff will advise the affected external bodies accordingly.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24.     The arrangements proposed in this report enable the council to process routine local matters during the election period. They apply only to local boards. The reduced political decision-making will be communicated to the wider council group.

25.     The governing body has made its own arrangements to cover the election period, including delegating the power to make urgent decisions between the last governing body meeting of the term and the day the current term ends, to any two of the Mayor, Deputy Mayor and a chairperson of a committee of the whole. From the commencement of the term of office of the new members until the governing body’s inaugural meeting, the Chief Executive will carry out decision-making under his current delegations.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

26.     This is a report to all local boards that proposes arrangements to enable the council to process routine local matters during the election period. This will enable the council to meet timeframes and provide good customer service.

Tauākī whakaaweawe Māori

Māori impact statement

27.     A decision of this procedural nature is not considered to have specific implications for Māori, and the arrangements proposed in this report do not affect the Māori community differently to the rest of the community.

Ngā ritenga ā-pūtea

Financial implications

28.     The decisions sought in this report are procedural and there are no significant financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29.     There is a risk that unforeseen decisions will arise during this period, such as a decision that is politically significant or a decision that exceeds the Chief Executive’s financial delegations.

30.     This risk has been mitigated by scheduling meetings as late possible in the current term, and communicating to reporting staff that significant decisions should not be made during October 2019.

Ngā koringa ā-muri

Next steps

31.     The decision of the local board will be communicated to senior staff so that they are aware of the arrangements for the month of October 2019.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.    

Ngā kaihaina

Signatories

Author

Anna Bray - Policy and Planning Manager - Local Boards

Authorisers

Louise Mason - GM Local Board Services