Ōtara-Papatoetoe Local Board

OPEN Minutes

Minutes of a meeting of the Ōtara-Papatoetoe Local Board held in the Totara Room, L1 Manukau Civic Building, 31-33 Manukau Station Rd on Tuesday, 3 December 2019 at 5:00pm.

present

Chairperson	Lotu Fuli
Deputy Chairperson	Dr Ashraf Choudhary, QSO, JP
Members	Apulu Reece Autagavaia
	Dr Ofa Dewes
	Swanie Nelson
	Ross Robertson, QSO, JP to 6.45pm, Item 21
	Dawn Trenberth

ALSO PRESENT

Councillor Fa’anana Efeso Collins from 5.15pm to 6.07pm

Ōtara-Papatoetoe Local Board 03 December 2019

1          Welcome

The Chair Lotu Fuli led the meeting in prayer.

2          Apologies

There were no apologies.

Note: Apology from Councillor Alf Filipaina.

3          Declaration of Interest

There were no declarations of interest.

4          Confirmation of Minutes

Resolution number OP/2019/163

MOVED by Chairperson L Fuli, seconded by Member R Autagavaia:

That the Ōtara-Papatoetoe Local Board:

a) confirm the minutes of its Inaugural meeting, held on Tuesday, 5 November 2019, as true and correct.

CARRIED

5          Leave of Absence

There were no leaves of absence.

6          Acknowledgements

6.1	Mary Gush
	That the Ōtara-Papatoetoe Local Board recognise the commitment and contribution to community and Council from former Member Mary Gush for her 15 years continuous service representing the Otara and Papatoetoe communities.
6.2	Donna Lee
	That the Ōtara-Papatoetoe Local Board recognise the commitment and contribution to community and Council from former Member Donna Lee for her many years of service to the Papatoetoe community.
6.3	Fonoifafo McFarland Seumanu - Miss Samoa
	Ms Fonoifafo McFarland Seumanu was previously crowned Miss Samoa in Samoa earlier this year. Ms McFarland Seumanu has since competed in Papua New Guinea for title of Miss Pacific Island. On Saturday, Ms McFarland Seumanu was crowned winner, competing against ten other contestants from across the Pacific.
6.4	Otara Sports Awards - There were many award winners over the weekend, but of particular mention are the two inductees into the Otara Sports Awards Hall of Fame:
6.5	Dean Bell: is a New Zealand former professional rugby league footballer, and coach. A New Zealand international representative centre, he played his club football in England, Australia and New Zealand, but most notably with Wigan, with whom he won seven consecutive Challenge Cup Finals, a Lance Todd Trophy, and a Man of Steel Award. He later coached English club Leeds for two seasons. In 1994 Bell left Wigan, returning home to join the new Auckland Warriors club. Bell became the Club's first captain and led the team out in their inaugural match.
6.6	Papali’itele Peter Fatialofa: was a rugby player who played for Auckland Rugby, and captained Samoa in their first Rugby World Cup appearance in 1991. He was among the first of the New Zealand-based players to represent Samoa. He was nicknamed Fats. In the 1996 Queen's Birthday Honours, Papali’itele was made a Member of the New Zealand Order of Merit, for services to rugby. He passed away in 2013. Earlier this year, Papali’itele was also inducted into the World Rugby Hall of Fame.
6.7	A previous inductee into the Otara Sports Awards Hall of Fame, Ruben Wiki, was also inducted into the Maori Sports Awards Hall of Fame over the weekend. Wiki is a New Zealand former professional rugby league footballer. He retired with the record for most number of international appearances of any rugby league player in history. At club level Wiki played for the Canberra Raiders, winning the 1994 NSWRL Premiership with them before finishing his career with the New Zealand Warriors. Wiki was made an Officer of the New Zealand Order of Merit (ONZM) in 2007 for his services to rugby league.
6.8	Local Board Member Swanie Nelson
	The local board would like to acknowledge and congratulate board member Swanie Nelson on her two awards – Women of Influence community Hero Award and Kiwibank New Zealander of the Year Local Hero Award. These awards recognise Swanie for her amazing community work and tireless efforts to provide positive outcomes for our local board residents. It is a pleasure to have Swanie join our local board as a newly elected member – her grassroots experience and vast networks will add valuable benefit to our local board.

7          Petitions

There were no petitions.

8          Deputations

8.1	Deputation - Papatoetoe Historical Society
	Jenny Clark from the Papatoetoe Historical Society presented to the Board.  A PowerPoint presentation was given.  A copy has been placed on the official minutes and is available on the Auckland Council website as a minute attachment.
	Resolution number OP/2019/164 MOVED by Chairperson L Fuli, seconded by Member O Dewes: That the Ōtara-Papatoetoe Local Board: a)      thank Jenny Clark from the Papatoetoe Historical Society for her attendance and presentation. CARRIED
	Attachments a     3 December 2019, Ōtara-Papatoetoe Local Board: Item 8.1 - Deputation – Papatoetoe Historical Society Trust presentation

8.2	Deputation - Pursuit of Excellence - Naketa Ikihele
	Naketa Ikihele, Pursuit of Excellence recipient, presented to the Board.  A PowerPoint presentation was given.  A copy has been placed on the official minutes and is available on the Auckland Council website as a minute attachment.
	Resolution number OP/2019/165 MOVED by Chairperson L Fuli, seconded by Member D Trenberth: That the Ōtara-Papatoetoe Local Board: a)      thank Naketa Ikihele for her attendance and presentation. CARRIED
	Attachments a     3 December 2019, Ōtara-Papatoetoe Local Board: Item 8.2 - Deputation – Pursuit of Excellence - Naketa Ikihele presentation

9          Public Forum

9.1	Public Forum - Niuean Returned Servicemen memorial
	Louisa Lavakula and Nogi Head, representatives from the Niuean Returned Servicemen’s Association presented to the Board and tabled documents showing the names of the servicemen. A copy has been placed on the official minutes and is available on the Auckland Council website as a minute attachment.
	Resolution number OP/2019/166 MOVED by Chairperson L Fuli, seconded by Member R Robertson: That the Ōtara-Papatoetoe Local Board: a)         thank Louisa Lavakula and Nogi Head for their attendance and             presentation. CARRIED
	Attachments a     3 December 2019, Ōtara-Papatoetoe Local Board: Item 9.1 – Public Forum - Niuean Returned Servicemen memorial presentation

10        Extraordinary Business

There was no extraordinary business.

11	Governing Body Member Update
	Resolution number OP/2019/167 MOVED by Chairperson L Fuli, seconded by Member D Trenberth: That the Ōtara-Papatoetoe Local Board: a)      receive the verbal report from the Manukau Ward Councillor Fa’anana Efeso Collins. CARRIED

12	Chairperson's Announcements
	Resolution number OP/2019/168 MOVED by Chairperson L Fuli, seconded by Member R Autagavaia: That the Ōtara-Papatoetoe Local Board: a)      receive the chairperson’s verbal update. CARRIED

13	December 2019 - Auckland Transport monthly update report to the Ōtara-Papatoetoe Local Board
	Resolution number OP/2019/169 MOVED by Chairperson L Fuli, seconded by Member O Dewes: That the Ōtara-Papatoetoe Local Board: a)      receive the report entitled ‘December 2019 - Auckland Transport monthly update report to the Ōtara-Papatoetoe Local Board’. CARRIED

14	Approval for a new road name at 55 Hillside Road Papatoetoe
	Resolution number OP/2019/170 MOVED by Member R Robertson, seconded by Member O Dewes: That the Ōtara-Papatoetoe Local Board: a)      agree that item 14: Approval for a new road name at 55 Hillside Road, Papatoetoe be deferred to allow the developer time for a thorough engagement with mana whenua. CARRIED

15

Landlord approval to paint a mural at 311 R Great South Road, Papatoetoe

Resolution number OP/2019/171 MOVED by Member R Robertson, seconded by Member D Trenberth: That the Ōtara-Papatoetoe Local Board: a)       approve the installation of a mural on the northern external wall of the council-owned building at 311R Great South Road, Papatoetoe, occupied by Papatoetoe Adolescent Christian Trust, with the following conditions: i) the local board to be provided with the final design for their input and to delegate authority to approve the design to the Local Board Chairperson in consultation with local board members ii) the mural to be coated with graffiti-guard protectant. iii) that the Papatoetoe Adolescent Christian Trust (PACT) refer to and be guided by council’s Mural Toolkit https://www.aucklandcouncil.govt.nz/arts-culture-heritage/artsDocuments/murals-toolkit.pdf iv) that PACT registers the mural on completion as it is produced with the permission of the structure’s owner, it is eligible for inclusion in the Auckland Council Murals Register. v) that PACT is responsible for the maintenance and de-commissioning. vi) recommend that PACT inform their immediate neighbours, in particular the Kolmar Centre, of the planned mural project. CARRIED

16	New community lease for Te Kohanga Reo National Trust Board (Ki Papatoetoe Whanau) for Middlemore Park, 67R Swaffield Road, Papatoetoe
	Resolution number OP/2019/172 MOVED by Deputy Chairperson A Choudhary, seconded by Member R Autagavaia: That the Ōtara-Papatoetoe Local Board: a)      receive the report. b)      request council officers to arrange a meeting with the Te Kōhanga Reo National Trust as it is keen to understand more about the organisations work in the local area, trends and challenges. CARRIED

17

Ōtara-Papatoetoe Quick Response Round One 2019/2020 grant allocations

The motion was put in parts.

Resolution number OP/2019/173

MOVED by Chairperson L Fuli, seconded by Member R Autagavaia:

That the Ōtara-Papatoetoe Local Board:

a)      agree to fund, each application in Quick Response Grant Round One, 2019/2020, as outlined in Table One:

Table One: Ōtara-Papatoetoe Quick Response Grant Round One 2019/2020 applications:

Application ID	Organisation	Requesting funding for	Amount requested	Amount Approved
QR2013-106	Life Education Trust Counties Manukau	Towards work books for the Life Education Trust programme in Otara-Papatoetoe schools.	$2,000.00	$2,000.00
QR2013-117	Papatoetoe Adolescent Christian Trust (PACT)	Towards costs of t-shirts for the "Kiwi Games" programme volunteers.	$1,000.00	$1,000.00
QR2013-118	The TYLA Trust	Towards the TYLA leadership camp costs, incl venue hire, kayak hire, food and transport.	$1,970.00	$1,250.00
QR2013-119	OKE Charity Trust	Towards the purchase of a tunnel house - for the outdoor learning programme in Papatoetoe Intermediate.	$1,670.00	$1,670.00
QR2013-120	The United Buddhist Youth Association of Auckland Incorporated	Towards costs for the family fun day at the Buddhist Temple and Allenby Park Papatoetoe, including venue hire, food, stationery, publicity and facilitation.	$1,800.00	$1,300.00
QR2013-123	Kolmar Charitable Trust	Towards membership fees for children to participate in sport at the local sports clubs over the summer season.	$2,000.00	$2,000.00
QR2013-124	Dream Big Trust	Towards costs of the afterschool programmes in local parks, including advertising, sports equipment and sports coaching.	$2,000.00	$1,500.00 tagged to advertising and equipment
QR2013-126	Blue Light Ventures Incorporated	Towards printing costs of the "Blue Light School Leavers Street Smart” handbook.	$1,960.00	$1,960.00
QR2013-130	Trukat Group Incorporated	Towards costs of the "HoodBeats - Green Machine" holiday programme, food and prizes.	$2,000.00	$2,000.00 tagged to food and prizes
QR2013-131	Totara Hospice Trust	Towards costs for the Totara Hospice fridge magnets.	$540.00	$540.00
QR2013-132	Children's Autism Foundation Incorporated	Towards costs of facilitation, venue hire, tea, coffee and administration of the " Autism Drop in Clinics" in the local board area.	$2,000.00	$450.00 tagged to venue and admin
QR2013-133	Mafutaga Samoa Otara under the umbrella of ASA Foundation Trust	Towards training jackets and t-shirts for the volunteer fitness trainers.	$1,970.00	$1,970.00
QR2013-134	Margaret Perry	Towards crafts, tapestry, fabric and faux fur costs for the "Aroha Ki Te Taonga" Maori arts and crafts programme.	$1,000.00	$1,000.00
Total			$21,910.00	$18,640.00

b)      decline each application in Quick Response Grant Round One, 2019/2020, as outlined in Table Two:

Table Two: Ōtara-Papatoetoe Quick Response Grant Round One 2019/2020 applications:

Application ID	Organisation	Requesting funding for	Amount requested	Declined
QR2013-107	New Netball Team Limited	Towards venue hire costs for the “Northern Stars" home games.	$2,000.00	Outside the Ōtara-Papatoetoe Local Board area.
QR2013-114	Losalia Aleva	Towards venue hire and tutor fees of the "Fii-E - Fii-A Arts, Dance and Culture" programme.	$1,000.00	Lower priority in the Ōtara-Papatoetoe Local Board area
QR2013-116	Woman Care Trust	Towards Zumba instructor fees, for women’s classes.	$1,820.00	Lower priority in the Ōtara-Papatoetoe Local Board area
QR2013-121	Tuatara Collective Limited	Towards theatre production costs.	$1,773.00	Lower priority in the Ōtara-Papatoetoe Local Board area
QR2013-122	Youthline Auckland Charitable Trust	Towards a contribution to the salary of the Youthline Centre Manager.	$2,000.00	Lower priority in the Ōtara-Papatoetoe Local Board area
Total			$8,593.00

CARRIED

Resolution number OP/2019/174

MOVED by Chairperson L Fuli, seconded by Member O Dewes:

That the Ōtara-Papatoetoe Local Board:

b) note the application QR2013-102, Edith Lee Naketa Ikihele towards the costs for a cultural immersion programme in Otara, including venue hire and food, has been withdrawn.

CARRIED

Resolution number OP/2019/175

MOVED by Chairperson L Fuli, seconded by Member O Dewes:

That the Ōtara-Papatoetoe Local Board:

c) decline application QR2013-104, Rainbow Celebrating Life Trust for $2,000, towards kaitiaki Hui (Parental Support Meetings), as a lower priority in the Ōtara-Papatoetoe Local Board area.

CARRIED

Resolution number OP/2019/176

MOVED by Chairperson L Fuli, seconded by Member O Dewes:

That the Ōtara-Papatoetoe Local Board:

e)       approve application QR2013-105, Catherine King for $100 tagged to the purchase of wool, towards costs of knitting hats for new-born babies at Middlemore Hospital.

CARRIED

Resolution number OP/2019/177

MOVED by Chairperson L Fuli, seconded by Member O Dewes:

That the Ōtara-Papatoetoe Local Board:

f)        approve application QR2013-127, Guardians of our Children Charitable Trust for $493 tagged to venue hire and advertising, towards costs to run parenting workshops in Otara-Papatoetoe.

CARRIED

Resolution number OP/2019/178

MOVED by Chairperson L Fuli, seconded by Member S Nelson:

That the Ōtara-Papatoetoe Local Board:

g)       approve application QR2013-128, Clean Plate Limited, $560 tagged to venue hire and resources, towards costs for the "Clean Plate Less Waste Lunchbox" workshops.

CARRIED

18	Proposed Manukau Central Business Association Inc Business Improvement District Programme expansion
	Resolution number OP/2019/179 MOVED by Member R Robertson, seconded by Member D Trenberth: That the Ōtara-Papatoetoe Local Board: a)      approve the proposed boundary map expanding the Manukau Central Business Improvement District (BID) programme, as shown in the maps. Attachment A and B. CARRIED

19

Local board governance work management for the 2019-2022 triennium

Resolution number OP/2019/180 MOVED by Chairperson L Fuli, seconded by Member R Robertson: That the Ōtara-Papatoetoe Local Board: a)      endorse the following approach to effectively and efficiently manage the governance work of the local board for the 2019-2022 triennium: i)       maintain a key focus on annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings ii)      appoint nominated local board members who will be consulted on landowner consents and events, and who will provide feedback on liquor licences and resource consents iii)     appoint nominated local board members to external organisations. CARRIED

20

Local board appointments and delegations for the 2019-2021 electoral term

Resolution number OP/2019/181 MOVED by Chairperson L Fuli, seconded by Member R Robertson: That the Ōtara-Papatoetoe Local Board: a)      appoint Chair Lotu Fuli and Member Apulu Reece Autagavaia, as an alternate, for the period of Tuesday 3 December 2019 to Friday 30 April 2021 and Chair Apulu Reece Autagavaia and Deputy Chair Dawn Trenberth as an alternate for the period of Saturday 1 May 2021 to the end of the 2019-2022 political term, the nominated local board member for landowner consents (excluding landowner consents for filming) and authorise them to: i)       be the point of consultation for staff on all applications for landowner consent and, at their discretion, refer any application for landowner consent to the local board for a local board decision, and ii)      to be the point of consultation for staff on proposed asset renewal works and, at their discretion, refer any proposed asset renewal works to the local board for a local board decision iii)     receive staff notifications of areas that may involve reputational, financial, performance or political risk. b)      appoint Chair Lotu Fuli and Member Swanie Nelson, as an alternate, for the period of Tuesday 3 December 2019 to Friday 30 April 2021 and Chair Apulu Reece Autagavaia and Member Swanie Nelson as an alternate for the period of Saturday 1 May 2021 to the end of the 2019-2022 political term, the nominated local board member for landowner consents for filming and authorises them to: i)       to be the point of consultation with staff on all applications for landowner consent for filming and, at their discretion, refer any applications for landowner consent for filming to the local board for a local board decision ii)      receive notifications from staff of areas that may involve reputational, financial, performance or political risk. c)      appoint Chair Lotu Fuli and Deputy Chair Ashraf Choudhary, as an alternate, for the period of Tuesday 3 December 2019 to Friday 30 April 2021 and Chair Apulu Reece Autagavaia and Deputy Chair Dawn Trenberth as an alternate for the period of Saturday 1 May 2021 to the end of the 2019-2022 political term, the nominated local board member for events and authorises them to receive staff notifications of areas that may involve reputational, financial, performance or political risk. d)      delegate to Chair Lotu Fuli and Member Apulu Reece Autagavaia, as an alternate, for the period of Tuesday 3 December 2019 to Friday 30 April 2021 and Chair Apulu Reece Autagavaia and Deputy Chair Dawn Trenberth as an alternate for the period of Saturday 1 May 2021 to the end of the 2019-2022 political term, the authority to prepare and provide local board views and speak to those local board views at any hearings on applications for liquor licences. e)      delegate to Chair Lotu Fuli and Member Apulu Reece Autagavaia, as an alternate, for the period of Tuesday 3 December 2019 to Friday 30 April 2021 and Chair Apulu Reece Autagavaia and Deputy Chair Dawn Trenberth as an alternate for the period of Saturday 1 May 2021 to the end of the 2019-2022 political term, the authority to provide the local board views on whether a resource consent should proceed as a non-notified, limited notified or fully notified application. f)       delegate to Chair Lotu Fuli and Member Apulu Reece Autagavaia, as an alternate, for the period of Tuesday 3 December 2019 to Friday 30 April 2021 and Chair Apulu Reece Autagavaia and Deputy Chair Dawn Trenberth as an alternate for the period of Saturday 1 May 2021 to the end of the 2019-2022 political term, the authority to prepare and provide local board views and speak those local board views at any hearings on notified resource consents. CARRIED

Member R Robertson left the meeting at 6.45 pm.

21

Appointment of LB members to external community organisations

A memo from Panuku Development Auckland, requesting the board appoint a lead and an alternate to attend the Puhinui Steering Group meeting on behalf of the board, was tabled at the meeting.   

A copy has been placed on the official minutes and is available on the Auckland Council website as a minute attachment

Resolution number OP/2019/182

MOVED by Chairperson L Fuli, seconded by Deputy Chairperson A Choudhary:

That the Ōtara-Papatoetoe Local Board:

a)      appoint the following board members to the external community groups and organisations listed below for the 2019-2022 triennium:

Organisation	Lead	Alternate
Aircraft Noise Community Consultative Group	A Choudhary	L Fuli
Community Impact Forum for Kohuora Corrections Facility (previously Wiri Mens Prison)	S Nelson	R Autagavaia
Greater East Tamaki Business Association (GETBA)	D Trenberth	L Fuli
Hunters Corner Town Centre Society Incorporated	A Choudhary	R Robertson
Kolmar Centre (Papatoetoe Sports and Community Charitable Trust)	O Dewes	R Autagavaia
Maori Input into local board decision making political steering group	S Nelson	R Autagavaia
Manukau Central Business Association Incorporated	A Choudhary	S Nelson
Otara Business Association Incorporated	S Nelson	R Autagavaia L Fuli R Robertson
Otara Lake and Waterways Community Panel	S Nelson	D Trenberth L Fuli
Papatoetoe Central Main Street Society Incorporated	R Robertson	R Autagavaia O Dewes
Tamaki Estuary Environmental Forum	D Trenberth	L Fuli
The Southern Initiative (TSI) Steering Group	R Autagavaia	S Nelson O Dewes
Youth Connections (South) Local Governance Group	L Fuli D Trenberth	S Nelson R Autagavaia

b) delegate decision making to award Pursuit of Excellence grants up to $2,000 per grant to a panel consisting of the Chair Lotu Fuli and Deputy Chair Ashraf Choudhary, and Member Apulu Reece Autagavaia as an alternate for the period of Tuesday 3 December 2019 to Friday 30 April 2021 and Chair Apulu Reece Autagavaia and Deputy Chair Dawn Trenberth, and Member Lotu Fuli as an alternate for the period of Saturday 1 May 2021 to the end of the 2019-2022 political term.  The grants awarded under the delegation are reported at the following business meetings.

c)       appoint Member Apulu Reece Autagavaia as lead and Member Dawn Trenberth as alternate to attend the Puhinui Steering Group meeting on behalf of the local board.

CARRIED

Attachments

a     3 December 2019, Ōtara-Papatoetoe Local Board: Item 21 Appointment of LB members to external community organisations - memo Puhinui Steering Group representative

22

Reinstatement of the Manukau Harbour Forum

Resolution number OP/2019/183 MOVED by Chairperson L Fuli, seconded by Deputy Chairperson A Choudhary: That the Ōtara-Papatoetoe Local Board: a)      agree to re-constitute the Manukau Harbour Forum Joint Committee with the Franklin, Manurewa, Maungakiekie-Tāmaki, Māngere-Ōtāhuhu, Papakura, Puketāpapa, Whau, and Waitākere Ranges Local Boards for the 2019/22 electoral term. b)      appoint Member Dawn Trenberth and Member Ofa Dewes to the Manukau Harbour Forum. c)      note the first workshop and meeting of the Manukau Harbour Forum is scheduled for 10am – 1pm Friday 13^th December 2019 in Māngere. d)      note that the reconstituted Forum will have two co-chairs one being a local board member and one being a governing body representative of the Manukau Harbour Forum. The local board co-chair representative will be elected by a majority of members at the first meeting. An invitation will be extended to the Governing Body to appoint two members noting one will act in a co-chair role. e)      confirm the updated Terms of Reference for the Manukau Harbour Forum as outlined in Attachment A, noting they have been amended enabling two members of the Governing Body to be invited to join the forum, one of the Governing Body members will be co-chair of the forum. f)       delegate authority to the Manukau Harbour Forum to make decisions within its Terms of Reference, noting that any significant or controversial decisions will only be made by the forum with the confirmation by resolution of all the member boards that would be affected by the decision and that the local board will reserve the right to hold and promote a different view to that of the forum on any issue that may impact the local board area. g)      confirm that any further changes to the Manukau Harbour Forum’s Terms of Reference will be agreed first by the forum then recommended to the nine member boards for their approval, noting that resolutions must be identical. h)      note that in order for the requirements of this agreement for the Manukau Harbour Forum to be reached, the resolutions of each of the nine member boards made in respect of recommendations a) (b)-(f) above (with the exception of (b) where appointees are to be named) must be identical and that in the absence of identical resolutions by all member boards the forum will not meet the requirements under clause 30a of Schedule 7 to the Local Government Act 2002. i)       receive and note Attachment B Manukau Harbour Forum governance and management support review report. CARRIED

23

Process for appointment of Local Government New Zealand National Council representative

Resolution number OP/2019/184 MOVED by Chairperson L Fuli, seconded by Member D Trenberth: That the Ōtara-Papatoetoe Local Board: a)      note the amended Local Government New Zealand (LGNZ) rules. b)      endorse Option A (selection panel made up of representatives from each local board) as the process for appointing the local board representative to the LGNZ National Council. c)      delegate to the chairperson to be part of the selection panel to appoint the local board representative to the LGNZ National Council. d)      agree in principle to two annual meetings of Auckland Council and LGNZ (or their representatives) with the arrangements to be decided by the three Auckland Council representatives to the LGNZ National Council and staff. e)      endorse the proposal that the meetings of the Auckland Council/LGNZ meetings be co-chaired by the governing body and local board representatives appointed to the LGNZ National Council. CARRIED

24

Urgent decision-making process

Resolution number OP/2019/185 MOVED by Chairperson L Fuli, seconded by Member O Dewes: That the Ōtara-Papatoetoe Local Board: a)      adopt the urgent decision-making process for matters that require a decision where it is not practical to call the full board together and meet the requirements of a quorum. b)      delegate authority to the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board. c)      agree that the relationship manager, chair and deputy chair (or any person/s acting in these roles) will authorise the urgent decision-making process by signing off an authorisation memo. d)      note that all urgent decisions will be reported to the next ordinary meeting of the local board. CARRIED

25

Annual Budget 2020/2021 consultation

Resolution number OP/2019/186 MOVED by Chairperson L Fuli, seconded by Member D Trenberth: That the Ōtara-Papatoetoe Local Board: a)      approve Attachment A local content for consultation and Attachment B local supporting information for consultation. b)      delegate authority to the local board chair to approve any final changes required to the local content and supporting information for the Ōtara-Papatoetoe Local Board for the Annual Budget 2020/2021 consultation, including online consultation content. c)      approve, for consultation, the Manukau Central Business Association’s proposed business improvement district (BID) programme boundary expansion, noting that if the council approves the BID programme boundary expansion the targeted rate will increase from $490,000 to $550,000 as of 1 July 2020. d)      approve the following Have Your Say event in the local board area during the Annual Budget 2020/2021 consultation period: i)       The Have Your Say event hosted by Ōtara-Papatoetoe Local Board is to take place on Tuesday 3rd March 2020, 6.00pm to 7.30pm at the Local Board Diversity Forum, Manukau Room, Manukau Civic Building, Auckland Council.   e)      approve the engagement approach to utilize multiple spoken interaction opportunities at planned local board events: ·   Papatoetoe Network – Thursday, 12 March 13 February, 10.00am to 12.00noon pre-engagement (amendment to these minutes to be confirmed on 18 February 2020) ·   ONAC Network meeting – Wednesday 26 February, 10.00am to 1.00pm ·   Thriving Otara Network meeting - tbc f)       note that additional communications efforts will be made through local media channels such as Radio Waatea, Pasifika radio and social media such as Facebook. g)      delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken (or New Zealand sign language) interaction” in relation to the local board agreement at the council’s public engagement events during the consultation period for the Annual Budget 2020/2021: i)       local board members and chairperson ii)      General Manager Local Board Services, Local Board Relationship Manager, Local Board Senior Advisor, Local Board Advisor, Local Board Engagement Advisor iii)     any additional staff approved by the General Manager Local Board Services or the Group Chief Financial Officer. CARRIED

26	Elected Members Expense Policy 2019
	Resolution number OP/2019/187 MOVED by Member R Autagavaia, seconded by Member O Dewes: That the Ōtara-Papatoetoe Local Board: a) provide feedback on the draft Auckland Council Elected Members’ Expense Policy 2019. b) reconfirm its support for the inclusion of childcare allowances reimbursement in the Elected Members’ Expense Policy. CARRIED

Deputy Chairperson A Choudhary left the meeting at 7.07 pm.

27	Auckland Council’s Quarterly Performance Report: Ōtara-Papatoetoe Local Board for quarter one 2019/2020
	A memo from Community Facilities, explaining the reallocation of funding from the Tupu Youth Library – Internal Renewal budget to the Tupu Youth Library roof replacement and additional projects within the Papatoetoe Centennial Pools and Leisure Centre, was tabled at the meeting. A copy has been placed on the official minutes and is available on the Auckland Council website as a minute attachment.
	Resolution number OP/2019/188 MOVED by Chairperson L Fuli, seconded by Member O Dewes: That the Ōtara-Papatoetoe Local Board: a) receive the performance report for quarter one ending 30 September 2019. b) note that the Community Facility 2019/2020 work programme and 2020-2022 indicative work programme has been updated to reflect financial deferrals as a part of the Annual Plan process as shown in Attachment C. c) amend Community Facilities work programme by reallocating $195,000.00 from financial year 2021/2022 work programme ID 2934 -Tupu Youth Library - Internal Renewal to ID 2236 Tupu Youth Library - replace roof. d) approve new Community Facilities work programme line describe below: i. Activity name: Papatoetoe Centennial Pools and Leisure Centre – reline outdoor pool, upgrade the CCTV surveillance system and install automatic access gate ii. Activity description: Reline the 50m outdoor pool lanes, upgrade the closed-circuit television (CCTV) equipment, thus ensuring the levels of safety and security that Papatoetoe Centennial Pools and Leisure Centre requires and install automatic access gate. e) amend Community Facilities work programme by reallocating $200,000 from financial year 2021/2022 work programme ID 2934 -Tupu Youth Library - Internal Renewal to Papatoetoe Centennial Pools and Leisure Centre – reline outdoor pool, upgrade the CCTV surveillance system and install automatic access gate (referred to in recommendation d). f) approve the amendment to the Community Facilities 2019/2020 work programme and 2020-2022 indicative work programme to add the following projects to the Risk Adjusted Programme: WPID 2353 Otara Town Centre – renew fish canopy WPID 2892 Te Puke O Tara Community Centre – roof renewal WPID 3066 Kohuora Park toilet and changing rooms – renewal WPID 3207 Papatoetoe Adolescent Christian Trust (PACT) Building (ex St Johns Hall) – roof renewal WPID 2747 Otara Pool and Leisure Centre – comprehensive renewal WPID 2589 Cambria House – renew homestead heritage chimney. g)      note Community Facilities staff will investigate options and seek direction from the local board to reallocate the remaining budget from work programme ID 2934 Tupu Youth Library – Internal Renewal. CARRIED
	Attachments a     3 December 2019, Ōtara-Papatoetoe Local Board: Item 27 - Auckland Council’s Quarterly Performance Report: Ōtara-Papatoetoe Local Board for quarter one 2019/2020 - memo explaining the reallocation of funding from the Tupu Youth Library

28

Adoption of a business meeting schedule

Resolution number OP/2019/189

MOVED by Chairperson L Fuli, seconded by Member O Dewes:

That the Ōtara-Papatoetoe Local Board:

a)      adopt the meeting schedule outlined below for the 2019-2022 electoral term:

Year	Date
2020	18 February
	17 March
	21 April
	5 May at 12.30pm in the Woodside Room
	19 May
	16 June
	18 August
	15 September
	20 October
	17 November
	8 December
2021	16 February
	16 March
	20 April
	18 May
	15 June
	17 August
	21 September
	19 October
	16 November
	7 December
2022	15 February
	15 March
	19 April
	17 May
	21 June
	16 August
	20 September

b)      agree to commence business meetings at 5pm to be held at the Manukau Chambers, Level 1, Manukau Civic Building, 31-33 Manukau Station Road, Manukau. Public forum and deputations will be scheduled in the early part of the business meeting, to enable participation by the public and stakeholders in the democratic process.

c)      note the dates and time for meetings for local board plans and local board agreements are yet to be finalised.

CARRIED

Deputy Chairperson A Choudhary returned to the meeting at 7.11 pm.

29

Urgent Decision regarding the naming of a new road at 25 Kautami Avenue, Papatoetoe

Resolution number OP/2019/190 MOVED by Chairperson L Fuli, seconded by Deputy Chairperson A Choudhary: That the Ōtara-Papatoetoe Local Board: a)      note the urgent decision approving the name Shaan for the new private road, being a commonly owned access lot (COAL) created by way of subdivision at 25 Kautami Avenue, Papatoetoe, in accordance with section 319(1)(j) of the Local Government Act 1974 (resource consent reference BUN60081509 and SUB60301250). CARRIED

30

Local board resolution responses and information report

Resolution number OP/2019/191

MOVED by Chairperson L Fuli, seconded by Member D Trenberth:

That the Ōtara-Papatoetoe Local Board:

a)      note the Pursuit of Excellence Awards panel decisions made on 1 October 2019 below:

	Applicant	Conference/event	Amount applied for	Amount Approved
1	Omar Dada – On behalf of Papatoetoe High Schools – Tournament of Minds International Students	Tournament of Minds International Finals – Hobart, Tasmania	$2,000.00	$2,000.00
Total			$2,000.00	$2,000.00

b)         note the Regional Facilities Auckland Fourth Quarter Report 2018/19.

c)         note the AMMI Athletics Club Incorporated – Community Outcomes Plan.

CARRIED

31	Governance Forward Work Calendar
	Resolution number OP/2019/192 MOVED by Chairperson L Fuli, seconded by Member O Dewes: That the Ōtara-Papatoetoe Local Board: a)      note the Governance Forward Work Calendar. CARRIED

32	Ōtara-Papatoetoe Local Board Workshop Notes
	Resolution number OP/2019/193 MOVED by Chairperson L Fuli, seconded by Member D Trenberth: That the Ōtara-Papatoetoe Local Board: a)      note the workshop notes from the workshops held on Tuesday 12 and 19 November 2019. CARRIED

33        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

7.16 pm                                              The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ōtara-Papatoetoe Local Board HELD ON

DATE:.........................................................................

CHAIRPERSON:........................................................