I hereby give notice that an ordinary meeting of the Ethnic Peoples Advisory Panel will be held on:




Meeting Room:



Monday, 21 February 2022


This meeting will be held remotely and a recording of the meeting will be available on: https://www.aucklandcouncil.govt.nz/about-auckland-council/how-auckland-council-works/meetings-council-bodies/Pages/webcasts-council-meetings.aspx



Ngā Hui a te Rōpū Kaitohutohu Take Āhua Iwi Kē / Ethnic Peoples Advisory Panel










Mohamud Mohamed






Carol Guler



Eva Chen



Fatumata Bah



Farrukh Gul Qaisrani



Ireen Manuel



Najira Khanan



Sunil Kaushal


Liaison Councillor

Cr Paul Young


Chief Liaison Councillor

Cr Dr Cathy Casey




(Quorum 5 members)



Suad Allie

Kaitohutohu Mana Whakahaere/

Senior Governance Advisor


16 February 2022


Contact Telephone: 09 977 6953

Email: suad.allie@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz



(Excerpt – full terms of reference available as a separate document)


The terms of reference set out the purpose, role and protocols of the Panel.

Panel members abide by the Code of Conduct for members of Auckland Council advisory




As one of council’s engagement mechanisms with diverse communities, the demographic

advisory panels provide advice to the governing body and council staff within the remit of the

Auckland Plan on the following areas:



The panel’s advice will contribute to improving the outcomes of diverse communities and

social cohesion as set out in the Auckland Plan. The panel will advise through their agreed

strategic agenda and detailed work programme.


Strategic agenda and work programme

The panel must develop a work programme and set a strategic agenda for the term. The

agendas should be focused and integrated across the panels for collaborative input into

shared agendas, particularly on the Auckland Plan, the Long-term Plan and annual plans.

The panel should advise on council’s organisational strategies relevant to diverse


The governing body and council staff should work with the panel for the development of their

strategic agendas and work programme. An appropriate committee will approve the panel’s

work programme and any subsequent major changes to it.



The panel must not make formal submissions to Auckland Council on council strategies,

policies and plans, for example, the annual plan.

In its advisory role to the council, the panel may have input to submissions made by the

council to external organisations but do not make independent submissions, except as

agreed with the council.

This does not prevent individual members being party to submissions outside their role as

panel members.



The form and functioning of the panels may be reviewed prior to or after, the end of the

panel’s term in September 2022.

Ethnic Peoples Advisory Panel

21 February 2022




1          Apologies                                                                                                           5

2          Declaration of Interest                                                                   5

3          Confirmation of Minutes                                                                                   5

4          Extraordinary Business                                                                 5

5          Election of Ethnic Peoples Advisory Panel co-chair                 7

6          Consideration of Extraordinary Items


1          Apologies


At the close of the agenda an apology had been received from Farrukh Gul Qaisrani.



2          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.



3          Confirmation of Minutes


That the Ethnic Peoples Advisory Panel:

a)           confirm the ordinary minutes of its meeting, held on Monday, 5 July 2021, as a true and correct record.




4          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.”



Ethnic Peoples Advisory Panel

21 February 2022



Election of Ethnic Peoples Advisory Panel co-chair

File No.: CP2022/01538




Te take mō te pūrongo

Purpose of the report

1.      To outline the process for electing a co-chair for the Ethnic Peoples Advisory Panel for the rest of the  2019 2022 term.

Whakarāpopototanga matua

Executive summary

2.      Following the resignation of one of the co-chairs the Ethnic Peoples Advisory Panel can elect a co-chair for the remainder of the term. Attachment A provides a description of the role of the co-chairs.

3.      The election will take place at this meeting. The co-chair is expected to be in in place until the end of the panel term on 8 September 2022.

4.      The panel must also choose a voting system. Staff recommend that the panel adopt one of the two voting systems outlined in the Local Government Act 2002 (refer to paragraphs 8 and 9 of this report). Once the panel has made these choices, the Chair  will lead the process for the election of the co-chair.

5.      Any members who are unable to attend the meeting may be invited to vote by email before the meeting. Candidates can vote for themselves.

Open or closed ballot

6.      The panel must agree to carry out the election of the  co-chair by open or closed ballot. This decision will be taken at the start of the meeting.

Voting process

7.      Panel members have been asked to put their names forward for the co-chair role by 21 February. Candidates can be self-nominated or nominated by another member.

8.      In case of multiple nominations the panel needs to decide what voting system it wants to use:

·   System A: The voting takes place in rounds where each round of voting excludes the people with the lowest number of votes until the preferred people are identified.

·   System B: There is one round of voting whereby the people with the highest number of votes are elected there are tiebreakers if nominees receive the same number of votes.

9.      Further details are provided below.

System A –

·        requires that a person is elected or appointed if they receive the votes of a majority of the members of the local authority or committee present and voting, and

·        has the following characteristics:

o   there is a first round of voting for all candidates

o   if no candidate is successful in that round there is a second round of voting from which the candidate with the fewest votes in the first round is excluded




o   if no candidate is successful in the second round there is a third, and if necessary subsequent, round of voting from which, each time, the candidate with  the fewest votes in the previous round is excluded

o in any round of voting, if two or more candidates tie for the lowest numbers of votes, the person excluded from the next round is resolved by lot.

System B –

·        requires that a person is elected or appointed if they receive more votes than any other candidate, and

·        has the following characteristics:

o   there is only one round of voting

o   if two or more candidates tie for the most votes, the tie is resolved by lot.

10.    The meeting will proceed as follows:

·   The co-chair will call the meeting to order and deal with apologies and the initial procedural items.

·   The first item of substantive business will be the election of the co-chair.

·   The Chair will present nominees for co-chair who have expressed  their interest prior to the meeting.

·   The Governor Advisor will call for a decision on the voting system, if necessary. Once a member moves one of the systems and is seconded, it will be put to  the vote. A decision will be by voice or show of hands.

·   The election of co-chair will then take place by a show of hands, or if closed ballot in an online meeting via text or email to Governor Advisor.

·   Once the co-chair has been confirmed, the meeting will continue with the next item of business.


Ngā tūtohunga


That the Ethnic Peoples Advisory Panel:

a)      agree whether the co-chair will be elected by open or closed ballot

b)      agree whether the co-chair will be elected using voting system A or voting system B (as described in Schedule 7, Clause 25 of the Local Government Act 2002)

c)       elect the co-chair




Ngā tāpirihanga






Roles of Panel Co-Chairs 2019-2022



Ngā kaihaina



Suad Allie - Kaitohutohu Mana Whakahaere Matua / Senior Governance Advisor


Manoj Ragupathy - Local Area Manager



Ethnic Peoples Advisory Panel

21 February 2022



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