I hereby give notice that an ordinary
meeting of the Ethnic Peoples Advisory Panel will be held on:
MEMBERSHIP
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Co-Chair
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Mohamud Mohamed
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Members
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Carol Guler
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Eva Chen
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Fatumata Bah
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Farrukh Gul Qaisrani
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Ireen Manuel
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Najira Khanan
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Sunil Kaushal
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Liaison Councillor
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Cr Paul Young
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Chief Liaison Councillor
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Cr Dr Cathy Casey
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(Quorum 5 members)
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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
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(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
panels.
Purpose
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:
- Auckland Council’s regional policies, plans and
strategies
- Regional and strategic matters including those that
Council-Controlled Organisations deal with any matter of particular
interest or concern to diverse communities.
Outcomes
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
communities.
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.
Submissions
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.
Review
The form and functioning of the panels may be reviewed prior to or
after, the end of the
panel’s term in September 2022.
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Ethnic Peoples
Advisory Panel
21 February
2022
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ITEM TABLE OF
CONTENTS PAGE
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
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
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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.
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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.”
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Ethnic Peoples
Advisory Panel
21 February
2022
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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
Recommendation/s
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
Attachments
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No.
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Title
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Page
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a⇩
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Roles of Panel Co-Chairs 2019-2022
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9
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Ngā kaihaina
Signatories
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Author
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Suad Allie - Kaitohutohu Mana Whakahaere Matua /
Senior Governance Advisor
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Authoriser
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Manoj Ragupathy - Local Area Manager
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Ethnic Peoples
Advisory Panel
21 February
2022
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