Agenda of Waiheke Local Board - Wednesday, 24 April 2024

1 Nau mai | Welcome

The meeting will be opened with a karakia.

2 Ngā Tamōtanga | Apologies

At the close of the agenda no apologies had been received.

3 Te Whakapuaki i te Whai Pānga | 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 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Waiheke Local Board:

a) whakaū / confirm the ordinary minutes of its meeting, held on Wednesday, 27 March 2024, as a true and correct record.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

The Waiheke Local Board acknowledges the great achievement of the Hauraki Gulf Forum co-chair Nicola MacDonald (Ngāti Wai, Te Rarawa and Taranaki) in being announced as New Zealand Environmental hero of the Year 2024 in the 2024 Kiwibank New Zealander of the Year Awards. This is a prestigious recognition of her kaitiakitanga within the Hauraki Gulf and her dedication to service to the environment.

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | 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 Waiheke 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 Te Matapaki Tūmatanui | 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 three minutes per speaker is allowed, following which there may be questions from members.

Requests for public forum will be considered at the meeting.

10 Ngā Pakihi Autaia | 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.”

No.	Title	Page
a ⇩	Waiheke Local Board - chair's report - April 2024	9

Waiheke Local Board

24 April 2024

Local and Multiboard Grants round two 2023/2024 grant allocations

File No.: CP2024/02542

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund, or decline applications received for Waiheke Local Board for the Local and Environmental grant round one 2023/2024.

Whakarāpopototanga matua

Executive summary

2. The Waiheke Local Board adopted the Grants Programme 2023/2024, which sets application guidelines for contestable grants submitted to the local board (Attachment A).

3. This report presents applications received in Local and Multiboard grant round two 2023/2024 (Attachments B).

4. The local board has set a total community grants budget of $89,601 for the 2023/2024 financial year.

5. Ten applications have been received towards Quick-Response round one, requesting a total of $68,747.43. $13,931 was spent on Quick-Response round one, leaving $75,670 to be allocated to subsequent grant rounds in the financial year.

6. The local board has set a total environmental grants budget of $30,000 to be allocated to the financial year.

7. Seven applications have been received towards environmental grants, requesting a total of $44,678.00. $30,000 was allocated and there will be no second Environmental Grant round this financial year.

8. The Local and Multiboard grant round one saw a total of 11 applications, requesting a total of $72,497.43. $32,557.44 was allocated, leaving $43,113 to be allocated to subsequent grant rounds in the financial year.

9. The Local and Multiboard Grant round two saw 20 Local applications requesting a total of $137,025.50 and six Multiboard applications requesting a total of $16,668.35.

Ngā tūtohunga

Recommendations

That the Waiheke Local Board agree to fund, part-fund or decline each application listed below:

a) Local Grant funding applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2418-203	The Scout Association of New Zealand 1st Waiheke Sea Scout	Sport and recreation	Towards sailing and safety equipment	$10,000.00	Eligible
LG2418-204	Waiheke Musical Museum Charitable Trust	Arts and culture	Towards piano tuner from 6 May 2024 to 30 April 2025	$5,340.00	Eligible
LG2418-205	Omiha Welfare & Recreation Society Inc	Sport and recreation	Towards tennis court resealing at 9 Valley Road	$10,000.00	Eligible
LG2418-206	Pasifika Digital Knowledge Trust	Community	Towards digital literacy for seniors project	$10,000.00	Eligible
LG2418-207	Waiheke Island Supported Homes Trust	Community	Towards garden shed kit set and installation at 55-59 Bay Road	$9,997.00	Eligible
LG2418-208	Waiheke TV Archive	Arts and culture	Towards wages for the Waiheke TV Archive project from 1 May 2024 to 29 August 2024	$10,000.00	Eligible
LG2418-210	Waiheke Playgroup	Community	Towards venue hire, replacement sandpit cover and sand at Old Blackpool School Hall from 1 June 2024 to 30 June 2025	$6,000.00	Eligible
LG2418-212	Rape Prevention Education Whakatu Mauri Trust	Community	Towards travel costs and wages at Waiheke High School from 2 September 2024 to 13 December 2024	$6,500.00	Eligible
LG2418-213	Waiheke Primary School	Community	Towards wages at Waiheke Primary School from 1 May 2023 to 7 June 2024	$5,000.00	Eligible
LG2418-215	Waiheke Island Playcentre	Community	Towards shipping cost and playhouse kit set at Waiheke Island Playcentre	$2,945.00	Eligible
LG2418-216	Mobility Assistance Dogs Trust	Community	Towards salary from 1 May 2024 to 30 September 2024	$5,000.00	Eligible
LG2418-217	Waiheke Island Dirt Track Club	Sport and recreation	Towards earth mover hire at Waiheke Dirt Track Club from 1 June 2024 to 31 July 2024	$10,000.00	Eligible
LG2418-218	Waiheke Health Trust	Community	Towards improvement of the rear room at the Ostend Medical Centre from 20 May 2024 to 3 June 2024	$7,960.00	Eligible
LG2418-220	Maria Betania Salas	Community	Towards venue hire, catering, petrol and stationary at Waiheke Sustainability Centre from 6 May 2024 to 20 August 2024	$3,809.26	Eligible
LG2418-221	Motutapu Restoration Trust	Environment	Towards tool and tool belt purchase	$1,813.61	Ineligible
LG2418-222	Waiheke Dirt Track Club	Community	Towards fireworks display costs at 2 O'brien Road from 1 November 2024 to 9 November 2024	$10,000.00	Eligible
LG2418-224	Waiheke Adult Literacy Inc	Community	Towards wages, insurance, fuel and vehicle costs from 1 May 2024 to 6 December 2024	$2,875.00	Eligible
LG2418-225	Waiheke Island Toy Library Incorporated	Community	Towards iPad, Samsung Galaxy, data plan, training, lock box and playpen purchase at 6 Hamilton Road from 1 May 2024 to 31 July 2024	$7,285.63	Eligible
LG2418-226	Youthline Auckland Charitable Trust	Community	Towards Youthline operational overheads from 1 May 2024 to 31 December 2024	$2,500.00	Ineligible
LG2418-227	Waiheke Community Childcare Centre Incorporated	Community	Towards plumbing system upgrade at 3a Donald Bruce Rd from 1 May 2024 to 31 July 2024	$10,000.00	Eligible
Total				$137,025.50

b) Multiboard grant applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB2324-216a	Age Concern Auckland Trust	Community	Towards wages at 57 Rosebank road from 1 May 2024 to 30 April 2025	$1,019.00	Ineligible
MB2324-222	Environmental Education for Resource Sustainability Trust	Environment	Towards cost of native trees and classroom recycling bins to deliver Paper4trees Auckland from 1 April 2024 to 31 August 2024	$737.35	Ineligible
MB2324-231	Every Body is a Treasure Charitable Trust	Community	Towards facilitator costs from 1 April 2024 to 28 February 2025	$4,000.00	Eligible
MB2324-250	Big Buddy Mentoring Trust	Community	Towards accommodation, radio advertising, mentor manager wage and volunteers psychological screening for programme delivery from 30 September 2024 to 30 August 2025	$6,500.00	Eligible
MB2324-293	Young Workers Resource Centre	Community	Towards wages for employing an education coordinator	$1,000.00	Ineligible
MB2324-299	Feelings for Life Charitable Trust	Community	Towards venue hire, catering, wages, resources and graphic design at 30 Tamaki Drive from 1 June 2024 to 1 July 2025	$3,412.00	Eligible
Total				$16,668.35

Horopaki

Context

10. The local board allocates grants to groups and organisations delivering projects, activities, and services that benefit Aucklanders and contribute to the vision of being a world-class city.

11. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme.

12. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements

13. The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

Tātaritanga me ngā tohutohu

Analysis and advice

14. The aim of the local board grant programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community Grants Policy and the local board grant programme criteria. The eligibility of each application is identified in the report recommendations.

Tauākī whakaaweawe āhuarangi

Climate impact statement

15. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups with projects that support community climate change action. Local board grants can contribute to climate action through support of projects that address food production and food waste, support alternative transport methods, support community energy efficiency education and behaviour change, build community resilience, and support tree planting.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

16. According to the main focus of the application, each one has received input from a subject matter expert from the relevant department. The main focuses are identified as arts, community, events, sport and recreation, environment or heritage.

17. The grants programme has no identified impacts on council-controlled organisations and therefore their views are not required.

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

Local impacts and local board views

18. Local boards are responsible for the decision-making and allocation of local board community grants. The Waiheke Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme

19. The board is requested to note that section 48 of the Community Grants Policy states; ‘we will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time’.

Tauākī whakaaweawe Māori

Māori impact statement

20. The local board grants programme aims to respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Auckland Council’s Nga Mātārae has provided input and support towards the development of the community grant processes

Ngā ritenga ā-pūtea

Financial implications

21. The allocation of grants to community groups is within the adopted Long-term Plan 2021-2031 and local board agreements.

22. The local board has set a total community grants budget of $89,601 for the 2023/2024 financial year.

23. Ten applications have been received towards Quick-Response round one, requesting a total of $68,747.43. $13,931 was spent on Quick-Response round one, leaving $75,670 to be allocated to subsequent grant rounds in the financial year.

24. The local board has set a total environmental grants budget of $30,000 to be allocated to the financial year.

25. Seven applications have been received towards environmental grants, requesting a total of $44,678.00. $30,000 was allocated and there will be no second Environmental Grant round this financial year.

26. The Local and Multiboard grant round one saw a total of 11 applications, requesting a total of $72,497.43. $32,557.44 was allocated, leaving $43,113 to be allocated to subsequent grant rounds in the financial year.

27. The Local and Multiboard Grant round two saw 20 Local applications requesting a total of $137,025.50 and six Multiboard applications requesting a total of $16,668.35.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

28. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy and the local board grants programme. The assessment process has identified a low risk associated with funding the applications in this round.

Ngā koringa ā-muri

Next steps

29. Following the Waiheke Local Board allocating funding for the round, the grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Waiheke Community Grants Programme 2023/2024	23
b ⇩	Waiheke Local and Multiboard 2023/2024 round two application summary	31

Ngā kaihaina

Signatories

Author

James Boyd - Senior Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Janine Geddes - Acting Local Area Manager

Waiheke Local Board

24 April 2024

Waiheke Local Board

24 April 2024

Review of the allocation table recording the allocation of decision-making responsibility for non-regulatory activities

File No.: CP2024/04193

Te take mō te pūrongo

Purpose of the report

1. To seek local board input into the current review of the allocation table, which records the allocation of decision-making responsibility for non-regulatory activities.

Whakarāpopototanga matua

Executive summary

2. The “Decision-making responsibilities of Auckland Council’s Governing Body and local boards” document (Attachment A) records the allocation of decision-making responsibilities for the non-regulatory activities of Auckland Council, as determined by the Governing Body. This document is also sometimes referred to as the “allocation table”.

3. The allocation table is being routinely reviewed as part of the Long-term Plan 2024-2034 process. In 2022, the allocation table was substantially reviewed to give local boards increased decision-making powers.

4. There does not appear to be any need for substantive changes to the allocation table at this time. Feedback suggests that some parts of the current allocations are not clear, and minor amendments can be made to support a better understanding of the respective governance roles and responsibilities between the Governing Body and local boards.

5. However, there is work needed on implementation actions to support the organisation to give better effect to the shared governance model. This is being advanced through the Joint Governance Working Party’s (JGWP) enquiry into the Mayor’s proposal for more empowered local boards.

6. Local boards are being asked to provide feedback on the review of the allocation table that will go to the Governing Body for consideration, prior to being adopted for inclusion in the Long-term Plan 2024-2034.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) provide its input into the current review of the allocation table, recording the allocation of decision-making responsibility for non-regulatory activities.

Horopaki

Context

7. The Local Government (Auckland Council) Act 2009 (LGACA) provides that both the Governing Body and local boards are responsible and democratically accountable for the decision-making of Auckland Council, and that where responsibility rests depends on the nature of the decision being made.

8. Section 15 of LGACA sets out the classes of decisions that the Governing Body make, and section 16 sets out the classes of decisions that local boards make. Both sections include a class of decisions in respect of non-regulatory activities of the council. LGACA requires that the Governing Body allocate decision-making responsibility for these non-regulatory decisions to either itself or local boards in accordance with the principles set out in section 17.

9. The “Decision-making responsibilities of Auckland Council’s Governing Body and local boards” (also known as the “allocation table”) records the allocation of decision-making responsibilities for the non-regulatory activities of Auckland Council, as determined by the Governing Body. The allocation table is included in the long-term plan and each year’s annual plan. The current allocation table is attached at Attachment A.

10. The overarching intent of the document is to empower local boards to make decisions that reflect the needs and preferences of diverse local communities while ensuring that the Governing Body is able to fulfil its statutory decision-making responsibilities and make decisions regionally, where to do so will better promote the well-being of communities across Auckland.

11. The allocation table is not intended to be an exhaustive list of all allocated decision-making because of the broad range of Auckland Council’s activities and the nuances within those. Allocation of decision-making is therefore applied on a case-by-case basis, with the allocation table used as a starting point.

12. The allocation table was last reviewed in 2022 where substantial updates were made to provide local boards with increased decision-making powers, in alignment with the Governance Framework Review work.

13. The allocation table is routinely reviewed as part of every long-term plan process and included in the final long-term plan. However, changes to decision-making responsibilities can be made at any time via a new allocation decision (by the Governing Body) or a delegation.

Empowering Local Boards

14. Consequently, allocated decision-making will continue to be considered in the context of the “More Empowered Local Boards” workstream, which is being led by the Joint Governance Working Party (JGWP) and reported recently to local boards. This recognises that empowerment includes allocated decision-making, but that there are other levers to consider, including:

· delegated and statutory decision-making powers

· how well information and advice enable governors to utilise their powers

· the skills and knowledge staff need to give effect to the governance model

· whether updates are required to other policies, systems and processes to reflect more empowered local boards.

15. Local boards resolved their feedback related to empowerment at their March business meetings and this will be reported to the JGWP’s 6 May meeting. Feedback related to the allocation of decision-making responsibility will be considered within the scope of this current review.

Tātaritanga me ngā tohutohu

Analysis and advice

16. Informal feedback on the current allocation table from elected members and relevant business units was used to identify the scope of the review. Feedback suggests that the allocation table is still leading to confusion around governance roles and responsibilities. In practice many activities require both regional and local decisions, and there is actual and perceived complexity in giving effect to allocated decision-making.

17. Aside from an anomaly related to disposal decisions, the current review does not recommend any substantive changes to decision-making allocation. Some amendments are proposed to the text to help aid interpretation and flow. These include:

· refining the introductory text

· minor wording amendments to help make more explicit the governance roles and responsibilities

· closely aligning activity descriptions to the Groups of Activities in the long-term plan.

18. A key focus is on implementing the allocation table to help the organisation give better effect to allocated decision-making in practice. This includes:

· reviewing other relevant documents that may require updates

· considering training and guidance needs for staff

· awareness raising through communications and engagement.

19. Local board delegations are also scheduled to be reviewed separately.

Further consideration is required for some parks disposals

20. An issue has been raised with decision-making around some parks disposals. Table 1 shows the current position in terms of decision-making around different types of parks-related decisions.

Table 1: Decision-making responsibility for asset acquisitions and disposals

Type of decision	Current decision-maker	Basis for decision-making	Current constraints / process
Acquisition
Acquisition of local community assets (e.g. local parks, local community facilities)	Local boards	Allocation	Subject to budget parameters agreed with Governing Body
Acquisition of regional assets (e.g. stormwater assets, regional parks, regional facilities)	Governing Body	Allocation	Decisions made by relevant committee (as per GB terms of reference)
Disposal
Disposal as part of land exchange	Needs to be clarified
Disposal of service properties	Local boards	Delegation (from GB – statutory responsibility)	Service property optimisation framework
Disposal of non-service properties	Governing Body	Statutory responsibility	Asset recycling programme

21. The report to the Governing Body in 2021 [GB/2021/67] provided the policy intent of the changes to the current allocation table which was to allow local boards to make decisions relating to acquisition of new assets.

22. Historically, disposal decisions have been treated as sitting with the Governing Body (as a statutory responsibility). But this is difficult in practice where local boards make acquisition decisions as part of a land exchange, but not the related disposal decision.

23. Work is underway to consider whether, from a policy perspective, local boards should be able to make both the acquisition and disposal decision as part of land exchanges, and whether this should be allocated or delegated.

Clarifying decision-making over stormwater activities in relation to local parks activities

24. Current landowner approvals processes for council-led stormwater activities do not align with the existing allocation table and the LGACA. This has contributed to inefficiencies where a part of council wants to undertake a stormwater activity on council land.

25. Council’s stormwater, flood resilience and water quality activities are generally regional in nature. As per the current allocation table, decision-making for all these activities sits with the Governing Body to ensure a coordinated, consistent approach across the network and integration with other regulatory related decisions. This position remains the same regardless of how the land is held – whether as a regional or local asset.

26. Under the allocation table, local boards are allocated decision-making responsibilities for local parks. Staff are not proposing any changes to the allocated responsibilities of local boards and consider that the explanatory note in the allocation table adequately explains how the overlap in responsibilities will be managed. This states “[t]he decision-making of local boards in relation to local parks may be constrained where decisions relate to council stormwater management activities, including the stormwater network”.

27. Under the local board delegation protocols, Land Advisory staff have been delegated responsibility for land use consents. Staff have interpreted this mandate to be broad, because of the broad responsibilities of local boards for determining ‘use of and activities within local parks’. The delegation protocols require that staff consult with local boards before making these decisions and refer the matter to them if the local board calls the delegation in as the “landowner”.

28. However, this is contrary to the LGACA, where decision-making responsibilities are allocated for particular activities (as opposed to categories of land) and the land remains owned by Auckland Council.

29. Therefore, in line with the allocation table, Healthy Waters, instead of Land Advisory, will now seek the views of local boards before taking a decision on whether to proceed with the proposed stormwater works. The experience of local boards should not be different to consultations over landowner approval applications. The only difference will be the local board’s ability to ‘call in’ a decision.

30. This revised process is consistent with the allocation of decision-making responsibility for stormwater activities to the Governing Body (and Healthy Waters under delegation).

31. When a stormwater activity is proposed to occur on a local park, staff will carefully consider the views and preferences of local boards and will be mindful of other local activities on parks when making decisions, consistent with the process previously undertaken by Land Advisory. Similarly, there is still potential for escalation of decision-making where the proposal is not supported by the relevant local board. Diagram 1 outlines this process.

Diagram 1: Decision-making process for stormwater activities

32. Staff recommend that this process be reviewed with local boards in six months’ time. Any issues arising will be considered through the next annual review of the allocation table or, through the local board delegation protocols which are due to be reviewed later this year.

Tauākī whakaaweawe āhuarangi

Climate impact statement

33. There are no climate impacts associated with local boards providing their feedback.

34. Climate impacts for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

35. Feedback was sought from relevant business units who give effect to the allocation of non-regulatory activities through provision of advice.

36. Key themes from their feedback are as follows:

· The need to be more explicit on the extent of the local board / Governing Body role, where there are overlaps and limitations are not made clear.

· Some activities could be further specified e.g. priority locations for development, place-shaping vs place-making etc.

· Work to ensure staff understand where decision-making responsibility sits, and how best to give effect to the shared governance principles in practice.

· More guidance and definitions would help to understand the nature of decision-making.

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

Local impacts and local board views

37. Local board views are being sought through this report.

38. Local impacts for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Tauākī whakaaweawe Māori

Māori impact statement

39. There are no Māori impacts associated with local boards providing their feedback.

40. Māori impacts for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Ngā ritenga ā-pūtea

Financial implications

41. There are no financial implications associated with local boards providing their feedback.

42. Financial implications for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. There are limited risks associated with local boards providing their feedback. The main risks are outlined in Table 2 below.

Table 2: Risk identification and mitigation

Main risks	Consequence	Likelihood	Comments and risks management strategies
Delay in adoption of the refreshed allocation table	Medium	Low	The allocation table must be adopted by the Governing Body by the end of May to meet the LTP timeframes. Careful project management is in place to ensure milestones are met.
Local boards are not satisfied with the scope of their decision-making powers	Medium	Medium	Local board views will continue to be considered as part of the “Empowering Local Boards” workstream. A range of levers will be considered as to how to empower local boards. This includes, but is not limited to, allocated decision-making.

Ngā koringa ā-muri

Next steps

44. Local board feedback will be assessed to inform final recommendations on the review of the allocation table.

45. All feedback will be reported to the Governing Body for their consideration, before the Governing Body is asked to adopt the refreshed allocation table at their meeting on 30 May.

46. The allocation table will be included in volume two of the Long-term Plan 2024-2034.

47. Staff will implement activities that support the organisation to give effect to the allocation table. These activities include developing guidance, considering learning and development needs, and outreach to relevant business units via communications and engagement.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Decision-making responsibilities of Auckland Council's Governing Body and local boards	177

Ngā kaihaina

Signatories

Author

Christie McFadyen - Principal Advisor Governance Strategy

Authorisers

Louise Mason - General Manager Local Board Services

Janine Geddes - Acting Local Area Manager

Waiheke Local Board

24 April 2024

Resignation and Election of Deputy Chairperson

File No.: CP2024/04552

Te take mō te pūrongo

Purpose of the report

1. To receive the resignation from Member B Ranson for the role of deputy chairperson.

2. To elect the deputy chairperson of the Waiheke Local Board for the remainder of the 2022-2025 electoral term.

Whakarāpopototanga matua

Executive summary

3. A local board may elect a deputy chairperson from among its members at its first meeting following a general election or when a resignation or vacancy occurs.

4. The deputy chairperson’s primary responsibility is to act as the chairperson in the chairperson’s absence. In the absence of a chairperson, a deputy chairperson must preside over meetings of the local board, perform the responsibilities and duties of chairperson, and may exercise all the powers of the chairperson.

5. The election of a deputy chairperson must be done in accordance with Schedule 7, clause 25 of Local Government Act 2002 (the Act) which provides two systems of voting (System A and System B). The local board will need to determine (by resolution) what system they will use before electing its deputy chairperson.

· Voting System A includes multiple rounds of voting if no candidate is successful in receiving the votes of the majority of members during the first round of voting. For subsequent rounds of voting, the candidate with the fewest votes in the previous round will be excluded. If two or more candidates tie for the lowest number of votes during a round, the person excluded from the next round is resolved by lot.

· Voting System B includes only one round of voting and considers the successful candidate to be the one who received more votes than any other candidate. A tie between candidates will be resolved by lot.

Context

Voting methods

6. The two voting systems that the local board can utilise for the election of its chairperson and deputy chairperson is provided for under Schedule 7, Part 1, Clause 25 of the Local Government Act 2002:

System A -

(a) requires that a person is elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee present and voting; and

(b) has the following characteristics:

(i) there is a first round of voting for all candidates; and

(ii) 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; and

(iii) 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; and

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

System B -

(a) requires that a person is elected or appointed if he or she receives more votes than any other candidate; and

(b) has the following characteristics:

(i) there is only one round of voting; and

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

Duties and responsibilities of the deputy chairperson

7. The deputy chairperson’s primary responsibility is to act as the chairperson in the chairperson’s absence. They must perform all the responsibilities and duties, and may exercise all the powers, of the chairperson —

(a) with the consent of the chairperson, at any time during the temporary absence of the chairperson

(b) without that consent, at any time while the chairperson is prevented by illness or other cause from performing the responsibilities and duties, or exercising the powers, of his or her office:

8. In the absence of proof to the contrary, a deputy chairperson acting as chairperson is presumed to have the authority to do so.

9. Auckland Council’s Governance Manual outlines the following expectations of the role of a local board chairperson (or deputy chairperson in their absence):

· provide strong leadership and inspire the local board

· build and maintain relationships to develop a collegial local board that is able to work effectively together and reach consensus to deliver the local board’s vision and priorities

· be accountable for the local board relationship with iwi (chief-to-chief)

· develop a strong working relationship with key stakeholders and senior council staff

· chair local board meetings effectively abiding by standing orders and the code of conduct

· represent the local board, and the wider Auckland Council as appropriate, including in a civic and community role (such as citizenship ceremonies) and as the spokesperson to the media

· promote and support the principles of good governance

· work with the governing body and council committees to provide local board input to regional decisions and to regional strategies, policies and plans

· ensure local board members understand what is expected of them, monitor their performance and hold them to account.

Resignation or removal

10. Should a resignation or vacancy arise during the triennium, Section 3.3 of the Governance Manual outlines the process for filling this vacancy.

Split term arrangements

11. In some circumstances (for example, to avoid a deadlocked board), it may be appropriate to contemplate a split term deputy chairperson arrangement. Local boards may agree to split the electoral term into two consecutive fixed term periods, with different deputy chairs appointed for each period. Resolutions must name the individual member appointed for each period and the period for which they are appointed.

12. In the event of a vacancy of a deputy chairperson role before the end of their allotted part of the split term, the local board should meet and elect a new deputy chairperson for that allotted part in accordance with clause 25, schedule 7 of the LGA.

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) tuhi ā-taipitopito / note the resignation received from Member B Ranson for the deputy chairperson role.

b) whakaae / approve to utilise System A or System B of Schedule 7, Part 1, Clause 25 of the Local Government Act 2002 to elect its deputy chairperson.

c) elect a deputy chairperson for the remainder of the 2022-2025 electoral term.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Lorraine Gropper - Local Board Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Janine Geddes - Acting Local Area Manager

Chairperson	Cath Handley
Deputy Chairperson	Bianca Ranson
Members	Kylee Matthews
	Robin Tucker
	Paul Walden

Author	Lorraine Gropper - Local Board Advisor
Authoriser	Janine Geddes - Acting Local Area Manager