Date:

Time:

Meeting Room:

Venue:

 

Thursday 16 May 2024

12.00pm

Howick Local Board Meeting Room
Pakuranga Library Complex
7 Aylesbury Street
Pakuranga

 

Howick Local Board

 

OPEN ATTACHMENTS

 

 

 

ITEM   TABLE OF CONTENTS            PAGE

 

8.1       Deputation - Jennie McCormick of the Howick and Pakuranga Community Houses Inc Society

A.      16 May 2024, Howick Local Board: Item 8.1 - Deputation - Howick and Pakuranga Community Houses Inc Society presentation                                                                       3

12        Chairperson's Report

A.      16 May 2024, Howick Local Board: Chairperson's Report - Chair Light's Written Report                                                          15

15        Auckland Council’s Quarterly Performance Report: Howick Local Board for quarter three 2023/2024

A.      Work programme update FY24 Q3             17

B.      Financial Performance Report FY24 Q3    45

16        Local board appointment to Emergency Readiness and Response Forum

A.      Terms of Reference for Readiness and Response Forum                                         51

17        Endorsing Business Improvement District (BID) targeted rate grants for 2024/2025

A.      BID Policy reporting requirements              55

B.      Governance Summary - Howick BID          59

C.      Governance Summary - Business East Tamaki                                                         61

18        Urgent Decision of the Howick Local Board to Formalise Input into Auckland Council's Submission on the Fast Track Approvals Bill

A.      16 May 2024, Howick Local Board: Urgent Decision of the Howick Local Board to Formalise Input into Auckland Council's Submission on the Fast Track Approvals Bill - Copy of the Urgent Decision Memo          63

19        Local government elections 2025 – order of names on voting documents

A.      Memo - Analysis of order of candidate names on election outcomes                      87

20        Howick Local Board Workshop Records

A.      16 May 2024, Howick Local Board - Howick Local Board Workshop Records - 18 April 2024 Record of Workshop                          99

B.      16 May 2024, Howick Local Board - Howick Local Board Workshop Records - 2 May 2024 Record of Workshop                        101

C.      16 May 2024, Howick Local Board - Howick Local Board Workshop Records - 9 May 2024 Record of Workshop                        103

21        Hōtaka Kaupapa | Governance Forward Work Calendar

A.      16 May 2024, Howick Local Board - Hōtaka Kaupapa | Governance Forward Work Calendar - Copy of the Hōtaka Kaupapa  105


 


Howick Local Board

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Howick Local Board

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Attachment A: BID Policy Requirements Summary

Requirement number

Requirement

Compliance responsibility

1:

Auckland Council requires BID-operating business associations to fully comply with the Business Improvement District (BID) Policy (Kaupapa Hereā-Rohe Whakapiki Pakihi). 

BIDs – Mgmt. & Executive Committee

2:

BID programmes should aim to develop economic activities that support and benefit their BID affiliates and provide value to the business community.

BIDs – Mgmt. & Executive Committee/ members

3:

BID programmes established before 2010 and currently receiving, receiving less than $120,000 targeted rate grant per annum, are required to increase their total ongoing income received (including the BID targeted rate grant) to at least $120,000 per annum by 1 July 2028 (6 years).

BIDs – Mgmt. & Executive Committee/

4: If applicable

All establishing BID programmes must operate at a size (geographical) and scale of not less than $120,000 per annum (BID target rate grant) to achieve:

·    A long-term focus for the BID programme

·    Independent long-term financial sustainability of the business association, including securing additional income streams.

·    Adequate resourcing to complete all compliance costs under the policy.

New BIDs

5:

All BID-operating business associations must have a signed current three-year BID Targeted Rate Grant Agreement (Appendix A).

BIDs – Mgmt. & Executive Committee

6:

The BID targeted rate grant spend must focus on delivering value to BID affiliates.

BIDs – Mgmt. & Executive Committee

7:

The BID targeted rate grant and BID programme resources (management, governance time or funds) cannot be used under any circumstances:

·          For any political purpose

·          and or to endorse or support a particular candidate or political party.

 BIDs – Mgmt. & Executive Committee

8: If applicable

BID-operating business association must accept that Auckland Council reserves the right, at its sole discretion (to be exercised reasonably), to review the use of targeted rate grant funds and the need for an audit and anticipates full cooperation from the BID-operating business association.

Auckland Council

9:

BID affiliates must have at all times, access[1] to BID programme information and BID targeted rate spend (section 4).

Information about the business association operating the BID programme including:

How decision-making takes place

How BID affiliates can provide feedback into the BID programme priorities and the BID targeted rate grant spend.

How to become a business association member (membership information and consent process)

·    BID affiliates and association members must have access to the following documents at least 14[2] days prior to the General Meeting (AGM) date:

BID programme annual business plan, including:

§ Activities

§ Outcomes

§ Budget allocations

Draft BID programme income and expenditure budget (upcoming year)

General Meeting Agenda (AGM/SGM)

BIDs – Mgmt. & Executive Committee, affiliates, members

10:

Where BID-operating business associations receive funding from Auckland Council or council-controlled organisations in addition to the BID targeted rate grant, council processes require the BID-operating business association be compliant with all accountability requirements associated with that funding.

BIDs – Mgmt. & Executive Committee

11:

All BID operating business associations must complete the annual accountability reporting requirement to Auckland Council by the required dates as defined in Table One – ‘Summary of accountability documents and deadlines’.

BIDs – Mgmt. & Executive Committee

12:

All BID-operating business associations must have a clear delineation between the governance and management of a BID programme.

BIDs – Mgmt. & Executive Committee

13:

All BID-operating business associations must include the following governance practices:

a)   Executive Committee representation

b)   Minimum quorum

BIDs – Mgmt. & Executive Committee

14:

All BID-operating business associations must have an annual audit (or review) and comply with the following:

c)   Auditor qualification and type of audit – Auditor qualification and Type of Audit

d)   Insurance

BIDs – Mgmt. & Executive Committee

15:

All BID-operating business association must have written approaches to both governance and management.

 

BIDs – Mgmt. & Executive Committee

16:

The BID-operating business association constitution and the executive committee board charter must not be inconsistent with the policy.

BIDs – Mgmt. & Executive Committee

17:

All proposed amendments to the constitution concerning the BID programme and BID targeted rate grant funding will require written approval by Auckland Council prior to membership approval at a General Meeting (AGM/SGM).

BIDs – Mgmt. & Executive Committee

18:

All BID-operating business associations are required to identify, engage, and communicate with:

·    BID affiliates

·    Business association members

·    Local Board BID representative

·    Local Board/s

·    A suitable online platform should be used for BID programme information to be freely available.

BIDs – Mgmt. & Executive Committee

19:

Only BID affiliates qualify as a full member of a BID-operating business association.

 

BIDs – Mgmt. & Executive Committee

20: If applicable

Auckland Council must be provided with a signed copy of the agreement/contract when a BID-operating business association provides overall management and services to deliver the total BID programme on behalf of another BID-operating business association. Both BID-operating business association executive committees continue to be responsible for their association and to their association members.

BIDs – Mgmt. & Executive Committee(s),

21:

BID-operating business associations are required to engage in at least one meeting per year with the local board/s. This meeting should be scheduled for a date between the completion of the General Meeting (AGM/SGM) and 10 March.  

BIDs – Mgmt. & Executive Committee

22:

The BID-operating business association must advise Auckland Council if they become aware that they are not compliant with the BID Policy.

BIDs – Mgmt. & Executive Committee

23: If applicable

Completion of Table Three - ‘BID Ballot Processes” is a requirement for:

a)   Establishing a new BID programme

b)   Amendments to an existing BID programme (boundary, rating mechanism or discontinuation).

BIDs – Mgmt. & Executive Committee –

 


Howick Local Board

16 May 2024

 

 


Howick Local Board

16 May 2024

 

 


Howick Local Board

16 May 2024

 

 

























Howick Local Board

16 May 2024

 

 













Howick Local Board

16 May 2024

 

 


Howick Local Board

16 May 2024

 

 


Howick Local Board

16 May 2024

 

 


Howick Local Board

16 May 2024

 

 

 



[1] Access must be unrestricted, free of any barriers and available in appropriate languages to enhance understanding.

[2] Special General Meeting (SGM) 21 days notice.