Whangarei District Council
Table of contents
Table of contents
2
1 Overview
3
2 Introductions to key stakeholders
4
3 Day to day operations
7
3.1 The Mayor’s Of ice – Executive Assistant role
7
3.2 Council resources
7
3.3 Chief Executive relationship
7
4 Communications and public relations
8
4.1 External communications
8
4.2 Communications Adviser role
8
4.3 Internal (within Whangarei District Council)
8
4.4 Automatic replies and answerphone messages
8
5 Organisational operations
9
5.1 Organisation structure
9
5.2 Important departments
9
6 Events
10
6.1 Civic & Council
10
6.1.1 Citizenship ceremonies
10
6.1.2 Civic Honours Awards
10
6.1.3 Senior Citizens Christmas Concert
10
6.1.4 International Students Welcomes and other ad hoc Council events
10
6.2 Community
10
6.2.1 Community groups
10
6.2.2 Education
10
7 Key meetings and memberships
11
7.1 Memberships
11
7.2 Recurring meetings
11
7.3 Routine catch ups
11
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Whangarei District Council
1 Overview
The Starter Pack has been created with the intention of giving the new Mayor a foundation with
which to build their office from. Although there are some existing processes and policies which are
set at an operational level by the Chief Executive (CE), the operations of the Mayor and their office
can be adapted to suit the style of the Mayor.
Finding a way of working that is best for the Mayor will take some time and will involve input from
the CE, the Mayor’s Executive Assistant, the Democracy and Assurance Manager and the Elected
Members.
The role of Mayor is very varied, involving long hours and a wide range of duties. The Mayor is
expected to lead the development of our Council’s plans (including the long-term and annual plan
which are explained further in this guide), policies and budgets, for consideration by the members
of the Council.
Our Mayor is responsible for chairing hui, taking a public stand on local issues, attending public
events and being available to meet with people in the community.
The Mayor has responsibility to Chair, most meetings of Council. You will be provided with training
on Standing orders and how to chair, a meeting as part of the planned council induction.
Good governance starts with you, the Mayor, as chair of the governing body and leader of the
governance team. Good governance practice, such as leading strategic vision setting, establishing
a collaborative governance culture, holding the organisation to account, championing continuous
improvement, and ensuring compliance are all key aspects of governance and the role of Mayor is
also to represent communities, acting as leader of our customers aspirations.
An important governance role is to ensure there is a clear vision and strategy, to manage the Chief
Executive and act as a Good Employer, to embed good governance practices into the
organisation, to undertake governance performance reviews, and be clear about continuous
developmental needs, of both staff and members. These are roles which are essential if Council is
to meet the challenges facing our community.
The Mayor will appoint a deputy Mayor within the first couple of months of Council.
The Mayor is normally the spokesperson for the council. In addition, the Mayor has civil defence
responsibilities and is also a Justice of the Peace (while holding office).
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2 Introductions to key stakeholders
Throughout their tenure as Mayor, there will be stakeholders both within Council and in the
community who the Mayor will interact with on a regular basis. This could be for various reasons,
for example, the Police Area Commander and the Mayor have historically met monthly to discuss
any issues arising in the community and to maintain a strong connection between Council and
Police.
Within Council, some staff have more to do with Governance and Elected Members than others.
These staff will most likely be introduced during the induction for the new Council, however there
are a few staff who the Mayor will work more closely with such as the General Manager of Strategy
and Democracy and the Manager of Democracy and Assurance.
Below is a list of key stakeholders recommended for 1:1 introduction with the Mayor:
• Mayor of the Kaipara District Council
• Mayor of Far North District Council
• Chair of Northland Regional Council
• Police Area Commander
• Te Whatu Ora - Health New Zealand Te Tai Tokerau Chief Executive Chair Chamber of
Commerce
• Northland Inc
• Council Controlled Organisations (see Democracy Manager for list)
Northland Transportation Alliance suggested introductions
Jeff Devine (WDC) – NTA Strategy & Planning Manager
Greg Monteith (WDC) – NTA Capital Works and Procurement Manager
Bernard Petersen (KDC) – NTA Maintenance & Operations Manager
In addition there would also be benefit in including Steve Mutton (Waka Kotahi - Director Regional
Relationships, Te Tai Tokerau me Tāmaki Makaurau) who is the current NTA Leadership Group
chair.
Corporate Group suggested introductions
Alan Adcock, GM Corporate/CFO
Delyse Henwood, Manager - Finance
Alison Puchaux, Manager - Revenue
Jane Ashley, Manager – Communications
Strategy and Democracy, iwi/hapu suggested introductions
Aaron Taikato, GM Strategy and Democracy
Mark Scott, Manager, Maori Outcomes
Name
Role
Details
Sharon Kaipo
Te Kūmutu (Mangakāhia)
Carol Dodd
Te Kūmutu (Mangakāhia)
Mere Mangu
Ngāti Horahia,
Mangakāhia Takiwā
Janelle Beazely
Ngāti Horahia, Whangārei
Takiwā
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Reo Hau
Ngāti Te Rino, Parakao Marae
Tame Te Rangi
Ngāti Te Rino
[email address]
Finnesha Tuhiwai Te Parawhau, Korokota Marae
Rangi Tuhiwai
Te Parawhau, Korokota Marae
[email address]
Taipari Munro
Chair, Whatitiri, Poroti. Terenga
Parāoa Marae. Chair, Te
Huinga
Millan Ruka
Whatitiri, Poroti
[email address]
Meryl Carter
Whatitiri, Poroti
Te Ihi Tito
Te Parawhau, Tangiterōria
[email address]
Druis Barrett
Te Parawhau, Tangiterōria
[email address]
Gordon Tito
Tangiterōria Marae
[email address]
Mira Norris
Te Parawhau, Otaika
Pari Walker
Te Parawhau, Otaika
Ben Pittman
Te Parawhau, Otaika
Te Winiwini Kīngi
Ngāti Kahu o Torongare
Richard
Ngāti Kahu o Torongare
Shepherd
Lissa Davies
Ngāraratunua Marae
Hope Puriri
Ngāraratunua Marae
Deborah Harding
Chair, Patuharakeke Trust
Board
Huiarangi Pirihi
Chair, Takahiwai Marae
Nicki Wakefield
Chair, Te Rewarewa Inc
[email address]
Mike Kake
Pehiaweri Marae, Te
Rewarewa
Pauline Hopa
Chair, Pēhiāweri Marae
Pereri Mahanga
Chair, Te Waiariki, Ngāti
Kororā Ngāti Takapari Trust
Te Rā Nehua
Ngāti Hau, Whakapara
Dale Van Englen
Whakapara Marae
Hana Maxwell
Ngāti Hau, Te Maruata
Loren Vangent
Te Maruata Marae
Rosie Wellington
Ngāti Takapari
Huhana Lyndon
Te Orewai
Len Bristowe
Chair, Tau Henare Marae,
Te Orewai. Te Kārearea Co
Chair
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Delaraine
Chair, Ngā Kaitiaki o Ngā
Armstrong
Waimāori, Te Orewai
Chantez Kingi
Ngā Kaitiaki o Ngā Waimāori
Mihi Horne
Akerama Marae, Ngāti Hau
Hepi Haika
Chair Mōkau Marae,
Whangaruru
James Duke
Chair Whananaki Marae
Gary Reti
Chair Otetao Reti Marae
Robert Diamond
Chair, Tūparehuia Marae
Simon Mitchell
Chair, Oakura Marae
Morore Piripi
Chair, Punaruku Marae
Marlene Greene
Chair, Ngunguru Marae
William Sullivan
Chair, Pātaua Marae
[email address]
Marie Tautari
Te Whakapiko Hapū
Rowena Tana
Secretary, Te Rūnanga o Ngāti
Hine
Pita Tipene
Deputy Chair, Te Rūnanga o
[email address]
Ngāti Hine
Waihoroi
Chair, Te Rūnanga o Ngāti
Shortland
Hine
Allan Riwaka
CEO, Te Rūnanga o Ngāti
[email address]
Whātua
Naida Glavish
Chair, Te Rūnanga o Ngāti
[email address]
Whātua
Jonathan
CEO, Te Uri o Hau
[email address]
Rishworth
Antony
Chair, Te Uri o Hau
[email address]
Thompson
Sam Napia
CEO, Te Rūnanga ā Iwi o
[email address]
Ngāpuhi
Wane Wharerau
Chair, Te Rūnanga ā Iwi o
[email address]
Ngāpuhi
Aperahama
Chair, Ngātiwai Trust Board,
[email address]
Edwards
Chair Te Whānau o
Rangiwhakaahu Hapū Trust
Hōri Parata
Chair, Te Kāhui Kaumātua o
[email address]
Ngātiwai
Huhana Lyndon
CEO, Ngātiwai Trust Board
[email address]
Rōpata Diamond
Secretary, Ngātiwai Trust
[email address]
Board
Anaru Tiki
Pakikaikutu Kāinga
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3 Day to day operations
3.1 The Mayor’s Office – Executive Assistant role
The Mayor’s Office is run by the Executive Assistant (EA) to the Mayor and Deputy Mayor.
The Mayor is only required to be in the office for Council meetings, briefings and workshops (some
of which may be online). At all other times, the Mayor may decide how much time they wish to be
physically present in the office.
If the Mayor wishes to hold any meetings with staff or members of the public in person, it is up to
the Mayor as to whether they are held in the Mayor’s office or elsewhere.
The Mayor may choose if they would like to greet their own guests for meetings or if they wish to
have their EA do this for them. The Mayor may also choose if they wish for their EA to minute
meetings or not.
The Mayor and the EA will need to set out expectations and agree on a reasonable way of working
together that satisfies the Mayor’s requirements and works within the contract of the EA, who
reports to the Democracy and Assurance Manager. The EA is not contracted to work outside the
37.5 hours per week (Monday to Friday) unless the EA has previously arranged and agreed on this
with the Democracy and Assurance Manager.
Currently the role of Executive Assistant to the Mayor is vacant. We are in the middle of
recruitment and will be in touch as these progresses.
3.2 Council resources
The Mayor has access to council resources where required. The Mayor is given a credit card to
use while on Council business. This could include taxis while at meetings out of town, a meal while
out of town and miscellaneous purchases for Council events or meetings such as gifts for
dignitaries. If any purchases can be made through a Council supplier via a purchase order then
that is preferred, rather than using the credit card. The Mayor’s EA can check this.
Large credit card purchases should always be checked off with the CE and Democracy and
Assurance Manager before using the credit card.
The Mayor may also use Council stationery. If they have specific requirements for stationery, they
may ask the EA to arrange purchasing of stationery.
The Mayor has access (via the EA) to Council document templates and letterheads.
If the Mayor has any issues with technology, they can ask the EA to log a job with our IT helpdesk,
Northcloud.
3.3 Chief Executive relationship
The Mayor and Chief Executive (CE) generally have a close working relationship.
It is suggested that there are regular catch ups scheduled with the CE, at least twice a week as
both the Mayor and CE have busy calendars and finding time at the last minute is tricky.
The CE can be invited to informal meetings with Elected Members such as ‘Issues and Updates’
which have historically been held a day or two before a full Council meeting in the Mayor’s office.
See item 7.2 for further information.
The Mayor and CE will need to decide how they would like to work together and inform their
respective EAs so that any meetings can be scheduled accordingly.
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4 Communications and public relations
Communications is part of the day to day operations of the Mayor’s office; however it is a
significant portion of the work the Mayor and the EA carry out. Set out below is a summary of the
type of communications the office deals with and ways that the Mayor may decide to handle
communications.
4.1 External communications
The Mayor will receive communication from the public via any channel that they have made
publicly available. If the Mayor has shared their email, mobile number, social media profile etc.
then the public with use all of these to get in touch.
The Mayor’s EA will only have access to the Mayor’s Council email address and calendar. The
Mayor can decide if they wish to forward calls to the EA from their mobile.
Social Media is managed by the Mayor personally.
The Mayor should consider how they would like to respond to members of the public and set some
rules. This may include all correspondence being responded to by the EA, or the Mayor may wish
to respond themselves. The Mayor should also discuss with the EA how they would like their email
and calendar managed, they may wish to do this themselves and pass things on to the EA when
more work is required, or they may want the EA to vet all emails, invitations and other
correspondence before flagging anything to the Mayor.
4.2 Communications Adviser role
There is a Communications Adviser who spends some of their time working on communications for
the Mayor. Examples of this work are below.
-
Column: The Mayor has the option to write a fortnightly column for the Northern Advocate.
This can be written by a Communications Adviser if the Mayor wishes.
-
Speeches:
-
Letters:
4.3 Internal (within Whangarei District Council)
The Mayor and CE should discuss how the CE would like communications with staff to be handled.
It is currently widely accepted that the Mayor runs matters by the CE before approaching staff
directly. This is the same for Elected Members. Staff may choose to email the Mayor and Elected
Members directly if a question has been asked of them by Elected Members, however it is most
common that communication between the Mayor and staff occurs via the CE or the Mayor’s EA.
This helps to keep politics and operational matters separate
4.4 Automatic replies and answerphone messages
The Mayor can choose if they wish to have an automated response and voicemail on their email
and phone. Example of an automated email response below:
Tēnā koe
Thank you for your email. I receive a large number of emails per week. Please note that all
correspondence is reviewed and considered and where necessary responded to by my office.
If your email is regarding an operational matter, it will be referred to the relevant Department
for further action.
For urgent matters, please contact my Executive Assistant via email (XXXXX) or phone
(XXXXX).
Nga mihi
It is recommended that some sort of automated response is implemented to ensure people know
their email/call has been received.
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5 Organisational operations
5.1 Organisation structure
The Mayor may wish to familiarise themselves with the structure of the organisation. The overall
structure is as follows:
Chief Executive (Simon Weston)
Strategic Leadership Team (SLT) – (GM Infrastructure; GM Community; GM Strategy and
Democracy; GM Planning and Development; GM Corporate/Chief Financial Officer)
Department Managers
Team leaders
Operational staff
Graduates
Cadets
Contractors (managed by each department as
req’d.)
The organisational chart can be accessed by the EA for the Mayor to view (although it does
change frequently).
5.2 Important departments
The Mayor will work more closely with the Democracy and Assurance Department with regards to
Council meetings and legal matters. There may be some interactions with the Council Chambers
Custodian regarding meeting set up. The Mayor will also have some interactions with members of
SLT and their EAs.
The mayor can decide how they would like to communicate with the above areas of Council, or if
they would like to communicate with them via their EA exclusively.
The CE will also have a say over interactions as per section 4.2 of this document.
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6 Events
Civic & Council (internal) and community (external) events happen throughout the year. The below
lists set out what happens within Council annually which the Mayor is either speaking at or
expected to participate in in some way as well as community events which the Mayor is usually
invited to.
6.1 Civic & Council
These events are run in conjunction with Venues and Events. It is important to book dates in for all
of these in around October/November the year prior.
6.1.1 Citizenship ceremonies
Historically Council has hosted Citizenship Ceremonies every 2-3 months throughout the year
(starting in February each year). These are for a maximum of 60 new citizens. The Mayor hosts the
ceremony escorted by a naval officer, a kaumatua and any elected members who choose to
attend. The Mayor usually speaks at the beginning and end and calls each new citizen forward.
6.1.2 Civic Honours Awards
Each year Council hosts the Civic Honours Awards Ceremony where 4 citizens are presented with
a medal for their services to the community. The Mayor speaks at this event and alongside a
kaumatua and Elected Members, presents each recipient with their medal.
6.1.3 Senior Citizens Christmas Concert
In the past, Council has hosted a concert of local performers in December each year. In Te
Kotahitanga (Expo Hall). This is for all the senior citizens of Whangarei from retirement villages
and those who live independently. The Mayor helps to host this event.
6.1.4 International Students Welcomes and other ad hoc Council events
Council often hosts events such as welcomes for international students welcomes, where we hold
a mihi whakatau in Chambers for the students. We also occasionally host whakatau for sports
teams that have had significant success in international tournaments as well as other similar
occasions (e.g. greeting international delegations and teams, International Rally of New Zealand).
This involves the Mayor speaking often alongside a kaumatua and other Elected Members and
presenting gifts in some instances.
6.2 Community
6.2.1 Community groups
The mayor is frequently invited to attend and speak at events run by the community, there are
often more events in the lead up to the end of the calendar year. Examples of such events include:
-
Club prize givings
-
Rotary/Lions events
-
Facility and business openings
-
North Chamber events
-
Retirement village events
6.2.2 Education
The Mayor is usually invited to end of year prize giving events at high schools as well as tertiary
institution graduations. The Mayor may sometimes be asked to present an award, but generally is
not asked to make a speech at these events.
The Mayor may be asked to open new education facilities, the institution may get a plaque made
stating that the Mayor opened the facility on a specific date.
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7 Key meetings and memberships
The Mayor is expected to participate in various pre-arranged (usually booked a year ahead at
least) recurring meetings and catch ups with different organisations and key community
stakeholders. Below is a list of examples of both the recurring meetings and types of catch ups that
have occurred over the past few terms.
7.1 Memberships
Local Government New Zealand (LGNZ) – this is an annual membership which Council pays for.
Mayor’s Taskforce for Jobs (MTFJ) – this is run by LGNZ and is a separate membership, which
Council pays for
TUIA – this is a programme which involves the Mayor mentoring a rangatahi for a year, and the
Council sponsors them (pays for travel and food) to attend 4 wananga throughout the year which
teach them about leadership and development.
Trinsley Charitable Trust – the Mayor and Deputy Mayor are trustees of this trust.
L.W. Nelson – the Mayor is a trustee of this trust.
7.2 Recurring meetings
Local Government New Zealand (LGNZ)
-
Metro Sector Meeting (quarterly), either in person in Wellington or via zoom
-
LGNZ conference and excellence awards. Usually every July in a different city/town each
year.
-
Mayor’s Taskforce for Jobs (MTFJ) Core Group meetings
-
Zone 1 (quarterly). Hosted once each by each council, same day as NFTSPW usually.
Northland Forward Together Strategic Planning Workshop (NFTSPW - quarterly). Hosted once
each by each council, same day as Zone 1 usually.
Mayoral Forum – these are held quarterly, hosting rotates through the four councils throughout the
year.
In each instance where WDC hosts the above meetings, it is expected we help with/create the
agenda alongside Chris Taylor (Governance) at NRC and provide catering as well.
Issues and Updates – over the past three terms the Mayor and Councillors have caught up
informally a day or two prior to the Council meeting to discuss any issues that need to be off the
record. This is usually done in the Mayors office without staff, or with the occasional update from
the CE/a member of SLT.
Civil Defence Emergency Management (CDEM) – The Mayor has the ability to declare a Civil
Defence Emergency. There needs to be one Elected Member officially appointed to this group and
one alternate. Neither have to be the Mayor but it is recommended the Mayor is appointed. The
CDEM group meets roughly every other month. The Mayor must either attend or send an Elected
Member in their place. There May be an Elected Member that always attends alongside the Mayor.
7.3 Routine catch ups
Sister City/Haikou – Haikou and Whangarei have had a close relationship since around 2013. This
has been supported by both Northtec (Te Pukenga) and Northland Inc however Northland Inc are
pulling back from relationships with China at the moment. The may be an offer of a meeting with
Haikou Foreign Affairs Office come through in November.
Police – The Mayor’s office has a close relationship with the Police Area Commander. There is
usually a monthly 1 hour catch up/walk around the CBD booked with the Area commander on a
day that suits both parties.
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Waka Kotahi – The Mayor and Steve Mutton (Waka Kotahi Director, Regional Relationships) aim
to catch up- for 30 minutes via Teams monthly on a day that suits both parties.
MP (currently Emily Henderson) – The Mayor and the current MP for Whangarei catch up roughly
once a month. The MP often has to work around their sitting weeks at Parliament so it may vary.
Chief Executive Northchamber – In the past it has been common practice for the Mayor to have
semi-regular catch ups with the Chief Executive (CE) of North Chamber. At present the CE is on
extended leave so this may need to be re visited in early 2023.
Mayors and Chair (weekly zoom) – throughout the 2019-2023 term, the three Mayors and Chair of
Northland Regional Council have had a standing virtual meeting every Friday morning. This may
be suggested as a suitable way to keep up to date with what is happening across Te Tai Tokerau.
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