I hereby give notice that an ordinary meeting of the Henderson-Massey Local Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Thursday, 21 November 2013

5.00pm

Council Chamber
Civic Building Level 2
6 Henderson Valley Road
Henderson

 

Henderson-Massey Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Vanessa Neeson, JP

 

Deputy Chairperson

Shane Henderson

 

Members

Brenda Brady, JP

 

 

Peter Chan, JP

 

 

Warren Flaunty, QSM

 

 

Will Flavell

 

 

Tracy Kirkley

 

 

Luke Wilson

 

 

(Quorum 4 members)

 

 

 

Glenn Boyd

Relationship Manager

Local Board Services (West)

 

Riya Seth

Local Board Democracy Advisor

 

14 November 2013

 

Contact Telephone: (09) 839 3512

Email: riya.seth@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 

 


Henderson-Massey Local Board

21 November 2013

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

9          Public Forum                                                                                                                  5

10        Extraordinary Business                                                                                                5

11        Notices of Motion                                                                                                          6

12        Declaration by Local Board Members Pursuant to Schedule 7, Clause 14, of the Local Government Act 2002                                                                                                    7

13        Adoption of meeting schedule for 2013/2016 Electoral Term                                  9

14        Appointment of board members to outside organisations and community networks (includes BIDs and LGNZ)                                                                                          13

15        Urgent Decision Process for the Henderson-Massey Local Board                      23

16        Establishment of Swimming Pool Fencing Exemption Committee                       25

17        Western Joint Funding Committee                                                                            29

18        Infrastructure and Environmental Services Upate Report                                     43  

19        Consideration of Extraordinary Items 

 

 


1          Welcome

 

 

2          Apologies

 

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

 

3          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          Confirmation of Minutes

 

That the Henderson-Massey Local Board:

a)         confirms the minutes of its inaugural meeting, held on 7 November 2013, as a true and correct record.

 

5          Leave of Absence

 

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

 

6          Acknowledgements

 

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

 

7          Petitions

 

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

 

8          Deputations

 

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

 

9          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 3 minutes per item is allowed, following which there may be questions from members.

 

At the close of the agenda no requests for public forum had been received.

 

10        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.”

 

11        Notices of Motion

 

At the close of the agenda no requests for notices of motion had been received.

 


Henderson-Massey Local Board

21 November 2013

 

 

Declaration by Local Board Members Pursuant to Schedule 7, Clause 14, of the Local Government Act 2002

 

File No.: CP2013/26090

 

  

 

Purpose

1.       Each Local Board Member needs to make an oral declaration and sign a written declaration using the set LGA wording.

2.       Schedule 7, Part 1, Clause 14(2) of the Local Government Act 2002 states that:

“The written declaration must be signed by the member and witnessed by –

(a)     The chairperson; or

(b)     The mayor; or

(c)     A member of the local authority; or

(d)     The chief executive of the local authority; or

(e)     In the absence of the chief executive, some other officer appointed by the chief executive.

Executive Summary

3.       Following a Judicial Recount of the Henderson-Massey Local Board held on 7 and 8 November 2013, the amended declaration on 11 November 2013 changed the lowest successful candidate, as declared on 17 October 2013, from Chris Cooper to Tracy Kirkley.

4.       This means that Tracy Kirkley, has been declared elected.

5.       As each Local Board Member needs to make an oral declaration and sign a written declaration using the set LGA wording this item provides an opportunity for member Tracy Kirkley to make this declaration.

 

 

 

Attachments

There are no attachments for this report.     

Signatories

Author

Riya Seth - Democracy Advisor

Authoriser

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

 


Henderson-Massey Local Board

21 November 2013

 

 

Adoption of meeting schedule for 2013/2016 Electoral Term

 

File No.: CP2013/25552

 

  

 

Purpose

1.       To seek the adoption of the meeting schedule for the 2013/2016 term.

Executive Summary

2.       A draft local board meeting schedule has been developed for the 2013/2016 electoral term; it is attached to this report. It is recommended that the local board adopts this schedule.

3.       The specific times and dates for the hearings process, part of the special consultative process outlined in the Local Government Act 2002, for local board agreements and local board plans are yet to be finalised. Local board meeting schedules may therefore be updated and provision made for these hearings, once the details are confirmed.

 

Recommendations

That the Henderson-Massey Local Board:

a)      Adopts its meeting schedule for the 2013/2016 electoral term as per attachment A.

b)      Notes that dates and times for hearings and deliberations for local board agreements and local board plans are yet to be finalised.

 

Discussion

4.       Clause (5)(d), Schedule 7 of the Local Government Act 2002 requires a local board to adopt a schedule of business meetings at its first meeting in the electoral term.

5.       Adopting a meeting schedule allows for a planned approach to workloads and ensures local board members have clarity about their commitments. It also gives an indication to the public of when meetings are to be held and meets the requirement of clause 19, Schedule 7 of the Local Government Act 2002.

6.       Each local board develops a Local Board Agreement annually and a Local Board Plan every three years. Both documents are subject to public consultation, with Local Board Plans being subject to a special consultative procedure process. The local board will hold hearings to give submitters the opportunity to express their views verbally.

7.       The specific times and dates for the hearings process for the local board plan and agreements are yet to be finalised.  Local board meeting schedules may therefore need to be updated and provision made for hearings, once details are confirmed.

8.       In addition to local board meetings, local boards will hold workshops that are closed to the public. The proceedings of every workshop are recorded and considered at the next business meeting of the local board in accordance with current local board standing order provisions.

Consideration

Local Board Views

9.       This decision falls under the local board’s delegated authority.

Maori Impact Statement

10.     There is no specific impact for Māori arising from this report.

General

11.     Clauses 19(4), 19(5) and 19(6), Schedule 7, of the Local Government Act 2002 states that:

“(4) A local authority must hold meetings at the times and places that it appoints.

(5) Unless clause 22 (extraordinary meeting) applies, the chief executive must give notice in writing to each member of the time and place of a meeting -

(a) not less than 14 days before the meeting; or

(b) if the local authority has adopted a schedule of meetings, not less than 14 days before the first meeting on the schedule.”

(6) If a local authority adopts a schedule of meetings, -

(a) the schedule –

(i) may cover any future period that the local authority considers appropriate; and

(ii) may be amended; and

(b) notification of the schedule or of any amendment to that schedule constitutes a notification of every meeting on the schedule or amendment.”

12.     Similarly, the statutory requirement pursuant to clauses 46, 46(A) and 47 of the Local Government Official Information and Meetings Act 1987 mentions that:

·          meetings of a local authority are publicly notified

·          agendas and reports are available at least two working days before a meeting

·          local board meetings are open to the public.

Implementation Issues

13.     Meetings of the local boards are supported by Auckland Council’s Local Board Services Department.

 

Attachments

No.

Title

Page

a

Meeting Schedule for the 2013/2016 Electoral Term

11

     

Signatories

Author

Carole Canler - Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

 


Henderson-Massey Local Board

21 November 2013

 

 


Henderson-Massey Local Board

21 November 2013

 

 

Appointment of board members to outside organisations and community networks (includes BIDs and LGNZ)

 

File No.: CP2013/25560

 

  

 

Purpose

1.       To appoint board members to be representative to outside organisations and community networks within the local board area, including local Mainstreet or Business Improvement District (BID) executive committees, and Local Government New Zealand.

Executive Summary

2.       Elected members participate on management, governance or networking groups in outside organisations for a number of reasons. This report provides details of the organisations and outlines and networks relevant to the local board. It included the appointment delegated to the local boards by the governing body (Resolution GB/2013/126).

3.       The beginning of the new electoral term generates the need for new appointment. It is recommended that the board appoint one representative, and one alternate representative for each organisation and community network listed in the recommendations.

 

Recommendation

That the Henderson-Massey Local Board:

a)      Allocates board members to outside organisations and community networks, as listed below:

Organisation

Primary

Alternate

Keep Waitakere Beautiful Charitable Trust

 

 

Safe Waitakere Injury Prevention Board

 

 

Waitakere Taskforce on Family Violence

 

 

Waitakere Anti-Violence network

 

 

Waitakere Health Link

 

 

Community Network

Primary

Alternate

Massey Matters Community Projects Fund Committee

 

 

SH20 Waterview Connection Community Working Liaison Group

 

 

Youth Connections Project (Governance)

 

 

Mainstreet or Business Improvement District

Primary

Alternate

Te Atatu                                 

 

 

Local Government New Zealand

Primary

Alternate

 

 

 

 

 

 

Discussion

4.       A number of external organisations provide for the formal participation of elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation. Board members may provide updates of their activities with their allocated organisations at local board meetings.

5.       The reasons for participation in external organisations can be described in a number of ways:

·      a trust deed of an organisation providing for the council to appoint a trustee

·      an organisation of interest to the council simply inviting representation at its meetings

·      associations entered into by the council which provide for representation - such as Local Government New Zealand (LGNZ)

·      organisation governance, or project or programme oversight, such as regional or local parks management groups

·      a statutory or regulatory provision (for example a regulation providing for a community liaison committee)

·      a resource consent requiring the formation of a representative committee

6.       At the commencement of each triennium, committees and local boards recommend appointments to outside organisations as appropriate and the governing body reviews and either makes the appointments it sees fit and delegates the remaining appointments to local boards. At the end of each triennium, appointments to outside organisations must be reviewed by the appropriate officers as to current relevance, and a recommendation made to the appointing body as to whether or not representation should be continued.

7.       It is recommended that the board appoint one representative, and one alternate representative for each organisation and community network listed in the recommendations.

8.       In making decisions about these appointments, it is suggested that local boards are mindful of:

·      Historical relationships

·      Relevance and interest

·      Time commitment.

9.       In addition, the governing body has delegated appointment to the local boards (Resolution GB/2013/126).

Local Government New Zealand

10.     Membership of Local Government New Zealand Zone One (i.e. Auckland and Northland) Committee includes a representative from each of the 21 local boards.

11.     Each local board needs to consider selecting their representative, as well as an alternate.  Meetings take place four times a year and the venue for meetings is shared across the entire Zone One area. 

12.     Further information on LGNZ is available in Attachment B.

BID Partnership Programmes

13.     There are 46 BID Partnership Programmes operating within the Auckland region; many other business areas have also expressed an interest in involvement with the BID Partnership Programme. The programme provides a focal point for local business clusters to assist and help themselves in creating local employment opportunities. It provides a means for local innovation and economic growth. Details of the programme and the role of the local boards are provided in Attachment A.

14.     There is one local Mainstreet or Business Improvement District in the Henderson-Massey area.

15.     The local board has a day-to-day relationship with the business associations as a joint partner in the BID Partnership Programme.  The local board will work with the business associations to align the direction for the BID programme and local priorities expressed the Local Board Plan.  The local board will receive regular reporting on the BID Partnership Programme and review progress against objectives. 

16.     It is recommended that the local board appoints a local board member and an alternate on each business association to represent the local board regarding all matters relating to the business association.

17.     The business association may invite the appointed member onto the BID Governance Board or Executive Committee. The discretion on whether this member has voting rights will lie with the business association under the rules of their constitution.

Consideration

Local Board Views

18.     This report seeks the local board’s decision on representatives to outside organisations and community networks.

19.     The decisions in this report fall within the local board’s delegated authority.

Maori Impact Statement

20.     This report has no specific impact on Māori. It covers appointments of local board members to outside organisations and community networks to represent the view of local communities, including Māori communities.

General

21.     Members are delegated in their capacity as elected local board members.  Should they no longer be a local board member, their nominations would be automatically repealed.

22.     Elected representatives may be part of any organisation in their private capacity and personal interests.

23.     Elected representatives are encouraged to disclose memberships to external orgasniations in the conflict of interest register.

Implementation Issues

24.     The venues for Local Government NZ Zone One meetings are shared across the entire Zone One area and some travel costs may be incurred by local boards as a result of the appointments.  

 

Attachments

No.

Title

Page

a

Business Improvement District Partnership Programme

17

b

Local Government New Zealand

21

     

Signatories

Author

Carole Canler - Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

 


Henderson-Massey Local Board

21 November 2013

 

 




Henderson-Massey Local Board

21 November 2013

 

 


Henderson-Massey Local Board

21 November 2013

 

 

Urgent Decision Process for the Henderson-Massey Local Board

File No.: CP2013/25993

 

  

 

Purpose

1.       This report seeks the board’s agreement for a process for urgent decisions of the Henderson-Massey Local Board on matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum.

 

Executive Summary

2.       This report details a process for urgent decisions of the local board on matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum. 

 

Recommendations

That the Henderson-Massey Local Board

a)      Adopts the urgent decision process for matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum.

b)      Delegates authority to the Chair and Deputy Chair or any person acting in these roles to make an urgent decision on behalf of the local board.

c)      Requests that all urgent decisions be reported to the next ordinary meeting of the local board.

 

Background

3.       An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled ordinary meeting of the local board.  At times, such as during the Christmas and New Year period, it is not practical to call the full board together and meet the requirement of a quorum.

 

4.       An alternative to calling for an extraordinary meeting is to delegate the authority to the Chair and Deputy Chair, or any person acting in these roles, to make the decision on behalf of the local board.

 

5.       Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

 

Decision Making

6.        It is recommended that the local board delegate the power to the Chair and Deputy Chair, or any person acting in these roles, to make urgent decisions on behalf of the board.

 

7.       Any request for an urgent decision of the local board must be processed through the Local Board Services department, and the Local Board Relationship Manager must endorse the request for an urgent decision before commencing the process. 

 

8.       All requests for an urgent decision will be supported by a report stating the nature of the issue, reason for urgency and what decisions or resolutions are required.  These reports will comply with the standard approval process. 

 

9.       A number of factors are considered before approval to use the urgent decision process is given such as:

 

·  The timing of the next scheduled meeting.

·  Confirmation that the local board has the delegation to make the decision.

·  Consideration of the rationale for urgency.

·  The significance of the decision and whether the urgent decision process is appropriate.

 

10.     Any decision made by delegation will be reported as an information item to the next ordinary meeting of the local board.

11.     The Local Government (Auckland Council) Amendment Act 2013 provides for local boards to delegate to committees, sub-committees members of the local board or Auckland Council officers, any of its responsibilities, duties and power, with some specific exceptions.

Consideration

Local Board Views

12.       This decision falls under the local board’s delegated authority.

Māori Impact Statement

13.       There is no specific impact for Māori arising from this report.

Implementation Issues

14.     The Local Board Relationship Managers can provide advice as to what might constitute an urgent decision.

 

Attachments

There are no attachments for this report.    

Signatories

Author

Carole Canler - Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

 


Henderson-Massey Local Board

21 November 2013

 

 

Establishment of Swimming Pool Fencing Exemption Committee

 

File No.: CP2013/26105

 

  

 

Purpose

1.       To establish the Henderson-Massey Local Board Swimming Pool Fencing Exemptions Committee to assess and consider applications in relation to the Special Exemption under S6 of the Fencing of Swimming Pools Act 1987, and to appoint a maximum of four local board members to the committee.

Executive Summary

2.       Under S6 of the Fencing of Swimming Pools Act 1987, territorial authorities may grant exemptions from the requirements in the Act for particular pools if satisfied that it “would not significantly increase danger to young children”.

3.       The decision-making responsibility for swimming pool fences exemptions has been delegated to local boards. To administer this delegation in the 2010 – 2013 political term, local boards formed committees to assess and consider swimming pool fencing exemption applications.

4.       In accordance with Clause 30(7) of the Local Government Act 2002, all committees have been automatically dissolved following the 2013 Local Government elections. 

5.       Officers recommend that the local board:

·        Establishes a committee to assess and consider applications in relation to the Special Exemption under S6 of the Fencing of Swimming Pools Act 1987

·        Appoints a maximum of four local board members to the Henderson-Massey Local Board Swimming Pool Fencing Exemptions Committee.

 

Recommendations

That the Henderson-Massey Local Board:

a)      Establishes the Henderson-Massey Local Board Swimming Pool Fencing Exemptions Committee to assess and consider swimming pool fencing exemption applications.

b)      Appoints four members to the Henderson-Massey Local Board Swimming Pool Fencing Exemptions Committee.

 

Discussion

6.       The purpose of the Fencing of Swimming Pools Act 1987 (the Act) is to promote the safety of young children by requiring the fencing of certain swimming pools.  The Act places an obligation on territorial authorities to ensure that pool owners comply with the Act, both at the time when the pool is built, and subsequently by occasional inspections of pools to ensure ongoing compliance.

7.       Under S6 of the Act, territorial authorities may grant exemptions from the requirements in the Act for particular pools.  Territorial authorities can also impose special conditions on a property and a pool.  A territorial authority can only grant an exemption, or impose a special condition, if, after having regard to the characteristics of the pool and the property, it is satisfied that it “would not significantly increase danger to young children”.  No exemption is required for a new pool fence, or an alteration to an existing fence, if the new or altered fence is at least as safe as one built in accordance with the standard in the schedule of the Act.

8.       The governing body has delegated decision-making responsibility for swimming pool fences exemptions to local boards (resolution GB/2011/163). This decision is documented in the following report: “Auckland Council Long Term Plan 2012-20122.  Volume three: Financial information, policies and fees.  Chapter one: Allocation of decision-making responsibility for non-regulatory activities.  Part one: Source of decision-making responsibilities”.

9.       To administer this delegation, the previous local boards considered two options, as detailed in the table below. 

Option one: Creation of swimming pool fencing exemption subcommittee
(recommended
option)

Description

A subcommittee is created to assess and consider swimming pool fencing exemption applications

Benefits

·           enables decision-making to be undertaken in a timely manner as and when applications are received

·           the application and hearing can be the appropriate consideration away from a congested business meeting agenda

·           provides flexibility to organise a meeting as some applications will require a site visit

Costs / risks

·           additional workload for local board members

·           not all local board members will sit on the subcommittee

·           can be difficult to organise a meeting time with members on an ad-hoc basis

Option two: Application considered at local board business meeting

Description

Local board assess and consider swimming pool fencing exemption applications at their business meetings

Benefits

·           consistent and streamlined approach that is considered at the next local board business meeting

·           no additional workload for local board members

Costs / risks

·           item may not be given due consideration amongst congested local board business meeting

·           site visits

 

10.     After consideration, the previous local boards opted for option one and established committees to assess and consider swimming pool fencing exemption applications. Under this option, the committee is called together when a suitable number of applications are to be heard. A particular time is set aside to hear the applications, giving each applicant sufficient time to present their case. Some applications for exemption require a site visit; the committee meeting may be adjourned for that purpose, and reconvened following the site visit.

11.     In accordance with Clause 30(7) of the Local Government Act 2002, all committees have been automatically dissolved following the 2013 Local Government elections. 

12.     Officers recommend that in the 2013 – 2016 political, local boards re-establish committees to assess and consider applications in relation to the Special Exemption under S6 of the Fencing of Swimming Pools Act 1987.

13.     It is also recommended that the boards each appoint a maximum of four local board members to their local board swimming pool fencing exemptions committees.

Consideration

Local Board Views

14.     The recommendations within this report fall within the local board’s delegated authority.

Māori Impact Statement

15.     This report does not specifically impact on Māori population or iwi.

General

16.     The local board’s decision on this matter does not trigger the Auckland Council Significance Policy.

Implementation Issues

17.     Costs associated with the formation of the Local Board Swimming Pool Fencing Exemptions Committee will be met within internal operating budgets.

18.     The decision of a local board following an exemption hearing is open to challenge by a judicial review process. Members appointed to the Local Board Swimming Pool Fencing Exemptions Committee will be briefed by Legal Services and Building Control officers regarding the requirements of the Fencing of Swimming Pools Act 1987, the Building Act and the appropriate considerations to take into account when determining an application by a hearings process.

 

 

Attachments

There are no attachments for this report.    

Signatories

Author

Carole Canler - Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

 


Henderson-Massey Local Board

21 November 2013

 

 

Western Joint Funding Committee

 

File No.: CP2013/26079

 

  

 

Purpose

1.       To seek the local board’s agreement:

·        to re-instate the Western Joint Funding Committee to oversee the relevant legacy community funding schemes

·        the Terms of Reference for the Western Joint Funding Committee

·        to nominate a member and an alternate on the Western Joint Funding Committee.

Executive Summary

2.       The Western Joint Funding Committee was a joint committee established by the three Western local boards and has decision-making responsibility for the allocation of grants through the legacy community funding schemes.

3.       In accordance with Clause 30(7) of the Local Government Act 2002, the committee has been automatically dissolved following the 2013 Local Government elections. 

4.       The Western Joint Funding Committee needs to be operational for the 2013/2014 financial year to administer legacy community funding budgets. This report seeks the board’s approval to re-instate the Western Joint Funding Committee for the rest of the 2013/2014 year, approval of the Terms of Reference and appointment of a member and an alternate to the Committee.

5.       The establishment of the committee is an interim approach until a region-wide community funding policy is finalised. Financial analysis is currently underway to inform options and a supporting budget structure for the new funding policy. Formal consultation on the draft policy will be undertaken with local boards in 2014. 

 

Recommendations

That the Henderson-Massey Local Board:

a)      Agrees to re-instate the Western Joint Funding Committee for the rest of the 2013/2014 year to administer the legacy funds as per the Terms of Reference.

b)      Endorses the draft Terms of Reference for the Western Joint Funding Committee presented in Attachment B.

c)      Appoints two members to the Western Joint Funding Committee for 2013/2014 with appropriate delegated authority to bind the board on decisions relating to the legacy community funding schemes made by the Committee.

d)      Notes that a region-wide Community Funding Policy is being developed and will in time replace the current interim funding arrangements. Officers will engage with the board in the coming months.

 

Discussion

6.       The Western Joint Funding Committee was a joint committee established by the three Western local boards -  Henderson-Massey, Waitakere Ranges and Whau Local Boards. It had decision-making responsibility to allocate grants from the legacy community funding schemes.

7.       Local boards continue to have full decision-making authority over their individual Local Boards Discretionary Grants schemes. These schemes were established as part of the interim funding programme, using budgets inherited from legacy community board funding schemes.

8.       At its March 2013 meeting, the Regional Development and Operations Committee resolved to continue the Community Assistance Programme for 2013/2014 within unchanged structural and budgetary parameters, while the region-wide Community Funding Policy is in development.

9.       This means that, as per previous years, legacy community funding budgets are allocated to sub-regional joint funding committees of local boards, and that the Western Joint Funding Committee needs to be operational for the 2013/2014 financial year.

10.     The previous local board agreed to the continuation of the Western Joint Funding Committee for 2013/2014, approved amended terms of reference and appointed a member and an alternate to the Committee. Attachment A presents the rationale behind this decision, as well as the details of the funds to be allocated.

11.     In accordance with Clause 30(7) of the Local Government Act 2002, the committee was automatically dissolved following the 2013 Local Government elections. 

12.     Officers recommend that the local board re-instates the Western Joint Funding Committee for the rest of the 2013/2014 year, approves the Terms of Reference and appoints a member and an alternate to the Committee.

13.     Each of the legacy councils favoured a different approach to investing in their communities, and community grant funding is only one of several mechanisms for making this investment. In April 2013, the Regional Development and Operations Committee requested  comprehensive financial analysis of all community development-related spending, including but not limited to the legacy community funding budgets that local boards are administering through the interim programme (Resolution number RDO/2013/55). The Regional Development and Operations Committee required this work to be completed prior to development of the second iteration of a new Community Funding Policy.

14.     The financial analysis is currently underway, and will be reported to the relevant committee early in 2014. It is anticipated that the findings will provide a clearer picture of current budget distribution and show the variation in inherited community investment models in place around the region. This will provide a valuable basis for developing new policy options and outlining the appropriate budget structures to underpin them. However, any changes to current budget distribution will be proposed as part of the Local Board Funding Policy (not the Community Funding Policy) for implementation as part of the Long Term Plan (from 2015).

15.     Officers will be formally engaging with local boards around further development of the region-wide Community Funding Policy in the coming months.

Consideration

Local Board Views

16.     The legacy funding schemes are a key way for local boards to support their communities.

Māori Impact Statement

17.     The legacy community funding schemes are of general interest to communities and accessible to a wide range of groups, including Māori. No particular implications for the Māori community or Māori stakeholders have been identified as arising from this report.

General

18.     The recommendations contained in this report fall within the local board’s delegated authority.

Implementation Issues

19.     The Western Joint Funding Committee would administer the following legacy Waitakere City community funding schemes:

·    Accommodation Assistance Fund

·    Community Halls and Marae fund (general)

·    Community Halls and Marae fund (capital works)

·    Community Wellbeing Fund – citywide

·    Fee waivers fund

·    Youth programme fund

·    Heritage fund

20.     The Western Joint Funding Committee will hold a workshop and a meeting in the first quarter of 2014 to consider procedural matters including but not limited to:

i)          electing a Chair and Deputy Chair

ii)         adopting the Terms of Reference (attached)

iii)         considering the applications received.

 

 

Attachments

No.

Title

Page

a

Agenda report to the local boards May / June 2013

33

b

Draft terms of reference

41

     

Signatories

Authors

Carole Canler - Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

 


Henderson-Massey Local Board

21 November 2013

 

 








Henderson-Massey Local Board

21 November 2013

 

 


Henderson-Massey Local Board

21 November 2013

 

 

Infrastructure and Environmental Services Upate Report

 

File No.: CP2013/25257

 

  

 

Purpose

1.       This quarterly update from the Infrastructure and Environmental Services (I&ES) department covers the period from August to October 2013.  It reports on both regional and place based activities undertaken by the three I&ES units – Environmental Services, Stormwater and Solid Waste.

2.       This report also tracks the delivery and expenditure of environmental budget lines from the 2013/2014 Local Board Agreement (LBA), as assigned to the Infrastructure and Environmental Services Department.

Executive Summary

3.       The I&ES Department delivers on the Auckland Plan and Local Board Plans through the delivery of environmental programmes, regional stormwater and waste services, as well as the maintenance and enhancement of Auckland's natural environment.

4.       This report has been written to update the Board on the delivery of activities and work programmes by I&ES.  A number of these regional activities have a distinct local involvement and impact and are detailed in the attachments to this report.

5.       This report also includes some background information for newly elected board members, to familiarise them with the work programme and priorities of the department.

 

Recommendation

That the Henderson-Massey Local Board:

a)      Receives the Infrastructure and Environmental Services update report.

 

Discussion

6.       This report and attachments specifically details the activities delivered by the three units of I&ES within the Board area which support and contribute to the following Local Board Plan priorities and initiatives:

Priority: Caring about our Environment

Initiatives:

Ongoing funding for development of Project Twin Streams networks to encourage communities and groups to take ownership of their local environment

Maintain Project Twin Streams streams, tracks, walkways and cycleways

Continue to partner with Ecomatters Trust (for example Eco Day and the Sustainable Living Centre)

Continue to partner with the Keep Waitakere Beautiful Trust (including Trees for Babies and Neat Streets programmes)

Examine further opportunities to expand the Green Network

7.       In addition this report may detail activities which may not be specifically identified in the Local Board Plan but which will; impact on the local area.

8.       The following provides some background information for board members, to familiarise them with the work programmes and priorities delivered by the three units within the I and ES department.

 

 

Environmental Services Unit

9.       The Auckland Plan describes a transformational shift to ‘strongly commit to environmental action and green growth’.  It is the responsibility of the Environmental Services Unit (ESU) within I and ES to support that shift through the development, promotion and implementation of projects that support environment and sustainability outcomes.

10.     Improving freshwater quality is a key focus for ESU and is supported through the implementation of catchment-based restoration projects (such as the Sustainable Catchments Programme and Project Twin Streams), land management programmes, and community education initiatives such as Wai Care.

11.     The vision of the Indigenous Biodiversity Strategy is to ensure that Auckland’s biodiversity is flourishing and treasured. In supporting this vision, as well as that of the Auckland Plan, the biodiversity team provide technical advice to ecological restoration projects being delivered by either Council or private landowners. Biodiversity staff also provides technical input into the evaluation of resource consent applications and other statutory processes, such as the development of the draft unitary plan. 

12.     Biosecurity works alongside biodiversity to contribute to environmental outcomes. Biosecurity is responsible for the implementation of the Regional Pest Management Strategy through a number of programmes, and is also responsible for the regional coordination of national biosecurity management programmes, such as the local response to kauri dieback and kiwifruit vine disease (PSA).

13.     ESU also delivers a number of projects that support community development through engaging communities in environment and sustainability projects.  These projects include Wai Care, Enviroschools and Trees for Survival.  In addition, ESU is currently developing and trialling a number of household sustainability initiatives in various local board areas. 

Solid Waste Unit

14.     The Solid Waste Unit, within the Infrastructure and Environmental Services Department, is responsible for the management of the region’s kerbside domestic refuse, recycling, hazardous waste, inorganics, illegal dumping and litter collection. It also manages some transfer stations, and develops and delivers waste minimisation programmes. It is made up of four main operational delivery groups; Waste Planning, Waste Minimisation, Waste Operations and Waste Infrastructure and Assets.

15.     The Waste Planning team is responsible for carrying out implementation planning for the delivery of the Waste Management and Minimisation Plan (WMMP) and ensuring our waste operations and plans are consistent with regional waste bylaws and national level waste legislation. They advocate council views to central government on waste issues.

16.     The Waste Minimisation team is responsible for the development, management and delivery of waste minimisation behaviour change and education programmes to households, businesses, and schools. This includes programmes such as the Create Your Own Eden composting courses and WasteWise schools.

17.     The Waste Operations team is responsible for the management of the region’s kerbside domestic refuse, recycling and inorganic waste collection services, servicing and maintaining public litter bins and loose litter cleaning.

18.     The Waste Assets and Infrastructure team is responsible for providing the infrastructure which ensures Auckland meets its obligations under the Waste Management Act for the safe and efficient recovery, recycling and disposal of waste across the region.

19.     These infrastructure requirements are managed in many ways. For example, through direct service supply contracts for delivery of waste to landfill, Build Operate Own and Transfer contracts for facilities to process recycling, and through council-owned assets and operations such as those at the Waitakere Transfer Station in Henderson and the Claris Landfill on Great Barrier Island. In addition, the team also procures and manages the stock of refuse and recycling bins and public litter bins. Finally, they work with suppliers to make provision for hazardous waste drop off, recovery and disposal.

Stormwater Unit

20.     Council’s Stormwater Unit is largely responsible for two of the activities outlined in the 2010 amendment of the Local Government Act 2002: Stormwater drainage, and flood protection and control, and is required to comply with the Resource Management Act and other legal requirements. The purpose of these activities is to minimise the nuisance of flooding, protect people and property from the adverse effects of extreme storm events and protect the environment and public health by reducing stormwater contaminant and sediment runoff that is discharged into natural waters.

21.     Council’s stormwater functions are guided by the draft Stormwater Unit Strategic Direction and the Stormwater Asset Management Plan 2012-2032.

22.     The Stormwater Asset Management Plan is updated every three years and its review is a key focus for the 2013/14 financial year. The Stormwater Asset Management Plan spans a 20-year period with focus on the ten year period covered in the council’s 10-year Long Term Plan (LTP).  The Stormwater Asset Management Plan addresses all major asset based activities.  A primary purpose of asset management planning is to ensure that present and future customer service requirements are met while managing assets in the most cost effective manner.

23.     The draft Stormwater Unit Strategic Direction was completed in 2013.  It is a non-statutory document aligned to the Auckland Plan that guides the operational matters of the council in relation to stormwater that informs and engenders support from internal and external parties involved in stormwater management.  The document ultimately will be incorporated into the updated Stormwater Unit Asset Management Plan 2015-2035.

Consideration

Local Board Views

24.     This is a report prepared specifically for the Local Board.

Maori Impact Statement

25.     While this report is for information only and does not require any decision making, it is recognised that environmental management, water quality and land management has integral links with the mauri of the environments and concepts of kaitiakitanga.

Implementation Issues

26.     The activities detailed in this report are within budget. Any decisions arising from discussions and planned changes to work programmes will have financial and resourcing implications which will need to be managed.

 

Attachments

No.

Title

Page

a

Infrastructure and Environmental Services Update Report

47

b

Stormwater  Local Board Update Report

51

c

Solid Waste Update Report

59

d

Auckland Household Waste Prevention Study

65

 

    

Signatories

Authors

Theresa Pearce - Relationship Advisor

Lucy Hawcroft - Relationship Advisor

Mara Bebich - Senior Relationship & Engagement Advisor

Emma Joyce - Relationship Advisor

Varsha Belwalkar - Stormwater Liaison Advisor

Authorisers

John Dragicevich - Manager Infrastructure and Environmental Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

 


Henderson-Massey Local Board

21 November 2013

 

 


Henderson-Massey Local Board

21 November 2013

 

 


Henderson-Massey Local Board

21 November 2013

 

 



Henderson-Massey Local Board

21 November 2013

 

 








Henderson-Massey Local Board

21 November 2013

 

 

Solid Waste Local Board Update Report (Henderson-Massey)

 

Relevant to Local Board Priority: Local Action for the Environment

 

Overview

 

This update describes the activities of the Solid Waste unit with regards to Local Board projects and regional programmes over the update period, August to October 2013. Some background information about the Waste Management and Minimisation Plan (WMMP) is also provided for newly elected board members.

 

The Waste Management and Minimisation Plan

 

A major priority for the Solid Waste unit over the next four years will be to implement the Auckland WMMP. This plan was approved by the governing body in June 2012, after extensive consultation with the public, key stakeholders and local boards. Its vision is that:

 

“To become the most liveable city in the world, Auckland will aim for the long-term, aspirational goal of ‘Zero Waste’ by 2040, turning its waste into resources.”

 

To help achieve this goal, the plan also sets some bold targets. These are:

·    to reduce the amount of domestic kerbside waste sent to landfill by 30% by 2018, from 160 kg to 110 kg per capita per year.

·    to reduce council’s own in-house waste by 30% per capita by 2018

·    to reduce total council and private sector influenced waste to landfill by 30% by 2027.

 

To achieve this final goal, council will have to work closely with the commercial sector as council only influences approximately 17% of the waste stream.

 

To achieve these targets, the WMMP identifies a series of key actions. These include major changes in waste collection services for some board areas. These changes will take place after July 2015 and are outlined in the table below.

 

Table One. Waste collection services to be provided under the WMMP

 

Service type

Current service in board area

Current funding system

Service to be provided under WMMP

Future funding system

Organics

No current service

NA

A kerbside collection of organic waste in bins from all Aucklanders living in urban areas.

Rates

Recycling

Fortnightly recycling collection in a 140 litre bin with separate paper

Rates

A fortnightly recycling service in bins will be provided to all Aucklanders. Typical bin size will be 240 litres, with a choice from 140 to 360 litres.

Targeted rate

Inorganics

Annual booking inorganics (one collection)

User pays (per pick up)

An improved inorganics booking service will be provided to all Aucklanders annually. Residents will make a booking in advance and have inorganic material collected from their property, rather than from the kerb.

Targeted rate

Rubbish

Weekly rubbish collection in council bags.

User pays (per bag)

A fortnightly “pay as you throw” rubbish collection will be provided to all residents. Typical bin size for urban residents will be 120 litres, with a choice from 60 to 240 litres. Rural and HGI residents will have a choice of bins or bags.

User pays (per bin lift)

One of the benefits of making these changes is that all Aucklanders will receive a regionally consistent level of waste services.

 

Some other key projects included in the WMMP that council is working on include:

 

Development of a Resource Recovery Network (RRN)

 

The RRN would consist of a network of facilities across the region that would provide a convenient place for local residents to drop off their used furniture, clothes, whiteware, hazardous waste and other materials.  Planning for the RRN is still underway but it is envisaged it would include:

·     a small number of large Resource Recovery Parks focused predominantly on commercial waste or resources that would act as more substantial hubs of the network

·     a larger number of smaller Community Recycling Centres (CRCs) focused on serving local households and businesses

·     local Drop-off Depots for isolated areas or where there is limited space.

 

These facilities would be spread across the city and run by businesses, community organisations, voluntary sector organisations and iwi. They will enable large quantities of reusable and recyclable materials to be diverted from landfill for reuse, repair or refurbishment and sale. They would also create valuable opportunities for local employment.

 

Several local boards have already become involved in funding or supporting feasibility studies for Community Recycling Centres, and this is an area where other local boards may wish to have further involvement in future.

 

In the short-term, five council-owned sites have been identified as being priorities for redevelopment into resource recovery facilities in 2014. These are the:

1.    Waiuku Transfer Station

2.    Waitakere Refuse and Recycling Centre

3.    Central isthmus site (location to be identified)

4.    Devonport Transfer Station

5.    Helensville Resource Recovery Centre

 

The board will be given more information about the redesign of the Waitakere Refuse and Recycling Centre as this project progresses.

 

Community engagement and education programmes

 

Local education programmes will be key to achieving the goals of the WMMP and supporting the service changes outlined above. They will be particularly focused on areas in South Auckland and the Hauraki Gulf Islands which will experience greater change as a result of the WMMP. However, these programmes will be introduced across the region. They could potentially include local waste minimisation projects that are developed in conjunction with local boards and are shaped by board priorities and community needs.

 

 


Update on Ongoing Solid Waste Activities

 

 

Local Board Project

 

Scoping study into resource recovery facilities

 

Budget: $7,000 from Henderson-Massey, $21,000 in total

Description: The three western boards (Henderson-Massey, Waitakere Ranges, Whau) have committed $7,000 each to a scoping study into the potential for developing resource recovery facilities, such as Community Recycling Centres, in West Auckland in the 13/14 year.

Status: This project is scheduled to start in early 2014. Officers will attend the next Western environmental portfolio holders workshop to discuss the timing and scope of this study with board members.

 

 

Waste Planning

 

This team is responsible for carrying out implementation planning for the delivery of the Waste Management and Minimisation Plan (WMMP) and ensuring our waste operations and plans are consistent with regional waste bylaws and national level waste legislation. They advocate council views to central government on waste issues.

 

Regional activities and achievements

Waste Minimisation and Innovation Fund: The second round of the waste fund closed on 31 October 2013. This round has a total value of $475,000. A list of applications to the fund will be sent to board members in November, and they will be asked to give feedback and local input on applications from their area.

 

Waste collection controls: These controls regulate issues such as the times that waste can be collected and the levels of contamination allowed in refuse and recycling containers. After consultation with local boards in July and August, the controls were approved by the Regional Development and Operations Committee in September. They become operational on 1 November.

 

TV TakeBack programme: This programme enables Aucklanders to recycle their old analogue televisions at various drop off points around the region for just $2 at council subsidised sites. It is being delivered by Ministry for the Environment, with some council support. A memo was sent to all local board members with more information about the scheme in early October, before it opened on 23 October. A full list of all the available sites for residents to use and the cost of each is available at www.tvtakeback.govt.nz. Sites will remain open until roughly 70,000 televisions have been recycled.

 

 

Waste Minimisation

 

This team is responsible for the development, management and delivery of waste minimisation behaviour change and education programmes to households, businesses, and schools. This includes programmes such as Create Your Own Eden and WasteWise schools.

 

Regional activities and achievements

 

Composting for Communities: This programme focuses on large households with high volumes of food waste in the Asian and Pacific communities. In the first 18 months of the programme, eight tutors from the Tongan, Cook Islands, Niuean, Chinese and Samoan communities have delivered 22 courses in composting and bokashi.

 

The results of this new programme were recently assessed. The assessment found that the 426 households involved diverted 161 tonnes per annum, an average of 8.2kg per household per week. The average family involved in the programme has gone from putting out two and a half bags of rubbish a week to just one. Particularly significant progress has been made in working with the Tongan community and residents of Otara.

 

Auckland Household Waste Prevention Survey: This was the first regionally representative survey of Aucklanders’ attitudes and behaviours towards waste carried out by council. Analysing and publishing the results of this survey has been a major focus for the team over the update period. A summary of survey results is provided in Attachment D.

 

Local activities and achievements

 

Text Box:  
Deputy Mayor Penny Hulse uses a waste station at the Waitakere Festival
Supported Waitakere Festival to minimise their waste: Council is working with the Auckland Community Zero Waste Alliance (ACZWA) to support 15-20 events around the region to reduce their waste. The first event which was chosen for support was the Waitakere Festival, which was held in Henderson in late October. This had an excellent result with a diversion of 95% of all event waste from landfill.

 

Cloth nappy programme: This programme offers heavily subsidised workshops and nappy packs to parents interested in using cloth nappies. It also supports daycares to switch over from using disposal to cloth nappies. During the update period, council ran one workshop in Te Atatu on 17 October.

 

Learning outreach programme: This programme offers printed resources, workshops and practical support to interested schools to help them minimise waste. In the Board area, two schools have received our support:

·    Leataata Preschool – The school has received printed resources from us and facilitator support

·    Flanshaw Road School – A facilitator has visited the school to advise the teachers on their waste management systems

 

Create Your Own Eden composting courses: This programme offers free three hour workshops to all Aucklanders to learn how to minimise organic waste through composting, bokashi and worm farms. A successful workshop was held in the board area in Henderson in August with 14 participants. A further workshop will be held in Te Atatu on 7 November.

 

WasteWise for schools: This programme offers schools structured support over two years to reduce their waste through tools such as recycling, worm farms and composting. In the board area, three schools are currently enrolled in WasteWise:

·    Waitakere Primary

·    Colwill School

·    Lincoln Heights School (starting this year)

Council officers are now recruiting new schools to join the programme in 2014. If board members are aware of any schools in their area that might be interested, the schools can contact our officers on wastewise@aucklandcouncil.govt.nz to find out more about what this would involve

 

Waste minimisation learning centre at the Waitakere Refuse and Recycling Centre: The centre offers free interactive waste education courses to residents from across Auckland. In the last financial year, 177 groups with over 5000 participants visited the centre. Groups from within the board area that have visited the centre in 2013 include Flanshaw Road Primary, Lincoln North Kindergarten, Waitakere Forest and Bird, Arohanui Special School and SETAC (training for new immigrants, refugees).These free visits include a tour of the station and also an interactive waste education presentation.

 

 

Waste Operations

 

The operations team is responsible for the management of the region’s kerbside domestic refuse, recycling and inorganic waste services, servicing and maintaining public litter bins and loose litter cleaning.

 

Regional activities and achievements

 

Customer service: One of the main ways that council has to measure customer satisfaction is to analyse how many requests we receive from customers relating to issues such as late collections, missed bins or loose litter. As shown in Figure One below, from August to September 2013 council received 6,963 Requests for Service (RFS) from the public relating to waste operations. This is lower than the same period in 2012 when 7,213 RFS were received. This shows that the various new waste contracts that were introduced around the region from July 2013 onwards are progressing well.

 

 

Figure One: Requests for service relating to waste issues received in 2012-13

 

Recycling education trials: From June to August, council conducted a 12 week trial in targeted areas of the North Shore and West Auckland to educate residents about how to recycle correctly. This trial was focused on areas which had been identified as having problems with contamination of recycling. It involved a visual inspection of residents’ recycling bins, with stickers being attached to bins where residents were recycling incorrectly and an educational letter left in their mail box. In some cases, highly contaminated recycling bins were not collected for a fortnight (one collection cycle). The final results of the trial are still being analysed but initial results indicate that for the duration of the trial a reduction of up to 50% in the percentage of contamination found in recycling bins was achieved in the targeted areas.

 

Local activities and achievements

 

New streetscape contract: The new contractor for streetscape services (litter bin emptying and loose litter collection) in the west Auckland area is settling in well. Regular auditing of the contractor’s performance is carried out by council staff to ensure standards are maintained.

 

Collections on arterials during peak congestion time: In August the board made a resolution, noting their concern that the collection of bins by recycling and rubbish trucks during peak hours might contribute to peak congestion. They stated a desire that bin collection by truck should not occur on arterial roads during peak times.

 

All waste contracts in the board area include a clause which forbids operators from collecting waste from regional arterials during peak times. This type of activity is also precluded by the Traffic Management Plans for arterials developed by Auckland Transport. Council staff monitor compliance with the waste collection contract and Auckland Transport staff also monitor for compliance with the Traffic Management Plan wherever possible. However, if board members are aware of an incident where a contractor has contravened these rules they are welcome to report this to 09 301 0101 and officers will investigate the issue further.

 

 

Waste Assets and Infrastructure

 

This team is responsible for providing the infrastructure to ensure that Auckland meets its obligations under the Waste Management Act for the safe and efficient recovery, recycling or final end disposal of waste from residents and ratepayers.

 

Regional Activities

 

Tonnages collected and disposed of by council: From August to September 2013 council collected 28,562 tonnes of waste and 18,420 tonnes of recycling from kerbsides around Auckland. In total, including the waste collections, inorganic collections and material received at our own transfer stations, council disposed of 42,180 tonnes of waste to landfill. These figures represent a slight decrease on the same period in 2012. This continues a general trend of waste volumes collected by council decreasing over time, possibly due to slower economic growth over the last few years.

 

Better management of our litter bins: Council is working to develop an Asset Management Database for our litter bins around the region. This will ensure that litter bins which are in poor condition or reaching the ends of their lives are replaced as required. The database will also combine all legacy bin records into one central system to ensure operational efficiencies.

 

Local activities and achievements

 

Activity at Waitakere Refuse and Recycling Centre: From July to September, 5,502 customers visited the transfer station to drop off or purchase materials. A customer satisfaction survey conducted in September showed that, 67% of customers dropping off greenwaste and 92% of customers dropping off rubbish were satisfied with all aspects of the service they received.

 


Henderson-Massey Local Board

21 November 2013