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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 13 November 2013

4.30pm

Kaipātiki Local Board Office
90 Bentley Avenue
Glenfield

 

Kaipātiki Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Kay McIntyre, QSM

 

Deputy Chairperson

Ann Hartley, JP

 

Members

Dr Grant Gillon

 

 

John Gillon

 

 

Danielle Grant

 

 

Richard Hills

 

 

Lorene Pigg

 

 

Lindsay Waugh

 

 

(Quorum 4 members)

 

 

 

Rebecca Turner

Democracy Advisor

 

8 November 2013

 

Contact Telephone: (09) 484 8899

Email: rebecca.turner@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 



Kaipātiki Local Board

13 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                                                                                                       6

6.1     Women leaders of Kaipātiki - Asha Kumar and Marilyn Waring                    6

7          Petitions                                                                                                                          6

8          Deputations                                                                                                                    6

9          Public Forum                                                                                                                  6

10        Extraordinary Business                                                                                                7

11        Notices of Motion                                                                                                          7

12        Beach Haven Community Space                                                                                 9

13        Community Co-ordinators Kaipātiki Community Facilities Trust - September and October 2013                                                                                                                               33

14        Music in Parks 2013/2014                                                                                            53

15        Quarterly Performance Report for the Kaipātiki local Board for the period ended 30 September 2013                                                                                                           55

16        Monthly Local Board Services Report - November 2013                                        69

17        Glenfield Bus Shelter                                                                                                  83

18        Kaipātiki Local Board meetings schedule and portfolio holding                          87

19        Members' reports                                                                                                      119

20        Workshop Record - Wednesday, 4 September and Wednesday, 30 October 2013 121  

21        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 Kaipātiki Local Board:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 11 September 2013 and the extraordinary minutes of its meeting, held on Thursday, 31 October 2013, including the confidential section, 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

 

6.1       Women leaders of Kaipātiki - Asha Kumar and Marilyn Waring

Purpose

1.       The Kaipātiki Local Board wishes to congratulate two local women, Asha Kumar and Marilyn Waring, on the recognition they have received nationally in the Inspiring Teachers and Women of Influence awards, respectively. 

Executive Summary

2.       Asha Kumar is the Head of Department of maths at Birkenhead College. She has been recognised as the most inspirational secondary school teacher across all of New Zealand in the Inspirational Teachers awards for 2013. The Kaipātiki Local Board would like to acknowledge Mrs. Kumar and recognize the value teachers provide to our young people.

3.       Mrs. Kumar’s class is open to all students of all levels at morning tea and lunch every day of the week all year round, and she initiated the school’s peer tutoring programme, which has been very successful. She was nominated by one of her students, who says Mrs Kumar is fiercely passionate about teaching.

4.       Professor Marilyn Waring has won the Science and Innovation award in the Women of Influence 2013 awards. In 1975, at the age of 23, Ms Waring became the youngest member of Parliament under Robert Muldoon's government. In 1988, Marilyn gained international prominence with the publication of her book ‘Counting for Nothing’ (also known as ‘If Women Counted’), and last year British magazine Wired named her in its first Wired Smart List, a list of "50 people who will change the world".

5.       Professor Waring says she was nominated for the Science and Innovation Award by a young feminist who felt her generation didn’t know enough about what the feminists of Waring’s generation had achieved.

 

Recommendation/s

That the Kaipātiki Local Board congratulates Asha Kumar and Marilyn Waring, on the recognition they have received nationally in the Inspiring Teachers and Women of Influence awards.

 

 

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.

 


Kaipātiki Local Board

13 November 2013

 

 

Beach Haven Community Space

 

File No.: CP2013/25253

 

  

Purpose

1.       To update the Kaipātiki Local Board on the Beach Haven Community Space project, including a summary of public feedback on the concept plan.

2.       To seek approval from the local board for the developed design drawings for the community space.

3.       To seek authorisation from the local board to lodge a resource consent application.

Executive Summary

4.       The Kaipātiki Local Board has identified a number of aspirations and projects to enhance the Beach Haven Town Centre.  A map showing the location of these projects is included at Attachment A.  The local board and council officers have been working with the Heart of Beach Haven (HOBH) Placemaking Group to advance the projects.

5.       This report relates to one of the town centre enhancement projects, the development of a community space at 364 Rangatira Road.

6.       A local board appointed referral group and the HOBH group agreed on a concept plan for the community space.  The concept plan is included at Attachment B, along with artist’s impressions of what the completed space will look like at Attachment C.

7.       Public consultation, iwi engagement and internal stakeholder consultation was undertaken on the concept plan.  Feedback was considered, incorporated where possible and appropriate and the developed design drawn up.  A summary of feedback and responses is included at Attachment D.

8.       The project programme anticipates completion of the physical works for the community space in April 2014.  The project programme is included at Attachment E.

9.       Local board approval to the developed design drawings and authorisation to lodge for resource consent is now required to progress the project according to the programme.  The developed design drawings are included at Attachment F.

 

Recommendation/s

That the Kaipātiki Local Board:

a)      Acknowledges the public feedback on the concept plan for the Beach Haven Community Space at 364 Rangatira Road and supports the responses to the feedback that have been agreed with the Heart of Beach Haven Placemaking Group, included at Attachment D to this report.

b)      Approves the developed design drawings for the community space, included at Attachment F to this report.

c)      Delegates the approval of minor changes to the developed design drawings, if any, to the local board chair, Kay McIntyre, local board members (name) and (name), and the chair of the Heart of Beach Haven Placemaking Group, Lisbeth Alley.

d)      Authorises officers to lodge a resource consent application for the community space development based on the developed design drawings.

e)      Requests that officers report back to the December 2013 local board meeting with the detailed design drawings, a revised cost report and recommendations, if required, around scope, staging and funding implications for the community space project.

Discussion

10.     The Kaipātiki Local Board has identified a number of aspirations and projects to enhance the Beach Haven Town Centre, including:

·    Rangatira Road Gateway (completed 2012)

·    Beach Haven Road Gateway (expected completion January 2014)

·    A community space at 364 Rangatira Road (expected completion April 2014)

A map showing the Beach Haven Town Centre and the location of these projects is included at Attachment A.

11.     At its meeting on 26 September 2012, the local board endorsed the work programme for the Beach Haven Town Centre enhancement projects and appointed the chairperson, Lindsay Waugh, and board members, Grant Gillon and Richard Hills, as a referral group for officers on issues relating to the projects.  The local board has been working with the Heart of Beach Haven (HOBH) Placemaking Group to advance these projects.

12.     The property at 364 Rangatira Road was acquired by North Shore City Council in 2010.  The commercial building on the site (the old post office) was demolished in 2011.  Since then, the local community has established informal temporary gardens to keep the site tidy and attractive while plans were developed and funding secured for the community space project.

13.     The HOBH group engaged with the local community and came up with a proposed preliminary design for the space.  The local board endorsed this preliminary design at its 12 December 2012 meeting and asked that the design be developed for wider community consultation.

14.     At its meeting on 27 February 2013, the local board confirmed capex funding in the Long-term Plan 2012-22 (LTP) of $365,580 for the community space project and asked officers to implement the project as soon as possible in collaboration with the HOBH group.

15.     A number of concept plan iterations were explored before the referral group and the HOBH group agreed on a concept plan on 13 September 2013.  The concept plan is included at Attachment B.

Consideration

Local Board Views

16.     In its first triennium, the Kaipātiki Local Board supported the Beach Haven Town Centre enhancement projects and included funding for the projects in the LTP. 

17.     In December 2012, the local board thanked the HOBH group for its work and contribution to the projects and asked on 27 February 2013 for the community space project to be implemented as soon as possible.

18.     This report is seeking local board endorsement of the developed design for the community space and authorisation to proceed with the resource consent application.

Maori Impact Statement

19.     Four iwi were identified as having an interest in the project area (Ngāi Tai ki Tāmaki, Ngāti Whātua o Ōrākei, Ngāti Paoa and Te Kawerau a Maki) and were invited to a hui in December 2012.

20.     Of the four iwi, only Ngāti Whātua o Ōrākei (NWO) has pursued ongoing involvement in the project.  Following discussions with NWO representatives, a contract for services is being finalised with NWO, which covers cultural input into design elements and plantings.

21.     Another iwi, Ngāti Maru, has since been identified as having a potential interest in the project area.  A package of information was sent to Ngāti Maru on 21 October 2013 asking whether Ngāti Maru were interested in being involved in the project.  No response had been received at the time of writing this report.

22.     For the local board’s information, the City Transformation team is coordinating a Kaipātiki hui in the next month or so with twelve iwi and hapū that have potential interests in the Kaipātiki area.  This is to inform and update iwi and hapū on City Transformation - Kaipātiki Local Board projects at Northcote, Birkenhead, Glenfield and Beach Haven.

General

23.     Public consultation was carried out seeking feedback on the concept plan.  A public open day was held at the site on Saturday 5 October 2013 and feedback was collected via a survey form.  The survey was available online from 21 September to 11 October 2013.  Hardcopies of the survey and an iPad version were also available at the open day.  In total, 134 surveys were completed.

24.     The majority of feedback was supportive of the project, with 84% of people responding that they would use the space.

25.     Local board members and the HOBH group met on 16 October 2013 to consider the feedback and agree responses, as well as agree on any design changes resulting from the consultation process.  A summary of the feedback and agreed responses is included at Attachment D.  These responses will be made available to people who asked to be informed about the survey results and uploaded to the “Have your say” webpage.

26.     There were no major changes to the concept plan resulting from the consultation process, and the developed design drawings are largely consistent with the concept plan.  The developed design drawings are included at Attachment F. 

27.     The project team has consulted with a range of internal stakeholders, including Parks, Stormwater, Community Safety (including a Crime Prevention through Environmental Design review), Auckland Transport (including an accessibility review) and Property.  Officers also met with the local Community Constable, who is supportive of the project and offered recommendations regarding safety.  Consultation with these stakeholders will continue through the detailed design stage.

28.     Local board members and the HOBH group are keen to have a pathway constructed from the community space site through the adjacent public car park at 21 Sunnyhaven Avenue to the public toilet at the back of the car park.  Approval is being sought from Auckland Transport and an update will be brought to the December local board meeting.  The cost to construct the pathway is not included in the cost estimate (see paragraph 34 below) and would require additional funding.

29.     The local board has enquired previously whether there is any renewals budget associated with the public toilet located in the car park.  The Property department has advised that no funding was transferred when the management of streetscape toilets was transferred to Property.  The Property Asset Manager is attempting to secure funding for these toilets, but this has not yet been approved. 

Implementation Issues

30.     Resource consent is required for the community space development.  The property is zoned Business 1 under the Auckland Council District Plan (Operative North Shore Section 2002).  Consent is required for site earthworks, a change in use and works within the buffer strip (within 30m of residential zoned land) and a shortfall of car parking and loading.

31.     Written approval is required in support of the resource consent application from the adjoining residential landowner at 99 Beach Haven Road as an affected party.  Discussions with this landowner have indicated that he is willing to give this approval.  

32.     Along the southern site boundary, the design partially encroaches onto the neighbouring commercial property at 356 Rangatira Road, which is owned by real estate agents Barfoot and Thompson.  Discussions with Barfoot and Thompson indicate that they are agreeable to this encroachment.  Officers are working with Legal Services to draft an occupation agreement to formalise this.

33.     The programme for delivery of the community space is tight, but enables completion of the works within the 2013/14 construction season.  The programme is included at Attachment E and anticipates construction commencing at the end of February 2014 and completion in April 2014.  Programme risks include delayed sign-off on developed or detailed design, delays in resource consent preparation and/or processing, delays in awarding a contract and physical works delays.  These risks will be managed by the project team and responded to as appropriate.

34.     A cost estimate was prepared based on the concept plan.  The total estimated cost was $389,300, which is approximately $24,000 over the LTP budget.  This estimate does not include the proposed pathway through the car park to the public toilet, or any upgrade to the public toilet itself. 

35.     Because the estimate was based on a concept plan and not on detailed design drawings, it included several assumptions and provisional cost (PC) sums.  The cost estimate will be reviewed through the developed and detailed design stages and reported back to the December 2013 local board meeting.  If the cost estimate is over budget, there are items that could be reduced, removed or staged to fit within the available budget.  Alternatively, additional funding, if required, could be sought to deliver the full design now.

36.     Auckland Council procurement policy will be followed to engage a contractor to deliver the physical works, which specifies an open and competitive tender process for physical works contracts over $100,000.

37.     The HOBH group has indicated that the community wishes to plant the new gardens themselves (including transplanting existing plants into the new garden as they see fit), rather than a council contractor undertaking the planting work.  It was agreed at a meeting with the referral group and the HOBH group on 13 September 2013 that the council contractor would supply and plant the trees and bigger shrubs, leaving empty spaces for the community to plant their own plants.

38.     The HOBH group also wishes to take on all maintenance responsibility for the gardens (including weeding, care of plantings and trees, pruning etc), with council undertaking basic maintenance only (lawns, rubbish removal, any structural maintenance etc).  Council’s Community Development, Arts and Culture (CDAC) department, in conjunction with Local and Sports Parks (LSP), is responsible for administering community gardens.  CDAC and LSP will liaise with the HOBH group to draw up an agreement around ongoing maintenance and operation of the community gardens.

 

Attachments

No.

Title

Page

a

Location map

13

b

Community space concept plan

15

c

Community space artist impressions

17

d

Summary of feedback & responses

21

e

Programme

29

f

Developed design

31

      

Signatories

Authors

Rachel Hume - Project Leader, City Transformation Projects

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Eric Perry - Relationship Manager

 

 


Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 



Kaipātiki Local Board

13 November 2013

 

 




Kaipātiki Local Board

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Kaipātiki Local Board

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Kaipātiki Local Board

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Kaipātiki Local Board

13 November 2013

 

 

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Kaipātiki Local Board

13 November 2013

 

 

Community Co-ordinators Kaipātiki Community Facilities Trust - September and October 2013

 

File No.: CP2013/25510

 

  

 

Purpose

1.       This report briefs the members of the Kaipātiki Local Board on the activities and achievements of the Kaipātiki Community Facilities Trust during the months of September and October 2013.

Executive Summary

2.       The attached report provides Board Members with an overview of Kaipātiki Local Board’s and Auckland Council’s shared community development partnership with the Kaipātiki Community Facilities Trust for the months of September and October 2013. The Kaipātiki Community Facilities Trust leads and supports collaborative responses to improve community wellbeing in the Kaipātiki Local Board area.  

 

Recommendation/s

That the Kaipātiki Local Board:

a)      receives the Community Co-ordinators Kaipātiki Community Facilities Trust – September and October 2013 report.

 

Attachments

No.

Title

Page

a

Kaipātiki Community Facilities Trust September and October 2013 report

35

b

Kaipātiki Community Facilities Trust Report attachment - schedule 1

39

    

Signatories

Authors

Rebecca Turner - Democracy Advisor

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

13 November 2013

 

 

                                     

Kaipatiki Community Trust logo_V4 (2)

 

 

Report To:                            Kaipātiki Local Board Members                                                

 

From:                                     Community Development, Events & Resources and Projects

 

Kaipātiki Community Facilities Trust 

 

Reporting Period:              September – October 2013

 

 

Purpose

The purpose of this report is to table the bi-monthly schedule of work completed, and achievements that are aligned within the Schedule 1 of existing Kaipātiki Local Board/Auckland Council contract and our delivery partnership with the Kaipātiki Local Board and its community.

 

Executive Summary

We are committed to serving and supporting sustainable neighbourhood` because our role succeeds where communities thrive. We will be known for our partnering leadership edge, through our passion for high standards, our respect for the diversity of our communities and our commitment to create those exceptional opportunities for local people, our communities in their own neighbourhood.

The CFT aligns its work programme to the Kaipātiki Local Board  Plan  and addresses particularly the identified  needs of the Kaipātiki community.

 

K1       Strengthen our employment opportunities and local economy.

K2       Improve our unique villages and Town Centers 

K3       Build on our sense of pride and belonging.

K4       Enhance and protect our water quality, leafy suburbs and parks.

K5       Make the best use of what we have got.

 

Trust Current Staff:

 

Kaipātiki Community Co-ordinator                                                     40 hours per week

Kaipātiki Community Co-ordinator                                                     40 hours

Kaipātiki Restoration and Refurbishment Project                              20 hours

Northcote Community Development                                                20 hours

Northcote/ Beach Haven Youth Development                                   15 hours

Financial and Administration                                                               06 hours

 

 

 

 

 

Central Government Contracts;

 

Kaipātiki Co-ordinator Strengthening Families                                   20 hours

Auckland Regional Co-ordinator Strengthening Families                  40 hours

 

 

Volunteer Projects Hours                                                                    27 hours

 

University Placements                                                                        3 students

 

 

Recommendations

·    That the Kaipātiki Local Board receive the September/October report and note the Schedule 1 Contract.

 

·    Members may like to include “other” within the Schedule which the Trust may facilitate, although some members have approved this work plan some have not.

 

 

Discussion Required - Schedule 1 Projects

 

Kaipātiki Community Profile,  as suggested earlier this year it is timely that we would expect  an indication from the members as to whether we will proceed with an update of the existing resource now that the census information gathered  is collated and published.   The resource has been well received and used by local community and its organisations since 2010 and valued and it would seem relevant  for the Kaipātiki Local Board to proceed with an update.

 

The costings  indicated are approximate; $12K

·    Note  as I understand,  there has been discussion within the Northwest CDAC Team to produce a document on similar lines for all Local Boards within Northwest.

 

 

Bayview Placemaking Project

 

On reflection and conversation the Bayview residents would prefer to seek out casual seating this summer,  so that they can work towards a plan where  `  the community makes use of the spaces within Lynn Reserve and Spinella Reserve  `   around seating and  other use.  Rather than expend  budget on  one or two  large item, they would prefer to have the ability to attend to many items around Bayview with these  existing budgeted funds.

 

·    It would be expected and  the CFT would report on the spend  by the resident group, every three months to Local Board Services and the Kaipātiki LB. Therefore I seek members approval to access the funds in hand for this project for these purposes.

 

 

 

 

Birkenhead Cemetery Restoration Project

 

From the Cleanup & Restoration Project which had its first outing on 2nd November, with success,  a further  discussion was held around what needs to be auctioned in this space with the residents whilst we were there ` at work`  -  and we have provided a list of their thoughts around the restoration of this space in our community. What cannot be funded by Parks Department  it would be intended  to look for funds  by the Kaipātiki Local Board within their deliberations for Y15 funding.

·    Tree(s) removal as indentified within the area that is appropriate

·    Trees within the area to be trimmed etc

·    Hedge trimmed/cut

·    Pathways to be repaired or reinstated

·    Flag Pole  it has been suggested that it should be  re-sited to a more appropriate site if it is to be used in the future.

·    Signage with place for notices (example the restoration work dates)

·    Beautification of the frontage of the older part of this cemetery – some volunteers thought there were obvious ways to make this site significant to residents.   Bollards around the open part or a hedge planted to match what is further down on this site.

 

Monarch Park Placemaking Project

 

The lead group were asking if there was a small budget that they could access for purposes around their work in the park, and neighbourhood activities. The Monarch Park Project does not have a budget at this time; the Kaipātiki Local Board may approve expenditure when they set their priorities for Y15 funding later in 2014.

 

Christmas Festive Banners:

 

Current stock will be erected this month within the Kaipātiki area. 

·    We would remind members that these Festive Banners are now some six years old and will need to be replaced shortly if the Kaipātiki Local Board would like to continue to provide this festive season street decoration to their residents. The Trust originally sourced these current banners through the funds provided by the former BN & G Community Boards.

 

Signatories

 

Author

 Jill Nerheny    QSM                  Manager/Snr Community Co-ordinator   

Authorisers

 Peter Burn                            Chairperson

 

 

  cid:image001.jpg@01CD26D5.B2B57B60 

Community Development  Delivery Partnership

 

 


Kaipātiki Local Board

13 November 2013

 

 















Kaipātiki Local Board

13 November 2013

 

 

Music in Parks 2013/2014

 

File No.: CP2013/25270

 

  

 

Purpose

1.       The purpose of this report is to inform the Kaipātiki Local Board that planning for the Music in Parks 2013/2014 season is currently underway. The programme will be delivered by the Event Delivery Team, Community Development Arts and Culture.

Executive Summary

2.       Music in Parks is a regional event programme. The series comprises of free music concerts taking place in parks across Auckland.

3.       The Auckland Council’s Event Delivery team is planning the 2013/2014 Music in Parks programme and wishes to inform the local board of the programme plan for its area.

4.       Funding for the programme will come from the Regional Events budget.

5.       The Music in Parks programme planning is taking into consideration:

·    effective geographical spread

·    past data on popularity, attendance and genre

·    the complex scheduling of other events across the region

·    effective use of available budget.

6.       Council communications and marketing staff will develop localised marketing campaigns to ensure increased resident participation and community engagement.

 

Recommendation

That the Kaipātiki Local Board:

a)      Endorses the proposed Music in Parks programme for 2013/2014.

 

 

Discussion

Background

7.       The Music in Parks 2013/2014 summer series will take place between 11 January and 23 March 2014, with concerts held (mainly) on either a Saturday or a Sunday afternoon. Concerts take place in the afternoon from approximately 2pm to 5 or 6pm. The timings have yet to be confirmed for the 2014 season.

8.       The 2013/2014 concerts will be held in established, popular venues and in other suitable venues as applicable. Venue viability is based on, but not limited to: availability, location, accessibility, current infrastructure, vehicle access, parking and access to public transport. A local or regional support act will be programmed into these events where possible.

Music in Parks 2012/2013 programme evaluation

9.       Overall satisfaction with the 2012/2013 Music in Parks programme was high, with 89 per cent of attendees stating that they were satisfied with the event overall. This score is above the regional target for events of 85 per cent (IPSOS survey, 2013 Music in Parks).

10.     In June and July 2013, a series of region-wide focus groups were held with the objective of building on the current success of the Music in Parks programme by increasing resident participation and community engagement. The focus groups provided a clearer understanding of what motivates and influences people to attend, and what refinements and improvements to the series could promote increased attendance at and recognition of events. Feedback has been incorporated into the 2013/2014 season programme.

11.     Feedback emphasised the need for a more localised marketing campaign for Music in Parks. Staff will work closely with the council communications and marketing team to develop strong marketing campaigns. With a longer lead-in time, communications could include the following channels:

·   Our Auckland

·   suburban/local papers

·   school newsletters

·   community noticeboards

·   mobile billboards

·   Music in Parks website

·   Music in Parks Facebook page

·   Music in Parks printed programme

·   online event listings

·   email posters/flyers.

 

Kaipātiki Local Board Area

 

12.     Taking into account the above considerations, the following event is proposed for the Kaipātiki Local Board area:

·    Venue: Marlborough Park;

·    Genre: Popular, accessible;

·    Date: Saturday, 8 March (TBC – dependant on artist availability);

·    Times: 2 – 5 pm

Consideration

Local Board Views

13.     This is the first opportunity to seek local board views.

Maori Impact Statement

14.     The 2013/2014 Music in Parks programme is designed to benefit the local community as a whole, including Maori.

Attachments

There are no attachments for this report.    

Signatories

Authors

Helen Sanders - Event Organiser

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

Eric Perry - Team Leader, Region-wide, Community and Cultural Policy

 


Kaipātiki Local Board

13 November 2013

 

 

Quarterly Performance Report for the Kaipātiki local Board for the period ended 30 September 2013

 

File No.: CP2013/25530

 

  

 

Purpose

1.       To update the Kaipātiki Local Board members on progress towards their objectives for the year from 1 July 2013 to 30 September 2013 as set out in their local board agreement.

Executive Summary

2.       The Net Cost of Service year to date is overspent by 6%. Higher Local parks services and recreation services expenditure is partially offset by higher revenue from recreation services.

3.       Parks services are meeting their maintenance standards in accordance with the contracts. A pass mark of 98% has been achieved.

4.       During the September quarter, the following capital projects were completed:

·    Glendhu footbridge

·    Kaipātiki bridge in Witherford Scenic Reserve

·    Shepherds Park lighting and sand field upgrade and Greenslade Reserve lighting

 

Construction of the Glendhu footbridge

 

Recommendation/s

That the Kaipātiki Local Board receive the Quarterly Performance Report.

 

 


Discussion

Financial Overview

5.       Expenditure relating to the local board is summarised in Table 1 and discussed in respect of each Group of Activity below. 

 

Table 1: Financial Overview

*The Revised Budget includes adjustments for Capex deferred from the prior year

 

Comment:

6.       The current quarter and YTD the Net Cost of Service is $4.4m. This is 6% over budget. The over spend is primarily due to expenditure on parks maintenance and leisure operations. A review of the parks expenditure is underway to ensure it reflects the new contracts that came into effect on 1 July 2012. Recreational Services are reviewing costs in an endeavour to offset the additional expenditure.

7.       Capital expenditure for the current quarter and YTD is $731k, which is 105% above budget. The over spend is largely due to the timing of projects in the Parks Service activity of $386k. The majority of capital initiatives and projects however are underway.


 

 

 

 

 

 

Local libraries

 

Table 2: Financial Overview: Local library facilities and services

Comment:

8.       Net Cost of service is $703k; which is 5% under budget. Operating expenditure is $713k, 5% lower than budget due to revised staff costs and lower property costs which are being investigated to ensure all costs are coded correctly.

9.       The capital renewal programme is progressing; expenditure to date includes refurbishment work at the Northcote Library.

 


Local community services

 

Table 3: Financial Overview: Local community services

Comment:

10.     Net Cost of Service is $37k, 7% lower than budget. Operating expenditure is lower than budget primarily as the funding agreement for the Kaipātiki community project is yet to be finalised. Costs of the Pa Hara Keke development plan were over accrued in 2012/13.

11.     Capital expenditure is earlier than programmed and includes the storage shed for the Kaipātiki Facilities Trust.

 

Local arts, culture and events services

 

Table 4: Financial Overview: Local arts, culture and events services

 

Comment:

12.     Net Cost of Service is $27k, 22% lower than budget. The under spend mainly arises from lower business unit costs due to reduce staff costs.

 

Local parks services

 

Table 5: Financial Overview: Local parks

Comment:

13.     Net cost of service is $2.5m. This is 12% overspent. The over spend is due to higher expenditure on parks maintenance which does not reflect costs in line with the new maintenance contracts, and increased business unit overheads due to higher staff costs. A review of the parks expenditure is ongoing to ensure that in future they reflect the new contracts that came into effect on 1 July 2012.

14.     Parks services have substantially met their maintenance standards in accordance with the contracts. A quality of work pass mark of 98% was achieved in the quarter.

15.     Sports fields during this last quarter remained open with all code tournaments being completed.

16.     During the September quarter, the following capital projects were completed:

·    Kaipātiki bridge in Witherford Scenic Reserve,

·    Shepherds Park lighting and sand field upgrade and Greenslade Reserve lighting completed.

 

17.     The YTD capital over-spends are partly due to the unrealistic capital expenditure profile with little expenditure proposed in the first quarter. The following projects have also contributed to the overspend

·     Public Conveniences renewals - Completion of Shepherds Park and Hinemoa Park projects.

·     Other renewals due to storm damage response.

Local recreation services

 

Table 6: Financial Overview: Local recreational initiatives and facilities

Comment:

18.     The Net Cost of service is $195k, which is 200% higher than budget.

19.     Revenue is higher than budget with membership at the Glenfield Leisure centre continuing to grow to an all time high. Operating expenditure is over spent due to higher property and maintenance costs resulting from a reclassification of renewal expenditure, and higher staff costs.

20.     With respect to capital the higher expenditure relates to earlier equipment purchases.


 

Local economic development

 

Table 7: Financial Overview: Local economic development

Comment:

21.     Net cost of service is $192k. This is 15% lower than budget. This results from later expenditure on the employment/economic development action plan and the Wairau Valley – Glenfield economic development initiatives.

22.     With respect to capital, YTD expenditure is over budget, all key capital initiatives and projects are progressing under the implementation of the council’s City Transformation team with substantial expenditure due to be incurred later in the year.

 

Local governance

 Table 8: Financial Overview: Local planning, policy and governance

 

Comment:

23.     Net Cost of Service is $295k. This is 10% lower than budget due to savings from delayed expenditure on member training and public information and engagement costs.

24.     The capital expenditure reflects local board discretionary projects and small local improvement projects. Expenditure to date reflects costs towards the completion of the Lynn Reserve Learn to ride and Bayview / Glenfield North pacemaker signage.

 

Allocation of Discretionary Funding

 

Table 9: Summary of Allocation of Discretionary Funding

Fund

Available allocation

($000)

Allocation made

($000)

Available to allocate

($000)

Discretionary Fund – Capex

171

145

26

Small Local Improvement Projects

1,293

1,174

119

 

Projects completed in the quarter include the Lynn Reserve Learn to Ride project.

 

Consideration

Local Board Views

25.     Local Board views are sought on the format and content of this report.

Maori Impact Statement

26.     There is no particular impact on Maori.

General

27.     This report has been produced using a new format as presented to the Local Board Chairs on the 18 February 2013. A revised format and focus is being developed and will be presented in the future.

Implementation Issues

28.     There are no implementation issues.

 

Attachments

No.

Title

Page

a

Kaipātiki Local Board discretionary funding - allocation and expenditure

65

b

Capital Expenditure by Project

67

     

Signatories

Authors

Colin Duffee - Business Advisor, Local Boards

Authorisers

Christine Watson - Manager Financial Advisory Services - Local Boards

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

13 November 2013

 

 

 



Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 

Monthly Local Board Services Report - November 2013

 

File No.: CP2013/25491

 

  

Purpose

1.       The purpose of this report is to update the Board on various council and council-controlled organisation activities impacting Kaipātiki.

Executive Summary

2.       This monthly report is the first for the new Kaipātiki Local Board, which was sworn in at its inaugural meeting on 31 October 2013.

3.       This report provides an update on various council and council-controlled organisation activities impacting Kaipātiki.

4.       The next monthly report will be a more detailed quarterly report that will provide updates on all strategic issues, as well an update on all local board actions pending.

5.       The strategic updates in this report are:

·      Unitary Plan – update on the formal consultation process underway and upcoming key dates.

·      Local Board Plan – update on the commencement of the local board plan development process.

·      Local Board Agreement – update on the process for developing the local board agreement for 2014/2015 and next steps.

·      Appointments to outside organisations – update on the review of appointments to outside organisations.

6.       The key issues in this report relate to the following:

·      updating the board on progressing the board’s resolutions in relation to the Birkenhead Wharf Bike and Scooter Facilities.

·      updating the board on the Tui Park toilets.

·      updating the board on the Te Onewa Pā project with NZTA.

 

Recommendation/s

That the Kaipātiki Local Board:

a)      receives the Monthly Local Board Services Report for November 2013.

b)      approves Site 5 on Attachment A as the best location for the new Tui Park toilets.

c)      supports the inclusion of design features to improve the entrance to the Scout NZ hall as part of the Tui Park toilet project.

d)      expresses its concern at the process to date for the development of the concept design for Te Onewa Pā to New Zealand Transport Agency (NZTA), and suggests an alternative approach that:

i.        focuses the NZTA design on their designation, as well as giving written feedback that this design should aim to not encroach upon the pā site and instead focus on providing a safe and accessible viewing platform from the existing concrete compound.

ii.       progresses fencing as appropriate in the short term at both the wharf site and the adjacent reserve.

 

 

Discussion

Board Activities

7.       Board Workshops

8.       The Board workshop in September dealt with the following issues:

a)      Northcote Safe Cycle Route project

b)      Stormwater bylaws

c)      Signage bylaws

d)      Kaipātiki Track Network projects

e)      Birkenhead Transformation Programme.

 

9.       The Board workshop in October dealt with the following issues:

a)      Finance introduction 

b)      Communications introduction

c)      Local Board Agreement.

 

10.     The Board workshop in November dealt with the following issues:

a)      Northcote Town Centre

b)      Dog bylaws – confirmation of scope of review

c)      Local Board Agreement.

 

11.     The following topics are planned for upcoming workshops:

a)      Onewa Westbound T3 lane

b)      Watercare update on key Kaipātiki projects to board

c)      Local Event Support Fund, round 2 applications

d)      Birkenhead Transformation Programme

e)      Engagement strategy

f)       Local Board Plan

g)      Activity Plans – Recreation Planning & Programming

h)      Bylaws – Animals, Alcohol, Cemeteries

 

12.     Northern Workshops

13.     A sub-regional workshop is scheduled for Friday 6 December 2013, to be hosted by the Community Policy and Planning team regarding fees and charges for bookable facilities workshops.

 

14.     Region-wide Workshops

15.     A regional workshop is scheduled for Wednesday, 20 November and Wednesday, 27 November 2013, to be hosted by the Governance Division, entitled Advancing Auckland’s Governance.

 

16.     Formal Submissions of the Board 

17.     There have been no formal submissions since the last monthly report.

 

18.     Public Meetings 

19.     The inaugural meeting of the new Kaipātiki Local Board was held on 31 October 2013 at the Kaipātiki Local Board Office in Glenfield and was attended by family, friends and community representatives.

 

Strategic Updates

Unitary Plan

20.     ██ Submission process    

21.     The Proposed Unitary Plan has been notified and has therefore now entered the formal submission process, as set out by the Resource Management Act. Submissions will be accepted up to 28 February 2014; submitters can submit online or via hard copy.

22.     Auckland Council is holding six open days around Auckland during November, where residents can find out more about the proposed plan and hear what changes have been made as a result of feedback during the informal engagement period earlier this year.

23.     The open days will feature displays on specific issues and areas, printed copies of the plan’s text and maps, access to view the plan online and experts on hand to answer questions. There will also be seminars on a range of topics such as residential zones, heritage and the environment, as well as an opportunity to learn how to find your way around the online plan.

24.     One session is being held in the North Shore area on Wednesday 20 November at the Bruce Mason Theatre, Corner Hurstmere Road and the Promenade, Takapuna, commencing at 1pm.

25.     In addition to this public session, members are invited to a briefing on 19 November at the Aotea Centre.

26.     Local Board Services will be working with the local board to prepare a submission to be appended to the Auckland Council submission.

 

Local Board Plan

27.     ██ Development process for Local Board Plan

28.     Local Board Services have commenced early work on the development of the Local Board Plan 2014-2017.

29.     A report will come to the local board in December outlining the process going forward, including agreeing the way in which the board wants to engage with the community on plan development.

 

Local Board Agreement

30.     ██ Draft Local Board Agreement 2014-2015

31.     Work has commenced on producing the draft Local Board Agreement for 2014-2015 as part of the council’s annual planning process.

32.     The board will review a draft at its meeting in December which, once agreed, will be released for public consultation in late January.

 

Appointments to outside organisations

33.     ██ Review of appointments

34.     Local Board Services is currently reviewing appointments to outside organisations. Many appointments of the previous local board were historic, with lack of clarity as to the purpose of the appointment and how it fits with the role of the individual as a local board member.

35.     Local Board Services are consulting with all outside organisations which have previously had a local board member appointed to establish:

·        The relationship of the organisation(s) with the council

·        The role of the elected representative

·        The frequency of meetings and expected time commitment.

36.     Once this information is gathered, a report will be presented to the local board to agree future appointments.

 

Kaipātiki Issues

37.     ██ Birkenhead Wharf Bike and Scooter Facilities

38.     At its meeting on 11 September the Kaipātiki Local Board resolved:

That the Kaipātiki Local Board:

·   asks that options 4, Aa and Bb on the tabled presentation, or any combination thereof, be costed by staff and reported to the incoming board.

·   asks that the appropriate representatives of the disabled community be consulted prior to the removal or relocation of any disabled carparks.

·   asks that the possible options for relocation or replacement of the Birkenhead bike and scooter facility be consulted on before a report back to the incoming board.

39.     Subsequent to that meeting, Local Board Services staff met with Auckland Transport staff in September to discuss the board’s resolutions. Auckland Transport staff explained that within Auckland Transport a management group was being formed with the purpose of considering the regional needs of infrastructure facilities at Auckland Transport’s Public Transport locations.

40.     Auckland Transport determined that before any further action is taken, the issue will be reviewed by the management group, which will make a decision as to the location of the facility as it relates to the delivery and function of facilities for the Region’s Passenger Transport Network and how the Local Boards resolution will be addressed, considering the board’s resolutions and request for costing of alternative options.

41.     Auckland Transport updated Local Board Services on 4 November that the Management Group and the compilation of the Auckland Transport personnel comprising this group is still being worked on within Auckland Transport, and that Auckland Transport would update Local Board Services as soon as further information is received.

42.     ██ Te Onewa Pā/Stokes Point

43.     Local Board Services, Parks Sport and Recreation, the previous Chair and the previous parks portfolio holders have been presented with the concept designs for Te Onewa Pa from New Zealand Transport Agency (NZTA).

44.     The previous Chair and parks portfolio holders fed back to NZTA that they did not think that the designs as developed were appropriate for the site, given that it is a pā site of significance for Māori. The previous Chair and portfolio holders recommended that NZTA engage with iwi before progressing the designs any further. A session was held with iwi (with both the previous Chair and one of the parks portfolio holders present, as well as Local Board Services staff, the parks advisor and a representative of the Northcote Residents Association) where the designs were discussed and significant feedback was given by the iwi representatives, the local board members and the Northcote Residents Association representative.

45.     Local Board Services staff and Parks Sport and Recreation are concerned that this feedback has not been fully acknowledged by NZTA, and that the current design does not reflect the feedback. Staff are also concerned that there is a risk that in awaiting the outcome of the NZTA design process that the council and Auckland Transport’s fencing issues are not being resolved in the short term.

46.     Staff recommend that the board writes to NZTA to express its concerns at the process to date, and to suggest an alternative approach that:

·   Focuses the NZTA design on their designation, and gives written feedback that this design should aim to not encroach upon the pa site and instead focus on providing a safe and accessible viewing platform from the existing concrete compound.

·   Looks at options for progressing the fencing element of the design in acknowledgment that Auckland Transport and Parks Sport and Recreation need to complete the fencing adjacent to the NZTA designated area.

 

47.     ██ Tui Park toilets

48.     As per resolution KT/2013/286, further consultation was undertaken regarding the location of the new Tui Park toilet. A leaflet drop was undertaken around the local streets and a meeting at the park was held on the on 8 October.  Of the people who have given feedback throughout this process, eight agree with or accept Site 5 (as per attachment A), four people disagree with this location and one was unclear.  The preferred option would be to select a location that was acceptable to all park users, but there have been no locations identified through the planning or consultation phases that are suitable due to safety and/or building away from the drip line of the existing trees. 

49.     There is still a strong level of concern from some members of the community about Site 5 because of the continued impact on the Scout NZ hall.  The council has undertaken to mitigate this impact as much as possible.  The approved design will greatly reduce the visual impact compared to the current toilet block, as it is significantly smaller and turned at right angles to the hall.  The gap of 4.2m between the buildings is acceptable from a safety point of view, and the design using the historic black and white photos will merge with the white Scout NZ hall rather than dominate.  After a discussion with the Community Co-ordinator, improving the entrance to the hall has been included in the project.  The toilet will be to the right of the building leaving space for a wide path up to the Scout NZ hall entrance, there will be some low planting to help screen the toilets and an entrance sign for Scout NZ will be provided.  The Community Co-ordinator will work with Scout NZ association to look at funding options for improving the outside of their building in the future.

50.     There was some feedback regarding the continued requirement for a shower and changing rooms, but given the need to reduce the impact of the Scout NZ hall, a reduction in service is appropriate.

51.     If the location is to remain at Site 5, the tender would be awarded in early February 2014, with construction taking around two to three months upon completion of the tender process. 

 

Local Board Issues

52.     ██ Kaipātiki Local Board staffing

53.     Eric Perry has been appointed as the Relationship Manager for the Kaipātiki, Devonport-Takapuna and Upper Harbour Local Boards and oversees the Local Board Services team supporting the Kaipātiki Local Board.

54.     Eric’s support to the board will replace that provided by John Duthie as Acting Relationship Manager from January 2012 to September 2013.

 

Consideration

Local Board Views

55.     Local board views are considered in the writing of this report.

Maori Impact Statement

56.     Māori are being consulted on an ongoing basis regarding the management of the former pā site at Stokes Point.

 

 

Attachments

No.

Title

Page

a

Tui Park toilet location options

75

b

Tui Park toilet 3D perspectives

79

     

Signatories

Authors

Sarah Broad - Senior Advisor

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 


Kaipātiki Local Board

13 November 2013

 

 



Kaipātiki Local Board

13 November 2013

 

 

Glenfield Bus Shelter

 

File No.: CP2013/25495

 

  

 

Purpose

1.       The purpose of this report is to update the Board on the Glenfield Bus Shelter programme and to confirm the budget for this work from the Auckland Transport local board discretionary transport fund.

Executive Summary

2.       As part of the Glenfield Centre Improvements Programme, the Kaipātiki Local Board has been targeting an upgrade of the northbound bus facilities adjacent to McDonalds.

3.       Critical to this project has been the construction of an additional shelter to accommodate the high patronage at this bus stop. 

4.       The shelter is partly on road reserve and partly on land owned by McDonalds.

5.       Board member Waugh, in her previous role as Board Chair, opened negotiations with McDonalds for Council access for this bus facility. 

6.       That initiative has been negotiated and a final deal reached.

7.       McDonalds has agreed a 60 year licence for the land necessary for the bus shelter at 10c per annum if requested.  The Council (Auckland Transport) is accountable for the construction of the shelter and elements relating to safety.

8.       The Board has approved $30,000 from the Auckland Transport Local Board discretionary fund for work on the shelter. 

9.       This fund will need to pay for the shelter itself, plus a safety rail to prevent people falling off the back of the footpath (which has happened on a couple of occasions).  It has been agreed that this fence will be a two rail stainless steel fence matching the existing Council fence on part of the site.

10.     This work will exceed the allocated budget by as much as $20,000.  This report recommends the budget be increased to $50,000.

 

Recommendation/s

That the Kaipātiki Local Board:

a)      note the contractual arrangements with McDonalds are now complete and the Glenfield northbound bus shelter will shortly be installed.

b)      increase the budget for Glenfield northbound bus shelter to $50,000, which will be funded from the Auckland Transport Discretionary Capital Fund.

 

Discussion

11.     Context

12.     There has been a long history, going back to North Shore City Council days, attempting to upgrade the northern bus shelter facilities at Glenfield.

13.     This shelter is particularly busy being a major stop between city and Birkenhead services heading to Glenfield and Albany, and a terminal facility for services to Takapuna.

14.     The road alignment has meant that bus shelter facilities could not be constructed within the legal road.  Access to McDonalds land is required.

15.     The previous local board set this bus stop upgrade as a key objective in its work programme as part of the Glenfield Town Centre enhancement.

16.     The Chair and acting relationship manager met with McDonalds and opened negotiations to secure the necessary property rights. 

 

17.     Contract

18.     The contractual relationship with Glenfield McDonalds is now complete. 

19.     The contract will be in the name of Auckland Transport but assignable to Auckland Council. 

20.     It is a 60 year contract with a cost of 10c per annum if requested.

21.     This shelter will be a non-advertising shelter but with normal public transport signage.

 

22.     Design

23.     The design for the bus facility has been agreed. 

24.     The shelter itself will be one of the modern black Auckland Transport shelters.  It will not feature any advertising as requested by the Board.

25.     A stainless steel back fence will be put in place to prevent any trip or fall hazards.  This is an important safety feature given the narrow footpath and high use of the bus stop, as there has been at least one previous instance of people stepping back and falling.  However, inclusion of a safety rail will require additional expenditure that is currently unbudgeted.  In addition, staff will investigate options around including a rubbish bin as part of site design.

 

26.     Budget

27.     The Board originally agreed a budget of $30,000 for the project. 

28.     The Board requested that the shelter not be one of the Adshell range.  Consequently, funding is required from the Auckland Transport Discretionary Capital Fund to complete the works, of which the Kaipātiki allocation is $570,000 per annum.

29.     The level of prefabrication in the stainless steel safety rail is an additional cost above original estimates.  Initial estimates indicate that inclusion of the rail could add an addition $20,000 to project costs.

30.     It is recommended that the project budget be increased to $50,000 for inclusion of a stainless steel rail for public safety reason.  The safety rail cost and installation will be charged against the fund in terms of the actual cost, which will ensure quick installation.

 

Consideration

Local Board Views

31.     The Kaipātiki Local Board advocated strongly for the upgrade of the Glenfield bus shelter facilities in its first term.

Maori Impact Statement

32.     There has been no consultation with iwi over this bus shelter.  It is believed that this project does not raise any particular matters of importance to iwi, and that Māori will benefit from this additional public infrastructure, as will the wider community.

General

33.     This report raises no general issues.

Implementation Issues

34.     Auckland Transport has the final determination over expenditure of the Auckland Transport Discretionary Capital Fund.  However, decisions regarding expenditure are done on the recommendation of the Kaipātiki Local Board. 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

John Duthie - Contractor, Tattico Ltd

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

13 November 2013

 

 

Kaipātiki Local Board meetings schedule and portfolio holding

 

File No.: CP2013/25366

 

  

 

Purpose

1.       This report is presented to the Kaipātiki Local Board to enable the board to determine how it will manage its decision-making responsibilities, including:

·   Scheduling business meetings

·   Scheduling workshops

·   Determining if portfolio roles are to be used, and if so, choosing portfolios and allocating roles

·   Determining if committees are to be established, and if so, choosing committees and scheduling accordingly

·   Determining the formal relationship with ward councillors

·   Determining approach to decision making on Swimming Pool Fencing Exemptions.

2.       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.

3.       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.

 

Executive Summary

4.       This report considers each of the following items, providing an overview of the region wide learning and experience from the first triennium, what worked well/could have been improved upon for Kaipātiki, and some proposals arising from this.

5.       In summary, this report proposes the following:

·   One business meeting per month (held on the second Wednesday of the month, at a time to be determined by the board

·   One Community Forum meeting per month (held on the fourth Wednesday of the month, at 5.30pm). The Community Forum meeting would meet with the primary purpose of engaging with the community and would replace the majority of public forum and deputation items in the ordinary business meeting

·   Two workshops per month (held on the first Wednesday and either the third or fourth Wednesdays, at a time to be determined by the board), managed through guidelines resolved upon by the board

·   Portfolio holding to be established, managed through guidelines resolved upon by the board

·   A formal relationship to be established with the ward councilors involving attendance at business meetings and community forum meetings.

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.

 

 

Recommendation/s

That the Kaipātiki Local Board:

a)      Holds one ordinary business meeting per month to be held on the second Wednesday of the month at a time to be determined by the local board,

b)      Holds one Community Forum meeting per month to be held on the fourth Wednesday of the month at 5.30pm. The Community Forum meeting will be meet with the primary purpose of engaging with the community via:

·   Deputations

·   Public forum

·   Reporting from community organisations including but not limited to:

o Kaipātiki Community Facilities Trust

o Community houses and centres in Kaipātiki

o Parks restoration and volunteer groups based in Kaipātiki.

Standing orders will be applied to the Community Forum meeting as being formally constituted under the Local Government Act 2002,

c)      Holds two workshops per month to be held on the first Wednesday of the month and either the third or fourth Wednesday of the month at a time to be determined by the local board. Workshops will be managed according to the guidelines attached at attachment B,

d)      Adopts the schedule at attachment D for meetings and workshops for the remainder of 2013 and 2014,

e)      Establishes the following portfolios, with allocation to members to be determined by the local board:

·   Planning, policy and governance

·   Arts, culture and events services

·   Community services

·   Libraries

·   Recreation services

·   Parks

·   Built and natural environment

·   Economic development

·   Street environment and town centres

·   Transport and infrastructure

·   Civil defence and emergency management

·   Regulatory, bylaws and compliance

·   Finance

            Portfolios will be managed according to the guidelines attached at attachment C,

f)       Invites Councillor Darby and Councillor Wood to attend future business meetings and Community Forum meetings,

g)      Nominates four members to form a working party to conduct site visits, if required, to inform the wider board on applications for exemptions to the Fencing of Swimming Pools Act.

 

 

Discussion

 

Background

8.       During the first term of the Kaipātiki Local Board, the board managed its business using the following structure:

·   Twice monthly business meetings, held on the second and fourth Wednesdays of the month at 4.30pm. Public forum was held at 7pm, and latterly at 6pm

·   One monthly workshop, held at 1.30pm on the first Wednesday of the month

·   16 portfolio roles (see attachment A for the full list) – with each having a lead and alternate

·   No committees excepting representation on the Northern Joint Funding Committee and Devonport-Takapuna, Kaipatiki, Upper Harbour and East Coast Bays subdivision funding subcommittee

·   Ward councillors attended business meetings, sitting at the table and given speaking rights at the Chair’s discretion.

9.       As it was the first term of the local board, elected members and local board services had no model on which to base their approach. Entering the new triennium, the board is able to learn from practices across the region, as well as what worked well and what was less successful for the previous local board, in establishing a structure going forward.

10.     The remainder of this report will deal with each of the items listed above, providing an overview of the region wide learning and experience from the first triennium, what worked well/could have been improved upon for Kaipātiki, and some proposals arising from this.

11.     The information included as ‘region-wide learnings’ is summarised from the ‘review and reflections on practices’ cross departmental workstream which reviewed work practices for all 21 local boards. Research was conducted across all Local Board Services teams and seven chairs with a regional workshop held for local board members to give feedback on the proposals.

 

Business meetings

Region-wide learning

12.     Across the region, 18 boards held one business meeting per month, with three holding two.

13.     The average monthly meeting time (for either one meeting or the total of two where applicable) was 3.7 hours[1], with the average number of items being 28.

14.     The meetings were held at a variety of times:

·   Three boards held their meetings in the morning

·   Two boards held their meetings in the afternoon

·   Four boards held their meetings in the late afternoon/early evening

·   Nine boards held their meetings in the evening

·   Two boards alternated their meetings between morning and evening

·   One board alternated their meetings between afternoon and evening.

15.     The majority of the boards (17) held their meetings at one fixed venue with four boards rotating around multiple (two or more) venues.


Kaipātiki Local Board learning

16.     The Kaipātiki Local Board held two monthly meetings in the first triennium. On average, the board met for a duration of eight hours per month and considered an average of 52 items (per month).

17.     Starting the meeting in the late afternoon meant that officer attendance for some items was facilitated. Likewise, holding public forum at 6pm appeared to be accessible to the public.

18.     However, meetings often ran to between 4 and 6 hours, with the frequency of meetings meaning that reporting back to the next business meeting on request of the board was not possible due to agenda production timeframes.

Proposals

19.     It is proposed that Kaipātiki Local Board holds one business meeting per month, on the second Wednesday of the month. The timing of this meeting could be either:

·   During the day. e.g. 10am/2pm

·   During the early evening, e.g. 4.30pm/6pm.

20.     In addition to the one business meeting per month it is proposed that a Community Forum meeting is established, which will meet with the primary purpose of engaging with the community via:

·   Deputations

·   Public forum

·   Reporting from community organisations including but not limited to:

o Kaipātiki Community Facilities Trust

o Community houses and centres in Kaipātiki

o Parks restoration and volunteer groups based in Kaipātiki.

21.     Standing orders would be applied to the Community Forum meeting as being formally constituted under the Local Government Act 2002.

22.     In establishing the Community Forum as the primary means of engaging with the community in a public meeting environment, members of the public would be discouraged where possible from attending the monthly business meeting to present a deputation/public forum item and would instead be directed to Community Forum where they would be given more time to present their item.

23.     It is proposed that the Community Forum meeting is held at 5.30pm (to facilitate public access) on the fourth Wednesday of the month.

24.     The board may wish to consider varying the location of the community forum meeting, noting that there would be an additional cost to this – both due to room hire and set up/additional staff time required.

25.     Anecdotally, the experience of other local boards who have had rotated their meetings has been mixed – including feedback that it facilitated community access to the board from across the local board area, as well as feedback that rotating venues caused confusion amongst the community as to the location for the meeting.

 


Workshops

Region-wide learning

26.     The frequency of workshops varied for each local board in the first triennium:

Number of workshops per month

Number of local boards

1

1

2

8

3

7

4

1

5

0

6

1

7

1

8

1

 

27.     On average across 20 local boards (one local board didn’t respond to this question) an just over three workshops were held on a monthly basis.

28.     The average number of hours for workshops on a monthly basis was just over 8 hours across 19 local boards (one no response, one had not recorded total hours).

Kaipātiki Local Board learning

29.     The previous local board held one workshop per month, lasting just over 4 hours on average.

30.     Holding workshops during the day worked well in Kaipātiki as it enabled officers to attend to brief the local board.

31.     However, there was often a low member turn out for the sessions. In addition, holding only one workshop per month was not sufficient to accommodate the session requests from officers. This often meant that time on the agenda had to be limited for each item, and therefore workshops frequently ran over time.

32.     On occasion, insufficient pre-material was provided by staff and/or the sessions repeated previous material circulated. There was also on occasion a lack of understanding by some officers as to the purpose of workshops (i.e. using them as a decision making forum).

Proposals

33.     It is proposed that the Kaipātiki Local Board holds a minimum of two workshops per month.

34.     These workshop/s would be held on Wednesdays, specifically the first Wednesday for the first workshop and either the third Wednesday of the month or preceding the community committee on the fourth Wednesday for the second workshop. The timing of these workshops could either be:

·   During the day (e.g. 10-2pm)

·   In the afternoon (e.g. 1.30-5.30pm)

·   In the evening (e.g. 5-9pm).

 

35.     Draft guidelines for workshops are attached (attachment B), a version of which would be used by members and local board services to manage the effective use of workshops and address the issues experienced in the first triennium.

 


Portfolio-holding

Region-wide learning

36.     The approach to portfolio holding varied considerably across the region in the first triennium. On average local boards established 18 portfolios with the fewest being six and the most 42 (of the 14 boards who responded to this question).

37.     The majority of boards (13) had a lead and alternate for each portfolio. Some boards held regular/as required portfolio meetings (nine). Some boards (four) had developed portfolio plans, or were in the process of doing so. 

Kaipātiki Local Board learning

38.     Whilst all 16 portfolio roles in the first Kaipātiki Local Board had a lead and alternate the portfolios were managed variably, dependent both on the member/s and the portfolio area.

39.     Generally, activity around portfolios occurred on an ad hoc basis, with some lack of clarity (beyond the delegation protocols) on the portfolio roles and the activities and responsibilities to be undertaken as part of that role.

Proposals

40.     It is proposed that the Kaipātiki Local Board utilises portfolio holding but that this is carefully managed by the board as a whole and Local Board Services using a version of the attached draft guidelines (see attachment C). In particular:

·   Portfolio holding is to be treated as an additional mechanism for local board involvement in local projects and services and regional policy and strategy and should not replace:

o Decision making at business meetings

o Consultation and engagement with the public and community organisations which all members should be involved in/aware of

·   Local Board Services would support portfolio holding through organising meetings with council staff and other stakeholder where appropriate and taking notes at meetings (which would be published on a subsequent business meeting agenda)

·   Portfolio holding responsibilities would be clear and understood by all and would not involve decision making/any indication by members to other parties of representing the whole board as portfolio holder for a particular area

·   Any additional responsibilities outside of the guidelines would be delegated to the portfolio holders by resolution of the board.

 

41.     It is proposed that the portfolios are as follows (additional information on each portfolio suggested is included at attachment C):

·   Planning, policy and governance

·   Arts, culture and events services

·   Community services

·   Libraries

·   Recreation services

·   Parks

·   Built and natural environment

·   Economic development

·   Street environment and town centres

·   Transport and infrastructure

·   Civil defence and emergency management

·   Regulatory, bylaws and compliance

·   Finance.

 

Committees

Region-wide learning

42.     Of the 19 local boards responding to this question, 10 had not established committees in the first triennium. Nine had established committees (ranging in number from one to four).

43.     Committee names included ‘Grants Committee’, ‘Environment Strategy and Planning Committee’, ‘Facilities and Reserves Committee’, ‘Finance and Performance Committee’ and ‘Arts, Culture and Recreation Committee’. Some local boards established committees with the specific purpose of decision making on swimming pool fencing exemptions.

Proposals

44.     It is proposed that the Kaipātiki Local Board does not establish any committees and instead utilises its monthly business meetings for decision making on all topics, and the monthly Community Forum Meeting for engagement with the community.

45.     If the board did choose to establish committees, it is proposed that a maximum of one committee per month is established, which could be appended prior to the Community Forum meeting held on the fourth Wednesday (e.g. commencing at 3.30pm).This committee could either:

·   Be limited to one topic area – e.g. Parks/Finance, or

·   Rotate topics on a monthly basis

·   Replace decision making on items on this topic at the business meeting, or

·   Replace portfolio holding on this topic/s and not make decisions (referring issues to the subsequent business meeting for decision).

 

Formal relationship with ward councillors

Proposals

46.     It is proposed that the ward councillors are invited to business meetings and Community Forum meeting and sit at the table with the local board members. Ward councillors are also proposed to be given speaking rights (at the discretion of the chair).

47.     It is also proposed that the chair discusses with the ward councillors the possibility of regular catch-ups in addition to attendance at the business meetings.

 

Proposed schedule

48.     Based on the proposals in this report, a proposed schedule of meetings and workshops for 2013/2014 has been produced as a starting point for discussion with the board (see attachment D).

 

Swimming pool fencing exemptions

Introduction

49.     The Fencing of Swimming Pools Act requires all swimming and spa pools to be fenced. It is possible for pool owners to get an exemption to this requirement if they meet other safety standards, for example, by having lockable covers on spa pools. Local authorities may grant this exemption by resolution only. The Governing Body has delegated responsibility for passing these resolutions to grant exemptions to the local boards. 

50.     Local boards can grant these exemptions in one of two ways, firstly, by resolving to grant the exemption at a business meeting of the board, or secondly, by having a separate committee to grant swimming pool exemptions. The Kaipātiki Local Board has resolved to grant swimming pool exemptions at business meetings of the board.

51.     Before the business meeting, members forming a working party of the board are invited to conduct site visits to the properties which have applied for exemptions to the fencing requirements of the Act. The forthcoming report is emailed to these members. If members disagree with the officer’s recommendations, or if the officer’s recommendation is to decline the application (even when members are in agreement with the officer’s recommendation to decline), at least one member of the working party is to conduct a site visit prior to the meeting at which the decision is to be made.

Proposals

52.     In the previous triennium, the Kaipātiki Local Board had a working party of three members and an alternate. Officers recommend that the Kaipātiki Local Board nominate four members to form a working party to conduct site visits, if required, to inform the wider board. If portfolios are used, it is recommended that the working party is constituted of the portfolio holders for the relevant portfolios (e.g. Regulatory, Bylaws and Compliance and Built and Natural Environment).

 

Consideration

Local Board Views

53.     The purpose of this report is for the board to determine how it wishes to manage its responsibilities.

Maori Impact Statement

54.     No specific impacts on Maori have been identified.

 

General

55.     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.”

56.     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

57.     All of the proposals included in this report are implementable by local board services and the wider council organisation.

 

Attachments

No.

Title

Page

a

2010-2013 Portfolios

97

b

Kaipātiki Local Board Draft Workshop Guidelines

99

c

Kaipātiki Local Board Draft Portfolio Guidelines

101

d

Proposed schedule for the next 12 months

117

     

Signatories

Authors

Sarah Broad - Senior Advisor

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

13 November 2013

 

 

 

2010-2013 Portfolios

Portfolio Activity

Responsibilities

Arts and Culture

This portfolio influences the Local Boards involvement in public art, cultural and arts festivals, and our grants and subsidies that help keep a wide range of organisations up and running. The portfolio also has an interest in the stewardship of local arts facilities and the development of public art strategy and policy.

·      Artistic and cultural service levels

·      Promoting all aspects of artistic endeavour

·      Development of public art strategy and policy

Civil Defence Emergency Management

This portfolio aims to assist with community preparedness for an emergency.

·      Relationships with the Civil Defence Emergency Management Group

·      Community preparedness, disaster
response, relief, and recovery

Community and social well-being

This wide-ranging portfolio has a strong 'cradle-to-grave' community service and safety focus. It has an interest in crime prevention, graffiti removal and making community facilities as accessible to as many people as possible.

·      Community development

·      Neighbourhood relationships

·      Funding for neighbourhood projects

·      Community safety (excl. town centres)

·      Graffiti removal

·      Community advocacy

·      Relationships with Youth

Economic Development

This portfolio covers business and economics – promoting the opportunities for tourism.

·      Key relationship with Business Development Manager in Auckland Tourism Events and Economic Development team

·      Establish and promote local opportunities for increased tourism and economic development

Events

A wide-ranging portfolio that concerns itself with keeping Kaipātiki residents fit and active - and while building the board’s reputation for events. The portfolio also deals with the Local Boards interests in working with ATEED to attract large-scale events for the benefit of the Board’s economy and reputation.

·      Community celebration

·      Community identity

·      Neighbourhood gatherings and renewal

·      Event compliance

·      Relationship with ATEED

·      Relationship with Regional Facilities CCOs

·      Tourism

Financial oversight

·      Budgets

·      project expenditure

·      monitor GB strategy and Finance

·      Service Levels

·      local funding policy

Governance

Local leadership, civic duties advocacy on behalf of the board to governing body and CCOs.

An important subset of this portfolio has an overview of all of the Local Boards financial affairs and interests - and therefore has an impact on all other portfolios. It includes rates policy, investments and spending priorities (including the Annual Plan Long term Plan) and financial reporting.

 

·      Board Leadership

·      Board-to-Council Relationships

·      Board-to-Board Relationships

·      Civic Duties

·      Advocacy (local, regional, and central government)

·      Relationships with Maoridom

·      Relationships with government departments and agencies

·      Relationship with Property CCO

·      Relationship with Auckland Waterfront Development

·      Advocacy with Governing Body (Local Board Plan; Local Board Agreements)

·      Unitary Plan

·      Local area plan

Libraries

An overview of the Local Boards policies and spending on libraries, and our approach to making these facilities as accessible to as many people as possible.

·      Stewardship of libraries

·      Mobile library

Local Facilities

Allocation of responsibility for specific facilities within this portfolio have been split.

·      Leisure centres

·      Community houses

·      Halls (Grant Gillon)

·      Arts facilities (Grant Gillon )

·      Community hubs

·      Community Partnerships

·      Asset Management

Natural Environment

Focus is on environmental projects such as planning and planting, conservation, pest-plant control and other initiatives aimed at enhancing the environment and biodiversity.

·      Restoration of wetlands, streams, and waterways

·      Local priorities in relation to regional environmental management

·      Costal management including mangrove encroachment and erosion mitigation

·      Relationships with Watercare

·      Waste minimisation strategy

·      Biosecurity

Parks, Reserves and playgrounds (passive)

This portfolio covers our coastline, beaches, parks and reserves.

 

·      Neighbourhood parks and reserves (incl. esplanade reserves and the coastline)

·      Design and maintenance

·      Plantings, playgrounds, bollards, and walkways

·      Skateparks

·      Track Network development

Regional Transport and CBD development

·      Liaison on regional Transport matters

·      2nd harbour crossing

·      Bridge walk cycleway inner city rail loop

·      Water front development

·      CBD master plan

Regulatory & By laws

This important and often-contentious portfolio has an overview of the Local Board’s interests and obligations under the Resource Management Act - most of which are outlined in our District Plan, the development of by laws and other key regulatory responsibilities.

·      Resource consents

·      Heritage

·      Liquor

·      Gambling

·      Swimming pools fencing

·      Trees

·      By-laws

 

Sports parks and recreation (active)

Keeping Kaipātiki fit and active - with swimming pools, recreation centres, sportsgrounds - including relationships with sports clubs.

·      Stewardship of sports parks

·      Stewardship of recreation facilities

·      Relationship with sports clubs

Town Centres

The vitality of our town centres including renewal and relationships with business are key areas of focus.

·      Town centre renewal

·      Design and maintenance

·      Community safety within town centres

·      Business Improvement Districts liaison

·      Urban design

·      Built Heritage

Transport

Working with the Elected member liaison staff to advocate for local projects. Allocation of responsibility for initiatives within this portfolio have been split between public transport and roading.

·      Local transport projects and public transport

(incl. roading, footpaths, cycleways)

 


Kaipātiki Local Board

13 November 2013

 

 

Kaipātiki Local Board – Draft Workshop Guidelines

(1)  Workshops are chaired by the Chair of the Kaipātiki Local Board

(2)  Any local board workshop is solely for information and discussion purposes and the local board cannot make any resolutions or decisions at such a session. For the avoidance of doubt:

·    A local board workshop is not a public meeting as defined in s.45 of LGOIMA;

·    Part V11 of LGOIMA does not apply to local board workshops

(3)  Workshops are not public meetings although members of the public may be invited (with the consent of the chair) if they are subject matter experts on a particular topic

(4)  Workshop topics are to be advised to members (where confirmed for the month ahead) by Local Board Services in the monthly report

(5)  Workshop minutes are to be published in the next available agenda

(6)  All workshop items are to be scrutinised by Local Board Services staff prior to being confirmed on the agenda including:

·    Topic and content. The topic to be discussed must be of relevance to the local board and the session must be scheduled in a timely fashion (i.e. prior to any subsequent decision making on that topic and once all of the information is available in relation to that topic). The content should pertain to the topic advised only, and should not repeat information previously provided to the board (either at a previous workshop session, a business meeting or via any other means)

·    Outcome sought from the session. The outcome of the session should be the sharing of information and discussion with officers only. Officers should not attend workshops with the intention that decisions of any inform will be taken (including feedback or comment which is subsequently used or presented as being the view of the board).

·    Preparatory reading. Concise and relevant preparatory reading must be received by local board members a minimum of three working days prior to the session. This material should be taken as read at the session and should:

Explain the topic in question and the approach to be taken in the session

Provide any factual information pertaining to that topic

Provide any questions and/or discussion points to be raised at the session

The material should be presented in memorandum form only (with attachments if necessary) and should not be in the form of a powerpoint presentation

(7)  Members are to endeavour to attend full workshops where possible and will come to the workshop having read the material provided and with any questions prepared to be directed to the presenting officer, in order for the session to be managed effectively.

 


Kaipātiki Local Board

13 November 2013

 

 

Kaipātiki Local Board – Draft Portfolio Guidelines

(1)  Portfolio holding is to be treated as an additional mechanism for local board involvement in local projects and services and regional policy and strategy and should not replace:

·    Decision making at business meetings

·    Consultation and engagement with the public and community organisations which all members should be involved in/aware of

(2)  Specific topics and projects related to each portfolio are listed overleaf. These lists of topics and projects are not exhaustive and may be subject to change during the triennium. Any significant change to topics and projects for any/all portfolios should be reported to the local board in a business meeting.

(3)  Portfolio holding responsibilities are limited to:

·    Receipt of information from council officers and other stakeholders on topics and projects related to their portfolio area

·    Discussion with council officers and other stakeholders on topics and projects related to their portfolio area

·    Attendance at regional seminars/workshops on topics and projects related to their portfolio area

·    Advocacy to the governing body, council-controlled organisations and any other appropriate bodies on Kaipātiki Local Board policy pertaining to topics and projects related to their portfolio area

·    Any other responsibilities which are conferred on the portfolio holders by resolution of the board

·    Any decision making expressly laid out in the delegation protocols

(4)  Portfolio holders should not:

·   Be perceived by council officers and other stakeholders as being the decision–maker on topics and projects related to their portfolio area

·   Offer their view/opinion as representing that of the whole board unless delegated responsibility to do so by resolution of the board and/or the view expressed is policy of the Kaipātiki Local Board (agreed by resolution)

(5)  Local Board Services staff will support members in meetings with council officers and external stakeholders on portfolio topics and projects where possible and appropriate. Notes will be taken of meetings by Local Board Services staff which will be made available to all members and the public via publication on business meeting agendas.

(6)  Members are encouraged to report to the board on the activities they have undertaken in their portfolio role using the report template attached to these guidelines.

 

Arts, culture and events

Topics and key projects

·   Oversight of the funding agreement with Northart

·   Oversight of community arts programmes

·   Oversight of public art opportunities in the Kaipātiki area and relationship with Kaipātiki Public Arts Trust

·   Involvement in regional arts and culture initiatives

·   Contribution to regional policy and strategy on arts and culture

·   Promotion of the arts and culture

 

·   Oversight of events programme in Kaipātiki including events funded by the local board and permitted events by the council

·   Events funded by the board including annual events (christmas parades, summer fun, Movies in Parks etc) and one off events funded through the contestable events budget

·   Promotion of Kaipātiki as an events destination

 

Key departments and contacts

Department/unit/agency

Contact

Community Development Arts and Culture

Rebecca Kunin, Arts and Culture Advisor (North-west)

Carole-Anne Meehan, Public Art Manager

Barbara Cade, Team Leader Event Facilitation

Tasha Maloney, Events Facilitator

North Art

Wendy Harsant

Kaipātiki Community Facilities Trust

Jill Nerheny and Michelle Whiu

Commitment

Quarterly portfolio catch ups with key staff required for arts and culture

Bi-monthly portfolio catch ups required for events

 

 

 

 

 

 

 


 

 

Civil Defence emergency management

Topics and key projects

·    Lead for the local board on issues pertaining to Civil Defence emergency management in the Kaipātiki area.

·    Representative where required on any regional bodies/working parties considering civil defence issues for wider Auckland

 

Key departments and contacts

Department/unit/agency

Contact

Civil Defence and Emergency Management

Clive Manley, Civil Defence and Emergency Management Director

Commitment

No portfolio catch ups required

 

 

 

 

 

 

 

 

 

 

 

 


 

 

Community development and facilities

Topics and key projects

·    Oversight of the funding agreement with Kaipātiki Community Facilities Trust and key relationship with the Trust

·    Liaison with community placemaking groups

·    Oversight of graffiti eradication and education programmes

·    Shared oversight of youth connections (Jobs 4 Youth) programme (shared with economic development portfolio holder)

·    Key relationship with Kaipātiki Youth Board and Children’s Panel

·    Oversight of funding agreements with community houses and centres in Kaipātiki and key relationships with these organisations

·    Oversight of halls for hire in the area

·    Oversight for community leases

·    Contribution to any region wide policy and strategy for community development, safety and wellbeing

 

Key departments and contacts

Department/unit/agency

Contact

Community Development, Arts and Culture

Carole Blacklock, Senior Community Development Facilitator

Kate Holst, Team Leader Community Centres

Maureen Buchanan, Community Lease Advisor

Taylor Norman, Community Safety Advisor

Commitment

Significant portfolio. Monthly and quarterly portfolio catch-ups required as well as community meetings and participation

 

 

 

 


 

 

Economic development

Topics and key projects

·    Oversight of economic development initiatives underway including work in the Wairau Valley and development of an economic development strategy for Kaipātiki

·    Shared oversight of youth connections programme (shared with community services portfolio holder)

·    Key relationship with Auckland Tourism, Events and Economic Development

·    Contribution to any region wide policy and strategy for economic development

 

Key departments and contacts

Department/unit/agency

Contact

Economic Development(within Council)

Alison Hall, Local Economic Development Advisor

Auckland Tourism, Events and Economic Development (ATEED)

Chris Lock, Area Manager, Business Development

Lynne Butler, Regional Development Officer, Destination and Market

Commitment

Bi-monthly portfolio catch ups required

 

 

 

 

 

 

 

 

 

 

 


 

 

Finance

Topics and key projects

·    Oversight of the development of the local board agreement and local board contribution to the long term plan refresh

·    Oversight of expenditure against budget for opex and capex

·    Contribution to local board funding policy and any other regional funding policy work

 

Key departments and contacts

Department/unit/agency

Contact

Financial Advisory Services

Christine Watson, Manager

Colin Duffee, Lead Financial Advisor

 

 

Commitment

Significant portfolio – monthly catch ups required

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

Governance, planning and policy

Topics and key projects

·    Local board leadership

·    Key relationship with Governing Body and other local boards

·    Civic duties

·    Advocacy to governing body and CCOs

·    Relationships with iwi and mana whenua

·    Relationships with government departments and agencies

·    Lead on unitary plan and area planning

·    Oversight of regional and local policy and planning issues

 

Key departments and contacts

Department/unit/agency

Contact

Cross council and CCO relationships

Various

Regional and Local Planning

Ross Moffatt, Principal Planner, Planning North/West

Te Waka Angamua (Māori Strategy and Relations)

Richard Nahi, Senior Advisor Maori outcomes

Commitment

Significant weekly time commitment with weekly meetings with local board services advisory staff and attendance at numerous regional and local briefings and meetings, alongside attendance at selected portfolio catch ups where appropriate/necessary

 

 

 

 

 

 

 

 

 

 

 


 

 

Libraries

Topics and key projects

·    Oversight of Glenfield, Birkenhead and Northcote library service delivery

·    Oversight of library facility upgrades

·    Contribution to regional library developments and strategic direction

 

Key departments and contacts

Department/unit/agency

Contact

Libraries and Information department

Marion Read, Manager Local Libraries North and West

Vicki Clarke, Service Delivery Manager Pohutakawa Coast

Megan Grimshaw-Jones, Glenfield Community Library Manager

Claire Scott, Birkenhead Community Library Manager

Steve Harley, Northcote Community Library Manager

Commitment

Quarterly catch ups required

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

Built and natural environment

Topics and key projects

·    Oversight of local environmental projects including planning and planting, conservation, pest plant control and other initiatives aimed at enhancing the environment and biodiversity

·    Liaison with local conservation and restoration groups and the Kaipātiki Project

·    Oversight of coastal management including mangrove encroachment and erosion mitigation

·    Contribution to regional environmental management developments

·    Oversight of built environment including heritage, urban design guidelines and streetscape

·    Contribution to regional developments in heritage and urban design

·    Urban design champion (Auckland Council has set up local board champions to contribute to the drive toward creating the world’s most livable city. Each of the 21 local boards is asked to appoint a member as the board’s urban design champion or advocate. The governing body will also appoint an urban design champion)

 

Key departments and contacts

Department/unit/agency

Contact

Parks

Paul Duffy, Parks Volunteers and Biodiversity Co-ordinator

Environmental Strategy and Policy

Sarah Lindsay, Principal Specialist Architecture, Built Environment Unit

Heritage unit – various officers

Commitment

Quarterly catch ups required for both parts of the portfolio

 

 

 

 

 

 

 

 

 

 


 

 

Parks

Topics and key projects

·    Oversight of parks capital programme including small local improvement projects, renewals and identified projects

·    Oversight of parks maintenance

·    Oversight of implementation of Kaipātiki Connections Network Plan (jointly with transport portfolio holder)

·    Oversight of landowner consenting

·    Contribution to any region wide policy and strategy for parks

 

Key departments and contacts

Department/unit/agency

Contact

Parks, Sport and Recreation

Adi James, Parks Advisor (Kaipātiki key contact)

Matthew Ward, Team Leader Parks and Open Spaces Specialists (North-west)

Mark Culpan, Manager Asset Development and Business Support (North)

Bob Wallace, Contracts Coordinator

Commitment

Significant portfolio requiring a monthly catch up with staff

 

 

 

 

 

 

 

 

 

 

 


 

 

Recreation services

Topics and key projects

·    Oversight of sports fields and facilities including sports fields and surfaces upgrades

·    Oversight of aquatic and leisure facilities – Birkenhead, Glenfield, Activ Zone, Beach Haven

·    Liaison with sports codes

·    Oversight of strategic developments and partnerships in sport and recreation

·    Contribution to any region wide strategy and policy for sport and recreation

Key departments and contacts

Department/unit/agency

Contact

Parks, Sport and Recreation

Evan Hicks, Sports Turf Advisor

Andrew Pragnell and Paul Edwards, Recreational planning and programming

Michael Groom, Manager Aquatics and Recreation Facilities and Niamh Kinsella (Birkenhead Leisure)/Matthew Burden (Glenfield Leisure)

 

Community Policy and Planning

Paul Clark, Principal Policy Advisor

Numerous sports codes and regional sports organisations

various

Commitment

Bi-monthly catch up required with staff – potential for more significant involvement with major projects/working groups

 

 

 

 

 

 

 

 

 

 

 


 

 

Regulatory, bylaws and compliance

Topics and key projects

·    Provision of feedback on resource consent applications[2]

·    Lead member/s on swimming pool fencing exemptions

·    Liquor licensing review

·    Oversight of local bylaws development

·    Contribution to any region wide strategy and policy on bylaws

 

Key departments and contacts

Department/unit/agency

Contact

Resource Consenting

Julie Bevan, Manager Northern Resource Consenting and Compliance

Bylaws

Andrew Pickering, Manager Policies and Bylaws

Commitment

Weekly review of application lists and potential follow up with staff

 

 

 

 

 

 

 

 

 

 

 

 

Town centres and street environment

Topics and key projects

·    Oversight of significant local board projects in Birkenhead, Northcote, Glenfield and Beach Haven

·    Liaison with business improvement districts/Town Centre Associations

 

Key departments and contacts

Department/unit/agency

Contact

City Transformation

Peter Beckerleg, Team Leader North-west

Tim Sinclair, Senior Project Leader (Northcote)

Sara Dunn, Project Leader (Birkenhead)

Rachel Hume, Project Leader (Beach Haven, Glenfield)

Economic Development (within Council)

Claire Siddens, BID Partnership Advisor

Birkenhead Town Centre Association

Kae Condon, Manager

Northcote Mainstreet Association

Dean Wilson, Manager

Commitment

Significant portfolio with regular (monthly/bi-monthly) catch ups required

 

 

 

 

 

 

 

 

 

 

 

 


 

 

Transport and infrastructure

Topics and key projects

·    Liaison on all aspects of Auckland Transport business within Kaipātiki including roading, public transport, cycling and walking – both maintenance and new projects

·    Oversight of Auckland Transport discretionary capital fund for Kaipātiki

·    Oversight of implementation of Kaipātiki Connections Network Plan (jointly with parks portfolio holder)

·    Contribution to regional and sub regional transport planning and developments

·    Liaison on stormwater projects and operations (regionally funded)

·    Contribution to regional policy and strategy on stormwater

·    Liaison on Watercare projects and operations

·    Contribution to regional water supply and wastewater policy and strategy

·    Liaison on solid waste projects and operations

·    Contribution to regional solid waste policy and strategy

 

Key departments and contacts

Department/unit/agency

Contact

Auckland Transport

Marilyn Nicholls, Elected Member Relationship Manager

Watercare

Brent Evans, Local Board liaison

Stormwater

Varsha Belwalkar, Stormwater Liaison Advisor

Solid Waste

Lucy Hawcroft, Relationship Advisor

Commitment

Significant portfolio requiring monthly portfolio catch ups on transport, with less regular meetings on Watercare, stormwater and solid waste matters.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Member’s report template

 

Member’s Report: Member

Period covered by report:

 

Portfolio Activities

Meetings and other activities undertaken as portfolio lead.

 

Portfolio one:

Meeting date

Topic discussed

Attendees

Actions

 

 

 

 

 

 

 

 

 

Portfolio two:

Meeting date

Topic discussed

Attendees

Actions

 

 

 

 

 

 

 

 

 

Outside organisation appointments

Meetings of outside organisations the member has been appointed to, representing the Kaipātiki Local Board.

·   

 

Other Board Activities/Projects

·   

 

Constituent issues

·   

 

Events and functions

Events and functions attended representing the Kaipātiki Local Board.

·   

 

 



Kaipātiki Local Board

13 November 2013

 

 



Kaipātiki Local Board

13 November 2013

 

 

Members' reports

File No.: CP2013/25319

 

  

 

Executive Summary

An opportunity is provided for members to update the Board on the projects and issues they have been involved with since the last meeting.

 

Recommendation/s

That the Kaipātiki Local Board:

a)   receives any verbal reports of members.

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Rebecca Turner - Democracy Advisor

Authorisers

Eric Perry - Team Leader, Region-wide, Community and Cultural Policy

 


Kaipātiki Local Board

13 November 2013

 

 

Workshop Record - Wednesday, 4 September and Wednesday, 30 October 2013

 

File No.: CP2013/25315

 

  

 

Purpose

1.       The purpose of this report is to record the Kaipātiki Local Board workshops held on Wednesday, 4 September and Wednesday, 30 October 2013.

Executive Summary

2.       At the workshop held on Wednesday, 4 September 2013, the Kaipātiki Local Board heard briefings on:

·    Northcote Safe Cycle Route project

·    Stormwater bylaws

·    Signage bylaws

·    Kaipātiki Track Network projects

·    Birkenhead Transformation Programme.

3.       At the workshop held on Wednesday, 30 October 2013, the Kaipātiki Local Board heard briefings on:

·    Finance Introduction 

·    Communications Introduction

·    Local board agreement.

 

 

Recommendation/s

That the Kaipātiki Local Board receives the Workshop Record, Wednesday, 4 September and Wednesday, 30 October 2013 report.

 

Attachments

No.

Title

Page

a

Kaipātiki Local Board Workshop Record for Wednesday, 4 September 2013

123

b

Kaipātiki Local Board Workshop Record for Wednesday, 30 October 2013

125

    

Signatories

Authors

Rebecca Turner - Democracy Advisor

Authorisers

Eric Perry - Team Leader, Region-wide, Community and Cultural Policy

 


Kaipātiki Local Board

13 November 2013

 

 


Record of Workshop

 

What:                Kaipātiki Local Board Workshop

 

Where:              Kaipātiki Local Board Office, 90 Bentley Ave, Glenfield

 

When:               Wednesday, 4 September 2013

 

Who:                Kaipātiki Local Board Members:

                        Chairperson: Lindsay Waugh

                        Deputy Chairperson: Nick Kearney

                        Grant Gillon

                        Vivienne Keohane

                        Chris Marshall

                        Kay McIntyre QSM

 

            Presenters:

            Auckland Council:

            Daniel Pouwels – Policy Analyst

Ghida Sinawi – Stormwater Liaison Advisor

Kristin Spyve – Policy Analyst

Julie Crabb – Project Manager Capital Projects

John McKellar – Project Manager - Capital Projects

Adi James – Parks Advisor

Sara Dunn – Project Leader

Peter Beckerleg – Team Lead City Transformation-North/West

 

            Auckland CCOs:

            Jacqueline Robson – Investigation and Design Manager - North, Auckland Transport

            Andy Lightowler – Consultant, Beca Group Limited

Nicola Marie – Community Transport Coordinator

Zane Bray – Community Transport Coordinator

Charlene Liew – Transport Policy Analyst, Auckland Transport

            Marilyn Nicholls – Elected Member Relationship Manager, Auckland Transport

Chris Thomas – Principal Engineer – Investigation & Design, Auckland Transport

Simon Lough – Principal Specialist – Urban Design & Public Art, Auckland Transport

 

            Local Board Services:

            John Duthie – Acting Relationship Manager (Kaipātiki Local Board)

            Sarah Broad – Senior Local Board Advisor

 

Apologies:       John Gillon

                        Richard Hills

 

Item

Presenters

1.         Northcote Safe Cycle Route project

 

This session updated the Kaipātiki Local Board on the Northcote Safe Routes project.

 

Auckland Transport will be presenting the preliminary findings of their Feasibility Study for the Northcote Safe Cycle Route project for walking and cycling.

 

 

Jacqueline Robson

Andy Lightowler

Nicola Marie

Zane Bray

2.         Stormwater bylaws

 

This session updated the Kaipātiki Local Board on the stormwater bylaw review. This includes current and possible Council involvement and issues and possible approaches to those.

 

Specific areas covered included:

·      Maintaining the effectiveness of public infrastructure;

·      Managing and enhancing freshwater ecology;

·      Monitoring/enforcement of stormwater issues;

 

 

Daniel Pouwels

Ghida Sinawi

 

3.         Signage bylaws

 

This session updated the Kaipātiki Local Board on the joint Auckland Transport and Auckland Council review of legacy bylaws, district plan rules and regional plan rules that relate to signage throughout Auckland.

 

The purpose of the Signage Bylaw Issues and Options paper is to help define signage issues that may be considered a public nuisance or risk to public safety, and to provide options to identify the most appropriate way to address those issues.

 

 

Kristin Spyve

Charlene Liew

4.          Kaipātiki Track Network projects

 

This session updated the Kaipātiki Local Board on the status of the following projects:

·      the Onepoto Walkways and Cycleways project;

·      the Le Roys Bush connection; and

·      the Greenslade toilet and change rooms.

 

 

Julie Crabb

John McKellar

Adi James

5.         Birkenhead Transformation Programme

 

This session updated the Kaipātiki Local Board on the status of the Birkenhead Transformation Programme.

 

 

Sara Dunn

Peter Beckerleg

Marilyn Nicholls

Chris Thomas

Simon Lough

 


Kaipātiki Local Board

13 November 2013

 

 


Record of Workshop

 

What:                Kaipātiki Local Board Workshop

 

Where:              Kaipātiki Local Board Office, 90 Bentley Ave, Glenfield

 

When:               Wednesday, 30 October 2013

 

Who:                Kaipātiki Local Board Members:

                        Dr Grant Gillon

                        John Gillon

                        Danielle Grant

                        Ann Hartley JP

                        Richard Hills

                        Kay McIntyre QSM

                        Lorene Pigg

                        Lindsay Waugh

 

                        Presenters:

                        Auckland Council:

                        Colin Duffee – Lead Financial Advisor

                        Christine Watson – Manager Financial Advisory Services, Local Boards

                        Joanna Glasswell – Communications Advisor, Local Boards

                        Sarah Young – Integrated Communications Manager, Local Boards

                        Francis Martin – Senior Communications Advisor, Local Boards

 

                        Local Board Services:

                        Sarah Broad – Senior Local Board Advisor

 

 

Item

Presenters

1.         Finance Introduction 

 

The purpose of this session was to provide an overview of the financial support provided to the local board.

 

 

Colin Duffee

Christine Watson

 

 

2.         Communications Introduction

 

The purpose of this session was to provide an overview of the communications support provided to the local board

 

 

Joanna Glasswell

Sarah Young

Francis Martin

3.         Local board agreement

 

The purpose of this session was to discuss the Local Board Agreement for 2014/2015.

 

 

Sarah Broad

 

    

    



[1] Based on all local board meetings held between July and December 2012

[2] In the previous electoral term, the governing body considered the role of local boards in

regulatory matters, and resolved, amongst other things, that local boards be given the

opportunity, within statutory timeframes, to provide their views on whether or not certain

applications should be notified.

 

The council’s Resource Consents department worked with local boards to establish a process for local board input: a portfolio holder or spokesperson provides comments within three working days on applications that the board requested and that trigger local board input. Those comments are then included in the planners' report on the application.

 

By enabling local boards to have input into notification decision, the local voice can be heard

at an early stage in the resource consent process.

 

Local boards that wish to have input into notification decisions on applications that trigger

local board input, should appoint a lead and alternate for this role.