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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Tuesday, 10 December 2013

9.30am

Upper Harbour Local Board Office
30 Kell Drive
Albany

 

Upper Harbour Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Brian Neeson, JP

 

Deputy Chairperson

Lisa Whyte

 

Members

Callum Blair

 

 

John McLean

 

 

Margaret Miles, JP

 

 

Christine Rankin-MacIntyre

 

 

(Quorum 3 members)

 

 

 

Lesley Sharp

Local Board Democracy Advisor

 

3 December 2013

 

Contact Telephone: (09) 414 2684

Email: lesley.sharp@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 

Portfolio Activity

Responsibilities

Board Lead/s and Alternate

1

Governance

·         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

Brian Neeson

Lisa Whyte

 

2

Regulatory & Bylaws / Civil Defence Emergency Management

.

·         Resource consents

·         Heritage

·         Liquor

·         Gambling

·         Swimming pools fencing

·         Trees

·         Bylaws

·         Relationships with the Civil Defence Emergency Management Group

·         Community preparedness, disaster response, relief, and recovery

Callum Blair

John McLean

Christine Rankin-MacIntyre

Margaret Miles (Resource Consents only)

3

Events / Arts and Culture

 

·         Community celebration

·         Community identity

·         Neighbourhood gatherings and renewal

·         Event compliance

·         Relationship with ATEED

·         Relationship with Regional Facilities CCOs

·         Tourism

·         Artistic and cultural service levels

·         Promoting all aspects of artistic endeavour

·         Development of public art strategy and policy

Margaret Miles

4

Community and social well-being / Local Facilities

 

·         Community development

·         Neighbourhood relationships

·         Funding for neighbourhood projects

·         Community safety (excl. town centres)

·         Graffiti removal

·         Community advocacy

·         Relationships with Youth

·         Leisure centres

·         Community houses

·         Halls

·         Community hubs

·         Arts facilities

·         Community Partnerships

·         Asset Management

Callum Blair
Margaret Miles

 

5

Libraries

·         Stewardship of libraries

·         Mobile library

Christine Rankin-MacIntyre
Lisa Whyte

 


 

 

Portfolio Activity

Responsibilities

Board Lead/s and Alternate

6

Sports parks and recreation (active) / Parks, Reserves and playgrounds (passive)

 

·         Stewardship of sports parks

·         Stewardship of recreation facilities

·         Relationship with sports clubs

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

·         Design and maintenance

·         Plantings, playgrounds, bollards, and walkways

·         Skateparks

·         Track Network development

Margaret Miles

Lisa Whyte

7

Town Centres

·         Town centre renewal

·         Design and maintenance

·         Community safety within town centres

·         Business Improvement Districts liaison

·         Urban design

·         Built Heritage

Margaret Miles
Brian Neeson

8

Transport / Regional Transport and CBD development

 

·         Local transport projects and public transport

(incl. roading, footpaths, cycleways)

·         Liaison on regional Transport matters

·         2nd harbour crossing

·         Bridge walk cycleway

·         Inner City Rail Link

·         Waterfront development

·         CBD master plan

John McLean
Margaret Miles

9

Natural Environment

.

·         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

·         Bio security

John McLean
Callum Blair

Lisa Whyte

(waste minimisation only)

10

Economic Development / Financial oversight

 

·         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

·         Budgets

·         Project expenditure

·         Monitor GB strategy and Finance

·         Service Levels

·         Local funding policy

Lisa Whyte
Margaret Miles

 

 


Upper Harbour Local Board

10 December 2013

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Welcome                                                                                                                         7

2          Apologies                                                                                                                        7

3          Declaration of Interest                                                                                                   7

4          Confirmation of Minutes                                                                                               7

5          Leave of Absence                                                                                                          7

6          Acknowledgements                                                                                                       7

7          Petitions                                                                                                                          7

8          Deputations                                                                                                                    7

8.1     Deputation from the Upper Harbour Local Board Youth Caucus                  7

9          Public Forum                                                                                                                  7

10        Extraordinary Business                                                                                                8

11        Notices of Motion                                                                                                          8

12        Road name approval for Stage 5A Superlot VI at Hobsonville Point                      9

13        Parks, Sports & Recreation Quarterly Update to the Upper Harbour Local Board for the July-September 2013 Period                                                                                      13

14        Foundation Infrastructure Budget Approval                                                            19

15        Discretionary funding application from Achilles International                              35

16        Auckland Transport Update to the Upper Harbour Local Board, November 2013      43

17        Northern Joint Funding Committee                                                                          47

18        Appointments to Outside Organisations                                                                  61

19        Developing the Local Board Plan                                                                              73

20        Local board agreement 2014/2015                                                                             79

21        Generic documents received for information - November 2013                            83  

22        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 Upper Harbour Local Board:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 26 November 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

 

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

 

7          Petitions

 

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

 

8          Deputations

 

8.1       Deputation from the Upper Harbour Local Board Youth Caucus

Purpose

The Upper Harbour Local Board Youth Caucus will be in attendance to present their findings of an informal study of community facilities in the Upper Harbour area.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      receives the deputation from the Upper Harbour Local Board Youth Caucus and thanks them for their attendance and presentation.

 

 

 

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.

 


Upper Harbour Local Board

10 December 2013

 

 

Road name approval for Stage 5A Superlot VI at Hobsonville Point

 

File No.: CP2013/25817

 

  

Purpose

1.       To present and seek the approval of the Upper Harbour Local Board for road names for the Stage 5A subdivision at Hobsonville Point.

Executive Summary

2.       The Stage 5A subdivision at Hobsonville Point has been granted approval.  The Hobsonville Land Company (HLC) has applied for approval of two road names for this stage.

3.       The proposed road names are Nugget Avenue and Teal Way.

4.       The names are reflective of Air Force history and the fauna of the area.

5.       The names are not outside the procedures and guidelines currently being developed for the naming of streets in an Auckland Council region-wide context.

6.       Nugget Avenue is not duplicated in the wider Auckland Region.  Teal Way is duplicated elsewhere with different “road type” designations: Teal Crescent, in Beach Haven, and Teal Court, Stanmore Bay, in Whangaparaoa.  The road type distinction and the neighbourhood separation (Hobsonville Point versus Beach Haven or Stanmore Bay) will prevent any confusion for emergency services.

7.       The HLC has stated that it is not possible to submit all future street name requests at one time as masterplanning has not been completed for the whole area.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      supports the proposed road names Nugget Avenue and Teal Way for road names for the Stage 5A subdivision at Hobsonville Point.

 

Discussion

8.       The names being put forward are ‘Nugget Avenue’ for the road currently known as ‘Western Ave’, and ‘Teal Way’ for Road 1 shown on the attached plans.

9.       The Secondary School staff was consulted on these names as both roads are by them, and the Placemaking Advisory Committee was also consulted. The Placemaking Advisory Committee is comprised of representatives from Ngati Whatua o Kaipara, Te Kawerau a Maki, the Hobsonville Point Primary and Secondary schools, Auckland Council and the Upper Harbour Local Board.

10.     Nugget Avenue (presently known as Western Ave) is named after Ronald "Nugget" Cohen who was based there in the 30's and 50's.  He was a Flying Officer, Air Commodore, and for a short time, Base Commander.  He got his name for 'being worth his weight in gold in the air'.  The school really liked the name 'Nugget', stating "as well as being the nickname, in Air Force slang it translates as 'inexperienced aviator' - kind of like us - finding our way, building a new school".  This road will eventually lead into an area that will also have former Air Force personnel names (currently the 'Off base housing' area that has streets named after Air Force personnel - Calder, Morrison, Wallingford etc.).  “We want to continue with this association by having the road named after someone from the Air Force in the same era.”

11.     Teal Way is suggested for Road 1.  This was supported because the teal duck is an endangered species of this area, but is also the name of an airline that used to fly in and out of Hobsonville.

Consideration

Local Board Views

12.     Procedures and guidelines for road naming are currently being developed by Auckland Council to achieve consistent region-wide protocols and policies on road naming.  The avoidance of name duplication is a key tenet in road naming from an emergency services perspective.

13.     The legacy Waitakere Council guidelines typically required that road names either have some local historical significance, reflect the natural characteristics of the land or locality, or establish or extend a theme in a locality.

14.     The names are considered to be consistent with the aforesaid procedures and guidelines.

15.     Nugget Avenue is not duplicated in the wider Auckland Region.

16.     Teal Way is duplicated elsewhere with different “road type” designations:  Teal Crescent in Beach Haven, North Shore, and Teal Court, Stanmore Bay, in Whangaparaoa.  The road type distinction and the neighbourhood separation (Hobsonville Point versus Beach Haven or Stanmore Bay) will prevent any confusion for emergency services.

Maori Impact Statement

17.     It is considered that there is no significance to Maori as a result of the proposed road names, and that there will be no adverse effects on Maori communities.  The Placemaking Advisory Committee for Hobsonville Point is comprised of representatives from Ngati Whatua o Kaipara, Te Kawerau a Maki, the Hobsonville Point Primary and Secondary schools, Auckland Council and the Upper Harbour Local Board.  Maori names have previously been assigned to other roads in the wider Hobsonville Point development.

General

18.     The decision to approve the road names does not trigger any specific policy or have any impact on the immediate and wider community or have any legal or cost implication to the Council.

19.     Once the road names have been endorsed, the usual statutory process will be followed with Land Information New Zealand (LINZ) and other necessary parties advised as part of subdivision compliance processes.

Implementation Issues

20.     Auckland Transport will ensure that appropriately compliant road signage is installed by the consent holder in conjunction with the completion of the subdivision.  The consent holder will be responsible for erecting the new road name signage.

 

Attachments

No.

Title

Page

a

Road Names Stage 5 Hobsonville Point

11

      

Signatories

Authors

Katrina Channing - Unit Administrator

Authorisers

Heather Harris - Manager Resource Consents

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 



Upper Harbour Local Board

10 December 2013

 

 

Parks, Sports & Recreation Quarterly Update to the Upper Harbour Local Board for the July-September 2013 Period

 

File No.: CP2013/26245

 

  

Purpose

1.       This report provides an overview of the Parks, Sports and Recreation (PSR) activities for the July to September 2013 quarter. 

Executive Summary

2.       The Parks, Sports and Recreation (PSR) September 2013 quarterly report to the Local Board seeks to update members on the activities carried out by the PSR units – Local and Sports Parks (LSP), Recreation Planning and Programming (RPP), Regional and Specialist Parks (RSP) and Asset Development and Business Support (ADBS) – for the July to September 2013 quarter.  The information included is a summary of key departmental indicators within the local board area. 

 

Recommendation/s

That the Upper Harbour Local Board:

a)      receives the Parks, Sports and Recreation quarterly update.

Discussion

3.       The Parks, Sports and Recreation department (PSR) have been presenting local board quarterly reports since the January to March 2011 quarter.  PSR have reviewed the content and format of the report with the intention of making it both concise and more meaningful to the board.  The A3 report format presents a summary of key indicators and comments on progress.  It provides a snapshot of historical performance over the quarter. 

Consideration

Local Board Views

4.       Local Board feedback on the report will assist to enhance its future effectiveness. 

Maori Impact Statement

5.       Iwi will be advised of any projects that may have significance to them and will be consulted with accordingly. 

 

Attachments

No.

Title

Page

a

Capex Project Summary: Upper Harbour

15

b

Upper Harbour Local Board Quarterly Report

17

Signatories

Authors

Naila D'Souza - Programme Coordinator

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

Eric Perry - Relationship Manager

 

 


Upper Harbour Local Board

10 December 2013

 

 


Upper Harbour Local Board

10 December 2013

 

 


Upper Harbour Local Board

10 December 2013

 

 



Upper Harbour Local Board

10 December 2013

 

 

Foundation Infrastructure Budget Approval

 

File No.: CP2013/27367

 

  

 

Purpose

1.       Foundation Infrastructure funding of $384,801 assigned to the Upper Harbour Local Board for the 2013-14 financial year remains un-allocated. The purpose of this report is to seek approval to access $240,000 from the Foundation Infrastructure budget for two candidate parks projects at Hosking and Sanders Reserves.

Executive Summary

2.       Foundation Infrastructure budget specifically allocated to return land acquired through acquisition to appropriate specification for future public use.  This could entail earthworks, building removal, demolition or conversion from different land use, replanting etc.

3.       Foundation Infrastructure funding assigned to the Upper Harbour Local Board for the 2013-14 financial year remains un-allocated. The Parks Advisor for Upper Harbour has scoped two potential projects: Hosking Reserve stage 1 and 2 Development and Sanders Reserve restoration planting. Both projects have been scoped and indicative costings have been assigned.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      allocates $240,000 of Foundation Infrastructure funding to progress scoped projects at Hosking and Sanders Reserves in the 2013-14 financial year.

 

Discussion

4.       Hosking Reserve is located at 463 Dairy Flat Highway (SH 17), Lucas Heights, approximately 2 kilometres north of Albany village. Local and Sports Parks North is working towards developing Hosking Reserve for use by the general public. It is envisaged that the development of Hosking Reserve will take place in two stages over three years, with stage one taking two years and stage two, one year. Currently there is no formal access to the reserve; however there are two access roads from Dairy Flat Highway and Hobson Road respectively. The reserve is currently leased for grazing of horses and sheep. Hosking Reserve contains small pockets of secondary regenerating forest and shrub land and areas of open pastoral land (refer to Attachment A for a full scoping report).

5.       Stage 1 – Building Removal: There are a number of buildings and other assets associated with former use of the site. These include a water pump, generator shed and concrete pads (base of former buildings).There is also a building that previously functioned as a chicken hatchery. This building contains asbestos and is prioritised for removal (Stage 1). An initial costing has been provided by an approved asbestos removal contractor.

6.       Stage 2 – Stock Fencing Re-instatement: Stock fencing is in relatively poor condition around the site. New fencing should be installed to protect stock and existing vegetation. A fencing survey is recommended to prioritise repairs, however indicative costing and approximate metre length is still required.

7.       Sanders Reserve is a 41 hectare parcel of land held for recreation purposes. The land is still in the process of conversion from a working farm to public recreation use. In managing the change, the legacy North Shore City Council put in place a long-term planting strategy which will see existing ecological and cultural values protected and future values, including enhanced recreation.  

8.       One of the legacy North Shore City Council’s (NSCC) main objectives for Sanders Reserve was to develop the area into a place that provides for a range of recreation activities while also providing for ecological restoration, enhancement and retention of rural character. This reserve has city wide significance due to its size, remoteness and rural character.  (refer to Attachment B). Budget is required to continue with the large scale long-term restoration planting of Sanders Reserve.          

Consideration

Local Board Views

9.       This proposal has been work shopped with parks portfolio holders who have supported the proposal in principle.

Maori Impact Statement

10.     Iwi consultation will be undertaken as required on a project by project basis.

General

11.     Each of the proposed projects has been presented to the Local Board parks portfolio holders at a recent workshop.  Approval in principle has been given for the listed projects.  Additional consultation will be carried out for specific projects where required, once funding has been allocated.

Implementation Issues

12.     There are no implementation issues anticipated at this time

 

Attachments

No.

Title

Page

a

Hosking Scoping Report

21

b

Sanders Reserve Management Plan  Section 1 & 7.7

33

     

Signatories

Authors

Tony Hart  - Parks Advisor

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 












Upper Harbour Local Board

10 December 2013

 

 



Upper Harbour Local Board

10 December 2013

 

 

Discretionary funding application from Achilles International

 

File No.: CP2013/27856

 

  

 

Purpose

1.       To present a discretionary funding application from Achilles International for consideration by the Upper Harbour Local Board.

Executive Summary

2.       A discretionary community grant fund to the value of $107,121 is available to the Upper Harbour Local Board in the 2013/2014 financial year for allocation in support of community based initiatives.  To date, an amount of $65,294 has been allocated from this fund, leaving a balance of $41,827 for future distribution.

3.       Achilles International have tried unsuccessfully to access the new electronic system utilised by council in order to apply for a discretionary community grant. 

4.       Due to the fact that the lack of access to the SmartyGrants system is of no fault of Achilles International, the organisation was advised to apply to the board for a grant by way of an official letter (presented as Attachment A).

5.       Achilles International is seeking funding to the value of $3,000 towards the hosting of the fourth Hope & Possibility Run, to be held on Sunday 26 February 2014 at North Harbour Stadium.

6.       The organisation is requesting funding due to the fact that there has been a significant reduction in their funding, and there is a shortfall in the funding received from the Lion Foundation.

 

Recommendations

That the Upper Harbour Local Board:

a)      considers the application from Achilles International. 

b)      grants funding to the Achilles International towards the hosting of the fourth Hope & Possibility Run, to be held on Sunday 26 February 2014 at North Harbour Stadium, from its discretionary community grant fund.

 

Discussion

7.       The discretionary community grant fund provides the opportunity for the Upper Harbour Local Board to support local community organisations in completing small local projects for the betterment of the community.

8.       Should the Upper Harbour Local Board so wish, it does have the opportunity to refer the application to a more appropriate fund.

Consideration

9.       The Upper Harbour Local Board is responsible for the decision-making and allocation of local board discretionary community grant funding.

10.     The board supports local community initiatives, which assist in building a strong sense of community and ensures that each community maintains its own identity.

Local Board Views

11.     Local board views will be discussed at the meeting on 10 December 2013 and will be reflected in the final funding decisions.

Maori Impact Statement

12.     This fund does not specifically target Maori groups; however, Maori communities are likely to benefit from the support by the local board, alongside other groups in the community.

General

13.     The decisions sought within this report fall within the local board delegations.

14.     The decisions sought do not invoke the Auckland Council Significance Policy.

Implementation Issues

15.     Once the Upper Harbour Local Board has resolved the funding application, staff will contact the applicant to notify them of the outcome and commence contracting and payment.

 

Attachments

No.

Title

Page

a

Achilles Hope & Possibility Application Letter

37

b

Achilles Hope & Possibility budget

39

c

Achilles Hope & Possbility Pamphlet

41

     

Signatories

Authors

Karen Marais - Local Board Services

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 



Upper Harbour Local Board

10 December 2013

 

 



Upper Harbour Local Board

10 December 2013

 

 


Upper Harbour Local Board

10 December 2013

 

 

Auckland Transport Update to the Upper Harbour Local Board, November 2013

 

File No.: CP2013/27773

 

  

 

Purpose

 

1.       The purpose of this report is to respond to local board requests on transport-related matters and to provide information to elected members about Auckland Transport activities.

2.       The report provides an update on transport matters for the information of the Upper Harbour Local Board and a register of transport issues in the Board’s area, as collated by Auckland Transport’s Elected Member Relationship Manager North.

 

Recommendation/s

That the Upper Harbour Local Board:

receives the Auckland Transport Update to the Upper Harbour Local Board for November 2013 report.

 

Discussion

Update on Local Board Capital Transport Fund

 

3.       The Board has resolved to contribute a total of $674,132, being its full allocation of funding through the Local Board Capital Transport Fund for 2012/2013 and 2013/2014, to the upgrade of Tauhinu Road, Greenhithe, part of the Greenhithe Streets Upgrading Programme promoted by the former North Shore City Council.

4.       There have been a number of implementation challenges and there will be a delay in construction beginning.  The rehabilitation budget has been brought forward so that money can be assigned to the renewal works in Tauhinu Rd that need to be done in conjunction with the kerb and channel being funded by the Local Board.  The design and cost of the rehabilitation is still to be confirmed and agreed.

5.       There is a Watercare water main on the western side of Tauhinu Rd. Consent has been requested and given by Watercare, to allow works within this water main area.

6.       The design of the stormwater system requires sign off. This is expected to be finalised by January.

7.       Further feedback from the Local Board is required in order to finalise the gateway treatment at the motorway end of Tauhinu Rd. Auckland Transport will seek feedback from the Local Board at a workshop in the new year.

8.         At this stage it is anticipated that construction will be completed in this financial year.

AT HOP Update

 

9.         AT HOP card can now be used on all Metrolink buses from Sunday 24 November 2013.

10.     Passengers who use different services are encouraged to maintain a balance on their purple HOP card in addition to their new AT HOP card until Go West and Waka Pacific launch AT HOP later this year.

11.     Customer information including posters (on-board and bus shelter), LINK bus screen, internet and a tear off pad for ambassadors and bus drivers.

12.     The launch campaign activity includes ambassadors providing information and assistance to customers as they learn to use the AT HOP card. Ambassadors will also be covering Metrolink outer school bus routes and cross routes where Metrolink buses travel on Go West or Waka Pacific.

13.     Information will be posted on the AT HOP website (www.athop.co.nz) as each bus service moves towards launching the card system.

Issues Update

 

14.     The following Issues Update comprises issues raised by Elected Members and Local Board Services staff to 26 August 2013:

 

Location

Issue

Status

The Avenue/SH17 intersection, Albany

Request for safety assessment of The Avenue/SH17 intersection, Albany.

This project is currently with Road Corridor Operations and Investigation and Design staff for further investigation. There is no further update.

Kyle Road, Greenhithe

Complaints about process and safety of Kyle Road, Greenhithe.

At the Upper Harbour Local Board meeting on Tuesday, 13 August 2013, a resident of Wicklam Lane, Greenhithe, made a presentation to the Board about the consultation process for the Kyle Road project, the consent granted for a number of vehicle crossing points on to Kyle Road from a recent subdivision, the lack of evidence about the effectiveness of speed tables installed, parking on the berm areas/footpaths and the state of the berm at the corner of Wicklam Lane/Kyle Road.

 

Referred to Investigation and Design, Road Corridor Operations, Road Corridor Access and Parking and Enforcement.

Sustainable Transport Plan 2006-16

Request as to whether Auckland Regional Transport Authority’s "Sustainable Transport Plan 2006-16” had been updated by Auckland Transport.

On 16 August 2013 Local Board staff asked whether Auckland Transport has updated the former Auckland Regional Transport Authority’s "Sustainable Transport Plan 2006-16”, which analysed / forecast in detail passenger transport, walking and cycling and vehicle trips over the period.

 

Referred to Community Transport staff.

Bluebird Crescent, Unsworth Heights

Request for information regarding legacy North Shore City Council project to provide a walking/cycling link from Bluebird Crescent to Upper Harbour Highway.

On 15 August Member Whyte queried the possible provision of a walking/cycling link being provided from Bluebird Crescent, Unsworth Heights, to Upper Harbour Highway, an old North Shore City Council legacy project.

 

Referred to Community Transport staff.


Consideration

 

Local Board Views

15.       This report is for the Local Board’s information.

 

Maori Impact Statement

16.       No specific issues with regard to the Maori Impact Statement are triggered by this report.

 

General

17.     The activities detailed in this report do not trigger the Significance Policy. All programmes and activities are within budget/in line with the Council’s Annual Plan and LTP documents and there are no legal or legislative implications arising from the activities detailed in this report.

Implementation

18.       There are no implementation issues.

 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Melanie Dale - Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon - Team Leader Relationship Managers, Auckland Transport

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 

Northern Joint Funding Committee

 

File No.: CP2013/26571

 

  

 

Purpose

1.       To seek the local board’s agreement:

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

·      the Terms of Reference for the Northern Joint Funding Committee

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

 

Executive Summary

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

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

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

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

 

 

Recommendation/s

That the Upper Harbour Local Board:

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

b)     Endorses the draft Terms of Reference for the Northern Joint Funding Committee.

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

 

Discussion

6.       The Northern Joint Funding Committee was a joint committee established by the five northern local boards - Devonport-Takapuna, Kaipatiki, Upper Harbour, Hibiscus and Bays and Rodney Local Boards. It had decision-making responsibility to allocate grants through the legacy community funding schemes.

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

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

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

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

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

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

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

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

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

Consideration

Local Board Views

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

Māori Impact Statement

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

General

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

Implementation Issues

19.     The Northern Joint Funding Committee would administer the following funds:

·    The following legacy North Shore City Council funds:

Events Sponsorship Fund

Strengthening Communities Fund – Discretionary Grants

Strengthening Communities Fund – Facility development

Heritage Fund

Community board local events fund

 

·    The following legacy Rodney District Council funds:

Heritage Item Assistance Fund

Large Grants Fund – Community

Large Grants Fund – Youth

Large Grants Fund – Recreation

Small Grants Fund – Youth

Community Grants Scheme

Short Term Response Fund

Environmental Education Fund

Natural Heritage Fund

20.     The Northern Joint Funding Committee will hold a meeting early in 2014 to consider procedural matters including but not limited to:

i)          electing a Chair and Deputy Chair

ii)         adopting the Terms of Reference (attached).

 

 

Attachments

No.

Title

Page

a

Agenda report to the local boards May / June 2013

51

b

Draft terms of reference

57

    

Signatories

Authors

Carole Canler - Advisor

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 







Upper Harbour Local Board

10 December 2013

 

 




Upper Harbour Local Board

10 December 2013

 

 

Appointments to Outside Organisations

 

File No.: CP2013/27689

 

  

 

Purpose

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

Executive Summary

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

3.       This report provides details of the appointments and outlines the relevant appointments for the board’s consideration.

 

Recommendation/s

That the Upper Harbour Local Board:

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

Organisation

Lead

Alternate

Associations

 

 

Local Government New Zealand Zone One

 

 

Business Associations

 

 

North Harbour Business Association

 

 

Stakeholder groups

 

 

Albany Community Coordinator Management Committee

 

 

Trusts

 

 

Rosedale Sports Trust

 

 

North Shore Heritage Trust – joint appointment Devonport-Takapuna, Kaipătiki, Upper Harbour and Hibiscus and Bays)

 

 

 

Discussion

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

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

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

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

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

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

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

·      a resource consent requiring the formation of a representative committee.

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

7.       During the interregnum, all outside organisations that the board historically made appointments to were contacted to:

·      better understand the purpose of the organisation

·      define and clarify its relationship with council

·      understand the role of the elected member with the organisation, and

·      clarify the time commitment expected.

8.       A brief summary of the responses from the outside organisations who responded is set out in Attachment A.

9.       In the event that further requests for board representation are received from other organisations, these will be brought to the board at a future business meeting.

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

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

·      historical relationships

·      relevance and interest

·      time commitment

·      potential for a conflict of interest

·      relevance to and inter-relationship with the portfolio within which the organisation falls.

12.     In addition, the governing body has delegated joint appointment to the North Shore Heritage Trust to the Devonport-Takapuna, Kaipătiki, Upper Harbour and Hibiscus and Bays local boards (Resolution GB/2013/126).  Once each board has considered the issue, the boards will need to resolve the issue if there is more than one nomination received.  In the last triennium, the boards’ representative on the Trust was Dianne Hale.

Local Government New Zealand

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

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

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

BID Partnership Programmes

16.     There are 46 Business Improvement District (BID) Partnership Programmes operating within the Auckland region.  The programme provides a focal point for local business clusters to assist and help themselves in creating local employment opportunities.  It provides a means for local innovation and economic growth.  Details of the programme and the role of the local boards are provided in Attachment C.

17.     There is one local Mainstreet or Business Improvement District in the Upper Harbour Local Board area.

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

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

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

Consideration

Local Board Views

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

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

 

Maori Impact Statement

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

General

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

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

26.     Elected representatives are encouraged to disclose memberships to external organisations in the conflict of interest register.

Implementation Issues

27.     The venues for Local Government New Zealand Zone One meetings are shared across the entire Zone One area, and members may incur some travel costs as a result of appointment.


 

Attachments

No.

Title

Page

a

Upper Harbour Appointments to Outside Organisations

65

b

Local Government New Zealand

67

c

Business Improvement Districts

71

     

Signatories

Authors

Andy Roche - Local Board Advisor

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 

Upper Harbour – Appointments to Outside Organisations

Name of Organisation

Purpose of Organisation

Relationship with Council

Role of the Elected Member

Frequency of Meetings

Any other Information

Rosedale Sports Trust

Sports

Lease of Council Property

Trustee subject to the invitation by the Trust

Monthly

Last term representative Lisa Whyte (Margaret Miles alternate)

 

North Harbour Business Association

Business Association

Business improvement district

Member Executive Committee (non-voting) and general liaison

Monthly Executive Committee meetings,  3rd Tuesday of each month. 4-6pm

Last term representative Brian Neeson

 

The Association has asked that the economic development portfolio holder for this term be appointed.

 

 

Albany Community Coordinator Management Committee

Community Development

Contract

Member Executive Committee (voting)

Last term representative Christine Rankin-MacIntyre

 

The CoCo has allocated a seat on the Board to council at the AGM

 

 

 


Upper Harbour Local Board

10 December 2013

 

 




Upper Harbour Local Board

10 December 2013

 

 


Upper Harbour Local Board

10 December 2013

 

 

Developing the Local Board Plan

 

File No.: CP2013/27159

 

  

 

Purpose

1.       The purpose of this report is to formally commence the process to develop a new local board plan (LBP) by the statutory deadline of 31st October 2014.

Executive Summary

2.       The board reflected on the utility and attributes of the current LBP and provided its initial views on how it wished to develop the 2014 – 2017 LBP, at a workshop held on 12 November 2013.

3.       This report briefly:

·    overviews the statutory objectives of, and requirements for, the preparation of the LBP

·    asks the board to confirm that it:

will use an amended version of the two stage process used during the first triennium to develop its LBP

will use the 2011 LBP as the starting point for developing the 2014-2017 LBP

wishes to develop an additional priority, focusing on its community’s expectations for Auckland Council’s accountability to Upper Harbour residents

wishes to undertake initial engagement with its community, primarily via electronic means

·  suggests a number of additional issues identified post the workshop, which the board may wish to consider for scoping and possible inclusion in the LBP.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      Confirms the use of the vision and priorities set out in the 2011 local board plan as the starting point for the development of the 2014-2017 local board plan.

b)      Identifies any additional priorities, key projects or initiatives it wishes to include in the material for the first round of informal engagement.

c)      Confirms that the approach set out in the agenda report for the first round of informal engagement is correct.

d)      Delegates responsibility for signing off the first round engagement plan to the Chairperson and Deputy Chairperson, by 31 January 2014.

 

 

Discussion

Statutory Requirements

4.       Section 20 of the Local Government (Auckland Council) Act 2009 requires each local board to prepare a new LBP for adoption by 31 October 2014.  In summary, the LBP’s purpose is to:

·  reflect the priorities and preferences of the local community on the level and nature of local activities provided by Auckland Council

·  identify community interests and preferences for input into regional strategies, policies, and bylaws

·  provide a basis for developing the local board agreement for each of the following three years

·  to inform the development of the next Long Term Plan

·  provide a basis for accountability of the local board to its communities

·  provide an opportunity for people to participate in decision-making processes on the nature and level of local activities to be provided by council, within the local board area.

5.       Local boards must use the special consultative procedure (SCP) to consult on their draft LBPs.  The LBP is developed and owned by the board and does not require governing body approval.

6.       For the local board and its community, the LBP is a strategic document that guides decision-making and service delivery over the life of the LBP and beyond.

Developing the LBP

7.       The process used to develop all 21 LBPs has been reviewed and a number of systemic process improvements identified, which have been incorporated into the planning for the LBP.

8.       It is intended that the 2014-2017 LBP will be a document that is:

·  used and referred to by multiple audiences

·  used to shape and influence forward work planning (proactive not reactive)

·  clearly identifies community and board priorities to key audiences

·  sets out clear, robust objectives that support accountability both for decision-makers and for council.

Timeline

9.       Based on the experience and learnings from the first triennium, the timeline set out below is suggested:

Indicative timeline

Detail

November 2013 / February 2014

Information gathering: review current LBP and departmental work programmes, analysis of what other plans/projects, written material that may benefit the development of the LBP and research.

December 2013

Initial guidance by the local board on:

·   The process it wishes to adopt to develop the new LBP

·   The use of the 2011 LBP as starting point

·   Possible additional issues to be considered for inclusion

·   The approach it wishes to take for the first stage engagement with its community

January 2014

All informal consultation material produced.

February 2014

Informal engagement and consultation on LBP.

March 2014

Analysis of informal engagement and consultation.

April/May 2014

Draft LBP produced.

Local board approves draft LBP for formal (SCP) consultation.

June 2014

Undertake SCP for LBP (at least one calendar month).

July 2014

Analysis of submissions.

August 2014

Undertake hearings.

September 2014

Produce final LBP based on SCP and hearings.

October 2014

Adoption of LBP.

Post October 2014

LBP used as ‘starting point’ for development of the 2015-2016 local board agreement.

 

10.     This suggested timeline has some flexibility, provided that the statutory adoption deadline of 31 October 2014 is met.  This flexibility may be important if there are other issues that the board wishes to consult the community on, as it will enable combined consultation to be considered where feasible.  This should both reduce costs and serve to reduce ‘consultation fatigue’ when it is possible.

Community preferences and priorities

11.     The 2011 LBP set out a vision for the board’s area and identified a series of community priorities.  At its workshop on 12 November 2013, the board indicated that it supported the retention of the current vision and community priorities.

12.     Based on the board’s workshop discussions, the current vision and community priorities will be carried forward for incorporation into the first round of engagement.  In addition a further proposed priority will be included which articulates the board’s collective position on advocating for:

·    a more fiscally responsible council

·    investment of a greater proportion of locally raised rates in the Upper Harbour area

·    greater control of services at the local level.

13.     Over the last triennium there were a number of council-wide and Upper Harbour specific consultations.  Officers are currently reviewing this material to see what information and comments potentially relevant to the LBP were received.

14.     All planned engagement up to the time that the draft LBP is adopted by the board will also be reviewed for its relevance to the new LBP.

Key projects and initiatives

15.     There are a number of projects and key initiatives set out in the first triennium LBP that have yet to be completed.  Where these projects are expected to be completed after the adoption of the 2014-2017 LBP, they will be ‘carried forward’ into the draft LBP.

16.     Based on a review of past petitions, deputations and public forum attendances at board meetings, the following issues have been identified as ones the board may wish to consider scoping for possible incorporation in the 2014-2017 LBP:

·    children’s playground Schnapper Rock sub-division

·    North Shore Memorial Park – transformation into a botanic memorial park

·    waste minimisation initiatives

·    Whenuapai – roading and footpath initiatives

·    transport safety initiatives

·    youth related initiatives

·    Albany Racquet Sports Village – investment and support by the board.

17.     In the period since amalgamation, issues have largely been considered either regionally or locally at individual board level.  Experience now suggests that there may be some issues that are better considered sub-regionally.  Sub-regional or ‘multi-board’ consideration may be appropriate where a facility or service organisation serves two or more adjacent boards’ communities.  Such sub-regional or multi-board issues are suggested as something that should be considered for inclusion in the 2014-2017 LBP as a specific discussion point as to how boards could work collaboratively regarding these types of activities.

Engagement

18.     At the 12 November workshop, the board reflected on the effectiveness and ‘reach’ of past community engagement exercises undertaken during the first triennium.  Based on the board’s informal views, stage one engagement for the 2014-2017 LBP will be undertaken through:

·    encouraging the community to:

come to board meetings and address the board via public forums and deputations

approach board members directly in the community and via board members’ existing links with community groups and associations

·    utilising the Upper Harbour community’s high level of internet access by:

using social media, such as the board’s Facebook page

asking the board’s stakeholder organisations to ‘pass on’ email messages to their members

developing an Upper Harbour Peoples’ Panel

seeking views and feedback via online surveys and forums.

19.     Discussion indicated that many residents of Upper Harbour may not have English as a first language.  Plans for engaging a wider group of residents such as these are currently being examined as part of the online engagement plan.

20.     In order to pool resources and minimise potential consultation fatigue, work is underway to determine effectiveness of a joint approach to iwi engagement.

Consideration

Local Board Views

21.     The local board is the sole decision-maker in the preparation and adoption of the LBP.

Maori Impact Statement

22.     Măori as mana whenua and mataawaka in the board’s rohe are key stakeholders in the board’s LBP and it is intended to actively engage with them over the LBP’s preparation.  At the local level the development and implementation of the LBP provides a substantial opportunity to support the attainment of the Auckland Plan’s outcome of “A Măori identity that is Auckland’s point of difference in the world” and a number of the subsidiary transformational shifts that are particularly relevant to Măori.

General

23.     The LBP will form the overarching framework within which the local board takes decisions on local activities for which it is responsible, and its advocacy role to the governing body and the CCOs, for the three years subsequent to its adoption.

Implementation Issues

24.     Successful implementation of the board’s LBP relies upon three interdependent factors, namely:

·  sufficient funding being appropriated through the Long Term Plan, and to successive Annual Plans, as part of the board’s annual agreement with the governing body

·  each key initiative and priority being supported by effective and efficient project management to ensure its timely delivery

·  the board undertaking effective advocacy for those aspects of the LBP for which it is not the primary decision-maker.

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Andy Roche - Local Board Advisor

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 

Local board agreement 2014/2015

 

File No.: CP2013/27987

 

  

 

Purpose

1.       This report seeks agreement from the Local Board on content for the draft Annual Plan 2014/2015 (including the draft Local Board Agreement 2014/2015) and a draft Fees and Charges Schedule.

2.       The report also provides information on the next steps in the process to finalise local board budgets and agreements for 2014/2015.

Executive Summary

3.       For each financial year, Auckland Council must have a local board agreement (as agreed between the governing body and the Local Board) for each local board area.

4.       The draft local board agreement is largely based on year three of the Long-term Plan 2012-2022[1] (LTP) and reflects the priorities in the local board plan, shows intended provision of local activities, and the capital and operating expenditure required to fund these activities.   A separate consultation section has been developed to identify any proposed budget changes and to highlight any new areas of advocacy for 2014/2015

5.       The draft local board agreement must be included in Auckland Council’s draft Annual Plan 2014/2015, which the governing body will meet to adopt on 19 December to be released for public consultation on 23 January 2014.

6.       A summary of the draft Annual Plan 2014/2015 must also be prepared as part of the consultation. The summary will contain both regional and local board specific information. The local information focuses on the local priorities for 2014/2015 and what might change from year three of the LTP.

7.       Following the consultation phase, each local board will reconsider its agreement and budget for 2014/2015 and, if required, reprioritise proposed local activities within its fiscal envelope before adopting a final local board agreement in June 2014.  The governing body will adopt Auckland Council’s Annual Plan 2014/2015, including 21 local board agreements, on 26 June 2014.  

8.       Local fees and charges schedules will be finalised in May 2014.  A draft schedule is provided for agreement by the Local Board to support draft financial statements.  The Community Development Arts and Culture department (CDAC) are currently reviewing a fees and charges model and will commence engagement with local boards in December 2013. 

9.       A review of the capital expenditure programme is currently underway by the operations division to improve long term delivery and prioritisation of capital projects.  Engagement with local boards on a re-forecasted capital project delivery programme will commence in early 2014.  Financial statements included in this draft local board agreement remain based on year three of the LTP, adjusted to reflect approved budget changes since the adoption of the LTP.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      agrees the local content for the draft Annual Plan 2014/2015, including:

i)        draft Local Board Agreement 2014/2015 (including intended level of service provision and financial statements)

ii)       introduction to the draft Local Board Agreement (including chairs message and proposed changes for consultation).

b)      agrees the draft Fees and Charges Schedule 2014/2015.

c)      delegates the Chairperson authority to make any final minor changes to the local board content for the draft Annual Plan before it is released for public consultation, and to the summary of the draft Annual Plan 2014/2015.

 

 

Discussion

10.     The Governing Body will meet to adopt the draft Annual Plan 2014/2015 on 19 December 2013, which must include the draft local board agreement for each local board. 

11.     This report seeks approval of local board content for the draft Annual Plan 2014/2015 and agreement of draft local fees and charges for 2014/2015.  It also provides information on the process that will be followed to finalise the local board budgets and agreements for 2014/2015 following public consultation.

12.     The resolutions of this meeting will be reported to the Governing Body on 19 December 2013, when it meets to adopt the draft Annual Plan 2014/2015 for consultation.

13.     Local board financial statements are based on year three of the LTP and adjusted to reflect revised budgets endorsed by the Budget Committee on 21 November 2013 to achieve a reduced rates increase of 2.5% for 2014/2015, as well as other approved budget changes since the adoption of the LTP. 

14.     Whilst operational savings are reflected in revised budgets, these changes will not impact service levels.

 

Draft Annual Plan 2014/2015 content

15.     The draft Annual Plan 2014/2015 content includes:

a)      the draft Local Board Agreement 2014/2015 which outlines:

i.     a description of each group of local activities

ii.     key initiatives planned for 2014/2015

iii.    intended levels of service provision

iv.   financial statements

v.    capital projects list.

b)      an introduction to the draft Local Board Agreement which outlines:

i.     a message from the chair

ii.     areas for consultation with local communities

iii.    proposed budget changes

iv.   new advocacy areas for 2014/2015

v.    about the local board area

vi.   local board plan priorities.

16.     Community, development, arts and culture performance measures were reviewed this year to improve clarity.  This resulted in the removal of two performance measures and amendment to wording of six other performance measures.  

 

Draft Annual Plan 2014/2015 summary

17.     A summary of the draft Annual Plan 2014/2015 must be prepared as part of the consultation.  Local information focuses on local priorities for 2014/2015 and what might change from year three of the LTP.  It includes both content and images and this year will be presented in OurAuckland.

18.     Officers will work with local boards using the usual OurAuckland approval process for signoff of the summary content.

 

Draft Fees and Charges Schedule 2014/2015

19.     Local fees and charges schedules will be finalised in May 2014.  A draft fees and charges schedule has been provided for your agreement to support draft financial statements.  The Community Development Arts and Culture (CDAC) department are currently reviewing a fees and charges model and will commence engagement with local boards in December 2013. 

 

Process

20.     Officers will undertake a budget refresh in February 2014, and updated prioritisation models will be developed for each local board that reflect adjustments made as part of the budget refresh.

21.     The opportunity for a more in depth examination of budgets across the organisation begins early next year as part of the development of the next 2015-2025 LTP and Local Board Plans.

22.     The timeline for finalising the local board agreement for 2014/2015 is set out in the implementation section of this report.

 

Consideration

Local Board Views

23.     This report seeks agreement from the Local Board for its draft Annual Plan 2014/2015 content and draft Fees and Charges Schedule.

Maori Impact Statement

24.     Many local board decisions are of importance to Maori and there is a need to continue to build relationships between local boards and relevant iwi.  The draft local board agreement is based on the local board plan and the LTP, which have both been developed through engagement with the community, including Maori.

Implementation Issues

25.     The timeline and high-level process for finalising the local board agreement for 2014/2015 is set out below.


 

Timing

Process for finalising local board agreements

9 – 18 Dec

Local boards meet to agree draft local board agreements and content for consultation

19 Dec

Adoption of draft Annual Plan 2014/2015, including 21 local board agreements

23 Jan – 24 Feb

Draft Annual Plan 2014/2015 consultation

Released for public consultation on 23 January using the special consultative procedure

Feb

Budget Refresh

Officers review budgets to inform adjustments that will feed into the local board prioritisation models

Feb - early April

Engagement on local board advocacy with departments and CCO’s

Assess progress and inform development of an updated set of advocacy for 2014/2015

17 Mar –

17 Apr

Local board hearings, workshops and decision meetings

Reconsider agreements (including budgets) and advocacy areas and hold a formal meeting to agree a final balanced budget and set of advocacy areas for 2014/2015

Late April

Governing body discussions with local boards

1 May

Governing body discussions with CCOs

5 - 23 May

Local board agreements and financial statements updated

9 - 26 Jun

Adoption of Local Board Agreements and Annual Plan 2014/2015

Local boards meet to adopt their agreements between 9 - 19 June.  Governing body meets to adopt draft Annual Plan, including 21 draft LBAs, on 26 June

 

 

Attachments

No.

Title

Page

a

Draft Local Board Agreement 2014/2015 (Under Separate Cover)

 

b

Draft Fees and Charges Schedule 2014/2015 (Under Separate Cover)

 

     

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Karen Lyons - Manager Local Board Services

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

10 December 2013

 

 

Generic documents received for information - November 2013

 

File No.: CP2013/27089

 

  

 

Executive Summary

The following generic documents have been received for the Board’s information:

Title

Referred by

Date received

Issues and Options Review of Boarding Houses Policy and Bylaws – October 2013

Local Board Services

15 November 2013

Memo to Local Board Chairpersons’ dated 10 November 2013 on the Boarding Houses/Hostels Bylaws Review – Issues and Options Discussion Paper

Local Board Services

15 November 2013

Minimum standards in boarding house accommodation

Local Board Services

15 November 2013

Issues and Options Review of Cemeteries and Crematoria Bylaws – September 2013

Local Board Services

15 November 2013

Memo to Local Board Chairpersons’ dated 10 November 2013 on the Cemeteries and Crematoria Bylaws Review – Issues and Options Discussion Paper

Local Board Services

15 November 2013

Copies of the documents have been circulated to Board Members and Board Members can also access them on the M Drive as follows:

M:\Meetings\Upper Harbour\Reports

 

Recommendation/s

That the Upper Harbour Local Board:

a)      receives the Generic documents received for information – November 2013 report.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Lesley Sharp - Local Board Democracy Advisor

Authorisers

Eric Perry - Relationship Manager

     

    



[1]  2014/2015 financial statements reflect reprioritisations made during the 2013/2014 annual planning process and revised budgets endorsed by the Budget Committee on 21 November 2013 to achieve a 2.5% rates increase for 2014/2015.