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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Tuesday, 13 September 2016

9.30am

Upper Harbour Local Board Office
30 Kell Drive
Albany

 

Upper Harbour Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Lisa Whyte

 

Deputy Chairperson

Brian Neeson, JP

 

Members

Callum Blair

 

 

John McLean

 

 

Margaret Miles, JP

 

 

Christine Rankin-MacIntyre

 

 

(Quorum 3 members)

 

 

 

Cindy Lynch

Democracy Advisor

 

7 September 2016

 

Contact Telephone:  (09) 486 8593

Email: Cindy.Lynch@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

 

 

 

 

Portfolio Activity

Responsibilities

Board Lead/s and Alternate

5

Libraries

·         Stewardship of libraries

·         Mobile library

Christine Rankin-MacIntyre
Lisa Whyte

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

13 September 2016

 

 

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                                                                                                                    8

9          Public Forum                                                                                                                  8

10        Extraordinary Business                                                                                                8

11        Notices of Motion                                                                                                          8

12        Meeting Minutes Upper Harbour Local Board, Tuesday, 23 August 2016             9

13        Upper Harbour Quick Response Round One: 2016/2017                                       49

14        Albany Stadium Pool - operational hours, fees and charges                                 79

15        Community Facilities Maintenance Contracts 2017                                                83

16        Licence to occupy Hobsonville Point Residents Society Incorporated, 44-50 Station Street, Hobsonville                                                                                                    103

17        New road name approval for road created by way of a subdivision at 147 Schnapper Rock Road, Albany                                                                                                              109

18        New road name approval for a road created by way of subdivision at Catalina Precinct, Hobsonville Point                                                                                                      115

19        Temporary arrangements for urgent decisions and staff delegations during the election period                                                                                                                          121

20        Auckland Transport Monthly Update - September 2016                                      125

21        Upper Harbour Local Board Discretionary Funds Status for the 2016/2017 Financial Year                                                                                                                                     137

22        Holding Report for decisions relating to the Albany Stadium Pool                    139

23        Holding Report for decisions relating to the Albany Community Hub               141

24        Board Members' Reports                                                                                         143  

25        Consideration of Extraordinary Items 

PUBLIC EXCLUDED

26        Procedural Motion to Exclude the Public                                                               145

C1       Acquisition of open space land - Albany                                                                145  

 


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.

 

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy.  The policy covers two classes of conflict of interest:

 

i)              A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

 

ii)             A non-financial conflict interest, which does not have a direct personal financial component.  It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

 

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968.  The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

 

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request. 

 

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

 

4          Confirmation of Minutes

 

That the Upper Harbour Local Board:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 23 August 2016, 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

 

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Upper Harbour Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

 

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.

 


Upper Harbour Local Board

13 September 2016

 

 

Meeting Minutes Upper Harbour Local Board, Tuesday, 23 August 2016

 

File No.: CP2016/19278

 

  

 

Purpose

The open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 23 August 2016, are attached at item 12 of the agenda for the information of the board only.

 

Recommendation

That the Upper Harbour Local Board:

a)      note that the open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 23 August 2016 are attached at item 12 of the agenda for the information of the board only, and will be confirmed under item 4 of the agenda.

Attachments

No.

Title

Page

a

Browns Bay Community Facilities Hub project

11

b

Rosedale Poly Club briefing paper

21

c

Kaipatiki Project presentation

33

      

Signatories

Authors

Cindy Lynch - Democracy Advisor

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Page_000002


Page_000003


Page_000004


Page_000005


Page_000006


Page_000007


Page_000008


 

Page_000009


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Page_000002


Page_000003


Page_000004


Page_000005


Page_000006


Page_000007


Page_000008


Page_000009


Page_000010


Page_000011


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Page_000002


Page_000003


Page_000004


Page_000005


Page_000006


Page_000007


Page_000008


Page_000009


Page_000010


Page_000011


Page_000012


Page_000013


Page_000014


Page_000015


Page_000016


Upper Harbour Local Board

13 September 2016

 

 

Upper Harbour Quick Response Round One: 2016/2017

 

File No.: CP2016/17799

 

  

 

Purpose

1.         To present applications received for the Upper Harbour Local Board Quick Response Round One 2016/2017.  The local board is required to fund, part-fund or decline these applications.

Executive summary

2.         The Upper Harbour Local Board has set a total community grants budget of $118,000 for the 2016/2017 financial year.

3.         A total of $47,500 has been allocated in the previous grant round, leaving a remaining balance of $70,500 for the 2016/2017 financial year.

4.         Eight applications were received in this round, with a total requested of $9,400.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      consider the applications listed below, and agree to fund, part-fund or decline each application in this round:

Application No.

Organisation Name

Project

Total requested

QR1717-106

Parent to Parent Auckland

Support for the annual office fee to the national body

$2,000

QR1717-109

Royal New Zealand Foundation of the Blind

Purchase digital talking books for the Blind Foundation library

$1,500

QR1717-110

Auckland Young Women’s Christian Association (YWCA) Incorporated

Safe for Life programme

$1,600

QR1717-105

Badminton North Harbour Incorporated

World Masters Games marque expansion

$2,000

QR1717-108

North Harbour BMX Association Incorporated

First Aid workshop

$500

LG1608-111

The Korean Society of Auckland

2017 Korean Day

$800

LG1720-128

Body Positive

World AIDS Week

$500

QR1708-103

East Coast Bays and District Cricket Club Incorporated.

Match scorer costs

$500

 

 

Total Requested

$9,400

 

Comments

5.         The Auckland Council Community Grants Policy supports each local board to adopt a grants programme (refer to Attachment A).

6.         The local board grants programme sets out:

·           local board priorities;

·           lower priorities for funding;

·           exclusions;

·           grant types, the number of grant rounds and when these will open and close; and

·           any additional accountability requirements.

7.         The Upper Harbour Local Board will operate one local grants round for this financial year. The quick response grant round closed 2 August 2016.

8.         The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

9.         For the 2016/2017 financial year, the Upper Harbour Local Board set a total community grants budget of $118,000.  It is recommended that the local board consider allocating up to 15 per cent of their budget for this grant round.

10.      A total of $47,500 has been allocated in the previous grant round, leaving a remaining balance of $70,500 for the 2016/2017 financial year.

11.      Eight applications were received in this round, with a total requested of $9,400.

Consideration

Local board views and implications

12.      Local boards are responsible for the decision-making and allocation of local board community grants. The Upper Harbour Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

13.      The board is requested to note that Section 50 of the Community Grants Policy states that council “will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time.”

14.      A summary of each application is attached (see Attachment B).

Māori impact statement

15.      The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, and activities that benefit a wider range of individuals and groups, including Māori. As a guide for decision-making, in the allocation of community grants, the new community grants policy supports the principle of delivering positive outcomes for Māori.

Implementation

16.      The allocation of grants to community groups is within the adopted Long-term Plan 2015-2025 and local board agreements.

17.      Following the Upper Harbour Local Board allocating funding for quick response round one, Commercial and Finance staff will notify the applicant of the local board decision.


 

 

Attachments

 

 

 

 

 

 

 

 

No.

Title

Page

a

Upper Harbour Grants Programme 2016/17

53

b

Upper Harbour Quick Response Round One 2016/2017 application summaries

57

     

Signatories

Authors

Fua  Winterstein - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Page_000002


Page_000003


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Page_000002


Page_000003


Page_000004


Page_000005


Page_000006


Page_000007


Page_000008


Page_000009


Page_000010


Page_000011


Page_000012


Page_000013


Page_000014


Page_000015


Page_000016


Page_000017


Page_000018


Page_000019


Page_000020


Page_000021


Page_000022


Upper Harbour Local Board

13 September 2016

 

 

Albany Stadium Pool - operational hours, fees and charges

 

File No.: CP2016/19341

 

  

 

Purpose

1.         The purpose of this report is to seek approval from the Upper Harbour Local Board for the operational hours and fees and charges for the Albany Stadium Pool

Executive summary

2.         The construction of the Albany Stadium Pool is due for completion in November 2016.  The operational hours proposed have been designed to balance the casual access needs of the community, while still allowing for regular and one-off events and programmes.

3.         The proposed fees and charges have been established after consideration of current prices in the network, providing affordable access and achieving the Annual Plan budget targets.

Recommendation/s

That the Upper Harbour Local Board:

a)      approves the minimum operational hours for the Albany Stadium Pool as indicated in the table below, and allows Leisure to increase these hours based on customer demand:

 

Aquatics

Fitness

Open

Close

Open

Close

Monday to Friday

5:30am

7:00pm

5:30am

9:30pm

Saturday

8:00am

7:00pm

8:00am

9:30pm

Sunday

8:00am

7:00pm

8:00am

7:00pm

Public Holidays

8:00am

7:00pm

8:00am

7:00pm

Good Friday

Closed

Christmas Day

Closed

b)      adopts the local fees and charges for the 2016/2017 financial year for Albany Stadium Pool as indicated in the table below, Leisure to discount fees and charges as and when required:

Aquatics

Single visit

10 visit

Casual entrance

Swim, spa, sauna – adult (17 and over)

$7.50

$67.50

Swim, spa, sauna - concessionary*

$5.50

$49.50

Spectator

$1.00

$9.00

Supervising adult – (in water with child 4 and under)

$1.00

$9.00

Aquarobics  - adult

$8.50

$76.50

Aquarobics - concessionary*

$6.50

$58.50

Swim - child (16 and under, excludes spa sauna)

Free

 

Term programme

Learn to swim - babies to adults

$13.50/ lesson

 

Whole complex (aquatic and fitness centre access)

Adult

Concessionary*

Casual entrance

Fitness center / group exercise / aquatics

$15.00

$13.00

Facility membership

Paid in full – 1 year

$959

$815

Direct debit - fortnightly

$36.90

$31.35

*Concessionary

Senior (65+ years), student (17+ years), permanent disability, community service card and green prescription holder.

 

c)      allows Leisure to set programme fees and charges (excluding learn-to-swim) for the Albany Stadium Pool.

Comments

4.         When establishing the minimum operational hours for the Albany Stadium Pool, staff have considered the needs of the targeted users, and the desire to provide regular programmes, evening and one-off activities.  These have been balanced alongside the cost-effective use of staff hours and a desire to minimise operational costs.

5.         The predominant market for the aquatic activities will be children, youth and young families.  The vast majority of these users will visit before 7pm.  It is proposed that the evenings after 7pm are non-core aquatic hours, and are programmed for specific segments of the community, e.g. women’s only swim sessions, aquatic safety sessions, evening lane swim, member nights, youth nights, teen pool parties, private bookings etc.

6.         In the fitness market, Leisure plans to accommodate professionals that may commute to and from the city, and as such staff have allowed sufficient time to exercise/swim before and after work. 

 

Aquatics

Fitness

Open

Close

Open

Close

Monday to Friday

5:30am

7:00pm

5:30am

9:30pm

Saturday

8:00am

7:00pm

8:00am

9:30pm

Sunday

8:00am

7:00pm

8:00am

7:00pm

Public Holidays

8:00am

7:00pm

8:00am

7:00pm

Good Friday

Closed

Christmas Day

Closed

7.         When setting the fees and charges, consideration has been given to the prices in the network and those of competitors.  For reference, casual adult entrance at Glenfield Pool and Leisure is $7.20, and Takapuna Pool and Leisure is $7.50.  Learn-to-swim and fitness memberships at both these facilities are the same as those proposed below. Learn-to-swim charges at the Millennium are predominantly $14.00 - $16.00, and fitness membership is $32.00 per week, and casual swim-only entry $7.00.

Aquatics

Single visit

10 visit

Casual entrance

Swim, spa, sauna – adult (17 and over)

$7.50

$67.50

Swim, spa, sauna - concessionary*

$5.50

$49.50

Spectator

$1.00

$9.00

Supervising adult – (in water with child 4 and under)

$1.00

$9.00

Aquarobics  - adult

$8.50

$76.50

Aquarobics - concessionary*

$6.50

$58.50

Swim - child (16 and under, excludes spa sauna)

Free

 

Term programme

Learn to swim - babies to adults

$13.50/ lesson

 

Whole complex (aquatic and fitness centre access)

Adult

Concessionary*

Casual entrance

Fitness center / group exercise / aquatics

$15.00

$13.00

Facility membership

Paid in full – 1 year

$959

$815

Direct debit - fortnightly

$36.90

$31.35

*Concessionary

Senior (65+ years), student (17+ years), permanent disability, community service card and green prescription holder.

Consideration

Local board views and implications

8.         At the time of writing this report a portfolio briefing is planned for 8 September.  The views from that meeting may inform the final recommendations contained within this report.

Māori impact statement

9.         No assessment has been done on the impact this proposal will have on Māori.  However, the Albany Stadium Pool will be fully accessible to all of the community.

Implementation

10.      The operational hours and fees and charges will be implemented when the complex opens in December 2016, and will be reviewed with the Local Board annually.

 

 

 

 

 

Attachments

There are no attachments for this report.    

Signatories

 

 

Authors

Michael Groom - Manager Aquatics & Recreation Facilities

Authorisers

Rob McGee - Manager Leisure – Parks, Sports and Recreation

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Community Facilities Maintenance Contracts 2017

 

File No.: CP2016/19356

 

  

 

Purpose

1.         The purpose of this report is to seek local board feedback on proposed maintenance service specifications where they may have an impact on levels of service for local activities, to inform a Request for Proposal to the supplier market (due to be published in early October 2016).

Executive summary

2.         The majority of Auckland Council’s existing contracts to maintain buildings, grounds, open space and parks amenities expire on 30 June 2017. A Request for Proposal process is planned to be underway in October 2016 followed by contract negotiations, to determine new maintenance contracts to take effect from 1 July 2017.

3.         The governing body is responsible for procurement decisions of major service delivery contracts.  Local boards set, and can increase levels of service for, local activities subject to minimum levels of service set by the governing body.

4.         Local boards play a key role in providing input to proposed maintenance service specifications where they may have an impact on levels of service for local activities.  This report is seeking feedback from local boards by 23 September 2016 to inform a Request for Proposal to the supplier market, including the following:

·        proposed geographical clusters for community facilities maintenance contracts (Attachment A);

·        proposed service specifications by asset group (Attachment B);

·        Smart Procurement principles (Attachment C); and

·        delivery model options for the Hauraki Gulf Islands (Attachment D).

 

Recommendation/s

That the Upper Harbour Local Board:

a)      delegate authority to the Chairperson and Deputy Chairperson to provide the board’s feedback on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts by 23 September 2016.

OR

b)      provide feedback on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts, including:

·        proposed geographical clusters for community facilities maintenance contracts;

·        proposed service specifications by asset group;

·        Smart Procurement principles; and

·        delivery model options for the Hauraki Gulf Islands.

 

 

Comments

Background

5.         Auckland Council currently has 38 Community Facilities contracts to maintain buildings, grounds, open space and parks amenities.  The majority of these contracts are scheduled to expire on 30 June 2017.

6.         A project has been setup to implement new facilities maintenance contracts to serve the Auckland region from 1 July 2017. 

7.         The governing body is responsible for procurement decisions of major service delivery contracts.  Local boards set, and can increase (with locally driven initiative funding), levels of service for local activities subject to minimum levels of service that are set by the governing body.

8.         Local boards play a key role in providing input to proposed maintenance service specifications where it may have an impact on levels of service for local activities (e.g. “neighbourhood parks – lawns are presented in a way that encourages general walkability and allows for passive recreational activity”).

9.         The objectives of this project include implementing:

·                standardised contracts, but with flexibility to accommodate local board governance decisions (e.g. change the use of an asset, increase baseline service levels through locally driven initiative funding);

·                outcomes that reflect local character and social outcomes (e.g. promote local employment, support local design of facilities);

·                Smart Procurement outcomes (e.g. sustainability);

·                consistency in service delivery across the Auckland region;

·                value for money;

·                improved contract performance and auditing; and

·                improved local board reporting to inform governance decision making.

10.      A Procurement Working Group consisting of 12 local board chairpersons has provided regular direction and guidance over the last four months on this project’s strategy and intent.

11.      Cluster workshops were held throughout August with all local boards to discuss this project’s intent, direction and to obtain informal feedback.  Formal feedback is now sought from all 21 local boards by 23 September 2016, on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts prior to finalising a Request for Proposal to the supplier market in early October 2016.

In scope

12.      This will include the following services:

·                cleaning (including all toilets and car parks);

·                facilities management (all buildings including toilets, clocks);

·                green maintenance (parks, gardens, streets, mowing, Healthy Waters green assets);

·                outdoor leisure amenities and equipment (e.g. playgrounds, skate facilities, courts, park structures);

·                hard surfaces (e.g. park paths, boardwalks);

·                beach and coastal assets (beach furniture / paths, boat ramps and seawalls);

·                access management (gates and toilets);

·                loose litter collection;

·                pest control (in and around a building); and

·                lighting (internal and external amenities).

13.      The following specialist services require niche suppliers and will be considered throughout this process, but may be contracted separately to minimise risk in the provision of these services:

·                arboriculture;

·                ecological restoration and external / environmental  pest control;

·                sports fields renovations and upgrades;

·                painting; and

·                pool plants, water features, fountains.

Out of scope

14.      Services excluded from this project include general building compliance maintenance work as follows, as existing contracts do not expire for another two years:

·                building Warrant of Fitness management;

·                fire evacuation schemes and training;

·                fire alarm monitoring;

·                fire systems maintenance;

·                lift maintenance;

·                security systems maintenance;

·                small water professional services; and

·                rubbish collection and recycling from council buildings.

Proposal

15.      To maximise economies of scale whilst still providing a local flavour, staff propose to create five facility maintenance contracts across each of the geographical cluster areas outlined in Attachment A.

16.      Proposed baseline service specifications defining outcomes expected across a range of asset groups are outlined in Attachment B.

17.      Smart Procurement outcomes identified as important to local boards that will be considered in the procurement of each facility maintenance contract are outlined in Attachment C.

18.      Council is exploring the possibility of directly engaging Great Barrier and Waiheke maintenance service providers to deliver services on the Hauraki Gulf Islands. Proposed procurement models are outlined in Attachment D.

Consideration

Local board views and implications

19.      A Procurement Working Group consisting of 12 local board chairpersons was set up to provide direction and advice over the last four months on this project’s strategy and intent.

20.      Workshops were held with each of the proposed geographical cluster groups in August 2016 to outline proposed service specifications, proposed structure of new maintenance contracts and to obtain verbal feedback.

Māori impact statement

21.      Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader statutory obligations to Māori.

22.      Māori responsiveness requires the collective effort of everyone. Under the new contracts, suppliers will work collaboratively with council to achieve better outcomes with Māori and for Auckland. This will include:

·                building positive relationships with Māori – effective communication and engagement with Māori, developing resilient relationships with mana whenua;

·                significantly lifting Māori social and economic well-being; and

·                building Māori capability and capacity.

Implementation

23.      A Request for Proposal for facility maintenance contracts is due to be published to the supplier market in early October 2016 with contract negotiations formally concluded in April 2017.

24.      A transition period will be in place before new contracts take effect from 1 July 2017 to ensure a smooth implementation.

25.      Local boards will have the opportunity to set local performance targets for 2017/2018 as part of the Annual Planning process in early 2017.  Staff will provide clear and concise information enabling the local board an opportunity to allocate locally driven initiative (LDI) funding to increase maintenance service specifications between March and May 2017.  

26.      Facility contract terms and conditions will be negotiated in early 2017 and will enable the ability for local boards to increase local maintenance service levels through the Annual Planning process each year.

 

Attachments

No.

Title

Page

a

Proposed geographical clusters

87

b

Proposed service specifications

89

c

Smart procurement principles

97

d

Delivery model options for Gulf Islands

101

     

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - GM Financial Strategy and Planning

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Upper Harbour Local Board

13 September 2016

 

 

Page_000001



Upper Harbour Local Board

13 September 2016

 

 

Page_000002


Upper Harbour Local Board

13 September 2016

 

 

Page_000003


Upper Harbour Local Board

13 September 2016

 

 

Page_000004


Upper Harbour Local Board

13 September 2016

 

 

Page_000005


Upper Harbour Local Board

13 September 2016

 

 

Page_000006



Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Page_000002


Page_000003


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Upper Harbour Local Board

13 September 2016

 

 

Licence to occupy Hobsonville Point Residents Society Incorporated, 44-50 Station Street, Hobsonville

 

File No.: CP2016/18487

 

  

 

Purpose

1.         To grant a licence to occupy to Hobsonville Point Residents Society Incorporated, 44-50 Station Street, Hobsonville. 

Executive summary

2.         The Hobsonville Point Residents Society Incorporated (the Society) supports the creation of a community garden on land at 44-50 Station Street, Hobsonville. 

3.         The Society will have a governance role and will be accountable for the development and management of the garden.  The Catalina Community Garden Committee (the Garden Committee) will be responsible for the day to day management of the garden.

4.         The property sited at 44-50 Station Street, Hobsonville, is described as Lot 100 DP 438785 and is currently held in fee simple by Auckland Council as an unclassified local purpose (storm water drainage) reserve and subject to the Reserves Act 1977.

5.         The storm water drainage reserve allows maintenance access to a pond located on part of Lot 100 DP 438785.  Council’s Stormwater team was consulted on the proposal and has confirmed that it is able to carry out maintenance works without impacting the community garden. 

6.         This report recommends that a licence to occupy be granted to the Hobsonville Point Residents Society Incorporated for a period of five years from 13 September 2016, with one five year right of renewal in accordance with the Auckland Council Community Occupancy Guidelines 2012.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      grants a licence to occupy under Section 74 (2) (A) of the Reserves Act 1977 to Hobsonville Point Residents Society Incorporated for part of the land at 44-50 Station Street, Hobsonville (refer to Attachment A in the agenda report), subject to the following terms and conditions:

i)        term – five years commencing 13 September 2016 with one five year right of renewal;

ii)       rent - $1.00 plus GST per annum if requested; and

iii)      a community outcomes plan to be negotiated with Hobsonville Point Residents Society Incorporated and approved by the Chairperson and attached as a schedule to the lease document.

b)      approve all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines July 2012.

 

Comments

7.         The Society was registered as an incorporated society on 25 December 2010.  Its objectives are to:

·                ensure Hobsonville Point is a strong community with good communication, engagement and respect between members, allowing regular opportunities for participation in community events, the common areas, facilities and services; and

·                ensure Hobsonville Point maintains its focus on sustainability.

8.         The Society supports the creation of a community garden on part of the land at 44-50 Station Street, Hobsonville.  A licence to occupy can be granted under Section 74 (2) (a) of the Reserves Act.  The term of any licence granted under Section 74 is limited to 10 years. 

9.         Parallel to this, Waterford on Hobsonville Point (Waterford) submitted an application to Auckland Council to use the same area of land as a temporary access route.  The temporary access route is primarily for the construction of apartments at the adjoining retirement village at 84 Buckley Avenue, Hobsonville.  This access will be required for a period of no more than two years.

10.      The Society and the Garden Committee support the temporary access route and an agreement has been reached between the parties.  The proposed site for the community garden will be split into two areas and developed in two stages.

11.      Stage one is the development of the community garden; stage two is the constructing of the temporary access route, both at the cost of Waterford.  

12.      Once the temporary access route is no longer required, Waterford will remove and reinstate the area to grass.  The Garden Committee will be responsible for developing this area.

13.      Application for resource consent for both the community garden and Haul Road was lodged with council on 11 August 2016.

Management of the community garden

14.      The Society will have a governance role and will be accountable for the development and management of the garden.  The Garden Committee will be responsible for the day to day management of the garden and assist in fundraising, membership, maintenance, collecting fees and other tasks that ensure the community garden is inclusive and meets the needs of its community.

15.      The proposed community garden will consist of a number of 450mm high planter boxes and a small orchard together with perimeter planting.  The garden will be surrounded by a fence or hedging that will balance the need to de-mark the area from the rest of the public open space, but will be welcoming to all residents.  Paving or pathways will be level, easily maintained and accessible for gardeners and non-gardeners, including the elderly and those with strollers.  There will be no permanent structures located on site.

16.      First preference for allocating plots will go to those with the greatest level of participation in the garden.  It is expected they will have more time to contribute to the overall community garden and that this will benefit all users.  Responsibility for the remaining plots will be allocated on a ballot basis.

17.      Membership will be paid annually with the fees being used solely for the purposes of the community garden.  Fee categories are dependent on the level of input into the garden with the opportunity to offset fees with more input. 

18.      Casual volunteers can work in the garden and are required to register their names and details so the committee has a record of involvement. 

 

Public notification and iwi consultation

19.      Prior to granting a lease, iwi consultation is required under Section 4 of the Conservation Act 1987.  Lot 100 is subject to Section 122 of the Ngati Whatua o Kaipara Claims Settlement Act 2013.  Section 107 of the Ngati Whatua o Kaipara Claims Settlement Act 2013 provides that when council is acting as an administering body in respect of reserve land, it is exempted from the obligation under the act.  Accordingly, council can lease the land without triggering the offer back obligations under the Ngati Whatua o Kaipara Claims Settlement Act 2013.

20.      Council has extended an invitation to iwi with a key interest in the site to attend and speak to the proposal when this matter is considered.  

21.      Public notification would be exempt as provided by the exemption provision under Section 74 (3A) (a) of the Reserves Act.

Consideration

Local board views and implications

22.      The issues involved in this report have been considered by the Upper Harbour Local Board, which has previously given informal support to the creation of a community garden. 

Māori impact statement

23.      Consultation was undertaken with the following iwi:

·                Ngāti Manuhiril

·                Te Rūnanga o Ngāti Whātua;

·                Ngāti Whātua o Kaipara;

·                Ngāti Whātua o Ōrākei;

·                Ngāi Tai Ki Tāmaki;

·                Te Kawerau a Maki;

·                Te Akitai Waiohua;

·                Ngāti Te Ata Waiohua;

·                Ngāti Paoa;

·                Ngāti Maru;

·                Ngāti Whanaunga; and

·                Ngāti Tamaterā.

24.      Council has extended an invitation to iwi with a key interest in the site to attend and speak to the board on the proposed lease.

Implementation

25.      There is no cost implication associated with the approval of the licence to occupy.


 

 

Attachments

No.

Title

Page

a

Site Plan of 44-50 Station St, Hobsonville

107

     

Signatories

Authors

Michelle Knudsen - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


 

Page_000002


Upper Harbour Local Board

13 September 2016

 

 

New road name approval for road created by way of a subdivision at 147 Schnapper Rock Road, Albany

 

File No.: CP2016/17968

 

  

 

Purpose

1.         To seek approval from the Upper Harbour Local Board for a new road name for the new private road being constructed to serve the 14 lot subdivision (Auckland Council ref SA-3023087) being undertaken by Golden Horse Land Development Ltd (the applicant) at 147 Schnapper Rock Road, Albany.

Executive Summary

2.         The applicant has submitted in their order of preference the names ‘Highway View Place’,   ‘Bushside Way’, and ‘Highgreen Lane or Place’ for board approval.

3.         The names have been assessed against the council’s road naming guidelines and are deemed to meet the assessment criteria.

4.         The names have also been assessed under New Zealand Post and Land Information New Zealand (LINZ) criteria for the avoidance of duplication within the wider Auckland region, and the names proposed meet those criteria.

5.         The applicant has consulted with local iwi groups, and no feedback has been received from those groups.

6.         The guidelines suggest that as a short enclosed road it could be referred to as either a lane, close, way, or mews.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      pursuant to section 319(1)(j) of the Local Government Act 1974, consider for approval either of the proposed road names ‘Highway View Lane’, ‘Bushside Way’, or ‘Highgreen Lane’ for the new private road constructed within the subdivision being undertaken by Golden Horse Land Development Ltd (the applicant) at 147 Schnapper Rock Road, Albany.

 

Comments

7.         The naming of private roads serving six or more lots is a requirement of Land Information New Zealand.

8.         The applicant has submitted the following names in their order of preference for the private road being constructed to service the 14 lot subdivision.

1.    Highway View Place

The name reflects the high elevation of the lots and that SH 19 can be sighted some distance away to the southeast.

2.    Bushside Way

 

The name reflects the bush cover on the lower parts of the subdivision that is to be protected by covenant and the surrounding bush on adjacent land.

3.    Highgreen Lane or Place

The name reflects the high elevation of the lots and the bush cover on the lower parts of the subdivision that is to be protected by covenant and the surrounding bush on adjacent land.  

 

9.         Council’s road naming guidelines require that road names reflect either:

·                a historical or ancestral linkage to an area;

·                a particular landscape, environmental or biodiversity feature;

·                an existing theme; or

·                introduce a thematic identity in an area.

10.      Names need to be easily identifiable, easy to pronounce and spell, and intuitively clear to minimise confusion. The use of Māori names is encouraged where appropriate and names should not be duplicated in the wider Auckland region for safety reasons.

11.      The names are deemed to meet the assessment criteria, as they reflect the local landscape and environment within and surrounding the subdivision.

12.      The names are not duplicated within the wider Auckland area and meet New Zealand Post and LINZ requirements in that regard.

13.      The guidelines suggest that as a short, enclosed road it could be referred to as either a lane, close, way, or mews.

14.      A map showing the location of the private road is attached (refer Attachment A).

Consideration

Local Board Views and Implications

15.      Auckland Council, by way of the Auckland Council Long-term Plan (2012-2022) allocated the responsibility for the naming of new roads, pursuant to section 319(1)(j) of the Local Government Act 1974, to  local boards.

16.      The decision sought from the Upper Harbour Local Board on this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

17.      The decision sought from the Upper Harbour Local Board on this report is not considered to have any legal or legislative implications.

Māori Impact statement

18.      The applicant has consulted with local iwi groups and no feedback has been received from those groups.

Implementation issues

19.      The Northern Consenting subdivision team will ensure that appropriate road name signage will be installed by the applicant at their full cost once approval is obtained for the new road name.

20.      The cost of processing the approval of the proposed new road name and any installation of road name signage is recoverable from the applicant in accordance with council’s administrative charging policies.


 

 

 

Attachments

No.

Title

Page

a

147 Schnapper Rock Road  Proposed Roading Map

113

     

Signatories

Author

Frank Lovering – Land Surveyor, Northern Resource Consenting

Authorisers

Ian Smallburn - General Manager Resource Consents

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Upper Harbour Local Board

13 September 2016

 

 

New road name approval for a road created by way of subdivision at Catalina Precinct, Hobsonville Point

 

File No.: CP2016/18106

 

  

 

Purpose

1.         To seek approval from the Upper Harbour Local Board for a new road to vest, created by way of a subdivision at Catalina Precinct, Hobsonville Point, Boundary Point (Auckland Council reference LUC 2014-959, SUB 2014-961, REG 2014-962).

Executive summary

2.         Auckland Council has road naming guidelines which set out the requirements and criteria of the council for naming a new road. These requirements and criteria have been applied in this situation to ensure consistency of road naming.

3.         Following assessment against the road naming criteria, the road name ‘Plover Road’ (the applicant’s proposed name) was determined to meet the road naming policy criteria.

4.         Hobsonville Land Company (HLC) established a Place Making Advisory Committee to provide input into the place making approach and give feedback on the projects at Hobsonville Point, including consultation on proposed road names. The group is made up of representatives from Te Kawerau a Maki, Ngati Whatua o Kaipara, the Upper Harbour Local Board and Hobsonville Point Residents Society.

5.         AV Jennings Ltd (the applicant) proposed the street name based on the name of a native bird commonly found in the area.

6.         HLC has consulted on the proposed road name with the Place Making Advisory Committee on behalf of AV Jennings Ltd. Te Kawerau a Maki and Ngati Whatua o Kaipara have confirmed their acceptance by emails, and the other members of the committee have not provided any comment on the proposed name at the time of reporting.

7.         The road name proposed by the applicant is not duplicated elsewhere within the wider Auckland region.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      approves the road name ‘Plover Road’ proposed by the applicant, for the new road to vest created by way of a residential development at Hobsonville in the Catalina Precinct.

 

Comments

8.         The site is located, by way of subdivision, at Catalina Precinct, Hobsonville Point, Boundary Road, and is legally described as Lot 5 DP 463057 and Lot 119 DP 463057 (see Attachment A).

9.         Council granted consent on 4 August 2014 (LUC 2014-959, SUB 2014-961, REG 2014-962) for joint land use and subdivision consent to allow for the creation of 19 super-lots on 13 November 2014. Except for this road, the road names for all other roads created by the subdivision were approved by Upper Harbour Local Board in November 2014.

10.      The Auckland Council Road Naming Guidelines allows that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name for the local board’s approval. AV Jennings (the applicant) has proposed the preferred name ‘Plover Road’ for the one road to vest, and have suggested ‘Yellowhammer Road’ and ‘Sparrow Road’ as the alternative options.

11.      The applicant’s proposed road names have been assessed against the criteria set out in the Auckland Council Road Naming Guidelines.  All names adhere to the general principles and objectives. The significance of the proposed names are outlined in the table below.

Preference

Proposed road name

Significance of proposed road name

First

Plover Road

This is the shortened form of spur-winged plover, a bird that has been found to be in the area in a recent survey.

The proposed use of ‘Road’ accurately reflects the type of road being named.

The name has been accepted by Land Information New Zealand and New Zealand Post.

Alternative suggestions

Yellowhammer Road

These birds have also been found in the Catalina Precinct in a recent survey.

The proposed use of ‘Road’ accurately reflects the type of road being named.

The name has been accepted by Land Information New Zealand and New Zealand Post.

Alternative suggestions

Sparrow Road

These birds have also been found in the Catalina Precinct in a recent survey.

The proposed use of ‘Road’ Accurately reflects the type of road being named.

It should be noted that “Sparrow Place” exists in Weymouth, and is therefore not acceptable to use.

Consideration

Local board views and implications

12.      Auckland Council, by way of the Long-term Plan (2012-2022), has allocated the responsibility for the naming of new roads to local boards, pursuant to section 319(1)(j) of the Local Government Act 1974.

13.      The decision sought from the Upper Harbour Local Board does not trigger any significant policy and is not considered to have any immediate impact on the community.

14.      The decision sought from the Upper Harbour Local Board is not considered to have any legal or legislative implications.

 

 

Māori impact statement

15.      It is considered that there is no significance to Māori as a result of the proposed road names, and that there will be no adverse effects on Māori communities.

16.      Responses from the representatives of Te Kawerau a Maki and Ngati Whatua o Kaipara have confirmed support for the preferred names proposed.

Implementation

17.      The Project, Practice and Resolutions Consenting Team will ensure that appropriate road name signage will be installed accordingly once an approval is obtained for the new road name.

18.      The cost of processing the approval of the proposed new road name and any installation of road name signage is recoverable in accordance with council’s administrative charging policies.

 

Attachments

No.

Title

Page

a

Catalina Precinct - location of proposed road

119

     

Signatories

Authors

Jian Chen - Senior Subdivison Advisor

Authorisers

Ian Smallburn - General Manager Resource Consents

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Upper Harbour Local Board

13 September 2016

 

 

Temporary arrangements for urgent decisions and staff delegations during the election period

 

File No.: CP2016/17871

 

  

 

Purpose

1.            The purpose of this report is to seek the local board’s approval for temporary arrangements during the election period for:

·           urgent decisions; and

·           decisions made by staff under delegated authority from the local board that require consultation with portfolio holders under delegation protocols.

Executive summary

2.            Between the last local board business meeting of the current electoral term, and the first business meeting of the new term, there may be decisions needed or routine business as usual to process that cannot wait until after the incoming local board’s first business meeting in the new electoral term.

3.            Temporary arrangements are therefore needed for urgent decisions of the local board, and decisions made by staff under existing delegated authority.

4.            Between the last business meeting and the declaration of election results (likely to be 13 October), current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the Chairperson and Deputy Chairperson the power to make urgent decisions on behalf of the local board during this period.

5.            Following the declaration of results, the current members are no longer in office. New members come into office the day after the declaration of results, but cannot act until they give their statutory declaration at the inaugural meeting. During this period, urgent decisions will be made by the Chief Executive under his existing delegated authority.

6.                        All local boards have made a general delegation to the Chief Executive.  This delegation is subject to a requirement to comply with delegations protocols approved by the local board, which require, amongst other matters, staff to consult with portfolio holders on certain matters. The most common area requiring consultation is landowner consent relating to local parks.

7.                        After the election, there will be no local board portfolio holders to consult until new arrangements are made at the first business meeting in the new term. During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval. 

8.            As a temporary measure, approval is sought from the local board to allow officers to continue to process business as usual decisions that cannot wait until after the local board’s first business meeting. This is irrespective of the requirements of the current delegation protocols to consult with the nominated portfolio holder on landowner consents. 

9.            Appointments made by the local board to external bodies will cease on the date of the election. New appointments will need to be made by the local board in the new term.

 

 

 

 

 

Recommendation/s

That the Upper Harbour Local Board:

a)      delegate to the Chairperson and Deputy Chairperson the power to make, on behalf of the local board, urgent decisions that may be needed between the final local board business meeting and the commencement of the term of office of new local board members.

b)      note that from the commencement of the term of office of new local board members until the inaugural meeting of the incoming local board, urgent decision-making will be undertaken by the Chief Executive under existing delegations.

c)      approve that staff, as a temporary measure, can make business as usual decisions under their existing delegated authority without requiring compliance with the requirement in the current delegation protocols to consult with the nominated portfolio holder, from 8 October 2016 until new arrangements are made at the first business meeting in the new term. 

d)      note that existing appointments by the local board to external bodies will cease at the election, and that new appointments will need to be made by the local board in the new term.

 

Comments

10.         Current elected members remain in office until the new members’ term of office commences, which is the day after the declaration of election results[1] (likely to be 13 October 2016).

11.                     The new members cannot act as members of the local board until they have made their statutory declaration at the inaugural local board meeting[2]

12.                     Following the last local board meeting of the current electoral term, there may be decisions needed or routine business as usual to process that cannot wait until after the incoming local board’s first business meeting in the new electoral term.

13.                     Temporary arrangements need to be made for:

·           urgent decisions; and

·           decisions made by staff under delegated authority from the local board that require consultation with portfolio holders.

Urgent decisions

14.         Between the last business meeting and the declaration of results (likely to be 13 October), current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the Chairperson and Deputy Chairperson the power to make urgent decisions on behalf of the local board during this period.

15.                     Between the declaration of results and the inaugural meeting, the current members are no longer in office, the new members cannot act until they give their statutory declaration, and new chairs and deputies will not be in place. During this period, urgent decisions will be made by the Chief Executive under his existing delegated authority (which includes a financial cap).

 

 

 

Decisions made by staff under delegated authority

16.                     All local boards have made a delegation to the Chief Executive. The delegation is subject to a requirement to comply with delegation protocols approved by the local board. These delegation protocols require, amongst other things, staff to consult with nominated portfolio holders on certain issues.

17.         The most common area requiring consultation is landowner consent relating to local parks. The portfolio holder can refer the matter to the local board for a decision. 

18.                     Parks staff receive a large number of landowner consent requests each month that relate to local parks across Auckland. The majority of these need to be processed within 20 working days (or less), either in order to meet the applicant’s timeframes and provide good customer service, or to meet statutory timeframes associated with resource consents. Only a small number of landowner requests are referred by the portfolio holder to the local board for a decision. 

19.                     Prior to the election, staff can continue to consult with portfolio holders as required by the delegation protocols. However, after the election, there will be no portfolio holders in place to consult with until new arrangements are made at the first business meeting of the local board in the new term.

20.                     During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval such as commercial operator permits, temporary access requests and affected party approvals.

21.                     As a temporary measure, it is recommended that the local board allow staff to process routine business as usual matters without consulting with the nominated portfolio holder, where these matters cannot wait until new arrangements are made in the term.

Appointment to external bodies

22.                     Appointments made by the local board to external bodies will cease at the election. New appointments will need to be made by the local board in the new term.

Consideration

Local board views and implications

23.                     This is a report to all local boards.

Māori impact statement

24.                     These arrangements do not have specific implications for Māori.

Implementation

25.                     This decision will allow routine matters to be processed during the election period.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Felicity  Prance - Policy Advisor

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Auckland Transport Monthly Update - September 2016

 

File No.: CP2016/19600

 

  

 

Purpose

The Auckland Transport Monthly Update Upper Harbour Local Board September 2016 report is attached.

 

Recommendation/s

That the Upper Harbour Local Board:

a)         note the Auckland Transport Monthly Update Upper Harbour Local Board September 2016.

 

 

 

Attachments

No.

Title

Page

a

Auckland Transport monthly update - September 2016

127

     

Signatories

Authors

Owena Schuster – Elected Member Relationship Manager Auckland Transport

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Page_000001


Page_000002


Page_000003


Page_000004


Page_000005


Page_000006


Page_000007


Page_000008


Page_000009


Upper Harbour Local Board

13 September 2016

 

 

Upper Harbour Local Board Discretionary Funds Status for the 2016/2017 Financial Year

 

File No.: CP2016/18489

 

  

 

Purpose

1.         This report provides an update to the Upper Harbour Local Board on the availability of discretionary funding for the 2016/2017 financial year. It also provides a running total of the board’s balances of the various discretionary funds.

Executive summary

2.         The Upper Harbour Local Board has a number of discretionary funds available in the 2016/2017 financial year. The current balances are as follows:

Fund

Total available in 2016/2017 ($)

Amount spent ($)

Balance remaining ($)

Local discretionary community grants

$118,000

$47,500

$70,500

Civic events

$50,000

$0

$50,000

PSR response fund

$103,000

$0

$103,000

Environment response fund

$39,000

$0

$39,000

Discretionary capital fund

$539,460

$0

$539,460

Total

$849,460

$47,500

$801,960

 

3.         The board allocated $47,500 during the Upper Harbour Local Board local grants round one 2016/2017 at its 23 August 2016 business meeting.

4.         It is noted there is one local grants round and three quick response rounds left for this financial year. The first quick response round closed on 2 August 2016, and decisions are sought at this meeting via another report on the agenda.

 

Recommendation/s

That the Upper Harbour Local Board:

a)      receive the status of the Upper Harbour Local Board Discretionary Funds for the 2016/2017 financial year report.

Attachments

There are no attachments for this report.    

Signatories

Authors

Dana Danilova - Upper Harbour Advisor

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Holding Report for decisions relating to the Albany Stadium Pool

 

File No.: CP2016/19285

 

  

 

Purpose

1.         This holding report serves to provide the Upper Harbour Local Board with the facility to make decisions relating to the Albany Stadium Pool’s fit out and construction as and when required.

Executive summary

2.         The Albany Stadium Pool is a project approved for construction in the 2015/2016 and 2016/2017 financial year as part of the Long-term Plan 2015-2025.  As such internal fit out and construction decisions will be required by the Upper Harbour Local Board on an ongoing basis until the project is complete.

3.         This holding report serves to provide the Upper Harbour Local Board with the ability to make those decisions as and when required.

 

Recommendation

That the Upper Harbour Local Board:

a)      receive the holding report for decisions relating to the Albany Stadium Pool.

 

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Karen Marais - Senior Local Board Advisor Upper Harbour

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Holding Report for decisions relating to the Albany Community Hub

 

File No.: CP2016/19283

 

  

 

Purpose

1.         This holding report serves to provide the Upper Harbour Local Board with the facility to make decisions relating to the Albany Community Hub’s design, fit out and construction as and when required.

Executive summary

2.         The Albany Community Hub is a project approved for construction in the 2015/2016 and 2016/2017 financial year as part of the Long-term Plan 2015-2025.  As such detailed design, internal fit out and construction decisions will be required by the Upper Harbour Local Board on an ongoing basis until the project is complete.

3.         This holding report serves to provide the Upper Harbour Local Board with the ability to make those decisions as and when required.

 

Recommendation

That the Upper Harbour Local Board:

a)      receive the holding report for decisions relating to the Albany Community Hub.

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Karen Marais - Senior Local Board Advisor Upper Harbour

Authorisers

Eric Perry - Relationship Manager

 


Upper Harbour Local Board

13 September 2016

 

 

Board Members' Reports

 

File No.: CP2016/17927

 

  

 

Executive summary

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

[Note: This is an information item and if the board wishes any action to be taken under this item, a written report must be provided for inclusion on the agenda.]

 

Recommendation/s

That the Upper Harbour Local Board:

a)      receive the verbal board members’ reports.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Cindy Lynch - Democracy Advisor

Authorisers

Eric Perry - Relationship Manager

      

 


Upper Harbour Local Board

13 September 2016

 

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

That the Upper Harbour Local Board:

a)      exclude the public from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

 

C1       Acquisition of open space land - Albany

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

c48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7. In particular, the report identifies land the council seeks to acquire for open space purposes. .

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

c48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7. In particular, the report identifies land the council seeks to acquire for open space purposes. .

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

   



[1] Sections 115 and 116, Local Electoral Act 2001

[2] Clause 14, Schedule 7, Local Government Act 2002