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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Thursday, 24 November 2016

5.15pm

Waiheke Local Board Office
10 Belgium Street
Ostend
Waiheke Island

 

Waiheke Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Paul Walden

 

Deputy Chairperson

Cath Handley

 

Members

Shirin Brown

 

 

John Meeuwsen

 

 

Bob Upchurch

 

 

(Quorum 3 members)

 

 

 

Sophie  McGhee

Democracry Advisor

 

17 November 2016

 

Contact Telephone: 021 415 875

Email: Sophie.McGhee@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Waiheke Local Board

24 November 2016

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

9          Public Forum                                                                                                                  5

9.1     Waiheke Art Gallery - Linda Chalmers                                                              5

9.2     Waiheke Croquet Club - Jan Faulconbridge                                                     6

10        Extraordinary Business                                                                                                6

11        Notices of Motion                                                                                                          7

12        Councillor's Update                                                                                                       9

13        Apllications for landowner approval for street traders in Ostend Domain on Waiheke Island                                                                                                                             11

14        Matiatia Planning project - update                                                                             23

15        Waiheke Housing Quality Pilot                                                                                  65

16        Auckland Council’s Quarterly Performance Report:   Waiheke Local Board For Quarter One, 1 July –30 September 2016                                                                                75

17        Onetangi Beach Polo event                                                                                      109

18        Community Service Awards and Volunteers Day                                                 113

19        Adoption of a business meeting schedule                                                             115

20        Urgent decision-making process                                                                             119

21        Appointment of board members to external community organisations             123

22        Inward Correspondence                                                                                           129

23        Reports requested/pending                                                                                      137

24        Governance Forward Work Programme                                                                 143

25        Waiheke Local Board Workshop Record of Proceedings                                    147

26        List of resource consents                                                                                         153  

27        Consideration of Extraordinary Items 

 

 


1          Welcome

 

Kua uru mai a hau kaha, a hau maia, a hau ora, a hau nui,

Ki runga, ki raro, ki roto, ki waho

Rire, rire hau…pai marire

 

Translation (non-literal)  - Rama Ormsby

Let the winds bring us inspiration from beyond,

Invigorate us with determination and courage to achieve our aspirations for abundance and sustainability

Bring the calm, bring all things good, bring peace….good peace.

 

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 Waiheke Local Board:

a)         confirm the ordinary minutes of its meeting, held on Saturday, 29 October 2016, 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 Waiheke 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.

 

9.1       Waiheke Art Gallery - Linda Chalmers

Purpose

1.       Linda Chalmers was in attendance to speak to the board about the Waiheke Art Gallery.

 

Recommendation/s

That the Waiheke Local Board:

a)      thank Linda Chalmers for her attendance and presentation.

 

 

 

9.2       Waiheke Croquet Club - Jan Faulconbridge

Purpose

1.       Jan Faulconbridge will be in attendance to speak to the board about the green at Alison Park which is used by the Waiheke Croquet Club.

 

Recommendation/s

That the Waiheke Local Board:

a)      Thank Jan Faulconbridge for her attendance and presentation.

 

 

 

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.

 


Waiheke Local Board

24 November 2016

 

 

Councillor's Update

 

File No.: CP2016/22451

 

  

Purpose

1.       Providing Councillor Mike Lee with an opportunity to update the Waiheke Local Board on Governing Body issues.

 

Recommendation/s

That the Waiheke Local Board

a)   Receive the verbal update from the Waitemata and Gulf Ward Councillor, Mike Lee.

 

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Sophie  McGhee - Democracry Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

Apllications for landowner approval for street traders in Ostend Domain on Waiheke Island

 

File No.: CP2016/23235

 

  

Purpose

1.       To request land owner approval for street trading applications in Ostend Domain on Waiheke Island. 

Executive summary

2.       Between July and November 2016 council has received a number of applications for landowner approval to trade in reserves across the island. 

3.       After assessing these applications, the parks adviser is recommending that landowner approval be given to four applications to sell food in Ostend Domain - see Attachment 3.

4.       The applicants aim to sell high-quality, locally sourced food, they will take responsibility for their own waste.  Their vehicles, their food and their operators will reflect the creativity and diversity of the Waiheke Community.  As such they are expected to be of benefit to the local community and to increase the use of the reserve.

 

Recommendation/s

That the Waiheke Local Board:

a)      grants 12 month land owner approval to sell food in Ostend Domain to;

i)        Remi Sandoy – gourmet burgers trailer

ii)       Barbara Chevaldin – rottiserie roast meats food van

iii)      Denis Brauner – ‘thirteen’ takeaway bistro trailer

iv)      Ruben Bermejo – ‘Mediterraneo’ paella and tortilla food van

 

b)      That the approvals be conditional on:

i)        Responsibility for their own mains power (generators will not be allowed).

ii)       A requirement to minimise waste to landfill from their operation

iii)      A responsibility to remove all waste that they have produced from the reserve, including that left by customers. 

iv)      A requirement for all vehicles to be registered and warranted and to be able to be moved from the reserve at 12 hours’ notice.

v)      A requirement that all materials and equipment shall be stored in vehicles and not on the reserve.

vi)      A requirement that any signage comply with the relevant Auckland Council bylaw provisions.

vii)     A full review of the benefits and impact of street trading in the reserve before 1 October 2017.

 

Comments

5.       Applicants wishing to undertake commercial trading on Council’s local and sports parks are required to lodge a street trading application – which allows them to trade in a public place. 

6.       Where the location is within a park, they also require approval of the location and the activity from parks.  The local and sports parks advisor undertakes a landowner approval assessment and prepares a recommendation.  The parks advisor consults the Local Board Parks Portfolio holder to determine whether officer delegation can be used, or if matters need to be reported to the full local board for a decision. 

7.       At a parks spokespersons’ meeting in July 2016 the Waiheke Local Board Parks Portfolio holders requested that these land owner approvals for street trading in parks on Waiheke be reported to a local board meeting for a decision. 

8.       There are currently three traders who have landowner approval to trade in Ostend Domain – The Coffee Cart, The Burger Bar and Juice Revolution.  These traders are located near the tennis courts in the entrance to the car park on the reserve, on the inland side of The Causeway – see Attachment 1 – current location of street traders within Ostend Reserve

9.       Ostend Domain is currently being improved through the upgrade of the boat club wash-down area, the renewal of the playground, the creation of a concrete path through the reserve and the installation of a public seat made from the prow of a historic boat – the Santa Lucia.

10.     As part of the upgrade work, the area on the coastal side of The Causeway alongside the Boat Club wash-down area is set aside for an outdoor food court with a number of street traders gathered around the prow of the Santa Lucia and a central dining area within the reserve.  This concept is shown in Attachment 2 - proposed location of outdoor food court for street traders – Ostend Domain.

11.     This outdoor food court will attract people passing in cars to stop and visit the reserve.  It will also encourage playground users and locals to stay longer in the reserve. It is more than 500m by road from the nearest café and takeaway businesses.

12.     It is proposed that once the work on the Boat Club hardstand allows (preferably pre Xmas 2016), all traders within Ostend Domain will move to this area. Until that time, all traders with Land Owner approval can operate from the car park area shown in Attachment 1.

13.     Standard conditions will ensure that applicants are able to operate successfully in a way that meets the local board’s needs and works for the community. 

Consideration

Local board views and implications

14.     The Waiheke Local Board has invested in Ostend Domain to encourage people to use the reserve, particularly the coastal edge of the reserve on the seaward side of The Causeway.  Street traders are expected to increase the number of people stopping at the reserve and increase the amount of time people spend in the reserve.

Māori impact statement

15.     Mana whenua have been consulted on the developments at Ostend Domain and they have expressed no concern over the issuing of street trading licenses. 

Implementation

16.     Once applicants have land owner approval they will apply for a street trading licence which will formally document any conditions of approval. 

17.     Applicants will also have to comply with relevant Food hygiene and bylaw conditions.

18.     Land owner approvals will be effective for 12 months from 1 December 2016.  Street traders will be encouraged to collaborate and to self-manage the layout of the area and power supply.

19.     The reserve will be monitored by the local parks maintenance delivery co-ordinator.  Any issues will be reported through the call centre and followed up by the street trading team or appropriate parks staff.  A formal review should be requested before land owner approvals are approved for the period 1 December 2017 onwards.

 

Attachments

No.

Title

Page

a

Current location of street traders in Ostend Domain

15

b

Proposed location of outdoor food court for street traders – Ostend Domain

17

c

Applications for land owner approval for Ostend Domain

21

     

Signatories

Authors

Gary Wilton - Parks Adviser Hauraki Gulf Islands

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

Mace Ward - General Manager Parks, Sports and Recreation

 


Waiheke Local Board

24 November 2016

 

 

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24 November 2016

 

 

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24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

Matiatia Planning project - update

 

File No.: CP2016/23230

 

  

Purpose

1.       Seeking the Waiheke Local Board’s approval to allocate up to $40,000 to Direction Matiatia Incorporated to progress Phases three to six of the Matiatia planning project.

Executive summary

2.       The board is progressing the development of an integrated strategic plan for Matiatia including transport, economic, environmental and cultural considerations, in partnership with the community, the council and mana whenua.

3.       Direction Matiatia Incorporated have been contracted to lead this six phase project. Phases one and two have now been completed and the findings and recommendations for Phases three to six are outlined in the attached report (Attachment A).

4.       It is recommended the board allocate up to $40,000 to Direction Matiatia to progress phases three to six of the Matiatia planning project.

 

Recommendation/s

That the Waiheke Local Board:

a)      Approves the Matiatia Planning Project report – Phases one and two.

b)      Allocate up to $40,000 from its Matiatia LDI (Locally Driven Initiatives) budget to Direction Matiatia Incorporated to progress phases three to six of the Matiatia planning project in partnership with the community, the council and mana whenua.

c)      Appoint Board members XYZ as board representatives on the Matiatia Project Management committee.

d)      Receives the tabled report outlining outcomes from the Matiatia Values Proposition workshop held 10 November 2016.

 

 

Comments

Background

5.       The board has a priority within their 2014 Local Board Plan to lead a comprehensive strategic plan for Matiatia in partnership with the community, the council and mana whenua.

6.       The board recognises the Matiatia Directional Plan (approved 2009) as the current planning framework for Matiatia and would like to see this developed into an integrated plan including transport, economic, environmental and cultural considerations.

7.       At its 28 February 2016 meeting, the board approved funding of up to $50,000 to contract Direction Matiatia Incorporated to lead a comprehensive strategic plan for Matiatia in partnership with the community, the council and mana whenua.

8.       At its meeting held 28 April, the board approved the project scope, deliverables, reporting arrangements, approvals, timeframes and budgets outlined within the report.

9.       This included six phases as following:

          Phase one            Literature review, project scoping and project structure formation

          Phase two:           Review of plans and documents and key stakeholder consultation

          Phase three:        Preparation a new Draft Strategic Plan for Matiatia

          Phase four:          Test new Draft Plan with Local Board Matiatia Subcommittee

          Phase five:           Public Consultation on New Draft Strategic Plan

Phase six:            Develop Final Draft of New Strategic Plan

10.     In line with the funding agreement, the attached report (Attachment A) outlines the outcome of phases one to two, together with a scope for the remaining phases.

Phases one and two

11.     Regular updates to the board have been provided by Direction Matiatia and the project manager, Business Lab, during phases one and two. 

12.     The attached report outlines a summary of the progress to date, details on stakeholder engagement, findings and recommendations.

Phases three to six

13.     Key areas for phase three to six will be include progressing discussions with Ngati Paoa, engaging specialists such as planning and traffic design experts, developing business cases for identified projects and consultation.  

14.     The preference is for internal council and CCO teams to substantively resource the development of the plan, but confirmation of this is still required from the internal stakeholders.

15.     It is estimated the plan will be ready for approval by April 2017 following robust public and stakeholder consultation at the various stages. 

16.     Proposed projects can then to feed into the 2017 Waiheke Local Board Plan and Auckland Council’s 2018-2025 Long Term Plan processes.

17.     Reporting to the board will be via regular project management committee meetings and progress reports for each phase.

Budget

18.     Project costs expended to date total $44,191 (incl GST) consisting of Business Lab project costs, hall and equipment hire, mana whenua and engagement costs.  This also includes part phase three due to timeframes (facilitation of the Values Proposition workshop held 10 November).  The budget remaining is $5,808.

19.     There is probability that $4,518 will be able to be claimed back from GST, which will result in a balance remaining to be utilized for phases three to six of $10,326.

20.     This report is recommending allocation of up to $40,000 additional LDI budget to Direction Matiatia to complete Phases three to six of the Matiatia planning project.  

21.     It is difficult to predict exact costs but an allocation up to this amount will provide sufficient funds if required, but will not be expended if not required.   This may cover specialist consultancy work, surveying, design and concept planning, engagement, testing of ideas, public consultation, mana whenua costs, meeting logistics, contingency, etc.

22.     It is noted part of phase three (the Values Proposition workshop) has been completed as an extension to phase two.

23.     It is acknowledged by the board that Direction Matiatia Incorporated are leading this project on a volunteer basis (free of charge).

Consideration

Local board views and implications

24.     The board have a priority outcome within their 2014 Local Board Plan to complete a strategic plan for Matiatia.  The Local Board Agreement includes $50,000 FY17 LDI budget and $50,000 forecast for FY18 LDI budget to implement the Matiatia Gateway masterplan.

25.     The board’s role in local planning and development includes local place-shaping activities and local strategic visioning as per the allocation of decision-making table.   Decision-making responsibility for Matiatia currently sits with the Governing Body.   The board are advocating for decision-making for the Matiatia area.

Māori impact statement

26.     Ngati Paoa as mana whenua are considered a key partner and will be involved in all stages of the project. 

27.     The draft Cultural Values Assessment prepared for Matiatia by Ngati Paoa will be a key reference document.  

Implementation

28.     Following approval of the report recommendations officers will liaise with Direction Matiatia Incorporated to execute a service contract in line with the recommendations of this report.

 

Attachments

No.

Title

Page

a

Matiatia Planning Project - Phases One and Two report

27

     

Signatories

Authors

Sophie  McGhee - Democracry Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

Waiheke Housing Quality Pilot

 

File No.: CP2016/23244

 

  

Purpose

1.       The purpose of this report is to seek funding approval for the Waiheke Housing Quality Pilot which will be undertaken by the Waiheke Health Trust in association with the Waiheke Housing Steering Group.

Executive summary

2.       The Waiheke Housing Steering Group was formed to support and direct the drafting of a business case for social housing on the council-owned property situated next to the Waiheke Service Centre (Waiheke Housing Steering Group: Sue Watson, Community of Refuge Trust Chair, Nick Collins of Beacon Pathway, David Halsey, former GM Fletcher Residential plus board members Treadwell, Walden and Brown. The board supporting the project with funding of $20,000.

3.       As part of this process, a Housing Needs Analysis was produced which indicated a growing need for affordable housing on the island and an urgent need to address issues of poor housing quality especially for people aged 65 and over.

4.       A board delegation met with Waiheke Health Trust Board in September 2016 to discuss options to address the needs identified in the report including retrofitting solutions and essential health and safety repairs.

5.       The trust confirmed the need for assistance amongst some of its clients and that in particular fourteen clients had been declined the special needs modifications they required because their homes were substandard.

6.       In November 2016 the Waiheke Health Trust and Housing Steering Group agreed to run a pilot project to address housing quality issues on the island, to be aimed initially at Waiheke Health Trust clients.

7.       They approached the Waiheke Local Board for funding and this report recommends the granting of a total of $12,380 from existing budgets to the Waiheke Health Trust to support this project.

 

Recommendation/s

That the Waiheke Local Board:

a)      allocates the sum of $10,000 (plus GST) from the Waiheke Local Boards Locally Driven Initiatives Budget for Community Housing the pilot project.

b)      approves the use of the remaining WICOSS Social Housing funds for the pilot and authorises the payment of remaining funds, less the agreed administration fee, to the Waiheke Health Trust.

c)      requests the Project Manager provides an Evaluation Report to a Board business meeting at the conclusion of the project and a report on Strategic Options for addressing Waiheke’s Housing Needs.

 

 

Comments

The Proposal

 

8.       It is proposed to run a four-month pilot project one day per week at the Waiheke Health Trust.

9.       Up to twenty homes will be assessed to identify the retrofitting opportunities and essential repairs required.

10.     The project manager will assess funding options, initially by the owner-occupier or landlord, and investigate alternative funding if necessary.

11.     Repairs are to be completed if funding is sourced.  The sourcing of funding will be part the project manager’s role and may include, for instance, funds from the Department of Internal Affairs, Foundation North and local charities. The sum of $5000 has already been pledged from Auckland Communities Foundation.

12.     The project manager will also assess the viability of a sustainable long-term Housing Quality Initiative on Waiheke Island.

13.     By the end of the pilot the project manager will also prepare a report on Strategic Options for meeting Waiheke’s housing needs identified in the Needs Analysis.

Budget

Funding Sources for Housing Project (plus GST)

15/16

16/17

Total

Social Housing Business Case (funds remaining WICOSS)

$2,380

 

 

ACE: Community Housing Budget

 

$10,000

 

Donation subject to review of final proposal

 

$5,000

 

 

$2,380

$15,000

$17,380

Budget Estimate

 

 

 

Contractor fees (16 weeks)

 

$11,200

 

WHT overheads estimated @ $100/day

 

$1,500

 

Travel

 

$380

 

Repairs

 

$4,300

 

 

 

 

$17,380

 

14.     There are funds of $2,380 remaining unallocated with WICOSS from the Social Housing Business Case project, which may be utilised for this purpose. With board approval, these funds may be transferred to Waiheke Health Trust to support this pilot project.

15.     The board also has $10,000 within its 2016/17 Local Board Agreement allocated to Community Housing utilising the Empowered Communities Model. 

16.     It is recommended the remaining funds from the FY16 Housing Steering Group project and $10,000 from the board’s LDI budget for Community Housing be granted to the Waiheke Health Trust to deliver the Waiheke Housing Quality pilot project as per the Waiheke Quality Housing Initiative (Attachment A).

Consideration

Local board views and implications

17.     This proposal has been workshopped with the Waiheke Local Board.

18.     This project delivers on the local board’s aspiration for the community, as expressed in the  Local Board Plan 2014 -2017 and is a board-led project delivered through the Empowered Communities Approach by a community organisation with expertise in this area.

 

Māori impact statement

19.     The Ngati Paoa Trust Iwi Board, which represents Waiheke mana whenua, is involved with housing initiatives on Waiheke Island. This information will be shared with the Trust Board and its officers.

Implementation

20.     The project will be evaluated at the conclusion with recommendations to support its ongoing sustainability.

 

Attachments

No.

Title

Page

a

Waiheke Housing Quality Initiative

69

     

Signatories

Authors

Mark Inglis - Local Board Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

Auckland Council’s Quarterly Performance Report:   Waiheke Local Board For Quarter One, 1 July –30 September 2016

 

File No.: CP2016/23212

 

  

Purpose

1.       To provide the Waiheke Local Board members with an integrated quarterly performance report for quarter one 2016/17, against the Local Board Agreement work programme.

Executive summary

2.       This report is the first in a new format, to provide an integrated view of performance for the Waiheke Local Board, including; financial performance, progress against local board key performance indicators, progress against each operating department work programme, key challenges the board should be aware of and any risks associated with delayed delivery against the Waiheke Local Board 2016/17 Work Programme.

3.       Of significance this quarter is the reallocation of the Onetangi Backpackers from Panuku Development Auckland to a local facility managed by Community Facilities.  There is substantial work required to bring the building up to compliance.  The project has been given priority status by the department to enable an opening by 1 December 2016. 

4.       The Waiheke Local Board has an approved 2016/17 work programme for the following operating departments:

·    Arts, Community and Events, approved on 23 June 2016

·    Parks, Sport and Recreation, approved on 23 June 2016

·    Libraries and Information, approved on 23 July 2016

·    Community Facility Renewals, approved on 23 June 2016

·    Infrastructure and Environmental Services, approved on 28 July 2016

5.       All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery, with all items reported as ‘green’ status (on track) except for “funding to support Maori outcomes and events”.  This project is on ‘amber’ status due to further investigation being required.  It is expected this will be confirmed by quarter two.

6.       Overall, the financial performance of the board in quarter one for 2016/17 is on track. However there are some project underspends and overspends and the details of these are provided in further detail in Appendix B.

7.       The Key Performance Indicators for the board show a trend of delivery that is meeting the indicators, with the exceptions being; venue utilisation, local events and satisfaction with sports fields. These are explained further in detail in the report.

 

Recommendation/s

That the Waiheke Local Board:

a)      receive the performance report for the financial quarter ending 30 September 2016.

 

 

Comments

Key Achievements for Quarter One

 

8.       The Waiheke Local Board has a number of key achievements to report from the quarter one period, which include:

·    Library visits to Waiheke Library have increased by 15% compared to the same quarter last year.  This is considerably higher than the regional trend and reflects the popularity and versatility of the space for locals and visitors to the island;

·    Onetangi Backpackers – during this quarter the board has been successful in reallocating the backpackers from Panuku Development Auckland back to a local facility.  There is substantial works required to bring the building up to a compliant standard, as well as a suitable fit-out to provide accommodation.  Community facilities have given the project priority status and are working towards an opening date of 1 December 2016;

·    The Matiatia Strategic planning project (FY16) continues in this quarter.  Project management meetings have been held to determine timeframes and a public information session was held 13 September 2016.  A report summarising work carried out, including key findings from the literature search, stakeholder interviews and workshops together with recommendations on areas of focus is due in quarter two;

·    Ostend Reserve boat wash area hardstand, footpath and seawall project being delivered by the Waiheke Boating Club under the empowered communities model commenced during this quarter (carried over from FY16).  The project is progressing well alongside the renewal of the Ostend Domain playground;

·    The design of the Te Atawhai Whenua walking track upgrade, delivered by the Forest and Bird under the empowered communities model, was approved during this quarter.  Construction of the track is due to commence in quarter two.

 

Key Project updates from the 2016/17 Work Programme

 

9.       All operating departments with an approved 2016/17 Work Programme have provided performance report updates via SharePoint for quarter one (Appendix A). The following are progress updates against key projects identified in the Local Board Plan:

·     The Waiheke Community Art Gallery funding agreement was executed during this quarter.  Over that period the Art Gallery hosted eight exhibitions, including a show featuring work by 95 Waiheke-based artists and an exhibition by students from Waiheke High School.

·     The Artworks Theatre funding agreement was also executed.  Productions included ‘Yours Truly’ by Albert Belz as part of Matariki Festival.  The theatre had 5,500 visitors during Q1. 

·     Round One quick response and local grants complete, allocating a total of $12,666 leaving a total of $27,334 for the remaining grant rounds.

·     There were two graffiti incidents reported in this period and both were removed within the 24 hour target time.

·     An island-based event coordinator has been contracted to organise and deliver the Carols by the Sea event and assist the events delivery team with the Santa Parade.

·     Event partnership fund – funding contracts for eight community events have been send to recipients, including:  Headland Sculpture on the Gulf, Twilight Rambles, Onetangi Beach Races, Jazz by the Sea, Waiheke Poetry Festival, Wharf2Wharf, Cinema in the Courtyard, Playwrights festival.

·     Marine Protected Area Assessment phase one completed.  Identified information gaps will inform the additional research to be undertaken in phase two.

·     Family history month at the Waiheke Library has been a highlight for this quarter, including 160 participants in Waitalks ‘Identity’ session. There has also been an increase of 26% in Wi-Fi and PC sessions at the Waiheke Library compared to the previous quarter.

·     A successful programme of events at Waiheke Library during the July school holidays saw 226 participants in 6 events. 

·     Waiheke Youth Voice funding agreement was finalised including coordination / mentoring support from Waiheke Adult Learning. 

·     Ecological restoration in partnership with community, schools and visitors – funding agreement with Waiheke Resources Trust finalised.  First quarter works complete in line with agreed plan.

·     Waiheke Recreation Centre trust funding agreement drafted following local board feedback.

Risks identified in the 2016/17 Work Programme

 

10.     There were no areas identified as risks (significantly behind budget/time or achievement of outcomes) by operating departments during this quarter.

 

Financial Performance

 

11.     The capital programme has started well with $335k spent in the first quarter. Parks asset renewals has seen a spend of $117k to the end of September including $34k of paving renewals, $33k of walkway design work, $13k of structure renewals and $7k on the Ostend Domain play space. Local improvements projects had a spend of $100k in the first quarter which related to the Ostend Domain seawall construction. There is Locally Driven Initiative Capex funding still to be allocated by the local board this year and these projects will need to be factored into the work programmes going forward.

12.     The operating net cost of service is tracking close to budget with total revenue also tracking right in line with budget for the quarter.  $1.1m operating expenditure has been spent during this quarter.

 

Key Performance Indicators

 

13.     Key performance indicators for the Local Parks Sports and Recreation department has identified one target that is not on track to achieve end of year targets.  The following provides some commentary on this result:

14.     Percentage of residents satisfied with the provision (quality, location and distribution) of sports fields (target 70%, result 62%):

·        Sports fields in the local board area are mainly soil fields, which in winter provide a lower surface quality than sand carpet, artificial or hybrid. We have a programme of work to address quantity of sports fields, but we are looking at ways to also improve the quality of surfaces and playing conditions.

15.     Key performance indicators for the Local Community Services department has identified five targets that are not on track to achieve end of year targets.  The following provides some commentary on these results:

16.     Percentage of funding/grant applicants satisfied with information, assistance and advice provided (target 75%, result 43%): 

·        FY16 was the first year of implementing the new community funding policy, which also saw the establishment of a dedicated funding hub. Funding hub members also worked closely with subject matter experts to reach relevant communities. A series of community workshops is planned for FY17 to build community groups’ capacity to submit quality applications and to provide further advice to applicants

17.     Percentage of Aucklanders that feel connected to their neighbourhood and local community (target 80%, result 68%):

·        People may not be feeling connected for a variety of reasons, including being new to the area, being too busy or preferring not to be connected. To a lesser extent there may also be lack of awareness about how to access activities that could contribute to feeling connected, and language and cultural barriers. A number of our activities such as arts programmes, community facility programmes and events seek to connect Aucklanders to their local communities. The empowered communities approach being implemented across these activities in FY17 aims to increase this.

18.     Percentage of attendees satisfied with council delivered and funded local events (target 85%, result 77%):

·        This measure aims to survey at least two events annually for each local board area to assess attendees’ views on a sample of events provided or funded by the council. Each year different events are selected to be surveyed, and as this decision has not been made yet, it makes it difficult to establish a forecast. However, if performance remains consistent with the previous year then the target will not be met. Feedback received from the previous year will be used to improve this result.
The outlook has been based on last year’s result. This year's result will depend on what events are delivered, what events are selected for survey, the weather conditions, turn out and facilitation.

19.     Facility Utilisation - utilisation at peak times and off-peak times for council managed community centres and venues for hire – both peak and off-peak targets were not reached (peak target 13%, result 13%;  off-peak target 8%, result 3%)

·        The FY17 Q1 result is based on two months of actual data and one month of estimates. Peak utlisation has slightly increased on the same period last year. A regular hirer is expected to start using Surfdale Hall in Q2. The digital booking system, which began recording bookings in FY17 Q1, is expected to improve customer experience and utilisation, along with a marketing campaign in Q2

20.     Key performance indicators for the Local Environmental Management department has identified one target that is not on track to achieve end of year targets.  The following provides some commentary on this result:

21.     At the time of reporting close, scope for one project had not been confirmed with the board, creating a risk of non-delivery.   The project scope has since been confirmed and the project is on track.

Consideration

Local board views and implications

22.     This report informs the Waiheke Local Board of the performance to date for the period ending 30 September 2016.

Māori impact statement

23.     The Matiatia planning project is progressing in partnership with Ngati Paoa representatives.  The project aims to prepare a strategic plan for Matiatia which reflects the aspirations of the Waiheke community and also respects the interests and rights of mana whenua for the future use of that land.  The Cultural Values Assessment for Matiatia (prepared by Ngati Paoa Iwi Trust for the council) is a key document in this process.

24.     The Waiheke Community Art Gallery is developing its relationship with Piritahi Marae, seeking a name for the facility.  The name ‘Te Whare Taonga o Waiheke’ is to be gifted to the gallery by mana whenua and tangata whenua.

25.     Investigation on possible projects for the Maori outcomes and events budget will continue with mana whenua and Piritahi marae during quarter two.

Implementation

26.     The Senior Advisor Waiheke Local Board will continue to facilitate performance updates to the local board.

 

Attachments

No.

Title

Page

a

Approved 201617 Work Programme

81

b

Financial Performance

93

c

Performance Measure Results

99

d

Dashboard - Red Amber Green (RAG) status

107

     

Signatories

Authors

Janine Geddes – Senior Local Board Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 



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Waiheke Local Board

24 November 2016

 

 

Onetangi Beach Polo event

 

File No.: CP2016/23096

 

  

Purpose

1.       Seeking the Waiheke Local Board’s feedback on the proposed Beach Polo Event on 25 February 2017 and considering the board’s support for an alternative date.

Executive summary

2.       The board has received notification for a proposed event for a Waiheke Beach Polo event at Onetangi Beach on 25 February 2017 (rain date 11 March 2017). 

 

Recommendation/s

That the Waiheke Local Board:

a)      Do not support the Beach Polo Event being held on 25 February 2017 at Onetangi Beach.

b)      Consider support for an alternative date for the Beach Polo Event in its current form.

c)      Consider the development of guidelines for future events on public space.

 

Comments

Proposed Beach Polo Event

3.       The board has received notification for a proposed event for a Waiheke Beach Polo event at Onetangi Beach on 25 February 2017 (rain date 11 March 2017). 

4.       The proposal is for this to be a free event open to the public with a ticketed / VIP marquee for approximately 300 people.

5.       Proposed on site operations on Onetangi Beach (see figure 1) will include:

Beach Polo:

·    Exhibition matches

·    Field is 90m x 45m

·    Games consist of two three player teams

·    Open for public to watch

 

VIP tent:

·    54m x 10m

·    260 chairs

·    300 guests

·    Alcohol available

·    Catered

·    Trestle tables & bean bags TBC

 

 

Figure 1

6.       The board and relevant Auckland Council departments have the opportunity to provide feedback in regards to this event.   Local and sports Parks department have advised sand dune protection would be required, including:

·    Corflute dune protection signs to be in place

·    Dune protection fence is located 1.0M from the edge of the grasses

 

Board feedback on this event to date

7.       Another form of the event was originally proposed for 24 March 2017 and included a road closure for ticketed tables.  The board met with the organiser on 22 September and indicated a full road closure for a commercial event would not be supported by the board. 

8.       The board suggested using private property rather than beach/open space land and/or enabling the event to be an exhibition game (all free to the public).

9.       They also noted concern about the impact on the community and residents of restricting beach access and local cafes. 

10.     The board suggested the organisers liaise with the Onetangi Beach Races and other stakeholders to see if it would be viable to share resources.

Onetangi Beach Races

11.     The Onetangi Beach Races Society has confirmed they do not support the Beach Polo event being held on 25 February 2017, the day before the Onetangi Beach Races. 

12.     This is due to the event possibly compromising the success of the beach races, which is funded by the Local Board and a key event supported by the community.  It was deemed having both events on the same weekend would be too high an impact for the residents and community.

13.     The board therefore have declined support for the Onetangi Beach Polo event being held on 25 February 2017, the day before the Onetangi Beach Races. 

Future events

14.     The board is supportive of events such as the Onetangi Beach Races, which are free to the public and are run on behalf of the community and in partnership with the board and rely on volunteerism and local support to make it a success.

15.     The council often receives requests for event permits on public land which will restrict public access.  A permit is required for all events (community, profit-making and private events such as weddings) where there is:

·        Over 50 people;

·        Use of the public space for over 2 hours;

·        Use of structures.

16.     The board has indicated that large events that impact public accessibility should be given proper informed consideration in public forum.  This would enable any interested members of the public to voice their concerns and will inform the board’s feedback.

17.     Given the prevalence of event requests for Waiheke, the board may also like to consider determining guidelines which can be provided to event organisers and council departments to guide future event proposals.

18.     Possible guidelines for profit-making events on public land might include:

·        Collaboration and support of local businesses, stakeholders and community groups;

·        Zero waste event;

·        Supports local procurement;

·        Accessible to the community;

·        Limitations on size or scale;

·        Agreed identified locations.

Consideration

Local board views and implications

19.     The board have provided feedback to the events team during the workshop held 22 September 2016 and in subsequent emails.

Māori impact statement

20.     Mana whenua engagement is included under the event permit process.

Implementation

21.     Following board consideration of the recommendations within this report, the events team will liaise with the event organiser.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Janine Geddes - Senior Local Board Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

Community Service Awards and Volunteers Day

 

File No.: CP2016/23154

 

  

 

Purpose

1.       Seeking the Waiheke Local Board’s (the board’s) approval to grant $800 to the Waiheke Island Council of Social Services (WICOSS) to support delivery of the annual Volunteers Dinner, and allocate $1,200 for delivery of the Community Service Awards.

Executive Summary

2.       The board have $2,000 within their 2016/2017 budgets to support recognition of volunteers on the island and they have historically provided funding to WICOSS to support their annual Waiheke Volunteers Dinner in recognition of the contribution volunteers make on the island. 

3.       In 2014/2015 the board granted funding of $2,500 to WICOSS to deliver the Waiheke Island Community Service Awards in conjunction with the Volunteers Dinner.  The event was very successful, however feedback concluded that combining the awards and the dinner wasn’t ideal.

4.       It is therefore recommended that $800 be granted to WICOSS to support the Waiheke Volunteers Dinner in December 2016, and the remaining $1,200 be utilised for a Community Service Awards in May / April next year.

 

Recommendation/s

That the Waiheke Local Board:

a)      Grant $800 from the 2016/2017 Volunteers Day LDI (Locally Driven Initiatives) budget to the Waiheke Island Council of Social Services to support the delivery of a Volunteers Dinner in December 2016.

b)      Allocate $1,200 from the 2016/2017 Volunteers Day LDI (Locally Driven Initiatives) budget to deliver the Community Service Awards in March / April 2017.

c)      Delegate board member XYZ to work with officers to finalise the Community Service Awards objectives and criteria, and determine the selection panel to review applications and make decisions.

 

 

5.       The board have $2,000 within their 2016/2017 Locally Driven Initiatives (LDI) budget allocated to recognise the work of volunteers. 

6.       The Waiheke Island Council of Social Services organises an annual Volunteers Dinner in recognition of the contribution volunteers make to the island.  The local board has historically provided funding to WICOSS in support of this event. 

7.       Last year the board granted funding of $2,500 to WICOSS to organise the Outstanding Community Service Awards in conjunction with the Volunteers Dinner.   This award is to recognise voluntary effort which benefits individuals and / or communities within the Waiheke Local Board area.   

8.       The event was very successful, however feedback was that combining the awards and the dinner wasn’t ideal as the focus was more on award nominees and there wasn’t much opportunity to acknowledge the work of the rest of the volunteers.  WICOSS have suggested these events be delivered separately this year.

9.       It is therefore recommended that $800 funding be granted to WICOSS to support their annual Volunteers Dinner in December, and the Community Service Award event be delivered separately by local board / council staff in Mar / April 2017 utilising the remaining budget of $1,200. 

10.     The process and criteria for the Community Service Award will be similar to last year’s which was based on standard Community Service Award objectives and criteria.

11.     Nominations will be invited through local media, council media, social media, posters, direct contact with appropriate organisations. 

12.     It is recommended a board member or members be delegated to work with officers to finalise the Community Service Awards objectives and criteria, and determine the selection panel to review applications and make decisions.

Consideration

Local Board views and implications

13.     The 2014 Local Board Plan recognises the role volunteers play in fostering community identity and looking after the natural environment.   

14.     The 2016/17 Local Board Agreement allocates $2,000 to recognition of volunteers on the island.

Māori impact statement

15.     This report does not involve any significant decisions and does not have any particular benefits to or adverse effects on Maori.

Implementation

16.     The recommendations of this report can be implemented within the board’s existing budgets. 

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Janine Geddes - Senior Local Board Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

Adoption of a business meeting schedule

 

File No.: CP2016/22378

 

  

Purpose

1.       To seek the adoption of the Waiheke Local Board meeting schedule for the 2016/2019 electoral term.

Executive summary

2.       A draft meeting schedule for the 2016/2019 electoral term has been developed and is included below for adoption by the local board.

3.       The specific times and dates for meetings, public engagement and any hearings, which may be required for matters such as local board plans and local board agreements, are yet to be finalised. Local board meeting schedules may therefore be updated once these details are confirmed.

 

Recommendation/s

That the Waiheke Local Board:

a)      adopts the meeting schedule outlined below for the 2016/2019 electoral term.

Year

Date

Location

2016

24 November

Waiheke Local Board Office,

10 Belgium Street

Ostend

Waiheke Island

 

15 December

2017

26 January

Waiheke Local Board Office,

10 Belgium Street

Ostend

Waiheke Island

23 February

23 March

27 April

25 May

22 June

27 July

24 August

28 September

26 October

23 November

14 December

2018

25 January

Waiheke Local Board Office,

10 Belgium Street

Ostend

Waiheke Island

22 February

22 March

26 April

24 May

28 June

26 July

23 August

27 September

25 October

22 November

13 December

2019

31 January

Waiheke Local Board Office,

10 Belgium Street

Ostend

Waiheke Island

28 February

28 March

18 April

23 May

27 June

25 July

22 August

26 September

b)      agrees to commence business meetings at 5:15pm. Public forum and deputations will be scheduled in the early part of the business meeting, to enable the democratic process.

c)      notes that dates and times for meetings, public engagement and any hearings and deliberations for local board plans and local board agreements are yet to be finalised.

 

Comments

4.       The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules.

5.       In summary, adopting a meeting schedule helps meet the requirements of:

·    clause 19, Schedule 7 of the LGA on general provisions for meetings, which requires the chief executive to give notice in writing to each local board member of the time and place of meetings.  Such notification may be provided by the adoption of a schedule of business meetings.

·    sections 46, 46(A) and 47 in Part 7 of the LGOIMA, which requires that meetings are publicly notified, agendas and reports are available at least two working days before a meeting and that local board meetings are open to the public.

6.       Adopting a business meeting schedule also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

7.       Commencing the business meeting during business hours will enable meetings to be productive and ensures best use of resources.

8.       There are some instances for which the local board may need to have meetings in addition to this schedule. For example, the local board plans (developed every three years) and local board agreements (developed annually). The specific times and dates for those meetings, public engagement and any hearings process for these matters are yet to be finalised and are therefore not included in the schedule above.

Consideration

Local board views and implications

9.       The implication of this report is to ensure that the local board meets its legislative responsibility, as outlined in paragraph five.

Māori impact statement

10.     There is no specific impact for Māori arising from this report. Local boards work with Māori on projects and initiatives of shared interest.

Implementation

11.     If there is any need to depart from the resolved dates, Auckland Council will publically notify the updated details. Local Board Services Department staff support local board business meetings.

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Madelon De Jongh - Local Board Advisor Manurewa

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

Urgent decision-making process

 

File No.: CP2016/22379

 

  

Purpose

1.       The purpose of this report is to seek the Waiheke Local Board’s agreement to use the urgent decision-making process when appropriate.

Executive summary

2.       The urgent decision-making process enables the board to make decisions without calling the full board together and meeting the requirement of a quorum. By agreeing to this process, the board delegates decision-making authority to the chair and deputy chair, or any person acting in these roles.

3.       At times, such as during the Christmas and New Year period, it is not practical to call the full board together and meet the requirements of a quorum. This is an example of when the urgent decision-making process would be used.

 

Recommendation/s

That the Waiheke Local Board:

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

b)      delegates authority to the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board.

c)      agrees that the relationship manager, chair and deputy chair (or any person/s acting in these roles) will authorise the urgent decision-making process by signing off the authorisation memo.

d)      notes that all urgent decisions will be reported to the next ordinary meeting of the local board.

 

Comments

What an urgent decision is

4.       The urgent decision-making process enables the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board when it is not practical to call the full board together and meet the requirement of a quorum. Examples include during the Christmas and New Year period or for participating in a council submission process.

5.       The Local Government Act 2002[1] provides for local boards to delegate to committees, sub-committees, members of the local board or Auckland Council staff, any of its responsibilities, duties and powers, with some specific exceptions. This legislation enables the urgent decision-making process.

6.       The urgent decision-making process provides an alternative decision-making mechanism to an extraordinary meeting. An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled business meeting of the local board.

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

The urgent decision-making process

8.       All requests for an urgent decision will be supported by a memo stating the nature of the issue, reason for urgency and what decisions or resolutions are required. 

9.       The local board relationship manager will use the information in this memo to determine whether or not to authorise the urgent-decision making process.

10.     A number of factors will be considered by the relationship manager before approval to use the urgent decision-making process is given, such as:

·     the timing of the next scheduled meeting

·     confirmation that the local board has the delegation to make the decision

·     consideration of the rationale for the urgency

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

11.     Once the relationship manager authorises the use of the urgent decision-making process, the chair and deputy chair (or any person/s acting in these roles) also need to approve the use of the urgent decision-making process by signing the same memo.

12.     Once the authorisation memo has been approved, the chair and deputy chair will refer to the substantive report for advice and staff recommendations to inform their decision. This report will meet Auckland Council quality advice standards and adhere to the report authorisation processes.

13.     Any decision made using the urgent decision-making process will be reported as an information item to the next ordinary meeting of the local board and the signed approval memo will be attached.

Consideration

Local board views and implications

14.     This report outlines the local board urgent decision-making process, and seeks the local board’s agreement to adopt this process.

Māori impact statement

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

Implementation

16.     This report outlines how the local board relationship manager and elected members will execute the urgent decision-making process when the need arises. Paragraph four outlines the implications of this for local boards.

17.     The local board relationship managers can provide advice as to what might constitute an urgent decision.

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Felicity  Prance - Policy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

Appointment of board members to external community organisations

 

File No.: CP2016/23026

 

  

Purpose

1.       To appoint board members to external community and national organisations relevant to the local board area.

Executive summary

2.       Elected members participate as representatives of the local board on a number of external community and national organisations.

3.       The beginning of the new electoral term generates the need for new appointments. This report provides details of the external organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the board on those external organisations for the 2016-2019 triennium.

4.          In addition, there are a small number of appointments due to legislation or the terms in a deed are the responsibility of the governing body, but because the relationship between the council and the organisation is local, the governing body has delegated its responsibility to nominate an elected member to the relevant local board.

 

Recommendation/s

That the Waiheke Local Board:

a)      Appoints the following board members to the external community groups and organisations listed below:

External organisation

 

Lead

Alternate

Waiheke Island Council of Social Services

 

 

"Waiheke Island Civil Defence Emergency

Management Sub Committee"

 

 

Waiheke Health Trust

 

 

Hauraki Gulf Forum

 

 

Waiheke Recreation Centre Trust

 

 

Youth Voice

 

 

 

 

 

Comments

5.       A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation.

6.       At the commencement of each triennium, the governing body and local boards recommend appointments to external organisations.

7.       As local board representatives, the nominated members represent the board, not in a personal capacity.  Board members will provide updates at local board meetings to keep the board regularly informed of discussions and decisions made of their activities unless good reasons exist for confidentiality, these updates are in the form of business meeting reports which maintain public transparency.

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

·    a trust deed, that requires Auckland Council to make an appointment to an organisation

·    an organisation of interest to the local board is inviting elected member representation at its meetings

·    associations entered into by the council which provide for elected member representation

·    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) or

·    a resource consent requiring the formation of a committee or hearing panel

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

·        the elected members availability

·        any conflict of interests, including whether the local board provides funding to the entity

·        relevance

·        historical relationship with the organsation and the Auckland Council

10.     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.

11.     Board members may be part of any organisation in their private capacity and personal interests and are encouraged to disclose memberships to external organisations in the conflict of interest register.

 

Relevant external organisations

12.     The details of the organisations relevant to the local board are detailed below.

 

Waiheke Island Council of Social Services

 

13.     WICOSS is a collective voice for Waiheke Island community groups and serves as an umbrella organisation for small groups to receive funds. 

14.     The previous local board representative was Beatle Treadwell with Shirin Brown and John Meeuwsen as alternatives.

15.     The next meeting will be held on Tuesday 6 December.

16.     The local board is asked to appoint one member (and an alternate) to Waiheke Island Council of Social Services

 

Waiheke Island Civil Defence Emergency Management Sub Committee

 

17.     The Waiheke CDEM subcommittee works in partnersip with emergency services and other organistaions to ensure the effective delivery of civil defence emergency management within Waiheke Island. 

18.     The previous local board representative was John Meeuwsen with Shirin Brown as alternative.

19.     The next meeting of the committee has not been set.

20.     The local board is asked to appoint one member (and an alternate) to Waiheke Island Civil Defence Emergency Management Sub Committee.

 

Community Police

 

21.     The community police is a group of volunteers who empower communities to prevent crime and create safer communities.

22.     The previous local board representative was Shirin Brown with John Meeuwsen as alternative.

23.     The next meeting of the group has not been set.

24.     This role was previously more of a network role as opposed to a formal appointment to the group; therefore we recommend this group not be considered for the purpose of this report.

 

Piritahi Marae

 

25.     Piritahi Marae is the only Marae on Waiheke and was formed as a charitable trust in 2008.  The trust meet monthly to discuss matter of importance to Maori and the community.

26.     The previous local board representative was Shirin Brown with Beatle Treadwell as alternative.

27.     The next meeting of the group has not been set.

28.     This role was previously more of a network role as opposed to a formal appointment to the group; therefore we recommend this group not be considered for the purpose of this report.

 

Waiheke Health Trust

 

29.    The Waiheke Health Trust is a community based charitable trust set up in 1991 to provide community healthcare services to the people of Waiheke.

30.     The previous local board representative was Beatle Treadwell with John Meeuwsen as alternative.

31.     The next meeting will be held on Wednesday 30th November 2016.

32.     The local board is asked to appoint one member (and an alternate) to the Waiheke Health Trust.

 

Hauraki Gulf Forum

 

33.     The Hauraki Gulf Forum (HGF) is a statutory body, which promotes and facilitates integrated management and the protection and enhancement of the Hauraki Gulf, under the Hauraki Gulf Marine Park Act 2000.

34.     The previous local board representative was John Meeuwsen with Shirin Brown as alternative.

35.     The next meeting of the group has not been set.

36.     The local board is asked to appoint one member (and an alternate) to the Hauraki Gulf Forum.

 

 

Waiheke Recreation Centre Trust

 

37.     The purpose of the Trust is to provide, or assist in providing, a public recreational facility on Waiheke Island in order to improve the conditions of life of both the pupils of Waiheke High School and the wider Waiheke community.

38.     The previous local board representative was Becs Ballard with Paul Walden as alternative.

39.     The next meeting of the group has not been set.

40.     The local board is asked to appoint one member (and an alternate) to the Waiheke Recreation Centre Trust.

 

Youth Voice

 

41.     Waiheke Youth Voice is run by the youth on Waiheke and organizes and promotes events for youth on the Island.

42.     The previous local board representative was Becs Ballard with Shirin Brown, Beatle

            Treadwell and John Meeuwsen as alternatives.

43.     The next meeting of the group has not been set.

44.     The local board is asked to appoint one member (and an alternate) to Youth Voice.

Consideration

Local board views and implications

45.     This report seeks the local board’s decision on representatives to external community organsaistions relevant to the local board area.

Māori impact statement

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

Implementation

47.     There are no implementation issues as a result of this report.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Andrew Simon Pickering - Executive Officer

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

Karen Lyons - General Manager Local Board Services

 


Waiheke Local Board

24 November 2016

 

 

Inward Correspondence

 

File No.: CP2016/23171

 

  

Purpose

1.       Attaching correspondence received for the boards information

 

Recommendation/s

That the Waiheke Local Board:

a)      receive the inward correspondence.

 

 

Attachments

No.

Title

Page

a

Waiheke Croquet Club - OBC greens maintenance

131

b

Letter of response to Croquet Club

135

     

Signatories

Authors

Sophie  McGhee - Democracry Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

Reports requested/pending

 

File No.: CP2016/22452

 

  

Executive Summary

1.       Providing a list of reports requested and pending for the Waiheke Local Board for business meetings.

 

Recommendation/s

That the Waiheke Local Board

a)      receive the reports requested/pending report.

 

 

Attachments

No.

Title

Page

a

Reports requested pending - November 2016

139

    

Signatories

Authors

Sophie  McGhee - Democracry Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

Governance Forward Work Programme

 

File No.: CP2016/22453

 

  

Executive Summary

1.       Attached is a copy of the Governance forward Work Programme for Waiheke which is a schedule of items that will come before the board at business meetings and workshops over the next 12 months. 

 

Recommendation/s

That the Waiheke Local Board:

a)      Receives the Governance Forward Work Programme.

 

 

Attachments

No.

Title

Page

a

Governance Forward Work Programme - November 2016

145

     

Signatories

Authors

Sophie  McGhee - Democracry Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

Waiheke Local Board Workshop Record of Proceedings

 

File No.: CP2016/22459

 

  

Executive Summary

1.       Attached are copies of the record of proceedings of the Waiheke Local Board workshops held on 3 November and 10 November 2016.

 

Recommendations

That the Waiheke Local Board

a)      Receives the record of proceedings of the Waiheke Local Board workshops held on 3 November and 10 November 2016.

 

 

Attachments

No.

Title

Page

a

3 November 2016

149

b

10 November 2016

151

    

Signatories

Authors

Sophie  McGhee - Democracry Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

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Waiheke Local Board

24 November 2016

 

 

List of resource consents

 

File No.: CP2016/22460

 

  

Executive Summary

1.       Attached is a list of resource consents applications received from 12 September 2016 to 4 November 2016 related to Waiheke Island.

 

Recommendation

That the Waiheke Local Board:

a)      Receive the list of resource consents lodged during 12 September 2016 to 4 November 2016 related to Waiheke Island.

 

 

Attachments

No.

Title

Page

a

Resource Consent Applications Received 12 September 2016  to 4 November 2016

155

    

Signatories

Authors

Sophie  McGhee - Democracry Advisor

Authorisers

John Nash - Relationship Manager Great Barrier & Waiheke

 


Waiheke Local Board

24 November 2016

 

 

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[1] Part 1A, Schedule 7, 36D Local Government Act 2002