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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 23 November 2016

6:30pm

Whau Local Board Office
31 Totara Avenue
New Lynn

 

Whau Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Tracy Mulholland

 

Deputy Chairperson

Susan Zhu

 

Members

Derek Battersby, QSM, JP

 

 

Catherine Farmer

 

 

Duncan Macdonald, JP

 

 

Te'eva Matafai

 

 

David Whitley

 

 

(Quorum 4 members)

 

 

 

Glenn Boyd

(Relationship Manager)

Local Board Services (West)

 

Tua Viliamu

Democracy Advisor

 

17 November 2016

 

Contact Telephone: (09) 813 9478

Email: Tua.Viliamu@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Whau Local Board

23 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          Ward Councillors update                                                                                              5

8          Deputations                                                                                                                    5

8.1     West Auckland Pasifika Forum (WAPF) - Tula’i Pasifika Leadership Programme update                                                                                                                    5

9          Public Forum                                                                                                                  6

10        Extraordinary Business                                                                                                6

11        Notices of Motion                                                                                                          6

12        Whau Christmas Event Funding                                                                                  7

13        Auckland Council’s Quarterly Performance Report: Whau Local Board
For Quarter One, 1 July –30 September 2016                                                         
63

14        Adoption of a business meeting schedule                                                             105

15        Urgent decision-making process                                                                             107  

16        Consideration of Extraordinary Items 

 

 


1          Welcome

 

2          Apologies

 

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

 

3          Declaration of Interest

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Confirmation of Minutes

 

That the Whau Local Board:

a)         confirm the extraordinary minutes of its meeting, held on Wednesday, 2 November 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          Ward Councillors update

 

An opportunity is provided for the Waitakere Ward Councillors to update the board on regional issues they have been involved with since the last meeting.

 

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 Whau 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.

 

8.1       West Auckland Pasifika Forum (WAPF) - Tula’i Pasifika Leadership Programme update

Purpose

Representatives of the West Auckland Pasifika Forum (WAPF) have asked for an opportunity to present to the Whau local board on Tula’i Pasifika Leadership Programme 2016 and West Auckland Pasifika Forum work plans for 2016-2017.

 

Recommendation

That the Whau Local Board:

a)      receive the deputation from representatives of the West Auckland Pasifika Forum (WAPF) and thank them for the presentation.

 

 

9          Public Forum

 

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

 

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

 

10        Extraordinary Business

 

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

 

(a)        The local authority by resolution so decides; and

 

(b)        The presiding member explains at the meeting, at a time when it is open to the public,-

 

(i)         The reason why the item is not on the agenda; and

 

(ii)        The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

 

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“Where an item is not on the agenda for a meeting,-

 

(a)        That item may be discussed at that meeting if-

 

(i)         That item is a minor matter relating to the general business of the local authority; and

 

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

 

(b)        no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

11        Notices of Motion

 

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

 


Whau Local Board

23 November 2016

 

 

Whau Christmas Event Funding

 

File No.: CP2016/23033

 

  

Purpose

1.       To seek an urgent decision on the provision of funding for Christmas events in the Whau Local Board area outside the contestable grant funding process.

Executive summary

2.       The local board decided during annual work programme planning for 2016/2017 that organisers for Christmas events would be encouraged to apply for funding through the contestable local grants programme rather than through the event partnership fund.

3.       Organisations seeking Christmas event funding did not however apply through the local grants programme but have since submitted requests outside of the normal contestable grant funding process and cycle.  These requests will need to be considered now as they are Christmas events scheduled to occur in the first two weekends of December 2016.  The requests received are for two Christmas Parades (New Lynn and Blockhouse Bay) and one Christmas Carols (Carols by Spiderlight) event.

4.       The local board has given initial consideration to these requests at a workshop on 9 November 2016 and requested staff prepare this report to provide consideration for funding at the 23 November 2016 local board meeting.

5.       These Christmas events have previously been funded by the local board and have some historical significance in the area.  These events may not be able to proceed without financial support from the local board.

 

Recommendation/s

That the Whau Local Board:

a)      Approve the allocation of funding from the local community grants fund to Christmas events and activities as follows:

i)        $3,000 to the New Lynn Lions Club to assist with delivery costs of the New Lynn Lions Club’s Christmas Parade and Festival, to be held in New Lynn on 3 December 2016.

ii)       $3,000 to the Blockhouse Bay Business Association to assist with delivery costs of the Blockhouse Bay Christmas Parade to be held in Blockhouse Bay on 10 December 2016.

iii)      $3,000 to the Avondale Business Association to assist with delivery costs of Carols by Spiderlight to be held in Avondale on 11 December 2016.

 

 

Comments

6.       The local board decided during annual work programme planning for 2016/2017 that organisers for Christmas events would be encouraged to apply for funding through the contestable local grants programme rather than through the event partnership fund.

7.       The three organisations seeking 2016 Christmas event funding did not however apply through the local grants programme and staff have now formally received funding requests for two Christmas Parades (New Lynn and Blockhouse Bay) and one Christmas Carols event (Carols by Spiderlight). Copies of applications from the organisations supporting their funding requests are attached to this report.

8.       These Christmas events have previously been funded by the local board and have some historical significance in the area. A consequence of not funding these events may be that the events would not take place this year.

9.       The local board gave initial consideration to these late funding requests at a workshop on 9 November 2016.  It was noted that the events aligned with the funding priorities of the board and there was some discussion of appropriate levels of funding for the events.

10.     As there are no suitable further local grant funding round opportunities prior to the holding of these events board members at the workshop requested that a report be prepared to give formal consideration of funding for the events at the next local board meeting scheduled for 23 November 2016.

11.     Events unit staff have given consideration to a proposed level of funding for the events.  Taking into account previous levels of funding and equity in funding between events it is suggested that they each be provided with a grant of $3,000.

12.     The board currently has a local grant funding balance of $94,231 available from which to pay these grants.

Consideration

Local board views and implications

13.     The Christmas events and activities considered for funding align with the local board plan outcomes of ‘great local communities across the Whau’ and ‘Whau’s heritage, local arts and cultures are cherished’.

Māori impact statement

14.     The local board operates community grants schemes which provide the opportunity to fund activities which support a range of outcomes including those of interest and/or benefit to Māori.

15.     The Christmas events considered by this report do not have a specific Māori component or focus.

Implementation

16.     Following funding approval, staff will initiate the development of funding agreements for recipients and the distribution of funding will commence once agreements have been signed by the applicants.

Attachments

No.

Title

Page

a

New Lynn Lions Club Application

9

b

Blockhouse Bay Business Association Application

13

c

Avondale Business Association Application

33

      

Signatories

Authors

Chade Julie - Team Leader Event Facilitation (South) Events

Authorisers

Graham Bodman - General Manager Arts, Community and Events

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

 


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23 November 2016

 

 

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Whau Local Board

23 November 2016

 

 

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

 

File No.: CP2016/22745

 

  

Purpose

1.       To provide the Whau Local Board members with an integrated quarterly performance report for quarter one 2016/17, against the Local Board Agreement work programme. (Standard purpose statement).

Executive summary

2.       This report is the first in a new format, to provide an integrated view of performance for the Whau 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 Whau 2016/17 Work Programme.

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

·        Arts, Community and Events, approved on 15 June 2016

·        Parks, Sport and Recreation, approved on 15 June 2016

·        Libraries and Information, approved on 15 June 2016

·        ATEED local economic development, approved on 15 June 2016

·        Community Facility Renewals, approved on 15 June 2016

·        Community Lease Work Programme, approved on 15 June 2016

·        Parks, Sport and Recreation Renewals, approved on 20 July 2016

·        Local environment and local development approved on 20 July 2016

4.       All operating departments with agreed work programmes, have provided a quarterly update against their work programme delivery, with 102 items reported as ‘green’ status (on track) and five at ‘amber’ status (some issues, monitor).

The overall dashboard for the Whau Local Board indicates performance in the Whau Local Board area is tracking positively (appendix 3.) 6.         Of significance this quarter,

·        The Youth Connections specialist broker delivered a Whau Badge workshop in September for 24 youth and seven employers.

·        Te Whau pathway scheme design contract has been awarded to MWH Global- engineering consultant, by project partner Auckland Transport.

·        The Tula'i graduation on 18 August 2016, concluded the successful delivery of the Tula'i Pasifika Youth Leadership Programme 2016.

7.       Operating expenditure for the first quarter to September 2016 is below budget mainly in the maintenance of parks.   Capital projects for this quarter are slightly below budget due mainly to delays on renewals programmes.

8.       53% of the Key Performance Indicators for the Whau Local Board are expected to be met. The new Board will consider options to address these as it receives work programme updates.

 

Recommendation

That the Whau Local Board:

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

 

 

Comments

Key Achievements for Quarter One

9.       The Whau Local Board has a number of key achievements to report from the Quarter One period, which include:

·        The Youth Connections specialist broker delivered a Whau Badge workshop in September for 24 youth and seven employers. Young people were referred from a range of local providers. Following the workshop, two youth immediately secured employment and others securing potential employment interviews.

·        Te Whau pathway scheme design contract has been awarded to MWH Global- engineering consultant, by project partner Auckland Transport.

·        The Tula'i graduation on 18 August 2016, concluded the successful delivery of the Tula'i Pasifika Youth Leadership Programme 2016. The specialist advisor administered a funding agreement across the West Auckland local boards for a new cohort to attend the 2017 Tula'i Pasifika Youth Leadership Programme.

 

Key Project updates from the 2016/17 Work Programme

10.     All operating departments with an approved 2016/17 Work Programme have provided performance report updates via SharePoint for quarter one (appendix 2). The following are progress updates against key projects particularly those identified in the Local Board Plan:

·        The Whau Community Arts Broker has developed a work programme of proposed projects and events with the first projects to be delivered in Q2 FY17.

·        A funding agreement has been finalised with the New Lynn Business Association to support the installation of five CCTV cameras in New Lynn. With the installation phase of this project in the second quarter.

·        The Kelston Neighbourhood project has supported residents identifying identity, communication, celebrations, events and culture as important themes to be addressed with Community Waitakere and the Kelston Creatives group, through projects such as the Kelston kite and mural projects.

·        CEU’s strategic broker and specialist advisors facilitated delivery of Milenko place making training workshop in Avondale with local people, and a "practice run" of the Milenko-methodology community meeting with local residents.

·        The ecological restoration work programme has been prepared and physical work is underway. The early part of the quarter focused on planting to assist site rehabilitation or infill planting to further help suppression of invading weeds and closure of bush canopies.

·        Ecomatters is on track to achieve their target of delivering at least 26 sustainability-related seminars or workshops during the funding year.

·        ATEED have progressed further discussions with Immigration NZ, IRD, Office for Ethnic Communities, Ministry of Pacific People's in preparation for the next phase of the Migrant Business Engagement and Support project. Henderson-Massey, Albert-Eden and Kaipatiki have confirmed resource to work alongside Whau this financial year.

Risks identified in the 2016/17 Work Programme

11.     No significant risks have been identified by operating departments i.e. where the progress and performance indicator has been set to ‘Red’ – significantly behind budget/time or achievement of outcomes.

 

Financial Performance

12.     Operating expenditure for the first quarter to September 2016 is below budget mainly in the maintenance of parks where there have been exceptionally wet conditions, inhibiting full field mowing and lower responsive maintenance callouts. Capital projects for this quarter are slightly below budget due mainly to delays on renewals programmes. At this point no significant known issues. There is a substantial amount of Locally Driven Initiative Capex funding still to be allocated by the local board and projects will need to be factored into the work programmes going forward.   The Financial Quarterly Performance Report is attached as Appendix C.

Key Performance Indicators

13.     53% of the Key Performance Indicators for the Whau Local Board are expected to be met with the exceptions of park usage, satisfaction with library environments and grant processes, connection with neighbourhood and community, safety in town centres and Business Improvement District organisations complying with their partnership obligations. These are explained further in detail in the attached report and the new Board will consider options to address these as it receives work programme updates.

Consideration

Local board views and implications

14.     This report informs the Whau Local Board of the performance to date for the period ending 30 September, 2016.

Māori impact statement

15.     The following activities in this period in the Whau included a focus on Māori outcomes. 

·        The Craigavon Park design and renewal of playground, the walking network, fencing and park furniture is currently being discussed with Te Kawerau a Maki and Ngati Whatua Orakei.

·        Community Empowerment Unit (CEU) staff supported a community-led delivery of a noho marae wananga at Kelston Girls High School and is working with them to organise a local community hui in the second quarter to enable engagement with local Maori residents.

·        Library Services in the Whau celebrated Matariki.

Implementation

16.     The Senior Advisor Whau Local Board will continue to facilitate performance updates to the local board.

 

 

Attachments

No.

Title

Page

a

Whau Dashboard 2016-17 Q1

67

b

Whau Q1 Report

69

c

Financial Appendix

89

d

Whau Q1 KPI Report

97

     

Signatories

Authors

Mark Allen - Senior Local Board Advisor

Authorisers

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

 


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Whau Local Board

23 November 2016

 

 

Adoption of a business meeting schedule

 

File No.: CP2016/22443

 

  

Purpose

1.       To seek the adoption of the Whau 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.

 

Recommendations

That the Whau Local Board:

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

Year

Date

Location

2016

14 December

Whau Local Board Office, 31 Totara Avenue, New Lynn

2017

22 February

Whau Local Board Office, 31 Totara Avenue, New Lynn

22 March

26 April

24 May

28 June

26 July

23 August

27 September

25 October

22 November

13 December

2018

28 February

Whau Local Board Office, 31 Totara Avenue, New Lynn

28 March

18 April

23 May

27 June

25 July

22 August

26 September

24 October

28 November

12 December

2019

27 February

Whau Local Board Office, 31 Totara Avenue, New Lynn

27 March

24 April

22 May

26 June

24 July

28 August

25 September

 

b)      agree to commence business meetings at 6.00pm. Public forum and deputations will be scheduled in the early part of the business meeting, to enable the democratic process.

c)      note 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 finalized 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

Riya Seth - Democracy Advisor

Authorisers

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

 


Whau Local Board

23 November 2016

 

 

Urgent decision-making process

 

File No.: CP2016/22444

 

  

Purpose

1.       The purpose of this report is to seek the Whau 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.

 

Recommendations

That the Whau Local Board:

a)      adopt 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)      delegate 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)      agree 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 an authorisation memo.

d)      note 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

Riya Seth - Democracy Advisor

Authorisers

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

     

    



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