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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Tuesday, 20 June 2017

3.00pm

Ground Floor, Council Chambers

Auckland Town Hall

301 - 303 Queen Street

Auckland

 

Great Barrier Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Izzy Fordham

 

Deputy Chairperson

Luke Coles

 

Members

Jeff Cleave

 

 

Susan Daly

 

 

Shirley Johnson

 

 

(Quorum 3 members)

 

 

 

Guia Nonoy

Democracy Advisor

 

12 June 2017

 

Contact Telephone: (09) 301 0101

Email: guia.nonoy@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Great Barrier Local Board

20 June 2017

 

 

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                                                                                                          7

6          Acknowledgements                                                                                                       7

7          Petitions                                                                                                                          7

8          Deputations                                                                                                                    7

9          Public Forum                                                                                                                  7

10        Extraordinary Business                                                                                                7

11        Notices of Motion                                                                                                          9

12        Kaitoke Beach dune stabilisation and monitoring project report - March 2017 11

13        Project 17: Auckland Council Maintenance Contracts                                           21

14        Biosecurity update and Culvert Remediation Validation Monitoring report

This report was not available when the agenda was compiled.  A copy of the report will be circulated to board members as soon as available and will be tabled at the business meeting.

 

15        Environmental agency and community group reports                                           71

16        Correspondence                                                                                                        113

17        Chairperson's quarterly report                                                                                123

18        Board Members' quarterly reports                                                                          129

19        Governance Forward Work Calendar                                                                     141

20        Great Barrier Local Board Workshop Proceedings                                              145  

21        Consideration of Extraordinary Items 

 

 


1          Welcome

 

Chairperson IM Fordham will open the meeting and welcome everyone in attendance. Member J Cleave will lead a karakia.

 

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 Great Barrier Local Board:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 16 May 2017 and the extraordinary minutes of its meeting, held on Tuesday, 6 June 2017, as a true and correct record.

b)         confirm the ordinary minutes of its meeting held on Tuesday, 18 April 2017 as a true and correct record, subject to the following change to item 12, resolution GBI/2017/30, clause c) as follows:

c)    agree to fund, part-fund or decline each community grants application received in local grant round two listed in table two.

Table two: Great Barrier local grant round two applications

ID and focus

Applicant

Project

Requested

Board’s decision

LG1704-206

Arts and culture

Island Screens Incorporated

Towards weekly screening fees and the purchase of new DVDs for Island Screens 2017.

$5,347

$5,347

LG1704-210

Arts and culture

Great Barrier Island Community Heritage and Arts Village Trust

Towards bringing a tutor to the island, tutor fees and materials for the ‘Design Your Own Board - Skateboard design workshops’.

$2,200

$2,200

LG1704-201

Community

Blue Light Ventures

Towards 2017 Great Barrier Island (GBI)” Kids Hunter National Training Scheme” expenses.

$1,883

$1,883

LG1704-212

Community

Great Barrier Island Sports and Social Club Incorporated

Towards two events; Santa parade prize money to contestants and gifts for the participating children and Guy Fawkes night fireworks and freight. Also towards the cost of rates for the club building.

$5,700

$5,700

LG1704-214

Community

Destination Great Barrier Island

Towards design work for Dark Sky brand only.

$9,123

$9,123

LG1704-218

Community

North Barrier Residents and Ratepayers Association

Towards a fuel supply business scoping plan.

$15,220

$13,220

LG1704-219

Community

Angela Wright

Towards the purchase and manufacture of the basic equipment required to run a workshop for Aotea Glass Association.

$6,078

Decline; limited funding available in this round requested to reapply in July 2017 funding round

LG1704-202

Events

The Marion Barleyman Memorial Cottage Rural Women New Zealand Awana Branch Incorporated

Towards audio visual equipment, airfares and on island expenses for four panellists, a moderator, the outreach programme and costs for media to attend ‘No Barriers - small Island, big ideas panel discussion Intelligence - man or machine?”

$6,000

$1,000

LG1704-207

Events

Kaitoke School

Towards general event expenses for Great Barrier Island Barry Mouat Memorial Wharf to Wharf.

$5,000

$5,000

LG1704-216

Events

Ngati Rehua Ngatiwai ki Aotea Trust board

Towards event costs for ‘Aotea Great Barrier Island Walking Festival 2017’.

$20,000

Decline; financial information provided did not meet minimum requirements

LG1704-204

Environment

Murray Staples

Towards set up and operating costs for three years for rat eradication.

Towards the purchase of rat toxin and associated freight and dispensing equipment costs for rat eradication.

$7,337

$5,000

LG1704-222

Environment

Rohan MacMahon

Towards the purchase of rat toxin and associated freight and dispensing equipment costs for Okiwi Stream monitored rat traps.

 

Towards set up and operating costs for Okiwi Stream monitored rat traps.

$15,543

$7,355

LG1704-208

Sports and recreation

Michelle Hartley-Scott

Towards balls, bibs a first aid box, bags, whistles and an echo cleaner.

$2,503

$2,503

LG1704-223

Sports and recreation

Louise Bibby

Towards costs for providing swimming lessons to primary aged school children.

$1,000

Decline; not considered to be a high priority with the limited funding available

Total

 

 

$102,934

$58,331.00

 

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 Great Barrier 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       Great Barrier Island rubbish collection – James Heyward

Executive summary

1.       James Heyward will be in attendance to address the Board on the rubbish collection on Great Barrier Island.

Recommendation

That the Great Barrier Local Board:

a)      thank James Heyward for his 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

 

There were no notices of motion.

 


Great Barrier Local Board

20 June 2017

 

 

Kaitoke Beach dune stabilisation and monitoring project report - March 2017

 

File No.: CP2017/11143

 

  

Purpose

1.       To receive the Kaitoke Beach dune stabilisation and monitoring project report and consider its recommendations.

Executive Summary

2.       The Kaitoke dune stabilisation and monitoring programme began in 2007 after concerns were raised that wind-blown sand could threaten the viability of the airfield.

3.       Auckland Council allocated a total of $380,000 to this programme during 2007-2015. This project included establishing marram grass fences, rabbit control, dune fertilizing, community planting days and dune monitoring.

4.       At the 15 November 2016 business meeting, the board resolved to fund a Kaitoke Beach restoration final report to provide conclusive evidence of the success of the project. This work was undertaken by Harley Spence, coastline consultants, and Patrick Thorp, Growing Edge Ltd and is Attachment A.

5.       The report contains the following recommendations for ongoing maintenance and future options for beach erosion control:

·    Rabbit control on an annual or biannual basis to keep rabbit grazing pressure low

·    Marram eradication should continue on the entire Kaitoke Beach to avoid re-infestation of the zone immediately seaward of the airfield and also minimise the risk of sand from a large Marram dune collapse inundating this area.

·    Collect local spinifex and pingao seed and purchase 2000 sand binding plants annually.

 

Recommendation

That the Great Barrier Local Board:

a)      note the Kaitoke Beach dune stabilisation and monitoring project report.

 

Attachments

No.

Title

Page

a

Kaitoke Beach dune stabilisation and monitoring project report March 2017

11

      

Signatories

Author

Jacqueline Fyers – Local Board Advisor

Authoriser

John Nash - Relationship Manager Great Barrier & Waiheke

 


Great Barrier Local Board

20 June 2017

 

 


Great Barrier Local Board

20 June 2017

 

 

Project 17: Auckland Council Maintenance Contracts

 

File No.: CP2017/11642

 

  

Purpose

1.       The purpose of this report is to seek endorsement from the local board on the smart procurement approach to maintenance contracts on Great Barrier, and to identify and site specific issues (if any) that are unique to the local board and may require particular attention over and above standard maintenance service specifications.

Executive summary

2.       Auckland Council’s maintenance contracts for parks, buildings and open space expire on 30 June 2017.  This has presented a unique opportunity to reconsider and reshape how council approaches the maintenance of Auckland Council’s assets and open spaces in the future.

3.       At the end of March 2017, a new contract structure was approved by the Strategic Procurement Committee and Finance and Performance Committee, with contracts due to commence 1 July 2017.

4.       One of the key performance indicators for each supplier is a Community Outcomes and Workforce Development Plan, which includes smart procurement measures and targets.

5.       This report seeks endorsement from the local board on the smart procurement approach to maintenance contracts on Great Barrier.

6.       This report seeks formal feedback from the local board on site specific issues (if any) that are unique to the local board area and may require particular attention for 2017/2018, and is over and above standard service specifications.

 

Recommendations

That the Great Barrier Local Board:

a)      endorse the smart procurement approach to maintenance contracts on Great Barrier.

b)      agree site specific issues (if any) that are unique to the local board and may require particular attention in year one (2017/2018), over and above standard maintenance service specifications

c)      note that Auckland Council will continue to encourage, support and work with volunteer and community groups across the region in alignment to the new maintenance contracts.

 

Comments

Background

7.       Auckland Council’s maintenance contracts for parks, buildings and open space expire on
30 June 2017.  This presented a unique opportunity to reconsider and reshape how we approach maintenance of Auckland Council’s assets and open spaces in the future.

8.       Over the last twelve months, Community Facilities has engaged with local boards and the governing body to provide direction and shape up the procurement of a new contract structure.  This included receiving formal feedback from all local boards in March 2017, prior to a decision being made.

9.       At the end of March 2017, the new contract structure was approved by the Strategic Procurement Committee and Finance and Performance Committee, with contracts due to commence on 1 July 2017.

10.     The new maintenance contracts incorporate three main service types for the Auckland region:

·     Full Facilities – maintenance of parks, open spaces, sports fields, buildings, public toilets, cleaning (including toilets in town centres), locking and unlocking services of park gates and public toilets, rubbish bin emptying, weed control, mowing and maintenance of streetscape gardens

·     Arboriculture - street tree pruning, park tree pruning, street tree and powerline clearance, species specific pruning, tree inspections and removals and planting/aftercare maintenance

·     Ecological - pest animal and pest plant monitoring and control, ecological restoration, revegetation and enrichment planting and reactive pest control/monitoring

11.     A key change to maintenance contracts is that the majority of service levels will now be outcome based (e.g. ‘rubbish bins shall not exceed the bin’s capacity and items shall not overflow’), as opposed to services that were previously prescriptive or frequency based (e.g. ‘rubbish bins are emptied once a day’).

12.     Refer to Attachment A for the final version of the Full Facilities Service Specifications which outline agreed outcome statements that will apply across the Auckland region from
1 July 2017.

13.     Arboriculture and ecological services are specialist contracts, largely based on compliance with legislation and policies.  Specifications are detailed, technical and more prescriptive in nature.

Smart Procurement

14.     Key performance indicators measure how well the supplier is doing to meet their contractual agreement with Auckland Council.

15.     One of the key performance indicators for each supplier is a Community Outcomes and Workforce Development Plan.  This outlines community and workforce measures and targets to be agreed with each supplier.

Great Barrier smart procurement approach

16.     The Great Barrier local board area is unique in that there are a small number of council owned community facilities on the island to manage, limited resources available on the island to deliver required services and there is significant travel time, cost and inefficiency associated with utilising staff and resources from the mainland.

17.     Therefore, it has been agreed that a local smart procurement approach will be applied to the Great Barrier local board area as follows:

·     An Auckland Council Community Facilities staff member will directly recruit and manage locals for carpentry, plumbing, electrical, parks mowing and rural AT mowing. 

·     City Parks Services (approved council supplier for the Rua area) will manage the cleaning of town centres, bus shelters and buildings, and maintenance of gardens, playgrounds, tracks, litter bins, loose litter, urban AT mowing and street spraying.

·     Smart procurement measures and targets will not apply to this local board area at this stage, due to limited resources available.


 

Environmental

18.     Each supplier is required to develop an environmental management system that monitors, measures and sets goals.  At a minimum the following will be measured – local boards will have the opportunity to identify (at a later date) what measures they seek regular reporting on:

·     energy conservation

·     water conservation

·     waste management and recycling

·     chemical use

·     Scope 1 and Scope 2 greenhouse gas (GHG) emissions

19.     Environmental key performance indicators will track progress of these goals, noting that this specifically includes targets for suppliers to annually reduce their carbon footprint and annually reduce use of agri-chemicals (as outlined in Auckland Council’s Weed Management Policy).

Local Service Level Variations

20.     Feedback received from local boards indicates the following most common and typical maintenance issues experienced in their area, which is largely due to the prescriptive nature of the previous contract model:

·     Toilets not being clean

·     Rubbish bins overflowing

·     Grass in parks getting too long

21.     New maintenance contracts intend to address these common issues through an outcome based model, as outlined in the background section above.

22.     In some cases, there may be some site specific issues, or a common maintenance problem, that is unique to the local board area and requires particular attention.  For example a 100% spray free reserve, overflowing bins near tourist beaches, litter caused from freedom campers in a particular location.

23.     This report seeks agreement from the local board on site specific issues (if any) that are unique to the local board area and may require particular attention for 2017/2018, and is over and above standard service specifications.

Asset Data

24.     Over the last six months, Auckland Council’s asset data team conducted a full system review of asset information to support the development of new maintenance contracts. 

25.     Attachment B outlines an updated asset list for this local board area as at 2 June 2017.

26.     Note that asset data is continually updated to reflect council decisions and asset assessments, and that new maintenance contracts have flexibility to accommodate changes.

Volunteers and Community Groups

27.     Auckland Council values the huge number of volunteer and community groups across the region, who undertake a significant amount of work over many years to shape and maintain the beauty of Auckland. 

28.     Council will continue to encourage and support volunteers, community empowerment initiatives and local community groups where they align to council’s objectives and enhance our community.

29.     Under the new maintenance contract model, council does not expect volunteers to have to undertake work to address poor performance in contract delivery, such as cleaning up litter where the supplier has a responsibility to do so. 

30.     It is acknowledged that many volunteer and community groups achieve a sense of pride, value and enjoyment in supporting maintenance work, such as restoration, garden maintenance and pest control.  Council will continue to work with these groups and with suppliers to support them as best as possible in these activities.

31.     Over the next few months council staff will be in contact with key volunteer and community groups where maintenance related work is undertaken, to ensure alignment of objectives and determine how council and suppliers can best support this work.

Consideration

Local board views and implications

32.     Project 17 has engaged with local boards through various channels including:

o   Local Board Chairs Procurement Working Group;

o   Local Board Chairs Forum presentations;

o   memorandums;

o   cluster workshops;

o   individual local board workshops; and

o   business meeting reports.

33.     Community Facilities is now seeking agreement from local boards on smart procurement and local service level variations (if any) for 2017/2018, prior to new contracts commencing on 1 July.

34.     This information will be provided to suppliers and Community Facilities before new contracts commence.

Māori impact statement

35.     Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi/the Treaty of Waitangi and its broader statutory obligations to Māori.

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

o   Building positive relationships with Māori – effective communication and engagement with Māori, developing resilient relationships with mana whenua;

o   Significantly lift Māori social and economic well-being; and

o   Building Māori capability and capacity.

37.     Through these contracts, opportunities to support local community outcomes and economic development include (but are not limited to):

o   Providing employment opportunities, in particular for local people and for youth;

o   Increasing capability and capacity (apprenticeships, cadetships or equivalent) in particular for youth;

o    Building on community and volunteer networks;

o   Focusing on smart procurement initiatives that support Maori outcomes.

Implementation

38.     Mobilisation is currently underway with suppliers to prepare for 1 July 2017 (day one). This includes finalising processes, implementing systems, recruiting staff, purchasing equipment, creating health and safety plans and developing work schedules. 

39.     Local boards are meeting new suppliers in June 2017 and will have the opportunity to present and discuss local priorities with the supplier.

40.     Reporting requirements for local boards on local service levels and contractor performance is currently underway.

41.     New maintenance contracts take effect on 1July 2017, noting that there may be up to twelve months to bed in changes, particularly with regards to systems and reporting.

 

Attachments

No.

Title

Page

a

Full facilities service specifications

25

b

Asset list

67

     

Signatories

Author

Kate Marsh - Principal Business Analyst

Authorisers

Rod Sheridan - General Manager Community Facilities

Karen Lyons - General Manager Local Board Services

 


Great Barrier Local Board

20 June 2017

 

 

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Environmental agency and community group reports

 

File No.: CP2017/11427

 

  

Purpose

1.       To provide a place where Great Barrier community groups and environmental agencies with interest or role in the environment or the work of the Great Barrier Local Board, can have items considered as part of the board’s business meeting.

 

Recommendation

That the Great Barrier Local Board:

a)      receive the following reports:

i.          2016 Annual report of the Great Barrier Island Environmental Trust

ii.          Final report on pilot study of rat monitoring on Hirakimata, May 2017

iii.         Article on Windy Hill restoration brings employment for community - Predator Free NZ

iv.        Motu Kaikoura Trust Supporters' Newsletter Issue 20, April 2017

 

 

Attachments

No.

Title

Page

a

2016 Annual Report of the Great Barrier Island Environmental Trust

71

b

May 2017 - Report on Hirakimata rat work

77

c

30 April 2017 - Article on Windy Hill restoration brings employment for community - Predator Free NZ

95

d

April 2017 - Motu Kaikoura Trust Supporters' Newsletter Issue 20

101

     

Signatories

Author

Guia Nonoy - Democracy Advisor

Authoriser

John Nash - Relationship Manager Great Barrier & Waiheke

 


Great Barrier Local Board

20 June 2017

 

 

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Great Barrier Local Board

20 June 2017

 

 

Correspondence

File No.: CP2017/10563

 

  

Executive Summary

Correspondence sent and received for the Great Barrier Local Board’s information.

 

Recommendation

That the Great Barrier Local Board:

a)         note the correspondence for the months of April and May 2017.

 

Attachments

No.

Title

Page

a

April 2017 - Letter from Hon Nikki Kaye re gold card query

113

b

10 May 2017 Letter from Destination Great Barrier Island on Auckland Council Maps of Great Barrier Island and population centres

117

c

22 May 2017 Letter to Hon Nikki Kaye MP from Educarents and GBLB Chairperson

119

    

 


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20 June 2017

 

 

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Chairperson's quarterly report

File No.: CP2017/09894

 

  

Executive Summary

An opportunity is provided for the chairperson to update the local board on the projects and issues she has been involved with for the period March to June 2017, for information.

 

Recommendation

That the Great Barrier Local Board:

a)         note the Chairperson’s quarterly report.

 

Attachments

No.

Title

Page

a

Chairperson Izzy Fordham's quarterly report

123

    

Signatories

Author

Guia Nonoy - Democracy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


Great Barrier Local Board

20 June 2017

 

 

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Board Members' quarterly reports

File No.: CP2017/09895

 

  

Executive Summary

An opportunity is provided for members to update the board on the projects and issues they have been involved with for the period March to June 2017, for information.

 

Recommendations

a)         That the report of Deputy Chairperson Luke Coles be noted.

b)         That the report of Board Member Jeff Cleave be noted.

c)         That the report of Board Member Sue Daly be noted.

d)         That the report of Board Member Shirley Johnson be noted.

 

 

Attachments

No.

Title

Page

a

Deputy Chairperson Luke Coles' report

129

b

Board Member Jeff Cleave's report

131

c

Board Member Sue Daly's report

135

d

Board Member Shirley Johnson's report

137

    

Signatories

Author

Guia Nonoy - Democracy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


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20 June 2017

 

 

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Governance Forward Work Calendar

 

File No.: CP2017/09891

 

  

Purpose

1.       To present the Great Barrier Local Board with its updated governance forward work calendar.

Executive Summary

2.       The governance forward work calendar for the Great Barrier Local Board is in Attachment A. The calendar is updated monthly, reported to business meetings and distributed to council staff.

3.       The governance forward work calendars were introduced in 2016 as part of Auckland Council’s quality advice programme and aim to support local boards’ governance role by:

·    ensuring advice on meeting agendas is driven by local board priorities

·    clarifying what advice is expected and when

·    clarifying the rationale for reports.

4.       The calendar also aims to provide guidance for staff supporting local boards and greater transparency for the public.

 

Recommendation

That the Great Barrier Local Board:

a)      note the Great Barrier Local Board Governance Forward Work Calendar – June 2017.

 

 

 

Attachments

No.

Title

Page

a

Governance forward work calendar - June 2017

141

     

Signatories

Author

Guia Nonoy - Democracy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


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20 June 2017

 

 

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Great Barrier Local Board Workshop Proceedings

File No.: CP2017/09893

 

  

Executive Summary

Attached is the Great Barrier Local Board workshop proceedings taken at the workshop held on 10 May, 16 May, 23 May, and 30 May 2017.

 

Recommendation

That the Great Barrier Local Board:

a)    note the record of proceedings for the workshops held on 10 May, 16 May, 23 May, and 30 May 2017.

 

 

Attachments

No.

Title

Page

a

10 May 2017 Great Barrier Local Board Workshop Record

145

b

16 May 2017Great Barrier Local Board Workshop Record

147

c

23 May 2017 Great Barrier Local Board Workshop Record

149

d

30 May 2017 Great Barrier Local Board Workshop Record

151

    

Signatories

Author

Guia Nonoy - Democracy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

John Nash - Relationship Manager Great Barrier & Waiheke

 


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20 June 2017

 

 

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