Kaipātiki Local Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Kaipātiki Local Board held in the Kaipātiki Local Board Office, 90 Bentley Avenue, Glenfield on Wednesday, 16 August 2017 at 4.02pm.

 

present

 

Chairperson

Danielle Grant

 

 

 

Deputy Chairperson

John Gillon

 

 

 

Members

Paula Gillon

 

 

 

 

Ann Hartley, JP

 

 

 

 

Kay McIntyre, QSM

 

 

 

 

Anne-Elise Smithson

 

 

 

 

Adrian Tyler

 

 

 

 

Lindsay Waugh

 

 

 

 

ABSENT

 

 

 

 

 

 

ALSO PRESENT

 

Councillor (Rodney Ward)

Greg Sayers

[from 4.10 to 5.15pm]

 

Deputy Chair (Rodney Local Board)

Phelan Pirrie

[from 4.50 to 6.00pm]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Kaipātiki Local Board

16 August 2017

 

 

 

1          Welcome

 

2          Apologies

 

There were no apologies.

 

3          Declaration of Interest

 

There were no declarations of interest.

 

4          Confirmation of Minutes

 

Resolution number KT/2017/101

MOVED by Member K McIntyre, seconded by Member A Hartley:  

That the Kaipātiki Local Board:

a)            confirms the ordinary minutes of its meeting, held on Wednesday, 19 July 2017, as a true and correct record.

CARRIED

 

5          Leave of Absence

 

There were no leaves of absence.

 

6          Acknowledgements

 

There were no acknowledgements.

 

7          Petitions

 

There were no petitions.

 

8          Deputations

 

There were no deputations.

 

9          Public Forum

 

9.1

Ruth Jackson - Hilders Park (Larking’s Landing) play boat

 

Ruth Jackson and Cindy Starnes-Koroi, representing the Save Frank’s Boat group, were in attendance to discuss the Hilders Park (Larking’s Landing) play boat and suggestions to improve public consultation and engagement processes.

 

Resolution number KT/2017/102

MOVED by Member A Tyler, seconded by Deputy Chairperson J Gillon:  

That the Kaipātiki Local Board:

a)      thanks Ruth Jackson and Cindy Starnes-Koroi, representing the Save Frank’s Boat group, for their presentation to the board regarding the Hilders Park (Larking’s Landing) play boat and suggested improvement to public consultation and engagement processes.

CARRIED

 

9.2

Chelsea Heritage Estate Park

 

Bruce Stainton, representing Chelsea Heritage Estate Regional Park Association, was in attendance to discuss the Chelsea Heritage Estate Park and the desirability of a reserve management plan.

 

Resolution number KT/2017/103

MOVED by Member A Smithson, seconded by Deputy Chairperson J Gillon:  

That the Kaipatiki Local Board:

a)          thanks Bruce Stainton, representing the Chelsea Heritage Estate Regional Park Association, for his presentation to the board regarding the Chelsea Heritage Estate Park and the desirability of a reserve management plan.

CARRIED

 

10        Extraordinary Business

 

There was no extraordinary business.

 

11        Notices of Motion

 

Under Standing Order 3.11., a Notice of Motion was received from Members A Smithson, P Gillon, and Deputy Chairperson J Gillon and for consideration under item 12.

 

12

Notice of Motion - Request for report on the status of the draft Chelsea Estate Heritage Park reserve management plan

 

A memo dated 7 August 2017, from the Team Leader, Service and Asset Planning, regarding indicative costs and timeframes to develop reserve management plans, was tabled. A copy of the tabled document has been placed on the official minutes, and is available to view on the Auckland Council website as a minutes attachment.

 

Resolution number KT/2017/104

MOVED by Member A Smithson, seconded by Member A Tyler:  

That the Kaipātiki Local Board:

a)       requests a report on the status of the draft Chelsea Estate Heritage Park reserve management plan (2010/2014) and associated costs for gazetting it, to meet the requirements of the Reserves Act 1977 section 41.

b)      receives the memo dated 7 August 2017 from the Team Leader, Service and Asset Planning, regarding indicative costs and timeframes to develop reserve management plans.

c)       requests Local Board Services staff organise a workshop for the board, along with relevant council subject matter experts, as soon as practicable, to:

i.          gain an improved understanding of the background, process and timelines in relation to the development of the Open Space Management Framework that is currently under development;

ii.         discuss the opportunity (including indicative costs and timelines) for the board to be considered within the next tranche of local boards to participate in the omnibus reserve management planning approach as highlighted as part of the Open Space Management Framework, with a view towards considering this project as part of the board’s 2018/19 work programme;

iii.        receive information in relation to those Kaipātiki Local Board reserves that have up to date reserve management plans already in place, and which reserves require either new or updated reserve management plans; and

iv.        receive advice as to the practical benefit to the wider community of having in place up to date reserve management plans, and whether individual or omnibus reserve management plans, or other non-statutory mechanisms, best provide such benefit.

CARRIED

 

Secretarial note:    Changes to the original recommendation were made with the agreement of the meeting.

 

Attachments

a     Memo - Team Leader, Service and Asset Planning

 

 

13

Hilders Park play boat - public safety risk

 

Kaitlyn White, Renewals Coordinator Community Facilities, and Quintin Howard, Manager Renewals Investigation and Design, were in attendance to address the board regarding the Hilders Park play boat – public safety risk.

 

Resolution number KT/2017/105

MOVED by Deputy Chairperson J Gillon, seconded by Member P Gillon:  

That the Kaipātiki Local Board:

a)      notes the play boat on the foreshore at Hilders Park is a public safety risk due to the drowning hazards identified in the reports by Future Landscapes Ltd (included as Attachment A to the agenda report) and Davis Coastal Consultants (included as Attachment B to the agenda report).

b)      approves the removal of the boat from the Hilders Park foreshore, and storage of the boat at a safe location until the future of the boat is agreed upon by the board

c)      approves investigations into the feasibility of renewal options, to provide similar and safe service outcomes to that of the existing play boat at Hilders Park, with particular focus given to two options if possible:

i.      incorporation of the boat (or part thereof) into an artwork or memorial within Larking’s Landing Reserve; and

ii.    incorporation of the board (or part thereof) into a play-space or piece of play equipment within Larking’s Landing Reserve.

d)      requests that the outcomes of the investigations into the feasibility of renewal options as outlined in resolution c) above be reported back to the board for discussion on a way forward as soon as practicable.

CARRIED

 

Secretarial note:    With the consent of the meeting, item 15 was accorded precedence at this time.

 

15

Governance Framework Review recommendations

 

Victoria Villaraza, Relationship Manager Local Board Services, and Phelan Pirrie, Deputy Chair Rodney Local Board and member of the Governance Framework Review political working party, were in attendance to address the board regarding the Governance Framework Review recommendations.

 

MOVED by Chairperson D Grant, seconded by Deputy Chairperson J Gillon:  

That the Kaipātiki Local Board:

a)   provide feedback on the following draft positions and recommendations of the Political Working Party:

Regional policy and decision-making

i.         support the political working party position that council should implement new mechanisms that ensure effective local board input to regional policy decisions, via a framework that sets out, at a minimum:

1.          a process for involving local boards in the development of regional work programmes at the beginning of each term and in an annual refresh;

2.          earlier and more joint engagement between local boards and the governing body in regional decision-making processes;

3.          requirements for analysis of local impacts and local interest of regional decisions and options, and reporting of this to local boards and the governing body;

4.          specified criteria for categorising the potential local impact and local board interest of regional decisions;

5.          processes and methods for tailoring local board engagement in line with the local impact and local interest of regional decisions e.g. high categorisation requiring more specific local engagement and analysis, low categorisation requiring more cluster joint local board workshop sessions and less in depth analysis; and

6.          specified methods for engagement and communication with local boards at all stages of the decision-making process.

ii.        support the political working party position that local boards will be consulted on the details of these mechanisms prior to implementation.

iii.       note that the Quality Advice programme is continuing to be implemented in order to improve the quality of advice to elected members for decision-making, in line with the recommendations of the Governance Framework Review.

iv.       support the political working party position to not implement any formal policies or procedures that control when and how local boards may procure external or contestable advice, but note that, in principle, the Auckland Council organisation should be the first provider of advice to local boards.

v.        support the political working party position to not implement any policy or procedure that would limit local boards’ ability to advocate to the governing body on regional issues.

Local decisions that may have regional impacts (development of a ‘call-in’ right)

vi.       note that an explicit call-in right is not possible under the Local Government (Auckland Council) Act.

vii.      support the political working party position to not implement any mechanism that would have the effect of ‘calling in’ or allocating decision-making to the governing body for otherwise local activities or decisions that have regional implications.

viii.     support the political working party position to direct officers that, whenever a local board is to make a decision that has potential impacts beyond the immediate local board area e.g. a sub-regional impact or an impact on regional networks, advice on those potential impacts is to be provided to the local board as a matter of course (for example through a regional impact statement).

Allocations and delegations

ix.       support the political working party position that the governing body delegates, subject to the necessary statutory tests being met, the following Reserves Act 1977 decision-making functions for local reserves to local boards:

1.          declaration;

2.          classification;

3.          reclassification; and

4.          application for revocation of reserve status (limited to when there is a desire by a local board to manage open space under the Local Government Act).

x.        note that officers’ advice on decision-making for exchanges of reserve land was that it should remain with the governing body, with the relevant local board consulted on these decisions.

xi.       note that the working party did not reach consensus on this issue, and will consider the feedback of local boards before making a recommendation.

xii.      support the political working party position that the Minister of Conservation’s supervisory powers remain delegated to staff, but where there is likely to be significant public interest, an independent commissioner should be engaged.

The role of Auckland Transport and local boards

xiii.     note the critical interface between the local place-shaping role of local boards and Auckland Transport’s jurisdiction over the road corridor and transport networks.

xiv.     note that the Governance Manual for Substantive Council Controlled Organisations requires Auckland Transport, amongst other things, to:

1.       develop, with local boards, a shared understanding of local board views and council controlled organisation priorities to inform the following year’s business planning, including through an annual interactive workshop ‘where local boards communicate their local board priorities and the council controlled organisation s communicate how their current year work programme will contribute to local board priorities’;

2.       develop by 31 July each year an annual local board engagement plan, which includes a schedule ‘clearly indicat[ing] for each board, the projects and/or activities that it expects to report on, and the projects and activities that it expects to consult on, for the following year. This should be updated annually or more frequently if required.’; and

3.       report against their local board engagement plan in their quarterly performance reports to the Council Controlled Organisation Governance and Monitoring Committee.

xv.      support the political working party position to direct Auckland Transport to meet all requirements for local board engagement as set out in the Governance Manual for Substantive Council Controlled Organisations.

xvi.     support the political working party position to direct Auckland Council officers to monitor Auckland Transport’s compliance with the requirements for local board engagement, as set out in the Governance Manual for Substantive Council Controlled Organisations, and to report this monitoring to the governing body at least annually.

xvii.    note that the Mayor’s 2017 letter of expectation to Auckland Transport stipulated that council expects there to be:

1.       better and earlier engagement and communication between Auckland Transport and local boards; and

2.       active consideration by Auckland Transport of which of its decision-making powers it could delegate to local boards (within the constraints created by the regulatory environment, safety considerations, the needs of regional networks and the role played by New Zealand Transport Agency in decision-making).

xviii.   note that the following activity statement has been included in Auckland Transport’s 2017-2020 Statement of Intent:

1.       Participation in the governance review which is aimed at changing behaviours and processes across relevant Council family activities, including Auckland Transport, to enable local boards to give effect to their governance role, particularly around local place-shaping.’

xix.     note that the Governance Framework Review has investigated the potential delegation of a range of Auckland Transport powers and the working party recommends that additional work be undertaken to identify delegation opportunities.

xx.      support the political working party position to direct Auckland Transport, in working with local boards, to:

1.       ensure that local boards have a strong governance role in determining the ‘look and feel’ of town centres and streetscapes, in line with their allocation of non-regulatory decision-making;

2.       improve co-ordination between local place-shaping projects, such as town centre upgrades, and its renewals programmes;

3.       provide more opportunities for local board direction on the prioritisation of minor traffic safety projects, with the exception of those which Auckland Transport considers are of critical safety importance;

4.       be more responsive to local place-shaping initiatives in non-transport parts of the road corridor, including reducing or removing barriers to community place-making initiatives e.g. looking at ways to reduce the costs of developing traffic management plans for community events; and

5.       take direction from local boards on how and where to implement community-focused programmes.

xxi.     support the political working party position to direct Auckland Transport to report to the governing body annually on how it is meeting the directions given under recommendation xx) above.

xxii.    note that the Quality Advice programme has been working with Auckland Transport to improve the quality of advice to local boards and will shortly begin regular six monthly surveys of local board members’ satisfaction with Auckland Transport advice, engagement and reporting to local boards.

xxiii.   note that the Local Board Transport Capital Fund is valued by local boards but that the level of funding means that some boards are not able to progress meaningful projects, and that improved local transport outcomes may be achieved if the size of the fund was significantly increased.

xxiv.   support the political working party position to direct officers to report to the relevant governing body committee, through the Long Term Plan process, on options for significantly increasing the Local Board Transport Capital Fund and the method of allocation of the fund.

xxv.    support the political working party position to direct Auckland Transport to implement a more systematic work programme approach to assist local boards to identify potential projects and make decisions.

xxvi.   support the political working party position to direct Auckland Transport to actively engage with governing body members (ward councillors) on transport projects and issues within their ward areas.

Waiheke Local Board pilot

xxvii.  support the political working party position that the governing body should endorse the Waiheke Local Board pilot project as set out in the Waiheke Local Board pilot project plan.

xxviii. note that the Waiheke Local Board will maintain oversight of local implementation of the pilot.

Local boards funding and finance

xxix.   support the political working party position that the enhanced status quo model be progressed now, giving as much additional decision-making to local boards as possible within that framework.

xxx.    support the political working party position that the additional work to support the Enhanced status quo model be undertaken, including the development of a framework for service levels and local flexibility, options for addressing historical uneven funding, improving the information and advice that is provided to local boards.

xxxi.   support the political working party position that further work on the implications of the local decision-making model also be undertaken for further consideration as part of the next scheduled review of the governance model as required by the Local Government (Auckland Council) Act 2009, including the modelling of rates implication following the revaluation, costs to the organisation of supporting more local decision-making.

The optimum number of local boards

xxxii.  support the political working party position that council should undertake no further work on changing the number of local boards until at least after the governance framework review has been completed and implemented, and the outcomes of reorganisation proposals that are underway for North Rodney and Waiheke Island are known.

Methods of electing governing body members

xxxiii. support the political working party position that a change to the current system of electing governing body members from existing wards is not warranted purely to address alignment between governing body members and local boards.

xxxiv. note that the statutory review of representation arrangements for Auckland Council must be completed by September 2018.

xxxv.  note that the Local Government Act Amendment Bill No. 2, which proposes a simplified process for local government-led reorganisation processes, is currently before Parliament.

xxxvi. support the political working party position that council should continue to advocate to central government for legislative amendments that would allow changes to the number of governing body members in line with population changes, and simplification of the process for changes to numbers and boundaries of local boards.

b)   support the delegation of decision-making regarding the exchange of reserve land to local boards, particularly when the exchange occurs between two parcels of land within the local board area.

c)   support use of the term ‘local councillor’ as the preferred naming convention for local board members, as our community does not currently understand the roles and responsibilities of the different arms of governance, and the board believes that it is the responsibility of the governing body to develop a naming convention for themselves that makes sense and provides clarity of role for the community.

d)   support the continuation of the political working party (PWP), comprised of governing body and local board members as identified in Option 2 of the agenda report, with the following additional comments:

          i.       the local board agrees that the PWP would provide a valuable vehicle for considering matters that impact on both arms of governance, and as a mechanism to make recommendations to the governing body on these matters;

          ii.      the role and function of the PWP should be expanded to ensure ongoing and continual oversight of the implementation of any recommendations that emanate from this review, with particular focus given to the development and monitoring of a project plan, including clear deliverables and timelines aligned to those matters that have been identified within this review to require further work by council staff; and

          iii.     requests that an opportunity be provided for an improved, broadened and more inclusive process of selecting working party members in the event that the PWP is retained.

 

MOVED by Member L Waugh, seconded by Member A Hartley:  

Moved an amendment to the original motion as follows:

That the Kaipātiki Local Board:

a)         acknowledges the significant improvements that have been achieved under the new Auckland governance structure established in 2010, with particular regard to improvements to Auckland’s public transport revolution, as well as the ability for local boards to truly represent their local communities to readdress historic inequality.

b)         thanks the political working party for their recommendations and provide the following feedback on the draft positions (no changes to subclauses as originally moved by Chairperson).

c)         retain original recommendations b) through d) as originally moved by Chairperson.

A division was called for, voting on which was as follows:

For

Member A Hartley

Member K McIntyre

Member L Waugh

Against

Deputy Chairperson J Gillon

Member P Gillon

Member A Smithson

Member A Tyler

Chairperson D Grant

Abstained

The motion was declared lost by 3 votes to 5.

LOST

 

The Chairperson put the substantive motion.

MOVED by Chairperson D Grant, seconded by Deputy Chairperson J Gillon:

Resolution number KT/2017/106

That the Kaipātiki Local Board:

a)   provides feedback on the following draft positions and recommendations of the Political Working Party:

Regional policy and decision-making

i.         supports the political working party position that council should implement new mechanisms that ensure effective local board input to regional policy decisions, via a framework that sets out, at a minimum:

1.          a process for involving local boards in the development of regional work programmes at the beginning of each term and in an annual refresh;

2.          earlier and more joint engagement between local boards and the governing body in regional decision-making processes;

3.          requirements for analysis of local impacts and local interest of regional decisions and options, and reporting of this to local boards and the governing body;

4.          specified criteria for categorising the potential local impact and local board interest of regional decisions;

5.          processes and methods for tailoring local board engagement in line with the local impact and local interest of regional decisions e.g. high categorisation requiring more specific local engagement and analysis, low categorisation requiring more cluster joint local board workshop sessions and less in depth analysis; and

6.          specified methods for engagement and communication with local boards at all stages of the decision-making process.

ii.        supports the political working party position that local boards will be consulted on the details of these mechanisms prior to implementation.

iii.       notes that the Quality Advice programme is continuing to be implemented in order to improve the quality of advice to elected members for decision-making, in line with the recommendations of the Governance Framework Review.

iv.       supports the political working party position to not implement any formal policies or procedures that control when and how local boards may procure external or contestable advice, but note that, in principle, the Auckland Council organisation should be the first provider of advice to local boards.

v.        supports the political working party position to not implement any policy or procedure that would limit local boards’ ability to advocate to the governing body on regional issues.

Local decisions that may have regional impacts (development of a ‘call-in’ right)

vi.       notes that an explicit call-in right is not possible under the Local Government (Auckland Council) Act.

vii.      supports the political working party position to not implement any mechanism that would have the effect of ‘calling in’ or allocating decision-making to the governing body for otherwise local activities or decisions that have regional implications.

viii.     supports the political working party position to direct officers that, whenever a local board is to make a decision that has potential impacts beyond the immediate local board area e.g. a sub-regional impact or an impact on regional networks, advice on those potential impacts is to be provided to the local board as a matter of course (for example through a regional impact statement).

Allocations and delegations

ix.       supports the political working party position that the governing body delegates, subject to the necessary statutory tests being met, the following Reserves Act 1977 decision-making functions for local reserves to local boards:

1.            declaration;

2.            classification;

3.            reclassification; and

4.            application for revocation of reserve status (limited to when there is a desire by a local board to manage open space under the Local Government Act).

x.        notes that officers’ advice on decision-making for exchanges of reserve land was that it should remain with the governing body, with the relevant local board consulted on these decisions.

xi.       notes that the working party did not reach consensus on this issue, and will consider the feedback of local boards before making a recommendation.

xii.      supports the political working party position that the Minister of Conservation’s supervisory powers remain delegated to staff, but where there is likely to be significant public interest, an independent commissioner should be engaged.

The role of Auckland Transport and local boards

xiii.     notes the critical interface between the local place-shaping role of local boards and Auckland Transport’s jurisdiction over the road corridor and transport networks.

xiv.     notes that the Governance Manual for Substantive Council Controlled Organisations requires Auckland Transport, amongst other things, to:

1.       develop, with local boards, a shared understanding of local board views and council controlled organisation priorities to inform the following year’s business planning, including through an annual interactive workshop ‘where local boards communicate their local board priorities and the council controlled organisation s communicate how their current year work programme will contribute to local board priorities’;

2.       develop by 31 July each year an annual local board engagement plan, which includes a schedule ‘clearly indicat[ing] for each board, the projects and/or activities that it expects to report on, and the projects and activities that it expects to consult on, for the following year. This should be updated annually or more frequently if required.’; and

3.       report against their local board engagement plan in their quarterly performance reports to the Council Controlled Organisation Governance and Monitoring Committee.

xv.      supports the political working party position to direct Auckland Transport to meet all requirements for local board engagement as set out in the Governance Manual for Substantive Council Controlled Organisations.

xvi.     supports the political working party position to direct Auckland Council officers to monitor Auckland Transport’s compliance with the requirements for local board engagement, as set out in the Governance Manual for Substantive Council Controlled Organisations, and to report this monitoring to the governing body at least annually.

xvii.    notes that the Mayor’s 2017 letter of expectation to Auckland Transport stipulated that council expects there to be:

1.       better and earlier engagement and communication between Auckland Transport and local boards; and

2.       active consideration by Auckland Transport of which of its decision-making powers it could delegate to local boards (within the constraints created by the regulatory environment, safety considerations, the needs of regional networks and the role played by New Zealand Transport Agency in decision-making).

xviii.   notes that the following activity statement has been included in Auckland Transport’s 2017-2020 Statement of Intent:

1.       Participation in the governance review which is aimed at changing behaviours and processes across relevant Council family activities, including Auckland Transport, to enable local boards to give effect to their governance role, particularly around local place-shaping.’

xix.     notes that the Governance Framework Review has investigated the potential delegation of a range of Auckland Transport powers and the working party recommends that additional work be undertaken to identify delegation opportunities.

xx.      supports the political working party position to direct Auckland Transport, in working with local boards, to:

1.       ensure that local boards have a strong governance role in determining the ‘look and feel’ of town centres and streetscapes, in line with their allocation of non-regulatory decision-making;

2.       improve co-ordination between local place-shaping projects, such as town centre upgrades, and its renewals programmes;

3.       provide more opportunities for local board direction on the prioritisation of minor traffic safety projects, with the exception of those which Auckland Transport considers are of critical safety importance;

4.       be more responsive to local place-shaping initiatives in non-transport parts of the road corridor, including reducing or removing barriers to community place-making initiatives e.g. looking at ways to reduce the costs of developing traffic management plans for community events; and

5.       take direction from local boards on how and where to implement community-focused programmes.

xxi.     supports the political working party position to direct Auckland Transport to report to the governing body annually on how it is meeting the directions given under recommendation xx) above.

xxii.    notes that the Quality Advice programme has been working with Auckland Transport to improve the quality of advice to local boards and will shortly begin regular six monthly surveys of local board members’ satisfaction with Auckland Transport advice, engagement and reporting to local boards.

xxiii.   notes that the Local Board Transport Capital Fund is valued by local boards but that the level of funding means that some boards are not able to progress meaningful projects, and that improved local transport outcomes may be achieved if the size of the fund was significantly increased.

xxiv.   supports the political working party position to direct officers to report to the relevant governing body committee, through the Long Term Plan process, on options for significantly increasing the Local Board Transport Capital Fund and the method of allocation of the fund.

xxv.    support the political working party position to direct Auckland Transport to implement a more systematic work programme approach to assist local boards to identify potential projects and make decisions.

xxvi.   supports the political working party position to direct Auckland Transport to actively engage with governing body members (ward councillors) on transport projects and issues within their ward areas.

Waiheke Local Board pilot

xxvii.  supports the political working party position that the governing body should endorse the Waiheke Local Board pilot project as set out in the Waiheke Local Board pilot project plan.

xxviii. notes that the Waiheke Local Board will maintain oversight of local implementation of the pilot.

Local boards funding and finance

xxix.   supports the political working party position that the enhanced status quo model be progressed now, giving as much additional decision-making to local boards as possible within that framework.

xxx.    supports the political working party position that the additional work to support the Enhanced status quo model be undertaken, including the development of a framework for service levels and local flexibility, options for addressing historical uneven funding, improving the information and advice that is provided to local boards.

xxxi.   supports the political working party position that further work on the implications of the local decision-making model also be undertaken for further consideration as part of the next scheduled review of the governance model as required by the Local Government (Auckland Council) Act 2009, including the modelling of rates implication following the revaluation, costs to the organisation of supporting more local decision-making.

The optimum number of local boards

xxxii.  supports the political working party position that council should undertake no further work on changing the number of local boards until at least after the governance framework review has been completed and implemented, and the outcomes of reorganisation proposals that are underway for North Rodney and Waiheke Island are known.

Methods of electing governing body members

xxxiii. supports the political working party position that a change to the current system of electing governing body members from existing wards is not warranted purely to address alignment between governing body members and local boards.

xxxiv. notes that the statutory review of representation arrangements for Auckland Council must be completed by September 2018.

xxxv.  notes that the Local Government Act Amendment Bill No. 2, which proposes a simplified process for local government-led reorganisation processes, is currently before Parliament.

xxxvi. supports the political working party position that council should continue to advocate to central government for legislative amendments that would allow changes to the number of governing body members in line with population changes, and simplification of the process for changes to numbers and boundaries of local boards.

b)   supports the delegation of decision-making regarding the exchange of reserve land to local boards, particularly when the exchange occurs between two parcels of land within the local board area.

c)   supports use of the term ‘local councillor’ as the preferred naming convention for local board members, as our community does not currently understand the roles and responsibilities of the different arms of governance, and the board believes that it is the responsibility of the governing body to develop a naming convention for themselves that makes sense and provides clarity of role for the community.

d)   supports the continuation of the political working party (PWP), comprised of governing body and local board members as identified in Option 2 of the agenda report, with the following additional comments:

          i.       the local board agrees that the PWP would provide a valuable vehicle for considering matters that impact on both arms of governance, and as a mechanism to make recommendations to the governing body on these matters;

          ii.      the role and function of the PWP should be expanded to ensure ongoing and continual oversight of the implementation of any recommendations that emanate from this review, with particular focus given to the development and monitoring of a project plan, including clear deliverables and timelines aligned to those matters that have been identified within this review to require further work by council staff; and

          iii.     requests that an opportunity be provided for an improved, broadened and more inclusive process of selecting working party members in the event that the PWP is retained.

The substantive motion was declared

CARRIED

 

Secretarial note:    The meeting was adjourned at 6.00pm by consent for 15 minutes and reconvened at 6.15pm.

 

14

Kaipātiki Community Facilities Trust Quarterly Report

 

Jill Nerheny, Manager Kaipātiki Community Facilities Trust, was in attendance to address the board regarding the Kaipātiki Community Facilities Trust Quarterly Report.

 

Resolution number KT/2017/107

MOVED by Chairperson D Grant, seconded by Member P Gillon:  

That the Kaipātiki Local Board:

a)      receives the Kaipātiki Community Facilities Trust Quarter Four report.

CARRIED

 

Secretarial note:    Item 15 was considered after item 13.

 

16

Kaipātiki Local Board Local Environment work programme 2017/2018 - Industry Pollution Prevention Programme Confirmation

 

Theresa Pearce, Relationship Advisor Infrastructure and Environmental Services, was in attendance to address the board regarding the Kaipātiki Local Board Local Environment work programme 2017/2018 – Industry Pollution Prevention Programme Confirmation.

 

Resolution number KT/2017/108

MOVED by Chairperson D Grant, seconded by Member A Smithson:  

That the Kaipātiki Local Board:

a)      approves the inclusion of an Industry Pollution Prevention Programme in Bay Park Place and Le Roys Bush, to the value of $8000 funded through the board’s locally driven initiatives budget, in the Kaipātiki Local Board Local Environment and Local Development work programme 2017/2018.

b)      requests that evaluation of the Industry Pollution Prevention Programme as outlined in resolution a) above be completed in time to inform preparation of the local board’s 2018/19 local environment work programme, and request that if such evaluation incurs additional costs, that this matter be discussed with the board as soon as practicable.

CARRIED

 

Secretarial note:    With the consent of the meeting, item 21 was accorded precedence at this time.

 

21

Feedback on the proposed direction of the Regional Pest Management Plan

 

Theresa Pearce, Relationship Advisor Infrastructure and Environmental Services, was in attendance to address the board regarding feedback on the proposed direction of the Regional Pest Management Plan.

The proposed local board feedback on the Auckland Regional Pest Management Plan was tabled. A copy of the tabled document has been placed on the official minutes and is available to view on the Auckland Council website as a minutes attachment.

 

Resolution number KT/2017/109

MOVED by Chairperson D Grant, seconded by Member K McIntyre:  

That the Kaipātiki Local Board:

a)      endorses the proposed local board feedback as tabled on the proposed direction of specific regional and local programmes under consideration as part of the Auckland Regional Pest Management Plan review, noting that the Environment and Community Committee will be considering the draft Regional Pest Management Plan for public notification at its November 2017 meeting.

CARRIED

 

Attachments

a     Regional Pest Management Plan feedback

 

 

17

Proposal for a Sunnynook Totara Vale Plan

 

Dave Sanders, Team Leader Planning, Plans and Places, was in attendance to address the board regarding the proposal for a Sunnynook Totara Vale Plan.

 

Resolution number KT/2017/110

MOVED by Deputy Chairperson J Gillon, seconded by Member A Smithson:  

That the Kaipātiki Local Board:

a)      endorses commencement of a Sunnynook Totara Vale Plan.

b)      approves the contribution of $15,000 from its locally driven initiative budget towards the commencement of a Sunnynook Totara Vale Plan.

c)      approves the nomination of Members Paula Gillon and Deputy Chairperson John Gillon (as an alternate) to participate in a working party to oversee the development of the Sunnynook Totara Vale Plan.

CARRIED

 

 

18

Auckland Transport monthly update - August 2017

 

Marilyn Nicholls, Elected Member Relationship Manager, Auckland Transport, was in attendance to address the board regarding the Auckland Transport monthly update – August 2017.

 

Secretarial note:   By consent of the meeting, this resolution was taken in parts.

 

Resolution number KT/2017/111

MOVED by Deputy Chairperson J Gillon, seconded by Member A Tyler:  

That the Kaipātiki Local Board:

a)         notes the Auckland Transport monthly update Kaipātiki Local Board August 2017.

b)        requests legal advice on the ownership and jurisdiction of the carpark asset and underlying land for the following land parcels commonly known as the carpark area within the Rawene Road Reserve:

i.           Part Lot 2 DP 233; and

ii.          Part Lot 44 DP 415.

c)         expresses concern that Auckland Transport has leased 25 public carparks from Rawene Road Reserve to a neighbouring developer for 12 months, despite the Kaipatiki Local Board resolving against the proposal (resolution number KT/2017/26).

CARRIED

 

That the Kaipātiki Local Board:

d)         request that Auckland Transport cease enforcement of parked vehicles at the Rawene Road Reserve carpark until both actions included below have been undertaken, as the local board has neither requested nor been consulted on parking enforcement of the Rawene Road Reserve carpark (as per the Protocols for Parking Enforcement in Parks and Reserves) and the current enforcement is having a detrimental impact on shop customers, workers and library patrons:

i.           the subject of resolution (b) has been determined and agreed between Auckland Council and the Auckland Transport; and

ii.          the existing lease over 25 public carparks has ended.

The motion was declared EQUAL

The chair exercised their casting vote against so the motion was Lost.

LOST

 

Secretarial note:    Deputy Chairperson J Gillon raised a point of order and then requested his vote for the motion be recorded.

 

Resolution number KT/2017/112

MOVED by Deputy Chairperson J Gillon, seconded by Member A Tyler:  

That the Kaipātiki Local Board:

e)         is concerned about damage and possible subsidence to the carpark that appears to have worsened during the period of construction of the neighbouring Rawene Road developments, and requests that mitigation is actioned and any related compliance breaches are enforced.

f)          requests that the above resolutions be forwarded to the Chief Executive of Auckland Council and the Chief Executive of Auckland Transport for their information and action.

CARRIED

 

Secretarial note:      By consent of the meeting, item 27 was accorded precedence at this time.

 

27

Kaipatiki Local Board Chairperson's Report

 

Resolution number KT/2017/113

MOVED by Chairperson D Grant, seconded by Member A Tyler:  

That the Kaipātiki Local Board:

a)         notes the Chairperson’s report.

b)         approves the request from Auckland Transport to utilise up to $5,000 of the local board’s Local Board Transport Capital Fund (LBTCF) for minor capital works to install a new footpath at the rear of the shops at Birkdale Road while current works are underway in the immediate area, subject to confirmation that a legal easement is in place.

CARRIED

 

 

19

Draft Annual Report 2016/2017 – Kaipātiki Local Board

 

Pramod Nair, Lead Financial Advisor Corporate Finance and Property, was in attendance to address the board regarding the Draft Annual Report 2016/17 – Kaipātiki Local Board.

An updated report was tabled by the Lead Financial Advisor. A copy of the tabled document has been placed on the official minutes and is available to view on the Auckland Council website as a minutes attachment.

 

Resolution number KT/2017/114

MOVED by Chairperson D Grant, seconded by Member K McIntyre:  

That the Kaipātiki Local Board:

a)      notes the monitoring and reporting requirements set out in the Local Government (Auckland Council) Act 2009 and the draft local board information proposed for the Auckland Council Annual Report 2016/2017.

b)      receives the draft local board report to be included in the Auckland Council Annual Report 2016/2017.

c)      approves the message from the Chairperson, which provides the local board’s comments on local board matters in the Annual Report 2016/2017.

d)      delegates authority to the Chairperson to make typographical changes before submitting for final publication, in consultation with the Deputy Chairperson.

CARRIED

 

Attachments

a     Draft Annual Report 2016/2017 - Kaipatiki Local Board

 

 

20

Affected party approval and land owner approval for retaining wall adjacent to Odin Place Reserve, Birkenhead

 

George McMahon, Land Use Advisor Community Facilities, was in attendance to address the board regarding the affected party approval and land owner approval for a retaining wall adjacent to Odin Place Reserve, Birkenhead.

Two plan documents from the Land Use Advisor regarding the retaining wall were tabled. A copy of the tabled documents has been placed on the official minutes and is available to view on the Auckland Council website as a minutes attachment.

 

Resolution number KT/2017/115

MOVED by Member A Hartley, seconded by Member K McIntyre:  

That the Kaipātiki Local Board:

a)      endorses the land owner approval request to remove the encroaching retaining wall in Odin Place Reserve

b)      endorses the affected party approval request to infringe the Unitary Plan rear yard setback and retaining wall height requirements.

c)      endorses the Manager Land Advisory Services, Community Facilities exercising their delegation to execute the land owner approval and affected party approval.

CARRIED

 

Attachments

a     L01 - 9 Pluto Place

b     L02 rev 001 - 9 Pluto Place

 

Secretarial note:    Item 21 was taken after item 16.

 

22

Feedback on the 'Tākaro - Investing in Play' discussion document

 

Resolution number KT/2017/116

MOVED by Member P Gillon, seconded by Chairperson D Grant:  

That the Kaipātiki Local Board:

a)      provides the following feedback on the questions presented in the ‘Tākaro – Investing in Play’ discussion document, noting that feedback is required by 21 August 2017:

i.             the board notes that the scope of activities outlined in the discussion document fall within the local boards decision-making responsibilities regarding the use of and activities within local parks, and therefore questions   the need for a regional policy for an activity that is primarily local in nature;

ii.            the board is disappointed in the process followed developing the Tākaro - Investing in Play Discussion Document as it has largely ignored the centrality of local board decision-making in play investments as set out in the Allocation of Decision-Making;

iii.           the board supports the provision of play equipment for all ages and physical abilities, as this encourages more people to become more active, more often;

iv.           the board supports the inclusion of shade (either natural or artificial) as part of playground development, as this ensures play equipment is more accessible during summer;

v.            the board does not support the prioritisation of lower socio-economic areas           over other areas for the following reasons:

1.       current provision of play spaces reflects the priorities and preferences of local communities as resolved by the legacy councils;

2.       different provisions between differing communities are to be expected and are not a reason for reprioritisation;

3.       renewals of existing play spaces should continue to be funded appropriately; and

4.       if changes are to be made to the funding model for future playground investments, priority should be given to new urban areas and areas facing growth through intensification, however, noting that in intensifying areas the quality and ideally quantity of public open space needs to be increased to compensate for the reduced provision of private open space if the physical and mental health of these communities is to be protected, improved and promoted.

vi.           the board sees value in the further development of Tākaro as a ‘tool kit’ to help support local board decision-making by providing detailed information on the benefits and disadvantages of particular choices and providing   exemplars of good practice;

vii.          the board believes that evaluation of play space investments should be         routinely undertaken to provide a feedback loop into the Tākaro tool kit to     provide a better evidence base for its content; and

vii.  the board notes that the following issues are not included in the Tākaro         discussion document:

1.       ‘stranger danger’ fears are not included in the list of reasons why children are not playing; and

2.       the dog control bylaw sets controls for dogs in and near playgrounds but these are regularly ignored, therefore guidance around how dogs can be further discouraged in or near play space would be a useful addition to the final Tākaro document.

CARRIED

Deputy Chairperson J Gillon left the meeting at 8.29pm

Deputy Chairperson J Gillon returned to the meeting at 8.33pm

 

23

Input to the review of Citizens Advice Bureaux services

 

Resolution number KT/2017/117

MOVED by Member P Gillon, seconded by Member A Smithson:  

That the Kaipātiki Local Board:

a)      provides the following feedback regarding the provision of Citizen Advice Bureaux (CAB) services in the local board area:

i.       the face-to-face services provided by CAB branches are invaluable to a large number of residents, particularly in relation to private or confidential matters;

ii.      the volunteer and paid staff supporting CAB services in the local board area are friendly, approachable and professional in the assistance and advice they provide customers;

iii.     the local board recognises that CABs may play a stronger role elsewhere in the region when compared with Kaipatiki, which may require different levels of funding and support provided to CABs across the region;

iv.     the local board believes that engagement with local CABs through Community Forum has worked well historically, and feels that the existing frequency and manner in which engagement between the local board and CABs is undertaken works well;

v.      the local board would like to see local CABs have a stronger presence within and with Kaipatiki community centres and houses, as it is unclear what relationship currently exists between the local CAB branches and Kaipatiki community centres and houses; and

vi.     the local board would like to see local CABs conduct more outreach in the community via existing community networks (through community centres, houses, churches and other community service providers) in order to raise their profile and improve connections with the community.

CARRIED

 

 

24

Submissions and feedback on the draft Kaipātiki Local Board Plan 2017

 

Resolution number KT/2017/118

MOVED by Chairperson D Grant, seconded by Member A Tyler:  

That the Kaipātiki Local Board:

a)      receives submissions and feedback on the draft Kaipātiki Local Board Plan 2017.

b)      notes that submission number 6043 in relation to the use of chemical sprays and herbicides in streets and parks (refer to Attachment D, p.455 of the business meeting agenda) has been withdrawn at the request of the submitter, and therefore should not be considered as part of deliberations on the final local board plan.

CARRIED

 

 

25

Auckland Council’s Quarterly Performance Report: Kaipātiki Local Board for quarter four, 1 April - 30 June 2017

 

Paul Edwards, Senior Local Board Advisor Local Board Services, was in attendance to address the board regarding the Auckland Council’s Quarterly Performance Report.

 

Resolution number KT/2017/119

MOVED by Chairperson D Grant, seconded by Member A Hartley:  

That the Kaipātiki Local Board:

a)      receives the performance report for the financial quarter ending 30 June 2017.

CARRIED

 

 

26

Governing Body Members' Update

 

An update from Councillors Darby and Hills was tabled at the meeting. A copy of the tabled document has been placed on the official minutes and is available to view on the Auckland Council website as a minutes attachment.

 

Resolution number KT/2017/120

MOVED by Member L Waugh, seconded by Member K McIntyre:  

That the Kaipātiki Local Board:

a)      received the Governing Body members’ written update.

CARRIED

 

Attachments

a     Governing Body members update

 

Secretarial note:    Item 27 was heard after item 18

 

28

Members' Reports

 

Resolution number KT/2017/121

MOVED by Member A Tyler, seconded by Member P Gillon:  

That the Kaipātiki Local Board:

a)         receives the report from Member Anne-Elise Smithson.

CARRIED

 

 

29

Governance Forward Work Calendar

 

Resolution number KT/2017/122

MOVED by Member L Waugh, seconded by Chairperson D Grant:  

That the Kaipātiki Local Board:

a)      receives the Kaipātiki Local Board governance forward work calendar – August 2017.

CARRIED

 

 

30

Workshop Records - Kaipātiki Local Board Workshops - Wednesday 5 July 2017, 12 July, 19 July and 26 July 2017

 

Resolution number KT/2017/123

MOVED by Member A Smithson, seconded by Member A Tyler:  

That the Kaipātiki Local Board:

a)      notes the records for the Kaipātiki Local Board workshops held on Wednesday 5 July, 12 July, 19 July and 26 July 2017.

CARRIED

  

31        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.   

 

8.48pm                                               The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Kaipātiki Local Board HELD ON

 

 

DATE:.........................................................................

 

 

 

 

CHAIRPERSON:........................................................