Agenda of Great Barrier Local Board

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

Date:

Time:

Meeting Room:

Venue:

Wednesday, 18 December 2013

10.00am

Claris Conference Centre
19 Whangaparapara Road
Claris
Great Barrier Island

Great Barrier Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Izzy Fordham
Deputy Chairperson	Susan Daly
Members	Jeff Cleave
	Judy Gilbert
	Christina Spence

(Quorum 3 members)

Letitia Edwards

Democracy and Engagement Advisor

10 December 2013

Contact Telephone: (09) 373 6221

Email: letitia.edwards@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Great Barrier Local Board

18 December 2013

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

9 Public Forum 5

10 Extraordinary Business 6

11 Notices of Motion 6

12 Auckland Transport Report - December 2013 7

13 Auckland Transport quarterly report 15

14 Great Barrier Island Small Local Improvement Projects (SLIPs) Programme 2013/2014 45

15 Financial report for November 2013/14 year to date 69

16 Great Barrier Local Board Community Funding: Round Two 2013-14

This report was not available when the agenda was compiled. This report will be included in an addendum agenda.

17 Local board agreement 2014/2015 77

18 Chairperson's report 95

19 Board Members' Reports 99

20 Great Barrier Local Board Workshop Proceedings 105

21 Consideration of Extraordinary Items

1 Welcome

Chairperson Fordham will welcome everyone in attendance. Member 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, 10 December 2013, including the confidential section, as a true and correct record.

5 Leave of Absence

At the close of the agenda no requests for leave of absence had been received.

6 Acknowledgements

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

7 Petitions

At the close of the agenda no requests to present petitions had been received.

8 Deputations

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Great Barrier Local Board

18 December 2013

Auckland Transport Report - December 2013

File No.: CP2013/28339

Purpose

1. The purpose of the report is to respond to local board requests on transport-related matters and to provide information to Elected Members about Auckland Transport (AT) activities in the local board area.

Executive Summary

2. This report covers matters of specific application and interest to the Great Barrier Local Board and its community; matters of general interest relating to Auckland Transport activities or the transport sector; and Auckland Transport media releases for the information of the Board and community.

Recommendation/s

That the Great Barrier Local Board:

a) receives the report;

b) approves the final project costs from its Local Board Transport Capital Fund for the following completed projects:

i) carpark: Medlands Road Shoal Bay Road $40,160;

ii) carpark: Sandhills Road $16,000;

iii) Shoal Bay Wharf Road Enhancement $35,720.

Discussion

Board resolutions

3. The Board resolved a number of resolutions as detailed in Attachment A. Auckland Transport will seek to respond to the resolutions at the Board’s February 2014 business meeting.

Board Transport Capital Fund

4. For the 2010-2013 triennium, the Board spent its entire allocation of $100,000 for 2012-13 and $3,476 of their 2013-14 allocation (once resolution is approved for variance listed below). The Board will then have $96,524 from its 2013/14 budget, as well as $100,000 from 2014/15 and $100,000 from 2015/16 allocations for transport-related projects.

5. The Board approved funding for the following projects under their Transport Capital Fund, which have come in over budget. The variance above budget is listed below. As the project sponsor, the Board is responsible for all associated project costs.

Project ID	Project Name	Project Budget Approved by Local Board	Local Board	Latest Project Estimate OR Completed Cost	Variance from Approved Project Budget	Comments
032	Carpark: Medlands Road Shoal Bay Road	32,500	Great Barrier	40,160	7,660	Project is complete, including additional works at Okiwi.
034	Carpark: Sandhills Road Medlands	15,000	Great Barrier	16,000	1,000	Project is complete.
138	Shoal Bay Wharf Road Enhancement	35,000	Great Barrier	35,720	720	Project is complete.

6. The Board approved funding for the following projects, which have come in under budget. Only the final project costs will be billed against the Board’s Transport Capital Fund:

Project ID	Project Name	Project Budget Approved by Local Board	Local Board	Latest Project Estimate OR Completed Cost	Variance from Approved Project Budget	Comments
033	Carpark - Station Rock Rd	10,000	Great Barrier	5,888	-4,112	Project is complete.
036	Carpark - Sandhills Rd north end	12,000	Great Barrier	5,708	-6,292	Project is complete.

7. The Board is encouraged to propose projects for a Rough Order Cost (ROC) to Auckland Transport, for example below are two projects recently raised by the Board that they may wish to consider under the fund:

· Port Fitzroy Car Parking

· Aotea Play Centre Car Park

Projects

Changes to Claris Airfield car parking

8. Auckland Transport will soon be making changes to the parking at Claris Airport, Great Barrier Island. These changes are designed to improve both short term and long term parking availability and to relieve congestion in front of the terminal. Refer to Attachment B which has also been circulated to the public.

Jenny’s Road Stage One Great Barrier Island

9. The former Auckland City Council agreed to seek resource consent on behalf of the land owners to build a 1.12km road to enable access.

10. Resource Consent to build the road was granted by the Environment Court in December 2007 with a consent timeframe of five years, with an extension granted for an additional five years in 2011.

11. Auckland Transport is undertaking a procurement process for the construction of Stage One Jenny’s Road on Great Barrier Island. This project features in Auckland Council’s Long Term Plan (LTP) 2013/14 ($409, 564) and 2014/15 ($451,204).

12. This project will be constructed over two financial years due to the requirements of the Resource Consent conditions, and the availability of local aggregate from Blackwells Quarry and the availability of local resources and labour.

13. Project deliverables include:

• Construction of approximately 310 metres of concrete road (steep terrain areas only);

• Construction of approximately 810 metres of sealed flexible pavement;

• Installation of an arrestor bed;

• Installation of timber retaining walls;

• Installation of stormwater devices; and

• Extensive landscaping.

14. As part of the Resource Consent requirement, an Archaeological report is required along the full length of the proposed road alignment prior to any earth works commencing. This report has now been submitted to Auckland Transport. Environmental management plans will be developed with the successful contractor.

Transport-related information

The Hauraki Gulf Islands Road Corridor Maintenance Contract

15. Historically, over the past eight years there has only been two contractors who have tendered for and have been successful in their bid for the two maintenance and renewals contract for the Hauraki Gulf Islands. Downers were awarded Waiheke and Rakino Island while Fulton Hogan was awarded Great Barrier Island. Local contractors were sub contracted to carry out the scope of works required by the respective contracts. These two contracts expired on 31 June 2013.

16. A new single maintenance contract effective from 1 July 2013 covering all three islands (Waiheke, Rakino and Great Barrier Island) has been awarded to Downer (Downer was the only tenderer). Under this contract Downer has sub contracted Fulton Hogan to deliver the maintenance contract on Great Barrier Island. Fulton Hogan has nominated three local contractors to assist them in the delivery of this contract.

17. A recent project (Tryphena Wharf) publically advertised involving the construction of a seawall, reclamation work and pavement construction for an estimated value of $2.6m attracted only two tenders – namely Downer and Fulton Hogan.

Media

Next phase of AT HOP roll-out

18. AT HOP is launching on the remaining Metrolink buses on Sunday, 24 November 2013. Next it launches on Go West buses on 7 December 2013 and Waka Pacific on 8 December 2013. This will complete the AT HOP switch over for all NZ Bus vehicles.

19. From 8 December, the purple HOP card will no longer be accepted for free travel on City LINK buses.

20. Public messaging will commence on 5 December for the AT HOP card roll-out on Ritchies and Northern Express buses. An announcement to confirm the implementation date will be made in January 2014.

21. AT HOP is still to be rolled out to Bayes (school buses), Howick and Eastern, Waiheke Bus Company and the Airporter 380 services connecting Onehunga, Papatoetoe and Manukau with Auckland Airport.

Consideration

Local Board Views

22. The Board’s views will be incorporated during consultation on any proposed schemes.

Implementation Issues

23. All proposed schemes are subject to prioritization, funding and consultation.

Attachments

No.	Title	Page
a View	Reports Requested/Pending 2013	11
b View	Claris Airfield Car Parking Changes	13

Signatories

Authors	Priscilla Steel – Auckland Transport Elected Member Relationship Manager
Authorisers	Jonathan Anyon – Auckland Transport Elected Member Team Leader

Great Barrier Local Board

18 December 2013

Great Barrier Island Small Local Improvement Projects (SLIPs) Programme 2013/2014

File No.: CP2013/27859

Purpose

1. This report provides an overview of the Great Barrier Local Board 2013/2014 Small Local Improvement Project (SLIP) programme and recommends projects for approval and commencement.

Executive Summary

Operational Expenditure	Total Budget	YTD Allocated (%)		Allocation Including Recommendations (%)		Remaining Budget
SLIPs Opex 2013/2014	$197,000	$100,328	51%	$110,478	56%	$86,521

Capital Expenditure	Total Budget	YTD Allocated (%)		Allocation Including Recommendations (%)		Remaining Budget
SLIPs Capex 2013/2014	$437,000	$193,665	44%	$322,165	74%	$114,834
Deferrals	$311,000	$150,202	48%	$150,202	48%	$160,798
Total Capex	$748,000	$343,867	46%	$472,367	62%	$275,633

2. The Great Barrier Island Local Board has $197,000 SLIPs operational funding and $437,000 SLIPs capital expenditure available to allocate in the 2013/2014 financial year.

A further $311,000 capital expenditure has been carried forward from previous years. This brings the available capital expenditure to a total of $748,000.

3. To date the Great Barrier Local Board has allocated $100,328 or 51% of their operational expenditure budget and $343,867 or 46% of their capital expenditure budget.

4. Approval of the recommendations in this report will allocate 56% of the available operational expenditure and 62% of the available SLIPs capital expenditure leaving $86,521 operational expenditure and $275,633 capital expenditure for scoping prioritisation at a workshop with the Local Board.

5. Further SLIPs funding reports will be put to the board for project approval and implementation.

Recommendation/s

That the Great Barrier Local Board:

a) Receives the Great Barrier Island SLIPs 2013/2014 programme update.

b) Acknowledges that the Whangaparapara pontoon design and consent are not suitable for use by Seaplanes and that the project is to continue as originally planned.

c) Approves the following SLIPs projects for implementation during the 2013/2014 financial year and confirms the Project Spokesperson/s:

Project description

Capex/ Opex

Budget value

Local Board Spokesperson/s

Okiwi Park Hardstand - Double Mini Ramp

Capex

$97,500

TBC

Blind Bay Recreation Reserve walkway track and interpretive signage

Capex

Opex

$31,000

$10,150

TBC

Discussion

6. The Great Barrier local board requested that the option for the Whangaparapara pontoon being constructed in a manner that is suitable for multiple use, including use by Auckland Seaplane, be investigated. This request was recorded as Resolution number GBI/2013/216

As at the 4 December 2013 the detailed design and consent application for the Whangaparapara recreational pontoon are complete and ready for lodgment.

Amendments to the current design and consent application would need to be made if Seaplanes were to utilise the facility. The amendments would include details on plane size, wing span, clearances to other structures, and the possible effect on current nearby moorings, etc. The pontoon structure itself would also need further investigation as to its suitability regarding strength, and proposed positioning - a longer gangway and shorter/stronger piles may be required.

In addition, an application to Civil Aviation Authority (CAA) will be required to construct what is known as a water aerodrome – Civil Aviation Rule Part 157 requires that prior notice be given to the Director of Civil Aviation whenever a person intends to construct, alter, activate or deactivate an aerodrome. This notice will enable the Director’s staff to identify whether the use of the airspace associated with the aerodrome proposal will be a hazard to other established airspace users. It will also allow identification of problems to do with safety of persons and property on the ground.

This report seeks approval for the Whangaparapara pontoon project to continue as originally scoped.

7. Approval is sought to fund the Okiwi Hardstand construction and the implementation of the Blind Bay recreational reserve walkway. These projects are described in attachements A, B and C.

Consideration

Local Board Views

8. This report canvasses the views of the Great Barrier Local Board.

9. The recommendations contained within this report fall within the Local Boards delegated authority.

Maori Impact Statement

10. Parks and open spaces contribute significantly to Maori well-being, values, culture and traditions. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to Tangata Whenua, appropriate consultation will follow.

General

11. Communities are impacted by SLIPs projects. They provide an opportunity for staff and elected representatives to engage with the communities on their specific needs. SLIPs staff will liaise directly with all residents and stakeholders impacted by any SLIPs or Discretionary funded projects to be delivered.

Funding for the proposed projects within this report would be obtained from the Great Barrier Local Board’s Small Local Improvement Project budget allocation. After allocating budget to all the projects listed in this report and elsewhere, the Great Barrier Local Board will still have SLIPs capital and operational funding remaining unallocated. Further reporting as part of the monthly work programme reporting will be used to determine what other projects the board may wish to fund.

SLIPs need to comply with all relevant legislation, including the Resource Management Act 1991, the Local Government Act and all Auckland Council policies.

Implementation Issues

12. All 2013/2014 projects should have budget allocated to them within the first quarter of the 2013/2014 financial year; to enable commencement and completion between prior to 30th June 2014.

13. Most projects will need eight months or more to be successfully delivered within the 2013/2014 financial year. Projects that have budget allocated to them with less then six months remaining within the current financial year, will be at risk of not being completed by 2013/2014 financial year end. As a result the project completion, as per the agreed delivery programme, may be deferred across into the following 2014/2015 financial year for completion.

14. Longer term projects will result in SLIPs capital funding being carried forward to the 2014/2015 financial year and these projects not being delivered within the 2013/2014 financial year.

15. Budgets for projects funded from 2013/2014 SLIPs operational expenditure must be fully expended within the 2013/2014 financial year.

16. The ability to spend/deliver outcomes is dependent on the availability of experienced staff or consultant project management resource.

Attachments

No.	Title	Page
a View	SLIPs Programme December 2013	49
b View	SLIPs Summary December 2013	55
c View	Okiwi Skate Facility	61
d View	SLIPS funding recommendation, Port Fitzroy Health Trust – Access Improvement	67

Signatories

Authors

Susan Thomas - SLIPs Project Portfolio Leader

Authorisers

Julie Pickering - Manager Asset Development & Business Support Central

Ian Maxwell - Manager Parks, Sports & Recreation

John Nash - Senior Local Board Advisor

Great Barrier Local Board

18 December 2013

Financial report for November 2013/14 year to date

File No.: CP2013/28489

Purpose

1. This report provides an update on the expenditure and approvals to date for those discretionary identified funds for Great Barrier Local Board 2013/2014 including Small Local Improvement Project (SLIP) programme, Discretionary funds and Event funding. commencement.

Executive Summary

Capital Expenditure Year to date November 2013/14

2. Great Barrier Local Board has $754,000 Capital expenditure (CAPEX) available to allocate in the 2013/2014 financial year. The Small Local Improvement Program (SLIPS) totals $748,000, which has been split into $302,000 for Community Capital Grants and $446,000 for Other Small Local improvement Grants (Slips) including Deferrals from 2012/13. As well as an additional $6,000 Local Board Discretionary Fund.

To date the Great Barrier Local Board has allocated $356,254 with a further $162,989 proposed by officers today which would leave in total $244,757 left to allocate.

To date we have received and paid invoices totalling $144,533

Operational Expenditure Year to date November 2013/14

3. The Board at its discretion and advice from officers has a further $317,000 Operational Expenditure (Opex) to spend in 2013/14.

4. To date the Great Barrier Local Board has allocated $112,906 with a further $10,150 proposed by officers to this business meeting which would leave $193,944 left to allocate To date we have been invoiced for $35,352

5. Attached in Appendix A is the breakdown of these summary tables.

Recommendation/s

That the Great Barrier Local Board:

a) Receives this Financial Summary for November year to date 2013/2014

Attachments

No.	Title	Page
a View	Detailed Breakdown of Discretionary Expenditure	71

Signatories

Authors

Jane Koch - Business Performance Advisor

Authorisers

Karen Lyons - Manager Local Board Services

John Nash - Senior Local Board Advisor

Great Barrier Local Board

18 December 2013

Local board agreement 2014/2015

File No.: CP2013/28485

Purpose

1. For the Great Barrier Local Board to confirm the resolutions of the Great Barrier Environment Committee in respect of the draft Great Barrier Local Board agreement 2014/2015.

Executive Summary

2. The Great Barrier Local Board agreement 2014/2015 report was considered by the Great Barrier Environment Committee at its 11 December 2013 business meeting. The report to that Committee is Attachment A to this report.

3. This report sought agreement from the Committee on content for the draft Annual Plan 2014/2015 (including the draft Local Board Agreement 2014/2015). The report also provided information on the next steps in the process to finalise local board budgets and agreements for 2014/2015.

4. At the Great Barrier Environment Committee’s meeting on 11 December 2013, the Committee considered the following recommendations in respect of the Local Board agreement 2014/2015:

That the Great Barrier Local Board:

a) agrees its Local content for the draft Annual Plan 2014/2015 to be confirmed at the 18 December 2013 Great Barrier Local Board business meeting, including:

i. draft Local Board Agreement 2014/2015 (including intended level of service provision and financial statements);

ii. introduction to the draft Local Board Agreement (including chairs message and proposed changes for consultation);

that the Chair be delegated the authority to make any final minor changes to the local board content for the draft Annual Plan before it is released for public consultation, and to the summary of the draft Annual Plan 2014/2015.

5. The Great Barrier Local Board needs to confirm the resolutions of the Great Barrier Environment Committee

Recommendation/s

That the Great Barrier Local Board:

b) confirms the decisions made by the Great Barrier Environment Committee at the 11 December 2013 Committee meeting in respect of the Local Board agreement 2014/2015.

Attachments