Agenda of Henderson-Massey Local Board

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

Date:

Time:

Meeting Room:

Venue:

Thursday, 20 February 2014

3.30pm

Council Chamber
Henderson Civic Centre
6 Henderson Valley Road
Henderson

Henderson-Massey Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Vanessa Neeson, JP
Deputy Chairperson	Shane Henderson
Members	Brenda Brady, JP
	Peter Chan, JP
	Warren Flaunty, QSM
	Will Flavell
	Tracy Kirkley
	Luke Wilson

(Quorum 4 members)

Glenn Boyd

(Relationship Manager)

Local Board Services (West)

Riya Seth

Local Board Democracy Advisor

14 February 2014

Contact Telephone: (09) 839 3512

Email: riya.seth@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Henderson-Massey Local Board

20 February 2014

ITEM TABLE OF CONTENTS PAGE

1 Welcome/Prayer 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 6

5 Leave of Absence 6

6 Acknowledgements 6

7 Item withdrawn 6

8 Item withdrawn 6

9 Item withdrawn 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Trees For Babies programme 2014 9

13 Deferring planning and construction of the West Harbour Community House 15

14 Approval of the Henderson-Massey Local Board Community Lease Renewals Schedule 2013/2014 19

15 New Community Lease to Te Kohanga Reo National Trust Board, 5 Beauchamp Drive, Massey 27

16 New Community Lease to The Scout Association of New Zealand, 134 Taikata Road, Te Atatu Peninsula 33

17 Quarterly Performance Report 41

18 Chair's report 43

19 Consideration of Extraordinary Items

1 Welcome/Prayer

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.

BOARD MEMBER	ORGANISATION	POSITION
Vanessa Neeson, JP (Chairman)	N/A	N/A
Shane Henderson (Deputy Chairman)	Waitakere Community Law Service Ranui Action Project	Employee Co-Chairman
Brenda Brady, JP	Keep Waitakere Beautiful Safer West Community Trust Sunnyvale Residents & Ratepayers Society Inc. West Auckland Historical Society District Licensing Committee	Trustee Trustee Member Member Member
Peter Chan, JP	Cantonese Opera Society of NZ Asian Leaders Forum NZ-Hong Kong Business Ass. NZ-China Business Ass. Auckland Chinese Environment Protection Association (ACEPA)	Member Member Member Member Advisor
Warren Flaunty, QSM	Westgate Pharmacy West Auckland Hospice NorSGA Properties Westgate Pharmacy Ltd The Trusts Community Foundation Ltd Rodney Local Board Waitemata District Health Board Waitakere Licensing Trust Massey Matters Inc. Massey Birdwood Settlers Ass. Taupaki Residents & Ratepayers Ass.	Contractor Trustee Director Director Director Elected Member Elected Member Elected Member Member Member Member
Will Flavell	Rutherford College	Employee
Tracy Kirkley	District Licensing Committee	Member
Luke Wilson	NZ Police - Massey Community Constable D.A.R.E. West	Employee Member

4 Confirmation of Minutes

That the Henderson-Massey Local Board:

a) Confirms the ordinary minutes of its meeting, held on Thursday, 30 January 2014, 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 Item withdrawn

8 Item withdrawn

9 Item withdrawn

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.

Henderson-Massey Local Board

20 February 2014

Trees For Babies programme 2014

File No.: CP2013/27473

Purpose

1. To seek approval from the Henderson-Massey Local Board for the proposed Trees for Babies programme for the Local & Sports Parks West (LSPW) for the 2013-2014 financial year.

Executive Summary

2. The purpose of this report is to provide the Local Board with options for planting sites within Council parks for the Local & Sports Parks West (LSPW) – Trees For Babies programme, to select a suitable site from the available options, to request the nomination of a representative from the Local Board to speak on the day of the planting event and to seek $6,400 in additional funding.

3. The park options recommended for the 2014 planting event have been selected based on their suitability for a Trees For Babies event, following consultation with the Keep Waitakere Beautiful Trust Board and Council officers.

Recommendations

That the Henderson Massey Local Board:

a) Approves the proposed site for the 2014Trees For Babies planting programme.

b) Nominates a representative from the Board to speak at the 2014 event.

c) Provides a further $6400 for the programme for the 2013/2014 financial year.

Background

5. Trees For Babies (TFB) is an annual event to celebrate babies born in Auckland, currently situated only in the Whau, Henderson-Massey and Waitakere Ranges Local Board areas. Trees have been planted by the community in parks across the legacy Waitakere City Council region as part of a Keep Waitakere Beautiful Trust, Plunket and Council combined project for the past 18 years and has been a popular event.

6. Park sites for the TFB programme are assessed according to the following range of criteria:

· The park’s suitability to accommodate a suitable area of planting;

· Proximity to a school, kindergarten or playground;

· Good access to the park;

· Amenity of the site (i.e. is it a neighbourhood park?); and

· Level of use and visibility to the community.

Programme Process

7. Options Identified

Two suitable parks have been identified in the Henderson-Massey Local Board area for the TFB planting to be undertaken. Sunline Park is the preferred choice and McLeod Park is offered as an alternative choice to this.

8. The TFB event for the Henderson Massey Local Board will take place during May 2014 – the date and time will be determined at a later date.

Assessment of Options

9. Following site visits to the nominated parks, the following assessment of the shortlisted sites provides details which have determined the proposed preferred option.

Option

Advantages

Disadvantages

Sunline park,

Sunline Avenue,

Massey

· Park has excellent street frontage.

· Site which will benefit from riparian native tree. Planting.

· Established local population.

· Will create ownership of local community.

· Will improve biodiversity for Swanson Stream edge.

· nil

McLeod Park,

McLeod Road

Te Atatu South

· Large open site which will benefit from tree planting.

· Park with good linkages to local community.

· Established local population.

· Will create ownership of local community.

· Will improve biodiversity for the nearby estuary.

· Will complete work started last year.

· Nil

10. Based on the above evaluation Sunline Park is considered the preferred option with McLeod Park as the alternative.

Financial and Resourcing Implications

11. Funding for the TFB programme has been approved through the legacy Long Term Council Community Plan, as provided in the Annual Plan 2013/2014 ($17,000) and is one of the key programmes funded by the Council through the Keep Waitakere Beautiful Trust. The budget is divided equally amongst the three western sector local boards. The Henderson Massey Local Board’s TFB budget for 2013-2014 is $5,666 for the programme. However the estimated cost for the programme for the 2013/2014 financial year is $12,000, leaving a shortfall of approximately $6,400. See table below for breakdown of costs.

12. The Council has adopted a new Capitalisation Policy which clarifies the funding of Green Assets non infrastructure. Generally the planting of trees is not a capital item and is to be funded from operational budget. There are several exceptions but they relate mainly to a new park development, soft engineering solutions and the creation of a stream eco-corridor or wetland or rain-garden. In the future the funding of the TFB programme will need to be fully funded from operational budgets. This shall include the purchase of trees, preparation, mulching, the event and management of the programme.”

TFB cost breakdown

Plants	Avg cost	Quantity	Whau LB	HMLB	WRLB	Totals
PB3	$4.75	140	665	665		1330
PB18	$25 to $27	110	2970	2970	2750	8690
Mulch (to spread)	$30/m3	25	750	750	750	2250
Fertilizer			50	50	50	150
Stakes	$5.00	120			600	600
Contractor support	$80/hr	16 -21	1260	1260	1660	4180
Ecomatters costs - event etc, comms, brochures			4000	4000	4000	12000
Signage	$2,000.00	1	2000	2000	2000	6000
Weed spray	$400.00	1	400	400	200	1000
Total			$12,095.00	$12,095.00	$12,010.00	$36,200.00


$17000 x.333 (AP)	$5,666	Capex funding via annual plan per event
$19200 x.333 (LB)	$6,400	Opex funding required from each local board
$36200 total cost	$12,066	average cost per event

Consideration

Local Board Views

13. There has been continued community support for the TFB planting programme as highlighted through the numbers of residents taking part in the event each year and taking an active ongoing interest in the progress of their trees. There continues to be a demand from the community for TFB opportunities. The local board has been very supportive of this program in previous years as it focuses on engagement of the local community in an improvement of local parks and the natural environment.

Consultation

14. The Local & Sports Parks West team were asked to submit a list of suitable sites for the 2014 TFB programme. A short list of sites was then selected by the Keep Waitakere Beautiful Trust Board.

15. Consultation with the local community adjacent to the proposed TFB sites has yet to be undertaken. It is proposed that this consultation will occur after the preferred site is chosen.

16. A detailed planting plan will be made available for the Local Board and local community at the time of consultation.

17. Past community consultation on possible sites has only rarely resulted in objection from the community. The planting plan will allow for amendments to be made based on community consultation that should address most of the issues related to tree size, location and shading that have in the past been the key issues with the proposed planting sites.

18. If any objection to the proposed site becomes evident during consultation with the local community it is proposed that the second option is then progressed for the TFB planting programme for 2014 as an alternative.

Decision Making

19. This report is to inform the Local Board, seek endorsement as outlined and request further funding to the value of $6400.00

Significance of Decision

20. This report does not trigger the Significance Policy.

Maori Impact Statement

21. Council’s Maori Strategy and Relations Officer will be contacted regarding this community planting event following the decision made by the Henderson Massey Local Board on their preferred site.

Legal and Legislative Implications

22. There are no legal implications relating to this report.

Implementation Issues

23. The implementation of the TFB programme is undertaken by Keep Waitakere Beautiful Trust. Planting is carried out in accordance with the Council’s Code of Practice specifications and is supervised by suitably qualified experts.

24. At the completion of the TFB planting the asset information is passed onto Local & Sports Parks West to undertake ongoing maintenance.

Attachments

No.	Title	Page
a View	TFB HM reserve maps 2014	13

Signatories

Author

Huw Hill-Male - Volunteer and Biodiversity Coordinator

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

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

Henderson-Massey Local Board

20 February 2014

Deferring planning and construction of the West Harbour Community House

File No.: CP2014/00568

Purpose

1. This report recommends to the Henderson Massey Local Board (HMLB) that the planning, construction and budget for the proposed community house in West Harbour be deferred to allow time for the operational impact on future facility needs of the new community hub at West Harbour School to be evaluated.

Executive Summary

2. The HMLB have budgeted an amount of $1,049,000 for the design and construction of a community house in West Harbour to be built in the 2016 financial year.

3. A community house future needs analysis was completed in 2013. This analysis identified that the need for the community house may be impacted by the proposed new Community Hub, to be built at West Harbour School during 2014. Once the new Community Hub at West Harbour has been completed a period of around 18 months would be required to enable council to evaluate whether this Hub will meet the future needs of the West Harbour area and whether an additional new community house is required.

4. At the 19 November 2013 HMLB workshop, the recommendation of deferring the planning, consultation and budget for the proposed West Harbour Community House was discussed. The HMLB were supportive of deferring it and requested that an agenda report be submitted as soon as practical, including recommending that the budget be deferred to the 2016/2017 financial year.

Recommendations

That the Henderson-Massey Local Board:

a) Approves deferring the planning and construction of the West Harbour Community House to 2016/2017 to allow for an evaluation of the operational impact of the new Community Hub at West Harbour School to meet the future needs of the West Harbour and Colwill communities.

b) Approves the planning and construction budget for the West Harbour Community House be allocated and deferred as follows:

· $157,440 planning, concept design and consenting deferred to the 2016/2017 financial year.

· $891,560 for construction deferred to the 2017/2018 financial year.

c) Approves a further $25,000 of opex for the evaluation of an additional community house in West Harbour that would be included in the annual plan for 2015/2016.

Discussion

5. In its 2009-2015 Long Term Plan (LTP), the legacy Waitakere City Council allocated $317,000 for land purchase, $150,000 for the planning, design and consenting and $1,000,000 for the construction for a community house facility in the West Harbour area. A 2005 report had identified that the lower West Harbour area was lacking in community facilities and its socio-economic indicators were low.

6. In 2011 Massey Matters, a community development initiative in the wider Massey area, (which includes West Harbour) came to council with a proposal for a community hub development on the grounds of West Harbour School. The HMLB was supportive of this idea and allocated an amount of $317,000 to the project from the 2009 – 2015 LTP for the proposed West Harbour community house.

7. Once plans were developed for the Community Hub it was clear that $317,000 would be insufficient to build the Hub and in the 2013/2014 annual plan deliberations the HMLB re-allocated the planning budget from the West Harbour Community House, ($150,000) and added it to the Hub project budget, leaving the $1,000,000 available for the proposed West Harbour Community House.

8. The West Harbour Community House budget remained in the Auckland Council 2012 – 2022 LTP and officers were tasked with undertaking a needs assessment, site selection and progressing the project through to concept design.

9. A project team was established which identified that the best location for a community house was on Council owned land beside the West Harbour shops on Royal Road, approximately 1.4 kilometres away from the proposed hub on the West Harbour School grounds.

10. To build two community facilities in close proximity requires a strong rationale that there is a need for both. The project team agreed that the planning and construction of a second facility should be deferred until a full evaluation of the operational impact of the West Harbour Community Hub on the West Harbour and Colwill communities had been completed. It was considered that the evaluation should be commenced once the facility has been operational for a period of 18 months.

Consideration

Local Board Views

11. A workshop was held with the HMLB on 19 November and it supported deferral of the project until an evaluation of the impact of the new West Harbour Community Hub had been completed.

Maori Impact Statement

12. The 2006 Census shows that 18 percent of the population of West Harbour identify as Maori, some seven percent higher than the average for Auckland. Te Piringatahi o Te Maungarongo Marae is within the catchment area for the West Harbour Community Hub and the proposed West Harbour community house. Council staff will engage with Mana Whenua as part of the evaluation process and any subsequent planning with the assistance of Te Waka Angamua, council’s Maori Strategy and Relations Department.

General

13. The recommendation to defer this project is supported by the Community Facilities and Community Development teams.

Implementation Issues

14. Should the HMLB support the recommendations in this report, the existing budget of $157,440 for planning, concept design and consenting would be deferred to 2016/2017 and the existing budget of $891,560 for construction would be deferred to 2017/2018.

15. To undertake an evaluation would require an additional budget of approximately $25,000 in the 2015 financial year.

Attachments

There are no attachments for this report.

Signatories

Author

Jan Brown - Principal Policy Analyst

Authorisers

Penny Pirrit - Regional & Local Planning Manager

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

Henderson-Massey Local Board

20 February 2014

Approval of the Henderson-Massey Local Board Community Lease Renewals Schedule 2013/2014

File No.: CP2014/01209

Purpose

1. This report seeks Henderson-Massey Local Board approval to consider and grant approval of outstanding lease renewals as per the Henderson-Massey Local Board Community Lease Workplan 2013/2014.

Executive Summary

2. On 19 September 2013, the Henderson-Massey Local Board granted approval of the Henderson-Massey Local Board Community Lease Workplan 2013/2014 (Attachment A).

3. The workplan prioritises leases with a final expiry or renewal term expiry up to 30 June 2014 and other lease projects. Prioritising the workplan allows visibility of the portfolio and establishes direction on expectations and reporting.

4. As part of the workplan process the Henderson-Massey Local Board is requested to consider and grant approval of the outstanding lease renewals detailed in the Community Lease Renewals (Attachment B).

5. The renewal process includes confirmation of the tenant’s performance during the course of their lease term to confirm that the tenant is not in breach of any of their lease obligations. Financial sustainability, legal status, compliance requirements, a review of the operation of the group, and a site inspection has been undertaken to ensure the facility is being maintained to an appropriate standard.

Recommendation

That the Henderson-Massey Local Board:

a) Approves the renewal of the leases specified in the Community Lease Renewals schedule for:

- Family Action

- Kiwi Trikers Social Club Incorporated

- NZ Motor Caravan Association Incorporated

- The Massey Athletic Club Incorporated

- Te Atatu Athletics Club Incorporated

Discussion

6. On 19 September 2013, the Henderson-Massey Local Board Community Lease Workplan 2013/2014 was approved by the Henderson-Massey Local Board.

7. As part of the workplan process, the Henderson-Massey Local Board is requested to consider and grant approval of the outstanding lease renewals detailed in the Community Lease Renewals Schedule.

8. Renewals are subject to evidence (including supporting documents) of ongoing viability over the lease term and community need for what the group provides.

9. The renewal process includes confirmation of the tenant’s performance during the course of the lease term, financial sustainability, legal status, compliance requirements, a review of the operation of the group and a site inspection to ensure the facility is being maintained to an appropriate standard.

10. Approval through this report will allow the Deeds of Renewal to be prepared and executed.

Consideration

Local Board Views

11. The recommendations within this report fall within the local board’s allocated authority relating to local, recreation, sport and community facilities.

12. The workplan and prioritisation has been discussed with the local board portfolio holder.

Maori Impact Statement

13. Ensuring community facilities are well maintained and accessible for members of the community, is of benefit to all, including Maori.

General

14. The recommendations within this report do not trigger the Auckland Council Significance Policy.

15. Council staff has sought input from relevant Council departments.

Implementation Issues

16. There are no cost implications for Auckland Council.

Attachments

No.	Title	Page
a View	Henderson-Massey Local Board Community Lease Workplan	21
b View	Community Lease Renewals	25

Signatories

Author

Michelle Knudsen - Community Lease Advisor

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

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

Henderson-Massey Local Board

20 February 2014

New Community Lease to Te Kohanga Reo National Trust Board, 5 Beauchamp Drive, Massey

File No.: CP2014/01214

Purpose

1. This report seeks Henderson-Massey Local Board approval to grant a new community lease to Te Kohanga Reo National Trust Board located at the Kohanga known as Puawairua Te Kohanga Reo on part of the land known as Royal Reserve, 5 Beauchamp Drive, Massey.

Executive Summary

2. Te Kohanga Reo National Trust Board (the Trust), at the branch known as Puawairua Te Kohanga Reo had a community lease with legacy Waitakere Council from 2 June 2003 for a term of ten years. Since that date their occupation has been on a month by month basis. The Trust has been registered as an Incorporated Society since the 4 January 1984.

3. As specified in the Auckland Council Community Occupancy Guidelines 2012, groups that own their own buildings have an automatic right to re-apply at the end of their occupancy terms without public notification.

4. The Trust wish to continue leasing the building known as the Kohanga located on Royal Reserve, being part of Lot 47 DP 84284 and part Lot 21 DP 47947.

5. Royal Reserve was reclassified from recreation reserve to local purpose (te kohanga reo centre) reserve and the land is classified correctly to be occupied by the Trust.

6. Council staff recommends the granting of a community lease to the Trust for a term of 10 years with one 10 year right of renewal, as specified in the Auckland Council Community Occupancy Guidelines 2012.

Recommendations

That the Henderson-Massey Local Board:

a) Approves the granting of a new community lease to Te Kohanga Reo National Trust Board located on part of Royal Reserve, being part of Lot 47 DP 84284 and part Lot 21 DP 47947, 5 Beauchamp Drive, Massey (Attachment A) subject to the following terms and conditions:-

i) Term - 10 years with one 10 year right of renewal commencing 20 February 2014;

ii) Rent - $1.00 plus GST per annum if requested;

iii) Te Kohanga Reo National Trust Board Community Outcomes Plan as approved and attached to the lease document (Attachment B).

b) Approves all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

Discussion

7. The Trust has previously had a community lease with legacy Waitakere City Council from 2 June 2003 for a term of five years. Since that date the Trust has had occupation of the site on a month by month basis.

8. The Trust wishes to continue leasing on part of the land known as Royal Reserve. The Trust occupies part Lot 47 DP 84284 and Part Lot 21 DP 47947. The land was reclassified from recreation reserve to local purpose (te kohanga reo centre) reserve by New Zealand Gazette 1998. The land is classified correctly to be occupied by this activity.

9. The Trust has been registered as an Incorporated Society since the 4 January 1984 and the Trust own the building. The mission of the Trust is the protection of Te reo, Tikanga me nga ahuatanga Maori by targeting the participation of mokopuna (young children) and whanau (family) into the Kohanga Reo movement.

10. Over the term of their community lease the Trust have totally immersed mokopuna from birth to six years of age in te reo Maori whanau programmes. The Trust and the kohanga reo whanau administer the kaupapa to ensure the safety and well-being of the mokopuna and the whanau, and to ensure the survival of te reo Maori.

11. Puawairua Te Kohanga Reo are currently chartered to Te Kohanga Reo National Trust and licensed by the Ministry of Education under the Education (Early Childhood Services) Regulations 2008.

Consideration

Local Board Views

12. At a Henderson-Massey portfolio holders meeting held on 16 January 2014, support for a new lease to the Trust for a term of 10 years with one 10 year right of renewal was indicated.

Maori Impact Statement

13. There is no significant change or impact for Maori associated with the recommendations in this report.

General

14. The recommendation within this report fall within the local board’s allocated authority relating to local, recreation, sport and community facilities.

15. The recommendations contained in this report do not trigger the Auckland Council Significance Policy.

16. Council officers have sought input from relevant council departments.

Implementation Issues

17. There are no cost implications for Auckland Council.

Attachments

No.	Title	Page
a View	Location Map and Leased Area for Te Kohanga Reo National Trust	29
b View	Te Kohanga Reo National Trust Board Community Outcomes Plan	31

Signatories

Author

Michelle Knudsen - Community Lease Advisor

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

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

Henderson-Massey Local Board

20 February 2014

Name and Location of Land/Facility	Royal Reserve, Massey

Name of the Community it serves	The West Auckland Community

Local Board Area	Henderson-Massey Local Board

Name of Community Group	Te Kohanga Reo National Trust Incorporated

Address	5 Beauchamp Drive, Massey

Contact person	Hayley Tamihere – Phone (09) 832 1994 hayley.tamihere@clear.net.nz

Name of Community Lease Advisor	Michelle Knudsen

Auckland Council and/or Local Board Priority

Performance Measure

Target

Achievements

LB Priority 1:

Preparing for our population to grow

AP SD1.1 – Create a strong, inclusive and equitable society that ensures opportunity for all Aucklanders

Providing and co-ordinating staff to manage the facility (job opportunities)

Provide full time paid staff

Provide part-time staff

Volunteers

Minimum 7 x per year

1 x per year

Open door policy to all whanau

LB Priority 2:

Building our community identity and pride

AP SD1.2 – Strengthen Communities

Making the facility available

Hours of operation

Non operating hours

8.30am to 4.30pm

Monday to Friday

8.00am to 7.00pm

LB Priority 3:

Caring about our environment

By implementing sustainable programmes and reviewing health & wellbeing, making use of the local community for the promotion of the facility

AP SD7 Acknowledge that nature and people are inseparable

Promote and encourage organic gardening

Promote recycling of materials with staff, children and their whanau

Encourage sustainable practices to children and whanau

On-going

Auckland Council recycling bins must be available at all times

Ensure leased area is kept clean and attractive

Report environmental problems to Auckland Council

LB Priority 4: Strengthening our heartland

Provide culturally appropriate education to the community as per the Treaty of Waitangi

AP 2.5 Enable Maori aspirations through recognition of Te Tiriti o Waitangi/The Treaty of Waitangi and customary rights

Provide whanau programmes for mokopuna (young children) from birth to six years of age and their whanau

Liaise with local community networks and partnerships

List the whanau programmes

List the local community networks and partnerships the group works with

Henderson-Massey Local Board

20 February 2014

New Community Lease to The Scout Association of New Zealand, 134 Taikata Road, Te Atatu Peninsula

File No.: CP2014/01223

Purpose

1. This report seeks Henderson-Massey Local Board approval to grant a new community lease to The Scout Association of New Zealand located in the boat shed on part of Taipari Strand at 134 Taikata Road, Te Atatu Peninsula.

Executive Summary

2. The Scout Association of New Zealand, at the branch known as the Te Atatu Endeavour Sea Scouts (the Scouts), had a community lease with legacy Waitakere Council from 1 December 1995 for a term of five years. Their occupation has since been on a month by month basis. The Scouts have been registered as an Incorporated Society since 25 July 1986.

3. Auckland Council staff has been working closely with the Scouts as part of Te Atatu Water Sports Trust (the Trust) incorporating Kenley Water Ski Club, Waitemata Canoe & Multisport Club, Waitemata Rowing Club and the Scouts. The Trust was formed as a response to receiving funding to construct a pontoon on Taipari Strand. The Trust has a community lease for the pontoon that expires 31 October 2025.

4. The Scouts wish to continue leasing the building known as the boat shed located on 134 Taikata Road, Te Atatu Peninsula, being part of SO Plan 50170 North Auckland Land District – Waitemata City.

5. As specified in the Auckland Council Community Occupancy Guidelines 2012, at the end of a lease term, groups that own their own building have an automatic right to re-apply at the end of their occupancy terms without public notification. The Community Occupancy Guidelines also recommend granting of a community lease to a group with their own building for a term of 10 years with one 10 year right of renewal.

6. Auckland Council staff recommend a new community lease to the Scouts for a term of 11 years to align with the new collective agreement that will be entered into once all the leases expire on the 31 October 2025.

7. Auckland Council staff recommend that the group surrender their current Deed of Lease which commenced on 1 December 1995 and enter into a new community lease commencing from the date of resolution. The Scouts agree with this recommendation.

8. Any new community lease to the Scouts will need to be granted by the council under Section 73 (3) of the Reserves Act and requires prior advertising under Section 74 (4) and iwi consultation under Section 4 of the Conservation Act 1987.

9. The current classification of the reserve is not consistent with the operations of the Scouts on part of Taipari Strand. The land occupied by the Scouts needs to be reclassified from a recreation reserve to a local purpose (community buildings) reserve.

10. The Henderson-Massey Local Board can approve the granting of a new community lease under section 73 (3) of the Reserves Act 1977, until such time as the reserve is reclassified to a local purpose (community buildings) reserve.

Recommendations

That the Henderson-Massey Local Board:

a) Approves the surrender of The Scout Association of New Zealand lease agreement dated 1 December 1995.

b) Approves the granting of a new lease under Section 73 (3) of the Reserves Act 1977 to The Scout Association of New Zealand at 134 Taikata Road, Te Atatu Peninsula (Attachment A) subject to the following terms and conditions:

(i) Term - 11 years with no right of renewal;

(ii) Rent - $1.00 per annum if requested;

(iii) Approve the public notification of the new community lease and that the Henderson-Massey Local Board meet the costs associated with the public notification, estimated at approximately $500.

(iv) That Council staff initiate a process to reclassify part of SO Plan 50170 North Auckland Land District – Waitemata City from recreation reserve to local purpose (community buildings) reserve in accordance with the Reserves Act 1977, at which point a new community lease can be issued;

(v) Approve The Scout Association of New Zealand Community Outcomes Plan as attached to the lease document (Attachment B);

c) Approves all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines 2012.

Discussion

11. The Scouts had a community lease with legacy Waitakere Council from 1 December 1995 for a term of five years with an expiry of 1 December 2000. Since that date the Scouts has had occupation of the boat shed on a month by month basis.

12. The Scouts have been registered as an Incorporated Society since 25 July 1986. During that time the Scouts have contributed to the education of young people, through a value system based on the scout promise to help build a better community where people are self-fulfilled as individuals and play a constructive part in society.

13. The Scouts objectives are to encourage the physical, mental, social and spiritual development of young people. The Scouts have 86 members between the ages of 5 to 19 years old and a committee of 12 members.

14. The Scouts programmes complement learning at primary, secondary and tertiary levels and in the workplace. The Scouts provide young people with access to the highest quality training and leadership opportunities, equipping them with vocational experience and invaluable transferrable skills.

15. The Scouts provide fun, interesting and educational outdoor activities for young people in West Auckland. Weekly activities include swimming, kayaking, sailing, rowing, pioneering, rope work, map reading, camping, tramping, first aid, water safety, water rescues and boat care and maintenance.

16. The Te Atatu Water Sports Trust, incorporating Kenley Water Ski Club, Waitemata Canoe & Multisport Club, Waitemata Rowing Club and the Scouts was formed in 2012 as a response to receiving funding to construct a pontoon on Taipari Strand. Council Officers are anticipating that a new collective agreement will be entered into with The Te Atatu Water Sports Trust once all the leases expire on the 31 October 2025.

17. The Community Occupancy Guidelines recommend granting of a community lease to a group with their own building for a term of 10 years with one 10 year right of renewal.

18. However, Auckland Council staff has been working closely with the Te Atatu Water Sports Trust incorporating Kenley Water Ski Club, Waitemata Canoe & Multisport Club, Waitemata Rowing Club and the Scouts. The Trust was formed as a response to receiving funding to construct a pontoon on Taipari Strand. Auckland Council staff recommend a new community lease to the Scouts for a term of 11 years to align with the new collective agreement that will be entered into once all the leases expire on the 31 October 2025.

Consideration

Local Board Views

19. The recommendations within this report fall within the Local Boards allocated authority relating to local, recreation, sports and community facilities.

20. Council staff sought input from the local board portfolio holder on 16 January 2014. The portfolio holder indicated informal support for a new lease to the Scouts for a term of 11 years from 20 February 2014 to 31 October 2025 to align with The Kenley Water Ski Club, Waitemata Canoe & Multisport & Waitemata Rowing Club Incorporated.

Maori Impact Statement

21. There are no significant changes or impacts for Maori associated with the recommendations in this report. The Scouts have ties with local Maori through their activities and Maori benefit as users of the club.

22. Iwi consultation was sought from Te Kawerau a Maki and Ngati Whatua o Orakei. Both iwi have indicated their support to the Scouts.

General

23. The recommendations contained in this report do not trigger the Auckland Council Significance Policy.

24. Council staff has sought input from relevant council departments.

Implementation Issues

25. Costs are incurred if the Henderson-Massey Local Board approves the classification and public notification of leases that require it. The initial costs are limited to the placing of a public notice in the print media and the Henderson-Massey Local Board is asked to meet these costs.

Attachments

No.	Title	Page
a View	Site Plan for The Scout Association of New Zealand	37
b View	The Scout Association of New Zealand Community Outcomes Plan	39

Signatories

Author

Michelle Knudsen - Community Lease Advisor

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

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

Henderson-Massey Local Board

20 February 2014

Quarterly Performance Report

File No.: CP2014/01288

Purpose

1. To update the Henderson Massey Local Board members on progress towards their objectives for the year from 1 July 2013 to 30 June 2014 as set out in the Local Board agreement

Executive Summary

2. This report contains the following Henderson Massey local board reports:

-Highlights and achievements for the December 2013 quarter

-Watching brief and recommendation

-Progress updates on key initiatives and projects for the December 2013 quarter

-Activity overview for CDAC for the December 2013 quarter

-Activity overview for Libraries for the December 2013 quarter

-Activity overview for Sports, Parks and Recreation for the December 2013 quarter

-Regional activity overview for ATEED for 6 months ending December 2013

-Financial report to December 2013 (Appendix A)

-Parks capital projects summary to December 2013 (Appendix B)

3. -CDAC workplan to December 2013 (Appendix C)

Recommendation

That the Henderson-Massey Local Board:

a) Receives the Quarterly Performance Report for the Henderson Massey Local Board for the period ended December 2013.

Discussion

4. In consultation with local boards this report has been created to give the elected members a comprehensive and common overview of local activities from council departments and CCO’s. Future reports are expected to include additional departmental and CCO reports as these are developed for inclusion and discussion.

Attachments

No.	Title	Page
a View	Henderson Massey Quarterly Performance report-December 2013 (Under Separate Cover)

Signatories

Authors

David Rose - Lead Financial Advisor

Authorisers

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

Christine Watson - Manager Financial Advisory Services - Local Boards

Monday 3 February	Discussion re the Over bridge in Henderson
Tuesday 4 February	Henderson-Massey Local Board Plan Event
Tuesday 4 February	Henderson-Massey Local Board Road Trip
Wednesday 5 February	Local Board Funding Policy PWP (preparatory meeting)
Wednesday 5 February	Local Boards Funding Policy Political Working Party
Friday 7 February	Henderson-Massey Local Board Plan Event