I hereby give notice that an extraordinary meeting of the Albert-Eden Local Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 11
June 2014
1:00pm
Albert Eden
Local Board Office
135 Dominion Road
Mt Eden
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Albert-Eden Local Board
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Peter Haynes
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Deputy Chairperson
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Glenda Fryer
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Members
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Helga Arlington
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Lee Corrick
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Graeme Easte
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Rachel Langton
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Margi Watson
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Tim Woolfield
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(Quorum 4 members)
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Michael Mendoza
Democracy Advisor
6 June 2014
Contact Telephone: (09) 623 6090
Email: Michael.Mendoza@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Albert-Eden
Local Board
11 June 2014
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ITEM TABLE OF CONTENTS PAGE
1 Welcome 5
2 Apologies 5
3 Declaration of Interest 5
4 Leave of Absence 5
5 Acknowledgements 5
6 Approval of the draft Local Board Plan 2014 7
7 Albert-Eden Local Board Plan 2014-2017 hearing dates 61
8 Adoption of Local Board Agreement 2014/2015 63
9 Proposed termination of lease to Edendale Bowling Club
Gribblehirst Park 225a Sandringham Road, Sandringham 81
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 Leave of Absence
At the close of
the agenda no requests for leave of absence had been received.
5 Acknowledgements
At the close of
the agenda no requests for acknowledgements had been received.
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Albert-Eden
Local Board
11 June 2014
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Approval of the
draft Local Board Plan 2014
File No.: CP2014/09903
Purpose
1. To approve the
Albert-Eden Local Board draft local board plan 2014, and the summary document,
for public consultation.
Executive
summary
2. Each local
board is required to complete a local board plan for adoption by 31 October
2014.
3. The draft plan
is attached to this agenda, along with the summary document, for the local
board to approve for community consultation.
4. Consultation
using the special consultative procedure (SCP) is taking place 7 July to 6
August 2014.
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Recommendation/s
That the Albert-Eden Local
Board:
a) approves the
draft Albert-Eden Local Board Local Board Plan 2014 for public consultation
using the special consultative procedure
b) approves the
draft Albert-Eden Local Board Local Board Plan 2014 summary document
c) delegates to
the Chair to make any minor wording changes that may be necessary for the
draft local board plan or summary document.
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Comments
5. The Local
Government (Auckland Council) Act 2009 requires each local board to develop a
local board plan every three years. The first local board plan was adopted in
2011. This second local board plan must be adopted by 31 October 2014.
6. Local board
plans are strategic plans for the following three years and beyond. The
plans reflect the priorities and preferences of the community. They guide how
the local board:
· makes decisions on local activities and
projects
· provides input into regional strategies
and policies
· works with other agencies
that play a key role in the area, including central government
agencies and council-controlled organisations.
7. The plans
inform the development of council’s 10-year Long-term Plan. The plans also form
the basis for development of the annual local board agreement for the following
three financial years.
8. The local board
is required to use the SCP to consult on the draft local board plan. The period
for the SCP is 7 July to 6 August 2014.
9. The SCP
requirements include providing a summary of the information in the draft local
board plan.
Consideration
10. The draft plan
has been developed by considering a range of strategic issues, as well as the
Auckland Plan and other regional strategies and policies. Community views and
advice from subject matters experts has also been important in developing the
draft plan.
11. The draft plan
and the summary document is attached to this report.
Summary of community views and strategic issues
12. The Local Board
talked to the community during February and March 2014, through three expos and
surveys on the Board’s website and Facebook page. The
Albert-Eden Youth Board spoke to fifty young people about what they would like
to see happen in their community over the next three years.
13. The majority of
community feedback was supportive of the Local Board’s priorities and proposed
approach for the next three years. In particular, there was support for the
renewal of town centres, better public transport options, a waste recovery
centre in central Auckland, new walkways and better connections linking parks,
and protecting and restoring heritage buildings.
14. The key
strategic issues that have influenced the development of the draft plan are:
· the condition of Mt Albert, Sandringham,
Pt Chevalier and Greenwoods Corner village centres, requiring renewal and
upgrading
· the changing recreational needs of our
communities, requiring upgraded parks and sportsfields to meet the demand
· congestion on arterial roads and suburban
streets, requiring improved traffic safety and transport connections
· the value of Albert-Eden’s distinctive
built and natural heritage, needing protection and enhancement
Underpinning all of this is the need for a
prudent approach to spending, given the Board’s constrained budget.
Local
board views and implications
15. The Local
Board’s views have driven the development of the draft plan attached to this
report.
Māori
impact statement
16. The Local Board
Plan contributes to improving wellbeing in Māori communities, as well as the community in general.
17. The Board would like to work together with mana whenua and mataawaka
on the development and delivery of initiatives in the draft plan that will
promote Māoritanga and further Māori aspirations. Some of the ways that the Board would like to support Māori are
through:
· advocating for adequate funding for the
Maunga Authority, the co-governance body established to oversee the management
of the 14 maunga in Auckland-Tamaki Makaurau
· endorsing the application that is being
made for the region's volcanic field to be considered for UNESCO World Heritage
status
· undertaking a Māori Cultural Heritage
study with mana whenua to identify sites of significance in Albert-Eden,
including wāhi tapu, urupā, and places of traditional importance
Implementation
18. The next steps in the local board plan process are shown below.
Attachments
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No.
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Title
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Page
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aView
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Albert-Eden Local Board - Local Board Plan draft
design
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11
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bView
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Albert-Eden Local Board - draft Local Board Plan
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19
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cView
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Albert-Eden Local Board - draft Local Board Plan
Summary
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51
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Signatories
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Authors
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Robyn Allpress - Senior Local Board Advisor
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Authorisers
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Adam Milina - Acting Relationship Manager -
Albert-Eden & Orakei Local Boards
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Albert-Eden
Local Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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Albert-Eden Local Board Plan 2014-2017 hearing dates
File No.: CP2014/09947
Purpose
1. This report seeks approval for
the Albert-Eden Local Board Plan 2014-2017 hearings, workshop and formal
adoption dates.
Executive
summary
2. Legislation requires a special
consultation process for the 2014-2017 Albert-Eden Local Board Plan. Local
board plans must be adopted by 31 October 2014.
3. The proposed key dates are as follows:
I) Hearings;
i) Thursday, 28 August 2014, 9.30am
to 5.00pm
ii) Friday, 29 August 2014, 9.30am to
5.00pm (Reserve day).
II) Workshops;
i) Wednesday, 10 September 2014,
10.45am-12.45pm
ii) Wednesday, 17 September 2014,
9.45am-12.45pm
iii) Wednesday, 24 September 2014,
10.45am-12.45pm.
iv) Formal adoption of the local
board plan;
i) Wednesday, 15 October 2014
Extraordinary Business meeting, 1pm.
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Recommendation/s
That the Albert-Eden Local
Board:
a) approves the 2014-2017
Albert-Eden Local Board Plan hearings dates as follows:
i) Hearing: Thursday, 28 August
2014, 9.30am to 5.00pm
ii) Reserve day: Friday, 29
August 2014, 9.30am to 5.00pm
b) approves the 2014-2017
Albert-Eden Local Board Plan workshop dates as follows:
i) Wednesday, 10 September 2014,
10.45am-12.45pm
ii) Wednesday, 17 September 2014,
9.45am-12.45pm
iii) Wednesday, 24 September 2014,
10.45am-12.45pm
c) adopts the 2014-2017
Albert-Eden Local Board Plan at the Albert-Eden Local Board Extraordinary
business meeting scheduled for Wednesday, 15 October 2014 at 1.00pm in the
Albert-Eden Local Board Office, 135 Dominion Road, Mount Eden, Auckland.
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Comments
4. Local boards are required to
adopt a local board plan no later than 31 October in the year immediately
following the triennial general election. The special consultative procedure
must be used. [Section 20(1)(a) and (b) of the Local Governing (Auckland
Council) Act 2009].
5. A local board plan is for a
three year period.
6. The purpose of the local board
plan is to:
i) reflect the priorities and
preferences of the local board’s communities
ii) identify and describe the
interests and preferences of the people within the local board area
iii) provide a basis for developing
the local board agreement
iv) inform the development of the next
Long-term Plan
v) provide a basis for
accountability of the local board to the community in its area.
7. The public will have an
opportunity to provide submissions on the local board plans during 7 July
to 6 August 2014.
8. The local board hearings will be
conducted between 26 August and 9 September 2014.
9. Workshops will be held in early
and mid September.
10. The Albert-Eden Local Board will
formally adopt their 2014-2017 Local Board Plan during the 15 October 2014
extraordinary business meeting.
Consideration
Local
board views and implications
11. The Albert-Eden
Local Board has undertaken public consultation and wide engagement to inform
the draft 2014-2017 Albert-Eden Local Board Plan. Local Board Services staff
will discuss the hearings options with the board once the volume of submissions
is known.
Maori
impact statement
12. The Albert-Eden
Local Board recognises the significance of Maori and is working to strengthen
relationships. The board has listened to mana whenua and their priorities during
the development of the local board plan.
Implementation
13. There are no implementation
issues.
Attachments
There are no attachments for
this report.
Signatories
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Authors
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Michael Mendoza - Democracy Advisor
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Authorisers
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Adam Milina - Acting Relationship Manager -
Albert-Eden & Orakei Local Boards
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Albert-Eden
Local Board
11 June 2014
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Adoption of Local Board Agreement 2014/2015
File No.: CP2014/11072
Purpose
1. This report
seeks formal adoption of the Local Board Agreement 2014/2015 to form part of
the Annual Plan 2014/2015.
Executive
summary
2. For each financial year, the
Auckland Council must have a local board agreement (as agreed
between the Governing Body and the Local Board) for each local board area.
3. The local board
agreement is largely based on year three of the Long-term Plan 2012-2022[1]
(LTP) and reflects the
priorities in the local board plan, shows intended
provision of local activities, and the capital and operating expenditure
required to fund these activities.
4. A draft local board agreement was agreed in December 2013 as part of the draft Annual
Plan 2014/2015 and consulted on between late January to late February. The
Local Board Agreement 2014/2015 has since been updated to reflect:
a) budget
prioritisation decisions made during the local board meeting in April;
b) budget
prioritisation decisions made during the local board meeting in April;
c) budget
adjustments, if any, arising from new information;
d) the allocation
of central costs (including depreciation, interest, corporate overheads and
staff costs).
5. The governing
body will meet to adopt Auckland Council’s Annual Plan 2014/2015, including 21
local board agreements, on 26 June 2014.
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Recommendation/s
That the Albert-Eden Local
Board:
a) Adopts its
local content for the Annual Plan 2014/2015 which includes a:
i. Local
Board Agreement 2014/2015 with advocacy; and
ii. message
from the chair.
b) Notes that:
i. Local
budgets have been updated to reflect local board prioritisation decisions,
impacts (if any) of final budget decisions made by the Budget Committee on 8
May, budget adjustments (if any) arising from new information and the
allocation of central costs;
ii. If
there are outstanding (not yet agreed) matters in the local board agreement,
the local board should include an explanation of these matters in the Chair’s
message at the front of the local board agreement;
iii. That
the resolutions of this meeting will be reported back to the governing body
when it adopts the Annual Plan 2014/2015 on 26 June 2012;
iv. The
local board agreement could be subject to minor changes following this
meeting.
c) Delegates to
the Chair the authority to make any final minor changes to the local board
content for the Annual Plan 2014/2015 before publication.
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Comments
6. For each
financial year, the Auckland Council must have a local board agreement (as
agreed between the governing body and the Local Board) for each local board
area.
7. The local board
agreement is largely based on year three of the Long-term Plan 2012-2022 (LTP)
and reflects the priorities in the local board plan, shows intended provision
of local activities, and the capital and operating expenditure required to fund
these activities.
8. The governing body will meet to
adopt the Annual Plan 2014/2015 on 26 June 2014, which must include the local board agreement for each local board.
9. The draft local board agreement
was consulted on between late January and late February 2014.
In finalising their local board agreement, local boards:
a) took into
account the submissions received and hearings held as part of the special
consultative procedure and any other new information now available;
b) held a
prioritisation workshop to re-evaluate their 2014/2015 budgets;
c) made final budget prioritisation decisions at their meeting in April.
10. On 29 and 30 April,
local boards met with the Budget Committee to discuss local priorities and key
issues (if any), after which the Budget Committee formally met on 8 May to make
final decisions on the Annual Plan 2014/2015.
11. Local board agreements and
financial statements were then further updated to reflect any impacts of Budget
Committee decisions, budget adjustments arising from new information and the
allocation of central costs (including depreciation, interest, corporate
overheads and staff costs).
12. This report
seeks formal adoption of local content for the Annual Plan 2014/2015
(Attachment One), which includes a:
a) Local Board
Agreement 2014/2015 with advocacy; and
b) message from the
chair.
13. The resolutions
of this meeting will be reported to the governing body on 26 June 2014, when it
meets to adopt the Annual Plan 2014/2015.
Consideration
Local
board views and implications
14. This report
seeks adoption from the Local Board on its content for
the Annual Plan 2014/2015. Engagement with the community, including
consultation, and a number of workshops and meetings have been held by the
local board to finalise their local board agreement and introduction to the
agreement.
Maori
impact statement
15. Many local board
decisions are of importance to Maori and there is a need to continue to build
relationships between local boards and relevant Iwi. The local board agreement
is based on the local board plan and the LTP which have both been developed
through engagement with the community, including Maori.
Implementation
16. The resolutions
of this meeting will be reported to the governing body on 26 June 2014, when it
meets to adopt the Annual Plan 2014/2015.
17. The timeline to
develop and produce the Annual Plan 2014/2015 document is tight. It is possible
that minor changes may need to be made to the attachments before the annual
plan is adopted, such as:
a) correction of
any errors identified;
b) minor wording
changes.
18. Officers
therefore recommend that the local board delegates authority to the Local Board
Chair to make final changes if necessary.
Attachments
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No.
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Title
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Page
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aView
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Albert-Eden Local Board Agreement 2014/2015
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67
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Signatories
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Authors
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Kate Marsh - Financial Planning Manager, Local Boards
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Authorisers
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Matthew Walker - Manager Financial Planning, Policy
and Budgeting
Karen Lyons - Manager Local Board Services
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Albert-Eden
Local Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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Proposed termination of lease to Edendale Bowling Club
Gribblehirst Park 225a Sandringham Road, Sandringham
File No.: CP2014/11697
Purpose
1. The purpose of
this report is to request the Albert Eden Local Board to consider terminating
the lease to Edendale Bowling Club.
Executive
summary
2. In 2012
Auckland Council wrote to Edendale Bowling Club (the Club) regarding several
breaches of the lease provisions relating to liquor, nuisance and use of the
grounds.
3. While there
were short term improvements in activities a more recent inspection and
discussion with the Club shows that they continue to be in breach of a number
of the lease provisions. The building and facilities are in poor repair and it
is unlikely the Club has the resources to remedy this and other breaches of the
lease.
4. A request to
the Club, providing an opportunity to explain the situation, provide additional
information, and put in place an action plan to remedy the breaches, has not
provided a way forward.
5. This report
recommends that the Albert Eden Local Board confirms that the Club is in breach
of its lease conditions, as noted, and authorises officers to terminate the
lease forthwith.
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Recommendations
That the Albert-Eden Local
Board:
a) terminates the
lease dated the 18 September 1989 granted to Edendale Bowling Club
Incorporated at Gribblehirst Park, Sandringham.
b) authorises
officers to serve a Notice of Termination for unremedied breach(es) of lease
on Edendale Bowling Club Incorporated, as provided for in the lease and to
work with Edendale Bowling Club Incorporated to achieve its timely and
orderly vacation of the leased premises and any remediation on Gribblehirst
Park that Edendale Bowling Club Incorporated may be required to carry out as
a consequence of vacation, in terms of its obligations in this regard under
the Lease.
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Comments
6. The Edendale
Bowling Club Incorporated (the Club) is located on Gribblehirst Park at 225a
Sandringham Road, Sandringham. The Club occupies 3567m2 of Park area
and owns the pavilion building (610m2 over two floors) and the other
improvements to the greens area (Attachment A).
7. The Club has
been in occupation for some years with the current lease commencing 18
September 1989 for an initial term of 10 years. The lease provided for 2 rights
of renewal of 10 years each. Both the first and second renewals have been
exercised with the final expiry 30 September 2019.
8. There is a
Management Plan for the Park, approved by the City of Mt Albert on 13 October
1981. This Management Plan provides for the Club and its use of the reserve and
recognises the relationship between the Club and Council.
9. The Auckland
Region Bowls Facilities Plan (2012) indicates that Edendale Bowling Club is a
facility that has not been identified as part of future partnership with other
clubs. Officers are advised that Auckland Bowls have requested information from
Edendale Bowling Club on their programmes and activities, and responses to date
have not been adequate. Auckland Bowls are currently developing an
implementation plan for the facilities strategy and this will identify options
for clubs that have not been recognised as part of future partnership clubs. On
the basis of the recent experience with the Club and its activities, and the
views expressed in the Auckland Region Bowls Facilities Plan, officers suggest
that to meet the expectations of both Council as landlord and Auckland Bowls as
the sports governing body, is beyond the resources of the current Club
membership and management.
10. Council advised
the Club in May 2012 of a number of lease infringements following a number of
complaints relating to liquor, nuisance and use of the grounds. This letter put
the Club on 6 months notice and set out the process to be followed should there
be further issues. Staff were concerned that the main use the Club was not as a
bowling club but as a social club (Attachment B).
11. An inspection of
the Club was made on the 13 March 2014 by Council staff. Staff inspected the
building and grounds and met with Club representatives to review the Clubs
activities. Following the inspection, officers wrote to the Club setting out
issues that needed addressing and providing a timeframe for a response
(Attachment C).
12. The Club
responded with minutes of meetings held to discuss the outstanding and other
issues but did not complete or provide an implementation plan to deal with the
outstanding matters (Attachment D).
13. The Club as part
of the response paid the arrears and current rental due. The current rental
accepted is for the period from the 1 October 2013 to the 30 September 2014.
Any residual rental following vacation of the property will be refunded to the
Club.
14. A further letter
was sent on the 9 May 2014 indicating the Club was in breach of the lease.
There has been no further response from the Club and the following breaches of
the lease conditions are still to be remedied (Attachment E).
o Incorporated Societies re-registration to
be undertaken
o Building maintenance not attended to
o Report and request for approval of upcoming
events not received
o Any community programs not reported
o 2 years annual accounts not provided
o Building insurance certificates not
provided
15. From the
information provided by the Club it appears that the Club’s membership is low.
Based on 2012 records the number of members of the club is 12. Staff believe
that there are very few members who are playing competitive bowls elsewhere in
the region, and that the emphasis is on other social activities at the Club.
For a time the Club was not affiliated with Auckland Bowls for non-payment of
membership levies and the Club as noted is not registered as an Incorporated
Society.
16. The lease
provides the following in regards to use and termination;
Section 16 use of the ground and
buildings
The land shall be used by the Club
solely for the purpose of a bowling green and ancillary uses thereto and for
such other uses to be in conformity with the uses as the corporation (Council)
may from time to time approve such uses to be in conformity with the user
permitted in terms of the Mt Albert District Scheme and Management Plans
prepared in terms of the Reserves Act 1977. If ant any other time the
Corporation is of the opinion that the land being leased is not being used or
is not being sufficiently sued, then after making such enquiries as the
corporation thinks fit and giving the Club an opportunity of explaining the
usage of the leased land and if then being stratified that the leased land is
not being sufficiently used, or is being excessively used for the foregoing
purpose, the Corporation may terminate the lease.
Section 28 Club Winding up
In the event of the club being wound up
or going into liquidation or in any otherwise however ceasing its activities as
a Sports Club, then or in any such case the grounds, playing greens, buildings,
fences, I or upon or about such land shall be delivered to the corporation in
the same good order and condition in which the club has received same and to
the entire satisfaction of the Corporation without compensation to the Club or
otherwise.
17. As noted in this
report the Club is in breach of several sections of the lease including the
significant matter of maintenance of the building and grounds. Both the
interior and exterior of the building are in need of significant work, but the
scope of the work and associated costs is unknown. It is unlikely the Club has
the resources to bring the building maintenance up to an acceptable standard.
Consideration
Local
board views and implications
18. The views of the
Albert Eden Local Board Portfolio Holders have been obtained in the preparation
of this report.
19. The decision to
terminate the lease is within the local board’s decision making authority.
Maori
impact statement
20. There is no
impact on Maori with this issue.
Implementation
21. Negotiations with the Club regarding relinquishing the site and
assets will need to be managed by officers. An across department officer team
may be required to undertake this procedure.
22. The scope and cost of maintenance work will need to be a considered
separately, once staff have had the opportunity to properly inspect the
building. Provision will need to be made the local boards renewal budget to
accommodate the works required
Attachments
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No.
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Title
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Page
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aView
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Attachment A Site Plan
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85
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bView
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Attachment B Council letter 31 May 2012
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87
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cView
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Attachment C Council letter 25 March 2014
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89
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dView
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Attachment D Information from the Club
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91
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eView
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Attachment E Council letter 9 May 2014
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97
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Signatories
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Authors
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Ron Johnson – Community Lease Advisor
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Authorisers
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Adam Milina - Acting Relationship Manager -
Albert-Eden & Orakei Local Boards
Kevin Marriott - Manager Community Facilities
Louise Mason - Manager Community Development, Arts and
Culture
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Albert-Eden
Local Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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Albert-Eden Local
Board
11 June 2014
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