Agenda of Upper Harbour Local Board

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

Date:

Time:

Meeting Room:

Venue:

Tuesday, 24 June 2014

7.00pm

Upper Harbour Local Board Office
30 Kell Drive
Albany

Upper Harbour Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Brian Neeson, JP
Deputy Chairperson	Lisa Whyte
Members	Callum Blair
	John McLean
	Margaret Miles, JP
	Christine Rankin-MacIntyre

(Quorum 3 members)

Lesley Sharp

Local Board Democracy Advisor

18 June 2014

Contact Telephone: (09) 414 2684

Email: lesley.sharp@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

	Portfolio Activity	Responsibilities	Board Lead/s and Alternate
1	Governance	· Board Leadership · Board-to-Council Relationships · Board-to-Board Relationships · Civic Duties · Advocacy (local, regional, and central government) · Relationships with Maoridom · Relationships with government departments and agencies · Relationship with Property CCO · Relationship with Auckland Waterfront Development · Advocacy with Governing Body (Local Board Plan; Local Board Agreements) · Unitary Plan · Local area plan	Brian Neeson Lisa Whyte
2	Regulatory & Bylaws / Civil Defence Emergency Management .	· Resource consents · Heritage · Liquor · Gambling · Swimming pools fencing · Trees · Bylaws · Relationships with the Civil Defence Emergency Management Group · Community preparedness, disaster response, relief, and recovery	Callum Blair John McLean Christine Rankin-MacIntyre Margaret Miles (Resource Consents only)
3	Events / Arts and Culture	· Community celebration · Community identity · Neighbourhood gatherings and renewal · Event compliance · Relationship with ATEED · Relationship with Regional Facilities CCOs · Tourism · Artistic and cultural service levels · Promoting all aspects of artistic endeavour · Development of public art strategy and policy	Margaret Miles
4	Community and social well-being / Local Facilities	· Community development · Neighbourhood relationships · Funding for neighbourhood projects · Community safety (excl. town centres) · Graffiti removal · Community advocacy · Relationships with Youth · Leisure centres · Community houses · Halls · Community hubs · Arts facilities · Community Partnerships · Asset Management	Callum Blair Margaret Miles

	Portfolio Activity	Responsibilities	Board Lead/s and Alternate
5	Libraries	· Stewardship of libraries · Mobile library	Christine Rankin-MacIntyre Lisa Whyte
6	Sports parks and recreation (active) / Parks, Reserves and playgrounds (passive)	· Stewardship of sports parks · Stewardship of recreation facilities · Relationship with sports clubs · Neighbourhood parks and reserves (incl. esplanade reserves and the coastline) · Design and maintenance · Plantings, playgrounds, bollards, and walkways · Skateparks · Track Network development	Margaret Miles Lisa Whyte
7	Town Centres	· Town centre renewal · Design and maintenance · Community safety within town centres · Business Improvement Districts liaison · Urban design · Built Heritage	Margaret Miles Brian Neeson
8	Transport / Regional Transport and CBD development	· Local transport projects and public transport (incl. roading, footpaths, cycleways) · Liaison on regional Transport matters · 2^nd harbour crossing · Bridge walk cycleway · Inner City Rail Link · Waterfront development · CBD master plan	John McLean Margaret Miles
9	Natural Environment .	· Restoration of wetlands, streams, and waterways · Local priorities in relation to regional environmental management · Costal management including mangrove encroachment and erosion mitigation · Relationships with Watercare · Waste minimisation strategy · Bio security	John McLean Callum Blair Lisa Whyte (waste minimisation only)
10	Economic Development / Financial oversight	· Key relationship with Business Development Manager in Auckland Tourism Events and Economic Development team · Establish and promote local opportunities for increased tourism and economic development · Budgets · Project expenditure · Monitor GB strategy and Finance · Service Levels · Local funding policy	Lisa Whyte Margaret Miles

Upper Harbour Local Board

24 June 2014

ITEM TABLE OF CONTENTS PAGE

1 Welcome 7

2 Apologies 7

3 Declaration of Interest 7

4 Confirmation of Minutes 7

5 Leave of Absence 7

6 Acknowledgements 7

7 Petitions 7

8 Deputations 7

9 Public Forum 7

10 Extraordinary Business 8

11 Notices of Motion 8

12 Parks Capital Works Programme 2014/2015 9

13 Road name approval for subdivision at 256 Oteha Valley Road, Albany - C Block
Subdivision File Ref: SA-3021559 & SA-3023267 13

14 Upper Harbour Local Board Discretionary Funds for the 2013/2014 financial year 17

15 Summary of Actions and Reports Requested - Upper Harbour Local Board - June 2014 21

16 Generic Reports received for information - June 2014 31

17 Records of the Upper Harbour Local Board Workshops held on 3 and 10 June 2014 33

18 Governing Body Members' Update 39

19 Board Members' Reports 41

20 Consideration of Extraordinary Items

1 Welcome

2 Apologies

An apology from Chairperson Brian Neeson for absence has 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 Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 10 June 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 Petitions

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

8 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days’ notice of subject matter and applications are approved by the chairperson of the Upper Harbour Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

9 Public Forum

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

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.

Upper Harbour Local Board

24 June 2014

Parks Capital Works Programme 2014/2015

File No.: CP2014/09561

Purpose

1. The purpose of this report is to present the final Parks Capital Works Programme 2014/2015 for endorsement and approval by the Upper Harbour Local Board.

Executive summary

2. Key staff involved in preparation of the proposed Parks Capital Works Programme 2014/2015 (see Attachment A), have attended a number of workshops with Parks portfolio holders since February 2014, as well as a reprioritisation workshop with the local board on 1 April 2014. These meetings, as well as referencing the Auckland Council Long-term Plan (LTP), have enabled discussion, confirmation and development of the proposed Parks Capital Works Programme 2014/2015.

3. The proposed work programme presented is based on LTP budget information and excludes deferrals from the financial year 2013/2014. The work programme information is strategic to enable council staff to further scope projects in detail and set priorities, which will be reported back to Parks portfolio holders prior to works commencing.

4. This report also seeks flexibility in project scoping, by acknowledging that asset conditions are dynamic and subject to change. Staff require the ability to amend the priorities for asset renewals to accommodate unforeseen circumstances, effectively deliver the renewals work programme and mitigate unforeseen health and safety issues. Should priorities change, from those identified and approved, updates will be brought to the Parks portfolio holder meetings throughout the year and approval sought from this group to change the work programme as required.

5. Consideration of the operational budget line item ‘Volunteers- Local Parks’ for 2014/2015 is also included in this report, and endorsement is sought for the general work programme for this service delivery. A proposed detailed work programme aligned to local parks volunteers will be presented to local board Parks portfolio holders as soon as practicable following completion of the current year’s planting programme.

Recommendation/s

That the Upper Harbour Local Board:

a) approve the Upper Harbour Local Board Parks Capital Work Programme 2014/2015, as detailed in Attachment A to this report.

b) delegate the approval of any renewal work programme to the Parks Advisor, Local and Sports Parks North, subject to the consultation of Parks portfolio holders of the Upper Harbour Local Board.

Comments

6. The Parks Capital Works Programme for 2014/2015 has a strategic focus to embed the flexibility needed to adapt to changing environments within parks. For renewal of existing assets the information provided is the best information available to date, while recognising that as time progresses updated information will be verified as part of asset management best practice. The condition of park assets is dynamic and subject to factors beyond control (weather events, vandalism, theft etc.). Flexibility is therefore recommended to address unforeseen urgent renewals that are at best an inconvenience, but at worst present significant health and safety risks to council.

7. While a number of parks and assets have been highlighted within the work programme, it may be necessary to adjust those priorities throughout the year as information of urgent renewals required comes to light. Should renewals priorities change from those identified and approved, updates will be brought to the Upper Harbour Local Board Parks portfolio holders throughout the year.

Consideration

Local board views and implications

8. While a number of parks and assets have been highlighted within the work programme, it may be necessary to adjust those priorities throughout the year as information of urgent renewals required comes to light. Should renewals priorities change from those identified and approved, updates will be brought to the Upper Harbour Local Board Parks portfolio holders throughout the year.

Maori impact statement

9. The impacts on Maori from each project will be assessed during the consultation phases and reported back to the local board.

Implementation

10. There are no implementation issues identified with these recommendations.

Attachments

No.	Title	Page
a View	Parks Capital Works Programme 2014/2015	11

Signatories

Authors

Tony Hart - Parks Advisor

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

Eric Perry - Relationship Manager

Upper Harbour Local Board

24 June 2014

Road name approval for subdivision at 256 Oteha Valley Road, Albany - C Block
Subdivision File Ref: SA-3021559 & SA-3023267

File No.: CP2014/12462

Purpose

1. This report seeks the approval of the Upper Harbour Local Board for a road name for the new public road constructed to service the seven lot commercial subdivision being undertaken by The Hub Albany Limited Partnership (the applicant), at 256 Oteha Valley Road, Albany.

Executive summary

2. The applicant has submitted the name Kaipiho Lane for the board’s consideration.

3. The name is in keeping with the legacy North Shore Council’s road naming guidelines.

4. The road name is not duplicated elsewhere within the wider Auckland Council region.

Recommendation/s

That the Upper Harbour Local Board:

a) consider the road name Kaipiho Lane for the public road constructed for the seven lot commercial subdivision being undertaken by the Hub Albany Limited Partnership (the applicant), at 256 Oteha Valley Road, Albany.

Comments

5. The applicant originally sought to use the name Merchant Lane, however as there is already a Merchant Avenue in Te Atatu South and names are no longer permitted to be duplicated within the wider Auckland region as a result of a Land Information NZ directive, the applicant has chosen to use a Maori translation of ‘merchant’ for the road name.

6. The name reflects the historical trading that occurred at the nearby Lucas Creek terminus, where boats would unload supplies and be replenished with other goods from the area and further north to supply the growing central Auckland area.

Consideration

Local board views and implications

7. Procedures and guidelines for road naming are currently being developed by Auckland Council to achieve consistent region wide protocols and policies for road naming.

8. Until the new guidelines are formally adopted by council, it is considered appropriate that the road name be assessed in terms of the legacy North Shore City Council road naming guidelines.

9. These guidelines required that road names either have some local historical significance or reflect the natural topography or characteristics of the land or locality, or establish or extend a road naming theme in a locality.

10. The name submitted is in keeping with the legacy North Shore City Council road naming guidelines.

11. The name is not duplicated in the wider Auckland Council region.

12. The decision to approve the road name does not trigger any specific policy or have any impact on the immediate or wider community, or have any legal or cost implications to council.

Maori impact statement

13. The applicant has consulted with the Independent Maori Statutory Board who has endorsed the proposed name.

Implementation

14. The Northern Resource Consenting and Compliance Unit Subdivision Team will ensure that appropriately compliant road signage is installed by the consent holder in conjunction with the completion of the subdivision.

Attachments

No.	Title	Page
a View	Kaipiho Lane Street Name Plan	15

Signatories

Authors

John Benefield – Senior Subdivisions Advisor

Authorisers

Heather Harris - Manager Resource Consents

Eric Perry - Relationship Manager

Upper Harbour Local Board

24 June 2014

Upper Harbour Local Board Discretionary Funds for the 2013/2014 financial year

File No.: CP2014/13135

Purpose

1. This report provides an update to the Upper Harbour Local Board on the availability of discretionary funding for the 2013/2014 financial year. It also provides a running total of the balances of the board’s various discretionary funds.

Executive summary

2. The Upper Harbour Local Board has a number of discretionary funds available in the 2013/2014 financial year. The current balances of the board’s discretionary funds are as follows:

Fund	Total available in 2012/13 ($)	Amount spent ($)	Balance remaining ($)
Local Board Discretionary Opex Fund	228,000	228,000	0
Local Events Contestable Fund	35,000	34,984	16
Local Discretionary Community Grants	107,121	107,121	0
Local Board Local Events	17,546	17,546	0
SLIPs Funding	129,000	129,000	0

3. At its meeting on 27 May 2014, the Upper Harbour Local Board resolved to allocate the remainder of its Local Board Discretionary Community Grants fund as follows:

Organisation	Funding purpose	Amount
Sustainable Paremoremo Group Inc.	Towards the purchase of furniture and equipment for the fit out of the Community Hub on Sanders Reserve.	$5,000
Greenhithe Community Trust	Towards the purchase of office equipment, reception equipment, youth shed equipment and signage for 12 Greenhithe Road, Greenhithe.	$8,000
OnBoard Skate Inc.	Towards advertising / promotion and facility hire costs of the North Harbour Stadium for the 2013/2014 School Holiday Programme.	$2,768
Getin2life Youth Development Trust	Towards costs associated with delivering six Undergrounds St Play sessions in the Upper Harbour Local Board area between 1 June 2014 and 31 May 2015.	$2,619

North Harbour Hockey Association	Towards turf hire and purchase of equipment for the year 5/6 and year 7/8 development programme.	$5,000
Albany CoCo Inc.	Towards the Heart 4 Youth Mentor contract and Birkenhead Leisure Centre instructors to run the Lego Club and Outdoor Club at Albany Community House.	$5,400
Hobsonville Hall Society Inc.	Towards insurance costs between July 2013 to July 2014.	$3,000
Albany CoCo Inc.	Towards costs to run the Art Barn art classes for youth and older adults and hall hire of the Albany Community House.	$9,920
North Harbour Softball Association	Towards the purchase of home plates, canvas bases, foam balls, rubber chicken set and adjustable t-ball set for use as part of the Tiny Sox Softball programme run at Rosedale Park.	$2,120
Hearing Dogs for Deaf People NZ	Towards the purchase of office equipment.	$2,000
	Total	$45,827

4. At its meeting on 10 June 2014, the Upper Harbour Local Board resolved to allocate the remainder of its Local Board Discretionary Opex Fund as follows:

Organisation	Funding purpose	Amount
Albany CoCo Inc	Resources for the Albany Social Clubs and Youth Centre, particularly art supplies, Lego for the Lego club, and musical instruments for the youth centre and future music in community programmes.	$5,000
Greenhithe Community Trust	Funding is sought for 12 different projects (detailed on application cover sheet).	$6,000
Greenhithe Residents Ratepayers and Community Hall Association Trust	Marketing, advertising and other costs associated with centenary celebrations of the Greenhithe Community Village Hall.	$5,171

Hobsonville Hall Society	Funding sought for new kitchen renovation (new kitchen units, replacement doors for cupboards, plumbing, and wall repairs), and retrospective funding also sought for repairs to disabled toilet floor.	$7,000
North Harbour BMX	Extension of the roof at the start gate at the North Harbour BMX track: purchasing roofing iron and costs of construction.	$11,394
North Harbour Hockey	Turf dividers for Harbour Hockey stadium, to enable turfs to be divided in 1/8, 1/4 and 1/2 turfs for the Hockey NZ Junior programme. Dividers will also allow Harbour Hockey to introduce Hockey 5s, a summer social hockey competition and a 3 day annual national tournament in this format.	$8,000
North Harbour Softball Association	Purchase of a replacement quad bike for use at Rosedale Park North.	$7,000
Raeburn House (North Shore Community Health Network)	Wages, admin costs and marketing / promotion for an Upper Harbour Business Sector and Migrant Volunteer Pilot.	$10,000
Tennis Charitable Trust	1. Repair to Albany tennis centre roof 2. Installation of lighting on bottom hard tennis court.	$25,000
	Total	$84,565

Recommendation/s

That the Upper Harbour Local Board:

a) receive the Upper Harbour Local Board Discretionary Funds for the 2013/2014 financial year report.

Attachments

There are no attachments for this report.

Signatories

Authors	Karen Marais - Local Board Services
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 June 2014

Summary of Actions and Reports Requested - Upper Harbour Local Board - June 2014

File No.: CP2014/13136

Purpose

1. The purpose of this report is to update the Upper Harbour Local Board on the status of actions and requested reports arising out of local board business meetings.

Executive summary

2. The attached schedule provides a list of the actions and reports requested arising out of the Upper Harbour Local Board business meetings, and their current status.

3. The completed actions listed will be removed from the list once the board is satisfied that the matter has been resolved.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the Summary of Actions and Reports Requested – Upper Harbour Local Board – June 2014 report.

Consideration

Local board views and implications

4. Local board views have not been sought.

Maori impact statement

5. There are no particular benefits or adverse effects on Maori from this report.

Attachments

No.	Title	Page
a View	Summary of Actions and Reports Requested as at June 2014	23

Signatories

Authors	Karen Marais - Local Board Services
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 June 2014

Generic Reports received for information - June 2014

File No.: CP2014/12839

Executive summary

The following generic item has been received for the Board’s information:

Report Title

Referred by

Agenda

Item No.

Date of Meeting

Date received

Social Enterprise Update

Community Development and Safety Committee

14 May 2014

11 June 2014

A copy of the report is available on the Auckland Council website at the link below:

http://infocouncil.aucklandcouncil.govt.nz/

A copy of the report has been circulated to board members. The report can also be accessed on M Drive as follows: M:\Meetings\Upper Harbour\Reports

Recommendation/s

That the Upper Harbour Local Board:

a) receive the Generic Reports received for information – June 2014 report. The report references the following Governing Body report:

· Community Development and Safety Committee of 14 May 2014 - item 17: Social Enterprise Update.

Attachments

There are no attachments for this report.

Signatories

Authors	Lesley Sharp - Local Board Democracy Advisor
Authorisers	Eric Perry - Relationship Manager