Agenda of Waitematā Local Board Finance Committee

I hereby give notice that an ordinary meeting of the Waitematā Local Board Finance Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Thursday, 19 June 2014

11.00 am

Waitematā Local Board Room
Level 2
35 Graham Street
Auckland

Waitematā Local Board Finance Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Greg Moyle
Deputy Chairperson	Vernon Tava
Members	Shale Chambers
	Christopher Dempsey

(Quorum 2 members)

Desiree Tukutama

Democracy Advisor

16 June 2014

Contact Telephone: (09) 307 6071

Email: Desiree.Tukutama@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Waitematā Local Board Finance Committee

19 June 2014

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

9 Public Forum 5

10 Extraordinary Business 5

11 Notices of Motion 6

12 Waitemata Local Board Local Improvement Projects (LIPs) programme 2013-2014 7

13 Waitemata Local Board Finance Report for the Year to Date Period Ended 31 May 2014 23

14 Consideration of Extraordinary Items

1 Welcome

2 Apologies

At the close of the agenda no apologies had been received.

3 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

4 Confirmation of Minutes

That the Waitematā Local Board Finance Committee:

a) confirm the ordinary minutes of its meeting, held on Thursday, 17 April 2014, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Waitematā Local Board Finance Committee

19 June 2014

Waitemata Local Board Local Improvement Projects (LIPs) programme 2013-2014

File No.: CP2014/11411

Purpose

1. This report provides an overview of the Waitemata Local Board 2013/2014 Local Improvement Project (LIP) programme and recommends projects for approval.

Executive Summary

2. The Waitemata Local Board has projects carried forward from the 2012/2013 financial year. Information regarding these projects is shown in the Waitemata LIPs programme attachment.

3. The Waitemata Local Board has $417,443 LIPs capital expenditure and $219,852 LIPs operational funding available to allocate in the 2013/2014 financial year.

4. To date the Waitemata Local Board has allocated $252,814 or 61% (percentages rounded) of their capital expenditure budget and $214,852 or 98% of their operational expenditure budget.

5. Approval of the recommendations in this report will allocate 94% (percentages rounded) of the available LIPs capital expenditure and an over spend of the available LIPs operational expenditure.

6. Under the Waitemata Local Board Chairman’s report dated 10 June 2014, the Local Board approved funding for delivery of the recommended operational projects and over spend, utilising unspent funds from 2013/2014 OPEX.

7. Once identified projects have been allocated funding it would leave $24,451 Capex expenditure or 6% of their capital expenditure budget. All Opex would have been utilised.

8. Unspent Capex will be deferred for allocation through the Waitemata Local Board 2014/2015 Local Improvement Project (LIP) programme

9. Following the presentation of this report the Finance and LIPs committee will prioritise 2014/2015 financial year projects for detailed scoping at a closed workshop.

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

Recommendations

a) That the Waitematā Local Board Local Improvement Projects (LIPs) programme 2013-2014 report be received.

b) That the Waitematā Local Board Finance Committee:

i) Approve as a Local Improvement Projects (LIPs), allocating the following 2013/14 LIPs budget and affirming its project champions to the following LIPs project as follows:

No	Project description	Capex/ Opex	Budget value
1.	Geotechnical and structural assessment of the existing stairs to determine whether they can meet standard and identify costs to complete work.	Opex	$18400.00
2	Increase budget allocation for amended scope.	Opex	$8000.00

ii) Approve as a Local Improvement Projects (LIPs), allocating the following 2013/14 LIPs budget and affirming its project champions to the following LIPs project as follows:

No	Project description	Capex/ Opex	Budget value	Champion/s
3.	Resource consent costs to excavate and construct cricket wicket extension.	Capex	$7000.00
4	Contribute to the renewal of the Costley Reserve Playground	Capex	80,000.00
5	CBD Play Space Misery Bronze Artwork	Capex	10,000.00

Discussion

11. The Waitemata Local Board has $417,443 LIPs capital expenditure and $219,852 LIPs operational funding available to allocate in the 2013/2014 financial year.

12. To date the Waitemata Local Board has allocated $252,814 or 61%(percentages rounded) of their capital expenditure budget and $214,852 or 98% of their operational expenditure budget.

13. Approval of the recommendations in this report will allocate 94% (percentages rounded) of the available LIPs capital expenditure and an over spend of the available LIPs operational expenditure.

14. Under the Waitemata Local Board Chairman’s report dated 10 June 2014, the Local Board approved funding for delivery of the recommended operational projects and over spend, utilising unspent funds from 2013/2014 OPEX.

15. Once identified projects have been allocated funding it would leave $24,451 Capex expenditure or 6% of their capital expenditure budget. All Opex would have been utilised.

16. Unspent Capex will be deferred for allocation through the Waitemata Local Board 2014/2015 Local Improvement Project (LIP) programme

17. Following the presentation of this report the Finance and LIPs committee will prioritise 2014/2015 financial year projects for detailed scoping at a closed workshop.

18. Recommendations are being sought in this report to allocate budget to projects. Please refer to the attachment.

Consideration

Local Board Views

19. This report canvasses the views of the Waitemata Local Board.

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

Maori Impact Statement

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

General

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

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

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

Implementation Issues

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

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

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

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

Attachments

No.	Title	Page
a View	Waitemata LB 2013/2014 LIPs Programme	11
b View	Summary for Waitemata June 2014 Report	15

Signatories

Authors

Grant Burke - SLIPs Project Portfolio leader

Authorisers

Katrina Morgan - Team Leaders SLIPs

Ian Maxwell - Manager Parks, Sports & Recreation

Judith Webster - Relationship Manager

Waitematā Local Board Finance Committee

19 June 2014

Project name:		Pt Resolution Engineering and Design Feasibility Study Stage 1
Background:
A Taurarua/Pt Resolution Masterplan is being delivered by the Waitemata Local Board in order to determine a strategic vision and coordinated programme for future open space improvements at Pt Resolution and the surrounding connections, including the Hobson Bay Walkway at the bottom of the Parnell cliff line. One of the key considerations for the masterplan is the opportunities to connect the end of the walkway up the cliff to Pt Resolution Reserve. There are a few options being considered by the masterplan, but the currently favoured option for financial and environmental reasons is to utilise an existing stairway that was built without resource and building consents by the property owner and within the property adjacent to Pt Resolution Reserve. Council have approached the property owner, and have come to an agreement that council will assess the structure that he has built and the potential to extend away from the top of this structure to connect with Pt Resolution Reserve. If this appears to be viable then council will look to form an agreement with the property owner that council will obtain the consents required, and in return the stairs will be used for public access between the walkway and the reserve (maintaining a lockable private access). The attached proposal is for the structural and geotechnical assessment and design to create this public connection. The proposal is divided into three stages. Stage 1 of the assessment is for Tonkin & Taylor geotechnical and structural engineers to undertake an assessment of the existing stairs to determine whether they can be retrofitted to bring up to standard and a cost estimate for this. · If stage 1 confirms that it is possible without excessive cost to bring the existing stairs up to standard, then it carries on to stage 2, which is to assess the possibility for continuing a link to Pt Resolution Reserve without excessive cost. · If stage 2 confirms that it is possible to create the link without excessive cost, then it carries on to stage 3, which is to design the link. Please note that a cost for stage 2 will be provided if stage 1 determines that the existing stairs can be brought up to standard without excessive cost. Similarly, a cost for stage 3 will be provided if stage 2 determines that a link could be constructed without excessive cost. While these costs are not yet known or whether they will be spent (it is dependent on results of previous stages).
Scope of works:
Stage 1 of the assessment is for Tonkin & Taylor geotechnical and structural engineers to undertake an assessment of the existing stairs to determine whether they can be retrofitted to bring up to standard and provide a cost estimate for this.
Delivery:
The works for stage one will commence with one week for funding for the project being allocated and is expected to be completed with three weeks of commencing (by 30 June 2014).
Risks / Issues:
None at this time.
Requested Budget:	$18400 Opex		Project Lead:	Grant Burke, LIPs Project Portfolio Leader
To be delivered by:	31 July 2014		Board Representative:

Waitematā Local Board Finance Committee

19 June 2014

Project name:		Western Park Development Plan
Background:
Project scope has increased since the development plan was originally briefed, when it was envisioned to be a renewals plan for existing assets. The scope increases are due to: • Stormwater have plans to create detention capacity by creating a stone wall along the Beresford St edge. The local board do not support this option. Any alternative plans for stormwater detention in the park will have implications on how existing assets can be renewed e.g. playground, paths, tennis courts, sports field. • Freshwater have been asked by the local board to investigate options for daylighting in their board area, including the possibility of daylighting the stream in Western Park. Any plans for daylighting the stream will have implications on how existing assets can be renewed e.g. paths, and how existing vegetation can be managed. • At the first local board workshop, it was discussed with the local board that the project would commission a heritage report to help give historical heritage context to the asset renewals that would be proposed through the development plan. At the time, it was thought that the report cost of $3,500 could be absorbed by the development plan budget of $25k. However, the heritage report that was commissioned by the Heritage Implementation Team was then sent by them to the Heritage Policy Team. The Heritage Policy Team have fundamental differences of opinion to the heritage report that was commissioned and have subsequently asked to provide input to the development plan via drafting a heritage assessment and conservation principles. Option 1: Ignore the above advances in scope and to continue on with a renewals development plan as originally briefed to existing budget and to be completed as soon as possible. Option 2: The development plan team continues to collaborate with stormwater, freshwater and heritage representatives on developing proposals for all initiatives so that the development plan is a holistic and cohesive vision for the park that takes into account all the potentially competing initiatives and values. Option 1 is not recommended as when proposals for stormwater detention and daylighting the stream are advanced it would mean much of the plan would either need to be redone or it would present design limitations on future initiatives. An example, is the new toilet progressing ahead of the development plan presents design limitations on daylighting and stormwater detention options, as well as how and to what level the path next to it can be renewed in the future. This option also presents significant risk that without the integration of an approved heritage assessment and conservation principles into the development plan (not envisioned as part of the original brief) that any future works in the park (beyond building up existing paths without any excavation) could be opposed by Heritage, who through consents could ask for heritage assessments and/or a conservation plan to be prepared prior to the implementation of any future work. Option 2 is the recommended option. It will help create synergies with other council initiatives (stormwater/daylighting) and reduce issues further down the track.
Scope of works:
Option 2 requires a cost over run of $15,000 ($8000 from unallocated FY14 Opex, $7000 from FY15 Opex). This will allow the additional work required to develop proposals and conservation principles collaboratively with stormwater, freshwater and heritage representatives.
Delivery:
It is intended to present the draft plan to the Parks Portfolio holders and then the local board from early July 2014 for approval to undertake public consultation. A final plan should be presented for approval by the local board in September 2014.
Risks / Issues:
None at this time.
Requested Budget:	$8000 Opex		Project Lead:	Grant Burke, LIPs Project Portfolio Leader
To be delivered by:	October 2014		Board Representative:

Waitematā Local Board Finance Committee

19 June 2014

Waitemata Local Board Finance Report for the Year to Date Period Ended 31 May 2014

File No.: CP2014/13067

Purpose

1. To update the Waitemata Local Board Finance committee members on progress against the operational and capital budgets for the year to date period ended 31 May 2014

Executive summary

1. This financial report contains Operating expenditure, Revenue and Capital expenditure budget and actual spend with explanations for major variances against budget for the Waitemata Local Board.

Recommendations

That the Waitematā Local Board Finance Committee:

a) Receive the Finance Report for the Waitemata Local Board for the period ended 31 May 2014.

Attachments

No.	Title	Page
a View	Waitemata Local Board Finance Report for the Year to Date Period Ended 31 May 2014	25

Signatories

Authors

Umesh Chandra, Lead Financial Advisor

Authorisers

Christine Watson - Manager Financial Advisory Services - Local Boards

Judith Webster - Relationship Manager

Project name	Project summary
Victoria Park cricket wicket extension	Resource consent costs to excavate and construct cricket wick extension.
Costley Reserve Playground upgrade	Contribute to the renewal of the Costley Reserve Playground
CBD Play Space Art Work	CBD Play Space Misery Bronze Artwork
Pt Resolution Engineering and Design Feasibility Study Stage 1.	Geotechnical and structural assessment of the existing stairs to determine whether they can meet standard and identify costs to complete work.
Western Park Development plan	Increase budget allocation for amended scope.

Project name:		CBD Playspace Misery Bronze Artwork
Background:
Public Art team will complete the Misery bronze artworks for two CBD locations. Original project was scoped to be delivered for $90k. Additional $10k to cover cost over run for construction and installation costs at two CBD site. Original project scope was for single site.
Scope of works:
· Resource Consent · Supply and installation of artwork. The proposed locations are the corner of Beresford Square and Pitt Street and 184 Karangahape Road outside the Rendells building.
Delivery:
Resource consent is expected to be granted early July 2014, with delivery and installation planned for early October 2014.
Risks / Issues:
Assessment of any underground services will be required prior to installation. Consequential Opex will need to be factored into this new asset.
Requested Budget:	$10,000 Capex		Project Lead:	Grant Burke, LIPs Project Portfolio Leader
To be delivered by:	15 October 2014		Board Representative: