Agenda of Regional Strategy and Policy Committee

1 Apologies

An apology from Cr CM Casey has been received.

2 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.

3 Confirmation of Minutes

That the Regional Strategy and Policy Committee:

a) confirm the ordinary minutes of its meeting, held on Thursday, 7 August 2014, including the confidential section, as a true and correct record.

4 Petitions

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

5 Public Input

Standing Order 3.21 provides for Public Input. Applications to speak must be made to the Committee Secretary, in writing, no later than two (2) working days prior to the meeting and must include the subject matter. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders. A maximum of thirty (30) minutes is allocated to the period for public input with five (5) minutes speaking time for each speaker.

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

6 Local Board Input

Standing Order 3.22 provides for Local Board Input. The Chairperson (or nominee of that Chairperson) is entitled to speak for up to five (5) minutes during this time. The Chairperson of the Local Board (or nominee of that Chairperson) shall wherever practical, give two (2) days notice of their wish to speak. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.

This right is in addition to the right under Standing Order 3.9.14 to speak to matters on the agenda.

At the close of the agenda no requests for local board input had been received.

7 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.”

8 Notices of Motion

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

Regional Strategy and Policy Committee

04 September 2014

Auckland Council Waste Management and Minimisation Plan Progress Report 2014

File No.: CP2014/18589

Purpose

1. To update the Regional Strategy and Policy Committee on the progress of the Waste Management and Minimisation Plan (WMMP) since the last annual report to the Regional Development and Operations Committee in September 2013.

2. This report fulfils the annual reporting requirement of the WMMP for Auckland Council to monitor and report on its progress towards meeting the strategic objectives and targets of the plan.

Executive summary

3. The Auckland Council Waste Management and Minimisation Plan (WMMP) was adopted in June 2012 and requires monitoring of waste reduction and diversion, level of service and compliance with legislative requirements and regulations. This information is essential for evaluating how services are performing and for establishing baseline data to assist future planning.

4. Council is not able to report on reduction targets yet as the key waste reduction initiatives such as changes to the kerbside services and the resource recovery network are still in the planning and procurement phases. The target for the kerbside services is to be fully in place by 2018.

5. In summary Auckland Council’s WMMP work programme is largely on track. The main exception to this is delayed timeframes for the delivery of the new three bin kerbside services which has been pushed out from an original start date of 2015 to a new start date of mid-2016. This is to enable supporting systems to be established, which are essential to successfully deliver the services.

6. In addition one other WMMP project that has been delayed from its original timeframe for implementation in 2012-14 is the ‘sell on behalf service’ for unwanted items of value. The reason this project has been delayed is to allow time to establish the new inorganic collection service and resource recovery network as this may negate the need for this project.

7. The main WMMP achievements for 2013/14 as detailed in this report include:

· progress in procurement processes for the three bin system (organics, recycling, refuse,) organic processing, refuse disposal, recycling processing, an improved inorganic collection and the development of the resource recovery network.

· development and delivery of strategies and engagement activities to both prepare communities for change and achieve waste minimisation outcomes as defined in the WMMP

· continuation of work to develop a resource recovery network throughout the region

· successful implementation of the Waste Minimisation and Innovation Fund

· waste minimisation programmes supporting the goals of the WMMP

· submitting to the government regarding product stewardship

8. Attachment A provides further detail of council’s progress against the 77 action points adopted in the WMMP.

Recommendations

That the Regional Strategy and Policy Committee:

a) receives the ‘Auckland Council Waste Management and Minimisation Plan Progress Report 2014’.

b) notes that further implementation of the WMMP and associated budgets, like other council activities, will be considered as part of the 2015-25 Long Term Plan process.

Comments

9. The WMMP aims to help Aucklanders minimise their waste and create economic opportunities in doing so. Council aims to deliver waste services more efficiently, find better ways to recover and reuse resources and send less waste to landfill. This report discusses the progress of the WMMP over the past year.

10. Full detail on progress on each of the 77 actions in the plan is provided in attachment A. Key actions are highlighted and discussed in the main report below

WMMP Procurement Plan

11. Council is working to an integrated procurement plan, endorsed by Tenders and Procurement Committee in September 2013. This plan covers the timing, funding, and implementation of the introduction of an integrated collections service for inorganics, refuse, recycling and organics. The plan includes, where necessary, the extension of existing refuse and recycling contracts to align with the scheduled roll-out plan of the new services.

12. The introduction of the organics service and progressive implementation of pay-as-you-throw (user pays) refuse across the region will now commence from mid-2016 instead of the proposed date of from 2015 in the WMMP. This is to enable all supporting council infrastructure to be in place to accommodate billing and customer services, along with the implementation and testing of communications and marketing campaigns to ensure a successful launch.

13. A change from rates-funded to user-charges involves the implementation of complex systems and infrastructure to manage the establishment of a large account database, billing and customer relationship management systems. In addition to the new build of systems, these are also reliant on components currently under delivery by other council programmes such as NewCore. It is appropriate that the WMMP implementation aligns with these.

14. Additionally, as the WMMP is a large transformational programme, it is essential that council’s marketing; communications and education programmes are sufficiently established and tested to warrant successful implementation of service changes. Without back-office systems in place and sufficient customer awareness and engagement to ensure a sustainable service delivery in a competitive market the chances of a successful implementation would be reduced. System and customer readiness has been assessed as mid-2016.

Strategies and Engagement to Prepare for Change

15. To achieve the aspirations of the WMMP, tailored engagement and development approaches have been undertaken. In particular working with Mana Whenua and Maori, the Hauraki Gulf Islands and with communities in the South and East where user pays is likely to have more significant impact.

16. Ngati Whatua has been contracted to assist marae across the Auckland region to become zero waste. This project is called Para Kore ki Tamaki. To date 10 marae have been engaged with and are being supported to become zero waste. They are identifying that between 60-70% of waste produced at the marae can be diverted.

17. Local Board areas that were identified by the Governing Body as requiring more in-depth engagement to prepare for user pays refuse collections are Maungakiekie-Tamaki, Otara-Papatoetoe, Mangere-Otahuhu and Manurewa.

18. Partnering contracts have been established with local community based organisations in each of these local board areas. Each organisation has employed a part-time community waste facilitator to engage its communities. This approach aims to reach traditionally harder to reach communities, provide local employment and develop community-owned and driven approaches to waste minimisation. As well as having partnering contracts with local organisations, council is facilitating regular 'Skill Share' workshops with interested individuals and groups who are being trained up as 'waste champions'. The database for the Skill Shares is 180 with a regular core group of 35 people from across the region.

19. Over the 2013/14 year the engagement to prepare for change projects as detailed above has engaged with over 1,700 Aucklanders. A key theme that has emerged from this engagement is how waste could contribute to jobs and social enterprise opportunities especially in community recycling. Several organisations in the South are now actively pursuing the establishment of community recycling initiatives with one organisation having established a reuse and recycling shop. Also there are 10 social enterprise initiatives that are being supported to use waste as a resource.

Developing the Resource Recovery Network (RRN)

20. The Resource Recovery Network (RRN) is a key initiative of the WMMP and an essential tool for achieving council’s waste diversion targets as well as its obligations under the Waste Minimisation Act (2008). It is likely to take ten to twenty years to establish fully and will, to a large extent, develop organically from within the Auckland business and community sectors.

21. Council has a strong leadership role to play to ensure the Resource Recovery Network achieves its full potential. Council’s role is to maximise the diversion of reusable and recyclable materials from landfill and, in the process, generate multiple environmental, social, cultural and economic benefits for Auckland. There has been strong interest from social enterprises, businesses, Maori or iwi groups and local boards in the concept of the development of the RRN.

22. Procurement is underway for the operation and redevelopment of a small number of council-owned resource recovery sites. The first operator for a Community Recycling Centre (CRC) is due to be engaged soon in Waiuku, followed closely by Helensville. Further sites will be developed once a long term strategy, budget and site selection criteria are considered by council in October 2014, subject to budget considerations within the LTP.

23 A trial has started at the council-owned Waitakere Refuse and Recycling Station, in partnership with a local community group, to increase the amount of reusable and recyclable materials diverted from landfill and build community capacity in resource recovery. Some financial support has been provided by the Whau and Henderson-Massey local boards for this trial.

Waste Minimisation & Innovation Fund (WMIF)

24. The Waste Minimisation and Innovation Fund (WMIF) has $500,000 to distribute annually. This funding comes from the Waste Levy which Central Government allocates to local authorities to spend on waste minimisation initiatives outlined in their Waste Management and Minimisation Plans (WMMPs).

25. The WMIF grant scheme was established in 2013. There are two funding rounds every year, one in April (for the small projects) and the second one in October (for the small, medium and large projects. Since the establishment of the fund in 2013 a total of $815,756 has been allocated to support 90 community, business, Maori or iwi and school waste minimisation projects.

26. Organisations that have received funding and have initiated projects include community organisations such as Crosspower Ministries Trust, Community Recycling Network, Ecomatters, Te Atu Enua. A small grant provided to Te Atu Enua has contributed towards materials for a capacity building and engagement project, which has diverted 200 pallets from landfill and engaged with the community on the concept. Crosspower Ministries Trust is a specialist youth development organization and working in the area of resource recovery. With the support of the grant they have been able to open a reuse and recycle shop in Otara.

27. The fund has also supported businesses like Ecostock and Atlas Concrete. Ecostock’s project once complete, will divert an additional 20,000 tonnes per annum of food waste from landfill. As reported by Ecostock the project has enabled the company to increase waste minimisation by 21% on the previous 12 months.

Waste Minimisation Programmes

28. An Auckland Council recycling campaign is due to be launched at the end of September 2014. This will be the launch of the campaign approach to be taken for the WMMP for the next three years. It will provide an important point of reference for testing messages, and checking in with the community about waste issues in general before the roll out of new services.

29. Waste minimisation programmes continue to be implemented at a regional level, engaging communities, businesses and schools around reducing, recycling and reuse of materials. The WasteWise schools programme continues to grow with 60 schools now on the programme.

30. Council’s home composting programme has also been reviewed and will be re-launched in early 2015, to inspire composting in the community. There will be an emphasis on those parts of Auckland that will not receive an organics collection, including access to subsidised composting systems, and local facilitation of composting and waste minimisation projects. The Composting for Communities programme will continue to work with communities in South Auckland and parts of Central Auckland. There are now thirteen trained community composting champions – an increase of six in the last year.

31. Council's cloth nappy programme engages over 1,800 parents and caregivers every year through workshops and outreach to childcare centres, with the potential of diverting 8 million disposable nappies from landfill (1,281 tonnes per annum). The programme is delivered across the region, with additional targeting in South Auckland where the percentage of nappy waste in household rubbish is higher than average.

32, Council delivers a Zero Waste Events programme in partnership with Auckland Zero Waste Alliance. The programme is supporting implementation of the Solid Waste Bylaw by educating and supporting event organisers to minimise waste. The programme engages over 150,000 people per annum and diverts around 130 tonnes of waste per annum. The average diversion rate at the 20 events supported to date is 88%.

33. All community and school education initiatives will be subject to budget consideration as part of the development of the 2015-25 Long Term Plan.

Council Corporate Waste Minimisation

34. Auckland Council has some key corporate targets to support the effective delivery of the WMMP including reducing in-house waste by 30% per capita by 2018 and to promote waste minimisation and the use of recovered material in its contracts. Progress headed by the Corporate Sustainability team, has been made in regards role-modelling good waste minimisation practice.

35. Of particular note in 2013/14 is the approach taken to the refit of Albert Street and the consolidation of central offices. Re-use and recycling measures were put in place to capture much of the material that was disposed of during the refurbishment and moves.

36. In addition to supporting ‘walking the talk’ and our upcoming recycling campaign, recycling stations are being rolled out to all libraries, service centres and local boards’ offices to encourage best waste practice within our council operations.

Organics

37. In line with the implementation of the WMMP, council will be introducing a new organics collection and processing service to Auckland households. As part of designing this service council initiated food waste pilot trials on the North Shore to field test (with 2,000 households) what the new service may look like.

38. The 2,000 households were selected to reflect Auckland’s demographics. A survey of participants shows there is 92 per cent satisfaction with the proposed weekly organic collection service with 73% of householders regularly using the service. Since starting the trial in late May, 48 tonnes of food waste has been diverted from landfill and turned into compost. The response so far has been encouraging and has provided valuable feed-back on service improvements.

39. More pilot trials are planned including exploring different communications and engagement methods by working with community networks in the South.

40. Council has recently issued a Request for Proposals to provide an interim processing solution in time for service roll-out in mid-2016. The longer term organics processing solution and infrastructure will be developed in parallel with this.

Product Stewardship

41. Auckland Council recently submitted to the Ministry for the Environment (MfE) in response to their discussion document “Priority waste streams for product stewardship intervention”.

42. Council has established and is working with an industry and community workgroup on household batteries to complete research into appropriate disposal options and assess customer attitudes to battery disposal. This led to the battery workgroup submitting to the above MfE consultation.

43. Council staff are currently involved in the following product stewardship development workgroups; Agricultural chemicals and their containers, child car restraints and tyres

Consideration

Local board views and implications

44. Local boards receive regular reports on council’s progress towards implementing the WMMP through the Infrastructure and Environmental Services update reports to the local boards. Solid Waste staff also present to local boards at relevant workshops and meetings about projects.

45. Local boards have been consulted and provided feedback relating to the multi-unit development waste services project, and where the boundary should be between urban and rural areas as it affects the type of waste services to be provided to each and the WMIF fund.

Maori impact statement

46. As noted in the WMMP, the tangata whenua world view reflects the WMMP’s emphasis on an integrated life cycle approach to the management of natural resources and the concepts of Zero Waste, waste recovery and waste minimisation.

47. The work to date with Mana Whenua and Maori is the beginning of a journey towards building collaboration and capacity that create a mind-set and behaviour change to seeing waste as a resource and minimising waste to landfill. Tailored engagement and development approaches to working with Mana Whenua and Maori have been developed.

48. Ngati Whatua has been contracted to assist marae across the Auckland region to become zero waste. This project is called ‘Para Kore ki Tamaki’ To date 10 marae have been engaged with and are being supported to become zero waste.

49. Ngati Rehua have developed a kaitiaki programme focused on waste minimization on Great Barrier and, supported by the Waste Minimisation and Innovation Fund, are investigating a resource recovery centre to divert more material from being transported off the island.

50. Mataawaka are involved in community waste contracts as well as in the engagement processes in south and east, drawing on local talent through, for example, ‘the Roots Creative Entrepreneurs’ to engage young people in waste diversion initiatives.

Implementation

51. There are no legal or legislative implications arising from the activities detailed in this report. All programmes and activities are within budget for Auckland Council Annual Plan and Long Term Plan documents

52. The delivery of this transformational programme is planned for from within the existing and known LTP budgets. No known additional operational costs are planned for and all activity is noted as subject to the prioritisation of council activity within the 2015-25 Long Term Plan process

Attachments

No.	Title	Page
a View	WMMP Progress Actions Table 2014	13

Signatories

Authors

Parul Sood – Waste Planning Manager, Solid Waste

Ian Stupple, Manager Solid Waste

Authorisers

John Dragicevich - Manager Infrastructure and Environmental Services

Dean Kimpton - Chief Operating Officer

Regional Strategy and Policy Committee

04 September 2014

Interim Regional Community Funding 2014/2015

File No.: CP2014/17997

Purpose

1. The purpose of this report is to seek approval for the criteria and process for allocating an additional $350,000 regional community and arts funding set aside in the 2014/2015 Annual Plan.

Executive summary

2. This is an interim proposal for allocating additional funding for the 2014/2015 financial year to address an immediate funding shortfall for regional organisations until the draft Community Grants Policy has been adopted.

3. The final Community Grants Policy is due to be adopted in this financial year, and it proposes to provide a policy framework for the allocation of regional funding. It is proposed that this fund will be available to support key regional organisations from 1 July 2015.

4. On 9 May 2013, the Strategy and Finance Committee resolved to recommend to the Governing Body that:

a) an additional $350,000 per annum for two years be added to the $350,000 set aside in the draft annual plan for regional events and community funding to create an interim fund for events, community and arts organisations of a regional nature, recognising that there may be exceptional situations at a local level that also need addressing

b) the Regional Development and Operations Committee develop criteria for the allocation of this fund (SF 2013/62).

5. Subsequently the Governing Body approved the funding envelope and the Regional Development and Operations Committee developed criteria for the allocation of this fund.

6. It is proposed that this additional funding is allocated for the 2014/2015 financial year as follows:

a) $175,000 is allocated to regional arts organisations with regional coverage who have an established relationship with council

b) $175,000 is allocated to regional community development organisations with regional coverage who have an established relationship with council

c) an expressions of interest process will be delivered for the arts and community regional funds with the advertising of the fund through council’s website, online media and existing funding networks

d) a subsequent report will be presented to the November 2014 Regional Strategy and Policy Committee with recommendations for the allocation of $350,000 for regional arts and community funding.

Recommendation/s

That the Regional Strategy and Policy Committee:

a) approve the process and timeline for the allocation of the $350,000 regional community funding within the 2014/2015 Annual Plan

b) approve the allocation split of the regional community funding for 2014/2015, with $175,000 for regional arts organisations and $175,000 for regional community organisations

c) note that after the expression of interest process a report will be brought to the 6 November 2014 Regional Strategy and Policy Committee to consider recommendations for the allocation of the $350,000 regional funding to specific organisations.

Comments

7. Auckland Council’s contestable funding programme supports a range of community organisations aligned to the council’s objectives in the community development, arts and culture, events, heritage, sports and environmental areas. An interim funding model has operated since 2011 providing access to legacy contestable funds, while a new community grants policy is developed.

8. The March 2014 Regional Strategy and Policy Committee resolved to:

a) endorse the purpose, scope and timeline for the development and implementation of the Community Grants Policy, noting that a draft policy is due to be completed in June 2014, a final policy by November 2014 and implementation from 1 July 2015

b) endorse existing funding arrangements and grants schemes being rolled over for the 2014 /2015 financial year (REG/2014/36).

9. The July 2014 Regional Strategy and Policy Committee then resolved to:

endorse the release of the Draft Community Grants Policy for formal local board engagement and public consultation during July and August 2014 (REG/2014/85)

10. The new grants policy will provide a framework and decision-making process and budget structure through which key organisations could be supported from 1 July 2015. The draft policy is now out for public consultation and there is already a public expectation that there will be a regional contestable fund, which will provide a regional level relationship with council in future years.

11. On 9 May 2013, the Strategy and Finance Committee resolved:

a) to recommend to the Governing Body that an additional $350,000 per annum for two years be added to the $350,000 set aside in the draft annual plan for regional events and community funding to create an interim fund for events, community and arts organisations of a regional nature, recognising that there may be exceptional situations at a local level that also need addressing

b) the Regional Development and Operations Committee develop criteria for the allocation of this fund (SF 2013/62).

12. The Regional Development and Operations Committee subsequently developed the following criteria for organisations to meet:

· the organisation is currently in a funding partnership with Auckland Council or has had a prior financial relationship with Auckland Council

· the organisation’s deliverables are aligned with the Auckland Plan

· the organisation is a good candidate for support and there is an existing need for the service they provide

· the organisation is unlikely to successfully obtain local board funding because of their regional nature

· the organisation is seriously financially vulnerable.

13. It is proposed that the $350,000 is allocated for the 2014/2015 financial year to arts and community organisations as there is no other council regional funding available for these groups.

14. The budget allocation will be as follows:

a) $175,000 is allocated to regional arts organisations with regional coverage who have an established relationship with council

b) $175,000 is allocated to regional community development organisations with regional coverage which have an established relationship with council.

15. It is proposed that an expression of interest process for the arts and community regional funds be delivered as follows:

· the call for expressions of interest will be opened on 8 September 2014 for three weeks and will close on 26 September 2014

· advertising will be on council’s website, Fundview, a funding database website and a publicity email will be sent to all applicants for council’s funding in the last financial year and regional arts and community networks

· applications would be managed through Smartygrants council’s online funding application process.

· applications would be assessed by Community Development Arts and Culture Department staff, against the criteria identified by the previous term’s Regional Development and Operations Committee.

16. A further report will be presented to the 6 November 2014 Regional Strategy and Policy Committee, with recommendations for the allocation of $350,000 for regional arts and community funding to specific organisations.

Consideration

Local board views and implications

17. Local Boards have expressed the view that there are organisations that do not qualify for local board funding who are in need of a regional funding option. They have identified that there are many organisations who have applied previously at a local level but it would be more appropriate for them to apply to a regional fund.

Maori impact statement

18. Iwi and Maori groups make a particular contribution to regional arts and community activities. While this funding is not specifically targeted at iwi or Maori, it will provide additional opportunities for Maori to apply for funding to support Maori regional arts and community activities.

Implementation

19. The additional funding for the regional arts and community organisations will be on a one-off basis and will be granted through a funding agreement which clearly sets out delivery requirements and expectations.

20. Funding will be determined through an expression of interest process.

21. Council staff will prepare a list of recommendations for the allocation of the funding for the Regional Strategy and Policy Committee to consider at its 6 November 2014 meeting.

Attachments

There are no attachments for this report.

Signatories

Authors

Marion Davies - Community Funding Programme Manager

Authorisers

Kevin Marriott – Acting Manager Community Development Arts and Culture

Dean Kimpton - Chief Operating Officer

Regional Strategy and Policy Committee

04 September 2014

Significance and Engagement Policy

File No.: CP2014/19254

Purpose

1. To gain feedback on the draft Significance and Engagement policy prior to public consultation.

Executive summary

2. The Local Government Act 2002 Amendment Act 2014 requires the council to adopt a significance and engagement policy by 1 December 2014.

3. The legislation does not require any changes to Auckland Council’s existing Significance Policy but requires us to expand the policy to include engagement. The current Significance Policy will be used to provide the significance element of the new Auckland Council Significance and Engagement Policy.

4. The draft policy was informed by:

· reviewing feedback received through past consultation and engagement processes

· reviewing consultation and engagement policies and principles from New Zealand and overseas; and

· initial targeted engagement.

5. The draft policy is principles based, to give the council flexibility in determining the appropriate form of consultation and engagement based on the nature of the audience and scale of the issue.

Recommendation/s

That the Regional Strategy and Policy Committee:

a) provide feedback on the draft Auckland Council Significance and Engagement policy

b) endorse the draft policy for public consultation from 22 September-19 October 2014.

Comments

6. As part of the Long-term Plan (LTP) 2012-2022 process, Auckland Council approved a Significance Policy to provide a mechanism for establishing which decisions are significant. This was a requirement under the LGA2002 and the policy requires all council reports to state the degree of significance.

7. The Local Government Act (LGA) 2002 Amendment Act 2014 requires all councils adopt a significance and engagement policy by 1 December 2014. The Act was passed on 29 July and work is well underway to develop the policy.

8. The change to the LGA was one of the recommendations of the Local Government Efficiency Taskforce to review the decision-making and consultation provisions of the Act (particularly part 6).

9. It is expected that councils will adopt a clear set of engagement principles to improve the engagement process by being clear with the community when and how council will engage with them, depending on the significance of the issue.

10. The LGA amendment allows more flexibility in the way that council engages with Aucklanders, and the policy presents an opportunity to consider how to engage in a more meaningful and practical way.

11. The legislation does not require any changes to Auckland Council’s Significance Policy but requires us to expand the policy to include engagement. The current Significance Policy has been used to provide the significance element of the new Significance and Engagement Policy.

Community views

12. During the early policy development phases, the following was carried out to inform the draft:

· reviewing comments and feedback from past consultation and engagement processes such as from the People’s Panel wrap up survey, the Annual Plan 2014/15 survey and from feedback gained during consultation on the Thriving Communities Strategic Action Plan;

· literature / desk review of consultation and engagement policies and principles from New Zealand and overseas;

· initial targeted engagement with staff, advisory panels and some community representatives.

Consideration

Local board views and implications

13. The Local boards statutory role of identifying and communicating the views of local people on regional strategies, policies, plans and bylaws to the Governing Body give them a significant role in Council’s engagement with its communities.

14. An initial discussion took place with the Local Board Chairs Forum on 28 April 2014. Local board members were invited to a workshop to discuss aspects of the draft policy on 22 August. Local boards will also be asked for their feedback on the draft policy later this year.

Maori impact statement

15. The Treaty of Waitangi Audit 2012 and the Auckland Council Guide on Engaging with Maori were reviewed during the development of the draft policy. A report will be taken to the Independent Maori Statutory Board for discussion. Opportunities for engagement with Maori on the draft policy are currently being determined.

General

16. This report does not involve decisions that will trigger the council’s significance policy.

Implementation

17. Auckland Council does not currently have an adopted engagement policy. It does however have:

· a consultation and engagement guidebook

· a guide on Engagement with Māori

· a staff training programme in community engagement through the International Association of Public Participation (IAP2)

· an internal network which is used to share case studies

· an annual awards event to celebrate good practice.

18. Further work is taking place to improve the guidance that is available, in particular with respect to engaging with Auckland’s culturally and demographically diverse communities.

19. It is expected that updated guidance, case studies and templates will be prepared alongside the development of the draft policy so that these are available for the purposes of engagement on the draft Long-term Plan and other processes as soon as practicable. This will include legal advice on the consultation document and other changes to requirements as a result of the LGA Amendment.

Attachments

No.	Title	Page
a View	Draft Significance and Engagement Policy	37

Signatories

Authors

Carol Hayward - Team Leader Consultation and Engagement

Dan Lambert – Communication & Engagement Director, Public Affairs

Authorisers

Dean Kimpton - Chief Operating Officer

Regional Strategy and Policy Committee

04 September 2014

Strategy and Policy Forward Programme Quarterly Monitoring Report

File No.: CP2014/18970

Purpose

1. This report provides a quarterly progress update on the Strategy and Policy Forward Programme and signals that we propose to undertake a review of the current programme as part of the Long-term Plan 2015-2025 process.

Executive summary

2. The 2014-2016 Strategy and Policy Forward Programme was adopted in March 2014. A quarterly update on the development and implementation of items in the forward programme is presented at Attachment A.

3. Since the last update report in June, the ‘Low Carbon Auckland’ strategic action plan has been adopted. The other main change to the programme is the later delivery date of the Regional Pest Management Strategy. This is due to a change in the timeframes of the National Policy Statement on pest management.

4. The development of the 2015-2025 LTP provides the opportunity to review the programme to ensure it is aligned to and will support the LTP priorities. We propose to report back on this review later in the year.

Recommendation/s

That the Regional Strategy and Policy Committee:

a) note the Strategy and Policy Forward Programme, and progress being made

b) approve the review of the Strategy and Policy Forward Programme to inform the 2015-2025 Long-term Plan.

Comments

Background

5. The Strategy and Policy Forward Programme contains 29 statutory and non-statutory documents. The programme has been designed to ensure that the council focuses on those areas of greatest strategic priority. In doing so, the programme helps to give elected members certainty on the key work required to implement the Auckland Plan.

Progress Reporting

6. Attachment A provides a quarterly summary of progress on the items in the forward programme.

7. Most items on the forward programme have been adopted and are being implemented. One document (‘Low Carbon Auckland’) was adopted this quarter. The Regional Pest Management Strategy has had a significant change to its delivery date due to the slower than anticipated timeframes of the National Policy Direction on pest management. Some documents have had minor timeframe changes. Details are provided in Attachment A.

8. The current Strategy and Policy Forward Programme was adopted in March 2014. As we move through the LTP process, it is timely to review the programme to ensure it is aligned to and will support the 2015-2025 LTP priorities. We propose to undertake this review in September/October and report the results to the Committee later in the year.

Consideration

Local board views and implications

9. Local boards have received copies of the quarterly update reports on the forward programme since its adoption in 2012. Strategy leads are expected to engage with local boards as early as possible to ensure there is adequate time for boards to provide feedback. A copy of this report will be sent to all local boards.

Māori impact statement

10. Officers are expected to integrate the goals of the Māori Responsiveness Framework and to consider the Māori Plan for Tāmaki Makaurau as part of policy development. Corporate performance standards are in place which measure the number of documents on the forward programme which are drafted in consultation with Māori and include Māori outcomes. The latest performance figures show that the majority of documents are consulted on with Māori and include Māori specific outcomes. A copy of this report will be sent to the Independent Māori Statutory Board.

Implementation

11. The development and implementation of items on the forward programme requires ongoing resource. Adopted strategies and policies remain on the programme to reflect their role in implementing the Auckland Plan and the significant activities associated with their implementation.

Attachments

No.	Title	Page
a View	Strategy and Policy Forward Programme: Quarterly Progress Update (July - September 2014)	55

Signatories

Authors

Craig Glover - Principal Strategy Analyst

Authorisers

Grant Barnes - Manager - Auckland Strategy and Research

Roger Blakeley - Chief Planning Officer

Dean Kimpton - Chief Operating Officer

Regional Strategy and Policy Committee

04 September 2014

Demographic Panels - Approval of Work Programmes 2014/2015

File No.: CP2014/18877

Purpose

1. To approve the Seniors and Pacific Peoples Advisory Panels’ work programmes for the 2014/2015 financial year.

Executive summary

2. In December 2013 the Governing Body considered a report on the role and functioning of council’s demographic panels. The Governing Body resolved to re-establish the Ethnic Peoples and Pacific Peoples Advisory Panels and also resolved to establish a Seniors Advisory Panel.

3. As required by the terms of reference, the Seniors and Pacific Peoples Advisory Panels have adopted their work programmes and these are now presented to the Regional Strategy and Policy Committee for approval.

Recommendation/s

That the Regional Strategy and Policy Committee:

a) approve the Seniors Advisory Panel’s work programme for the 2014/2015 financial year

b) approve the Pacific Peoples Advisory Panel work programme for the 2014/2015 financial year.

Comments

4. The terms of reference for the council’s demographic panels require that the panels prepare and adopt an annual work programme. These work programmes should be integrated, wherever possible, with the other panels’ work programmes. The Ethnic Peoples Advisory Panel’s work programme was considered by the Regional Strategy and Policy Committee in August. The Seniors Advisory Panel and the Pacific Peoples Advisory Panel work programmes are now submitted for approval.

5. The Governing Body appointed the Ethnic Peoples, Pacific Peoples and Seniors Advisory Panels at a meeting on 1 May 2014 (Resolution no. GB/2014/42). The panels held their first meetings in June. At these meetings the panels received a report and presentation on the council’s strategy and policy forward programme. The panels also received a presentation on relevant statistics and demographics from the 2013 census.

6. On the basis of the information presented, the panels chose the key areas on which they wish to focus, and which are most significant to Auckland’s various demographic communities.

7. The Seniors Advisory Panel adopted its work programme on 4 August (Resolution no. SEN/2014/16). The key priorities for the panel for the 2014/2015 financial year are:

- Inclusiveness

- Housing

- Transport accessibility

- Urban design

- Health and safety.

8. The Pacific Peoples Advisory Panel adopted its work programme at its meeting of 27 August 2014 (Resolution no. PAC/2014/14). The key priorities for the panel for the next year are:

- Engagement

- The Southern Initiative

- Capacity building

- Social development

- Youth

- Economic development

- Arts and culture.

9. The panels will focus their work on their chosen priorities and provide input into the development of council policies. They will also focus on engagement or implementation of the programmes and policies, depending on the project stage. As all the demographic panels implement their programmes, synergies and overlaps will be identified and the work programmes will be further refined.

10. The panels’ work programmes will drive many of the reports that the panels consider. There will be a limited capacity for the panels to address emerging issues or deal with other issues that the council, including council-controlled organisations (CCOs) and local boards, refer to them.

Consideration

Local board views and implications

11. Several aspects of the Senior and Pacific Panels’ work programmes relate to local board activities and the local boards will be involved as appropriate. The panels have received a report and briefing on the Local Boards Plan process.

Māori impact statement

12. Some of the Senior and Pacific Panels’ work programmes overlap with work programmes already underway in respect of Māori outcomes. Overlaps will be identified for the panels’ consideration.

Implementation

13. Upon approval by the Regional Strategy and Policy Committee the work programmes will be implemented.

Attachments

No.	Title	Page
a View	Seniors Advisory Panel Draft Work Programme 2014/2015	67
b View	Pacific Peoples Advisory Panel Draft Work Programme 2014/2015	69

Signatories

Authors

Bruce Thomas - Principal Advisor Panels

Authorisers

Marguerite Delbet - Manager Democracy Services

Grant Taylor - Governance Director

Dean Kimpton - Chief Operating Officer

Regional Strategy and Policy Committee

04 September 2014

Submission to the Ministry for the Environment (MfE) on revised draft regulations for discharges and dumping activities under the EEZ Act

File No.: CP2014/18508

Purpose

1. To present a submission that was made to the Ministry for the Environment (MfE) on the second exposure draft of the Exclusive Economic Zone and Continental Shelf (Environmental Effects – Discharge and Dumping) Regulations 2014.

Executive summary

2. The council made a submission in March 2014 on draft regulations for discharges and dumping activities in the Exclusive Economic Zone (EEZ) and continental shelf. The regulations relate to the discharge of sediments from mineral prospecting and exploration, discharges from petroleum extraction, discharges of garbage, and dumping of various types of waste.

3. MfE sent a revised version of the regulations to submitters in a targeted consultation exercise on 15 August 2014. The submission period for the revised regulations closed on 29 August 2014 and Auckland Council lodged its submission on this date. Consequently, retrospective approval is being sought from the committee.

4. The council’s earlier submission sought a reduction in the thresholds for discharge of sediments from prospecting and exploration classified as a permitted activity, and that various conditions or definitions be strengthened or clarified. In the new version of the draft regulations, the numerical thresholds for discharges from iron sand and phosphate nodule prospecting and exploration have been removed. A descriptive activity-based threshold is used instead.

5. The council’s latest submission opposes this change and seeks that numerical thresholds be included in the regulations. The submission also repeats points from the council’s earlier submission regarding expanding the monitoring requirements and seeking greater specification of the environmental assessments to be included in consent applications. The latest submission supports the changes made regarding spill prevention, and management plans for spills of harmful substances other than oil, and the new requirements for assessing effects on human health and alternative methods of disposal.

Recommendation/s

That the Regional Strategy and Policy Committee:

a) approve retrospectively the submission on the second exposure draft of regulations for discharge and dumping activities under the Exclusive Economic Zone (EEZ) Act, noting that the submission was lodged with the Ministry for the Environment on 29 August 2014.

Comments

The Submission

6. The key concern raised in the attached submission is the removal of the numerical thresholds for the permitted discharge of sediments from mineral prospecting and exploration.

7. The NIWA report, provided as background to the new regulations, estimates that the permitted activity discharge limits in the first draft regulations are the levels at which moderate or greater consequences for sensitive environments can be expected. The council’s earlier submission sought that the permitted activity thresholds be amended to the more restrictive volumes which were determined to have negligible or minor effects – 100t for iron sand and phosphorite nodule regions and 10t for SMS deposit regions.

8. The limits have been replaced with the wording “no more material is discharged than is reasonably necessary”. This is an insufficient limitation given the potential risks of environmental effects which were noted in the NIWA report. In the operative Auckland Regional Plan: Coastal and the proposed Unitary Plan, offshore prospecting as a permitted activity is limited to the extraction of no more than one cubic metre of sand, shell, shingle and other natural material in any 24 hour period.

9. The submission supports the inclusion of conditions in the regulations to require the discharge of sediments back into the same area of seabed from which sediments were extracted.

10. With respect to dumping, the submission repeats points made in the council’s earlier submission. It is considered that the draft regulations have insufficient detail on how applications will be assessed. It is requested that the regulations be amended to include conditions to ensure that appropriate matters are taken into account, e.g. to require that an application includes sediment plume modelling and benthic habitat assessments; and that they include a linkage to the Maritime NZ guidelines equivalent to the current requirements under the Maritime Transport Act.

11. The regulations include monitoring requirements for permitted activities. It is requested that this be extended to ensure that non-notified discretionary and discretionary activities are also monitored by consent holders.

12. The submission supports the changes made regarding spill prevention, and management plans for spills of harmful substances other than oil, and the new requirements for assessing effects on human health and alternative methods of disposal

Background

13. The purpose of the Exclusive Economic Zone and Continental Shelf (Environmental Effects) Act 2012 (EEZ Act) is to promote the sustainable management of the natural resources of the EEZ and continental shelf. Broadly it can be considered as the equivalent of the Resource Management Act 1991 which applies to land and the territorial sea. The EEZ is the portion of ocean extending from 12 to 200 nautical miles offshore. The continental shelf is the seabed out to the continental margin (the point where the shelf drops into deep water but not exceeding 350 nautical miles).

14. Prior to the development of the EEZ Act, there was no overarching environmental legislation applying to the EEZ. Environmental effects were managed through approvals under legislation such as the Crown Minerals Act 1991, Health and Safety in Employment Act 1992 and Maritime Transport Act 1994. The EEZ Act covers the gaps in existing legislation for the EEZ and provides an extra layer of environmental oversight that ensures a full assessment of impacts and conditions to mitigate impacts if required.

15. Under the EEZ Act, activities can be classified as either permitted, non-notified discretionary, discretionary (must be notified), or prohibited.

16. The first set of regulations under the EEZ Act came into force on 28 June 2013 and classified the following activities as permitted activities provided they met specified conditions: seismic surveying; prospecting and exploration phases of seabed mineral mining and petroleum operations (excluding exploratory oil and gas drilling); submarine cabling; marine scientific research.

17. The second set of regulations, classifying exploratory oil and gas drilling as a non-notified discretionary activity, came into force on 28 February 2014. Auckland Council made a submission opposing this proposal in January 2014.

18. The latest draft regulations bring various discharge and dumping activities within the scope of the EEZ Act. At present Maritime New Zealand regulates several of these activities through the Marine Protection Rules made under the Maritime Transport Act 1994. In October 2013 the EEZ Act was amended to transfer responsibility for managing certain activities from the Marine Protection Rules to the EEZ Act, specifically: the discharge of harmful substances from offshore structures and production facilities on mineral mining ships, and the dumping of waste. The functions will be transferred when regulations are made that bring the EEZ Amendment into force. Operational shipping discharges and oil spill contingency planning will remain under the administration of Maritime New Zealand.

19. Without a transfer of discharge and dumping activities to the EEZ Act regime, activities would continue to be regulated by Maritime NZ while the parent activity causing the discharges or dumping to occur (for example, drilling for petroleum) would be regulated and monitored by the Environmental Protection Authority (EPA) under the EEZ Act. This means operators would be required to submit details of their discharge and dumping activities to two regulators. The consenting regime of the EEZ Act allows the EPA to holistically consider the effects of activities and set conditions on a case by case basis.

20. The matters in the draft regulations were proposed in a discussion document on classifications under the EEZ Act in September 2013. That document included very little justification for the proposals. Auckland Council submitted that several definitions were needed or should be amended to provide greater clarity and consistency with other legislation. These points have been addressed in the draft regulations. The council’s submission did not support making discharge of sediments a permitted activity as the proposals did not include conditions and there was insufficient information to make an informed decision on whether to support the proposed classification.

21. In the September 2013 consultation process MfE received a total of 50 submissions that related to the discharges and dumping proposals. Submitters generally opposed the proposals or sought greater definition of the activities and conditions.

22. Dumping and discharges can have significant adverse effects on water quality and on marine ecology. These effects can be from oil discharges coating mammals, seabirds and fish; chemical discharges with toxic effects on organisms; tailings from mining may smother the seabed and harm benthic communities, affect the water column and its inhabitants; dumping can crush the benthos, create sediment plumes and introduce contaminants. Such effects could spread into the coastal marine area for large scale activities. It is important that the limits and conditions on permitted and non-notified activities are restrictive enough to avoid the possibility of such effects.

The First Draft Regulations

23. The first version of the draft regulations classified the following discharges from mineral prospecting and exploration as permitted activities:

· discharges of sediments from iron sand prospecting and exploration if the discharge is less than 1000 tonnes of sediment within a single permit area and no more than 100 tonnes is discharged in a single event;

· discharges of sediments from phosphate nodule prospecting and exploration if the discharges total less than 100 tonnes of sediment within a single permit area or are between 100 and 1000 tonnes and the sediment is discharged in the bottom 5% of the water column;

· discharges of sediments from seafloor massive sulphide prospecting and exploration if the discharges total less than 10 tonnes of sediment within a single permit area or are between 10 tonnes and 100 tonnes of sediment if the sediment is discharged at the surface of the water.

24. These activities have conditions regarding notification and reporting to the EPA and iwi.

25. The discharge of sediments from mineral operations other than petroleum operations (other than the discharges to which the regulations noted above apply), including mineral extraction, is classified as a discretionary activity.

26. In the provisions relating to discharge of oil, the discharge of harmful substances from petroleum extraction, offshore processing drainage, displacement water and production water is a discretionary activity. The discharge of harmful substances from production water for the purpose of a test flow of an exploration well is a non-notified discretionary activity. Oily waste from a machinery space on a structure is a permitted activity if it meets certain conditions.

27. The discharge of operational chemicals from mineral mining activities and the discharge of harmful substances in drilling fluids are classified as a non-notified discretionary activity.

28. The discharge of food waste that meets certain conditions is a permitted activity. The discharge of other garbage is a prohibited activity.

29. The dumping of any of the following is a non-notified discretionary activity: fish waste, sewage sludge, organic material, structures placed for the purpose of mineral exploration. Dumping in an authorised dumping ground of dredged material or vessels is a non-notified discretionary activity. Dumping of any of the following is a discretionary activity: dredged material or vessels (unless in an authorised dumping ground); structures; carbon dioxide streams from carbon dioxide capture processes for sequestration; inert inorganic geological material; bulky solid waste from locations where dumping is the only practicable disposal option. Any dumping of waste or other matter not otherwise classified is a prohibited activity. There are five authorised dumping grounds around New Zealand.

30. Burial at sea is allowed provided that certain conditions are met, including that it be located in an authorised dumping ground. After issuing a certificate of compliance for burial, the EPA must notify every iwi and hapu the EPA considers may be affected.

The Second Draft Regulations

31. MfE did not provide any further background information for the second draft of the regulations. They have stated that the key changes in the second draft are:

Part 2 – Provisions relating to discharge of sediments

- Changing the thresholds for discharges from iron sand and phosphate nodule prospecting and exploration from a numerical threshold to an activity-based threshold to address workability.

- Inclusion of a provision permitting incidental discharges from placer gold prospecting and exploration, informed by a September 2011 report by NIWA.

- Inclusion of a provision prohibiting the discharge of sediments that contain radioactive material above specified thresholds, in response to concerns about uncertainty of the effect of such discharges.

- Inclusion of a condition requiring all reasonable measures be taken to ensure permitted sediment discharges are made in the place from which the sediments were extracted.

Part 3 – Provisions relating to discharge of oil

- Inclusion of a provision permitting down-well discharges into geological formations, subject to conditions. The proposed regulations specifically exclude down well discharges for the purpose of hydraulic fracturing (fracking).

- Changing the classification of discharges from petroleum extraction from existing structures from discretionary to non-notified discretionary to regulate the activity proportionate to its effects.

Part 4 – Provisions relating to discharge of ecotoxic substances

- Inclusion of a provision outlining the requirements for a spill prevention and management plan for spills of harmful substances other than oil.

Burial at sea

- The provisions about burial at sea are now set out in a separate set of proposed regulations – the Exclusive Economic Zone and Continental Shelf (Environmental Effects—Burial at Sea) Regulations 2014.

Consideration

Local board views and implications

32. Local boards were sent a copy of the council’s earlier submission. Support for the submission was received from the Manurewa Local Board. The latest submission reiterates the approach taken in the council’s earlier submission. There was insufficient time in the submission period to consult local boards again.

Maori impact statement

33. Feedback was sought from 25 local iwi contacts in September 2013 regarding the classification of activities in the EEZ discussion document and a copy of the council’s submission on the earlier draft regulations was sent to them in April 2014. In September 2013 Te Rūnanga o Ngāti Whātua and Te Kawerau Iwi Tribal Authority both supported the council’s proposed position regarding the classification of dumping and discharge activities. There was insufficient time in the submission period to consult iwi contacts again.

Implementation

34. The submission period for the draft regulations closed on 29 August 2014. If the Committee wishes to amend the submission, it will need to be resent to MfE.

Attachments

No.	Title	Page
a View	Auckland Council submission to Ministry for the Environment on the second exposure draft of the proposed regulations for discharge and dumping activities under the Exclusive Economic Zone (EEZ) Act	77

Signatories

Authors

Kath Coombes - Principal Specialist Coastal

Authorisers

Grant Barnes - Manager - Auckland Strategy and Research

Roger Blakeley - Chief Planning Officer

Dean Kimpton - Chief Operating Officer

Chairperson	Cr George Wood, CNZM
Deputy Chairperson	Cr Anae Arthur Anae
Members	Cr Cameron Brewer	Cr Mike Lee
	Mayor Len Brown, JP	Kris MacDonald
	Cr Dr Cathy Casey	Cr Calum Penrose
	Cr Bill Cashmore	Cr Dick Quax
	Cr Ross Clow	Cr Sharon Stewart, QSM
	Cr Linda Cooper, JP	Cr Sir John Walker, KNZM, CBE
	Cr Chris Darby	Cr Wayne Walker
	Cr Alf Filipaina	Cr John Watson
	Cr Hon Christine Fletcher, QSO	Cr Penny Webster
	Cr Penny Hulse	Glenn Wilcox
	Cr Denise Krum