Agenda of Devonport-Takapuna Local Board

Portfolio	Responsibilities	Primary	Associate
Governance	Board leadership Board-to-Council and Board to Board relationships Board to CCO relationships (strategic governance matters) Civic duties Advocacy (local, regional and central government) Community partnerships Relationships with Maoridom Relationships with youth Relationships with government Unitary Plan Policy and planning: - local board plan - local board agreement - local area plan	Chairperson	Deputy Chairperson
Economic development	Key relationships with ATEED Business Improvement Districts Establish and promote local priorities in relation to economic development and tourism Town centre renewal, design and maintenance Town centre marketing and community safety	Member Bergin	Member Hale (with lead responsibilities for events)
Community development and resilience	Community development Neighbourhood relationships Community advocacy Community safety (excluding town centres) Graffiti removal Relationships with Civil Defence Emergency Management Group Community preparedness disaster response relief and recovery Artistic and cultural service levels Promoting artistic endeavour	Member Roe	Member O’Connor
Parks and natural environment	Neighbourhood parks and reserves (including esplanade reserves and the coastline) Design and maintenance Plantings, playgrounds, tracks, bollards, walkways and green cycleways Local priorities in relation to regional environmental management Coastal management including mangrove encroachment and erosion mitigation Restoration of wetlands, streams and waterways Natural heritage Events	Member Gillon	Member Cohen Member Roe (particular involvement in walking, cycling, walkways, cycleways and greenways only)
Transport and infrastructure	Transport projects and policy matters (e.g. roading, footpaths, public transport) Infrastructure projects and policy matters (e.g. water, stormwater)	Member O’Connor	Member Hale
Regulatory	Oversight of regulatory activities including: - bylaws - consent processes (including input in to decisions on notifications for resource consent applications) - licensing and compliance Liquor licensing and enforcement Heritage issues	Member Hale	Member Gillon
Recreational and community facilities	Stewardship of recreation centres and community facilities Libraries (including events and services relating to libraries and recreation centres) Local arts facilities and amenities	Member O’Connor	Member Hale

Note: these allocations and responsibilities will be reviewed in May 2015 prior to the changeover of the chairperson.

Devonport-Takapuna Local Board

09 December 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 Local Event Support Fund - Round 2 Allocations 2014/2015 7

13 Applications for Devonport-Takapuna Local Board Discretionary Capex and Opex - Round Two 2014-15 99

14 New community lease to The Devonport Yacht Club Incorporated, King Edward Parade, Devonport 117

15 Interim Open Space Provision Guidelines 125

16 Performance report for the period ended 31 October 2014 147

17 Long-term Plan 2015-2025: Local consultation material 199

18 Long-Term Plan 2015 - 25 - local engagement 203

19 Review of local board briefing / community forum arrangements 205

20 Auckland Transport Update on Issues Raised in November 2014 for the Devonport-Takapuna Local Board 219

21 Urgent decision making process for local boards during the 2014 Christmas close down period 239

22 Ward Councillors Update 241

23 Board Members' reports 243

24 Chairperson's reports 245

25 Record of Briefing/Community Forum - 25 November 2014 247

26 Summary of Actions and Reports Requested/Pending - November 2014 307

27 Swimming Pool Fencing Exemption – Special Exemption (Section 6) Fencing of Swimming Pools Act 1987 313

28 Consideration of Extraordinary Items

PUBLIC EXCLUDED

29 Procedural Motion to Exclude the Public 317

27 Swimming Pool Fencing Exemption – Special Exemption (Section 6) Fencing of Swimming Pools Act 1987

a. 124 East Coast Road, Crown Hill 317

b. 26 Hamana Street, Narrow Neck 317

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 Devonport-Takapuna Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 18 November 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 Devonport-Takapuna 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 www 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.

Devonport-Takapuna Local Board

09 December 2014

Local Event Support Fund - Round 2 Allocations 2014/2015

File No.: CP2014/24569

Purpose

1. To present a summary of applications received in round two of the Local Event Support Fund for 2014/2015 for the Devonport-Takapuna Local Board.

Executive summary

2. A contestable Local Events Support Fund of $200,000, is available to the Devonport-Takapuna Local Board for distribution over two funding rounds in the 2014/2015 financial year.

3. In round one the local board allocated $152,700, which left $57,490 for distribution in round 2.

4. For round two, 22 applications totalling $209,374.66 have been received and reviewed at a workshop with the local board on 25 November 2014.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) agree to fully fund, partially fund or not fund, the round two 2014/2015 contestable local event support fund applications as follows:

Applicant	Event	Date	Amount Requested	Amount Allocated
Total Sport Limited	Coastal Challenge – North Shore	7 March 2015	$13,150.00	$3,000.00
Devonport Peninsula Trust	Winter Fun Pre-School Play	28 July 2015 – 27 October 2015	$4,400.00	$4,400.00
Auckland Live – Regional Facilities Auckland	Morning Melodies	2 March 2015 – 14 September 2015	$20,000.00	$5,000.00
Devonport Peninsula Trust	Summer Fun Programme 2015/16	13 October 2015 – 31 March 2016	$3,670.00	Defer to Round 1 15/16
The Depot Art Space	All White on the Night	1 March 2015 – 21 March 2015	$2,500.00	$2,000.00
Getin2Life Youth Development Trust	In2it Wild Winter – Devonport-Takapuna	1 March 2015 – 31 July 2015	$4,495.00	$0
The Operating Theatre Trust	Greedy Cat	30 March 2015 – 18 April 2015	$12,000.00	$3,000.00
Milford Residents Assn	Historic Milford : Images and Memories	30 September 2015	$7,017.00	$7,000.00
Sunnynook Community Centre Inc.	Sunnynook Community Family Fun Day	6 March 2015	$1,800.00	$1,800.00
Takapuna Community Facilities Trust	Winter Fun Programme	3 April 2015 – 30 September 2015	$3,468.00	$3,468.00
Habitat for Humanity Greater Auckland Ltd	Big Habitat Build	10 March 2015 – 28 March 2015	$5,000.00	$4,300.00
Takapuna Community Facilities Trust	Funding for event assistance	1 March 2015 – 31 August 2015	$6,500.00	$4,000.00
Takapuna Community Facilities Trust	Intergenerational Dialogue	28 May 2015	$500.00	$500.00
Takapuna Boating Club	King of the Harbour	7 March 2015	$10,000.00	$5,000.00
The Operating Theatre Trust	Grandma McGarvey	29 June 2015 – 18 July 2015	$15,000.00	$3,000.00
Auckland Live – Regional Facilities Auckland	School Holiday Programme 2015	13 April 2015 – 18 July 2015	$20,000.00	$0
Takapuna Community Facilities Trust	The Darling Blooms of May	16 May 2015	$2,380.00	$2,000.00
Wet Hot Beauties Limited	Wipe Out	1 March 2015 – 14 March 2015	$5,000.00	$1,000.00
Takapuna Community Facilities Trust	Celebrate Takapuna	20 June 2015 – 27 June 2015	$4,159.20	$2,660.00
Muscular Dystrophy Assn of NZ Inc.	Life Without Limits Conference	16 April 2015 – 18 April 2015	$55,000.00	$0
Quantum Events Limited	King of the Bays	18 April 2015	$10,000.00	$0
The Active Living Group	Devonport Christmas Dance	7 December 2014	$3,335.46	$3,350.00
Total			$209,374.66	$55,478.00

b) that the remaining balance of $2,012 be transferred to the local event discretionary fund to be distributed from time to time as directed by the board.

Comments

5. Local Events Support Fund provides the opportunity for the Devonport-Takapuna Local Board to work in partnership with local event organisers to develop an events programme that reflects the aspirations of the community and supports the local board plan.

6. The contestable Local Events Support Fund has two funding rounds, which close at specified times during the 2014/2015 financial year, as follows:

Round	Applications Close	Assessment	Decision Making
1	31 May 2014	June 2014	July/August 2014
2	31 October 2014	November 2014	December 2014/February 2015

7. Round two of the 2014/2015 Local Events Support Fund received 22 applications. A summary of these is as follows:

Applicant	Event	Date	Amount Requested
Total Sport Limited	Coastal Challenge – North Shore	7 March 2015	$13,150.00
Devonport Peninsula Trust	Winter Fun Pre-School Play	28 July 2015 – 27 October 2015	$4,400.00
Auckland Live – Regional Facilities Auckland	Morning Melodies	2 March 2015 – 14 September 2015	$20,000.00
Devonport Peninsula Trust	Summer Fun Programme 2015/16	13 October 2015 – 31 March 2016	$3,670.00
The Depot Art Space	All White on the Night	1 March 2015 – 21 March 2015	$2,500.00
Getin2Life Youth Development Trust	In2it Wild Winter – Devonport-Takapuna	1 March 2015 – 31 July 2015	$4,495.00
The Operating Theatre Trust	Greedy Cat	30 March 2015 – 18 April 2015	$12,000.00
Milford Residents Assn	Historic Milford : Images and Memories	30 September 2015	$7,017.00
Sunnynook Community Centre Inc.	Sunnynook Community Family Fun Day	6 March 2015	$1,800.00
Takapuna Community Facilities Trust	Winter Fun Programme	3 April 2015 – 30 September 2015	$3,468.00
Habitat for Humanity Greater Auckland Ltd	Big Habitat Build	10 March 2015 – 28 March 2015	$5,000.00
Takapuna Community Facilities Trust	Event Assistant	1 March 2015 – 31 August 2015	$6,500.00
Takapuna Community Facilities Trust	Intergenerational Dialogue	28 May 2015	$500.00
Takapuna Boating Club	King of the Harbour	7 March 2015	$10,000.00
The Operating Theatre Trust	Grandma McGarvey	29 June 2015 – 18 July 2015	$15,000.00
Auckland Live – Regional Facilities Auckland	School Holiday Programme 2015	13 April 2015 – 18 July 2015	$20,000.00
Takapuna Community Facilities Trust	The Darling Blooms of May	16 May 2015	$2,380.00
Wet Hot Beauties Limited	Wipe Out	1 March 2015 – 14 March 2015	$5,000.00
Takapuna Community Facilities Trust	Celebrate Takapuna	20 June 2015 – 27 June 2015	$4,159.20
Muscular Dystrophy Assn of NZ Inc.	Life Without Limits Conference	16 April 2015 – 18 April 2015	$55,000.00
Quantum Events Limited	King of the Bays	18 April 2015	$10,000.00
The Active Living Group	Devonport Christmas Dance	7 December 2014	$3,335.46
Total			$209,374.66

8. Local Event Support Fund criteria guidelines for 2014/2015 have been established to assist applicants in understanding the focus of this fund and to guide decision-making. The applications have been assessed in accordance with the Local Event Support Fund guidelines.

9. The Devonport-Takapuna Local Board has the opportunity to refer applications to a more appropriate fund or to allocate funding from within its local event fund.

Consideration

10. Local boards are responsible for the decision-making and allocation of local board event funding, including the Local Event Support Fund. The Devonport-Takapuna Local Board has identified key priorities for the local area within its local board plan, some of which could be achieved through events.

11. The Devonport-Takapuna Local Board seeks to engage with their diverse communities and to provide for their social and cultural needs. The local board plan supports this through their vision for active, connected and supported neighbourhoods which will be done by supporting local events that are enjoyable for all.

Local board views and implications

12. A local board workshop was held on 25 November 2014 to consider the applications to the Local Event Support Fund round two. This report reflects the views of local board members expressed at the workshop.

13. The decisions sought within this report fall within the local board delegations.

14. The decisions sought do not invoke the Auckland Council Significance Policy.

Māori impact statement

15. This fund does not specifically target Maori groups, however Maori communities are likely to benefit from the events supported by the local board, alongside other groups in the community.

Implementation

16. Once the Devonport-Takapuna Local Board has resolved the funding applications, staff will contact all applicants to notify them of the outcome, and commence contracting and payment.

Attachments

No.	Title	Page
a View	2014/2015 - Round 2 Local Event Support Fund applications	11

Signatories

Authors

Barbara Cade - Team Leader Events North/West

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

09 December 2014

Applications for Devonport-Takapuna Local Board Discretionary Capex and Opex - Round Two 2014-15

File No.: CP2014/27952

Purpose

1. This report outlines projects that will require funding using the board’s discretionary capital and operating expenditure. The report asks the board to consider if it wishes to fund the projects at this time.

Executive summary

2. At the date of this report, the board had $603,958 of its discretionary capital expenditure and $184,500 of its discretionary operating expenditure available to it.

3. This report recommends committing discretionary budget to two capital projects, both of which have been previously discussed and agreed in principle by the board.

4. Should the board approve all of the recommended projects, approximately $301,000 of the board’s discretionary capital expenditure (capex) will remain uncommitted, and approximately $154,000 of the board’s discretionary operating expenditure (opex) will remain uncommitted.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve a feasibility study to identify Green Route connections to Esmonde Road, at a cost of $30,000.

b) approve design and consenting for new toilets and changing rooms for Greville Reserve to proceed, at a cost of $70,000.

c) approve the following enhancements to Greville Reserve at a cost of $92,500:

i) a learn-to-ride bicycle circuit on the water reservoir, including improved access and safety kick-board

ii) new bollards and signage on the perimeter of Greville Reserve.

d) approve the installation of a pontoon in Castor Bay at a cost of $30,000.

e) approve installation of playground shading at Lake Town Green and Kennedy Park at a cost of $60,000.

f) approve purchase and installation of outdoor fitness equipment at Sunnynook Park at a cost of $50,000.

Comments

Feasibility study for Green Route connections to Esmonde Road

5. The local board plan makes specific reference to completion of a feasibility study connecting the Devonport Peninsula Green Route to Esmonde Road for walking and cycling. The study will include the possibility of a bridge from the end of Francis Street to Esmonde Road, as well as looking at other alternatives that take into account stormwater and sewage pipe replacement in the Harley Close area. The feasibility study will allow the board to refine its plans to build the connections when funds become available. The feasibility study will cost $30,000 from the board’s discretionary operating expenditure (opex) budget to complete, and the work will be done by the end of the financial year if the board approves this project at its December 2014 meeting. The project business case is included as Attachment A.

Design and consenting for toilets and changing rooms for Greville Reserve

6. The anticipated increased use of Greville Reserve created by the artificial sports-field, skate park and other enhancements will mean that the existing toilets will no longer be fit for purpose, or in the right location. This proposal recommends the board consider covering the cost of the design and consenting of a new toilet and changing room facility so that the project can proceed to tender as soon as funds are available. The cost of the work is $70,000. The project business case is included as Attachment B.

Enhancements to Greville Reserve

7. There is an opportunity to further enhance the attractiveness of this reserve through the creation of a learn-to-ride bicycle circuit on top of the Greville Reserve water reservoir. The project would include new bollards and signage to improve the appearance of the park from the street, and the replacement of an old damaged footpath. The project can be completed in the current financial year if the board approves the project at its December 2014 business meeting. The total cost of the project is $92,500. The detailed cost breakdown and business case is included in Attachment C.

Pontoon at Castor Bay

8. The Castor Bay community has asked the board to consider the purchase and installation of a pontoon off Castor Bay as a recreational asset encouraging swimming in the bay. The project aligns well with the intent of the local board plan to provide recreational opportunities that young people can enjoy, and providing facilities that enable community well-being. The purchase and installation of a pontoon would cost $30,000. A resource consent would be required for the work which would take up to three months to prepare and be granted. The business case is included as Attachment D

Playground shading at Lake Town Green and Kennedy Park

9. Communities near both Lake Town Green and Kennedy Park have expressed concern about the lack of shading over playgrounds at each of the parks. The Parks, Sport and Recreation department (PSR) have proposed erection of sail-cloth shade covers over each of the playgrounds, in addition to planting trees next autumn to provide natural shade in the longer term. The total cost and installation of the shade covers would be $60,000. A resource consent would be required for the work but the project could be completed in the current financial year. The business case is included as Attachment E.

Outdoor fitness equipment at Sunnynook Park

10. The board has committed to the installation of fitness equipment at Sunnynook Park as indicated in its local board plan. PSR have confirmed that $50,000 would fund the purchase and installation of six pieces of fitness equipment suitable for outdoor use, as part of a fitness trail around the perimeter of Sunnynook Park. The equipment would be installed by the end of the 2014-2015 financial year. The business case is included as Attachment F.

Consideration

Local board views and implications

11. The Devonport-Takapuna Local Board has sole decision-making responsibility for the allocation of its discretionary capital and operating expenditure. All six recommended activities meet outcomes described in the adopted 2014-2015 Devonport-Takapuna Local Board Plan by providing for facilities that enable community well-being.

Māori impact statement

12. There are no particular impacts on Māori that are different from general users of the facilities proposed.

Implementation

13. There are no implementation issues. All projects can be completed in the current financial year if approval is given at the local board’s December 2014 business meeting.

Attachments

No.	Title	Page
a View	Green Route connctions to Esmonde Road	103
b View	Greville Reserve toilet upgrade	105
c View	Enhancements to Greville Reserve business case	107
d View	Pontoon at Castor Bay business case	111
e View	Playground shading business case	113
f View	Sunnynook Park fitness equipment business case	115

Signatories

Authors	Chris Dee - Senior Local Board Advisor
Authorisers	Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

09 December 2014

New community lease to The Devonport Yacht Club Incorporated, King Edward Parade, Devonport

File No.: CP2014/24031

Purpose

1. This report seeks the approval of the Devonport-Takapuna Local Board to grant a new community lease to the Devonport Yacht Club Incorporated (‘the Club’) for Lot 1 DP58580 King Edward Parade, Devonport.

Executive summary

2. The Devonport Yacht Club occupies Lot 1 DP 58580 on King Edward Parade, Devonport on which it has clubrooms, boat storage and a haul out area (Attachment A).

3. The Club’s lease of the premises expired 15 May 2013, and the Club has applied for a new community lease of the site.

4. As specified in the Auckland Community Occupancy Guidelines 2012, groups that own their own buildings have an automatic right to re-apply for a new community lease without the necessity of an expression of interest process.

5. The land is held in fee simple by Auckland Council, and therefore a community lease for this site is not subject to the Reserves Act 1977.

6. This report recommends that a new community lease including a Community Outcomes Plan (Attachment B) be granted to the Devonport Yacht Club Incorporated for a period of ten years from 1 December 2014 with one ten year right of renewal in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the grant of a new community lease to the Devonport Yacht Club Incorporated for Lot 1 DP 58580, King Edward Parade , Devonport subject to the following terms and conditions:

· Term - 10 years commencing 1 December 2014 with one 10-year right of renewal;

· Rent - $1.00 plus GST per annum if requested;

· The Devonport Yacht Club Incorporated’s Community Outcomes Plan be attached to the lease document (Attachment B).

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

Comments

7. Devonport Yacht Club was founded in 1905 and has occupied the site on King Edward Parade since 1926, when the old Devonport passenger ferry waiting room was transported there to provide storage space for Club members. This building now forms the core of the current premises that have been extended over time to offer clubrooms, dinghy storage, lockers and a slipway with haul out area for members.

8. The premises are well maintained with the main lounge, mezzanine area and deck being refurbished and extended in the last three to four years.

9. The haul out area is well managed with particular emphasis on all health and safety requirements relating to this activity being met.

10. The Club has approximately 300 members and is used daily. The main activities of the club are:

· coastal and off shore racing and cruising;

· the haul out repair and maintenance of boats;

· opportunities to encourage all age groups and abilities to get involved and improve proficiency in all aspects of water safety and boating.

11. The Club has a strong family focus as it continues to strengthen links with the local sea scouts group and the Wakatere Boating Club to ensure members of all organisations can benefit from the resources each have at their disposal.

12. The building is available for use by the wider community who may hire the premises on a casual basis.

13. The lease for the site expired 15 May 2013, and the Club has applied for a new community lease in accordance with the terms of the Community Occupancy Guidelines 2012.

Consideration

Local board views and implications

14. The request for a community lease was discussed with the Community Facilities portfolio holders of the Devonport-Takapuna Local Board at the meeting on 26 August 2014, at which time informal support was indicated for the proposal.

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

Māori impact statement

16. There is no significant change or impact for Maori.

Implementation

17. The site is held in fee simple by Auckland Council, and the new community lease will be completed in accordance with the terms of the Local Government Act 2002.

18. There are no additional cost implications for Auckland Council.

19. Council staff have sought input from relevant council departments in the preparation of this report.

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

Attachments

No.	Title	Page
a View	Devonport Yacht Club Incorporated, King Edward Parade, Devonport.	121
b View	The Devonport Yacht Club Incorporated Community Outcomes Plan	123

Signatories

Authors

Maureen Buchanan - Community Lease Advisor North

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

09 December 2014

Interim Open Space Provision Guidelines

File No.: CP2014/27067

Purpose

1. To seek feedback from local boards on the Interim Open Space Provision Guidelines.

Executive summary

2. The Interim Open Space Provision Guidelines (the guidelines) provide direction on the quantity, distribution and configuration of parks and open space sought by the council in both greenfield developments and the existing urban area.

3. The guidelines were adopted by the Parks, Recreation and Sport Committee in August for interim use and feedback during a six month trial period (Attachment A). An updated version of the guidelines, incorporating amendments based on feedback, will be reported in early 2015 to the Parks, Recreation and Sport Committee and Regional, Strategy and Policy Committee for adoption.

4. The primary focus of the guidelines is ensuring the open space network provides access to a range of high-quality recreation, social and environmental experiences. The guidelines direct how open space should be distributed within both greenfield developments and the existing urban area by establishing triggers in relation to travel distance, resident population or the proximity of other land uses (such as an urban centre) that determine when the open space network should provide for the following experiences:

· Neighbourhood parks

· Suburb parks

· Sub-regional parks

· Civic spaces

· Local sports parks

· Connections

5. For existing urban areas the guidelines focus on improving the quality, accessibility and connectivity of existing open space. The guidelines identity areas of significant and moderate shortfall in the quantity of open space relative to the current and future population within the existing urban area.

6. A target for the quantity of local recreation open space within greenfield developments of 2 hectares per 1000 residents is proposed.

7. The guidelines set out how different types of open space should be laid out and configured in relation to other land uses, such as housing and streets, to ensure that a high quality open space network is achieved.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) provide feedback on the Interim Open Space Provision Guidelines.

Comments

Background and strategic context

8. The Open Space Provision Guidelines (the guidelines) are part of the Parks and Open Spaces Policy Programme and are a key tool to implement the policy direction of the Proposed Auckland Unitary Plan (PAUP), the Parks and Open Spaces Strategic Action Plan 2013, the Sport and Recreation Strategic Action Plan 2013 and the Parks and Open Space Acquisition Policy 2013 (the acquisition policy).

9. The guidelines provide direction on the distribution, quantity and configuration of parks and open space sought by the council in both greenfield developments and existing urban areas. They will inform a range of council activities including:

· assessing open space acquisition opportunities;

· development of spatial plans (area plans, precinct plan and structure plans);

· identifying strategic infrastructure requirements, including development of a regional open space network plan;

· informing the development of local open space network plans for local board areas;

· providing advice on council’s open space requirements to developers.

10. The guidelines were adopted by the Parks, Recreation and Sport Committee in August for interim use and feedback during a six month trial period.

11. A successful open space network responds to the local context, and therefore it is expected that variation in the provision of open space will occur across Auckland. The guidelines are intended to set out a framework for assessing open space provision, rather to than establish strict targets for council or developers to achieve.

12. The guidelines apply to greenfield developments and existing urban areas. They primarily focus on the provision of local parks, rather than sub-regional or region scale open space.

13. The guidelines have three parts, each of which are explained further below:

· distribution of open space;

· quantity of open space; and

· configuration of open space.

Distribution of open space (pages 4 to 8 of the guidelines)

14. Ensuring the open space network provides the community with access to a range of high quality recreational, social and environmental experiences is the primary focus of the guidelines.

15. The first part of the guidelines direct how open space should be distributed within both greenfield developments and existing urban areas by describing six experiences the open space network should deliver:

· Neighbourhood parks

· Suburb parks

· Sub-regional parks

· Civic spaces

· Local sports parks

· Connections

16. The guidelines establish triggers in relation to travel distance, size of resident population or the proximity of other land uses (such as an urban centre) that determine when the open space network should provide for each of the experiences. Criteria relating to the size of open space required and key activities provided for are also established for some experiences.

17. Provision targets used by the legacy councils in Auckland as well as other councils in New Zealand and overseas have been considered in establishing the distribution targets (Attachment B).

18. Each of the experiences and the relevant triggers for provision are explained below.

Neighbourhood parks and suburb parks

19. Neighbourhood parks and suburb parks describe open space that provides common informal recreation experiences throughout urban areas. The guidelines establish criteria about the typical area of open space required for a neighbourhood park (0.3ha) and suburb park (3ha) and the activities they should provide for (such as play opportunities, respite, trail networks etc).

20. Walking distance targets are proposed for neighbourhood parks and suburb parks relative to PAUP zoning. Shorter walking distance targets are proposed for the PAUP zones that provide for higher density residential development. This assists with providing residents in higher-density housing with easy access to informal recreation open space. The following walking distance targets are proposed:

Neighbourhood Park

Suburb Park

High density areas:

(Terraced Housing and Apartment Zone, Local Centre, Town Centre, Metropolitian Centre and Mixed Use)

400m walk

(approx. 5 mins)

1000m walk

(approx. 12 mins)

Remaining urban residential areas

600m walk

(approx. 7.5 mins)

1500m walk

(approx. 18 mins)

Sub-regional parks

21. Sub-regional parks describe large (typically >30ha) areas of open space that provide for a variety of informal recreation and sport experiences. These parks are usually located within, or on the periphery of, the urban area. Examples include Barry Curtis Park, Western Springs and Auckland Domain.

22. The guidelines propose that Auckland Council will proactively acquire sub-regional parks when opportunities arise and needs are identified through network planning, rather than expect sub-regional parks to be planned for by developers in greenfield areas. The guidelines do not propose a travel distance target for sub-regional parks, but state that residents within each of the northern, central, southern and western areas of urban Auckland should have easy access to a variety of sub-regional parks.

Civic space

23. Civic space describes the squares, plazas, green areas, streets and shared spaces within urban centres that provide for social and informal recreation experiences. The provision guidelines propose that the quantity and diversity of civic space relate to the scale of the urban centre. A local centre is proposed to be the smallest urban centre to trigger civic space requirements.

Local sports parks

24. Local sports parks describe open space used for organised sport, and typically includes facilities such as sports fields, courts and club buildings. Sports parks are also provided for at a sub-regional scale.

25. The guidelines propose that greenfield developments should provide for the local sport park requirements of their residents. Based on existing levels of sports field demand, this equates to approximately 3ha of land per 2000 households. A threshold of 2000 households is proposed, as this generates sufficient demand for two sports fields, and results in larger sports parks that have efficiencies in terms of layout, facility use and maintenance. The 3ha minimum size includes allowances for club rooms, car parking and for other facilities such as courts.

26. No target for local sports parks provision is proposed for existing urban areas. The sports park network within the urban area is largely in place, and acquisition opportunities of land suitable for new sports parks are rare.

Connections

27. Creating a connected open space network is one of the areas of focus of the Parks and Open Spaces Strategic Action Plan 2013. The guidelines encourage open space to be distributed to create contiguous networks that have a range of recreational, transport and ecological benefits.

Quantity of open space (pages 9 to 11 of the guidelines)

28. Different policy responses are required for guidance on the quantity of open space between greenfield developments and the existing urban area. In greenfield developments, there is generally no existing open space network and there is the ability to determine the amount and distribution of open space. In existing urban areas, the open space network is largely in place and there are significant constraints on increasing the amount of open space, including the cost and availability of suitable land.

29. Achieving quantity targets is a secondary focus for the provision of open space.

Quantity of open space in existing urban areas

30. The guidelines do not establish a target for the quantity of open space relative to the population within existing urban areas. Due to the amount of population growth projected within existing urban areas, achieving and maintaining a ratio of open space to population would be unachievable due to financial (the cost of land) and practical constraints (the availability of suitable land).

31. The criteria of the Parks and Open Space Acquisition Policy 2013 (‘the acquisition policy’) establish how the council prioritises acquisition opportunities within the existing urban area in response to population growth. The acquisition policy generally prioritises acquisition opportunities where there are:

· high levels of expected population growth;

· relatively poor access to informal recreation open space; and

· low quantity of existing open space relative to the current and future population.

32. For the purpose of informing open space acquisition priorities, the quantity of open space across the region has been assessed in relation to:

· the quantity of open space (all types) within each census area unit;

· the quantity of recreational open space within each census area unit;

· Projected population growth between 2014 and 2030; and

· strategic alignment with the Auckland Plan Development Strategy and PAUP zonings.

33. Draft quantity analysis is included within the interim guidelines (Attachment A, page 10). This map identifies where moderate and significant shortfalls in the quantity of open space relative to the current and future population are located within existing urban areas.

Quantity of open space in greenfield developments

34. In greenfield development areas, the guidelines set a target for the quantity of local informal recreation open space of 2 hectares per 400 households (approximately 1000 residents). Local informal recreation open space is defined as having an informal recreation, sport or civic open space function and excludes parks considered to serve a sub-regional or regional catchment.

35. Analysis of the existing provision of open space within the urban areas of Auckland, local board areas and ten case study areas has informed recommending a target of 2 hectares per 400 households of informal recreation open space. The target of 2 hectares of local recreation open space per 400 households is relatively consistent with the existing amount of local recreation open space provided in the urban area of Auckland.

36. The Proposed Auckland Unitary Plan introduces a green infrastructure corridor zone that is to be applied to land within the 1 in 100 year floodplain in greenfield developments. The integration of green infrastructure and open space land is integral to creating a connected open space network. The guidelines allow for up to 50% of local recreation open space to be provided in the form of green infrastructure where this has demonstrable recreation benefits (such as creating trail networks).

37. No target for the amount of open space required for conservation or green infrastructure corridor purposes is proposed. The values and characteristics of an area determine the need for these open space functions rather than the population of a development. Targets are also not proposed for large sub-regional or regional recreation open space, as it is expected council will identify and acquire land for these functions outside of the greenfield development process (structure planning and subdivision).

Configuration of open space (pages 12 and 13 of the guidelines)

38. The third part of the guidelines set out how different types of open space should be laid out and configured in relation to other land uses, such as housing and streets, to ensure that a high quality open space network is achieved.

Consideration

Local board views and implications

39. This report seeks the views of local boards on the Interim Open Space Provision Guidelines. The views of local boards will be reported to the Parks, Recreation and Sport Committee and will inform proposed amendments to the guidelines prior to their adoption.

Maori impact statement

40. Engagement with Maori on the guidelines will occur during the trial period.

Implementation

41. Further development and testing of the provision guidelines is occurring during the period for the remainder of 2014. This involves:

· assessing open space acquisition opportunities against the guidelines;

· testing the guidelines with developers preparing structure plans for special housing areas and future urban zone land;

· engagement with iwi and property developers;

· refinement of the modelling of provision targets; and

· illustration of the concepts within the guidelines.

42. Final guidelines will be reported to the Parks, Recreation and Sport Committee in early 2015 following the trial period.

Attachments

No.	Title	Page
a View	Interim Open Space Provision Guidelines	131
b View	Examples of provision targets used by former Auckland Council and other NZ and overseas park authorities	145

Signatories

Authors

Andrew Beer - Principal Policy Analyst

Authorisers

Rob Cairns - Manager Regionwide

Anaru Vercoe - Manager, Community Policy & Planning

Penny Pirrit - Regional & Local Planning Manager

Karen Lyons - Manager Local Board Services

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

09 December 2014

Performance report for the period ended 31 October 2014

File No.: CP2014/28262

Purpose

1. To update Devonport-Takapuna Local Board members on progress towards their objectives for the year from 1 July 2014 to 30 June 2015, as set out in the local board agreement.

Executive Summary

2. Net cost of service for the period ended 31 October 2014 was $6.4m, which was $380k below budget.

3. Operating expenditure was $235k below budget. The major underspend was in the following activity areas:

· Governance ($150k) – mainly unspent discretionary operational expenditure.

· Libraries ($64k) – mainly savings in property related costs (repairs and maintenance and utilities) for Takapuna Library.

4. Revenue was $145k higher than the budget. Recreation services revenue accounts for the majority of this positive variance with higher revenue for Takapuna Leisure Centre.

5. Capital expenditure year to date was $5.8m, which is $289k ahead of budget. Parks and Libraries capital spend is ahead of budget offset by an under spend on projects in the Economic Development and Governance (SLIPs) areas.

6. Department updates from CDAC, Libraries and Infrastructure and Environmental Services are included in the report attached.

7. The full report is attached in Attachment A.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) note the Performance Report for the period ended 31 October 2014

Discussion

8. The performance report is for information only. No actions are required.

Consideration

Local Board Views and Implications

9. This report informs the Devonport-Takapuna Local Board of the performance to date for the period ending October 2014.

Maori Impact Statement

10. Maori as stakeholders in the council are affected and have an interest in any report on financial results. However, this report does not impact specific outcomes or activities. As such, the content of this report has no particular benefit to, or adverse effect on Maori.

Implementation Issues

11. There are no implementation issues.

Attachments

No.	Title	Page
a View	Performance Report for the period ended 31 October 2014	149

Signatories

Authors

Pramod Nair - Lead Financial Advisor

Authorisers

Eric Perry - Relationship Manager

Christine Watson - Manager Financial Advisory Services - Local Boards

Devonport-Takapuna Local Board

09 December 2014

Long-term Plan 2015-2025: Local consultation material

File No.: CP2014/28109

Purpose

1. This report seeks adoption of local consultation material for the Long-term Plan 2015-2025 (LTP) by the Devonport-Takapuna Local Board.

Executive Summary

2. Over the last twelve months local boards have been involved in many Long-term Plan 2015 - 2025 workshops and meetings as part of their shared governance role.

3. In October 2014, local boards adopted local board plans that help inform draft LTP budget decisions. In addition to this, advocacy discussions were held between local boards and the governing body at the end of October, after which budget decisions for LTP consultation were agreed by the governing body on 6 November.

4. On 18 December 2014, the governing body will meet to adopt the LTP consultation document and supporting information, which includes local consultation material for each local board.

5. Indicative local budgets reflect 6 November governing body decisions and any minor amendments approved within the same funding envelope.

6. At the time of writing the draft consultation material for adoption was unavailable. The documents will therefore be tabled at the meeting.

7. This report seeks adoption of local consultation material for the LTP.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) adopt local consultation material including:

i) a one page (double-sided) page local board insert; and

ii) supporting information, including local funding priorities for 2015/2016, key advocacy areas, indicative local performance targets for 2015/2016 and indicative local budgets for the next 10 years.

b) note the following:

i) the allocation of projects within Locally Driven Initiative (LDI) budgets are required to balance in every year.

ii) proposed operational savings for Asset Based Services (ABS) within the parks, community and lifestyle theme are not reflected in draft local budgets, but are instead captured at a regional level. Savings will be applied locally to final LTP budgets following consultation.

iii) high level budgets for programmes of work such as renewals, non-growth projects, parks developments, sportsfield developments and land acquisition will be developed prior to adoption of the final LTP.

c) delegate the authority to the Chairperson to make any final minor changes to local consultation material for the Long-term Plan 2015 - 2025 prior to publication, including online consultation content.

Discussion

Process

8. Over the last twelve months local boards have been involved in many Long-term Plan 2015 - 2025 workshops and meetings as part of their shared governance role.

9. In October 2014, local boards adopted local board plans that help inform draft LTP budget decisions. In addition to this, advocacy discussions were held between local boards and the governing body at the end of October, after which budget decisions for LTP consultation were agreed by the governing body on 6 November.

10. On 18 December 2014, the governing body will meet to adopt the LTP consultation document and supporting information, which includes the following local consultation material for each local board:

a) a one page (double-sided) local board insert in the LTP consultation document; and

b) supporting information, including local funding priorities for 2015/2016, key advocacy areas, indicative local performance targets for 2015/2016, and indicative local budgets for the next 10 years

Draft budgets

11. Indicative local budgets reflect 6 November governing body decisions and any minor amendments approved within the same funding envelope.

12. The allocation of projects within Locally Driven Initiative (LDI) budgets are required to balance in every year.

13. Proposed operational savings for Asset Based Services (ABS) within the parks, community and lifestyle theme are not reflected in draft local budgets, but are instead captured at a regional level. Savings will be applied locally to final LTP budgets following consultation.

14. High level budgets for programmes of work such as renewals, non-growth projects, parks developments, sportsfield developments and land acquisition will be developed prior to adoption of the final LTP.

15. This report seeks adoption of local consultation material for the LTP and agrees local targeted rate proposals, if any, for consultation.

Next steps

16. Following the governing body meeting on 18 December, information will be provided to local board members on the consultation process and finalising local board agreements.

17. LTP consultation will commence on 23 January 2015 through to mid-March. Through this engagement local boards will seek views on proposals important to the local area to help develop the Local Board Agreement 2015/2016 due for adoption in May 2015. Local boards will also seek views on the local impact of LTP proposals to inform advocacy discussions with the governing body.

18. The governing body will make final LTP budget decisions in May 2015 and meet to adopt the final LTP in June 2015, including 21 local board agreements.

Consideration

Local Board Views and Implications

19. This report sets out the decisions local boards need to make in order to finalise local consultation material for the Long-term Plan 2015 - 2025.

20. In October 2014, local boards adopted local board plans that help inform draft LTP budget decisions. In addition to this, advocacy discussions were held between local boards and the governing body at the end of October, after which budget decisions for LTP consultation were agreed by the governing body on 6 November.

Māori Impact Statement

21. Many local board decisions are of importance to and impact on Māori. Local board agreements and long-term plans are important tools that enable and can demonstrate council’s responsiveness to Māori. Local board plans, which were developed through engagement with the community including Māori, form the basis of the consultation material of the Long-term Plan 2015-2025.

22. There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in council’s decision-making processes. In particular, local board plans and LTP consultation material will influence relevant annual plans and local board agreements for 2015/2016 and beyond.

Implementation Issues

23. Local board financial statements reflect the cost of undertaking local activities within each local board area. Budgets are indicative for consultation purposes and subject to change.

24. Following consultation, proposed initiatives and budgets will be considered and updated to reflect feedback and new information available, prior to adoption of the final LTP.

Attachments

There are no attachments for this report.

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - Manager Financial Planning, Policy and Budgeting

Eric Perry - Relationship Manager

Karen Lyons - Manager Local Board Services

Devonport-Takapuna Local Board

09 December 2014

Review of local board briefing / community forum arrangements

File No.: CP2014/28213

Purpose

1. To report analysis of the board’s local board briefings / community forums, and to provide the board with the opportunity to review these arrangements in line with the one year trial period previously agreed.

Executive summary

2. In November 2013, the Devonport-Takapuna Local Board amended its standing orders to hold public briefings and community forum sessions. A subsequent resolution of the board requested these arrangements be reviewed with analysis and advice provided to the board at its December 2014 meeting [DT/2014/80].

3. A review was conducted with the following inputs:

· Quantitative analysis of various data associated with the new briefing and community forum arrangements, with a comparison against last year’s closed briefing arrangements and the Kaipatiki Local Board’s arrangements for briefings and meetings;

· A survey was made available to members of the public who attended a public briefing session;

· A survey of officers who provided briefings under the new system;

· A discussion with board members about their views on the new system.

4. The key findings of the review are:

· more than half of officer respondents indicate that public board briefings prevent them from providing “free and frank” advice to board members, which may better inform board decision-making. It is important that officers are given a safe environment where they can provide all relevant information pertaining to a project, and comments received indicated that having the public present affects some officers’ ability to do this.

· there have been few confidential items at the scheduled public briefings;

· the board has held a significantly greater number of ad-hoc/unscheduled briefings than last year. Time spent in these meetings is approaching the time spent in scheduled public briefings, although these ad-hoc briefings are generally not advertised to the public and are therefore de facto confidential briefings;

· fewer people have addressed the board (either through public forum or deputation) under these new arrangements than did so last year;

· the length of board meetings has slightly increased, despite there being fewer public forum items and deputations (and the same number of agenda items) at these meetings.

5. There are issues with the board holding its briefings in public as, in some cases, it is preventing officers from approaching the board early on, or at all, with information regarding projects in early stages of development. There is a balance to be struck between ensuring the public is well-informed and encouraging officers to present “free and frank” information to the board at an early enough stage to provide time for board contribution. If the board wish to continue with public briefings, it is recommended that it provide more time for briefings in order to reduce the number of ad-hoc briefings held.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) continue its current community forum and public briefing arrangements, with a further review in six months to determine if the balance between public knowledge and a fully informed board is being met.

b) lengthen sessions by two hours to allow more time for briefings and reduce the number of ad-hoc briefings.

Comments

6. In November 2013 the Devonport-Takapuna Local Board amended its standing orders to:

· hold briefings in public, unless the subject matter of the briefing would be considered confidential under section 7 of the Local Government Official Information and Meetings Act (LGOIMA);

· provide more opportunities for members of the public to speak to the Devonport-Takapuna Local Board;

· focus public forum at local board meetings to matters that are the subject of a report on that agenda.

7. The board began holding twice monthly community forum / briefings in late November 2013.

8. A review of these arrangements has been conducted. The review period covers late November 2013 to early October 2014. A comparison was made with the Devonport-Takapuna Local Board’s workshop and board meeting arrangements for November 2012-September 2013 (twice monthly workshops and monthly board meeting). The periods cover the following activities:

DTLB activities over review periods	2012/13	2013/14
Board meetings - regularly scheduled	11	10
Board meetings - extraordinary	3	1
Workshops / briefings - regularly scheduled	23	19
Workshops / briefings - additional / ad-hoc	9	23

9. Throughout this report, “2012/13” refers to the comparison period under the board’s previous workshop and meeting arrangements, and “2013/14” refers to the period under the board’s new briefing and meeting arrangements up until October 2014.

10. A comparison has also been made with Kaipatiki Local Board workshops and meetings for the 2013/14 period. Kaipatiki Local Board does not hold its briefings in public. The comparison shows that over the 2013/14 period, both Devonport-Takapuna and Kaipatiki Local Boards had similar regularly scheduled board meetings and workshops/briefings.

11. Devonport-Takapuna Local Board (DT) had significantly more ad-hoc workshop/briefings than Kaipatiki Local Board in 2013/14; DT had 23 compared with 6 in Kaipatiki.

Activities over review periods 2013/2014	Kaipatiki activities over review periods	DT activities over review periods
Board meetings - regularly scheduled	10	10
Board meetings - extraordinary	0	1
Workshops / briefings - regularly scheduled	19	19
Workshops / briefings - additional / ad-hoc	6	23

Quantitative analysis

Briefings

12. In 2013/14 the board held 19 regularly scheduled sessions. 23 additional ad-hoc briefings were also held during this period. This is a significant increase on the number of additional briefings from a similar period in the previous year (9 additional briefings).

13. Overall the board has been briefed on more topics than the previous year (90 vs 73):

14. 60 briefing items were heard during the regularly scheduled sessions in 2013/14. Of these, 53 were heard in public (an average of 2.8 per session), and 7 items were held in confidential. The board was briefed on an additional 30 items at its ad-hoc sessions. These ad-hoc sessions were unadvertised and no community forum items were held, making these sessions de facto not in the public domain, regardless of whether the subject matter was confidential under section 7 of LGOIMA.

15. The board has spent a similar amount of time in regularly scheduled briefing sessions as it has in unadvertised ad-hoc sessions. Exact figures are not available, as the length of sessions was not recorded for the first four public briefings. However, based on the data available, the average length of a regularly scheduled briefing was 126 minutes. For an ad-hoc session the average length was 106 minutes.

16. The length of workshop sessions in the 2012/13 period was not recorded as a matter of course so an accurate comparison cannot be made.

17. Over the same 2013/14 period the Kaipatiki Local Board (which holds ‘traditional’ closed workshops) has held 19 regularly scheduled workshops at which it was briefed on 80 items. It had an additional 6 briefing sessions covering 8 items. The board’s average length of briefing for regular workshops was 227 minutes and for additional ad-hoc sessions it was 96 minutes.

Community forum / public forum / local board meetings

18. Since adopting its new arrangements, the board has received a combined total of 89 public forum and deputation items at its 29 sessions. 57 of these items were heard at the community forum part of a public briefing/community forum session. The other 32 were heard at board meetings.

19. The average length of community forum was 50.6 minutes, slightly longer than the 45 minutes set aside under standing orders.

20. In the 2012/13 comparison period the board received a combined total of 97 public forum and deputation items. All of these items were heard at the 14 local board meetings.

21. Despite a significant reduction in the number of public forum and deputations at board meetings the average length of board meetings has slightly increased, as follows:

Board meetings	2012/13	2013/14
Number of meetings	14	11
Average number of public forum items	5.6	2.9
Average number of deputations	1.4	0
Average number of items on agenda	28.6	28.3
Average total length of meeting (mins)	254	258

22. Under the new arrangements, public forum items at board meetings are required to address an item that is on the agenda for that meeting. Of the 32 public forum items at meetings in 2013, all but four of the items related to an issue that was on the meeting agenda. This compares favourably to the 2012/13 period, during which 32 of the 78 public forum items did not relate to an issue that was on the meeting agenda.

Public briefing sessions

23. Based on the results of a staff survey, responding officers expressed a slight preference for non-public briefing sessions; as further explained below.

i. Officer respondents indicated that they were less likely to give “free and frank advice” at a public briefing session. In response to the question, “to what extent do you agree or disagree that you were able to give free and frank advice to the board in the public briefing session?” 45% of officers responded “strongly disagree” or “disagree, while 38% responded “strongly agree” or “agree.”

ii. Examples of responses included:

“Free and frank advice outside of the framework of formal recommendations presented in a report requires an element of privacy and trust between officers and elected members. This in my view cannot be achieved with the public present.”

“There wasn't much that was confidential in what I presented. However I was mindful of not providing detail that might be commercially sensitive in a public forum.”

“The local board members appeared to be speaking more to the members of the public rather than engaging in a discussion with the officers. On the particular issue we were workshopping with the board, we have ended up having 2 additional meetings post the workshop as the discussion was not full and frank and did not enable the local board members to reach any conclusions.”

iii. Officer respondents indicated that they approached preparation for public briefing sessions differently than they would otherwise. In response to the question, “to what extent did you approach the public briefing session differently from how you would approach briefing another board in a traditional (i.e. closed) workshop session? 17% responded “very differently,” 45% responded “somewhat differently,” and 34% responded “no difference.”

iv. Examples of responses included:

“The nature of discussions must be different as the public is not always aware of the wider context, which may have been discussed with the board before. This may lead to misinterpretation from the public.”

“We have to be careful what is shared in a public workshop session. If we are not ready to release information to the public then we will not discuss it with the board, or else wait until the information is almost, or already in the public domain.”

“We wouldn't be able to openly discuss sensitive information - like things that could affect property prices or investment - without scaring people.”

v. Officer respondents overwhelmingly indicated that public briefing sessions were less effective than non-public briefing sessions. In response to the question, “in your view, how effective was the public briefing session compared to the traditional/closed workshop session?” 3% responded “much more effective,” 28% responded “the same,” 24% responded “a bit less effective,” and 31% responded “much less effective.”

vi. Examples of responses included:

“The session was good in regard to getting good questions from LB members and I think they understood what we were doing and endorsed it - so this at least seemed positive. But then with the meeting being public or with material being passed to the media from the meeting - of which I was unaware and didn't actually provide in the form of something akin to a media release – the potential for a productive outcome from this LB session was undone by all the work that had to be done in response to outcomes from poor media reporting of the project.”

“The intent of the workshops with local board is to be efficient - however in our case it ended with needing 2 additional meetings with the local board to work through the issues - this is not efficient for local board members or for staff.”

“I believe in open and transparent public meetings - I just think that in order to make good decisions the whole board needs to be able to grapple with some of the issues freely - without an eye on media and reputation.”

Consideration

Local board views and implications

24. A workshop session on this matter was held with the Devonport-Takapuna Local Board on 28 October. Feedback from the board indicated a preference to keep board briefings in the public and to keep similar briefing schedules.

25. The board has held a significantly greater number of ad-hoc/unscheduled briefings than last year. Time spent in these meetings is approaching the time spent in scheduled public briefings. The board may want to consider lengthening the time of briefing sessions as a method to reduce the number of ad-hoc meetings and workshops. It is suggested that board briefing sessions begin two hours earlier in order to prevent late nights for officers and support staff.

26. More than half of officer responses indicate that public board briefings affect the manner in which they provide “free and frank” advice to board members which may better inform board decision-making. It is important that officers are given a safe environment where they can provide all relevant information pertaining to a project; having the public present seems to affect some officers’ ability to do this. It is suggested that the board carefully balance the benefit of a few members of the public and the media being present, against the benefit of officers providing full advice on a topic.

Implementation

27. If the board continues with its current community forum and public briefing arrangements, the addition of two additional hours, where necessary, to community forum and public briefings may provide greater opportunity for officers to speak with the board.

28. In six months’ time, it is recommended that the board review its community forum and public briefing arrangements again, in order to ensure that officers are able to present information in the most timely and efficient manner to the board. An officer survey should be used as a tool to assess officers’ opinions of how community forum and public briefing arrangements are working.

29. There is a balance to be struck between ensuring the public is well-informed and encouraging officers to present “free and frank” information to the board at an early enough stage to provide time for board contributions.

Attachments

No.	Title	Page
a View	Devonport-Takapuna public briefing survey of officer’s results	211

Signatories

Authors	Haley Scovell - Devonport-Takapuna Local board Advisor
Authorisers	Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

09 December 2014

Auckland Transport Update on Issues Raised in November 2014 for the Devonport-Takapuna Local Board

File No.: CP2014/27785

Purpose

1. This report provides an update on transport related issues raised by local board members during November 2014. It also includes Local Board AT Capital Fund Projects identified by the local board and Attachment ‘A’, the ‘Schedule of Issues raised in November 2014’.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the Auckland Transport Issues Update Reportresolve on the Local Board Auckland Transport Capital Fund Projects they wish Auckland Transport to proceed with as well as the projects recommended not to proceed.

Comments

Local Board Auckland Transport Capital Fund Projects

2. On 18 November 2014, the Devonport-Takapuna Local Board requested that the Wairau Estuary Stream Bridge Project be assessed by Auckland Transport to ascertain if it would fit the criteria to have approximately $800K allocated from the Auckland Transport Local Board Capital Fund. This information was not available in time to meet the close of the agenda and will be advised at the December Board meeting.

3. Depending on the outcome of the ability to allocate the Local Board AT Capital Funds to the Wairau Estuary Bridge, the board should consider prioritising the Local Board Capital Fund Projects previously identified.

4. The change in the criteria to allocate the Local Board Capital Fund was reported to the Devonport-Takapuna Local Board in October and is included in this report for members information. The Auckland Council Infrastructure Committee has agreed to changes proposed by Auckland Council and Auckland Transport relating to the eligibility of projects funded under the Local Board Transport Capital Fund (LBTCF). Up until now, the eligibility of projects has been guided by a March 2013 decision of the former Strategy and Finance Committee, which specifically precluded Auckland Transport from using the LBTCF to undertake works outside the road corridor. A number of local boards felt that this rule created unnecessary rigidity in the use of the fund, and earlier this year the Budget Committee re-examined the issue and referred it to the Infrastructure Committee for decision. On 3 September, the Infrastructure Committee resolved to allow appropriate works funded by the LBTCF to be undertaken on council or CCO-controlled land outside the road corridor, providing the body controlling the land was also in agreement with the proposal.

5. This is expected to have greatest application on land controlled by council’s Parks department, where in particular walking and cycling infrastructure that connects with the Auckland Cycle Network or priorities indicated in local board plans will be eligible for consideration for funding. For every project that is undertaken outside the road corridor, a specific agreement with the agency controlling the land will be required, covering the ownership of the asset (this will usually be transferred to the agency controlling the land by AT), and the budget from which ongoing maintenance costs will be sourced (usually this will be covered within the budget of the agency controlling the land).

6. The changes are effective immediately. Some local board projects have been advanced in anticipation of the changes being made, and these should be able to move forward quickly now that the decision has been formalised.

7. At its 16 July 2013 meeting, the board resolved (DT/2013/224) that a number of projects be investigated by Auckland Transport to consider funding from the AT Local Board Capital Fund.

8. At its meeting 15 April 2014, the board resolved (DT/2014//75) that it will confirm further funding of the current Local Board Transport Capital Fund project list from the 2014/15 budget before 31 August 2014.

9. Design and costings were not available prior to t31 August 2014, but were discussed with the local board at a workshop on 4 November 2014.

10. Fleet Street Project - Alter the current parking layout to create a better pedestrian flow that links to the Clarence Street upgrade (loss of one parking space). Relocating the footpath would link the pedestrian walking line into the existing footpath off Clarence Street. This has merit and would achieve the benefits desired. A rough order of costs, including contingency, is estimated at $113,667.

11. Castor Bay/Beach Road Intersection Improvements – Create extra parking at the commercial area, widen curbs and planting to enhance the locality and create a more pedestrian friendly area. Options include realigning the pedestrian crossing, planting, and paving. This has merit and would achieve the benefits desired. A rough order of costs, including contingency, is estimated at $104,120.

12. Seaview Road/Commodore Parry Road Intersection Improvements – Widen curbs to slow traffic and install pedestrian refuge islands. This has merit and would achieve the benefits desired. A rough order of costs, including contingency, is estimated at $134,899.

13. Vauxhall/Tainui Road Intersection Improvements – The purpose of this project would be to slow the traffic on Vauxhall Road and install traffic islands at the Tainui Road intersection, making it safer for pedestrians and improving the overall presentation of the area with paving and planting.

14. This has merit and would achieve the benefits desired. Unfortunately, construction cannot take place until the bus route changes scheduled for 2016 have been implemented. However, there is value in having the design completed and deferring construction to the 2017-18 financial year. This would be $5,000 to complete, and a board decision is required whether to proceed with the design or not.

15. Raines/Havelock Intersection Improvements – A selection of ideas were presented to show how this intersection could be reconfigured to slow traffic and make it more pedestrian friendly, whilst upgrading the area and increasing parking. Board members felt this was worthy of scoping with options on what could be done.

16. Investigation has shown that Raines Ave is used as a ‘rat run’ for traffic trying to avoid the traffic lights at Tristram/East Coast Road. By undertaking the proposed changes, undesirable traffic behaviour will be promoted. The cost of this project is estimated to be $214,000, but it is recommended that this project is not undertaken.

17. East Coast Road Pedestrian Refuge – Onsite observations have identified flaws in the concept design. If the refuge is installed it would likely behave like a small roundabout, putting vulnerable people in more danger. There are two existing pedestrian refuges within close proximity and no evidence of demand at this location. The cost of this project is estimated to be $154,500, but it is recommended that this project is not undertaken.

18. Sycamore Drive, Sunnynook (by Shopping Centre) – It was suggested that the current bus stop could be relocated closer to the Sunnynook intersection (including the installation of a real time sign) and pedestrian refuges put in to make it safer crossing to the shopping centre. After investigation it has been identified that relocating the central traffic islands will cause problems for traffic exiting the adjacent carpark. It is recommended that this project is not undertaken.

19. At its meeting in April, the board requested Auckland Transport work with the City Transformation unit to assess the suitability of components of the Hurstmere Road upgrade for the Local Board Transport Capital Fund (DT/2014/75).

20. This was reported back to the board in July; however the Board did not make any decision on this matter at that time. As advised in the July report, AT urban design specialists have discussed this request with City Transformation Team and have identified the streetlight improvements in Hurstmere Road (from Lake Road to Anzac Street) as a transport related component of the overall project that the board could fund from the AT Local Board Capital Fund.

21. The cost estimate for these improvements is $390,000. Separating out the street light work as a Local Board Capital Fund project will help with the overall funding of the remaining Hurstmere Road project.

22. If the board wishes to allocate AT Capital Funds to this project then a resolution of the board will be required in this instance.

23. Pedestrian Crossing Lighting Improvements (as listed on Attachment B) – Replacement of existing pedestrian crossing lights within the Devonport-Takapuna area, with new LED lighting or provision of new LED lighting where none currently exists. If the board is interested, a list of suggested locations and costs could be provided for consideration.

24. Pedestrian countdown timers Hauraki/Jutland intersection - There is an opportunity for the local board to support additional work at the intersection of Lake Road/Hauraki Road/Jutland Road intersection with installation of pedestrian count down timers.

25. At the Lake Road/Hauraki Road/Jutland Road intersection, the traffic signal was upgraded to LED in recent years, with an asset life cycle of approximately 10 years.

26. Auckland Transport has no immediate renewal budget for the intersection, but the cost to add pedestrian countdown timers to enhance the pedestrian safety and amenity at the intersection could be considered.

27. Due to the changes to the give-way rule in 2012 (left turn versus right turn rule), there is an on-going request from road users to change the signal setting at the intersection for the right turn from Hauraki Road to Lake Road. An Auckland Transport budget will be used to make changes to the signal setting to address the operational issues.

28. Unfortunately, the budget could not be stretched to accommodate both treatments (changing the signal setting and adding countdown timers) at the intersection. However if the local board wished to fund the cost of pedestrian countdown timers this could be installed at the same time as the signal setting is altered. The estimated cost for pedestrian countdown timers is $11,000.

29. Parking Availability Signage - The board has previously requested consideration be given to the installation of electronic parking availability signage and parking indicators in the central Takapuna carpark area. The board has also identified this in their recent local board plan, however funding from AT is not currently available for this project. If the board wished to progress this project it could allocate funding from the Local Board Capital fund to request the installation of this technology. A current estimate is $100,000.

30. Permanent Cycle/Pedestrian Count Monitoring Equipment - Last year the Devonport-Takapuna Local Board asked for a quote in regards to the installation of permanent automatic pedestrian and cycling monitoring equipment near the new Bayswater Walking and Cycling Bridge. The aim is to monitor usage of the facility in order to evaluate the success of the investment, as well as to gauge future cycling use for future expansion of the network in this area.

31. The quote of $11,000 previously provided for the installation of the equipment includes an option for telemetry functionality, which means that data is relayed from the logger via satellite to software installed on a desk top computer (i.e. no site visits required to collect the data 24/7 and accuracy is ensured). A device at this location could ultimately assist to inform future funding and subsidies on future proposed construction of cycleways and bridges in this area.

32. The board may now wish to consider the installation of the Eco-Counter automatic equipment, which is used by Auckland Transport at 15 locations around the city to measure trends and growth in walking and cycling in the region. Council’s Parks department also uses this equipment to monitor usage on a number of paths in the southern area.

33. Bike Parking at Devonport Ferry Terminal – A project the board could consider funding is providing covered bike parking at the west edge of Marine Square directly adjacent to the new walkway from Queens Parade.

34. The facility would provide bike parking for approximately 80 - 100 bikes and would necessitate the removal of 12 parking spaces in the long term car park. The architects who designed the Marine Square have provided a scope for this scheme. Preliminary cost estimates are $300,000 to $350,000 including design, consents, approvals, etc. It is anticipated that the investigation, design, consenting, tendering stages of the project would take approximately six months, and work for this project could start immediately if funding was available.

35. Bike Parking at Stanley Bay Ferry Terminal - Another project the board could consider funding is the provision of bike parking at Stanley Bay Ferry Terminal. A rough cost estimate would be $20,000 to $25,000.

36. The board may wish to identify and consider other cycleway/walkway links and connections that would be achievable within this electoral term.

37. Attached is the ‘pick list’ of the types of projects that could be funded from the LBTCF programme that has previously been circulated to local boards for their information. This list will assist local boards to identify potential projects in their areas (refer Attachment B).

38. The spread sheet normally attached to our Auckland Transport Quarterly report is attached to show the status of the Board’s projects under the Local Board Transport Capital Fund (refer Attachment C).

Consideration

Local Board Views and Implications

39. This report is for the local board’s information.

Maori Impact Statement

40. No specific issues with regard to the Maori Impact Statement are triggered by this report.

General

41. The activities detailed in this report do not trigger the Significance Policy, all programmes and activities are within budget/in line with the council’s Annual Plan and LTP documents. There are no legal or legislative implications arising from the activities detailed in this report.

Implementation Issues

42. There are no implementation issues.

Attachments

No.	Title	Page
a View	Schedule of Issues raised in November 2014	225
b View	Local Board Transport Capital Fund Project List	231
c View	Local Board Transport Capital Fund Current Projects Spread Sheet	237

Signatories

Authors	Marilyn Nicholls, Elected Member Relationship Manager, Auckland Transport
Authorisers	Jonathan Anyon, Elected Member Relationship Team Manager, Auckland Transport

Devonport-Takapuna Local Board

09 December 2014

Urgent decision making process for local boards during the 2014 Christmas close down period

File No.: CP2014/27068

Purpose

1. To determine the urgent decision making process for the Devonport-Takapuna Local Board during the 2014 Christmas close down period.

Executive Summary

2. This report details an alternative process for urgent decisions of the local board on matters that require a decision, where it is not practical to call the full board together and meet the requirement of a quorum. An example may be during the Christmas close down period.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) adopt the urgent decision process.

b) delegate the authority to the Chairperson and Deputy Chairperson, or any person acting in these roles, to make an urgent decision on behalf of the the Devonport-Takapuna Local Board.

c) request all urgent decisions be reported to the next ordinary meeting of the Devonport-Takapuna Local Board.

Discussion

3. An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled ordinary meeting of the local board. At times, such as during the Christmas and New Year period, it is not practical to call the full board together and meet the requirement of a quorum.

4. An alternative to calling for an extraordinary meeting is to delegate decision-making authority to the Chairperson and Deputy Chairperson, or any person acting in these roles, to make the decision on behalf of the board.

5. It should be noted that urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

Consideration

Local board views and implications

6. This report serves to request local board input.

Maori Impact Statement

7. There are no implementation issues for Maori as a result of applying the recommendations in this report.

General

8. Traditionally, provisional arrangements for decision-making have been made for the Christmas close down period. It is recommended that the the Devonport-Takapuna Local Board delegates the authority to the Chairperson and Deputy Chairperson, or any person acting in these roles, to make the decision on behalf of the board.

9. Any request for an urgent decision of the local board must be processed through the Local Board Services department, and the relevant Relationship Manager must endorse the request for an urgent decision before commencing the process.

10. All requests for an urgent decision will be supported by a report stating the nature of the issue, reason for urgency and what decisions or resolutions are required. These reports will comply with the standard approval process and be signed off by both level four and level three managers.

11. A number of factors are considered before approval is given to use the urgent decision making process, such as:

· the timing of the next scheduled meeting;

· confirmation that the local board has the delegation to make the decision;

· consideration of the rationale for urgency;

· the significance of the decision and whether the urgent decision process is appropriate.

12. Any decision made by delegation will be reported as an information item to the next ordinary meeting of the local board.

Implementation Issues

13. There are no implementation issues as a result of applying the recommendations in this report.

Attachments

There are no attachments for this report.

Signatories

Authors

Karen Marais - Local Board Services

Authorisers

Karen Lyons - Manager Local Board Services

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

09 December 2014

Swimming Pool Fencing Exemption – Special Exemption (Section 6) Fencing of Swimming Pools Act 1987

File No.: CP2014/27830

Purpose

1. The purpose of this report is to present the Devonport-Takapuna Local Board with applications for special exemptions from some of the requirements of the Fencing of Swimming Pools Act 1987 (‘the Act’).

Executive summary

2. The local board must consider each of the applications for special exemption. The local board must also resolve to decline, grant or grant subject to conditions, the exemptions sought.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the applications by:

i) 124 East Coast Road Crown Hill

ii) 26 Hamana Street, Narrow Neck

b) determine each application, by way of resolution, to:

i) grant the application for special exemption as sought, or

ii) grant the application subject to conditions, or

iii) decline the application for special exemption sought.

Comments

3. Each property, which is the subject of an application before the local board, has been inspected by Auckland Council pool inspectors. In each case, the swimming/spa pool fencing does not comply with the Act. The details of non-compliance in each case vary and are specified in the attachments to this report. Each applicant has chosen to seek a special exemption from the requirements of the Act.

4. The purpose of the Act is “to promote the safety of young children by requiring the fencing of … swimming pools”.

5. The Act requires pool owners to fence their pool with a fence. Specific detail on the means of achieving compliance with the Act is contained in the schedule to the Act. If a pool is not fenced with a complying fence it is an offence under the Act, unless exempt.

6. An exemption can only be granted by the local board after a consideration of the particular characteristics of the property and the pool, other relevant circumstances and taking into account any conditions it may impose. Then, only if “satisfied that an exemption would not significantly increase the danger to young children”, can an exemption be granted.

7. Defining the immediate pool area will be relevant to considerations concerning the property and the pool. The immediate pool area means the land in or on which the pool is situated and as much of the surrounding area that is used for activities or purposes related to the use of the pool. The Act provides that the fence should be situated to prevent children moving directly to the pool from the house, other buildings, garden paths and other areas of the property that would normally be available to young children.

8. Another common consideration for local boards in exemption applications will be instances where a building forms part of the pool fence. Where doors from a building open into the pool area, the territorial authority may grant an exemption from compliance with clauses 8 to 10 of the schedule to the Act. It may exempt if it is satisfied that compliance with the Act is impossible, unreasonable or in breach of any other Act, regulation or bylaw, and the door is fitted with a locking device that when properly operated prevents the door from being readily opened by children under the age of 6 years. If the local board is satisfied that a door within a wall in a building meets that test, the local board must also be satisfied that an exemption would not significantly increase the danger to young children.

9. When granting a special exemption, the local board may impose such other conditions relating to the property or the pool as are reasonable in the circumstances (section 6(2) of the Act). Issues to be considered include:

a. Will the exemption be personal to the applicant so that on a sale of the property a new owner will need to apply for a new exemption? This might be appropriate where the personal circumstances of the applicant have been considered as a relevant circumstance and had a bearing on the exercise of the discretion.

b. Will the exemption be granted for a fixed term and irrespective of changes of ownership so that the exemption runs with the property?

c. Are there any other conditions which should be imposed, repairs to existing fencing, or a requirement for more frequent inspection of the pool (currently pools are inspected every three years)?

10. Any exemption granted or condition imposed may be amended or revoked by the local board by resolution. The rules of natural justice would, however, dictate that this action should not be taken without prior notice to the pool owner and allowing the pool owner an opportunity to be heard.

Consideration

11. The recommendations contained within this report fall within the local board’s delegated authority.

12. The Act enables an exemption to be granted from clauses 8 to 10 of the Act (doors in walls of buildings) if the local board is satisfied that compliance with the Act is impossible, unreasonable or in breach of any other Act, regulation or bylaw and the door is fitted with a locking device that when properly operated prevents the door from being readily opened by children under the age of 6 years.

13. The overarching consideration in terms of the Act is that a resolution to grant an exemption may only be made after having regard to the particular characteristics of the property and the pool, any other relevant circumstances and any conditions it may impose, and only if it is satisfied that such an exemption would not significantly increase the danger to young children.

14. The local board may resolve to grant, grant subject to conditions, or decline an application for special exemption.

15. If an application is declined, the applicant will be required to fence their pool in accordance with the Act.

16. The exemption hearing process under the Act does not trigger the Significance Policy, but it is an important statutory function.

17. Auckland Council is committed to ensuring that Auckland is a safe place for children to live and play in. Pool fencing issues have a strong relationship with the council’s strategic priorities for community safety.

Local board views and implications

18. The local board is the decision-maker in relation to exemption applications under the Act.

Maori impact statement

19. This report does not raise issues of particular significance for Maori.

General

20. Compliance with the Act is a mandatory requirement for all pool owners unless exempt.

21. Council’s pools inspectors have consulted with the applicants in each case. Applicants have been made aware of the council’s requirements to ensure fencing is compliant with the Act. The applicants have elected to seek a special exemption for individual reasons.

Implementation

22. The decision must be made by resolution and contain conditions (if any).

Attachments

No.	Title	Page
a View	124 East Coast Road, Crown Hill (Under Separate Cover) - Confidential
b View	26 Hamana Street, Narrow Neck (Under Separate Cover) - Confidential

Signatories

Authors

Phillip Curtis - Senior Swimming Pool Specialist

Authorisers

Barry Smedts - Manager Compliance

Eric Perry - Relationship Manager

Chairperson	Mike Cohen, QSM, JP
Deputy Chairperson	Joseph Bergin
Members	Dr Grant Gillon
	Dianne Hale, QSO, JP
	Jan O'Connor
	Allison Roe, MBE

Authors	Hannah Bailey - Local Board Engagement Advisor
Authorisers	Eric Perry - Relationship Manager

Authors	Neda Durdevic - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager