Agenda of Great Barrier Local Board

1 Welcome

Chairperson IM Fordham will welcome everyone in attendance. Member JC Cleave will lead a karakia.

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 Great Barrier Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 12 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 Great Barrier 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.

Great Barrier Local Board

10 December 2014

Great Barrier Local Event Support Fund - Round 2

File No.: CP2014/26807

Purpose

1. To present a summary of applications received in the second round of the contestable local event support fund for 2014/2015 for the Great Barrier Local Board. The Great Barrier Local Board is requested to either fund, partially fund or decline the applications.

Executive Summary

2. A contestable local events support fund of $34,000 is available to the Great Barrier Local Board for distribution to community events in 2014/2015.

3. In round one, the board allocated $15,900 to local community events on Great Barrier Island GBI/2014/1 plus $3,000 allocated for the Lovebirds event.

4. There is $15,100 available to the Local Board for distribution to community groups for round two of the contestable events fund.

5. Four applications totalling $70,280 have been received for the second round of local events support fund.

Recommendation/s

That the Great Barrier Local Board:

a) Agree to either fund, partially fund or decline the applications for round one of the 2014/2015 Local Event Support Fund:

Applicant	Event	Amount requested	Amount allocated
Getin2life Youth Development Trust	In2it Wild Winter Warmer - Great Barrier	$3,190.00	$
Aotea Family Support Group	4-day team building event for Great Barrier teenagers	$2,090.00	$
AoteaOra Community Trust	Aotea Energy	$10,000.00	$
Muscular Dystrophy Association of New Zealand Incorporated	Life Without Limits conference	$55,000.00	$
TOTAL:		$70,280	$
REMAINING:			$

Discussion

6. The local events support fund has a balance of $15,100 to be distributed in two funding rounds, which close at specified times during the 2014/2015 financial year, as follows:

Round	Applications Open	Assessment	Decision Making
Interim 1	4 – 22 August 2014	August/ September 2014	10 September 2014 Meeting
2	1 September - 31 October 2014	November 2014	December 2014-February 2015

7. The local event support fund interim round dates and process were agreed by the Great Barrier Local Board on 16 July 2014 GBI/2014/105.

8. A total of $15,900 was allocated via round one of the contestable events fund (GBI/2014/1) to the following groups:

Applicant	Event	Amount requested	Amount allocated
Great Barrier Island Sports and Social Club Inc.	Guy Fawkes Fireworks display	$2,000.00	$1,200
Great Barrier Island Sports and Social Club Inc.	2014 Santa Parade	$2,000.00	$1,200
Aotea Family Support Group	Great Barrier New Year’s Picnic 2015	$10,500.00	$5,000
Aotea Family Support Group	Christmas event with the Howie Morrison Trio	$3,200.00	Decline
Kaitoke School Board of Trustees	Great Barrier Island Wharf 2 Wharf	$6,511.85	$3,500
North Barrier Residents and Ratepayers Association	Port FitzRoy Family Festival	$7,860.00	$4,000
Sea Education Aotea	SEAfest 2015	$1,000.00	$1,000
		$33,071.85	$15,900

9. Round two of the 2014/2015 local event support fund received four applications totalling $70,280.

10. The Great Barrier Local Board has the opportunity to refer applications to an alternative fund or to allocate funding from within its local event fund.

11. Full copies of these applications can be found in Attachment A.

Consideration

Local Board Views and Implications

12. Local boards are responsible for the decision-making and allocation of local board event funding including the local event support fund. The Great Barrier Local Board has identified key priorities for the local area within its local board plan, some of which could be achieved through events.

13. During discussions with the board regarding the development of this funding process it was agreed that no workshop would be held prior to this meeting.

Maori Impact Statement

14. 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.

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

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

General

17. Once the Great Barrier Local Board has resolved the funding allocations, staff will contact all applicants to notify them of the outcome, and commence contracting and payment.

Attachments

No.	Title	Page
a View	Attachment A: Application Pack	11

Signatories

Author

Carrie Doust - Team Leader Event Facilitation Central

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

John Nash – Relationship Manager/ Senior Local Board Advisor

Great Barrier Local Board

10 December 2014

Further consideration of Great Barrier Local Board Capital Grant Funding - 2014/2015

File No.: CP2014/28061

Purpose

1. The purpose of the report is to enable the Great Barrier Local Board to re-consider applications to its capital grants fund which it deferred at its November business meeting and any other matters associated with that fund it may wish to consider.

Recommendation/s

That the Great Barrier Local Board:

a) agrees to fund, part-fund or decline the following applications.

	Organisation Name	Project Title	Amount Requested
1	Orama Christian Trust	Repair flood damage to stream bed with gabion baskets	$49,904
2	Barrier Social Club	Building infrastructure	$20,220
	TOTAL		$70,120

Comments

2. The Great Barrier Local Board Capital Grant Fund is a new fund launched by the board for the first time this financial year. It is open for one round only and has $250,000 to allocate to community groups for capital projects.

3. The board considered fifteen applications totaling $333,614 at its 12 November 2014 business meeting and agreed to fund eleven of these at a cost of $166,999, leaving $83,001 unallocated. It also deferred a decision on three applications totaling $85,120 for reconsideration at its December 2014 meeting. These proposals and the reasons for reconsideration are as follows:

	Organisation	Project Title	Amount Requested	Reason for deferral
1	Orama Christian Trust	Repair flood damage to stream bed with gabion baskets	$49,904	To enable more clarity on resource consent requirements and costs and project details to be considered.
2	Barrier Social Club	Building infrastructure	$20,220	Based on the reviewer’s comments in the financial statement and pending further financial information being provided.
3	Barrier Olive Association	Purchase an olive press	$15,000	To allow for presentation supporting the proposal being made and the group being in a position to meet the criteria for funding.
	TOTAL		$85,124

4. Since that meeting the application from olive growers for an olive press has been withdrawn with the group funding purchase of the press itself. Both Orama Christian Trust and the Barrier Social Club have indicated they will have further information available to assist the board in making a decision at its December meeting.

5. If the board partially or fully funds these two applications, at least $12,877 will remain unallocated. The board can either leave these funds for consideration against other projects for which a grant could be allocated or potentially resolve to allocate it to other capital projects or activities.

Consideration

Local board views and implications

6. The $250,000 capital grants fund is a specific budget fully under the Great Barrier Local Board’s discretion and decision making authority and the board has led on the development and allocation of the fund.

Māori impact statement

7. Community funding is a general programme of interest and accessible to a wide range of groups, including Maori. Maori are therefore likely to benefit alongside other groups in the community.

Attachments

There are no attachments for this report.

Signatories

Author	John Nash – Relationship Manager/ Senior Local Board Advisor
Authoriser	Karen Lyons - Manager Local Board Services

Great Barrier Local Board

10 December 2014

2014/2015 Great Barrier Local Board Local Improvements Programme update December 2014

File No.: CP2014/27750

Purpose

1. This report provides an overview of the Great Barrier Local Board 2014/2015 Small Local Improvement Project (SLIP) programme and recommends projects for approval and commencement in the 2014/2015 year.

Executive Summary

2. The Great Barrier local board has $408,001 discretionary capital funding available in the FY2014/2015 financial year. This is comprised of the final FY2014/2015 SLIPs capital budget funding of $203,401 and $204,600 from the Walkway (Kaitoke) budget line for FY2014/2015.

3. The $408,001 discretionary capital funding available in FY2014/2015 is to complete all currently allocated projects and for allocation to new FY2014/2015 capital projects.

4. A sum of $230,298 capital expenditure is required to complete projects deferred across from 2013/2014 for delivery.

5. To date an additional $100,040 capital expenditure has been allocated to projects within the 2014/2015 financial year.

6. Discretionary capital funding grants of $5,000 to Aotea Play Centre (GBI/2013/196) and $2250 to North Barrier residents & Ratepayers Association (GBI/2014/25) have been incorrectly paid from SLIPs capital funding. The costs have been readjusted against the Capital Grants funding budget line, returning $7250 SLIPs capital funding for reallocation.

7. A reduction in the capital funding allocation for the Tryphena Stone Wall restoration from $130,000 to $90,000 is requested to advance the delivery of the Pah Beach section of the Tryphena stonewall in 2014/2015, deferring the delivery of the Mulberry Grove section of stonewall to a future date when funding becomes available.

8. A sum of $77,062 capital expenditure now remains for allocation to projects within the 2014/2015 financial year.

9. Recommendations are being sought in this report that will allocate a total of $61,534 capital funding. The proposal recommendations being sought are summarized below:

PROJECT NAME	BUDGET REQUESTED	COMMENTS
1. Medlands Playground Reserve Concept Plan - Stage one physical works	$35,000 Capex	To deliver stage one physical works of the Medlands Reserve Concept Plan including for signage, wooden bollards, BBQ area and new picnic tables, stepping stones & balancing beam, repaint existing concrete pad and a learn to ride path / cambered skate path.
2. Claris airport terminal artwork	$14,000 Capex	Purchasing of two pieces of art by local artist Vivian Keenan 'Woven Sails”, installed on the outside walls of the Claris airport, showcasing local arts to visitors.
3. Community Noticeboards 3.1Tryphena wharf AT approval 3.2 Port Fitzroy / AT approval 3.3 Stonewall store / owner approval 3.4 Mulberry Grove Store / owner approval 3.5 Claris 3.6 AC building	Option 1: $8589 Option 2: $12,534 Capex	Option one : Like for like replacement with toughened glass and zenith catches Option two: Build with recycled native or macrocarpa timber. Sashes will be painted and recycled timber stained with marine grade polyurethane. Router lettering, rustic hinges and handles, jute colour hessian backing, toughened glass and Zenith catches

10. It is expected the remaining capital expenditure of $15,528 will be allocated to proposals still currently in scoping early in 2015.

11. In the 2014/2015 financial year the Great Barrier Local Board has $118,668 operational budget to allocate to projects; to date $59,668 of the operational budget has been allocated.

12. Recommendations are being sought in this report that will allocate a total of $23,620 operational funding. The proposal recommendations being sought are summarized below:

PROJECT NAME	BUDGET REQUESTED	COMMENTS
1. Medlands Playground Reserve Concept Plan - Stage one physical works	$5,000 Opex	To deliver stage one physical works of the Medlands Reserve Concept Plan including for planting / pruning / general landscaping improvement works incl for plant & tree supply
2. Kaitoke Dune Restoration - Year Three to completion (budget contribution)	$17,120 Opex	Complete the final year of a highly successful six years by the successful dune restoration plan on Kaitoke beach.
3. Whangaparapara Wharf area plans	$1500 Opex	Develop a concept plan for current and long term usage of the wharf area considering a balance of recreation and parking. Aesthetics and history are key drivers in the design approach.

13. It is expected the remaining operational expenditure of $35,380 will be allocated to proposals still currently in scoping early in 2015.

14. All 2014/2015 projects should have budget allocated to them within the first quarter of the 2014/2015 financial year; to enable commencement and completion prior to 30th June 2015.

15. Most projects will need eight months or more to be successfully delivered within the 2014/2015 financial year. Projects that have budget allocated to them with less than six months remaining within the current financial year will be at risk of not being completed by 2014/2015 financial year end.

16. Budgets for projects funded from 2014/2015 SLIPs capital expenditure must be fully expended within the 2014/2015 financial year.

17. Budgets for projects funded from 2014/2015 SLIPs operational expenditure must be fully expended within the 2014/2015 financial year.

Recommendation/s

That the Great Barrier Local Board:

a) Receives the Great Barrier Island SLIPs 2014/2015 programme schedule. Attachment A- “SLIPS Programme December update 2014/2015”.

b) Notes discretionary capital funding grants of $5,000 to Aotea Play Centre (GBI/2013/196) and $2250 to North Barrier residents & Ratepayers Association (GBI/2014/25) have been incorrectly paid from SLIPs capital funding. The costs have been readjusted against the Capital Grants funding budget line, returning $7250 SLIPs capital funding for reallocation.

c) Approves the reduction in capital funding allocation for the Tryphena Stone Wall restoration from $130,000 to $90,000 to advance the delivery of the Pah Beach section of the Tryphena stonewall in 2014/2015, deferring the delivery of the Mulberry Grove section of stonewall to a future date when funding becomes available.

d) Approves the following SLIPs projects for 2014/ 2015 year and confirms the Project Spokesperson/s. The detail regarding the scoped projects is attached to this report as the Attachment B- “SLIPS Proposal forms for December 2014”.

No	Project Description	Budget	Value	Spokesperson
1	Medlands Playground Reserve Concept Plan - Stage one physical works	Capex	$35,000	TBC
2	Medlands Playground Reserve Concept Plan - Stage one physical works	Opex	$5,000	TBC
3	Claris airport terminal artwork	Capex	$14,000	TBC
4	Community Noticeboards x 6	Capex	$12,534 option 2	TBC
4	Community Noticeboards x 6	Capex	$8589 option 1	TBC
5	Kaitoke Dune Restoration - Year Three to completion (budget contribution)	Opex	$17,120	TBC
6	Whangaparapara Wharf area plan	Opex	$1,500	TBC

e) Notes upon approval of the above recommendations there will be $15,528 discretionary capital expenditure remaining to allocate in the 2014/2015 financial year.

f) Notes upon approval of the above recommendations there will be $35,380 SLIPs operational expenditure remaining to allocate in the 2014/2015 financial year.

Discussion

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

19. Funding for the proposed projects within this report will come from the Great Barrier Local Board’s SLIPs budget. After allocating budget to all the projects listed in this report and elsewhere, the Great Barrier Local Board will still have unallocated SLIPs capital and operational funding. Further reporting as part of the monthly work programme reporting will be used to determine what other projects the Board may wish to fund.

20. The ability the SLIPs delivery team to deliver outcomes is dependent on the timing of the decisions made by the Local Board to allocate budgets to projects to allow for a minimum of six to eight months delivering those outcomes.

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

Proposed 2014/2015 Local Improvement Projects (SLIPs)

22. Detailed information regarding projects carried forward from the 2013/2014 financial year is shown in the Great Barrier 2014/2015 programme attachment.

23. The Great Barrier local board has $408,001 discretionary capital funding available in the FY2014/2015 financial year. This is comprised of the final FY2014/2015 SLIPs capital budget funding of $203,401 and $204,600 from the Walkway (Kaitoke) budget line for FY2014/2015.

24. To date a total of $330,939 of the discretionary capital budget has been allocated, leaving $77,062 remaining to allocate.

25. In the 2014/2015 financial year the Great Barrier Local Board has $118,668 operational budget to allocate to projects; to date $59,668 of the operational budget has been allocated, leaving $59,000 remaining to allocate.

26. Recommendations are being sought in this report that will allocate a total of $23,620 operational funding, and a total of $61,534 discretionary capital funding.

27. After approval of the recommendations in this report a total of $15,528 of the available discretionary capital expenditure will be allocated and a total of $35,380 of the available SLIPs operational expenditure will be allocated.

Capital Expenditure Projects

28. Medlands Playground Reserve Concept Plan - Stage one physical works. A concept plan has been completed to improve the amenity of the Reserve for local residents and tourists alike. The items on the plan have been prioritized for delivery in stages as funding becomes available. This capital budget request is to deliver stage one works including for signage, Wooden bollards, BBQ area and new picnic tables, stepping stones & balancing beam, repaint existing concrete pad and a learn to ride path / cambered skate path.

29. Claris airport terminal artwork. Purchasing of two pieces of art by local artist Vivian Keenan 'Woven Sails”, $5500 & $6500 respectively. Local contractor to install the art work on the outside walls of the Claris airport, showcasing local arts to visitors. Includes for PM and contingency fees. Any savings realised to be returned for reallocation within the 2014/2015 financial year.

30. Community Noticeboards. To supply and install community notice boards (2x free standing & 5x wall mounted) by local contractor at the following locations below to replace the old and round own boards installed 15 + years ago. The Boards are well used by the community to inform regarding local events and general island information

· Tryphena wharf with AT approval

Port Fitzroy with AT approval

· Stonewall store with owner approval

· Mulberry Grove Store with owner approval

· Claris air port

· Auckland Council building

Two options are being presented for the Local Board to allocate budget as to their preferred option for delivery

Option one: Like for like replacement with toughened glass and zenith catches $8589

Option two: Build with recycled native or macrocarpa timber. Design will be “chunky” as per attached sketch, sashes will be painted and recycled timber stained with marine grade polyurethane. Router lettering, rustic hinges and handles, jute colour hessian backing, toughened glass and Zenith catches $12,534

Both options include for PM fees and contingency Operational Expenditure Projects

31. Medlands Playground Reserve Concept Plan - Stage one physical works. A concept plan has been completed to improve the amenity of the Reserve for local residents and tourists alike. The items on the plan have been prioritized for delivery in stages as funding becomes available. This Opex budget request is to deliver stage one landscaping improvement works including for planting / pruning / general landscaping improvement works incl for plant & tree supply

32. Kaitoke Dune Restoration - Year Three to completion (budget contribution). Claris Airfield is a key strategic asset for Great Barrier Island (GBI). In 2006 GBI community members raised concerns with the Community Board and Auckland City Council staff that wind-blown sand from the unstable Kaitoke Beach dunes could threaten the viability of the airfield. The immediate threat to the airfield from wind-blown sand from the east has largely been eliminated over the last six years by the successful dune restoration. To effectively manage the remaining risk from north easterly storm or cyclone events, the following final year of works programme is recommended. This will complete the physical works on the beach.

33. Whangaparapara Wharf area plans. A co-ordinated plan/concept is needed for these areas to avoid ad hoc approaches to improvements works. Local have asked for improvements to a retaining wall, maintenance of an historic wharf shed dating back to the 1930s (potential historic consideration tbc), picnic tables & seats, signage, mural, etc. etc.

34. Additionally there is a track from this area that council owns which needs renewal and leads to the next Cove. This proposal seeks to develop a concept plan for current and long term usage of the wharf area considering a balance of recreation and parking. Aesthetics and history are key drivers in the design approach.

Consideration

Local Board Views

35. This report canvasses the views of the Great Barrier Local Board.

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

Maori Impact Statement

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

General

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

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

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

Implementation Issues

41. All 2014/2015 projects should have budget allocated to them within the first quarter of the 2014/2015 financial year; to enable commencement and completion between prior to 30th June 2015.

42. Most projects will need eight months or more to be successfully delivered within the 2014/2015 financial year. Projects that have had budget allocated to them with less than eight months remaining within the current financial year are at risk of not being completed by 2013/2014 financial year end. As a result the project completion, as per the agreed delivery programme, may be deferred across into the following 2015/2016 financial year for completion.

43. Budgets for projects funded from 2014/2015 SLIPs capital expenditure must be fully expended within the 2014/2015 financial year.

44. Budgets for projects funded from 2014/2015 SLIPs operational expenditure must be fully expended within the 2014/2015 financial year

45. The ability to spend/deliver outcomes is dependent on the timing of the decisions made by the Local Board to allocate budgets to projects to allow the project team a minimum of six to eight months to deliver those outcomes.

Attachments

No.	Title	Page
a View	SLIPs project summary December 2014	33
b View	Great Barrier Local Board SLIPs Funding 2014/15 programme (December update)	41

Signatories

Author

Katrina Morgan - Team Leaders SLIPs

Authorisers

John Nash – Relationship Manager/ Senior Local Board Advisor

Ian Maxwell - Manager Parks, Sports & Recreation

Great Barrier Local Board

10 December 2014

Approval of Lease Renewal, 59 Whangaparapara Road, Great Barrier Island. Great Barrier Island Golf Club Incorporated.

File No.: CP2014/25012

Purpose

1. This report seeks approval from the Great Barrier Local Board to grant a renewal of community lease to the Great Barrier Island Golf Club Incorporated, 59 Whangaparapara Road, Claris, Great Barrier Island.

Executive summary

2. The Great Barrier Island Golf Club Incorporated (the club) has held a formal community lease over the land area at 59 Whangaparapara Road, Claris since 1992. The club’s current community lease was granted from 1 September 2007 for an initial period of five years with two further rights of renewal of five years each, at a rental of $500.00 plus GST per annum, until a final expiry on 31 August 2022.

3. The club owns the buildings on the leased area and has been incorporated under the Incorporated Societies Act 1908 since 16 September 1985.

4. The land occupied by the club is held in fee simple by Auckland Council as an unclassified recreation reserve, subject to the provisions of the Reserves Act 1977. The club’s activities align with the reserve classification.

5. This report recommends the granting of the first renewal of the community lease to the Great Barrier Island Golf Club for a period of five years commencing from 31 August 2012 until the expiry of the term on 31 August 2017.

Recommendation/s

That the Great Barrier Local Board approve:

a) the granting of a renewal of the lease to the Great Barrier Island Golf Club Incorporated at 59 Whangaparapara Road, Claris, Great Barrier Island on the following terms and conditions:

i) Term - 5 years commencing from 1 September 2012

ii) Rent - $500.00 plus GST per annum

b) all other terms and conditions in accordance with the current lease agreement.

Comments

6. The club has a paid membership of seventy who can play golf twice a week as part of the club’s programme. The club has introduced an Active Kids coaching programme using new, specialised equipment for children. Growing the game of golf as a sport for young people is a committed focus for the club’s executive and all children play for free at the club.

7. During school holidays, the club works with the Island’s Aotea Family Support Group to transport children to the club to learn golf. The club is also seeking to work with local schools during school terms, with the intention of taking equipment to the schools to provide an opportunity for more children to experience the game.

8. The club sees its facility as a community asset and successfully undertakes fundraising golf tournaments for agencies such as St Johns Ambulance and the Coastguard. The club provides a calendar of activities which is well supported by sponsors and it is open all year round for residents and visitors to Great Barrier to enjoy the game of golf. The club has recently applied for facilities partnership funding to build a new amenities block, with toilet and changing facilities space, at the Golf Club.

9. The club’s financial records show proper accounting records have been kept. The club operates a liquor licence and, for the year ended 2013, made a net profit of $16,156 from bar sales. Membership fees of $10,378 provided the club’s other main source of income and repairs and maintenance of $12,706 accounted for the largest item of expenditure.

Consideration

Local board views and implications

10. The recommendations within this report fall within the local board’s allocated authority relating to community leases.

11. Authority to grant a lease is within the Board’s delegation, and is authorised by the provisions of Section 54 (1) of the Reserves Act.

Māori impact statement

12. There is no significant change or impact for Maori associated with the recommendations in this report. Ensuring facilities are accessible for the community of Great Barrier Island is of benefit to all, including Maori.

Implementation

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

14. Council staff have sought input from relevant council departments, with no opposition to the renewal of the lease.

15. There are no cost implications for Auckland Council.

Attachments

No.	Title	Page
a View	Attachment A: Aerial view of Great Barrier Island Golf Club	47

Signatories

Authors

Robyn Campbell - Community Lease Advisor

Authorisers

John Nash – Relationship Manager/ Senior Local Board Advisor

Graham Bodman - Manager - Community Development, Arts and Culture

Great Barrier Local Board

10 December 2014

Auckland Transport Report – December 2014 – Great Barrier Island

File No.: CP2014/27802

Purpose

1. The purpose of this report is to respond to local board requests on transport–related matters and to provide information to elected members about Auckland Transport (AT) activities in the local board area.

Executive Summary

2. This report covers matters of specific application and interest to the Great Barrier Island Local Board and it’s community, matters of general interest relating to Auckland Transport activities or the transport sector, and relevant Auckland Transport media releases for the information of the board and community.

3. In particular, this report provides and update on;

· Local Board Transport Capital Fund

· Dust Suppressant

· Up-date on previous Resolutions

· Media

Recommendation/s

That the Great Barrier Local Board:

a) receives the Auckland Transport Report – December 2014

b) Approves agreed Local Board Transport Capital Fund projects

Comments

Local Board Transport Capital Fund

4. At the Local Board meeting on the 12 March 2014 the Board were provided with a list of potential Local Board Transport Capital Fund projects.

5. The below table outlines an up-date as to decisions by the Board and on the progress of the projects.

Table 1: Great Barrier Local Board project update for Board approval:

Resolution # GBI/2013/234 (2013)

Resolution # GBI/2014/20 (April 2014)

ID#	Project Description	Progress/Current Status
221	Mulberry Grove School Footpath Shoal Bay Rd · ROC estimated Option A at $83,000 · ROC estimated Option B at $64,000	There are two options as there is a boundary issue along the school frontage. · Option “A” is to build a path that would encroach onto the school property, requiring an easement from Ministry of Ed · Option “B” is a new footpath within the road reserve of which would require widening on the north side The Local Board has decided that this project is now not required, as the pedestrians are now routed behind the school. However AT safety team is implementing speed calming device’s either side of the school at no cost to the Board. (will keep here until delivered)
211	Hector Sanderson Road Broken the 1.7km into sections, “A” to “K” · “A” ROC estimated at $24,000 · “B” ROC estimated at $6,000 · “C” ROC estimated at $41,000 · “D” ROC estimated at $63,000 · “E” ROC estimated at $4,700 · “F” ROC estimated at $36,000 · “G”ROC estimated at $3,500 · “H”ROC estimated at $58,000 · “I” ROC estimated at $13,000 · “J” ROC estimated at $59,000 · “K”ROC estimated at $53,000 · Total ROC for project estimated at $361,200	1.7km stretch of Footpaths The ROC does not include; · Resource, tree and building consent costs · Cost fluctuations · Land Purchase/lease agreements Board approved in principle, working with SLIP’s and Frame Group on design. Resolution GBI/2014/63 (15 May 2014) “The design element of the project will be led by the Local Parks and SLIP’s project team” Awaiting direction from SLIP team
222	Fitzroy Wharf parking · ROC – Unable to determine at present	Auckland Transport is still looking at options, every option investigated to date suggests huge costs for the benefit of a few cars. The area is very short of available space. 4 Parking spaces were identified, however the wall above these spaces slipped, forcing a reconsideration of location This car park extension has been put on hold until the slip has been repaired. There are currently rubbish bins occupying the proposed new car park spaces and these will be relocated once slip work carried out.

Note: ROC = rough order of costs; FEC = firm estimate of cost)

Dust Suppressant

6. As previously reported, Auckland Transport has carried out an investigation into the use of dust suppression and associated trials.

7. The investigation concluded that when comparing the cost of the treatment with current day practices and cost of on-going maintenance this product was deemed cost prohibitive.

8. In the New Zealand Transport Agency research report 368 (previously supplied) it was also reported that of all of the products available at the time, Otta seal was the most effective dust minimisation technique available, and the most cost-effective treatment based on life cycle costing, of flat roads with no complications.

9. Subsequent trials in 2012 by the Whangarei District Council to determine the robustness and actual costs revealed this product did not work sufficiently well and was not as cost-effective as hoped.

10. In order to better understand the costs involved, the Great Barrier Local Board requested Auckland Transport obtain costs to seal Sandhills Rd, Puriri Bay Rd and Kaiaraara Bay Rd with Otta seal so that they had a reference point as to actual costs.

11. Resolution Number GBI/2014/114 b)

12. Costs as outlines;

· Sandhills Rd 600 meters by 5.5 meters wide total area 3300 cost $66,000

· Puriri Bay Rd 800 meters by 5.5 meters wide total area 4400 cost $88,000

· Kaiaraara Bay Rd 1110 meters by 5.5 meters total area 6105 cost $122,100

Resolution Updates

August 2014 resolutions;

13. On the 13 August 2014 the Great Barrier local Board made the following resolution;

I. Request a response from Auckland Transport on the following matters at the September 2014 business meeting which are not included in the officers report;

II. An update on the speed limits project.

III. Further advise on the use of dust suppressant products, including the basis of statements that the product is cost prohibitive, and noting statements at the 28 July budget committee workshop from Auckland transport Chief Executive David Warburton that it was investigating this proposal.

IV. An update on the Mulberry Grove traffic calming project.

V. An update on Okupu Wharf re upgrades or replacement with pontoon.

VI. An update on the Port Fitzroy wharf car park extension proposal.

VII. Proposals relating to fish passage provision with culvert repairs and replacement in the north, resulting from the storm.

14. Auckland Transport response;

I. Response below;

II. Auckland Transport legislative team is working on this and an up-date is expected in November/December 2014.

III. Dust suppressant, (Separate item above).

IV. Previously reported on.

V. Currently under review by external consultant Tonkin and Taylor and report expected January/February 2015.

VI. Previously reported on.

VII. Previously reported on.

October 2014 resolutions;

15. On the 8 October 2014 the Great Barrier Local Board made the following resolutions;

a. Receives the Auckland Transport Report – October 2014

b. Requests Auckland Transport to provide the Board with cost comparisons on Otta Seal techniques for Sandhills Rd, Puriri Bay Rd and Kaiaraara Bay Rd and further information on methodology on options on Otta Seal technique.

c. Delegates authority to Chairperson IM Fordham and the transport portfolio holders to agree on the Auckland Transport Capital Fund Allocation.

16. Auckland Transport response;

a. Nil

b. Dust Suppressant (separate item above )

c. Board in discussion on projects

November 2014 resolutions;

17. On the 12 November 2014 the Great Barrier Local Board made the following resolution;

a. Auckland Transport Quarterly Report be received

b. Great Barrier Board requests that Auckland Transport investigates whether additional maintenance of Whangaparapara Road is required given its expected increased use with Claris petrol supplies being unavailable

c. Great Barrier local Board agrees to contribute $71,455.87 from its SLIPs capex towards the installation of a commercial pontoon at Whangaparapara Wharf subject to Auckland Transport contributing the remaining costs and confirming the project can be delivered in the current financial year

18. Auckland Transport response;

a. Nil

b. Auckland Transport is monitoring this and will increase as required

c. Pontoon installation is currently in planning, engineering and consenting state, Auckland Transport hopes to be able to confirm delivery details by late December 2014 / Early January 2015

Media

Share the Road Marketing Campaign

19. During November and December 2014 Auckland Transport will be running a Share the Road Marketing Campaign, this will target all Auckland motorists.

20. The campaign is to encourage motorists to be more aware of cyclists on the road and to help reduce the number of cyclists killed or injured.

21. The primary barrier which deters people from cycling is safety concerns from sharing the road with traffic and insufficient cycle lanes. Regular cyclists are cycling less than they were 12 months ago and they are being deterred due to safety concerns.

22. 89% of these cyclists agree that more should be done to promote safe cycling behaviours and safe driving around cyclists.

23. There were a total of 633 cyclists fatal and injury casualties from 2011 to 2013 with an overall downward trend, this trend is reinforced when you consider that during this three year period the Auckland cycle counts have been increasing steadily from 731,00 in 2011 to 889,000 in 2013.

24. The overwhelming majority of the cycle injury crashes occurred in the urban central area where there were a total of 109 injury crashes in 2013, compared with 22 in the North, 41 in the south and 19 in the west.

25. The adult (18+) cyclist causalities appear to be very commuter peak and major urban road oriented.

26. The worst driver causes are ‘Didn’t see/look when required to give way to traffic from another direction’ and ‘Failed to give way when turning to non-turning traffic’. Both these causes affected approximately 46% of the total cycle injury crashes.

City Sector	2011 Serious	Minor	2012 Fatal	Serious	Minor	2013 Fatal	Serious	Minor	Grand Total
Gulf Islands		1			1				2
Rural North	3	3			1			5	12
Rural South	3	4					3	6	16
Urban Central	19	97		8	90		18	91	323
Urban North	16	24		3	43		4	18	108
Urban South	4	34	1	6	38	1	9	31	124
Urban West	4	13			12		4	15	48
Grand Total	49	176	1	17	185	1	38	166	633

Campaign Informer

Consideration

Local Board Views and Implications

27. The board’s views will be incorporated during consultation on any proposed schemes.

Maori Impact Statement

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

General

29. 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 and there are no legal or legislative implications arising from the activities detailed in this report.

Implementation Issues

30. All proposed schemes are subject to prioritisation, funding and consultation.

Attachments

There are no attachments for this report.

Signatories

Author

Ivan Trethowen – Auckland Transport Elected Member Relationship Manager

Authorisers

Jonathan Anyon – Auckland Transport Elected Member Relationship Team Manager

John Nash – Relationship Manager/ Senior Local Board Advisor

Great Barrier Local Board

10 December 2014

Long-term Plan 2015-2025: Local consultation material

File No.: CP2014/28320

Purpose

1. This report seeks adoption of local consultation material for the Long-term Plan 2015-2025 (LTP) by the Great Barrier 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 which 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. This report seeks adoption of local consultation material for the LTP.

Recommendation/s

That the Great Barrier Local Board:

a) adopts local consultation material including:

i) a one page (2 side) 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) notes 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 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) That the Chair be delegated the authority 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

7. Over 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.

8. In October 2014, local boards adopted a Local Board Plan which 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.

9. 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 (2 side) 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.

10. Copies of the LTP consultation document and supporting information will be available to the board separately prior to the meeting.

Draft budgets

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

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

12. Proposed operational savings for asset based services 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.

13. 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.

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

Next steps

15. 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.

16. LTP consultation will commence on 23 January 2014 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 Board will also seek views on the local impact of LTP proposals to inform advocacy discussions with the governing body.

17. 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 Boards

18. 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.

19. In October 2014, local boards adopted a local board plans which 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.

Maori Impact Statement

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

21. 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

22. 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.

23. 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

Author

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - Manager Financial Planning, Policy and Budgeting

Karen Lyons - Manager Local Board Services

Great Barrier Local Board

10 December 2014

Great Barrier Island Mobile Voice and Broadband Update Report

File No.: CP2014/26830

Purpose

1. This report outlines the current state of the Great Barrier Mobile Voice and Broadband project including:

· Expected delays to the delivery of the Okiwi site

· An overview of the Department of Conservation consultation process and concession processing timeframes

· The proposed response of pre-payment of the remaining budget (milestone payment 4) to Vodafone to ensure that the project is not impacted by the end of the financial year

· The proposed tandem resource consent application and pre-ordering of equipment to reduce project timeframes

· A brief update on Araneo’s Remote Schools Project.

Executive Summary

2. Following the successful completion of the Medlands site, preparations have been underway to deliver the Okiwi cell-site by 30 June 2015. A formal letter of support was issued by Ngāti Rehua Ngatiwai ki Aotea Trust Board on 29 September and Vodafone submitted the application for a site concession on 10 September 2014.

3. The application meets the criteria for a publically notified concession and processing timeframes can vary between 110 and 190 working days.

4. Taking these delays into account, it is highly likely that the project will exceed the anticipated timeframes for delivery by June 30 2015. This could impact budget availability for the 2014/2015 financial year and ultimately the final milestone payment to Vodafone for the delivery of the Okiwi site.

5. A pre-payment of $197,000 to Vodafone is proposed to ensure that the funds are available as soon as the concession and subsequent resource consent are approved, and to ensure that the allocated funding is available post the 2014/2015 financial year.

6. To further reduce timeframes it is proposed that Vodafone applies for the Okiwi resource consent and pre-orders the required equipment. This would reduce project timeframes by up to 16 weeks.

7. In addition to the Great Barrier Mobile Voice and Broadband project, Araneo have been implementing the Remote Schools project and are on track to complete their network on Great Barrier Island by mid-December.

· Final installation work at Claris has been completed in preparation to connect Okiwi School and Kaitoke School

· The high site work for Mulberry Grove School is contingent on a cultural assessment to be completed before the school is connected to Araneo’s network

Recommendation/s

That the Great Barrier Local Board:

a) Receives the report

b) Notes the impact of consultation timeframes on the delivery of the Okiwi cell site and the process involved in securing the concession

c) Approves the prepayment of the final $197,000 to Vodafone to complete the Okiwi site once all required approvals are obtained

d) Approves Vodafone to lodge the resource consent application and order construction equipment for the Okiwi site in tandem to the concession application to ensure that implementation can occur immediately following all required consents and approvals being gained

e) Notes the progress and likely timeframe of Araneo’s Remote Schools project

Discussion

8. The Department of Conservation confirmed receipt of the Okiwi concession application on 10 October 2014 and outlined the consultation process and timeframes to issue a concession. The significance of the project has triggered the Department of Conservation’s notified concession process.

9. Standard processing timeframes for a notified concession application vary between 110 and 190 working days from receipt of the application (7 October). These timeframes are detailed in attachment A of this report.

10. Following initial consultation with Ngāti Rehua Ngatiwai ki Aotea and the Conservation Board a decision in principle is expected by December 10. The application meets the criteria for a notified concession, requiring 40 working days of public consultation during which time the public may make submissions on the application. Due to the Christmas shut-down period, consultation is scheduled to begin on 16 January 2015.

11. Following consultation, a hearing may be required if the Department of Conservation receives submissions from the public indicating that they wish to be heard. If there are no submissions, a hearing is not required and the total processing time from receipt of the application is 110 working days.

12. If no submissions are received and a hearing is not required, the department will produce a final report within 15 working days of the end of the consultation period for the decision-maker to consider. The decision-maker will then have 5 working days to make the final decision.

13. If the process involves a hearing and all additional extensions, the timeframe could take up to 190 working days; however this is not expected to be required due to the high level of public support for the project.

14. A summary of potential timeframes includes the following (from attachment A):

· 110 working days if no submissions are received

· Up to 140 working days if submissions received but no hearing is held

· 160 working days if submissions are received and a hearing is held

· Up to 190 working days if all extensions are required, a hearing held and comments received from the applicant.

15. Following discussions with Council’s legal and financial teams the proposed course of action is to make an advance payment to Vodafone of $197,000 to ensure that the funds are available beyond the end of the 2014/2015 financial year and to enable Vodafone to begin implementation as soon as all required approvals are gained.

16. The advance payment is the fourth and final payment of the project and is regarded as low-risk taking into account Vodafone’s status as one of the largest telecommunications operators in New Zealand. This also reflects the importance of completing this site and achieving mobile voice and data services in Okiwi.

17. In order to ensure that the site is able to be implemented as soon as the concession is granted, it is proposed that Vodafone:

A. lodges the resource consent application in tandem with the concession (with the approval of the Department of Conservation as the landowner)

B. orders the required construction equipment immediately following the successful resource consent application.

18. The above proposal will reduce the overall project timeframe by up to 16 weeks and reduce the risks associated with the build being delayed by adverse weather conditions if the site is able to be commissioned before winter. Vodafone have agreed to this approach in principle, subject to approval from the Department of Conservation.

19. Araneo anticipate having their network and school connections complete by 12 December 2014. The Department of Conservation office at Okiwi has been connected to Araneo’s infrastructure, ready to go live when the final 2 aspects of the network are completed;

A. Mulberry Grove Repeater trenching is planned for early December once the cultural assessment has been signed off

B. Chorus backhaul work is expected to be completed by Chorus in early December.

Consideration

Local Board Views and Implications

20. The Great Barrier Local Board has expressed an ongoing commitment to the delivery of this project, particularly regarding the expected benefits for residents living in the north of the Island.

Maori Impact Statement

21. Ngāti Rehua Ngatiwai ki Aotea Trust Board have issued a formal letter of support for the Okiwi site, and are included the consultation undertaken by the Department of Conservation during the concession application process.

22. A meeting was held between Auckland Council, Vodafone, Ngāti Rehua Ngatiwai ki Aotea and the Department of Conservation in Auckland on 3 March 2014 and the letter of support was received from Ngāti Rehua Ngatiwai Trust Board on 29 September 2014.

General

23. Due to the nature of this project, delays are not unexpected. Previous delays have lengthened the time of the project, however the Medlands site has been fully operational since July 2014 and the Okiwi site is expected to be successfully implemented within 2015.

24. Previous delays have contributed to the current state of the project and have been well-documented in previous reports. These include lease negotiations, adverse weather events and logistical issues and consultation processes.

Implementation Issues

25. Implementation issues throughout the project have resulted in significant delays, however the project is at low-risk for completion. This is reflected in the success of the Medlands site which has been operational since July 2014.

26. There is significant support in the community to expand and enhance telecommunications in the north of Great Barrier Island. Vodafone’s visual impact assessments of the site confirm that the structure will be virtually indistinguishable from its surroundings when viewed from Okiwi Village. Due to the positive community impacts of significant opposition to this phase of the project is not expected.

Attachments

No.	Title	Page
a View	Process for Notified Concession Applications - Information for Applicants	101

Signatories

Author

Anthony Acres - Advisor

Authorisers

Harvey Brookes - Manager Economic Development

John Nash – Relationship Manager/ Senior Local Board Advisor

Great Barrier Local Board

10 December 2014

Lovebirds Post Event Report

File No.: CP2014/27026

Purpose

1. To update the Great Barrier Local Board on the Lovebirds weekend event held 7-9 November 2014.

2. To recommend that the event be held again in 2015/2016 and to request that the board approve the allocation of $3,000 to assist Destination Great Barrier Island’s (DGBI) management of the event.

Executive Summary

3. Lovebirds was a new event planned for Great Barrier Island to attract visitors to view native land and sea birds in their natural environment. The event included guided walks to view native land and sea birds and a visit to Glenfern Sanctuary.

4. DGBI supported the event with its local knowledge and gave assistance with event coordination, promotion, ticket sales and supplier payments. This ensured adequate resourcing for the event. The value of this, plus an allowance for disbursements was estimated to be $2,000.

5. Lovebirds 2014 was organised in conjunction with CDAC event staff and DGBI.

6. Approval is sought for DGBI to manage the Lovebirds event in future.

7. Approval of $3,000 from the Great Barrier Local Board towards the Lovebirds weekend is sought on the basis that although attendees will pay some costs, the event is not yet fully self-funding. Funding would come from the board’s local events budget. This is an increase of $1,000 for 2015 to include marketing costs.

Recommendation/s

That the Great Barrier Local Board:

a) adopt the Lovebirds weekend event to be held in 2015 in either the month of April or October

b) allocates $3,000 from its local events budget to DGBI to manage the event including organisation, promotion, sales and suppliers

c) delegate the board’s event portfolio holders to work with council staff and Destination Great Barrier Island on details of the 2015 event

d) notes its expectations that over time, the event will become self-funding.

Discussion

8. Lovebirds 2014 was a pilot event planned for Great Barrier Island to attract visitors to view native land and sea birds in their natural environment.

9. The Lovebirds 2014 programme was as follows:

Friday, 7 November night: dinner and a talk at Claris Sports Club with John Ogden, Trustee Great Barrier Island Environmental Trust

Saturday, 8 November: visit to Glenfern Sanctuary

Saturday 8 November night: dinner and a talk at Ang Sana Restaurant with Biz Bell, Senior Ecologist, Wildlife Management International

Sunday 9 November: guided walk to Hirakimata with Biz Bell or Whangapoua Beach with John Ogden

10. Participants in the event paid for their travel, accommodation, transport and meals.

11. Promotion of Lovebirds 2014 included an A5 flyer, an Our Auckland story, inclusion in Department of Conservation marketing around Conservation Week, a listing on eventfinda, a Local Board e-newsletter and facebook post, a listing with aucklandnz, a DGBI webpage, a story in Waiheke Gulf News, as well as direct contact with the Ornithological Society, Bird Clubs NZ, Forest and Bird, council and supplier networks, and various noticeboards.

12. The event worked very well. Participants reported that they enjoyed the relaxed schedule, found the speakers very interesting and that the weekend exceeded their expectations. They said that it was a great way to showcase the GBI scenery and landscape.

13. All feedback is that participants need a couple of months to make plans for a weekend away. Continuing to secure high profile speakers is key. For black petrels late April/early May would be best for seeing chicks and a few sparse adults and early November to see adults before they lay.

14. Feedback is that the event name would be better as Love Birds, two words, and the tag line “an event for nature lovers” has a broader reach than “an event for bird lovers”.

15. DGBI supported the event with its local knowledge and assistance with event coordination, promotion, ticket sales and supplier payments. The value of this was estimated at $2,000 and was funded by the Great Barrier Local Board. Additional costs bringing this to nearer $3,000 have since been identified.

16. Although the board already part funds DGBI, this funding is fully allocated to existing activities and there was no surplus to enable it to support this event. The board is aiming for DGBI to increase its role in events support and management over time and based on this inaugural event, it is suggested Lovebirds would be a good event for DGBI to be involved in. With continued board funding and council event staff involvement, DGBI can manage Lovebirds. $3,000 would enable around 80 hours of additional DGBI staff time plus disbursements to be committed to Lovebirds

Consideration

Local Board Views and Implications

17. The Great Barrier Local Board Plan places a priority on increasing visitation to the island and supporting events and Lovebirds is seen as fitting well with this intention. The proposal to support the 2015 Lovebirds weekend has received informal board support

Maori Impact Statement

18. The Lovebirds weekend event is designed to benefit the local community as a whole. As such, this event has no particular benefit to, or adverse effect on Maori.

Implementation Issues

19. Following agreement from the Local Board to adopt the 2015 Lovebirds weekend event, discussions around tailoring the event and contractual arrangements with DGBI need to be finalised to enable marketing deadlines to be met and ensure a successful campaign is delivered.

Attachments

There are no attachments for this report.

Signatories

Author

Jane Sheetz - Manager Event Delivery

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

John Nash – Relationship Manager/ Senior Local Board Advisor

Great Barrier Local Board

10 December 2014

Update on Claris airport long term car parking changes

File No.: CP2014/28141

Purpose

1. This report provides the Great Barrier Local Board with the results of the on-line survey on Claris airport car parking it commissioned. The purpose of the survey was to assist the board in deciding what if any changes should be made to new parking restrictions introduced in December 2013.

Recommendation/s

That the Great Barrier Local Board:

a) Notes that the on-line survey of part time residents showed that many Claris long-term car park users wish to stay for longer than the seven day limit and over half of those who responded would be prepared to pay between $1-5/day to do so.

b) Agrees to trial setting aside an area of the existing Claris long-term car park as user pays and works with Auckland Transport to achieve this.

c) Works with Auckland Transport on enforcement options noting the costs and logistics of enforcement and that the survey showed three quarters of those responding are strongly opposed to enforcement being introduced.

d) Refers agreed actions to those who were invited to participate in the on-line survey for feedback and also with the Great Barrier part time residents forum.

Comments

2. Prior to December 2013, car parking at Claris airport consisted of P10/P60 spaces at the terminal and long term spaces nearby (39 x 48hour spaces and 24 x 14day spaces).

3. In December 2013 the Great Barrier Local Board in conjunction with Auckland Transport introduced changes to these parking time limits and configurations. The long term spaces were changed to seven days and the spaces at the terminal were all made P30. Mobility and other authorised user spaces were retained.

4. The main purpose of these changes was to address concerns that it was generally very difficult to find a park in the long-term car park because vehicles tended to be parked for extended periods of time with little turnover.

5. As part of these changes Auckland Transport was also formally delegated the power to enforce parking restrictions. Prior to this it did not have any powers to address overstaying and as such there was no incentive for users to abide by restrictions.

6. Almost immediately a significant number of long term car parking spaces became available although without enforcement, a gradual return to users staying longer has been noted.

7. Since the change, complaints have been received from users who come to the island over summer and park in the long-term car park for periods well in excess of seven days. Some said they came back and forth to the island for a couple of weeks at a time. Some have said they would be prepared to pay to park for longer. Others have said that the new P30 terminal parking limits are too short if planes are delayed or they are waiting with passengers to see them off. There have also been complaints about the lack of consultation on the changes.

8. As a result the board agreed to review the changes and to consult further with users before deciding what to do. Over three weeks in September 2014, the board’s officer team conducted a survey about use of the Claris airport long-term car park using the online “Survey Monkey” tool. People were asked to participate through an email database of over 500 people, the board’s Facebook page and its e-newsletter.

9. 129 people responded. 65% of respondees described themselves as part time residents i.e. people who own or rent property and come to the island from time to time. 32% described themselves as residents and two percent as visitors. A copy of the survey showing responses is attached and this is also summarised here.

· 45% travel to the island monthly. The next highest was quarterly at 33%.

· 83% travel by plane and 10% by ferry.

· Of those travelling by plane, 61% (82 respondees) use the Claris long-term car park.

· Of those, 40% said they used it monthly, followed by 27% quarterly.

· Asked how many days users parked in the long term car park for, the most common response was 14-21 days. However there were a wide variety of answers and permutations to this question making analysis difficult.

· 73% said the current seven day limit isn’t adequate, and asked what they would prefer, most wanted at least two weeks and many up to a month.

· Asked if they would be prepared to pay to park for longer, 51% (62 respondees) said yes and 49% (59) said no.

· Asked what they would be prepared to pay, 15 said $5/day, 14 said $1 and nine said $2.

· Asked if they would like to see more enforcement, 76% said no.

· 72% said they were happy with the 30 minute restriction at the terminal.

10. The board now needs to consider what it wishes to do as a result of this survey. Its local board plan approved in October contains the following statements in relation to this subject:

This year we reluctantly introduced new parking restrictions on the long-term car park at Claris airport because there was widespread abuse of existing provisions. That has made a short term difference but has also upset some part-time residents and those who come regularly for a couple of weeks or longer at a time. If we can agree on restrictions, they will only work with at the very least periodic enforcement. If we agree to set aside an area for paid parking, this might address the issues. We are consulting further with interested parties before deciding what to do next.

11. The survey results suggest that the seven day restriction isn’t working for many users of the long-term car park and that one way to address this might be to create some user pays spaces within the existing long-term car park. Although there is land adjoining the existing car park, it is crown land vested in trusted in Auckland Council as a local purpose (aerodrome) reserve. Developing it for car parking might be quite a process, and there would also be a significant cost.

12. How many user pays car parks to set aside, how much to charge and how to pay for this would need to be determined. Enforcement is also an issue, noting its costs and survey respondees opposition to this. If there is user pays then there needs to be a process determined for how this works, including some form of monitoring of use. Monitoring /enforcement of the remaining free seven day spaces would also be required and expected from those paying.

13. It is recommended that the board agree to a trial user pays system at the existing long-term car park and works with Auckland Transport to agree the details of this. If the board chooses not to do anything, the risk is that the same issues that resulted in parking changes would return. Another option is to enforce current restrictions although this would be unpopular.

Consideration

Local board views and implications

14. The Great Barrier Local Board has led on discussions and changes to car parking at the Claris airport and will continue to do so.

Maori impact statement

15. No specific engagement with Maori has occurred in relation to this matter. If the existing car park was to be extended into adjoining crown land, discussions with Ngati Rehua Ngatiwai ki Aotea should be held as its Treaty of Waitangi settlement negotiations may include this land.

Implementation

16. Local Board Services and Auckland Transport officers will work with the board to agree next steps for further consultation with its community and report back to the board in the New Year.

Attachments

No.	Title	Page
a View	Claris airport parking on-line survey responses	113

Signatories

Author	John Nash – Relationship Manager/ Senior Local Board Advisor
Authoriser	Karen Lyons - Manager Local Board Services

Great Barrier Local Board

10 December 2014

Urgent Decision Process for the Great Barrier Local Board

File No.: CP2014/27666

Purpose

1. This report seeks the board’s agreement for a process for urgent decisions of the Great Barrier 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.

Executive Summary

2. This report details a 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.

Recommendation/s

That the Great Barrier Local Board:

a) Adopts the urgent decision process for matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum effective from November 2013 to end of the current electoral term.

b) Delegates authority to the Chair and Deputy Chair or any person acting in these roles to make an urgent decision on behalf of the local board.

c) Requests that all urgent decisions be reported to the next ordinary meeting of the local board.

Background

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 the authority to the Chair and Deputy Chair, or any person acting in these roles, to make the decision on behalf of the local board.

5. Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

Decision Making

6. It is recommended that the local board delegate the power to the Chair and Deputy Chair, or any person acting in these roles, to make urgent decisions on behalf of the board.

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

8. 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.

9. A number of factors are considered before approval to use the urgent decision process is given 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.

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

11. The Local Government (Auckland Council) Amendment Act 2013 provides for local boards to delegate to committees, sub-committees members of the local board or Auckland Council officers, any of its responsibilities, duties and power, with some specific exceptions.

Consideration

Local Board Views

12. This decision falls under the local board’s delegated authority.

Māori Impact Statement

13. There is no specific impact for Māori arising from this report.

Implementation Issues

14. The Local Board Relationship Managers can provide advice as to what might constitute an urgent decision.

Attachments

There are no attachments for this report.

Signatories

Author	Guia Nonoy - Local Board Democracy/Engagement Advisor
Authoriser	John Nash – Relationship Manager/ Senior Local Board Advisor

Chairperson	Izzy Fordham
Deputy Chairperson	Susan Daly
Members	Jeff Cleave
	Judy Gilbert
	Christina Spence

No.	Title	Page
a View	Board Member Susan Daly's report	149
b View	Board Member Jeff Cleave's report	157
c View	Board Member Judy Gilbert's report	159
d View	Board Member Christina Spence's report	163

No.	Title	Page
a View	Workshop proceeding - 5 Nov 2014	171
b View	Workshop proceeding - 12 Nov 2014	173
c View	Workshop proceeding - 26 Nov 2014	175