Agenda of Waiheke Local Board

Waiheke Local Board

11 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 6

9.1 Management of Poplar trees at Matiatia - Flynn Washing and Judy Coutts 6

10 Extraordinary Business 6

11 Notices of Motion 6

12 Requisition for removal of Deputy Chairperson and appointment of new Deputy Chairperson/s 7

13 Waiheke Local Board Small Local Improvements Projects (SLIPs) Programme 2014/2015 ~ December 2014 update Error! Bookmark not defined.

14 Funding options - Onetangi Sports Park pavilion improvement project and Artworks studio 27

15 Waiheke Local Board Performance Report for 4 months ending October 2014 75

16 Waiheke Local Board Contestable Events Support Fund - Round 2 2014/2015 125

17 Long-term Plan 2015-2025: Local consultation material 193

18 Interim Open Space Provision Guidelines 201

19 Chairperson's Report 223

20 Board Members' Reports 225

21 List of resource consents 229

22 Reports requested/pending 233

24 Consideration of Extraordinary Items

1 Welcome

Kua uru mai a hau kaha, a hau maia, a hau ora, a hau nui,

Ki runga, ki raro, ki roto, ki waho

Rire, rire hau…pai marire

Translation (non-literal) - Rama Ormsby

Let the winds bring us inspiration from beyond,

Invigorate us with determination and courage to achieve our aspirations for abundance and sustainability

Bring the calm, bring all things good, bring peace….good peace.

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 Waiheke Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 27 November 2014, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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 Waiheke 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.

9.1 Management of Poplar trees at Matiatia - Flynn Washing and Judy Coutts

Flynn Washington and Judy Coutts will be in attendance to speak to the Board regarding the management of the Poplar trees at Matiatia.

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.

Waiheke Local Board

11 December 2014

Requisition for removal of Deputy Chairperson and appointment of new Deputy Chairperson/s

File No.: CP2014/27753

Purpose

1. The purpose of this report is to enable the Board to consider:

i) The removal of the deputy chairperson; and

ii) The election of a new deputy chairperson or deputy chairpersons on a rotational basis.

Executive Summary

2. On 19 November 2014, a majority of the Waiheke Local Board members requisitioned to the Chief Executive to remove Waiheke deputy chairperson and introduce ‘rotating deputy chairpersons’ (Attachment A).

3. On the same day the Chief Executive gave a notice in writing to each member that:

“Notice of a business meeting of the Waiheke Local Board to consider the removal of the deputy chair and appoint a new deputy chair (or deputies):

By a requisition received on 19 November 2014 I hereby give notice that at its ordinary business meeting to be held at 5:15pm Thursday 11^th December, 2014 at the Waiheke Local Board office, Oneroa Bowling Club, 100 Oceanview Rd, Alison Park, Waiheke Island, the Waiheke Local Board will be considering the attached requisition signed by a majority of the Waiheke Local Board members.”

4. These processes have met the requirements of Schedule 7, Clause 18 of the Local Government Act 2002.

5. The Board now needs to consider the requisition and make a decision. If a decision is made to remove the deputy chairperson then a new deputy chairperson or deputy chairpersons must be elected in accordance with Schedule 7, clause 25 of the Act. No member has a casting vote.

6. To elect a new deputy chairperson or deputy chairpersons, the Board needs to determine what voting method they will apply.

7. Schedule 7, Clause 25 of the Local Government Act 2002 stipulates that:

25 Voting systems for certain appointments

(1) This clause applies to -

(a) the election or appointment of the chairperson and deputy chairperson of a regional council; and

(b) the election or appointment of the deputy mayor; and

(d) the election or appointment of a representative of a local authority.

(2) If this clause applies, a local authority or a committee (if the local authority has so directed) must determine by resolution that a person be elected or appointed by using one of the following systems of voting:

(a) the voting system in subclause (3) (system A):

(b) the voting system in subclause (4) (system B).

(3) System A -

(a) requires that a person is elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee present and voting; and

(b) has the following characteristics:

(i) there is a first round of voting for all candidates; and

(ii) if no candidate is successful in that round there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(iii) if no candidate is successful in the second round there is a third, and if necessary subsequent, round of voting from which, each time, the candidate with the fewest votes in the previous round is excluded; and

(iv) in any round of voting, if 2 or more candidates tie for the lowest number of votes, the person excluded from the next round is resolved by lot.

(4) System B -

(a) requires that a person is elected or appointed if he or she receives more votes than any other candidate; and

(b) has the following characteristics:

(i) there is only 1 round of voting; and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

8. If the Board decides to have a rotating deputy chairperson, then the term that each deputy chairperson will serve needs to be determined.

Recommendation/s

That the Waiheke Local Board:

a) Considers the requisition to remove the deputy chairperson.

b) Elects a Deputy Chairperson or deputy chairpersons on a rotational basis for the remainder of the term, utilising either System A or System B of Schedule 7, Part 1, Clause 25 of the Local Government Act 2002.

Attachments

No.	Title	Page
a View	Requisition received from the Board members	5
b View	Notice in writing from the Chief Executive	5

Signatories

Authors

Judith Webster - Relationship Manager

Authorisers

Karen Lyons - Manager Local Board Services

Judith Webster - Relationship Manager

Waiheke Local Board

11 December 2014

Waiheke Local Board Small Local Improvements Projects (SLIPs) Programme 2014/2015 ~ December 2014 update

File No.: CP2014/28140

Purpose

1. This report provides an overview of the Waiheke 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 Waiheke Local Board had $241,748 SLIP’s operational funding and $664,292 SLIPs capital expenditure available in the 2013/2014 financial year.

3. A number of projects were deferred from 2013/2014 financial year to be completed in 2014/2015. A capital budget of $121,222 is required to complete these projects.

4. Leaving $543,069 capital budget remaining available to allocate to capital projects in 2014/2015.Of this capital budget remaining, a total of $218,272 capital budget has been allocated to projects in the 2014/2015 financial year.

5. A sum total of $324,797 capital budget remains for allocation to projects.

6. Recommendations are being sought in this report that will allocate a total of $85,350 capital funding. The proposal recommendations being sought are summarized below:

PROJECT NAME	BUDGET REQUESTED	COMMENTS
1. Putiki reserve footpath construction and car park relocation	$31,850	Return the existing car park area to a green space, new car parking area on the left before the existing turning circle.
2. Up lighting of the Pou at Waiheke library.	$3,500	Installation of six in ground up lights, for the lighting of the pou.
3. Ostend Reserve Stage one : Design / consent for boat wash down area, sea walls / pedestrian footpath	$50,000	Undertake the urgent design and consenting process inclusive of the intended physical works (sea walls, pedestrian pathway, controlled work area for boat wash down / sanding etc.).

7. The Waiheke Local Board had $241,748 SLIP’s operational funding available in the 2013/2014 financial year.

8. To date a total of $35,000 operational budget has been allocated to projects, leaving 206,748 operational budget available for allocation to projects within the 2014/2015 financial year.

9. Recommendations are being sought in this report that will allocate a total of $27,350 operational funding. The proposal recommendations being sought are summarized below:

PROJECT NAME	BUDGET REQUESTED	COMMENTS
1. Alison Park concept plan	$9,600 Opex	Preparation of a concept plan for Alison park. Includes for comprehensive public consultation.
2. Cultural values assessment for Rangihoua/ Onetangi SP	Up to $7,000 Opex	Cultural values assessment to inform all future development and plans for Onetangi Reserve
3. Harbourmasters/ Alison House heritage evaluation	$9,250 Opex	To assess the heritage values and significance of Alison / Harbourmasters House, Matiatia.
4. Print and distribution of water conservation flyer	$1,500 Opex	Printing of 5000 flyers regarding water conservation for Waiheke

10. After approval of the recommendations in this report the Board will have allocated a total of $424,844 capital budget, leaving $239,447 capital budget remaining for allocation and spend within the 2014/2015 financial year.

11. After approval of the recommendations in this report the Board will have allocated a total of $62,350 operational budget, leaving $179,398 operational budget remaining for allocation and spend within the 2014/2015 financial year.

Recommendation/s

That the Waiheke Local Board:

a) Receives the Waiheke SLIPs December 2014 programme summary.

b) Approves the following SLIPs capital projects for 2014/ 2015 year and confirms the Project

Spokesperson/s:

No	Project description	Capex/ Opex	Budget value	Local Board Spokesperson/s
1.	Putiki reserve footpath construction and car park relocation	Capex	$31,850	TBC
2.	Up lighting of the Pou at Waiheke library	Capex	$3,500	TBC
3.	Ostend Reserve Stage one : Design / consent for boat wash down area, sea walls / pedestrian footpath	Capex	$50,000	TBC
		Total Capex	$85,350

c) After approval of the recommendations in this report the Board will have allocated a total of

$424,844 capital budget, leaving $239,447 capital budget remaining for allocation and spend

Within the 2014/2015 financial year.

d) Approves the following SLIPs operational projects for 2014/ 2015 year and confirms the

Project Spokesperson/s:

No	Project description	Capex/ Opex	Budget value	Local Board Spokesperson/s
1.	Alison Park concept plan	Opex	$9,600	TBC
2.	Cultural values assessment for Rangihoua/ Onetangi SP	Opex	$7,000	TBC
3.	Harbourmasters/ Alison House heritage evaluation	Opex	$9,250	TBC
4.	Print and distribution of Water Conservation Flyer	Opex	$1,500	TBC
		Total Opex	$27,350

e) After approval of the recommendations in this report the Board will have allocated a total of

$62,350 operational budget, leaving $179,398 operational budget remaining for allocation

and spend within the 2014/2015 financial year.

Discussion

12. 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.

13. Funding for the proposed projects within this report will come from the Albert Eden Local Board’s SLIPs budget. After allocating budget to all the projects listed in this report and elsewhere, the Albert Eden 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.

14. 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.

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

Proposed 2014/15 Local Improvement Projects (SLIPs)

16. Information regarding projects carried forward from the 2013/2014 financial year is shown in the Waiheke Island Local Board Small Local Improvement Projects (SLIPs) 2014/2015 combined programme which will be circulated under separate cover.

17. The Waiheke Local Board had $241,748 SLIP’s operational funding and $664,292 SLIPs capital expenditure available in the 2013/2014 financial year.

18. A number of projects have deferred across from 2013/2014 financial year to be completed in 2014/2015. A capital budget of $121,222 is required to complete these projects.

19. Leaving $543,069 capital budget remaining available to allocate to capital projects in 2014/2015.Of this capital budget remaining, a total of $218,272 capital budget has been allocated to projects in the 2014/2015 financial year.

20. A sum total of $324,797 capital budget remains for allocation to projects.Recommendations are being sought in this report that will allocate a total of $85,350 capital funding.

21. The Waiheke Local Board had $241,748 SLIP’s operational funding and $664,292 SLIPs capital expenditure available in the 2013/2014 financial year.

22. To date a total of $35,000 operational budget has been allocated to projects. Recommendations are being sought in this report that will allocate a total of $27,350 operational funding.

Capital Expenditure Projects

23. Decisions from the board are being sought for the following capital funded projects.

24. Putiki reserve footpath construction and car park relocation. A large part of the flat open area at the end of Putiki Reserve is taken up by the car park. There is no need for ongoing vehicle access in to the area and there is potential to replicate the same car parking capacity at the end of Shelly Beach Road.

25. The Waiheke Local Board and the Waiheke Sea Scouts would like to see the car park area within the reserve returned to an open grass area with appropriate landscaping so that it can be used by the sea scouts and other reserve users.

26. Scope of works include for creation of a 28m2 parking area on the eastern side of the road, new dish drain to collect road run off for new car park, create turn around area for vehicles in front of 50 and 52 Shelly Beach Road, top soil and create lawn and garden area replacing metal turn around area, form 2m wide metal footpath as access to scout den and reserve, and installation of 2 x lockable bollards to prevent vehicle access

27. Up lighting of the Pou at Waiheke library. Install six in ground up lights lighting the three caved pou at the library. Lights to turn off via sensor, at dusk/dawn. Trench to power supply in utility shed. Note an existing outdoor power source exists

28. Ostend Reserve Stage one: Design / consent for boat wash down area, sea walls / pedestrian footpath. Undertake the urgent design and consenting process inclusive of the intended physical works (seawalls (approximately 50m and 30m in length), construction of a 278m concrete path, establishment of a controlled work area for boat wash down / sanding etc.).

29. Works to be completed include for site investigation, topographic survey and design drawings for the rip rap sea wall, standard Auckland Council footpath specifications and the Boat wash-down area (inclusive of a design for the wastewater treatment from the wash down area).

30. The budget includes for the required supporting documents that will form the comprehension resource consent application to deal with the complexities of the site, including for works within a coastal marine area, works on a contaminated land site, and works within the drip lines of scheduled trees.

31. After approval of the recommendations in this report the Board will have allocated a total of $424,844 capital budget, leaving $239,447 capital budget remaining for allocation and spend within the 2014/2015 financial year.

Operational expenditure projects

32. Decisions from the board are being sought for the following operational funded projects:

33. Cultural values assessment for Rangihoua/ Onetangi SP Onetangi Reserve was purchased by Auckland Council in 1983. Council has an obligation to inform all future decision making with a cultural values assessment. Needs to captures both the future needs of a management plan and also regulatory requirements i.e. a CIA from all relevant iwi.

34. Harbourmasters/ Alison House heritage evaluation. To assess the heritage values and significance of Alison / Harbourmasters House, Matiatia. This report must address the condition and future use of the house.

35. Alison Park concept plan. A plan to guide all the future development within the park. The plan is to balance the needs of locals and visitors and make the most of this large under-used open space in the middle of Waiheke’s biggest and busiest village.Noting that there is a current Reserve Management Plan for Alison Park, approved in the 1990’s which is still valid and the concept plan will need to align with. This concept planning includes for site investigation, research on its history, on site public open day allowing for consultation with stakeholders including the Local Board, local residents and users, Iwi etc through the final development of draft concept plan, including indicative staging and costings.

36. After approval of the recommendations in this report the Board will have allocated a total of $62,350 operational budget, leaving $179,398 operational budget remaining for allocation and spend within the 2014/2015 financial year.

Consideration

Local Board Views and Implications

37. This report canvasses the views of the Waiheke Local Board.

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

Maori Impact Statement

39. 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

40. 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.

41. Funding for the proposed projects within this report would be obtained from the Waiheke Local Board’s Small Local Improvement Project budget allocation. After allocating budget to all the projects listed in this report and elsewhere, the Waiheke 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.

42. 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

43. 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.

44. 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.

45. Projects funded from 2014/2015 SLIPs capital expenditure must be physically complete and fully expended within the 2014/2015 financial year.

46. Projects funded from 2014/2015 SLIPs operational expenditure must be physically complete and fully expended within the 2014/2015 financial year.

47. The ability to spend and deliver upon the expected outcomes is dependent on the timely decision making by the Local Board in allocating budget to projects.

Attachments

No.	Title	Page
a View	Waiheke SLIPs Programme December update 2014 2015	5
b View	Water Flyer	5
c View	Water flyer distribution SLIPs proposal form	5

Signatories

Authors

Katrina Morgan - Team Leaders SLIPs

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

Judith Webster - Relationship Manager

Waiheke Local Board

11 December 2014

Funding options - Onetangi Sports Park pavilion improvement project and Artworks studio

File No.: CP2014/28324

Purpose

1. To consider the Onetangi Sports Park pavilion improvement project and the Artworks Studio reports deferred from the meeting held on 27 November 2014.

Executive Summary

2. At its meeting held 27 November 2014, the Waiheke Local Board resolved as follows:

Artworks Studio - redevelopment of the old library space

That the Waiheke Local Board:

a) Receives the itemised costings of the old library space redevelopment project (Attachment A).

b) Approves operational model Option 4: Community Led Initiative + Social Enterprise and request staff to undertake an Expression of Interest process seeking proposals for this model.

c) Defers the decision about the Artworks Studio - redevelopment of the old library space to the 11 December 2014 meeting of the Board.

d) Requests officers to work with the Board to consult with the relevant parties regarding the Artworks Studio - redevelopment of the old library space prior to the next meeting on 11 December 2014.

CARRIED

3. At that same meeting, the board resolved:

Onetangi Sports Park pavilion improvements - alternative funding options

That the Waiheke Local Board:

a) Considers alternative options to progress the Onetangi Sports Park pavilion improvements project this financial year.

b) Defers the decision about the Onetangi Sports Park pavilion improvements - alternative funding options to the 11 December 2014 meeting of the Board.

c) Requests officers to work with the Board to consult with the relevant parties regarding the Onetangi Sports Park pavilion improvements prior to the next meeting on 11 December 2014.

CARRIED

4. In line with resolution 13d) and 14c), officers have been working with the board on funding options. Officers will be attending the board meeting on 11 December 2014 to update the board on these discussions.

5. Attached are the reports considered at the 27 November 2014 board meeting, for information.

Recommendation/s

That the Waiheke Local Board:

a) Consider options to progress the Onetangi Sports Park pavilion improvements project and the Artworks studio Old Library space project.

Attachments

No.	Title	Page
a View	Reports considered at the 27 November 2014 board meeting - Artworks Studio and Onetangi Sports Park pavilion project	5

Signatories

Authors	Janine Geddes - Local Board Advisor
Authorisers	Judith Webster - Relationship Manager

Waiheke Local Board

11 December 2014

Waiheke Local Board Performance Report for 4 months ending October 2014

File No.: CP2014/28273

Purpose

1. To update the Waiheke Local Board members on progress towards their objectives for the year from 1 July 2014 to 30 October 2014 as set out in the Local Board agreement.

Executive Summary

2. The local board’s net cost of service is $2.7m which is $93k or 3% below budget.

3. Capital expenditure is $1.2m which is $435 behind budget. Delivery for the full year over all capex projects is 32%. The cost for the build of library is $848k (54%). Parks delivery was $248k (16%), mostly in round walk-Waiheke($82k), local park walkway and cycleway renewals ($72k), sports field capacity ($46k), and local park structure renewals ($35k).

4. Highlights and achievements during this period included:

· The Waiheke library was officially opened and blessed. This included the significant public art pieces created in collaboration with local artist Kazu Nagakawa, Ngāti Paoa and mana whenua.

· All key performance indicators for Waiheke library have increased favourably especially library visits, and the number of wifi users.

· The Waiheke Youth Board was established in quarter one with the help of Youth Development.

· The Waiheke Local Board Plan 2014 was formally adopted in October following hearings and deliberations in September.

· Local Procurement workshop for local businesses held providing information on how local business can have an equal opportunity to bid for council contracts on Waiheke and Rakino Islands.

· Community funding workshop held providing opportunity to access information and advice about the range of funds available.

· Volunteer planting programmes underway.

· Fruit tree planting underway.

· First round of discretionary community funding completed in October

· Round one of Local Events Support fund approved in September.

· Planning for 10-year Transport Plan underway.

· World War 1 Commemoration projects underway.

· Funding Agreement for Artworks Community Theatre approved in September.

Recommendation/s

That the Waiheke Local Board:

a) receive the Performance Report for the period ending October 2014.

Discussion

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

Consideration

Local Board Views and Implications

6. This report informs the Waiheke Local Board of the quarterly performance to date for the period ending October 2014.

Maori Impact Statement

7. 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.

General

8. There are no general comments or issues.

Implementation Issues

9. There are no implementation issues.

Attachments

No.	Title	Page
a View	Waiheke Local Board Performance Report for 4 months ending October 2014	5

Signatories

Authors

Sugenthy Thomson - Lead FInancial Advisor, Local Boards

Authorisers

Christine Watson - Manager Financial Advisory Services - Local Boards

Judith Webster - Relationship Manager

Waiheke Local Board

11 December 2014

Waiheke Local Board Contestable Events Support Fund - Round 2 2014/2015

File No.: CP2014/28293

Purpose

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

Executive Summary

2. A contestable local events support fund of $47,757 is available to the Waiheke Local Board for distribution for community events in 2014/2015.

3. The Waiheke Local Board allocated $15,040 in round one of the fund leaving a total of $32,717 for distribution in round two.

4. 11 applications totalling $58,616 have been received for round two funding.

5. A workshop was held with the Waiheke Local Board on Friday, 28 November 2014 to consider round two applications. Indicative levels of funding were proposed by council staff, to be formally agreed by the board at this meeting..

Recommendation/s

That the Waiheke Local Board:

a) Agree to consider or defer the late application from the Twilight Rambles to round two of the Local Event Support fund.

b) Agree to fund, partially fund or decline the applications for round two of the 2014/2015 Local Event Support Fund as follows:

Organisation	Name	Applied For
Getin2life Youth Development Trust	In2it Wild Winter - Waiheke Island	$5,471.00
Hauraki Gulf Conservation Trust	Waiheke Walking Festival	$20,000.00
Waiheke Shakespeare	Waiheke Shakespeare Festival - Sonnets, Scenes & Musical Moments	$1,500.00
Waiheke Jazz club	Jazz by the Sea	$2,500.00
Waiheke Poetry Festival "In the Air"	Waiheke Poetry Festival	$300.00
Waiheke Community Art Gallery	Waiheke Winter Arts Festival & Matariki exhibition	$7,000.00
Auckland Pride Festival Inc	Auckland Pride Festival Parade	$1,500.00
Waiheke Island Wine Festival Limited	Waiheke Island Vintage Festival Opening Ceremony	$2,345.00
Once Upon An Island Trust	Once Upon An Island Children's Day event	$3,000.00
Anne Audain Charitable Trust	AACT Skate Comp.	$5,000.00
Total Sport	Partners Life DUAL Motutapu - Rangitoto Traverse	$10,000.00
TOTAL AVAILABLE:		$32,717
TOTAL OF APPLICATIONS RECIEVED		$58,616.00

Discussion

6. The local events support fund has a balance of $47,757 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 Waiheke Local Board on 5 August 2014 WHK/2014/188

8. Round one of the 2014/2015 local event support fund received 11 applications totalling $46,097.70 of which $15,040 was distributed WHK/2014/239.

9. Round two (the current round) has received 11 applications totalling $58,616.

10. The application packs for round two are attached (A). These applications include staff recommendations which are based on the Waiheke Local Event Funding Criteria, and identify any funding the applicant may have previously received from the council.

11. Note that the application from the Twilight Rambles was received late, and therefore does not include staff recommendations and has been received in a different format. Attachment (B).

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

13. The Waiheke Local Board Event Funding Criteria can be found for reference at Attachment (C).

14. The board has $12,000 discretionary events funding remaining for the 2014/2015 financial year. This budget is intended for events that sit outside the contestable events criteria but align with the boards priorities. Council staff will liaise with the events portfolio holders on strategic local events that fall within this category which will be reported to the board for decision as required.

Consideration

Local Board Views and Implications

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

16. A local board workshop was held on Friday, 28 November 2014 to consider local event support fund interim round two applications, to be formally agreed by the board at this meeting.

Maori Impact Statement

17. 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.

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

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

Implementation Issues

20. Once the Waiheke 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	Event Applications and Recommendations	5
b View	Twilight Rambles Application	5
c View	Waiheke Local Board Event Funding Criteria	5

Signatories

Authors

Carrie Doust - Team Leader Event Facilitation Central

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Judith Webster - Relationship Manager

Waiheke Local Board

11 December 2014

Long-term Plan 2015-2025: Local consultation material

File No.: CP2014/28147

Purpose

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

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) Delegates the authority to the Chair 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 the last twelve months local boards have been involved in many LTP 2015-2025 workshops and meetings as part of their shared governance role.

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

Draft budgets

10. 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 and agrees local targeted rate proposals, if any, 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 Board Views and Implications

18. This report sets out the decisions local boards need to make in order to finalise local consultation material for the LTP 2015-2025.

19. 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.

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 Issues

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

No.	Title	Page
a View	Draft Local Board Insert (will be tabled at the meeting)	5
b View	Draft Local Board Support Information (will be tabled at the meeting)	5

Signatories

Authors

Carmen Fernandes - Democracy Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Judith Webster - Relationship Manager

Waiheke Local Board

11 December 2014

Interim Open Space Provision Guidelines

File No.: CP2014/27736

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; and

· 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 Waiheke 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 the existing urban area. 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 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 the existing urban area by describing six experiences the open space network should deliver:

· Neighbourhood parks;

· Suburb parks;

· Sub-regional parks;

· Civic spaces;

· Local sports parks; and

· 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 opportuniites, respite, trail networks)

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, greens, streets and shared spaces within urban centres which provide for social and informal recreation experiences. The provision guidelines propose 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 which is 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 which 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 is:

· High levels of expected population growth

· Relatively poor access to informal recreation open space

· 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 the existing urban.

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 which 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 sets 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 view 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	5
b View	Examples of provision targets used by former Auckland Council and other NZ and overseas park authorities	5