Agenda of Upper Harbour Local Board

I hereby give notice that an ordinary meeting of the Upper Harbour Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Tuesday, 28 April 2015

7.00pm

Upper Harbour Local Board Office
30 Kell Drive
Albany

Upper Harbour Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Brian Neeson, JP
Deputy Chairperson	Lisa Whyte
Members	Callum Blair
	John McLean
	Margaret Miles, JP
	Christine Rankin-MacIntyre

(Quorum 3 members)

Suad Allie

Democracy Advisor

21 April 2015

Contact Telephone: (09) 414 2684

Email: suad.allie@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

	Portfolio Activity	Responsibilities	Board Lead/s and Alternate
1	Governance	· Board Leadership · Board-to-Council Relationships · Board-to-Board Relationships · Civic Duties · Advocacy (local, regional, and central government) · Relationships with Maoridom · Relationships with government departments and agencies · Relationship with Property CCO · Relationship with Auckland Waterfront Development · Advocacy with Governing Body (Local Board Plan; Local Board Agreements) · Unitary Plan · Local area plan	Brian Neeson Lisa Whyte
2	Regulatory & Bylaws / Civil Defence Emergency Management .	· Resource consents · Heritage · Liquor · Gambling · Swimming pools fencing · Trees · Bylaws · Relationships with the Civil Defence Emergency Management Group · Community preparedness, disaster response, relief, and recovery	Callum Blair John McLean Christine Rankin-MacIntyre Margaret Miles (Resource Consents only)
3	Events / Arts and Culture	· Community celebration · Community identity · Neighbourhood gatherings and renewal · Event compliance · Relationship with ATEED · Relationship with Regional Facilities CCOs · Tourism · Artistic and cultural service levels · Promoting all aspects of artistic endeavour · Development of public art strategy and policy	Margaret Miles
4	Community and social well-being / Local Facilities	· Community development · Neighbourhood relationships · Funding for neighbourhood projects · Community safety (excl. town centres) · Graffiti removal · Community advocacy · Relationships with Youth · Leisure centres · Community houses · Halls · Community hubs · Arts facilities · Community Partnerships · Asset Management	Callum Blair Margaret Miles

	Portfolio Activity	Responsibilities	Board Lead/s and Alternate
5	Libraries	· Stewardship of libraries · Mobile library	Christine Rankin-MacIntyre Lisa Whyte
6	Sports parks and recreation (active) / Parks, Reserves and playgrounds (passive)	· Stewardship of sports parks · Stewardship of recreation facilities · Relationship with sports clubs · Neighbourhood parks and reserves (incl. esplanade reserves and the coastline) · Design and maintenance · Plantings, playgrounds, bollards, and walkways · Skateparks · Track Network development	Margaret Miles Lisa Whyte
7	Town Centres	· Town centre renewal · Design and maintenance · Community safety within town centres · Business Improvement Districts liaison · Urban design · Built Heritage	Margaret Miles Brian Neeson
8	Transport / Regional Transport and CBD development	· Local transport projects and public transport (incl. roading, footpaths, cycleways) · Liaison on regional Transport matters · 2^nd harbour crossing · Bridge walk cycleway · Inner City Rail Link · Waterfront development · CBD master plan	John McLean Margaret Miles
9	Natural Environment .	· Restoration of wetlands, streams, and waterways · Local priorities in relation to regional environmental management · Costal management including mangrove encroachment and erosion mitigation · Relationships with Watercare · Waste minimisation strategy · Bio security	John McLean Callum Blair Lisa Whyte (waste minimisation only)
10	Economic Development / Financial oversight	· Key relationship with Business Development Manager in Auckland Tourism Events and Economic Development team · Establish and promote local opportunities for increased tourism and economic development · Budgets · Project expenditure · Monitor GB strategy and Finance · Service Levels · Local funding policy	Lisa Whyte Margaret Miles

Upper Harbour Local Board

28 April 2015

ITEM TABLE OF CONTENTS PAGE

1 Welcome 7

2 Apologies 7

3 Declaration of Interest 7

4 Confirmation of Minutes 7

5 Leave of Absence 7

6 Acknowledgements 7

7 Petitions 7

8 Deputations 7

9 Public Forum 7

10 Extraordinary Business 7

11 Notices of Motion 8

12 Meeting Minutes Upper Harbour Local Board, Tuesday 14 April 2015 9

13 Upper Harbour Local Board Community Grants Programme 2015/2016 17

14 Allocation of Reserve Albany Parking Funds 23

15 Status of the Upper Harbour Local Board Discretionary Funds for the 2014/2015 financial year 25

16 Summary of Actions and Reports Requested - Upper Harbour Local Board - April 2015 27

17 Record of the Upper Harbour Local Board Workshop held on
7 and 14 April 2015. 33

18 Governing Body Members' Update 39

19 Board Members' Reports 41

20 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 14 April 2015 and the extraordinary minutes of its meeting, held on Tuesday, 21 April 2015, 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 Upper Harbour 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.

Upper Harbour Local Board

28 April 2015

Meeting Minutes Upper Harbour Local Board, Tuesday 14 April 2015

File No.: CP2015/01542

Purpose

The open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday,

14 April 2015, are attached at item 12 of the Agenda for the information of the Board only.

Recommendation/s

That the Upper Harbour Local Board note that the open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 14 April 2015 are attached at Item 12 of the agenda for the information of the board only, and will be confirmed under item 4 of the agenda.

Attachments

No.	Title	Page
a View	14042015, Upper Harbour Local Board unconfirmed minutes - 14042015	11

Signatories

Authors	Suad Allie - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

28 April 2015

Upper Harbour Local Board Community Grants Programme 2015/2016

File No.: CP2015/06212

Purpose

1. The purpose of the report is to present the Upper Harbour Local Board Community Grants Programme 2015/2016 for adoption.

Executive Summary

2. The new Auckland Council Community Grants Policy was adopted in December 2014. This policy guides the allocation of local, multi-board and regional grants to groups and organisations delivering projects, activities and services that benefit Aucklanders.

3. The Community Grants Policy supports each local board to adopt their own local grants programme to be attached to the policy as an appendix.

4. This report presents the Upper Harbour Local Board Community Grants Programme 2015/2016 for adoption (refer attachment A).

Recommendation/s

That the Upper Harbour Local Board:

a) adopt the Upper Harbour Local Board Community Grants Programme 2015/2016.

Comments

5. The new Community Grants Policy was adopted in December 2014 and implementation will commence on 1 July 2015.

6. The policy supports each local board to develop a Community Grants Programme for 2015/2016. This local board grants programme will guide community groups and individuals when making applications to the local board.

7. The local board community grants programme can include:

· outcomes as identified in the local board plan;

· specific local board funding priorities;

· budget allocated to the grants programme;

· which grant types will operate locally, the number of funding rounds and when these will open and close;

· any additional criteria or exclusions that will apply;

· an indication of participation in multi-board funding; and

· other factors the local board consider to be significant to their decision-making.

8. An implementation plan is underway to support an integrated and simplified approach to grants programme administration. Funding staff from different departments are working together to ensure a co-ordinated approach, expected to benefit applicants and streamline internal processes.

9. Once the local board community grants programme has been adopted, the types of grants, funding rounds, criteria and eligibility with be advertised through an integrated communication and marketing approach which includes utilising the local board channels.

Consideration

Local Board Views and Implications

10. The Community Grants Programme has been developed by the local board to set the direction of their grants programme. This programme can be reviewed on an annual basis.

Māori impact statement

11. All grant programmes should respond to Auckland Council’s commitment to improving Maori wellbeing by providing grants to organisations delivering positive outcomes for Maori.

Implementation

12. An implementation plan is underway and the local board grants programme will be locally advertised through the local board and council channels. Targeted advertising and promotion will be developed for target populations, including migrant and refugee groups, disability groups, Maori and iwi organisations.

Attachments

No.	Title	Page
a View	Upper Harbour Local Board Community Grants Programme 2015/2016	19

Signatories

Authors

Marion Davies - Community Funding Programme Manager

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Eric Perry - Relationship Manager

Upper Harbour Local Board

28 April 2015

Allocation of Reserve Albany Parking Funds

File No.: CP2015/06505

Purpose

1. The purpose of this report is to get the Upper Harbour Local Board’s approval to allocate the reserve Albany parking funds to Nicholas Lowes, to provide additional parking for the Albany Village, as part of the development at 243 Dairy Flat Highway.

Executive Summary

2. At the time of the original development of the Albany Village and surrounding areas, Section 295 of Local Government Act 1974¹ was used, when the off-street parking required under the district scheme for a development was not available. In lieu of the provision of parking, the developer made a cash contribution which, it was envisaged, would be applied towards off-street parking subsequently provided by the Council as the opportunity arose, and which was in the Council's opinion as close as was reasonable and practicable to the site in question.

3. An amount of $354,374.00 was collected under the legacy North Shore City Council contributions policy for the provision of off street parking in the Albany Village. The funds are currently held in reserve by Auckland Council.

4. The Upper Harbour Local Board has received numerous complaints about the lack of parking in the Albany Village which affects the business patronage and is also a major inconvenience to residents trying to utilise the library facility in the Village. The parking situation has led to businesses moving to other areas, better served with parking provision.

5. The board has for some time, been trying to identify alternative options to increase the parking shortfall. An opportunity arose when Mr Lowes indicated his willingness to construct additional parking for the Village as part of his development of number 243 Dairy Flat Highway.

6. Should the Upper Harbour Local Board wish to allocate the reserve Albany parking funds to Mr Lowes, an additional 20 parking spaces will be constructed to benefit the patrons of the Albany Village businesses.

Recommendation/s

That the Upper Harbour Local Board:

a) approve the allocation of the reserve Albany parking funds to Mr Nicholas Lowes to construct additional parking spaces for the benefit of the Albany Village business and library patrons.

b) advocate to the Budget Committee for the $354,374.00 of parking reserve funds to be released for use towards alleviating the parking congestion in the Albany Village. This meets the requirement for which the funds were collected originally.

Attachments

There are no attachments for this report.

Signatories

Authors	Karen Marais - Local Board Services
Authorisers	Eric Perry - Relationship Manager

¹ While section 295 was repealed by the Resource Management Act 1991 (RMA), the constraints on the use of contributions under section 295 continue to apply to contributions received prior to its repeal. This is because of section 17(1) of the Interpretation Act 1999, which states:

"The repeal of an enactment does not affect –

…

(b) An existing right, interest, title, immunity, or duty."

Section 295(3) of the LGA74 gave contributors the right to have access to parking spaces equivalent to thosein respect of which payment was made, once the funds had been applied in accordance with section 295(2). Section 295(2) clearly imposed certain duties on the Council in terms of the funds received.

In summary, existing funds obtained under section 295 still have to be used in accordance with that section notwithstanding its repeal, unless an application under section 207 of the LGA02 is approved

Upper Harbour Local Board

28 April 2015

Status of the Upper Harbour Local Board Discretionary Funds for the 2014/2015 financial year

File No.: CP2015/06497

Purpose

1. This report provides an update to the Upper Harbour Local Board on the availability of discretionary funding for the 2014/2015 financial year. It also provides a running total of the balances of the board’s various discretionary funds.

Executive summary

2. The Upper Harbour Local Board has a number of discretionary funds available in the 2014/2015 financial year. The current balances of the board’s discretionary funds are as follows:

Fund	Total available in 2014/15 ($)	Amount spent ($)	Balance remaining ($)
Local Events Contestable Fund	36,693.00	36,693.00	0.00
Local Discretionary Community Grants	92,674.57	22,318.00	70,356.57
Local Events Support Fund	36,432.25	36,432.25	0.00
SLIPs Funding	65,000.00	65,000.00	0.00
Discretionary Opex Fund	$5,700.00	5,700.00	0.00

3. At its meeting on 24 March 2015, the Upper Harbour Local Board resolved to allocate the following from the remainder of unspent discretionary opex budgets:

· The oiling of the Faraway Tree sculpture in Sanders Reserve at a cost of $1,428.88.

· The maintenance of the wooden sculptures in Kell Park at a cost of $1,845.

· The relocation of plants, the construction of a new boundary fence and preparing new garden bed in Centorian Reserve at a cost of $10,000.

· The removal of gorse at Hosking Reserve and the maintenance of the bridle trails at Sanders Reserve, at a cost of $20,000.

· The preparation of an Economic Development Plan for the entire Upper Harbour Local Board area at a cost of $20,000.

· A grant, in principle, to the North Harbour Business Association (NHBA) in support of a feasibility study and trial for shuttle bus service in NHBID area, at a cost of $17,176.12, subject to the NHBA providing the board with a more detailed proposal.

· The appointment of an independent consultant to assist Meadowood Community House with its governance and the revision of its constitution, at a cost of $2,800.

· A grant of $1,750 to North Shore City Baseball Club towards the cost of using the Rosedale softball facility for the 2015 New Zealand U13 Club Nationals, over the Easter weekend. This grant was deducted from the Local Discretionary Community Grants budget line.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the Status of the Upper Harbour Local Board Discretionary Funds for the 2014/2015 financial year report.

Attachments

There are no attachments for this report.

Signatories

Authors	Karen Marais - Local Board Services
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

28 April 2015

Summary of Actions and Reports Requested - Upper Harbour Local Board - April 2015

File No.: CP2015/06498

Purpose

1. The purpose of this report is to update the Upper Harbour Local Board on the status of actions and requested reports arising out of local board business meetings.

Executive summary

2. The attached schedule provides a list of the actions and reports requested arising out of the Upper Harbour Local Board business meetings and workshops, and their current status.

3. The completed actions listed will be removed from the list once the board is satisfied that the matter has been resolved.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the Summary of Actions and Reports Requested – Upper Harbour Local Board – April 2015 report.

Attachments

No.	Title	Page
a View	Summary of Actions and Reports Requested - April 2015	29

Signatories

Authors	Karen Marais - Local Board Services
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

28 April 2015

Record of the Upper Harbour Local Board Workshop held on
7 and 14 April 2015.

File No.: CP2015/06523

Executive summary

The Upper Harbour Local Board workshop held on 7 and 14 April 2015. Copy of the workshop record is attached.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the record of the Upper Harbour Local Board workshop held on

7 and 14 April 2015.

Attachments

No.	Title	Page
a View	Upper Harbour Local Board Workshop held on 7 April 2015	35
b View	Upper Harbour Local Board Workshop held on 14 April 2015	37

Signatories

Authors	Suad Allie - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager