Agenda of Waiheke Local Board

Waiheke Local Board

09 April 2015

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

9 Public Forum 5

10 Extraordinary Business 6

11 Notices of Motion 6

12 Developing the Empowered Communities Approach 7

13 Amendment to the meeting schedule 11

14 Full waiver of a hire fee for hire of Surfdale Hall by Waiheke Senior Citizens Association Limited 15

15 WW1 Centenary Commemorations Update - Waiheke 17

16 ANZAC Day grant to Waiheke RSA 27

17 Waiheke Local Board Workshop Record of Proceedings 29

18 Chairperson's Report 41

19 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

An apology from Member Shirin Brown has beed recived.

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, 26 March 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 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.

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.

Waiheke Local Board

09 April 2015

Developing the Empowered Communities Approach

File No.: CP2015/04948

Purpose

1. This report provides an overview of the Empowered Communities Approach (ECA), including local board involvement in developing the approach.

Executive Summary

2. The Mayor’s Proposal for the Long Term Plan 2015-2025 (LTP) includes developing a more empowered community approach to the work of Auckland Council. The proposed changes are:

· to transition delivery to a more empowered community approach.

· to move away from direct delivery (and therefore save overheads) and fund community groups to deliver more.

· for local boards to play a much more active role by allocating more funding through them.

3. The purpose of the Empowered Communities Approach (ECA) is to develop a new, more effective and empowering approach to the way council delivers services and supports community activities. The ECA will establish a new operating model for the Community Development and Safety (CDS) unit which will shift its service delivery to have a greater focus on local and community empowerment, with a view to embedding this way of working across council departments and council- controlled organisations.

4. A reduction in the cost to deliver community development over time is expected, starting with savings in the 2015/2016 financial year.

5. A political advisory group (PAG) has been established to provide strategic advice and guidance as staff develop the ECA. Discussion has centred on what empowered communities look like, and what shifts are required within council to support them. The PAG meeting in March endorsed the proposed approach. PAG feedback included the importance of meeting local needs, rather than a ‘one size fits all’ approach. Two further PAG meetings will be held on 16 April and 4 May.

6. An engagement programme with local boards is underway. Key steps in this are:

· two chairs and portfolio holder workshops.

· individual board workshops in April.

· a report to local board business meetings in May/ early June.

The final empowered communities approach and the CDS operational model will be reported to the Regional Strategy and Policy Committee for endorsement in June 2015, for implementation in July-December.

7. A targeted programme of community engagement is underway.

Recommendation/s

That the Waiheke Local Board:

a) receives the Developing the Empowered Communities Approach report.

b) where required by the timing of the existing business meeting, the local board either delegate, hold an extraordinary meeting or accept a late report so that the board can provide formal feedback during the period 5 May – 3 June.

Comments

Background

8. The Mayor’s Proposal for the Long Term Plan 2015-2025 (LTP) includes developing a more empowered community approach to the work of Auckland Council. The proposed changes to the community development function are:

· to transition delivery to a more empowered community approach.

· to move away from direct delivery (and therefore save overheads) and fund community groups to deliver more.

· for local boards to play a much more active role by allocating more funding through them.

9. The purpose of the Empowered Communities Approach (ECA) is to develop a new, more effective and empowering approach to the way council delivers services and supports community activities. The ECAP will establish a new operating model for the Community Development and Safety (CDS) unit which will shift its service delivery to have a greater focus on local and community empowerment, with a view to embedding this way of working across the council family.

10. A reduction in the cost to deliver community development over time is expected, starting with savings in the 2015/2016 financial year.

11. A political advisory group (PAG) has been established to provide strategic advice and guidance as staff develop the empowered communities approach. Discussion has centred on what empowered communities look like, and what shifts are required within council to support them.

Political Advisory Group

12. A Political Advisory Group (PAG) has been established to provide strategic advice and guidance to staff during the development of the empowered communities approach. Membership of the PAG includes the Mayor, six local board members (Andrew Baker, Efeso Collins, Vanessa Neeson, Peter Haynes, Julia Parfitt, Kay McIntyre), five governing body members (Cathy Casey, Linda Cooper, George Wood, Alf Filipaina, Penny Hulse) and a representative from the Independent Māori Statutory Board (Karen Wilson).

13. At their meeting on 6 March 2015 the PAG endorsed the proposed approach. The key points discussed were:

· ‘Empowered Communities: Enabling Council’: The approach is underpinned by a two-way relationship between council and the community; leading to improved outcomes for Auckland.

· Describing empowered communities: an empowered community is one where individuals, whanau and communities have the power and ability to influence decisions, take action and make change happen in their lives and communities. This includes communities of place, interest and identity.

· How to support community empowerment: community empowerment is about providing real opportunities for people to participate and fostering the conditions that support this. An empowered communities approach is a ‘way of working’ that empowers people to play a more active role in the decisions that affect their communities.

14. Working in a way that empowers communities requires ‘whole of council’ shifts to:

· provide a gateway / portal into council resources and information.

· provide more support for local boards and other areas of council to work together in joined-up ways with local communities.

· facilitate and embed the empowered communities approach across council.

· develop and implement creative new engagement and participation practices.

· support the devolution of resources / functions / control to communities.

15. Other key feedback from the PAG included:

· the model should involve high trust between council and the community and be based on building good relationships.

· the path Māori have been on provides an example for the ECA, which should draw from the Māori Responsiveness Framework.

· one size does not fit all and the model may look different across different activities of council and in different communities, reflecting the make-up of those communities and their capability and capacity.

· all parts of council need to work collaboratively to make this work. This should include the council-controlled organisations (CCOs).

· capacity building is important and there need to be examples of how to do this effectively.

· recognition that embedding this approach will take time.

16. Staff will report back to the PAG on 16 April with the following:

· revised approach.

· the proposed operating model for the CDS unit.

· supporting tools.

· budget and implementation implications.

ECA timeline

17. The key milestones are shown in the table below.

Stage	Date	Purpose
Local board business meetings	15-23 April	Context setting report
Political Advisory Group	16 April	Provide strategic advice on revised approach and proposed CDS model of operation
Chairs and portfolio holders workshop	20 April	Wider discussion of material presented at PAG
Local board workshops	21 April – 1 May	Discussion by individual boards
Political Advisory Group	4 May	Provide strategic advice on revised CDS model of operation
Local board business meetings	5 May – 3 June	Formal resolutions on proposal
Budget Committee	7-8 May	LTP budget decisions including CDS budget for 2015/2016
Regional Strategy and Policy Committee	4 June	Endorse ECA and the CDS operational model
Implementation	July - December

18. For some local boards, the timing of the May-June local board business meetings may require the local board to either delegate, hold an extraordinary meeting or accept a late report so that the board can provide formal feedback during the period 5 May – 3 June.

Consultation and engagement

19. Engagement with community stakeholders is ongoing, with initial feedback workshops held in March across the region. At the workshops, staff explored with participants what capabilities and ideas for empowering communities, equity issues and activities the community see themselves as best delivering. Engagement was sought on what is best kept as council core functions in relation to community development and safety.

20. Internal staff consultation is ongoing as the approach is developed. A number of workshops have been held with staff from all departments in the operations division in the first instance.

Consideration

Local Board views and implications

21. The empowered community approach aims to provide a much more active role for local boards in community development.

22. ECA builds on the strong focus on community led planning and development in the Local Board Plans 2014.

23. Local boards views will be sought through the process outlined above.

Māori impact statement

24. The ECAP has the potential to impact on Māori over time. Engagement with mataawaka and mana whenua will be undertaken during the engagement phase to enable staff to understand potential impacts.

25. A representative from the Independent Māori Statutory Board sits on the PAG.

Implementation

26. The model will be implemented in CDS in 2015/2016. The approach will be rolled out across the whole of council over time.

Attachments

There are no attachments for this report.

Signatories

Authors	Helen Dodd, Strategic Advisor, Local Board Services
Authorisers	Karen Lyons - Manager Local Board Services

Waiheke Local Board

09 April 2015

Amendment to the meeting schedule

File No.: CP2015/04711

Purpose

1. To amend the meeting schedule adopted at 5 December 2013 business meeting.

Executive Summary

2. The meeting schedule for this current term was adopted by the board at the business meeting on 5 December 2013.

3. Changes to this list have been proposed.

Recommendation/s

That the Waiheke Local Board:

a) Approves that the meeting list adopted by the board on 5 December 2013, resolution number WHK/2013/366, be amended to exclude meetings on 9 July 2015, 8 October 2015, 28 April 2016 and 14 July 2016.

b) Notes that all other dates remain unchanged.

Comments

4. At the 5 December 2013 business meeting the board resolved to adopt a meeting schedule for this current term. Resolution number WHK/2013/366.

5. Members have proposed keeping holiday periods free of business meetings which would result in there being no meeting on 9 July 2015, 8 October 2015, 28 April 2016 and 14 July 2016.

6. Given that the board meet on a fortnightly basis, excluding these four meetings will have very little impact on the decision making process and will be cost effective for the rate payer.

Consideration

Local Board views and implications

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

Māori impact statement

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

Implementation

9. Meetings of the local boards are supported by Auckland Council’s Local Board Services Department.

Attachments

No.	Title	Page
a View	Resolution from 5 December 2013 Business Meeting	13

Signatories

Authors	Sophie McGhee - Democracy Advisor
Authorisers	Judith Webster - Relationship Manager

Waiheke Local Board

09 April 2015

Full waiver of a hire fee for hire of Surfdale Hall by Waiheke Senior Citizens Association Limited

File No.: CP2015/04731

Purpose

1. To enable the Waiheke Local Board (the local board) to consider a full waiver of the fee for the hire of Surfdale Hall by Waiheke Senior Citizens Association Incorporated for the remainder of the current financial year 2014/2015.

Executive Summary

· The Waiheke Senior Citizens Association Incorporated has approached the local board for assistance with the hire fee for Surfdale Hall due to financial hardship.

· A full waiver of the fee for hire of Surfdale Hall by Waiheke Senior Citizens Association Incorporated is proposed for the remainder of the current financial year 2014/2015.

· The local board would be required to fund the financial impact of a full waiver of a hire fee through their local board budget at a total cost of $127.60.

· The local board is undertaking a survey of local council facilities which will identify gaps for provision and opportunities for improvement.

Recommendation/s

That the Waiheke Local Board:

a) Approve a full waiver of the fee for hire of Surfdale Hall by Waiheke Senior Citizens Association Incorporated for the remainder of the current financial year at a total cost of $127.60 to be funded from 2014/2015 SLIPs operational budget.

b) Request that officers report back on:

· opportunities to maximise use of council facilities;

· how to encourage the sharing of council facilities by complementary community groups for similar activities;

· options to increase accessibility and affordable hire for community groups using council facilities.

Comments

Background

2. The Waiheke Senior Citizens Association Incorporated hires the Surfdale Hall for their monthly meetings on the second Wednesday of every month between 11:30am to 3:00pm. The community group has approached the Waiheke Local Board for assistance with the hire fee for Surfdale Hall due to financial hardship.

3. Hire fees for Surfdale Hall on a Wednesday are $44 per hour during peak times and $35.20 per hour during off-peak times. 9:00am-12:00pm is peak and 12:00-6:00pm is off peak. The community group would use the hall for 0.5 hours during peak and 3 hours during off-peak with a total standard rate of $127.60. The community group qualifies for a priority discount of 50% bringing the total down to $63.80.

4. Auckland Council recognises the vital role that community groups play across the region in developing a sense of belonging and engagement. Provided that the activities they propose meet certain criteria, community groups may be eligible for a priority discount on hire fees for council-run facilities. For Waiheke Local Board, the priority activities for maximum discounts are those activities contributing to community outcomes, such as those offered by not-for-profit and community groups.

5. The Waiheke Senior Citizens Association Incorporated has two further bookings for hire of Surfdale Hall remaining for the current financial year 2014/2015 which are 13 May 2015 and 10 June 2015. It is proposed that the community group receive a full waiver of the hire fees for these bookings.

6. The local board would be required to cover the loss of revenue from a full waiver of a hire fee from their local board budget. The total loss of revenue from a full waiver of a hire fee for hire of the Surfdale Hall on 13 May 2015 and 10 June 2015 from 11:30am to 3:00pm is $127.60.

7. The local board is undertaking a survey of local council facilities which will help identify opportunities for sharing facilities and affordable hire for community groups. This will inform the process for the Waiheke Senior Citizens Association Incorporated to access suitable facilities for their monthly meetings for the next financial year 2015/2016.

Consideration

Local Board views and implications

8. The local board have a priority within their local board plan to review and prioritise the use of community facilities so they are better used to meet the needs of the community

9. This will involve reviewing all council-owned land and buildings to ensure the best use of space by encouraging sharing by complementary community groups and for similar activities.

Māori impact statement

10. This report does not involve any significant decisions for Maori.

Implementation

11. The actions recommended in this report can be implemented within the board’s existing budgets.

Attachments

There are no attachments for this report.

Signatories

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

Waiheke Local Board

09 April 2015

WW1 Centenary Commemorations Update - Waiheke

File No.: CP2015/05206

Purpose

1. Providing an update on the WW1 Commemoration programme of events for Waiheke and seeking the Waiheke Local Board’s (the local board’s) approval for the WW100 Waiheke Island Get Involved Working Group’s (the working group’s) recommended capital projects for the WW1 Centenary Commemorations on Waiheke.

Executive Summary

2. The board’s 2014/2015 budget includes $10,000 operational funding and $10,000 capital funding for WW1 Centenary Commemorations on Waiheke.

3. At its meeting held 23 October 2014 the board allocated $10,000 operational funding to the WW100 Waiheke Island Get Involved Working Group to prepare a programme events for the WW1 Centenary Commemorations on Waiheke. They also requested the working group report back the final programme of events and their recommended capital projects.

4. The working group carried out a public request for proposals process during February 2014.

5. This report provides the programme of events for the board’s information and seeks the board’s approval for the capital projects recommended by the working group.

Recommendation/s

That the Waiheke Local Board:

a) Notes the following programme details for the WW1 Centenary Commemorations on Waiheke from a total operational budget of $10,000 for 2014/2015:

· WW1 Play “Gentler than a Rifle Butt” – Carol Winstanley, Operational Fund: $2,000

· Film Documentary Waiheke Island WW1 Commemoration Events / Projects – Janet Salas, Operational Fund: $3000

· WW1 NZ Cycling Battalion – Tanya Batt, Operational Fund: $500

· WW1 Radio / Drama. Kim Whittaker, Operational Fund: $1500

· Song Cycle. John Mackay, Bruce Woods, Operational Fund: $3000

b) Approves $9,794 from the 2014/2015 WW1 Commemorations capital budget to the WW100 Waiheke Island Get Involved Working Group (with Waiheke RSA acting as the umbrella group) to deliver the following projects:

· WW1 Memorial for Waiheke Soldiers – Stony Batter, Sue Pawley, $3,394

· WW1 Ostend ANZAC Park Cenotaph Plinth upgrade, Waiheke Roll of Honour – Waiheke RSA, $6,400

c) Considers ongoing funding from the Waiheke Local Board LDI budget for subsequent years of the WW1 Centenary Commemoration.

Comments

Background

6. The Waiheke Local Board’s 2014/2015 budget includes $10,000 operational funding and $10,000 capital funding for WW1 Centenary Commemorations on Waiheke.

7. At its meeting held 23 October 2014 the Waiheke Local Board resolved as follows:

World War 1 Centenary Commemorations - Waiheke

Resolution number WHK/2014/1

MOVED by Chairperson PA Walden, seconded by Member RE Ballard:

That the Waiheke Local Board:

a) Delegate Board member Treadwell as the Waiheke Local Board representative on the WW100 Waiheke Island Get involved working group.

b) Allocate $10,000 operational funding from the board’s 2014/2015 WW1 Centenary Commemorations budget to the WW100 Waiheke Island Get involved working group (or an umbrella group) to deliver a programme of events for the WW1 Centenary Commemorations on Waiheke, with final programme details and operational budget allocation delegated to the Deputy Chair.

c) Request the WW100 Waiheke Island Get involved working group report back to the board the final programme of events and recommended capital projects for the WW1 Centenary Commemorations on Waiheke.

d) Delegate all board members to liaise with the region-wide WW1 Centenary Commemorations programme event organisers as required.

CARRIED

8. At the board meeting held 26 February 2015 Board member Treadwell provided a progress report on the WW100 Waiheke Island Get involved working group. The group has met regularly to formulate a programme of events and progress proposals that will contribute to the WW100 Auckland First World War Centenary Commemorations.

9. Requests for proposals were advertised in the local media in February. The closing date to receive proposals was 20 February 2015. Seven proposals were received for operational fund contributions and two for capital fund contributions. The working group made their recommendations on 27 February 2015.

10. In line with resolution b) the following operational projects have been approved by Board member Treadwell:

· WW1 Play “Gentler than a Rifle Butt” – Carol Winstanley, Operational Fund: $2,000

· Film Documentary Waiheke Island WW1 Commemoration Events / Projects – Janet Salas, Operational Fund: $3000

· WW1 NZ Cycling Battalion – Tanya Batt, Operational Fund: $500

· WW1 Radio / Drama. Kim Whittaker, Operational Fund: $1500

· Song Cycle. John Mackay, Bruce Woods, Operational Fund: $3000

11. In line with resolution c) capital projects recommended by the WW100 Waiheke Island Get involved working group are as follows:

· WW1 Memorial for Waiheke Soldiers – Stony Batter, Sue Pawley, $3,394 (noting DOC approval will be required)

· WW1 Ostend ANZAC Park Cenotaph Plinth upgrade, Waiheke Roll of Honour – Waiheke RSA, $6,400 (noting that Council’s Local and Sports Park advisor has approved this proposal)

12. The working group has requested that the board considers ongoing funding for subsequent years of the WW1 Centenary Commemoration from future LDI budgets.

13. The following proposals were not approved for 2014/2015 funding:

· WW1 Gallipoli Book. Nora West

· Hillary Lapsley Film

14. The working group coordinator will work with the project organisers, relevant authorities and council officers to deliver their respective projects once formally approved.

Consideration

Local Board views and implications

15. The local board or their representatives have been involved in all aspects of this project.

Māori impact statement

16. The activities outlined within this report do not impact specific outcomes or activities and as such the has no particular benefit to, or adverse effect on Maori

Implementation

17. Once approved, capital project funding will be transferred to the WW100 Waiheke Island Get involved working group to deliver the programme of events.

Attachments

No.	Title	Page
a View	Report to Waiheke Local Board dated 4 March 2015	21
b View	WW1 Cenotaph Plinth upgrade	25

Signatories

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

Chairperson	Paul Walden
Deputy Chairperson	Beatle Treadwell
Members	Becs Ballard
	Shirin Brown
	John Meeuwsen

Authors	Jessica Morris - Local Board PA/Liaison - Waiheke
Authorisers	Judith Webster - Relationship Manager