Agenda of Upper Harbour Local Board

	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

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, 25 August 2015, and the Local Dog Access Hearing minutes, Tuesday, 18 August 2015 and 2 September 2014, Local Board Plan Hearings 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 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

08 September 2015

Auckland Transport Report - September 2015 - Upper Harbour Local Board

File No.: CP2015/18039

Purpose

1. The purpose of the report is to respond to Upper Harbour Local Board requests on transport-related matters and to provide information to elected members about Auckland Transport (AT) activities in the Upper Harbour Local Board area.

Executive Summary

2. This report covers matters of specific application and interest to the Upper Harbour Local Board and its community, matters of general interest relating to Auckland Transport activities or the transport sector, and relevant Auckland Transport media releases for the information of the local board and community.

3. In particular, this report provides an update on:

· Local Board Transport Capital Fund Projects;

· consultation documents on proposed safety improvements;

· media; and

· issues register.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the Auckland Transport Report – September 2015.

Comments

Local Board Transport Capital Fund

4. In 2015, the Upper Harbour Local Board provided several lists of potential Local Board Transport Capital Fund projects.

5. The table below outlines an up-date and an associated rough order of cost (ROC)

ID#	Project Description	Progress/Current Status
	Bernard Magnus Lane: · Upgrade of Bernard Magnus Lane to provide safe carriageway, a footpath and utilities.	· New storm water system · New kerb and channel · New footpath · New surfacing full width · New street lighting (Not included are watermains and power poles, as AT will not pay for these ) ROC $907,000
	Gills Road: · Investigate footpaths for the entire length of Gills Road, and particularly the cost of adding a footpath to the one-way bridge or a separate pedestrian bridge.	This project has been split into three parts: 1) Dairy Flat Highway to Living Stream Drive · AT has engaged a consultant to carry out a design and will have more accurate costings in September. · ROC to be confirmed September/October. 2) Living Stream to No 219 (already has footpath) no ROC required. 3) No 219 to Lonely Track Road: · New kerb and channel. · Retaining wall for most of length. · New concrete footpath. · ROC $271,000.
	Huntington Park Drive: · Footpath at the corner of Pitotoi and Kyle Road towards the dead end that provides pedestrian access to the school.	· Still being assessed.
	Lonely Track Road: · Investigate footpath specifically from Fairview Avenue towards East Coast Road approximately 716 to 992 meters.	· Fairview to No29 Lonely Track - ROC $535,000. · Fairview to East Coast Road - ROC $864,000. To be noted: · No allowance for service relocation · Allowed for kerbing only where necessary · No allowance for road widening so dispensations/approvals on road widths would be required

Consultation documents on proposed safety improvements

6. Consultation documents for the following proposals have been provided to the Upper Harbour Local Board for its feedback. As the board’s transport portfolio holders provide feedback on the local board’s behalf, the material below is included for general information purposes only.

7. Medallion Drive, Oteha – Consultation Plan – Issues with Speed Humps.

The speed humps on Medallion Drive were installed when the traffic volumes were low; however the traffic volumes have increased significantly and are now causing excessive noise and vibration issues to the residents living near the humps.

8. Buses are also experiencing issues getting into and out of the bus stop due to parked cars. To alleviate this issue, Auckland Transport is proposing to install new broken yellow line markings to improve bus manoeuvring in and out of the stops.

9. Auckland Transport proposes to undertake the following:

· remove the existing speed humps outside No 34 and No 4;

· install new ‘No Stopping at All Times’ (NSAAT) broken yellow line restrictions and reduce the length of the bus stops; and

· reinstate the existing refuge islands with additional road markings to improve pedestrian safety (refer Attachment A for visual description).

11. Luckens Road and Bernleigh Terrace, West Harbour – Consultation Plan

Proposed ‘No Stopping At all Times’ (NSAAT) restriction. In order to address concerns from local residents regarding visibility at this intersection from parked vehicles, Auckland Transport is proposing to remove one parking space and to install NSAAT broken yellow lines as shown in Attachment B.

12. Meadowood, Caribbran, Bardados Drive, Unsworth Heights – Consultation Plan

Proposed ‘No Stopping at All Times’ (NSAAT) restriction. In order to address concerns from local residents regarding visibility and accessibility at this intersection from parked vehicles, Auckland Transport is proposing to install NSAAT broken yellow lines as shown in Attachment C.

13. Greenhithe Road, Greenhithe – Consultation Plan

Proposed ‘No Stopping at All Times’ (NSAAT) restriction. In order to address concerns from local residents, regarding visibility and accessibility due to vehicles parking at the bend on Greenhithe Road, Auckland Transport is proposing to install NSAAT broken yellow lines as shown in Attachment D.

14. Clearwater Cove, West Harbour – Consultation Plan

Proposed ‘No Stopping at All Times’ (NSAAT) restriction. In order to address concerns from local residents regarding visibility issues due to vehicles parking outside of No 7A-7C Clearwater Cove, Auckland Transport is proposing to install NSAAT broken yellow lines as shown in Attachment E.

Media

Record number of submissions received for North Shore

15. Public feedback closed on the new bus network proposed for the North Shore last month, with more feedback received than any previous new network consultation.

16. North Shore key points:

· Over 2,400 formal submissions received.

· More than 750 discussion forum comments.

· 32 consultation events were held, enabling AT to engage face-to-face with more than 3,400 people.

· Implementation is planned for 2017.

17. Auckland Transport is pleased with the level of feedback people gave regarding the proposed changes, as ultimately it will help inform the design of a better bus network for the people of the North Shore.

18. The next stage is analysis, which includes evaluating feedback and investigating issues raised. This can include test-driving any route changes suggested, further research into geographical conditions such as changes to road layout, or in some situations, further consultation with specific communities.

Issues register

19. The following issues update comprises issues raised by Upper Harbour Local Board members and Local Board Services staff:

Location	Issue	Status
East Coast Road	· Board requested footpath between 894 and 896 East Coast Rd be constructed via funding from Local Board Transport Capital Fund (LBTCF) ($35,000)	· Public consultation carried out. · AT worked with several local residents over a couple of identified issues. · Work started 27 July 2015, to be completed September 2015. · Minor storm-water issues identified and will be fixed at same time.
Hobsonville Road Footpath opposite old petrol station	· Reported as dangerous for pedestrians.	· AT has temporarily fixed the hazards to make these locations safe for pedestrians. · In addition, AT’s area engineer’s are conducting further investigations and monitoring during the ongoing development in the area. · Monitoring will be on-going until the area is fully developed
The Avenue/SH17 intersection, Albany	· Request for safety assessment of The Avenue/SH17 intersection, Albany.	· Scoping investigation phase complete · Feasibility study complete. · Scheme assessment complete. · The detail design was programmed for the 2013/2014 and 2014/2015 financial years and was expected to take about 9 months to complete. · However, the project is not included in the current Long-term Plan (LTP) 2015/2025. · AT and the local board are working to see if this project can be brought forward. · As part of the State Highway revocation agreement, NZTA has agreed to fund approximately 50% of the project , which should enable AT to raise the priority of the project.
Lucas Creek Bridge design	· The board has requested an opportunity to see the designs for the proposed strengthening and widening of the bridge and The Avenue upgrade	· Workshop with the board to be held once plans available.

Consideration

Local board views and implications

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

Maori impact statement

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

General

22. The activities detailed in this report do not trigger the Significance Policy. All programmes and activities are within budget/in line with council’s Annual Plan and Long-term Plan (LTP) documents and there are no legal or legislative implications arising from the activities detailed in this report.

Implementation

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

Signatories

Authors	Ivan Trethowen – Elected Member Relationship Manager, Auckland Transport
Authorisers	Jonathan Anyon - Elected Member Relationship Team Manager, Auckland Transport

Attachments

No.	Title	Page
a View	Medallion Drive	47
b View	Luckens Drive	49
c View	Meadowood Drive	51
d View	Greenhithe Road	53
e View	Clearwater Cove	55

Signatories

Authors

Ivan Trethowen – Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon – Elected Member Relationship Team Manager, Auckland Transport

Eric Perry – Relationship Manager

Upper Harbour Local Board

08 September 2015

Auckland Council Property Limited Local Board Six-Monthly Update 1 January to 30 June 2015

File No.: CP2015/12987

Purpose

1. To give the Upper Harbour Local Board an overview of Auckland Council Property Limited’s (ACPL) activities for the six months 1 January to 30 June 2015.

Executive Summary

2. In May 2015 the Governing Body voted in favour of merging ACPL with Waterfront Auckland to form Development Auckland (DA). The merger responds to feedback from the wider council organisation, and seeks to address several key growth, development, housing provision and funding challenges that Auckland will face over the next 20 years. As a council controlled organisation (CCO) Development Auckland will have a commercial orientation, but it will also have explicit public good outcomes to pursue.

3. Substantive elements of the purpose of DA relate to urban redevelopment, strategic advice on council’s property portfolio and the redevelopment of underutilised council assets to achieve commercial and strategic outcomes.

4. In August 2015 the Governing Body will receive recommendations from council staff in respect of the proposed locational priorities for DA.

5. It is anticipated that DA will specifically engage with local boards post the formal establishment on 1 September to consider what activities DA can undertake to benefit local communities.

6. As this is the final six monthly update from ACPL in its current form, including is the full business summary as included in previous versions, as well as an outline of several of the strategic and organisational changes planned for the transition to Development Auckland.

7. ACPL activity detail is broken down by business unit or work-stream, with a focus on local board specific activities where applicable.

8. Local board specific supporting detail is included at Attachments A, B and C.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the Auckland Council Property Limited Local Board Six-Monthly update 1 January to 30 June 2015.

Comments

Development Auckland

9. Council formally approved the establishment of Development Auckland, being a merger of Waterfront Auckland and Auckland Council Property Limited, in May 2015.

10. The essential purpose of DA is to contribute to the implementation of the Auckland Plan and encourage economic development by facilitating urban redevelopment that optimises and integrates good public transport outcomes, efficient and sustainable infrastructure and quality public services and amenities. DA will manage council’s non-service property portfolio and provide strategic advice on council’s other property portfolios. It will recycle or redevelop sub-optimal or underutilised council assets and aim to achieve an overall balance of commercial and strategic outcomes.

11. A number of objectives fall within this purpose, including facilitating the redevelopment of urban locations and optimising the council’s property portfolio.

12. The process to establish the operating structure of DA is well advanced, and a combined work stream between DA and council staff is looking at the future priorities for DA that will provide focus in terms of geographic locations and project priorities. In respect of the locational analysis work recommendations will be made to the Governing Body in August.

13. It is anticipated that DA will specifically engage with local boards post the formal establishment on 1 September to consider what activities DA can undertake to benefit local communities.

Workshops and Meetings

14. A schedule of Upper Harbour Local Board workshops and meetings attended by ACPL representatives from July to December is included as Attachment A. The list includes property specific meetings and workshops relating to general property management and the ongoing portfolio Rationalisation Process.

Property Portfolio Management

15. ACPL manages property owned by the council and Auckland Transport (AT) that are not currently required for service or infrastructure purposes. These are properties that are not immediately required for service delivery or infrastructure development but are being held for use in a planned future project, such as road construction/widening or the expansion of parks. This work will largely remain unaffected by the transition to Development Auckland.

16. The property portfolio continued to grow during the last six months and now totals 1,347 properties containing 1,080 leases, which is an increase of 41 since ACPL’s July-December 2014 update. The current property portfolio includes industrial sites and buildings, retail tenancies, cafés, restaurants, offices and a substantial portfolio of residential properties.

17. ACPL’s return on the property portfolio for the year ending 30 June 2015 provides the shareholder a net surplus of $6.8 million ahead of budget, with an actual surplus of $29.8 million against budget of $23 million. The average monthly vacancy rate for the period is 1.6%, which is under the Statement of Intent (SOI) target of 5%.

18. A properties managed schedule is included as Attachment B of this report. The schedule details:

· Current ACPL-managed commercial and residential property within the Upper Harbour Local Board area;

· Each property’s classification or reason for retention; and

· The nature of the property, such as a café within a library, or a residential property with a tenancy in place; as well as the budget under which operating expenditure and lease revenue for the property is reported (e.g. regional or local board).

19. A report indicating portfolio movement in the Upper Harbour Local Board area is attached as Attachment C. The report details all new acquisitions including the reason for acquisition, any transfers and the reason for transfer, as well as any disposals.

Portfolio Review and Rationalisation

Overview

20. ACPL is required to undertake ongoing rationalisation of council’s non-service assets. This includes identifying properties from within council’s portfolio that may be suitable for potential sale and development if appropriate. ACPL has a particular focus on achieving housing outcomes. Identifying potential sale properties contributes to the Auckland Plan focus of accommodating the significant growth projected for the region over the coming decades, by providing council with an efficient use of capital and prioritisation of funds to achieve its activities and projects.

Performance

21. July 2014 to June 2015 Target

UNIT	TARGET	ACHIEVED	COMMENTS
Portfolio Review	$30 million disposal recommendations	$69 million	These recommendations include $65.9 million of sites that are identified for development projects.

22. In setting future disposal targets, ACPL is working closely with council and AT to identify potentially surplus properties.

23. 2014/2015 Targets

UNIT	TARGET	COMMENTS
Portfolio Review	$30 million gross value recommended for sale	These targets include disposal recommendations and sales for sites that are identified for place-shaping and housing development projects.
Development and Disposals	$30 net value of unconditional sales

Process

24. Once identified as a potential sale candidate, a property is taken through a multi-stage rationalisation process. The agreed process includes engagement with council, CCOs, the relevant local board and mana whenua. This is followed by ACPL Board approval, engagement with the relevant local board and the Independent Māori Statutory Board (IMSB), and finally a Governing Body decision.

Under review

25. Properties currently under review for future use opportunities via the rationalisation process in the Upper Harbour Local Board area are listed below. The list includes any properties that may have recently been presented to the Governing Body and either approved for sale or development and sale or designated for retention. Further details are included in Attachment B.

PROPERTY

DETAILS

Clear Water Cove – West Harbour / Westpark Marina

Discussion ongoing with lessee regarding future development options for this site. Progressing through rationalisation process with view to potential sale of ground lease. Initial local board feedback has indicated support for the proposal provided community access to the marina is not jeopardised.

The local board additionally noted desire for public car parking facilities and concern about boat repairs taking place at the marina. ACPL is working through legal issues. Following this, a report will be provided to the Upper Harbour Local Board to seek their formal response.

Redevelopment/Regeneration and Housing Supply initiatives

Overview

26. ACPL in its current form is contributing commercial input into approximately 54 region wide council-driven regeneration and housing supply initiatives. Involvement extends from provision of initial feasibility advice through to implementation, with projects ranging in size from $415,000 to in excess of $100 million.

27. ACPL is also actively contributing to the Housing Action Plan, which is a council initiative focusing on non-regulatory efforts to encourage and increase affordable residential development. ACPL has a Statement of Intent (SOI) target to undertake five housing development projects over three years that will improve housing affordability and the supply of affordable housing encompassing Community Housing Organisation (CHO) involvement. ACPL is currently actively working on 13 such projects.

28. In its expanded role as Development Auckland, this work will be extended to play a much stronger role in urban development through greater scale, enhanced capability and the ability to partner with others. Development Auckland will have a key role in helping deliver the council priority of quality urban living and will have the mandate to deal with the challenge of Auckland’s rapid growth through regeneration and investment.

29. Development Auckland’s roles and responsibilities will be customised to each specific project initiative and location. A few will be of a high custodial nature associated with urban regeneration. Some will be at the other end of the scale with a more facilitative role, and some will be much more able to be delivered in the short term.

30. ACPL already works closely with local boards on ACPL-led developments to ensure it gives effect to local boards’ place-shaping role. As Development Auckland engagement will in some areas be of a much broader scope, with the potential for involvement in master-planning activities for significant land areas.

Optimisation Update

31. Optimisation is a programme of work aimed to achieve better use of council’s planned and funded service assets. The programme targets housing and urban regeneration outcomes along with the delivery of cost-neutral service investment on appropriate sites. ACPL and Auckland Council’s Property department are leading a cross-council project to establish the rules and methodology for service optimisation activity. The programme will be carried across to Development Auckland.

32. Local board engagement and workshops will be provided to demonstrate the scope of optimisation and the benefits of driving optimal asset performance from qualifying service property. Timeframes for these workshops have been pushed out due to Development Auckland transition work. However ACPL, welcomes suggestions of service sites that may have potential for improved service function along with housing or urban regeneration outcomes.

Local Activities

33. A high level update on place-shaping and housing initiative and proposal activities in Upper Harbour area is outlined in points below.

34. Hobsonville Point – Marine Industry Precinct / Yard 37: At the Auckland Development Committee (ADC) meeting in June 2014, it was resolved that the marine industry be given 12 months to activate Yard 37 as marine precinct. The period for this opportunity has now ended. At its 7 July 2015 meeting, the ADC resolved that council will not proceed with a marine industry precinct at Hobsonville Point, and that no further work will be undertaken on the marine industry precinct apart from existing contractual obligations.

35. Screen Precinct: Following termination of the marine industry precinct opportunity, the ADC directed Auckland Tourism, Events and Economic Development (ATEED) to complete a procurement process for an alternative screen precinct proposal. ACPL is awaiting confirmation from council if the film precinct is going to proceed or not. This should be resolved at the ADC’s November meeting.

36. The airfields 14/6 masterplan - Key infrastructure is being installed in conjunction with Hobsonville Land Company.

Acquisitions

Overview

37. ACPL continues to support council and AT programmes and projects by negotiating required property acquisitions. All such acquisitions are funded through approved council or AT budgets. ACPL also provides advice to assist with budgets, business cases and strategy to support an acquisition.

38. From 1 January 2015 to 31 June 2015, 49 property purchases were completed for council and AT. All of the property acquisitions met independent valuation thresholds agreed with AT, council and Public Works Act 1981 requirements.

Council Acquisitions

39. Of the 49 property acquisitions over the past six months, 12 were purchased to meet council legal, open space and storm water requirements and to contribute to City Transformation projects. These included the following acquisitions in or neighbouring the Upper Harbour Local Board area.

PROPERTY	STAKEHOLDER	WORK TYPE	LOCAL BOARD
92 Hobsonville Road, Hobsonville	City Transformation	Open space	Upper Harbour
90 Hobsonville Road, Hobsonville	City Transformation	Open space	Upper Harbour
88 Hobsonville Road, Hobsonville	City Transformation	Open space	Upper Harbour
84-86 Hobsonville Road, Hobsonville	City Transformation	Open space	Upper Harbour
106-108 Hobsonville Road, Hobsonville	City Transformation	Open space	Upper Harbour
179 Matua Road, Huapai	Parks, Sports and Recreation	Open space	Rodney
57 Seaview Avenue, Northcote	Parks, Sports and Recreation	Open space	Kaipatiki
3202 South Head Road, South Head	Community Policy and Planning	Open space	Rodney

Auckland Transport Acquisitions

40. The remaining 37 properties were acquired on behalf of AT. The focus was on acquisitions to support major transport projects including AMETI (5 acquisitions), City Rail Link Property Acquisition (7 acquisitions), Redoubt Road, Mill Road Corridor Upgrade (6 acquisitions) road widening across the region (10 acquisitions) and Northern Strategic Growth Area (one acquisition). Full details of relevant AT projects and associated acquisitions will come to the local board directly from AT.

Business Interests

41. ACPL also optimises the commercial return from assets it manages on council’s behalf. This comprises two forestry enterprises, two landfills and four quarries. There are currently no ACPL managed business interests in the Upper Harbour Local Board area.

Consideration

Local board views and implications

42. This report is for the Upper Harbour Local Board’s information.

Māori Impact Statement

43. Whatungarongaro te tangata, toitū te whenua. The importance of effective communication and engagement with Māori on the subject of land is understood. ACPL has accordingly developed robust engagement with the 19 mana whenua groups for our core business activities. We are currently working with Waterfront Auckland on a future strategy for Development Auckland.

44. Key engagement activities currently include: identifying cultural significance concerns regarding disposal properties, flagging commercial interests, development partnering discussions and issues relating to property management such as protection of wāhi tapu or joint management arising from the resolution of treaty settlements. ACPL also engages with relevant mana whenua in respect of development outcomes for ACPL-led projects where appropriate. Development Auckland will work with iwi to consolidate and build on strengths from ACPL and Waterfront Auckland’s approaches along with successful work being done elsewhere in the council family.

45. ACPL additionally undertook to be part of council’s Māori Responsiveness Plan (MRP) pilot programme. The project’s key output is an operational document outlining ACPL’s contribution to council’s strategic and operational commitments to Māori. The MRP was finalised and approved by the ACPL Board in December 2014 and is in the implementation phase. A copy of this is available on the ACPL website. This work will be carried over and reflected in the new organisation.

46. During the transition to Development Auckland, the local board can expect to be advised or involved as appropriate in any discussions that arise in the local board’s area.

Implementation

47. There are no implementation issues.

Attachments

No.	Title	Page
a View	Schedule of Upper Harbour Local Board meetings and workshops	65
b View	Properties Managed by Auckland Council Property Limited (ACPL) in the Local Board area	67
c View	Property movement in the Upper Harbour Local Board area	69

Signatories

Authors

Caitlin Borgfeldt – Local Board Liaison

Authorisers

David Rankin - Chief Executive Officer - ACPL

Eric Perry - Relationship Manager

Upper Harbour Local Board

08 September 2015

New community lease to the Harbour Hockey Charitable Trust, Rosedale Park, Albany

File No.: CP2015/15207

Purpose

1. This report seeks approval from the Upper Harbour Local Boards for a new community lease to the Harbour Hockey Charitable Trust, located on part of Rosedale Park, 60 Paul Matthews Drive, Albany.

Executive Summary

2. The Harbour Hockey Charitable Trust (the Trust) has a community lease for the site occupied on Rosedale Park that will expire 31 December 2016. The Trust owns the building and improvements.

3. As specified in the Auckland Council Community Occupancy Guidelines 2012, groups that own their own buildings have an automatic right to apply for a new lease at the end of their occupancy term without the need for a public expression of interest process. The Trust wishes to exercise this right and has applied for a new community lease for the site.

4. The Trust wishes to refurbish and extend the clubrooms to meet the needs of its growing membership and also to extend the leased area to include the land on which its three equipment sheds and pump station are sited together with the embankment area at the eastern end of Turf 1 (refer Attachment A).

5. As a key venue within the Upper Harbour locality, the hockey centre will provide high quality meeting rooms and spaces that the general community will be able to access on a casual basis.

6. The proposed development aligns with the priorities identified in the Auckland Regional Hockey Facilities Report (June 2014), and a number of sports associations have provided letters confirming their support to the development of North Harbour Hockey Centre recognising that this project will deliver both community and major events. Facility extension will also allow the development of high performance athletes side by side with local grass roots hockey players (refer Attachment C).

7. The land is described as being Part Lot 1 DP 98275 and is currently held by the Auckland Council in fee simple, classified as recreation reserve and subject to the provisions of the Reserves Act 1977.

8. The operative reserve management plan for Rosedale Park contemplates this activity at this location.

9. Council staff has undertaken Iwi consultation in accordance with Section 4 of the Conservation Act 1987. No objections were received to the proposed lease or the Trust’s improvements to the facility on site.

10. It is recommended that a new community lease to the Harbour Hockey Charitable Trust be approved for a period of 10 years with one 10 year right of renewal, as specified in the Auckland Council Community Occupancy Guidelines 2012.

Recommendation/s

That the Upper Harbour Local Board:

a) approve a new community lease to the Harbour Hockey Charitable Trust for Part Lot 1 DP 98275 , Rosedale Park, Albany, as shown on Attachment A subject to the following terms and conditions:-

i) Term – 10 years commencing 1 October 2015 with one 10 year right of renewal;

ii) Rent - $1.00 plus GST per annum if requested; and

iii) The Harbour Hockey Charitable Trust Community Outcomes Plan as approved and attached to the lease document (refer Attachment B).

iv) All other terms and conditions in accordance with the Community Occupancy Guidelines 2012 and the Reserves Act 1977.

b) grant landowner approval to the Harbour Hockey Charitable Trust to carry out the improvements on the site as shown on the plans prepared by Pacific Improvements Architects Ltd dated March 2014 and numbered A001-002, A110-115, A200-201, A300-302 and A400 (refer Attachment D).

Comments

11. The Harbour Hockey Charitable Trust (the Trust) was granted a community lease by the former North Shore City Council that expires on 31 December 2016. The Trust owns the clubrooms and associated improvements on the site.

12. The facilities at Rosedale Park cater for 11 hockey clubs, 21 secondary schools and 67 primary and intermediate schools. North Harbour Hockey Association is New Zealand’s third largest association; the second largest junior association and also has the second largest summer programme in the country.

13. As specified in the Auckland Council Community Occupancy Guidelines 2012, groups that own their own buildings have an automatic right to apply for a new lease at the end of their occupancy term without the need for a public expression of interest process. The Trust wishes to exercise this right and has applied for a new community lease for the site.

14. The Trust wishes to refurbish and extend the clubrooms to meet the needs of its growing membership and also to extend the leased area to include the land on which its three equipment sheds and pump station are sited together with the embankment area at the eastern end of Turf 1 (refer Attachment A).

15. Extending the leased area will ensure all of the improvements owned by the Lessee are included in the lease. The embankment area is relatively steep and is of little use to the club but would provide an ideal location for new grandstand seating.

16. The Trust would like to surrender its lease dated 30 October 1996 and enter into a new community lease commencing from the 1 October. This will give the organisation some security of tenure and permit it to seek funds from the major funding organisations towards the cost of the proposed upgrade of the facilities on the site.

17. The plans prepared by Pacific Improvements Architects Ltd show that the main building will have new facilities constructed on top of part of the existing structure that will accommodate new offices, meeting rooms and an extended lounge/viewing area. It will also provide additional toilets, changing facilities and a small gym for hockey players. The project costs are estimated at approximately $9 million which will include a complete refurbishment of the existing kitchen and toilets adjacent to the lounge and will also provide new seating overlooking Turf 1. Funds in the amount of $2.5 million have already been secured from Sport NZ with an additional $500,000 committed by the North Harbour Hockey Association and the Harbour Hockey Charitable Trust. The Trust is confident that if a new lease is approved that the outstanding amount required will be able to be sourced from external funding bodies including funding trusts, government agencies, gaming, corporate and council funding.

18. As a key venue within the Upper Harbour locality, the hockey centre will provide high quality meeting rooms and spaces that the general community will be able to access on a casual basis.

19. The Auckland Regional Hockey Facilities Report that was adopted in June 2014 fully supports the proposed enhancement of the facilities and states:

· Action 1 The immediate priorities with existing turfs are:

Developing Rosedale Park as a Tier 1 venue and Hockey New Zealand High Performance Centre; and

· Action 6 Future Priorities

Develop Rosedale Park as a Hockey New Zealand Tier 1 Venue (including a refurbishment of clubrooms, changing rooms and lighting upgrades) as a primary hockey centre.

20. A number of sports associations have provided letters confirming their support to the development of North Harbour Hockey Centre and recognise that this project will deliver both community and major events and will allow the development of high performance athletes side by side with local grass roots hockey players (refer Attachment C).

21. The land is described as being Part Lot 1 DP 98275 and is currently held by the Auckland Council in fee simple, classified as recreation reserve and subject to the provisions of the Reserves Act 1977.

22. The operative reserve management plan for Rosedale Park contemplates this activity at this location.

23. Council staff has undertaken Iwi consultation in accordance with Section 4 of the Conservation Act 1987. No objections were received to the proposed lease or the Trust’s improvements to the facility on site.

24. It is recommended that a new community lease to the Harbour Hockey Charitable Trust be approved for a period of 10 years with one 10 year right of renewal, as specified in the Auckland Council Community Occupancy Guidelines 2012.

Consideration

Local board views and implications

25. At an Upper Harbour Local Board workshop held on 3 February 2015, informal support for a new community lease to the Trust was indicated.

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

Māori impact statement

27. Iwi consultation was held at the clubrooms at 60 Paul Matthews Drive, Albany on Wednesday 19 November 2014. Nine Iwi from the Upper Harbour Local Board area were consulted. There were no objections to the proposed community lease being approved.

Implementation

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

29. There are no cost implications for Auckland Council.

Attachments

No.	Title	Page
a View	Site Plan for H, Rosedale Parkarbour Hockey Charitable Trust	75
b View	Harbour Hockey Charitable Trust Community Outcomes Plan	77
c View	Letters of Support	79
d View	Proposed development of facilities at Rosedale Park	89

Signatories

Authors

Maureen Buchanan - Community Lease Advisor North

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Eric Perry - Relationship Manager

Upper Harbour Local Board

08 September 2015

Standing Orders Review

File No.: CP2015/18015

Purpose

1. The purpose of this report is to consider adopting amendments to Standing Orders.

Executive Summary

2. At its 28 May 2015 meeting, the Governing Body resolved to amend its Standing Orders and to forward a report to all local boards, drawing their attention to the suggestion to provide for councillors’ participation at local board meetings in their Standing Orders. This report also provides opportunity for the local board make additional changes to their Standing Orders, such as allowing for members to attend meetings via audio or audiovisual link.

Recommendation/s

That the Upper Harbour Local Board:

a) consider adopting the amended Standing Orders as attached in Attachment A.

Background

3. The Governing Body Standing Orders were compiled in 2010 by the Auckland Transition Agency from legacy council standing orders and the NZ Model Standing Orders.

4. Local Board Standing Orders were modelled on the Governing Body Standing Orders.

5. A political working party was set up in November 2013 to review the Governing Body’s standing orders. The working party’s findings were reported back to the Governing Body at its 28 May 2015 meeting (Attachment C).

6. Recent changes to the Local Government Act 2002 (the Act) allowed additional changes to be considered by the working party. These changes included a provision to allow members to attend meetings via audio or audiovisual link.

7. At the 28 May meeting, the Governing Body adopted an amended set of Standing Orders (Attachment D) that contained a number of changes to meeting rules including:

· giving a chairperson limited discretion to extend the waiting time for a quorum;

· allowing provision for members to attend meetings by audio or audiovisual means once the technology becomes available;

· extending the discretion of the chairperson to decline an application for public input;

· requiring a notice of motion to be seconded when it is lodged with the Chief Executive;

· clarifying that, for extraordinary meetings, the agenda should be limited and public input is retained with the limitation that speakers may only address matters on the agenda;

· clarifying the process for bringing urgent matters before a meeting;

· including a requirement for a refreshment break;

· amending the requirements for repeat notices of motion; and

· amending the terms of reference for committees so all councillors present count towards the quorum, even if they are not members of that committee.

8. It was also resolved at this meeting to forward the report to all local boards, drawing their attention to the suggestion to provide for councillor participation at local board meetings in their Standing Orders.

Discussion

9. The Standing Orders for the Upper Harbour Local Board currently contain provisions to allow the Mayor and members of the Governing Body to have speaking rights at local board meetings, at the discretion of the chair (3.9.14).

10. As the current practice is in line with the recommendation from the working party, no further change is recommended.

11. The local board may wish to consider adopting some or all of the other changes that the Governing Body has made. This consideration also allows for identified errors to be corrected.

12. Many of the issues raised for consideration by the political working party are not relevant to local boards, adopted or have not been identified as issues for the Upper Harbour Local Board. Therefore it is not critical for the local board to adopt all of the changes the Governing Body has adopted.

13. Possible examples of the non-relevant or non-critical changes are:

· amendments to the rules regarding notice of motions and repeat a notice of motions;

· amendments to the terms of reference regarding membership of committees;

· requirements for refreshment breaks; and

· amendments to the deadline for receiving requests to speak at public input sessions.

14. There may be value in adopting some of the other changes the Governing Body has made, including:

· giving a chairperson limited discretion to extend the waiting time for a quorum;

· allowing provision for members to attend meetings by audio or audiovisual means once the technology becomes available;

· extending the discretion of the chairperson to decline an application for public input; and

· clarifying that, for extraordinary meetings, the agenda should be limited and public input is retained with the limitation that speakers may only address matters on the agenda.

Quorums

15. The working party considered whether the chairperson could be given further powers in regard to the waiting time to form a quorum. Legislation requires a quorum to be present, but the local board itself decides in its standing orders how long the meeting should wait for a quorum to form (currently 30 minutes). If the meeting lapses, the business is suspended until the next meeting unless the chairperson calls an earlier meeting.

16. The working party recommended that the chairperson should have the discretion to extend the waiting time to form a quorum, where he/she has information that sufficient members to complete the quorum are approaching the meeting, but are held up due to an unusual circumstance such as a weather event or traffic congestion. This has been included in the amended Standing Orders (3.5.1).

Attendance at meetings by audio or audiovisual means

17. In 2014 the Act was amended to provide for:

· a member to attend a meeting by audio or audiovisual means; and

· a person other than a member to attend a meeting by audio or audiovisual means (for example staff and CCOs).

18. The new provision does not in itself require any territorial local authority (TLA) to provide technology. Furthermore, the Act makes the provision subject to:

· the TLA’s standing orders allowing it to happen and setting out the conditions; and

· the presiding member being satisfied that:

o the technology is available and of suitable quality;

o all those participating can hear each other;

o this does not reduce the accountability or accessibility of the member in relation to the meeting; and

o the requirements of the Local Government Official Information and Meetings Act 1987 (LGOIMA) are met.

19. The accountability and accessibility of a member would include the meeting and the minutes of the meeting being clear as to which items the member was in / not in attendance for.

20. Under the Act (Schedule 7 Section 25A), a member attending by audio or audiovisual means is prohibited for being counted towards the quorum for the meeting.

21. The working party supported making provision to attend meetings via audio or audiovisual link. Therefore provision of this has been included in the proposed Standing Orders. The provision would only apply if technology was available. The working party was assisted by draft standing orders prepared through Local Government New Zealand (LGNZ).

22. These draft Standing Orders are based on the following principles:

· Attendance by audio or audiovisual means should only occur when a member is not able to physically attend because:

o the member is representing the council at a place which makes physical attendance impossible;

o the member is ill or infirm; or

o there is an emergency (for example, the ability for members to meet without being physically present was an issue raised some years ago during planning for a pandemic).

· Formal permission is given by the meeting. For example, at the start of a meeting when receiving apologies the meeting would receive and approve any requests to attend by audio or audiovisual means. Approval would be subject to the chairperson being satisfied that the criteria in the legislation are met.

· If a member is attending by audio or audiovisual means when the public are excluded, the member must ensure no-one apart from the member is able to hear or see the meeting and that this part of the meeting is not recorded.

23. This has been included in the amended Standing Orders (3.7)

Public Input

24. The working party recommended minor changes to the public forum section of Standing Orders:

· the discretion of the chairperson to decline a request is extended to include reasons that:

o the request is inappropriate; and

o the business of the meeting is such that it is necessary to reduce or remove speaking time for all members of the public.

25. The meeting must be advised of any request that has been declined and the reasons for declining it.

26. This has been included in the amended Standing Orders (3.21.1)

Clarification

27. Clause 2.7 of Standing Orders refers to clause 30 of Schedule 7 of the Act, which gives local authorities the ability to form ‘committees, subcommittees, and other subordinate decision-making bodies that it considers appropriate’.

28. Clause 36D of Schedule 7 governs the ability of the board to delegate to ‘a committee, subcommittee, or member of the local board, or to an officer of the unitary authority’.

29. Despite being able to form a ‘subordinate decision-making body’, the local board cannot delegate any of its powers to it. Therefore, it is proposed to remove the words ‘other subordinate decision-making bodies’ from Standing Orders 2.7.1 – 2.7.3.

Consideration

Local board views and implications

30. Local board representatives were included in the working party and local board issues were discussed.

Māori impact statement

31. The Standing Orders deal with meeting procedure and make provision for use of Te Reo Māori. There are no proposed substantive changes that will directly impact on Māori.

Implementation

32. Changes to Standing Orders requires a majority vote of not less than 75% of members present.

33. If the local board adopts these Standing Orders, copies will be provided to all members. The new Standing Orders will come in to effect immediately.

Attachments

No.	Title	Page
a View	Proposed Standing Orders for Upper Harbour Local Board (Under Separate Cover)
b View	Summary of Changes (Under Separate Cover)
c View	Report to Governing Body on Standing Orders - 28 May 2015 (Under Separate Cover)
d View	Governing Body Standing Orders (Under Separate Cover)

Signatories

Authors

Blair Doherty - Kaipatiki Local Board Democracy Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Eric Perry - Relationship Manager

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

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