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, 22 September 2015

7.00pm

Upper Harbour Local Board Office
30 Kell Drive
Albany

Upper Harbour Local Board

OPEN AGENDA

MEMBERSHIP

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

(Quorum 3 members)

Jo Jolley

Democracy Advisor

16 September 2015

Contact Telephone: (09) 414 2684

Email: jo.jolley@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

22 September 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, 8 September 2015 9

13 Governing Body Members' Update 17

14 Upper Harbour Local Board Quick Response Grants : Round One 2015/2016 19

15 Approval of Upper Harbour Local Board feedback on Auckland Transport's Draft Berm Planting Guidelines 41

16 Upper Harbour Local Board Discretionary Funds Status for the 2015/2016 financial year 43

17 Summary of Actions and Reports Requested - Upper Harbour Local Board - September 2015 45

18 Record of the Upper Harbour Local Board Workshop held on Tuesday,
1 September 2015 49

19 Holding Report for decisions relating to the Albany Community Hub 53

20 Holding Report for decisions relating to the Albany Stadium Pool 55

21 Board Members' Reports 57

22 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.

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 8 September 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 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

22 September 2015

Meeting Minutes Upper Harbour Local Board, Tuesday, 8 September 2015

File No.: CP2015/09911

Purpose

1. The open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 8 September 2015 are attached at Item 12 of the Agenda for the information of the Board only.

Recommendation

That the Upper Harbour Local Board:

a) note that the open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 8 September 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	08092015 Upper Harbour Local Board unconfirmed minutes	11

Signatories

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

Upper Harbour Local Board

22 September 2015

Upper Harbour Local Board Quick Response Grants : Round One 2015/2016

File No.: CP2015/16989

Purpose

1. The purpose of this report is to present applications received for round one of the Upper Harbour Local Board Quick Response Grants 2015/2016. The local board is required to fund, part-fund or decline these applications

Executive summary

2. The Upper Harbour Local Board has set a total community funding budget of $114,000 for the 2015/2016 financial year.

3. Seven applications were received in this round, with a total requested of $8,391.

Recommendation

That the Upper Harbour Local Board:

a) consider the applications listed in Table One and agree to fund, part-fund or decline each application in this round.

Table One: Upper Harbour Local Board Round One Quick Response applications

Organisation/Individual Name	Project	Total Requested	Eligible/ineligible
Auckland Single Parent’s Trust and Te Kaitiakitanga Tamaki Makaurau o te Matua Kotahitanga	Funding towards netball fees for the single parents indoor netball team to participate in games from 1 October 2015 to 30 September 2016	$1,080	Ineligible due to the programme being held outside the local board area
Connor Wallace (Individual)	Funding towards three traps for pest control	$578	Eligible
Albany Presbyterian Church	Funding towards the creation of a memorial garden	$2,000	Ineligible due to application meets section 88 of the community grants policy, “promotes religious ministry purpose”.
Shanshan Multicultural Society Incorporated	Funding towards sound system, game equipment for the Chinese National Celebration Day	$1,362	Eligible
The Royal New Zealand Plunket Society Waitemata Area Incorporated	Funding towards resource booklets for families in Upper Harbour for a period of 12 months	$609	Eligible
Richard Wongsarot (Individual)	Funding towards native plants to restore flora and fauna	$1,000	Eligible
Simon Woodward (Individual)	Funding towards restoration materials	$1,762	Eligible
	Total	$8,391

Comments

4. The implementation of the new Community Grants Policy commenced on 1 July 2015. The policy supports each local board to adopt a grants programme for 2015/2016 and the Upper Harbour Local Board adopted its grants programme on 20 April 2015.

5. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements.

6. The Upper Harbour Local Board will operate four quick response rounds for this financial year. The first quick response round closed on 14 August 2015.

7. The new community grant programmes have been extensively advertised through the new council grant webpage, local board webpages, local board e-newsletters and Facebook pages, council publications, radio, local newspapers and community networks. Staff have also conducted a series of public workshops in local board areas, which have been attended by approximately 1000 people across the Auckland region.

8. For the 2015/2016 financial year, the Upper Harbour Local Board set a total community grants budget of $114,000.

9. Seven applications were received for this quick response round, requesting a total of $8,391, see Attachment A.

Consideration

Local Board views and implications

10. Local boards are responsible for the decision-making and allocation of local board community grants. The Upper Harbour local board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

11. The board is requested to note that section 50 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time.”

Māori impact statement

12. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, activities that benefit a wider range of individuals and groups, including Maori. As a guide for decision-making, in the allocation of community grants, the new community grants policy supports the principle of delivering positive outcomes for Maori.

Implementation

13. The allocation of grants to community groups is within the adopted Long Term Plan 2015-2025 and local board agreements.

14. Following the Upper Harbour Local Board allocating funding for round one quick response, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Upper Harbour Local Board Quick Response Grant Applications Round 1	23

Signatories

Authors

Fua Winterstein – Community Funding Advisor

Authorisers

Eric Perry – Relationship Manager

Marion Davies – Community Funding Programme Manager

Jennifer Rose – Operations Support Manager

Upper Harbour Local Board

22 September 2015

Approval of Upper Harbour Local Board feedback on Auckland Transport's Draft Berm Planting Guidelines

File No.: CP2015/19558

Purpose

1. This report serves to provide the Upper Harbour Local Board with the ability to present formal feedback on Auckland Transport’s Draft Berm Planting Guidelines.

Executive summary

2. Auckland Transport has requested formal feedback regarding the proposed berm planting guidelines by 30 September 2015.

3. This report serves to provide the Upper Harbour Local Board with the ability to present formal feedback on Auckland Transport’s Draft Berm Planting Guidelines.

4. The local board’s proposed feedback will be tabled at the meeting and formally ratified for submission to Auckland Transport in time for the 30 September 2015 deadline.

Recommendation

That the Upper Harbour Local Board:

a) formally ratify its feedback relating to the Auckland Transport Draft Berm Planting Guidelines and forward the submission to Auckland Transport for consideration by
30 September 2015.

Attachments

There are no attachments for this report.

Signatories

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

Upper Harbour Local Board

22 September 2015

Upper Harbour Local Board Discretionary Funds Status for the 2015/2016 financial year

File No.: CP2015/19622

Purpose

1. This report provides an update to the Upper Harbour Local Board on the availability of discretionary funding for the 2015/2016 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 2015/2016 financial year. The current balances of the board’s discretionary funds are as follows:

Fund	Total available in 2015/16 ($)	Amount spent ($)	Balance remaining ($)
Local Discretionary Community Grants	114,000.00	20,000.00	94,000.00
Local Events Contestable Fund	77,000.00	54,200.00	22,800.00
Regional Grants allocated to LDI	114,000.00	0.00	114,000.00
Community Response Fund	50,000.00	10,000.00	50,000.00
Parks, Sports and Recreation Response Fund	103,000.00	0.00	103,000.00
Environment Response Fund	35,000.00	0.00	35,000.00
Planning and Economic Development Response Fund	35,000.00	6,382.50	28,617.50

3. At the board meeting on 25 August 2015, resolution UH/2015/133, the board resolved to commit up to $10,000 to cover the costs involved in reclassifying the Albany Domain to allow the construction of the Albany Community Hub facilities.

4. At the board meeting on 25 August 2015, resolution UH/2015/132, the board also resolved to allocate $54,200 from its Local Events Contestable Fund.

5. Through this fund, $12,700 was allocated for community events and $41,500 for specific identified events.

6. Resolution UH/2015/132 also approved an annual $25,000 event funding grant to the Albany Coco Incorporated Trust for use by the Albany CoCo for local events, including Summer Fun, as directed by the local board in the funding agreement, noting that $5,000 will be allocated from the local events contestable fund and $20,000 will be allocated from the local discretionary community grants fund.

7. Tables of allocations from the Local Events Contestable Fund are included below:

Community Applicant	Event	Amount Granted
Facebook Badminton Club Limited	Facebook Badminton Club Open Tournament 2015	$1,000
OnBoard Skate Inc.	Summer Skate Series 2015/16	$2,500
Bays Youth Community Trust	Youth Board and Jam Albany	$2,500
Get in2Life Youth Development Trust	In2it Summer Series	$4,000
Meadowood House Inc.	Carols by Candlelight on Meadowood	$1,500
Meadowood House Inc.	Fest of Food Flavours and Cupcake Competition	$1,200
Total		$12,700

Specific Events 2015/2016	Recommended Allocation
Movies in Parks	$15,000
Albany Coco Events	$5,000
Greenhithe Community Trust Events	$3,000
Greenhithe Christmas Parade	$3,500
Pascoe NZ Tennis Open	$6,000
Albany Lakes Summer Series	$6,000
Mud Rush	$3,000
Total	$41,500

Recommendation

That the Upper Harbour Local Board:

a) receive the Status of the Upper Harbour Local Board Discretionary Funds for the 2015/2016 financial year report.

Attachments

There are no attachments for this report.

Signatories

Authors

Jerome Cameron – Graduate Advisor

Authorisers

Karen Lyons – Manager Local Board Services

Eric Perry – Relationship Manager

Upper Harbour Local Board

22 September 2015

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

File No.: CP2015/19486

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

That the Upper Harbour Local Board:

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

Attachments

No.	Title	Page
a View	Summary of Actions and Reports Requested - September 2015	47

Signatories

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

Upper Harbour Local Board

22 September 2015

Holding Report for decisions relating to the Albany Community Hub

File No.: CP2015/19546

Purpose

1. This holding report serves to provide the Upper Harbour Local Board with the facility to make decisions relating to the Albany Community Hub’s design, fit out and construction as and when required.

Executive summary

2. The Albany Community Hub is a project approved for construction in the 2015/2016 and 2016/2017 financial year as part of the Long Term Plan 2015-2025. As such detailed design, internal fit out and construction decisions will be required by the Upper Harbour Local Board on an ongoing basis until the project is complete.

3. This holding report serves to provide the Upper Harbour Local Board with the ability to make those decisions as and when required.

Recommendation

That the Upper Harbour Local Board:

a) receive the holding report for decisions relating to the Albany Community Hub.

Attachments

There are no attachments for this report.

Signatories

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

Upper Harbour Local Board

22 September 2015

Holding Report for decisions relating to the Albany Stadium Pool

File No.: CP2015/19547

Purpose

1. This holding report serves to provide the Upper Harbour Local Board with the facility to make decisions relating to the Albany Stadium Pool’s fit out and construction as and when required.

Executive summary

2. The Albany Stadium Pool is a project approved for construction in the 2015/2016 and 2016/2017 financial year as part of the Long Term Plan 2015-2025. As such internal fit out and construction decisions will be required by the Upper Harbour Local Board on an ongoing basis until the project is complete.

3. This holding report serves to provide the Upper Harbour Local Board with the ability to make those decisions as and when required.

Recommendation

That the Upper Harbour Local Board:

a) receive the holding report for decisions relating to the Albany Stadium Pool.

Attachments

There are no attachments for this report.

Signatories

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