Agenda of Great Barrier Local Board

Great Barrier Local Board

14 October 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 5

11 Notices of Motion 6

12 Great Barrier Funding Agreements - Tri-annual Reporting 7

13 Aotea Great Barrier Island Interpretation Plan 25

14 Auckland Transport Report - October 2015 - Great Barrier Island 57

15 Allocation of LDI capex fund and remaining 2015/16 discretionary capex budgets to projects 71

16 Regional Facilities Auckland Fourth Quarter Report 2014/2015 75

17 Correspondence 97

18 Chairperson's report 109

19 Board Members' Reports 113

20 Great Barrier Local Board Workshop Proceedings 131

21 Consideration of Extraordinary Items

1 Welcome

Chairperson IM Fordham will welcome everyone in attendance. Member JC Cleave will lead a karakia.

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 Great Barrier Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 9 September 2015, 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 Great Barrier 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.

Great Barrier Local Board

14 October 2015

Great Barrier Funding Agreements - Tri-annual Reporting

File No.: CP2015/20885

Purpose

1. The purpose of this report is to receive the tri-annual updates from the four Great Barrier Local Board funding agreement recipients, as stated in the terms of their contracts.

Executive Summary

2. A list of the funding agreement recipients are listed in the table below:

Group	Purpose of funding	Amount of funding	Key contact
Aotea Family Support Group	Support the Aotea Family Support Group to develop a range of services that meet the needs of the community.	$30,000	Rendt Gorter
Great Barrier Island Community Health Trust – Community Worker	Support the community worker to achieve successful community development outcomes, with a focus on community health and social services, safety, and marae capacity building.	$42,000	Gael Johnson
Destination Great Barrier Island	Support Destination Great Barrier Island to manage the Claris visitor site, advance Great Barrier Island as a destination, and provide marketing promotion and economic development outcomes.	$35,000	Tony Christiansen
Great Barrier Island Community Heritage & Arts Village Trust	Support the art gallery to provide programmes and opportunities for the Great Barrier Island community.	$10,000	Nell Williams

3. In all cases funding is also provided to support the delivery of initiatives outlined in the Aotea Great Barrier Local Board Plan and the Great Barrier Local Board Agreement.

4. It is stated in the terms of the funding agreements that recipients will report monthly and annually to the Auckland Council and to the Great Barrier Local Board’s October 2015, February 2016 and June 2016 meetings. Local board reports should be formal reports on the business meeting agenda, or tabled or verbal reports, if agreed beforehand.

5. Copies of the Aotea Family Support Group, Great Barrier Island Community Health Trust, and Great Barrier Island Community Heritage & Arts Village Trust October reports are attached. The Destination Great Barrier Island report will be tabled at the meeting.

Recommendation/s

That the Great Barrier Local Board:

a) Receive the tri-annual reports from the Aotea Family Support Group, Great Barrier Community Health Trust, Destination Great Barrier Island and Great Barrier Island Community Heritage & Arts Village Trust.

Attachments

No.	Title	Page
a View	Great Barrier Island Community Health Trust Community Worker - Annual Plan 2015-2016	9
b View	Great Barrier Island Heritage & Arts Village - Tri-annual report	17
c View	Aotea Family Support Group - Tri-annual report	23

Signatories

Authors	Jacqueline Fyers - Democracy/Engagement Advisor
Authorisers	John Nash - Senior Local Board Advisor

Great Barrier Local Board

14 October 2015

Aotea Great Barrier Island Interpretation Plan

File No.: CP2015/20675

Purpose

1. The purpose of this report is to seek approval for the Aotea Great Barrier Island interpretation plan.

Executive Summary

2. The Aotea Great Barrier Island interpretation plan describes how the Great Barrier Local Board plans to tell the stories associated with island landmarks that are managed by Auckland Council.

3. The plan has been developed in collaboration with the local board. It sets out how we will tell stories from Mana Whenua, early settlers, farming, mining, the islands ecology and past local identities through guiding, audio, online information and the content and design of different types of signage.

4. Signage will be designed to be discovered by those who make the effort to explore, it will generally not be visible from the main roads. Major signs will incorporate local artwork and craftsmanship so that they reflect and reinforce what makes the Barrier unique.

5. The plan contains a schedule of projects for 2015-2017 which will be revisited and refined by the board each year as budget is confirmed.

Recommendation/s

That the Great Barrier Local Board:

a) Approve the Aotea Great Barrier Island interpretation plan as the guiding document for interpretation on Auckland Council owned land on the island.

b) Delegates parks spokespersons to work with staff to develop and approve the signage programme for FY16.

Comments

6. In its annual parks work plan for 2013-2014 the Great Barrier Local Board approved the development of an interpretation plan to guide interpretation (story telling) on Auckland Council owned land.

7. The plan was developed over a two year period. It was shaped by the experience the board gained through the delivery of interpretive signage in projects like the Okiwi School bush signs, the Iona Mine sign and the Discovering maps for Tryphena, Port Fitzroy and Whangaparapara.

Consideration

Local Board views and implications

8. The local board feels that interpretive signage should be low-impact, and should not spoil or detract from the unique experiences at sites which locals and visitors love. Signs should not use an urban or corporate approach.

9. The board favour the use of local craftsmen to present information in a uniquely Barrier way and to use one sign instead of two, small signs instead of big ones and signs which can be discovered rather than signs which are “in your face”.

10. The interpretation plan sets out an approach which delivers Great Barrier Island stories in a Barrier way, whilst still complying with Auckland Council branding guidelines.

Māori impact statement

11. Storytelling is a key form of communication for Mana Whenua. Ngati Rehua Ngatiwai ki Aotea have a rich and detailed history on Aotea Great Barrier. Where possible, local interpretation produced by Auckland Council will need to acknowledge and incorporate this korero, in close communication with iwi.

12. Staff and the board have engaged with Ngati Rehua Ngatiwai ki Aotea to capture the korero associated with key locations around the island. Interpretation of all subjects should seek input from mana whenua so that their korero can be told.

Implementation

13. The parks annual work plan approved by the Great Barrier Local Board at its August 2015 meeting includes $50,000 for implementation of this plan in FY16. Indicative budgets for the same amount in FY17 and FY18 are included in the long-term plan for approval annually. Each year the annual programme of interpretation work will be developed in collaboration with the parks representatives and other board members as appropriate.

Attachments

No.	Title	Page
a View	Aotea Great Barrier Island interpretation plan	27

Signatories

Authors

Gary Wilton - Parks Adviser Hauraki Gulf Islands

Authorisers

John Nash - Senior Local Board Advisor

Mark Bowater - Manager Local and Sports Parks

Great Barrier Local Board

14 October 2015

Auckland Transport Report - October 2015 - Great Barrier Island

File No.: CP2015/20616

Purpose

1. The purpose of this report is to respond to local board requests on transport–related matters and to provide information to elected members about Auckland Transport (AT) activities in the local board area.

Executive Summary

2. This report covers matters of specific application and interest to the Great Barrier 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 board and community.

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

· Local Board Transport Capital Fund

· Consultation documents on proposed safety improvements

· Community Speed Campaign “Slow Down for Me/Us”

· Okupu Wharf update

· Media

Recommendation/s

That the Great Barrier Local Board:

a) receives the Auckland Transport Report – October 2015

Comments

Local Board Transport Capital Fund

4. At the Local Board meeting on the 12 March 2014 the Board were provided with a list of potential Local Board Transport Capital Fund projects.

5. The below table outlines an up-date as to decisions by the Board and on the progress of the projects.

Table 1: Great Barrier Local Board project update for Board approval:

Resolution # GBI/2013/234 (2013)

Resolution # GBI/2014/20 (April 2014)

ID#	Project Description	Progress/Current Status
211	Hector Sanderson Road Split into sections for funding purposes	· Resolution GBI/2014/63 (15 May 2014) “The design element of the project will be led by the Local Parks and SLIP’s project team” · Resolution GBI/2014/154 (December 2014) Requests that those parts of projects 221 and 211 currently being progressed by the board be funded from Local Board Transport Capital Fund. Board agreed to fund from the LBTCF April 2015. AT and AC working with Board on this and Board further supported the use of the LBTCF in the May 2015 Board meeting (GBI/2015/53) · Board resolved August 2016 to allocate all available funds from the LBTCF to selected sections of this project · In progress to be constructed in conjunction with road upgrade
222	Fitzroy Wharf parking ROC – Unable to determine at present	Auckland Transport is still looking at options; every option investigated to date suggests huge costs for the benefit of a few cars. The area is very short of available space. 4 parking spaces were identified, however the wall above these spaces slipped, forcing a reconsideration of location · This car park extension has been put on hold until the slip has been repaired. There are currently rubbish bins occupying the proposed new car park spaces and these will be relocated once slip work carried out. · Awaiting decision on power line relocation at new proposed location of bins
	Okiwi School, Aotea Rd Footpath outside school on Aotea Rd	Investigating possible footpath on grass outside Okiwi School Looking at possible funding source from; · minor safety budget · regional footpath programme · underspend from LBTCF

Note: ROC = rough order of costs; FEC = firm estimate of cost)

Consultation documents on proposed safety improvements

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

7. There were no proposed projects this month.

Community Speed Campaign “Slow Down for Me/Us”

8. Auckland Transport (AT) has been listening to the concerns of local communities and is now working with them to help develop and manage their own community speed campaigns.

9. The latest campaign is the ‘Slow Down for Me/Us’ initiative and is a localised speed campaign designed to make residential streets safer within communities through people being more conscious of driving at safe and appropriate speeds.

10. Local drivers and other motorists who drive through or around town will be encouraged to slow down and be aware of non-motorists who also share local roads, such as children, joggers, cyclists and horse-riders, to name a few.

11. With this in mind AT has designed various resources to reflect the activities of other road users within communities in an attempt to strike a chord with motorists and reduce their speed. Ultimately the goal is to make people think of others in an effort to make residential roads safer for everyone in local communities.

12. Community groups/stakeholders can express an interest for a ‘Slow Down for Me/Us’ campaign in their area. These applications will be assessed against road crash statistics and speed data to prioritise high risk routes.

13. Expressions of interest

This requires there is a committed group of residents that would support the campaign by delivering it themselves.

14. We all need to work in partnership to encourage driver behaviour change, and improve safety on our roads for all road users.

15. Requirements for approval

Each community group will be required to provide an answer for the following;

· How are you going to engage your community e.g. local newspaper, Facebook page, flyers etc?

· Who will be the local spokesperson and resident group representing your community?

· Identify the speeding issue – e.g. school children at pedestrian crossing outside the local Primary School etc.

· Location for campaign e.g. area/street

Okupu Wharf upgrade

16. At the time of writing, the work on Okupu Wharf was 95% completed, with only the following to be completed;

· a ladder to install,

· a brace to cut off,

· all new bolts to be checked and re-tightened.

17. Hallett Enterprises from Walkworth completed all the work, which included replacing in total 9 new piles under the structure and over 500 linear meters of bracing and bearer timber.

18. When the original piles were removed, the structure was supported and in order to provide better stability and rigidity for the whole structure, the new pile holes were drilled to a depth of 1.5 mtrs into the rock compared to the orginal piles, of which were only 600 to 800mm deep.

19. All the new fixings are stainless steel for extended life. New stairs have been installed, supported by timber with the temporary chains having been removed, this will provide a much safer and easier access from the wharf to vessel and vice versa.

20. See 3 photos attached

Auckland Transport media release

Auckland’s rail contract tender postponed

21. The procurement of a new contract for Auckland’s commuter rail operations is being placed on hold.

22. In April, Auckland Transport short-listed three companies, Transdev Auckland, KiwiRail and Serco NZ, to tender to operate rail passenger services from July 2016.

23. Auckland Transport (Metro) has made the decision to postpone the release of the request for tender due to a number of contributing factors.

· Since the decision to tender for a new contract, the Auckland Transport Alignment Project (ATAP) between Auckland Council and the Government has commenced that will consider strategic transport opportunities, which is likely to include rail services and infrastructure.

· The significant City Rail Link (CRL) infrastructure project will also commence enabling works in the next few months bringing the delivery of this project closer.

24. These key strategic considerations have made it prudent to wait for any outputs that may impact the scope of future rail service delivery before Auckland Transport goes to tender.

25. Another key factor relates to the recent transition to full electric train operations (other than between Papakura and Pukekohe) from 20 July and achieving a stable period of high rail punctuality and reliability performance prior to release of the request for tender.

Consideration

Local Board views and implications

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

Māori impact statement

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

General

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

Implementation

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

Attachments

No.	Title	Page
a View	Community Speed Campaign “Slow Down for Me”	63
b View	Okupu Wharf - photo 1	65
c View	Okupu Wharf - photo 2	67
d View	Okupu Wharf - photo 3	69

Signatories

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

Great Barrier Local Board

14 October 2015

Allocation of LDI capex fund and remaining 2015/16 discretionary capex budgets to projects

File No.: CP2015/20542

Purpose

1. The purpose of this report is to enable the Great Barrier Local Board to pass resolutions provisionally allocating its share of the new LDI capex fund and remaining 2015/16 discretionary capex budget to projects so planning can commence and projects can be completed within this financial year.

Executive Summary

2. The Great Barrier Local Board allocated $457,000 of its $613,000 discretionary capex budget at its August business meeting. The governing body resolved at its 24 September meeting to publicly consult on a proposal which would allocate the board a further $100,000 as its share of the new $10m Locally Driven Initiatives (LDI) capex fund.

3. Subject to confirmation of this latter amount, this now enables the local board to allocate its remaining discretionary capex budget to enable project planning to commence and the deliverability of projects in this financial year to be confirmed.

Recommendation/s

That the Great Barrier Local Board:

a) Confirms the provisional allocation of its proposed $100,000 LDI capex fund to projects at this meeting subject to confirmation of this amount post public confirmation, expected in late October 2015.

b) Confirms the allocation of its remaining discretionary capex budget to projects at this meeting to enable project planning to commence and project completion within the 2015/16 financial year.

Comments

4. At its 12 August business meeting, the Great Barrier Local Board allocated $457,000 of its $613,000 2015/16 discretionary capex budget to five parks projects. Projects and allocations were as follows:

· Station Rock Road walkway stage 2 – lookout to Kowhai Valley Road ($120,000)

· Harataonga track – bridges & signage ($182,000)

· Tryphena Coastal Trail - two short walks ($80,000)

· Interpretation signage ($50,000)

· Welcome signs ($25,000)

5. At the same meeting the board confirmed that it would agree further capital development projects at its October meeting assuming further information was available on how much extra funding the board would receive from the proposed $10m Locally Driven Initiatives Capex Fund by then.

6. The proposed fund aims to provide local boards with a specific capex fund to enable them to advance small local capital projects which aren’t funded regionally, using an agreed funding formula based on the Local Board Funding Policy. The proposed formula would allocate one percent of the proposed fund, amounting to $100,000 to the Great Barrier Local Board.

7. The governing body meeting held on 24 September agreed to publicly consult on this proposal over a two week period which closes on 9 October and with an expected decision on 22 October. If confirmed this brings the board’s total discretionary capex budget to $713,000 for 2015/16 noting that the $613,000 and the $100,000 need to be seen separately as each has different rules applying to it.

8. Although the proposed $100,000 allocation is subject to public consultation it is desirable that the board allocates funding at this meeting on the assumption that this amount will be confirmed on 22 October. This enables project planning to get underway, and ultimately the time for project delivery to be maximised.

9. Rules and criteria are being developed for the proposed LDI capex fund relating to its expenditure and allocation and further details on these will be provided when available. One key provision is that the fund will be managed over three years enabling local boards to use their entire three year allocation in one year, for one project, or to spread it over the three years. Projects funded from the capex fund will also not require a percentage to be set aside for the Central Risk Fund, but conversely will not be eligible for support from this fund if unexpected costs eventuate.

10. While the board will receive $100,000 from this fund for this year and the following two years, its discretionary capex budget drops significantly from $631,000 this year to $301,000 in 2016/17 and $306,000 in 2017/18. The board will therefore need to consider how it wishes to apply its total three years funding. Although this year’s capital spend priorities are quite well defined, this is less the case for the next two years. It could however seek to allocate all or some of the $300,000 capital fund to projects in years 2016/17 and 2017/18 to reduce this funding difference, but doing this would reduce the amount available for projects this year. As there is already a significant funding imbalance in years two and three, the board would need to think carefully before bringing any money forward for allocation.

11. The board is also asked to firm up on its list of capex funded projects for 2016/17 as part of this exercise as it will soon be preparing its draft 2016/17 annual plan and local board agreement for public consultation between February and March next year.

12. The board will be identifying projects for expenditure at a workshop ahead of this business meeting, for confirmation at the meeting. Projects will be selected from a list the board has identified through previous work, or as outlined in its local board plan or 2015/16 local board agreement.

13. It is also noted that where projects require planning or delivery from within Auckland Council, they must then have a business case developed and accepted, and confirmation from the respective unit or department that they can be delivered. Projects allocated for funding at this meeting will be advised to respective departments to enable planning processes to be commenced.

Consideration

Local Board views and implications

14. This report is designed to assist the Great Barrier Local Board to allocate as much as it can of its capital funding to projects it wishes to fund this financial year. The board’s views and decisions will therefore dictate project delivery subject to the processes identified above being confirmed.

Māori impact statement

15. A number of projects and initiatives already identified for delivery or which will be confirmed at this meeting are of interest to Maori. The local board and Ngati Rehua Ngatiwai ki Aotea have already identified initiatives that they wish to work on in the Aotea Great Barrier Local Board Plan and some of these are capex funded projects. A process is also in place through Local and Sports Parks to provide financial support for iwi engagement on parks projects and this will be managed by the relevant project manager.

Implementation

16. As noted above, identifying projects for delivery is only the first step. Delivery will require a business case to be developed and deliverability to be confirmed by the relevant Auckland Council department or business unit.

Attachments

There are no attachments for this report.

Signatories

Authors	John Nash - Senior Local Board Advisor
Authorisers	Karen Lyons - Manager Local Board Services

Chairperson	Izzy Fordham
Deputy Chairperson	Susan Daly
Members	Jeff Cleave
	Judy Gilbert
	Christina Spence

No.	Title	Page
a View	1 September 2015 - Letter from Maggie Barry - response to Izzy Fordham's letter	99
b View	3 September 2015 - Letters from Okiwi School children - thanking the board for the new bike track	101
c View	15 September 2015 - Letter from Local Board - Dust suppressant update for residents and ratepayers in Medlands	105
d View	17 September 2015 - Email from Orakei Local Board - Annual Report template	107

No.	Title	Page
a View	Board Member Susan Daly's report	115
b View	Board Member Jeff Cleave's report	123
c View	Board Member Judy Gilbert's report	125
d View	Board Member Christina Spence's report	127

No.	Title	Page
a View	Workshop proceedings 2 September	133
b View	Workshop proceedings 8 September	135
c View	Workshop proceedings 9 September	137
d View	Environment Committee workshop proceedings 23 September	139