Agenda of Albert-Eden Local Board

Albert-Eden Local Board

02 December 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 Auckland Transport Update - December 2015 7

13 SH16/20 Waterview Connection expenditure on projects 35

14 956-990 Great North Road - Resource Recovery Facility 41

15 New Lease for Community Building Nicholson Park, 25 Poronui St., Mt Eden 45

16 Consideration of short list applications and granting of a new lease Gribblehirst Park 225 Sandringham Road. 51

17 Establishment of an Albert-Eden Local Board Accommodation Grant 2015/2016 59

18 Albert-Eden Local Board Dog Access Review Panel-of-the-whole - decisions 67

19 Parks, Recreation and Sports Committee - Growth Programme 87

20 Governing Body Members' update 105

21 Chairperson's Report 107

22 Board Members' Reports 109

23 Reports Requested/Pending 125

24 Albert-Eden Local Board Workshop Notes 129

25 Consideration of Extraordinary Items

PUBLIC EXCLUDED

26 Procedural Motion to Exclude the Public 139

C1 Special Housing Areas: Tranche 9 139

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 Albert-Eden Local Board:

a) confirms the minutes of its ordinary meeting, held on Wednesday, 4 November 2015 and the minutes of its extraordinary meeting, held on Wednesday, 18 November 2015, including the confidential section, as true and correct records.

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 Albert-Eden 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.

Albert-Eden Local Board

02 December 2015

Auckland Transport Update - December 2015

File No.: CP2015/25019

Purpose

1. The purpose of the 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 Albert-Eden Local Board and its community; matters of general interest relating to AT activities or the transport sector; and AT media releases for the information of the Board and community.

Recommendation/s

That the Albert-Eden Local Board:

a) receives the Auckland Transport Update – December 2015 report.

b) notes the Firm Estimate of Cost for the Residential Quiet Zone in Huntingtree Avenue, Vancouver Avenues, Columbia Road is $98,800.

c) requests Auckland Transport proceeds to construction of the Residential Quiet Zone in Huntingtree Avenue, Vancouver Avenue, Columbia Road and approves the release from the Local Board Transport Capital Fund of $98,800 to complete the project.

d) requests Auckland Transport to proceed with implementation of the Mt Eden Residential Parking Zone on Sylvan Avenue East, Sylvan Avenue West, Kelly Street, Edenvale Crescent, Punga Street, Wynyard Road, Eden Vale Park Road, Brentwood Avenue, Horopito Street and part of Kawaka Street.

Comments

Albert-Eden Local Board Transport Capital Fund (LBTCF)

3. The Albert-Eden Local Board has $664,933 per annum of discretionary funding for transport-related capital projects. It may allocate funding for the whole electoral term (i.e. $1,994,799) at any stage during its term.

4. The uncommitted $119,016 from the previous electoral term was rolled over giving the Albert-Eden Local Board a total pool of approximately $2,113,815 available in this electoral term to spend on transport projects.

5. Attachment A provides a financial update of expenditure against the Local Board Capital Fund as at 3 November 2015. The Board is on track to expend this terms full allocation of funding.

Residential Quiet Zone in Huntingtree Avenue, Vancouver Avenue, Columbia Road

6. In 2012 the Albert-Eden Local Board started planning projects to reduce ‘rat running’ and vehicle speeds and create quieter safer residential streets. So far Residential Quiet Zones have been implemented north and south of Balmoral Road and between Dominion and Sandringham Roads.

7. At the June 2015 Board meeting, the Board requested Auckland Transport proceed to design of sinusoidal speed humps to extend along Huntingtree Avenue, Vancouver Avenue and Columbia Road (see attachment C). This is to be funded out of the Local Board Transport Capital Fund (LBTCF) and has a Firm Estimate of Cost (FEC) for this project is $98,800 excluding GST. A resolution requesting AT proceeds to construction utilising the Local Board Transport Capital Fund (LBTCF) can be found in the recommendations above.

8. Auckland Transport has completed consultation on this proposal. At the time of writing the report the feedback indicated strong support. The Elected Member Relationship Manager will table full analysis of the feedback at the December Board meeting.

Mt Eden Residential Parking Zone

9. A residential parking zone (RPZ) is a parking time restriction that applies across a residential area. Residents and businesses within the zone can apply for permits and coupons that give exemption from the time restriction.

10. The Local Board requested Auckland Transport investigate a RPZ in the area around Mt Eden Station and the following area was identified as a potential RPZ:

11. Auckland Transport then sought wider feedback from residents and businesses within and outside the zone to ascertain their support for the proposal. Feedback was provided through online and hardcopy submission forms. The consultation was promoted with a mail out of letters to residents, emails to stakeholders and an Open Day event. Approximately 120 people attended the Open day event and 78 submissions were received. 66% of respondents were supportive of the proposal, 28% opposed and 6% neutral.

12. The consultation report (see attachment B) was provided to the Local Board Transport portfolio holders and they determined that Auckland Transport should proceed with the RPZ as originally presented. A resolution recommending Auckland Transport proceed to implementation can be found above.

Berm Management Guidelines

13. Auckland Transport received feedback on its draft guidelines for ‘Private Planting in the Road Corridor’ from nineteen of the twenty one local boards. This feedback is being assessed with a view to taking into account as much as possible.

14. A new draft of the guidelines will then go to Auckland Transport’s executive team and the AT Board, with a final version of the guidelines likely to be available in the New Year.

Proposed New Network Public Transport Network for Central Auckland

15. Over the next few years Auckland Transport is moving to a simpler and more integrated public transport network for Auckland. This will deliver a New Network of buses, trains and ferries that will change the way people travel – including the need for some passengers to transfer at key interchanges. In return, the New Network will allow more passengers to simply ‘turn up and go’ rather than plan trips around a timetable. It will offer flexible travel options over large parts of the city, making public transport more useful for a range of travel purposes.

16. Although the New Network describes the new way in which buses, trains, and ferries will work together – AT is currently consulting only on proposed changes to bus services across Auckland. The consultation for the central and eastern areas started on 1 October 2015 and will remain option until 10 December 2015.

17. Consultation packages have been sent to all Local Boards in the central and eastern areas and Auckland Transport has attended various events during the consultation period to answer questions and promote feedback from Aucklanders on the new network.

Issues Register

Description

AT Response

Parking in Epsom in vicinity of Queen Mary Avenue

Concerns have been raised about a lack of retail parking for the cinema and shops on Manukau Road, Queen Mary Avenue and in surrounding areas.

A simple solution to the problem is not readily apparent but the Auckland Transport Parking Team is working closely with the Board’s Transport Representative to try and develop a solution.

A meeting between Auckland Transport and the Boards Transport Representative has been set up to review this issue.

Attachments

No.	Title	Page
a View	Local Board Transport Capital Fund update	11
b View	Mt Eden Residential Parking Zone (RPZ) consultation draft	15
c View	Consultation plan	33

Signatories

Author

Ben Halliwell – Elected Member Relationship Manager, Auckland Transport

Authorisers

Lorna Stewart, Elected Member Relationship Manager, Auckland Transport

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Albert-Eden Local Board

02 December 2015

SH16/20 Waterview Connection expenditure on projects

File No.: CP2015/23342

Purpose

1. To confirm the list of projects to be delivered by unallocated funds from the SH16/20 Waterview connection project.

Executive Summary

2. The SH16/20 Waterview connection project is providing funding to the Albert-Eden Local Board. Initial reports to the local board, back in 2013, allocated some of the funding and a report in September 2015 addressed the Whau and Albert-Eden Local Boards’ jointly managed Alan Wood fund.

3. Further decisions are required on funding that was unallocated or has increased as a result of valuations of leasing and other property agreements.

4. The list of projects detailed in the recommendation was work-shopped with the Board and now needs to be formally approved.

Recommendation/s

That the Albert-Eden Local Board:

a) Confirms the allocation of funding of the SH16/20 General Park Restoration budget, as outlined in Attachment A, which includes:

i) Noise wall contribution ($80,000)

ii) Anderson Park Concept Plan implementation ($380,225)

iii) Watercare growth charges for Waterview Reserve ($66,412)

iv) Oakley Creek Reserve improvements ($105,000)

v) Murray Halberg Park improvements ($100,000)

vi) Phyllis Reserve improvements including play equipment and drinking fountain ($149,955)

vii) Harbutt path connection ($9,000)

viii) Howlett Esplanade planting ($35,000)

ix) Meola Creek planting ($100,000)

x) Chamberlain Park event ($4,545)

xi) Project management and design time charges ($17,000).

b) Confirms the allocation of funding of the Improvements to Waterview Reserves budget as outlined in the updated table.

Comments

5. The Albert-Eden Local Board is receiving funding from New Zealand Transport Authority (NZTA) generated from lease payments, compensation and property disposals related to the SH16/20 Waterview connection project. This income is either targeted to designation conditions, or is to be used for parks projects in communities impacted by the motorway development.

6. Since 2012, when this project was initiated, there have been variations made in the anticipated income from the SH16/20 Waterview connection project.

7. The initial expenditure plan was endorsed by the Board at their August 2013 meetings and approved by the Strategy and Finance Committee at its September 2013 meeting. A further update was provided to the Board on the budget forecast and expenditure to date and reallocation of the Whau and Albert-Eden Local Boards’ jointly managed Alan Wood fund in September 2015.

8. There are four budget lines receiving funding from the SH16/20 Waterview connection project. These are:

i. Improvements to Waterview Reserves - $1,071,942 specific to delivering projects in the Waterview area, this was largely allocated in 2013 to specific projects identified in the Waterview Precinct Plan.

ii. Phyllis Reserve Development - $966,437 specific to the sports field development to replace the field lost at Waterview Reserve.

iii. SH16/20 General Park Restoration – estimated at $1,156,814 made up of funding coming from Waterview Reserve, the substrata payment and St Luke’s works. Largely unallocated to specific projects.

iv. Albert-Eden/Whau joint budget – estimated at $3,546,106 from the Alan Wood corridor. The reallocation of a portion of this joint budget to each of the boards was covered in a report to the local board on 2 September 2015. There is still a need to allocate these funds to specific projects.

9. Confirmation is required on the additional projects to be funded by the SH16/20 General Park Restoration budget. This includes:

· a contribution to the delivery of a noise wall along a portion of the motorway by the Western Springs Community Centre ($80,000).

· the implementation of the Anderson Park Concept Plan ($380,225).

· covering the Watercare growth charges associated with the water play equipment being provided at Waterview Reserve ($66,412).

· improvements to the section of Oakley Creek Reserve between Phyllis Reserve and Waterview Reserve, such as path improvements, seating etc. ($105,000).

· improvements to Murray Halberg Park ($100,000).

· addition of play equipment and drinking fountain at Phyllis Reserve ($33,500).

· other improvements to Phyllis Reserve determined by the master plan ($110,000).

· a path that will connect Harbutt Reserve with the shared path ($9,000).

· planting along the Howlett Esplanade ($35,000).

· planting in Chamberlain Park along Meola Creek ($100,000).

· an event at Chamberlain Park ($12,000).

· estimated time charges associated with project management and design ($17,000).

10. The proposed timing of the delivery of these projects is set out in Attachment 1 along with the detail of the projects included in the Improvement to Waterview Reserves budget and spend of the Albert-Eden/Whau joint budget in FY16 which has already been confirmed.

11. In regard to the joint budget, it is intended that the $400,000 allocated to the Albert-Eden Local Board is used on the delivery of improvements to Phyllis Reserve and/or any further requirements for funding to complete the works at Anderson Park and Murray Halberg Park. Further detail on this will be provided when planning is underway for the FY17 projects.

Consideration

Local Board views and implications

12. This report follows the local board workshop on 2 November when this list of projects was discussed.

Māori impact statement

13. Mana whenua are included in the Community Liaison groups and have been involved in the Board of Inquiry process that established the management framework for these design decisions. It is anticipated where any matters may have a significant impact on sites of significance to mana whenua, or mana whenua have an identified interest in a project, that appropriate consultation will be undertaken.

Implementation

14. The projects funded by this income are being delivered by Council’s Parks, Sport and Recreation team. Budgets will also contribute to projects being delivered by Auckland Transport and New Zealand Transport Authority’s (NZTA) contractors.

15. Progress of these projects will be reported to the board as required.

Attachments

No.	Title	Page
a View	SH16/20 Waterview Connection Albert-Eden Local Board budget breakdown	39

Signatories

Author

Annette Campion - Project coordinator

Authorisers

Mark Bowater - Acting General Manager - Parks, Sports and Recreation

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Albert-Eden Local Board

02 December 2015

956-990 Great North Road - Resource Recovery Facility

File No.: CP2015/24248

Purpose

1. To seek endorsement from the Albert-Eden Local Board for the establishment of a resource recovery facility at 956-990 Great North Road, Western Springs.

Executive Summary

2. Albert-Eden, Waitematā and Puketāpapa local boards, funded a scoping study and business case to investigate opportunities for establishing a resource recovery facility in the central area.

3. After an exhaustive search for a suitable site, it has been determined that the best approach is to establish a resource recovery facility where the public can drop off materials to be recovered, as well as providing opportunities for community engagement and education. This facility will be one of two sites within the three local board areas, feeding into a larger processing site located in Onehunga.

4. 956-990 Great North Road is proposed as the site for the first resource recovery facility given that it is already in council ownership and potentially available subject to the Albert-Eden Local Board’s endorsement.

5. It is recommended that the Albert-Eden Local Board endorses the establishment of a resource recovery facility at 956-990 Great North Road. This will enable staff to start work on the sites development.

Recommendation

That the Albert-Eden Local Board:

a) Approves that the site at 956-990 Great North Road, Western Springs, be used as the site for a local resource recovery facility.

Comments

6. In 2012 the Albert-Eden Local Board, in conjunction with Waitematā and Puketāpapa Local Boards, funded a scoping study to investigate the feasibility of establishing resource recovery facilities in their local board area. 27 Normanby Road, Mt Eden, was identified in the study as a potential site. The three local boards advocated for retention of the site at the March 2013 Strategy and Finance Committee meeting (SF/2013/13) in order to enable a business case to be undertaken.

7. In March 2014, a business case was completed which assessed the financial viability of operating a facility at 27 Normanby Rd and a site at 956-990 Great North Road. The study found that both sites would be financially viable, under the proviso that land purchase costs were not included.

8. Of the two sites, 27 Normanby Road appeared to have the greater capacity and potential for a facility. However, 956-990 Great North Road was also found to be suitable in terms of its location, size and accessibility, as well as offering unique opportunities when viewed from a community engagement, public participation and education perspective.

9. The local board chairs advocated for the retention of 27 Normanby Road at the April 2014 Finance and Performance Committee meeting. Subsequently staff were tasked with developing a long term strategy and budgets for the resource recovery network for inclusion in the Long-term Plan, and site selection criteria in collaboration with Auckland Council Property Limited.

10. This work was presented to the Regional Strategy and Policy Committee in October 2014 (REG/2014/121) which endorsed developing 12 facilities over the next 10 years, including one in the central area.

11. The site selection criteria were then applied to 27 Normanby Road and 956-990 Great North Road with 27 Normanby Road being ruled out for financial reasons. 956-990 Great North Road was assessed as being suitable but at the time was required by the Albert-Eden Local Board for potentially establishing Chinese gardens.

12. The search for alternate sites to establish a resource recovery facility proved unsuccessful so a subsequent strategy was applied to the central area in August 2015. The proposal involved splitting the activities of a resource recovery facility into processing activities and a more flexible (space-wise) drop-off facility, where education and resale activities are undertaken.

13. This strategy was mentioned in Auckland Council Property Limited‘s disposal recommendation report to the Finance and Performance Committee in August 2015 which recommended the sale of 27 Normanby Road, and allocation of some of the proceeds towards purchase of sites for central community recycling facilities if required.

14. The committee resolved that ‘partial proceeds of sale from 27 Normanby Road, Mt Eden be allocated towards the purchase of a suitable site or drop off sites for central community recycling facilities if required, with the amount to be agreed in due course and delegated to the board of directors of Development Auckland and Council’s Chief Executive’ (FIN/2015/68).

15. Work on establishing facilities in the central area is ready to commence, starting with the processing site and one facility, where the public can drop off materials to be recovered. A site has been located in Onehunga for processing and it has been transferred to the waste solutions property portfolio for development.

16. 956-990 Great North Road is proposed as the site for the first drop-off facility. The business case presented to the Albert Eden Local Board on 05 March 2014 established the suitability of the site in terms of location and size for a resource recovery facility and, in particular as a drop off facility and environmental education centre. Also it is advantageous in that it is already in council ownership and potentially available subject to Albert-Eden Local Board’s endorsement.

Consideration

Local Board views and implications

17. The Albert-Eden Local Board Plan for 2016-2017 states ‘we will continue our work with the Waitematā and Puketāpapa Local Boards to establish a community waste recovery centre in central Auckland.’ The recommendation in this report gives effect to this aspect of the Board’s plan.

18. The Boards’ views on the best option for progressing a resource recovery facility in the central area have been sought through ongoing workshops and meetings, as outlined in the full report above.

Māori impact statement

19. It is recognised that the tangata whenua world view reflects the Waste Management and Minimisation Plan emphasis on an integrated life cycle approach to the management of natural resources and the concepts of zero waste, waste recovery and waste minimisation.

20. Mana whenua respresentatives and other Māori organisations have already indicated a strong interest in being involved in achieving the Waste Management and Minimisation Plan objectives, through engagement on projects such as the Resource Recovery Network.

21. The business case undertaken in March 2014 to assess the viability of operating a community recycling centre at 27 Normanby Road and 956-990 Great North Road, included a multi-criteria site assessment. This assessment considered all four wellbeings – social, cultural, environmental and economic. The cultural wellbeing assessed both the sites for opportunities for partnership and participation, economic development and the cultural significance of the areas.

Implementation

22. No implementation issues are foreseen. Operational expenditure will be covered by rates funded solid waste budgets. Capital expenditure will be covered by central government waste levy funding.

Attachments

There are no attachments for this report.

Signatories

Author

Julie Dickinson - Senior Waste Planning Specialist

Authorisers

John Dragicevich - Director Civil Defence and Emergency Management

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Albert-Eden Local Board

02 December 2015

New Lease for Community Building Nicholson Park, 25 Poronui St., Mt Eden

File No.: CP2015/25153

Purpose

1. The purpose of this report is to recommend that the Albert Eden Local Board grant a new lease, and carry out related procedural matters, for a Council owned building at Nicholson Park 25 Poronui St Mt Eden.

Executive Summary

2. The building has been occupied by the New Zealand Fellowship of Artists Inc. (NZFA). Its lease expired on 17 June 2014 and there are no rights of renewal. NZFA has applied for a new lease to continue its activities.

3. The lease has fully expired and in accord with the Community Occupation Guidelines a request for expressions of interest to lease the building was advertised. Two applications were received, one from the Auckland Youth Orchestra Inc., (AYO) and the other from the incumbent group.

4. Applications were compared against each other to measure their contribution to the community. While the scores were close the application from the NZFA scored higher and this report recommends they be considered as the suitable tenant.

5. Although the NZFA have occupied the building since 1999 the park management plan does not reflect their occupation. To legalise its occupation a lease can be granted pursuant to section 73(3) of the Reserves Act.

Recommendation/s

That the Albert-Eden Local Board:

a) Approves the granting of a lease to the New Zealand Fellowship of Artists Inc. on a portion of Nicholson Park 25 Poronui St Mt Eden, subject to one month’s public notification, iwi consultation, and with no objection, on the following terms and conditions:

i) Term: 5 years commencing 1 April 2016 with one 5-year right of renewal;

ii) Rent: $1 plus GST per annum;

iii) Maintenance fee: $500 plus GST per annum;

iv) A community outcomes plan be negotiated with the group and presented to the Leases and Facilities portfolio holders for approval and attached as a schedule to the lease;

v) All other terms and conditions in accordance with Auckland Council’s Community Occupancy Guidelines 2012.

b) Apply section 73(3) of the Reserves Act 1977, which requires public notification and iwi consultation, to allow the building to be leased for a purpose other than as a recreation reserve, as an alternative to reclassifying the land as a local purpose reserve and amending the management plan.

Comments

6. This report is to recommend a new lease for a Council owned building at Nicholson Park 25 Poronui St, Mt Eden (Attachment A).

7. The building has been occupied by the New Zealand Fellowship of Artists Incorporated (NZFA). Their lease expired on 17 June 2014 and there are no rights of renewal. They have applied for a new lease to continue their activities.

8. As the lease has fully expired, in accord with Councils community occupation guidelines a request for expressions of interest to lease the building was advertised. This advertisement appeared in the Central Leader on 28 January 2015 and on the Council website. The building was opened for public inspection on 9 February 2015.

9. There were two expressions of interest received to occupy the building. One from the previous lessee NZFA, and the other from the Auckland Youth Orchestra Inc. (AYO).

The management plan

10. The land is held by the Crown through the Department of Conservation and vested in trust in Auckland Council as a classified recreation reserve. It is legally described as Pt Allotment 49 Section 6 Suburbs of Auckland. There is no title to the land and it is authorised by Part Section 119 of Reserves and other Lands Disposal and Public Bodies Empowering Act 1922, described on SO Plan 22183.

11. There is an approved management plan prepared in 1993 for the reserve that describes the subject building. However the plan refers to the previous occupants of the building being the Scout Association of New Zealand (Kitchener group) who vacated the building in 1998.

12. The management plan policy section refers to “any future lease entered into must be directly related to the use of Nicholson Park as a Recreation Reserve zoned Recreation 4 under the District Plan”.

13. Recently the Council’s Parks Unit has developed a concept plan for Nicholson Park that confirms retention of the building for community purposes. The active sports are catered for with their own facilities within the Park.

Expression of interest from the Auckland Youth Orchestra Incorporated

14. The expression of interest from AYO is to use the building as a base for storing instruments, their music library, and as a venue for sectional practice and performance by smaller ensemble groups.

15. The orchestra, which formed in 1948, does not currently have a home base, housing their music library at St Marks Church Hall and practicing at the University of Auckland Epsom campus. They perform throughout the year at various venues across Auckland and at venues outside of Auckland.

16. From material supplied with the expression of interest the orchestra appears to be well run financially. The group has significant reserves in cash and shares.

17. There are unlikely to be opportunities for AYO to share the building, given its storage and library requirements and intended use of the building as a practice and performance space.

Expression of interest from the New Zealand Fellowship of Artists

18. The existing tenant, NZFA have also applied for a new lease of the premises. This group formed in 1946, is to promote and support the education of artists. This is by way of exhibitions, workshops, and demonstrations. The group holds regular exhibitions and donates art to charitable causes.

19. The group has occupied the building since 1999 and makes it available to other arts oriented groups. Currently the building is shared with calligraphers, doll makers, rug makers, tai chi, and decorative arts. Children’s art classes are offered at weekends and school holidays. The building is well used almost 7 days per week.

20. Information supplied with the application show the group are well run with the major contributor to operating funds being the sale of art, subscriptions and donations.

21. Both applications were assessed using the assessment tool developed to reduce the subjectivity when comparing applications. There was not much difference in the score of each application with the NZFA application scoring higher at 70% with the AYO application scoring 67%. This report recommends the New Zealand Fellowship of Artists as acceptable occupants of the premises.

Procedural matters- consideration of the reserve classification and management plan

22. To provide a new lease requires consideration of the reserve classification and management plan implications. The land is classified recreation reserve and the management plan refers to the Scouts as the previous occupants. The New Zealand Fellowship of Artists activity is local purpose in nature and properly should be located on a Local Purpose Reserve. The area occupied by the building could be classified for that purpose and the management plan amended but there are currently no staff resources to undertake this work and the process is time consuming.

23. An alternative is to use the provisions of section 73(3) of the Reserves Act. This provides for in part;

…Where any recreation reserve or any part of such a reserve is

not being used for the purposes of a recreation reserve and in

the opinion of the Minister is not likely to be used for that purpose,

but it is inadvisable or inexpedient to revoke the reservation,

leases of the whole or any part thereof may be granted by

the administering body with the prior consent of the Minister…..

24. In applying section 73(3) of the Reserves Act public notice is required to advertise the intent to lease. Because a statutory activity (leasing) under the Reserves Act is being undertaken, the provisions of the Conservation Act requiring consultation with iwi are triggered. The Local Board has the authority to advertise and undertake iwi consultation. Undertaking these processes is more expedient and cost effective than reclassifying, and is authorised by the Reserves and Conservation Acts. It is unlikely the building will be used for active recreation in the future

25. As part of the process a community outcomes plan will be negotiated with the group. The plan will be presented to the portfolio holders for approval and attached as a schedule to the lease.

Consideration

Local Board views and implications

26. The applications and the analysis have been discussed with the Leases and Facilities Portfolio Holders. On the basis that the incumbent group has been a good tenant, has scored higher in an objective assessment, and is delivering well supported outcomes, a new lease to the incumbent group can be supported.

Māori impact statement

27. Iwi consultation will be carried out as part of the public notification of the intent to lease. Community leases generally support a wide range of activities and groups and are awarded based on an understanding of local needs, interest and priorities. As such, they are designed to create local benefits to many communities, including Maori.

Implementation

28. Provided there are no objections to the public notification and iwi consultation the initial cost implication for Auckland Council is the public notification of the lease with the cost estimated at $1200.

Attachments

No.	Title	Page
a View	Attachment A Site Plan	49

Signatories

Author

Ron Johnson - Community Lease Advisor

Authorisers

Graham Bodman - General Manager - Arts, Community and Events

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Albert-Eden Local Board

02 December 2015

Consideration of short list applications and granting of a new lease Gribblehirst Park 225 Sandringham Road.

File No.: CP2015/25046

Purpose

1. This report recommends that the Albert Eden Local Board enter into a new community lease, and carry out related procedural matters, for the former bowling club building at Gribblehirst Park 225 Sandringham Road.

Executive Summary

2. The Local Board has been considering expressions of interest for the occupation of the former bowling club building at Gribblehirst Park.

3. This process identified a short list of two applicants, Auckland Basketball Services and the Auckland Community Shed, who made presentations to the Local Board at a workshop on 14 October 2015.

4. The Local Board now needs to consider if either of the two shortlisted applicants is a suitable tenant for the building.

5. Before the lease is granted there are statutory processes that need to be undertaken, due to the land being classified as a recreation reserve. These are described in the report.

6. Considering the shortlisted applicants the proposal from Auckland Basketball Services Ltd more closely aligns with recreation reserve criteria and the objectives in the original deed of gift. They are also the highest scoring applicant in the objective analysis undertaken of all applications.

Recommendation/s

That the Albert-Eden Local Board:

a) Approve the granting of a lease to Auckland Basketball Services Ltd, subject to one month’s public notification, iwi consultation, and with no objection, on the following terms and conditions;

i. Term – 5 years commencing 16 September 2015 with one 5-year right of renewal;

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

iii. A community outcomes plan to be negotiated with Auckland Basketball Services Ltd and approved by the Albert Eden Local Board Community Facilities Portfolio holders, and attached as a schedule to the lease document;

iv. Other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012.

c) Note that staff will undertake the statutory advertising and iwi consultation pursuant to the provision of the Reserves Act 1977 and the Conservation Act 1987.

d) Establish a hearings committee to consider and hear if required any submissions resulting from the public notification and iwi consultation.

Comments

7. The purpose of this report is to support the Albert Eden Local Board in making a decision about the occupation of the building at Gribblehirst Park (Attachment A).

8. During 2014 the lease of the former occupant the Edendale Bowling Club was terminated. The membership of the Club had fallen and bowling activities had almost ceased with the building being used as a social centre. Staff worked with NZ Bowls and the Club to explore opportunities to resurrect the Club but this did not occur.

The expression of interest process

9. Advertisements calling for expressions of interest to occupy the building were placed in the Central Leader and Harbour News on 18 March 2015 with a property inspection for prospective applicants on 1 April 2015. Applications closed 17 April 2015.

10. There were 33 registered respondents to the property inspection and 17 applications were received from a wide range of groups and organisations. These are tabulated below.

Name

All Hazara Afghan Association of NZ (AHAANZ)

AMAA - Aotearoa Martial Arts Academy - Eden Rugby Club

Auckland Community Shed - Grow Sandringham

Auckland Kindergarten Association KiNZ

Auckland University Judo Club

Auckland Basketball Services Ltd

Interacting Disability Theatre

Massive Company

Pantograph Punch

St Lukes Community Association

Summit Climbing

The Summit Academy Ltd

Tupumaiaga Niu Trust

Umma Trust

Vikings Petanque Club

Youthline Auckland

Assessment of the applications

11. All applications were assessed equally using a tool to rate a range of criteria applying to amongst other things, the Gribblehirst Park reserve status and management plan, Auckland and Local Board plans, proposed hours of operation, number of people to be involved in each groups activities, the track record of the group, and sharing opportunities.

12. The analysis and applications was peer reviewed by Community Lease Advisors and the colleagues from Parks and Recreation and Property, to check the validity of the conclusions.

13. A full set of the applications was provided to the Local Board office for member review on 4 June 2015.

14. The top-scoring applicants were Auckland Basketball (69%), Aotearoa Martial Arts Academy (67%), Auckland Community Shed (66%) and the Auckland University Judo Club (60%). All applications were work shopped with the Local Board on 29 July and 22 September.

15. Following these workshops further information was sought from the four top-scoring groups about their ability to maximize use of the building and share it with others. On the basis on information provided the Board decided to shortlist Auckland Basketball and Auckland Community Shed.

16. A further workshop was held on 14 October 2015 to hear from these applicants. Each provided details of their applications, together with questions and answers. On 14 October 2015, the other 15 applicants were advised their applications were unsuccessful and would not be considered further.

Procedural matters relating to the Reserves Act 1977 and the management plan

17. The building is located in Gribblehirst Park which is classified as Recreation Reserve. The land was originally gifted by the Gribble and Hirst families on the proviso that it “be used at all times as and for the purpose of a public park and recreation reserve”.

18. There is a management plan in place that is prescriptive in nature. This plan predates the Auckland Council, being prepared by the former Mt Albert City Council in 1981. The Management Plan describes the Rugby and Bowling Clubs and other small areas set aside for public toilets and children’s playground. It also indicates that when the areas set aside for private use (Rugby and Bowling Clubs) and are not being used for that purpose, those areas of the park are available for use by the public.

19. The Parks and Recreation Policy, Community & Social Policy department view of the use of the buildings is that the use of any buildings should be ancillary to the use of the surrounding park.

20. The excerpt from the Reserves Act relating to recreation reserves is;

….In relation to reserves classified as recreation reserves, for the purpose of providing areas for the recreation and sporting activities and the physical welfare and enjoyment of the public, and for the protection of the natural environment and beauty of the countryside, with emphasis on the retention of open spaces and on outdoor recreational activities…..,

21. The application by Auckland Basketball complies with the Reserve classification as it has an outdoor recreation component. The application from the Auckland Community Shed does not, although the area around the building could be reclassified if the Auckland Community Shed was granted the lease. Neither of the applications meets the criteria of the management plan. The management plan could be amended to accommodate either group. However these processes are time consuming and there are no staff resources to undertake this work.

22. The alternative is to use the process set out in the Reserves Act 1977. Leasing where the use is not consistent with the classification of the Reserve or management plan is authorised by section 73(3) of this Act. It requires public notice of the intent to lease being given. Because a statutory activity is being undertaken (leasing) iwi consultation is also required by the Conservation Act 1987. The iwi consultation can start first with the public notice running concurrently. This process had to wait until a tenant for the building was identified and the activity to be carried out could be described during consultation and advertising.

23. In case there are submissions the Local Board should establish a hearings committee to consider and if required hear any responses. The Local Board will be assisted in this regard.

Shortlisted applicants

24. While the activities of each group are different, they both offer good community outcomes that will be of value to the community.

25. Auckland Basketball Services Ltd is limited liability company with charitable status owned by the Auckland and Counties Basketball Associations to administer and deliver the game across the region. They would use the building for offices, and for seminars and training, together with change and storage areas. Areas of the building would be made available to other community groups at times they are not using the building. In partnership with others they propose developing the former greens area as outdoor basketball courts.

26. Auckland Community Shed wish to establish a community hub that will offer a skills shed similar to that provided by men’s sheds in other parts of New Zealand, art and creative activities for young people and a repair café to extend the life of household appliances. They propose using the outdoor area for a community garden and outdoor activities. They would also make parts of the building available for use by other community groups on a casual basis.

27. The Auckland Community Shed is a collective and is not yet formed as an incorporated society. They will form a Society if they are the successful applicants. The Local Board may wish to consider whether the potential of the proposal outweighs the groups lack of a track record.

28. Comparing the two applications, the Auckland Basketball Services Ltd proposal with its outdoor recreation component more closely aligns with the recreation reserve objectives and the building could be considered as ancillary to the use of the open space.

The Building

29. Currently the building cannot be occupied as there is no reliable power supply, which also affects the buildings fire and security alarm systems. Staff are working on these issues and contractors have been engaged to complete the electrical works. There may need to be additional works carried out by a successful tenant to provide for specifics their occupation will require – this will be the incoming tenant’s responsibility as described in the original advertising of the premises. An update about the timing of the work will be provided at the meeting considering this report.

Outdoor Area

30. The former greens area outside the building is contemplated for use by both the shortlisted applicants. Auckland Basketball Services Ltd wants to convert the area to playing courts and Auckland Community Shed wish to use the area for community gardens and outdoor activity space. The Community Shed proposal may not require an intensive redevelopment of the former greens area.

31. As the Local Board is aware there have been other requests to use the former greens area for training and other outdoor activities. The adjacent Eden Rugby Club has signaled an interest in the area for training to relieve pressure on the main field at Gribblehirst Park.

32. If the area is resurfaced to provide for basketball or other sport activities there may need to be compromises with the surface and activities. For instance a surface for basketball may not be suitable for running and other ball sports. Conversely a surface for rugby training, hockey, soccer, futsal etc., is not suitable for basketball. The detail of these options and how the outdoor area is utilised needs to be confirmed.

Consideration

Local Board views and implications

33. The issues and views of the Local Board have been canvassed at portfolio meetings and workshops.

Māori impact statement

34. Community leases generally support a wide range of activities and groups and are awarded based on an understanding of local needs, interest and priorities. As such, they are designed to create local benefits to many communities, including Maori.

35. If the Board chooses to use s73(3) of the Reserves Act to lease the building for a purpose other than as a recreation reserve, iwi will be consulted with in accordance with the relevant provisions of the Conservation Act 1987.

Implementation

36. Before the building can be occupied the public notification of the intent to lease and iwi consultation has to be undertaken. The building was advertised on an as is where is basis, so there maybe works that the occupants need to undertake to suit their occupation. That is their responsibility.

37. The building was recently damaged in an arson attack. The damage has been assessed and repairs are will start shortly. One room has been fire damaged and sliding doors smashed. It is not anticipated that repairs will delay occupation.

Attachments

No.	Title	Page
a View	Attachment A Lease Area Plan	57

Signatories

Author

Ron Johnson - Community Lease Advisor

Authorisers

Graham Bodman - General Manager - Arts, Community and Events

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Albert-Eden Local Board

02 December 2015

Establishment of an Albert-Eden Local Board Accommodation Grant 2015/2016

File No.: CP2015/23859

Purpose

1. To seek the local board’s endorsement to establish an Accommodation Grant for the 2015/2016 financial year.

Executive Summary

2. The Albert-Eden Local Board adopted its Community Grants Programme on 1 April 2015.

3. Between 2011 and 2015, approximately $3.2 million per annum was distributed to community groups across Auckland via geographically-aligned joint funding committees or grants. The budgets to support these committees were held regionally and described as “multi-board funding.”

4. All multi-board funding was devolved to local boards through the Local Boards Funding Policy. This provides options for local boards to increase their community grants budget, allocate the funds to another priority area or contribute their allocation to a joint funding committee or allocate the funding for another local board grant.

5. The five central local boards have decided not to continue with the Central Joint Funding Committee for 2015/2016.

6. The Albert-Eden Local Board has indicated they wish to establish an Accommodation Grant for 2015/2106, and review this for the 2016/2017 financial year, with a budget of $150,000 utilising the multi-board funding.

7. The criteria for the Accommodation Grant has been developed with the local board and will be included in the updated Albert-Eden Grants Programme 2015/2016 (see attachment A). It will open from 09 February 2016 and close on 07 March 2016. Decisions will be made in April 2016 by the Albert-Eden Local Board Grants Committee.

Recommendation/s

That the Albert-Eden Local Board:

a) establishes an Accommodation Grant in 2015/2016 with a budget of $150,000, utilising its 2015/2016 Central Joint Funding Committee budget.

b) adopt the updated Albert-Eden Local Board Grants Programme to include the eligibility and criteria for the Accommodation Grant.

Comments

8. The Albert-Eden adopted its Community Grants Programme on 1 April 2015.

9. Between 2011 and 2015, approximately $3.2 million per annum was distributed to community groups across Auckland via geographically-aligned joint funding committees or grants. The budgets to support these committees were held regionally and described as “multi-board funding.”

10. All multi-board funding was devolved to local boards through the Local Boards Funding Policy. This provides options for local boards to increase their community grants budget, allocate the funds to another priority area or contribute their allocation to a joint funding committee or allocate the funding for another local board grant.

11. The five central local boards have decided not to continue with the Central Joint Funding Committee.

12. The Albert-Eden Local Board have indicated they wish to establish an Accommodation grant for 2015/2106, and review this for the 2016/2017 financial year, with a budget of $150,000 utilising the multi-board funding.

13. The criteria for the Accommodation Grant has been developed with the local board (see attachment A). It will open from 09 February 2016 and close on 07 March 2016. Decisions will be made in May 2016 by the Albert-Eden Local Board Grants Committee.

14. The accommodation grant will include the following criteria and

· the maximum amount an applicant can apply for is $20,000

· the minimum amount applicants can apply for is $2,500

· applicants need to be a community organisation, as outlined in the Community Grants Policy

· accommodation costs applied for are for the period 1 July 2016 to 30 June 2017

· evidence of the accommodation costs are provided

· the organisation is not the leaseholder of an Auckland Council community lease or community occupancy agreement

· if the applicant is requesting a grant for a venue that has an Auckland Council community lease or a community occupancy agreement, the council’s approval for the sub-lease or hireage needs to be verified.

· the application cannot be for hireage costs of a council managed venue or externally managed council facility

· the organisation is located in the local board area and primarily benefits the residents of the Albert-Eden local board area.

· the organisation has been operating for a full financial year prior to the application date.

· the organisation has provided its last full year financial statements and/or audited accounts.

· the application is not for religious ministry activities

· the organisation is not a political party or the grant requested is not for the purposes of a political party

15. Applications will be presented at the April 2016, Albert-Eden Grants Committee for their consideration.

Consideration

Local Board views and implications

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

Māori impact statement

17. 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

18. The Accommodation grant will open on 09 February 2016 and close on 07 March 2016. Decisions will be made in May 2016 by the Albert-Eden Local Board Grants Committee.

Attachments

No.	Title	Page
a View	The revised Albert-Eden Grants Programme 2015/2016	63

Signatories

Author

Marion Davies - Community Grants Operations Manager

Authorisers

Jennifer Rose - Operations Support Manager

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Albert-Eden Local Board

02 December 2015

Albert-Eden Local Board Dog Access Review Panel-of-the-whole - decisions

File No.: CP2015/25682

Purpose

1. The purpose of this report is to inform the Board of the decisions of the Albert-Eden Local Board Dog Access Review Panel-of-the whole.

Executive Summary

2. At its 15 October 2014 meeting, the Board resolved to undertake in 2015 a review of local dog access rules in beach, foreshore and selected park areas within the local board area. This is in line with local board’s delegated authority to review dog access rules within its local areas, with the exception of regional parks and maunga.

3. To support this process the Board was assisted by Council’s Bylaws and Planning team to establish a Statement of Proposal and to appoint a panel-of-the-whole to undertake hearings and deliberations. At its Wednesday, 10 June 2015 meeting, the Board formally amended its previous resolutions to enable the panel to receive and hear submissions and to deliberate and make decisions on changes.

4. The Albert-Eden Local Board Dog Access Review Panel held public Hearings on Monday, 7 September 2015, receiving 240 written submissions and hearing from 10 oral submitters.

5. On Tuesday, 20 October 2015, the Board resolved to hold a new round of dog access panel hearings, following advice from bylaws officers who apologised for an administrative error which resulted in 93 submissions being left out of the first hearings on the 7 September 2015. At its Hearings on Tuesday, 20 October 2015, the panel deliberated on a total of 336 submissions and heard from an additional 6 oral submitters.

6. Following the Hearings the panel deliberated on Tuesday, 20 October and Wednesday, 28 October 2015 and made the following decisions:

Resolution number AE/2015/11

That the Albert-Eden Local Board Dog Access Review Panel:

a) adopts the decision report titled ‘Hearing panel decision report on local dog access rules in the Albert-Eden Local Board area 2015’.

b) adopts the amendments to the Auckland Council Policy on Dogs 2012 as contained in hearing panel decision report in (a) pursuant to section 10 of the Dog Control Act 1996 with a commencement date from the Tuesday, after Easter Monday 2016.

c) requests the governing body to give effect to the amendments in (b) by making the necessary amendments to the Auckland Council Policy on Dogs 2012 pursuant to section 10 of the Dog Control Act 1996 and Auckland Council Dog Management Bylaw 2012 in accordance with section 10(6) of the Dog Control Act 1996.

d) authorises the Manager Social Policy and Bylaws in consultation with the chair of the local board hearing panel to make any minor edits to (a) and (b) to correct any identified errors or typographical edits.

e) thanks the community and the submitters for their submissions.

7. The ‘Hearing panel decision report on local dog access rules in the Albert-Eden Local Board area 2015’ is attached to this report.

8. The Governing Body will be considering the decision of the Panel at its meeting on 26 November 2015 and the Board will be informed of the outcome following this meeting.

Recommendation/s

That the Albert-Eden Local Board:

a) receives the Albert-Eden Local Board Dog Access Review Panel-of-the-whole decisions report.

Attachments

No.	Title	Page
a View	Albert-Eden Local Board Dog Access Review Panel-of-the-whole decisions report	69

Signatories

Author	Michael Mendoza - Democracy Advisor
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Chairperson	Peter Haynes
Deputy Chairperson	Glenda Fryer
Members	Helga Arlington
	Lee Corrick
	Graeme Easte
	Rachel Langton
	Margi Watson
	Tim Woolfield

No.	Title	Page
a View	Albert-Eden Local Board Workshop Notes - 11 November 2015	131
b View	Albert-Eden Local Board Workshop Notes - 18 November 2015	133
c View	Albert-Eden Local Board Workshop Notes - 24 November 2015	135
d View	Albert-Eden Local Board Workshop Notes - 25 November 2015	137