Agenda of Rodney Local Board - 14 December 2015

I hereby give notice that an ordinary meeting of the Rodney Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Monday, 14 December 2015

3.30pm

Council Chamber
Orewa Service Centre
50 Centreway Road
Orewa

Rodney Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Brenda Steele
Deputy Chairperson	Steven Garner
Members	James Colville
	Warren Flaunty, QSM
	Thomas Grace
	Beth Houlbrooke
	John McLean
	Phelan Pirrie
	Greg Sayers

(Quorum 5 members)

Raewyn Morrison

Local Board Democracy Advisor

8 December 2015

Contact Telephone: (09) 427 3399

Email: raewyn.morrison@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Board Member

Organisation

Position

James Colville

St Marys Church Wellsford, Parish Council

Federated Farmers Auckland

Wellsford Drama Club

Wellsford Promotions

Landowners and Contractors Protection Assn.

Member

Warren Flaunty, QSM

Westgate Pharmacy Ltd

NorSGA Properties Ltd

The Trust Community Foundation Ltd

Henderson-Massey Local Board

Waitemata District Health Board

Taupaki Residents and Ratepayers Assn.

Contractor/Director

Director

Member

Elected Member

Member

Steven Garner

(Deputy Chairperson)

Mahurangi College Board of Trustee

Warkworth Tennis and Squash Club

Trustee

Member

Thomas Grace

Kumeu Rotary

South Kaipara Community Patrol

Rally New Zealand

Targa New Zealand

Waimauku Lions

Auckland Conservation Board

Federated Farmers

Northern Sports Car Club

Graceland Properties

Kumeu Community Patrol

President

Member

Director

Member

Beth Houlbrooke

Greater Auckland Chorus (Charitable Trust)

Sweet Adelines New Zealand (Charitable Trust)

ACT NZ
ACT NZ

Baddeleys and Campbells Beach Residents and Ratepayers Assn.

Member

Vice President

Employee

Member

John McLean

Albany CoCo

De Paul House

Furniture for Schools Charitable Trust

Newpark Financial

Coatesville Residents and Ratepayers Association

Member

Supporter

Trustee

Shareholder

Member

Phelan Pirrie

Muriwai Environmental Action Community Trust

North West District Business Association

Muriwai Community Association

Muriwai Volunteer Fire Brigade

Best Berries (NZ) Ltd

Trustee

Member

Officer in Charge

Director/Shareholder

Greg Sayers

Rotary Club of Auckland

Neighbourhood Support Rodney

Member

Brenda Steele

(Chairperson)

Te Uri o Hau

Ngati Whatua o Kaipara

Woodhill School Board of Trustees

Beneficiary

Trustee

Rodney Local Board

14 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

8.1 South Kaipara Food Revolution 5

8.2 Helensville Food Bank 6

9 Public Forum 6

9.1 Art Centre Helensville 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Allocation of Funds from Planning Budget for Waimauku Clock 9

13 Parks Minor Improvement Fund Allocation 11

14 Rural voluntary libraries grants 13

15 Rodney Local Board Library renewals change 17

16 Support to classify a parcel of land at Springs Road, Parakai 19

17 2015/2016 Lease workplan - expedited renewal process and review of ongoing lease management 27

18 Allocation of the planning for main street upgrades budget 2015/2016 37

19 Warkworth Town Hall Restoration Update 39

20 Annual Plan 2016/2017 – local consultation content 49

21 Special Exemption (Section 6) Fencing of Swimming Pools Act 1987 55

22 North Rodney Local Government Re-organisation Application - Appointment to Tripartite Working Party 59

23 Draft Regional Pest Management Plan Review 61

24 Draft Local Government Election Year Policy for Elected Members 123

25 Review of the Food Safety Bylaw 2013 133

26 Growth Programme Report referred from Parks, Recreation and Sport Committee 137

27 Request for fee discount for hire of Masonic Hall, Warkworth 153

28 Rodney Local Board Meeting Schedule for 2016 155

29 Ward Councillor Update 159

30 Deputation/Public Forum Update 161

31 Rodney Local Board Workshop Records 165

32 Consideration of Extraordinary Items

PUBLIC EXCLUDED

33 Procedural Motion to Exclude the Public 171

21 Special Exemption (Section 6) Fencing of Swimming Pools Act 1987 171

a. 200 Waiteitei Road, Wellsford

b. 8 Shamrock Crest, Omaha

c. 292 Motutara Road, Muriwai

d. 70 Joblin Road, RD1, Silverdale

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 Rodney Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 16 November 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 Rodney 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.

8.1 South Kaipara Food Revolution

Purpose

1. Ian Leader and Jake Morgan from South Kaipara Food Revolution will be in attendance to address the local board on progress at Te Whare Oranga o Parakai, especially in regard to the kitchen equipment that the group purchased using a local board grant.

Recommendation/s

That the Rodney Local Board:

a) thank Ian Leader and Jake Morgan of South Kaipara Food Revolution for their presentation on progress at Te Whare Oranga o Parakai.

8.2 Helensville Food Bank

Purpose

1. Frances Swann from Helensville Food Bank and the Helensville-Waimauku Family Budgeting Service will be in attendance to update the local board on the activities of the food bank and and family budgeting service and to discuss their delight with their new premises in the recently refurbished Helensville War Memorial Hall basement.

Recommendation/s

That the Rodney Local Board:

a) thank Frances Swann of Helensville Food Bank and the Helensville-Waimauku Family Budgeting Service for the presentation on the activities of both groups who operated from new premises in the recently refurbished basement of the Helensville War Memorial Hall.

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.

9.1 Art Centre Helensville

Purpose

1. Pauline Denton from the Art Centre Helensville will address the local board on the achievements of the art centre.

Recommendation/s

That the Rodney Local Board:

a) thank Pauline Denton from the Art Centre Helensville on her update on the achievements of the art centre.

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.

Rodney Local Board

14 December 2015

Allocation of Funds from Planning Budget for Waimauku Clock

File No.: CP2015/25671

Purpose

1. To seek approval from the Rodney Local Board to allocate funding to the Waimauku Lions Club for landscaping work associated with the Waimauku Clock Project.

Executive Summary

2. In 2012-2013 the Rodney Local Board approved a grant to the Waimauku Lions Club for landscaping work as part of the Gateway clock project. The required approvals and construction have taken some time, during which the funding lapsed and a new approval is required.

Recommendation/s

That the Rodney Local Board:

a) approve a grant of $19,659.25 ($17,095 (+ GST) to the Waimauku Lions Club for the landscaping component of the Waimauku Clock Project.

Comments

3. In 2013 the Rodney Local Board commenced a programme of establishing gateway features to the local board area’s towns and villages. A series of assessment criteria were issued to assist the local board in deciding which projects it should provide funding for.

4. One of the proposed projects consisted of the community at Waimauku proposing a clock and associated landscape planting to create a gateway entrance to the village. At its meeting of 8 May 2013, the local board resolved to:

“Approve the allocation of $17,095 + GST from the 2012-2013 ‘Enhance the northern, western and eastern gateways to local board area’ to be allocated to the landscaping component of the Waimauku clock project, subject to resource consent being obtained.”

5. Approval was obtained from NZTA as the clock is within the SH16 road corridor and both a resource consent and building consent has been obtained for the work. In addition, a guard rail has been installed (required by NZTA) and a power supply connected. It is understood that the landscaping component was largely completed in November 2015.

6. Funding for this landscaping was originally set aside in the 2012-2013 year but was not spent and not re-allocated. It is now appropriate to allocate this funding from the local board’s Locally Driven Initiative budget.

Consideration

Local Board views and implications

7. The Waimauku clock project is in line with the criteria for Town Gateways as approved by the Rodney Local Board.

Māori impact statement

8. The main purpose of the clock project is to inform motorists that they are about to enter and leave Waimauku. It contains elements that are found in Waimauku such as water and wetland planting. It is considered that the landscaping works associated with the clock project will not have any specific impacts on Māori.

Implementation

9. It is understood that the Lions Club of Waimauku will maintain the landscaping.

Attachments

There are no attachments for this report.

Signatories

Authors

Warren Maclennan - Manager Planning - North/West

Authorisers

John Duguid - General Manager - Plans and Places

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Parks Minor Improvement Fund Allocation

File No.: CP2015/25519

Purpose

1. To delegate the allocation of $28,000 Locally Driven Initiative budget (LDI) in the Parks Minor Improvement fund for the 2015/2016 financial year, to the Rodney Parks Advisor, in consultation with the Rodney Local Board Parks, Culture and Community Development Committee Chair and Deputy Chairperson.

Executive Summary

2. The Rodney Local Board has allocated $28,000 of their 2015/2016 LDI budget to the Parks Minor Improvement Fund. It is recommended that the detailed allocation and expenditure of this budget be delegated to the Parks Advisor.

3. LDI is an operational fund and this delegation will provide an efficient process to allow for quick responses to minor operational matters as they arise.

Recommendation/s

That the Rodney Local Board:

a) delegate the allocation of $28,000 of the Locally Driven Initiative budget in the Parks Minor Improvement fund for the 2015/2016 financial year, to the Rodney Parks Advisor, subject to consultation with the Rodney Local Board Parks, Culture and Community Development Committee Chairperson and Deputy Chairperson.

Comments

4. Delegating the allocation of the Minor Parks Improvement fund will facilitate efficient and reactive responses to small operational concerns that arise on reserves in the Rodney Local Board area. Initiatives would be outlined in a workshop with the Rodney Local Board; Parks, Culture and Community Development Committee where practicable. Examples of initiatives that this fund might be used for include;

· Monitoring of reserve car park usage, to inform renewals and submissions on upcoming freedom camping bylaw review.

· The removal of historic, illegal rubbish dumping on reserves.

· Supporting community projects by assisting with traffic management and/or health and safety supervision.

· Other one off, reserve specific operational matters, of interest to local communities that fall outside the levels of services provided by the biosecurity or full facilities contract.

Consideration

Local Board views and implications

5. The local board has identified the Minor Parks Improvement fund as part of the LDI budget for 2015/2016 financial year based on the Rodney Local Board Plan 2014. The fund is designed to respond quickly and efficiently in order to address simple operational matters as they arise. Delegating the allocation of this budget will provide benefits to the Rodney Local Board area by improving the ability of Parks North to respond efficiently.

Māori impact statement

6. Delegation of the allocation of this budget will not have any significant effects on Maori. Appropriate consultation and process will be followed to include Maori in any decision making where there are any issues relating to areas of interest to Maori, or there are opportunities for benefits to Maori.

Implementation

7. Potential initiatives will be identified by the Parks Advisor and presented to a workshop with the Rodney Local Board Parks, Culture and Community Development Committee. In the event of workshop time allocation not being available the Chairperson and Deputy Chairperson of the committee will be consulted via email. If there are no concerns then the delegation will be exercised.

Attachments

There are no attachments for this report.

Signatories

Authors

Jeff Lyford - Parks Advisor - Rodney

Authorisers

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

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Rural voluntary libraries grants

File No.: CP2015/23339

Purpose

1. To seek approval to release the 2015/2016 grants to the rural voluntary libraries at Leigh and Point Wells, and also the Tapora Library if it reopens in April 2016.

Executive Summary

2. Grants have been paid out annually in the past to the rural voluntary libraries at Leigh, Point Wells, and Tapora.

3. These grants began around 1990 when National Library support to rural voluntary libraries was withdrawn; the three grants’ amounts were relevant to the size of the three local populations at the time.

4. There is a budget of $7,176 for the three voluntary libraries’ grants in the 2015/2016 Libraries operational budgets and the Rodney Local Board’s Local Discretionary Initiative budgets. The respective amounts for which this report seeks approval are:

· Leigh Library of $2,588

· Point Wells Library of $4,070

· Tapora Library of $518, conditional of the library resuming operations by April 2016.

5. In its 15 June 2015 business meeting, the Rodney Local Board resolved that the Tapora Library was currently not operating and until it is re-established no grant funding will be considered.

6. There are other rural voluntary libraries within the Rodney Local Board area which operate independently of Auckland Libraries and which have not sought financial support or bulk loans of library materials.

7. In the future, Auckland Libraries may create a more coordinated and consistent approach to levels of support for rural voluntary libraries across the region. In the meantime, support to the Leigh and Point Wells libraries, and to the Tapora Library if it reopens - in the form of bulk loans of library materials and professional advice from Auckland Libraries - will continue as status quo, and also through payment of annual grants at the local board’s approval.

Recommendation/s

That the Rodney Local Board:

a) approve payment of grants from the 2015/2016 Auckland Libraries operational expenses budgets ($5,176), and the Rodney Local Board local discretionary initiative budget ($2,000 being the total in the “Additional Support for Volunteer Libraries” budget) to the voluntary libraries as follows:

i) to the Leigh Library, $2,588 (from Auckland Libraries asset based operational expenses budget).

ii) to the Point Wells Library, $4,070 (comprised of $2,070 from Auckland Libraries operational expenses budget and $2,000 from the Rodney Local Board Local Discretionary Initiative budget “Additional Support for Volunteer Libraries”).

iii) to the Tapora Library, $518 (from Auckland Libraries operational expenses budget), conditional upon the Library resuming operations by April 2016.

b) approve that the $518 allocated in the 2015/2016 year for the Tapora Library be split in half and the resulting $259 also be paid to each of the Leigh Library and the Point Wells Library if the Tapora Library does not resume operations by April 2016.

Comments

8. In the past council has made grants to the rural voluntary libraries at Leigh, Point Wells, and Tapora. The historical context indicates that:

· The Libraries operational budget included funds for grants starting around 1990 when the National Library Service ceased site support visits to the libraries

· the grants’ various amounts were relative to the size of the three local populations at that time

· the payment process has not required grants applications being made to Council by the rural voluntary libraries.

9. These grants were paid annually prior to the November 2010 Auckland Council amalgamation, and have also been released each financial year since then. The amounts in the past have been: Leigh $2,500, Point Wells $2,000 and Tapora $500. In the 2012/2013 and the 2013/2014 years, inflated amounts paid have been Leigh $2,588; Point Wells $2,070; and Tapora $518.

10. In the 2014/2015 year, amounts paid were: Leigh Library $2,588 and Point Wells Library $2,588. No payment was made to the Tapora Library because it was not operating and had not been operating for some months. At the time of writing this report, the Tapora Library remains closed, and has been for around 12 months. Council officers have been liaising with some members of the Tapora community to encourage and support the Tapora Library reopening, however to date no one from the local community has volunteered to run the Library, and there are no promising signs of the Library opening again.

11. The local board decided to provide an extra $2,000 to the Point Wells Library from the 2015-2016 financial year through a Local Discretionary Initiative fund “Additional Support for Volunteer Libraries”. Pending the local board’s approval, the total grant amount for the Point Wells Library will be $4,070 (comprised of $2,000 Local Discretionary Initiative funding, plus $2,070 from the Libraries asset based operational budget).

12. There is some slight variation to the way grants have been used to date by these three rural voluntary libraries but in general are used to fund book acquisitions and minor operating supplies and equipment. The Point Wells Library’s grant has all been used to purchase books, and they have held a garage sale once a year to raise funds for other expenses.

13. In addition to the grants, Auckland Libraries provides ongoing support to these libraries in terms of bulk loans of library materials, and professional advice.

14. A snapshot of information about the three libraries is below:

LIBRARY	Memberships	Visitor numbers per month	Items borrowed per month	Total book stock	Volunteer hours per month
Leigh	184 families	N/A	273	4,048	36
Pt Wells	407	N/A	492	N/A (latest count was 8362)	60
Tapora	N/A	N/A	N/A	N/A	N/A

Hours of opening are:

LIBRARY	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday	Total hours open per week
Leigh		4 - 6pm	2 - 4pm			9.30 - noon	6.5
Pt Wells	7 - 8pm		10am - noon		3 - 5pm	10am - noon	7
Tapora							0

15. Other known rural voluntary libraries in the Rodney Local Board area include the Kaipara Flats Library and the Puhoi Library. In the past, these libraries were also supported through the provision of professional advice and bulk loans of books. Some time ago both of these two libraries chose to operate independently of Auckland Libraries.

16. There are over a dozen rural voluntary libraries throughout the Auckland region, with a range of different legacy arrangements with Auckland Council. Auckland Libraries may, in the future, create a more coordinated and consistent approach to levels of support for rural voluntary libraries across the region.

Consideration

Local Board views and implications

17. Supporting rural voluntary libraries aligns to the Rodney Local Board Plan 2014 outcome “Local halls and libraries are familiar, valued and well used community spaces” – “Our halls and libraries met the needs of local communities. They are highly valued, friendly spaces in which local residents take pride and have a sense of ownership.” Payment of these grants particularly relates to the Rodney Local Board’s Key Initiative: “Support volunteer libraries.”

Māori impact statement

18. There are no particular impacts on Maori which are different from general users of the rural voluntary libraries.

Implementation

19. There is a potential implementation issue given that the Tapora Library has been closed for approximately 12 months, to date no one for the local community has volunteered to run the library, and there are no promising signs of the library opening again. If the Rodney Local Board approves this report’s recommendations, half of the $518 allocate for the Tapora Library this financial year will be paid to each of the Leigh Library and the Point Wells Library, if the Tapora Library does not reopen by April 2016.

Attachments

There are no attachments for this report.

Signatories

Authors	Vicki Clarke - Service Delivery Manager - Kowhai Coast
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Rodney Local Board Library renewals change

File No.: CP2015/26230

Purpose

1. This report seeks approval from the Rodney Local Board for changes to the proposed 2015/2016 property renewal capital works for libraries.

Executive Summary

2. In September 2015, the Rodney Local Board requested that the Property Department (now called ‘Community Facilities’) further investigate the feasibility of the proposed roof work for the Kumeu Library.

3. Due to time and budget constraints with the Kumeu Library project, Libraries and Community facilities have now advised that six other projects that were originally planned for financial year 2016/2017 could instead be bought forward to this current financial year.

Recommendation/s

That the Rodney Local Board:

a) agrees that the Kumeu Library roof remedial work will not proceed within the current financial year (2015/2016).

b) approves the new brought forward property renewals projects 2015/2016 to a total of $80,903 plus GST, as follows:

i) air conditioning upgrade within the Warkworth Library. $23,678 ex gst.

ii) air conditioning upgrade within the Mahurangi East Library. $11,550 ex gst.

iii) security camera installation within the Mahurangi East Library. $14,111 ex gst.

iv) security camera installation within the Warkworth Library. $8,481 ex gst.

v) security camera installation within the Helensville Library. $13,988 ex gst.

vi) security camera installation within the Kumeu Library. $9,095 ex gst.

Comments

4. In September 2015, the Rodney Local board requested that the Property Department (now called “Community Facilities’) further investigate the feasibility of the proposed roof work for the Kumeu Library.

5. Community Facilities has advised that initial investigations by Auckland Council contractors earlier in 2015 has found that the cracks are due to water ingress and more recently structural movement. A further structural review is currently in the process of being carried out by structural engineers. This investigative work is being funded by Community Facilities consultation budget which is separate to the capital renewals budget.

6. The investigation report will take some time to fully complete. We will not be able to proceed with the roof work this financial year due to the expectation that we will be under budget and we will also have a very short timeframe to complete the recommended remedial work.

7. Community Facilities and Libraries have now advised that the following list of projects could instead proceed this financial year with the budget of $125,000 which is currently allocated to the Kumeu roof remedial work.

1. air conditioning upgrade within the Warkworth Library. $23,678 ex gst.

2. air conditioning upgrade within the Mahurangi East Library. $11,550 ex gst.

3. security camera installation within the Mahurangi East Library. $14,111 ex gst.

4. security camera installation within the Warkworth Library. $8,481 ex gst.

5. security camera installation within the Helensville Library. $13,988 ex gst.

6. security camera installation within the Kumeu Library. $9,095 ex gst.

8. The total cost of these projects is $80,903 ex gst.

Consideration

Local Board views and implications

9. Council officers are seeking local board approval for the proposed changes to the Rodney Local Board property renewals programme for 2015/2016. Council officers will report quarterly to the local board, including any reduction in project costs, to enable a review of budget options

Māori impact statement

10. The Rodney Local Board 2015/2016 property renewals programme will ensure that all facilities continue to be well-maintained community assets benefiting the local community, including Māori. There are no particular impacts on Maori.

Implementation

11. Council officers have consulted with local board representatives and relevant council departments in order to formulate both the property renewals process and the attached list of proposed renewals. Consultation will continue with all stakeholders throughout the financial year while this programme is implemented.

12. This work will be implemented as part of the Community Facilities Department’s usual business practice and delivered in partnership with libraries.

Attachments

There are no attachments for this report.

Signatories

Authors	Paul Durling – Property Co-ordinator
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Support to classify a parcel of land at Springs Road, Parakai

File No.: CP2015/24439

Purpose

1. This report seeks the support of the Rodney Local Board for the classification of section 1 SO 327676 as local purpose (community buildings) reserve.

Executive Summary

2. In 2007 the former Rodney District Council approved an agreement to lease to Coastguard Kaipara Incorporated (Coastguard) for section 1 SO 327676 for a term of one calendar year from 27 March 2007. The purpose of this was to enable Coastguard to construct a new building from which to undertake its coastguard operations. The agreement to lease provided for the lease to take effect on practical completion of the building. The lease provided for an initial term of 15 years and one right of renewal for 15 years.

3. Unfortunately, plans to construct the operational building had to be put on hold when it was established that Coastguard couldn’t launch its rescue boat on the Kaipara River at low tide without remedial works to the ramp. The necessary works to the boat ramp have subsequently been completed to enable Coastguard to launch its boat as and when required, regardless of tidal movement.

4. Coastguard is now ready to enter into a new agreement to lease (and community lease on practical completion) to enable it security of tenure to seek the necessary funding and consents for its proposed new operational building.

5. The parcel of land described as section 1 SO 327676 comprising 550m² and located at the end of Springs Road Parakai near the banks of the tidal Kaipara River is owned by Auckland Council. Currently, section I SO 327676 is an unclassified esplanade reserve and needs to be classified as local purpose (community buildings) reserve to support Coastguard’s activities.

6. This report recommends that the Rodney Local Board support the classification of section 1 SO 327676 as local purpose (community buildings) reserve.

Recommendation/s

That the Rodney Local Board:

a) supports the classification of section 1 SO 327676 comprising 550m² (Attachment A) as a local purpose (community buildings) reserve pursuant to section 16(2A) of the Reserves Act 1977.

b) request that council staff report back to the local board for a decision on the agreement to lease and community lease to Coastguard Kaipara Incorporated following the completion of the process to correctly classify section 1 SO 327676 as local purpose (community buildings) reserve.

Comments

7. The parcel of land described as section 1 SO 327676 comprising 550m² is owned in fee simple by Auckland Council. section 1 SO 327676 is located at the end of Springs Road Parakai near the banks of the tidal Kaipara River and adjacent to the Parakai Domain (Attachment B).

8. In 2007 the former Rodney District Council approved an agreement to lease to Coastguard Kaipara Incorporated (Coastguard) for section 1 SO 327676 for a term of one calendar year from 27 March 2007. The purpose of this was to enable Coastguard to construct a new building from which to undertake its coastguard operations. The agreement to lease provided for a community lease to take effect on practical completion of the building. The community lease provided for an initial term of 15 years and one right of renewal for 15 years.

9. Unfortunately, Coastguard’s plans to construct an operational building had to be put on hold due to the fact that necessary work was required on the boat ramp to ensure that the Coastguard boat could be launched as and when required, regardless of tidal movements.

10. The works to the boat ramp have been completed and Coastguard is now ready to progress its plans to seek the necessary funding and consents for its proposed new operational building.

11. With regard to the existing agreement to lease document (while the deed was executed, the term has long since expired) council staff has advised Coastguard to surrender the agreement and apply for a new agreement to lease. This would enable Coastguard security of tenure to seek the necessary funding, consents and construct its proposed new operational building.

12. Coastguard has formally applied to council for a new agreement to lease and community lease in accordance with the Auckland Council Community Occupancy Guidelines 2012.

13. Currently, section I SO 327676 is an unclassified esplanade reserve and needs to be classified as local purpose (community buildings) reserve to support Coastguard’s activities.

History of land title and legal mechanism for classifying Section 1 SO 327676

14. The parcel of land described as section 1 SO 327676 comprising 550m² is owned in fee simple by Auckland Council

15. Section 1 SO 327676 was originally held by the former Rodney District Council as legal road and formed part of Springs Road, Parakai

16. In January 2004, the former Rodney District Council declared section 1 SO 327676 to be stopped and remain vested in the council pursuant to Section 116 of the Public Works Act 1981. This action was recorded by Gazette Notice No 5877739.1 (All New Zealand Gazette, 22 January 2004, No 7, page 124)

17. Once the portion of road defined as section I SO 327676 was declared to be stopped in January 2004, by virtue of Section 354(3) of the Local Government Act 1974, section I SO 327676 subsequently became an unclassified local purpose (esplanade) subject to section 23 of the Reserves Act

18. Section 16(2A) of the Reserves Act empowers local councils to declare by resolution reserve lands held in fee simple to be classified for particular purposes as described under that Act.

19. Section 16(2A)(a) of the Reserves Act provides for the classification of section I SO 327676 as local purpose (community buildings) reserve “as the reserve was vested in a local authority (council) and did not derive its title to the land from the Crown and is or remains vested in a local authority, that local authority shall, by resolution, classify the reserve according to its principal or primary purpose as defined in sections 17 to 23 of the Act”. A reserve (or part of a reserve) may be classified for the first time by council for a different purpose from its existing one, provided that it is being used for that different purpose at the time of classification.

20. Section 4 of the Conservation Act 1987 is the driver for Iwi consultation with reserve lands and reads; “This Act shall so be interpreted and administered as to give effect to the principles of the Treaty of Waitangi”. Auckland Council is expected (and as good practice) to fulfil the obligations of section 4 on behalf of the Crown as treaty partner when dealing with either council owned or council managed reserves. As such, Mana whenua as identified as having an interest in land in the Rodney Local Board area will be consulted on the proposal.

21. Once the local board has resolved to support the classification of section 1 SO 327676 as a local purpose (community buildings) reserve, council staff will present a report to the Parks Sport and Recreation Committee recommending that it approves the classification. Subject to the Parks Sport and Recreation Committee’s approval, the final requirement will be for council’s Reserves Act Specialist to arrange to register the resolution against the title containing section 1 SO 327676.

22. Subject to the classification of section 1 SO 327676 as local purpose (community buildings) reserve, council staff will report back to the local board for a decision on the proposed agreement to lease and community lease to Coastguard Kaipara Incorporated.

Consideration

Local Board views and implications

23. The Rodney Local Board is the allocated authority to resolve to support the classification of section 1 SO 327676 as a local purpose (community buildings) reserve pursuant to section 16(2A) of the Reserves Act.

Māori impact statement

24. Mana whenua as identified as having an interest in land in the Rodney Local Board area will be consulted on the proposal.

Implementation

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

26. The cost implications associated with the classification processes are estimated to be $750.00. Auckland Council’s Arts, Community and Events and Property Departments hold a budget for this work.

Attachments

No.	Title	Page
a View	GIS aerial view showing section 1 SO 327676 as outlined in red	23
b View	GIS aerial view showing location of section 1 SO 327676 in relation to Parakai Domain	25

Signatories

Authors

Karen Walby - Advisor Community Lease

Authorisers

Graham Bodman - General Manager - Arts, Community and Events

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

2015/2016 Lease workplan - expedited renewal process and review of ongoing lease management

File No.: CP2015/24442

Purpose

1. The purpose of this report is two-fold. Firstly, to introduce the operational approach to the delivery of this year’s community lease work programme. Secondly, to seek the Rodney Local Board’s approval of the community lease renewals being advanced via this approach.

Executive Summary

2. Community leases are one of the ways in which council provides support to local community organisations, assisting them to sustain the activities and experiences they provide in alignment with recognised local priorities.

3. Council has a substantial programme of community leasing work to complete this year. The scale of the programme includes a number of existing leases that have rolled over beyond their anticipated expiry date and require attention. There are also a number of leases reaching their renewal or expiry date this year. Staff provided an update to a meeting of the Local Board Chairs on 28 September 2015, which identified the scale of the programme at a network level and introduced a programme approach to help deliver the extra volume of work this year.

4. The programme approach aims to simplify procedures to enable a large number of more routine leases to be fast tracked, whilst focusing necessary attention on those community leases that are more complex. Extra staff resources have been made available to support this peak of work.

5. The main categories of work that are being advanced are:

· The renewal of existing leases

· The award of new land related leases

· The award of new building related leases

· Progressing more complex or involved cases

6. This report includes details of the first batch of fast tracked lease renewals, which are the Warkworth and Districts Croquet Club Inc. and the Warkworth Brass Band Inc. In every case the group has an existing right of renewal. For each of the recommended renewals, a due diligence process has been followed which includes a review of the lessee’s performance and a site visit to ensure that its assets are well maintained. Staff recommends that these leases be renewed.

Recommendation/s

That the Rodney Local Board:

a) approves the renewal of lease to lessees being Warkworth and Districts Croquet Club Incorporated and Warkworth Brass Band Incorporated, as referenced in Attachments A and B to the agenda report which outlines the community lease renewals details and site plan on the existing terms and conditions.

b) notes that community outcome plans are not required or provided with these lease renewals.

Comments

7. There is a substantial programme of community leasing work to complete this year, with leases due for renewal and/or expired leases to be re-established in all 21 of Auckland’s local board areas. In total there are about 500 work items to complete. Attachment C shows the distribution of this activity by local board.

8. Given the scale of the programme, staff has adopted a new approach to operational delivery this year, aimed at increasing productivity whilst supporting good governance. The approach will simplify procedures to enable a large number of more routine leases to be fast tracked, whilst focusing necessary attention on those community leases that are more complex. Extra staff resources have been made available to support this work.

9. There are three routine categories of work are being advanced.

· The renewal of existing leases

· The award of new land related leases

· The award of new building related leases

10. The following table shows the initial assessment of work in the Rodney Local Board area.

Type of leases	Fast track	Complex
Renewals	2	2
New Leases	6	28

11. Progressing renewals is the priority first phase of this year’s programme. Alongside the fast track renewals, new leases and more complex renewals that require further input will be progressed.

12. Some of the leases requiring consideration are more complex or involved. These typically relate to situations where there are multiple stakeholder interests, external dependencies or issues related to the classification of reserves.

13. Attachments A and B include the details of the lease renewals that are of a routine nature and it is recommended that these renewals be approved.

14. For each of the recommended renewals, council staff has undertaken a due diligence process which includes:

· A review of the lessee’s performance to ensure that lease conditions are being met

· A check of the lessee’s financials to ensure that it is sustainable

· A check of the lessee’s facility to ensure that it is well maintained.

Consideration

Local Board views and implications

15. Staff provided an update to a meeting of the Local Board Chairs Forum on 28 September 2015, which identified the scale of the community lease workload at a network level and introduced a programme approach to help deliver the work this year.

Māori impact statement

16. Community leases generally supporting 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

17. Staff will execute the decisions sought within this report promptly to ensure the occupying groups have clarification / confirmation of their tenancy.

Attachments

No.	Title	Page
a View	Community lease renewal details and site plan Warkworth and Districts Croquet Club Incorporated	31
b View	Community lease renewal details and site plan Warkworth Brass Band Incorporated	33
c View	Distribution of leases by local board	35

Signatories

Authors

Karen Walby - Advisor Community Lease

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Allocation of the planning for main street upgrades budget 2015/2016

File No.: CP2015/26650

Purpose

1. To seek approval for the delegation of $15,000 from the planning for main street upgrades budget 2015/2016 to the Community Empowerment Unit.

Executive Summary

2. The Rodney Local Board has allocated $1,000,000 for the implementation of town centre upgrades in three town centres, Warkworth, Helensville and Wellsford, in 2017/2018.

3. The local board allocated $30,000 in the 2015/2016 annual work plan to initiate the planning of the main street upgrades.

4. This budget is intended to be used for the planning, design and implementation of the community consultation for the town centre upgrades in Warkworth, Helensville and Wellsford.

5. Council staff have designed a community consultation process for the three town centres that will involve individual discussions with key stakeholders and facilitated community-wide workshops.

6. These workshops will be designed and run by an external facilitator with assistance from council staff.

Recommendation/s

That the Rodney Local Board:

a) allocate $15,000 to the Community Empowerment Unit from the planning for main street upgrades 2015/2016 budget for community consultation and engagement workshops and other preliminary planning work on the Helensville, Warkworth and Wellsford town centre upgrades.

b) request staff to report to the Rodney Local Board in June 2016 detailing the outcomes of the community consultation process for Helensville, Warkworth and Wellsford town centre upgrades.

Comments

7. The Rodney Local Board has allocated $1,000,000 for town centre upgrades in 2017/2018. It has also budged $30,000 in 2015/2016 for community consultation and planning work on the town centre upgrades.

8. As the Rodney Local Board has made a firm commitment to community empowerment it is important that local communities have real and meaningful opportunities to be involved in shaping the design and development of their town centres. That includes hearing from people who might not normally participate in community consultation.

9. Staff are planning an engagement and consultation process for the town centre upgrades. The process is designed to build consensus and support for broader community outcomes and priorities from a diverse range of community stakeholders.

10. The community engagement will:

· Identify shared outcomes and priorities for town centre development

· Build consensus and agreement on those outcomes and priorities

· Identify potential town centre projects and ensure community buy-in and support for them

· Obtain the views of a range of different people and groups within the community.

11. The process will focus on building community connections and capacity and identifying future community needs.

12. It is proposed that a specialist facilitator be contracted to design and run the workshops. At this stage the process for each of Warkworth, Wellsford and Helensville will include:

· Individual meetings with key stakeholders to enable them to understand the process and discuss issues, concerns and interests.

· A combined workshop of key stakeholders if required.

· Two public workshops/meetings.

13. The cost for the series of meetings and workshops is likely to be in the vicinity of $2,000 plus GST per town centre.

14. This will depend on the complexity of the current stakeholder relationships and the willingness of the community to work together towards common goals.

15. The balance of the budget ($9,000) will be used to finalise the design work and plans.

Consideration

Local Board views and implications

16. The local board has requested that staff undertake public consultation and engagement on the planning for main street upgrades. A preliminary discussion with committee chairs has endorsed the proposed approach.

Māori impact statement

17. Maori are a key stakeholder and partner in town centre redevelopments. There will be discussions with local iwi to determine the best way of ensuring that their aspirations and views are reflected in both the consultation process and the prioritisation of town centre projects.

Implementation

18. Staff will report back to the local board on the expenditure and outcomes relating to the delegated budget.

Attachments

There are no attachments for this report.

Signatories

Authors

Sue Dodds – Strategic Broker

Authorisers

Graham Bodman – General Manager, Arts, Community and Events

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Warkworth Town Hall Restoration Update

File No.: CP2015/26210

Purpose

1. To update the Rodney Local Board on progress with stage 1 of the Warkworth Town Hall restoration project.

2. To seek agreement from the local board to a variation in the design of stage 2 of the project, to ensure the benefits of this stage can be realised within existing funding available.

Executive Summary

3. The restoration of the Warkworth Town Hall is a funded project within council’s current Long -term Plan (LTP) and a long-standing priority of Rodney Local Board.

4. Council has committed general rate sourced funding of $3.037 million to the project, made up of $2.750 million from the LTP and a further $287,000 underwritten by the local board from renewals funds in order to complete stage 1.

5. The local board has committed $600,000 to stage 2 and has agreed to underwrite a further $675,000, to be repaid from fundraising efforts, so that stage 2 can be completed.

6. Stage one has seen the Warkworth Town Hall gradually coming back to life. Physical works began on the project in June 2015 and the initial focus has been on deconstruction of the building and establishing the foundations required for the restoration.

· The deconstruction of the inside has finished

· The reinforcing steel is in place

· The walls are currently being concrete reinforced to provide additional strength

· The mezzanine floor has been rebuilt as well as the stage. Shortly, the roof will be replaced and the walls relined.

7. Unforeseen issues have been encountered during the deconstruction phase and in the process of establishing the foundations. These issues have been raised as significant, as due to the complexity and time involved in dealing with them, there are cost implications for the project.

8. At the workshop on 24 November 2015 with local board members, staff provided an update on the progress of the hall and potential cost over-run implications and discussed practical options to ensure that benefits from the project.

9. At the workshop on 24 November 2015 with the local board members, staff provided an update on the progress of the hall and potential cost over-run implications and discussed practical options to ensure that benefits from the project could be delivered while managing costs (Value Management). Staff are recommending that minor changes to the scope of the project occur including changes to the second staircase, a smaller lift for access and lowering of the roof elevations whilst preserving the core benefits of the project.

10. It is proposed that an application will be made to council’s central Risk Fund to cover the exceptional and unforeseen foundation remedial costs.

Recommendation/s

That the Rodney Local Board:

a) agree to vary the project scope of stage 2 of the Warkworth Town Hall restoration to ensure affordability, specifically:

i) removal of the second stair-case in the gallery area

ii) installation of a smaller lift to provide access for disabled to the second floor

iii) lowering the roof apex to remove void areas.

b) note that staff will seek funding from the Central Risk Fund (CRF) to help fund the unforeseen foundation remedial costs.

Comments

Project Considerations:

8. Now that the project is well underway, the hall is returning to its former glory with strengthening and foundations in place, the mezzanine and stage have been rebuilt and walls reinforced.

9. Whilst great progress is being made on the hall a number of unforeseen issues have been uncovered. (See Attachment A for photos).

· Dealing with asbestos found on site. The asbestos had been buried on site in two different locations during previous construction projects on the building.

· Sufficiency of structural design. Elements of the structural plan have needed to be reworked and enhanced because the design did not reflect the prevailing ground conditions.

· Challenges revealed once the building was stripped back. Including the presence of organic matter, (silted up stream and a mature tree) beneath the building which has required excavation and hard fill. Geotechnics work undertaken did not identify the presence of two sink holes under the area that will become stage 2 of the redevelopment. Across the site contractors have found areas of filled material, pockets of very weak soils and voids, which have required different and overall more costly approaches that initial testing had suggested would be required.

10. The implications of these issues has resulted in a large cost over-run of stage one (with the exact costs still to be confirmed) and a delay to the completion date. Due to this council has had to consider how to reduce the cost of the overall build while not compromising the building heritage and overall functionality. A value engineering exercise has taken place with the architect to keep the project as close to budget as possible.

11. The issues identified will have an impact on the delivery time frame of stage 1 resulting in an extension to the programme of potentially 23 working days.

12. Stage 2 is required in order for the Hall to be a useable facility. The original plans of stage 2 also have cost implications as the foundations needed to be revisited due to the problems also found in stage 1.

13. The value management exercise has not reduced the facilities of the original plans, simply reduced the roof line and void space.

14. Fundraising is continuing and there is ongoing support from the community to complete the project.

Options:

15. Several options have been considered to manage cost over-runs, refer table below:

Option	Pros	Cons
1. Stop Project	No additional spend other than committed	Benefits never realized of stage one and two
2. Continue with original Spec	Functionality and benefits realised	Significant overspend on the project
3. Vary the scope to achieve a balance of cost and benefits	A considered Value Management exercise will reduce costs while still delivering core benefits	Some of the functionality will be reduced

16. Staff recommend option 3 “Vary the scope to achieve a balance of cost and benefits”, as this provides a solution that will contribute to achieve the original scope while assisting to reduce costs of the overall project.

17. Staff will still apply to the Central Risk Fund to assist with the cost overrun as a result of revisiting the foundations and other issues. The Central Risk Fund is a centrally managed fund of reserved contingency contributions from all capex build projects across council. Staff believe this project presents a good case for the use of these funds.

Consideration

Local Board views and implications

18. This report seeks the views and direction of the local board.

Māori impact statement

19. There are no material Maori impact issues associated with these matters.

Implementation

20. A contractor has been identified for Stage 2, but work cannot be started or costs finalised until the Local Board approve the stage 2 value management revised plans. This has previously been discussed at a local board workshop.

21. The following is an approximate time line for the project once the Rodney Local Board approve this report.

· Approval to Proceed 15^th December

· Re-design complete – End of January

· Negotiations with Canam complete – End of February

· Completion of stage 1 and 2 - August 2016

Attachments

No.	Title	Page
a View	Photographs	43
b View	Revised Plans for Stage Two	45

Signatories

Authors	Steven Davey - Sponsor’s Representative
Authorisers	Kevin Marriott – Manager Community Places

Rodney Local Board

14 December 2015

Annual Plan 2016/2017 – local consultation content

File No.: CP2015/25970

Purpose

1. This report seeks agreement of proposed locally driven initiative priorities for 2016/2017 and adoption of local content for consultation, as part of the Annual Plan 2016/2017.

Executive Summary

2. Legislation governing the annual plan process has changed - there is no longer a requirement to produce a draft Annual Plan. Instead, council must produce a consultation document which includes:

a) proposed significant or material changes (if any) to year two of the Long-term Plan 2015-2025 (LTP); and

b) content relating to local board agreements.

3. This report seeks agreement of proposed locally driven initiative priorities for 2016/2017 and adoption of local content for consultation.

4. Following this business meeting, the governing body will meet on 17 December 2015 to agree consultation topics for the Annual Plan and again in early February 2016 to agree consultation material, including local content from each local board.

5. Following consultation, a local board agreement with the governing body for 2016/2017 will be developed.

Recommendation/s

That the Rodney Local Board:

a) agrees indicative Locally Driven Initiatives (LDI) priorities for 2016/2017 for the purposes of consultation (Attachment A of the agenda report).

b) adopts local content for Annual Plan 2016/2017 consultation (Attachment B to the agenda report).

c) agrees that the Chairperson be delegated the authority to make any final minor changes to local consultation content for the Annual Plan 2016/2017 prior to publication, including online consultation content.

Comments

6. Legislation governing the annual plan process has changed - there is no longer a requirement to produce a draft Annual Plan. Instead, council must produce a consultation document which includes:

a) proposed significant or material changes (if any) to year two of the Long-term Plan 2015-2025 (LTP); and

b) content relating to local board agreements.

7. Over the last three months local boards have refined local priorities within funding envelopes outlined in year two of the LTP to prepare for consultation. This included consideration of locally driven initiatives and asset based services work programmes.

8. This report seeks agreement of proposed locally driven initiative priorities for 2016/2017 and adoption of local content for consultation.

9. Following this business meeting, the governing body will meet on 17 December 2015 to agree consultation topics for the annual plan, and again in early February 2016 to agree consultation material, including local content from each local board.

10. Consultation on the Annual Plan will take place from 15 February to 15 March 2016.

11. Following consultation, a local board agreement with the governing body for 2016/2017 will be developed. The Annual Plan, including 21 local board agreements, is due for adoption in June 2016.

Consideration

Local Board views and implications

12. Local board feedback on regional matters for consultation was sought at November business meetings.

13. Advocacy discussions between local boards and the Finance & Performance Committee were held in November prior to decisions being made on Annual Plan consultation topics.

14. The purpose of this report is for local boards to agree local priorities and adopt local content for consultation.

15. Local boards will also have further opportunities to provide information and views as council continues through the Annual Plan process.

Māori impact statement

16. Many local board and council decisions are of importance to and impact on Māori. Local board agreements and the Annual Plan are important tools that enable and can demonstrate council’s responsiveness to Māori.

17. Local board plans, which were developed in 2014 through engagement with the community including Māori, form the basis of local priorities.There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in council’s decision-making processes.

Implementation

18. Following consultation, proposed initiatives and budgets will be considered and updated to reflect feedback and new information available, prior to adoption of the final annual plan.

Attachments

No.	Title	Page
a View	2016/2017 Locally Driven Initiatives Priorties	51
b View	Local consultation content	53

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - GM Financial Strategy and Planning

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Special Exemption (Section 6) Fencing of Swimming Pools Act 1987

File No.: CP2015/26300

Purpose

1. This report seeks a decision on the following application/s for special exemption from some of the requirements of the Fencing of Swimming Pools Act 1987 (the Act).

Executive Summary

2. Applications for an exemption for swimming or spa pools have been received from the owners of:

· 200 Waiteitei Road, Wellsford

· 8 Shamrock Crest, Omaha

· 292 Motutara Road, Muriwai

· 70 Joblin Road, RD1, Silverdale

3. The applications do not comply with the Act. Pool inspectors have inspected the properties and consulted with the applicants. Full assessment reports are attached to this report.

4. The local board must now resolve to grant, grant subject to conditions or decline the exemptions sought.

Recommendation/s

That the Rodney Local Board :

a) grant the application for special exemption as sought for 200 Waiteitei Road, Wellsford with the following conditions:

i. that the doors opening into the pool area have the self-closing devices and latches at 1.5m maintained in good working order at all times

b) grant the application for special exemption as sought for 8 Shamrock Crescent, Omaha with the following conditions:

i. that NZS 8500-2006 clause a-k is met at all times

ii. that the spa remain in the current location

ii. that extra straps and locks are attached to prevent the spa cover being lifted more than 100mm

c) grant the application for special exemption as sought for 292 Motutara Road, Muriwai with the following conditions:

i. that NZS 8500-2006 clause (b –k) is met at all times

ii. that the cover and locks are maintained in good condition

iii. that the exemption is granted to the current owner.

d) grant the application for special exemption as sought for 70 Joblin Road, RD1, Silverdale with the following conditions:

i. that NZS 8500-2006 clause (a –k) is met at all times

ii. that the spa be moved 1.2m away from the raised garden

iii. that the steps be moved away from the spa when it is not in use

Comments

Background

5. Auckland Council pool inspectors have inspected each property for which an application for special exemption from the Act has been received. In each case, the swimming pool fencing does not comply with the Act. The details of the non-compliance are specified in the attachments to this report.

6. The council’s pool inspectors have consulted with the applicants in each case. The applicants have been made aware of the council’s requirements to ensure fencing is compliant with the Act and they have chosen to seek a special exemption from those requirements.

Legislative implications

7. Compliance with the Act is a mandatory requirement for all pool owners unless exemptions are granted by the local board.

8. The Act requires pool owners to fence their pool, or all or some of the immediate pool area including the pool itself. Specific detail on this is contained in the schedule to the Act. If a pool does not have a complying fence it is an offence under the Act, unless exempt.

9. An exemption can only be granted by the local board after a consideration of the particular characteristics of the property and the pool, other relevant circumstances and taking into account any conditions it may impose. Then, only if “satisfied that an exemption would not significantly increase the danger to young children”, can an exemption be granted.

10. The definition of the immediate pool area, which is “the land in or on which the pool is situated and as much of the surrounding area that is used for activities or purposes related to the use of the pool”, is a key consideration for granting an exemption.

11. Where a building forms part of the pool fence and there are doors opening into the pool area, the local board may grant an exemption from compliance with clauses 8 and 10 of the schedule to the Act. It may exempt if it is satisfied that compliance with the Act is impossible, unreasonable or in breach of any other Act, regulation or bylaw and the door is fitted with a locking device that when properly operated prevents the door from being readily opened by children under the age of six years.

12. When granting a special exemption the local board may impose reasonable conditions relating to the property or the pool or reflecting other relevant circumstances. These may include:

a) Making the exemption personal to the applicant so that on a sale of the property a new owner will need to apply for a new exemption

b) Granting the exemption for a fixed term irrespective of changes of ownership

13. Any exemption granted or condition imposed may be amended or revoked by the local board by resolution. The rules of natural justice would however dictate that this action should not be taken without informing the pool owner and giving them the opportunity to be heard.

Consideration

Local board views and implications

14. Local boards have delegated authority to approve exemptions to the Fencing of Swimming Pools Act.

Before making an exemption, the local board must consider:

· the particular characteristics of the property and the pool

· any other relevant circumstances

· conditions it may be necessary to impose.

15. The local board must also be satisfied that the exemption would not significantly increase the danger to young children.

16. The local board may resolve to grant, grant subject to conditions, or decline the application for special exemption.

17. If the application is declined the applicant will be required to fence the pool in accordance with the Act.

Maori impact statement

18. There are no particular impacts on Maori that are different from those of other pool owners.

Implementation

19. The decision must be made by resolution.

Attachments

No.	Title	Page
a View	200 Waiteitei Road, Wellsford (Under Separate Cover) - Confidential
b	8 Shamrock Crest, Omaha (Under Separate Cover) - Confidential
c	292 Motutara Road, Muriwai (Under Separate Cover) - Confidential
d	70 Joblin Road, RD1, Silverdale (Under Separate Cover) - Confidential

Signatories

Authors

Phillip Curtis - Senior Swimming Pool Specialist

Authorisers

Wolfgang Nethe - Team Leader, Compliance& Enforcement

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

North Rodney Local Government Re-organisation Application - Appointment to Tripartite Working Party

File No.: CP2015/26736

Purpose

1. This report seeks the local board’s agreement on the appointment of a Rodney Local Board member as one of three council representatives on a tripartite working party proposed by the Local Government Commission in relation to an application for local government re-organisation in the North Rodney area.

Executive Summary

2. The Northern Action Group (NAG) has applied to the Local Government Commission (the Commission) for local government re-organisation in the North Rodney Area. In response to a request from the Commission, council has provided information on some of the material impact for council if NAG’s proposal were to proceed.

3. On 19 November, the Local Government Commission Chair briefed governing body members on the Commission’s proposed process for the way forward with the NAG application.

4. The proposed process is for Auckland Council, NAG and the Commission to work together to better understand and resolve the concerns of the North Rodney community. The Commission will provide resource and support for the proposed tripartite process.

5. The proposed process broadens the Commission’s statutory approach; however any party can request to return to the statutory process for considering re-organisation proposals at any stage.

6. On 2 December 2015, the Mayor wrote to the Local Government Commission Chair stating that Auckland Council will engage constructively with the Local Government Commission on the proposed process for the way forward. The Commission’s Chief Executive briefed Rodney Local Board members on the proposed process on 7 December 2015.

7. The Commission is proposing to establish a working party of representatives of the three parties to agree protocols for working together and to design the process for tripartite engagement with the North Rodney/Rodney community.

8. The first step is for representatives of the three parties to meet in late January 2016 to discuss these issues. Important design considerations may include the scope, nature and timing of community engagement processes, as well as sign off processes prior to implementation of tripartite community engagement.

9. Councillor Penny Webster and Phil Wilson, Governance Director, are two of council’s three representatives on the design working party. This report seeks the Rodney Local Board’s agreement on the appointment of a local board member as the third representative.

Recommendation/s

That the Rodney Local Board:

a) appoints a local board member to be member of the tripartite working party to design the process for engagement with the North Rodney/Rodney community.

Attachments

There are no attachments for this report.

Signatories

Authors

Deborah James - Executive Officer

Authorisers

Lesley Jenkins - Relationship Manager

Phil Wilson - Governance Director

Rodney Local Board

14 December 2015

Draft Regional Pest Management Plan Review

File No.: CP2015/24729

Purpose

1. The purpose of this report is to:

· inform local boards about the first stage of public consultation on the Regional Pest Management Plan review

· request local boards to provide any initial feedback on pest management issues in preparation of the draft Regional Pest Management Plan (RPMP)

· note that informal and formal local board engagement will be undertaken in early 2016 to inform the final draft RPMP.

Executive Summary

2. The Auckland Regional Pest Management Plan is undergoing a major review, driven by legislative and operational changes. Council is now inviting public comment on pest management issues in the region, as part one of a two-stage consultation process. Public comments close on 27 November 2015.

3. Pest management is important at a local as well as a regional scale. Local board views have been sought through meetings and a combined local board workshop on 20 April 2015. Following local board and mana whenua engagement, a discussion document and a brief summary brochure have been prepared for the first stage of consultation. These documents are presented for your information, dissemination, and further feedback if desired.

4. Comments from this consultation will inform the proposed Auckland Regional Pest Management Plan which will be developed for the second stage of consultation (formal public submissions and hearings) in 2016. Comments can be made on the topics raised in the document or on any other pest management issue.

Recommendation/s

That the Rodney Local Board:

a) provides any initial feedback on pest management issues impacting their area.

b) notes the October 2015 Regional Strategy and Policy Committee report and attachments titled Regional Pest Management Plan Review – approval of discussion document.

c) notes that informal and formal local board engagement will be undertaken in early 2016 to inform the final draft Regional Pest Management Plan.

Comments

5. The Auckland Regional Pest Management Plan is the main statutory document implementing the Biosecurity Act 1993 in the region. It provides a strategic and statutory framework for the effective management of plant and animal pests. Auckland Council is reviewing its plan (which dates from 2007). The purpose of the review is to update the council’s approach to pest management, especially with regard to changes in pest species, distribution, and issues arising from their control; along with community expectations and available resources.

6. It is also necessary to incorporate new provisions which come from the reform of the Biosecurity Act in 2012. Among other changes, the Act now requires councils to be consistent with the National Policy Direction on Pest Management (NPD), which was gazetted on 24 August 2015 and introduces new pest programme categories.

7. A two-stage consultation process is being used for the review. The first stage includes an informal public consultation on pest management issues in the region. The attached discussion document and summary brochure have been prepared for this first stage. Following local board comments and feedback in the early part of 2015 and a combined workshop on 20 April 2015. Feedback from this consultation will help to inform the content of the review and the drafting of a Proposed Regional Pest Management Plan in 2016.

8. The first stage of consultation also includes hui with mana whenua, and meetings with community groups and industry. Materials have been distributed widely via email, social media, and the Auckland Council website. Copies of the discussion document have has also been sent to libraries and service centres as well as Local Board offices.

9. The second stage of consultation will commence once the Regional Strategy and Policy Committee adopts a proposed draft plan. The second stage will comprise a formal submission period followed by hearings.

10. The discussion document and summary brochure were approved by the Regional Strategy and Policy Committee on 8 October for a six week consultation period, ending on 27 November 2015. The discussion document summarises proposed changes and key issues, including:

· Feral goat exclusion zones

· Controlling widespread weeds

· Red-eared slider turtles

· Bangalow palms

· Community pest control

· The Hauraki Gulf

· Marine pests

11. Both documents seek to encourage comments from a broad cross-section of the community and technical detail has been kept to a minimum. Comments can be made on the topics raised in the document or on any other pest management issue.

Consideration

Local Board views and implications

12. To date, local boards have provided input into the discussion document through two briefing sessions in April 2015.

13. This report requests local boards provide initial feedback on pest management issues impacting their area to provide guidance and direction to staff.

14. Local boards will have a further opportunity to inform to the development of the proposed Regional Pest Management Plan informally and formally in the first half of 2016.

Māori impact statement

15. One of the primary purposes of pest management is to manage the effects of pests on the relationship between Māori and their culture, traditions, ancestral lands, waters, sites, wāhi tapu and taonga. Initial consultation with māori has occurred through a series of individual and combined hui. A further combined hui was held on 15 October.

16. Ongoing consultation with iwi authorities and tribal rūnanga will occur throughout the review process.

Implementation

17. The review of the Regional Pest Management Plan (including producing and distributing the discussion document) is funded through existing Biosecurity and Natural Environment Strategy budgets.

18. Any changes to the plan arising from the review are likely to have operational cost implications. These will be considered during the cost-benefit and cost-allocation stages of the review, and in subsequent annual plan and LTP processes.

Attachments

No.	Title	Page
a View	Regional Pest Management Plan – Have Your Say material	65
b View	Regional Strategy and Policy Committee report – Regional Pest Management Plan – Approval of Discussion Document	73
c View	Regional Pest Management Plan – Discussion Document	75

Signatories

Authors

Helen Sharpe - Biodiversity Specialist

Authorisers

Jacques Victor - GM Auckland Plan Strategy and Research

Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Draft Local Government Election Year Policy for Elected Members

File No.: CP2015/26786

Purpose

1. To provide comments to the governing body on the draft “Local Government Election Year Policy for Elected Members”.

Executive Summary

2. This report attaches the draft policy which will be considered by the governing body at its meeting on 25 February 2016, along with comments from local boards.

3. The policy applies during an election year, which is the time that some sitting members may be “wearing two hats”. One role is as an elected member, making the decisions of the Auckland Council. The other role is as a candidate for the next elections. The policy sets out how to distinguish between these two roles. The “pre-election” period (three months prior to the election) is a particularly sensitive period.

4. The draft policy is based on the policy that was presented to local boards and the governing body in 2013 and reflects guidance provided to public sector entities by the State Services Commission and by the Office of the Auditor General.

5. It has been reformatted to:

· make it clearer it is principle-based

· remove some of the policy relating to staff conduct, which will be contained in a separate organisational policy for staff

· include a “Frequently Asked Questions” section giving additional guidance to common questions that confront elected members.

6. The body of the report provides comments raised by local boards in 2013 and the responses to them as contained in the report to the governing body.

Recommendation/s

That the Rodney Local Board:

a) consider its comments on the draft “Local Government Election Year Policy for Elected Members”.

Comments

7. Previous comments from local boards that were reported to the governing body in 2013, along with responses, are below.

8. Two local boards queried the requirement that elected member bodies do not criticise decisions of other elected member bodies in council publications and one sought clarification regarding who the arbiter of this is.

· This principle is included on the basis that it is considered inappropriate for different parts of council to be publicly criticising each other’s decisions in council-resourced communications. This principle operates once a decision has been made. Auckland Council’s decision-making process provides several opportunities, prior to a decision being made, for local boards and the governing body to advocate for a particular position. There are no restrictions on elected members’ use of non-council funded news media or publicity, other than the standards of behaviour required by the Code of Conduct.

· The Manager, Communications and Public Affairs, is responsible for ensuring that council-funded publications adhere to council’s policies.

9. One local board expressed a view that the pre-election period was one month too early.

· The pre-election period of three months is defined in the OAG guidelines and applies nationally for all local government elections.

10. One local board requested information on sanctions that will be put in place to ensure elected member candidates adhere to the policies.

· The Election Year Policy now includes a section on breaches of the policy. This is based on a similar section in the Code of Conduct and provides that the chief executive will consider and take appropriate action on a case by case basis in response to complaints about breaches of the policy. This may include involving the electoral officer depending on the nature of the alleged breach.

Consideration

Local Board views and implications

11. This report provides an opportunity for the local board to record its views on the draft policy.

Māori impact statement

12. The attached policies are for the guidance of all elected members and are of equal relevance to Māori and non-Māori.

Implementation

13. Once adopted, the policies will be forwarded to all elected members.

Attachments

No.	Title	Page
a View	Local Government Election Year Policy for Elected Members	125

Signatories

Authors

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - Manager Democracy Services

Karen Lyons - Manager Local Board Services

Rodney Local Board

14 December 2015

Review of the Food Safety Bylaw 2013

File No.: CP2015/26133

Purpose

1. To seek the local board’s views regarding proposals to retain the grading provision of the Auckland Council Food Safety Bylaw 2013 and require the display of food safety grade certificates.

Executive Summary

2. From 1 March 2016 the Food Act 2014 (“the Act”) will replace the Food Act 1981 and Food Hygiene Regulations 1974 over a three year transition period. The Act also requires the amendment of existing food safety bylaws to ensure consistency. A formal public consultation process is not required for this bylaw review.

3. Staff analysis has identified that most of the existing Food Safety Bylaw 2013 (“the Bylaw”) provisions can be revoked and will be regulated by the Act and subsequent regulations.

4. National food safety grading will not be implemented through the new Act.

5. Staff propose to retain the grading provision of the Auckland Council Food Safety Bylaw 2013 and require the display of food safety grade certificates. Staff consider that the mandatory display of food safety grade certificates provides an incentive for food operators to proactively improve and maintain the safety of their food and enables customers to make informed choices.

6. A proposed amended bylaw will be presented to the Regulatory and Bylaws Committee in February 2016 followed by the governing body for consideration. The views of local boards will be presented in the accompanying report.

Recommendations

That the Rodney Local Board:

a) endorse the proposal to retain the grading provision of the Auckland Council Food Safety Bylaw 2013 and require the display of food safety grade certificates.

Comments

Background

The Food Act 2014

7. The Food Act 2014 (“the Act”) will come into effect on 1 March 2016. It will replace the Food Act 1981 and the Food Hygiene Regulations 1974 over a three year transition period. The Act will introduce significant improvements to the way that food safety is addressed by food businesses across New Zealand.

8. The primary duty of ensuring food safety will be the responsibility of food businesses, including food operators of mobile shops and food stalls at markets. For most businesses, this will involve a new requirement to document their procedures which will be audited by the council.

9. Businesses that prepare food with a high risk to food safety will be required to operate under a Food Control Plan. In most cases, a business subject to a Food Control Plan will be required to register with their local council. This enables councils to manage compliance activities and identify operators’ understanding of food safety.

10. The Act introduces new registration and auditing requirements for food businesses that operate from school tuckshops, childcare centres, work cafeterias and marae.

11. Businesses or charities that sell food for community purposes or to raise funds will be exempt from registration and auditing requirements for up to 20 occasions per year (e.g. sausage sizzles or home baking at school fairs).

Auckland Council Food Safety Bylaw 2013

12. On 23 May 2013, the council’s Governing Body adopted the Auckland Council Food Safety Bylaw 2013 (“the Bylaw”) to replace seven legacy council food safety bylaws (Resolution Number: GB/2013/47).

13. The Bylaw was introduced to minimise potential food safety risks associated with the sale of food. The Bylaw provides the council with powers related to:

· the closure of unhygienic or unsafe food premises

· minimum standards for staff training in basic food hygiene

· grading of food premises

· standards for preparing, handling and labelling food sold to private premises, and

· operating food stalls and mobile food shops.

14. The Bylaw requires each registered food business to display a food safety grade certificate, which the council issues following its inspection of the premises, pursuant to the Food Hygiene Regulations 1974. The certificate shows customers the premises’ food safety level.

Discussion

Impact of the Food Act 2014 on the Food Safety Bylaw 2013

15. The new Act requires the council to amend its Bylaw to ensure consistency with the new regulatory regime for food businesses. In June 2015, the Regulatory and Bylaws Committee directed council staff to undertake a review of the Bylaw (Resolution Number: RBC/2015/19).

16. Staff have now completed this review and recommend that the council revoke most of the Bylaw as the relevant activities will instead be regulated by the Act and subsequent regulations. The exception to this is the food grading system.

17. National food safety grading will not be implemented through the new Act, although there is potential for the development of a national scheme after 2019. Staff recommend retaining the grading provision (with minor amendments) of the Bylaw and require the display of food safety grade certificates.

18. There would be no additional cost to businesses for a food safety grade certificate. The grade assessment would be undertaken at the same time as the audit required by the new Act.

19. The benefits of a food safety grading scheme is that it provides:

· food operators with an incentive to take responsibility for the safety of the food they sell and to proactively improve and maintain the safety of their food

· the public with concise information on a business’ level of food safety so that customers can make informed choices.

Consideration

Local Board views and implications

20. This report seeks the views of local boards on retaining the Food Safety Bylaw 2013 to require the display of a food safety grade certificate for food businesses registered with the council.

21. The views of local boards will be presented to the Regulatory and Bylaws Committee and the Governing Body in February 2016.

22. Local boards were engaged on the consolidation of legacy food safety bylaws in 2011 and feedback received at the time indicated there was general support for the grading of food premises. Some local board members expressed concern about the standards applying to food sold from stalls at markets.

Māori impact statement

23. Engagement with mana whenua and mataa waka is currently underway.

24. Food prepared and served on a marae that is not provided as part of a commercial activity is outside the scope of this bylaw review. In addition, registration and auditing requirements of the new Act do not apply to the preparation and sale of food for the purpose of raising funds up to 20 times a year.

25. Food businesses that operate from marae, for instance catering at events more than 20 times per year, will be subject to registration and auditing requirements under the Act in the same way as other food businesses.

Implementation

26. The governing body is responsible for making a decision on the review of the Food Safety Bylaw 2013. A proposed amended bylaw will be presented to the Regulatory and Bylaws Committee in February 2016. It will then be considered by the governing body. The views of local boards and targeted stakeholders will be presented in the accompanying report.

27. The method for determining the criteria of food safety grades is an operational matter and is outside the scope of this bylaw review.

28. Registration fees for food businesses are also out of scope of this bylaw review. For information purposes, proposed fees under the new Act were presented to the Finance and Performance Committee at their meeting on 19 November 2015. The consultation period on proposed fees will be from 20 November to 21 December 2015. Current registration and inspection fees will continue to apply for existing food businesses until they transition to the new regulatory regime.

Attachments

There are no attachments for this report.

Signatories

Authors

Emma Pilkington - Policy Analyst

Belinda Hansen - Principal Policy Analyst

Authorisers

Kataraina Maki - GM - Community & Social Policy

Karen Lyons - Manager Local Board Services

Rodney Local Board

14 December 2015

Growth Programme Report referred from Parks, Recreation and Sport Committee

File No.: CP2015/25364

Purpose

1. This report on the Growth Programme has been referred for local boards’ information from the Parks, Recreation and Sport Committee meeting of 16 September 2015.

Executive Summary

2. The Auckland Council’s Long-term Plan included a significant programme of works, referred to as the Sports and Park development programme, also known as the Growth Programme. This programme is substantially funded from development contributions and supported by rates funding and asset sales. The attached report provides an overview for the allocation of this funding in year one of the plan and a recommended process for managing and reporting on this programme in the future.

Recommendation/s

That the Rodney Local Board:

a) receive the Growth Programme Report referred from the Parks, Recreation and Sport Committee meeting of 16 September 2015.

Attachments

No.	Title	Page
a View	Growth Programme Report to the Parks, Recreation and Sport Committee on 16 September 2015	139

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Request for fee discount for hire of Masonic Hall, Warkworth

File No.: CP2015/26730

Purpose

1. To consider a request from the Lions Club of Kowhai Coast for a discount on the fees charged for the Masonic Hall in Warkworth.

Executive Summary

2. The Lions Club of Kowhai Coast is supporting the local Kawau Bay Coast Guard by holding a display in the old Masonic Hall in Warkworth from 6 December to 12 December 2015. The display is ‘Treemendous’ which is a grand display of decorated Christmas trees. Owing to the decorated trees remaining in the hall over the entire period the group is being rated until midnight.

Recommendation/s

That the Rodney Local Board:

a) approve a retrospective discounted fee hire for Lions Club of Kowhai Coast of $343.75 for the hire of the Masonic Hall for the ‘Treemendous’ Christmas display held on 6 to 12 December 2015.

b) acknowledge that the discounted amount will be met from the local board’s Locally Driven Initiative fund ‘Top up for fees and revenue for facilities’ budget line.

Comments

3. Funds from the Lions of Kowhai Coast ‘Treemendous’ event will go towards supporting the local Kawau Coast Guard who do an excellent job 365 days of the year to ensure there is Coastguard support around the local coastline and beyond.

4. The Lions Club (the Club) of Kowhai Coast has been approved a 50% discount for the hire of the old Masonic Hall in Warkworth because of its charitable status. Because the display requires the decorated trees to remain in the hall until midnight the group are being charged for the entire evening period until midnight. The hall will be only open from 8.00am to 6.00pm.

5. The Club has requested free hireage for the evening and to be charged the discounted rate for the time of their booking from 8.00am to 6.00pm at the hall charge of $343.75.

6. Any fee discount or remission has to be funded from the local board’s Locally Driven Initiative (LDI) fund as the local board revenue is based on the optimisation and usage of this and other facilities. The local board will need to allocate funding from its LDI for the remitted amount.

Consideration

Local Board views and implications

7. The local board is requested to consider a reduction in the fee hire for the old Masonic Hall for the event held from 6 to 12 December 2015. The balance of the fees will need to be met from the local board LDI fund for the remitted amount.

Māori impact statement

8. This report does not generate any issues with regard to the Maori Impact Statement.

Implementation

9. If the discount is approved, the Community Facility Team will be advised of the fee discount and will adjust the invoice to the Club accordingly adjusted.

Attachments

There are no attachments for this report.

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Rodney Local Board Meeting Schedule for 2016

File No.: CP2015/23244

Purpose

1. To recommend the meeting schedule for the Rodney Local Board for 2016.

Executive Summary

2. Local board meetings are open to the public and will be notified through public notices in appropriate media. It is prudent for the local board to adopt a meeting schedule as it ensures local board members have clarity about their commitments, gives an indication to the public of when meetings are to be held and meets the requirement of clause 19(5)(b), Schedule 7 of the Local Government Act 2002. It also allows for a planned approach to workloads and ensures clarity about diary commitments.

3. A meeting schedule for each local board is adopted to schedule the meetings for the upcoming year.

4. A proposed meeting schedule for the Rodney Local Board for 2016 is attached as Attachment A.

Recommendation/s

That the Rodney Local Board:

a) adopt the meeting schedule for 2016 as listed in Attachment A to the agenda report.

Discussion

5. Adopting a meeting schedule allows for a planned approach to workloads and ensures local board members have clarity about their commitments. It also gives an indication to the public of when meetings are to be held and meets the requirement of clause 19, Schedule 7 of the Local Government Act 2002. A proposed meeting schedule for the Rodney Local Board for 2016 is attached as Attachment A.

6. Each local board develops a Local Board Agreement annually. This document is subject to public consultation and the local board will hold hearings to give submitters the opportunity to express their views verbally.

7. The specific times and dates for the hearings process for the local board agreement are yet to be finalised. Local board meeting schedules may therefore need to be updated and provision made for hearings, once details are confirmed.

8. In addition to local board meetings, local boards will hold workshops that are closed to the public. The proceedings of every workshop are recorded and considered at the next business meeting of the local board in accordance with current local board standing order provisions.

Consideration

Local Board Views

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

Māori Impact Statement

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

General

11. Clauses 19(4), 19(5) and 19(6), Schedule 7, of the Local Government Act 2002 states that:

“(4) A local authority must hold meetings at the times and places that it appoints.

(5) Unless clause 22 (extraordinary meeting) applies, the chief executive must give notice in writing to each member of the time and place of a meeting -

(a) not less than 14 days before the meeting; or

(b) if the local authority has adopted a schedule of meetings, not less than 14 days before the first meeting on the schedule.”

(6) If a local authority adopts a schedule of meetings, -

(a) the schedule –

(i) may cover any future period that the local authority considers appropriate; and

(ii) may be amended; and

(b) notification of the schedule or of any amendment to that schedule constitutes a notification of every meeting on the schedule or amendment.”

12. Similarly, the statutory requirement pursuant to clauses 46, 46(A) and 47 of the Local Government Official Information and Meetings Act 1987 mentions that:

· meetings of a local authority are publicly notified

· agendas and reports are available at least two working days before a meeting

· local board meetings are open to the public.

Implementation Issues

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

Attachments

No.	Title	Page
a View	2016 Meeting Schedule	157

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Deputation/Public Forum Update

File No.: CP2015/26212

Purpose

1. As part of its business meetings Rodney Local Board has a period of time set aside for Deputations/Presentations and Public Forum during which time members of the public can address the local board on matters within its delegated authority.

Executive Summary

2. Under Standing Orders there is provision for Deputations/Presentations to the local board. Applications for Deputations/Presentations must be in writing setting forth the subject and be received by the Relationship Manager at least seven working days before the meeting concerned, and subsequently have been approved by the Chairperson. Unless the meeting determines otherwise in any particular case, a limit of ten minutes is placed on the speaker making the presentation.

3. Standing Orders allows three minutes for speakers in Public Forum.

4. Requests, matters arising and actions from the Deputations/Presentations and Public Forum are recorded and updated accordingly. The Rodney Local Board Deputations/Presentations and Public Forum Update is attached as Attachment A.

Recommendation/s

That the Rodney Local Board:

a) receive the Deputation/Public Forum Update.

Attachments

No.	Title	Page
a View	Deputation/Public Forum Update	163

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

14 December 2015

Rodney Local Board Workshop Records

File No.: CP2015/26213

Purpose

1. Attached is the Rodney Local Board workshop record for Monday, 9 November and Tuesday, 24 November 2015.

Executive Summary

2. The Rodney Local Board holds regular workshops. The Rodney Local Board Transport Planning and Infrastructure Committee and the Rodney Local Board Parks, Culture and Community Development Committee also hold regular workshops. Records of those workshops are included in the relevant committee business agendas.

3. Attached for information are the records of the most recent workshop meetings of the Rodney Local Board.

Recommendation/s

That the Rodney Local Board:

a) workshop record for Monday, 2 November and Tuesday, 24 November 2015 be accepted.

Attachments

No.	Title	Page
a View	Workshop Record 9 November 2015	167
b View	Workshop Record 24 November 2015	169

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager