Agenda of Ōrākei Local Board

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

Date:

Time:

Meeting Room:

Venue:

Thursday, 4 February 2016

3.30pm

St Chads Church and Community Centre
38 St Johns Road
Meadowbank

Ōrākei Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Desley Simpson, JP
Deputy Chairperson	Kit Parkinson
Members	Ken Baguley
	Troy Churton
	Kate Cooke, JP
	Colin Davis, JP
	Mark Thomas

(Quorum 4 members)

Kim Lawgun

Democracy Advisor

27 January 2016

Contact Telephone: 021 302 163

Email: kim.lawgun@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Ōrākei Local Board

04 February 2016

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 College Rifles Presentation 5

9 Public Forum 6

9.1 Presentation from Auckland East Men’s Shed 6

9.2 St Heliers PostShop - Julia Schiller 6

9.3 St Heliers PostShop - Wendy Caspersonn 6

10 Extraordinary Business 7

11 Notices of Motion 7

12 Draft Local Government Election Year Policy for Elected Members 9

13 For Information: Resolutions from Environment, Climate Change and Natural Heritage Committee 20 October 2015 meeting 19

14 Ōrākei Basin Advisory Group Update 23

15 Chairperson's Report 29

16 Board Member Report - Colin Davis 45

17 Board Member Reports 51

18 Resolutions Pending Action 65

19 Local Board Workshop Record of Proceedings 71

20 Ōrākei Local Board Achievements Register 77

21 Consideration of Extraordinary Items

1 Welcome

2 Apologies

At the close of the agenda no apologies had been received.

3 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

4 Confirmation of Minutes

That the minutes of the Ōrākei Local Board meeting held on Thursday, 3 December 2015 and the minutes of its extraordinary meeting, held on Thursday, 10 December 2015, be confirmed 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 Ōrākei 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 College Rifles Presentation

Purpose

1. Derek Rope, General Manager, College Rifles Rugby Union Football & Sports Club will be in attendance to deliver a presentation updating the Board on the College Rifles field upgrade funding request.

Recommendation/s

That the Ōrākei Local Board:

a) thank Derek Rope, General Manager, College Rifles Rugby Union Football & Sports Club for his attendance and presentation.

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 Presentation from Auckland East Men’s Shed

Purpose

1. Bob Moran, Keith Hanning and Terry Moore, Auckland East Men’s Shed will be in attendance to deliver a Public Forum presentation updating the Board on further progress to establish a Men’s Shed in the East Auckland area.

Recommendation/s

That the Ōrākei Local Board:

a) thank Bob Moran, Keith Hanning and Terry Moore, Auckland East Men’s Shed for their attendance and Public Forum presentation.

9.2 St Heliers PostShop - Julia Schiller

Purpose

1. Julia Schiller, Chair of the Tamaki Labour Electorate Committee will be in attendance to deliver a Public Forum presentation on the announced closure of the St Heliers Post Shop by New Zealand Post.

Recommendation/s

That the Ōrākei Local Board:

a) thank Julia Schiller, Chair of the Tamaki Labour Electorate Committee for her attendance and Public Forum presentation.

9.3 St Heliers PostShop - Wendy Caspersonn

Purpose

1. Wendy Caspersonn, BID Manager, St Heliers Business Association will be in attendance to deliver a Public Forum presentation on the announced closure of the St Heliers Post Shop by New Zealand Post.

Recommendation/s

That the Ōrākei Local Board:

a) thank Wendy Caspersonn, BID Manager, St Heliers Business Association for her attendance and Public Forum presentation.

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.

Ōrākei Local Board

04 February 2016

Draft Local Government Election Year Policy for Elected Members

File No.: CP2015/26872

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 presents 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 Ōrākei Local Board:

a) provide 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	11

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - Manager Democracy Services

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

Ōrākei Local Board

04 February 2016

For Information: Resolutions from Environment, Climate Change and Natural Heritage Committee 20 October 2015 meeting

File No.: CP2016/00728

Purpose

1. To inform the Ōrākei Local Board of the resolutions from Environment, Climate Change and Natural Heritage Committee meeting of 20 October 2015 relating to item 5.1 Public Input – Mels Barton, Tree Council – the loss of trees since the relaxation of tree rules.

Recommendation/s

That the Ōrākei Local Board:

a) note the attached resolutions from the Environment, Climate Change and Natural Heritage Committee meeting of 20 October 2015.

Attachments

No.	Title	Page
a View	Resolutions from Environment, Climate Change and Natural Heritage Committee Meeting of 20 October 2015	21

Signatories

Author	Kim Lawgun - Democracy Advisor
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

04 February 2016

Ōrākei Basin Advisory Group Update

File No.: CP2015/06769

Purpose

1. To provide the Ōrākei Local Board with a summary of activities associated with the Ōrākei Basin Advisory Group.

Executive summary

2. Providing the Board with minutes from the Ōrākei Basin Advisory Group (OBAG) meeting of 17 December 2015.

Recommendation/s

That the Ōrākei Local Board:

a) receive the minutes from the Ōrākei Basin Advisory Group (OBAG) meeting of 17 December 2015.

Attachments

No.	Title	Page
a View	Ōrākei Basin Advisory Group minutes of meeting dated 17 December 2015.	25

Signatories

Author	Anthony Lewis - Local Board Advisor
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

04 February 2016

Board Member Report - Colin Davis

File No.: CP2016/00145

Purpose

1. To update the Ōrākei Local Board Members on portfolio activities and projects, and other activities since the last Ōrākei Local Board meeting.

Recommendation/s

a) That the report be received.

Portfolio Lead: Environment and Infrastructure; Heritage; Libraries (joint)

Other (alternate portfolio holder): Transport; Regulatory, Bylaws and Compliance; Civil Defence and Emergency Management; Local (non sports) Parks (joint)

Environment and Infrastructure

Attached for Board Members’ information is the quarterly report from Infrastructure and Environmental Services which summarises I&ES activities to date.

Heritage

World War One Commemorations

As a member of the Council’s WW1 Centennial Memorial Working Party, which reports to the WW1 Commemoration Political Steering Group, I attend regular meetings of both.

Expressions of Interest for a design for a memorial at Auckland Domain opened on 14 September; registration closed on 9 October 2015. Five consortia were selected by staff and their submitted artists’ drawings were available for public viewing at the Auckland Museum from 8 to 23 January; they are also on the Council’s website. While a brief was carefully prepared and worded it appears that it was not followed by the consortia. The Working Party is to meet to discuss the options and the public feedback.

Restoration Heritage Searchlight Emplacements – Tamaki Drive

It is disappointing that still no actual progress has been made and I have not received any recent update on the various processes which are required to complete this project. Trees adjacent to emplacements nos. 1 and 2 were trimmed in the 4th quarter of 2015 in anticipation of restoration. I have drafted text, and sourced photographs, for the proposed sign. I understand that the Ngati Whatua Ōrākei Reserves Board has now approved the Ōrākei Local Board restoring searchlight emplacement no. 3 as part of the three searchlight emplacements project.

The grass on the Whenua around searchlight emplacement no. 3 has been mowed and with that the visual amenity of this part of Tamaki Drive was improved. I understand that long established overhead power lines in the vicinity of the structure are the cause for delay in weed clearance and vegetation around the structure; this was scheduled to be done in October 2015, which is necessary to allow for rubbish to be cleared out of the emplacement and setting rat traps as part of the pest control lines.

Dingle Dell

I have provided Parks with new text for the replacement sign and suggested an increase in the number and location of new signs at this reserve. The existing sign required extensive updating with more information.

Stonefields Heritage Trail

I have nothing new to report.

History of Ellerslie

This is progressing by author/historian Jade Reidy.

3-5 Eltham Road, Kohimarama

The Council has received and is processing an application to demolish the pre-1944 house and shops at 3-5 Eltham Road, Kohimarama. The Council’s Heritage Unit is undertaking a heritage evaluation both of the house and the shops on the property as part of the resource consent application. As the Board’s (alternate) Regulatory, Bylaws and Compliance Portfolio Holder, I was asked to give feedback. I recently inspected the site and provided my comments which I can make available to Board members. The site has an interesting history. The two shops are almost the last surviving commercial buildings that comprised the thriving local Kohimarama business community in the late 1920s and 1930s in Eltham Road and the lower part of Kohimarama Road. At the time Tamaki Drive had not been built. The businesses included not only a variety of local shops but also a picture theatre. While most have been demolished, a few remain in commercial use or successfully converted to residential use. The house was built about 1915 and was originally owned by a former Registrar and Sheriff of the then Supreme Court in Auckland.

Brookfield Memorial St Heliers

The Brookfield Memorial drinking fountain which is also a war memorial of some significance in and for the local community, has been out of commission for some months and is fenced off with temporary netting. The shaft of the fountain is badly rusted and has snapped in two and is beyond repair. A request was made in November for a replacement part and a practical solution found to effect repairs. It is important that repairs be done before the 2016 ANZAC Day service.

Heritage Budget

A detailed budget for the Board’s heritage portfolio is still being prepared, pending assistance from the Council’s heritage team, although the Board has allocated funding from this budget for the proposed Remuera heritage signage. It has been brought to my attention by a member of the public that the text of the sign on the Millennium Bridge at Mission Bay may have incorrect information and should be replaced. I have not researched this yet.

Libraries

There is nothing specific to report.

Local (non sports) Parks

There has been no feedback yet on the consultation with Ngati Whatua on the naming of the un-named reserve adjacent to the Outboard Boating Club on Tamaki Drive, in terms of the Board’s recently adopted parks naming policy and guidelines.

Activities since 20 November 2015

As well as assisting with a range of citizens’ enquiries, I have attended the following to date:

2015

23 November Auckland Library Heritage Trust meeting.

24 November with Board Member Cooke visited artist John Botica’s studio to view works commissioned for the small reserve at Mission Bay leading up to the Whenua.

24 November regular scheduled OLB parks portfolio holders’ briefing.

26 November OLB infrastructure and environmental portfolio holder’s briefing.

26 November Ōrākei Local Board workshop various topics.

1 December briefing re proposed dog bylaw signage.

1 December meeting of the St Heliers Village Association executive.

3 December Ōrākei Local Board business meeting.

4 December function hosted by the Japanese Consul to celebrate HM the Japanese Emperor’s birthday.

5 December function hosted by Remuera Heritage at the heritage Cotter House in St Vincent Avenue, Remuera.

5 December briefly Carols on the Green at Vellenoweth Green, prior to attending another engagement.

7 December WWI Commemoration Political Steering Group.

10 December Ōrākei Local Board workshop various topics.

10 December the Special Sitting of the Environment Court to honour Prof. Ken Palmer.

10 December a Board function for representatives of community groups.

14 December a function at Mt Albert’s heritage Ferndale House hosted by Council’s heritage staff in appreciation of volunteers who took part in the recent Heritage Festival.

14 December WWI Centennial Memorial Working Party meeting.

14 December Stonefields School’s learning achievements celebration.

14 December meeting of Friends of Churchill Park.

15 December workshop with Council civic events staff re ANZAC Day.

15 December function hosted by St Heliers Village Association.

16 December function hosted by the Remuera Business Association.

16 December Stonefields Residents’ Association meeting.

17 December as Chairman of the Auckland Library Trust meeting with Auckland Libraries staff.

17 December with other OLB members attended the official opening of the completed Ōrākei Basin renewal project.

22 December site visit with Council’s civic events team at St Heliers war memorial.

2016

8 January opening at the Auckland Museum of the WWI Centennial Memorial concept designs by consortia, for public feedback.

11 January site inspection 3-5 Eltham Road re planning application to demolish pre-1944 house and shops.

Attachments

No.	Title	Page
a View	Infrastructure and Environmental Services Quarterly Report	49

Signatory

Author

Colin Davis, Ōrākei Local Board, Auckland Council

Date: 22 January 2016

Ōrākei Local Board

04 February 2016

Board Member Reports

File No.: CP2016/00746

Purpose

1. To update the Ōrākei Local Board Members on portfolio activities and projects, and other activities since the last Ōrākei Local Board meeting.

Recommendation/s

That the Ōrākei Local Board:

a) receive the Board Member February 2016 reports.

b) approve Conference/training budget of $6,895 for IoD Directors Course held on 13th to 18th March 2016, a fundamental five day course for directors who have governance experience and have been in their roles for at least a year.

Attachments

No.	Title	Page
a View	Board Member Churton - February 2016	53
b View	Board Member Cooke - February 2016	55
c View	Board Member Parkinson - February 2016	57
d View	Board Member Thomas - February 2016	59