Agenda of Ōrākei Local Board

Ōrākei Local Board

03 March 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 Akarana Marine Sports Charitable Trust 5

8.2 Tamaki Protection Society 6

9 Public Forum 6

9.1 Tamaki Drive Kilometre Markers - Warren Whyte 6

9.2 St Heliers PostShop - Julia Schiller 6

10 Extraordinary Business 7

11 Notices of Motion 7

12 Auckland Transport Update: March 2016 9

13 Auckland Transport Quarterly Update to Local Boards 27

14 Ōrākei Local Board Quick Response: Round Three 2015 - 2016 43

15 Ōrākei Local Board Performance Report for the six months ending December 2015 63

16 Community Led Small Build Programme 109

17 Draft Business Improvement District Policy (2016) – local board feedback 115

18 Feedback on the Draft Civil Defence and Emergency Management Group Plan 257

19 New Marine Protected Areas Act Submission 327

20 Governance Forward Work Calendar 331

21 Chairperson's Report 335

22 Board Member Report - Kit Parkinson 345

23 Board Member Report - Ken Baguley

This report was not available at the time of printing and will be tabled at the meeting.

24 Board Member Report - Troy Churton 347

25 Board Member Report - Kate Cooke 363

26 Board Member Report - Colin Davis 365

27 Board Member Report - Mark Thomas 369

28 Resolutions Pending Action 371

29 Local Board Workshop Record of Proceedings 377

30 Ōrākei Local Board Achievements Register 383

31 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, 4 February 2016, 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 Akarana Marine Sports Charitable Trust

Executive Summary

1. Andrew Brookland, Akarana Marine Sports Charitable Trust General Manager, will be in attendance to update the board on the progress of their building project.

Recommendation/s

That the Ōrākei Local Board:

a) thank Andrew Brookland, Akarana Marine Sports Charitable Trust General Manager, for his attendance and presentation on the Akarana Marine Sports Charitable Trust building project.

8.2 Tamaki Protection Society

Purpose

1. Juliet Yates and Ross Duder, Tamaki Protection Society will be in attendance to update the Board on the Cliff Top Pohutukawa Forest survey.

Executive Summary

2. Juliet Yates and Ross Duder, Tamaki Protection Society will speak to the board on the recently completed Survey recommendations and relate these to their Survey Stage III, which will be underway soon.

Recommendation/s

That the Ōrākei Local Board:

a) thank Juliet Yates and Ross Duder, Tamaki Protection Society for their attendance and presentation on the Cliff Top Pohutukawa Forest survey.

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 Tamaki Drive Kilometre Markers - Warren Whyte

Purpose

1. Warren Whyte will be in attendance to deliver a Public Forum presentation on increasing the visibility of the Tamaki Drive kilometre markers.

Recommendation/s

That the Ōrākei Local Board:

a) thank Warren Whyte for his attendance and presentation on the Tamaki Drive kilometre markers.

9.2 St Heliers PostShop - Julia Schiller

Purpose

1. Julia Schiller, Chair of the Tamaki Labour Electorate Committee will be in attendance to provide a further update on the announced closure of the St Heliers PostShop 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 presentation on the St Heliers PostShop.

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

03 March 2016

Auckland Transport Update: March 2016

File No.: CP2015/04721

Purpose

1. Providing an update on transport matters for the information of the Ōrākei Local Board transport issues in the Ōrākei Local Board area currently being addressed by Auckland Transport’s Elected Member Relationship Manager.

Executive Summary

2. This report covers matters of specific application and interest to the Ōrākei Local Board and its community and matters of general interest relating to Auckland Transport activities or the transport sector.

3. In particular, this report provides information on:

· Local Board Transport Capital Fund projects

· Update on Remuera Business District

· New Network Consultation feedback

Recommendation/s

That the Ōrākei Local Board:

a) receive the report entitled ‘Auckland Transport Update – March 2016’ from Auckland Transport’s Elected Member Relationship Manager.

Comments

Ōrākei Local Board Transport Capital Fund (LBTCF)

4. The Ōrākei Local Board has $549,949 per annum of discretionary funding for transport-related capital projects.

5. It may allocate funding for the whole electoral term (i.e. $1,649,847) at any stage during its term. The uncommitted $549,949 from the previous electoral term was rolled over giving the Ōrākei Local Board a total pool of approximately $2,199,976 available in this electoral term to spend on transport projects. There is also scope to allocate the funding for 2016/2017 in this term. The table below sets out the current position of the Board with respect to allocating the funding.

6. Attachment A provides a financial update of expenditure against the Local Board Capital Fund as of the 19th of February 2016. The Board is on track to expend this terms full allocation of funding and has allocated approximately half of the 2016/2017 budget allocation.

7. The following table provides an update on three key active projects:

ID#	Project Description	Progress/Current Status
419	Colin Maiden Park Shared Path	03/16 · Feasibility and detailed design are underway. · This project is intended to provide safe off road connection for pedestrians and cyclists through Colin Maiden Park, from College Road to Merton Road. · Auckland Transport understands this project has potential implications of land use surrounding the proposed path. This project has been given priority.
424	Benson Road Footpath Improvements	03/16 · Improvements to the footpath at the intersection of Benson and Upland Roads began on 29^th December and were completed at the end of January; there is new planting to be done on the wall completed in 2015 as current plants have died.
109	Mission Bay Streetscape Upgrade	03/16 · Contract between all parties has been signed and detailed design tender is currently underway.

Remuera update

8. Auckland Transport (AT) completed a parking survey in 2015; this survey was done to understand the parking needs of the Remuera Business District.

9. As a result of this parking survey the Remuera Business District requires 255 car parks to meet current and future requirements.

10. Auckland Transport proposes to meet these parking requirements within the Clonbern Road car park; however, the current car park is unable to deliver its designed capacity and would require extensive work to remedy this situation.

11. Auckland Transport and Pānuku Development Auckland (PDA) are working together on a proposal to integrate a public car park within a mixed use development that supports the Remuera town centre, including its parking needs.

12. Both organisations will work closely with the Local Board and Remuera Business Association to ensure the site delivers an improved parking facility to replace the existing car park and provide 255 car park spaces in Remuera.

Speed Issues in the suburb of Ōrākei

13. A number of speed issues have arisen from residents in the suburb of Ōrākei.

14. Auckland Transport is undertaking a review of these speed issues in order to provide a comprehensive response to this issue, rather than an issue by issue approach.

15. A report will come to the board once this review has happened.

Tāmaki Drive Cycleway

16. Funding has been provided from the Urban Cycleway Network Fund to connect Quay Street and Tāmaki Drive Cycle paths.

17. Establishment workshops were held in December 2015, at which external stakeholders were invited to join internal stakeholder to identify problems for the proposed route.

18. Feedback is being assessed and a further workshop will be held in February.

19. Following the workshop Local Boards will be updated with options from this workshop.

New Network update

20. The New Network consultation for bus routes in both Central Suburbs and East Auckland ran from 1 October until 10 December 2015. During the ten week consultation period, Auckland Transport engaged with the public and invited feedback through the following channels:

· A detailed consultation brochure, including a FREEPOST feedback form, was mail-dropped to all households and businesses in Central Suburbs and East Auckland (242,716 addresses in total). The brochure was also available at local board offices, libraries, and service centers

· Information on the Auckland Transport website, with links to an online feedback form and other feedback tools such as an online discussion forum, map-a-comment and ask-a-question

· Over 60 public information and stakeholder events

· Briefing memos to elected members, local boards, members of parliament, community organisations and key stakeholder groups, and face-to-face briefings as requested

· Social media (Twitter, Facebook, Neighbourly)

· Auckland Transport ambassadors at key locations

· Posters at bus stops, and on board buses

· Newspaper advertisements

· Media releases

· Letters sent to the residents of specific streets proposed to either lose or gain a bus service, drawing their attention to the proposed changes and inviting feedback

21. Statistics about the views expressed in the feedback received are not yet available, however the initial figures of the overall engagement in the consultation are:

Central Suburbs:

· 3604 online and hard copy feedback forms received

· 402 comments in the discussion forum

· 160 comments made on map-a-comment

· 95 comments on Neighbourly

· 361 comments via Generation Zero survey.

22. All feedback and submissions will now be analysed in detail, and used to refine the proposals and routes for the Central Suburbs and East Auckland. Modifications may be made and the final New Network will then be approved.

23. The feedback will be summarised and a consultation summary report will be produced, which will highlight key themes from the feedback. The summary report will include any resulting changes to the New Network, and final maps for the Central Suburbs and East Auckland.

24. At this stage, due to the large volume of submissions received and analysis required, Auckland Transport anticipates that the final decisions report will be available after June 2016.

25. All submitters who provided contact details will be notified once the report is available for viewing (on the website www.AT.govt.nz/NewNetwork and in local libraries).

Extra lane at Ellerslie to help ease delays

26. A newly completed extra lane on the Southern Motorway at Ellerslie was opened at the end of January and will help ease delays and improve travel times for motorists in the area. The extra lane will also improve safety for traffic merging from Ellerslie-Panmure onto SH1.

27. The work, which is part of the SH1 Ellerslie Widening Project, means there is now a total of four northbound lanes between the Ellerslie-Panmure Highway interchange and the Main Highway over bridge. As well as the extra lanes, motorists will benefit from better electronic motorway signs and lighting

28. The $20m project also includes the upgrade of the Ellerslie Train Station as a partnership between the NZTA, Auckland Transport and KiwiRail.

29. There is still some work left to do to complete the project. The three existing lanes are programmed to be resurfaced during the second week of February 2016. Further work to install permanent anti-distraction screens as part of a range of safety and noise mitigation measures will be carried out at night and is expected to be completed by March 2016.

For more information on the project visit the NZ Transport Agency’s website: www.nzta.govt.nz/projects/sh1-ellerslie-widening-project/

‘Share the Path’ Campaign in February

30. From mid-February to mid-March 2016, Auckland Transport will be running a ‘Share the Path’ campaign to reduce user conflicts and increase safe and courteous use of shared paths in Auckland.

31. There are over 180km of shared paths in Auckland and the number of paths is set to increase significantly in the next 3–5 years with accelerated cycling infrastructure, as well as the development of greenways.

32. User surveys carried out in mid-2015 revealed that people want to feel safe and confident using shared paths, and this depends on all users knowing what behaviour is expected of them.

33. The Waterfront to Mission Bay has been selected as one of the most popular paths to be included in the campaign.

34. There are two components of the campaign for these paths:

· Pavement decals – these will be installed at one or two locations on each path. They will be removed after two weeks and a second set of decals will be installed for another two weeks. The pavement decals (see diagram overleaf) will be made with a non-slip surface.

· Human size emojis – these will be installed for three weeks at five paths around Auckland. The emojis will be accompanied by a small information board encouraging path users to share their photo on social media, and will be promoted via facebook and other social media channels. Auckland Transport will also be bringing the emojis to life with activations, featuring ‘Share the Path’ ambassadors on branded cargo bikes handing out bells and cycling resources. The emojis will be installed near but not on the paths to avoid creating an obstruction. A human size emoji (see diagram below) will be installed on the waterfront walkway from Britomart to Mission Bay.

35. The decals and emojis are scheduled to be installed from 14-18 February 2016. The campaign will then be evaluated at the end of March.

36. The campaign landing page www.at.govt.nz/sharedpaths will be up and running from mid-February.

Consideration

Local Board views and implications

37. The Ōrākei Local Board’s views will be considered during consultation on any proposed schemes.

Implementation

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

Attachments

No.	Title	Page
a View	Schedule of activities undertaken for the second quarter (2015/16) ending 31 December 2015	15

Signatories

Author	Melanie Dale – Elected Member Relationship Manager , Auckland Transport
Authoriser	Jonathan Anyon - Elected Member Relationship Team Manager, Auckland Transport

Ōrākei Local Board

03 March 2016

Auckland Transport Quarterly Update to Local Boards

File No.: CP2016/02858

Purpose

1. The purpose of this report is to inform local boards about progress on activities undertaken by Auckland Transport (AT) in the three months from 1 October 2015 to 31 December 2015.

Attachments include:

A – Travelwise Schools activities

B – Decisions of the Traffic Control Committee

C – Report against local board advocacy issues

D – Report on the status of the local board’s projects under the Local Board Transport Capital Fund (LBTCF).

Recommendation/s

That the Auckland Transport Quarterly Update to Local Boards be received.

Significant activities during the period under review

Strategy and Planning

Transport for Future Urban Growth (TFUG)

2. Under the new business case approach AT has got approved funding to develop growth-related Programme Business Cases (PBCs) to identify the transport infrastructure needed within the next 30 years for the growth areas identified in Auckland Council's Future Urban Land Supply Strategy.

3. The areas to be assessed are the Northwest, Southern, Northern and Warkworth areas. A multi-disciplinary and cross organisational team has been developed and is currently working from a co-located space on the four areas. Procurement is well advanced and consultant teams are on board with a number of workshops planned in January and February.

Central Access Strategy

4. A strategic case was jointly developed by the investment partners, and approved by the New Zealand Transport Authority (NZTA) in November 2015, agreeing the problems faced for access to the city centre. A PBC is underway to identify and agree a programme of options to address the problems, with a high level costs and benefits analysis.

Public Transport Development

Double Decker Network Mitigation works

5. Each route is in a different project phase. By June 2018, the following routes are planned to be completed:

· Mt Eden (31 March 2016)

· Northern Express 2 (30 Jun 2016)

· Great North (31 March 2017)

· Manukau (30 June 2017

· Remuera

· New North

· Onewa

6. Botany bus route 500 (from Botany Town Centre to Britomart) has been cleared.

Public Transport Safety, Security and Amenity

7. Involves enhancing station safety, security and amenity. Current projects include completion of Ellerslie Station canopies, upgrade to Morningside Level Crossing and electronic gating at Manurewa Station. Programmed activities in various phases on these projects are:

· Ellerslie canopies will be completed January 2016

· Morningside Level Crossing Improvement construction work planned for April/May 2016 and interim improvements were completed in November 2015

· Manurewa gates in early design stage.

City Rail Link (CRL)

8. Enabling Works contract 2, construction of pipe jack (services relocation) commenced (Albert Street) on 21 December 2015. Enabling Works Contract 1, Britomart to Lower Albert Street and Contract 2, Lower Albert Street to Wyndham Street, is to commence in May 2016. Main Works: Construction to start in 2018/19 FY subject to funding agreement with Government.

Public Transport Operations

Highlights for the Quarter

9. SuperGold Travel – a competitive tender process for SuperGold funding exempt ferry services from downtown Auckland to Matiatia Wharf, Waiheke – as per Ministry of Transport (MoT) directive. The tender process resulted in two operators being eligible for SuperGold reimbursements from 1 January 2016. Super Gold card holders conversion onto HOP cards has commenced, for delivery by 1 July 2016. This will mean seniors will be required to use HOP cards to access free public transport SuperGold travel.

10. Integrated Fares – just prior to Christmas Thales delivered the first release of version 7.0 (customer facing enhancements) for Integrated Fares, ready for AT to commence testing. Some minor changes to zone boundaries were also approved to mitigate some passengers who would have had fare increases under integrated fares. Initial testing of version 7.0 has commenced. Integrated fares implementation is targeted for mid-2016. A late February 2016 annual PT Fares review will be implemented as a stepping stone to integrated fares.

11. Ferry Improvements – Waiheke Ferry Services: strong growth has been experienced on the route during the year, reaffirming the route as being the most popular on the Auckland Ferry network. A local initiative to display interpretative signage at Matiatia was delivered with the Waiheke Local Board in the last quarter, and way-finding signage was updated and replaced at Matiatia as well. Next quarter will see the installation of a purpose-built customer information/ticket office by Explore. Overall patronage to Waiheke has grown over 10% in the last 12 months with the combination of Fullers and Explore services.

Road Design and Development

Southwest Multi-modal Airport Rapid Transit (SMART)

12. Future proofing of the SMART route on the Kirkbride (trench) intersection is progressing together with the infrastructure works by Highway Network Operations of NZTA. This element of the project is expected to be complete in 2022. AT is working with the East West team to ensure the projects are well aligned at the critical points. The indicative business case is being updated for LRT and heavy rail. The cycle strategy for the wider Mangere area is also underway.

AMETI (Auckland, Manukau Eastern Transport Initiative) – Pakuranga Road Busway

13. Involves provision of a signalised Panmure roundabout, two-lane busway, Walking and Cycling facilities, Panmure bridge upgrade and upgrades to existing bridge and local roads towards Pakuranga Town Centre. A completion date is subject to the outcome/approval of a revised delivery strategy by the AT Board by February 2016. The Notice of Requirement lodgement is ready to proceed, with lodgement pending the outcomes of cultural mitigation discussion. The expected lodgement date is mid-February 2016.

Tamaki Ngapipi Intersection Safety Improvements

14. Involves installation of traffic lights at the Tamaki Drive/Ngapipi Road intersection to address safety issues. The design aims to encourage shared use by reducing conflict points and maintaining efficient movement through the intersection. The AT Board has approved the preferred option, that allows five Pohutukawa trees to be retained, and this option will be taken forward to consenting and construction. Detailed design is underway to finalise the proposal for consenting.

Services

Community and Road Safety Programme

· Delivered alcohol checkpoints in partnership with NZ Police

· Delivered child restraint checkpoints and Plunket promotions in partnership with NZ Police

· Delivered safety messages to motorcycle riders regarding high visibility vests and training in Northcote

· Delivered a targeted social media campaign for high risk young drivers in Henderson

· Delivered a ‘Train the Trainer’ course to local community and NZ Police for Learners Licence in Henderson

· Delivered learner and restricted licencing programmes to high risk young drivers in Mangere

· Delivered a targeted social media campaign for high risk young drivers in Mangere

· Supporting the Accident Compensation Corporation (ACC) and NZTA Young Drivers Signature programme in Mangere.

Commute Travel Planning

15. Unitec Travel Plan – Unitec won the 'Think outside the car award for creative excellence' for its cycling programme including installation of 10 covered, student-designed bike racks.

16. Waitemata District Health Board was awarded the carpooling award at the AT Commute awards for its Carpooling programme.

Travel Demand (2015/16 Year)

17. Transport Choice campaign – ‘Time to cool your love affair with your car' video campaign was promoted for eight weeks primarily via online media and the AT website. Promoted travel choice and encouraged Public Transport, Walking, Cycling, Carpooling and Flexi-working. Over 625,000 views of the videos are recorded – which is a high rate and demonstrates increased awareness.

Road Corridor Delivery

18. The Assets and Maintenance Group is tasked with the responsibility for a wide range of activities within the Road Corridor. These include but are not limited to:

· the delivery of roading and streetlight maintenance and renewal programmes

· managing the access, co-ordination and traffic management impacts of activities taking place within the road corridor

· promoting design innovation and efficiency around how work is carried out on the network

· the development of long term asset management plans and modelling which support the decision making process around the management of Auckland’s roading assets.

Road Corridor Delivery

19. In the 2015/2016 financial year AT is planning to deliver 37.7km of pavement rehabilitation, 480.1 km of resurfacing (comprising 88.9 km of hotmix and 391.2 km of chip sealing), 75.7 km of footpath renewals and 82.7 km of kerb and channel replacement.

Table 1: Progress against Asset Renewal Targets

20. Pavement rehabilitation projects have been completed on Kohimarama Road, Ranui Station Road, Edmonton Road, Robertson Road, Te Irirangi Drive, Ormiston Road, Whitford Road, Glenbrook Road, Linwood Road, Clyde Road, Lakeside Drive, Maygrove Drive, Brigham Creek Road, Mokoia Road, Kahika Road, Diana Drive, Glenmore Road, South Head Road, Waitoki Road, Mahurangi East Road, Hector Sanderson Road and Blind Bay Road. Further projects are underway on College Road, Hunua Road, Roscommon Road, St George Street, Bairds Road and Cavendish Drive.

21. Contracts have been awarded to two suppliers for the provision of Light Emitting Diode (LED) luminaires for the 2015/16 year. In the 2015/16 year approximately 11,000 of the existing 70W High Pressure Sodium (HPS) lamps on the network will be replaced with LED luminaires and connected to the new central management system. Initially most will be in the central and north contract areas. The LED retrofit programme is being accelerated with the aim of completing the replacement of all the existing 70W HPS lamps by 1 July 2018 so as to maximise the available subsidy from the NZTA.

Road Corridor Access

22. Monitoring of Temporary Traffic Management (TTM) at work sites is continuing to ensure compliance with the approved traffic management plans and to identify opportunities for improvement. The average percentage of low risk sites for Quarter 2 is 94% (against the target of 90%).

23. With an anticipated dip in numbers for December, the Corridor Access Request (CAR) team continues to process around 1,300 applications per month. These requests are for AT operations (inclusive of CRL) and various utility operators to access and maintain the assets sitting within the road corridor. Access is also sought by private operators and individuals who need to access the road network to undertake activities such as private water connections etc.

Strategic Asset Management and Systems

24. AT inherited an inventory of 117 permanent traffic counting sites across the Auckland region. These comprise inductive loops installed in the road pavement which detect passing vehicles through electro-magnetic induction. The loops provide details of traffic flows by vehicle category. In addition, AT can deploy pneumatic tubes installed across traffic lanes to undertake ad-hoc traffic counts. These are used where there are no permanent loops installed.

25. The information generated by the loops provides an ongoing record of traffic growth across Auckland, which is used to inform infrastructure design as well as providing current and trend information for the Auckland traffic and growth models managed by the Auckland Joint Modelling Applications Centre (JMAC).

26. The output from these models has been used in the development of the Integrated Transport Programme (ITP), defining AT’s road hierarchy for ONRC, and will be used for the Auckland Transport Alignment Project (ATAP).

27. During the period October to December inclusive, a total of 493 traffic counts were undertaken using a mixture or permanent sites and pneumatic tubes. Additionally, 57 additional counts were undertaken over the Christmas holiday period to identify recreational traffic flows which may be significant at certain locations. Sixteen of these were on Waiheke and four on Great Barrier Island.

Attachments

No.	Title	Page
a View	Travelwise Schools activities broken down by Local Board	33
b View	Traffic Control Committee Decisions	35
c View	Local Board Advocacy Report	37
d View	Local Board Transport Capital Fund Report	39

Signatories

Authors	Various Auckland Transport authors
Authoriser	Jonathan Anyon, Elected Member Relationship Team Manager

Ōrākei Local Board

03 March 2016

Ōrākei Local Board Quick Response: Round Three 2015 - 2016

File No.: CP2016/02590

Purpose

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

Executive Summary

2. The Ōrākei Local Board has set a total community funding budget of $99,000 and an events contestable fund of $14,000 for the 2015/2016 financial year. There is $69,634.00 remaining to allocate in the community funding budget and $7,500 remaining in the events contestable fund budget.

3. Four applications were received in this round with a total request of $9,620.00

Recommendation/s

That the Ōrākei Local Board:

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

Applicant	Focus	Project	Requested	Eligible/ Ineligible
Festival of Life	Event	Towards the venue hire at the Auckland Savings Bank (ASB) Stadium for a free family carnival day	$3,000.00	Ineligible as the event does not meet project start dates as per the Ōrākei Local Board grant programme
Youthline Auckland Charitable Trust	Community	Towards the cost of a projector for use at community events	$1,620.00	Eligible
Matthew Wood, Member of New Zealand Secondary Schools Choir	Arts and Culture	Towards the cost of the airfare to Canada for the international choral kathaumixw	$2,500.00	Lower priority as per the Ōrākei Local Board grant programme requesting activities benefiting communities outside the local board area
Mission Bay Tennis Club	Sport and Recreation	Towards the cost of tennis balls for the club	$2,500.00	Eligible
Total			$9,620.00

Comments

1. The implementation of the new Community Grants Policy commenced on 1 July 2015. The policy supports each local board to adopt a grants programme for 2015/2016 and the Ōrākei Local Board adopted its grants programme on 1 April 2015 (see Attachment A).

2. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

3. The Ōrākei Local Board will operate two local grant rounds and four quick response rounds for this financial year.

4. The Ōrākei Local Board has set a total community funding budget of $99,000 and an events contestable fund of $14,000 for the 2015/2016 financial year. There is $69,634.00 remaining to allocate in the community funding budget and $7,500 remaining in the events contestable fund budget.

5. Four applications were received in this round with a total request of $9,620.00

Consideration

Local Board views and implications

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

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

Māori impact statement

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

Implementation

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

10. Following the Ōrākei Local Board allocating funding for Ōrākei Local Board Quick Response round three, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Ōrākei Local Board Grant Programme 2015/2016	47
b View	Ōrākei Quick Response Round Three 2015/2016	51

Signatories

Author

Danielle Hibson - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

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

Ōrākei Local Board

03 March 2016

Ōrākei Local Board Performance Report for the six months ending December 2015

File No.: CP2016/01416

Purpose

1. To update the Ōrākei Local Board members on progress towards their objectives for the year from 1 July 2015 to 30 June 2016 as set out in the Local Board agreement.

Executive Summary

2. A financial performance report is presented to the local boards for the accounting quarters ending September, December, March and June.

3. Auckland Council departments also present quarterly performance reports to the local boards.

4. To improve overall performance reporting the Financial Advisory Services – Local Boards team produces a combined quarterly financial report and department report

5. The attached report contains the following reports this quarter

· Local Community Services including Libraries

· Local Environmental Management

· Local Sports Parks and Recreation

· Local Board Financial Performance

Recommendation/s

That the Ōrākei Local Board:

a) receive the Performance Report for the Ōrākei Local Board for the financial quarter ended December 2015

Comments

6. In consultation with local boards this report provides the elected members with an overview of local activities from council departments for discussion.

Consideration

Local Board views and implications

7. The report is presented to the Ōrākei Local Board members at a workshop prior to the business meeting.

Māori impact statement

8. Maori, as stakeholders in the council, are affected and have an interest in any report of the local board financials. However, this financial performance report does not impact specific outcomes or activities. As such, the content of this report has no particular benefit to, or adverse effect on Maori.

Attachments

No.	Title	Page
a View	Ōrākei Local Board Performance Report for the six months ending December 2015	65
b View	Auckland Tourism, Events and Economic Development Six monthly report to Ōrākei Local Board 1 July to 31 December 2015	99

Signatories

Author

Audrey Gan - Lead Financial Advisor Local Boards

Authorisers

Christine Watson - Manager Financial Advisory Services - Local Boards

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

Ōrākei Local Board

03 March 2016

Community Led Small Build Programme

File No.: CP2016/02195

Purpose

1. This report provides an update on the implementation of the Community Led Small Build programme (‘the programme’).

2. This report also requests that Ōrākei Local Board delegate to one or more board members to provide the Local Board’s views on new applications to the programme.

3. For Community Led Small Build projects, the Ōrākei Local Board will have a decision making role in relation to funding of projects or where projects are to be located on land or in a facility that the local board is the land owner or has delegated decision making.

Executive Summary

4. The programme has been developed following feedback from local boards and community groups on the barriers that communities encounter when trying to progress small build projects for themselves.

5. This initiative aims to support community groups who want to deliver assets for their wider community, examples include changing sheds, connecting paths, public art or refurbished kitchens in community halls. The intention is to support projects that are community priorities and community led, as such at least 80% of the funding or resources need to come from the community with no more than 20% from rate payer sources, for example, local boards LDI Capex or business improvement districts.

6. Projects that do not require funding from local boards will also be eligible. In these cases the local board views will be a factor in deciding whether the project is supported through the programme.

7. For all new applications in the Ōrākei Local Board area the Board will be asked for their views on whether the project is consistent with the priorities and preferences of the wider community and on the capability of the community group to deliver. A delegation is requested from the Ōrākei Local Board to ensure that new applications can be progressed quickly.

8. If the project is planned to be located on land or in a facility that the local board is the land owner or has decision making on, local board consent will be sought through the standard processes and delegation protocols.

9. When allocating resources council has to balance community led initiatives with their responsibility to all rate payers. For this reason the programme is focused on simple, smaller projects with the majority of funding coming from the community. The criteria are:

· straight forward and standalone projects

· project cost of $250k or less (including valuing in-kind contributions but not including consent fees)

· community contribution (cash or in-kind) of 80% or greater

· the project is agreed between the community group and council staff prior to work commencing (includes technical and health and safety considerations)

· the project creates an asset, usually on land owned or managed by council, that is accessible to the wider community

10. The support provided by council will include a single point of contact in the new Community Facilities department, a toolkit, consent fees generally covered by council and ongoing maintenance of assets vesting with council. Strategic Brokers in the new Community Empowerment team will also play a key role in working with community groups to build capacity.

11. Implementation of the programme is underway starting with a trial of two community led projects, a bike track in Grey Lynn and a bunkhouse in Whangaparaoa.

12. The programme will be rolled out in full once the initial stages of the pilot projects are evaluated in early 2016. The programme will be evaluated after the first year. The community groups involved and local boards will be asked to provide their feedback as part of that evaluation.

Recommendation/s

That the Ōrākei Local Board:

a) receive the update on the Community Led Small Build programme

b) delegate to ____________ to provide the Local Board’s views on new applications for the programme in the Ōrākei Local Board area.

Comments

13. The programme is aimed at supporting communities who want to deliver assets of value to their wider community. The types of projects that may receive support include paths, public art, refurbished kitchens in a community hall or changing sheds. The programme is not designed to support ongoing operational activities. For example if the proposed project is to build a new community garden this programme could support the building of the garden beds and paths, but not the ongoing use of the garden.

14. The programme will predominantly support initiatives on land owned or managed by council however there may be exceptions for projects on land owned by others. Accessibility by the wider community will be a key factor in considering these exceptions.

15. Council has to balance enabling community initiatives with ensuring use of council resources is providing value to rate payers across Auckland. Projects supported through this programme will not be assessed using council’s usual prioritisation frameworks, such as asset management plans, and so need to be simple, smaller projects with the majority of funding coming from the community. As outlined in the executive summary these are key considerations in setting the following criteria for the programme:

· straight forward and standalone projects

· project cost of $250k or less (including valuing in-kind contributions but not including consent fees)

· community contribution (cash or in-kind) of 80% or greater

· the project is agreed between the community group and council staff prior to work commencing (includes technical and health and safety considerations)

· the project creates an asset that is accessible to the wider community (fees can be charged to cover costs and the asset can be secured when not in use).

16. Projects that require notification during the resource consents process will not be considered straightforward unless the notification requirements are limited and all affected landowners provide their support. The requirement for the project to be standalone refers to it not being a part of a larger project, as this could add complexity to the consenting process and is likely to take total costs beyond the $250k threshold.

17. Community groups may receive funding for their project from local board discretionary funds, other council funds (such as the Waste Minimisation Innovation Fund) or a Business Improvement District, however in total this cannot exceed more than 20% of the project cost.

18. The support provided by council will include:

· A single point of contact in council (a project co-ordinator)

· A toolkit including procurement guidance, health and safety checklists and community engagement guidance.

· Consent fees covered by council

· Ongoing maintenance of assets vesting with council

19. Projects will go through a simplified project management process with 4 phases – Apply and Assess, Planning, Delivery and Asset Handover/Evaluation. Gateway assessments during these phases will cover issues such as health and safety, technical requirements and consistency with regional policy and plans.

20. Implementation of the programme is underway starting with a trial of two community led projects, a bike track in Grey Lynn and a bunkhouse in Whangaparaoa. The Grey Lynn Pump Track is a proposed sealed all weather bike track at the northern end of Grey Lynn Park. The Waitemata Local Board support the project and may provide funding.

21. The bunkhouse is proposed overflow accommodation for the Peter Snell Youth Village. The Hibiscus and Bays Local Board support the project but are not providing funding and the project is on land not owned or managed by council. The Peter Snell Youth Village bunkhouse is being used in the pilot to test a project that is not on council land. Accessibility is an important factor for projects not on council land, a fee to cover costs can be charged and assets can be secured when not in use. The Peter Snell Youth Village provides facilities to schools, youth clubs and holiday programmes and provides an opportunity to test the accessibility criteria.

22. The Community Facilities Department, established through the Services Reshape, will be responsible for delivery of the Community Led Small Build programme going forward. A Community Led Projects Co-ordinator will be appointed to lead this programme and facilitate the appropriate level of support across council for each project.

23. Early in 2016, once the initial stages of the two pilot projects have been assessed, the programme will be rolled out more broadly across all local board areas. The programme will be trialled for a year to assess its effectiveness in assisting community groups to deliver assets of value. Those community groups involved and local boards will be asked to provide their feedback as part of that evaluation.

24. Local boards will play an important role in community led small build projects including:

Developing the idea with the community group, ensuring that the views of the wider community are considered

· Potentially providing up to 20% funding

· Providing input into the assessment of new applications

· Promoting the initiative, encouraging support and volunteers across the wider community

· Launch activities and supporting ongoing use of the asset

25. Local board input is important to ensure that the right community initiatives are supported. In particular the Ōrākei Local Board will be asked to comment on whether a proposed project is consistent with the priorities and preferences of the surrounding community as reflected in the Ōrākei Local Board Plan. The capacity of the community group to deliver the project is also a factor that local board input may be asked for.

26. A delegation is requested from the Ōrākei Local Board to one or more board members to provide input on new applications. The delegation is aimed at speeding up the progress for community groups with new applications by eliminating delay due to meeting schedules.

27. If Ōrākei Local Board decide to support a community led small build initiative with funding this needs to be managed through a separate process and formally approved by the Board. However, to reduce the demands on the community group the accountability report (on final delivery of project) could be used both for the local board funding requirements and the programme.

28. Local boards will be provided with regular updates on projects that are receiving support under the programme including an update on which projects are at application stage, planning stage, delivery stage and asset handover/evaluation.

Consideration

Local Board views and implications

29. This programme has been developed based on feedback from community groups and local boards that council needs to ‘get out of the way’ for communities who want to deliver small, straightforward initiatives for themselves.

30. An initial proposed approach was presented to Local Board Chairs on 27 July 2015. Local Board Chairs were generally supportive of the approach although questioned whether the $250,000 limit on project cost and 20% funding limit from council were too low. This feedback will be considered when the programme is evaluated after the first year. The applications for support in the first year will provide an indication of whether the current programme design and criteria is effective in supporting community priorities.

Māori impact statement

31. Community groups wanting to improve outcomes for Māori will be able to access this programme. The Community Led Projects Co-ordinator can organise access to expertise within council to support the community group to achieve their goal.

32. Where any aspects of a proposed project are anticipated to have a significant impact on sites of importance to mana whenua, appropriate consultation will follow, led by the Resource Consents team.

Implementation

33. This programme is aligned with the community empowerment model being implemented by council. Strategic Brokers will play an important role in promoting use of the programme and building the capacity and capability of community groups to deliver small build initiatives.

34. The community group leading a project under the programme is responsible for the delivery of the project; however to different degrees they will be reliant on input from council staff. Simple projects will predominantly be delivered by the community group with a low level of reliance on council process. More comprehensive projects will need more project management, technical input and will need to go through the consenting process.

35. Council will endeavour not to cause delay to a Community Led Small Build project over and above the necessary time required for consents, health and safety, legal and procurement processes.

Attachments

There are no attachments for this report.

Signatories

Author

Karen Titulaer - Senior Advisor Strategic Partnerships

Authorisers

Karen Lyons - Manager Local Board Services

Dean Kimpton - Chief Operating Officer

Ōrākei Local Board

03 March 2016

Draft Business Improvement District Policy (2016) – local board feedback

File No.: CP2016/02196

Purpose

1. The purpose of this report is to invite local boards to provide formal feedback on the draft Business Improvement District (BID) Policy (2016).

Executive Summary

2. The May 2015 Budget Committee approved a review of the BID policy to be undertaken in collaboration with business improvement districts and local boards. The committee also approved a new service delivery model for Auckland Council’s BID programme team. Both need to be operational by 1 July 2016, as per resolution number BUD/2015/62.

3. The primary objective for reviewing the 2011 policy is to clarify and confirm the roles, responsibilities and accountability required for each of the partner groups that have a key role in delivering the Auckland BID Programme. The review is required, as there will be significant changes to the roles of the different partner groups, as part of the move to the new service delivery model. BID Policy (2016) project scope does not include a review of the principles of having a BID programme.

4. BID programmes are based on Auckland Council collecting a targeted rate for core funding – collected using powers under the Local Government (Rating) Act 2002. They are represented by business associations, which are independent incorporated societies sitting outside Auckland Council. Local boards have the primary relationship with business associations operating BID programmes in their area.

5. The December 2015 Regional Strategy and Policy Committee approved the draft policy for consultation (resolution number REG/2015/103).

6. The BID Policy (2016) includes two separate but linked parts:

· Part 1 – Policy – sets the rules “the what to do”

· Part 2 - Policy Operating Standards – “the how to do”

7. Business associations operating existing BID programmes, local boards and stakeholders have had opportunities to input into the development of BID Policy (2016).

8. Local boards are now being invited to provide formal feedback on a revised draft policy (attachment A the policy and attachment B the operating standards).

9. Feedback from local boards will help shape the further development of BID Policy (2016). It would be, however, particularly useful to get local board views on a number of matters outlined below:

i. Are local boards’ roles and responsibilities clear in respect of BID programmes?

ii. Do you agree that BID programmes below $100k target rate income per annum should (normally) have audited financial accounts every two financial years to reduce costs for smaller BID programmes?

iii. Do you consider that the processes outlined to handle problems, issues and serious concerns are fair to all parties and provide enough clarity?

10. Officers are working to ensure that the policy aligns with Auckland Council’s Māori Responsiveness Framework and are in contact with the Independent Maori Statutory Board to discuss relevant opportunities to leverage the Auckland BID Programme.

Recommendation/s

That the Ōrākei Local Board:

a) provide feedback on the draft Business Improvement District Policy (2016) or,

b) delegate to the Chair and member(s) to provide feedback on the draft Business Improvement District Policy (2016) before the feedback deadline of 31 March 2016.

Comments

BID programmes

11. BID programmes are based on Auckland Council collecting a targeted rate to provide core funding to business associations using powers under the Local Government (Rating) Act 2002. The business associations, which are independent incorporated societies sitting outside Auckland Council, deliver the BID programmes.

12. BID programmes are established to develop local business prosperity and local economic development. They are defined by a partnership agreement between each business association and Auckland Council, in which both parties agree to operate within the BID Policy.

13. Local boards have the primary relationship with business associations operating BID programmes in their area including:

i. As collaboration partners – local boards and business associations have a vested interest in a particular place and share similar goals. Working collaboratively will achieve greater outcomes.

ii. As governors – local boards have significant decision-making responsibly for BID programmes, including recommending to the governing body to strike a BID programme target rate and around BID programme establishments, expansions amalgamations and disputes.

BID Policy (2016)

14. The May 2015 Budget Committee approved a review of the BID policy to be undertaken in collaboration with business improvement districts and local boards. The committee also approved a new service delivery model for the Auckland Council BID programme team. Both need to be operational by 1 July 2016, as per resolution number BUD/2015/62.

15. The primary objective for reviewing the 2011 policy is to clarify and confirm the roles, responsibilities and accountability required for each of the partner groups that have a key role in delivering the Auckland BID Programme. The review is required, as there will be significant changes to the roles of the different partner groups, as part of the move to the new service delivery model. BID Policy (2016) project scope does not include a review of the principles of having a BID programme.

16. The BID Policy (2016) establishes the rules and responsibilities of the Auckland BID Programme. It will replace the Auckland Region Business Improvement District Policy (2011), from the date of adoption by Auckland Council.

17. The BID Policy (2016) includes two separate but linked parts:

· Part 1 – Policy – sets the rules “the what to do”

· Part 2 - Policy Operating Standards – “the how to do”.

18. The December 2015 Regional Strategy and Policy Committee approved the draft policy for consultation (resolution number REG/2015/103). Business associations operating BID programmes were invited to provide feedback on the draft policy by 18 December 2015.

Consultation to date

19. The consultation process commenced in September 2015 and partners and stakeholders have had a number of opportunities to provide feedback.

20. Business associations (operating BID programmes) have been invited to attend a number of workshops in September and November to discuss the key themes for policy change and the draft policy. Sixteen separate written submissions on the draft policy were received by business associations by the 18 December deadline.

21. Key sector and industry groups that are represented in BID programme areas and subject matter experts have been asked for feedback on the draft policy. Feedback has been received from Independent Election Services and The Property Institute.

22. Other stakeholders have indicated that they will provide feedback in the next few weeks. Feedback from stakeholders will be incorporated into the revised draft policy.

Differences between BID Policy 2011 and 2016 and feedback received

23. There are a number of key themes for policy change that have helped shape the development of the draft BID Policy (2016). The themes have been discussed as part of the consultation process with local boards, business associations operating BID programmes and key stakeholders. The table below provides details of the key themes for change between the 2011 and 2016 policies, feedback received and the draft policy response to this feedback.

Key themes for change, feedback received and draft policy response

Key themes for change	Differences between 2011 and 2016	Feedback received and response
Clarify and confirm partner roles	Clearer definitions of the roles of each of the key Auckland BID Programme partners	Feedback: · Business associations concerned about the stated local board delegations Draft policy response: Added wording to clarify the overall intent of these delegations - there should be a focus on creating a collaborative and aspirational relationship between a local board and a business association operating a BID programme · Feedback from local boards and local board services team that some of the draft responsibilities of local board representatives on BID programme boards were not appropriate Draft policy response: Draft roles amended to reflect feedback received.
Accountability - keep full financial audits or proportional relating to size of BID (target rate)	Audits for all BID programmes must report on areas of financial control	Feedback: Business associations were overall in favour of keeping audits. Mixed feedback from local boards - a majority keen to keep audits but others requesting a financial review or proportional requirement to BID programme size. Draft policy response: keep audits but: · BID programmes with target rate income of $100,000 per annum or greater - audits every financial year · BID programmes with a target rate income under $100,000 per annum – audits every two financial years - subject to no serious concerns from previous audit.
Resolution of issues	Clearer definition of issues, concerns and the processes to resolve	Feedback: Concern from a number of business associations that the policy steps too soon into intervention by Auckland Council Draft policy response: Relevant sections in both parts of the policy have been re-written to provide a staged response with a significant number of steps before Auckland Council would consider intervention in the management of the BID programme.
Rating mechanisms -Increasing baseline for new BID programmes	The minimum required for a new BID programme establishment is increased from $50,000 to $120,000 (target rate only)	Feedback: BID programmes were overall in favour of increasing the baseline. Mixed feedback from local boards - some agreed with increasing the minimum but others thought that it would disadvantage smaller and/or less prosperous business areas. Draft policy response: Ideal minimum changed to $120,000 but still with the option to explore new BID programme establishment for proposed target rates less than this on a case-by-case basis (subject to the BID programme proponents meeting establishment criteria outlined in Policy Operating Standards).

Local board feedback on BID Policy (2016)

24. Local boards have provided some feedback at the 19 workshops during September and October 2015 on the key themes of accountability, new BID programme establishment and programme leverage.

25. Local boards are now being asked to provide formal feedback on a revised draft policy (attachment A the policy and attachment B the operating standards).

26. Feedback from local boards will help shape the further development of BID Policy (2016). It would be, however, particularly useful to get local board views on a number of matters outlined below:

i. Are local boards’ roles and responsibilities clear in respect of BID programmes?

ii. Do you agree that BID programmes below $100k target rate income per annum should (normally) have audited financial accounts every two financial years to reduce costs for smaller BID programmes?

iii. Do you consider that the processes outlined to handle problems, issues and serious concerns are fair to all parties and provide enough clarity?

Next steps

27. Feedback from local boards, external stakeholders and any further feedback from business associations (operating BID programmes) will be reviewed by officers and this will help inform the further development of the policy. Officers will then hold a second joint workshop with Regional Strategy and Policy Committee members and local board chairs and/or ED portfolio holders in mid-April, before seeking approval of the final draft version of the policy at the 5 May 2016 committee meeting.

Consideration

Local Board views and implications

28. The consultation process commenced in September 2015 and local boards have had a number of opportunities to provide feedback including:

· A memo was sent to local board members and councillors on 16 September 2015 outlining the purpose and proposed process for developing the policy.

· Following the memo, officers provided a briefing to the Local Board Chair’s Forum on 28 September 2015

· During September and October 2015, officers attended 19 local board workshops to seek feedback on the proposed key themes for policy change

· The draft BID Policy (2016) was work-shopped with members of the Regional Strategy and Policy Committee, local board chairs and local board economic development portfolio holders on 5 November 2015. This workshop provided a progress update and outlined the feedback received from both BID programmes and local boards to date

· A second memo was sent to local board members on 1 December 2015, providing an update on the policy development process, attaching the draft BID Policy (2016) and a summary of local board and business association feedback to date.

Māori impact statement

29. Officers are working with Auckland Council’s Te Waka Angamua Department to ensure that the BID Policy (2016) aligns with the Auckland Council’s Māori Responsiveness Framework.

30. Officers are in contact with the Independent Māori Statutory Board to discuss the policy and opportunities to leverage the Auckland BID Programme.

31. Paragraph 1.9 of the BID Policy 2016 (part 1) outlines the potential to leverage the Auckland BID Programme under the new operational model, working initially within Auckland Council to identify potential opportunities. For example, this could include working closely with key stakeholders and business associations to investigate and pilot opportunities to provide assistance to Māori businesses or facilitate Māori economic development.

Implementation

32. The BID (Policy) 2016 and the new BID Programme Team service delivery model are intended to become operational on 1 July 2016.

Attachments

No.	Title	Page
a View	Draft Business Improvement District (BID) Policy 2016 - Part 1	121
b View	Draft Business Improvement District (BID) Policy 2016 - Part 2	163

Signatories

Author

Stephen Cavanagh - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager,CCO/External Partnerships team

Karen Lyons - Manager Local Board Services

Ōrākei Local Board

03 March 2016

Ōrākei Local Board

03 March 2016

Feedback on the Draft Civil Defence and Emergency Management Group Plan

File No.: CP2016/02504

Purpose

1. To seek local board feedback on the draft Civil Defence and Emergency Management (CDEM) Group Plan 2016 -2021, noting that the draft CDEM Group Plan advocates for each local board to develop local emergency management plans.

Executive Summary

2. Auckland Council is required under the Civil Defence and Emergency Management Act (2002) to develop and review the direction for civil defence and emergency activities within Auckland through a five yearly review of the Civil Defence and Emergency Management (CDEM) Group Plan. The current CDEM Group Plan for Auckland is due to expire in June 2016.

3. A draft Auckland Civil Defence and Emergency Management (CDEM) Group Plan 2016-2021 (draft Group Plan) has been developed for consultation (a copy is appended as Attachment A). The draft Group Plan is primarily centred on community empowerment and resilience across all environments (social, economic, environmental and infrastructure).

4. This report asks the board to provide feedback on the draft Group Plan, with particular reference to the proposal for local boards to champion development of local emergency management plans, and the role of elected members in a civil defence emergency.

Recommendation/s

That the Ōrākei Local Board:

a) provide feedback on the draft Civil Defence and Emergency Management Group Plan 2016-2021, with particular reference to local priorities for emergency management.

Comments

5. The Auckland CDEM Group is a statutory committee of Auckland Council as required under section 12 of the CDEM Act. The CDEM Group has overall responsibility for the provision of CDEM within Auckland. It comprises five elected members of the Auckland Council and a number of co-opted observers from CDEM agencies invited by the committee to attend.

6. The CDEM Group has delegated authority to develop, approve, implement, and monitor the CDEM Group Plan. The purpose of the Group Plan is to enable the effective, efficient and coordinated delivery of CDEM across Auckland while building a resilient Auckland with our communities. All CDEM groups are required every five years to consult on the development of group plans under the CDEM Act (2002). The current Group Plan for Auckland expires at the end of 2016.

7. The draft Group Plan has been developed as a framework for action which will form the basis for more detailed business planning and development of civil defence and emergency management work programmes. The key framework areas for consultation are:

· Knowledge through education

· Volunteer participation

· Emergency Management planning

· Business and organisational resilience

· Strong partnerships

· Response capability and capacity

· Information and communications technologies

· Build Back better

· A safe city

· Research

· Building resilient communities

8. Local boards are well placed to help with leadership, championing resilience and local engagement in their respective communities. The draft Group Plan proposes that this role be formalised through the development of local CDEM plans. It is anticipated that the development of local CDEM plans will provide further opportunity for local boards to determine their role in a civil defence emergency.

9. Actions described in further detail on page 37 of the attached draft Group Plan respond to feedback received from local board workshops that local boards wanted a more formalised, simple mechanism to support their communities in planning and responding to emergencies.

10. Public consultation timelines on the draft Group Plan is from 15 February to 18 April 2016 with significant consultation as part of the Have your Say annual plan events. The final Group Plan is due to be formally adopted by the CDEM Committee in August 2016.

Consideration

Local Board views and implications

11. Local board portfolio holders have been briefed on issues relevant to the draft Group Plan and, on their recommendation, workshops were held with 20 of the local boards in October 2015. The results of these workshops helped formulate relevant sections of the draft Group Plan.

12. Local board views on the draft Group Plan are being sought in this report. Subject to consultation, the Group Plan indicates a wider role for local boards in emergency management.

Māori impact statement

13. Māori will have the opportunity to submit on the draft Group Plan during the statutory consultation phase.

14. In addition, the CDEM department are developing a Māori Responsiveness Plan to support a more proactive approach to engaging iwi and mataawaka in emergency management planning.

Implementation

15. The draft Group Plan is to be adopted by the CDEM Committee in August 2016. The Group Plan is also provided to the Ministry of Civil Defence and Emergency Management for review. The flow chart appended as Attachment B to this report provides further information on the process for developing and implementing the Group Plan.

Attachments

No.	Title	Page
a View	Draft Auckland Civil Defence and Emergency Management Group Plan 2016-2021	261
b View	Process for developing the draft Group Plan	325

Signatories

Author

Janice Miller – Manager Logistics, Civil Defence and Emergency Management

Authorisers

John Dragicevich – Civil Defence and Emergency Management Manager

Relationship Manager

Karen Lyons – Manager Local Board Services

Ōrākei Local Board

03 March 2016

Governance Forward Work Calendar

File No.: CP2016/00135

Purpose

1. To present to the board with a 12 month governance forward work calendar.

Executive Summary

2. This report introduces the governance forward work calendar: a schedule of items that will come before the board at business meetings and workshops over the next 12 months. The governance forward work calendar for your board is included in Attachment A.

3. The calendar aims to support local boards’ governance role by:

· ensuring advice on agendas and workshop material is driven by local board priorities

· clarifying what advice is required and when

· clarifying the rationale for reports.

4. The calendar will be updated every month. Each update will be reported back to business meetings and distributed to relevant Council staff. It is recognised that at times items will arise that are not programmed. Board members are welcome to discuss changes to the calendar.

Recommendation/s

That the Ōrākei Local Board:

a) note the attached Governance Forward Work Calendar.

Comments

5. Council’s Quality Advice Programme aims to improve the focus, analysis, presentation and timeliness of staff advice to elected representatives. An initiative under this is to develop forward work calendars for governing body committees and local boards. These provide elected members with better visibility of the types of governance tasks they are being asked to undertake and when they are scheduled.

6. Although the document is new, there are no new projects in the governance forward work calendar. The calendar brings together in one schedule reporting on all of the board’s projects and activities previously approved in the local board plan, long-term plan, departmental work programmes and through other board decisions. It includes governing body policies and initiatives that call for a local board response.

7. This initiative is intended to support the boards’ governance role. It will also help staff to support local boards, as an additional tool to manage workloads and track activities across council departments, and it will allow greater transparency for the public.

8. The calendar is arranged in three columns, “Topic”, “Purpose” and “Governance Role”:

· Topic describes the items and may indicate how they fit in with broader processes such as the annual plan

· Purpose indicates the aim of the item, such as formally approving plans or projects, hearing submissions or receiving progress updates

· Governance role is a higher-level categorisation of the work local boards do. Examples of the seven governance categories are tabled on the following page.

Governance role	Examples
Setting direction/priorities/budget	Capex projects, work programmes, annual plan
Local initiatives/specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

9. Board members are welcome to discuss changes to the calendar. The calendar will be updated and reported back every month to business meetings. Updates will also be distributed to relevant Council staff.

Consideration

Local Board views and implications

10. All local boards are being presented with governance forward work calendars for their consideration.

Māori impact statement

11. The projects and processes referred to in the governance forward work calendar will have a range of implications for Māori which will be considered when the work is reported.

Implementation

12. Staff will review the calendar each month in consultation with board members and will report an updated calendar to the board.

Attachments

No.	Title	Page
a View	Governance Forward Work Calendar for Ōrākei Local Board	333

Signatories

Authors

Neil Taylor – Senior Advisor Ōtara-Papatoetoe Local Board

Kris Munday – Senior Advisor Improvement Team

Authorisers

Karen Lyon – Manager Local Boards Services

Ōrākei Local Board

03 March 2016

Board Member Report - Troy Churton

File No.: CP2016/02891

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 Board Member Churton’s report.

b) support the concept of incentivising the retention and maintenance of non-scheduled trees to minimise the loss of trees from the Ōrākei Local Board area.

c) request that Council officers investigate options for setting up a tree protection incentive scheme for non-scheduled trees.

Portfolios: Regulatory and Planning

Sub-portfolios: Parks and Reserves

Portfolio and other activities for the month

Excluding regular Board workshops and meetings activities:

· reviewing judicial review decision for 48 Seaview Road, Remora - and liaising with constituents and planner staff about process

· attending PAUP public meeting and fielding numerous calls and emails since

· attending local neighbourhood meeting regarding BeGroup application for Rawhiti Bowling Club

· attending resident association meeting

· processing comments on pre 1944 demolition applications ( e.g. 21 Clarendon Road, St Heliers)

· discussion on new tree protection funding

· pursuing signage upgrades for St Johns retailers - requests to Auckland Transport

Attachments

No.	Title	Page
a View	Member Churton: Tree Retention and Maintenance Scheme for the Ōrākei Ward	349
b View	Attachment B: Tabled Item: Ōrākei Local Board Workshop 11 February 2016	351
c View	Court Decision: 48 Seaview Road, Remuera, Auckland	353

Signatory

Author

Board Member Troy Churton

Date: 22 February 2016

Ōrākei Local Board

03 March 2016

Board Member Report - Kate Cooke

File No.: CP2016/02754

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: Arts, Culture and Recreation

Sub- portfolios: Economic Development, Environment & Sustainability

Portfolio activities for the month

The mosaic medallions which form the artwork at the base of the steps on Tamaki Drive leading to Bastion Point are installed and finishing touches are now being put in place. The artwork will be blessed in March and work will commence on descriptive signage once the design artist is available to work on this.

The debrief for Carols on the Green identified a need for a different plan for the event this year. This event has grown to a stage where Council Events will run it while still involving the community as we have done in the past. The Board has a very dedicated committee who has always given us a wonderful celebration of Christmas for this ward. The survey results showed that visitors liked the format and the event, and the extra money allocated to sound this year was appreciated.

Other activities

2 February Monthly catchup with the Events Team

Meadowbank-St John’s Residents’ Association meeting

4 February Ōrākei Local Board Business meeting

6 February Attended powhiri at Ōrākei Marae for Waitangi Day

9 February Public meeting to discuss Unitary Plan process at ASB Stadium

11 February Board workshop

Ōrākei Residents’ Association meeting

12 February Meeting of The Landing subcommittee

Meeting with Civic Events to discuss Anzac Day service

15 February Public Art team catchup

Ellerslie Business Association meeting

Ellerslie Residents’ Association – mayoral forum

16 February Community Development Update

Parks meeting

Anzac Day service meeting with Civic Events and committee

17 February Carols on the Green debrief with Events team

18 February Attended a performance by the APO at the Town Hall

19 February Site visit to check on Weetbix Tryathlon setup

Attachments

There are no attachments for this report.

Signatory

Author

Board Member Kate Cooke

Date: 21 February 2016

Ōrākei Local Board

03 March 2016

Board Member Report - Colin Davis

File No.: CP2016/00149

Purpose

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

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

Madills Farm, Kohimarama

As part of the Board’s environmental programme, the stream in Madills Farm is being restored by removing the invasive weeds and replanting the stream banks with native plants. This will improve the habitat for native birds and stream life, reduce erosion on the stream banks and the input of silt into Kohimarama Beach, provide spawning opportunities for native fish, and help beautify the reserve. A total of 3,000 native plants will be planted on the stream banks this financial year. In addition to contractor planting in difficult access areas, a community planting day at the Reserve is being planned for Sunday 12 June. Free on-site consultation with a native bush-care specialist is being offered to residents of properties backing onto Madills Farm Reserve stream, including practical advice on effective weed control methods.

Remuera Stream and Waiata Reserve

Last October the Board allocated $25,000 to a Hobson Bay catchment care project. As the result of the commissioned scoping study, the Remuera Stream offered the best potential for an environmental project. The Board then agreed to a stream restoration project in Waiata Reserve. A planting plan has been prepared for implementation by 30 June 2016; this also includes a maintenance plan plus identified additional areas for restoration in subsequent financial years. A total of 4,945 plants have been recommended to be planted over a three year period, of which 1615 native plants will be planted this financial year, through infill planting and planting of new areas along the Remuera Stream in Waiata Reserve.

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.

Restoration Heritage Searchlight Emplacements – Tamaki Drive

Funding has now been allocated from the Board’s heritage budget and a project manager assigned to advance this project. Trees adjacent to emplacements nos. 1 and 2 were trimmed in the 4^th 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.

Weed and vegetation clearance on the Whenua around searchlight emplacement no. 3 still needs to done which will not only improve the visual amenity of this part of Tamaki Drive but will also 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. The draft text has now gone to the Council’s Communications staff before it goes to a sign designer to prepare a draft sign.

Stonefields Heritage Trail

I have nothing new to report.

History of Ellerslie

This has been finalized and is with the team leader of the Research Centre at Auckland central library for binding. A limited number of copies will be printed for deposit in local libraries.

3-5 Eltham Road, Kohimarama

Since I reported last, I understand that the Council’s Heritage Unit has completed a heritage evaluation of the buildings on this property as part of the reporting on the application to demolish the pre-1944 house and shops at 3-5 Eltham Road, Kohimarama. The house is apparently an example of a transitional villa which may be unique in the Auckland area. The Heritage Unit has recommended that the house and shops be scheduled as important heritage features of the early residential and commercial development of Kohimarama. It remains to be seen whether the application to demolish will be publicly notified and the application to demolish is granted by the planning commissioner.

Brookfield Memorial St Heliers

The drinking fountain at the heritage Brookfield Memorial, which has been out of commission for some months, is in the process of being replaced and will be installed before Anzac Day.

Libraries

There is nothing specific to report.

Local (non sports) Parks

There has been no formal 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 parks naming policy and guidelines.

Activities since 22 January 2016

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

25 January As Chair of the Auckland Library Heritage Trust, the event at the Auckland central library about Shakespeare and the pop-up Globe theatre constructed in Greys Avenue.

26 January with the Chair and Board member Parkinson a meeting with representatives of the Outboard Boating Club regarding ongoing use of the Council’s reserve adjacent to the Club’s premises in association with redevelopment of the Club’s premises.

28 January a meeting with members of Heritage New Zealand regarding the Mission House.

2 February a meeting of the WWI Commemoration Political Steering Group.

2 February a meeting of the WWI Centennial Memorial Working Party.

4 February Board workshop regarding an election year policy, drafted by Council staff, which will impact on what elected members may or may not do during 2016 leading up to the 2016 local government elections.

4 February the Ōrākei Local Board business meeting.

5 February a meeting of the WWI Centennial Memorial Working Party.

9 February the public meeting at ASB Stadium, Ōrākei, regarding the Governing Body’s proposed Unitary Plan changes.

10 February a meeting of the WWI Commemoration Political Steering Group.

11 February Ōrākei Local Board workshop various topics.

12 February a meeting with Council civic events staff regarding initial planning for the 2016 Anzac Day observance at St Heliers.

14 February the concert by Bach Musica at the Town Hall.

15 February the meeting of the Auckland Library Heritage Trust, which I Chair.

15 February the public arts portfolio meeting with Board member Cooke.

15 February the public meeting hosted by the Ellerslie Residents’ Association to introduce mayoral candidates.

16 February a meeting with representatives of the Parnell Cricket Club, and with the Chair and Board member Parkinson regarding the Club’s Shore Road premises and fields.

16 February regular scheduled OLB parks portfolio holders’ briefing.

16 February a meeting with Council civic events staff and stakeholders regarding planning for the 2016 Anzac Day observance at St Heliers.

17 February a meeting of the WWI Commemoration Political Steering Group.

18 February an on-site inspection at Churchill Park with Board member Parkinson and parks staff regarding the former clubhouse site.

18 February Ōrākei Local Board workshop various topics.

20 February an event at St Heliers library celebrating the Chinese Year of the Monkey.

Attachments

There are no attachments for this report.

Signatory

Author

Colin Davis, Ōrākei Local Board Councillor

Date: 20 February 2016

Ōrākei Local Board

03 March 2016

Board Member Report - Mark Thomas

File No.: CP2016/02736

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: Economic Development and Urban Design

Sub- portfolios: Strategy, Finance, Rates and Governance; Unitary Plan

Other Memberships: Member, Remuera Business Association; Member East City Community Trust/ASB Stadium

Portfolio activities for the month

Economic Development and Urban Design:

· Visitor Strategy: Remuera and Ellerslie trails are completed and awaiting board sign-off.

· Work is progressing on leveraging the visitor trail work as the main economic development project for 2015/16.

· ATEED has finalised its implementation proposals for the three projects it is supporting us on:

o Better leveraging events for local businesses

o Opportunities associated with Colin Maiden Park

o Visitor strategy.

Remuera Village Upgrade Project (ReVUP)

· The AT/NZTA LED light trial in Remuera is underway

· The ReVUP project is being reviewed

· Liaison is underway with PDA and AT on the Clonbern carpark.

Any other issues

Annual Agreement Projects

Economic Development Strategy: The next steps are to be considered, although the Visitor Strategy – an Ōrākei Economic Development Strategy project – is being progressed. 5/10

Hobson Bay action plan:

1) Pre resource consent work on a mangrove management plan is supposed to be underway. A recent update has been delayed.

2) The water quality project is being progressed as part of Colin’s Environment work programme.

3) Increasing access points around the Bay is being addressed by the proposal to establish a pontoon in the channel behind the cricket club. Progress 6/10.

Ōrākei Visitor Strategy: The primary focus now is progressing the visitor walkways in the Tamaki, Remuera and Ellerslie precincts. 6/10

Tamaki Drive Master Plan implementation: Slow progress. Progress 1/10

Unitary Plan: I have argued publicly that the unjustified and non-consulted changes to residential zooming be withdrawn and have been liaising with 2040.

I would like to thank the Ōrākei ward residents associations for the terrific job they did organising the very popular unitary plan meeting held recently. This was believed to be the largest meeting ever held in Auckland on the Unitary Plan.

As result of meeting, as well as feedback from communities around the region, an extraordinary Governing Body meeting to be held on Wednesday 24 February will try and resolve the issue.

Other activity

· The usual busy month of meetings including Auckland Anniversary and Waitangi Days.

Attachments

There are no attachments for this report.

Signatory

Author

Board Member Thomas

Date: 29 February 2016