Agenda of Upper Harbour Local Board

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

Date:

Time:

Meeting Room:

Venue:

Tuesday, 24 May 2016

7.00pm

Upper Harbour Local Board Office
30 Kell Drive
Albany

Upper Harbour Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Lisa Whyte
Deputy Chairperson	Brian Neeson, JP
Members	Callum Blair
	John McLean
	Margaret Miles, JP
	Christine Rankin-MacIntyre

(Quorum 3 members)

Neda Durdevic

Democracy Advisor

18 May 2016

Contact Telephone: (09) 486 8593

Email: neda.durdevic@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

	Portfolio Activity	Responsibilities	Board Lead/s and Alternate
1	Governance	· Board Leadership · Board-to-Council Relationships · Board-to-Board Relationships · Civic Duties · Advocacy (local, regional, and central government) · Relationships with Maoridom · Relationships with government departments and agencies · Relationship with Property CCO · Relationship with Auckland Waterfront Development · Advocacy with Governing Body (Local Board Plan; Local Board Agreements) · Unitary Plan · Local area plan	Brian Neeson Lisa Whyte
2	Regulatory & Bylaws / Civil Defence Emergency Management .	· Resource consents · Heritage · Liquor · Gambling · Swimming pools fencing · Trees · Bylaws · Relationships with the Civil Defence Emergency Management Group · Community preparedness, disaster response, relief, and recovery	Callum Blair John McLean Christine Rankin-MacIntyre Margaret Miles (Resource Consents only)
3	Events / Arts and Culture	· Community celebration · Community identity · Neighbourhood gatherings and renewal · Event compliance · Relationship with ATEED · Relationship with Regional Facilities CCOs · Tourism · Artistic and cultural service levels · Promoting all aspects of artistic endeavour · Development of public art strategy and policy	Margaret Miles
4	Community and social well-being / Local Facilities	· Community development · Neighbourhood relationships · Funding for neighbourhood projects · Community safety (excl. town centres) · Graffiti removal · Community advocacy · Relationships with Youth · Leisure centres · Community houses · Halls · Community hubs · Arts facilities · Community Partnerships · Asset Management	Callum Blair Margaret Miles

	Portfolio Activity	Responsibilities	Board Lead/s and Alternate
5	Libraries	· Stewardship of libraries · Mobile library	Christine Rankin-MacIntyre Lisa Whyte
6	Sports parks and recreation (active) / Parks, Reserves and playgrounds (passive)	· Stewardship of sports parks · Stewardship of recreation facilities · Relationship with sports clubs · Neighbourhood parks and reserves (incl. esplanade reserves and the coastline) · Design and maintenance · Plantings, playgrounds, bollards, and walkways · Skateparks · Track Network development	Margaret Miles Lisa Whyte
7	Town Centres	· Town centre renewal · Design and maintenance · Community safety within town centres · Business Improvement Districts liaison · Urban design · Built Heritage	Margaret Miles Brian Neeson
8	Transport / Regional Transport and CBD development	· Local transport projects and public transport (incl. roading, footpaths, cycleways) · Liaison on regional Transport matters · 2^nd harbour crossing · Bridge walk cycleway · Inner City Rail Link · Waterfront development · CBD master plan	John McLean Margaret Miles
9	Natural Environment .	· Restoration of wetlands, streams, and waterways · Local priorities in relation to regional environmental management · Costal management including mangrove encroachment and erosion mitigation · Relationships with Watercare · Waste minimisation strategy · Bio security	John McLean Callum Blair Lisa Whyte (waste minimisation only)
10	Economic Development / Financial oversight	· Key relationship with Business Development Manager in Auckland Tourism Events and Economic Development team · Establish and promote local opportunities for increased tourism and economic development · Budgets · Project expenditure · Monitor GB strategy and Finance · Service Levels · Local funding policy	Lisa Whyte Margaret Miles

Upper Harbour Local Board

24 May 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 7

2 Apologies 7

3 Declaration of Interest 7

4 Confirmation of Minutes 7

5 Leave of Absence 7

6 Acknowledgements 7

7 Petitions 7

8 Deputations 8

9 Public Forum 8

10 Extraordinary Business 8

11 Notices of Motion 8

12 Meeting Minutes Upper Harbour Local Board, Tuesday, 10 May 2016 9

13 Upper Harbour Quick Response Grants: Round Four 2015/2016 19

14 Renewal of community lease to North Habour BMX Association Incorporated, Rosedale Park, 169 Bush Road, Albany 39

15 New community lease to Herald Island Residents' and Ratepayers Association Incorporated, 57 Ferry Parade, Herald Island 43

16 Expansion of the North Harbour Business Improvement District (BID) Programme. 53

17 New Road Name Approval for Subdivision at 47 Fernhill Way Albany 113

18 Upper Harbour Local Board Discretionary Funds Status for the 2015/2016 financial year 119

19 Governing Body Members' Update 121

20 Summary of Actions and Reports Requested - Upper Harbour Local Board - May 2016 123

21 Record of the Upper Harbour Local Board workshop held on
Tuesday, 19 April and Tuesday, 3 May 2016 127

22 Record of the Upper Harbour Local Board portfolio briefings held in April 2016 133

23 Governance forward work calendar 141

24 Holding Report for decisions relating to the Albany Community Hub 145

25 Holding Report for decisions relating to the Albany Stadium Pool 147

26 Board Members' Reports 149

27 Consideration of Extraordinary Items

1 Welcome

2 Apologies

An apology from Member Callum Blair was 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.

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 10 May 2016, including the confidential section, as a true and correct record.

5 Leave of Absence

At the close of the agenda no requests for leave of absence had been received.

6 Acknowledgements

At the close of the agenda no requests for acknowledgements had been received.

7 Petitions

At the close of the agenda no requests to present petitions had been received.

8 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Upper Harbour Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

At the close of the agenda no requests for deputations had been received.

9 Public Forum

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

At the close of the agenda no requests for public forum had been received.

10 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

11 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Upper Harbour Local Board

24 May 2016

Upper Harbour Quick Response Grants: Round Four 2015/2016

File No.: CP2016/04135

Purpose

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

Executive Summary

2. The Upper Harbour Local Board has set a total community funding budget of $278,000 for the 2015/2016 financial year.

3. A total of $218,631 has been allocated in previous grant rounds, leaving a remaining balance of $59,369 for the 2015/2016 financial year.

4. Three applications were received in this round, with a total amount requested of $5,500

Recommendation/s

That the Upper Harbour Local Board:

a) consider the applications listed below and agree to fund, part-fund or decline each application:

App ID	Focus	Organisation/ Individual Name	Project	Total Requested
QR1617-401	Community	Air Training Corp (ATC) Squadron Support Committee	Funding towards transport costs of various activities between June 2016 – June 2017	$2,000
QR1617-403	Community	Youthline Auckland Charitable Trust	Equipping Youthline youth workers to support struggling Upper Harbour youth	$2,000
QR1617-404	Community	Royal New Zealand Plunket Society Waitemata Area Society Inc.	Hobsonville Pipis Playgroup venue hire	$1,500
Total				$5,500

Comments

5. 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 Upper Harbour Local Board adopted its grants programme on 20 April 2015 (refer to Attachment A).

6. 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; and

· any additional accountability requirements.

7. The Upper Harbour Local Board will operate four quick response rounds and two local grant rounds for this financial year. The fourth quick response round closed on 15 April 2016.

8. The new community grant programmes have been extensively advertised through the new council grant webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, local newspapers and community networks. Staff have also conducted a series of public workshops in local board areas, which have been attended by approximately 1,000 people across the Auckland region.

9. The Upper Harbour Local Board has set a total community funding budget of $278,000 for the 2015/2016 financial year.

10. A total of $218,631 has been allocated in previous grant rounds, leaving a remaining balance of $59,369 for the 2015/2016 financial year.

11. Three applications were received in this round, with a total amount requested of $5,500 (refer to Attachment B).

Consideration

Local board views and implications

12. Local boards are responsible for the decision-making and allocation of local board community grants. The Upper Harbour 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.

13. The board is requested to note that section 48 of the Community Grants Policy recommends that local boards 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

14. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes and 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 Community Grants Policy supports the principle of delivering positive outcomes for Maori.

Implementation

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

16. Following Upper Harbour Local Board decision-making, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Upper Harbour Grants programme 2015/2016	23
b View	Upper Harbour Quick Response, Round Four application summaries	27

Signatories

Authors

Fua Winterstein - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Renewal of community lease to North Habour BMX Association Incorporated, Rosedale Park, 169 Bush Road, Albany

File No.: CP2016/08346

Purpose

1. This report seeks approval from the Upper Harbour Local Board to grant a renewal of a community lease to North Harbour BMX Association Incorporated, Rosedale Park, 169 Bush Road, Albany (refer Attachment A).

Executive Summary

2. North Harbour BMX Association Incorporated has a community lease entered into with the legacy North Shore City Council, for a term of 10 years commencing 1 January 2006. The lease allows for one 10 year right of renewal. The association wishes to exercise its right of renewal for the period 1 January 2016 to 31 December 2025.

3. The site occupied by the association is described as parts of Part Allotment 653 Parish of Paremoremo (Part Allotment 653) comprising 23.1885 hectares and Section 4 SO 444799 (Section 4) comprising 4.4934 hectares. Part Allotment 653 is contained in NA42A/237 while Section 4 is not currently contained in any title.

4. Part Allotment 653 and Section 4 are both currently held by the Crown through the Department of Conservation (DOC) as classified recreation reserves, subject to the Reserves Act 1977, and vested in the Auckland Council, in trust, for recreation purposes.

5. The improvements on the site are owned by the North Harbour BMX Association Incorporated.

6. This report recommends granting the renewal of community lease to North Harbour BMX Association Incorporated for a term of 10 years commencing 1 January 2016.

Recommendation/s

That the Upper Harbour Local Board:

a) grant the renewal of lease to North Harbour BMX Association Incorporated for part of Rosedale Park, 169 Bush Road, Albany, on the following terms and conditions:

i) term - 10 years commencing 1 January 2016;

ii) rent - $1.00 plus GST per annum; and

iii) all other terms and conditions as contained in the existing lease dated 6 June 2006.

Comments

7. North Harbour BMX Association Incorporated (the Association) has a community lease entered into with the legacy North Shore City Council, for a term of 10 years commencing 1 January 2006. The lease allows for one 10 year right of renewal. The Association wishes to exercise its right of renewal for a final period of 10 years.

8. The site currently occupied by the Association is described as parts of Part Allotment 653 Parish of Paremoremo (Part Allotment 653) comprising 23.1885 hectares, and Section 4 SO 444799 (Section 4) comprising 4.4934 hectares. Part Allotment 653 is contained in NA42A/237, while Section 4 is not currently contained in any title.

9. Part Allotment 653 and Section 4 are both currently held by the Crown through the Department of Conservation (DOC) as classified recreation reserves, subject to the Reserves Act 1977, and vested in the Auckland Council in trust for recreation purposes.

10. The improvements on the site are owned by the North Harbour BMX Association Incorporated.

11. The Association was registered as an Incorporated Society on 4 August 1980. The objectives of the club are to:

· form a body to promote and enhance the sport of bicycle moto-cross (BMX) and promote the sport of BMX racing;

· encourage and ensure safe active participation in a healthy and environmentally acceptable sport; and

· encourage, through participation at sports meetings and other gatherings of the Association, the physical and social well-being of the members of the Association.

12. The Association is affiliated to BMX New Zealand, and it is a requirement of affiliation that all members hold a BMX NZ license.

13. The Association has over 200 members, and the season runs from October to April each year. Members are welcome to use the track during the winter months, subject to weather and track conditions.

Consideration

Local board views and implications

14. Council staff sought informal input from the Upper Harbour Local Board at a workshop held on 19 April 2016.

15. The Upper Harbour Local Board has allocated decision-making authority to approve the granting of a renewal of community lease.

Māori impact statement

16. There are no changes in use or operational activities being conducted on the land.

17. Ensuring community facilities are well maintained and accessible for all members of the community, will be of benefit to all, including Māori.

Implementation

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

19. There are no cost implications for Auckland Council.

Attachments

No.	Title	Page
a View	Site map of North Harbour BMX Association Incorporated	45

Signatories

Authors

Michelle Knudsen - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

New community lease to Herald Island Residents' and Ratepayers Association Incorporated, 57 Ferry Parade, Herald Island

File No.: CP2016/08352

Purpose

1. This report seeks approval from the Upper Harbour Local Board, to grant a new community lease to Herald Island Residents’ and Ratepayers Association Incorporated, 57 Ferry Parade, Herald Island.

Executive Summary

2. Waitakere City Council entered into a deed of lease with Herald Island Residents’ and Ratepayers Association (the Association), for premises at 57 Ferry Parade (refer to Attachment A) from 1 October 2001, for a term of five years to 30 September 2006. Since that date, the Association has had occupation of the old post office and fire station on a month by month basis. Both facilities are owned by Auckland Council.

3. The Association wishes to continue leasing the land and the buildings at 57 Ferry Parade, Herald Island. The land is held in fee simple by Auckland Council, described as
Lot 215 DP 31409, comprising 809 square metres, and contained in NA 75C/45.

4. At the expiry of a lease for a council-owned building, it is good practice to review alternatives for the use of the premises. An expression of interest process can be undertaken to gauge interest and best use. Alternatively, if the service provided by the incumbent or similar group is needed in the area and the group is performing well, the local board has the ability to grant a new lease without undergoing an expression of interest process. The Upper Harbour Local Board has indicated support for the latter option to grant a new lease to the Association without undergoing an expression of interest process.

5. The land is subject to the Local Government Act 2002, meaning that any proposed lease must be publicly notified in accordance with section 138 of the act. Any submissions will be given full consideration by the Upper Harbour Local Board or its nominated representatives, before a final decision on the matter is made.

6. As part of this process, iwi consultation must also be undertaken in accordance with
section 4 of the Conservation Act 1987.

7. This report recommends that a new community lease, including a Community Outcomes Plan, be granted to the Association for a period of five years from 24 May 2016, with one five year right of renewal in accordance with the guidelines for the premises at 57 Ferry Parade (refer to Attachment B and C).

Recommendation/s

That the Upper Harbour Local Board:

a) grant a new community lease to Herald Island Residents’ and Ratepayers Association Incorporated for 57 Ferry Parade, Herald Island, subject to one month’s public notification and iwi consultation with no objections, on the following terms and conditions:

i) Term – 5 years commencing 24 May 2016 with one 5 year right of renewal;

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

iii) Maintenance Fee - $500.00 plus GST per annum;

iv) The Herald Island Residents’ and Ratepayers Association Incorporated Community Outcomes Plan for the fire station (library and art room) as approved be attached to the lease document (refer to Attachment B of the agenda report);

v) The Herald Island Residents’ and Ratepayers Association Incorporated Community Outcomes Plan for the old post office (museum) as approved be attached to the lease document (refer to Attachment C of the agenda report); and

vi) approve all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

b) appoint a panel to hear any submissions received following the public notification process and to make a decision.

Comments

8. The association has a lease with legacy Waitakere City Council from 1 October 2001, for a term of five years, with an expiry of 30 September 2006. Since that date the community lease has been rolling over on a month by month basis.

9. At the expiry of a lease for a council-owned building, it is good practice to review alternatives for the use of the premises. An expression of interest process can be undertaken to gauge interest and best use. Alternatively, if the service provided by the incumbent or similar group is needed in the area and the group is performing well, a new lease can be approved. The Upper Harbour Local Board has indicated support for the provision of new lease to the association.

10. Any proposed lease must be publicly notified in accordance with section 138 of the Local Government Act 2002. Any submissions will be given full consideration by the Upper Harbour Local Board or its nominated representatives before a final decision on the matter is made.

11. As part of this process iwi consultation must also be undertaken in accordance with Section 4 of the Conservation Act 1987.

12. Community groups with exclusive occupancy of council-owned buildings are required to pay an annual subsidised maintenance fee as required under the guidelines.

13. The Association has been registered as an incorporated society since 11 October 1949. The two council-owned buildings are known as the old post office and the fire station.

14. The objectives of the association are to:

· promote the best interests and welfare of members and their families;

· foster interest in the local and surrounding environment; and

· promote good fellowship and harmony amongst the people of the Herald Island community.

Pecuniary gain is not a purpose of the association.

15. Over the term of its lease, the post office has been used for the purposes of a museum. The museum re-opened in the 1990s and exhibits photographs dating back to the 1800s, a time line manual, stories about Herald Island, and items such as pieces of old ship wrecks.

16. The fire station has been used as a community arts and crafts centre, and a community library.

17. Herald Island has been included in the Auckland Heritage Festival. Visitors can attend the refurbished museum and post office and take a ‘round the island’ heritage walk.

Consideration

Local board views and implications

18. The issues involved in this report have been considered by the Upper Harbour Local Board portfolio holders.

Māori impact statement

19. Auckland Council is committed to meeting its responsibilities under the Treaty of Waitangi and its broader statutory obligations to Māori. Under section 4 of the Conservation Act 1987, Auckland Council is obligated to consult with and have regard to the views of iwi before undertaking action and making decisions about reserves for which it is the administering body.

Implementation

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

21. Provided there are no objections, the cost implications for Auckland Council for the public notification for the lease are estimated at $750.

Attachments

No.	Title	Page
a View	Site map of the old Post Office and the Fire Station	51
b View	Herald Island Residents and Ratepayers Association Incorporated Community Outcomes Plan - Fire Station	53
c View	Herald Island Residents and Ratepayers Association Incorporated Community Outcomes Plan - Old Post Office	55

Signatories

Authors

Michelle Knudsen - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Expansion of the North Harbour Business Improvement District (BID) Programme.

File No.: CP2016/07460

Purpose

1. This report seeks approval from the Upper Harbour Local Board to proceed with the North Harbour Business Improvement District (BID) Programme boundary expansion. This report requests the local board recommend to the governing body the striking of the North Harbour BID target rate, incorporating the expansion area as shown in the Draft Annual Plan
2016-2017.

Executive Summary

2. Under the Auckland Region Business Improvement District Policy 2011 (BID Policy), approval from local boards for the striking of the targeted rates is required under section 4.48.

3. The expansion procedure has been led by Business North Harbour Incorporated. The group has completed all requirements outlined in the Auckland Region BID Policy 2011, section 4.40. Council officers are satisfied that the process has been followed to its fullest extent. An important part of the process is the undertaking of a democratic ballot; completed by North Harbour Inc. in April 2016 and resulting in a favourable result.

4. The proposed expansion will increase the North Harbour BID target rate amount from $564,840 to $626,413 per annum; an increase of $61,573, to take effect 1 July 2016.

Recommendation/s

That the Upper Harbour Local Board:

a) recommend to the governing body the striking of the North Harbour Business Improvement District target rate amount of $626,413, as shown in the draft Annual Plan 2016-2017.

Comments

5. Business North Harbour Inc. (BNHI) has been a business improvement district (BID) since 2008, and is one of 48 BIDs operating across the Auckland region.

6. BNHI is a significant player in facilitating and creating local economic development in the Upper Harbour Local Board area. BNHI has currently over 4,100 businesses and property owners involved in the existing BID programme.

7. BNHI currently collects $564,840 (excluding GST) per annum from the BID target rate approach.

8. BNHI signaled their intention to expand the North Harbour BID boundary at their 2015 BNHI annual general meeting held on 13 October 2015, resulting in a resolution to proceed with the expansion. Council officers commenced working with the BNHI executive board from this point towards the expansion project.

9. The 2016 BID expansion includes businesses located in the area defined by Mercari Way, Don McKinnon Drive, Munroe Lane, Oteha Valley Road, Northern Motorway and Albany Expressway. A map outlining the proposed expansion area is included within Attachment B to this report. The expansion will provide BNHI with an additional BID target rate of $61,573 per annum, and increase their membership to approximately 4,400 businesses.

10. As part of the requirements of section 4.40 of the BID Policy, the following requirements were completed:

· development of a communication plan to highlight the opportunities, the project and the benefits of being a part of the BNHI BID programme;

· development of a detailed database of eligible voters (business owners and property ratepayers) located in the expansion area, which was used to send out the BID expansion postal ballot voting documents;

· consultation with council officers regarding the approach to their expansion ballot;

· communication with the Upper Harbour Local Board to seek support for the expansion of the North Harbour BID programme; and

· the holding of three public meetings to encourage eligible voters to attend and take part in an information briefing and a question and answer session.

Full details of this process are outlined in the report completed by BNHI, which is attached as Attachment B.

11. An important stage of the process is the balloting, which seeks a mandate from the eligible voters located within the expansion area. Balloting was undertaken between 31 March and 20 April 2016. Election Services Ltd., the independent polling service provider, was commissioned to undertake this work.

12. The BID Policy requires a successful ballot to achieve a threshold of at least 25% of the total voting forms returned. Of the returned voting forms, a minimum of 51% of the votes must be in favour of the proposition raised on the ballot form to achieve a mandate.

13. For the ballot, 281 envelopes containing information were lodged with NZ Post on 1 April.

14. Each envelope contained the following:

· a Business North Harbour Inc. BID programme information booklet (see Attachment B), including:

§ a summary of achievements;

§ the purpose of the ballot, including the benefits of being part of the North Harbour BID programme;

§ North Harbour BID target rate information; and

§ a map of the BNHI BID expansion area and current BID area;

· a ballot form;

· prepaid envelope for returning the ballot form; and

· contact details for eligible voters to make enquiries.

15. The question on the ballot form asked: ‘Do you support the expansion of the North Harbour Business Improvement District (BID) programme delivered by Business North Harbour Inc. (and accordingly support a targeted rate), to include the area outlined in green as shown on Page 4 of the accompanying information booklet?’

16. The results of the expansion ballot when voting closed on 21 April 2016 was that 30.6% (86) of eligible voters had returned their vote. Of those who voted, 74.42% (64) voted yes to the question, whilst 25.58% (22) voted no.

17. Election Services Ltd has provided a report outlining the ballot process, results and voting documents (refer to Attachment A).

18. Council officers are satisfied that BNHI has met all the requirements for a successful expansion as per the BID Policy, including robust consultation, development of an effective database, quality ballot process and clear planning documents on how funds will be used if successful. They have consulted with the local board on a regular basis and have successful advocated for funding from the local board.

19. Council officers are supportive of the expansion of the North Harbour BID Programme and associated BID target rate.

20. The minutes from the BNHI special general meeting, held on 10 May 2016, are attached as Attachment C.

Consideration

Local board views and implications

21. Upper Harbour Local Board approved the funding for the BNHl proposed BID expansion process at their 15 December meeting (resolution Number UH/2015/211).

22. The outcomes from the BNHI BID expansion will be concentrated in the Upper Harbour Local Board area and will not impact on any other local board area.

23. Upper Harbour Local Board supports the BID Programme and approach.

Māori impact statement

24. Māori businesses located within the BNHI BID expansion boundary area were balloted under the same policy regulations as non-Māori businesses.

Implementation

25. The funding of the BNHI BID Programme expansion and BID target rate amount of $626,413 is gained through a BID target rate levied on property owners; therefore expansion will be cost neutral to Auckland Council and the local board.

26. The funding of the $626,413 North Harbour BID target rate is identified in the Upper Harbour Local Board 2016/2017 financials.

Attachments

No.	Title	Page
a View	North Harbour BID Election Services Ltd report April 2016	61
b View	Business North Harbour - Expansion Report May 2016	71
c View	10 May Business North Harbour Special General Meeting minutes	113

Signatories

Authors

Claire Siddens - BID Partnership Advisor

Authorisers

Gillian Plume - Team Leader BID Partnership

Alastair Cameron - Principal Advisor CCO Governance and External Partnerships

Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

New Road Name Approval for Subdivision at 47 Fernhill Way Albany

File No.: CP2016/08810

Purpose

1. The purpose of this report is to seek approval from the Upper Harbour Local Board for road names for the new public and private roads being constructed to serve a residential subdivision being undertaken by Kerekin Investments Limited (the applicant), at 47 Fernhill Way, Albany.

Executive Summary

2. A condition of subdivision consent required that the applicant submit proposed road names for the public and private roads within the subdivision.

3. The applicant has submitted the names Prevost Lane, May Potter Close, Hooten Place, Teaser Lane, Kerekin Drive and Weir Lane as their preferred names.

Recommendation/s

That the Upper Harbour Local Board:

a) Approve the proposed road names Prevost Lane (Road No 1 – Private Road), May Potter Close (Road No 2 – Public Road), Hooten Place (Road No 3 – Public Road), Teaser Lane (Road No 4 – Private Road), Kerekin Drive (Road No 5 – Public Road) and Weir Lane (Road No 6 – Private Road) for the new public and private roads constructed within the subdivision being undertaken by Kerekin Investments Ltd (the applicant), at 47 Fernhill Way, Albany in accordance with section 319(1)(j) of the Local Government Act 1974.

Comments

4. The new public and private roads to be named are to serve a 107 lot residential subdivision currently under construction. Both existing ends of Fernhill Way will be joined together by the subdivision. Spencer Road will continue to operate generally as it does currently and will not require renaming.

5. The proposed road names relate to entities in the area and are listed in the applicant’s order of preference in the table below.

Road No

Proposed Road Name Preferences

Origin

Road No 1

1 Prevost Lane

2. Polack Lane

Albany historical names list - Publican

Albany historical names list - Original land owner

Road No 2

1. May Potter Close

2. Jointone Close

Historical land owner who farmed an adjoining property.

Albany historical names list - 1857 Elector

Road No 3

1. Hooten Place

2. Jointone Place

Historical land owner who previously farmed the Kerekin land holdings in this area.

Albany historical names list - 1857 Elector

Road No 4

1. Teaser Lane

2. Pocock Lane

Albany historical names list – Boat that transported people & goods on Lucas Creek

Albany historical names list - 1857 Elector

Road No 5

1 Kerekin Drive

2. Money Drive

Name of current development company that has redeveloped much of the land surrounding this block and being that land generally located east and adjacent to the northern motorway between Spencer Road and Oteha Valley Road over the past 15 - 20 years

Albany historical names list - 1857 Elector

Road No 6

1 Weir Lane

2. Pocock Lane

Albany historical names list – Publican

Albany historical names list - 1857 Elector

6. Auckland Council has road naming guidelines that set out the requirements and criteria of the Council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming for the Auckland Council.

7. Council’s road naming criteria typically requires that road names reflect a historical or ancestral linkage to an area or reflect a particular landscape, environmental or biodiversity feature, or reflect an existing or introduce a thematic identity in an area. The criteria also encourages the use of Maori names. Names also need to easily identifiable and intuitively clear thus minimising confusion.

8. All of the proposed road names are deemed to meet the criteria.

9. NZ Post have been consulted and have given approval for the proposed names.

10. A plan showing the location of the roads is attached.

Consideration

Local Board Views

11. The Auckland Council, by way of the Auckland Council Long Term Plan (2012 - 2022), allocated the responsibility for the naming of new roads, pursuant to section 319(1)(j) of the Local Government Act 1974, to the Local Boards.

12. The decision sought from the Upper Harbour Local Board on this report does not trigger any significant policy and is not considered to have any immediate impact on the community

Māori impact statement

13. The applicant has consulted with Local Iwi groups. No feedback has been received from those groups.

General

14. The cost of processing the approval of the proposed new road names and any installation of road name signage is recoverable from the applicant in accordance with Council’s Administrative Charges.

15. The decision sought from the Upper Harbour Local Board on this report is not considered to have any legal or legislative implications.

Implementation Issues

16. The Northern Consenting Subdivision Team will ensure that appropriate road name signage will be installed by the applicant at their full cost once an approval is obtained for the new road names and prior to the completion of the subdivision.

John Benefield – Senior Subdivision Advisor

Attachments

No.	Title	Page
a View	47 Fernhill Way - Location Map	121

Signatories

Authors	John Benefield – Senior Subdivision Advisor
Authorisers	Ian Smallburn - General Manager Resource Consents

Upper Harbour Local Board

24 May 2016

Upper Harbour Local Board Discretionary Funds Status for the 2015/2016 financial year

File No.: CP2016/09144

Purpose

1. This report provides an update to the Upper Harbour Local Board on the availability of discretionary funding for the 2015/2016 financial year. It also provides a running total of the board’s balances of the various discretionary funds.

Executive summary

2. The Upper Harbour Local Board has a number of discretionary funds available in the 2015/2016 financial year. The current balances are as follows:

Fund	Total available in 2015/16 ($)	Amount spent ($)	Balance remaining ($)
Local Discretionary Community Grants	278,000	218,631	59,369
Local Events Contestable Fund	77,000	56,600	20,400
Parks, Sports and Recreation Response Fund	103,000	102,900	100
Environment Response Fund	35,000	35,000	0
Planning and Economic Development Response Fund	35,000	31,382.50	3,617.50
Local Board Discretionary Capital Fund	355,230	139,000	216,230

3. No funding has been allocated since the last board discretionary funding update on 26 April 2016.

4. It is to be noted that there is still one events grant round and one local grants round to be brought to the local board for allocation of funds. This will take place through a report in June.

5. There are mechanisms in place to expend any remaining funds for the financial year. These plans include providing the board with the opportunity to expend the remaining discretionary funding through grants to stakeholders who did not receive funding in the December 2015 expressions of interest process.

6. To ease allocation of the remaining discretionary funds, it is recommended to amalgamate the remaining funding from the Parks, Sports and Recreation Response Fund and Planning and Economic Development Response Fund, into the Local Discretionary Community Grants budget line. There is no further expenditure planned in the Parks, Sports and Recreation Response Fund or for the Planning and Economic Development Response Fund, so the shifting of funding does not prevent any other projects from occurring.

Recommendation

That the Upper Harbour Local Board:

a) receive the status of the Upper Harbour Local Board Discretionary Funds for the 2015/2016 financial year report.

b) Amalgamate the following funding:

i) $100 from the Parks, Sports and Recreation Response Fund into the Local Discretionary Community Grants category; and

ii) $3617.50 from Planning and Economic Development Response Fund into the Local Discretionary Community Grants category.

Attachments

There are no attachments for this report.

Signatories

Authors	Jerome Cameron - Graduate Advisor
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Summary of Actions and Reports Requested - Upper Harbour Local Board - May 2016

File No.: CP2016/08886

Purpose

1. The purpose of this report is to update the Upper Harbour Local Board on the status of actions and requested reports arising out of local board business meetings.

Executive summary

2. The attached schedule provides a list of the actions and reports requested arising out of the Upper Harbour Local Board business meetings and workshops, and their current status.

3. The completed actions listed will be removed from the list once the board is satisfied that the matter has been resolved.

Recommendation

That the Upper Harbour Local Board:

a) receive the Summary of Actions and Reports Requested – Upper Harbour Local Board – May 2016 report.

Attachments

No.	Title	Page
a View	Summary of Actions and Reports Requested - May 2016	129

Signatories

Authors	Karen Marais - Senior Local Board Advisor Upper Harbour
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Record of the Upper Harbour Local Board workshop held on
Tuesday, 19 April and Tuesday, 3 May 2016

File No.: CP2016/08888

Executive summary

The Upper Harbour Local Board workshops were held on Tuesday, 19 April and Tuesday, 3 May 2016. Copies of the workshop records are attached.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the record of the Upper Harbour Local Board workshops held on Tuesday, 19 April and Tuesday, 3 May 2016.

Attachments

No.	Title	Page
a View	Upper Harbour Local Board 19 April workshop minutes	133
b View	Upper Harbour Local Board 3 May workshop minutes	135

Signatories

Authors	Neda Durdevic - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Record of the Upper Harbour Local Board portfolio briefings held in April 2016

File No.: CP2016/08890

Purpose

1. The purpose of this report is to record the Upper Harbour Local Board portfolio briefings which have occurred during the previous month.

Executive summary

2. The Upper Harbour Local Board held the following portfolio briefings in April 2016:

· Parks – Thursday, 21 April 2016;

· Arts, Community and Events (ACE) – Tuesday, 26 April 2016; and

· Arts & Events – Wednesday, 27 April 2016.

3. Attached for the board member’s information is a summary of the briefings above.

Recommendation

That the Upper Harbour Local Board:

a) receive the record of the portfolio briefings held in April 2016.

Attachments

No.	Title	Page
a View	Summary of portfolio briefings - Parks - Thursday, 21 April 2016	139
b View	Summary of portfolio briefings - ACE- Tuesday, 26 April 2016	141
c View	Summary of portfolio briefings - Arts and Events- Wednesday, 27 April 2016	143

Signatories

Authors	Karen Marais - Senior Local Board Advisor Upper Harbour
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Governance forward work calendar

File No.: CP2016/08891

Purpose

1. To present the Upper Harbour Local Board with its updated governance forward work calendar.

Executive Summary

2. The governance forward work calendar for the Upper Harbour Local Board is in Attachment A. The calendar is updated monthly, reported to business meetings and distributed to council staff.

3. The governance forward work calendars were introduced in 2016 as part of Auckland Council’s quality advice programme and aim to support local boards’ governance role by:

· ensuring advice on meeting agendas is driven by local board priorities;

· clarifying what advice is expected and when; and

· clarifying the rationale for reports.

4. The calendar also aims to provide guidance for staff supporting local boards and greater transparency for the public.

Recommendation/s

That the Upper Harbour Local Board:

a) note the Upper Harbour Local Board governance forward work calendar.

Attachments

No.	Title	Page
a View	Governance forward work calendar	147

Signatories

Authors	Neda Durdevic - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Holding Report for decisions relating to the Albany Community Hub

File No.: CP2016/08899

Purpose

1. This holding report serves to provide the Upper Harbour Local Board with the facility to make decisions relating to the Albany Community Hub’s design, fit out and construction as and when required.

Executive summary

2. The Albany Community Hub is a project approved for construction in the 2015/2016 and 2016/2017 financial year as part of the Long-term Plan 2015-2025. As such detailed design, internal fit out and construction decisions will be required by the Upper Harbour Local Board on an ongoing basis until the project is complete.

3. This holding report serves to provide the Upper Harbour Local Board with the ability to make those decisions as and when required.

Recommendation

That the Upper Harbour Local Board:

a) receive the holding report for decisions relating to the Albany Community Hub.

Attachments

There are no attachments for this report.

Signatories

Authors	Karen Marais - Senior Local Board Advisor Upper Harbour
Authorisers	Eric Perry - Relationship Manager

Upper Harbour Local Board

24 May 2016

Holding Report for decisions relating to the Albany Stadium Pool

File No.: CP2016/08901

Purpose

1. This holding report serves to provide the Upper Harbour Local Board with the facility to make decisions relating to the Albany Stadium Pool’s fit out and construction as and when required.

Executive summary

2. The Albany Stadium Pool is a project approved for construction in the 2015/2016 and 2016/2017 financial year as part of the Long-term Plan 2015-2025. As such internal fit out and construction decisions will be required by the Upper Harbour Local Board on an ongoing basis until the project is complete.

3. This holding report serves to provide the Upper Harbour Local Board with the ability to make those decisions as and when required.

Recommendation

That the Upper Harbour Local Board:

a) receive the holding report for decisions relating to the Albany Stadium Pool.

Attachments

There are no attachments for this report.

Signatories

Authors	Karen Marais - Senior Local Board Advisor Upper Harbour
Authorisers	Eric Perry - Relationship Manager