Agenda of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

15 June 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 Silverdale Rugby Club 5

8.2 North Harbour Sports Council 5

9 Public Forum 6

10 Extraordinary Business 6

11 Notices of Motion 6

12 Hibiscus and Bays Local Grants: Round Two 2015/2016 7

13 OBEEP: Kohu Street to Marine View Coastal Protection Structure 17

14 Hibiscus and Bays Greenways Plan - Open Consultation 39

15 Approval of hearing panel recommendations following submission on Auckland Council proposal to grant two community leases and a licence to occupy to Hibiscus Mens Shed Trust at Silverdale War Memorial Park 89

16 Community Places 2016/2017 Community centre and venue for hire fees 183

17 Community Lease Work Programme 2016/2017 195

18 Hibiscus and Bays Local Board Community Facilities Renewals Work Programme 2016/2017 199

19 Hibiscus and Bays Local Board Libraries Work Programme 2016/2017 203

20 Hibiscus and Bays Local Board Arts, Community and Events Work Programme 2016/2017 207

21 Parks, sport and recreation draft annual work programme financial year 2016-2017 215

22 Sport and Recreation Investment - Community Access Scheme guidelines and future allocation of residual legacy Hillary Commission Community Sport Fund 225

23 Stillwater Hall: Proposed Extension to the Hall Deck Area 239

24 Auckland Transport Update to Hibiscus and Bays Local Board June 2016 245

25 Road Name Approval Report for G and F McChesney subdivision at 389 Duck Creek Road, Stillwater 255

26 Adoption of Local Board Agreement 2016/2017 261

27 Health, Safety and Well-being May 2016 Update 281

28 Governance Forward Work Calendar 311

29 Ward Councillors Update 317

30 Local Board Members Reports 319

31 Minutes of Hibiscus and Bays Facilities and Reserves Committee Meeting 321

32 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 Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 18 May 2016, 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 Hibiscus and Bays 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 Silverdale Rugby Club

Representatives of Silverdale Rugby Club have requested a deputation to discuss a proposal to upgrade Silverdale War Memorial Park.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) thank the Silverdale Rugby Club for their presentation.

8.2 North Harbour Sports Council

North Harbour Sports Council has requested a deputation to make a presentation on regional sport and recreation within the Hibiscus and Bays local board area.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) thank the North Harbour Sport Council for their presentation.

9 Public Forum

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

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.

Hibiscus and Bays Local Board

15 June 2016

Hibiscus and Bays Local Grants: Round Two 2015/2016

File No.: CP2016/07672

Purpose

1. To present applications received for round two of the Hibiscus and Bays Local Board Local Grants 2015/2016. The local board is required to fund, part-fund or decline these applications.

Executive Summary

2. The Hibiscus and Bays Local Board has set a total combined community grants and local events budget of $390,000 for the 2015/2016 financial year.

3. In the preceding Hibiscus and Bays grant rounds, the local board allocated $184,358, leaving a total of $205,642 to allocate for the remainder of 2015/2016.

4. Forty applications were received in this local grants round, with a total requested of $251,304.20

Recommendation/s

That the Hibiscus and Bays Local Board:

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

Applicant and application ID	Main focus	Funding for	Amount requested
Centrestage Theatre Company (Orewa) Incorporated LG1606-216	Arts and culture	Towards the costs of royalties, fees and ticket expenses for “Joseph and the Amazing Technicolor Dreamcoat” productions in July 2016	$4,805.00
Hibiscus Coast Community Arts Council Incorporated LG1606-226	Arts and culture	Towards venue hire, publicity, marketing and printing of the catalogue for the “Hibiscus and Bays Art Awards” between October to November 2016	$10,000.00
Mairangi Arts Centre LG1606-228	Arts and culture	Towards the costs for Touch Compass to perform at the Mairangi Arts Centre in November 2016	$7,800.00
Citizens Advice Bureau Hibiscus Coast LG1606-211	Community	Towards the running of the bureau and training expenses for training volunteers between August 2016 to April 2017	$5,000.00
Hibiscus Mens Shed Trust LG1606-222	Community	Towards the costs of construction of a shed including photocopying, stationery, marketing and social media costs, legal costs and the purchase of computer software between July to December 2016	$10,000.00
No. 1 District Federation of NZ Soccer Incorporated T/A Northern Football Federation LG1606-224	Community	Towards the costs of referee's, court manager costs and hire of the courts at Whangaparoa College between August to November 2016	$9,680.00
Royal New Zealand Plunket Society Waitemata Area Inc. LG1606-229	Community	Towards the lease costs of 68 Maxwelton Drive, Mairangi Bay from July 2016 to June 2017	$4,000.00
The Parenting Place LG1606-231	Community	Towards the costs of delivering 21 mental health presentations and providing 830 year 10 students with “Hardwired” handbooks and travel expenses at Kingsway School, Long Bay College, Orewa College and Whangaparoa College between July 2016 to June 2017	$2,127.00
Life Education Trust Rodney LG1606-234	Community	Towards the upgrade of the mobile learning centre in August 2016	$10,000.00
Hibiscus Coast Community Patrol LG1606-239	Community	Towards the costs of four flights, registration and accommodation costs to attend the Community Patrol New Zealand National Training Seminar in Christchurch in June 2016	$2,500.00
Red Beach Surf Lifesaving Club Incorporated LG1606-236	Community	Towards the cost of first aid and refresher courses, VHF (very high frequencies) training and IRB (inflatable rescue boat) training between July to October 2016	$3,000.00
Hibiscus Coast Youth Council Incorporated LG1606-245	Community	Towards wages for the Hibiscus and Bays Community Youth Centre between July to May 2017	$10,000.00
Hibiscus Rodders LG1606-249	Community	Towards the cost of the road closure for the 2017 Hibiscus Rodders Beach Festival in January 2017	$6,903.00
Destination Orewa Beach LG1606-250	Community	Towards the costs for performers, entertainers and costumes for the Orewa Santa Parade in November 2016	$5,000.00
North Shore Plunket Toy Library LG1606-252	Community	Towards the costs to replace the outdoor matting at 1 Sidmouth Street, Mairangi Bay between July to October 2016	$3,700.00
Oaktree Kindergarten LG1606-227	Environment	Towards the purchase and installation of water tank and pump including all between July to September 2016	$6,738.00
Long Bay College LG1606-243	Environment	Towards the first stage of the Oasis Project including paving, Chinese bridge material, pots, sculptures and materials for the pond between July to December 2016	$10,000.00
Restore Deep Creek LG1606-246	Environment	Towards the cost of having a restoration plan prepared between July 2016 to April 2017	$4,434.00
Project Litefoot Trust LG1606-253	Environment	Towards the contribution to the direct field team implementation costs, vehicle and administration costs of LiteClub implementation for Whangaparoa Hall and Silverdale Squash Club between July to August 2016	$3,031.00
Friends of Okura Bush Incorporated LG1606-255	Environment	Towards the purchase of traps and weeding supplies between July to May 2017	$10,000.00
Friends of Okura Bush Incorporated LG1606-256	Environment	Towards the costs of weeding contractors to undertake work at Okura Bush Scenic Reserve between July 2016 to May 2017	$10,000.00
Hibiscus Hospice Charitable Trust LG1606-207	Events	Towards the hirage of a live band, character performers, production and sound, catering, venue hire and dance floor and table hire, liquor license and chiller hire for the Legends of Motown Dinner and Dance in July 2016	$10,000.00
Browns Bay Business Association LG1606-215	Events	Towards the hirage of the security for the “Illiminate” event in February 2017	$10,000.00
Taiaotea Air Scouts LG1606-221	Events	Towards the purchase of uniforms for the 21st Jamboree from December 2016 to January 2017	$10,000.00
Harbour Sport LG1606-251	Events	Towards the hirage of portaloo’s, crowd control barriers and the purchase of coloured wristbands for the “2016 Mud Monster Mud Rush” in September 2016	$4,000.00
Snow Sports NZ LG1606-242	Sport and recreation	Towards the travel costs and time for the adaptive manager of snow sports in July 2016	$1,000.00
Red Beach Surf Lifesaving Club Inc. LG1606-244	Sport and recreation	Towards the purchase of five 10'6 surf boards between July 2016 to march 2017	$5,000.00
Coast Youth Community Trust LG1606-248	Sport and recreation	Towards the accommodation and food costs, youth work programme, youth work mentoring and youth work relationship building costs between July 2016 to June 2017	$10,000.00

b) consider the multiboard applications listed in the table below and agree to fund, part-fund or decline each application:

Royal New Zealand Foundation for the Blind LG1615-206	Community	Towards the salaries of two recreation and community advisors and the recreation and volunteer coordinator between July to December 2016	$18,000.00
North Shore Womens Centre LG1602-2015	Community	Towards the wages for the community resource worker and social worker between June 2016 to May 2017	$5,320.00
North Shore Centre of Mutual Aid Incorporated	Community	Towards operational costs for two mutual aid centres for isolated older people between July 2016 and December 2016	$5,320.00
Le Leche League North Shore	Community	Towards room hireage, ongoing training for leaders, library purchases and information handouts between April and March 2017.	$550.00
Yes Disability Resource Centre	Community	Towards the costs for design, proofing, printing and folding of the monthly “Yes Disability” newsletter and four quarterly reports between May 2016 to May 2017	$2,486.40
North Shore Group Riding for the Disabled Incorporated LG1606-214	Community	Towards the hirage of a sanitary unit, purchase of horse food, stationary, electricity and phones costs between July 2016 to June 2017	$6,100.00
Youthline Auckland Charitable Trust LG1617-210	Community	Towards the preparation and repair of a building to create a North Auckland Youthline Community Centre between June and December 2016	$2,650.00
Gecko New Zealand Trust LG1605-222	Community	Towards the costs of facilitators wages, resource development, communication, weed bin bags to develop the Living Neighbourhoods Hubs at Muriwai between July 2016 to June 2017	$10,000.00
Kaipatiki Project Environment Centre	Environment	Towards wages for the event manager, marketing manager and advertising and publicity for “Ecofest North” between 1 October 2016 and 31 October 2016	$10,000.00
Netball Northern Zone LG1602-201	Sport and recreation	Towards the costs of a feasibility study to investigate the options to increase the capacity of netball courts on the North Shore between June to July 2016	$2,500
North Harbour Synchronised Swimming Club LG1606-223	Sport and recreation	Towards the purchase of uniforms for the competitors and judges for the North Island synchronised swimming competition in July 2016	$8,671.00
Baseball New Zealand LG1605-225	Sport and recreation	Towards the wages of the coach and purchase of Kiwiball playing equipment between October 2016 to March 2017	$2,500.00

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 Hibiscus and Bays Local Board adopted its grants programme on 15 April 2015 (refer 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 Hibiscus and Bays Local Board operated two local grants rounds for this financial year. The second local grant round closed on 1 May 2016.

8. The Hibiscus and Bays Local Board has set a total combined community grants and local events budget of $390,000 for the 2015/2016 financial year.

9. In the preceding Hibiscus and Bays grant rounds, the local board allocated $184,358, leaving a total of $205,642 to allocate for the remainder of 2015/2016.

10. Forty applications were received in this round, with a total amount requested of $251,304.20.

Consideration

Local Board views and implications

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

12. The local board is requested to note that section 48 of the Community Grants Policy states “(Council) 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

13. 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. There are no applicants applying in this round that have identified as maori, and four applicants have indicated their project targets maori or maori outcomes.

Implementation

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

15. Following the Hibiscus and Bays Local Board allocating funding for round two local grants, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Hibiscus and Bays Local Grants Programme 2015/2016	13
b	Hibiscus and Bays Local Grant Applications Round 2 2015/2016 (Under Separate Cover)

Signatories

Authors

Kim Hammond - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

OBEEP: Kohu Street to Marine View Coastal Protection Structure

File No.: CP2016/11849

Purpose

1. To approve the recommended design for a coastal protection structure for the area between Kohu Street and Marine View, Orewa, for the purpose of applying for resource consent.

Executive summary

2. The Hibiscus and Bays Local Board Plan (2014) aims to protect and enhance Orewa Beach by implementing the Orewa Beach Esplanade Enhancement Project (OBEEP).

3. The Kohu St to Marine View section of Orewa Beach has been identified in OBEEP as the highest priority zone, requiring an urgent engineered structural response.

4. This report presents the preferred draft design for the structure for approval from the local board. The design is based on expert advice and extensive community consultation. The process for and feedback received during community consultation is outlined in the community consultation section of this report.

5. The report recommends approving the draft design and progressing the resource consent application, noting that no funding is currently provided for construction. There is however funding in place for the design and consenting phase.

6. The Hibiscus and Bay Local Board will need to advocate for funding to undertake construction through the Long-term Plan process.

7. Not proceeding with the resource consent application now would mean further delays to the project and a risk of potential loss of the esplanade reserve.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the recommended design for a coastal protection structure for the area between Kohu Street and Marine View, Orewa, (Attachment A) for the purposes of applying for resource consent, noting that

i) there is currently no funding in place for the construction of the coastal protection structure and

ii) the Hibiscus and Bays Local Board will need to advocate for funding for the construction phase of the project as part of the Annual Plan/Long Term Plan process.

Comments

Strategic context

8. OBEEP is based on an extensive and comprehensive understanding of wider beach functioning, historical monitoring, data collection and reports. This includes a Coastal Management Strategy which was prepared in 1999.

9. OBEEP is the strategic management framework for Orewa Beach, adopted by Rodney District Council in 2002.

10. OBEEP and related priorities were reviewed in 2014 by the Coastal Management Services team and subsequently adopted by the Hibiscus and Bays Local Board.

11. OBEEP is a prioritised management approach for the entire extent of Orewa Beach (and inner estuary), recommending different management treatments/options for different parts of the beach.

12. The ongoing management issues at Orewa Beach have been a catalyst for development of a new region-wide approach to coastal management, which is currently being developed in consultation with the Regional Strategy and Policy Committee, local boards, mana whenua and relevant stakeholders.

Background

13. The Hibiscus and Bays Local Board Plan 2014 aims to protect and enhance Orewa Beach by implementing the OBEEP.

14. Several stages of OBEEP have been implemented including dune establishment (supported by back-stop buried sea walls) at the far north and southern extents, formalisation of beach access at Moana Reserve and Moenui Street, and treatment within Orewa estuary, which includes a public wharf. In addition, failed historic seawalls adjacent to Orewa Reserve have been removed (2006), in respect of health and safety issues, and regular sand transfer has been adopted as a medium term management response for Orewa Reserve until such time as council considers long term management options for this zone.

15. The Kohu Street to Marine View section of Orewa Beach has been identified in OBEEP as the highest priority zone, requiring an urgent engineered response. Installation of a coastal protection structure along this section of beach and integration of a walkway is now urgent in order for Council to maintain and provide for legal easements, and to maintain the long term accessibility of the Millennium Walkway along this stretch of coastline.

16. Resource consent was applied for in 2010 for the provision of coastal access at the same site. This application was declined due to insufficient investigations of alternative treatments. Doing nothing was not an option in this case, due to continued erosion of the coast and associated walkway in this area.

17. On the 18th December 2013, following a series of storms and severe erosive events, the Hibiscus and Bays Local Board made the following resolution:

Resolution Number HB/2013/260

That the Hibiscus and Bays Local Board:

a) approve proceeding to the design and resource consent application preparation required for a permanent coastal protection structure on Orewa Beach for a length of 640 meters south of Kohu Street.

b) approve funding for the design and resource consent application preparation in (a) from the Coastal Structures Renewal Budget 2013/2014.

18. The design and consenting process for the construction of a permanent coastal protection structure for Orewa Beach has been approved as part of the Hibiscus and Bays Local Board Parks work programme for 2015/2016 financial year.

19. Following a comprehensive consultation and design process a draft design was presented to the Hibiscus and Bays Local Board at a workshop on 8^th June 2016. The design was approved subject to formal endorsement at a full business meeting of the local board on 15 June 2016.

20. The 2015/2016 Hibiscus and Bays Local Board Parks Work Programme currently provides funding of $347,000 for the design and resource consent application preparation required for a permanent coastal protection structure on Orewa Beach. A further $400,000 has been allocated from the 2016/2017 coastal renewal budget of $2.9million.

21. Over the past six months Parks staff, Council Coastal Management Services, Tonkin and Taylor. Hibiscus and Bays Local Board Members and Local Board Services staff have undertaken a comprehensive consultation process in respect of management options for the portion of Orewa Beach from Kohu Street to Marine View.

Design and options considered

22. The following design requirements have been used to refine the options for a hard protection structure from Kohu Street to Marine View:

· Maintain grass reserve width as far as practicable to maintain access and amenity

· Limit wave overtopping during storm events

· Use tested stable design solutions

· Minimise intrusion of the structure both in terms of footprint and elevation

· Minimise effect of the structure on coastal processes

· Enable future seawall modifications to take into account ongoing sea level rise

· Not prevent other mitigation/enhancement strategies, including sand transfer, beach nourishment or offshore controls.

23. The above design requirements have also taken into account the reasons provided within the 2010 decision report, declining a previous resource consent application for a seawall and walkway along this section of Orewa Beach.

Financial considerations

24. There is no dedicated funding in the current Auckland Council Long-term Plan (LTP) for the physical works.

25. As alluded to in the background section, the current parks work programme provides funding of $347,000 for the design and resource consent application preparation. This budget is deemed to be sufficient to complete the resource consent process.

26. There is currently no funding in place for the construction of the project, which is estimated to cost $4.5 to $5 million.

27. The Hibiscus and Bay Local Board will need to advocate to the governing body for this funding through the Annual Plan/ LTP process.

Consideration

Local board views and implications

28. This report is seeking formal approval from the Hibiscus and Bays Local Board for the draft design, following a workshop on 8 June 2016 where detailed discussions on the proposed design were undertaken with Parks Staff, Coastal Management Services and Tonkin and Taylor.

Māori impact statement

29. Discussions have been undertaken with Iwi as part of the consultation process. Ngāti Manuhiri have provided a Cultural Impact Assessment in support of the proposed seawall project, provided that council provides for cultural values in the construction and design of the seawall, and continues to proactively engage with Ngāti Manuhiri for future works along Ōrewa Beach.

Community Consultation

Consultation process

30. A comprehensive public consultation process has been followed over a six month period. The following summary outlines the consultation process undertaken on the design presented with this report:

· An information evening with key stakeholders on 23 November 2015 (40 attendees)

· Open Days in the Ōrewa Community Centre on 28 November and 3 December 2015.(25 and& 22 attendees respectively)

· A technical workshop on 9 March 2016.(17 attendees)

· A Beach Open Day setting out seawall locations on 20 March 2016. (approximately 50 attendees)

· Meeting with Ngati Manuhiri (identified as most appropriate Iwi) on 15 December 2015

· 15 one-on-one meetings have also been held where requested by interested parties either on site or at residents’ homes.

In addition, a live database of 74 interested parties is being maintained for the specific purpose of regular updates on the project.

Consultation Process Feedback

31. A significant amount of feedback, either verbally or in writing, was received during the consultation process. The detailed feedback was considered in reviewing the design. The feedback can be categorised in the following core themes:

· Beach access: Support for improved and safer access to and along this section of beach (via a variety of users).

· Reserve width: Support for a wider reserve width and walkway of 2.5 m wide.

· Alternative solutions: Feedback on whether alternative solutions such as sand transfer (without a seawall) or restoration of the southern end of Orewa Beach would be viable.

· Loss of beach: Concern in respect of the area of seawall occupation and potential loss of dry high tide beach.

Response to feedback

32. In response to the feedback received, the draft concept plans reflect/provide for the following:

· Confirmation that a seawall is required to retain the landward reserve.

· The addition of a wheelchair accessible ramp at Remembrance Reserve and additional stairs at Kinloch Reserve.

· A 2.5m walkway is proposed along the length of the reserve however, width will be variable depending on the width of the existing reserve.

· A 2.5m walkway to allow for cycling and walking will be maintained.

· Confirmation that restoration of the southern end of Orewa Beach would not alleviate the need for a seawall in this location.

· A preference to keep the reserve width to a minimum and reduce the planted areas, thereby reducing the extent of seawall which occupies the upper beach area.

Implementation

33. Implementation of this project is subject to approval of the resource consent application, and the local board obtaining funding for construction as part of the LTP process.

34. The proposed timeline to progress the resource consent application once design has been approved is:

· July/August 2016- complete the resource consent application and supporting assessment of effects on the environment

· August/September 2016 - lodge application.

35. The application will be publically notified in respect of continued public interest. This will enable formal submissions and feedback to be received. The level and type of submissions received will dictate the requirement for a formal resource consent hearing. It is anticipated that the process could take a further 12 to 18 months from now.

36. While acknowledging that currently there is no funding in place for construction, the risks associated with not proceeding to lodge an approved design for the construction of the marine protection structure from Kohu Street to Marine View are considered high due to the continuous erosion and potential loss of the reserve and walkway.

38. Local board advocacy for LTP funding can proceed whilst the consent application is being processed.

39. This approach would reduce the overall time of the project and minimise risks. It would also clarify the funding required for the construction phase.

40. Should funding be sourced, it is suggested that it be spread over two financial years, ideally FY2017/2018 and 2018/2019.

Attachments

No.	Title	Page
a View	Orewa Sea Wall Drawings	23

Signatories

Authors

Tony Strange - Parks Advisor Hibiscus and Bays

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

Hibiscus and Bays Greenways Plan - Open Consultation

File No.: CP2016/11470

Purpose

1. To outline the approach and seek approval to proceed with the next phase of ‘Open Consultation’ on the Greenways Plan for the Hibiscus and Bays Local Board.

Executive summary

2. The Hibiscus and Bays Local Board, at their February 2016 business meeting, approved the methodology and budget expenditure for the Hibiscus and Bays Greenways Plan. Following the meeting, the methodology was aligned with a project programme (Attachment A, dated 30 May 2016)

3. The project programme is on track following completion of research following local board member, internal, external and Iwi stakeholder engagement workshops, and ‘targeted’ public consultation sessions.

4. The project is now at a point where approval is required from the local board to move to the ‘open’ consultation phase.

5. A draft Hibiscus and Bays Greenways Plan for consultation has been produced (Attachment B, dated 15 June 2016), which will be consulted on in accordance with the draft Open Consultation engagement plan (Attachment C, dated 30 May 2016).

6. The project team is on target to present back to the local board, a final draft at their 7 September 2016 business meeting.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the proposed approach and materials for open consultation on the draft Hibiscus and Bays Greenways Plan as detailed in this report and Attachments A, B and C.

Comments

7. In February this year, the Hibiscus and Bays Local Board approved the methodology and budget expenditure of $40,000 in 2015/2016 financial year for the delivery of a Hibiscus and Bays Greenways Plan.

8. Following the meeting a project programme was produced (see Attachment A). The programme has five key phases:

i. Research (desk and ground based), including GIS mapping;

ii. Local board member, internal, external agency stakeholders and Iwi engagement;

iii. Targeted consultation with identified interested external stakeholders; including follow up investigation into viability;

iv. Open consultation - a wider consultation exercise, extending beyond interested stakeholders; including follow up investigation into viability;

v. Adoption of the Hibiscus and Bays Greenways Plan.

9. Phases one to three have been completed and the project is now seeking local board approval to progress to the ‘Open Consultation’ phase.

10. The open consultation process endeavours to engage and consult with a broad range of people and in particular those that do not normally contact or engage with council.

11. The attached draft Hibiscus and Bays Greenways Plan (Attachment B) will be presented in various formats i.e. hardcopy, digital copies, display panels, summarised version etc. either in person, through Shape Auckland, traditional media and social media. A draft consultation and engagement plan has been produced (Attachment C), which provides an overview of where, when, what and how the open consultation and engagement will take place.

12. The project programme is on target to return to the Hibiscus and Bays Local Board, with a final draft for adoption at their business meeting on 7 September 2016.

Consideration

Local board views and implications

13. The Greenways Plan for Hibiscus and Bays is supported through the Hibiscus and Bays Local Board Plan, local board agreement and Locally Driven Initiatives funding 2015/2016. The local board approved the project programme at their February 2016 business meeting, and members have attended internal stakeholder engagement sessions.

Māori impact statement

14. Iwi engagement was held following initial research and GIS mapping, local board member, internal and external agency stakeholder workshops. Iwi will also be invited to participate through the proposed open consultation channels.

Attachments

No.	Title	Page
a View	Project Programme (30 May 2016)	41
b View	Draft Greenways Plan Hibiscus and Bays for open consultation	43
c View	Draft Consultation and Engagement Plan (30 May 2016)	87

Signatories

Authors

Don Lawson - Parks Advisor

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

Approval of hearing panel recommendations following submission on Auckland Council proposal to grant two community leases and a licence to occupy to Hibiscus Mens Shed Trust at Silverdale War Memorial Park

File No.: CP2016/11514

Purpose

1. To approve the recommendations from the panel appointed to hear the submission regarding Auckland Council’s proposal to grant leases and a licence to occupy to Hibiscus Mens Shed Trust at Silverdale War Memorial Park.

Executive summary

2. At its business meeting of 20 April 2016, the Hibiscus and Bays Local Board resolved to appoint a hearings panel comprising local board members Gary Holmes and Greg Sayers to hear the submission on Auckland Council’s proposal to grant two leases and a licence to occupy to Hibiscus Mens Shed Trust at Silverdale War Memorial Park in accordance with the provisions of section 120 of the Reserves Act 1977.

3. At the hearing held on 23 May 2016 the hearings panel heard the submission presented by representatives for No. 5 (Rodney) Squadron Branch of the Air Training Corps of New Zealand Association Incorporated and No. 5 (Rodney District) Squadron Branch of the Air Training Corps (the Air Training Corps).

4. During the hearing, representatives for the Air Training Corps took the opportunity to submit a lease application for the purpose of seeking and securing a community lease with council to meet its needs.

5. In accordance with the hearings process, the panel considered and subsequently recommend to the local board to proceed with the leases and licence to occupy proposal for the Hibiscus Mens Shed Trust at Silverdale War Memorial Park. However, due to the omission to formally delegate the decision-making authority to the panel, a formal resolution by the Hibiscus and Bays Local Board is required to approve the panel’s recommendation.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the panel’s recommendation to proceed with the leases and licence to occupy proposal for the Hibiscus Mens Shed Trust at Silverdale War Memorial Park

b) request that community leases staff work with relevant representatives for No. 5 (Rodney) Squadron Branch of the Air Training Corps of New Zealand Association Incorporated and No. 5 (Rodney District) Squadron Branch of the Air Training Corps (the Air Training Corps) with regard to its lease application

c) delegate authority to the Hibiscus and Bays Local Board Facilities and Reserves Committee to approve the documentation to grant leases and a licence to occupy to Hibiscus Mens Shed Trust comprising the council owned Skyline Shed and 900m² of land at Silverdale War Memorial Park legally described as Part Lot 1 DP 37919

Comments

6. At its business meeting of 16 December 2015 the Hibiscus and Bays Local Board resolved on the recommendations in the agenda item 24 report, Community Leasing at Silverdale War Memorial Park (Attachment A).

7. In accordance with the Auckland Council Community Occupancy Guidelines 2012, staff must recommend an expression of interest process for a vacant building or land. However, the guidelines also provide a local board with the option to choose to vary from officer recommendations as the local board deems appropriate. In this instance, the local board resolved not to proceed with seeking expressions of interest from community organisations in relation to the council-owned Skyline shed and 900m² of land at Silverdale War Memorial Park.

8. The local board agreed in principle to grant two separate leases and a licence to occupy to Hibiscus Mens Shed Trust at Silverdale War Memorial Park for the council owned vacant Skyline shed and reserve land that would support the development of a building for the Mens Shed.

9. The local board subsequently confirmed by resolution HB/2015/189 that the details of any future leases and licence to occupy would be publicly notified and consultation with iwi undertaken in accordance with the terms of the Reserves Act and the Conservation Act (Attachment B).

Public Notification Process

10. Public notices were placed in the North Harbour News and the Rodney Times publications dated 11 February 2016 (Attachment C & D). The proposal was further advertised on the Auckland Council website. In accordance with sections 73(4) and 119 of the Reserves Act, submitters were allowed one calendar month to make submissions (Attachment E).

11. Council received one submission on 10 March 2016 (Attachment F) from the Air Training Corps, which stated in its submission that it wished to be heard in person.

12. On 31 March 2016, key representatives for the Air Training Corps, Hibiscus and Bays Local Board Advisors and Community Leasing staff met to hold an initial discussion as part of the submission process and also as an opportunity to clarify details with regard to the objection. During the course of the discussions on the matter, the representatives for the Air Training Corps reconfirmed their desire for a hearing.

13. At its business meeting of 20 April 2016, the Hibiscus and Bays Local board discussed the recommendations in a report to appoint a hearing panel to hear the submission, being agenda item 16 (Attachment H). It should be noted that attachments A to G (only) as referenced in the item 16 report are identical to those appended to this agenda report.

14. The local board subsequently resolved to appoint Hibiscus and Bays Local Board members Gary Holmes and Greg Sayers to the hearings panel to hear the submission (Attachment I).

Consideration

Local board views and implications

15. The recommendations in this report fall within the local board’s delegated authority in accordance with section 120 of the Reserves Act (Attachment G).

Māori impact statement

16. During the period from 17 December 2015 to 22 January 2016, consultation was undertaken with the 14 iwi as identified as having an interest in the land in the Hibiscus and Bays Local Board area in accordance with the Conservation Act. Iwi did not raise any objections to the Mens Shed proposal.

17. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2012-2022, the Proposed Auckland Unitary Plan and local board plans.

18. Support for maori initiatives and outcomes is detailed in Te Toa Takitini, Auckland Council’s Maori Responsiveness Framework. An aim of community leasing is to increase targeted support for maori community development projects. Additionally it seeks to improve access to facilities for maori living in the Hibiscus and Bays local board area.

Implementation

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

20. Council’s community leases staff will prepare and finalise lease documentation and seek approval from the Facilities and Reserves Committee.

21. There are no direct cost implications for Auckland Council.

Attachments

No.	Title	Page
a View	Item 24 from Hibiscus and Bays Local Board business meeting of 16 December 2015	93
b View	Resolution number HB/2015/189	107
c View	Public notice North Harbour News 11 February 2016	109
d View	Public notice Rodney Times 11 February 2016	111
e View	Sections 73(4) and 119 of the Reserves Act 1977	113
f View	Submission to Auckland Council proposal to grant two community leases and a licence to occupy to Hibiscus Mens Shed Trust at Silverdale War Memorial Park	115
g View	Section 120 of the Reserves Act 1977	175
h View	Item 16 from Hibiscus and Bays Local Board business meeting of 20 April 2016	177
i View	Resolution number HB/2016/50	181

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

Community Places 2016/2017 Community centre and venue for hire fees

File No.: CP2016/11783

Purpose

1. To seek approval of venue hire fees to be applied in the 2016/2017 year.

Executive summary

2. Within Auckland Council, local boards are responsible for setting local fees and charges, including those that relate to asset based services such as community centres and venues for hire. Fees are typically reviewed and agreed on an annual basis as part of finalising the annual local board agreement.

3. Staff discussed the fees to be applied in the 2016/2017 financial year at a workshop with Hibiscus and Bays Local Board members on 25May 2016. This report builds on those discussions.

4. Staff recommend that the local board begins to apply the Hire Fee Framework from 1 July 2016 and adopt hire fees that are consistent with the framework. Recommended fees are included in Attachment A, which also provides a comparison to the current fees.

5. The difference between current and proposed rates varies. Of the three separate bookable spaces available within the Orewa Community Centre, one is proposed to stay the same, one increases by 60% and one increases by 100%. The degree of change partly reflects a baseline of low fees inherited from legacy council arrangements with no material adjustment applied during the first five years of Auckland Council.

6. In order to support an effective transition to the new rates, staff recommend that fee increases for existing regular customers be capped at a maximum of 20% of their current charge. This would apply to the 2016/2017 year, with the expectation that full rates would apply after that 12 month transition. New and casual (infrequent users) customers would pay the full fee from 1 July 2016.

7. There are two users of the facility who continue to benefit from substantially subsidised fees, which have their basis in legacy council practices. These “special arrangements” (listed in Attachment C) are more favourable than those available to existing regular customers. Staff recommend that these groups be charged the full 2015/2016 hire fee plus 20% from 1 July 2016. This will bring them into line with other regular hirers and provide a similar transitional arrangement for these groups, in the expectation that full rates will apply after 12 months.

8. Staff have considered alternative options for fee setting in 2016/2017. Alternative option 1 is not favoured, as it will further perpetuate arrangements that are outside the framework and is not equitable. However, it is a viable option should the Hibiscus and Bays Local Board choose to underwrite the cost of the ongoing subsidy from the Locally Driven Initiatives (LDI) fund. Alternative option 2 is not favoured as it cannot be implemented in time.

9. Confirmed fees for the 2016/2017 year will be published online. They will be effective from 1 July 2016. Staff will aim to engage with all regular users, those on special arrangements and relevant advisory groups to advise them of the agreed fees.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) apply the Hire Fee Framework from 1 July 2016 and adopt hire fees that are consistent with the framework.

b) adopt the 2016/2017 community centre and venue for hire fees, as per Attachment A, to be applied to all new and causal hirers

c) approve a one year transitional arrangement for existing regular hirers with fee increases for these customers being capped at a maximum of 20% of their current charge, as per Attachment B. Full rates will apply after 12 months

d) approve a one year transitional arrangement for “special arrangement” customers with fee increases for these customers being capped at the equivalent of the appropriate 2015/2016 fee plus 20%. Full rates will apply after 12 months

e) note that there will be no requirement to underwrite the transitional arrangements described above using local board Locally Driven Initiative funding during the 2016/2017 year

f) request council staff engage with key customer groups to advise them of the agreed fees and provide regular updates on the impact of the hire fees and the performance of council-managed community facilities as part of quarterly reporting arrangements. Also providing an impact analysis report after six months of operation, describing any changes in users groups as well as covering utilisation, visitation and revenue by facility.

Comments

10. Local boards are responsible for setting local fees and charges, including those that relate to asset based services such as for community centres and venues for hire. Fees are typically reviewed and agreed on an annual basis as part of finalising the annual local board agreement.

Hire Fee framework

11. In 2014, council adopted the Hire Fee Framework, an operational policy which guides the setting of fees across the network of council operated community centres and venues for hire. Community group operated centres and venues generally determine and administer their own fee schedules and are not considered in this report.

12. Fees are informed by the performance of three factors which customers told us they value highly; the condition of the facility, the level of amenity provided and the presence of staff on site. The framework also includes financial incentives aimed at enabling community outcomes, making more use of off-peak capacity and encouraging regular use of the facilities.

13. Hibiscus and Bays Local Board has not yet applied the Hire Fee Framework. As a consequence, hire fees are mostly based on legacy arrangements and are generally considerably lower than those charged for using comparable venues in other parts of Auckland. The foregone revenue associated with this decision is estimated to be in the region of $21,045 per annum.

14. Staff recommend that the local board begin to apply the Hire Fee Framework from 1 July 2016 and adopt hire fees that are consistent with the framework.

15. Recommended fees for Orewa Community Centre are included in Attachment A. Staff advise that these fees be applied to all new and casual customers from 1 July 2016.

Transitional arrangements

16. Applying the Hire Fee Framework and adopting regionally consistent fees does mean that there will be an increase in the price some customers pay. The difference between current and proposed fees ranges between 0% and 100%. Whilst the proposed fees represent a fair rate for new and casual customers, it is reasonable to consider a transitional arrangement for existing regular customers, to allow them some time to adjust to the new fee. A twelve month transitional period is recommended.

17. In order to support an effective transition to the new rates, it is proposed that fee increases for existing regular customers (shown in Attachment B) be capped at a maximum of 20% of their current charge. This to apply for the 2016/2017 year, with the expectation that full rates would apply after that 12 month transition.

18. There are a small number of facility users in Hibiscus and Bays who continue to benefit from full or substantially subsidised fees, which have their basis in legacy council practices. These “special arrangements” (listed in Attachment C) are more favourable than those available to existing regular customers. Perpetuating these special arrangements sustains a benefit that is not available to other members of the community as well as requiring extra administrative effort and cost to recognise and process these exceptions.

19. Staff recommend that the local board act to bring these arrangements in line with benefits available to other customers and in so doing demonstrate a “level playing field”. It is proposed that these groups be charged the full 2015/2016 hire fee plus 20% from 1 July 2016. This will bring them into line with other regular hirers and provide a similar transitional arrangement for these groups, in the expectation that full rates will apply after 12 months.

20. The majority of local boards adopted the hire fee framework from 1 July 2014. At the time, these boards were not asked to underwrite the value of the further subsidies to customers in transition using their LDI. Hibiscus and Bays Local Board will have the same opportunity. Staff will monitor the impact of fee changes during 2016/2017, report at quarterly intervals through that year and use the insights from this transitional year on which to base future advice about fee setting.

Alternative option 1

21. Under this option, the local board would further delay applying the Hire Fee Framework. This would mean that the current baseline would remain in place, but with fees increased from this baseline by a nominal amount, between 10% and 30%, to apply to all users. Fees associated with this option are shown in Attachment B.

22. The main advantage of this approach is that it would quickly move all customers to the same fee baseline, assuming that all new, casual, regular and special arrangement customers are migrated to the same fee structure from 1 July 2016. It will therefore be seen to be fair, simple and transparent.

23. The main disadvantage of the approach is that it perpetuates the legacy arrangement and provides a range of fees not available to other local users within Auckland. Even with a 30% increase to the current fee baseline, Hibiscus and Bays Local Board fees would be lower than most other parts of Auckland.

24. This is a viable option, should the local board choose to invest in sustaining fees at this relatively low level. If this is the intention, then the local board would make use of its LDI funding to underwrite the difference in annual revenue, between a fee schedule based on the Hire Fee Framework and one based on adjusted legacy fees. This figure is estimated to be $16,215 for 2016/2017, based on a 20% increase.

Alternative option 2

25. Under this option the local board would seek to move the day to day management and operation of the Orewa Community Centre from a council managed model to a community-led model.

26. A characteristic of typical community-led models is that it is the management entity, under the delegation of the local board, which determines the fees to be charged and collects the revenue from fees. The consideration and decision relating to fees would therefore sit elsewhere.

27. The main advantage of this approach is that a community-led entity, which is able to benefit from voluntary effort within its services, may feel able to set fees at a lower level because its operating overhead is perceived to be lower than a council provided service.

28. The main disadvantage, is that it will take time, effort and money to establish a community-led approach at Orewa Community Centre, so is not a viable approach when considering fees that will come into place from 1 July 2016.

29. There are alternative drivers for exploring a community-led approach for this facility. The local board may wish to consider making LDI funding available to scope the work required to accomplish this as part of the 2016/2017 work programme. An amount of $5,000 would cover the scoping stage.

Consideration

Local board views and implications

30. Staff discussed the fees to be applied in the 2016/2017 at a workshop with Hibiscus and

Bays Local Board on 25 May 2016.

27. The recommendations within this report fall within the Hibiscus and Bays Local Board’s allocated authority relating to local recreation, sport and community facilities.

Māori impact statement

28. The Hire Fee Framework is not specifically targeted for maori populations. However, it aims to be clear and transparent to all users and enable all Aucklanders to participate within facilities, including maori.

Implementation

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

30. Confirmed fees for the 2016/2017 year will be communicated to all regular hirers and published online. They will be effective for 1 July 2016.

Attachments

No.	Title	Page
a View	Recommended fee schedule 2016/2017	187
b View	List of regular hirers	189
c View	List of hirers on special arrangements	191
d View	Alternative option, fee schedule for 2016/2017	193

Signatories

Authors

Robyn McMichael – Team Leader Venue Hire

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

Hibiscus and Bays Local Board Arts, Community and Events Work Programme 2016/2017

File No.: CP2016/10937

Purpose

1. To present the Arts, Community and Events 2016/2017 Hibiscus and Bays Local Board work programme for the Hibiscus and Bays Local Board approval.

Executive summary

2. This report provides information to support local boards to approve the Arts, Community and Events 2016/2017 work programme.

3. The proposed Arts, Community and Events work programme aims to provide a defined work programme for the 2016/2017 financial year. The work programme covers the following areas:

· Community Empowerment

· Arts and Culture

· Events

· Community Places.

4. The Arts, Community and Events work programme for the Hibiscus and Bays Local Board aligns with the following 2014-2017 Hibiscus and Bays Local Board Plan priorities:

· safe and supported communities

· a great place to live because we planned for growth

5. The Hibiscus and Bays Local Board is being requested to approve the Arts, Community and Events work programme for FY 2016/2017.

6. A number of funding agreements form part of the Arts, Community and Events work programme including:

· $88,000 to East Coast Bays Community Project made up of $71,000 to build the capacity and capability of community groups and organisations in the Bays subdivision of the Hibiscus and Bays Local Board area (including Summer Fun) and $17,000 for regularly funded events from the Event Partnership Fund .

· community arts organisation funding agreements:

i) Centrestage Theatre Trust, $20,665 (uninflated opex budget)

ii) Estuary Arts Charitable Trust, $15,886 (uninflated opex budget) plus additional $50,000 (Locall Driven Initiatives opex budget)

iii) Mairangi Arts Centre Trust, $80,316 (uninflated opex budget)

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the 2016/2017 Arts, Community and Events work programme (Attachment A),

b) approve funding for $88,000 to East Coast Bays Community Project to build the capacity and capability of community groups and organisations in the Bays subdivision of the Hibiscus and Bays Local Board area

c) delegate to the Local Board Chairperson and Facilities and Reserves Chairperson authority to approve any further budget allocation for community capacity building and placemaking initiatives providing the matter has been workshopped by the full local board or Facilities and Reserves committee as appropriate prior to any decision being made

d) approve the following community arts organisation funding agreements:

i) Centrestage Theatre Trust, $20,665 (uninflated opex budget)

ii) Estuary Arts Charitable Trust, $15,886 (uninflated opex budget) plus additional $50,000

iii) Mairangi Arts Centre Trust, $80,316 (uninflated opex budget)

Comments

7. The Arts, Community and Events (ACE) work programme for 2016/2017 has been developed using a coordinated departmental approach. The programme reflects the community empowerment approach through a number of cross-unit and cross-departmental activities. Over time, the principles of community empowerment will drive the ACE work programme. Future work programmes will demonstrate a more joined-up departmental approach. Each ACE unit has aligned their projects and initiatives to the Auckland Plan directives and the Hibiscus and Bays Local Board Pplan 2014-2017.

8. The ACE work programme aligns to the following 2014-2017 Hibiscus and Bays Local Board Plan priorities:

· safe and supported communities; through the funding of numerous arts trusts operating in the local board area and through events designed to build community connectedness

· a great place to live because we planned for growth; by building the capacity and capability of local organisations such as East Coast Bays Community Project and Whangaparaoa 2030, to respond to their communities’ needs.

9. The ACE work programme 2016/2017 for the Hibiscus and Bays Local Board includes the following areas of activity:

· Community Empowerment: These projects and programmes aim to deliver a range of social outcomes for local residents. This includes funding for community groups, supporting placemaking initiatives across the local board area and ongoing advice provided by the strategic broker and practice hub staff

· Arts and Culture: This includes funding of Estuary Arts Charitable Trust, Centrestage Theatre Trust and Mairangi Arts Centre Trust to deliver community and educational arts programmes in the local board area

· Events: This work programme includes a range of community events such as Movies in Parks, community Christmas parades and ANZAC Day services

· Community Places: This includes working with the Community Empowerment Unit to build the capacity of community-operated hubs and facilities such as Stoney Homestead, Silverdale Men’s Shed and Hibiscus Coast Community House.

10. The work programme includes scoped initiatives that align with local board priorities, as well as budget allocation and established timelines.

11. The local board considered the draft work programme at a workshop with ACE staff on 25 May 2016. Staff incorporated the local board’s feedback into the work programme.

12. The Community Empowerment Unit is operationalising the Empowered Communities Approach, a new way of working. Community empowerment means communities having a sense of control over what happens at a local level and council fostering the conditions that support this. For 2016/2017 the unit is focused on delivery within four key areas:

· initiatives that are joined up and delivered with other departments of council and the CCOs and that support local board plans

· capacity building programmes and projects for the community and voluntary sector and residents

· initiatives designed to enhance participation and engagement in council decision making

· collaborative Auckland-wide initiatives that respond to complex issues where the advantage of council’s size will have a significant impact on outcomes.

13. Empowered Events exemplifies the Empowered Communities Approach. The Events Unit are supporting community groups and organisations by running a programme of activities aimed at increasing their skills and understanding of events. By upskilling local groups, the community will have more capability to deliver successful events themselves.

14. Local boards are requested to approve the ACE work programme for 2016/2017. ACE staff will continue to work with relevant portfolio holders and the local board to ensure these projects are delivered and evaluated.

15. A number of funding agreements form part of the Arts, Community and Events work programme including:

· Community arts organisation funding agreements

i) Centrestage Theatre Trust, $20,665 (uninflated opex budget)

ii) Estuary Arts Charitable Trust, $15,886 (uninflated opex budget) plus additional $50,000 (Locall Driven Initiatives opex budget)

iii) Mairangi Arts Centre Trust, $80,316 (uninflated opex budget)

Consideration

Local board views and implications

16. The draft 2016/2017 work programme was considered by the local board at a workshop on 25 May 2016. Feedback from the local board was considered and incorporated into the local board work programme (Attachment A).

Māori impact statement

17. Improving māori outcomes is a priority for the region. One of the Auckland Plan targets is to increase support for māori community development projects. A key objective of ACE is to deepen and integrate relationships with mana whenua, mataawaka and marae, in our everyday work.

18. This ACE work programme strives to achieve stronger relationships by strengthening connections with Te Herenga Waka o Orewa Marae and aims to improve well-being among māori living in the Hibiscus and Bays Local Board area. The Community Empowerment Unit is looking to work with Te Herenga Waka o Orewa in regards to the establishment of a marae in Silverdale.

19. ACE is committed to supporting strong māori communities through engagement and support of activities that contribute to māori well-being. This can be seen through capacity building initiatives and youth-centred activities that focus on working in partnership with mana whenua and support rangatahi māori aspirations.

Implementation

20. Once the work programme is approved, ACE staff will monitor and evaluate progress throughout 2016/2017. Staff will continue to meet with portfolio holders to provide updates on the work programme and ensure it is progressed in a timely way. The ACE work programme will be implemented within the annual plan 2016/2017 budget and updates on progress will be available at the end of each quarter.

Attachments

No.	Title	Page
a View	Hibiscus and Bays Local Board Arts, Community and Events Work Programme 2016/2017	211

Signatories

Authors

Graham Bodman - General Manager Arts, Community and Events

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

Parks, sport and recreation draft annual work programme financial year 2016-2017

File No.: CP2016/09956

Purpose

1. To present the draft 2016/2017 Parks, Sport and Recreation Annual work programme for the consideration and approval of the Hibiscus and Bays Local Board.

Executive summary

2. This report presents the Parks, Sport and Recreation draft annual work programme for the 2016/2017 financial year.

3. The work programme includes the local board capital expenditure and Locally Driven Initiatives (LDI) programme of works but excludes any works associated with external agency projects.

4. Should unforeseen works arise or work priorities change from those attached and approved, the Parks Sport and Recreation advisors will discuss this with the appropriate local board portfolio holder/s.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the Hibiscus and Bays Parks, Sport and Recreation draft annual work programme 2016/2017 financial year as detailed in Attachment A dated 15 June 2016 to this report

b) delegate approval for any changes to the Parks, Sport and Recreation Annual work programme 2016/2017 to the appropriate Parks, Sport and Recreation advisor and local board portfolio holder/s.

Comments

5. Staff discussed the scope of the Parks, Sport and Recreation (PSR) draft annual work programme (AWP) 2016/2017 at a workshop with the local board on 22 April 2016.

6. This report presents PSR’s draft AWP for the 2016/2017 financial year (FY17), but reflects a three year view of the outlying years. This is with the exception of growth funding, which is approved on a year by year basis only.

7. There are separate AWPs for Sport and Recreation: Leisure; Local and Sports Parks.

8. The PSR draft AWP 2016/2017 has been developed with a strategic focus, in that many projects will be delivered over two or more financial years.

9. The Parks, Sport and Recreation draft Annual work programme 2016/2017 presented as Attachment A, needs to include some flexibility to account for any unforeseen factors beyond PSR’s control that may arise.

10. Staff may need to adjust priorities as unforeseen complexities in delivering planned projects arise. Any changes to the PSR draft AWP 2016/2017 will be consulted with the local board or Facilities and Reserves Committee, who will consider the proposed changes.

11. PSR renewals and leisure development projects will be reported separately and led by Community Facilities.

12. Projects may be funded from one or multiple budget sources which include: Asset Based Services (ABS) CAPEX or OPEX; Locally Driven Initiatives (LDI) CAPEX or OPEX; growth funding; external funding or sponsorship.

13. Growth programme

Asset Based Services CAPEX includes Growth funded projects where the project meets the criteria to be allocated development contribution funding. Local and Sports Park projects are split into four different work streams for Growth:

· General Park development;

· Playspace development;

· Sport development;

· Greenway and walkway development.

14. The overall growth programme should reflect that development contributions make up 70% of the total programme budget and other contributions (such as rates, third party contributions etc.) make up the remaining 30%.

15. The draft AWP shows the allocated FY17 growth funding for information only. Any funding in subsequent years is indicative as growth funding is signed off annually. Projects that are identified to receive growth funding in FY17, but are being delivered over more than one year, will be considered as priority for growth funding in the subsequent years.

16. For FY17, funding has been allocated to projects based on the analysis of the criteria below.

17. Projects identified in the FY17 draft AWP which are eligible for FY17 growth funding have been included in the attachment for the local board’s information only and will be confirmed to the Parks Recreation and Sport Committee in September 2016.

18. Criteria for Growth funding allocation

All projects funded through the FY17 growth programme need to be development projects on council owned reserve or Ministry of Education land. Projects were ranked based on the following criteria:

· Whether the project is multi-year and received growth funding in the 2015/2016 financial year;

· Alignment with a parks programme – the project should align with one of the four park development programmes (i.e. General, Playspace, Greenway and walkway, Sport);

· The proportion of the project that is caused by growth - projects are ranked on the percentage of demographic growth in the area that the project will serve. For example, greenfield sites or new housing areas will be ranked higher than an area of low or no growth;

· The proportion of the project that will benefit a new community in the next ten years;

· Whether a project aligns strategically with a governing body, local board or spatial priority;

· Whether a project leverages additional investment or provides for reduced or no operating cost to council over time;

· Project readiness and deliverability - design work is complete; all consents and funding are in place; works are procured and where applicable a funding agreement is in place and full project cost funding is available.

19. Other budget types contributing to the Parks Sport and Recreation annual work programme

The Locally Driven Initiatives (LDI) programme is part of this draft AWP. PSR projects resulting from external agency partnerships are not included unless they have an element of local board funding attached to them.

20. Leisure, and sport and recreation activity programmes do not show a budget amount but have been included in the work programme for information and future quarterly reporting.

Consideration

Local board views and implications

21. The local board provided feedback on the proposed Parks, Sport and Recreation draft annual work programme 2016/2017 at a workshop on 22 April 2016. Feedback from this workshop has informed the draft programme included as Attachment A.

Māori impact statement

22. Parks and open spaces, as well as sport and recreation activity contributes significantly to Mmori well-being, values, culture and traditions. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to Tangata Whenua, appropriate consultation will follow.

Implementation

23. Once approved the delivery of projects identified in the Parks, Sport and Recreation draft Annual work programme 2016/2017 will take place from 1 July 2016.

24. The progress of the Parks, Sport and Recreation annual work programme 2016/2017 projects will be reported to the local board quarterly.

Attachments

No.	Title	Page
a View	Hibiscus and Bays Parks,Sport and Recreation draft Annual work programme 2016-2017	219

Signatories

Authors

Lynda Lucas - Parks Liaison & Development Team Leader

Authorisers

Rob McGee - Manager Leisure – Parks, Sports and Recreation

Sharon Rimmer - Manager Sport and Recreation

Mark Bowater - Manager Parks

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

Sport and Recreation Investment - Community Access Scheme guidelines and future allocation of residual legacy Hillary Commission Community Sport Fund

File No.: CP2016/10128

Purpose

1. To obtain local board feedback on the draft Sport and Recreation Community Access Scheme guidelines and the future allocation of the residual legacy Hillary Commission Community Sport Fund.

Executive summary

2. Auckland Council inherited 14 operational funding agreements and residual Hillary Commission Community Sport funding that contributed to sport and recreation outcomes. Eleven of the funding agreements, and the Hillary Commission funding were deemed out of scope of the Community Grants Policy 2014.

3. At the Parks, Recreation and Sport Committee meeting on 18 November 2015, draft Community Access Scheme guidelines and options for the use of the residual $2.5m Hillary Commission Community Sport Fund were considered. Both were approved for sector and local board consultation.

4. The purpose of the Community Access Scheme is to leverage access to non-council facilities to support increased levels of sport and recreation participation and reduce inequities of access to opportunities.

5. This report provides background and overview of the draft Community Access Scheme guidelines (the Guidelines) (Attachment A), and options for the use of the residual Hillary Commission funding.

6. This report requests local board feedback on the draft guidelines and the use of the residual Hillary Commission funding.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) provide feedback on the draft Community Access Scheme guidelines for the governing body to consider.

b) support the allocation of the residual $2.5m Hillary Commission Community Sport Fund toward the implementation of the Sport and Recreation Community Access Scheme with a priority given to identified need in the legacy Waitakere ($1.1M) and Auckland City ($1.39M) Council areas.

Comments

Draft Community Access Scheme

7. Auckland Council supports sport and recreation in a number of ways including through the provision of facilities and open space, delivering programmes and sector investment.

8. Council’s region-wide investment programme in sport and recreation supports the implementation of the Auckland Sport and Recreation Strategic Action Plan (ASARSAP) to encourage Aucklanders to be more active more often. The investment programme consists of the Regional Sport and Recreation Grants Programme, Region Wide Strategic Partnership Grants and the Community Access Scheme (Attachment B). Additionally many local boards invest in sport and recreation organisations that provide outcomes aligned to their local board outcomes. The 29 July 2015 Parks, Recreation and Sport Committee meeting approved a regional sport and recreation work programme that included the development of strategic region wide guidelines for the allocation of sport and recreation grants outside the scope of the Council Grants Policy including community access/operating grants and the residual Hillary Commission fund.

9. Following an October 2015 workshop the draft Guidelines were approved at the 18 November 2015Parks, Recreation and Sport Committee meeting for local board consultation.

10. An update was provided to the 23 November 2018 Local Board Chairs Forum and workshops were held with all local boards that have existing funding relationships.

11. The proposed Community Access Scheme provides guidance for the existing 11 legacy arrangements and a framework to address identified gaps and future needs. The draft Community Access Scheme is primarily targeting regional gaps in sport and recreation facility provision and/or improving equity of access through local solutions. For organisations to be eligible they must identify a solution to meet an identified need in the Sport Facility Investment Plan (currently under development) and/or Community Facility Network Plan.

12. The Community Access Scheme will enable council to move investment in response to highest need/demand and invest on a three yearly cycle aligned to the Long-term Plan. Like the Sports Field Capacity Development programme this is a region-wide scheme allocated locally.

13. Investment will be made in facilities to:

· fill a specific sport gap as identified in the Sport Facility Investment Plan

· optimise and increase the use of existing facilities

· support the start-up phase of multisport facilities

Existing community access funding agreements

14. The 11 existing community access agreements were reviewed against the draft guidelines to determine eligibility and strategic alignment. Staff will ensure those that are no longer eligible or do not align with the principles of the draft guidelines, are supported through other mechanisms.

15. Given the timing of the guidelines approval and the need to give certainty for the next financial year, on 26 April 2016, the Parks, Recreation and Sport Committee approved the existing community access agreements be continued for the 2016/2017 financial year via the General Manager Parks Sport and Recreation’s report with the exception of one reallocation.

16. The following table illustrates current approved investment for the 2016/2017 financial year

Table 1.
Investment Area	Who	Amount
Asset based term grant – community access	Sovereign Stadium Mairangi Bay School/community/council partnership	$58k p.a.
Asset based term grant – community access	Avondale College School/community/council partnership	$17k p.a.
Asset based term grant – community access	Tamaki Recreation Centre School/community/council partnership	$100k p.a.
Asset based term grant – community access	ASB Stadium School/community/council partnership	$80k p.a.
Asset based term grant – community access	Waiheke Recreation Centre School/community/council partnership	$75k p.a.
Asset based term grant – community access	North Harbour Netball (reallocation from Hato Petera College)	$28k p.a.
Asset based term grant – operational support	Te Puru Community Charitable Trust Operational support	$340k p.a.
Asset based term grant – operational support	Papatoetoe Sports Community & Charitable Trust (Kolmar) Operational support	$100k p.a.
Asset based term grant – operational support	Dacre Park Cost-equity – contribution to field maintenance	$17k p.a.
Asset based term grant – operational support	Auckland Netball Sport-equity – contribution to facility maintenance	$150k p.a.
Asset based term grant – operational support	Manukau Tennis Centre Sport-equity – contribution to facility maintenance	$41k p.a.
Total		$1.006m

Future use of Hillary Commission Funding

17. In June 2002, Sport and Recreation New Zealand (SPARC, now Sport NZ) ceased the annual funding through the Community Sport Fund. The fund was administered through territorial local authorities and supported sport and recreation projects and initiatives.

18. The fund was allocated to councils on a population based approach and was distributed to the community through a combination of contestable grants and loans.

19. Following the end of the Community Sport Fund, SPARC advised councils that any remaining Community Sport funding held or returned via loan repayments could be allocated in a manner consistent with the desired outcomes of the fund.

20. Prior to Auckland Council, councils took a varied approach with most using remaining funds for capital projects or allocated in grants to sport and recreation groups.

21. At amalgamation Waitakere ($1.1 million) and Auckland City Council ($1.39 million) had remaining Community Sport Funds due in the most part to their approach of funding low interest loans to sport clubs which have since been repaid.

22. Four options for the future use of the residual Hillary Commission fund were discussed at the Parks Recreation and Sport Committee workshops on 17 June 2015 and 14 October 2015 and subsequently approved for local board consultation at the 18 November 2015 meeting. Further analysis of these four options is outlined in Attachment C.

· Develop a new contestable grants programme either regional or aligned to legacy Waitakere and Auckland City areas. A new contestable grants programme could be established. It could provide a wider criteria for achieving sport and recreation outcomes including facility or capital, and operational and programme related funding. It would need to be considered how this would fit with the regional and local grants programme including the new local discretionary capital fund.

· Allocate as part of the new Community Grants Policy (CGP) Regional Sport and Recreation Grants Programme. The new regional sport and recreation grants programme that has been established as part of the Community Grants Policy (CGP) has a budget of $508K per annum. This funding could be split across the first three years and added to the current budget, for distribution against the criteria in the CGP.

· Allocate towards the implementation of Auckland Sport and Recreation Strategic Action Plan (ASARSAP) priority initiatives with potential to target legacy Waitakere and Auckland City areas. The funding could be used to deliver on some of the focus areas of ASARSAP, for example, addressing inequity in sport and recreation support, sustainability of sport work programme, and the Sport Facility Network Plan implementation. Progress and outcomes would be reported via ASARSAP annual reporting.

· Allocate as part of a proposed Sport and Recreation Community Access Scheme to address inequities across sport and recreation either across Auckland or in the legacy Waitakere and Auckland City areas. This would increase the budget available to support community access to non-council facilities in areas of demand and provide operational support to new or existing sport and recreation facilities, including multisport hubs, for example, supporting netball hubs, and incentivising new multisport/co-location. This is a big gap area for sport and recreation funding support and would support and increase the sustainability of sport and recreation facility provision.

23. Allocating the funds to the Community Access Scheme is identified as the preferred option. It will add to existing funding over say a five year period, and provide support for community access to non-council facilities in areas of high demand, establishment of operational support to new sport and recreation facilities, including multisport hubs and support code specific sports hubs. This is a gap in sport and recreation funding and supports the sustainability of sport and recreation provision.

24. Including the residual Hillary Commission fund in the Community Access Scheme would provide further funding to leverage access to non-council facilities to support increased levels of sport and recreation participation and reduce inequities of access to opportunities. It is proposed that the Hillary Commission funding be allocated over a five year period and priority be given to identified need in the legacy Waitakere and Auckland City Council areas.

Consideration

Local board views and implications

25. Local boards were consulted during the development of the Auckland Sport and Recreation Strategic Action Plan (ASARSAP) which sets out how the priorities and strategic directions of the Auckland Plan will be put into action. This community access scheme implements these plans.

26. Local boards with facilities that have existing community access agreements have been engaged in on-going dialogue with staff about potential future change in agreements since amalgamation. Workshops have been held with the directly affected local boards on the draft guidelines and their impact on the existing funding agreements.

27. The three west local boards have expressed a view that the residual Hillary Commission funds from legacy Waitakere City Council should be retained and distributed for the benefit of the west community.

28. Central Local boards have informally expressed a view that the residual Hillary Commission funds from Auckland City Council should be retained and distributed for the benefit of the legacy Auckland City Council community.

Māori impact statement

29. The ASARSAP includes actions focusing on improving the health and well-being of māori. Initiative 3.7 – Partner with regional māori sports organisations to identify opportunities to increase participation by maori in recreation and sport activities, including programmes in Te Reo, māori settings and cultural activities.

30. ASARSAP key initiative 15.2 sets out the task for Te Waka Angamua and partners to lead the development of Te Whai Oranga – the Māori Sport and Recreation Plan; this will be reported to the Parks Recreation and Sport Committee in due course. Te Whai Oranga and the ASARSAP will guide delivery of specific programmes that will benefit Māori and improve delivery of against outcomes.

31. The Community Access Scheme will support Auckland Council’s commitment to Māori and support positive outcomes for Māori participation in sport and recreation through investing in eligible organisations that help achieve this objective. Matauranga Māori/Māori knowledge and world views will be respected. We will ensure that we:

· Engage effectively with māori to identify investment opportunities to increase access

· Provide appropriate capacity building support to those invested in to support increased maori participation in sport and recreation

Implementation

32. A report will be provided to the Parks, Recreation and Sport Committee in July 2016 seeking approval of the Community Access Scheme guidelines and use of the residual Hillary Commission fund.

33. The existing eligible community access agreements will be reviewed over 2016/2017 to determine appropriate funding amounts and levels of service for 1 July 2017 onwards. Relevant local boards will be involved in this process.

34. Decisions on future community access partnerships will be undertaken through annual plan or long-term plan processes in line with identified gaps in sports network and available budget.

35. Upon resolution from the July 2016 Parks, Recreation and Sport Committee staff will work with relevant local boards on the implementation of the residual Hillary Commission funds.

Attachments

No.	Title	Page
a View	Draft Sport and Recreation Community Acess Scheme guidelines	231
b View	Sport and Recreation Investment Diagram	235
c View	Options Analysis for Residual Hillary Commission Fund	237

Signatories

Authors

Ken Maplesden - Team Leader Local Partnerships

Emma Morgan - Principal Advisor Investment Programme

Authorisers

Sharon Rimmer - Manager Sport and Recreation

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

15 June 2016

Stillwater Hall: Proposed Extension to the Hall Deck Area

File No.: CP2016/11555

Purpose

1. To seek approval from the Hibiscus and Bays Local Board to use funds remaining from the Stillwater Hall project budget to extend the front deck area of the Stillwater Hall.

Executive summary

2. Stillwater Hall was officially opened on 16 May 2015 and is managed by the Stillwater Residents and Ratepayers Association. The Stillwater Residents and Ratepayers Association approached council about extending the existing deck area at the front of the building to make this area more functional and increase the useable space at the hall. Two options for extending the deck have been developed (Attachment A). The cost of option 1 is estimated to be $60,000 and option 2 $90,000. There are funds of $63,000 left over from the project to construct the new hall that could be used for the deck extension. This report recommends that these funds be used to extend the deck area as per option 1 as requested.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) Approve option 1 for the proposed extension to the deck area at Stillwater Hall and the use of the remaining Stillwater Hall project budget of $63,000.

Comments

3. Stillwater Hall was officially opened on 16 May 2015. Council entered into a community lease with the Stillwater Residents and Ratepayers Association Incorporated (SRRA) to manage the community hall commencing 15 June 2015 and expiring 14 June 2025.

4. The SRRA approached council about extending the existing deck area at the front of the building to make this area more functional and increase the useable space at the hall. This request has been evaluated and design work undertaken to confirm its feasibility and costs. Two design options have been developed and are attached (Attachment A).

5. Option 1 proposes to extend the existing deck area by 24m², with slatted barriers on either side of deck and staircase for fall protection and planter boxes on the northern edge.

6. Option 2 proposes an addition of 44M² in area, with slatted barriers on the sides of the deck. Double steps are introduced alongside the central steps to serve as casual seating area. Provision is also made for planter boxes on the northern edge.

7. The cost of option 1 has been estimated to be approximately $60,000 and option 2 approximately $90,000. The costs of both options include construction work, consultant’s fees and include project management costs. Given our experience with the building to date, a significant allowance for the deck extension has been made in anticipation that the piling may not be straight forward. There are funds of $63,000 left over from the project to construct the new hall and this report recommends that these funds be used to extend the deck area in accordance with option 1. This option is recommended as it will provide the additional space sought and is within the budget available.

8. Feedback has also been received from the SRRA around the design of balustrade with a handrail. It is proposed that the detail of this be worked through in the detailed design.

9. Legal advice received is that extending the deck requires no further consultation, notifications or resolutions and that a new site plan should be inserted into the lease showing the actual finalised area with the enlarged deck and pathway. The existing resource consent allows a bigger footprint for the building and has already been granted. Building consent may be required due to the structural requirements of the site.

Consideration

Local board views and implications

10. The local board has been aware of the proposal to extend the deck and has indicated previously that it is supportive of it being progressed. This report is seeking local board approval for option 1 to proceed.

Māori impact statement

11. Prior to the construction of the Stillwater Hall, iwi were consulted both as part of the project build and as part of the lease proposal. No issues or concerns were raised. The extension to the deck is not a significant change as a larger deck was envisaged on the original plans.

Implementation

12. Funds will need to be carried over to enable this work to be undertaken. It is not a large project and is expected to be progressed through an existing council supplier.

Attachments

No.	Title	Page
a View	Stillwater Hall Proposed Deck Extension Concept Plans	241

Signatories

Authors	Pauline Dillon-Lai – Project Manager
Authorisers	Peter Loud – Senior Community Places Advisor (CAPEX)

Hibiscus and Bays Local Board

15 June 2016

Auckland Transport Update to Hibiscus and Bays Local Board June 2016

File No.: CP2016/11114

Purpose

1. To update the Hibiscus and Bays Local Board on the current status of its Local Board Transport Capital Fund (LBTCF) projects, respond to resolutions made by the local board and issues raised by elected members, and provide information on matters of specific application and interest to the Hibiscus and Bays Local Board.

Executive summary

2. This report provides information on:

· Whangaparaoa Road dynamic laning;

· Changes for seniors using Auckland public transport;

· Additional double decker buses on Auckland’s roads;

· The City Rail Link and inner city development;

· Innovative new young driver resources;

· Cycling safety;

· Consultations on regulatory processes;

· The local board’s transport capital fund; and

· Issues raised by elected members.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) note the Auckland Transport Update to the Hibiscus and Bays Local Board for June 2016.

Comments

Whangaparaoa Road traffic flows

3. Auckland Transport (AT) will conduct a live trial of an innovative dynamic lane control system on Whangaparaoa Road.

4. Dynamic lane control uses the existing road more efficiently for moving people and goods. It is a travel solution which makes use of Traffic Control Devices and an adaptive Light Emitting Diode (LED) light system instead of traditional painted on-road markings.

5. LED lights show road markings that can change configuration quickly and safely, creating an extra lane during peak hour traffic. Traffic control gantries will clearly display which lanes motorist are to use.

6. Different kinds of dynamic lane controls are used around the world to get traffic moving at peak times. In Auckland similar arrangements operate on the Panmure Bridge and Auckland Harbour Bridge.

7. Dynamic lanes are relatively quick to build and cost effective compared to road widening, allowing for the better use of existing road space to accommodate peak period movements and reduce the need to widen roads or build new roads.

8. AT has been investigating the concept of dynamic lanes on road corridors since 2014. Following a driver behaviour study conducted with the University of Waikato, AT is now aiming to carry out a full scale trial in the second half of 2016.

9. Whangaparaoa Road between Hibiscus Coast Highway and Red Beach Road has been selected for the trial, as the road has two lanes with a wide central flush median equivalent to a third lane. This stretch of road has pronounced tidal traffic movements during weekday peak periods. The installation of dynamic lane controls along Whangaparaoa Road would also require relatively low use of surrounding land, which will minimise disruption to residents.

10. AT staff are currently finalising the investigation and design of an appropriate system to be tested on Whangaparaoa Road with the safety and convenience of the local community and consultation with affected members of the community a key priority.

11. The results of the trial will determine the suitability and best approach to potentially introducing the controls along Whangaparaoa Road as a permanent feature as well as its suitability in other parts of Auckland.

Change on the cards for seniors using Auckland public transport

12. From 1 July 2016 SuperGold cardholders will need an AT HOP card with a SuperGold concession loaded on to the card to continue enjoying their SuperGold public transport concession in Auckland.

13. The Ministry of Transport reviewed the SuperGold card free public transport scheme last year and the switch to an AT HOP card with a SuperGold concession presents a number of benefits to seniors and to the scheme. According to the Ministry of Transport, in the financial year 2015/2016, the cost of the SuperGold scheme is estimated to be $28 million.

14. AT HOP card benefits include:

· Ease of use (customers can board a bus by tagging-on, reducing queues and helping improve bus punctuality);

· No need to carry cash;

· Travel before 9 am will cost at least 20% less when paying with an AT HOP card when compared to single trip cash fares, excluding SkyBus, NiteRider and Waiheke ferry services;

· Using AT HOP before 9 am on weekdays means there is no need to carry cash;

· There is also no need to wait in queues to purchase paper tickets from a ticket office, ticket machine or the bus driver; and

· Credit on an AT HOP card enables the purchase of paper tickets for other passengers if needed.

15. Switching SuperGold public transport use to the AT HOP card will also reduce improper use of the SuperGold concession and allow improved planning of public transport services, making the scheme more sustainable and reducing taxpayer and ratepayer costs.

16. Seniors using public transport in Auckland who do not yet have an AT HOP card will need to purchase one by 30 June, at a cost of $15 (the AT HOP card costs $10 and it must have a minimum of $5 credit loaded onto it at the time of purchase). The $10 card purchase price is non-refundable.

17. AT is working with the Ministry of Transport and directly with seniors’ advocacy groups to make the process as easy as possible for seniors. AT is also making an information pack available to all SuperGold cardholders, advising seniors of the changes and explaining how to purchase an AT HOP card and load a SuperGold concession.

18. SuperGold card users purchasing an AT HOP card from 9 May 2016 will be issued with a specially designed, distinctive gold AT HOP card. However, blue AT HOP cards loaded with a SuperGold concession will continue to be accepted after 1 July 2016. AT will be in contact with individuals who have a blue AT HOP card loaded with a SuperGold concession regarding the process to swap out their blue AT HOP card for a gold AT HOP card free of charge after 1 July 2016.

19. SuperGold public transport benefits in Auckland will not change at this time. Customers will continue to receive free public transport on eligible services after 9.00am on weekdays and all day on weekends and public holidays. This includes all train services, selected bus and ferry services (including services to Waiheke Island). A complete list of SuperGold public transport services provided free of charge is available at: AT.govt.nz/supergold.

20. Auckland has 180,000 SuperGold cardholders and this number is growing at 7,000 per year. Close to 42,000 SuperGold customers are using an AT HOP card with a SuperGold concession loaded for their public transport travel.

21. Those seniors who do not yet have an AT HOP card should visit www.at.govt.nz/supergold for more information or call 0800 AT Gold (0800 28 4653) to request an information pack. Terms of use and registered prospectus for the AT HOP cards are available at AT.govt.nz/athop or at the Transport Information Centre, Britomart. The obligations of Auckland Transport under the AT HOP cards are unsecured.

More double deckers on Auckland roads

22. Twelve additional double decker buses began operating along Mount Eden Road on the Waikowhai and Three Kings routes to the city and return on Sunday 29 May 2016, and a further three will be added in the middle of June 2016.

23. The buses will provide 450 more seats for the peak morning and evening runs, an increase of 15% on these busy routes.

24. Eight double deckers will also join the popular service operating between Albany and Newmarket via downtown and the university by the end of June 2016, adding an extra 150 seats at peak time and even more seats at off-peak, an overall capacity increase of more than 10% at peak times.

25. Double decker buses already run on the Northern Express and on some services operated by Howick and Eastern.

City Rail Link and Inner City Development

26. With the removal of buses from lower Queen Street and the start of far more visible preparation works in the city, the reality of the City Rail Link(CRL) is becoming obvious. Less obvious however is the amount of work that goes on behind the scenes as we move through ‘the build’.

27. Good preparation and communication by everyone involved in the Lower Queen Street project ensured that customers were well informed of the upcoming changes when the bus stops were finally removed.

28. Maintaining this level of planning and communication will be essential as AT moves forward, with dynamic changes also required to manage traffic and public transport effectively in the city during construction.

29. A City Centre Network Operations centre at Auckland Transport Operations Central Central has been established to assist with this work.

30. Together with Auckland Council’s Chief Executive, Stephen Town, AT is involved in conversations with key representatives of the government to work through the details of the CRL funding package. It will take approximately six months to align and finalise the funding package to enable the CRL tenders to be released before the end of the year.

Innovative new Young Driver Resources

31. Young Driver crashes are a high strategic priority identified in the Safer Journeys Programme. These drivers have a high exposure to crash risk due to their lack of driving experience and still evolving cognitive abilities. From 2010-2014 there were 664 death and serious injury (DSI) crashes involving young drivers, resulting in 74 deaths and 749 serious injuries. 40% of the drivers at fault/part fault were on a learners or restricted licence.

32. In March 2016, the Young Drivers programme launched a new, innovative young driver resource through two 'Train the Trainer' workshops held in Onehunga and Western Springs. The 42 attendees from schools, community based organisations and corrections were trained by AT staff to conduct learner licence theory courses with young drivers in their own communities. The Train the Trainer courses are one of the key interventions in AT’s Young Drivers Programme, providing local community organisations the capacity and skills to deliver Driver Licence programmes to their local youth.

33. This approach is a long term sustainable approach to improving the safety of young drivers by progressing 16-24 year olds through the Graduated Driver Licence process. Previous to their introduction these community organisations relied on AT funding for the delivery of these courses by external providers, within the community setting.

Bike Bright Reminder

34. Daylight saving ended on 3 April 2016 and a social media campaign was launched at that time to remind cyclists of this change and the importance of being visible to other road users.

35. A major risk factor for cyclists during winter is being less visible on the road, which is particularly important at night, in low light conditions at dawn and dusk, and in poor weather conditions.

36. Cyclists are required to wear a helmet, a red or yellow rear reflector, a flashing rear-facing red light, a white or yellow headlight and yellow pedal reflectors, or wear reflective material. The Bike Bright campaign encourages cyclists to bike bright with lights.

37. AT’s Walking and Cycling team staff have been handing out bike lights and other safety resources to cyclists riding with inadequate visibility after dark. In May 2016 AT introduced further promotions, including highlighting blind spots on heavy goods vehicles, using NZ Transport Agency's (NZTA) ‘share the road' photo booth, a bike mechanic performing basic safety checks, and a coffee cart to entice cyclists to pull over for a free bike light and safety resources.

Consultations

38. A proposal to install no stopping at all times (NSAAT) restrictions on Beach Road, Waiake, to prevent cars parking on the inside bend and causing drivers to travel beyond the centreline, increasing the likelihood of head-on collisions, was forwarded to the local board's Transport Portfolio Leads (TPLs) on 16 May with a request for comment by 1 June 2016. Member Fitzgerald advised her support for the proposal. Member Cooper queried the extent of the restrictions on the western side of Beach Road and the reason for these. He was advised that the restrictions, the extent of which was shown on the plan provided, would prevent parked vehicles impeding the flow of other vehicles travelling over the bridge.

39. Documentation relating to the proposed installation of NSAAT restrictions on Zealandia Road, Manly, to improve accessibility and visibility, was sent to the local board's TPLs on 24 May 2016 with a request for comment by 10 June 2016. Member Fitzgerald advised that she supported the proposal, adding that the road is narrow and parking on one side is sufficient in her opinion. Member Cooper advised that he supported Member Fitzgerald's comments.

40. Feedback was sought from the local board’s TPLs on a proposal to introduce designated bus stops during peak school times on Riverside Road, Orewa, on 27 May 2016, with a request for comment before 13 June 2016.

Update on the Hibiscus and Bays Local Board’s Transport Capital (LBTCF) Projects

41. The following table summarises the Hibiscus and Bays LBTCF activities as at 2 May 2016:

42. Construction of the following LBTCF projects nominated by the Hibiscus and Bays Local Board has now been completed:

· East Coast Road - footpath guardrail in the vicinity of Spencer Road (Project 094);

· Safety improvements on Awaruku Road, Torbay (Project 096);

· Duck Creek Road, Stillwater – new footpath (Project 097);

· Titan Place to Silverdale Township, Silverdale – new footpath (Project 098);

· 504 Beach Road, Murrays Bay – footpath upgrade (Project 099);

· 201-246 Centreway Road, Orewa – new footpath (Project 100);

· Grand Drive to Tauranga Place, Orewa – new walkway and footpath (Project 101);

· Car parking along the southern side of Duck Creek Road adjacent to Stillwater Reserve, Stillwater (Project 209);

· St John’s School, Mairangi Bay – new footpath (Project 229);

· Construction of a 280m long footpath on the southern side of Whangaparaoa Road from 601 Whangaparaoa Road to Cedar Terrace (Project 232);

· Provision of a safe crossing point on Tavern Road, Silverdale (Project 240);

· Provision of lighting on Western Reserve, Orewa (Project 346);

· Provision of parallel car parks at 8 Galbraith Green, Silverdale (Project 383);

· Glenvar Road, Torbay - relocation of edge line (Project 385);

· Okura River Road bus stop hardstand area (Project 395);

· Provision of a connecting footpath from the existing path on Waiwera Place, Waiwera, to the footpath in the beach front reserve, plus shrub trimming / clearance and minor changes to the park fence (Project 409);

· Installation of two speed advisory signs on Hibiscus Coast Highway, Orewa, to the north and to the south of the CBD (Project 444).

43. Mosaics and art poles have been installed on the Mairangi Bay Art Walk (Project 091) and asphalt surfacing of the slip lane at 2 – 16 Hastings Road was completed before the end of May 2016. Inclement weather delayed the application of coloured surfacing in the slip lane, but the project is still on schedule to be completed before the end of June 2016.

44. Having failed to reach agreement with the sole tenderer on the cost and scope of work required for Project 411, Torbay Plaza Revitalisation, AT staff have circulated the tender documents to five selected contractors who showed an interest in pricing the work.

45. This will unfortunately lead to delays with construction and a possible increase in the funding required, though it is still expected that work will commence mid-late June 2016 and be completed in September 2016.

46. A further update will be provided to the local board’s TPLs when this process has been completed.

47. Construction of Project 445, a 3m wide concrete shared path over a section of Orewa Recreation Reserve and Orewa Domain continued throughout May 2016, with inclement weather again affecting progress.

48. Work is being split into 100 - 150 meter sections to minimise the impact on reserve users (see photographs below). It is expected that this project will also be completed before the end of June 2016.

Issues Update

49. The following Issues Update comprises issues raised by elected members and local board services staff to 31 May 2016:

	Location	Issue	Status
1	Hibiscus Coast Highway, Orewa	Safety on pedestrian crossing at 226 Hibiscus Coast Highway, Orewa.	At a Hibiscus and Bays Local Board transport portfolio leads (TPL) meeting on 28 January 2016, Member Parfitt asked that safety be reviewed at the pedestrian crossing at 226 Hibiscus Coast Highway, Orewa. The local board's TPLs were advised on 24 May 2016 that the only deficiency identified during a comprehensive investigation of the site related to the tactile pavers at the crossing and a request to upgrade these and the anti-skid surfacing has been placed on the minor safety works candidate list for prioritisation against other projects region wide. These projects are ranked on their safety and operational needs and, once funding has been provided each financial year, those projects which can be completed within the funding allocated are prioritised. Because of this process, no indication of the timeframe for the implementation of the pedestrian improvement work can be provided at this stage.
2	Silverdale Street, Silverdale	Request for seats and shelter at 20 Silverdale Street, Silverdale.	Member Parfitt asked for seats and shelter to be made available for bus patrons waiting at the Silverdale Street, Silverdale bus stop on 11 April 2016. On 9 May 2016 Member Parfitt and the local board’s TPLs were advised that AT’s Infrastructure and Facilities Department staff had indicated that, rather than installing seats and shelter at this stage, the layout of the bus stop would be reviewed and the local board updated when a decision had been made. They were asked to note that the investigation, design, consultation and consenting processes take approximately three - four months and that there is no guarantee that approval will be granted for any seating or shelter. In addition, if the site is approved it will then need to be prioritised within the work programme.
3	AT's 'No Spray Register'	Request for information about AT's 'No Spray Register' process.	Councillor Walker's governance support advisor sought an update on any improvements being made to the process for members of the public to join the ‘No Spray’ register, also seeking confirmation of the current process. On 4 March 2016 it was confirmed that customers who complete the feedback form on AT’s website are sent an agreement to complete and return which requires that, once they are added to AT’s register, they are responsible for maintenance outside their property. AT then checks annually to ensure that the person on the register is still resident at the specified address. Queries from the public with regard to Auckland Council’s parks are filtered direct to Auckland Council (AC), with the exclusion of the North where a request has been made by the AC Parks team that AT manage the register on behalf of AC, though this is yet to be confirmed. AT’s maintenance and AC Parks staff share copies of their No Spray Registers whenever these are updated.
4	Hibiscus Coast Busway Station, Silverdale	Request for additional temporary parking at the Hibiscus Coast Busway Station, Silverdale.	At a Hibiscus and Bays Local Board Transport Portfolio meeting on 3 May, Member Parfitt asked for the provision of additional temporary parking at the Hibiscus Coast Busway Station over the winter period, to accommodate those vehicles currently parking on the grassed area, and during construction of Stage II of the station, scheduled for later this year. On 26 May 2016 the local board's TPLs were advised that the intention was that the Hibiscus Coast Busway Station was to have been constructed prior to the implementation of the New Network in October 2015; however, delays in the Environment Court with the resource consent for both stages I and II of the busway station which were beyond the control of AT precluded this. The temporary parking installed over the 2015/2016 summer construction period was an interim solution only, and AT is unable to cater for the demand no matter how many vehicles are provided for. There is limited land and budget available to continue to build at the site and AT also needs to be mindful of spending funds on a further interim solution that will be changed during construction of Stage II and therefore seen as a misuse of ratepayers’ funds. No further interim parking will therefore be provided. The grassed area where cars are currently parking was never meant to be used and is the location of the new station. Passengers who continue to park in this area over the winter months do so at their own risk during the wetter winter months.
5	419 Beach Road, Mairangi Bay	Request for additional signage at 419 Beach Road, Mairangi Bay.	On 11 May 2016 Member Holmes asked that a One Way sign be installed at the entrance to the car park at 419 Beach Road, Mairangi Bay, if appropriate, and a sign indicating that exiting the car park at 419 Beach Road is not permitted. Referred to Traffic Operations
6	Moreton Drive, Manly	Request for Give Way controls and traffic calming measures on Moreton Drive, Manly.	At a Hibiscus and Bays TPL meeting on 3 May 2016 Member Parfitt asked that Give Way controls be installed at the intersection of Moreton Drive and Monyash Road, Manly, and that traffic calming measures be installed around the curve of the road on Moreton Drive to improve the safety of parents and children accessing and leaving the child care facility at 5 Moreton Drive. With Traffic Operations
7	Penlink	Request for use of funding allocated to the Penlink project.	On 20 May 2016 the councillor support advisor for Crs Wayne Walker and John Watson asked what the additional $4m capital expenditure budgeted in the Annual Plan for 2016/2017 would be spent on. The line item in the Annual Plan indicates that an opportunity has arisen to align the timing of some minor works required for Penlink with the requirements of the developer. Referred to Key Initiatives Team

Consideration

Local board views and implications

50. This report is for the local board’s information.

Māori impact statement

51. No specific issues with regard to the Maori Impact Statement are triggered by this report.

Implementation

52. There are no implementation issues.

Attachments

There are no attachments for this report.

Signatories

Authors	Ellen Barrett – Elected Member Relationship Manager
Authorisers	Jonathan Anyon – Manager Elected Member Relationship Unit

Hibiscus and Bays Local Board

15 June 2016

Adoption of Local Board Agreement 2016/2017

File No.: CP2016/11250

Purpose

1. To seek adoption of local content for the Annual Plan 2016/2017, including a Local Board Agreement 2016/2017, a message from the chairperson, local board advocacy, local activity budgets and local performance targets, together with adoption of a local Fees and charges schedule for 2016/2017.

Executive summary

2. For each financial year, Auckland Council must have a local board agreement between the governing body and the local board, for each local board area.

3. Every three years a local board plan is developed to inform the long-term plan (and associated local board agreements) which outlines priorities, budgets and intended levels of service over a 10 year period.

4. In February and March this year, the council consulted on proposed changes for the Annual Plan 2016/2017. Local boards then held discussions with the governing body on local feedback, common issues and local priorities prior to budget decisions being made on 13 May 2016.

5. Local boards are now considering local content for the Annual Plan 2016/2017 which includes a local board agreement, a message from the chairperson, local board advocacy, local activity budgets and local performance targets, together with a local Fees and charges schedule for 2016/2017.

6. Local board agreements will include the allocation of locally driven initiative funding to projects and services.

7. On 30 June 2016, the governing body will meet to adopt Auckland Council’s Annual Plan 2016/2017 including 21 local board agreements and associated performance targets and budgets.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) adopts local content for the Annual Plan 2016/2017 (Attachment A), including:

i. a Local Board Agreement 2016/2017

ii. a message from the chairperson

iii. local board advocacy

iv. local activity budgets

v. local performance targets

b) adopts local Fees and charges schedules for 2016/2017 (Attachment B)

c) notes:

i. that the local activity budgets have been updated to reflect final budget decisions made by the governing body on 13 May 2016;

ii. that if there are outstanding (not yet agreed) matters in the local board agreement, the local board should include an explanation of these matters in the Chairperson’s message at the front of the local board agreement;

iii. that the resolutions of this meeting will be reported back to the governing body when it meets to adopt the Annual Plan 2016/2017 on 30 June 2016.

d) agrees that the Chairperson be delegated authority to make any final minor changes to the local content for the Local Board Agreement 2016/2017.

Consideration

Local board views and implications

8. This report seeks adoption from the local board on its content for the Annual Plan 2016/2017 and other associated material. Engagement with the community, including consultation, and a number of workshops and meetings have been held by the local board and with the governing body to finalise their local board agreement.

Māori impact statement

9. Many local board decisions are of importance to Māori and there is a need to continue to build relationships between local boards and relevant Iwi. The local board agreement is based on the local board plan and the Annual Plan 2016/2017 which have both been developed through engagement with the community, including Māori.

Implementation

10. The resolutions of this meeting will be reported to the governing body on 30 June 2016, when it meets to adopt the Annual Plan 2016/2017.

11. Decisions on the local board agreement, a message from the chairperson, local board advocacy, local activity budgets and local performance targets are required today in order for staff to finalise local content for the Annual Plan 2016/2017.

12. It is possible that minor changes may need to be made to the attachments before the annual plan is adopted, such as correction of any errors identified and minor wording changes. Staff therefore recommends that the local board delegates authority to the Local Board Chairperson to make final changes if necessary.

Attachments

No.	Title	Page
a View	Local content to support the Annual Plan 2016/2017: Local Board AGreement 2016/2017 Message from the chairperson Local Board Advocacy Local activity budgets Local performance targets	263
b View	Local Fees and Charges Schedule 2016/2017	277

Signatories

Authors

Mark Purdie - Lead Financial Advisor

Authorisers

Matthew Walker - GM Financial Strategy and Planning

Karen Lyons - Manager Local Board Services

Chairperson	Julia Parfitt, JP
Deputy Chairperson	Greg Sayers
Members	David Cooper
	Janet Fitzgerald, JP
	Gaye Harding-Kirikiri
	Gary Holmes
	Lovisa Rasmussen
	Lisa Whyte

Portfolio	Description	Local Board Members
Local planning, policy and governance	Relationship with governing body, Chairs meeting, protocols, code of conduct, local area plans, structure plans, Unitary Plan, RUB, plan changes	Julia Parfitt –Chairperson Greg Sayers - Deputy Chairperson
Arts and culture	Arts centres, art programmes	Greg Sayers – Lead Julia Parfitt -Alternate
Events	General oversight of events programme music in parks, movies in parks	Greg Sayers and Julia Parfitt
Community services and facilities	Community development and safety, grants and funding, community facilities, community houses, community leases, Youth Connections	Julia Parfitt –Lead Janet Fitzgerald - Alternate
Youth	Local board Youth Forum, Youth Representative	Lovisa Rasmussen – Lead Gaye Harding-Kirkiri - Alternate
Libraries		Lisa Whyte –Lead Gaye Harding-Kirkiri - Alternate
Recreation services	Pools, multi-sport facilities	Gaye Harding-Kirkiri – Lead Lisa Whyte - Alternate
Parks	Reserve management plans, park usage, leasing on parks, liaison with parks staff on land owner approval	David Cooper –Lead Julia Parfitt –Alternate Janet Fitzgerald – Lead Lovisa Rasmussen - Alternate
Built and natural environment	Heritage, infrastructure (including stormwater, wastewater, water), environmental programmes, conservation and biodiversity, biosecurity, waste minimisation	Janet Fitzgerald – Lead Julia Parfitt - Alternate
Economic Development	Economic development plans, developing ATEED relationship, broadband	Gary Holmes – Lead Gaye Harding-Kirkiri -Alternate
Street environment and town centres	Gateways and mainstreet upgrades, Urban design champion	David Cooper and Gary Holmes – Leads Janet Fitzgerald -Alternate
Transport		David Cooper – Lead Gary Holmes – Alternate Janet Fitzgerald – Lead Greg Sayers - Alternate
Regulatory, bylaws and compliance	Bylaw policy feedback	Gaye Harding-Kirkiri -Lead Julia Parfitt -Alternate
Resource consent applications	Input into notification decisions for resource consent applications	Gary Holmes – Lead Janet Fitzgerald - Alternate
Communications and engagement	Media, stakeholder and community engagement including iwi relationships, Hibiscus and Bays Youth Voice and YAP	Julia Parfitt – Lead Lovisa Rasmussen -Alternate
Finance	Budget overview, financial prudence and reporting, local board funding policy	Lisa Whyte – Lead Julia Parfitt - Alternate
Civil defence/ emergency management		David Cooper –Lead Greg Sayers -Alternate
Urban Design Champion		Gary Holmes – Lead Janet Fitzgerald - Alternate

Authors	Toto Vu-Duc - Manager Community Leases
Authorisers	Rod Sheridan - General Manager Community Facilities

Authors	Vivienne Sullivan - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager