Agenda of Rodney Local Board

Board Member

Organisation

Position

James Colville

St Marys Church Wellsford, Parish Council

Federated Farmers Auckland

Wellsford Drama Club

Wellsford Promotions

Landowners and Contractors Protection Assn.

Member

Warren Flaunty, QSM

Westgate Pharmacy Ltd

NorSGA Properties Ltd

The Trust Community Foundation Ltd

Henderson-Massey Local Board

Waitemata District Health Board

Taupaki Residents and Ratepayers Assn.

Contractor/Director

Director

Member

Elected Member

Member

Steven Garner

(Deputy Chairperson)

Mahurangi College Board of Trustee

Warkworth Tennis and Squash Club

Trustee

Member

Thomas Grace

Kumeu Rotary

South Kaipara Community Patrol

Rally New Zealand

Targa New Zealand

Waimauku Lions

Auckland Conservation Board

Federated Farmers

Northern Sports Car Club

Graceland Properties

Kumeu Community Patrol

President

Member

Director

Member

Beth Houlbrooke

Greater Auckland Chorus (Charitable Trust)

Sweet Adelines New Zealand (Charitable Trust)
ACT NZ

Baddeleys and Campbells Beach Residents and Ratepayers Assn.

Member

Contractor

Member

John McLean

Albany CoCo

De Paul House

Furniture for Schools Charitable Trust

Newpark Financial

Coatesville Residents and Ratepayers Association

Member

Supporter

Trustee

Shareholder

Member

Phelan Pirrie

Muriwai Environmental Action Community Trust

North West District Business Association

Muriwai Community Association

Muriwai Volunteer Fire Brigade

Best Berries (NZ) Ltd

Trustee

Member

Officer in Charge

Director/Shareholder

Greg Sayers

Rotary Club of Auckland

Neighbourhood Support Rodney

Member

Brenda Steele

(Chairperson)

Te Uri o Hau

Ngati Whatua o Kaipara

Woodhill School Board of Trustees

Beneficiary

Trustee

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Rodney Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 13 June 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 Rodney Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Warkworth Scouting Trust

Purpose

1. Representatives from Warkworth Scouting Trust have requested a deputation to outline line a proposal to build an extension on their building in Shoesmith Street, Warkworth.

Recommendation/s

That the Rodney Local Board:

a) thank the representatives from Warkworth Scouting Trust for their deputation on a proposal to extend their premises at Shoesmith Street in Warkworth.

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.

Rodney Local Board

11 July 2016

Rodney Local Board Community Facilities Renewals Work Programme 2016/2017

File No.: CP2016/13139

Purpose

1. To approve the 2016/2017 work programme for Community Facilities renewals for the Local Parks, Sports and Recreation activity.

Executive summary

2. Renewals funding is identified at a high level through the long-term plan and a capital works programme is prepared for approval annually. The programme ensures that each council facility can operate to the current level of service articulated in the relevant asset management plan.

3. Attachment A provides the proposed 2016/2017 work programme for Community Facilities, Local Parks, Sports and Recreation, renewals for local board approval.

Recommendation/s

That the Rodney Local Board:

a) approve the 2016/2017 work programme for Rodney Local Board Parks, Sports and Recreation Renewals.

b) note that the 2016/2017 funding envelope is indicative to deliver this programme of work and any budget variances (within scope) will be managed within the total region-wide renewals funding envelope.

Comments

4. Community facilities are an important part of realising the vision of Auckland to become the world’s most liveable city. They contribute to building strong, healthy, and vibrant communities by providing spaces where Aucklanders can connect, socialise, learn, and participate in a wide range of social, cultural, art, and recreational activities. These activities foster improved lifestyles and a sense of belonging and pride among residents.

5. Investment in this renewals programme will ensure that council facilities remain valuable, well-maintained community assets that continue to meet user expectations. Not undertaking timely renewals will have an undesirable impact on the customer experience and put asset performance at risk, and ultimately increase the cost to maintain the facility.

6. The renewals programme process ensures that the proposed Community Facility renewals work programme (Attachment A) has received extensive input and assessment from business owners, facility users, and Community Facilities staff.

Consideration

Local board views and implications

7. Council staff will report quarterly to the local board on how the programme is tracking, and discuss with the local board any arising key risks and notify the local board when projects are completed.

Māori impact statement

8. The Rodney Local Board Community Facility renewals work programme 2016/17 will ensure that all facilities continue to be well-maintained community assets benefiting the local community, including Māori. Parks and open spaces, as well as sport and recreation activity contributes significantly to Māori 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

9. This work programme will be implemented as part of Community Facilities’ usual business practice.

10. Work programme implementation will be reported quarterly to the local board. The first-quarter report will outline the programme’s delivery schedule.

11. The 2016/2017 Community Facilities renewals work programme for the Local Community Services activity was approved at the June business meeting.

12. Where bundles of assets are presented as projects over multiple years, the assets (listed within each project line) will be renewed in order of priority with as many singular assets being renewed, within the allocated budget, as possible.

Attachments

No.	Title	Page
a View	Rodney Local Board Community Facilities Renewals	9

Signatories

Authors

Hannah Alleyne - Senior Programme Planner

Authorisers

Rod Sheridan - General Manager Community Facilities

Kathryn Martin – Acting Relationship Manager

Rodney Local Board

11 July 2016

Approval of proposed 2016/2017 local environment and development work programme

File No.: CP2016/12292

Purpose

1. To approve the proposed 2016/2017 local environment work programme for the Rodney Local Board.

Executive summary

2. The Rodney Local Board has identified an aspiration in their Local Board Plan 2014-2017 to achieve ‘a community that values its environment,’ in their local board area.

3. To give effect to this aspiration the board has committed $160,000 in total to local environmental projects in their locally driven initiatives (LDI) budget for 2016/2017. This funding includes the following listed budgets:

· $50,000 for implementation of the ecological survey work,

· $80,000 for environmental restoration and sustainability community support,

· $10,000 for sustainable living initiatives in the community,

· $20,000 for Mahurangi River targeted dredging project (a grant to the Mahurangi River Restoration Trust).

4. Officers suggest that the $10,000 sustainable living initiatives in the community budget be added to the proposed onsite wastewater education (septic tank awareness) programme under the environmental restoration and sustainability community support budget. Therefore increasing the environmental restoration and sustainability community support budget to $90,000.

5. To deliver on these budgets a proposed work programme has been prepared and discussed at a workshop with the board on 16 May 2016 (attachment A).

6. This report recommends that the board approve this local environmental work programme and associated budgets for 2016/2017.

Recommendations

That the Rodney Local Board:

a) approve the allocation of $160,000 for environmental projects to be delivered by the Infrastructure and Environmental Services directorate in 2016/2017 as detailed in this report and summarised in the table below

Project	Budget
Implementation of ecological survey work	$50,000
Environmental restoration and sustainability community support/ sustainable living initiatives in the community	$90,000
Mahurangi River targeted dredging grant (a community led and delivered project)	$20,000
Total budget	$160,000

b) note that any changes to this work programme will be brought back to the local board for a decision.

Comments

7. To deliver local board plan outcomes of an environment that is healthy, cared for and enjoyed and that local community groups take ownership of the quality of the environment, the Rodney Local Board has allocated $160,000 of its LDI budget to support the delivery of a local environmental work programme.

8. Staff met with the board at a workshop on 16 May 2016 to discuss the options for allocation of the local environmental budget and to develop a work programme for 2016/2017. Based on these discussions, it is proposed that the following projects be delivered by the Infrastructure and Environmental Services directorate (I&ES) as part of the local board’s environmental work programme in 2016/2017. A brief description of each of these projects is provided below.

Implementation of ecological survey work ($50,000)

9. The Rodney Local Board has allocated $50,000 to implement projects based on the priorities identified in the Rodney Ecological Prioritisation report for works required in Rodney local parks to protect and enhance biodiversity values.

10. Five projects have been identified and scoped for the 2016/2017 budget:

· Slipper Lake Reserve, Tomarata ($20,000) - This important dune lake with significant surrounding wetland was identified as one of the highest priorities for biodiversity management within the local parks network. The proposed project is for wetland buffer restoration on the northern side of the lake. This will complement the project which partners with Ngāti Manuhiri to engage landowners buffering the southern side of the lake in best practice riparian management.

· Mildred Amy Kerr-Taylor Recreation Reserve, Waimauku ($5,000) - To control Tradescantia, Chinese privet and monkey apple. These weeds need to be controlled before becoming a significant management issue and further impacting the integrity of the forest ecosystem. Involving community volunteers, already active in a Forest and Bird Reserve nearby, in the ongoing management will be explored once weed abundances are reduced.

· Mahurangi River, Sandspit Road local park land ($10,000) - Weeds have previously been unmanaged within this reserve and abundances are high. The aim is to reduce weeds to a managable level and investigate community volunteers (currently managing weeds in nearby Kowhai Reserve) to expand their operation into this reserve.

· Constable Road, south Muriwai ($5,000) - Seabird and herpetofauna (lizard) surveys are currently underway. The results of these surveys will inform the development of an appropriate animal pest control programme for this parkland. Contractors are required for this work as much of the terrain is difficult and there is a lack of community volunteers to undertake work in the accessible areas along existing tracks.

· Omana Ave Esplanade Reserve-Shelly Beach Reserve, South Head ($10,000) - These adjoining reserves contain a mosaic of ecosystems including saltmarsh, salt meadow, a shell barrier beach, freshwater wetland and coastal cliffs. The saltmarsh and shell beach are habitat for waders and shorebirds and the coastal cliffs are likely to provide important habitat for native birds and possibly native lizards also. The reserves ranked highly in the parks prioritisation scoring, but the ecological integrity of these reserves is being increasingly impacted by weeds and animal pests. It is proposed to establish an animal pest control programme and undertake weed control to reduce weed abundances to low densities enabling the regional ecological restoration budget to manage the ongoing maintenance in subsequent years.

11. Deliverables for 2016/17, key milestones and performance indicators are detailed in the attached work programme. Specifically this work will improve the condition of the forest remnants and wetlands within high value parks to enable ongoing maintenance by community volunteers, where possible, or under the council ecological restoration contract (northern).

12. It is recommended that the Rodney Local Board fund these projects with its ecological survey work budget line.

Environmental restoration and sustainability community support/sustainable living initiatives in the community ($90,000)

13. The Rodney Local Board has allocated $80,000 to an environmental restoration and sustainability community support budget and $10,000 for sustainable living initiatives in the community budget in the 2016/2017 financial year. These budgets support projects to deliver the local board outcome “local community groups taking ownership of the quality of the environment”.

14. At the local board workshop held on 16 May 2016, the board did not support the proposed energy efficient advice for householders programme suggested by staff for the use of the sustainable living initiatives in the community budget ($10,000). It was suggested that the $10,000 be added to deliver the onsite wastewater education programme (septic tank awareness) to an additional community as advocated by the local board. The Muriwai area has been added to the programme as a result.

15. Seven projects have been identified and scoped for the 2016/2017 budget:

· Lake Slipper project ($10,000) – this project compliments the project being proposed for the reserve on the northern shore of the lake. It will provide opportunities for Ngāti Manuhiri to re-engage and resume kaitiaki responsibilities and demonstrate best practice riparian management for Lake Slipper on the southern shore.

· Takatu Landcare weed project ($10,000) – the final year of a four year weed programme operating in a 1km buffer zone around Tawharanui Regional Park to control climbing asparagus and moth plant. This final round of control work is anticipated to occur in spring 2016.

· North West District Business Association waterway awareness project ($7,000) - to educate and empower businesses in the North West District Business Improvement District to minimise the risk of harm to their local waterways. This project builds upon the success of the Industry Pollution Prevention Programme delivered in Helensville and Kumeu in 2015. The North West District Business Association were supporters of the programme in 2015 and wish to continue advocating for businesses to adopt best practice principals. A particular focus will be the recommendation from the 2015 report regarding spill training. Businesses identified as having un-resolved pollution issues will also be visited and an event to showcase best practice site management will be held.

· Onsite wastewater education programme (septic tank awareness) ($28,500) - to increase residents’ knowledge on maintaining and improving performance of septic tank systems and reduce faecal contamination into the receiving environment. This is a behaviour change programme to address the issue of water pollution from poorly performing septic tanks in the Muriwai, Sandspit and Point Wells areas.

· Tamahunga Stream esplanade reserve ($8,000) – to fence and restore a section of the Tamahunga Stream by the local community group, Whangateau Harbourcare. The group identified an opportunity to leverage off the construction and establishment of the Leigh Sawmill Brewery next to an unfenced, unplanted tributary of esplanade reserve. This will be a broad community activity as the group have successfully liaised with the brewery owners and adjacent property owner and both parties have indicated willingness to be involved in the project.

· Point Wells rabbit control programme ($6,500) – to carry out rabbit control on both private and public land in the Point Wells community. Rabbit densities have increased in the Point Wells area resulting in damage to private land, public land and to new plantings undertaken by the community in 2015. A contractor will facilitate a community led programme in the Point Wells area by undertaking the first round of rabbit control whilst educating the landowners about control methods. It is intended the programme be continued with community input and ownership.

· Lower Kaipara River land owner collective project ($20,000) – to demonstrate best practice riparian management on the Lower Kaipara River and to support land owners to manage Glyceria (reed sweet grass) by implementing riparian management strategies such as planting and fencing. The aim is to enhance the values of the Kaipara River and its margins in the long term.

16. It is recommended the Rodney Local Board fund these projects from its environmental restoration and sustainability community support and sustainable living initiatives in the community budget lines.

Mahurangi River targeted dredging community led project

17. The Rodney Local Board has allocated $20,000 to a grant to the Mahurangi River Restoration Trust (MRRT) to deliver a community led project carrying out targeted dredging of the Mahurangi River. This is the final year of funding for the MRRT who will continue to be supported by Auckland Council staff.

Consideration

Local board views and implications

18. The projects noted above align with the local board outcomes for an environment that is healthy, cared for and enjoyed and that local community groups take ownership of the quality of the environment as noted in the Rodney Local Board Plan.

19. As detailed above this draft environmental work programme was discussed with the board at a workshop in May 2016 and feedback has been incorporated into the recommendations in this report.

Māori impact statement

20. This report provides information for environmental and development projects. It is recognised that environmental management, water quality and land management has integral links with the mauri of the environment and concepts of kaitiakitanga.

21. Some of the identified activities are of interest to Māori and, where appropriate, provisions for mana whenua participation, contribution, and consultation will be incorporated. The table below highlights how each project in the board’s work programme is expected to contribute to Māori outcomes or which requires consultation and engagement

Project	Māori Outcome Assessment
Implementation of ecological survey work	Ngāti Manuhiri has a particular interest in the Tomarata Lakes which sit within their rohe. This project will complement a wider project led by Ngāti Manuhiri to restore and enhance the three ngaroto and their catchments. Te Kawerau a Maki were consulted and are supportive of the herpetofauna and seabird survey work at Constable Road. We will ensure Te Kawerau a Maki are consulted regarding the proposed animal pest control programme at Constable Rd. We will also consult with Ngāti Whātua O Kaipara regarding the proposed projects at Mildred Amy Kerr Reserve and Omana Ave Esplanade Reserve-Shelly Beach Reserve which are within the Ngāti Whātua O Kaipara rohe.
Environmental restoration and sustainability community support	All seven projects proposed for these budgets have outcomes to improve water quality and the mauri of the environment. Whilst all the projects have community input, two of the projects have direct input from mana whenua. The Lake Slipper project provides opportunities for Ngāti Manuhiri’s kaitiaki responsibilities and demonstrate best practice riparian management for the southern shore of Lake Slipper. The North West District Business Association waterway awareness project builds upon the success of the Industry Pollution Prevention Programme delivered in Helensville and Kumeu in 2015. The project in 2015 involved both Rewiti Marae and Haranui Marae in the development of the collateral for the project. Both marae are supportive of the project and outcomes.
Mahurangi River targeted dredging community led project	This project is a community led targeted dredging project for the Mahurangi River. The project requires resource consent for the physical works and consultation with iwi will be undertaken as part of the consent process.

Implementation

22. There are no further implementation issues arising from this report. Regular reporting on project delivery will be through the quarterly report from I&ES, or as required.

Attachments

No.	Title	Page
a View	Rodney Infrastructure and Environmental Services Work Programme	17

Signatories

Authors

Theresa Pearce - Relationship Advisor

Authorisers

Barry Potter - Director Infrastructure and Environmental Services

Kathryn Martin – Acting Relationship Manager

Rodney Local Board

11 July 2016

Rodney Local Board – Warkworth Town Hall Restoration

File No.: CP2016/14337

Purpose

1. To seek approval from Rodney Local Board to the Warkworth Town Hall Restoration Trust’s proposal to seek sponsorship from members of the public to assist with the cost of the redevelopment of the Warkworth Town Hall.

Executive summary

2. The Warkworth Town Hall Restoration Trust (WWTHRT) is raising funds to finance costs of $675,000 that have been underwritten by the Rodney Local Board.

3. An amount of $300,000 has been raised through a lotteries grant and $50,000 has already been repaid through the Warkworth Town Hall Restoration Fundraising Committee (WWTHRFC). A further $25,000 is due to be paid within the next three months.

4. The WWTHRT presented a proposal to the local board on Friday 13 May 2016, to seek sponsorship from local businesses of the Warkworth area, in order to help pay for the remaining $300,000. The Rodney Local Board encouraged the Trust and fundraising committee to explore sponsorship options and present a report to the Rodney Local Board for resolution. The updated proposal document is attachment A.

5. Sponsors will receive benefits depending on the amount of sponsorship offered. Contributions will be clearly documented by way of a legal agreement between council and the sponsor. The Trust has identified possible sponsors which they will begin discussions with as soon as approval is given.

Recommendation/s

That the Rodney Local Board:

a) approve the Warkworth Town Hall Restoration Trust’s proposal to seek sponsorship of the Warkworth Town Hall as set out in attachment A to this report.

b) note that sponsorships will be set at different tiers based on the amount of money being received, but that details of how these tiers are structured will be finalised by the Warkworth Town Hall Trust no later than 1 month after the resolution is approved.

c) agree to host a sponsorship evening in late October where sponsors can meet the local board members and sign up as sponsors.

Comments

6. The restoration of the Warkworth Town Hall is a funded project within Council’s current Long Term Plan and a longstanding priority of the Rodney Local Board.

7. On 15 June 2015, the Rodney Local Board passed resolutions (RD/2015/79 and RD/2015/80) to fund $600,000 towards stage 2 of the Warkworth Town Hall restoration and also agreed to underwrite $675,000 on behalf of the WWTHRT for the removal of the old kitchen and to complete stage 2 of the build. Since the resolution, the Trust has raised $300,000 from a lotteries grant and $50,000 from fundraising which is to be paid back to the Rodney Local Board. A further $25,000 is to be paid back within the next 3 months with a balance of $300,000 to be found through other methods, one of which being the sponsorship proposal.

8. It is noted that the resulting recovery of the remaining $300,000 will free up Capital funds to be re-assigned to other projects within the Rodney Local Board area.

9. The WWTHRT presented a proposal in May 2016, seeking sponsorship from local businesses within to help repay the remaining $300,000. The Local Board encouraged the Trust and fundraising committee to explore the sponsorship options and present a report for resolution. Sponsors would receive benefits depending on the amount of sponsorship offered. The exact offer is to be confirmed once approval is given to go ahead and will be in consultation with the local board. (See attachment A, page 6 for proposed benefits)

10. All agreed sponsorship will be clearly documented stipulating details such as term of sponsorship, and items included in sponsorship (what a sponsor will get for their money). This will be documented by formal agreement. Copies of the agreement will be held by both local board services and community places staff.

11. The WWTHRT and WWTHRFC proposed to hold a sponsorship evening at the town hall in late October that will be co-hosted by the Local Board. All sponsorship agreements will be between Council and the Sponsor and not the Trust or Fundraising committee.

Fundraising Efforts

12. Fundraising is a key component of the success of this project. There is mutual benefit in raising funds for the completion and fit out of the town hall. Project costs can be reduced if community funds become available as early as possible for subsequent construction works or ancillary equipment such as retractable seating, lighting or sound equipment.

13. The WWTHRT was incorporated as a charitable trust in February 2015 and a ‘Memorandum of Understanding’ with Council is in place to enable fundraising for the town hall. Fundraising is ongoing with efforts focussed on applying to various grants and charitable organisations. The WWTHRT also has an active fundraising committee who is focussed on raising money through the community by organising various fundraising events and seeking donations from the business and community sectors.

14. The joint WWTHRT and WWTHRC Fundraising team is collaborating to seek sponsorship from businesses operating in the greater Warkworth area as per the “Become a Warkworth Town Hall Champion” sponsorship package (Attachment A). The main aim of this package is to seek sponsorship from within the leading local businesses by offering naming rights to various areas within the town hall. The second aim of the package is to seek sponsorship from businesses, community groups and locals for various items identified in the package.

15. Council staff continue to support the WWTHRT and WWTHRC Fundraising Team in several areas including their fundraising plans and the “Become a Warkworth Town Hall Champion” sponsorship package. Both the Trust and the Fundraising team are currently engaged in conversations with a number of leading businesses in Warkworth.

Consideration

Local board views and implications

16. The meeting on the 13 May encouraged the Trust and Fundraising committee to explore sponsorship options and present a report to the Local Board for resolution. The proposal document presented was discussed in detail and a number of changes suggested.

17. The process is to be identified and completed with delegation being determined well in advance of October 2016.

18. It is noted that a delay in raising the remaining $300,000 will tie up funds that could be allocated to other local projects.

Māori impact statement

19. This report does not have direct impact on Maori. Further agenda items may have implications for Maori and the Auckland Plan identified Maori outcomes which will be addressed in the respective reports.

Implementation

20. Subject to formal decision making, the WWTHRT will actively seek and engage with sponsors to attend a Rodney Local Board hosted evening in late October for the purpose of fundraising to complete the works at the Warkworth Town Hall.

Attachments

No.	Title	Page
a View	Warkworth Town Hall Sponsorship Information Pack	25

Signatories

Authors

Terrena Griffiths - CAPEX/Project Manager

Steven Davey - Project Manager

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Kathryn Martin - Acting Relationship Manager

Rodney Local Board

11 July 2016

Public notification and iwi consultation required regarding council's intention to grant a new community lease to Waimauku Bowling Club Incorporated at 895 State Highway 16 Waimauku

File No.: CP2016/13459

Purpose

1. To seek approval to publicly notify and consult with iwi, council’s intention to approve a new community lease to Waimauku Bowling Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku.

Executive summary

2. The council owned land at 895 State Highway 16 Waimauku comprises one parcel described as Lot 2 DP 478758 that is held in fee simple under the Local Government Act 2002.

3. The club occupies part of the council owned land at 895 State Highway 16, Waimauku and has applied to council for a community lease for the land it occupies.

4. Council must publicly notify and consult with iwi of its intention to grant a new community lease to the club. This public notification process is in accordance with the requirements under the Local Government Act.

Recommendation/s

That the Rodney Local Board:

a) approve the public notification of and consultation with iwi about council’s intention to grant a community lease to Waimauku Bowling Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku (Attachment A Google view showing proposed new community lease area as outlined in red)

b) nominate the full local board to consider and decide on any submissions or objections received following the public notification process

c) note that the terms of the proposed new community lease to be issued under the Local Government Act 2002 would be:

i) term – 10 years with one right of renewal for 10 years commencing from the date of final local board approval. This is subject to the satisfactory outcome of the public notification process and consultation with iwi

ii) rent - $1.00 plus GST per annum if requested

iii) all other terms and conditions would be in accordance with Auckland Council Community Occupancy Guidelines 2012.

d) request that council staff report back to the local board for a decision or final approval of the community lease to Waimauku Bowling Club Incorporated following public notification and consultation with iwi of council’s intention grant a community lease for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku.

Comments

Background on land and legal requirements for lease

6. In December 2014, Auckland Council acquired the parcel of land at 895 State Highway 16, Waimauku from the Waimauku Bowling Club Incorporated for recreational purposes. The land comprises one parcel described as Lot 2 DP 478758 (Attachment B).

7. Earlier this year, the Crown acquired 34m² of Lot 2 DP 478758 for road purposes for the State Highway 16 and Muriwai Road intersection upgrade project. The acquisition of this 34m2 portion of land does not impact on the proposed lease to the club (Attachment C).

8. The land sited at 895 State Highway 16, Waimauku is located between Huapai to the south, Muriwai to the west and Helensville to the north (Attachment D). The land is held in fee simple by the Auckland Council under the Local Government Act 2002.

9. Under the Local Government Act, council must consult with iwi and notify the public when a lease is proposed for a term of more than six months.

Waimauku Tennis Club Incorporated

10. The club has occupied its current site at 895 State Highway 16 for over 70 years. The club has applied to council for a community lease with council for the area occupied.

11. The club was incorporated under the Incorporated Societies Act 1908 on 18 January 1939 and currently has 100 members. The club’s national body is Bowls New Zealand and it is affiliated with Bowls North Harbour.

12. Contained within the club’s constitution are the following objects:

· Promote, advance and safeguard the game of bowls (and other sports and pastimes) within the geographical region in which the club operates and on behalf of Bowls NZ

· Provide facilities for, promote, organise, regulate, hold and conduct tournaments, competitions, matches, games and other events, and give, provide or contribute towards trophies and awards therefore.

13. Council staff has prepared and negotiated a community outcomes plan with the club. Subject to the satisfactory outcome of the public notification and iwi consultation process, council staff will, in a subsequent report, recommend that the local board approve the plan. The plan will be appended as a schedule to the proposed new community lease.

Consideration

Local board views and implications

14. The Rodney Local Board has delegated authority to approve public notification of council’s intention to grant a community lease.

15. At its workshop of 7 March 2016, the Rodney Local Board Parks Culture and Community Development Committee were presented with a memo on the proposal at which time informal support was given.

16. At its business meeting of 6 July 2015, the Rodney Local Board Parks Culture and Community Development Committee resolved to; approve the 2015/2016 Community Development Arts and Culture work programme (resolution number RODPC/2015/31). The community lease work plan for 2015/2016 was also approved. The proposed new community lease to the club is listed on the community lease work plan 2015/2016.

Māori impact statement

17. Consultation with iwi as identified as having an interest in land in the Rodney Local Board geographical area is required regarding the proposal to grant a community lease to the club on a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku.

Implementation

18. The costs associated with public notification and consultation with iwi about council’s intention to grant a community lease is approximately $1,000.00. This cost will be borne by the Community Facilities Department. Should there be any submissions and or objections received during the public notification process, this may lead to a hearing process which in turn, may incur additional cost.

Attachments

No.	Title	Page
a View	Aerial view showing area for proposed new community lease to Waimauku Bowling Club Incorporated on a portion of Lot 2 DP 478758	47
b View	GIS aerial view of 895 State Highway 16 Waimauku being Lot 2 DP 478758	49
c View	GIS aerial view showing portion of Lot 2 DP 478758 acquired by the Crown for roading purposes	51
d View	Locality plan for 895 State Highway 16 Waimauku	53

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Kathryn Martin – Acting Relationship Manager

Rodney Local Board

11 July 2016

Public notification and iwi consultation required regarding council's intention to grant a new community lease to Waimauku Tennis Club Incorporated at 895 State Highway 16 Waimauku

File No.: CP2016/13467

Purpose

1. To seek approval to publicly notify and consult with iwi, council’s intention to approve a new community lease to Waimauku Tennis Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku. Approval is also sought to include in the public notification process, the potential for the grant of a deed of lease for additional premises to Waimauku Tennis Club Incorporated to accommodate two extra tennis courts if required in the future.

Executive summary

2. The council owned land at 895 State Highway 16 Waimauku comprises one parcel described as Lot 2 DP 478758 that is held in fee simple under the Local Government Act 2002.

3. The club occupies part of the council owned land at 895 State Highway 16, Waimauku and has applied to council for a community lease for the land it occupies. The club’s vision is to construct two additional courts for which extra land would be required.

5. This report recommends that the Rodney Local Board approve the public notification and consultation with iwi of council’s intention to grant a new community lease to the club for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku. Further, that during the public notification process, the information on the community lease proposal includes the potential to grant a deed of lease for additional premises to the club for two additional courts.

Recommendation/s

That the Rodney Local Board:

a) approve the public notification of and consultation with iwi about council’s intention to grant a community lease to Waimauku Tennis Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku (Attachment A GIS aerial view showing proposed new community lease area as outlined in red)

b) approve that during the public notification process, the information on the community lease proposal includes the potential for the grant of a deed of lease for additional premises to the club in the future (Attachment B GIS aerial view showing area for additional courts as marked in blue)

c) nominate the full local board to consider and decide on any submissions or objections received following the public notification process

d) note that the terms of the proposed new community lease to be issued under the Local Government Act 2002 would be:

ii) rent - $1.00 plus GST per annum if requested

iii) all other terms and conditions would be in accordance with Auckland Council Community Occupancy Guidelines 2012.

e) request that council staff report back to the local board for a decision or final approval of the community lease to Waimauku Tennis Club Incorporated following public notification and consultation with iwi of council’s intention grant a community lease for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku.

Comments

Background on land and legal requirements for lease

7. The land sited at 895 State Highway 16, Waimauku is located between Huapai to the south, Muriwai to the west and Helensville to the north (Attachment D). The land is held in fee simple by the Auckland Council under the Local Government Act 2002.

8. Under the Local Government Act, council must consult with iwi and notify the public when a lease is proposed for a term of more than six months.

Waimauku Tennis Club Incorporated

9. The club has been in existence for over 100 years. The club has occupied its current site at 895 State Highway 16 since the end of the Second World War by way of an agreement with the Waimauku Bowling Club being the former landowner. The club has applied to council for a community lease with council for the area occupied.

10. The club was incorporated under the Incorporated Societies Act 1908 on 4 December 1950 and currently has 106 members. The club’s national body is the Tennis New Zealand and it is affiliated with the Tennis Northern.

11. The club has undertaken a number of upgrades to its facilities including the clubhouse in 1976, Astroturf surfacing to courts in 1998 and court lighting in 2013.

12. The club is almost at capacity and as such, has requested that council look favourably at the potential for a deed of lease for additional premises in the future (possibly three to four years away) to enable it to construct two extra tennis courts. Given that there is a recreational needs analysis underway for the Huapai, Kumeu and Riverhead areas, the findings of this analysis may either confirm or dispel the requirement for extra tennis courts at the Waimauku Tennis Club’s site.

13. Council staff has recommended that the potential for a deed of additional premises (for the two extra courts) be included in the information submitted during the public notification process with regard to the community lease for the existing area occupied by the club.

14. Council staff has prepared and negotiated a community outcomes plan with the club. Subject to the satisfactory outcome of the public notification and iwi consultation process, council staff will, in a subsequent report, recommend that the local board approve the plan.

Consideration

Local board views and implications

15. The Rodney Local Board has delegated authority to approve public notification of council’s intention to grant a community lease.

16. At its workshop of 7 March 2016, the Rodney Local Board Parks Culture and Community Development Committee were presented with a memo on the proposal at which time informal support was given.

17. At its business meeting of 6 July 2015, the Rodney Local Board Parks Culture and Community Development Committee resolved to; approve the 2015/2016 Community Development Arts and Culture work programme (resolution number RODPC/2015/31). The community lease work plan for 2015/2016 was also approved. The proposed new community lease to the club is listed on the community lease work plan 2015/2016.

Māori impact statement

18. Consultation with iwi as identified as having an interest in land in the Rodney Local Board geographical area is required regarding the proposal to grant a community lease and the potential for a future deed of lease for additional premises on a portion of Lot 2 DP 478758 at 895 State Highway 16 Waimauku.

Implementation

19. The costs associated with public notification and consultation with iwi about council’s intention to grant a community lease is approximately $1,000.00. This cost will be borne by the Community Facilities Department. Should there be any submissions and or objections received during the public notification process, this may lead to a hearing process which in turn, may incur additional cost.

Attachments

No.	Title	Page
a View	GIS aerial view showing area currently occupied by and for proposed new lease to Waimauku Tennis Club Incorporated for a portion of Lot 2 DP 478758 as outlined in red	59
b View	GIS aerial view of Lot 2 DP 478758 showing area for option for deed of lease for additional premises in the future as outlined in blue	61
c View	GIS aerial view showing 895 State Highway 16 Waimauku being Lot 2 DP 478758	63
d View	Locality plan	65

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Kathryn Martin – Acting Relationship Manager

Rodney Local Board

11 July 2016

Grant of new agreement to lease to Puhoi Volunteer Rural Fire Force Incorporated at 52 Ahuroa Road Puhoi

File No.: CP2016/13391

Purpose

1. To grant a new agreement to lease to Puhoi Volunteer Rural Fire Force Incorporated for a term of two years.

Executive summary

2. At its business meeting of 12 May 2014 the Rodney Local Board approved an agreement to lease to Puhoi Fire for two years to construct a new purpose-built fire station (resolution number RD/2014/96).

3. The agreement to lease period expired 11 May 2016 and unfortunately Puhoi Fire has been unable to secure the necessary funding to complete the project. Puhoi Fire has formally requested the Rodney Local Board grant a new agreement to lease for a term of two years.

4. This report recommends that the Rodney Local Board grant a new agreement to lease to Puhoi Volunteer Rural Fire Force Incorporated for a term of two years.

Recommendation/s

That the Rodney Local Board:

a) grant Puhoi Volunteer Rural Fire Force Incorporated a new agreement to lease for land 52 Ahuroa Road, Puhoi legally described as Lot 2 DP 199344, being part of Puhoi Pioneers Memorial Park (Attachment A to the agenda report) for two years commencing 12 July 2016 with all other terms and conditions to remain the same as per resolution RD2014/96.

Comments

Existing agreement to lease and requirement for time extension

5. By way of resolution number RD/2014/96 (Attachment B) the Rodney Local Board approved an agreement to lease to Puhoi Fire for a period of two years commencing 12 May 2014 to construct a new purpose-built fire station at 52 Ahuroa Road, Puhoi. Contained within the agreement to lease is a community ground lease effective on the issue of code compliance certificate.

6. The two year agreement to lease period expired 11 May 2016 and has been rolling over on a month-to-month basis since this date.

7. Puhoi Fire is not able to attract necessary funding from Foundation North to complete its works. Puhoi Fire understands that Foundation North will only fund projects that provide “community use”.

8. The outcome of the Puhoi Fire resource consent application ruled that there be no community use of the purpose-built fire station facilities due to the close proximity of neighbouring residential properties. Whilst it is Puhoi Fire’s intention to revisit the conditions of the resource consent with the view to have these amended to permit community use, this will take time and financial consideration.

9. Puhoi Fire has formally applied to council for a new agreement to lease (Attachment C). The purpose of this is to enable it extra time to source necessary funding to complete its new purpose-built fire station.

Puhoi Fire building project works to date

10. Puhoi Fire has to date raised and spent $350,000.00 on its project comprising the following works:

· Shifting the power pole at the road frontage of 52 Ahuroa Road

· Road widening at the road frontage of 52 Ahuroa Road

· Completed earthworks

· Completed stage one of the building works including the laying of the concrete slab

Reserves Act considerations to new agreement to lease

11. The land at 52 Ahuroa Road Puhoi legally described as Lot 2 DP 199344 comprises part of the Puhoi Pioneers Memorial Park and is subject to the Reserves Act 1977. The lease to Puhoi Fire is contemplated and in conformity with the Puhoi Pioneers Memorial Park Reserve Management Plan as adopted by the former Rodney District Council on 30 July 2009.

12. The proposed new agreement to lease will effect a four year agreement to lease period. Once the new purpose-built fire station is constructed and on issue of a code compliance certificate, a community ground lease will be executed for one term of 10 years with one right of renewal for 10 years. The resulting agreement to lease and community ground lease period will equate to a total of 24 years. This is acceptable under the terms of the Reserves Act which provides for a lease term for up to 33 years.

Consideration

Local board views and implications

13. The Rodney Local Board has delegated authority to grant a new agreement to lease.

Māori impact statement

14. Ngati Manuhiri was consulted, undertook a site visit and provided a Kaitiaki Report with regard to the Resource Consent application. There are no identified waahi tapu on Lot 2 DP 199344.

Implementation

15. Subject to the Rodney Local Board granting the new agreement to lease, council staff will prepare the necessary deed. There is no direct cost to council involved in this process.

Attachments

No.	Title	Page
a View	page 36 of draft deed of community lease to Puhoi Volunteer Rural Fire Force Incorporated showing lease area	71
b View	Resolution number RD/2014/96	73
c View	Letter from Puhoi Volunteer Rural Fire Force Incorporated	75

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Kathryn Martin – Acting Relationship Manager

Rodney Local Board

11 July 2016

Grant of new community lease to Warkworth and District Museum Society Incorporated at Parry Kauri Park Warkworth

File No.: CP2016/13581

Purpose

1. To grant a new community lease to the Warkworth and District Museum Society Incorporated at Parry Kauri Park, Warkworth.

Executive summary

2. The Warkworth and District Museum Society Incorporated holds a community lease entered into with the legacy Rodney District Council for part of Parry Kauri Park. The term of the community lease is 19 years commencing 1 April 1993 with final expiry date 30 March 2012. The lease is currently rolling over on a month-to-month basis.

3. The museum has formally applied for a new community lease at Parry Kauri Park. The recommended term of the proposed community lease in accordance with the Auckland Council Community Occupancy Guidelines 2012 is 10 years plus one right of renewal for 10 years.

4. This report recommends the Rodney Local Board grant a new community lease to the museum at Parry Kauri Park, Warkworth.

Recommendation/s

That the Rodney Local Board:

a) grant a new community lease to Warkworth and Districts Museum Society Incorporated on part of Parry Kauri Park (Attachment A to the agenda report) subject to the following terms and conditions:

i) Commencing 1 August 2016 for one term of 10 years and one right of renewal for 10 years

ii) Rent $1.00 plus GST per annum if requested

iii) The approved Warkworth and Districts Museum Society Incorporated Community Outcomes Plan be attached to the lease document

iv) All other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012.

b) approve the Warkworth and District Museum Society Incorporated Community Outcomes Plan as attached to the agenda report (Attachment B).

Comments

Land and buildings

5. Parry Kauri Park is located on Tudor Collins Drive, just off Thompson Road, Warkworth, being approximately one kilometre from State Highway 1. Parry Kauri Park comprises 8.5603 hectares, is legally described as Lot 1 DP 58540 and is held in fee simple by Auckland Council under the Local Government Act 2002. Whilst there is a reserve management plan for Parry Kauri Park adopted 6 September 2001, this has no legal validity under the Reserves Act 1977 as the land has never been classified under the provisions of the Act.

6. The Warkworth and District Museum Society owns all improvements on site comprising; museum, toilets, numerous sheds to hold “working exhibits” and various other historical buildings and collections from ages past. The museum first opened to the public in September 1980 and continues to be well run, managed and maintained.

Warkworth and Districts Museum Society Incorporated

7. The museum has occupied its current site at Parry Kauri Park since 1979 by way of ground leases with the former Rodney County and District Councils, respectively. The museum has formally applied to council for a new community lease.

8. The Warkworth and District Museum Society was incorporated under the Incorporated Societies Act 1908 on 19 February 1979 and has approximately 206 members. The museum employs two part-time staff and prides itself on having 80 part-time volunteers. During the period January to October 2015, the museum hosted 2,858 visitors.

9. The museum has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately. The museum has all necessary insurance cover, including public liability insurance, in place.

10. Council staff has negotiated and agreed a community outcomes plan with the museum which, if approved by the Rodney Local Board will be appended as a schedule to the new community lease.

Consideration

Local board views and implications

11. The Rodney Local Board has delegated authority to grant a community lease.

12. At its business meeting of 13 June 2016, the Rodney Local Board Parks Culture and Community Development Committee resolved to approve the community lease 2016/2017 work programme resolution number RODPC/2016/36). The proposed new lease to the museum is listed on the community lease work plan 2016/2017.

Māori impact statement

13. 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 2015-2025, the Unitary Plan and Local Board Plans.

14. 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 Rodney Local Board area.

Implementation

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

16. Council’s community leases staff will work with the museum to finalise the deed for the lease.

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

Attachments

No.	Title	Page
a View	GIS aerial view showing lease area to Warkworth and District Museum Society Incorporated as outlined in red on a portion of Lot 1 DP 58540	81
b View	Warkworth and District Museum Society Incorporated Community Outcomes Plan	83

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Kathryn Martin – Acting Relationship Manager

Rodney Local Board

11 July 2016

Draft 2016 Elected Members’ Expenses Policy

File No.: CP2016/11956

Purpose

1. To seek the views of the Rodney Local Board on the draft 2016 Auckland Council Elected Members’ Expenses Policy.

Executive summary

2. Each electoral term, the Remuneration Authority requires all councils to adopt an expenses policy and forward the adopted policy to the Remuneration Authority for its approval.

3. The expense policy provides the rules for elected members’ reimbursement for expenses they incur whilst performing their duties.

4. The governing body last adopted an expenses policy in July 2014. The Remuneration Authority has requested the council’s policy for July 2016 – June 2019. The governing body will be asked to adopt the 2016 policy at their 21 July Finance and Performance Committee meeting.

5. Staff have reviewed the operation of the current policy and have updated the policy to:

· have clear principles of what is considered appropriate elected member expenditure

· remove the duplication of Remuneration Authority allowance tables

· replace complicated travel, development and conference attendance approvals with a ‘one up’ approach that requires senior elected member or senior staff approval.

6. The amended policy is attached. In addition to the substantive changes, the language and presentation of the policy have been updated to make it more accessible.

Recommendation/s

That the Rodney Local Board:

a) provide comments on the draft 2016 Elected Members’ Expense Policy to the governing body.

Comments

7. The Remuneration Authority (the Authority) sets remuneration for elected positions in local government annually. It also sets the rules for reimbursement of costs met by members in undertaking their duties.

8. In its determination, the Authority details some work-related expenses for elected members:

· the maximum allowances payable by councils to elected members for certain activities, such as transport and communications

· the criteria for and amounts payable to, elected members sitting on resource consent hearings.

9. Additionally, the Authority determines the nature of reimbursements made to elected members for costs undertaken on council business.

10. The Authority requires each council to adopt an expenses policy. The current policy was last approved in July 2014. It is necessary to review and update the policy prior to sending it to the Authority for approval.

11. The Auckland Council Elected Members’ Expenses Policy (the policy) sets out the council’s rules under which elected members may be reimbursed or paid allowances for personal costs that arise in the course of council business.

12. In the draft policy, general travel, accommodation and insurance claim rules have been retained. The continued requirement for a business case for international travel and the publication of all elected member expenditure will ensure transparency. Staff will continue to support the elected members with the required paperwork. The proposed changes relate to the authorisation of expenditure and the introduction of the council’s Elected Member Development Programme.

Substantive changes

Professional development and attendance at conferences

13. The new policy includes provisions related to the 2016-2019 Elected Member Development Programme. Professional development included in the core professional development programme will be pre-authorised. This means that elected members will not be required to provide a business case for development or attendance at conferences that are covered by the development programme.

14. Pre-authorisation is subject to the principles of the policy. The funds must be budgeted for and authorised by the appropriate senior manager.

15. If elected members want to undertake development activities outside the elected members’ core development programme, a written request must be made to the Manager Democracy Service or the Manager Local Board Services.

Domestic travel approval

16. Changes have been made to approvals. The draft policy reflects a ‘one up’ approach that requires senior elected member or senior staff approval.

17. Currently elected members are required to seek authorisation from a senior staff member and either the Mayor, the Deputy Mayor, the chair of a committee of the whole or the chair of their local board.

18. To make authorisations more efficient the draft policy has been amended to allow the Governance Director or the Manager Democracy Services to authorise travel and sundry expense claims for governing body members.

19. For local board members, the draft policy has been amended with the Governance Director proposed as the approver for local board members and chairpersons.

International travel approval

20. For international travel for the Mayor and the Deputy Mayor, in addition to the Chief Executive, the Chair of the Finance and Performance Committee has been added as an approver. This gives additional flexibility for approval if the Chair of the Audit and Risk Committee is not available at that time.

21. For all other elected members the draft policy proposes that the Mayor or Deputy Mayor or the Chair of the Risk and Audit Committee or the Chair of the Finance and Performance Committee and the Chief Executive or the Governance Director are the approvers.

22. For sundry expense claims following international travel, the draft policy has been amended to allow the Chief Executive or the Governance Director to authorise the Mayor and the Deputy Mayor claims; the Governance Director or Manager Democracy Services to authorise governing body member claims; and the Governance Director or the Manager Local Board Services to authorise local board member claims.

23. The probity check to this approach is threefold:

· the trip must meet the principles of the policy

· it must be authorised by a senior elected member or senior staff member (a ‘one up’ authorisation) and

· all expenditure incurred by elected members on council business continues to be published.

24. The new approvals are in the table below. Changes are underlined.

Table 1. Changes to approvals

Item	Proposed	Previous term
Approvals for domestic travel outside of Auckland – Mayor	No change	· The Chair of the Audit and Risk Committee · or the Chair of the Finance and Performance Committee
Approvals for domestic travel outside of Auckland – Deputy Mayor	· The Mayor or · The Chair of the Audit and Risk Committee or the Chair of the Finance and Performance	· The Mayor · or the Chair of a Committee of the Whole
Approvals for domestic travel outside of Auckland – councillors	The Governance Director or the Manager Democracy Services	· The Deputy Mayor · or the Chair of a Committee of the Whole
Approvals for domestic travel outside of Auckland – local board Chair	The Governance Director or the Manager Local Board Services	· Governance Director · and report to business meeting
Approvals for domestic travel outside of Auckland – local board members	The Governance Director or the Manager Local Board Services	· The Local Board Chair · and report to business meeting
Approvals for international travel - Mayor	· A business case and both: · The Chair of the Audit and Risk Committee or the Chair of the Finance and Performance Committee · And the Chief Executive	A business case and both: · the Chair of the Audit and Risk Committee · and the Chief Executive
Approvals for international travel– Deputy Mayor	· A business case and both: · The Chair of the Audit and Risk Committee or the Chair of the Finance and Performance Committee · And the Chief Executive	A business case and Both: · the Mayor or the Chair of a Committee of the Whole · and the Chief Executive
Approvals for international travel – Governing Body members	· A business case and both: · The Mayor or the Deputy Mayor or the Chair of the Audit and Risk Committee or the Chair of the Finance and Performance Committee · And the Chief Executive or Governance Director	A business case and Both: · the Mayor or the Deputy Mayor · and the Chief Executive or the Director Governance
Approvals for international travel – local board members	· A business case and both: · The Mayor or the Deputy Mayor or the Chair of the Audit and Risk Committee or the Chair of the Finance and Performance Committee · And the Chief Executive or Governance Director	A business case and Both: · Endorsement by the Local Board · then approval by the Chief Executive or the Director Governance If urgent approval is needed: · Endorsement by the Chair · then approval by the Chief Executive or the Director Governance · then retrospective endorsement by the Local Board
Development programmes and conferences	Pre-approved, subject to the cost falling within the annual professional development budget	Various authorisation depending on the role of the requester
Hosting official visitors	If necessary, budget holder approval	Personal expenditure can be reimbursed

25. Other changes have been made throughout the policy to update, clarify or align the policy with current good practice. In addition the language and presentation of the policy have been updated to make it more accessible.

Consideration

Local board views and implications

26. This report is seeking local board views.

Māori impact statement

27. This policy is a requirement of the Remuneration Authority. It is for internal use and does not have specific implications for Māori.

Implementation

28. The Elected Members’ Expenses Policy will come into force once approved by the Remuneration Authority. This is expected to be in July 2016.

Attachments

No.	Title	Page
a View	Draft Auckland Council Elected Members’ Expense Policy 2016	93

Signatories

Authors

Jo Iles, Business Hub Manager, Democracy Services

Authorisers

Marguerite Delbet - Manager Democracy Services

Lou Lennane - Acting Manager Local Board Services

Kathryn Martin - Acting Relationship Manager

Rodney Local Board

11 July 2016

Housing for Older People Partnering Proposal

File No.: CP2016/11921

Purpose

1. This report seeks feedback on Auckland Council’s Housing for Older People (HfOP) Partnering Proposal.

Executive summary

2. The council currently owns 1,412 HfOP units spread across 62 sites in the north, south and west of Auckland covering 26 hectares of land. A list of these sites is included in the HfOP Consultation document (Attachment A).

3. In June 2015 the Auckland Development Committee (ADC) resolved to explore how council could deliver the HfOP service through a partnership approach. In December 2015 the ADC endorsed Panuku Development Auckland (Panuku) to proceed with undertaking feasibility work with a preferred partner on the partnering proposal.

4. The partnering proposal, in summary, is for the council to:

· partner with a third-party social housing provider to create a new legal entity in the form of a new community housing provider (CHP). The CHP will have control over the portfolio assets, including responsibility for maintenance and tenancy services through a long-term lease, and will seek access to government subsidies

· delegate to Panuku the authority to work with the third party community housing provider to redevelop the portfolio under a framework arrangement; and

· adopt a new policy on “Housing for Older People partnering” to apply to all decision-making on the proposal

5. This proposal allows the council to benefit from external expertise to:

· improve the quality of housing - the CHP will be able to access the Income-Related Rent Subsidy (IRRS) from central government to help improve and develop the portfolio

· improve tenant satisfaction – more tenants are dissatisfied with the service the council is currently able to provide. Partnering with a third party social housing provider will bring in new expertise into the operations so we can find new innovative and cost effective ways to lift satisfaction and redevelop the portfolio to improve the quality of housing

6. As the HfOP portfolio is a strategic asset under both the LGA 2002 and the council’s Significance and Engagement Policy, the proposal to transfer control of the portfolio triggers a statutory requirement to publicly consult on the proposal, and to amend the Long-term Plan (LTP) 2015-2025 through a special consultative procedure, before the council can agree to adopt the proposal.

7. The Governing Body approved a consultation document at its meeting on 25^th May 2016 which will form the basis of this consultation during the month of June 2016.

8. Local boards are now invited to submit formal feedback on the partnership proposal (Attachment A) and a proposed new policy on HfOP partnering (Attachment B) through business meetings in June and July 2016.

Recommendation/s

That the Rodney Local Board:

a) provide feedback on

i. the Housing for Older People Partnering Proposal and

ii. the proposed Housing for Older People Partnering Policy

Comments

9. Auckland Council currently owns 1,412 HfOP units spread across 62 sites in the north, south and west of Auckland covering 26 hectares of land. The portfolio is currently operated by Auckland Council’s Arts, Community and Events (ACE) and Community Facilities departments.

10. In 2013 the government changed how social housing would be delivered in New Zealand by making a number of reforms. This included providing third party social housing providers with an IRRS, which was historically only provided to Housing New Zealand. Councils and council-controlled organisations are still unable to access this subsidy.

11. In June 2015, the Auckland Development Committee (ADC) resolved to explore changing how the council would deliver the HfOP service. It agreed to explore a partnership approach, where the council would partner with a third party social housing provider in the management of the portfolio and to establish a new community housing provider (CHP).

12. The council is committed to maintaining 1,412 units within the HfOP portfolio, as a strategic asset, and may seek to increase the number, subject to further council approval on additional funding and any consultation requirements.

13. In December 2015 the ADC endorsed Panuku Development Auckland (Panuku) to proceed with undertaking feasibility work with the preferred partner on a partnering proposal. Panuku, on behalf of Council, issued a request for proposal and the council currently has a non-binding arrangement with The Selwyn Foundation as the potential third party social housing provider that council may enter into partnership arrangement with.

What Auckland Council is proposing:

14. The council is proposing that it partner with a third party social housing provider to enter into a management agreement over the council’s 1,412 units and delegate Panuku Development Auckland (Panuku) to act on council’s behalf to develop the portfolio.

15. Management agreement:

a) Partner with a third party social housing provider to form a new legal entity, in which the council will have a minority interest. This will be a Community Housing Provider (CHP) to manage the council’s Housing for Older People (HfOP) portfolio.

b) The legal structure of this CHP will likely be in the form of a limited partnership (NZ registered) between Auckland Council and the third-party social housing provider under a framework arrangement.

c) The CHP will have control over the portfolio assets, which includes responsibility for maintenance and tenancy services. Legal ownership will remain with the council.

d) It will include a long-term lease which from an accounting perspective requires a write-off of the assets from the council balance sheet.

e) The CHP will be structured to be able to receive the government’s Income Related Rent Subsidy (IRRS). We are not able to quantify how much will be received under this scheme as the subsidy, which is paid to the housing provider, is based on a percentage of a tenants income. It will reflect the difference between the income related rent and the market rent. It will also only be paid out for future tenants not current tenants.

f) The council will provide a $32.5 million capital grant to the CHP, which is equivalent to the current budget for the portfolio renewal maintenance.

16. Development agreement:

a) Delegate to Panuku, a council-controlled organisation, the authority to act on behalf of Auckland Council to work with the third-party social housing provider to redevelop the portfolio.

b) Panuku, as Auckland Council’s development agency, will provide skills and expertise to support the development of HfOP portfolio.

c) This includes, over time, selling some land and buildings to help fund the improvement of the quality of the HfOP portfolio.

d) The council will provide a $20 million development loan facility which will support the development until sales proceeds can be realised. The sales proceeds will cover repayment of the facility and any associated interest.

17. These will be carried out in accordance with the new policy to be adopted. A representation of this is shown in Attachment A.

Why is Auckland Council proposing this?

18. The proposal allows the council to benefit from external expertise to improve tenant satisfaction and the quality of its social housing. There are a few areas of this portfolio that need improvement.

19. To improve the quality of housing:

Currently, the HfOP portfolio has many poor quality units. This is clearly not acceptable for the council or its tenants. By partnering with a third party social housing provider we will be able to ensure over time that:

a) the portfolio can benefit from new external funding from the government, through access to the IRRS

b) the portfolio will be upgraded and new housing developed to reflect modern standards

c) the portfolio will become more connected to public transport and other necessary services.

20. To improve tenant satisfaction:

More and more tenants are dissatisfied with the service the council is currently able to provide, as shown in Graph 1. This is unlikely to improve without some change to how we provide the service. Partnering with a third party social housing provider will improve our tenant satisfaction by:

a) adding new expertise into the operations of the service so we can find new innovative, cost effective ways of lifting satisfaction.

b) redeveloping the portfolio to improve the quality of housing, giving our tenants a better quality of life.

Graph 1: Long-term Plan 2015-2025, Level of Service Measure:
Tenant satisfaction over time

Title: Graph 1: Long-term Plan 2015-25, Level of Service Measure: Tenant satisfaction over time. - Description: This graph shows how this proposal is projected to improve tenant satisfaction over time, as outlined in the council's Long-term Plan.

How does the proposal compare with other options?

21. The council has been developing the HfOP partnership model proposal since April 2015. The options were developed on the basis that the council has opted to continue to provide housing for older people. Three main practical options (including the proposal) are explained in the following table. Other options identified by the council are listed in the Supporting Information but have not been considered as reasonably practical options at this stage.

Option	Service level impact	Rates impact	Debt impact	Achieves the council’s objectives?	Advantages	Disadvantages
Status Quo: Continue to manage and develop the housing without external support.	Actual tenant satisfaction levels are at 64 per cent which is well under the target average of 75 per cent. This means the council will be increasingly unlikely to meet its targets over time.	No impact – however tenant satisfaction levels are unlikely to be met.	No impact – however tenant satisfaction levels are unlikely to be met.	· Does not grow the community housing sector. · Does not improve quality of housing. · Does not access non ratepayer funding.	· The council retains full control over the assets. · No costs associated with change.	· Does not address the falling tenant satisfaction. · Reliant on rates funding.
Sell or gift portfolio to a CHP: Sell or gift the units and land to an existing CHP with conditions to ensure the provision of social housing remains.	Tenant satisfaction will likely decrease, as it will be difficult for the council to control the quality of housing.	Neutral to slightly positive The sales proceeds would depend on the conditions placed on the sale. Depending on the conditions placed this could significantly reduce the proceeds from the sale.	Slightly positive to negative The debt impact would depend on whether the council would still provide the capital grant for improvements to the housing, and any other conditions placed on the sale.	Partly. The council is no longer responsible for providing 1,412 housing for older people units. But, this may grow the wider community housing sector.	· The council no longer has any risk for operating the portfolio. · This may grow the wider community housing sector.	· The council will have no ownership or control over the units. · Long term provision of the service is not guaranteed. · The council would not own land and buildings as assets.
The proposal (partnering with a third-party housing provider under management and development agreements)	Tenant satisfaction will increase, as the council will be able to rely on new expertise from the third party social housing provider, unlock access to government funding and can redevelop the portfolio to improve quality.	Negligible to slightly negative	Negative (Debt increases by $48.4 million for the management agreement and a further potential $20 million for the development loan facility).	Yes. The proposal aims to increase tenant satisfaction to targeted levels.	· Allows for an improvement of the quality of housing. · Unlocks access to government funding.	· The council will lose some control over the units. · Requires monitoring of an external entity. · Development could cause disruption for tenants.

Proposed Housing for Older People Partnering Policy

22. In order to include this change in the current Long-term Plan (LTP) 2015-2025, a new enabling policy will need to be adopted.

23. This policy sets key decision making criteria that are designed to ensure that the council will maintain or improve the quality of housing and tenant satisfaction without overly exposing the council to financial impacts and risk, through:

· general decision making on the council’s HfOP portfolio

· the management of the HfOP portfolio by the new CHP

· the arrangements for the possible redevelopment and/or sale of parts of the HfOP portfolio

A copy of the proposed policy is included in Attachment B.

Requirement to consult

24. The HfOP portfolio is considered a strategic asset under both the Local Government Act (LGA) 2002 and the council’s Significance and Engagement Policy. Any proposal to transfer control or ownership of a strategic asset(s) triggers a statutory requirement to publicly consult and to provide for it in the long-term plan.

25. In order to include this in the current Long-term Plan (LTP) 2015-2025, a new enabling policy will need to be adopted.

26. Public consultation in June and feedback from local boards will inform the Governing Body’s decision on the partnership proposal and the proposed new policy on HfOP partnering.

Public consultation

27. A consultation document (Attachment A) and supporting information has been approved by the Governing Body and will be used to consult with the public regarding the proposal to transfer control of the HfOP portfolio to a CHP and redevelop the current housing units.

28. The consultation document lists the advantages and disadvantages of the proposal as well as the two key alternatives in page 8. The assumptions underlying the proposal, including risks and details on the options analysis, are set out in the supporting information in pages 53, 54 and 56.

29. The consultation document also provides three main options that have been identified for the delivery of the council’s HfOP service, with the preferred option being the partnership proposal.

30. The public consultation period is 1 June 2016 – 1 July 2016.

31. The consultation document was delivered to 1,412 units, local board offices, service centres and libraries before 1 June 2016.

32. The consultation document includes a feedback form which is expected to be the primary mechanism Aucklanders will use to provide their feedback on this consultation. The feedback form is also made available online, in local board offices, service centres and libraries. Feedback forms can be submitted via freepost, email or completed online.

33. There are various Have Your Say (HYS) events planned across the region. The locations were picked so that they are easily accessible for HfOP tenants to attend. These events are listed below for your perusal:

Venue	Date	Time
Takapuna Library	7 June 2016 (Tuesday)	9am – 1pm
Devonport Library	8 June 2016 (Wednesday)	9am – 1pm
Northcote Library	9 June 2016 (Thursday)	11am – 3pm
Glenfield Library	10 June 2016 (Friday)	10am – 11am
New Lynn War Memorial Library	14 June 2016 (Tuesday)	9am – 1pm
Titirangi Library	15 June 2016 (Wednesday)	11am – 3pm
Waitakere Central Library	16 June 2016 (Thursday)	9am – 1pm
Te Atatu Peninsula Community Centre	17 June 2016 (Friday)	2pm – 3pm
Mangere Town Centre Library	21 June 2016 (Tuesday)	9am – 1pm
Sir Edmund Hillary Library, Papakura	22 June 2016 (Wednesday)	9am – 1pm
Pukekohe Library	23 June 2016 (Thursday)	9am – 11am
Waiuku Library	23 June 2016 (Thursday)	12pm – 2pm
Otara Senior Citizens’ Club	24 June 2016 (Friday)	10am – 11am

34. Public feedback will also be collected at HYS events scheduled from 7 to 24 June 2016. The primary purpose of these events is for elected members or delegates to listen to the views of Aucklanders. Staff will ensure public feedback is accurately recorded.

35. The role of elected members (and delegates) at these events is to listen and to provide members of the public with an opportunity to provide their views verbally.

36. Staff recommend that delegations are made to councillors, local board members and staff to hear feedback. This is to ensure there is a sufficient number of people able to have spoken interaction with public.

37. Staff will be in contact with tenants to coordinate logistics to ensure that they have the opportunity to attend the HYS events.

38. The ShapeAuckland website will be the digital hub for the HfOP communications and engagement campaign. There are a variety of ways in which digital and social media channels will be used to support the communications campaign.

Consideration

Local board views and implications

39. Local board members have received updates through quarterly performance reports, on the region-wide initiative led by Panuku to investigate options to partner with community housing providers to manage and develop the HfOP portfolio.

40. A briefing for local board members was held on this initiative on 30 November 2015.

41. Local board members were updated in May 2016 through a memo outlining the consultation process as well as invitations to attend Have Your Say events to hear public feedback.

42. Local boards are now invited to submit formal feedback through business meetings in June and July 2016.

43. The report to be presented to the Governing Body at its meeting on 28 July 2016 will include all feedback received from local boards. Feedback from the local boards will inform the Governing Body decision on this matter.

Māori impact statement

44. The new CHP will have a role in giving effect to outcomes directed by the council’s Māori Responsiveness Framework. This includes recognition and protection of Māori rights and interests within Tāmaki Makaurau and addressing and contributing to the needs and aspirations of Māori. In order to do this, throughout the development of this proposal various Māori groups have been consulted with. To progress this engagement Panuku has established a Mana Whenua Governance Group comprising four senior representatives of Mana Whenua, plus senior representatives of Panuku and the preferred partner.

Implementation

45. A report containing consultation feedback and advice on adopting the HfOP Partnering Policy to amend the LTP 2015-2025 and a delegation to Panuku to carry out the partnering arrangement will be presented to the Governing Body at the meeting on 28 July 2016.

Attachments

No.	Title	Page
a View	Consultation document	115
b View	Housing for Older People Partnering Policy	143

Signatories

Authors

Kat Teirney - Team Leader – Community Facilities, South

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Karen Lyons - Manager Local Board Services

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

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Kathryn Martin – Acting Relationship Manager

Authors	Jonathan Hope - Local Board Advisor - Rodney
Authorisers	Kathryn Martin – Acting Relationship Manager