Agenda of Upper Harbour Local Board

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

Date:

Time:

Meeting Room:

Venue:

Tuesday, 26 July 2016

7.00pm

Upper Harbour Local Board Office
30 Kell Drive
Albany

Upper Harbour Local Board

OPEN AGENDA

MEMBERSHIP

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

(Quorum 3 members)

Neda Durdevic

Democracy Advisor

20 July 2016

Contact Telephone: (09) 414 2684

Email: neda.durdevic@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

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

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

Upper Harbour Local Board

26 July 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 7

2 Apologies 7

3 Declaration of Interest 7

4 Confirmation of Minutes 7

5 Leave of Absence 7

6 Acknowledgements 7

7 Petitions 7

8 Deputations 8

8.1 Chatham Avenue barbeque 8

8.2 Youthline 8

9 Public Forum 8

10 Extraordinary Business 8

11 Notices of Motion 9

12 Meeting Minutes Upper Harbour Local Board, Tuesday, 12 July 2016 11

13 Governing Body Members' update 19

14 Upper Harbour Local Board Community Facilities Renewals Work Programme 2016/2017 21

15 Summary of actions and reports requested - Upper Harbour Local Board - July 2016 25

16 Record of the Upper Harbour Local Board workshop held on Tuesday, 21 June and Tuesday, 5 July 2016 31

17 Record of the Upper Harbour Local Board portfolio briefings held in June 2016 37

18 Governance forward work calendar 43

19 Holding Report for decisions relating to the Albany Community Hub 47

20 Holding Report for decisions relating to the Albany Stadium Pool 49

21 Board Members' Reports 51

22 Consideration of Extraordinary Items

1 Welcome

2 Apologies

An apology was received from Member Margaret Miles for absence.

3 Declaration of Interest

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

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

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

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

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

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

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

4 Confirmation of Minutes

That the Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 12 July 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 Upper Harbour Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Chatham Avenue barbeque

Purpose

1. The purpose of this item is to hear the presentation from Cathy Adams to the Upper Harbour Local Board.

Executive Summary

2. Cathy Adams will be in attendance to introduce herself, and share her concerns in regards to a barbeque at Chatham Avenue, Paremoremo.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the presentation from Cathy Adams and thank her for her attendance.

8.2 Youthline

Purpose

1. The purpose of this item is to hear the presentation from Lisa Easte from Youthline.

Executive Summary

2. Lisa Easte from Youthline will be in attendance to introduce the group, and provide an update.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the presentation from Lisa Easte from Youthline and thank her for her attendance.

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Upper Harbour Local Board

26 July 2016

Meeting Minutes Upper Harbour Local Board, Tuesday, 12 July 2016

File No.: CP2016/13825

Purpose

The open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 12 July 2016, are attached at item 12 of the agenda for the information of the board only.

Recommendation

That the Upper Harbour Local Board:

a) note that the open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 12 July 2016 are attached at item 12 of the agenda for the information of the board only, and will be confirmed under item 4 of the agenda.

Attachments

No.	Title	Page
a View	Upper Harbour Local Board 12 July minutes	13

Signatories

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

Upper Harbour Local Board

26 July 2016

Upper Harbour Local Board Community Facilities Renewals Work Programme 2016/2017

File No.: CP2016/14261

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 Upper Harbour Local Board:

a) approve the 2016/2017 work programme for Upper Harbour 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 (refer to Attachment A) has received extensive input and assessment from business owners, facility users, and Community Facilities staff.

Consideration

Local board views and implications

7. Auckland 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 Upper Harbour 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 presented for approval 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	Upper Harbour Local Board Community Facilities Renewals	23

Signatories

Authors

Hannah Alleyne - Senior Programme Planner

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Upper Harbour Local Board

26 July 2016

Summary of actions and reports requested - Upper Harbour Local Board - July 2016

File No.: CP2016/13827

Purpose

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

Executive summary

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

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

Recommendation

That the Upper Harbour Local Board:

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

Attachments

No.	Title	Page
a View	Summary of Actions and Reports Requested - July 2016	27

Signatories

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

Upper Harbour Local Board

26 July 2016

Record of the Upper Harbour Local Board workshop held on Tuesday, 21 June and Tuesday, 5 July 2016

File No.: CP2016/13829

Executive summary

The Upper Harbour Local Board workshops were held on Tuesday, 21 June and Tuesday, 5 July 2016. Copies of the workshop records are attached.

Recommendation/s

That the Upper Harbour Local Board:

a) receive the record of the Upper Harbour Local Board workshops held on Tuesday, 21 June and Tuesday, 5 July 2016.

Attachments

No.	Title	Page
a View	Record of briefing - 21 June 2016	33
b View	Record of briefing - 5 July 2016	35

Signatories

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

Upper Harbour Local Board

26 July 2016

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

File No.: CP2016/13834

Purpose

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

Executive summary

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

· Parks – Thursday, 16 June 2016; and

· Arts and Events – Wednesday, 22 June 2016.

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

Recommendation

That the Upper Harbour Local Board:

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

Attachments

No.	Title	Page
a View	Parks portfolio summary - 16 June 2016	39
b View	Arts and Events portfolio summary - 22 June 2016	41

Signatories

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

Upper Harbour Local Board

26 July 2016

Governance forward work calendar

File No.: CP2016/13836

Purpose

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

Executive Summary

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

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

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

· clarifying what advice is expected and when; and

· clarifying the rationale for reports.

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

Recommendation/s

That the Upper Harbour Local Board:

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

Attachments

No.	Title	Page
a View	Governance forward work calendar - July 2016	45

Signatories

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

Upper Harbour Local Board

26 July 2016

Holding Report for decisions relating to the Albany Community Hub

File No.: CP2016/13837

Purpose

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

Executive summary

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

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

Recommendation

That the Upper Harbour Local Board:

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

Attachments

There are no attachments for this report.

Signatories

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

Upper Harbour Local Board

26 July 2016

Holding Report for decisions relating to the Albany Stadium Pool

File No.: CP2016/13838

Purpose

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

Executive summary

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

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

Recommendation

That the Upper Harbour Local Board:

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

Attachments

There are no attachments for this report.

Signatories

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