Agenda of Devonport-Takapuna Local Board

Portfolio	Responsibilities	Primary	Associate
Governance	Board leadership Board-to-Council and Board to Board relationships Board to CCO relationships (strategic governance matters) Civic duties Advocacy (local, regional and central government) Community partnerships Relationships with Māoridom Relationships with youth Relationships with government Unitary Plan Policy and planning: - local board plan - local board agreement - local area plan	Chairperson	Deputy Chairperson
Economic development and town centres Finance	Key relationships with ATEED Business Improvement Districts Establish and promote local priorities in relation to economic development and tourism Town centre renewal, design and maintenance Town centre marketing and community safety	Member Bergin	Member Hale
Events	Coordinating the Board events calendar Liaising with event organisers and applicants Local event sponsorship Filming applications, feedback on behalf of the Board and production company liaison	Member Roe	Member Cohen
Community development and resilience	Community development Neighbourhood relationships Community advocacy Community safety (excluding town centres) Graffiti removal Relationships with Civil Defence Emergency Management Group Community preparedness disaster response relief and recovery Artistic and cultural service levels Promoting artistic endeavour	Member Cohen	Member Roe
Parks and natural environment	Neighbourhood parks and reserves (including esplanade reserves and the coastline) Design and maintenance Plantings, playgrounds, tracks and bollards Local priorities in relation to regional environmental management Coastal management including mangrove encroachment and erosion mitigation Restoration of wetlands, streams and waterways	Member Cohen	Member Gillon
Transport and infrastructure	Transport projects and policy matters including roading, footpaths and public transpory. Infrastructure projects and policy matters (e.g. water, stormwater)	Member O’Connor	Member Hale
Regulatory and heritage	Oversight of regulatory activities including: - bylaws - consent processes (including input in to decisions on notifications for resource consent applications) - licensing and compliance Liquor licensing and enforcement Historic, built and Natural Heritage issues	Member Hale	Member Gillon
Recreational and community facilities	Stewardship of recreation centres and community facilities Libraries (including events and services relating to libraries and recreation centres) Local arts facilities and amenities	Member Gillon	Member O’Connor
Greenways	Transportation and recreation projects and policy relating to walking, cycling and greenways	Member Roe	Member Cohen

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.

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 Devonport-Takapuna Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 16 August 2016, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

11.1 Notice of Motion

1. In accordance with Standing Order 3.11.1, the following Notice of Motion has been received from Member Grant Gillon for inclusion on the agenda for the Devonport-Takapuna Local Board meeting being held on Tuesday, 6 September 2016:

Recommendation/s

That the Devonport-Takapuna Local Board:

a) rescinds resolution number DT/2015/245 of the 15 December 2015 meeting of the Devonport-Takapuna Local Board.

b) agrees support for an upgraded campground activity within the Northern Activity Zone of Takapuna Beach Reserve.

c) requests Panuku Development Auckland to proceed to an open expressions of interest process to grant a lease, in conjunction with iwi/mana whenua engagement with a view to reporting back to the local board a range of potential operators and models for a future holiday park in the same location on the same current leased area at the northern end of Takapuna Beach, with the following terms up for negotiation:

i. term – 10 years with up to three rights of renewal;

ii. rent – no less than current and up to whatever level optimises social and economic return to council; and

iii. upgrades – all necessary upgrades to meet compliance matters, including but not limited to electrical, fire, water tank structural assessment, accessible toilets, decking, hand railing and retaining walls, as well as any agreed site/surface drainage, road surface and rebuild of amenities block, laundry and kitchen along with remedial works to the site infrastructure agreed to by the tenant up to $1.2 million.

Background

2. At the Devonport-Takapuna Local Board meeting of 15 December 2015, the board heard that a large majority of the community wanted the whole space dedicated to the camping ground, and only 2% wanted a reduced or shared space.

3. At its meeting on 21 April 2015, the board endorsed the options developed by the working party and resolved to undertake consultation with the community on the four potential land use options (resolution DT/2015/57). The options consulted on were:

· revert land to use as public open space;

· retain Takapuna Beach Holiday Park with upgrades;

· Community Marine Activity Hub (CMAH) as proposed by Harbour Access Trust; and

· Community Marine Activity Hub (CMAH), plus upgraded Takapuna Beach Holiday Park activity.

4. Consultation was undertaken from Monday, 11 May to Sunday, 7 June 2015. The consultation results were reported back to an extraordinary local board meeting on 4 August 2015. The council received 7,807 pieces of feedback, with the majority of respondents selecting the option of retaining Takapuna Beach Holiday Park with upgrades as their first preference (80%).

5. In addition, the August 2016 community consultation feedback was overwhelming in support to return the 10% back to the camping ground. The community seemed to prefer to allow the whole site to go into the EOI process and see what proposals emerged for all or part of the site. In addition, the community viewed the camping ground to be publicly available space and accessible to the public.

6. Further, the community feedback I have had is that there is overwhelming scepticism that the 10% would remain in public reserve, but that it would be available for yacht storage, hard stand or other minority use once the ‘heat died down’. So, the preference is for the complete site to be used or be available for expressions of interest to at least safeguard the site from other use.

Recommendation:

That the Devonport-Takapuna Local Board rescinds Resolution number DT/2015/245 of the 15 December 2015 meeting, and replaces it with:

That the Devonport-Takapuna Local Board:

a) rescinds resolution number DT/2015/245 of the 15 December 2015 meeting of the Devonport-Takapuna Local Board.

b) agrees support for an upgraded campground activity within the Northern Activity Zone of Takapuna Beach Reserve.

iv. term – 10 years with up to three rights of renewal;

v. rent – no less than current and up to whatever level optimises social and economic return to council; and

vi. upgrades – all necessary upgrades to meet compliance matters, including but not limited to electrical, fire, water tank structural assessment, accessible toilets, decking, hand railing and retaining walls, as well as any agreed site/surface drainage, road surface and rebuild of amenities block, laundry and kitchen along with remedial works to the site infrastructure agreed to by the tenant up to $1.2 million.

G Gillon

Deputy Chair/Local Board Member

Devonport-Takapuna Local Board

06 September 2016

Grant of new community sub-leases at Fort Takapuna Recreation Reserve, Vauxhall Road, Devonport.

File No.: CP2016/18224

Purpose

1. To grant new community sub-leases to Devonport Heritage Incorporated, Grey Power North Shore Incorporated and North Harbour Radio Community Trust for premises in Barracks A13 on Fort Takapuna Recreation Reserve, Vauxhall Road, Devonport.

Executive summary

2. The two remaining barracks on Fort Takapuna Recreation Reserve are leased to Auckland Council by the Department of Conservation.

3. The Devonport-Takapuna Local Board Plan 2014-2017 identifies the restoration of the barracks as a key initiative, which have now been fully refurbished.

4. The barracks offer both large open rooms for hire on a casual basis and a number of small offices that are available for use by community organisations under the terms of a sub-lease.

5. An expression of interest process has identified three potential sub lessees for rooms 3, 4 and 8 in Barracks A13.

6. All applicants meet the criteria in the Auckland Council Community Occupancy Guidelines 2012, the Fort Takapuna Recreation Reserve Management Plan, and the conditions of the head lease held by Auckland Council.

7. This report recommends that new community sub-leases be granted to Devonport Heritage Incorporated, Grey Power North Shore Incorporated and North Harbour Radio Community Trust.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) grant a sub-lease to Devonport Heritage Incorporated for Room 3, Barracks A13, Fort Takapuna Recreation Reserve (refer to Attachment A of the agenda report) on the following terms and conditions:

i) term – one year commencing 1 September 2016 with one right of renewal for one year;

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

iii) operational charge (including utilities) - $225.00 per annum plus GST;

iv) the Devonport Heritage Incorporated Community Outcomes Plan (refer to Attachment B of the agenda report) as approved being attached to the sub-lease document; and

v) approve all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012, the Reserves Act 1977 and the head lease held by Auckland Council for the barracks.

b) grant a sub-lease to Grey Power North Shore Incorporated for Room 4, Barracks A13, Fort Takapuna Recreation Reserve (refer to Attachment A of the agenda report) on the following terms and conditions:

i) term – one year commencing 1 September 2016 with one right of renewal for one year;

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

iii) operational charge (including utilities) - $225.00 per annum plus GST;

iv) the Grey Power North Shore Incorporated Community Outcomes Plan (refer to Attachment C of the agenda report) as approved being attached to the sub-lease document; and

c) grant a sub-lease to North Harbour Radio Community Trust for Room 8, Barracks A13, Fort Takapuna Recreation Reserve (refer to Attachment A of the agenda report) on the following terms and conditions:

i) term – one year commencing 1 September 2016 with one right of renewal for one year;

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

iii) operational charge (including utilities) - $450.00 per annum plus GST;

iv) the North Harbour Radio Community Trust Community Outcomes Plan (refer to Attachment D of the agenda report) as approved being attached to the sub-lease document; and

Comments

Fort Takapuna Recreation Reserve

8. Fort Takapuna Recreation Reserve extends to approximately 2.88 hectares fronting onto Vauxhall Road, Devonport. The site is held by the Department of Conservation, which has appointed Auckland Council to control and manage the area.

9. The land is held in one title, Section 3 SO 355498 and is classified recreation reserve under the terms of the Reserves Act 1977.

10. The site is registered under Section 22.3(a)(i) of the Historic Places Act 1993. This category applies to “Places of special or outstanding historical or cultural heritage significance or value”.

The barracks

11. The two remaining barracks on Fort Takapuna Recreation Reserve are leased by the Department of Conservation to Auckland Council. The lease is for a period of 30 years from 1 August 2015, with one right of renewal for a further 30 year period.

12. The barracks were constructed in 1942 for the Women’s Auxiliary Army Corps.

13. They have since this time been used to house female immigrants to New Zealand, members of New Zealand’s Defence Forces and most recently on an informal basis by a number of community groups and organisations.

14. The refurbishment of the barracks is identified as a key initiative in the current Devonport-Takapuna Local Board Plan. A budget of $1.5 million was secured and the buildings have now been completely refurbished to provide accommodation that is comfortable, functional, and cost effective to manage and use. The signage and landscaping of the area surrounding the barracks forms part of the project.

15. Each barracks offers a mix of accommodation types. The large open rooms are ideal for meetings, workshops and social gatherings and are managed by council’s Venue Hire Team. The eight offices ranging in size from nine to 18 square metres are available for community groups and organisations to hold under the terms of a sub-lease. These offices provide an ideal administration base and are fully carpeted, have heating, blinds and internet access.

16. Both of the barracks are accessible, have fully equipped kitchens and have access to ample parking.

17. Barracks A12 which fronts onto the reserve has been made event-ready by the provision of an external power supply. This supports Objective 6.10 of the Fort Takapuna Recreation Reserve Management Plan, which recognises that the reserve is a suitable venue for community and not for profit events.

The Expression of Interest process

18. The Auckland Council Community Occupancy Guidelines 2012 direct that vacancies of council owned premises be publicly advertised.

19. The guidelines also recommend that community groups occupying rooms within larger council buildings are required to pay an operational charge. The amount charged is based on recovery of the direct costs to council of providing the premises, including building insurance, structural maintenance, utility and water charges. At present the charge levied is $25.00 per square metre.

20. Following advertisement in both the North Shore Advertiser and the Devonport Flagstaff, interested parties were invited to a number of “open homes” resulting in three applications from local community organisations.

21. All applications meet the eligibility criteria specified in the Auckland Council Community Occupancy Guidelines (refer to Attachment F), including

· legal status;

· organisational sustainability;

· the ability to demonstrate a clear and effective governance structure;

· evidence of sound financial management; and

· provision of services and programmes that align with the Devonport-Takapuna lLocal Board Plan.

The applicants

Devonport Heritage Incorporated

22. Devonport Heritage Incorporated was formed in 1995 to support the acknowledgement, preservation, and retention of Devonport’s historic character.

23. Devonport Heritage fosters awareness and promotes appreciation of the area’s history, buildings, parks and streetscapes that contribute to this unique location.

24. The members of Devonport Heritage have considerable knowledge and expertise and work closely with other like-minded organisations, such as Heritage New Zealand, to assist in obtaining and recording information used for submissions in resource consent applications and hearings and in the preparation of submissions to local and central government policy, including the Auckland Unitary Plan.

25. Devonport Heritage actively works with many local groups and individuals to ensure that Devonport’s character is cherished and preserved.

26. Devonport Heritage would benefit greatly from having a base from which members could work, store information and which the public could visit to seek information and assistance. The proximity and availability of the large rooms in the barracks will enable Devonport Heritage to hold meetings, lectures and social gatherings on site that further its aims.

27. Devonport Heritage has approximately 60 members, but provides a monthly newsletter to approximately 220 interested parties. It also has a website and Facebook page that allows the public to be more aware of and involved in what is happening with respect to heritage matters.

28. Devonport Heritage takes advantage of all opportunities to further its aims, and recently scripted and filmed a series of short documentary films about the areas historic buildings. These were shown at the Victoria Theatre and were well attended and received.

29. The financial accounts provided by Devonport Heritage Incorporated indicate that its funds are sufficient to meet its liabilities and are being managed appropriately.

30. Devonport Heritage is currently arranging public liability insurance cover in the amount required by Auckland Council, and has confirmed its willingness and ability to meet all other requirements should a sub-lease be granted.

31. It is recommended that this applicant be granted a community sub-lease of Room 3 that extends to approximately 9m² at Barracks A13 Fort Takapuna Recreation Reserve. Services Building.

Grey Power North Shore Incorporated

32. Grey Power North Shore was incorporated in April 1996. Its aims are to advance, support and protect the wellbeing of seniors on the North Shore both directly and in conjunction with other organisations and bodies with similar purposes.

33. Grey Power is a member of the Grey Power Federation of New Zealand. It actively takes part in discussions and the submission processes related to the formation and promotion of policies and activities that affect its members. Grey Power North Shore is in the process, together with Age Concern, of re-establishing the Shore Senior Forum that will provide an advocacy and liaison function with Auckland Council and central government on senior issues.

34. Whilst currently having approximately 3,500 members and 20 part time volunteers, Grey Power has no dedicated premises.

35. A community sub-lease of Room 4 at Barracks A13 would provide a new administrative base for Grey Power North Shore and many of the other organisations that it has links with. The sub-lease would provide valuable space for the administrative work of the organisations and to store records, information and resources that are used by the respective volunteers.

36. Grey Power North Shore is working with many local groups in the Devonport area, including Devonport Senior Citizens, the local bowling clubs and the Claystore to ensure the wider community is aware of the services on offer. Further, these organisations are supported in terms of governance advice and assistance and also in forming links to potential members and supporters.

37. The financial accounts provided by Grey Power North Shore Incorporated indicate that its funds are sufficient to meet its liabilities and are being managed appropriately.

38. Grey Power North Shore is currently arranging public liability insurance cover in the amount required by Auckland Council, and has confirmed its willingness and ability to meet all other requirements should a sub-lease be granted.

39. It is recommended that this applicant be granted a community sub-lease of Room 4 that extends to approximately 9m² at Barracks A13 Fort Takapuna Recreation Reserve.

North Harbour Radio Community Trust (The Flea)

40. The Flea Radio Station began broadcasting in the Devonport area in 1999.

41. The North Harbour Radio Community Trust was formed in 2007, and has developed the radio station that began as The Flea in 1999. The Trust aims to offer accessible community based broadcasting services and currently broadcasts from transmitters in Devonport and Takapuna reaching homes and businesses from Devonport to Milford. It has premises on the Devonport Wharf that it intends to keep, however it requires additional space to develop its service.

42. The Trust has a particular focus in encouraging young people to get involved in all aspects of the radio industry, and has links with a number of the local schools offering opportunities to young people to take part in pre-recording programmes for the radio station, and in preparing items that will be of interest to those listening. The Trust uses these activities to support its aims of developing potential through recreational, educational and creative activities.

43. The Flea has a growing and interested listening audience to its programmes that operate 24/7, and provides free advertising to community organisations regarding their activities and events. It also provides information on matters including health, legal advice, social and educational opportunities, maritime safety and articles relating to the history of the local area.

44. The Trust has one full time member of staff and approximately 20 regular volunteers.

45. It is a member of the LPFM Society of New Zealand (The Society of Low Power FM Broadcasters Incorporated).

46. 46. Room 8 in Barracks A13 would be used to pre-record programmes and to teach young people about all aspects of radio broadcasting.

47. The financial accounts provided by North Harbour Radio Community Trust indicate that its funds are sufficient to meet its liabilities and are being managed appropriately. The Trust has had an offer from a local business to meet its occupation charge levied by council as a show of support to this valuable community resource.

48. The Trust holds public liability insurance cover in the amount required by Auckland Council, and has confirmed its willingness and ability to meet all other requirements should a sub-lease be granted.

49. It is recommended that this applicant be granted a community sub-lease of Room 8 that extends to approximately 18m² at Barracks A13 Fort Takapuna Recreation Reserve.

Consideration

Local board views and implications

50. This matter was discussed with the Devonport-Takapuna Local Board Community Facilities Portfolio Holders at meetings held on 24 March and 28 April 2015. There was general support given to all applications presented.

Māori impact statement

51. 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.

52. 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 Devonport-Takapuna Local Board area.

Implementation

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

54. here are no cost implications for the local board if new sub-leases are granted to the proposed sub-lessees.

Attachments

No.	Title	Page
a ⇩	Barracks at Fort Takapuna Recreation Reserve	17
b ⇩	Devonport Heritage Incorporated Community Outcomes Plan	19
c ⇩	Grey Power North Shore Incorporated Community Outcomes Plan	21
d ⇩	North Harbour Radio Community Trust Community Outcomes Plan	23
e ⇩	Summary of Proposed Sub-Lessee's Information	25

Signatories

Authors

Maureen Buchanan - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

06 September 2016

Devonport-Takapuna Local Grants: Round One 2016/2017

File No.: CP2016/12559

Purpose

1. The purpose of this report is to present applications received for round one of the Devonport-Takapuna Local Grants 2016/2017 programme. The local board is required to fund, part-fund or decline these applications.

Executive summary

2. The Devonport-Takapuna Local Board has set a total community grants budget of $278,000 for the 2016/2017 financial year.

3. The Devonport-Takapuna Local Board allocated $5,436 from the 2016/2017 community grants budget for Devonport-Takapuna Quick Response Round Five, leaving a balance of $272,564 to allocate to the two local and five quick response rounds.

4. Thirty applications were received in this round, with a total requested of $250,569.92.

Recommendation/s

That the Devonport-Takapuna Local Board:

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

Application No.	Organisation Name	Project	Total Requested	Eligible/ ineligible
LG1702-107	NZ Sculpture OnShore Ltd	Towards the hireage of fencing and ramps, portaloos, waste management, parking equipment, Saint Johns ambulance and contract fees for the handy man, plumber and computer services for the New Zealand Sculpture OnShore event in November 2016	$15,000	Eligible
LG1702-114	Lake House Trust (Lake House Arts Centre)	Towards the costs for print and online marketing for the Lake House Trust between October 2016 to September 2017	$7,284	Eligible
LG1702-120	Devonport Folk Music Club Incorporated	Towards the costs for performers, advertising and hireage of a public announcement system for “Folk in the Park” in February 2017	$2,800	Eligible
LG1702-121	The Operating Theatre Trust, trading as Tim Bray Productions	Towards the venue hire of the PumpHouse Theatre, ticketing costs, lighting hire, purchase of costume material, prop material, advertising costs for the “Santa Claus Show 16” and “The Great Piratical Rumbustification” show between December 2016 to April 2017	$22,210	Eligible
LG1702-111	Takapuna North Community Trust	Towards the costs for venue hire, master of ceremonies, stage manager, performers donation, publicity and advertising, equipment hire and catering for the International Day of Older Persons celebration in October 2016	$4,500	Eligible
LG1702-112	Chinese New Settlers Services Trust	Towards the venue hire of the Glenfield Community Centre between October 2016 to September 2017	$2,400	Ineligible
LG1702-116	PHAB Association Incorporated	Towards the costs of specialist support staff, ice breaker workshops and facilitation costs between October to December 2016	$6,000	Eligible
LG1702-101	45 Events (Beach Series)	Towards the costs of a water safety programme from Mairangi Bay Surf Lifesaving Club between November 2016 to March 2017	$8,500	Eligible
LG1702-103	Takapuna Beach Business Association	Towards the hireage of staging and sound, children's entertainers, performers and entertainment activities for the “Takapuna Beach French Festival” in February 2017	$7,500	Eligible
LG1702-105	Lions Club of Devonport Incorporated	Towards the costs for traffic management, road closure notices including printing, Saint Johns, North Shore Brass and the hireage of the sleigh and reindeer for the Devonport Lions Santa Parade on 4 December 2016	$3,800	Eligible
LG1702-108	Takapuna Beach Business Association	Towards the hireage of staging and sound, live music, children’s entertainers, performers and activities for the “Takapuna Beach Easter Carnival” in April 2017	$7,500.00	Eligible
LG1702-115	Takapuna Beach Business Association	Towards the costs of entertainment activities for the Takapuna Beach Winter Festival between June to July 2017	$15,000.00	Eligible
LG1702-118	Milford Village Business Association	Towards the costs for traffic management, entertainers and hireage of the tables and chairs for the “2017 Vive la France” event in February 2017	$5,000	Eligible
LG1702-124	Lake House Trust (Lake House Arts Centre)	Towards the hireage of power equipment, purchase of a cross street banner, advertising costs, health and safety contractor and salaries/wages for the education coordinator and event coordinator for the “Wood Sculpture Live event” in May 2017	$36,704	Eligible
LG1702-126	Triathlon New Zealand	Towards the costs for water safety, traffic management, Saint John’s Ambulance and hireage of fencing and bike racks for the “Sovereign Takapuna Triathlon Festival” in January 2017	$10,000	Eligible
LG1702-117	Lake House Trust (Lake House Arts Centre)	Towards the costs for the repair and repaint of the heritage “Barrack” buildings at 37 Fred Thomas Drive, Takapuna between November 2016 to January 2017	$8,536	Eligible
LG1702-109	Forrest Hill Milford Association Football Club Incorporated	Towards the costs to build new changing sheds under the Forrest Hill Milford Football Club at Becroft Park between October to November 2016	$7,819	Eligible
QR1602-512	North Shore Croquet Club	Towards the costs towards the ‘Petanque Terrain” construction project between June to July 2016	$3,500	Eligible
		Total amount requested	$174,053

b) consider the multi-board applications listed below and agree to fund, part-fund or decline each application in this round:

Application No.	Organisation Name	Project	Total Requested	Eligible/ ineligible
LG1702-106	Two Lanterns Limited	Towards the costs of application and scorecard development and an independent verification of the scorecard between July to October 2016	$5,000	Eligible
LG1702-113	English Language Partners - North Shore	Towards the venue hire of the New Zealand Chinese Christian Church, Saint Peters Takapuna, Glenfield Community Centre, Hibiscus Coast Community House and the Sunnynook Community Centre between February to June 2017	$5,418.92	Eligible
LG1717-106	Age Concern North Shore Incorporated	Towards overheads including rent, power, webpage, computer information services, postage, printing, stationery, annual general meeting (AGM) costs, newsletters, volunteer costs, resources for the Chinese group, transport and total mobility scheme assessments from 1 October 2016 to 31 March 2017	$22,098	Eligible
LG1701-115	Outline New Zealand Incorporated	Towards the costs to train volunteers for the specialist Lesbian, Gay, Bisexual, Transgender, Intersex and Queer helpline between October 2016 to September 2017	$2,000	Eligible
LG1717-116	North Shore Centre’s of Mutual Aid (CMA) Incorporated	Towards operational costs for two CMA centres for isolated and older people between January 2017 and December 2017	$5,000	Eligible
LG1708-111	The Korean Society of Auckland Incorporated	Towards the hireage of the North Shore Events Centre and volunteer costs for the “2017 Korean Day” event in April 2017	$2,600	Eligible
LG1705-130	Waitakere Arts and Cultural Development Trust	Towards associated delivery costs to run the “TEMP”, an outdoor public arts science multi week event between March and April 2017	$2,000	Eligible
LG1720-128	Body Positive	Towards festival costs for “World Acquired Immune Deficiency Syndrome (AIDS) Day” in November 2016	$500	Eligible
LG1717-117	Emote Trust	Towards production costs to host “Dancing in the Park Christmas Eve” event in December 2016	$6,400	Eligible
LG1702-104	Badminton North Harbour Incorporated	Towards the costs for replacing the carpet in the entrance, passageway, mezzanine, bar and kitchen at 47 Bond Crescent, Forrest Hill between November to December 2016	$7,500	Eligible
LG1706-133	Gymnastics Community Trust	Towards the operational costs for Gymnastics Community Trust between October 2016 to September 2017	$15,000	Eligible
LG1717-111	Browns Bay Bowling Club Incorporated	Towards feasibility study and needs assessment to establish the Browns Bay Sporting Hub between October 2016 to March 2017	$3,000	Eligible
		Total amount requested	$76,516.92

Comments

5. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme (refer Attachment A).

6. The local board grants programme sets out:

· local board priorities;

· lower priorities for funding;

· exclusions;

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

· any additional accountability requirements.

7. The Devonport-Takapuna Local Board will operate two local grants rounds for this financial year. The first local grant round closed on 15 July 2016.

8. The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

9. For the 2016/2017 financial year, the Devonport-Takapuna Local Board set a total community grants budget of $278,000. The local board allocated $5,436 from this budget for the Devonport-Takapuna Quick Response Round Five, leaving a balance of $272,564 to allocate to the remaining two local and five quick response rounds.

10. It is recommended that the board consider allocating up to 40% of the remaining community grants budget in this grant round.

11. Thirty applications were received for this local grant round, requesting a total of $250,569.92.

Consideration

Local board views and implications

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

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

14. A summary of each application is attached (refer Attachment B).

Māori impact statement

15. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, activities that benefit a wider range of individuals and groups, including Maori. As a guide for decision-making in the allocation of community grants, the new Community Grants Policy supports the principle of delivering positive outcomes for Maori. There are no organisations applying in this round that have identified as Maori, and 10 organisations have indicated their project targets Maori or Maori outcomes.

Implementation

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

17. Following decisions made by the Devonport-Takapuna Local Board regarding round one local grants, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a	Devonport-Takapuna Local Grants Programme 2016/2017 (Under Separate Cover)
b	Devonport-Takapuna Local Grant Round One 2016/2017 Application summaries (Under Separate Cover)

Signatories

Authors

Kim Hammond - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

06 September 2016

Devonport-Takapuna Quick Response, Round One 2016/2017

File No.: CP2016/18513

Purpose

1. The purpose of this report is to present applications received for round one of the Devonport-Takapuna Quick Response Round One 2016/2017. The local board is required to fund, part-fund or decline these applications.

Executive summary

2. The Devonport-Takapuna Local Board has set a total community grants budget of $278,000 for the 2016/2017 financial year.

4. Six applications were received in this round, with a total requested of $9,584.

Recommendation/s

That the Devonport-Takapuna Local Board:

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

Application No.	Organisation Name	Project	Total Requested	Eligible/ ineligible
QR1702-104	Depot Art and Music Space	Towards the printing and advertising for the ‘It is not the big thing but how’ event between June to September 2016	$2,000	Eligible
QR1702-112	Play-A-While Toy Library Devonport	Towards the rental costs of the Devonport Community House between October 2016 to September 2017	$1,505	Eligible
QR1702-114	Royal New Zealand Foundation (RNZBF) of the Blind	Towards the purchase of a digital talking book for the Blind Foundation (RNZBF) library between August 2016 to July 2017	$1,500	Eligible
LG1702-103	Vox Pop Productions Limited	Towards the hireage of the sound system, payment for performer and hireage of the Takapuna Beach Hall for the ‘end of the golden weather’ event in December 2016	$2,112	Eligible
QR1702-103	Paul Cornish	Towards the costs of advertising for the “JETS Community Run” between October 2016 to March 2017	$517 *funding to be released retrospectively	Eligible
QR1702-105	Bayswater School Parent Group	Towards the purchase of race timing transponders in November 2016	$1,950	Eligible
		Total amount requested	$9,584

Comments

5. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme (refer Attachment A).

6. The local board grants programme sets out:

· local board priorities;

· lower priorities for funding;

· exclusions;

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

· any additional accountability requirements.

7. The Devonport-Takapuna Local Board will operate five quick response rounds for this financial year. The first quick response round closed on 29 July 2016.

10. It is recommended that the board consider allocating up to 40% of the remaining community grants budget in this grant round.

11. Six applications were received for this local grant round, requesting a total of $9,584.

Consideration

Local board views and implications

14. A summary of each application is attached (refer Attachment B).

Māori impact statement

15. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, and activities that benefit a wider range of individuals and groups, including Maori. As a guide for decision-making in the allocation of community grants, the new community grants policy supports the principle of delivering positive outcomes for Maori. There are no organisations applying in this round that have identified as Maori, and one organization has indicated their project targets Maori or Maori outcomes.

Implementation

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

17. Following the Devonport-Takapuna Local Board allocating funding for round one local grants, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a	Devonport-Takapuna Local Grants Programme 2016/2017 (Under Separate Cover)
b	Devonport Takapuna Quick Response Round One 2016/2017 application summaries (Under Separate Cover)

Signatories

Authors

Kim Hammond - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

06 September 2016

Community Facilities Maintenance Contracts 2017

File No.: CP2016/18095

Purpose

1. The purpose of this report is to seek local board feedback on proposed maintenance service specifications where they may have an impact on levels of service for local activities, to inform a Request for Proposal to the supplier market (due to be published in early October 2016).

Executive summary

2. The majority of Auckland Council’s existing contracts to maintain buildings, grounds, open space and parks amenities expire on 30 June 2017. A Request for Proposal process is planned to be underway in October 2016 followed by contract negotiations, to determine new maintenance contracts to take effect from 1 July 2017.

3. The governing body is responsible for procurement decisions of major service delivery contracts. Local boards set, and can increase levels of service for, local activities subject to minimum levels of service set by the governing body.

4. Local boards play a key role in providing input to proposed maintenance service specifications where they may have an impact on levels of service for local activities. This report is seeking feedback from local boards by 23 September 2016 to inform a Request for Proposal to the supplier market, including the following:

· proposed geographical clusters for community facilities maintenance contracts (Attachment A);

· proposed service specifications by asset group (Attachment B);

· Smart Procurement principles (Attachment C); and

· delivery model options for the Hauraki Gulf Islands (Attachment D).

Recommendation/s

That the Devonport-Takapuna Local Board:

a) delegate authority to the Chairperson and Deputy Chairperson to provide the board’s feedback on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts by 23 September 2016.

b) provide feedback on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts, including:

· proposed geographical clusters for community facilities maintenance contracts;

· proposed service specifications by asset group;

· Smart Procurement principles; and

· delivery model options for the Hauraki Gulf Islands.

Comments

Background

5. Auckland Council currently has 38 Community Facilities contracts to maintain buildings, grounds, open space and parks amenities. The majority of these contracts are scheduled to expire on 30 June 2017.

6. A project has been setup to implement new facilities maintenance contracts to serve the Auckland region from 1 July 2017.

7. The governing body is responsible for procurement decisions of major service delivery contracts. Local boards set, and can increase (with locally driven initiative funding), levels of service for local activities subject to minimum levels of service that are set by the governing body.

8. Local boards play a key role in providing input to proposed maintenance service specifications where it may have an impact on levels of service for local activities(e.g. “neighbourhood parks – lawns are presented in a way that encourages general walkability and allows for passive recreational activity”).

9. The objectives of this project include implementing:

· standardised contracts, but with flexibility to accommodate local board governance decisions (e.g. change the use of an asset, increase baseline service levels through locally driven initiative funding);

· outcomes that reflect local character and social outcomes (e.g. promote local employment, support local design of facilities);

· Smart Procurement outcomes (e.g. sustainability);

· consistency in service delivery across the Auckland region;

· value for money;

· improved contract performance and auditing; and

· improved local board reporting to inform governance decision making.

10. A Procurement Working Group consisting of 12 local board chairpersons has provided regular direction and guidance over the last four months on this project’s strategy and intent.

11. Cluster workshops were held throughout August with all local boards to discuss this project’s intent, direction and to obtain informal feedback. Formal feedback is now sought from all 21 local boards by 23 September 2016, on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts prior to finalising a Request for Proposal to the supplier market in early October 2016.

In scope

12. This will include the following services:

· cleaning (including all toilets and car parks);

· facilities management (all buildings including toilets, clocks);

· green maintenance (parks, gardens, streets, mowing, Healthy Waters green assets);

· outdoor leisure amenities and equipment (e.g. playgrounds, skate facilities, courts, park structures);

· hard surfaces (e.g. park paths, boardwalks);

· beach and coastal assets (beach furniture / paths, boat ramps and seawalls);

· access management (gates and toilets);

· loose litter collection;

· pest control (in and around a building); and

· lighting (internal and external amenities).

13. The following specialist services require niche suppliers and will be considered throughout this process, but may be contracted separately to minimise risk in the provision of these services:

· arboriculture;

· ecological restoration and external / environmental pest control;

· sports fields renovations and upgrades;

· painting; and

· pool plants, water features, fountains.

Out of scope

14. Services excluded from this project include general building compliance maintenance work as follows, as existing contracts do not expire for another two years:

· building Warrant of Fitness management;

· fire evacuation schemes and training;

· fire alarm monitoring;

· fire systems maintenance;

· lift maintenance;

· security systems maintenance;

· small water professional services; and

· rubbish collection and recycling from council buildings.

Proposal

15. To maximise economies of scale whilst still providing a local flavour, staff propose to create five facility maintenance contracts across each of the geographical cluster areas outlined in Attachment A.

16. Proposed baseline service specifications defining outcomes expected across a range of asset groups are outlined in Attachment B.

17. Smart Procurement outcomes identified as important to local boards that will be considered in the procurement of each facility maintenance contract are outlined in Attachment C.

18. Council is exploring the possibility of directly engaging Great Barrier and Waiheke maintenance service providers to deliver services on the Hauraki Gulf Islands. Proposed procurement models are outlined in Attachment D.

Consideration

Local board views and implications

19. A Procurement Working Group consisting of 12 local board chairpersons was setup to provide direction and advice over the last four months on this project’s strategy and intent.

20. Workshops were held with each of the proposed geographical cluster groups in August 2016 to outline proposed service specifications, proposed structure of new maintenance contracts and to obtain verbal feedback.

Māori impact statement

21. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader statutory obligations to Māori.

22. Māori responsiveness requires the collective effort of everyone. Under the new contracts, suppliers will work collaboratively with council to achieve better outcomes with Māori and for Auckland. This will include:

· Building positive relationships with Māori – effective communication and engagement with Māori, developing resilient relationships with mana whenua;

· Significantly lift Māori social and economic well-being; and

· Building Māori capability and capacity.

Implementation

23. A Request for Proposal for facility maintenance contracts is due to be published to the supplier market in early October 2016 with contract negotiations formally concluded in April 2017.

24. A transition period will be in place before new contracts take effect from 1 July 2017 to ensure a smooth implementation.

25. Local boards will have the opportunity to set local performance targets for 2017/2018 as part of the Annual Planning process in early 2017. Staff will provide clear and concise information enabling the local board an opportunity to allocate locally driven initiative (LDI) funding to increase maintenance service specifications between March and May 2017.

26. Facility contract terms and conditions will be negotiated in early 2017 and will enable the ability for local boards to increase local maintenance service levels through the Annual Planning process each year.

Attachments

No.	Title	Page
a ⇩	Proposed geographical clusters	41
b ⇩	Proposed service specifications	43
c ⇩	Smart procurement principles	51
d ⇩	Delivery model options for Gulf Islands	55

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - GM Financial Strategy and Planning

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

06 September 2016

Monthly Local Board Services report - August 2016

File No.: CP2016/16631

Purpose

1. The purpose of this report is to provide members with an overview of Devonport-Takapuna Local Board activity and to enable approval of minor projects.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the report.

b) grant NZ Sculpture on the Shore exclusive use of Barracks 12 and 13 at Fort Takapuna from the period Monday 31 October to Tuesday 22 November.

c) approve funding of $9,840.00 from the Locally Driven Initiatives (LDI) Community Response Fund towards running costs of the NZ Sculpture on the Shore event, which will run from Monday 7 November to Sunday 20 November.

d) approve the supply and installation of the following at the Mount Cambria Reserve at a total cost of $17,000 to be met from its Locally Driven Initiatives (LDI) Parks Sport and Recreation (PSR) response fund:

i) two 100 litre rubbish bins;

ii) two dog bag dispensers;

iii) two wicket-style bike racks; and

iv) five new signs.

Board briefings

2. The final briefing of the board for this term occurred on 23 August. The agenda items for that briefing are covered in a separate report on this agenda.

3. The 6 September local board business meeting is the final business meeting of the electoral term.

Portfolio Matters

Events

NZ Sculpture on the Shore

4. NZ Sculpture on the Shore has requested the use of Barrack 13 at Fort Takapuna during the period Monday 31 October to Tuesday 22 November. They also request that Barrack 12 be left empty of tenants during this period. Barrack 13 will be used as an event administration office, a volunteers’ room, a first aid room and as a store for exhibition materials, supplies, and equipment.

5. The subsidised rental amount for use of Barracks 12 and 13 for the period Monday 31 October to Tuesday 22 November is $9,840.00. NZ Sculpture on the Shore is being charged a commercial rate as they will be charging for entry to their event. They are eligible for a discount of 20% under the Regular Hirer’s Discount, which gives groups who hire a venue more than 10 times during a financial year a 20% discount on venue hire. The table below depicts the discount applied to the normal rental amount of $13,392:

6. NZ Sculpture on the Shore has requested that the local board consider funding the remaining balance of the discounted rental fee of $9,840.00. NZ Sculpture on the Shore has also applied to the Devonport-Takapuna Local Board Grants Round 2016/2017, requesting $15,000 towards the hireage of fencing and ramps, portaloos, waste management, parking equipment, Saint John’s ambulance and contract fees for the handy man, plumber, and computer services.

7. From the period Monday 7 November to Sunday 20 November, when the event is operational, the group has requested that the entire Fort Takapuna area be closed off to the public. The group has also requested that Barrack 12 be left empty during this period, as it would be logistically difficult to accommodate other groups wishing to rent and use Barrack 12 due to NZ Sculpture on the Shore’s intended exclusive use of the site. During the event set-up period from 31 October to 6 November, bookings into Barrack 12 could be managed, provided NZ Sculpture on the Shore was given plenty of notice and the hirers informed of what was happening on the site. However, it is not ideal that other tenants would be present during the set-up period, as any identified health and safety issues would need to be notified.

8. In the event the local board chooses to grant exclusive use of the barracks to NZ Sculpture on the Shore, council’s venue hire team will be notified which will ensure those interested in using the facility during the times indicated are aware of what is happening on site.

Governance

Status of outcomes and objectives in the Local Board Plan

9. The Local Government (Auckland Council) Act 2009 requires each local board to develop a local board plan every three years. Local board plans are strategic documents that reflect the priorities and preferences of the community. They guide how the local board:

· makes decisions on local activities and projects;

· provides input into regional strategies and policies; and

· works with other agencies that play a key role in the area, including central government agencies and council-controlled organisations (CCOs).

10. The Devonport-Takapuna Local Board Plan 2014-2017 (the Plan) was adopted by the board in October 2014. The Plan will continue to be the key informing document for the community’s priorities and preferences until its expiry on the adoption of the new Plan in October 2017. As such, the board should review progress made against the Plan’s outcomes and objectives.

11. The following update provides a summary of progress against the outcomes and objectives in the Local Board Plan. Each outcome and objective is accompanied by a symbol. The meaning of each symbol is provided below:


Achieved	Substantially achieved	Not achieved but progress made	Not achieved

12. The key initiatives for each objective are included for reference. It should be noted, however, that the primary responsibility of the board is to describe the overall direction for the use of council’s resources based on feedback from community engagement during the preparation of the Plan, and the initiatives generally are actions identified by council staff that reflect the direction of the board.

13. While certain initiatives identified at the outset may not have happened, the board needs to be satisfied that in general terms the direction described by the outcome statements and the objectives for each outcome statement have been satisfied. The comments below are designed to assist the board in its reflection of what has been achieved against the direction set two years ago, noting that the current Plan still has one more year to run.

14. Outcome: Our heritage and environment is cherished and looked after. We will strive to provide a healthy environment and support our historic heritage so that future generations can enjoy it as much as we do.

Despite technical problems with stormwater upgrades, this term has seen the board support public engagement to improve environmental outcomes protecting native wildlife, improved weed control measures in some reserves, and community led initiatives to improve environmental outcomes in the Wairau Creek catchment and Shoal Bay. The board has also supported chemical free weed control measures wherever practically possible.

The management of weed in Lake Pupuke has been a particular concern to the board during 2016, and an action plan to address that problem is being developed.

The board has introduced annual heritage awards to recognise the efforts of local people to protect the area’s rich heritage. Increased engagement with mana whenua during this term promises an opportunity to recognise the area’s rich pre-colonial heritage in the years to come.

There are many practical examples supporting the direction to ensure local heritage and environment is cherished, but a persistent focus from future boards is necessary to ensure that the environment will be a healthy environment that can be enjoyed by future generations.

	Objective	Key initiatives
	Our storm water and sewage outflows do not damage the natural environment	· Construct flood protection works at Sunnynook Park · Construct a new waste water pumping station at Barrys Point Road · Build the southern Takapuna beach storm water collector system
	Encourage activity that enhances good environmental outcomes	· Upgrade the Devonport recycling centre · Weeds in and beside reserves, sports-fields and roads are controlled by non-toxic means whenever possible
	Local built and natural heritage is understood and respected and valued by all	· Restore the Fort Takapuna barracks in time for the World War One centenary · Support the Kennedy Park Trust to restore historic structures · Recognise all sites of cultural and historic importance to Māori in the local board area · Initiate an annual civic heritage award · Review the draft development plan for Barrys Point Reserve · Develop heritage trails for Devonport Milford and Kennedy Park
	Towns, villages and neighbourhoods maintain their distinctive character	· Prepare centre plans for Milford and Sunnynook

15. Outcome: Open space that allows us to live. We will be tenacious in ensuring that our beaches, parks, sports fields and general open space are places people want to be, enabling everyone to relax, play, and connect with nature.

There are many fine examples of open space improvements in a number of parks in the local board area, including sports-field and open space improvements at Greville Reserve, a new playground at Takapuna Beach Reserve and smaller enhancements to a number of parks, particularly north of Takapuna. One or two key initiatives remain unfulfilled for reasons beyond the board’s control, but solutions are being actively pursued.

	Objective	Key initiatives
	We have sufficient green space for our needs	· Develop road end parks from Milford to Hauraki · Investigate the purchase of Killarney Street fire station land
	Everyone can enjoy our beaches and open spaces	· Improve access to Lake Pupuke · Seek solutions for grooming Takapuna Beach
	Parks and reserves are developed appropriately	· Implement the Takapuna Beach Reserve Concept Plan · Improve connections from the Wairau Creek bridge to the Milford-Takapuna walkway
	Open spaces are well maintained and well managed	· Review park rubbish collection times and frequencies · Strive to ensure the maintenance of our parks, sports fields and reserves is fit for purpose
	Open spaces encourage active recreation	· Replace the bridge on the Milford-Takapuna coastal walkway · Complete the Torpedo Bay walkway · Improve the Green Route for walking and cycling · Scope feasibility of pedestrian and cycle connection between Francis Street and Esmonde Road · Complete the Wairau Creek bridge in Milford Reserve
	Sports fields are fit for purpose	· Upgrade the playing field at Greville Reserve in Forrest Hill · Install floodlights and upgrade the playing fields at Becroft Reserve in Forrest Hill · Upgrade the Bayswater Reserve playing field · Renew the playing fields at Vauxhall Reserve in Devonport · Install floodlights and upgrade playing fields at Barrys Point Reserve · Upgrade the Dacre Park sports-fields · Upgrade Sunnynook Park playing fields

16. Outcome: Active, connected and supported neighbourhoods. We will provide opportunities for engagement with all of our communities so that they are empowered to participate and feel listened to. We will encourage activity that connects people to each other to build a strong sense of community.

Many examples of active, connected and supported neighbourhoods are available. It has been a particular focus of the board in this term to engage actively with the community on many issues ranging from environmental management in Wairau Creek and Shoal Bay, to the setting up of reference groups for the future development of Takapuna and the future shape of the Takapuna camp ground.

In addition, the board has provided substantial funding to a wide range of community and arts and culture groups, and to a wide range of local events, despite pressures on its budget.

For the 2016-2017 year, the board has supported projects to identify how it can better support older residents, and better connect with its migrant communities.

	Objective	Key initiatives
	The area’s arts and culture is diverse, vibrant and well supported	· Fund arts and culture projects that cater for our diverse communities
	Our migrant communities develop a sense of belonging	· Build the Korean garden
	Neighbourhoods and community led initiatives are supported and encouraged	· Deliver local plans and projects in partnership with community groups · Fund local community events · Support environmental sustainability projects that bring neighbours together

17. Outcome: Facilities that enable community wellbeing. We will strive to ensure that our facilities contribute towards making our communities vibrant, connected and safe.

In this term, the board committed to the establishment of a youth facility in the old Takapuna RSA building and completed the barracks restoration at Fort Takapuna for community use. The board has actively supported the new playground in Gould Reserve, built largely through local philanthropic efforts, and of significant improvements at Greville Reserve, including an improved skate park, an upgraded playing field with an artificial turf, new toilets and changing rooms, and a learn to ride facility for youngsters.

Objective

Key initiatives

Our community has appropriate facilities that can be enjoyed by all

· Upgrade Greville Reserve toilets and progress toilet renewals for Windsor Reserve and Gould Reserve

· Build new toilets on or near Ngataringa Park

· Upgrade public internet access in our libraries

We have infrastructure that enables and encourages healthy lifestyles

· Install outdoor fitness equipment in Sunnynook Park

· Improve quality and function of Takapuna Pool and Leisure Centre

· Maintain a programme of playground and skate parks development that will meet our needs

· Build a new playground in Gould Reserve

· Develop suitable indoor sporting facilities for racquet games at the proposed Community Sports Village in Albany

18. Outcome: Increased opportunities for local new business development and economic growth. We will encourage new business and support existing business activity that significantly improves the local economy and provides job opportunities for local people.

This term has finished with the area poised to make significant progress in business development and economic growth. On the back of a newly developed centre plan for Takapuna, the Anzac Street car park and Gasometer site in Takapuna are receiving focused attention from Panuku Development Limited, council’s development agency. The upgrade of the Marine Square area in Devonport, along with improved access to Devonport Wharf, has lifted Devonport’s attractiveness to tourists.

The board and Auckland Tourism Events and Economic Development (ATEED) have provided significant support to the three local business associations to set up a tourist information centre for the entire local board area. Major capital works are underway at Smales Farm that will boost economic growth, and significant capital development is planned at North Shore hospital. Detailed design for a major streetscape upgrade of Hurstmere Road has started, and the budget for this work has doubled. Resource consent applications are being processed for a number of apartment developments in greater Takapuna and two retirement villages in the local board area. In addition, significant housing developments are planned with Ngati Whatua land on the Devonport peninsula.

	Objective	Key initiatives
	A clear achievable plan for employment growth	· Prepare and implement a local economic development action plan
	Great town and metropolitan centre infrastructure that encourages new business	· Advocate for property acquisitions in the Takapuna beachfront precinct · Upgrade Hurstmere Road · Progress development of a centre plan for Takapuna · Complete the Marine Square and Clarence Street upgrades in Devonport · Complete refurbishment of Devonport Wharf
	Activity that will create an innovation hub in the local board area	· Advocate for the rollout of UFB throughout all business areas · Support the ‘Techapuna’ initiative
	Greater tourist numbers that grow the economy	· Produce brochures and web-based documents promoting local heritage · Support Devonport tourism action plan · Introduce signage to walking and cycling routes

19. Outcome: Easy safe and reliable journeys that reduce congestion. We will advocate for and promote travel options that are safe and reliable and reduce congestion from door to destination.

There have been no demonstrable improvement to the congestion problems faced by residents in the local board area in this term, and there are no easy answers to those problems. However, both the Lake Road Corridor Management Plan and the Northern Public Transport Network Review have been completed, and both are important to identifying future solutions to the congestion problems.

Auckland Transport has started to prepare a business case for investment in improvements to Lake Road’s congestion problems. In addition, work to enable walking and cycling to be considered part of the mix has had focus, both in the construction of improved pathways, and in supporting schools to encourage walking, bus, and safe cycling initiatives.

	Objective	Key initiatives
	Public transport that is quick convenient reliable and affordable	· Complete the Public Transport Network Review and implement its recommendations · Complete the stage one upgrade to the Devonport Ferry Terminal · Construct a new ferry terminal at Bayswater
	Enabling cycling to be a realistic option for people who live and work locally	· Implement the Greenways network plan · Review bike rack availability and motor scooter parking to increase locations and the number available
	Providing efficient and reliable ways of travelling to and from the local board area	· Support a Harbour Bridge cycling and walking route · Install parking available signage and technology indicators for Takapuna car parks
	Roads that are efficient and safe	· Identify unsafe intersections and improve safety · Upgrade Lake Road from Hauraki to Bayswater · Complete a corridor management plan for Lake Road

Parks and the Environment

Enhancements to Mount Cambria Reserve

20. Local and Sports Parks have been in discussion with The Friends of Mount Cambria, Mountt Cambria Community Gardens and the Devonport Museum. The groups have asked that Parks provide two bike racks, two new bins with dog bag dispensers and, at the same time, refresh six existing park signs in Mount Cambria Reserve (the Reserve).

21. The Reserve is a popular dog exercise area, and The Friends of Mount Cambria group is concerned at the lack of bin and bag facilities for dog walkers to dispose of dog waste. The Devonport Museum has frequent visitors on bikes and would like to provide safe storage of bikes for those cyclists visiting the museum and the nearby kindergarten. The signage in the Reserve is in a bad state, and signage renewal should be considered to bring it up to an appropriate standard. These works will give the Reserve a new tidier look that will last for many years, helping to achieve the board’s objective for “open spaces that are well maintained and well managed”.

22. The total cost of the works is $17,000, broken down as follows:

· supply and install two 100 litre rubbish bins - $3,015;

· supply and install two dog bag dispensers - $1,640;

· supply and install two wicket style bike racks - $2,060;

· supply and install new signage - $9,202; and

· contingency - $1,083.

23. The work will be paid for from the board’s Locally Driven Initiatives (LDI) Parks Sport and Recreation (PSR) response fund. The locations of the proposed enhancements are shown in Attachment A. The work can be completed in the current financial year, and will result in minimal ongoing maintenance that can be met from the Local and Sports Parks operational budget.

Consideration

Local board views and implications

24. Local board views and decisions are sought via this report.

Māori impact statement

25. There are no specific impacts on Māori arising from this report.

Implementation

26. There are no implementation issues identified in this report.

Attachments

No.	Title	Page
a ⇩	Locations of proposed enhancements to Mount Cambria Reserve	65

Signatories

Authors

Chris Dee - Senior Local Board Advisor

Haley Scovell - Local board Advisor

Authorisers

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

06 September 2016

Temporary arrangements for urgent decisions and staff delegations during the election period

File No.: CP2016/18091

Purpose

1. The purpose of this report is to seek the local board’s approval for temporary arrangements during the election period for:

· urgent decisions; and

· decisions made by staff under delegated authority from the local board that require consultation with portfolio holders under delegation protocols.

Executive summary

2. Between the last local board business meeting of the current electoral term, and the first business meeting of the new term, there may be decisions needed or routine business as usual to process that cannot wait until after the incoming local board’s first business meeting in the new electoral term.

3. Temporary arrangements are therefore needed for urgent decisions of the local board, and decisions made by staff under existing delegated authority.

4. Between the last business meeting and the declaration of election results (likely to be 13 October), current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the Chairperson and Deputy Chairperson the power to make urgent decisions on behalf of the local board during this period.

5. Following the declaration of results, the current members are no longer in office. New members come into office the day after the declaration of results, but cannot act until they give their statutory declaration at the inaugural meeting. During this period, urgent decisions will be made by the Chief Executive under his existing delegated authority.

6. All local boards have made a general delegation to the Chief Executive. This delegation is subject to a requirement to comply with delegations protocols approved by the local board, which require, amongst other matters, staff to consult with portfolio holders on certain matters. The most common area requiring consultation is landowner consent relating to local parks.

7. After the election, there will be no local board portfolio holders to consult until new arrangements are made at the first business meeting in the new term. During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval.

8. As a temporary measure, approval is sought from the local board to allow officers to continue to process business as usual decisions that cannot wait until after the local board’s first business meeting. This is irrespective of the requirements of the current delegation protocols to consult with the nominated portfolio holder on landowner consents.

9. Appointments made by the local board to external bodies will cease on the date of the election. New appointments will need to be made by the local board in the new term.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) delegate to the Chairperson and Deputy Chairperson the power to make, on behalf of the local board, urgent decisions that may be needed between the final local board business meeting and the commencement of the term of office of new local board members.

b) note that from the commencement of the term of office of new local board members until the inaugural meeting of the incoming local board, urgent decision-making will be undertaken by the Chief Executive under existing delegations.

c) approve that staff, as a temporary measure, can make business as usual decisions under their existing delegated authority without requiring compliance with the requirement in the current delegation protocols to consult with the nominated portfolio holder, from 8 October 2016 until new arrangements are made at the first business meeting in the new term.

d) note that existing appointments by the local board to external bodies will cease at the election, and that new appointments will need to be made by the local board in the new term.

Comments

10. Current elected members remain in office until the new members’ term of office commences, which is the day after the declaration of election results^{^[1]} (likely to be 13 October 2016).

11. The new members cannot act as members of the local board until they have made their statutory declaration at the inaugural local board meeting^{^[2]}.

12. Following the last local board meeting of the current electoral term, there may be decisions needed or routine business as usual to process that cannot wait until after the incoming local board’s first business meeting in the new electoral term.

13. Temporary arrangements need to be made for:

· urgent decisions; and

· decisions made by staff under delegated authority from the local board that require consultation with portfolio holders.

Urgent decisions

14. Between the last business meeting and the declaration of results (likely to be 13 October), current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the Chairperson and Deputy Chairperson the power to make urgent decisions on behalf of the local board during this period.

15. Between the declaration of results and the inaugural meeting, the current members are no longer in office, the new members cannot act until they give their statutory declaration, and new chairs and deputies will not be in place. During this period, urgent decisions will be made by the Chief Executive under his existing delegated authority (which includes a financial cap).

Decisions made by staff under delegated authority

16. All local boards have made a delegation to the Chief Executive. The delegation is subject to a requirement to comply with delegation protocols approved by the local board. These delegation protocols require, amongst other things, staff to consult with nominated portfolio holders on certain issues.

17. The most common area requiring consultation is landowner consent relating to local parks. The portfolio holder can refer the matter to the local board for a decision.

18. Parks staff receive a large number of landowner consent requests each month that relate to local parks across Auckland. The majority of these need to be processed within 20 working days (or less), either in order to meet the applicant’s timeframes and provide good customer service, or to meet statutory timeframes associated with resource consents. Only a small number of landowner requests are referred by the portfolio holder to the local board for a decision.

19. Prior to the election, staff can continue to consult with portfolio holders as required by the delegation protocols. However, after the election, there will be no portfolio holders in place to consult with until new arrangements are made at the first business meeting of the local board in the new term.

20. During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval such as commercial operator permits, temporary access requests and affected party approvals.

21. As a temporary measure, it is recommended that the local board allow staff to process routine business as usual matters without consulting with the nominated portfolio holder, where these matters cannot wait until new arrangements are made in the term.

Appointment to external bodies

22. Appointments made by the local board to external bodies will cease at the election. New appointments will need to be made by the local board in the new term.

Consideration

Local board views and implications

23. This is a report to all local boards.

Māori impact statement

24. These arrangements do not have specific implications for Māori.

Implementation

25. This decision will allow routine matters to be processed during the election period.

Attachments

There are no attachments for this report.

Signatories

Authors

Felicity Prance - Policy Advisor

Authorisers

Carol McKenzie-Rex - Relationship Manager

Eric Perry - Relationship Manager

[1] Sections 115 and 116, Local Electoral Act 2001

[2] Clause 14, Schedule 7, Local Government Act 2002

Chairperson	Joseph Bergin
Deputy Chairperson	Dr Grant Gillon
Members	Mike Cohen, QSM, JP
	Dianne Hale, QSO, JP
	Jan O'Connor
	Allison Roe, MBE

Authors	Sonja Tomovska - Local Board Democracy Advisor
Authorisers	Eric Perry - Relationship Manager