Agenda of Maungakiekie-Tāmaki Local Board

Maungakiekie-Tāmaki Local Board

15 September 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Deputation : Auckland Cricket 5

8.2 Deputation : Onehunga Cricket Association 6

9 Public Forum 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Auckland Mayor address 9

13 Governing Body Member's Update 11

14 Artificial Cricket Wickets at Waikaraka Park 13

15 Application for a licence to operate a commercial wakeboarding operation in Onehunga Bay Reserve

This report was not available at the time the agenda was printed and will be circulated under separate cover.

16 Boroughs basketball court location 19

17 Auckland Transport monthly report - September 2016 27

18 Community Facilities Maintenance Contracts 2017 31

19 Regional Facilities Auckland Fourth Quarter Report 2015/16 51

20 Temporary arrangements for urgent decisions and staff delegations during the election period 71

21 Governance Forward Work Calendar 75

22 Record of Maungakiekie-Tāmaki Local Board Workshops - August 2016 79

23 Board Members' Reports 87

24 Chairperson's Report to the Maungakiekie-Tāmaki Local Board 101

25 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Maungakiekie-Tāmaki Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 18 August 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 Maungakiekie-Tāmaki 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 Deputation : Auckland Cricket

Purpose

1. Providing Auckland Cricket the opportunity to present to the Maungakiekie-Tāmaki Local Board regarding artificial cricket wickets at Waikaraka Park.

Executive summary

2. As per standing orders the Chairman has approved the request from Auckland Cricket to provide a deputation regarding artificial cricket wickets at Waikaraka Park.

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) thanks Auckland Cricket for their attendance.

Attachments

a Auckland Cricket presentation............................................................. 113

8.2 Deputation : Onehunga Cricket Association

Purpose

1. Providing Onehunga Cricket Association the opportunity to present to the Maungakiekie-Tāmaki Local Board regarding artificial cricket wickets at Waikaraka Park.

Executive summary

2. As per standing orders the Chairman has approved the request from Onehunga Cricket Association to provide a deputation regarding artificial cricket wickets at Waikaraka Park.

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) thanks Onehunga Cricket Association for their 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.

Maungakiekie-Tāmaki Local Board

15 September 2016

Artificial Cricket Wickets at Waikaraka Park

File No.: CP2016/17053

Purpose

1. To seek approval of the installation of four artificial cricket wickets at Waikaraka Park

Executive summary

2. The Maungakiekie-Tāmaki Local Board developed a concept plan for Waikaraka Park in 2014 and undertook consultation on the plan in December 2015.

3. During the development of the concept plan a number of issues were raised that were not included as part of the wider scope of the concept plan. One of these issues was the potential installation of artificial cricket wickets on the park.

4. The local board has been updated on wider issues outside the scope of the concept plan. The board has requested staff being a report and a recommendation on potential options for artificial wickets options at the park.

5. Three options have been identified:

· Do Nothing

· Install four artificial wickets

· Install seven artificial wickets

6. The recommended option is the installation of four artificial wickets as this allows for increased utilisation of the park whilst minimising impact on other sporting codes. This is also the option supported by the regional sports organisation - the Auckland Cricket Association.

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) approve in principle the installation of four artificial cricket wickets at Waikaraka Park;

b) request staff to scope and undertake detailed planning and explore funding options for the installation of four artificial cricket wickets at Waikaraka Park.

Comments

Background

7. The Maungakiekie-Tāmaki Local Board considered a report on the draft concept plan at its meeting on 18 August 2016 and requested a report identifying options for the installation of artificial cricket wickets at Waikaraka Park. Resolution: MT/2016/150

8. Waikaraka Park is classed as a recreation reserve under the Reserves Act 1977. A small part of the southern boundary is leased to the Onehunga Combined Sports Trust, who own the building used by the Onehunga Cricket Association and the Onehunga Sports Football Club Inc. The remainder of the park is managed by Auckland Council.

9. In July 2014, a Waikaraka Park Concept Plan (concept plan) was developed with a scope to have one concept plan to guide all future renewals and development projects in a streamlined manner as and when funding became available.

10. As part of the consultation process with existing stakeholders in December 2015 a number of additional requests were received during the feedback which were not incorporated in the concept plan.

11. One of the key themes from the stakeholder feedback was around the inclusion of artificial

cricket wickets on the park.

12. The Auckland Regional Cricket Facilities Plan 2011 highlights a shortfall of six cricket

pitches in the central area (which rises to 13 when Waikaraka Park is closed due to weather

conditions) and a projected shortfall of 32.3 pitches by 2021.

13. The facilities plan highlights Waikaraka Park as a priority facility to meet the projected needs

of cricket in Auckland and proposes a review of the layout of the park to determine the

potential to install artificial cricket wickets to increase junior use.

14. The current configuration of the Waikaraka Park is seven natural grass wicket blocks with

up to four cricket wickets per block.

15. To ensure grass wickets maintain their quality and don’t become damaged throughout the

year, there is a limit to the number of games that can be played on them. This restricts the

amount of cricket that can be played at Waikaraka Park during the week because of the

Capacity of the grass blocks.

16. With the current grass only blocks, training is limited only to the on-site nets, and twilight

cricket is not a possibility due to capacity of the grass wickets.

Stakeholder Feedback

17. Auckland Cricket Association (ACA) advise that in adverse weather conditions, up to 30 per

cent of junior morning cricket at Waikaraka Park is regularly cancelled.

18. ACA supports the installation of artificial wickets at Waikaraka Park to improve the per hour

usage of the existing wickets for junior morning cricket.

19. ACA also supports the installation of artificial wickets at Waikaraka Park to improve the

ground’s value as a grassroots tournament venue.

20. Waikaraka Park already hosts a number of major grassroots development tournaments and international events such as the International Cricket Council East-Asia Pacific regional development tournament. The installation of artificial wickets will limit the impact of adverse weather on these tournaments by providing an all-weather surface on-site and removing the need to travel across the city to an alternate park in adverse weather conditions.

21. Cornwall Districts Cricket and Sports Association Inc (Cornwall) has a junior membership of approximately 1100 members and an overall membership of over 1500. Cornwall’s current facilities are stretched with only three cricket wickets on-site and a small number of local schools who allow use of their grounds for Saturday junior cricket and training. Membership is now effectively at its maximum due to the limitations of the space the club currently occupies.

22. Cornwall supports the installation of artificial cricket wickets at Waikaraka Park as their long term vision is to increase membership to 2500. The artificial wickets will allow Waikaraka Park to become a second home base for their Saturday morning junior cricket.

23. Onehunga Cricket Association (OCA) are opposed to the installation of artificial cricket wickets at Waikaraka Park as they want the the park to maintain its natural grass playing surface. They believe natural grass is more aesthetically pleasing and a better fit for good quality cricket.

24. OCA have also indicated in their feedback that they do not believe that the addition of artificial wickets will increase the utilisation of the park due to the potential health and safety risks of a wet outfield.

25. OCA also commented on their belief that the installation of artificial wickets would have a negative impact on other sporting codes due to a potential reduction in field sizes.

Alignment with Strategy and Policy

26. Strategic Direction 5 of the Auckland Plan is to “promote individual and community well-being through participation and excellence in recreation and sport.”

27. The installation of artificial wickets would contribute to the following targets of the Auckland Plan:

· Increase the number of school-aged children participating in organised sport and informal physical activities by 2040

· Increase the number of Council sports fields that are useable throughout the year from 80% to 90% by 2020.

28. Directive statement 5.3 commits the council to “Ensure recreation and sport facilities keep up with the needs of a growing population.”

29. The Auckland Sport and Recreation Strategic Action Plan (ASRSAP) has a vision of Aucklanders: more active, more often”.

30. The project aligns with the following ASRSAP priority areas:

· Participation – more Aucklanders living physically active lives through participation in informal physical activity, recreation and sport

· Infrastructure – access to open spaces, harbours, coastlines, waterways and a fit-for –purpose network of facilities that enable physical activity, recreation and sport at all levels.

31. The Parks and Open Spaces Strategic Action Plan priority which the project contributes to is:

· Enjoy our parks and open spaces – accommodate more use and activities

32. The project is included as a key initiative within the Maungakiekie-Tāmaki Local Board Plan 2014 and contributes to the following outcome:

Park, sports and recreation facilities that promote healthy lifestyles and enhance wellbeing.

Options Analysis

33. There are three options available in regards to the development of artificial cricket wickets at Waikaraka Park, they are:

1) Do Nothing.

2) Installation of 4 artificial cricket wickets.

3) Installation of 7 artificial cricket wickets.

34. The options have been analysed and are included as Attachment A,

35. If the current and projected shortfall of cricket wickets in the central area is to be addressed then it is recommended that artificial wickets be installed at Waikaraka Park.

36. On balance, the installation of four artificial cricket wickets at Waikaraka Park is the recommended option.

37. This option allows for increased utilisation of the park by primarily junior cricket users whilst maintaining the integrity of the grass blocks. In addition it provides an adverse weather alternative by potentially allowing some play, goes some way to addressing Cornwall cricket’s needs and allows for increased tournaments on the park.

38. With the installation of four artificial cricket wickets, open wicket training will become possible at the park as well as twilight cricket therefore increasing the capacity at the park.

39. The option of ‘do nothing’ is not recommended as it does not address the issue of utilisation and the shortfall of cricket wickets within the central area. It also does not address the capacity issues of Cornwall Cricket.

40. The option of installing seven artificial wickets is not recommended due to uncertainty

around the development of a master plan for the park and the potential impact on other park

users.

Risk and mitigation

41. In preparing the report staff categorised and interpreted the submissions from the concept

plan. This could rise to concerns about how the feedback and submissions were interpreted

and whether the views of the respondents have been accurately reflected. This risk is

relatively minor and has been mitigated via direct meetings with the respondents and

deputations to the local board.

42. The detailed design will take several months to complete. There is a risk that respondents

could expect more immediate results. The will be mitigated by establishing a design group

with affected parties

Consideration

Local board views and implications

43. Since 2014 numerous workshops and deputations have been held with local board detailing

the request and related points of view from stakeholders.

44. The Maungakiekie-Tāmaki Local Board Plan 2014 includes a key initiative of “Continue

improvements at Waikaraka Park and work with relevant sports clubs, associations and

regional bodies to explore opportunities to maximise use of the park’s recreational space.

This could include installing artificial wickets, further sand carpeting, increased lighting,

reconfiguring sports fields and other service improvements. The process would involve

community engagement.”

45. Various stakeholder views have been captured as part of the Waikaraka Park Concept Plan

process and have been reported during that process.

46. There continues to be mixed views from stakeholders on the option to install artificial

wickets

Māori impact statement

47. Mana Whenua were not engaged during the initial scoping of the concept plan. Initiation of a master plan for the park would trigger an extensive engagement process.

Implementation

48. Any implementation of the recommended option is subject to appropriate funding and budget being allocated. It is estimated that each wicket will cost approximately $20,000 to install.

49. If approved, staff will work with affected parties to undertake detailed planning for the delivery including scoping of funding partnership opportunities. This work is expected to take several months.

Attachments

No.	Title	Page
a ⇩	Options Analysis for artifical cricket wickets at Waikaraka Park.	17

Signatories

Authors

Christopher Felton - Sports Parks Advisor

Authorisers

Mark Bowater - Manager Parks

Mace Ward - General Manager Parks, Sports and Recreation

Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 September 2016

Boroughs basketball court location

File No.: CP2016/19112

Purpose

1. To move the approved location for the development of the “East” Boroughs basketball court from Pt England Reserve to Elstree North Reserve.

Executive summary

2. Spark and Auckland Council have partnered on the development of five outdoor basketball courts across Auckland as part of the Boroughs project.

3. In October 2014 endorsement was received from the Maungakiekie-Tāmaki Local Board for the development of one of these courts to occur at Pt England Reserve pending meeting a series of conditions.

4. Since the sites endorsement it has become apparent that this location will not necessarily produce the best outcome for the community or the implementation of the overall Boroughs project.

5. Council staff recommend refurbishing the existing court at Elstree North Reserve to provide a high quality community facility rather than building a new court at Pt England Reserve.

6. If the change of location is approved it will allow the implementation of the project to occur in early 2017.

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) approve the upgrade of the existing full-size court at Elstree North Reserve as part of the Spark funded Boroughs project including the installation of a sports specific surface, bleaching seating and Wi-Fi technology;

b) delegate approval of detailed design to the parks portfolio holder and the Chair of the local board.

Comments

Background

7. Local Boards, Spark and the Parks Sports and Recreation department have been progressing the Boroughs partnership over the last two years. This partnership involves investing in the development of five outdoor basketball courts across Auckland.

8. The goal is to bring the action and excitement of street basketball to outdoor courts in five zones around Auckland (North, West, Central, South and East) and get more Aucklanders more active more often. Through this opportunity, Spark hope to positively engage with young people.

9. The partnership has been progressed under Council’s Commercial Sponsorship Policy.

10. At its meeting on the 21 October 2014 the Maungakiekie-Tāmaki Local Board passed the following resolutions under minute number MT/2014/5 inter-alia:

b) endorses The Boroughs Project proposal in principle, as presented by Spark and supports entering into a commercial partnership with Spark to deliver the project if the conditions in c) below are satisfactorily met.

c)      approves the installation of a full sized basketball court with bleacher seats on Point England Reserve adjacent to the existing basketball half-court subject to:

i)        the costs of development being fully met by Spark including installation of bollards of an appropriate specification along the Elstree Avenue frontage;

ii)       the costs of the maintenance, including provision for vandalism response, and depreciation costs of the new asset from the point of installation being met by Spark for two years, noting that the obligation of these costs will revert to being the responsibility of the local board after this time;

iii)      Iwi support;

iv)      the approval from the Parks Portfolio Holder and the Chair of the local board, of a detailed design and funding programme which fully contains the following elements:

1.         Appropriate design detail noting the need for a high quality finish that is empathetic to the surrounding facilities and landscape.

2.         Maintenance of as much of the open space/event space of the park as possible.

3.         Appropriate measures which addresses issues in regard to traffic safety, issues of potential anti-social behaviour as raised by officers from Community Safety, other reasonable safety concerns, and potential parking and crowd management issues.

4.         An appropriate companion forward asset maintenance programme and asset management plan.

5.         Any other matters which the Parks Portfolio Holder and the Chair of the local board deem necessary for the court to be, and remain, an asset of positive benefit for the local community.

v)      the appropriate permits will be sought and obtained for any events held on the court by Spark.

d)      delegates further project decision-making, including detailed design and consultation to the parks portfolio holder and the Chair of the local board.

e)      approves the report and resolutions for release into the public domain once the official media release has occurred.

CARRIED

Secretarial note: Deputy Chair CL Makoare requested his dissenting vote be recorded against item C1: Basketball court installation at Point England Reserve above.

Project Update

11. The first court has been delivered by Spark and successfully launched at Otamariki Park in Otara in September 2015. Based on learning’s from the development of the first court the delivery structure for the subsequent courts has shifted with council taking on the project management of future court developments with Spark continuing to deliver on the wider aspects of the project.

12. Final consenting and contracting for the North, West and Central courts has progressed with construction underway on the North and Central courts. The West court is due to start later this month with all three courts completed this calendar year.

East Court

13. Since the decisions made in October 2014 (resolution MT/2014/5) it is has become apparent the endorsed location, Pt England Reserve, may no longer be the best site.

14. This is due to some difficult to overcome planning considerations coupled with the learning from the south court that the upgrade and activation of an existing court can bring with it enhanced and unique community buy-in.

Potential alternative locations

15. In reviewing potential alternative options within close geographic proximity, so as to benefit the same community, staff consider undertaking a refurbishment of the existing court at Elstree North Reserve would provide a better community outcome for the following reasons;

a) The refurbishment of an existing site, as evidenced by the south court, leads to strong community buy-in from existing users

b) It will avoid the development of a full-size basketball court within close proximity to Elstree North Reserve

c) This approach provides the opportunity to mobilise and achieve the project in a shorter timeframe

d) This location has a strong connection to Tāmaki College and Glenbrae School

16. The below aerial photo shows Elstree North Reserve. The built form of this park has changed since this aerial photo was taken with the existing court shown in red and the remaining asphalt surface having been returned to grass.

17. A CPTED review of this site has been undertaken (Attachment A) with the following key points;

a) The site has multiple access points

b) The layout of the court has improved connection with the playground and road

c) The reserve is open and wide with visibility from two streets. There are a few trees on the northern side that require minor works otherwise visibility and passive surveillance are effective

d) Proximity to Tāmaki College and Glenbrae School create easy access and potential for good activation opportunities

e) The construction materials used for the existing playground and basketball court would make it difficult to consider it a high quality environment

f) The provision of Wi-Fi is reasonable given its popularity among younger generations however its operation and signage will need to be considered.

18. Once the court refurbishment is completed the asset will be owned by Auckland Council

excluding the Wi-Fi which will remain Spark’s ownership and responsibility.

19. As part of the partnership Spark will provide two years funding towards on-going

maintenance at the conclusion of which council will be responsible for funding maintenance.

20. As an existing asset is being upgraded council already has a provision for on-going

maintenance and depreciation of this asset within its Asset Based Services budget. Once

the project is completed the asset register will be updated to reflect the renewed asset.

21. The Tāmaki Model Aircraft Club leases a building at Elstree North Reserve. Their lease

runs until March 2021. While there may be some disruption during construction, given the

location of the court to the building, community leasing staff consider this to be minor

particularly given that the club does not undertake flying activities at this site.

22. Staff have discussed this project with the Healthy Waters team to ensure that it will not

impact on the storm water/day lighting project that is due to occur within the reserve and

neighbouring Tāmaki College land. The day lighting project is currently in a planning phase

and as such the delivery of the upgraded basketball court will be completed prior to the

project commencing. The footprint of the basketball court does not impinge on the day

lighting project.

Options

23. There are three potential options for the local board outlined in the following table.

Local Board options	Pros	Cons
Resolve to keep the court at Pt England Reserve	Keeps with original decision Enhances an existing area Provides a new facility for the local community Leverages funding into local area	Likely planning and consenting difficulties Duplicates the court which already exists at Elstree North Reserve Implementation time will be longer than alternative proposed Potential CPTED issues
Approve to move development to Elstree North Reserve	Provides enhanced facility for local community Stronger connection with local schools Enables project to be implemented in a timely manner	Pt England Reserve does not receive the investment
Decline to have the project in Maungakiekie- Tāmaki		Local community miss out on an enhanced facility Alternative location will need to be found in an adjacent board area Potential delay in project implementation

Consideration

Local board views and implications

24. This project and the potential change in location of the court was discussed with the local board at a workshop on 23^rd August 2016.

25. The informal feedback was generally positive with the members present indicating comfort with the proposed change in location. Members are keen to see this project progress.

26. Members expressed concerns about some anti-social behaviour that occasional occurs at this site. It was felt that if a CPTED analysis showed the site was suitable then the project should progress.

27. Potential other development opportunities were discussed including; providing lighting to promote longer hours of use and potential to work with the Tāmaki Redevelopment Company (TRC) about the quality and location of facilities on the Reserve.

28. At this stage lighting is not part of the budget for this project but could be considered in the future by council.

29. At the time of writing staff had been unable to discuss with TRC to get their views on any longer term development opportunities.

Māori impact statement

30. At the 2013 census 14 per cent (3,700) of the likely catchment population for this facility is Maori with this projected to grow to 17.4 per cent (6,700) by 2033. Additionally, Maori make up 26 per cent of the 550 students that attend Tāmaki College (source Ministry of Education November 2015).

31. The upgrade of the Elstree North Reserve basketball court benefits Maori and the wider community by providing an improved community facility and helping to promote participation in healthy activity.

Implementation

32. If supported the next steps in implementing this project are as follows;

Action	When
Spark and council staff to develop detailed design for portfolio approval	September
Public communication on the proposal as required by the local board	September/October
Planning assessment and necessary consultation/approvals undertaken	October/November
Procurement and contracting undertaken	December
Construction underway	Early 2017

Attachments

No.	Title	Page
a ⇩	CPTED review Elstree North Reserve	25

Signatories

Authors

Ken Maplesden - Team Leader Local Partnerships

Authorisers

Sharon Rimmer - Manager Sport and Recreation

Mace Ward - General Manager Parks, Sports and Recreation

Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 September 2016

Auckland Transport monthly report - September 2016

File No.: CP2016/19552

Purpose

1. This report updates the local board on the current status of the Local Board Transport Capital Fund and projects, responds to: issues raised by board members and, provides information on matters of specific application and interest to the Maungakiekie-Tāmaki Local Board.

Executive summary

2. In this report Auckland Transport will discuss the following topics for consideration of the Maungakiekie-Tāmaki Local Board:

· The status of Maungakiekie-Tāmaki Local Board’s Transport Capital Fund and associated projects

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) receive the Auckland Transport monthly report for September 2016;

b) approve an additional $8,000 funding be provided from the Local Board Transport Capital Fund for the Tetra Trap project, to provide a new catch pit outside ‘Bean There Café’, to prevent issues with flooding.

Comments

Monthly overview

3. Workshop updating the board on the AMETI project was held on 9 August 2016 the following was discussed

· Progress on the Panmure roundabout sign

· Van Damns Lagoon opening

4. Workshop lead by New Zealand Transport Agency (NZTA) on East West project was held on 9 August 2016

· Update on consultation progress.

Local board capital projects

5. The Maungakiekie-Tāmaki Local Board has access to the Local Board Transport Capital Fund (LBTCF) for the construction of transport related projects in its area. This fund is administered by Auckland Transport. Each year, Local Board’s transport capital fund allocation is $494,757, and this amount can be accumulated within each electoral term.

6. Auckland Transport is currently completing the tetra trap programme as requested by the local board.

7. The Arthur Street bike parking project in progress, see update below.

8. As the electoral term extends beyond the financial year, it is also possible to anticipate the allocation from the first year of the new electoral term.

9. Auckland Council Parks are currently waiting for funding decisions from an external

organisation regarding Jubilee Bridge. The outcome of this decision will trigger a decision to

pursue the Transport Capital Fund for the remaining amount required to complete the bridge

upgrade.

10. Financial summary

Updates on Current Local Board Projects

Onehunga Mall Upgrade and Tetra Trap Project (Onehunga Bay and Onehunga Mall catchments) Update

11. In July 2016 the upgraded Onehunga Mall was opened. This project was funded by the local board’s transport capital fund. However, over the winter months Auckland Transport received a number of complaints regarding flooding at the top end of Onehunga Mall. On investigation Auckland Transport assessed that there were not enough storm water catch pits to capture the water run-off from the road during a heavy rain event.

12. The solution to this issue is to install additional catch pits along Onehunga Mall, the cost of these will be covered by Auckland Council Storm water. These additional catch pits are expected to catch the majority of runoff water from the Grey Street and Onehunga Mall intersection. However, in heavy rainfall there may still be some flooding, but it is expected that this will only occur in low lying areas.

13. Auckland Transport would also like to improve the drainage in the area outside ‘Bean There Cafe’ by installing a new catch pit. This is not covered by the Auckland Council’s storm water funding. Therefore Auckland Transport requests the board to fund this catch pit, from the existing Tetra Trap project currently underway, the additional cost to this project would be $8,000. This would prevent the current flooding issues from re-occurring.

14. The final 19 special Tetratraps in the Onehunga Bay Reserve catchment were installed at the end of July. The total number of tetra traps in the Onehunga Bay catchment is around 191.

15. A variation to the contract was approved by AT, for inspecting and installing approximately 59 tetra traps in the Onehunga Mall area. In the next two weeks AT will undertake catch pit measurements. Site inspections will be undertaken at night to avoid parked cars in the Onehunga CBD area. AT will then calculate the final amount and type of Tetratraps that need to be installed.

16. It is expected installation of tetra traps in the Mall catchment area could be completed by the end of September 2016.

Bike corral in Arthur Street investigation

17. External consultation has been completed. I’ll be sending through a letter to the residents/business owners in the area to notify them of the feedback received and construction timeline.

18. Final design tweaks are being made from the designer.

19. Resolution process has been pre-approved and passed to the TCC board for decision.

20. Currently procuring a contractor to undertake the works with construction looking to start 12 September and completion expected 16 September.

Reporting Back

Consultations

21. No consultations were forwarded to the local board for comment in the last reporting period.

Consideration

Local Board Views

22. The Maungakiekie-Tāmaki Local Board’s views will be incorporated during consultation on any proposed schemes.

Implementation Issues

23. All proposed schemes are subject to prioritisation, funding and consultation.

Attachments

There are no attachments for this report.

Signatories

Authors

Melanie Dale - Elected Member Relationship Manager (Auckland Transport)

Authorisers

Jonathan Anyon - Manager, Elected Member Relationship Unit

Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 September 2016

Community Facilities Maintenance Contracts 2017

File No.: CP2016/18218

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)

· Delivery model options for Gulf Islands (Attachment D)

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) delegate authority to the Chair and Deputy Chair 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 (Attachment A)

· Proposed service specifications by asset group (Attachment B)

· Smart procurement principles (Attachment C)

· Delivery model options for Gulf Islands (Attachment D)

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

· improved local board reporting to inform governance decision making

10. A Procurement Working Group consisting of 12 local board chairs 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 and direction and 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, coastal assets (beach furniture / paths, boat ramps & seawalls)

· Access management (gates and toilets)

· Loose litter collection

· Pest control (in and around a building)

· 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

· 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

· 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 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 chairs 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/the

Treaty of 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

· 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	35
b ⇩	Proposed service specifications	37
c ⇩	Smart procurement principles	45
d ⇩	Delivery model options for Gulf Islands	49

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker – General Manager, Financial Strategy and Planning

Rod Sheridan - General Manager, Community Facilities

Karen Lyons – General Manager, Local Board Services

Maungakiekie-Tāmaki Local Board

15 September 2016

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

File No.: CP2016/18219

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

· 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 chair and deputy chair 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 consents 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 Maungakiekie-Tāmaki Local Board:

a) utilise the board’s existing urgent decision-making process OR Delegate to the chair and deputy chair 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 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

· 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 chair and deputy chair 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 consents 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

Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 September 2016

Governance Forward Work Calendar

File No.: CP2016/19581

Purpose

1. To present the board with the governance forward work calendar.

Executive Summary

2. This report provides a schedule of items that will come before the board at business meetings over the next 12 months or until end of electoral term. The governance forward work calendar for Maungakiekie-Tāmaki Local Board is included in Attachment A.

3. The calendar aims to support local boards’ governance role by:

· ensuring advice on agendas is driven by local board priorities

· clarifying what advice is required and when

· clarifying the rationale for reports.

4. The calendar is updated every month. Each update is reported to business meetings and distributed to relevant Council staff. It is recognised that at times items will arise that are not programmed. Board members are welcome to discuss changes to the calendar.

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) notes the attached Governance Forward Work Calendar.

Comments

5. Council’s Quality Advice Programme aims to improve the focus, analysis, presentation and timeliness of staff advice to elected representatives. The forward work calendar provides elected members with better visibility of the types of governance tasks they are being asked to undertake and when they are scheduled.

6. The calendar brings together one schedule reporting on all of the board’s projects and activities previously approved in the local board plan, long-term plan, departmental work programmes and through other board decisions. It includes governing body policies and initiatives that call for a local board response.

7. This initiative is intended to support the boards’ governance role. It assists staff to support local boards, as an additional tool to manage workloads and track activities across council departments, and it allows greater transparency for the public.

8. The board in its governance role carries out decision making in accordance with its obligations under the Health and Safety at Work Act 2015.

9. The calendar is arranged in three columns, “Topic”, “Purpose” and “Governance Role”:

· Topic describes the items and may indicate how they fit in with broader processes such as the annual plan

· Purpose indicates the aim of the item, such as formally approving plans or projects, hearing submissions or receiving progress updates

· Governance role is a higher-level categorisation of the work local boards do. Examples of the seven governance categories are tabled below:

Governance role	Examples
Setting direction/priorities/budget	Capex projects, work programmes, annual plan
Local initiatives/specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

10. Board members are welcome to discuss changes to the calendar. The calendar will be

updated and reported back every month to business meetings. Updates will also be

distributed to relevant Council staff.

Consideration

Local Board views and implications

11. All local boards are being presented with governance forward work calendars for their

consideration.

Māori impact statement

12. The projects and processes referred to in the governance forward work calendar will have a range of implications for Māori which will be considered when the work is reported.

Implementation

13. Staff review the calendar each month in consultation with board members and will report an updated calendar to the board.

Attachments

No.	Title	Page
a ⇩	Governance Forward Work Calendar	79

Signatories

Authors	Philippa Hillman - Democracy Advisor, Maungakiekie-Tāmaki Local Board
Authorisers	Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 September 2016

RECORD OF WORKSHOPS

Record of workshop proceedings for 2 August 2016 1-3pm

Held at the Local Board office, 7-13 Pilkington Road, Panmure

Members present for all or part of the workshops:

Simon Randall (Chairperson)

Chris Makoare (Deputy Chairperson)

Josephine Bartley

Brett Clark

Bridget Graham

Obed Unasa

Alan Verrall

1.0	Maori language policy
	To discuss the maori language policy
	Officers present: Rama Ormsby, Roger Jolley

2.0	Tāmaki path engagement
	To discuss the Tāmaki path engagement plan
	Officers present: Vandna Kirmani, Kim Hardy, Ryan Orr

RECORD OF WORKSHOPS

Record of workshop proceedings for 9 August 2016 10am-5pm

Held at the Local Board office, 7-13 Pilkington Road, Panmure

Members present for all or part of the workshops:

Simon Randall (Chairperson)

Chris Makoare (Deputy Chairperson)

Josephine Bartley

Brett Clark

Bridget Graham

Alan Verrall

Apologies: Obed Unasa

1.0	Auckland Transport
	To provide the board with an update on the AMETI project.
	Officers present: Peter King, Duncan Humphrey, Melanie Dale

2.0	Tāmaki Redevelopment Company
	To discuss Tāmaki redevelopment
	Officers present: Gavin Peebles, Leo Shen, Anna Radich

3.0	Panuku Development Auckland
	To discuss Tāmaki redevelopment
	Officers present: Gavin Peebles

4.0	Local Board Discretionary Grants
	To discuss discretionary grant applications
	Officers present: Jaimee Wieland, Sarah Chen

5.0	NZTA – East West Link
	To provide a briefing on the East West Link
	Officers present: Melanie Dale, Scott Wickman, Amelia Lindsay

RECORD OF WORKSHOPS

Record of workshop proceedings for 16 August 2016 1pm-5pm

Held at the Local Board office, 7-13 Pilkington Road, Panmure

Members present for all or part of the workshops:

Simon Randall (Chairperson)

Chris Makoare (Deputy Chairperson)

Josephine Bartley

Brett Clark

Obed Unasa

Apologies: Bridget Graham

Alan Verrall

1.0	Panuku Development Auckland
	To provide the board with a brief on the Onehunga Transform project
	Officers present: Fiona Knox, Helga Sonier

2.0	Tāmaki Path greenways
	To discuss the Tāmaki Path engagement
	Officers present: Vandna Kirmani, Kim Hardy

3.0	Council events
	To discuss the Onehunga Festival event
	Officers present: Rob High

4.0	Panuku Development Auckland
	To discuss Tāmaki redevelopment
	Officers present: Gavin Peebles

RECORD OF WORKSHOPS

Record of workshop proceedings for 23 August 2016 10am-5pm

Held at the Local Board office, 7-13 Pilkington Road, Panmure

Members present for all or part of the workshops:

Chris Makoare (Deputy Chairperson)

Josephine Bartley

Brett Clark

Bridget Graham

Alan Verrall

Apologies: Simon Randall (Chairperson)

Obed Unasa

1.0	Auckland Transport
	To discuss transport links in Onehunga
	Officers present: Melanie Dale, Joe Schady, Steve Patton

2.0	Boroughs east court
	To discuss the boroughs east basketball court
	Officers present: Ken Maplesden, Duncan Chisholm

3.0	Tāmaki Recreation Centre
	To discuss the Tāmaki Recreation Centre
	Officers present: Duncan Chisholm

4.0	Licence to occupy in Te Tauranga (Onehunga Bay Reserve)
	To discuss the licence to occupy application
	Officers present: Allan Walton, Simon Roche, Tania Utley

RECORD OF WORKSHOPS

Record of workshop proceedings for 30 August 2016 1pm-5pm

Held at the Local Board office, 7-13 Pilkington Road, Panmure

Members present for all or part of the workshops:

Simon Randall (Chairperson)

Chris Makoare (Deputy Chairperson)

Brett Clark

Bridget Graham

Apologies: Josephine Bartley

Obed Unasa

Alan Verrall

1.0	Engagement framework
	To discuss the board’s engagement framework
	Officers present: Jessica Trask

2.0	Acquisition of land for open space in Glen Innes
	To discuss acquisition of land for open space in Glen Innes
	Officers present: Carol Stewart

3.0	Community facilities maintenance contracts
	To discuss community facilities maintenance contracts
	Officers present: Taryn Muir, Agnes McCormack

4.0	Governance framework
	To discuss the governance framework
	Officers present: Nina Siers