Agenda of Ōrākei Local Board

Ōrākei Local Board

01 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

9 Public Forum 5

10 Extraordinary Business 5

11 Notices of Motion 6

12 Ōrākei Local Board Performance Report for the twelve months ending June 2016 7

13 Draft Annual Report 2015/2016 - Ōrākei Local Board report

This report was not available at the time the agenda was printed and will be circulated as soon as possible.

14 Parking enforcement at The Landing 49

15 Ōrākei Greenways Network Plan 55

16 Environment Court decision on sportsfield upgrades at Michaels Avenue Reserve

This report was not available at the time the agenda was printed and will be circulated as soon as possible.

17 Ōrākei Local Parks, Sports fields and Recreation Activity Renewals Work Programme 2016/2017 83

18 Ōrākei Local Board Quick Response Grants: Round One 2016/2017 89

19 Ōrākei Local Board Local Grants: Round One 2016/2017 117

20 New Road Name Approval for the residential subdivision by Stonefields Communities Limited at 160 College Road, St Johns (Lot 300) 193

21 New Road Name Approval for the residential subdivision by Stonefields Communities Limited at 160 College Road, St Johns (Lot 301) 201

22 New Road Name Approval for the residential subdivision by Stonefields Communities Limited at 160 College Road, St Johns (Area A) 207

23 Community Facilities Maintenance Contracts 2017 213

24 New community lease to Ōrākei Tennis Club Incorporated, 146 Kepa Road, Ōrākei

This report was not available at the time the agenda was printed and will be circulated as soon as possible.

25 Community lease with Auckland Citizens Advice Bureaux Incorporated 233

26 Auckland Transport Update - September 2016 265

27 Temporary arrangements for urgent decisions and staff delegations during the election period 271

28 Regional Facilities Auckland Fourth Quarter Performance Report for the quarter ending 30 June 2016 275

29 Chairperson's Report 295

30 Board Member Report - Kit Parkinson 311

31 Board Member Report - Ken Baguley

This report was not available at the time of printing and will be tabled at the meeting.

32 Board Member Report - Troy Churton 401

33 Board Member Report - Kate Cooke 403

34 Board Member Report - Colin Davis 405

35 Board Member Report - Mark Thomas 409

36 Governance Forward Work Calendar 411

37 Resolutions Pending Action 415

38 Local Board Workshop Record of Proceedings 423

39 Ōrākei Local Board Achievements Register 431

40 Consideration of Extraordinary Items

PUBLIC EXCLUDED

41 Procedural Motion to Exclude the Public 443

C1 Ngahue Reserve - Oceania Football Confederation - Request to Vary Agreement to Lease 443

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 minutes of the Ōrākei Local Board meeting held on Thursday, 4 August 2016 including the confidential section, and the minutes of its extraordinary meeting, held on Thursday, 4 August 2016, be confirmed as true and correct records.

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 Ōrākei 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

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

Ōrākei Local Board

01 September 2016

Parking enforcement at The Landing

File No.: CP2016/16817

Purpose

1. To seek the views of the Ōrākei Local Board regarding a request to Auckland Transport (AT) to begin enforcement of parking controls at The Landing.

Executive summary

2. Parking charges currently apply at The Landing for trailer boat parking but compliance is low and there is little enforcement.

3. Two options were explored to improve compliance at the site. Engaging a private provider to undertake enforcement or requesting AT to extend parking enforcement over the site. Private providers approached indicated that the site was not large enough for it to be viable for them.

4. To progress AT enforcement of parking controls at The Landing requires a report to the Auckland Transport Traffic Control Committee (ATTCC) for approval, which is required to include the views and preferences of the local board; the purpose of this report.

5. It is proposed that enforcement will be by issuing infringement notices, not towing, and that parking revenue will be retained by The Landing and enforcement revenue will be retained by AT. Parking revenue is expected to increase as a result of enforcement.

6. Council will be responsible for Pay and Display machine maintenance, any additional road marking and signage.

7. It is also intended to extend the restrictions beyond the current trailer boat parking to include the car park area (30 parks) adjacent the Royal Akarana Yacht Club (RAYC) on the cantilevered deck. Introducing parking controls in this area was agreed by the Ōrākei Local Board as a mitigation measure against the potential negative impact on parking availability as a result of the new Akarana Marine Sports Centre development on the RAYC site.

Recommendation/s

That the Ōrākei Local Board:

a) support a request to Auckland Transport to begin enforcement of parking controls in The Landing car park, 4-12 Tamaki Drive, Auckland and for staff to progress a parking resolution through the Auckland Transport Traffic Control Committee.

Comments

8. Parking charges currently apply at The Landing for trailer boat parking in areas D, E and G on Attachment A, covering 68 parks. Two Pay and Display machines are in place, one adjacent the boat ramp and the other located central to the parking areas. No parking charges apply to the car parking area at the eastern end of The Landing.

9. Parking charges also exist for all car parks in area A on Attachment A, immediately adjacent the Ōrākei Marina. This parking is managed by the Ōrākei Marina management and is not covered in the scope of this report.

10. Parking charges were initially introduced to offset some of the operational costs of maintaining the recreational boating access areas of The Landing, namely the boat ramp, public pontoons and public toilets. Compliance with buying parking tickets at the machines is low and is estimated to be around 50 per cent. Current charges are $2 per hour up to a maximum of $20 for 24 hours.

11. There has been little enforcement over the years, with the only deterrent being the threat of being towed. Towing has not been actively implemented due to the safety issues arising for returning boaties to the ramp, finding no vehicle and trailer to tow their boats out with.

12. Two options were explored to improve compliance at the site. Engaging a private provider to undertake enforcement or requesting Auckland Transport to extend parking enforcement over the site. Private providers were approached, however the feedback was that the site size is not viable to generate a return for them using the mechanisms for enforcement they have at their disposal.

13. To progress Auckland Transport enforcement of parking controls at The Landing a report to the ATTCC is required for approval. This report is required to include the views and preferences of the local board as per Auckland Council’s delegations to Auckland Transport relating to off-street parking charges and restrictions.

14. Enforcement will be carried out by issuing infringement notices, not towing. This will be on the basis that parking revenue will be retained by The Landing and enforcement revenue will be retained by Auckland Transport. Parking revenue is expected to increase as a result of enforcement.

15. Once the parking resolution is approved by ATTCC, Pay and Display machine maintenance, any additional road marking and signage will be the responsibility of Auckland Council before enforcement commences.

16. In addition to areas D, E and G on Attachment A, parking restrictions will also be introduced in 30 of the 36 marked car parking spaces in Area A adjacent to RAYC. The local board agreed to place parking restrictions on this area as a mitigation measure against the potential negative impact on parking availability as a result of the new Akarana Marine Sports Centre development on the RAYC site.

Consideration

Local board views and implications

17. The Landing subcommittee of the Ōrākei Local Board has indicated support for the proposal for Auckland Transport to provide enforcement of parking controls.

Māori impact statement

18. Ngāti Whātua Ōrākei, as mana whenua of the area, has a strong interest in all aspects of the development and management of The Landing. They have a particular interest in water quality and development of the eastern end of The Landing. As this is an operational initiative enforcing existing parking restrictions, no impacts on Māori are expected.

Implementation

19. Once the local board have expressed their views, a parking resolution report will be prepared for Auckland Transport Traffic Control Committee for approval to enforce parking controls at The Landing. The anticipated start date for enforcement will be 1 December 2016.

Attachments

No.	Title	Page
a View	The Landing Parking Plan	53

Signatories

Author

Pippa Sommerville - Parks Advisor - Ōrākei

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

Ōrākei Greenways Network Plan

File No.: CP2016/17420

Purpose

1. The purpose of the report is to seek the Ōrākei Local Board’s endorsement and adoption of the draft Ōrākei Greenways Planning Document (plan) and Ōrākei Greenways Network Map (map) as attached to this report, and approve the re-naming of the plan to the Ōrākei Local Paths Plan.

Executive summary

2. The Ōrākei Local Board (the board) has developed a comprehensive Greenways / Local Paths Network Plan which aims to provide a safe, pleasant and connected walking and cycling path network throughout the Ōrākei Local Board area. The final draft of the plan is attached to this report.

3. The plan has been drafted following extensive desktop analysis and investigation, and consultation with the local board. A final map of the network has also been developed. This map is set out on page 15 of attachment A, and is shown separately on attachment B to this report.

4. The map sets out a path network that (once developed) will connect Ōrākei communities to local destinations such as parks, schools, shopping areas and transport links through local streets and parks as well as to the commuter cycle network.

5. The plan and map have been discussed at a number of workshops with the local board, and been amended following the feedback received. It is recommended that the local board adopt the plan and map as attached to this report. This will enable staff to undertake further planning towards the implementation of these routes with the funding opportunities available.

Recommendation/s

That the Ōrākei Local Board:

a) adopt the Ōrākei Greenways Planning Document and Ōrākei Greenways Network Map as attached to this report.

b) approve the re-naming of the Ōrākei Greenways Planning Document to the Ōrākei Local Paths Plan so that it can be aligned with the identity change that is being rolled out regionally for greenways.

Background and context

6. Auckland Council and Auckland Transport are working to achieve a connected active transport (walking and cycling) network across Auckland. Auckland’s greenways plans are a series of linked, aspirational plans being driven from the ground up by local boards with the long term aim of greatly improving walking, cycling and ecological connections across the region.

7. Greenways / local paths network plans are under development or have been adopted by 11 local boards throughout Auckland region. The Ōrākei Local Board initially committed to the development of a greenways plan for the Ōrākei area in 2014.

8. Over the past two years staff has been working with the board to develop a plan that will best connect the Ōrākei community through their local area and also to the wider active transport network. Workshops have been held with the board to discuss the plan in August 2014, April 2015, and July 2016, and amendments have been made to the plan following feedback from each workshop.

Comments

9. The active transport network has several components, which are detailed in the Greenways Design Guide on page nine of attachment A to this report. When focussing on a plan for a local board area, a project team works with local boards to develop greenways or local paths that will best serve the community and character of the local area.

10. The Ōrākei project team (team) has worked with the board to establish a definition of Greenways for the Ōrākei Local Board area. These have been defined as:

· safe and enjoyable walking and cycling connections

· improve, restore and protect natural environments

· connect communities to parks and the sea

· improve links between schools, neighbourhoods and places of work

· improve the ability for local streets to function as slow speed environments where the communities can gather for activity

11. The team has also looked at the Auckland Cycle Network, walking and bus routes and the locations of town centres and schools within the Ōrākei area. Maps showing these routes and locations are indicated on pages 16-18 on attachment A to this report. Site visits and investigation into land contours, road widths and suitability were also undertaken as part of the development of the plan.

12. The findings from these investigations and maps, along with the definition of greenways for Ōrākei have led to the development of the Ōrākei Greenways Network Map, which can be found on page 15 of attachment A and separately on attachment B to this report.

13. The map indicates a network of connections that (if adopted) will enable staff to explore connections in greater detail, progress feasibility studies and embark on more detailed design of the proposed routes. Prioritisation of routes are to be investigated and staging for their development will be dependent on the timing for other projects being delivered along the network, and on the availability of funding.

14. At this stage the plan and map are regarded as a high level network strategy. It is intended that public consultation on more detailed alignment options will be undertaken as opportunities arise to implement the network over a number of years.

Re-branding of Greenways Plans

15. Over recent months an “identity” for the active transport network (walking and cycling) has been progressed through the Greenways Leadership Group, and developed by corporate partner Colenso BBDO.

16. This identity work has recommended that a working concept of Auckland Paths be introduced, to support use and more intuitive understanding of the network (including commuter routes, shared paths, board walks, greenways) spanning control of Auckland Transport, Auckland Council and the NZTA.

17. Under this working concept the term ‘Greenways’ would be replaced with ‘Local Paths’ which will allow more consistent explanation and naming of new routes e.g. the Tamaki Path. Further information on this identity change is detailed on attachment C to this report.

18. Due to the timing of the work being done by the Greenways Leadership Group and the local board business meeting, the identity change has not been made to the attached plan. It is recommended therefore that the board approve the re-naming of the Ōrākei Greenways Planning Document to the Ōrākei Local Paths Plan so that it is aligned with the future regional identity of greenways. All references to greenways within this planning document will also be changed to ‘Local Paths’.

Consideration

Local board views and implications

19. The Ōrākei Local Board Plan (2014) supports the implementation of a greenways plan under the vision for ‘Great parks and scenic reserves that are well connected, easy to get to, and allow for a wide range of recreational activities to take place there’. The Local Board Plan also commits to the development of ‘a network of safe and easy to use cycling and walking connections between our neighbourhoods, schools, parks, and reserves.’

20. The adoption of this plan is an important first step in realising this vision and meeting this Local Board Plan objective. If adopted, the plan will also provide the board with a platform from which to advocate for funding and support for greenways development in Ōrākei over the 2016-2019 Local Board term.

Māori impact statement

21. The attached plan and map are high level documents, with routes and networks indicative at this stage. As such, no consultation with iwi has as yet been undertaken on the plan and map.

22. Extensive engagement with iwi has been undertaken by Auckland Transport on the Glen Innes to Tamaki Drive shared path. Should the board adopt the plan and map, and prioritise further investigation into development of the network, engagement iwi with will be undertaken on a project-by-project basis.

Implementation

23. Auckland Transport is currently in the first stage of delivery of the Glen Innes to Tamaki Drive shared path. The alignment of this path is indicated on page 15 of attachment A and is shown on attachment B to this report. Once completed, this path will improve walking and cycling connections running East-West through the Ōrākei Local Board area. The development of feeder links leading into this path will make up the first stage of delivery of the plan. Staff will be working towards development of these links in FY16/17 and FY17/18.

Attachments

No.	Title	Page
a View	Ōrākei Greenways Planning Document	59
b View	Ōrākei Greenways Network Map	79
c View	Auckland Paths Identity Change	81

Signatories

Author

Pippa Sommerville - Parks Advisor - Ōrākei

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

Ōrākei Local Parks, Sports fields and Recreation Activity Renewals Work Programme 2016/2017

File No.: CP2016/13137

Purpose

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

Executive summary

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

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

Recommendation/s

That the Ōrākei Local Board:

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

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

Comments

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

Community Facilities department

5. Community Facilities is a new department as at November 2015. It brings together some of the responsibilities that used to sit in various teams: Property; Parks, Sports & Recreation; Arts and Community Events; and Libraries and Information.

6. The purpose of Community Facilities department is to build, renew, and maintain community assets including buildings, furniture and fit-out, structures, land, trees, and vegetation. Community Facilities is responsible for local and sports parks, regional and specialist parks, cemeteries, pools and leisure centres, libraries, community centres, venues for hire, arts facilities, and public toilet assets.

Renewals work programme for the local boards

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

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

Local board funding policy

9. Renewals projects identified within a local board during a financial year may not match the full funding envelope. This does not mean that new renewals projects will be actioned for the sole purpose of utilising the entire allocated budget. It is important that with limited renewal funding across the region the Community Facilities only allocates funding to assets that require renewal.

10. Staff from within Community Facilities will meet on a regular basis, throughout the year, with local board members to discuss renewals projects. As funding becomes available (through savings or attrition), projects with the highest priority will be presented to the relevant local board for approval. This process excludes work that needs to be actioned immediately for health and safety reasons. These works will be reported to the relevant local board, for their attention, as soon practicable.

11. The 2016/2017 renewals work programme is indicative at this stage to complete the programme of work identified. Community Facilities staff will be in regular contact with the local board to discuss any arising variances to the work programme. Any budget variances will be managed within the region-wide renewals funding envelope.

Consideration

Local board views and implications

12. Community Facilities staff met with local board members at a number of portfolio meetings and attended workshops to discuss the upcoming 2016/2017 renewals work programme.

13. Community Facilities staff will report quarterly to the local board on how the programme is tracking, discuss with the local board any arising key risks, and notify the local board when projects are completed. Regular updates will also be provided through portfolio meetings.

Māori impact statement

14. The Ōrākei Local Board Community Facility renewals work programme 2016/17 will ensure that all facilities continue to be well-maintained community assets benefiting the local community, including Māori. Parks and open spaces, as well as sport and recreation activity contributes significantly to Māori well-being, values, culture and traditions. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to Tangata Whenua appropriate consultation will follow.

Implementation

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

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

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

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

Attachments

No.	Title	Page
a View	Ōrākei Local Board Community Facilities Renewals	87

Signatories

Author

Hannah Alleyne - Senior Programme Planner

Authorisers

Rod Sheridan - General Manager Community Facilities

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

Ōrākei Local Board Quick Response Grants: Round One 2016/2017

File No.: CP2016/16436

Purpose

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

Executive summary

2. The Ōrākei Local Board has set a total community grants budget of $124,000 for the 2016/2017 financial year. The local board has subsequently resolved to allocate $34,226.20 to a fees and charges subsidy (OR/2016/33) and $15,000 has been reallocated to the Pilot Tree Protection Grants Programme (OR/2016/79).

3. A total of $74,773.80 remains to be allocated in two local grant rounds and three quick response grant rounds.

4. Eight applications were received in this round with a total request of $19,096.00.

Recommendation/s

That the Ōrākei Local Board:

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

App ID	Main Focus	Applicant	Project	Requested	Eligible/ Ineligible
QR1712-101	Community	Playday (Ōrākei Presbyterian Church)	Towards a new sandpit cover and sunshade for the playground	$3,000.00	Eligible
QR1712-103	Community	Citizens Advice Bureau Auckland City (CABAC) Inc.	Towards the cost to replace furniture at the Remuera bureau office maintenance	$1,520.00	Eligible
QR1712-104	Community	WanderSearch Auckland Charitable Trust	Towards printing and promotional costs for the WanderSearch Auckland tracking program	$2,976.00	Eligible
QR1712-107	Arts and culture	Gertrud Leitch	Towards the cost of venue hire for an art course	$1,000.00	Eligible
QR1712-108	Arts and culture	Ellerslie Theatrical Society Inc	Towards 2017 publicity for the society	$3,000.00	Eligible
QR1712-109	Sport and recreation	Parnell Cricket Club (Inc)	Towards a cricket trailer cover and one smaller trolley cover	$3,000.00	Eligible
QR1712-110	Community	Auckland Young Women's Christian Association (YWCA) Inc.	Safe for Life programme	$1,600.00	Eligible
QR1712-111	Sport and recreation	Ōrākei School Board of Trustees	Surfacing our intermediate playground	$3,000.00	Ineligible under section 78 of the community grant policy
			Total	$19,096.00

Comments

5. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme. The Ōrākei Local Board adopted their 2016/2017 grants programme on 5 May 2016 (see 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

· any additional accountability requirements.

7. The Ōrākei Local Board will operate three quick response rounds for this financial year. The first quick response round closed on 15 July 2016.

8. The Ōrākei Local Board has set a total community grants budget of $124,000 for the 2016/2017 financial year. The local board has subsequently resolved to allocate $34,226.20 to a fees and charges subsidy (OR/2016/33) and $15,000 has been reallocated to the Pilot Tree Protection Grants Programme (OR/2016/79).

9. A total of $74,773.80 remains to be allocated in two local grant rounds and three quick response grant rounds.

10. Eight applications were received in this round with a total request of $19,096.00.

Consideration

Local board views and implications

11. Local boards are responsible for the decision-making and allocation of local board community grants. The Ōrākei 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 2016/2017.

12. The board is requested to note that section 50 of the Community Grants Policy states “We 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.”

13. A summary of each application, including the applicants funding history is attached (see Attachment B).

Māori impact statement

14. 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.

Implementation

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

16. Following the Ōrākei Local Board allocating funding for round one quick response, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Ōrākei Local Board Grant Programme 2016/2017	93
b View	Ōrākei Local Board Quick Response Round One 2016/2017 application summaries	97

Signatories

Authors

Danielle Hibson - Community Grants Advisor

Jaimee Wieland - Community Grants Coordinator

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

Ōrākei Local Board Local Grants: Round One 2016/2017

File No.: CP2016/17005

Purpose

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

Executive summary

3. A total of $74,773.80 remains to be allocated in two local grant rounds and three quick response grant rounds.

4. Twenty one applications were received in this round, nine of which are multi-board applications with a total request of $118,339.00.

Recommendation/s

That the Ōrākei Local Board:

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

Table One: Ōrākei Local Board Round One, Local Grant Applications

App ID			Applicant		Focus		Project	Requesting	Ineligible/ Eligible
LG1712-101			East and Bays Parent Centre		Community		Towards hiring childbirth educators for community antenatal classes	$3,000.00	Eligible
LG1712-102			Communicare Civilian Maimed Association (Auckland) Inc.		Community		Towards the cost of rent for the Glen Innes and Remuera Communicare Centres	$5,080.00	Eligible
LG1712-103			Eastern Bays Toy Library		Community		Towards the annual cost of rent at the Glendowie community centre	$2,750.00	Eligible
LG1712-104			Ensemble Polymnia Trust, Aorangi Symphony Orchestra (trading name)		Arts and culture		Towards the costs of performing "Poeme Heroique" commemorating the Battle of Romani Sinai 1916	$10,000.00	Eligible
LG1712-105			Eastern Athletic & Harrier Club		Sport and recreation		Towards the purchase of new equipment and upgrading existing equipment at Glover Park, St Heliers	$5,950.00	Eligible
LG1712-107			Aphasia New Zealand (AphasiaNZ) Charitable Trust		Community		Towards the cost of delivering Auckland Aphasia Hub	$5,000.00	Eligible
LG1712-109			Auckland Regional Migrant Services Charitable Trust		Events		Towards Ethnic Communities “10th Commemoration of Tangata Tiriti” Programme	$6,445.00	Eligible
LG1712-110			East City Community Trust		Community		Towards replacement of the preschool safety matting	$6,700.00	Eligible
LG1712-113			Zeal Education Trust		Events		Towards Ōrākei four schools event box tour	$9,988.00	Eligible
LG1712-114			Mission Bay Tennis Club Inc.		Sport and recreation		Towards support for the purchase of tennis balls	$2,500.00	Eligible
LG1712-116			Youthline Auckland Charitable Trust		Community		Towards supporting Ōrākei youth to have a voice and build resilience	$8,941.00	Eligible
LG1712-118			Ōrākei Primary School		Events		Towards the 2016 Art Exhibition	$10,000.00	Ineligible applicant as per section 78 of the Community Grant Policy
Total								$76,354.00
	Table Two: Multi-board Applications
	App ID	Applicant		Focus		Project		Requesting	Ineligible/ Eligible
	LG1701-115	OUTLine New Zealand Inc.		Community		Towards training volunteers for lesbian, gay bi-sexual, transgender, intersexed and queer helpline		$6,380.00	Eligible
	LG1702-106	Two Lanterns Limited		Community		Towards the Charities Scorecard		$5,000.00	Eligible
	LG1608-111	The Korean Society of Auckland		Events		Towards the 2017 Korean Day		$800.00	Eligible
	LG1711-108	Parnell Swim Club Incorporated		Sport and recreation		Towards competitive swimmer coaching		$5,000.00	Overdue accountability
	LG1712-112	Chinese New Settlers Services Trust		Community		Towards Chinese New Settlers Services Trust Cultural Learning Centre - Parnell Education Programme		$4,000.00	Overdue accountability
	LG1712-115	Japanese Society of Auckland Inc.		Events		Towards Japan Day 2017		$3,000.00	Eligible
	LG1712-117	Children's Autism Foundation		Community		Towards Community support services for families with children affected by autism		$9,805.00	Eligible
	LG1720-117	Emote Trust		Arts & Culture		Towards Dancing in the Park		$7,500.00	Eligible
	LG1720-128	Body Positive		Events		Towards World AIDS Week		$500.00	Eligible
	Total							$41,985.00

Comments

5. The implementation of the Community Grants Policy commenced on 1 July 2015. The policy supports each local board to adopt a grants programme for 2016/2017 and review their programme each financial year. The Ōrākei Local Board adopted its 2016/2017 grants programme on 5 May 2016 (see 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

· any additional accountability requirements.

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

8. For the 2016/2017 financial year, the Ōrākei Local Board set a total community grants budget of $124,000. A total of $34,226.20 has been reallocated to a fees and charges subsidy (OR/2016/33) and a further $15,000 has been reallocated to the Pilot Tree Protection Grants Programme (OR/2016/79).

9. A total of $74,773.80 remains to be allocated in two local grant rounds and three quick response grant rounds. It is recommended that the board allocate 25% of this budget in this round.

10. Twenty one applications were received in this round, nine of which are multi-board applications with a total request of $118,339.00.

Consideration

Local board views and implications

Māori impact statement

13. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, activities that benefit a wider range of individuals and groups, including Maori. As a guide for decision-making, in the allocation of community grants, the new community grants policy supports the principle of delivering positive outcomes for Maori.

Implementation

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

15. Following the Ōrākei Local Board allocating funding for round one local grant, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Ōrākei Local Board Grant Programme 2016/2017	121
b View	Ōrākei Application Summaries Local Grant Round One	125

Signatories

Authors

Jaimee Wieland - Community Grants Coordinator

Danielle Hibson - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

New Road Name Approval for the residential subdivision by Stonefields Communities Limited at 160 College Road, St Johns (Lot 300)

File No.: CP2016/17390

Purpose

1. The purpose of this report is to seek approval from the Ōrākei Local Board, for a new road name for a private jointly owned access lot (Lot 300) created by way of subdivision at 160 College Road, St Johns.

Executive Summary

2. This report outlines the background for the naming of a jointly owned access lot created by way of a subdivision by Stonefields Communities Limited. The joint land-use and subdivision consent was approved on 2 October 2015 (Council reference R/JSL/2014/3559).

3. The Ōrākei Local Board has road naming guidelines that set out the requirements and criteria for the naming of roads in Ōrākei. These requirements and criteria have been applied in this situation to ensure consistency of road naming for the Ōrākei Local Board area.

4. Following assessment against the road naming criteria, the road names ‘Charles Heaphy Lane’ (applicant’s preferred road name), ‘Lapilli Place’, ‘Pahoehoe Lane’ and ‘Mesa Place’ were determined to meet the road naming guideline criteria.

5. Local iwi groups were consulted and no responses to the proposed names were received after the 15 working day consultation time period had concluded. It is therefore considered that the abovementioned names are considered appropriate by these iwi.

6. The name ‘Charles Heaphy Lane’, proposed by the Applicant and the names ‘Lapilli Place’, ‘Pahoehoe Lane’ and ‘Mesa Place’, are considered for approval by the Local Board.

Recommendation

That the Ōrākei Local Board:

a) approves, the road name ‘Charles Heaphy Lane’, proposed by the Applicant, for the new private jointly owned access lot (Lot 300) created by way of subdivision at 160 College Road, St Johns, while noting that ‘Lapilli Place’, ‘Pahoehoe Lane’ and ‘Mesa Place’ also meet the road naming criteria, in accordance with section 319(1)(j) of the Local Government Act 1974.

Comments

7. The Ōrākei Local Board Road Naming Guidelines allow that, where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name for the Local Board’s approval. These also apply to private roads (including Jointly Owned Access Lots and Rights of Way) that serve more than five properties.

8. The jointly owned access lot (JOAL) to be named is located at 160 College Road, St Johns, to the west side of Barbarich Drive and was created by the resource consent referenced R/JSL/2014/3559 for Stage 8A of the Stonefields housing development. As depicted in the attached layout map (Attachment 1, labelled as Lot 300 and highlighted in orange), the new jointly owned access lot serves Lots 1-30 as well as vested pedestrian access way Lots 302 and 303 of the approved subdivision consent.

9. The proposal for road naming also includes the naming of a second jointly owned access lot (Lot 301, also part of stage 8A) and right of way (Area A, for stage 8B). These additional names are covered in separate reports for the consideration of the Ōrākei Local Board.

10. The Applicant has proposed the following names for consideration for the jointly owned access lot created as part of the Stonefields housing development at 160 College Road, St Johns.

Preference	Proposed New Road Name	Meaning
Preferred Name	Charles Heaphy Lane	Charles Heaphy examined the Geology of Auckland area with German Geologist Ferdinand Hochstetter in January 1859. Over here they recognised that many of the volcanic features were similar to those he had seen in the Eifel district of Germany.
First Alternative	Lapilli Place	Lapilli is a size classification term for tephra, which is material that falls out of the air during a volcanic eruption. These are semi-molten lava, ejaculated from a volcanic eruption that fall to earth while still at least partially molten. Lapilli (singular: lapillus) means “little stones’ in Latin. This road name would hold the same significance as the development ‘Stonefields’, as they are both descriptive of the environment, geography, history and physical features of the site.
Second Alternative	Pahoehoe Lane	Pahoehoe is one of the types of Lava found in Auckland. Pahoehoe lava is more fluid, causing thinner, faster moving flows. Lava flow burns, crushes and buries everything in their path, but generally move at speeds slow enough for people and moveable possessions to be saved.
Third Alternative	Mesa Place	Generally rhyolitic in composition, a lava flow with an approximately circular plan which forms a biscuit-shaped body.

11. The Applicant’s proposed road names have been assessed against the criteria set out in the Ōrākei Local Board Road Naming Guidelines.

12. In this instance, all proposed road names meet the criteria as laid out in the road naming guidelines.

13. The proposed suffix ‘Lane’ is considered appropriate in the circumstances as ‘Appendix C’ of the Ōrākei Local Board Road Naming Guidelines references ‘Lane’ as being a narrow road between walls, buildings, or a narrow country road. In this case, the jointly owned access lot to be named is narrow and will be located in relative proximity to the adjacent dwellings.

14. The suffix ‘Place’ is also considered appropriate in the circumstances as ‘Appendix C’ references ‘Place’ as being a short, sometimes narrow, enclosed roadway. In this instance, the new jointly owned access lot to be named is narrow and is enclosed away from Barbarich Drive by additional units approved as part of related subdivision and land use consents.

15. As the Applicant’s preferred name ‘Charles Heaphy Lane’ meets the criteria, it is recommended for consideration for approval, while noting that the alternative names of ‘Lapilli Place’, ‘Pahoehoe Lane’ and ‘Mesa Place’ as proposed by the applicant, are also appropriate as they comply with all the criteria of the road naming guidelines.

16. The applicant consulted with NZ Post to determine the suitability of the proposed names. This consultation concluded that ‘Charles Heaphy Lane’ is acceptable to NZ Post, as are the three alternative names provided.

17. Rob Hall, representing the Stonefields Resident’s Association, has confirmed support for the proposed names.

18. Graham Fabian, representing the Stonefields Business Association, has confirmed support for the proposed names.

19. A map showing the location of the new private road is attached.

20. The Auckland Council, by way of the Auckland Council Long Term Plan (2012 - 2022), allocated the responsibility for the naming of new roads, pursuant to section 319(1)(j) of the Local Government Act 1974, to the Local Boards.

Consideration

Local Board Views

21. The decision sought from the Ōrākei Local Board for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

22. The decision sought from the Ōrākei Local Board for this report is not considered to have any legal or legislative implications.

Maori impact statement

23. Consultation undertaken by the applicant with local iwi was used to arrive at the preferred road name. In total, 15 iwi were consulted. Of these, Te Rūnanga o Ngāti Whātua responded to defer their interests to the decision of Ngāti Whātua o Ōrākei. In turn, no further response was received from Ngāti Whātua o Ōrākei. No response was received from the remaining 13 iwi. It is therefore considered that the abovementioned names are seen as appropriate by these iwi.

24. The decision sought from the Ōrākei Local Board on this report is linked to the Auckland Plan Outcome, “A Maori identity that is Auckland’s point of difference in the world”. The use of Maori names for roads, buildings and other public places is an opportunity to publicly demonstrate Maori identity.

Implementation

14. The cost of processing the approval of the proposed new road name and any installation of road name signage is recoverable in accordance with Council’s Administrative Charges.

15. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once an approval is obtained for the new road name.

Attachments

No.	Title	Page
a View	160 College Road, St Johns - Site and Location Map (Lot 300)	199

Signatories

Author

Emerald James - Subdivision Advisor 1 and 2

Authorisers

Ian Smallburn - General Manager Resource Consents

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

New Road Name Approval for the residential subdivision by Stonefields Communities Limited at 160 College Road, St Johns (Lot 301)

File No.: CP2016/17403

Purpose

1. The purpose of this report is to seek approval from the Ōrākei Local Board, for a new road name for a private jointly owned access lot (Lot 301) created by way of subdivision at 160 College Road, St Johns.

Executive Summary

3. The Ōrākei Local Board Road Naming Guidelines allowed that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name for the Local Board’s consideration.

4. Following assessment against the road naming criteria, the road names ‘Pluton Lane’ (applicant’s preferred road name), ‘Kaiahiku Lane’ and ‘Lava Flow Place’ were determined to meet the road naming guideline criteria.

6. The name ‘Pluton Lane’ proposed by the Applicant and the names ‘Kaiahiku Lane’ and ‘Lava Flow Place’ are considered for approval by the Local Board.

Recommendation

That the Ōrākei Local Board:

a) approves, the road name ‘Pluton Lane’, proposed by the Applicant, for the new private jointly owned access lot (Lot 301) created by way of subdivision at 160 College Road, St Johns, while noting that the names ‘Kaiahiku Lane’ and ‘Lava Flow Place’ also meet the road naming criteria, in accordance with section 319(1)(j) of the Local Government Act 1974.

Comments

8. The jointly owned access lot (JOAL) to be named is located at 160 College Road, St Johns, to the west side of Barbarich Drive and was created by the resource consent referenced R/JSL/2014/3559 for Stage 8A of the Stonefields housing development. As depicted in the attached layout map (Attachment 1, labelled as Lot 301 and highlighted in orange), the new jointly owned access lot serves 9 sites, being Lots 31-39.

9. The proposal for road naming also includes the naming of a second jointly owned access lot (Lot 300, also part of stage 8A) and a right of way (Area A, for stage 8B). These additional names are covered in separate reports for the consideration of the Ōrākei Local Board.

10. The Applicant has proposed the following names for consideration for the jointly owned access lot created as part of the Stonefields housing development at 160 College Road, St Johns:

Preference

Proposed New Road Name

Meaning

Preferred Name

Pluton Lane

Volcanic Geological Term - A body of rock which has formed beneath the earth from crystallization and consolidation from a magma (AGI, 1976, p. 334). Plutons may be considered extinct magma chambers (Marsh, 2000, p. 191). Large plutons (>40 square miles in area) are called “batholiths”.

First Alternative

Kaiahiku Lane

Panmure Basin - Panmure is a south-eastern suburb of Auckland City, in the North Island of New Zealand. It is located 11 kilometres southeast of the city centre, close to the western banks of the Tamaki River and the northern shore of the Panmure Basin (or Kaiahiku). To the north lies the suburb of Tamaki, and to the west is the cone of Maungarei / Mount Wellington.

Second Alternative

Lava Flow Place

An outpouring of lava from a vent or fissure that spreads along the ground surface, as well as the crystallized rock resulting from solidification of the outpouring.

11. The Applicant’s proposed road names have been assessed against the criteria set out in the Ōrākei Local Board Road Naming Guidelines.

12. In this instance, all proposed road names meet the criteria as laid out in the road naming guidelines.

14. The suffix ‘Place’ is also considered appropriate in the circumstances as ‘Appendix C’ references ‘Place’ as being a short, sometimes narrow, enclosed roadway. In this instance, the new road to be named will be servicing only nine (9) lots and is enclosed away from larger roads in the housing development by additional units approved as part of related subdivision and land use consents.

15. As the Applicant’s preferred name ‘Pluton Lane’ meets the criteria, it is recommended for consideration for approval, while noting that the alternative names of names ‘Kaiahiku Lane’ and ‘Lava Flow Place’ as proposed by the applicant, are also appropriate as they comply with all the criteria of the road naming guidelines.

16. The applicant consulted with NZ Post to determine the suitability of the proposed names. This consultation concluded that ‘Pluton Lane’ is acceptable to NZ Post, as are the two alternative names provided.

17. Rob Hall, representing the Stonefields Resident’s Association, has confirmed support for the proposed names.

18. Graham Fabian, representing the Stonefields Business Association, has confirmed support for the proposed names.

19. A map showing the location of the new private road is attached.

Consideration

Local Board Views

21. The decision sought from the Ōrākei Local Board for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

22. The decision sought from the Ōrākei Local Board for this report is not considered to have any legal or legislative implications.

Maori impact statement

Implementation

14. The cost of processing the approval of the proposed new road name and any installation of road name signage is recoverable in accordance with Council’s Administrative Charges.

15. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once an approval is obtained for the new road name.

Attachments

No.	Title	Page
a View	160 College Road, St Johns - Site and Location Map (Lot 301)	205

Signatories

Author

Emerald James - Subdivision Advisor 1 and 2

Authorisers

Ian Smallburn - General Manager Resource Consents

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

New Road Name Approval for the residential subdivision by Stonefields Communities Limited at 160 College Road, St Johns (Area A)

File No.: CP2016/17488

Purpose

1. The purpose of this report is to seek approval from the Ōrākei Local Board, for a new road name for a private right of way, created by way of subdivision at 160 College Road, St Johns.

Executive Summary

2. This report outlines the background for the naming of a right of way created by way of a subdivision by Stonefields Communities Limited for Stage 8B of the Stonefields housing development. The joint land-use and subdivision consent was approved on 15 May 2015 (Council reference R/JSL/2015/503).

3. The Ōrākei Local Board Road Naming Guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name for the Local Board’s consideration.

4. Following assessment against the road naming criteria, the road names ‘Raupo Lane’ (applicant’s preferred road name), ‘Heale Place’ and ‘Mafic Place’ were determined to meet all of the criteria in the road naming guidelines.

6. The name ‘Raupo Lane’ proposed by the Applicant, as well as the alternative names ‘Heale Place’ and ‘Mafic Place’, are considered for approval by the Local Board.

Recommendation

That the Ōrākei Local Board:

a) approves, the road name ‘Raupo Lane’, proposed by the Applicant, for the new right of way created by way of subdivision at 160 College Road, St Johns, while noting that the alternative names ‘Heale Place’ and ‘Mafic Place’ also meet the road naming criteria, in accordance with section 319(1)(j) of the Local Government Act 1974.

Comments

8. The right of way to be named is located at 160 College Road, St Johns, to the west side of Barbarich Drive and was created by the resource consent referenced R/JSL/2015/503 for Stage 8B of the Stonefields housing development. As depicted in the attached layout map (Attachment 1, labelled as Area A and highlighted in yellow), the new right of way road serves 11 sites, being Lots 40-48, 201 and 202.

9. The proposal for road naming also includes the naming of two jointly owned access lots (Lot 300 and 301) as part of stage 8A of the Stonefields housing development. These additional names are covered in separate reports for the consideration of the Ōrākei Local Board.

10. The Applicant has proposed the following names for consideration for the right of way created as part of the Stonefields housing development at 160 College Road, St Johns:

Preference

Proposed New Road Name

Meaning

Preferred Name

Raupo Lane

A common cattail (Typha angustifolia) used especially in New Zealand for thatching. The roots of the plant were formerly eaten and the pollen collected and made into bread.

First Alternative

Heale Place

Theophilus Heale (1816–1885) was a 19th-century Member of Parliamentfrom Auckland, New Zealand. He represented the Suburbs of Auckland electorate in 1860, from 25 January (elected in the electorate's first by-election that year) to 5 November, when he was defeated for Parnell.

Second Alternative

Mafic Place

Volcanic Geological Term - A compositional term for igneous rocks which contain 45 per cent-55 per cent SiO2 (by weight). Mafic rocks are generally dark colored, and are characterized by mineralogy including pyroxene and calcium-rich plagioclase, variable amounts of olivine, and accessory minerals such as ilmenite and magnetite. Examples of mafic rocks include basalt and gabbro.

11. The Applicant’s proposed road names have been assessed against the criteria set out in the Ōrākei Local Board Road Naming Guidelines.

12. In this instance, all proposed road names meet the criteria as laid out in the road naming guidelines.

14. The suffix ‘Place’ is also considered appropriate in the circumstances as ‘Appendix C’ references ‘Place’ as being a short, sometimes narrow, enclosed roadway. In this instance, the new road to be named will be servicing only 11 lots and is enclosed away from larger roads in the housing development by additional units approved as part of related subdivision and land use consents.

15. As the Applicant’s preferred name ‘Raupo Lane’ meets the criteria, it is recommended for consideration for approval, while noting that the alternative names of names ‘Heale Place’ and ‘Mafic Place’ as proposed by the applicant, are also appropriate as they comply with all the criteria of the road naming guidelines.

16. The applicant consulted with NZ Post to determine the suitability of the proposed names. This consultation concluded that ‘Raupo Lane’ is acceptable to NZ Post, as are the two alternative names provided.

17. Rob Hall, representing the Stonefields Resident’s Association, has confirmed support for the proposed names.

18. Graham Fabian, representing the Stonefields Business Association, has confirmed support for the proposed names.

19. A map showing the location of the new private road is attached.

Consideration

Local Board Views

21. The decision sought from the Ōrākei Local Board for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

22. The decision sought from the Ōrākei Local Board for this report is not considered to have any legal or legislative implications.

Maori impact statement

Implementation

14. The cost of processing the approval of the proposed new road name and any installation of road name signage is recoverable in accordance with Council’s Administrative Charges.

15. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once an approval is obtained for the new road name.

Attachments

No.	Title	Page
a View	160 College Road, St Johns - Site and Location Map (Area A)	211

Signatories

Author

Emerald James - Subdivision Advisor 1 and 2

Authorisers

Ian Smallburn - General Manager Resource Consents

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

Community Facilities Maintenance Contracts 2017

File No.: CP2016/17929

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 Ōrākei 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 View	Attachment One – Proposed geographical clusters	217
b View	Attachment Two – Proposed service specifications	219
c View	Attachment Three – Smart procurement principles	227
d View	Attachment Four – Delivery model options for Gulf Islands	231

Signatories

Author

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - GM Financial Strategy and Planning

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

Community lease with Auckland Citizens Advice Bureaux Incorporated

File No.: CP2016/18009

Purpose

1. To seek approval to grant a community lease for multi-premises to Auckland Citizens Advice Bureaux Incorporated. Premises are located in nineteen local board areas as follows:

· Albert-Eden

· Devonport-Takapuna

· Henderson-Massey

· Hibiscus and Bays

· Howick

· Kaipātiki

· Māngere-Ōtāhuhu

· Manurewa

· Maungakiekie-Tāmaki

· Ōrākei

· Ōtara-Papatoetoe

· Papakura

· Puketāpapa

· Rodney

· Upper Harbour

· Waiheke

· Waitākere Ranges

· Waitematā

· Whau

Executive summary

2. Auckland Council and Auckland Citizen Advice Bureaux Incorporated (the Bureaux) have negotiated a revised Strategic Relationship Agreement (Attachment A) and a new Funding Agreement which was approved by the Regional Strategy and Policy Committee on 7 April 2016.

3. This provides an opportunity for the existing thirty two occupation agreements, inherited from legacy councils, to be surrendered and replaced with a multi-premises lease. The initial term of the lease would be for two years with two rights of renewal each being for a three year period.

4. The change to a multi-premises lease has been discussed with the Bureaux who have welcomed the initiative as it would simplify their administration and enhance budgeting.

5. There have been meetings with most local boards with Bureaux premises who were overall supportive of the multi-premises lease.

Recommendation/s

That the Ōrākei Local Board:

a) approve the surrender of all leases and accommodation agreements to Auckland Citizens Advice Bureaux Incorporated and other associated societies of the Bureaux, within the respective local board area as specified in the Schedule of Bureaux Sites (Attachment B).

b) approve a new multi-premises lease to Auckland Citizens Advice Bureaux Incorporated for the premises within the respective local board area specified in the Bureaux Sites (Attachment B) subject to the following terms and conditions:

i) The lease term will be two (2) years commencing 1 July 2016 with two (2) three (3) year rights of renewal, with a final expiry of 30 June 2024, if all rights of renewal are exercised.

ii) Rent will be $1.00 plus GST per annum.

iii) Auckland Citizens Advice Bureaux Incorporated will be responsible for all operational charges for each site throughout the term of the lease, as set out in the Schedule of Bureaux Sites (Attachment B) and Regional Bureaux Sites-(Attachment C).

iv) That operational charges for any sites added during the term of the lease be at the rate prescribed by the community occupancy guidelines in effect at the time of addition, currently $25/m² of space occupied.

v) Provision is provided to allow for the addition and removal of premises during the term of the lease.

vi) Provision to allow Libraries, where the space occupied by the Bureaux is required for library purposes, to relocate the Bureaux to another area within the same building upon six months’ notice.

vii) The community outcomes plan provision be amended to refer to the revised strategic relationship agreement objectives to develop specific community outcomes between the Bureaux and each local board.

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

Comments

6. On 20 September 2012 the Bureaux was incorporated under the Incorporated Societies Act 1908. The aim of the Bureaux is to:

· Ensure that individuals do not suffer through ignorance of their rights and responsibilities

· Assist those who are unable to express their needs effectively

· To exert a responsible influence on the development of social policies and services, both locally and nationally.

7. Currently, the Bureaux and its associated societies occupy 32 premises provided by council throughout Auckland. All these have varying agreements in respect of the terms and conditions:

· Thirty are council-owned premises with various occupation arrangements in place;

· Two are commercially owned and leased to council.

8. A review of the occupation agreements with the Bureaux identified benefits that would accrue if these agreements were brought together as one lease with consistent terms and conditions, aligned with the Strategic Relationship Agreement (SRA) and Funding Agreement (FA) and Long-term Plan funding rounds.

9. Under the SRA, the Bureaux have agreed to meet local community objectives by providing communities with high quality information, advice, referral and client advocacy services that:

· Are accessible and responsive to the needs of our diverse communities

· Inform and empower people

· Encourage people to be actively involved in shaping their communities and the city

· Contribute to the development of regional social policy

· Collaborate with Auckland Council on the development of the strategic direction for the provision of the Citizens Advice Bureau services.

10. Relationships between local boards and local Bureaux are at different stages of development. The SRA supports development of successful long-term local board-Bureaux relationships by increasing information sharing between the board and Bureaux through quarterly and annual reports on service usage and emerging local issues.

Premises Background

11. The Bureaux and its associated societies have agreed to surrender existing occupation contracts and to enter into a regional multi-premises lease identifying the separate sites occupied by the Bureaux.

12. Attachment B lists the Bureaux premise(s) for inclusion in this local board area. Attachment C Regional Bureaux Sites shows all the Bureaux locations across the region.

13. Two sites listed below are owned by the Crown and held in trust by council as noted in the table below, these leases will require a clause to recognise that the properties may in the future be required for Treaty of Waitangi settlement purposes. These sites are:

Local Board Area	Building Name	Location
Maungakiekie-Tāmaki	CAB Office	100 Line Rd Glen Innes
Kaipātiki	Library building	5 Ernie Mays St Northcote

14. Three sites are unclassified local purpose reserves. These sites can be leased pursuant to section 61 (2A) of the Reserves Act without the need to classify or advertise. The details of each will be placed on a schedule of sites to be classified subsequently. The sites are:

Local Board Area	Building Name	Location
Maungakiekie-Tāmaki	CAB Office Plunket Rooms	100 Line Rd Glen Innes
Waiheke	CAB office building	141 Ocean View Rd Oneroa
Whau	New Lynn Library Building	3 Memorial Drive

Options

15. This report proposes that all council managed premises for the Bureaux be granted under a multi-premises community lease providing the thirty two sites with a common lease document with standard terms and conditions. A multi-premises lease will enable more efficient, consistent and streamlined lease management. Importantly it will provide the Bureaux with the following:

· Accommodation with a defined lease period

· Known costs to further assist their budget planning and financial controls

· Reduce both the Bureaux and council’s administrative costs thereby assisting the former to focus on their primary outcomes.

16. The regional premises meet the current service delivery needs of the Bureaux. No asset delivery study has been undertaken, but will be as part of the work programme in the SRA between council and the Bureaux. The proposed lease accommodates this future asset study by allowing for more streamlined addition and removal of premises to meet both the changing accommodation and business needs of the Bureaux.

17. Some sites are currently under consideration by local boards regarding configuration of current space or relocation to other premises. These are Panmure, Sylvia Park, Glen Innes, (Maungakiekie-Tāmaki Local Board) and Glen Eden (Waitākere Ranges Local Board).

18. The proposed multi-premises lease will allow for a more flexible optimization of the network while retaining local boards delegated authority.

19. This proposal was developed in consultation with the Arts Community and Events Department, Legal Services, and Corporate Finance and Property and in close working relationship with the Bureaux.

20. The local board can alternatively choose not to adopt the proposed recommendation, where its respective Bureaux will be omitted from the multi-premises agreement and managed as individual leases. The multi-premises agreement can still be entered into by supporting local boards and progressed without the participation of all, though this would significantly reduce the efficiencies to be gained by the approach.

Consideration

Local board views and implications

21. The recommendations within this report fall within the local board’s allocated authority relating to local, recreation, sport and community facilities.

22. Local Board budgets will be affected by the proposed change to rental and operational fees. However, the change is related to asset-based service budgets and does not need to be topped up by individual LDI funding for local boards showing a negative effect. Conversely, Local Boards receiving more revenue will not have ability to spend the additional funds showing in their accounts. Budgets will be adjusted at the first review in August to manage this.

23. A portfolio meeting has been held with most local boards and they were presented with the proposal for a multi-premises community lease. General acceptance of the approach for a multi-premises lease was indicated and no concerns were raised.

24. There are no local board risks identified for the proposal as it allows for a more networked and flexible management of the premises while retaining local boards delegated authority.

25. The SRA supports the achievement of the following 2014-2017 Ōrākei Local Board Plan priorities:

· Well-built community centres, enhanced libraries and well-designed neighbourhoods shaped by the community.

Māori impact statement

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

27. 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 local board area.

Implementation

28. The multi-premises community lease will outline consistent terms and conditions for each of the Bureaux

29. There are no significant cost implications for Auckland Council.

Attachments

No.	Title	Page
a View	Attachment A Strategic Relationship Agreement	239
b View	Attachment B Bureaux Site	259
c View	Attachment C Regional Bureaux Sites	261

Signatories

Author	Ron Johnson - Lease Advisor
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

Strategic Relationship Agreement

Serving Our Communities Together

Auckland Council and Auckland Citizens Advice Bureaux

A. Background and Purpose

Auckland Council and Auckland Citizens Advice Bureaux Inc. (ACABx) have a robust relationship, based on the long-standing relationship between local Bureaux and the legacy councils. Both organisations wish to reflect this existing goodwill in a framework to guide their relationship and the achievement of their shared vision, and further manifest this trust and mutual respect through development of a formal partnership and shared work programme. This agreement also provides for council funding for Citizens Advice Bureaux (CABx) services through ACABx and related accountabilities.

B. Shared Vision

Auckland Council and ACABx have agreed that they will work together to provide local communities with high quality information, advice, referral and client advocacy services that:

§ are accessible and responsive to the needs of our diverse communities

§ inform and empower people

§ encourage people to be actively involved in shaping their communities and the city

§ contribute to the development of regional social policy.

C. Roles and Responsibilities

Both organisations play roles in delivering on the shared vision:

Auckland Citizens Advice Bureaux (ACAB) Inc.

The aims of ACABx are:

To ensure that individuals do not suffer through ignorance of their rights and responsibilities, or of the services available; or through an inability to express their needs effectively.

Me noho matāra kia kaua te tangata e mate i tāna kore mōhio ki ngā āhuatanga e āhei atu ana ia, ki ngā mahi rānei e tika ana kia mahia e ia, ki ngā ratonga rānei e āhei atu ana ia; i te kore rānei āna e āhei ki te whaputu i āna hiahia kia mārama mai ai te tangata.

To exert a responsible influence on the development of social policies and Services, both locally and nationally.

Kia tino whawāhi atu ki te auahatanga o ngā kaupapa-ā-iwi me ngā ratonga-ā-rohe, puta noa hoki i te motu.

ACABx:

An Incorporated Society, established in June 2012 with the following purposes:

§ to provide an organisational framework and support structure which enables a co-ordinated service to members related to funding from, and other support arrangements with, Auckland Council and other bodies.

§ to work with Auckland Council on the development of the strategic direction for the provision of the Citizens Advice Bureau services within the Auckland Council area.

Auckland’s Citizens Advice Bureaux (CABx) are members of ACABx and democratically elect a board to fulfil the above purposes. In turn, ACABx and all Auckland CABx are members of Citizens Advice Bureau New Zealand (CABNZ). CABNZ supports bureaux to meet membership standards which underpin their service and influences development of social policies and services at a national level.

CABx provide information, advice, referral and client advocacy services via face-to-face, telephone and online contact. Currently, there are 12 Bureaux comprising 31 Auckland service sites, with over 900 trained volunteers fielding close to 302,000 enquiries per annum, 75 percent of this service is delivered face-to-face.

Auckland Council:

A unitary authority with purposes, functions, powers and duties as set out in the Local Government Act 2002 and amendments, and other Acts including the Local Government (Auckland Council) Act 2009.

Support for CABx strongly aligns with the vision and strategic direction of the Auckland Plan and the Empowered Communities Approach endorsed by the Regional Strategy and Policy Committee on 4 June 2015.

Key roles in this relationship include, but are not limited to:

§ brokering and facilitation

§ co-ordination and planning

§ networking and access to information, knowledge and other key decision makers

§ advocacy

§ Kaitiakitanga/guardianship role (in terms of both the City and its people)

§ engagement with local communities.

In terms of this agreement Auckland Council also takes on the role of a funder.

Both organisations agree to support each other where possible, including reasonable acknowledgement of each other’s logos where appropriate.

Guiding Principles of working together

Both organisations acknowledge a commitment to the concept of partnering and agree to:

§ work in such a way that promotes goodwill, good faith and trust, recognising and respecting each other’s ways of working and obligations to their organisation and wider stakeholders

§ commit to continuously seek to improve what we do in partnership through sharing good practice

§ support the achievement of each other’s outcomes where possible and work constructively and collaboratively to achieve shared outcomes

§ acknowledge and celebrate success and the achievement of mutually shared outcomes

§ work together to actively support the Treaty of Waitangi/Te Tiriti o Waitangi

§ actively promote social inclusion and embrace Auckland community diversity

§ share information to improve understanding of local communities and inform council social policy development.

D. Managing the Relationship

Both organisations agree to:

§ meet a minimum of four times a year to progress their shared outcomes

§ develop a shared work programme including a range of initiatives at both strategic and operational levels that is reviewed on an annual basis

§ ensure the maintenance and ongoing development of a strong and healthy MASTER CW LOGO relationship.

E. Resourcing MASTER CW LOGO

The financial and non-financial resources of each organisation will be used to support the achievement of individual and shared outcomes, including resourcing and capacity to invest in relationships and partnering processes.

Key non-financial resources include:

§ staff, elected member and volunteer time

§ knowledge, information, advice and networks.

Auckland Council has agreed to fund ACABx for the provision of Auckland CABx services for the two year period 2016-2018 because CABx are:

§ well established and have recognised expertise

§ critical to fulfilling council goals

§ involved in activities in which council has a key interest

§ healthy, viable and sustainable organisations.

F. Review

Both organisations are mutually accountable for delivering on this agreement, and reporting progress to each other and to third parties. This strategic relationship agreement will be reviewed at the end of one year from the date of signing.

G. Signatories

The common seal of Auckland Citizens Advice Bureaux Inc. was affixed in the presence of the Chairperson /Representative (***) and a Board Member (***) on …………………….2016.

ACABx Chairperson/Representative Auckland Council

ACABx Board Member Auckland Council officer with delegated authority

SCHEDULES

1. Shared vision

2. Protocols and Processes to Support the Relationship

3. Biennial Work Priority Areas

· Shared Outcomes and Key Work Priority Areas

4. CAB Services in 2016/2018

Schedule 1. Shared Vision

Auckland Council and ACABx have agreed they will work together to provide local communities with high quality information, advice, referral and client advocacy services that:

§ are accessible and responsive to the needs of our diverse communities

§ inform and empower people

§ encourage people to be actively involved in shaping their communities and the city

§ contribute to the development of regional social policy.

Schedule 2. Protocols and Processes to Support the Relationship

The scope of this relationship

This Agreement is not intended to extend to the day-to-day operation of local bureaux. In relation to the local boards – local CABx relationship, the focus is on local services.

Table one: Identified activities within this agreement

In scope	Out of scope
Regional funding relationship including monitoring and reporting	Local, supplementary funding to CABx through local boards
Overview of CABx accommodation and multi-site lease arrangements	Property issues associated with local CABx
Co-ordinating cross-council relationships with ACABx (e.g. Libraries)	The operational relationships between council departments and local CABx
Research using aggregated data and information to inform policy development that address issues facing CAB clients	Access to or sharing of data that may compromise client privacy, or other confidential matters (etc.)
Support for ACABx and CABx to develop capacity and services to effectively respond to the changing face of Auckland	Specific funding arrangements outside of the ACABx grant

Auckland Council Governing Body – ACABx Relationship

This strategic relationship is between ACABx and Council’s Governing Body, with a focus on ensuring both Council and ACABx have an Auckland wide focus and best practice principles to achieve the most effective and responsive service for the people of Auckland.

The Governing Body (which consists of an elected mayor and 20 councillors) focuses on big picture, region-wide strategic decisions, and it is the Governing Body who holds the decision-making role in relationship to the regional ACABx relationship.

Strategic Relationship Management

Both organisations recognise that many people, at both political, governance and operational levels, will be involved in achieving the goals and priorities that form the basis of this agreement. For clarity, and to facilitate and strengthen the strategic relationship between both organisations, the Community Empowerment Manager for Auckland Council and the Board Chair ACABx are identified as the key people with oversight responsibilities for the successful implementation of this agreement.

Funding

Auckland Council Governing Body has agreed to provide funding through the Long-term Plan 2015-2025. Funding has been agreed for 2016-2018 to support the operation of CABx across Auckland and the agreed work programme.

Funding will be in accordance with the terms and conditions of the Funding Agreement attached as Appendix One. The term of this agreement is for two years. A negotiated right of renewal at the completion of this agreement for a period of three years followed by a further three years is conditional on delivery of the agreed biennial work programme for 2016-2018 and approval by the Auckland Council Regional Strategy and Policy Committee.

Relationship between local boards and local CABx

Local boards are a key part of Auckland's governance, enabling local representation and decision making on behalf of local communities. There are 21 local boards throughout the Auckland region from Rodney to Franklin.

Local boards have a significant and wide-ranging role that spans most council services and activities. Local boards represent their communities, make decisions on local matters including local facilities, provide local leadership and support strong local communities. Local boards provide important local input into region-wide strategies and plans including those of the council-controlled organisations (CCOs).

Relationships between local boards and local CABx are at different stages of development, which reflect their specific local situation. Some local boards have more than one CABx in their area, and some local boards are serviced from their neighbouring local board area. However, the local board is a primary stakeholder in any local CABx. The local board’s role includes decision-making in relation to locations and leasing of community facilities, many of which accommodate local CABx. The local CABx role is to provide local information, advice, referral and client advocacy services to meet the needs of the local community. The intention of this Agreement is to support development of successful long-term local board-local CABx relationships for mutual benefit. There will continue to be different relationships in different local board areas, reflect their specific local context, preferences and priorities.

The process for successful collaboration between local boards and local CABx

To fulfil the intent of this strategic relationship agreement the following actions will be undertaken:

· To promote information sharing, local CABx will report to their relevant local board on a quarterly basis on service usage and other matters of interest (emerging trends and local issues). This may be done as a cluster in a local board area. The expectation is that as part of this reporting process local bureau will give an annual presentation at a local board meeting at least once a year.

· To develop and maintain the relationship between local boards and local CABx, regular meetings will be set up for the purpose of sharing emerging trends. The frequency and format of those meetings should be agreed with the local board Chair and/or the local board portfolio lead.

· Regular meetings will provide for CABx to contribute to empowering and enabling communities and improve service delivery.

· Each local board – local CABx will focus on relationship development and implementation will be designed to build on local strengths and successes and respond to the specific needs of the local area and its community.

The key outputs of successful collaboration between local boards and local CABx

The key outputs of a successful collaboration include:

§ Reporting to local boards e.g. on service usage and other matters of interest

§ Informal updates and check-ins

§ Opportunities to provide input into future local community development and CABx service development

§ Opportunities for co-location or location in Auckland Council-owned facilities.

Each local board – local CABx relationship development and implementation will be designed to build on local strengths and successes and respond to the specific needs of the local area and its community.

Auckland Libraries’ Relationship with ACABx

Local libraries and local CABx have good established relationships. Libraries provide access to information, CABx provide facilitated access to information and unique advice tailored to the situation of the client. The intention of this agreement is to strengthen and develop relationships between Auckland Libraries and ACABx in order to strengthen areas for working together.

This will include:

Twice-yearly meetings, incorporated into the general meeting schedule, will include a senior manager in Libraries and an ACABx representative to share information, build relationships, and develop effective mechanisms for addressing matters over which the services need to co-operate, particularly within co-located facilities. It is expected that local libraries via the Community Library Manager will also be in relationship with their local CABx.

Reporting

As part of each organisation’s annual planning process, elected/board members and staff of both organisations will come together for a workshop each year. This workshop will be an opportunity to discuss shared issues and projects related to the setting of forthcoming work programmes.

Regular meetings (four to six annually) will be held to support the joint relationship and achievement of the shared work programme. These meetings will focus on:

§ Reviewing progress against the work programme, including timeframes, outcomes and resourcing

§ Sharing information, issues and opportunities and ensuring delivery of the shared work programme

§ General relationship strengthening

§ Celebrating successes

Conflict Management

Both organisations are committed to address any issues that may arise by communicating honestly and openly and at an early stage.

However, if necessary, the Chief Executive of Auckland Council and the ACABx Board Chair, or their delegates, agree to meet and work through any serious issue or conflict in a sensible and practical manner.

If a resolution is not reached via this process, both parties will participate in mediation with a mutually acceptable mediator appointed if necessary by the Chairperson of LEADR NZ Inc. (Lawyers Engaged in Alternative Dispute Resolution).

Evaluation

Both organisations are committed to evaluate and review performance, not only in terms of shared work programmes (via achievement of key milestones and outcomes noted in the shared work programme), but also the effectiveness of this relationship agreement. The latter evaluation will be built into the annual workshop between both organisations and a broader biennial relationship review undertaken as part of the development process of any further agreement between the parties.

Schedule 3. Biennial Work Priority Areas

· Shared Outcomes and Key Work Priority Areas

As noted in this strategic relationship agreement, the Auckland CABx and local councils have worked together for many years and both organisations acknowledge the contribution that each has made.

This agreement reflects a partnering way of working, which is also reflected in the biennial work priority areas with key resourcing to support shared projects over the two-year period identified in Auckland Council’s Long-term Plan 2015-2025 and ACABx Strategic Plan.

Work Priority Areas for the 2016-2018 period include:

§ Partnering –clarifying the Council-ACABx relationship framework in practice

§ Annual work programme development–refining the annual joint programme of work that will progress our shared outcomes

§ Policy development–enabling a process for ACABx to contribute to council’s social policy development

Additional priorities can be incorporated to the biennial work programme, providing there is shared agreement and careful consideration of resourcing implications.

BIENNIAL WORK PROGRAMME FOR 2016/2017 – 2017/18

Objectives	Parties Involved	Outputs
1. Partnering Support development of the collaborative relationship and partnering as a fundamental way of working. Define approach and language to build upon this agreement and to be built into ongoing agreements.	ACABx representatives and Community Empowerment Unit (CEU), Auckland Council staff	Partnering language and approach developed collaboratively and clearly articulated and documented by ACABx and council by June 2017.
2. Annual work programme development Acknowledging both parties are working toward outcomes to contribute to positive social change at a local and regional level – refine the joint programme of work. Year one – Work collaboratively to define approach and tools that ensure the value and outcomes of ACABx work is communicated and measured working towards a better articulation of the value that CABx provide to Auckland communities. Build capability to address network provision, including development of tools to ensure ACABx and CABx responsiveness to : · growth in service need or provision particularly relating to vulnerable communities · demographic change · information exchange needs · digital service provision Year two – Test and apply approach to be completed and reviewed at the end of year two.	ACABx representatives and CEU staff	Co-develop via regular meetings a model of gathering and analysing, information and communicating the impact of CABx in the community. Co-develop model that will capture both quantitative (how much did we do), and qualitative (how well did we do it?) and impact (what changed as a result) data. Agree model by June 2017 for application in 2017-18 year by ACABx. Co-develop and agree approach and tools for responding to the changing needs of Auckland’s communities to be tested in 2017-18 year by ACABx. From June 2017 apply model of capturing, reporting and communicating impact and responsive network provision. March-June 2018 collaboratively review application of the model.
3. Policy development – analyse and interpret statistics, case studies, anecdotal evidence, knowledge and experience to share to support policy development enabling positive social change within Auckland’s communities.	ACABx and CABx representatives, CEU, RIMU, Community and Social Policy staff	Co-develop an approach to ensuring information is shared effectively and communicated in a way that is valuable for all parties. AC will work with ACABx so that relevant ACABx information is received and distributed across Council and informs Council policies and practice. Approach to be developed and confirmed by June 2017 and applied in the financial year 2017-18.

Ōrākei Local Board

01 September 2016

CABx services are provided at the following sites as well as through 0800FORCAB (0800367222) and www.cab.org.nz.

The following table denotes the service as at May 2016. Hours of operation are subject to change.

CAB Site	Address	Weekdays		Saturdays	Local Board
Albany (Agency of Browns Bay)	Upper Harbour Local Board Office 3 Kell Drive, Albany	Mon	12.00pm - 2.00pm		Upper Harbour
Avondale	Carpark behind Avondale Library 93 Rosebank Road, Avondale	Mon-Fri	9.30am - 1.00pm		Whau
Birkenhead	Birkenhead Library Building Cnr Rawene Road and Hinemoa Street, Birkenhead	Mon-Fri	9.00am - 4.30pm		Kaipatiki
Botany (Agency of Pakuranga)	25I Town Centre Drive, Botany Town Centre, East Tamaki	Mon-Fri	9.30am - 1.00pm		Pakuranga
Browns Bay	2 Glen Road, Browns Bay	Mon-Fri	9.00am - 4.30pm		Hibiscus and Bays
CAB Language Link (Not funded by AC)	521D Mt Albert Road, Three Kings	Mon-Fri	9.00am - 4.00pm		Puketepapa
Central Auckland	First Floor, Central Auckland Library 44-46 Lorne Street, Auckland CBD	Mon-Thu	9.30am - 4.30pm	10.00am - 12.00pm	Waitemata
Central Auckland		Fri	11.00am – 3.00pm	10.00am - 12.00pm	Waitemata
Eden-Albert	Adjoining Mt Albert Library Building 82 St Lukes Road, Mt Albert	Mon-Fri	9.00am - 4.00pm		Albert-Eden
Glen Eden	Glen Eden Library Complex Cnr Glendale Road and Glenmall Place, Glen Eden	Mon-Fri	9.00am - 4.30pm		Waitakere Ranges
Glen Innes	Plunket Rooms 100 Line Road, Glen Innes	Mon-Fri	9.00am - 4.00pm	9.30am – 11.00am [Legal Advice Clinic by appointment only]	Maungakiekie-Tamaki

CAB Site	Address	Weekdays		Saturdays	Local Board
Glenfield	Glenfield Library Building 90 Bentley Avenue, Glenfield	Mon-Fri	9.00am - 4.30pm		Kaipatiki
Grey Lynn-Ponsonby	Grey Lynn Community Centre 510 Richmond Road, Grey Lynn	Mon-Fri	9.00am - 4.00pm	9.00am – 4.00pm	Waitemata
Helensville	27 Commercial Road, Helensville	Mon-Fri	10.00am - 3.00pm		Rodney
Henderson	11 Trading Place, Henderson	Mon-Fri	9.00am - 4.30pm		Henderson-Massey
Hibiscus Coast	Orewa Community Centre 40-46 Orewa Square, Orewa	Mon-Fri	9.00am - 3.30pm	10.00am - 1.00pm	Hibiscus and Bays
Mangere	Shop 17, Orly Avenue Mangere Town Centre	Mon-Fri	9.00am - 4.00pm	9.30am - 12.30pm	Mangere-Otahuhu
Manurewa	Library Complex 7J Hill Road, Manurewa	Mon-Fri	9.00am - 4.00pm	9.00am - 11.00pm	Manurewa
Massey	Massey Library Building Cnr Don Buck Road and Westgate Drive Massey	Mon-Fri	9.00am - 4.30pm		Henderson-Massey
Mt Roskill	Mt Roskill Library Building 546 Mt Albert Road, Three Kings	Mon, Wed, Thu	9.30am - 4.00pm	10.00am – 12.00pm	Puketepapa
Mt Roskill	Mt Roskill Library Building 546 Mt Albert Road, Three Kings	Tue, Fri	9.30am - 1.00pm	10.00am – 12.00pm	Puketepapa
New Lynn	New Lynn Library Building 3 Memorial Drive, New Lynn	Mon-Fri	9.00am - 4.30pm	10.00am - 1.00pm	Whau
Northcote	Northcote Library Buildings 5 Ernie Mays Street, Northcote	Mon-Fri	9.15am - 3.30pm		Kaipatiki
Onehunga	Onehunga Community Centre and Library Building 83 Church Street, Onehunga	Mon, Tue, Thu, Fri Wed	9.30am - 4.00pm 9.30am – 5.15pm	10.00am - 12.00pm	Maungakiekie-Tamaki
CAB Site	Address	Weekdays		Saturdays	Local Board
Otahuhu (Agency of Mangere)	Toia Precinct, 30-34 Mason Avenue, Otahuhu	Mon-Fri	10.00am – 2.00pm		Mangere-Otahuhu
Otara	Shops 1 and 2, 46 Fair Mall Bairds Road, Otara Town Centre	Mon-Fri	9.00am – 4.00pm	9.00am – 12.00pm	Otara-Papatoetoe
Pakuranga-Eastern Manukau	Pakuranga Library Building Aylesbury Street, Pakuranga	Mon-Fri	9.00am - 4.30pm	9:30am - 11:30am	Howick
Panmure-Ellerslie	Panmure Community Centre 7-13 Pilkington Road, Panmure	Mon-Fri	9.30am – 12.45pm		Maungakiekie-Tamaki
Papakura	4a Opaheke Road Papakura	Mon-Thu	9.00am - 4.30pm		Papakura
Papakura	4a Opaheke Road Papakura	Fri	9.00am – 4.00pm		Papakura
Papatoetoe	35a St George Street, Papatoetoe	Mon-Fri	9.00am - 4.00pm	9.00am – 12.00pm	Otara-Papatoetoe
Remuera-Eastern Bays	4 Victoria Avenue, Remuera	Mon-Fri	9.00am - 5.00pm		Ōrākei
Sylvia Park	Shop N230, Level 1, Sylvia Park Mall 286 Mt Wellington Highway, Sylvia Park	Mon-Fri	9.00am - 4.30pm	10.00am – 12.00pm	Maungakiekie-Tamaki
Takapuna	Takapuna Community Services Building 7 The Strand, Takapuna	Mon-Fri	9.00am - 4.30pm		Devonport-Takapuna
Takapuna	Takapuna Community Services Building 7 The Strand, Takapuna	Thu	7.00pm – 8.30pm		Devonport-Takapuna
Waiheke	141 Ocean View Road, Oneroa, Waiheke	Mon-Fri	9.00am - 1.30pm	9.00am - 12.00pm	Waiheke
Wellsford	Wellsford Community Centre 1 Matheson Road, Wellsford	Mon-Fri	10.00am - 3.00pm		Rodney

Ōrākei Local Board

01 September 2016

Auckland Transport Update - September 2016

File No.: CP2016/18233

Purpose

1. The purpose of the report is to respond to Local Board requests on transport-related matters, update the local board on their transport capital projects and to provide information to Elected Members about Auckland Transport (AT) activities in the Local Board area since the last report.

Executive summary

2. This report covers matters of specific application and interest to the Ōrākei Local Board and its community and matters of general interest relating to Auckland Transport (AT) activities or the transport sector.

3. In particular, this report provides information on:

· Updates on the Transport Capital Fund

· Glen Innes to Tamaki Drive Shared Path

· Reporting back on outstanding resolutions.

4. This report seeks a decision on:

· The proposed Tamaki Drive Separated Cycle Path project.

Recommendation/s

That the Ōrākei Local Board:

a) note the ‘Auckland Transport Update – September 2016’ report.

b) support the project of a separated cycle path on Tamaki Drive, and in principle the option to create a dynamic lane from Ngapipi Road to Solent Street to facilitate peak traffic demand.

Reporting Back

5. Resolution number OR/2015/11: The Ōrākei Local Board: c) requests quarterly updates from Auckland Transport on issues relating to container trucks through Ōrākei as Ōrākei Local Board representatives discussed with Auckland Transport at a meeting on 7 August 2015.

6. Driver feedback and engine breaking signs have been put up in response to this request. School travel plans are in progress for St Thomas School and Selwyn College.

7. Industry meetings have requested that trucks not travel through Ōrākei immediately before and after school.

8. Resolution number OR/2015/118: The Ōrākei Local Board: g) requests that Auckland Transport update the Ōrākei Local Board on available options to improve the parking experience within Remuera.

9. In response to this request, Auckland Transport has investigated and will be changing the parking outside the Post Office on Victoria Ave from P30 to P15. The signs are on order and will be installed by November 2016.

10. Auckland Transport is also working with the private sector to develop a 255 public carpark in Clonbern Road. This project is still in concept phase.

Local board transport capital fund (LBTCF)

11. The Ōrākei Local Board’s funding allocation under the LBTCF is $549,949 per annum.

12. The Board is currently oversubscribed to this fund and projects will need to be reconsidered following the election.

13. The Board’s active projects are included in Table 1 below (NB: ROC = rough order of costs; FEC = firm estimate of cost):

Table 1:

ID#	Project Description	Progress/Current Status
419	Colin Maiden Park Shared Path	March 2016: · Feasibility and detailed design are underway. · This project is intended to provide safe off road connection for pedestrians and cyclists through Colin Maiden Park, from College Road to Merton Road. · Auckland Transport understands this project has potential implications for land use surrounding the proposed path. This project has been given priority. April 2016: There is no update, further information is expected for the May Report. June 2016: Presentation of initial findings was made to the board on 26/5/16, this included the need to increase the amount allocated to this project by $10,000, and this will allow a geo technical survey of the land to accurately identify preferred path options. This will take the total cost of the project to $40,000. July 2016: Preliminary designs have been provided to the board for feedback, once this has been received AT will be in a position to provide the ROC. August 2016: AT is unable to provide a ROC at this stage as it is still working through the feedback. September 2016: Feedback from current Colin Maiden Park Stakeholders has been received and AT is working through this to inform the final design.
296	Ōrākei Station Secure Bike Parking	July 2016: This is currently out to tender and is expected to be awarded in July. September 2016: Tender has been awarded but there have been some delays to the commencement of construction. Expected completion date is late September 2016.
109	Mission Bay Streetscape Upgrade	March 2016: Contract between all parties has been signed and detailed design tender is currently underway. April 2016: Consultation has begun on this project. AT will report the results of this consultation when we have the results. June 2016: Businesses have provided AT with feedback on the layout of the dining and pedestrian access. This is being considered in the final design, currently underway. August 2016: AT called a meeting to discuss project risks and costing, following detailed design. There are indications that there will be an increase to the cost of the project, although AT are currently reviewing the designs to find savings. September 2016: Reviewed costings have been approved by all parties. It is expected this project will be completed by the end of 2016.
494	Upland Road Footpath	August 2016: New footpath on the east side of Upland Road – This project is in detailed design phase.
498	The Landing Entrance	August 2016: Redesign the entrance to The Landing at Okahu Bay on Tamaki Drive, for safety and ease of access for users. The re-design is in detailed design phase.
499	Remuera Streetscape Upgrade	Extend the footpath on Remuera Road at the intersection of Victoria Ave and Clonbern Road. At internal consultation and detailed design stage, also awaiting funding savings from completed projects to secure the full amount of funding. September 2016: Data is currently being collected for the Limit Line Red Pavement Markers Trial in the vicinity of the proposed upgrade sight. As such, AT recommends this is put on hold until sufficient data can be collected by the end of 2016. Please note, the LBTCF is currently oversubscribed so recommend this is deferred to the next electoral term.
500	St Heliers Library Streetscape Upgrade	August 2016 Develop a plan to create a more open environment outside the St Heliers Library, manage safety issues from old trees and seats. Currently being scoped for viability. September 2016: No Update.

For Information

Grand Drive and Abbotts Way intersection

14. Grand Drive and Abbotts Way intersection has been signalised and is in commission.

15. This intersection change was a response to a request from the Ōrākei Local Board in 2014.

16. Auckland Transport will monitor and adjust light phasing as required.

Tamaki Drive Separated Cycle Path

17. Auckland Transport presented 3 possible options for a separated cycle path on Tamaki Drive at a workshop on 11 August 2016.

18. The proposed alignment of the cycle path is from Ngapipi Road to Solent Street (the Quay Street cycle path).

19. Two options propose a path on the South side (Hobson Bay) and a third option to cross Tamaki Drive and the path be on the North side (Waitemata Harbour).

20. All options propose a dynamic lane, accommodating two lanes in peak traffic for the West bound (morning) and East bound (evening) flow. The key benefit of this is to maximise the utilisation of the current of road space.

21. Auckland Transport asks the Ōrākei Local Board to provide support in principle for this project, as this will enable the design work to progress.

Glen Innes to Tamaki Drive Shared Path

22. Section 1 (Merton Road to St Johns Road) is under construction and due to be finished by late September / early October.

23. Section 2 (St Johns Road to Meadowbank Station) and Section 3 (Ōrākei Basin boardwalk widening) have received resource consent approval from the commissioners appointed by Council to hear the applications. This is a key milestone for the project.

24. Section 3 – Construction is expected to commence at the end of September.

25. Section 4 – The analysis of options over the boat club land and reserve is on-going.

Regional and sub-regional projects

Simpler Fares

26. Auckland Transport launched ‘simpler public transport fares’ on 14 August 2016. These have been well received by the public.

27. Simpler Fares makes it easier to transfer between multiple public transport modes and enables fares in many parts of Auckland to be reduced it is also a key aspect of the introduction of the ‘New Network’ for frequent bus services.

Attachments

There are no attachments for this report.

Signatories

Author

Melanie Dale – Elected Member Relationship Manager , Auckland Transport

Authorisers

Jonathan Anyon – Manager Elected Member Relationship Unit, Auckland Transport

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

01 September 2016

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

File No.: CP2016/17993

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 Ōrākei 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

Author	Felicity Prance – Policy Advisor
Authoriser	Carol McKenzie-Rex - Relationship Manager

Ōrākei Local Board

01 September 2016

Board Member Report - Kit Parkinson

File No.: CP2016/18313

Purpose

1. To update the Ōrākei Local Board Members on portfolio activities and projects, and other activities since the last Ōrākei Local Board meeting.

Recommendation

That the report be received.

Portfolio Lead: Parks, Reserves and Recreation Facilities

Alternate Portfolio Holder: Infrastructure (Non Transport)

Other Appointments: Tāmaki Estuary Environmental Forum member; Ngāti Whātua Ōrākei Reserves Board member; Tūpuna Maunga o Tāmaki Makaurau Authority member; Ōrākei Basin Advisor Group Member; Mission Bay-Kohimarama Residents Association member; Mission Bay Business Association; Lunn Avenue/Stonefields business area; Friends of Madills; Friends of Kepa Bush; Friends of Waiatarua; Friends of Tahuna Torea

Significant points from monthly Board workshops and briefings

2. I am pleased to report some forward progress on the opening of the Ngahue OFC fields for community use, with only two weeks of the season remaining it is reminiscent of the same time last year when the fields were also closed until close to the end of the winter season.

3. The Pourewa Creek Recreation Reserve Draft Management Plan was accepted as a final version at the Ngāti Whātua Ōrākei Reserves Board meeting on 22^nd August 2016.

Portfolio activities for the month

August 1 Local Board Members briefing on Greenways identity

Ōrākei Local Board agenda run through

Event Portfolio meeting

Public Art Portfolio meeting

Tamaki Public meeting

August 2 Meeting with John Potter re rabbits on Ohinerau

Mission Bay – Kohimarama Residents Association

August 3 Meeting with BMX regarding reserve status

August 4 Independent Hearing Panel recommendations, briefing for Local Board members

Ōrākei Local Board Business Meeting

August 8 Events Portfolio meeting

Pānuku Portfolio meeting

Mission Bay – Kohimarama Residents Association

August 9 Parks Portfolio meeting

August 10 Men’s Shed North Shore meeting

Win with Words Prize giving, Remuera Library

August 11 Madills Farm toilet installation site meeting

Win with Words Prize-giving, St Heliers Library

August 18 Meeting with AFF on Liston Park

Environment and Infrastructure meeting

Ōrākei Local Board 5 hour Workshop

August 19 Colin Maiden Park Hockey turf meeting

Men’s Shed executive meeting

Ōrākei Basin Advisory Group

August 22 Ellerslie Residents Association AGM

Ngāti Whātua Ōrākei Reserves Board meeting

Auckland Netball meeting

August 24 OBC Boat Club meeting

August 25 Chair/Deputy Chair catchup

Sports Auckland meeting

Ōrākei Local Board workshop

August 26 Tamaki Precinct Event Guidelines meeting

August 29 Ōrākei Local Board agenda run through

Community Facilities meeting

August 30 Remuera Residents Association AGM

August 31 Auckland Governance Framework Review meeting

Attachments

No.	Title	Page
a View	Ngāti Whātua Ōrākei Reserves Board Minutes	313
b View	Pourewa Creek Recreation Reserve Draft Management Plan	321

Signatory

Author

Kit Parkinson – Ōrākei Local Board Councillor

Date: 22 May 2016

Ōrākei Local Board

01 September 2016

Board Member Report - Colin Davis

File No.: CP2016/18154

Purpose

1. To update the Ōrākei Local Board Members on portfolio activities and projects, and other activities since last reported.

Recommendation/s

a) That the report be received.

b) That the Manager of the Heritage Team be requested to report to the Board’s next workshop on progress and a timetable to complete the restoration of the Tamaki Drive searchlight emplacements.

c) That Auckland Transport be requested to erect a sign in Fern Glen Road North to identify the access to the Winifred Huggins Walkway.

Portfolio Lead: Environment and Infrastructure; Heritage; Libraries (joint)

Other (alternate portfolio holder): Transport; Regulatory, Bylaws and Compliance; Civil Defence and Emergency Management; Local (non sports) Parks (joint)

Environment and Infrastructure

There was a pollution incident on 9 August. A report was received of sediment flowing from one of the stormwater outlet pipes leading to the stream in Madill’s Farm. The discharge stopped not long after it was reported which made it difficult to trace.

Heritage

World War One Commemorations

As a member of the Council’s WWI Centennial Memorial Working Party, which reports to the WWI Commemoration Political Steering Group, I attend regular meetings of both.

Restoration Heritage Searchlight Emplacements – Tamaki Drive

Regrettably, I cannot report any progress. Not being kept informed by the heritage team on progress or lack thereof is very disappointing to say the least. Until the application for a resource consent to remove the unsightly leaning power pole and sagging lines behind searchlight emplacement no. 3 and the undergrounding of those lines is approved no further physical works can be carried out on this emplacement. However, this should not stop progress on restoration of the existing shutters and the re-creation of new ones for searchlight emplacement no. 2.

I have not had any update regarding the sign although I have provided the list of resources used for my text of the sign to the Council’s assigned heritage researcher. I understand that photographs to illustrate the text are being sourced from the list I provided.

Dingle Dell

The new information signs have been erected at the access points to Dingle Dell Reserve, including one near the Long Drive entry point to the reserve. They look very good.

There needs to be a sign at the presently unmarked entry point in Fern Glen Road for the Winifred Huggins Walkway. I have previously suggested this and in discussion with parks staff, it appears that such a sign would be Auckland Transport’s decision.

Stonefields Heritage Trail

It was with much disappointment that a blessing for the Heritage Trail was done without any involvement by members of the Ōrākei Local Board which has the governorship role and is the fund provider of the project. Staff issued invitations in the name of the Board for this significant event but did not inform Ōrākei Local Board members and accordingly they could not attend.

At the last meeting of the Board it was resolved That staff report to the Board on the provision of access points (as previously requested by the Board during the development of plans for the Trail) to and from the Stonefields Heritage Trail and adjacent properties, in addition to the Warehouse site, in Lunn Avenue where the trail and the properties are almost level, which will benefit those properties from pedestrian access to and from the trail as well as being an added amenity for the residents of Stonefields and others accessing this unique heritage trail. To date there has been no written or oral response.

The Stonefields Residents Association committee has resolved to ask Council staff to keep the committee informed of progress, through the Board’s representative, on a monthly basis.

Libraries

Patronage is steady at both the Remuera and St Heliers libraries with many interesting events available for all age ranges.

Civil Defence and Emergency Management

There is nothing to report.

Local (non sports) Parks

It is pleasing that the new public toilets adjacent to the Madill’s Farm playground were installed on 11 August. The deputy Chair and I were present at the installation which took about 4 hours to prepare the site and 4 minutes to install the building. A wrap around mural is to yet to be put on which will help to blend the concrete building with its surroundings. The facility is not yet open for business.

Activities since 22 July 2016

As well as assisting with a range of citizens’ enquiries, I have also attended the following to date:

26 July meeting re Colin Maiden Master Plan.

28 July the Ōrākei Local Board workshop various topics.

1 August the Board’s public art portfolio holders briefing.

1 August the St Heliers Village Association’s executive meeting.

3 August the St Heliers Village Association’s networking breakfast.

4 August local boards’ members’ briefing on the Unitary Plan.

4 August the Ōrākei Local Board extraordinary business meeting.

4 August the Ōrākei Local Board business meeting.

8 August the meeting of the WWI Commemoration Political Steering Group.

8 August the mayoral candidates forum at St Heliers community centre.

9 August the regular scheduled Ōrākei Local Board parks portfolio holders’ briefing.

10 August the Win with Words children’s prize giving event at Remuera library.

11 August observed the installation of the new public toilet building at Madills Farm.

11 August the Ōrākei Local Board workshop various topics.

11 August the Win with Words children’s prize giving event at St Heliers library.

15 August meeting of the Auckland Library Heritage Trust, of which I am chairman.

17 August the meeting of the Stonefields Residents’ Association.

18 August the Ōrākei Local Board’s environment and infrastructure portfolio holders’ briefing.

18 August the Ōrākei Local Board workshop various topics.

18 August the opening event of the Davis funeral premises in Kohimarama.

22 August Ellerslie Residents’ Association Annual General and public meetings.

Scheduled to attend:

23 August the meeting of the WWI Centennial Memorial Working Party.

25 August the Ōrākei Local Board workshop various topics.

31 August the Governance Framework Review seminar.

1 September the Ōrākei Local Board business meeting.

5 September the meeting of the WWI Commemoration Political Steering Group.

5 September the St Heliers Village Association’s executive meeting.

5 September the St Heliers/Glendowie Residents’ Association meeting.

8 September the Ōrākei Local Board workshop various topics.

13 September the regular scheduled Ōrākei Local Board parks portfolio holders’ briefing.

15 September the Battle of the Somme commemoration at the Auckland Museum.

15 September the Ōrākei Local Board workshop various topics.

21 September Heritage Festival opening.

21 September the meeting of the Stonefields Residents’ Association.

24 September the St Heliers heritage walk which I am leading as part of the Heritage Week Festival.

26 September the Board’s Fencing of Swimming Pools Exemption Committee inspections and meeting.

Attachments

There are no attachments for this report.

Signatory

Author

Colin Davis, Ōrākei Local Board of the Auckland Council

Date: 22 August 2016

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

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

Chairperson	Desley Simpson, JP
Deputy Chairperson	Kit Parkinson
Members	Ken Baguley
	Troy Churton
	Kate Cooke, JP
	Colin Davis, JP
	Mark Thomas

Ōrākei	Remuera Eastern Bays	4 Victoria Avenue, Remuera	$500	$1	$1,453	$954
Ōrākei	Auckland CABx office at Remuera Eastern Bays	4 Victoria Avenue, Remuera		$1	$1,025	$1,026

Author	Kim Lawgun - Democracy Advisor
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards