Agenda of Franklin Local Board

1 Welcome

The chair will open the meeting and welcome everone present.

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 Franklin Local Board:

a) confirm the extraordinary minutes of its meeting, held on Wednesday, 26 October 2016, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

8.1 Deputation - Kawakawa Bay Boat Club Incorporated - Robyn Rusher

Purpose

1. Kawakawa Bay Boat Club Incorporated deputation with respect to their facilities and the agreement they have with Auckland Council.

Executive summary

2. As per standing orders the Chairman has approved the request from the Kawakawa Bay Boat Club Incorporated to provide a deputation with respect to their facilities and the agreement they have with Auckland Council.

Recommendation/s

That the Franklin Local Board:

a) thank Robyn Rusher (Secretary/Treasurer), George Couldrey (President) and Des Searle (Commodore) of the Kawakawa Bay Boat Club Incorporated, for their attendance and for the presentation regarding their facilities and the agreement they have with Auckland Council.

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.

Franklin Local Board

22 November 2016

Urgent decision-making process

File No.: CP2016/22313

Purpose

1. The purpose of this report is to seek the Franklin Local Board’s agreement to use the urgent decision-making process when appropriate.

Executive summary

2. The urgent decision-making process enables the board to make decisions without calling the full board together and meeting the requirement of a quorum. By agreeing to this process, the board delegates decision-making authority to the chair and deputy chair, or any person acting in these roles.

3. At times, such as during the Christmas and New Year period, it is not practical to call the full board together and meet the requirements of a quorum. This is an example of when the urgent decision-making process would be used.

Recommendation/s

That the Franklin Local Board:

a) Adopts the urgent decision-making process for matters that require a decision where it is not practical to call the full board together and meet the requirement of a quorum.

b) Delegates authority to the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board.

c) Agrees that the relationship manager, chair and deputy chair (or any person/s acting in these roles) will authorise the urgent decision-making process by signing off the authorisation memo.

d) Notes that all urgent decisions will be reported to the next ordinary meeting of the local board.

Comments

What an urgent decision is

4. The urgent decision-making process enables the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board when it is not practical to call the full board together and meet the requirement of a quorum. Examples include during the Christmas and New Year period or for participating in a council submission process.

5. The Local Government Act 2002^{^[1]} provides for local boards to delegate to committees, sub-committees, members of the local board or Auckland Council staff, any of its responsibilities, duties and powers, with some specific exceptions. This legislation enables the urgent decision-making process.

6. The urgent decision-making process provides an alternative decision-making mechanism to an extraordinary meeting. An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled business meeting of the local board.

7. Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

The urgent decision-making process

8. All requests for an urgent decision will be supported by a memo stating the nature of the issue, reason for urgency and what decisions or resolutions are required.

9. The local board relationship manager will use the information in this memo to determine whether or not to authorise the urgent-decision making process.

10. A number of factors will be considered by the relationship manager before approval to use the urgent decision-making process is given, such as:

· the timing of the next scheduled meeting

· confirmation that the local board has the delegation to make the decision

· consideration of the rationale for the urgency

· the significance of the decision and whether the urgent decision-making process is appropriate.

11. Once the relationship manager authorises the use of the urgent decision-making process, the chair and deputy chair (or any person/s acting in these roles) also need to approve the use of the urgent decision-making process by signing the same memo.

12. Once the authorisation memo has been approved, the chair and deputy chair will refer to the substantive report for advice and staff recommendations to inform their decision. This report will meet Auckland Council quality advice standards and adhere to the report authorisation processes.

13. Any decision made using the urgent decision-making process will be reported as an information item to the next ordinary meeting of the local board and the signed approval memo will be attached.

Consideration

Local board views and implications

14. This report outlines the local board urgent decision-making process, and seeks the local board’s agreement to adopt this process.

Māori impact statement

15. There is no specific impact for Māori arising from this report.

Implementation

16. This report outlines how the local board relationship manager and elected members will execute the urgent decision-making process when the need arises. Paragraph four outlines the implications of this for local boards.

17. The local board relationship managers can provide advice as to what might constitute an urgent decision.

Attachments

There are no attachments for this report.

Signatories

Authors

Felicity Prance - Policy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

Sue O'Gorman - Relationship Manager

Franklin Local Board

22 November 2016

Appointment of Franklin Local Board members to external organisations and advisory panels 2016-2019

File No.: CP2016/22316

Purpose

1. To appoint members of the Franklin Local Board to external organisations and advisory panels relevant to the local board area for the 2016-2019 triennium.

Executive summary

2. A number of external organisations provide for participation of Auckland Council elected members in their affairs.

3. The beginning of the new electoral term creates the need for new appointments.

4. This report provides details of the external organisations relevant to the Franklin Local Board and requests that the board nominates a lead and alternate member to represent the board on those external organisations for the 2016-2019 triennium.

5. There are a small number of appointments that the governing body has delegated responsibility to nominate an elected member to the relevant local board, and the board is asked to appoint representatives onto these organisations.

6. Advisory panels have been established to provide advice to council in relation to the direction and content of strategies, policies and initiatives that relate to that sector or relevant communities.

7. A panel of interest to the Franklin Local Board is the Rural Advisory Panel, and the board is therefore requested to appoint a representative to the panel.

Recommendation/s

That the Franklin Local Board:

a) Appoints the following board members to the external community groups and organisations listed below:

External organisation	Lead	Alternate
Auckland Airport Noise Committee Consultative Group
Ardmore Airport Noise Committee
Auckland Equine (Industry) Group
Forestry Liaison Group
Franklin Localities Leadership Group
Hunua Quarry Ecological Trust
Pukekohe Business Association
Waiuku Business and Development Association
New Zealand Steel Environment Committee
Waiomanu Pa Kainga Reserve Co-management Committee
Waiuku Waterfront and Reserve Management Committee
Whitford Landfill Committee
Whitford Quarry Community Committee

b) Appoints board member/s XXXX to the Rural Advisory Panel.

Comments

8. A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation.

9. At the commencement of each triennium, the governing body and local boards recommend appointments to external organisations.

10. The nominated members represent the board. Board members can provide updates at local board meetings to keep the board regularly informed of discussions and decisions made unless good reasons exist for confidentiality. Confidential updates are in the form of business meeting reports which maintain public transparency.

11. The reasons for elected member participation in external organisations can be described in a number of ways:

· a trust deed, that requires Auckland Council to make an appointment to an organisation.

· an organisation of interest to the local board is inviting elected member representation at its meetings

· associations entered into by the council which provide for elected member representation

· organisation governance, or project or programme oversight, such as regional or local parks management groups

· a statutory or regulatory provision (for example a regulation providing for a community liaison committee) or

· a resource consent requiring the formation of a committee or hearing panel

12. When a document, such as a trust deed, provides for Auckland Council to make an appointment to an organisation, the appointment is the responsibility of the governing body unless it is delegated to a local board. There are three such delegations to the Franklin Local Board by the governing body made on 1 November 2016 as follows:

· Hunua Quarry Ecological Trust

· Whitford Landfill

· Whitford Quarry

13. In making decisions about appointments to external organisations, it is suggested that local boards are mindful of:

· the elected members’ availability

· any conflicts of interests, including whether the local board provides funding to the entity

· relevance

· historical relationship with the organisation and Auckland Council

14. Members are delegated in their capacity as elected local board members. Should they no longer be a local board member, their nominations would be automatically repealed.

15. Board members may be part of any organisation in their private capacity and are encouraged to disclose memberships of external organisations in the conflict of interest register.

16. There are also advisory panels established to provide advice to council in relation to the direction and content of strategies, policies and initiatives that relate to that sector.

17. The Rural Advisory Panel was established to identify and communicate the interest and preferences of the rural-based industries and community of Auckland to the council.

18. Membership of the advisory panel has been determined by the mayor’s office, in consultation with governing body members from rural wards and members of the rural industry group.

19. The local board is asked to appoint a representative to the Rural Advisory Panel.

Relevant external organisations

20. The details of the organisations relevant to the local board are detailed below.

Auckland Airport Noise Committee Consultative Group (ANCCG)

21. The appointment is required by the terms of reference of ANCCG which resulted from proposals for a second runway and was formed as a requirement of Designation 231 Auckland International Airport: Land Use Consent Condition 9a.

22. The local board is asked to appoint one member (and an alternate) to Auckland Airport Noise Committee Consultative Group.

Ardmore Airport Noise Committee

23. The Ardmore Airport Noise Management Plan requires a representative from Franklin and Papakura Local Boards to participate in the decision-making process.

24. The local board is asked to appoint one member (and an alternate) to the Ardmore Airport Noise Committee.

Auckland Equine (Industry) Group

25. This group advocates to Auckland Council and other organisations regarding the interests and preferences of the equine industry. The board member’s role is to provide insight on decisions and/or intentions.

26. The local board is asked to appoint one member (and an alternate) to the Auckland Equine (Industry) Group.

Forestry Liaison Group

27. The Regional Development and Operations Committee resolved in 2011 that the Franklin Local Board appoints a board member and an alternate to the group.

28. The purpose of the group is to discuss issues of compliance, sediment control and best practice, consenting and planning processes.

29. The local board is asked to appoint one member (and an alternate) to the Forestry Liaison Group.

Franklin Localities Leadership Group

30. The purpose of the group is to improve Franklin’s patient experiences and health outcomes by delivering an increasing number of healthcare services closer to patients’ homes, which will remove the frustrations of referral delays and the inconvenience of additional travel costs and family life interruptions associated with travelling to Middlemore Hospital.

31. The local board is asked to appoint one member (and an alternate) to the Franklin Localities Leadership Group.

Hunua Quarry Ecological Trust

32. Membership of the Hunua Quarry Ecological Trust was delegated to the Franklin Local Board by the governing body on 1 November 2016.

33. The purpose of the trust is to contribute to or undertake charitable activities set out in the Trust Deed: environmental and community initiatives; replanting and revegetation initiatives; riparian enhancement and environmental education initiatives.

34. The local board is asked to appoint one member (and an alternate) to the Hunua Quarry Ecological Trust.

Pukekohe and Waiuku Business Associations

35. There are 46 Business Improvement District Partnership Programmes operating within the Auckland region. There are two Business Improvement Districts (BIDs) in the Franklin Local Board area, in Pukekohe and Waiuku.

36. The local board has a day-to-day relationship with the business associations as a joint partner in the BID Partnership Programme. The local board will work with the business associations to align the direction for the BID programme and local priorities expressed in the local board plan. The board will receive regular reporting on the BID Partnership Programme and review progress against objectives.

37. The business associations may invite the appointed member onto the BID Governance Board or Executive Committee. The discretion on whether this member has voting rights will lie with the business associations under the rules of their constitution.

32. It is recommended that the local board appoints a local board member and an alternate on each business association to represent the local board regarding all matters relating to the business association.

New Zealand Steel Environment Committee

38. The purpose of the committee is to consider various results and reporting required under the company’s resource consents.

39. Meetings were set up over 30 years ago as a way to involve various community groups in understanding what is occurring with the business operations and the environmental responsibilities of the company.

40. There are also representatives from local iwi (Ngati te Ata, Ngati Tamaoho), Auckland District Health Board and Federated Farmers.

41. The local board is asked to appoint one member (and an alternate) to the New Zealand Steel Environment Committee.

Waiomanu Pa Kainga Reserve Co-management Committee

42. In 2010, an agreement was signed which placed the reserve (a 5.53 hectare site located behind Waiomanu Bay on the Maraetai Coast Road, just outside Maraetai settlement) under co-management with Ngai Tai ki Tamaki Tribal Trust and the legacy Manukau City Council.

43. As a legacy document, the co-management agreement passed to Auckland Council for implementation through the Franklin Local Board.

44. The local board is asked to appoint one member (and an alternate) to the Waiomanu Pa Kainga Reserve Co-management Committee.

Waiuku Waterfront and Reserve Management Committee

45. This committee was set up under the Waiuku Reserve Management Plan as an advisory committee to ensure reserves in Waiuku are developed according to the wishes of the community.

46. The local board is asked to appoint one member (and an alternate) to the Waiuku Waterfront and Reserve Management Committee.

Whitford Landfill Committee

47. This committee was formed as a condition of resource consent.

48. Membership of the Whitford Landfill Committee was delegated to the Franklin Local Board by the governing body on 1 November 2016.

49. The local board is asked to appoint one member (and an alternate) to the Whitford Landfill Committee.

Whitford Quarry Community Committee

50. This committee was formed as a condition of resource consent as a medium through which the Whitford community can be kept informed of activities and operations at Whitford Quarry, and the quarry operator informed of the quarry's effects on the community.

51. Membership of the Whitford Quarry Community Committee was delegated to the Franklin Local Board by the governing body on 1 November 2016.

52. The local board is asked to appoint one member (and an alternate) to the Whitford Quarry Community Committee.

Consideration

Local board views and implications

53. This report seeks the local board’s decision on representatives to external community organisations relevant to the local board area.

Māori impact statement

54. This report has no specific impact on Māori. It covers appointments of local board members to external organisations and community networks to represent the view of local communities, including Māori communities.

Implementation

55. There are no implication issues as a result of this report.

Attachments

There are no attachments for this report.

Signatories

Authors

Jane Cain - Local Board Advisor

Andrew Simon Pickering - Executive Officer

Authorisers

Sue O'Gorman - Relationship Manager

Franklin Local Board

22 November 2016

Auckland Council's Quarterly Performance Report: Franklin Local Board for Quarter One, 1 July - 30 September 2016

File No.: CP2016/22476

Purpose

1. To provide an integrated quarterly performance report for quarter one 2016/2017 against the Franklin Local Board Agreement work programme.

Executive summary

2. This report is the first in a new format, to provide an integrated view of performance for the Franklin Local Board, including financial performance, progress against local board key performance indicators, progress against each operating department work programme, key challenges the board should be aware of and any risks associated with delayed delivery against the Franklin 2016/17 Work Programme.

3. Of significance this quarter the local board has undertaken the following initiatives:

· discussed several projects with the Beachlands community at an open day in Beachlands

· a reduction in the amount of graffiti being reported and a more proactive approach to its removal,

· adoption of the Franklin Sport and Active Recreation Facilities Plan,

· produced a brochure outlining pest plants in Franklin and how to control and distributed it to all rural addresses and post office boxes in Franklin.

4. The Franklin Local Board has approved 2016/17 work programmes for all operating departments. The operating departments have provided a quarterly update against their work programme delivery, with all items reported as ‘green’ status (on track), a ‘red’ status (behind delivery, significant risk), or an amber status (moderate issues requiring corrective action to achieve benefits).

5. The Financial Performance Update Report for quarter one is attached as Attachment C.

6. The Key Performance Indicators for the Franklin Local Board show a trend of delivery that is not meeting the indicators. These are explained further in detail in the report and full results are in Attachment D.

7. The overall dashboard summary for the Franklin Local Board indicates performance in the Franklin Local Board area is tracking positively as shown in Attachment A.

Recommendation/s

a) That the Franklin Local Board receives Auckland Council’s Quarterly Performance Report: for Quarter one, 2016/2017: 1 July – 30 September 2016

Comments

8. The Franklin Local Board has an approved 2016/17 work programme for the following operating departments:

· Arts, Community and Events approved on 14 June 2016

· Parks, Sport and Recreation approved on 14 June 2016

· Libraries and Information approved on 5 July 2016

· Community Facility Renewals approved on 14 June and 28 August 2016

· Infrastructure and Environmental Services approved on 2 August 2016

· Community Leases approved on 14 June 2016.

Key Achievements for Quarter One

9. The Franklin Local Board has several achievements to report from the Quarter One period, which include:

· Working with the Beachlands Community Trust to take part in a successful open day in Beachlands. A variety of projects were discussed with the community including the proposed Beachlands/Maraetai trails, Sunkist Reserve Master Plan, renewal of the toilets in the reserve, and a new playground at Constellation Drive.

· All work programmes for operating departments were approved much earlier than in previous years, and in a consistent format. This will assist the board in monitoring implementation of work programmes across all activities and also assist in agreeing any changes to work programmes that may be required throughout the year.

· A decrease in the number of graffiti incidents in Franklin – more people are now reporting graffiti incidents to council for cleanup, and the contracts require a more proactive approach to removal - both of these have contributed to high quality prevention, education, enforcement and education.

· Positive comments about the presence of the mobile library bus at the Franklin Positive Ageing Expo in September.

· Adoption of the Franklin Sport and Active Recreation Facilities Plan in August 2016.

· Printing of the Franklin pest plant management brochure and distribution to all rural properties and post office box holders in Franklin.

Key project updates from the 2016/17 Work Programme

10. All operating departments with an approved 2016/17 work programme have provided performance report updates for quarter one (Attachment A).

11. There are a number of projects which have not been included in Attachment A but which are part of the adopted work programmes. In order for these to be reported on it is recommended that they be included in the future reports to the board for quarter two and subsequent updates. This applies to the following projects and allocated budgets:

Community Response Fund – to be added to 2016/2017 work programme
Project	Amount	Work programme
Sunkist Bay Reserve, Beachlands. Development of a concept plan	$15,000	Parks sport and recreation - local parks
Franklin Pool and Leisure – renewal of floor coverings in foyer/reception area	$32,000	Parks sport and recreation - leisure
Bid for event to be held in Franklin	$5,000	Local planning and development
Karioitahi Recreation Reserve reclassification costs	$10,275	Community facilities

Local Discretionary Capital Fund – to be added to 2016/2017 work programme
Project	Amount	Work programme
Whiteside Pool – thermal covers	$24,000	Parks sport and recreation - leisure
Whiteside Pool – installation of hoist	$14,000	Parks sport and recreation - leisure
Matakawau new playground	$50,000	Parks sport and recreation - local parks
Park runs x 4	$40,000	Parks sport and recreation - local parks
Waiau Pa walkway	$20,000	Parks sport and recreation - local parks
Potholes in parks – increased level of service	$30,000	Parks sport and recreation - local parks
Walkway from Prospect Terrace to Growers Stadium - Pukekohe	$13,000	Parks sport and recreation - local parks

12. A number of projects which were part of the 2015/2016 work programme and were not completed. Details of these are being confirmed and will be included as part of the quarter two update to the local board.

Risks identified in the 2016/17 Work Programme

13. Operating departments have reported on the status of each item of the local board’s work programmes as green, red or amber:

Green – on track

Amber – moderate issues requiring corrective action to achieve benefits

Red – significantly behind budget/time or achievement of outcomes.

14. For quarter one of 2016/2017, no items have been classified as red, and the following three projects have been set to amber:

a) Arts, Culture and Events – Franklin community gardens (#2349)

The work programme is based around supporting three community gardens in Franklin and Gardens4Health who provide mentoring support to the gardeners at Rerenga Tahi Trust (Kayes Road, Pukekohe North), Franklin Tongan Community Association Trust (Belmont Road, Pukekohe), and Marama Hou Ministries (Hamilton Estate, Waiuku).

An issue has arisen at the Kayes Road community garden which will require further direction from the local board at a workshop in quarter two. The Rerenga Tahi Trust has used the funding to purchase a container to be used for storage. However as this a semi-permanent structure, it requires a building consent and landowner approval from the local board before it can be positioned on the reserve.

b) Arts, Culture and Events – Event Partnership Fund (#2284)

One of the line item events funded in the work programme, the Franklin Children’s Arts Festival, has recently confirmed that the event will not be held in 2016/2017. The funding of $7,300 allocated to this event will therefore need to be reallocated. A workshop is planned to discuss options for the reallocation of this budget.

c) Parks, Sport and Recreation – Stadium Drive, Pukekohe, Skatepark development (#3360)

This project is funded by growth funding and is based on extensive consultation work undertaken by the Franklin Youth Advisory Board. It was originally funded in the 2015/2016 work programme but limited progress was made, and it was carried forward to 2016/2017. Staff have highlighted difficulties in progressing the project and a shortfall of funding available in current budgets. Further work is underway to secure additional funding.

15. All other projects have been classified as on track. Updates on the implementation of those projects identified in paragraph 11 above, is not included in Attachment B and it is recommended that these are formally reported on as part of the quarter two, and subsequent, reports.

Financial Performance

16. Financial performance for quarter one of 2016/2017 is summarised in Attachment C.

17. Operating costs are slightly under budget, most notably in the maintenance of parks where there have been exceptionally wet conditions, inhibiting full field mowing. The contractors have been compensating for this seasonal uncertainty by attending earlier to scheduled parks facility maintenance programmes and arboriculture, preparing for the coming summer.

18. Capital projects for this quarter show the renewals programmes slightly ahead of schedule, and new development behind by a similar amount. This integrated programme of capital work is progressing well.

19. Waiuku Sports Park is shortly to have jts final design confirmed its final, and the Manukau Road, Pukekohe, upgrade is out to tender and will commence at the start of 2017.

20. There is a substantial amount of Locally Driven Initiative capex funding still to be allocated by the local board this year and projects will need to be factored into the work programmes going forward.

Key Performance Indicators

21. Full details of the performance measures for the first quarter are in Attachment D. In summary, the year-end prediction for 2016-2017 is for 45 per cent of targets to be achieved.

22. The summary performance results show key areas that are below target as outlined below.

Key Performance indicators below target	Performance measure result (approx)	Target 2016/2017
Local Parks, Sport and Recreation
Satisfaction with local parks and reserves	62%	75%
Residents visiting local parks and reserves	85%	90%
Satisfaction with sports fields (programme of works to address issues may improve the year end result)	62%	75%
Satisfaction with pools and leisure centres (net promoter score)	-6	15
Local Community Services
Satisfaction with information, assistance and advice for funding/grant applicants	57%	76%
Connection to neighbourhood and local community	43%	74%
Perception of town centre safety at night	26%	32%
Usage of council managed community centres and venues for hire (Franklin Local Board reduced off-peak fees in an attempt to increase usage of venues).	5%	8%
Usage of community facilities for health and wellbeing related activity	18%	20%
Number of visitors to community centres and venues for hire	250,000	287,000
Local Planning and Development
Business associations meeting their obligations as part of the Business Improvement District programme	50%	100%

Consideration

Local board views and implications

23. This report informs the Franklin Local Board of the performance to date for the period ending 30 September, 2016.

Māori impact statement

24. No specific initiatives in the work programme contribute to specific Maori outcomes in the local board plan. Iwi are consulted as part of the development and implementation of projects.

Implementation

25. The Senior Advisor Franklin Local Board will continue to facilitate performance updates to the local board.

Attachments

No.	Title	Page
a	Franklin Summary Work Programme Update Quarter One 2016/2017
b	Franklin Work Programme Update for Quarter One 2016/2017
c	Franklin Financial Performance Update for Quarter One 2016/2017
d	Franklin Performance Measure Results for Quarter One 2016/2017

Signatories

Authors	Debra Langton - Senior Local Board Advisor
Authorisers	Sue O'Gorman - Relationship Manager

Franklin Local Board

22 November 2016

Transfer of ownership of building and assignment of lease at 47 Reynolds Road, Pukekohe

File No.: CP2016/22397

Purpose

1. To seek approval for the transfer of the building owned by the Pukekohe Junior Boys Rugby Football Club Incorporated (the Junior Club) at Colin Lawrie Fields, 47 Reynolds Road, Pukekohe to the Pukekohe Rugby Football Club Incorporated (the Rugby Club) and the assignment of the lease of the land held by the Junior Club to the Rugby Club.

Executive summary

2. The Pukekohe Junior Boys Rugby Football Club Incorporated owns the clubrooms building at Colin Lawrie Fields, 47 Reynolds Road, Pukekohe. Together with the Pukekohe Rugby Football Club Incorporated it has plans to renovate the buildings to meet the current and future needs of both clubs. Plans for the renovation will be reported to the Franklin Local Board in due course for approval.

3. In order to seek funding, progress its plans and operate services for both the Junior Club and the Rugby Club at the premises the Junior Club seek approval for the transfer of ownership of the building at 47 Reynolds Road, Pukekohe (see site plan Attachment A) to the Pukekohe Rugby Football Club Incorporated.

4. The Junior Club also seeks approval to assign the lease it holds with Auckland Council for the land it occupies to the Pukekohe Rugby Football Club Incorporated. The deed allows for assignment of the lease with the approval of the local board.

Recommendation/s

That the Franklin Local Board:

a) Approves the transfer of the building owned by the Pukekohe Junior Boys Rugby Football Club Incorporated at Colin Lawrie Fields, 47 Reynolds Road, Pukekohe to the Pukekohe Rugby Football Club Incorporated in accordance with clause 7 of the lease agreement.

b) Approves the assignment of the current lease with the Pukekohe Junior Boys Rugby Football Club Incorporated to the Pukekohe Rugby Football Club Incorporated under the same terms and conditions and due to expire on 30 September 2021.

Comments

5. The Pukekohe Junior Boys Rugby Football Club Incorporated was granted a 10 year lease for a portion of land at Colin Lawrie Fields, 47 Reynolds Road, Pukekohe from 1 October 2001 with a right of renewal of 10 years providing a final expiry date of 30 September 2021.

6. The deed allows for assignment of the lease in Clause 7:

“The Lessee shall not assign this Lease nor sublet the Land to any person or body without first obtaining the prior approval in writing of the Lessor.”

7. The Junior Club and the Rugby Club intend to work together to renovate the building on the land to better meet the current and future needs of both clubs. Plans may include extending the building above the present ground floor building. Plans for any renovation would be brought to the Franklin Local Board in due course for landowner approval.

8. In order to seek funding, progress the building plans and operate services that meet the needs of both clubs, the Pukekohe Junior Boys Rugby Football Club Incorporated seek to transfer the ownership of the building to the legal entity of the Pukekohe Rugby Football Club Incorporated. The Junior Club will gift the building to the Rugby Club and work alongside it in planning the renovations to meet both clubs’ needs.

9. Transferring the ownership of the building allows the lease, held over the land the building occupies, to be assigned to the Pukekohe Rugby Football Club Incorporated with the prior permission in writing from the lessee. Having the building and lease in its name allows the Rugby Club to apply for permissions, funding and the permits it requires to carry out the planned work.

10. The Pukekohe Rugby Football Club was incorporated on 2 November 1955. It is a strong club with 850 members and players from age five to 65. It fields teams in all age categories and is well respected in the area. The senior rugby club recently moved to join the junior club domiciled on the park. The clubrooms and fields are also used for high school rugby and by Counties Manukau Rugby Football Union in the winter, by softball and cricket teams in the summer and for various community group meetings. The Rugby Club has a strong committee and financial reporting systems.

11. The building at Colin Lawrie Fields, 47 Reynolds Road, Pukekohe is sited on a portion of Lot 1 DP 87259, land held in fee simple by Auckland Council as a classified recreation reserve subject to the Reserves Act 1977. The use of the land by the Rugby Club suits this purpose. Part of the building is also sited on a portion of Lot 22 DP 344916, land held in fee simple by Auckland Council as unclassified recreation reserve. Leases can be granted over this land and in future the local board may be asked to support the classification of this Lot as recreation reserve in order for council to finalise the land classification processes.

Consideration

Local board views and implications

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

13. The recommendations have been discussed with local board members during presentations of community lease workplans. Members of the local board are aware of the plans the two clubs have for the clubrooms.

14. Input has been sought from relevant parks and sport and recreation staff. Staff from these departments find the two clubs to be well run and are aware of the future plans.

Māori impact statement

15. There are no significant changes or impacts for Maori associated with the recommendations in this report. Maori benefit as users of the facility and from the activities of the Clubs in the community.

Implementation

16. There are no cost implications for Auckland Council in this matter. Any costs for the transfer of building ownership and preparation of assignment of lease documents are borne by the clubs.

Attachments

No.	Title	Page
a	Site Plan for Pukekohe Rugby Football Club

Signatories

Authors

Christine Benson - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Sue O'Gorman - Relationship Manager

Franklin Local Board

22 November 2016

Auckland Transport Update – November 2016

File No.: CP2016/23108

Purpose

1. Providing an update on transport matters for the information of the Franklin Local Board and a register of transport issues in the Franklin Local Board area currently being addressed by Auckland Transport’s Elected Member Relationship Manager (South).

Executive summary

2. This report covers matters of specific application and interest to the Franklin Local Board and its community, matters of general interest relating to Auckland Transport activities or the transport sector, and Auckland Transport media releases for the information of the Board and community.

3. In particular, this report provides information on:

· Franklin Local Board’s transport capital fund

· Pukekohe station update

· Quarterly report for July-September quarter

· Child weekend fares.

Recommendation/s

That the Franklin Local Board:

a) receives the report entitled ‘Auckland Transport Update – November 2016’ and the attached issues register from Auckland Transport’s Elected Member Relationship Manager (South).

Discussion

Franklin Items

A1. Local board transport capital fund (LBTCF)

4. The Franklin Local Board’s funding allocation under the LBTCF is currently $434,966 per annum.

5. The Board’s current LBTCF projects are included in the table below (in which ROC = rough order of costs, and FEC = firm estimate of cost):

ID#

Project Description

Progress/Current Status

083

Pukekohe East Road-Mill Road/Harrisville Road intersection, Bombay/Pukekohe – installation of variable 70 km/h rural intersection activated warning signage (RIAWS)

· FEC estimate of $67,000

· Final cost of $65,343

· Installation was completed with the signs fully operational on 27-Jun-16.

· An open road sign is to be installed near the beginning of Harrisville Road.

· Final costs reported as $65,343.

349

Pacific Street new footpath, Waiuku

· Revised ROC of $147,500

· Initial construction completed but a short handrail will be added at the corner for safety due to the height of the footpath above the kerb.

· Final costs to be reported but expected to be ~$150k.

443

Upgrade of Beachlands town centre gardens

· ROC estimate of $105,000

· The ROC estimate for the upgrade (developed in conjunction with AC Parks) is $105,000.

· On 24-Nov-15, the Board approved the project for detailed design and costing.

· AT has received assistance from the Board’s Strategic Broker to gather community input on the design. Drawings have been developed taking community feedback into account while checking progress with Wairoa subdivision representatives.

· A workshop will be scheduled with the Board to discuss the outcomes from the local consultation and present designs and costs for Board consideration and approval.

458

Second View Avenue, Beachlands – installation of new kerb and channel between Wakelin and Bell Roads (both sides)

· SW component estimate $42,000

· LBTCF FEC estimate $355,000

· On 24-Nov-15, the Board approved the project for detailed design and costing.

· On 22-Mar-16, the Board approved construction based on the FEC of $355,000 and the design tabled at the meeting.

· Construction works completed.

· Final costs to be reported but may include additional costs claimed by contractor such as extra TMP costs due to abnormal weather in Sep/Oct. AT is currently reviewing the claim.

6. The Franklin Local Board’s transport capital fund to date is summarised below.

Franklin Local Board transport capital fund summary:

*Total funding available (across 5 FYs – 2012/2013 to 2016/2017)*	$2,174,830
Completed projects reporting actual costs (Second View Ave kerb and channel; Patumahoe/Waiuku/Attewell investigation; Pukekohe station overbridge; Ardmore School footpath; Harris St bench; Pukeoware School signs; Waiuku pavers clean/seal upgrade; Third View Ave kerb and channel project x2; Awhitu flag lighting; Tobin St car park lighting; Kaiwaka Rd footpath; Whitford bus interchange; Kitchener Road angle parking upgrade; Hunua pedestrian facility; Waiuku pavers replacement – stage 1; Pukekohe pedestrian advisory signage; Mill/Harrisville RIAWS)	-$1,515,773
Projects approved for construction based on ROCs or FECs (Pacific St footpath; Second View Ave kerb and channel)	-$502,500
Projects with ROCs approved for detailed design and costing phase (Beachlands town centre gardens)	-$105,000
Prior available funding still to allocate	$51,557
New 2017/18 to 2019/20 funding now accessible	$1,304,898
Funding still available to allocate	$50,242

A2. Pukekohe station update

7. The scope of works for this project is a bus/rail interchange, park and ride, new station overbridge with lifts and renewal of timber platform surfacing plus improvements to the Custom Street, Harris Street and Manukau Road intersections to cater for the new network bus services exiting Custom Street onto Manukau Road.

8. The project is running slightly behind overall programme with a delay to commencing Stage 2:

a. The Stage 1 interim bus station has been delivered with traffic lights commissioned, with no significant reports of issues so far. It has been noted that some motorists are still turning right into Harris Street and another ‘No right turn’ sign will be added to the traffic island in the mouth of Harris Street and put under review

b. A review of defects for construction of interim Stage 1 has been completed. Some issues have been picked up but use of the interim bus station can continue while works are carried out over the next few weeks. This will include some outstanding works for road markings that were postponed to allow asphalt to cure and temporary lights linking to the temporary overbridge.

c. Auckland Transport will meet with the owners of 99 Manukau Road in the week beginning 7 November with a proposed solution to the loss of on-street parking.

d. Land purchase for 4 Manukau Road is progressing well. A revised resource consent for the planned changes to parking has been written and is in the process of being signed off so it can then be submitted to Auckland Council

e. The tender drawings for Stage 2 are still under peer review for building consent submission. The glass roof for the overbridge is under review by senior management due to concerns regarding ongoing operational costs. Details are being compiled by the project manager and issued to the senior management team in November, including potential for a change in material to a solid roof.

f. A sod-turning event to mark the beginning of Stage 2 will be held on 23 November 2016.

g. To assist with Stage 2 project delivery, Auckland Transport is planning to procure piling works in advance to utilise the Christmas Block of Line. In addition, Auckland Transport is planning to directly appoint the existing contractor to relocate Transdev portacoms to clear the site. The relocation is pencilled in for Christmas Block of Line and is currently under negotiation with the contractor to confirm price.

9. The overall programme is planning to open the full station by July 2017. Ticket machines for the bus station have been ordered but lead times have extended and the machines are not expected to be received until August 2017.

10. Auckland Transport has also released images (see below) of what the upgraded Pukekohe Station will most likely look like once construction is complete in late 2017. The upgraded station will link bus stops with the existing rail platform. Car parking and cycle parking will be provided along with improved connections to the local roads and footpaths.

11. Visit at.govt.nz/pukekohestation for more information on the Pukekohe Station project.

A3. Traffic Control Committee (TCC) report

12. Decisions of the TCC over the months of September and October 2016 affecting the Franklin Local Board area are shown in the table at Attachment A.

A4. Quarterly Report for July-September 2016 quarter

13. As advised in July 2016, previous Quarterly Report material is now being incorporated into monthly reports when available. The following reports are attached to this monthly report:

· Attachment B – report from Auckland Transport departments on their activities in the Franklin Local Board area and regionally over the last quarter

· Attachment C – report on Travelwise Schools activities in the Franklin Local Board area over the last quarter

A5. Consultation documents on proposed improvements

14. Consultation documents for the following proposals have been provided to the Franklin Local Board for its feedback. As the Board’s transport portfolio holders provide feedback on the Board’s behalf, the details below are included for general information purposes only.

15. At the conclusion of consultation, Auckland Transport considers the various consultation responses received and determines whether to proceed further with the proposal as consulted on, or proceed with an amended proposal if changes are considered necessary.

16. Proposed ‘No Stopping At All Times’ (NSAAT) parking restrictions, Colombo Road and George Street intersection, Waiuku – in response to public concerns regarding inadequate visibility caused by cars parked at the corners of this intersection, Auckland Transport has investigated and as a result is proposing NSAAT parking restrictions to improve visibility around the intersection, as shown on the plan at Attachment D.

17. Proposed improvements at Helvetia Road/West Street/Harris Street roundabout, Pukekohe – Auckland Transport has received concerns from the public and the Franklin Local Board to improve pedestrian facilities on the Harris Street approach to this roundabout, which is especially difficult for residents of the nearby retirement village. With pedestrian facilities on all approaches to the roundabout being assessed as below standard, there is an opportunity to upgrade the overall pedestrian facilities at the intersection. Auckland Transport is therefore proposing the following improvements. as shown on the plan at Attachment E.

· Widening the splitter islands at the four legs of the roundabout

· Upgrading the footpath, pram crossings and installing tactile pavers

· Installing NSAAT parking restrictions around the roundabout to ensure inter-visibility between pedestrians and motorists at the proposed new pram crossing points

· Widening the mountable central island to encourage lower driver speeds to further improve safety for pedestrians and motorists.

18. Proposed NSAAT parking restrictions, intersection controls and speed humps for new subdivision, Belmont Road, Pukekohe – new traffic controls are proposed for the first stage of a new residential development consented at 73 Belmont Road, Pukekohe (accessed off Adams Road South) as shown as shown on the plan at Attachment F.

General Information Items

B1. Child weekend fares

19. Auckland Transport now has 99 cent weekend fares for children aged 5 to 15 travelling on an AT HOP card.

20. The 99 cent fare covers travel on buses and trains on weekends and during public holidays. To qualify for this fare, parents need to load a child concession on the AT HOP card and it needs to be registered.

21. Up to five bus or train trips can be made over a four-hour period with up to 30 minutes between each trip.

22. To find out more about Child Weekend Fares, visit www.AT.govt.nz/childweekendfares

B2. Convenience vending machine trial

23. As part of ongoing efforts to further improve customer amenity and convenience at public transport facilities, Auckland Transport will be conducting a vending machine trial in partnership with Coca-Cola (Branded as Pump) and Sanitarium. The trial will begin in a staggered start from approximately 17 November 2016 and run over a period of six months.

24. As a part of this trial, Auckland Transport will seek to provide customers with a broad range of breakfast, snack and cold drink products to choose from, while promoting healthier choices. This will be achieved by ensuring that healthy options benefit from high visibility and dominate the range of products on offer.

25. Nine rail stations across the network will be involved in this trial; Grafton, Manukau, Manurewa, Mt Albert, New Lynn, Newmarket, Otahuhu, Panmure and Puhinui. Following the successful outcome of this trial, an open Request For Proposal process will be held to identify network wide partners to provide a longer term offering.

Media Releases

C1. A new Otahuhu Station

26. Auckland’s newest transport centre at Otahuhu Station was opened on Saturday 29 October.

27. A community day was held at the station as Transport Minister Simon Bridges opened the new building along with Auckland Mayor Phil Goff and Auckland Transport chairman Dr Lester Levy.

28. Completing the construction of the new station is a major milestone for Auckland Transport with the $28 million project being funded by Auckland Council and the New Zealand Transport Agency.

29. The station is pivotal to the new transport network in south Auckland, which sees frequent bus services on key routes running at least every 15 minutes, 7am to 7pm, seven days a week. The buses will deliver commuters to stations like Otahuhu to continue their trip by train or on another bus.

30. Public transport patronage at Otahuhu Station has increased by 9% in the past 12 months with a total of 117,000 passengers using the station to board trains in the year to August.

31. The old Otahuhu Train Station was hidden behind a shipping container yard with poor access. The design of the new station reflects the history of the area and the site’s importance to local mana whenua as a historic portage for waka. Maori art and design is integrated throughout the station site with three key artworks integrated within the building.

32. Benefits of the new Otahuhu Station include:

· A high-quality, modern facility, with architecture reflecting local and historical narratives

· Better connectivity between bus and rail networks

· Covered bus platforms for passengers moving between bus and train services

· Improved facilities and access for cyclists and pedestrians

· Clear, safe separation of buses, trains, pedestrians, cyclists and other vehicles.

33. For more information on Otahuhu Station, visit at.govt.nz/otahuhustation

C2. Southern New Network swings into action

34. One of the biggest changes in Auckland’s bus and train operations swung into action in South Auckland on Sunday 30 October with the launch of the southern New Network. A change of this scale has not been seen in Auckland before and it has been a massive effort.

35. The first trip of the day was the 380 Airporter bus scheduled at 4.40am, from Manukau to Onehunga. It is one of 39 new bus routes across South Auckland, Pukekohe and Waiuku.

36. A key feature of the changes is the introduction of three frequent bus routes which operate on key routes at least every 15 minutes, 7am to 7pm, 7 days a week.

37. Some teething problems were expected and Auckland Transport ambassadors and staff were at key bus stops and interchanges helping people with their new journeys over the first week of the new services.

38. Informing customers of the changes and getting them ready for day one has meant a busy few months for Auckland Transport. The public campaign included delivering an information pack and bus timetables to 119,000 letterboxes, holding 20 information events helping customers plan their journeys and posters at about 500 bus stops reaching 93% of passenger boardings.

39. Implementation of the New Network for other areas of Auckland will follow in phases.

40. Key facts on the Southern New Network include:

· 39 routes, simplified from 52

· Annual total km = approx. 8,950,000 kilometres - to the moon and back 11 and a half times per year; or around the world 224 times every year

· 26,767 in service km and 1,198 in-service hours each weekday

· 20,220 in service km and 844 in-service hours each Saturday

· 19,167 in service km and 789 in-service hours each Sunday

· Over 300 new or relocated bus stops

· 1,292 bus stops in use within South Auckland on 30 October

· 104 stops closed for all services

· 79 stops closed for public services but remained for school services.

41. For more information on the New Network visit https://at.govt.nz/projects-roadworks/new-public-transport-network/new-network-for-south-auckland/

Issues Register

42. The regular monthly issues register is Attachment G to this report.

Consideration

Local board views and implications

43. The Board’s views will be incorporated during consultation on any proposed schemes.

Implementation

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

Attachments

No.	Title	Page
a	Schedule of TCC decisions affecting the Franklin Local Board area in September-October 2016
b	Auckland Transport activities in the Franklin Local Board area and regionally for the July-September 2016 quarter
c	Travelwise Schools activities in the Franklin Local Board area for the July-September 2016 quarter
d	Proposed ‘No Stopping At All Times’ parking restrictions, Colombo Road and George Street intersection, Waiuku
e	Proposed improvements at Helvetia Road/West Street/Harris Street roundabout, Pukekohe
f	Proposed ‘No Stopping At All Times’ parking restrictions, intersection controls and speed humps for new subdivision, Belmont Road, Pukekohe
g	Issues Register – Franklin Local Board – November 2016

Signatories

Authors

Jenni Wild – Elected Member Relationship Manager (South); Auckland Transport

Authorisers

Jonathan Anyon – Elected Member Relationship Team Manager; AT

Sue O'Gorman - Relationship Manager

Franklin Local Board

22 November 2016

Two road name approvals with both roads having access off Rowles Road, Pukekohe

File No.: CP2016/23116

Purpose

1. The purpose of this report is to seek approval from the Franklin Local Board to name two separate roads with access off Rowles Road, Pukekohe.

Executive summary

2. Auckland Council has road naming guidelines that set out the requirements and criteria of the Council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming for the Auckland Council.

3. Following assessment against the road naming criteria, Road 1: ‘Catherine McLean Road’, (Applicants preferred name), and ‘Mabel Road’ (alternative name); Road 2 ‘Fisk Road’, (Applicants preferred name), ‘Albert Rowles Road,’ and ‘James Fisk Road’, were determined to meet the road naming guideline criteria.

4. Local iwi groups were consulted and no response has been received from any iwi groups.

5. The names proposed by the Applicant ‘Catherine McLean Road’ (for Road 1) and Fisk Road (for Road 2), and the alternative names ‘Mabel Road’, ‘Albert Rowles Road,’ and ‘James Fisk Road’ are considered for approval by the local board.

Recommendation/s

That the Franklin Local Board:

a) That the Franklin Local Board, pursuant to section 319(1)(j) of the Local Government Act 1974, considers for approval the names ‘Catherine McLean Road’ for Road 1 and ‘Fisk Road’ for Road 2, proposed by the Applicant, for the two new roads created by way of subdivision at 43 Rowles Road, while noting that ‘Mabel Road’, ‘Albert Rowles Road,’ and ‘James Fisk Road’ also meet the road naming criteria.

Comments

6. The Auckland Council 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 two new road names for the Local Board’s approval.

7. On the 25th of February 2016, Resource Consent was granted by Auckland Council to undertake a 37 residential lot subdivision at 43 Rowles Road in Pukekohe. The subdivision involved the creation of 38 residential lots. Two new roads are required. Road 1 will serve 22 new residential lots while Road 2 will serve 14 lots.

8. The Applicant has proposed the following name for consideration for the two roads created as part of the development off Rowles Road, Pukekohe.

9. Albert George ROWLES built the original house, (now moved from the property), in about 1915 for his family. His wife was Catherine, (nee McLean) sons Albert and Donald and daughter Mabel ROWLES. They shifted from Morningside, Auckland in 1915 to this property where they grew potatoes and bred prize winning poultry. Catherine was the applicant’s Grandmother’s sister and his father James (Jim) Fisk lived with them. He worked on the property until he joined Franklin Electric Power Board in 1925. The developer would like to see Catherine’s name used for one of the roads.

Preference	Proposed New Private Way Name	Meaning
Preferred Name	Road 1: Catherine McLean Road Road 2: Fisk Road	Road 1: This is the name of Albert Rowles wife who is historically associated with the property and market gardening activities and construction of the homestead in 1915. Road 2: James Fisk lived with the Rowles Family and worked on the property for 10 years. This name has a historical association with the site.
First Alternative	Road 1: Mabel Road Road 2: Albert Rowles Road	Road 1: The is the name of Albert Rowles daughter who is historically associated with the site Road 2: This is the name of the original owner of the property who purchased in 1915.
Second Alternative	Road 1: Don Ha Place Road 2: James Fisk Road	Road 1: This is the name of the developer who is undertaking the subdivision and selling the lots. Road 2: As above.

Location and Layout of both road showing as showing as Road 1 and Road 2

Decision Making

10. 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 Local Boards.

Assessment

11. The Applicant’s proposed two road names have been assessed against the criteria set out in the Auckland Council road naming guidelines.

12. The Applicant’s preferred name for Road 1 ‘Catherine McLean’ and the alternative name ‘Mabel’ comply with all the criteria of the road naming guidelines. The name ‘Don Ha’ is considered not to comply, as the guidelines advise that the naming of roads after living persons should be avoided.

13. The Applicant’s preferred name for Road 2 ‘Fisk’ and both alternative names ‘Albert Rowles’ and ‘James Fisk’ comply with all the criteria of the road naming guidelines.

14. The proposed suffix ‘Road’ is used for open road ways primary for vehicles and is in accordance with the Road Naming Guidelines. The suffix ‘Place’ is used for short, sometimes narrow, enclosed roadway and is in accordance with the Road Naming Guidelines.

Consideration

Local board views and implications

Significance of Decision

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

Māori impact statement

16. The decision sought from the Franklin 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.

Consultation

17. Consultation with 11 Iwi groups has been undertaken. No responses have been received from any Iwi groups.

18. NZ Post was consulted and had no objection to the proposed names.

Financial and Resourcing Implications

19. 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.

Legal and Legislative Implications

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

Implementation

21. The Resource Consenting Team is involved in ensuring that appropriate road name signage will be installed accordingly once an approval is obtained for the new road name.

Attachments

There are no attachments for this report.

Signatories

Authors

Virginia Loh - Resource Consents Administrator

Authorisers

Ian Smallburn - General Manager Resource Consents

Sue O'Gorman - Relationship Manager

Franklin Local Board

22 November 2016

Urgent Decision of the Franklin Local Board: Allocation of 2016/2017 Community Response Fund

File No.: CP2016/22349

Purpose

1. Providing the decision made under urgency in regard to the allocation of 2016/2017 Community Response Fund.

Executive summary

2. The Franklin Local Board has a community response fund of $97,318 (operational funding) for the 2016/2017 financial year. The fund can be used at the local board's discretion. The following funding has already been allocated from the community response fund.

Date	Project	Amount
	Community Response Fund	$97,318
	Printing additional 6,000 weed management brochures	$4,500
	Strategic weed control- transfer funding to local environment work programme	$9,000
16 August 2016	50% cost of preparation of a bid to host an event in Pukekohe	$5,000
16 August 2016	Printing additional 2,000 weed management brochures and distribution costs to all rural delivery addresses and holders of post office boxes	$1,300
27 August 2016	Development of a concept plan for Sunkist Bay, Beachlands	$15,000
27 September 2016	Upgrade of the flooring at Franklin Pool and Leisure including costs of all materials and installation of the reception area and ramp	$32,000
	Total	$66,800
	Balance Remaining	$30,518

3. A balance of $30,518 is available for allocation.

4. In March 2016 the local board considered the report regarding approval for development of a surf lifesaving and community facility for Karioitahi. At this meeting the board supported the reclassification of a portion of the Karioitahi Gap Domain Recreation Reserve to Local Purpose (surf lifesaving, surf education accommodation, kiosk and community buildings) Reserve subject to Section 61 of the Reserves Act 1977. This was required in order for the new facility to be permitted on the land.

5. The local board also agreed to meet the costs of the surveying associated with the reclassification - estimated at $7,000. The money was therefore allocated from their 2015/2016 community response FR/2016/38.

6. A firmer estimate of the survey and LINZ costs associated with the reclassification has now been obtained and the actual cost is $10,275 (GST excl). The board is being asked to allocate the additional $3,275 from their community response fund in order to undertake this survey work- a total of $10,275.

7. The local board has discussed the proposal informally and a majority of members agreed via email on 30 September 2016 to allocate the funding by urgent decision.

Recommendation/s

That the Franklin Local Board:

a) note the following urgent decision:

Allocation of 2016/2017 Community Response Fund

Attachments

No.	Title	Page
a	Allocation of 2016/2017 Community Response Fund

Signatories

Authors	Anthea Clarke - Democracy Advisor
Authorisers	Sue O'Gorman - Relationship Manager

Franklin Local Board

22 November 2016

Governance Forward Work Calendar

File No.: CP2016/22439

Purpose

1. To consider the governance forward work calendar for the 2016-2019 term.

Executive summary

2. This report provides the governance forward work calendar, a schedule of items that will come before the board at business meetings and workshops to September 2019 (refer Attachment A).

3. The calendar aims to support the local board’s governance role by:

i) ensuring advice on agendas and workshop material is driven by local board priorities

ii) clarifying what advice is required and when

iii) clarifying the rationale for reports.

4. The calendar will be updated every month. Each update will be reported back to business meetings and distributed to relevant council staff. It is recognised that at times items will arise that are not programmed.

5. At the business meeting on 22 March 2016 the Franklin Local Board resolved that this item was not required for future business meeting agendas (resolution number FR/2016/62) however an update is provided for the first meeting of the new local board.

Recommendation/s

That the Franklin Local Board:

a) notes the Governance Forward Work Calendar in Attachment A.

Comments

6. Council’s Quality Advice Programme aims to improve the focus, analysis, presentation and timeliness of staff advice to elected representatives. An initiative under this is to develop forward work calendars for governing body committees and local boards. These provide elected members with better visibility of the types of governance tasks they are being asked to undertake and when they are scheduled.

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

8. This initiative is intended to support the board’s governance role. It will also help staff to support local boards, as an additional tool to manage workloads and track activities across council departments, and it will allow greater transparency for the public.

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

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

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

iii) Governance role is a higher-level categorisation of the work local boards do. Examples of the seven governance categories are on the following page.

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

10. Board members are welcome to discuss changes to the calendar. The calendar will be updated and reported back every month to business meetings. Updates will also be distributed to relevant Council staff.

11. At the business meeting on 22 March 2016 the Franklin Local Board resolved that this item was not required for future business meeting agendas (resolution number FR/2016/62). It is recommended that the work programme is considered by the local board on a quarterly basis to provide clarity with regards to the governance role of each issue.

Consideration

Local board views and implications

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

Māori impact statement

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

Implementation

14. Staff will review the calendar each month and will report an updated calendar to the board.

Attachments

No.	Title	Page
a	Governance Forward Work Calendar for Franklin Local Board as at 10 November 2016

Signatories

Authors	Anthea Clarke - Democracy Advisor
Authorisers	Sue O'Gorman - Relationship Manager

[1] Part 1A, Schedule 7, 36D Local Government Act 2002

Chairperson	Angela Fulljames
Deputy Chairperson	Andrew Baker
Members	Malcolm Bell
	Alan Cole
	Brendon Crompton
	Sharlene Druyven
	Amanda Hopkins
	Murray Kay
	Niko Kloeten