Agenda of Waitematā Local Board

Waitematā Local Board

22 November 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Deputation: Melissa Laing - Tangleball 5

8.2 Deputation: Soala Wilson and Grant Hewison - Surrey Crescent Working Group 6

8.3 Deputation: Chris Bailey - 254 Ponsonby Road 6

9 Public Forum 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Councillor's Report 9

13 Auckland Council’s Quarterly Performance Report: Waitematā Local Board For Quarter One, 1 July – 30 September 2016 11

14 Auckland Domain Committee 53

15 Appointment of board members to external and internal organisations and boards 95

16 Adoption of the Waitematā Local Board Meeting Schedule for the 2016-2019 Triennium 101

17 Waitematā Local Board urgent decision-making process for the 2016-2019 triennium 105

18 Urgent decision - Waitemata Local Board - Civic Events 109

19 Urgent decision - Waitematā Local Board - Uptown Innovation Project 119

20 Chairperson's Report 153

21 Deputy Chairperson's Report 165

22 Board Members' Reports 167

23 Governance Forward Work Programme 201

24 Waitematā Local Board Workshop Records 205

25 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Waitematā Local Board:

a) confirm the extraordinary minutes of its meeting, held on Thursday, 27 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 Waitematā 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: Melissa Laing - Tangleball

Executive Summary

1. Melissa Laing of Tangleball was in attendance to speak about a community lease.

Recommendation/s

That the Waitematā Local Board:

a) thank Melissa Laing for her attendance and presentation about a community lease option for Tangleball

8.2 Deputation: Soala Wilson and Grant Hewison - Surrey Crescent Working Group

Executive Summary

1. Soala Wilson and Grant Hewison of Surrey Crescent Working Group were in attendance to speak on behalf of the Surrey Crescent Working Group regarding the outcome of a District Licensing Committee Hearing.

Recommendation/s

That the Waitematā Local Board:

a) thank Soala Wilson and Grant Hewison for their attendance and presentation about the the outcome of a District Licensing Committee Hearing

8.3 Deputation: Chris Bailey - 254 Ponsonby Road

Executive Summary

1. Chris Bailey of 254 Ponsonby Road was in attendance to update on a recent community feedback exhibition.

Recommendation/s

That the Waitematā Local Board:

a) thank Chris Bailey for his attendance and presentation about a recent community feedback exhibition

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.

Waitematā Local Board

22 November 2016

Auckland Council’s Quarterly Performance Report: Waitematā Local Board For Quarter One, 1 July – 30 September 2016

File No.: CP2016/22941

Purpose

1. To provide the Waitematā Local Board with an integrated quarterly performance report for quarter one 2016/2017, against the 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 Waitematā 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 Waitematā 2016/2017 Work Programme.

3. Of significance this quarter, on 19 September the Waitematā Local Board celebrated the renaming of Lower Khartoum Place as Te Hā o Hine Place as part of the Suffrage Day commemorations. In September the final Newton and Eden Terrace Plan was approved and endorsed for public release and the the preliminary design for the Teed Street streetscape improvements was approved for detailed design and consenting phase. A civic event for the opening of the greenway through Grey Lynn Park was held on 9 July.

4. The Waitematā Local Board has an approved 2016/2017 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 approved on 14 June 2016

· Community Leases approved on 14 June 2016

· Community Facility Renewals, approved in two parts with Community Facility Renewals approved on 14 June 2016 and the Community Facility Renewals - Parks, Sport and Recreation approved on 12 July 2016

· Infrastructure and Environmental Services (called Local Environment and Development) approved on 12 July

· Local Economic Development approved 12 July 2016

5. All operating departments with approved work programmes, have provided a quarterly update against their work programme delivery. All items are reported as ‘green’ status (on track) or ‘amber’ status (possible risk), except for the following which has a ‘red’ status (behind delivery, significant risk):

· Renew mudcrete paths along shoreline consistent with objectives outlines in the Point Resolution Development Plan.

6. Overall, the financial performance of the board against Quarter 1 FY2016/2017 is on track:

· Most of the capital investment in the quarter has been in the local parks sport and recreation activity, $1.8m, with local planning contributing $0.5m.

· The operating net cost of service is tracking in line with budget.

7. The Key Performance Indicators for the Waitematā Local Board show a trend of delivery that is meeting the indicators, with the exceptions being the target for percentage of residents who visited a local park or reserve in the last 12 months, the target for ‘percentage of visitors satisfied with the library environment’, the target for ‘perception of town centre safety during the day’ and the target for ‘off-peak community facility utilisation’ (noting that Ellen Melville Centre refurbishment is impacting this target).

8. The overall dashboard for the Waitematā Local Board indicates performance in the Waitematā Local Board area is tracking positively (Attachment A).

Recommendation/s

That the Waitematā Local Board:

a) receive the performance report for the financial quarter ending 30 September 2016

Comments

Key Achievements for Quarter One

9. The Waitematā Local Board has a number of key achievements to report from the Quarter One period, which include:

· All work programmes for operating departments approved either in June and July 2016.

· Renaming of Lower Khartoum Pace as Te Hā o Hine Place.

· Approval of the final Newton and Eden Terrace Plan and endorsement for public release.

· Approval of the Foreshore Walking Trail Signage for construction and installation.

· Allocation of $39,824 in Local Grants to seven community groups.

· Graffiti incidents in the Waitematā Local Board area between 1 July 2016 to 30 September 2016 were 35 per cent less when compared to the same period last year.

· The number of RFS (Requests for Service) graffiti decreased by 42 per cent, with all 109 being removed within the 24 hour target time.

· All the libraries in the area celebrated Matariki, with the Central Library partnering with the city centre activation team to deliver a spectacular event including a projection of the story of Matariki on to the St James to more than 3000 people over two nights.

· A total of 342 volunteer hours were delivered this quarter comprising of tree planting at Meola Reef, litter clean-up and a volunteer winter rose pruning at Symonds St Cemetery, weekend community planting at Lemington Reserve and Weona Reserve, tree mulching at Auckland Domain on going animal pest control (trapping rodents and possums) at Alberon Reserve, Auckland Domain, Lemington Reserve, Tirotai Reserve and Newmarket Park.

Key Project updates from the 2016/2017 Work Programme

10. All operating departments with an approved 2016/2017 Work Programme have provided performance report updates via SharePoint for quarter one (Attachment B). The following are progress updates against key projects identified in the Local Board Plan:

· Ellen Melville Centre Redevelopment construction is underway with completion expected in April 2017.

· Weona Walkway physical works Stage 2 commenced mid-February 2016 and are forecast to be completed mid-October 2016. Piling works are complete and installation of the substructure and boardwalk surface is well underway. The land section has been completed.

· Myers Park Upgrade Stage 2 is now being delivered in two separate workstreams. Construction of the splash pad is being led by Community Facilities. A preferred construction contractor has been selected and the contract awarded with construction commencing November 2016 and a planned completion date before the end of February 2017. The stormwater detention tank, major public art work and entrance upgrades are being led by the Development Project Office and programmed to be constructed from mid-March 2017 to November 2017.

· Grey Lynn Park Multi-functional Facility concept design phase is underway. Options for a concept design were completed for local board and sports codes consultation. The budget may be insufficient to deliver options currently being scoped for the design. Current budget may not achieve expectations of the sports clubs.

· Western Park playground works are underway and expected to be completed by the end of October 2016. Physical works may be delayed further due to weather and site constraints.

· Grey Lynn Park playground works are underway. Physical works are expected to be completed before 2 December 2016 subject to delays caused by contaminated land issues and weather.

Risks identified in the 2016/2017 Work Programme

11. The following possible risks have been identified by the relevant operating department where the progress and performance indicator has been set to ‘amber’ – possible risk to budget, time or outcomes.

Arts, Community and Events, Community Places - Grey Lynn Community Centre to deliver funding agreement requirements.

12. Funding Agreement for Grey Lynn Community Centre is signed but the Licence to Occupy and Manage is still in negotiation with council.

Arts, Community and Events, Community Places Funding agreement - Parnell and Ponsonby community centres

13. Ponsonby Community Centre and Parnell Trust: funding agreements including the Licence to Occupy and Manage is still in negotiation. These will be agreed and signed in Quarter Two.

Community Facilities - Symonds Street Cemetery Signage Stage III

14. Project on hold until funding becomes available in FY2018. The project scoping is underway and a project manager will be assigned.

Community Facilities - Arch Hill Reserve Sportsfields

15. A review of the project is underway as the cost estimates put the project over budget. Internal procurement processes are underway and tender documents for professional services will be prepared.

Community Facilities - Victoria Park irrigation

16. Physical works will commence December 2016 and are expected to be completed by end of January 2017.

Community Facilities - Tirotai Reserve Playground Renewal

17. Design approved by local board and procurement is underway. Physical works to occur pre-Christmas 2016.

Community Facilities – Parnell Pool Upgrade

18. Due to challenging timeframes works have been split according to urgency to meet client expectations. Stage 1 works have been tendered (structural works, pool coatings, minor refurbishments) and negotiation with preferred contractor is in progress. Lido and Spa Pool pipework leak remedial work has had to be deferred to Autumn 2017 due to inadequate lead-in time.

Community Facilities – Western Park Playground Renewal

19. Physical works underway and expected to be completed by end of October 2016 but works may be delayed further due to weather and site constraints (flood plain).

Infrastructure and Environmental Services - Low Carbon Lifestyles

20. The final evaluation report for the Waiatarau Terraces trial will be completed in early October 2016. This has delayed project planning for the phase two work scheduled for this current financial year as the findings inform the next steps.

21. The following risk has been identified by the relevant operating department where the progress and performance indicator has been set to ‘red’ – significantly behind budget/time or achievement of outcomes.

Parks, Sport and Recreation – new Point Resolution Mudcrete Paths

22. This project currently unfunded. Initial LDI funding for this project sat in FY18 but has been reallocated to the Point Resolution stairs renewal/upgrade project in FY17 as a priority. .

23. The reason to reallocate the intended project budget of $144,100 is that there is a shortfall in the Point Resolution stairs project. As this latter project is considered a priority for this financial year the Parks Portfolio holders decided to top up this upgrade with the budget tagged for the mudcrete paths, which currently is not considered as high a priority

Financial Performance (Attachment C)

24. Capital investment has started well with the ongoing redevelopment of Pioneer Women's and Ellen Melville Hall progressing through the construction stage.

25. Parks asset renewals continue at a good rate with spend in the first quarter being $1.4million. Western Park renewals ($330,000), Weona coastal walkway ($418,000) and various path renewals ($215,000) seeing the most significant investment to date.

26. The operating net cost of service is tracking well against budget. The first round of contestable grants has been completed, with nearly half of the available grant pool allocated.

Key Performance Indicators (Attachment D)

27. The year-end outlook is for 50 per cent of targets to be achieved.

28. The year-end outlook shows we are unlikely to achieve the target for percentage of residents who visited a local park or reserve in the last 12 months. A recent change to the survey question provided a way for participants to easily identify which parks belong to their specific local board area. This may explain the decline in performance, as many residents live near the fringes of their local board area and use parks in other local board areas. Promoting our parks and facilities is one strategy being used to help increase the proportion of the population who visit local parks.

29. A short fall of the target for the percentage of visitors satisfied with the library environment is expected. Customer feedback included requests for more designated quiet spaces, more seating and better parking. The Central City Library has refurbishment plans, including upgrades to furniture, fittings and technology, the Parnell Library has just had furniture and fittings renewed and the Grey Lynn Library will undergo a refurbishment, including a change in layout and study desks this financial year.

30. The year-end outlook also has short fall of the target for town centre safety during the day, although significant work has been done in the local board area to improve the perception of safety. Myers Park Medley event was held in FY15/16 to promote park use and the Albert Park Safer Routes project has been undertaken to make the park a safer place.

31. A shortfall is expected for the number of visitors to community centres and venues for hire. The FY17 Q1 result is based on two months of actual data and one month of estimates. Visitor numbers are lower than previous year due to the Ellen Melville Centre being closed for refurbishment this quarter. Due to this circumstance achieving the target for off-peak community facility utilisation was not expected this quarter.

Consideration

Local board views and implications

32. This report informs the Waitematā Local Board of the performance to date for the period ending 30 September 2016.

Māori impact statement

33. The local board, through its work programme, responds and delivers upon council’s Maori Responsiveness Framework through fostering and building strong relationships with mana whenua and matawaaka by ensuring their views are considered prior to making decisions on local projects and embedding mana whenua customary practices within the development of local projects.

34. A number of the key projects set out in this report have involved direct engagement with iwi and the projects themselves have been refined as a result of this engagement.

35. The decision made by the Waitemata Local Board to rename Lower Khartoum Place 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. Ngāti Whatua provided the name Te Hā o Hine, a name derived from whakatauki (proverb) ‘Me aro koe ki te hā o Hine-ahu-one’ which translates to ‘pay heed to the dignity of women’.

36. Mana whenua customary practices were embedded in the two civic events funded by the board during the July to September period, the Greenways Opening at Grey Lynn Park and the renaming ceremony for Te Hā o Hine Place on Suffrage Day.

37. The content of the Heritage Foreshore Interpretation panels incorporates information on mana whenua connections to localities along the Waitematā foreshore, late 19th century and early 20th century modification of the Waitematā historic foreshore and current connections. All mana whenua groups with an interest in the Waitematā Local Board area were approached to collaborate in the development of the content of the interpretation panels. Te Rūnanga o Ngāti Whātua; Ngāti Te Ata Waiohua; Ngāti Paoa have provided specific content that has been incorporated within the interpretation panels.

38. Following consultation with iwi, the Newmarket Laneways Project Team made changes to the Teed Street Concept Design through the inclusion of vegetation of significance to Māori and improved stormwater treatment outcomes.

Implementation

39. The Senior Advisor Waitematā Local Board will continue to provide performance updates to the local board.

40. Local Board services staff will continue to work with relevant departments where there are identified risks and address these as appropriate.

Attachments

No.	Title	Page
a ⇩	Waitemata Dashboard 2016-17 Q1	17
b ⇩	Waitematā Q1 Report	19
c ⇩	Waitemata Financials September	41
d ⇩	Waitemata Q1 KPI Report	45

Signatories

Authors

Simon Tattersfield - Local Board Advisor Orakei

Pramod Nair - Lead Financial Advisor

Authorisers

Kathryn Martin - Relationship Manager/Senior Advisor

Waitematā Local Board

22 November 2016

Auckland Domain Committee

File No.: CP2016/22837

Purpose

1. This report seeks Waitematā Local Board’s approval of the reestablishment of the Auckland Domain Committee and requests that the deputy Chair and two members of that Committee be appointed.

Executive summary

2. Allocation of decision making for Auckland Domain is split between Waitematā Local Board (WLB) and the Governing Body. In the last political term a joint committee was established for the Auckland Domain. This enabled the two governance arms of Auckland Council to consider issues collaboratively and make joint decisions over the Auckland Domain.

3. It is recommended that this committee be reestablished on the same terms and Waitemata Local Board appoint a deputy Chair and two members to this Committee. This would:

· ensure collaborative and holistic decision making,

· ensure efficient decision making,

· enable a “whole of the Domain” budget to sit with this newly established Committee giving a clearer view of financial priorities and needs across the Domain

Recommendation/s

That the Waitematā Local Board:

a) support the reestablishment of the Auckland Domain Committee in line with the terms of reference outlined in Attachment A, Terms of Reference, to the report

b) appoint a Deputy Chair and two members of the Auckland Domain Committee

c) note that staff will still seek the input of the Waitematā Local Board on significant decisions prior to putting decision making reports to the Auckland Domain Committee

Comments

4. On 22 August 2013, the Governing Body resolved that decision making for Auckland Domain be geographically split, with the WLB being allocated decision-making responsibility for the playing fields and two community recreational leases (Auckland Bowling Club and Parnell Tennis Club), with the balance of decision-making on the Auckland Domain being allocated to the Governing Body. This reflected the importance of the sporting facilities to the local communities and the significance and importance of the Auckland Domain to the whole of the region.

5. Prior to the establishment of the Auckland Domain Committee there were a range of decisions that were difficult to navigate with split governance which required independent decision making. This included events which affected the whole of Auckland Domain, proposed sportsfield developments that would have impacts beyond the boundary of the fields, affected party approvals (e.g. for a height in relation to boundary infringements) and master planning.

6. The Auckland Domain Committee was established in 2015 and since its establishment an events guideline, delegations, Tree Plan and Master Plan have all been agreed. These collaborative joint decisions have provided clear strategic direction for the operation and development of the oldest park in Auckland.

7. On 1 November 2016 the Governing Body agreed to continue to support the Auckland Domain Committee, appointed Councillor Mike Lee as Chair and Councillor Cooper and Simpson as Governing Body members.

8. The Independent Māori Statutory Board has appointed Renata Blair and Terence Hohneck to the Auckland Domain Committee.

Consideration

Local board views and implications

9. This report seeks the agreement of the WLB to the terms of reference, and to the re-establishment of the Auckland Domain Committee. In considering the option to support the reestablishment of the Auckland Domain Committee for joint decision making over the Domain the WLB should consider the following matters set out in the terms of reference:

(a) the number of members to be appointed to the committee; and

(b) how the chairperson and deputy chairperson of the committee are to be appointed; and

(d) what responsibilities (if any) are to be delegated to the committee by each local authority or public body; and

(e) how the agreement may be varied.

10. In 2015 all of these issues were comprehensively considered and the Auckland Domain Committee was established in line with the Terms of Reference included in attachment A. The joint Auckland Domain Committee functioned very well and it is recommended that three members of the WLB be appointed to the Auckland Domain Committee, that the WLB appoint the deputy Chair at this time, the Terms of Reference be adopted as attached which includes high level delegations. It is noted that more detailed delegations (to staff) were also adopted in the last term of the Committee and these continue to apply, until or if the Auckland Domain Committee amends or makes new delegations.

Māori impact statement

11. Auckland Domain is considered of great importance to many iwi in the region. It is a historic site of conflict and peace amongst hapū in the Auckland region.

12. The previous and proposed Auckland Domain Committee includes two members of the Independent Māori Statutory Board. Mana whenua are being engaged and will have input to all developments that are proposed for Auckland Domain.

13. The reestablishment of the Auckland Domain Committee has not been discussed with mana whenua. This is due to the fact that the subject of this report is about how delegated governance members function and does propose any changes to the current allocation table and primary governance responsibilities.

Implementation

14. Staff will continue to report to WLB to seek input of the Board prior to putting decision making reports to the Auckland Domain Committee on significant matters.

Attachments

No.	Title	Page
a ⇩	Terms of Reference	57

Signatories

Authors

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Kathryn Martin - Relationship Manager/Senior Advisor

Waitematā Local Board

22 November 2016

Appointment of board members to external and internal organisations and boards

File No.: CP2016/22400

Purpose

1. To appoint board members to external and internal organisations and boards relevant to the local board area.

Executive summary

2. Elected members participate as representatives of the local board on a number of external community and national organisations.

3. The beginning of the new electoral term generates the need for new appointments. This report provides details of the external and internal organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the board on those organisations for the 2016-2019 triennium.

4. In addition, there are a small number of appointments due to legislation or the terms in a deed are the responsibility of the governing body, but because the relationship between the council and the organisation is local, the governing body has delegated its responsibility to nominate an elected member to the relevant local board.

Recommendations

That the Waitematā Local Board:

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

External organisation	Lead	Alternate
Heart of the City (BID)
Ponsonby Business Association (BID)
K Road Business Association (BID)
Parnell Business Association (BID)
Newmarket Business Association (BID)
Uptown Business Association (BID)
Grey Lynn Business Association
Ponsonby Community Centre Board representative
Grey Lynn Community Centre Committee representative
Grey Lynn Park Advisory Committee representative
Uptown Innovation Project Steering Group

b) Appoints the following members to the internal advisory board listed below:

Internal organisation

Lead

Alternate

Auckland City Centre Advisory Board

Comments

5. 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.

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

7. As local board representatives, the nominated members represent the board, not in a personal capacity. Board members will provide updates at local board meetings to keep the board regularly informed of discussions and decisions made of their activities unless good reasons exist for confidentiality, these updates are in the form of business meeting reports which maintain public transparency.

8. 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

9. In making decisions about these appointments, it is suggested that local boards are mindful of;

· the elected members availability

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

· relevance

· historical relationship with the organisation and Auckland Council

10. 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.

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

12. In the previous term, members were appointed as liaison for external organisations like Parnell Trust Community Centre and Friends of Symonds Street Cemetery. These appointments will be considered by the board at a later date in conjunction with other relevant delegations.

Relevant external organisations

Business Improvement Districts (BIDs)

13. There are 46 Business Improvement District Partnership Programmes operating within the Auckland region. There are six Mainstreet or Business Improvement Districts (BID) in the Waitematā Local Board area.

14. 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 the Local Board Plan. The local board will receive regular reporting on the BID Partnership Programme and review progress against objectives.

15. The business association 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 association under the rules of their constitution.

16. 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.

17. The details of the BIDs relevant to the local board are detailed below.

Heart of the City

18. Heart of the City (HOTC) is Auckland's city centre business association. Funded by property owners and commercial tenants within its boundaries, HOTC has an overall mission to foster a successful city centre economy. The business association is committed to developing a city centre that all Aucklanders are proud of, that is a thriving place to do business, is accessible, vibrant and a great place to be.

19. The previous local board representative was Shale Chambers.

20. The local board is asked to appoint one member (and an alternate) to Heart of the City.

Ponsonby Business Association

21. Ponsonby Business Association is responsible for implementing priority projects in the Ponsonby area. Its main purpose is to assist and guide the development and advancement of the commercial interests of business people and businesses in the Ponsonby commercial district through a co-ordinated, structured and measurable communications, marketing and economic development programme.

22. The previous local board representative was Pippa Coom.

23. The local board is asked to appoint one member (and an alternate) to Ponsonby Business Association.

K Road Business Association

24. K Road Business Association groups a wide range of K Road businesses, from retailers and music stores to professional services and I.T. firms, and aspires to promote the economic development of the area.

25. The previous local board representative was Vernon Tava.

26. The local board is asked to appoint one member (and an alternate) to K Road Business Association.

Newmarket Business Association

27. The primary objective of Newmarket Business Association (NBA) is to assist and guide the development and advancement of the commercial interests of business people and businesses in Newmarket through a co-ordinated and structured communications, marketing and economic development programme. NBA seeks to foster and promote generally the welfare of the business community of Newmarket and, in particular, to provide a forum for networking and collaboration of members.

28. The previous local board representative was Greg Moyle. Member Pippa Coom was his alternate.

29. The local board is asked to appoint one member (and an alternate) to Newmarket Business Association.

Parnell Business Association

30. The Parnell Business Association provides a wide range of services for members including the promotion of Parnell as a business and shopping area, hosting events to attract people to the area, key placement and listings on this website, member networking events and a monthly email newsletter. A key role of the Parnell Business Association is the liaison and engagement with Auckland Council and other authorities to bring about improvements to the area and lobby for the interest of the businesses.

31. The previous local board representative was Christopher Dempsey.

32. The local board is asked to appoint one member (and an alternate) to Parnell Business Association.

Uptown Business Association

33. Uptown Business Association represents local businesses to maintain and grow the economic base of the Uptown area, to provide employment opportunities and ensure a resilient economy. Uptown Business Association seeks to channel the capabilities and knowledge of the private sector to improve outcomes and achieve common goals.

34. The previous local board representative was Rob Thomas.

35. The local board is asked to appoint one member (and an alternate) to Uptown Business Association.

Business Associations

Grey Lynn Business Association

36. Grey Lynn Business Association, which does not operate as a BID, supports and promotes the vitality, prosperity and sustainability of the businesses and communities of Grey Lynn and surrounding areas.

37. The previous local board representative was Deborah Yates.

38. The local board is asked to appoint one member (and an alternate) to Grey Lynn Business Association.

Ponsonby Community Centre Board

39. Ponsonby Community Centre Board is the committee that is responsible for governance decisions and has oversight of the smooth running and financial well-being of the Ponsonby Community Centre. The Board members are elected from the local community at the Annual General Meeting. They have skills in management, finance and governance and have the interests and health of the Centre and its activities at heart.

40. The previous local board representative was Pippa Coom.

41. The local board is asked to appoint one member (and an alternate) to the Ponsonby Community Centre Board.

Other appointments

Grey Lynn Community Centre Committee

42. Grey Lynn Community Centre Committee is the organisation that operates the Grey Lynn Community Centre. The role of the appointee is to provide relevant updates to the committee and a voice for the management of the centre.

43. The previous local board representative was Deborah Yates.

44. The local board is asked to appoint one member (and an alternate) to the Grey Lynn Community Centre Committee.

Grey Lynn Park Advisory Committee

45. Grey Lynn Park Advisory Committee is an active group that provides advice on various parks matters.

46. The previous local board representative was Vernon Tava.

47. The local board is asked to appoint one member (and an alternate) to the Grey Lynn Park Advisory Committee.

Uptown Innovation Project Steering Group

48. This group will resolve key issues, approve changes to scope and offer guidance and direction to the Uptown Innovation Hub project team.

49. The local board is asked to appoint one member (and an alternate) to the Uptown Innovation Project Steering Group.

Relevant internal organisations

Auckland City Centre Advisory Board

50. After the announcement of the new committee and panel structure by the Mayor Phil Goff on October 20, 2016, the Governing Body adopted the Terms of Reference for the Auckland Centre City Centre Advisory Board at their meeting on November 1, 2016.

51. The Auckland City Centre Advisory Board advises on the spend of the City Centre Targeted rate for the development of the City Centre.

52. The board supports the City Centre Masterplan’s vision to grow and consolidate the city centre’s international reputation as one of the world’s most vibrant and dynamic business and cultural centres.

53. There are up to 15 external city centre stakeholder representatives and three political representatives on the board.

54. The previous local board representative was Shale Chambers. Vernon Tava was acted as alternate for the board.

55. The local board is asked to appoint one member (and an alternate) to the Auckland City Centre Advisory Board.

Consideration

Local board views and implications

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

Māori impact statement

57. 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

58. There are no implementation issues as a result of this report.

Attachments

There are no attachments for this report.

Signatories

Authors

Andrew Simon Pickering – Senior Bylaw Inspector

Authorisers

Kathryn Martin - Relationship Manager/Senior Advisor

Karen Lyons - General Manager Local Board Services

Waitematā Local Board

22 November 2016

Adoption of the Waitematā Local Board Meeting Schedule for the 2016-2019 Triennium

File No.: CP2016/22325

Purpose

1. To seek the adoption of the Waitematā Local Board meeting schedule for the 2016/2019 electoral term.

Executive Summary

2. A draft meeting schedule for the 2016/2019 electoral term has been developed and is included below for adoption by the local board.

3. The specific times and dates for meetings, public engagement and any hearings, which may be required for matters such as local board plans and local board agreements, are yet to be finalised. Local board meeting schedules may therefore be updated once these details are confirmed.

Recommendation/s

That the Waitematā Local Board:

a) adopt its meeting schedule for the period December 2016 – September 2019 as follows:

Year	Date	Location
2016	13 December	Waitematā Local Board office, 52 Swanson Street, Auckland Central.
2017	21 February	Waitematā Local Board office, 52 Swanson Street, Auckland Central.
	21 March
	18 April
	16 May
	20 June
	18 July
	15 August
	19 September
	17 October
	21 November
	12 December
2018	20 February	Waitematā Local Board office, 52 Swanson Street, Auckland Central.
	20 March
	17 April
	15 May
	19 June
	17 July
	21 August
	18 September
	16 October
	20 November
	11 December
2019	19 February	Waitematā Local Board office, 52 Swanson Street, Auckland Central.
	19 March
	16 April
	21 May
	18 June
	16 July
	20 August
	17 September

b) agree to commence business meetings at 2.00pm. Public forum and deputations will be scheduled in the early part of the business meeting, to enable the democratic process

c) note that dates and times for meetings, public engagement and any hearings and deliberations for local board plans and local board agreements are yet to be finalised

Discussion

4. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules.

5. In summary, adopting a meeting schedule helps meet the requirements of:

· clause 19, Schedule 7 of the LGA on general provisions for meetings, which requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Such notification may be provided by the adoption of a schedule of business meetings.

· sections 46, 46(A) and 47 in Part 7 of the LGOIMA, which requires that meetings are publicly notified, agendas and reports are available at least two working days before a meeting and that local board meetings are open to the public.

6. Adopting a business meeting schedule also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

7. Commencing the business meeting during business hours will enable meetings to be productive and ensures best use of resources.

8. There are some instances for which the local board may need to have meetings in addition to this schedule. For example, the local board plans (developed every three years) and local board agreements (developed annually). The specific times and dates for those meetings, public engagement and any hearings process for these matters are yet to be finalized and are therefore not included in the schedule above.

Consideration

Local Board Views

9. The implication of this report is to ensure that the local board meets its legislative responsibility, as outlined in paragraph five.

Māori Impact Statement

10. There is no specific impact for Māori arising from this report. Local boards work with Māori on projects and initiatives of shared interest.

Implementation Issues

11. If there is any need to depart from the resolved dates, Auckland Council will publically notify the updated details. Local Board Services Department staff support local board business meetings.

Attachments

There are no attachments for this report.

Signatories

Authors

Madelon De Jongh – Senior Policy Advisor

Authorisers

Kathryn Martin - Relationship Manager/Senior Advisor

Karen Lyons - General Manager Local Board Services

Waitematā Local Board

22 November 2016

Waitematā Local Board urgent decision-making process for the 2016-2019 triennium

File No.: CP2016/22320

Purpose

1. To seek the Waitematā 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 Waitematā Local Board:

a) adopt 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) delegate 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) agree 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 memorandum

d) note 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 memorandum 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 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

Kathryn Martin - Relationship Manager/Senior Advisor

Karen Lyons - General Manager Local Board Services

Waitematā Local Board

22 November 2016

Urgent decision - Waitemata Local Board - Civic Events

File No.: CP2016/22813

Purpose

1. To enable the local board to acknowledge the decision made under urgency to delegate the allocation of civic event funds for the blessing of Te Hā o Hine Place on 19 September 2016 and to delegate the future approval of the civic event fund for future events.

Executive summary

2. The local board in the 2014 – 2016 electoral term renamed lower Khartoum Place. The new name was blessed as a part of a civic event which required a small amount of funds to progress.

3. This matter was considered urgent due to the timing for the blessing to coincide with National Council of Women Suffrage Day celebrations on the 19 September 2016.

4. The significance of the decision was considered to be low in terms of budget and in effect was business as usual, however, the 2016/2017 work programme did not provide for a delegation for this budget.

5. The matter of future event delivery was also considered urgent due to the events falling between business meetings from October through to December. If delegation was not provided then the event would not have been able to be delivered. Approval was sought to delegate future event budget expenditure to the Team Leader Event Delivery (civic) following consultation with the local board on the scope and nature of each individual event.

6. Please refer to the attached decision under urgency for more information.

Recommendation/s

That the Waitematā Local Board:

a) acknowledge the urgent decision dated 13 September 2016 regarding civic events:

That the Waitematā Local Board:

(a) Delegate to the Team Leader Event Delivery (civic) approval of the civic event scope and budget expenditure for the blessing of Te Hā o Hine Place on the 19^th September 2016.

(b) Delegate to the Team Leader Event Delivery (civic) approval of the civic event budget expenditure of $8000 for future civic events in the 2016/2017 financial year following consultation with the local board on the scope and nature of each individual event.

Attachments

No.	Title	Page
a ⇩	Urgent decision - civic events	111

Signatories

Authors	Sibyl Mandow - Democracy Advisor
Authorisers	Kathryn Martin - Relationship Manager/Senior Advisor

Waitematā Local Board

22 November 2016

Urgent decision - Waitematā Local Board - Uptown Innovation Project

File No.: CP2016/22814

Purpose

1. To enable the local board to acknowledge the decision made under urgency to allocate a grant to the Uptown Business Association funds to progress the Uptown Innovation project.

Executive summary

2. The Uptown innovation project is an economic development initiative aimed at cultivating an innovation community in Eden Terrace. The project is being led by the Uptown Business Association, in partnership with the Waitemata Local Board and Auckland Tourism, Events and Economic Development (ATEED).

3. The Local Board has allocated $30,000 towards activating the Uptown innovation project in the Local Economic Development work programme for the 2016/2017 financial year. A decision was made under urgency on the 11 October 2016 to allocate $20,000 from this budget line to the Uptown Business Association to appoint a Hub Co-ordinator who will be responsible for implementing a Hub activation programme. This will leave $10,000 in the budget line that may be required for other activation projects in the financial year.

4. The local board was asked to approve the grant funding as an urgent item to enable the Business Association to have in place sufficient resources to appoint a part time contractor to the Hub co-ordinator role. The decision to allocate the funds was made under urgency by the Chair and Deputy Chair of the Waitematā Local Board in the 2014 – 2016 electoral term.

5. Please refer to the attached decision under urgency for more information.

Recommendation/s

That the Waitematā Local Board:

a) acknowledge the decision made under urgency dated 11 October 2016 regarding the Uptown Innovation Project funding as follows:

That the Waitemata Local Board:

(a) approves a grant of $20,000 for the Uptown Innovation activation project from the ‘Implement the Waitematā City Fringe Economic Development Action Plan’ (LDI Opex) budget line to the Uptown Business Association to contribute to the costs of appointing an Uptown Innovation Hub Co-ordinator, noting that this is part of the $30,000 allocated through the 2016/2017 work programme under resolution WTM/2016/114.

(b) request that a report be brought to the local board at the beginning of the 2016 - 2019 electoral term to appoint a representative to the Uptown Innovation Project Steering Group.

Attachments

No.	Title	Page
a ⇩	Urgent decision - Uptown Innovation Project funding	121

Signatories

Authors	Sibyl Mandow - Democracy Advisor
Authorisers	Kathryn Martin - Relationship Manager/Senior Advisor

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

Chairperson	Pippa Coom
Deputy Chairperson	Shale Chambers
Members	Adriana Avendaño Christie
	Mark Davey
	Richard Northey, ONZM
	Vernon Tava
	Rob Thomas