Agenda of Ōrākei Local Board

Ōrākei Local Board

08 December 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

9 Public Forum 5

9.1 Public Forum - Meadowbank Pony Club 5

9.2 Public Forum - Mens Shed Auckland East 6

9.3 Public Forum - Ellerslie Residents Association 6

9.4 Public Forum - Use of Agrichemicals for Weed and Vegetation Control - Julian Bartrom 7

9.5 Public Forum - Chemical Spraying of Pesticides for Weed and Vegetation Control - Fiona McKee 7

9.6 Public Forum - Use of Weed Sprays containing Glyphosate - Bruce Baguley 7

10 Extraordinary Business 8

11 Notices of Motion 8

12 Ōrākei Community Grants, Round Two 2016-2017 Applications 9

13 New Road Name Approval for Two Roads created by way of Subdivision at 23-25 and 27-29 Towai Street, St Heliers 69

14 Annual Budget 2017/2018

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

15 Quarterly Performance Report: Ōrākei Local Board for quarter one, 1 July 2016 to 30 September 2016 77

16 Auckland Transport Update, Ōrākei Local Board, December 2016 121

17 Special Exemption (Section 6) Fencing of Swimming Pools Act 1987 147

18 Appointment of board members to external community organisations 167

19 Adoption of the Ōrākei Local Board business meeting schedule for the 2016-2019 Triennium 171

20 Ōrākei Local Board urgent decision-making process for the 2016-2019 triennium 175

21 Urgent Decision - Condor Rugby Football Club 177

22 Urgent Decision - Ōrākei Local Board Appointment to the Ngāti Whātua Ōrākei Reserves Board 183

23 Chairman’s Report – Colin Davis 189

24 Governance Forward Work Calendar 199

25 Ōrākei Local Board Workshop Notes 203

26 Resolutions Pending Action 221

27 Consideration of Extraordinary Items

1 Welcome

2 Apologies

An apology from Member Wong has been received.

3 Declaration of Interest

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

4 Confirmation of Minutes

That the minutes of the extraordinary Ōrākei Local Board meeting held on Thursday, 3 November 2016, be confirmed 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 Ōrākei Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

9 Public Forum

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

9.1 Public Forum - Meadowbank Pony Club

Purpose

1. To deliver a presentation to the board during the Public Forum segment of the business meeting.

Executive summary

2. Sam Fowler and Helen Clifton, Meadowbank Pony Club, have requested the opportunity to present the Meadowbank Pony Club’s position and vision for the Scarbro buildings regarding the Riding for the Disabled (Eastern Suburbs) Incorporated (RDA) relocation.

Recommendation/s

That the Ōrākei Local Board:

a) thank Sam Fowler and Helen Clifton, Meadowbank Pony Club, for their attendance and Public Forum presentation.

9.2 Public Forum - Mens Shed Auckland East

Purpose

1. To deliver a presentation to the board during the Public Forum segment of the business meeting.

Executive summary

2. Terry Moore, Mens Shed Auckland East, has requested opportunity to provide an update on the latest developments in the establishment of a Mens Shed in the Auckland East region.

Recommendation/s

That the Ōrākei Local Board:

a) Thank Terry Moore, Mens Shed Auckland East, for his attendance and Public Forum presentation.

9.3 Public Forum - Ellerslie Residents Association

Purpose

1. To deliver a presentation to the board during the Public Forum segment of the business meeting.

Executive summary

2. Edgar Henson and Bryce Bartley, Ellerslie Residents Association have requested the opportunity to speak to the local board on targeted rates and the legacy ban of chemical spray use for berms, edging and weed management in Ellerslie.

Recommendation/s

That the Ōrākei Local Board:

a) thank Edgar Henson and Bryce Bartley, Ellerslie Residents Association, for their attendance and Public Forum presentation.

Attachments

a 16 May 2016: Minutes of the Ellerslie Residents Association Public Meeting ................................................................................................ 229

b 21 August 2016: Minutes of the Ellerslie Residents Association Annual General Meeting .................................................................................. 231

9.4 Public Forum - Use of Agrichemicals for Weed and Vegetation Control - Julian Bartrom

Purpose

1. To deliver a presentation to the board during the Public Forum segment of the business meeting.

Executive summary

2. Julian Bartrom, has requested the opportunity to speak to the local board on the use of agrichemicals for weed and vegetation control.

Recommendation/s

That the Ōrākei Local Board:

a) Thank Julian Bartrom for his attendance and Public Forum presentation.

Attachments

a Julian Bartrom: Supporting Information............................................... 233

9.5 Public Forum - Chemical Spraying of Pesticides for Weed and Vegetation Control - Fiona McKee

Purpose

1. To deliver a presentation to the board during the Public Forum segment of the business meeting.

Executive summary

2. Fiona McKee, a representative of the Michael Park School Community has requested the opportunity to speak to the local board on the chemical spraying of pesticides for weed and vegetation control in parks, streets and schools in the local area.

Recommendation/s

That the Ōrākei Local Board:

a) thank Fiona McKee for her attendance and Public Forum presentation.

9.6 Public Forum - Use of Weed Sprays containing Glyphosate - Bruce Baguley

Purpose

1. To deliver a presentation to the board during the Public Forum segment of the business meeting.

Executive summary

2. Bruce Baguley, University of Auckland Distinguished Professor, has requested the opportunity to speak to the local board on the use of glyphosate-containing weed sprays in the proximity of schools.

Recommendation/s

That the Ōrākei Local Board:

a) thank Bruce Baguley for his attendance and Public Forum presentation.

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Ōrākei Local Board

08 December 2016

Ōrākei Community Grants, Round Two 2016-2017 Applications

File No.: CP2016/22655

Purpose

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

Executive summary

2. The Ōrākei Local Board has set a total community grants budget of $82,773.80 for the 2016/2017 financial year of which $15,000 has been allocated to a tree protection scheme.

3. A total of $67,373.80 remains in the community grants budget to be allocated in one local grant round and two quick response grant rounds.

4. One application was received in the Tree Protection Grant round, requesting a total of $1,017.75. Seventeen applications were received in quick response round two, with a total request of $42,830.

Recommendation/s

That the Ōrākei Local Board:

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

Table One: Ōrākei Local Board Tree Protection grant application

App ID

Applicant

Project

Request

Ineligible/

Eligible

2016/1-01

Susie Springhall

Towards pruning of scheduled Pohutukawa tree.

$500

Eligible

Total

$500

Table Two: Ōrākei Local Board quick response round two grant applications

App ID	Applicant	Focus	Project	Request	Ineligible/ Eligible
QR1712-206	La Bourrée Dance Group	Arts and culture	Towards rehearsal space for 2017 for La Bourrée French Regional Dancers, a community performance group	$800	Eligible
QR1712-209	Ellerslie Theatrical Society Inc.	Arts and culture	Towards the purchase of a audio-visual system	$3,000	Eligible
QR1712-210	Action Education	Arts and culture	Towards delivery costs for spoken word poetry workshops in local secondary schools	$2,000	Eligible
QR1712-219	Bach Musica NZ Inc.	Arts and culture	Towards two guest conductors fees for 2017 Subscription Concert One	$3,000	Eligible
QR1712-202	Tamaki Community Development Trust	Community	Towards "maker kits" and instructors time for a robotics workshop	$3,000	Eligible
QR1712-204	Girl Guides Association of New Zealand Inc.	Community	Towards venue hire of the Ōrākei Hall.	$3,000	Eligible
QR1712-208	The Parenting Place - Attitude Youth Division	Community	Towards the delivery of “Attitude Life-Skills” presentations in Ōrākei District High Schools	$3,000	Eligible
QR1712-214	Eastern Bays Dog Training Club	Community	Towards the purchase of dog agility training gear for the Eastern Bays Dog Training Club.	$2,000	Eligible
QR1712-215	Royal New Zealand Foundation of the Blind	Community	Purchase of digital talking books for the Blind Foundation Library	$1,500	Eligible
QR1712-220	New Zealand Filipino Sto Nino Devotees Trust	Community	Towards venue hire, sounds and visual display equipment hire, trophies and awards for the Sinulog New Zealand Cultural Festival	$2,000	Eligible
QR1712-221	Citizens Advice Bureau Auckland City Inc. (CABAC)	Community	Towards a re-useable banner for the CAB Remuera and Eastern Bays 40th Anniversary	$2,030	Eligible - as per local board grant programme: applicant has outstanding accountability report
QR1712-222	Youthline Auckland Charitable Trust	Community	Towards the helpline operational costs which supports the health, wellbeing and participation of Ōrākei youth	$3,000	Eligible
QR1712-223	St Philip's Church Vestry	Community	Towards the repair of cracking in the north west wall brickwork	$3,000	Eligible
QR1712-201	FutureDreams Swimming	Events	Towards a defibrillator, coaching clinics and an extra guard for the Kohi Summer Swim Series	$2,500	Eligible
QR1712-205	St Heliers and Glendowie Scout Group	Events	Towards the costs to attend the 21st New Zealand Scout Jamboree in Blenheim	$3,000	Eligible
QR1712-211	Auckland Indian Sports Club Inc.	Sport and recreation	Towards the annual registration fees for the hockey team`s registration fees.	$3,000	Eligible
QR1712-212	Auckland Softball Association Inc.	Sport and recreation	Support to purchase KiwiSport equipment for the school programme.	$3,000	Eligible
Total				$42,830

Comments

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

6. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

7. The Ōrākei Local Board will operate two local grant rounds and three quick response grant rounds for this financial year.

8. The Ōrākei Local Board Tree Protection Grants Programme was established as a pilot grant programme for the 2016/2017 financial year to provide owners of notable trees within the local board area, access to grants to support tree maintenance works that are vital to the long term health of significant trees and their retention within the community (OR/2016/79). The Ōrākei Local Board adopted the Tree Protection Grants programme on 4 August 2016 (see Attachment B) which sets out eligibility criteria, exclusions, grant types, the number of grant rounds and when these will open and close.

9. The Ōrākei Local Board Tree Protection Grants Programme will have two rounds for this financial year with the timing aligned with quick response rounds two and three.

10. The Ōrākei Local Board has set a total community grants budget of $82,773.80 for the 2016/2017 financial year. The local board has also set a tree protection grants budget of $15,000 for the 2016/2017 financial year (OR/2016/79).

11. A total of $67,373.80 remains to be allocated in one remaining local grants round and two quick response grant rounds.

12. One application was received in the Tree Protection Grant Round One requesting a total of $500. Seventeen applications were received in the second quick response round of the local grants programme with a total request of $42,830.

Local board views and implications

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

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

Māori impact statement

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

Implementation

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

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

Attachments

No.	Title	Page
a ⇩	Ōrākei Local Board Grants Programme 2016/2017	13
b ⇩	Ōrākei Local Board Tree Protection Grants	17
c ⇩	Ōrākei Quick Response Round Two application summaries	19
d ⇩	Ōrākei Tree Protection Grants application summary	67

Signatories

Authors

Jaimee Wieland - Community Grants Coordinator

Maisha Bukhari - Environmental Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

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

Ōrākei Local Board

08 December 2016

Ōrākei Local Board

08 December 2016

New Road Name Approval for Two Roads created by way of Subdivision at 23-25 and 27-29 Towai Street, St Heliers

File No.: CP2016/23408

Purpose

1. The purpose of this report is to seek approval from the Ōrākei Local Board to name two new roads, created by way of subdivision, at 23-25 and 27-29 Towai Street, St Heliers.

Executive summary

2. This report outlines the background for the naming of two new roads (right of ways) created by way of a subdivision by developer Aaron Ghee of Walton 18 Limited. The joint subdivision and land-use consent was approved on 3 June 2016 (Council reference R/SUB/2016/1412). The road naming application has been compiled on behalf of the developer by agent Kiwi Vision Consultants Limited.

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

4. The proposed names for the two new roads are:

· Road 1: 23-25 Towai Street: ‘Graceville Lane’ (applicant’s preferred name), alternative names: ‘Grace Ghee Lane’ and ‘Graceland Way’.

· Road 2: 27-29 Towai Street: ‘Ryanville Lane’ (applicant’s preferred name), alternative names: ‘Ryan Ghee Lane’ and ‘Ryanland Way’.

5. Following assessment against the road naming policy and guidelines, the proposed road names for both roads were determined to meet the majority of the road naming criteria, except that the names refer to living persons.

6. Local iwi groups were consulted by Auckland Council on behalf of the applicant and no objections or comments concerning the proposed names were received.

Recommendation/s

That the Ōrākei Local Board considers for approval:

a) the road name ‘Graceville Lane’, proposed by the applicant, for the new private road created by way of subdivision at 23-25 Towai Street, St Heliers, in accordance with section 319(1)(j) of the Local Government Act 1974.

b) the road name ‘Ryanville Lane’, proposed by the applicant, for the new private road created by way of subdivision at 27-29 Towai Street, St Heliers, in accordance with section 319(1)(j) of the Local Government Act 1974.

Comments

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

8. The two new roads to be named are right of ways serving more than five properties, created by way of a subdivision resource consent encompassing sites at 23-25 Towai Street and 27-29 Towai Street, St Heliers. The subdivision consent was approved 3 June 2016 (Council reference R/SUB/2016/1412). As depicted in the attached layout maps (Attachment A), the first new road to be named (‘Graceville’ at 23-25 Towai Street) serves 13 new dwellings and the second road to be named (‘Ryanville’ at 27-29 Towai Street) serves 8 new dwellings, all approved under associated land use consent.

9. The proposed new road names and order of preference are summarised below:

Location

Preference

Proposed New Road Name

Road 1:

23-25 Towai Street

Preferred Name

Graceville Lane

First Alternative

Grace Ghee Lane

Second Alternative

Graceland Way

Road 2:

27-29 Towai Street

Preferred Name

Ryanville Lane

First Alternative

Ryan Ghee Lane

Second Alternative

Ryanland Way

10. The applicant, developer Aaron Ghee of Walton 18 Limited, wishes to name the two new roads after his children, Grace and Ryan. He has provided the following background to this choice, demonstrating a thematic identity of familial ties, and has also explained the history of his company’s developments and contributions to the Eastern Bays area:

· “Walton 18 Limited is a well-established developer in the area and the company has developed multiple properties in the Eastern Bays over the last 8-10 years (listed below). I feel that we have contributed significantly to the housing landscape of the area with beautiful high end houses, most of which are new built to the highest standard. The Towai Street development is the largest and most significant for me (as one of the most significant land housing development in the Eastern Bays area in recent times) therefore it will mean a lot if the street names can have some reference to my two children, Grace and Ryan. My favoured choices would be Graceville and Ryanville Lane”.

· “My family has long standing ties to the Eastern suburbs of Auckland having lived, worked and studied in the area for many years. Our two children have grown up in the area. When we moved to the Eastern Bays we fell in love with the Bays lifestyle. We love the area and we send our kids out of zone to private schools in order to stay in Eastern Bays, even though we could have easily moved to Remuera to be in the zone for grammar schools for their intermediate and high school years. As a longstanding resident and contributor to the local economy, it would be nice to leave something behind in the area with some reference to my children, in order to leave a legacy for my family in a tangible way”.

· Properties we have developed over the years in the Eastern Bays:

1. 44 Godden Cresent, Mission Bay – 2 unit Development – 2007

2. 31A The Parade, St Heliers – single house redevelopment – 2008

3. 132 (I think), Paritai Drive – 1 site development large house – 2008

4. 36 Dudley Road, Mission Bay – 2 unit development – 2009

5. Speights Road, Kohimarama – 2 new townhouses – 2011

6. 159 Kohimarama Road, Kohimarama – 4 unit development 2014

7. 31 Ashby Street – 3 unit development 2015

· Our current developments in the Eastern Bays:

8. Towai St Development – 25 Units

9. 98 Paritai Drive, Ōrākei – single house Development

10. 98 Melanesia Road, St Heliers – 2 unit development

11. 26 Sprott Road, Kohimarama – 2 unit Development

12. 96 Melanesia Road, St Heliers – 2 unit development

13. 23 & 25 Auckland Road, St Heliers – 14 unit development

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

12. In this instance the proposed road names meet all criteria as laid out in the road naming guidelines, except that the alterative name options of ‘Grace Ghee’ and ‘Ryan Ghee’ directly refer to living people and the road naming guidelines state that the names of living persons are not encouraged. However, Criteria 18 of the Ōrākei Local Board Road Naming Policy and Guidelines permits the use of given or first names in conjunction with a surname, if required to provide uniqueness for a significant name. The developer has provided a description as to the significance of the chosen names and the use of the first name in conjunction with a surname can be seen to provide uniqueness, given that there are other nearby road names containing the name Grace / Ryan in various forms.

13. New Zealand Post and Land Information New Zealand (LINZ) have commented that the proposed names meet their criteria and standards, as per the New Zealand and Australian ‘Standard for rural and urban addressing policy AS/NZS 4819:2011’. This means that there is no applicable duplication of the names and no similar names already in use in the area that would lead to confusion for emergency and postal services.

14. The proposed suffix ‘Way’ is considered appropriate in the circumstances as ‘Appendix C’ of the Ōrākei Local Board Road Naming Guidelines references ‘Way’ as being a short enclosed road. This is suitable for the two short, enclosed private roads to be named.

15. The proposed suffix ‘Lane’ is also considered appropriate in the circumstances as ‘Appendix C’ of the Ōrākei Local Board Road Naming Guidelines references ‘Lane’ as being a narrow road between walls, buildings, or a narrow country road. In this case, the roads to be named are fairly narrow when compared to the main road and will be located in relative proximity to the adjacent dwellings.

16. The applicant consulted Mission Bay/Kohi Residents Association, St Heliers Bay Village Association and St Heliers/Glendowie Residents Association on the proposed names.

17. Only Mission Bay Kohimarama Residents Association responded, who supported the use of Graceville Lane and Ryanville Lane. However, they did not support the use of the names Grace and Ryan Ghee on the basis that the use of full names of people unknown in the area, or of multi-word names, is not encouraged. In addition, it was thought that Graceland Way would unintentionally evoke memories of Elvis, and so recommended keeping away from this option. Don Stock, Chair of the association, noted that the properties were originally developed by Douglas Miller and suggested that if the developer were looking for a local connection, then Douglas Lane and Miller Lane (or Way) might be an option. However, the local board should note that these name suggestions have not been checked by NZ Post or LINZ and local iwi have not been consulted.

Consideration

Local board views and implications

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

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

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

Māori impact statement

21. The applicant used Auckland Council’s Iwi Facilitation service to consult relevant local iwi about the proposed road names. In total, 12 iwi were consulted on behalf of the applicant. Of these, Te Rūnanga o Ngāti Whātua responded to defer their interests to the decision of Ngāti Whātua o Ōrākei. In turn, no further response was received from Ngāti Whātua o Ōrākei. Ngāti Tamaoho were happy to refer to resident iwi. No responses were received from the reaming iwi. It is therefore considered that the proposed names are deemed acceptable by all relevant iwi.

Implementation

22. 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.

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

Attachments

No.	Title	Page
a ⇩	Towai Street Development, St Heliers - Location Map	75

Signatories

Author

Emerald James - Subdivision Advisor

Authorisers

Ian Smallburn - General Manager Resource Consents

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

Ōrākei Local Board

08 December 2016

Quarterly Performance Report: Ōrākei Local Board for quarter one, 1 July 2016 to 30 September 2016

File No.: CP2016/24164

Purpose

1. To provide the Ōrākei Local Board (the Local Board) with an integrated quarterly performance report for quarter one (1 July 2016 to 30 September 2016) against the Local Board’s 2016/2017 work programme.

Executive summary

2. This report is the first in a new format and provides an integrated view of performance for the Local Board, which includes:

· progress against the Local Board’s 2016/2017 work programme and risks, key challenges and issues associated with the delivery of the work programme

· financial performance and progress against local board key performance indicators.

3. There are a number of key achievements to report for the quarter, which include:

· Installation of the Madill’s Farm Reserve playground and public toilets

· Construction of shared paths in Liston and Glover Parks

· The large number of volunteer hours (1274 hours) dedicated to enhancing the environment by way of clean-ups, weed and animal control and ecological restoration.

Performance for quarter one

4. The overall dashboard for the work programme indicates performance is tracking positively (Attachment A).

5. The majority of the work programme (Attachment B) is on track, with five projects requiring attention and two projects at risk.

6. The following capital projects are at risk of not being delivered in 2016/2017 and staff recommend that the Local Board resolve to defer these to 2017/2018:

· The installation of floodlights on fields 2 and 3 at Madill’s Farm Reserve will require resource consent and it is expected that the physical works may not begin before June 2017.

· The construction of feeder-links to the Ōrākei Spine cannot be undertaken in 2016/2017 as planning and design is taking place this year.

7. The financial performance of the Local Board for quarter one is behind expectations (Attachment C). Capital expenditure is $531,000 against a budget of $948,000. This is mainly due to weather conditions which have slowed parks renewals and slow negotiations with the preferred supplier for the Stonefields Heritage Trail. Operating expenditure is $3 million against a budget of $2.4 million due to a delay in receipt of the easement fee from The Landing and earlier than expected spend in the parks services contract. Staff advise that these issues will be addressed over the year and will be on budget by year end.

8. A reallocation of operational expenditure is requested to advance design and planning for Liston Park and Kupe Reserve and the through route in Colin Maiden Park.

9. The key performance indicators for the Local Board show a trend of delivery that is meeting the majority of indicators, with some issues in the Parks Sport and Recreation, Community Services and Planning and Development activity areas. Further information is detailed in the Key Performance Indicators section of the report and in Attachment D.

Recommendation/s

That the Ōrākei Local Board:

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

b) approve the deferral of the following projects from 2016/2017 to 2017/2018 in line with scheduled project delivery of the physical works:

i. Madill’s Farm replacement full field floodlighting for two fields - $200,000

ii. Develop new multi-use changing rooms and toilets at Michaels Avenue Reserve - $950,000

iii. Feeder-links to the Ōrākei Spine - $750,000.

c) approve the reallocation of $40,000 from the 2016/2017 Ōrākei Economic Development Initiatives budget to the following projects:

i. $22,000 for further detailed design of the Colin Maiden Park north-south through road,

ii. $18,000 for concept planning for Liston Park and Kupe Reserve.

Comments

2016/2017 Local Board work programme

10. As part of the 2016/2017 Local Board Agreement, the Local Board approved its 2016/2017 work programme for the following departments as follows:

Date	Department
9 June 2016	· Libraries and Information · Community Facilities Renewals
7 July 2016	· Arts, Community and Events · Parks, Sport and Recreation · Local Economic Development · Infrastructure and Environmental Services
4 August 2016	· Community Leases
1 September 2016	· Community Facilities Renewals – Parks Sport and Recreation Renewals

Key Achievements for Quarter One

11. There are a number of key achievements to report for the quarter, which include:

· Completion of the planning work required for the field 3 sand-carpet at Shore Road Reserve

· Renewal of the track, bridges, staircase and retaining walls in Kepa Bush Reserve

· Lease renewals have been approved for the Remuera Citizens’ Advice Bureau, Glendowie Tennis Club and Ōrākei Tennis Club

· Completion of the geotech investigation into the subsoil of the courts at the Mission Bay Tennis Club

· Installation of the Madill’s Farm Reserve playground and public toilets

· Construction of shared paths in Liston and Glover Parks

· The Michaels Ave Reserve community liaison committee group, required by the Environment Court, has been set up and planning has begun for the installation of lighting and the sound wall

· Expressions of interest for the investigation and design work for Ōrākei Domain are being sought.

12. Of significance in this quarter was the large number of volunteer hours (1274 hours) dedicated to enhancing the environment by way of clean-ups, weed and animal control and ecological restoration. Students from St Cuthbert’s and Glendowie Colleges picked up litter in Tahuna Torea Nature Reserve, Okahu Bay and Mission Bay. Community planting days were held at Waiatarua Reserve, Churchill Park and Waiata Reserve. Kepa Bush, St Johns Bush and Selwyn Bush also benefitted from voluntary work.

Key Project updates from the 2016/2017 Work Programme

13. All operating departments with an approved 2016/2017 Work Programme have provided performance report updates for quarter one (Attachment B). Overall, most projects for 2016/2017 are on track, with five projects requiring attention and two projects at risk.

14. The following projects have been highlighted by operating departments where the progress and performance indicator has been set to red or amber and are at risk of not being achieved by the end of the 2016/2017 financial year.

Parks, Sport and Recreation

15. The installation of floodlights on fields 2 and 3 at Madill’s Farm Reserve will require resource consent and it is expected that the physical works may not begin before June 2017. The capital funding for this project therefore needs to be deferred to 2017/2018. Approval to defer the capital budget is sought as part of this report.

16. Due to unforeseen delays in 2015/2016 projects at the Ōrākei Basin it is possible that the renewals planned for 2016/2017 of the southern and eastern paths may not be possible this financial year. Parks has also indicated that commencement of the State of the Basin report as required by the Ōrākei Basin Management Plan may also be delayed.

17. The Coastal Management Team is reviewing the design of the replacement seawall at Andersons Beach and resource consent may be needed and this project may need to be deferred until 2017/2018.

18. Tenders for the Stonefields open space development (including the heritage trail) were higher than the available budget and consequently negotiations with the preferred supplier are underway to identify cost savings.

19. Ecological restoration of the fish dams and mangrove removal at Tahuna Torea Nature Reserve may be delayed as resource applications are only being lodged in November 2016.

20. There are two other projects at risk in the Parks Sport and Recreation area which require action from the Board:

· The construction of feeder-links to the Ōrākei Spine cannot be undertaken in 2016/2017 as planning and design is taking place this year. Staff recommend that the Board defer the capital funding for this project to 2017/2018.

· The construction of the Michaels Avenue Reserve multi-use changing rooms and toilets cannot be undertaken in 2016/2017 as it appears that the Ellerslie Sports Club has not yet raised enough funds to meet its share of the project. Staff are working on an arrangement between the Council and the Ellerslie Sports Club to jointly fund new clubrooms and combine this with the changing rooms and toilets. Staff recommend that the Board defer the capital funding for this project to 2017/2018.

· The Colin Maiden Park Masterplan is being implemented with an investigation into the feasibility of extending the north-south section of the proposed route to connect to Netball Association’s west access road. As this was not in the original scope of works, it is anticipated that a budget of approximately $22,000 is needed to include this work.

Additional Projects for Local Parks

21. It has come to the attention of staff that direction is needed on how to progress planning for two local parks. The community around Liston Park and the Ellerslie Residents’ Association are interested in planning for future uses of Liston Park. The existing building will undergo a structural engineering assessment. In the meantime, a concept plan for the park could be developed.

22. There are two renewals project programmed for Kupe Reserve this financial year. These include replacing the playground and resealing the driveway from Kupe Street and the adjoining carpark. Before these projects are initiated it is suggested that the reserve be fully assessed and a concept plan prepared to enhance the reserve and address any safety issues.

23. Budget is available within Locally Driven Initiatives Operating Expenditure budget for Ōrākei Economic Development Initiatives. It is suggested that $18 000 be reallocated to enable concept plans for Liston Park and Kupe Reserve to be prepared.

Arts, Community and Events

24. There has been no allocation by the Local Board to the Friends of Churchill Park in 2016/2017. If there is no application by this group before the end of 2016/2017 there is a risk that the budget for recognised community groups will not be fully utilised.

Financial Performance

25. The financial performance of the Local Board for quarter one is behind expectations (Attachment C).

26. Capital project delivery is below budget this quarter ($531,000 against a budget of $948,000). This is due to parks asset renewals being delayed due to exceptionally wet conditions. As described above, the Stonefields open space development (including the heritage trail) project has been delayed by tender negotiations with the preferred supplier, while Ōrākei Basin open space improvements are planned to begin early in 2017.

27. Operating expenditure is ahead of budget this quarter ($3 million against a budget of $2.4 million). This is partly due to a delay in receipt of the easement fee from The Landing and partly because operating expenditure is higher than budget in parks facility maintenance programmes due to the usual focus in the first quarter on street tree maintenance and power line clearance to meet legislative requirements. The winter tree replacement programme has also been completed.

28. Staff advise that these issues will be addressed over the year and will be on budget by year end.

Key Performance Indicators

29. Key Performance Indicators (KPIs) are monitored against targets set for a number of activities and services. (Attachment D). For Ōrākei the year-end outlook is for 63 per cent of targets to be achieved or substantially achieved, with some issues in the Parks Sport and Recreation, Local Community Services, and Local Planning and Development activity areas.

Parks, Sport and Recreation

30. The year-end outlook is below target for the percentage of residents satisfied with the provision of local parks and reserves, and the percentage of residents who visited a local park or reserve in the last 12 months. There are projects underway, including sand field and lighting improvements at Colin Maiden, Crossfield Reserve, Madill’s Farm, Michaels Avenue Reserve and Ōrākei Domain that will improve the sports field capacity in the short term.

Local Community Services

31. The percentage of visitors satisfied with the library environment is on track to be achieved, and the year-end outlook is positive for town centre safety targets. Off-peak facility use is below target, but the digital booking system, which began recording bookings in quarter one, is expected to improve customer experience and utilisation.

32. The percentage of customers satisfied with the Community Funding process and advice available to them was below target (64 per cent against a 75 per cent target). This may be attributed to changes to the application process in 2016. Workshops are planned in 2017 for community groups to assist them in preparing better applications.

Local Planning and Development

33. A new policy for Business Improvement Districts (BIDs) was introduced in May this year. BIDs are now required to submit a programme for the year and report on it to the Local Board. A performance measure has been developed to monitor each BID’s obligations. By the end of the first quarter, Remuera BID, St Heliers BID and Ellerslie BID have provided the majority of accountability documents, but have not yet shared their strategic plans with the Council as required by the BID Policy.

Consideration

Local board views and implications

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

Māori impact statement

35. The Ōrākei Local Board, through its work programme, responds and delivers upon Council’s Maori Responsiveness Framework through fostering and building 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.

Implementation

36. The Senior Advisor Ōrākei Local Board will continue to facilitate performance updates to the Local Board.

Attachments

No.	Title	Page
a ⇩	Ōrākei Dashboard 2016/2017 Q1	83
b ⇩	Work Programme 2016/2017 Ōrākei Q1 Report	85
c ⇩	Ōrākei Quarterly Performance Report September / Financial Performance Ōrākei Local Board	103
d ⇩	Ōrākei Quarterly KPI Report / Ōrākei Performance Measures Results	113

Signatories

Author	Suzanne Weld - Senior Local Board Advisor, Ōrākei Local Board
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

08 December 2016

Auckland Transport Update, Ōrākei Local Board, December 2016

File No.: CP2016/23835

Purpose

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

Executive summary

2. This report informs the local board on the following matters:

· Auckland Transport consultations in the local board area

· Transport Capital Fund Projects – current and completed

· Auckland Transport Quarterly Reporting

Recommendation/s

That the Ōrākei Local Board:

a) receive the Auckland Transport Report, Ōrākei Local Board, December 2016.

Reporting Back

3. Auckland Transport attended a workshop in November 2016. Items discussed were:

· Working with Auckland Transport

Consultation

4. The Ōrākei Local Board’s views are considered during consultation on proposed project schemes. The following project proposals were consulted and feedback sought by the Local Board in October and November 2016:

· Parking Change on Waiatarua Road, Remuera outside Meadowbank School

· Proposed No Stopping At All Times Restrictions (Broken Yellow Lines) on Tihi Street, Stonefields

· Tihi Street, Stonefields – Broken Yellow Lines

· Rangitoto Ave, Remuera – Broken Yellow Lines

· Signalised Pedestrian Crossing Installation on Wootton Road and Remuera Road Intersection, Remuera

· Hapimana Street, Remuera – Broken Yellow Lines

· Temporary parking change on Tamaki Drive, Mission Bay

Local board transport capital fund (LBTCF)

5. The Ōrākei Local Board has approximately $600,000 per annum of discretionary funding for transport related capital projects.

6. The Board’s current Local Board Transport Capital Fund (LBTCF) projects are summarised in the table below:

Current LBTCF Projects

Project

Description

Status

Mission Bay Local Centre Enhancement

Streetscape Upgrade

Construction expected to finish on 9 December 2016. The Local Board contribution of $150,000 has been fully utilised.

Walkway Connection - Wilsons Beach to Shore Rd Reserve

Concept Plans

The Local Board allocated $30,000 to enable the development of the concept plans. This is being managed and completed by Auckland Council Parks and is expected for completion in early 2017.

Ōrākei and Meadowbank Stations - Secure Cycle Parking

Bike Racks

The Ōrākei cycle shelter is installed.

Colin Maiden Road Connection

Provide a safe off road connection for pedestrians and cyclists through Colin Maiden Park, from College Road to Merton Road

The initial report has been finalised. This was presented to the former Ōrākei Local Board which requested further investigation for stairs and a shared path. This is out of the initial scope of the project and will require an extension of funding.

The Board will be formally briefed early in 2017 on how it wishes to proceed. One option would be to fund by other means and take it forward by Auckland Council Parks.

Upland Rd Footpath

Progress the footpath

The firm estimate of cost of $134,000 for this project.

The Board will be formally briefed and a resolution to proceed, or otherwise, sought early in 2017.

Landing Entrance Upgrade

Improved entrance way to “The Landing” on Tamaki Drive

Currently in design and development of firm estimate of cost (FEC).

Remuera Streetscape Upgrade

Kerb and intersection realignment to allow for installation of planter boxes

This project is currently on hold until the red light trial is completed. This project currently has a Rough Order of Cost (ROC) in the order of $310,000.

The Board will be formally briefed and a resolution to proceed, or otherwise, sought early in 2017.

St Heliers Library Streetscape Upgrade

Should the Ōrākei Local Board wish to proceed with this project, a formal proposal form will need to be provided.

Completed Projects

7. The Ōrākei Local Board completed the following projects utilising the Local Board Transport Capital Fund in the 2013 – 2016 electoral term:

· The Benson Road Upgrade improves the safety for pedestrians using this Remuera intersection, as well as those using the footpath around the Benson Road/Upland Road shops. The first part of the project (the western side) was completed in December 2015, and the second stage (eastern side) was completed in January 2016.

· A permanent speed warning sign was installed in Omahu Road resulting in the lowering of the average speed by 10km. A temporary speed warning sign is currently rotated between Maskell Street and Ōhinerau Street, with an additional temporary sign to be installed at an appropriate location.

· A new pedestrian bridge across a swale in a Stonefields Road has enabled the community to move safely across the road.

· A new turning bay at the end of Waitara Road to enable users of Glover Park to exit this road safely.

· A new footpath connecting the left hand side of Summerhill Place with St Heliers Bay Road at the request of a resident from the Grace Joel Retirement Village was completed in 2015.

· Secure cycle storage was installed at the Remuera, Meadowbank and Ōrākei Train Stations.

· A retaining wall and fence, separating the footpath from the road, was installed on Abbotts Way, Remuera, addressing Edmund Hillary Retirement Village resident concerns by providing a safer environment for the residents travelling to nearby shops.

· The Liston Park walkway provides a safer connection through Liston Park to Abbotts Way.

· The Churchill Park Eversham Road entrance was resealed, offering a safe point of entry to Churchill Park for walking school buses.

· The installation of street lighting at the Churchill Park entrance has improved safety for Churchill Park and local school users.

· The Martyn Wilson Reserve Path and Shore Road pedestrian refuge provide safe links to Shore Road, Hobson Bay and Ōrākei Basin walkways.

· The provision of a footpath around the outside of Glover Park linking Riddell Road to the Glover Park playground.

Financials update

Ōrākei Local Board Transport Capital Fund Financial Summary

Total Funds Available in current political term (Balance of 2016-17, plus 2017-18 and 2018-19)	$ 1,754,074
Spent to Date on Completed Projects (including money spent on cancelled projects)	$ -
Committed to date on projects approved for design and/or construction	$ 312,378	0%	Percentage of these commitments spent to date.
Total budget left that needs to be allocated to new projects and spent by the end of the current political term.	$ 1,441,696	The total available budget is not fully committed. More projects need to be approved.

Total of Projects assessed to a Rough Order of Cost (ROC) stage but not approved by the LB.	$ -
Funds available from the next political term (2019-20)	$ 631,373	This is the full 2019-20 Ōrākei LBTCF budget.

Quarterly Reporting

8. Auckland Transport’s quarterly report is attached to this report in four parts:

· Auckland Transport Activities over the July - September 2016 Quarter (Attachment A)

· School Report (Attachment B)

· Transport Control Committee Decisions (Attachment C)

· The Local Board Advocacy Initiatives (Attachment D). The initiatives reported on here are from the previous political term 2013-2016.

Auckland Transport News

99c Child Weekend Fares

9. With the introduction of the Simpler Fares system, children 5-15 years travelling on an Auckland Transport HOP card can travel on buses and trains on weekends and during public holidays for just 99 cents. To qualify for this fare, parents need to load a child concession on the Auckland Transport HOP card and it needs to be registered. Up to five bus or train trips can be made over a four hour period with up to 30 minutes between each trip.

10. 99 cent Child Weekend Fares presents Auckland Transport Metro with an opportunity to increase patronage on trains and buses on weekends and on public holidays. For families, 99 cent Child Weekend Fares make trains and buses a more economical option.

Attachments

No.	Title	Page
a ⇩	Auckland Transport activities over the July - September 2016 Quarter.	125
b ⇩	Ōrākei School Report, July - September 2016	141
c ⇩	Ōrākei Transport Control Committee Decisions, July - September 2016	143
d ⇩	Ōrākei Local Board Quarterly Report on Advocacy Initiatives, July - September 2016	145

Signatories

Author

Felicity Merrington - Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon - Manager Elected Member Relationship Unit, Auckland Transport

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

Ōrākei Local Board

08 December 2016

Special Exemption (Section 6) Fencing of Swimming Pools Act 1987

File No.: CP2016/23519

Purpose

1. To seek a decision on the applications for special exemption from some of the requirements of the Fencing of Swimming Pools Act 1987 (the Act).

Executive summary

2. Applications for an exemption for swimming or spa pools have been received from the owners of:

· 115 Meadowbank Road, Meadowbank

· 14 Elizabethan Gardens, St Heliers

3. The applications do not comply with the Act. Pool inspectors have inspected the properties and consulted with the applicants. Full assessment reports are attached to this report.

4. The local board must now resolve to grant, grant subject to conditions, or decline the exemptions sought.

Recommendation/s

That the Ōrākei Local Board:

a) grant the application for special exemption as sought, or

b) grant the application subject to conditions, or

c) decline the application for special exemption sought.

Comments

Background

5. Auckland Council pool inspectors have inspected each property for which an application for special exemption from the Act has been received. In each case, the swimming pool fencing does not comply with the Act. The details of the non-compliance are specified in the attachments to this report.

6. The council’s pool inspectors have consulted with the applicants in each case. The applicants have been made aware of the council’s requirements to ensure fencing is compliant with the Act and they have chosen to seek a special exemption from those requirements.

Legislative implications

7. Compliance with the Act is a mandatory requirement for all pool owners unless exemptions are granted by the local board.

8. The Act requires pool owners to fence their pool, or all or some of the immediate pool area including the pool itself. Specific detail on this is contained in the schedule to the Act. If a pool does not have a complying fence it is an offence under the Act, unless exempt.

9. An exemption can only be granted by the local board after a consideration of the particular characteristics of the property and the pool, other relevant circumstances and taking into account any conditions it may impose. Then, only if “satisfied that an exemption would not significantly increase the danger to young children”, can an exemption be granted.

10. The definition of the immediate pool area, which is “the land in or on which the pool is situated and as much of the surrounding area that is used for activities or purposes related to the use of the pool”, is a key consideration for granting an exemption.

11. Where a building forms part of the pool fence and there are doors opening into the pool area, the local board may grant an exemption from compliance with clauses 8 and 10 of the schedule to the Act. It may exempt if it is satisfied that compliance with the Act is impossible, unreasonable or in breach of any other Act, regulation or bylaw and the door is fitted with a locking device that when properly operated prevents the door from being readily opened by children under the age of six years.

12. When granting a special exemption the local board may impose reasonable conditions relating to the property or the pool or reflecting other relevant circumstances. These may include:

a) making the exemption personal to the applicant so that on a sale of the property a new owner will need to apply for a new exemption; or

b) granting the exemption for a fixed term irrespective of changes of ownership.

13. Any exemption granted or condition imposed may be amended or revoked by the local board by resolution. The rules of natural justice would however dictate that this action should not be taken without informing the pool owner and giving them the opportunity to be heard.

Consideration

Local board views and implications

14. Local boards have delegated authority to approve exemptions to the Fencing of Swimming Pools Act.

Before making an exemption, the local board must consider:

· the particular characteristics of the property and the pool

· any other relevant circumstances

· conditions it may be necessary to impose.

15. The local board must also be satisfied that the exemption would not significantly increase the danger to young children.

16. The local board may resolve to grant, grant subject to conditions, or decline the application for special exemption.

17. If the application is declined the applicant will be required to fence the pool in accordance with the Act.

Māori impact statement

18. There are no particular impacts on Māori that are different from those of other pool owners.

Implementation

19. The decision must be made by resolution.

Attachments

No.	Title	Page
a ⇩	115 Meadowbank Road, Meadowbank	151
b ⇩	14 Elizabethan Gardens, St Heliers	159

Signatories

Author

Reg Pritchard - Senior Pools Specialist

Authorisers

Sally Grey - Manager Weather Tightness & Compliance

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

Ōrākei Local Board

08 December 2016

Appointment of board members to external community organisations

File No.: CP2016/23523

Purpose

1. To appoint board members to external community organisations 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 organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the board on those external 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.

Recommendation/s

That the Ōrākei Local Board:

a) appoint the following board members to the external community groups and organisations listed below for the 2016-2019 triennium:

External organisation	Lead	Alternate
*Business Improvement District (BID)*
Ellerslie Business Association Incorporated
Remuera Business Association
St Heliers Bay Village Association
*Trusts*
East City Community Trust
*Other*
Michaels Avenue Reserve Community Liaison Committee

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. Accordingly, it is recommended that 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 the 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 the 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.

Relevant external organisations

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

Business Improvement Districts

13. There are 46 Business Improvement District Partnership Programmes operating within the Auckland region. There are three local business associations or Business Improvement Districts (BID) in the Ōrākei Local Board area plus the Mission Bay business association.

14. The local board has a day-to-day relationship with the Business Improvement Districts 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 Ōrākei 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. The business associations in the Ōrākei Local Board area meet on a monthly basis.

17. 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.

East City Community Trust

18. The East City Community Trust was established to raise and administer funds for the purpose of providing buildings, plant, equipment, land and recreation facilities at Selwyn College, Kohimarama and to operate and maintain such facilities for the benefit of the community and the School.

19. The Trust requested that the Ōrākei Local Board nominate a person ‘to represent the interests of the community’.

20. The previous local board representative was Board Member Mark Thomas.

21. As Board Member Thomas is no longer a member of the local board, the Board will need to nominate a representative to sit on the East City Community Trust.

Michaels Avenue Reserve Community Liaison Committee

22. As per conditions of consent following the Environment Court’s decision regarding Auckland Council’s resource consent application for lights and noise (winter months only) at Michaels Ave Reserve, the Board was requested to nominate two representatives to sit on the Michaels Avenue Reserve Community Liaison Committee.

23. At its 1 September 2016, the Board nominated Member Parkinson and Member Davis as the Board’s Parks portfolio holders to represent the Board on the proposed Michaels Avenue Reserve Community Liaison Committee.

24. The incoming Board is requested to review its representatives on the Michaels Avenue Reserve Community Liaison Committee with all other board appointments.

Consideration

Local board views and implications

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

Māori impact statement

26. 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

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

Attachments

There are no attachments for this report.

Signatories

Author

Andrew Pickering, Senior Policy Advisor, Local Board Services

Authorisers

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

Karen Lyon – Manager Local Board Services Department

Ōrākei Local Board

08 December 2016

Adoption of the Ōrākei Local Board business meeting schedule for the 2016-2019 Triennium

File No.: CP2016/23498

Purpose

1. To seek the adoption of the 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 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 Ōrākei Local Board:

a) adopt the meeting schedule outlined below for the 2016-2019 electoral term.

Year	Date	Location
2017	Thursday, 16 February	St Chads Church and Community Centre 38 St Johns Road Meadowbank
	Thursday, 16 March
	Thursday, 20 April
	Thursday, 18 May
	Thursday, 15 June
	Thursday, 20 July
	Thursday, 17 August
	Thursday, 21 September
	Thursday, 19 October
	Thursday, 16 November
2018	Thursday, 15 February	St Chads Church and Community Centre 38 St Johns Road Meadowbank
	Thursday, 15 March
	Thursday, 19 April
	Thursday, 17 May
	Thursday, 21 June
	Thursday, 19 July
	Thursday, 16 August
	Thursday, 20 September
	Thursday, 18 October
	Thursday, 15 November
2019	Thursday, 21 February	St Chads Church and Community Centre 38 St Johns Road Meadowbank
	Thursday, 21 March
	Thursday, 18 April
	Thursday, 16 May
	Thursday, 20 June
	Thursday, 18 July
	Thursday, 15 August
	Thursday, 19 September

b) agree to commence business meetings at 3pm, noting 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.

Comments

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.

9. The proposed Ōrākei Local Board schedule of meetings is listed below:

Year	Date	Location
2017	Thursday, 16 February	St Chads Church and Community Centre 38 St Johns Road Meadowbank
	Thursday, 16 March
	Thursday, 20 April
	Thursday, 18 May
	Thursday, 15 June
	Thursday, 20 July
	Thursday, 17 August
	Thursday, 21 September
	Thursday, 19 October
	Thursday, 16 November
2018	Thursday, 15 February	St Chads Church and Community Centre 38 St Johns Road Meadowbank
	Thursday, 15 March
	Thursday, 19 April
	Thursday, 17 May
	Thursday, 21 June
	Thursday, 19 July
	Thursday, 16 August
	Thursday, 20 September
	Thursday, 18 October
	Thursday, 15 November
2019	Thursday, 21 February	St Chads Church and Community Centre 38 St Johns Road Meadowbank
	Thursday, 21 March
	Thursday, 18 April
	Thursday, 16 May
	Thursday, 20 June
	Thursday, 18 July
	Thursday, 15 August
	Thursday, 19 September

Consideration

Local board views and implications

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

Māori impact statement

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

Implementation

12. 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

Author

Madelon de Jongh – Senior Policy Advisor

Authorisers

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

Karen Lyon – Manager Local Board Services Department

Ōrākei Local Board

08 December 2016

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

File No.: CP2016/23048

Purpose

1. The purpose of this report is to seek the Ōrākei 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 Ōrākei 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 memo.

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 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 consider the use of the urgent decision-making process by signing the same memo.

12. Once the authorisation memo and report has been considered, 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

Author

Felicity Prance - Policy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

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

Ōrākei Local Board

08 December 2016

Chairman’s Report – Colin Davis

File No.: CP2016/24105

Purpose

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendation/s

a) That the report be received.

b) That the Board’s portfolios, their fields of activities, and member allocations to the portfolios be approved.

c) That the Board’s member allocations to organisations with which the Board wishes to continue a close working relationship be approved.

d) That the nomination of Deputy Chair Kit Parkinson for selection as one of the three local board members on the Tupuna Maunga Authority, be confirmed.

Report

As Board members will know, the period since the Board’s inaugural meeting on 3 November 2016 has been taken up with a number of workshops by staff from various Council departments to brief members on departmental activities. Most of the departments are undergoing significant organizational change which will have some impact on the Board’s activities and ability to deliver desired outcomes in the short term.

Attached to this report are listed for approval the Board’s portfolios, their fields of activities, and member allocations to the portfolios and to organizations with which the Board wishes to continue a close working relationship. This is an important step for the Board team.

Because of urgency and to ensure voting representation on the Ngati Whatua Ōrākei Reserves Board’s meeting held on 28 November 2016, an urgent decision was made on 17 November 2016 to appoint Deputy Chair Kit Parkinson to that Board. A copy of the urgent decision is included elsewhere on this agenda.

Again, because of urgency to meet the tight appointment timetable for representation on the Tupuna Maunga Authority, Board Members informally agreed to nominate Deputy Chair Kit Parkinson for appointment as one of the three local board members on that Authority. By Friday, 2 December 2016 the selection panel will have met to determine the three local board members and by Friday, 9 December 2016 local boards are expected to be informed of the selection panel’s decision prior to reporting the decision to the Governing Body on 15 December 2016. The Ōrākei Local Board has only one Maunga governed by the Authority in its area viz Ohinerau/Mt Hobson.

It is expected that portfolio holders will report to Board workshops and give a reasonable summary of activities in monthly reports on the agenda for the Board’s business meetings. This is another way the public can be kept informed of the Board’s activities.

There are a number of resolutions which were passed by the previous Board which still need to be actioned by departments. A schedule listing those resolutions is also included in this agenda. The statutory pause between the previous Board going out of office and the new Board taking office has meant there should be a backlog of staff reports waiting to be considered.

During the last term I had been a member of the Council’s WWI Centennial Memorial Working Party which was charged with constructing a significant memorial in the Domain. Prior to the elections that Party had completed the various phases of approving the initial design and identifying sources of funding and had reported to the former Council. This Working Party has not been re-established by the Mayor to complete the project.

A particular Board project is the restoration of the Heritage Searchlight Emplacements in Tamaki Drive. Progress on searchlight emplacement no. 3 cannot proceed until the unsightly leaning power pole and sagging lines behind searchlight emplacement no. 3 have been removed and the undergrounding of those lines is done. After some delay advice has now been received that Vector is now ready to carry out that work which will then allow further physical works to be carried out on this emplacement. This delay should not have stopped progress on restoration of the existing shutters and the re-creation of new ones for searchlight emplacement no. 2. Regrettably, the delay in this work has meant that weeds have almost covered emplacement no. 3 and lack of maintenance follow-up has allowed weeds to grow out of the recently re-painted emplacement no. 1. I hope to progress the informative signage soon.

The start of works on the Stonefields Heritage Trail has been delayed until late January because of shortage of materials. Again there have been delays in getting reports requested by Board resolution on the provision of access points (as previously requested by the Board during the development of plans for the Trail) to and from the Stonefields Heritage Trail and adjacent properties, in addition to the Warehouse site, in Lunn Avenue where the trail and the properties are almost level, which will benefit those properties from pedestrian access to and from the trail as well as being an added amenity for the residents of Stonefields and others accessing this unique heritage trail.

Activities since 3 November

As well as assisting with a range of citizens’ enquiries, and taking positive action to progress an outcome for the Outboard Boating Club and the adjoining Council reserve in Tamaki Drive, I have also attended the following to date:

7 November the local board chairs’ workshop.

7 November meeting of the Ellerslie Residents’ Association committee.

9 November the official opening of the memorial discovery centre at the Auckland Museum.

10 November the Governing Body meeting, at which the local board chairs introduced themselves and made a presentation about the local boards’ role and how the Governing Body and local boards could work together more positively in this term.

10 November the Ōrākei Local Board workshop various topics.

14 November the local board chairs’ forum.

15 November briefings re Ōrākei Basin and transport issues.

15 November Tamaki Drive Protection Society Annual General Meeting.

15 November Remuera Residents Association meeting.

16 November Stonefields Residents Association committee meeting.

17 November Ōrākei Local Board workshop various topics.

17 November workshop of Governing Body members and local board chairs.

18 November meeting with staff and Deputy Chair Parkinson regarding Ōrākei Basin and its Management Plan. I have asked the Clean Waters staff to give priority to cleaning traps in Waiatarua Reserve, which impact significantly on the water quality of the Basin, and which have not been maintained for some six or more years.

21 November being interviewed, as Chair of the Auckland Library Trust, on the review of the central library’s facilities.

21 November a small function to formally acknowledge the retirement of Wendy Caspersonn, the long serving Manager of the St Heliers Village Association.

21 November St Heliers/Glendowie Residents Association committee meeting.

22 November the funeral of Colin Percy, long time local resident and historian who authored the recent illustrated booklet: Walk Tamaki Drive: Teal Bay to Achilles Point, funded by the Ōrākei Local Board. In June this year the Board had presented Colin with a Community Volunteers Award.

23 November the funeral of Isabel Field, a St Heliers resident, conservationist and former counsel in the Department of Conservation, who with her husband had been a member of the St Heliers/Glendowie Residents Association committee. The residents of Auckland in particular have much to thank Isabel for in protecting islands of the Gulf, and many scenic and bush reserves.

24 November the official closing function for the Auckland Heritage Festival.

24 November Ōrākei Local Board workshop various topics.

25 November on-site meeting with engineers, a representative of the Ōrākei Basin Protection Society, Water Ski Club representatives and Deputy Chair Parkinson to advance a project which has been delayed for many years to protect the Club building, re-vegetate the adjacent cliff, and improve the access for those using the Ōrākei Basin Reserve. Initial plans of action were approved, and tenders for the work will be called for work to be carried out during 2017.

25 November Council function for Auckland’s Consular Corps following the raising of the national flags on the Town Hall.

29 November Unveiling the plaque for the mural at the pedestrian underpass in Findlay Street, Ellerslie, accompanied by the Deputy Chair and Board member Claridge.

29 November the function hosted by the St Heliers Village Association to farewell the manager, Wendy Caspersonn who has retired.

Mural Findlay Street, Ellerslie Plaque Unveiling, 29 November 2016

Function to farewell Wendy Caspersonn, former Manager St Heliers Village Association, 29 November 2016

Attachments

No.	Title	Page
a ⇩	Portfolio Holders and Project Leads - Ōrākei Local Board	193
b ⇩	External Community Organisations Board Member Appointments – Ōrākei Local Board	197

Signatory

Author

Colin Davis, Ōrākei Local Board of the Auckland Council

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

Chairperson	Colin Davis, JP
Deputy Chairperson	Kit Parkinson
Members	Troy Churton
	Carmel Claridge
	Toni Millar, QSM, JP
	Ros Rundle
	David Wong

No.	Title	Page
a ⇩	Ōrākei Local Board workshop notes - 11 October 2016	205
b ⇩	Ōrākei Local Board workshop notes - 20 October 2016	207
c ⇩	Ōrākei Local Board workshop notes - 27 October 2016	209
d ⇩	Ōrākei Local Board workshop notes - 1 November 2016	211
e ⇩	Ōrākei Local Board workshop notes - 10 November 2016	213
f ⇩	Ōrākei Local Board workshop notes - 17 November 2016	217
g ⇩	Ōrākei Local Board workshop notes - 24 November 2016	219

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