Agenda of Rodney Local Board Transport, Infrastructure and Environment Committee

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

This is the first meeting of the Rodney Local Board Transport, Infrastructure and Environment Committee.

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 Rodney Local Board Transport, Infrastructure and Environment Committee. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Rodney Local Board Transport, Infrastructure and Environment Committee

16 March 2017

Public notification of Auckland Council's intention to grant a new community lease and licence to occupy to Riverhead Playgroup Incorporated for the pavilion and land at Riverhead War Memorial Park, 1087 Coatesville-Riverhead Highway

File No.: CP2017/01087

Purpose

1. To seek approval to publicly notify Auckland Council’s intention to grant a new community lease and licence to occupy to Riverhead Playgroup Incorporated for the pavilion and approximately 31 m² of land adjacent to the pavilion at Riverhead War Memorial Park.

Executive summary

2. The playgroup occupies part of the Auckland Council-owned pavilion at Riverhead War Memorial Park by way of an occupancy agreement with the former Rodney District Council. The existing agreement has expired and the playgroup has applied to Auckland Council for a new community lease. The playgroup has also requested a non-exclusive licence to occupy for approximately 31m² of land adjacent to the pavilion for the purposes of creating a safe outdoor play area.

3. The Riverhead Athletics Club currently occupies the storeroom within the pavilion. However, the club has plans to vacate the pavilion in 2018 and co-locate with the Kumeu Rugby Club Incorporated, situated on private land adjacent to the park. As such, council staff has not recommended a community sub-lease to the Riverhead Athletics Club, but a hire agreement between the Riverhead Playgroup and the Riverhead Athletics Club.

4. The land comprising Riverhead War Memorial Park is subject to the requirements of the Reserves Act 1977, therefore council must publicly notify and engage with iwi on its intention to grant a new community lease and licence to occupy to the playgroup. Council staff has commenced engagement with iwi identified as having an interest in land in the Rodney Local Board area.

5. Riverhead is identified as an area of population growth. As such, the local board may in the future wish to explore potential options to optimise the utilisation of Riverhead War Memorial Park to best meet the recreational needs of its local communities. The proposed new community lease and licence would contain an early termination clause to allow for any future recreational plans for the park.

6. This report recommends that the Rodney Local Board approve the public notification of Auckland Council’s intention to grant a new community lease and licence to occupy to Riverhead Playgroup Incorporated for the pavilion and approximately 31m² of land adjacent to the pavilion.

Recommendation/s

That the Rodney Local Board Transport, Infrastructure and Environment Committee:

a) approve the public notification of Auckland Council’s intention to grant a community lease for the council-owned pavilion and a non-exclusive licence to occupy to Riverhead Playgroup Incorporated on a portion of Lot 2 DP 55325 at Riverhead War Memorial Park at Riverhead War Memorial Park (Attachment A).

b) nominate a hearings panel to consider and decide on any submissions or objections received following the public notification process.

c) request that council staff report back to the local board for a decision or final approval of the proposed community lease for the council-owned pavilion and non-exclusive licence to occupy to the Riverhead Playgroup Incorporated on a portion of Lot 2 DP 55325 at Riverhead War Memorial Park following public notification of the proposal.

d) note that the terms of the proposed new community lease and non-exclusive licence to occupy to be issued under section 73(3) of the Reserves Act 1977 would be:

i) term – five years commencing from the date of final local board approval and subject to the outcomes of the public notification process with one five year right of renewal

ii) rent - $1.00 plus GST per annum if requested

iii) maintenance fee - $500.00 per annum

iv) Riverhead Playgroup Incorporated will accommodate the Riverhead Athletics Club’s use of the storeroom by way of a hire agreement, until vacated

v) the deeds of lease and non-exclusive licence to occupy will contain a standard early termination clause to provide for the future recreational needs of the wider community.

e) note that all other terms and conditions would be in accordance with the Auckland Council Community Occupancy Guidelines July 2012, the Riverhead War Memorial Park Reserve Management Plan as adopted October 2008 and the Reserves Act 1977.

Comments

Land and pavilion

7. The Riverhead War Memorial Park is located at 1087 Coatesville-Riverhead Highway and comprises 6.17 hectares which is held in fee simple by Auckland Council as a classified recreation reserve subject to the provisions of the Reserves Act 1977 (Attachment B).

8. The playgroup occupies the majority of the pavilion comprising small hall, kitchen, toilets and storage (Attachment C). The playgroup has occupied the pavilion for well in excess of a decade under the terms of various occupancy agreements set in place by the former Rodney District Council Property Department. The existing occupancy agreement commenced 14 June 2006 for one term of 10 years with a final expiry date of 13 June 2016.

9. While the existing occupancy agreement provides the playgroup with exclusive use of the pavilion on Wednesday and Friday mornings, in practice, “wider community use of the pavilion” is impeded by virtue of the following:

· the small size of the pavilion hall and the fact that the play equipment is in situ and difficult to pack up and down

· the playgroup is responsible for the cleanliness of its space within the pavilion and cannot always guarantee the state of the pavilion after other groups and individuals have used it (an historical issue with vandalism as a shared space between the playgroup and wider community use)

· the playgroup leader takes responsibility for the health and safety of the mums and children so needs to ensure that every endeavour is made to keep it up to the required standard.

Public notification

10. The Riverhead War Memorial Park Reserve Management Plan as adopted in 2008 contemplates the playgroup’s (and other community activities) use of the pavilion. However, as the park is classified as a recreation reserve, this classification does not legally “support” the local purpose nature of the playgroup’s activities nor the proposed community lease and non-exclusive licence to occupy.

11. As a consequence of the land classification, the proposed lease and licence to occupy must be issued under section 73(3) of the Reserves Act.

12. Prior to approving a new lease and licence, engagement with iwi as identified as having an interest in land in the Rodney Local Board area is required under Section 4 of the Conservation Act 1987 and public notification of council’s intention is required under Section 73(4) of the Reserves Act (Attachment D).

Riverhead Playgroup Incorporated

13. The playgroup has been operating in excess of 30 years, having first set up its activities at the Riverhead Baptist Church. The playgroup currently caters for approximately 12 local families (regularly, there are 20 children at a session). The playgroup provides its families with a new “learning” theme and organises one trip each term and one activity per session pertaining to the particular learning theme.

14. The playgroup prides itself on the opportunities for support, strengthening and socialisation it provides to young families in the Riverhead areas. If the playgroup is successful in securing a community lease with council it may increase the frequency of its family sessions.

15. The playgroup undertook the process to become a legal entity with incorporated societies’ status to ensure its eligibility to apply for a community lease with council. The playgroup was incorporated under the Incorporated Societies Act 1908 on 19 March 2013. The playgroup’s rules and objects include the following:

· Offer the opportunity for parents/caregivers to meet regularly with their children to play and to provide educational and social experiences.

16. The Riverhead War Memorial Park Reserve Management Plan as adopted 2008 contemplates the playgroup’s use of the pavilion. Also contemplated in the reserve management plan under future development is the extension of the pavilion to allow for the increased needs of community groups.

17. In addition to the playgroup’s application for a formal community lease for the majority of the pavilion, the playgroup has also requested a licence to occupy for the purpose of creating a safe, outside play area adjacent to the pavilion (Attachment E). The playgroup is aware that this area is set aside for future development in accordance with the reserve management plan and is accepting that should an outside play area be formed, when required to, the playgroup would need to remove it to make way for the extension to the pavilion.

18. Subject to local board approval of the public notification of the playgroup’s proposal and the satisfactory outcome of the process, the playgroup would submit plans for its outdoor play area and seek landowner approval and any other required consents, accordingly.

19. Council staff will prepare a draft community outcomes plan for negotiation with the playgroup. The community outcomes plan will include a performance measure explicit to the playgroup’s accommodation of the Riverhead Athletics Club by way of a hire agreement. Subject to the satisfactory outcome of the public notification process, council staff will, in a subsequent report, recommend that the local board approve the plan as a schedule to the proposed community lease and licence to occupy.

Consideration

Local board views and implications

20. The Rodney Local Board has delegated authority to approve public notification of council’s intention to grant a community lease and non-exclusive licence to occupy.

21. At its workshops of 2 May and 5 September 2016, the Rodney Local Board Parks Culture and Community Development Committee were presented with memorandums on the proposal and indicated informal support.

22. At its business meeting of 13 June 2016, the Rodney Local Board Parks Culture and Community Development Committee resolved to approve the 2016/2017 Community Lease Work Programme (Resolution number RODPC/2016/36). The proposed new community lease and non-exclusive licence to occupy to the Playgroup is listed on the community lease work plan 2016/2017.

Māori impact statement

23. Engagement with iwi identified as having an interest in land in the Rodney Local Board geographical area is required regarding the proposal to grant a community lease and licence to occupy on a portion of Lot 2 DP 55325 at Riverhead War Memorial Park. Council staff attended the Mana Whenua Forum held at Orewa on 7 December 2016 at which time the proposal was briefly presented to iwi representatives present.

24. Council staff will undertake further engagement with mana whenua regarding the playgroup’s proposal. This will involve email contact containing detailed information and inviting iwi representatives to hui and or for a kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

Implementation

25. The costs associated with public notification and engagement with iwi are approximately $1,000.00. This cost will be borne by the Community Facilities Department. Should there be any submissions and or objections received during the public notification process, this may lead to a hearing process which in turn, may incur additional cost.

26. Council staff to report back to the local board for a decision or final approval of the proposed community lease for the council-owned pavilion and non-exclusive licence to occupy to the Riverhead Playgroup Incorporated on a portion of Lot 2 DP 55325 at Riverhead War Memorial Park following public notification of the proposal.

Attachments

No.	Title	Page
a ⇩	GIS aerial view of part of Riverhead War Memorial Park at 1087 Coatesville-Riverhead Highway legally described as Lot 2 DP 55325 showing proposed lease area being council-owned pavilion outlined in red and licence to occupy area outlined in blue	25
b ⇩	GIS aerial view showing locality plan of Riverhead War Memorial Park	27
c ⇩	Plan of pavilion showing interior layout and areas occupied by the playgroup and the current occupation of the storeroom by the Riverhead Athletics Club	29
d ⇩	Sections 73(4), 119 and 120 of the Reserves Act 1977	31
e ⇩	Image of area adjacent to the pavilion as requested by the playgroup for a non-exclusive licence to occupy for the purposes of creating a safe outdoor play area	33

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board Transport, Infrastructure and Environment Committee

16 March 2017

New community lease to Waimauku Bowling Club Incorporated at 895 State Highway 16, Waimauku

File No.: CP2017/01107

Purpose

1. To grant a new community lease to Waimauku Bowling Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku.

Executive summary

2. Auckland Council owns land at 895 State Highway 16 Waimauku comprising one parcel described as Lot 2 DP 478758 that is held in fee simple under the Local Government Act 2002.

3. The council has satisfactorily completed the required statutory processes of public notification and engagement with iwi about its intention to grant a new community lease to the Waimauku Bowling Club.

4. This report recommends that the Rodney Local Board Transport, Infrastructure and Environment Committee grant a new community lease to the Waimauku Bowling Club for a portion of 2 DP 478758 at 895 State Highway 16, Waimauku.

Recommendation/s

That the Rodney Local Board Transport, Infrastructure and Environment Committee:

a) grant a new community lease to Waimauku Bowling Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku (Attachment A) subject to the following terms and conditions:

i) term – 10 years commencing 1 April 2017 with one right of renewal for 10 years

ii) rent - $1.00 plus GST per annum if requested

iii) Waimauku Bowling Club Incorporated Community Outcomes Plan as approved be attached as a schedule to the lease document.

b) note that all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

c) approve Waimauku Bowling Club Incorporated Community Outcomes Plan as attached to the agenda report (Attachment B).

Comments

Land

5. In December 2014, Auckland Council acquired the parcel of land at 895 State Highway 16, Waimauku from the Waimauku Bowling Club Incorporated for recreational purposes. The land comprises one parcel described as Lot 2 DP 478758 (Attachment C).

6. In 2016, the Crown acquired 34m² of Lot 2 DP 478758 for road purposes for the State Highway 16 and Muriwai Road intersection upgrade project. The acquisition of this 34m² portion of land does not impact on the lease to the club (Attachment D).

7. Lot 2 DP 478758 is located between Huapai to the south, Muriwai to the west and Helensville to the north (Attachment E). The land is held in fee simple by the Auckland Council under the Local Government Act 2002.

8. Under the Local Government Act, council must engage with iwi and notify the public when a lease is proposed for a term of more than six months.

Public Notification

9. To meet the statutory requirements of the Local Government Act 2002 and Conservation Act 1987, public notices were placed in the Nor-West News and the Rodney Times on 29 September 2016. The proposal was also advertised on the Auckland Council website. Submitters were allowed one calendar month to make submissions or objections to the proposal. No submissions or objections were received.

Waimauku Bowling Club Incorporated

10. The club has occupied its current site at 895 State Highway 16 for over 70 years. With stable membership and 19 part-time volunteers, the club provides a sporting and social outlet for the local community. The club’s facilities are also used by the Waimauku Lions Club and the Waimauku Ladies Red Hatter Group for monthly meetings and various activities.

11. The club was incorporated under the Incorporated Societies Act 1908 on 18 January 1939. The club’s national body is Bowls New Zealand and it is affiliated with Bowls North Harbour. Contained within the club’s constitution are the following objects:

· Promote, advance and safeguard the game of bowls (and other sports and pastimes) within the geographical region in which the club operates and on behalf of Bowls NZ

· Provide facilities for, promote, organise, regulate, hold and conduct tournaments, competitions, matches, games and other events, and give, provide or contribute towards trophies and awards therefore.

12. The club has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately. The club has all necessary insurance cover, including public liability insurance, in place.

13. Staff from relevant departments have undertaken a site visit with regard to the proposed new lease at which time it was established that the club owned facilities are very well managed, maintained and utilised. During the 2015/2016 financial year, the club installed a new artificial (Tiger Turf) playing surface to its green.

14. Staff have negotiated a community outcomes plan with the club. Subject to local board approval, the plan will be appended as a schedule to the new community lease.

Consideration

Local board views and implications

15. At its workshop of 7 March 2016, the Rodney Local Board Parks Culture and Community Development Committee were advised of the club’s proposal.

16. At its business meeting of 11 July 2016, the Rodney Local Board resolved to approve public notification and consultation with iwi about council’s intention to grant a lease to the club (Attachment F RD/2016/79).

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

Māori impact statement

18. During August 2016, staff engaged with the 14 mana whenua identified as having an interest in land in the local board area. Of the five iwi that responded none indicated any objections to the proposal.

19. On 1 September 2016, staff and key representatives from the club undertook a site visit with Te Tari TaiAo, Te Pou Manahere, Environmental Manager for Nga Maunga Whakahii o Kaipara from which, a Kaitiaki Report was furnished (Attachment G). The recommendations from the Kaitiaki Report have been included in the performance measures included in the club’s community outcomes plan.

Implementation

20. The costs associated with the public notification and engagement with iwi were approximately $700.00. This cost was borne by the Community Facilities Department.

21. Council’s community leases staff will work with the club to finalise the deed of lease.

Attachments

No.	Title	Page
a ⇩	Google aerial view showing lease area to Waimauku Bowling Club Incorporated for a portion of Lot 2 DP 478758 outlined in red	39
b ⇩	Waimauku Bowling Club Incorporated Community Outcomes Plan	41
c ⇩	GIS aerial view showing Lot 2 DP 478758 at 895 State Highway 16, Waimauku	43
d ⇩	GIS aerial view showing 34 square metres of Lot 2 DP 478758 acquired by the Crown for roading purposes	45
e ⇩	GIS aerial view showing locality plan for 895 State Highway 16, Waimauku	47
f ⇩	Resolution number RD/2016/79	49
g ⇩	Kaitiaki Report	51

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board Transport, Infrastructure and Environment Committee

16 March 2017

New community lease to Waimauku Tennis Club Incorporated at 895 State Highway 16, Waimauku

File No.: CP2017/01258

Purpose

1. To grant a new community lease to Waimauku Tennis Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku.

Executive summary

2. Auckland Council owned land at 895 State Highway 16 Waimauku comprises one parcel described as Lot 2 DP 478758 that is held in fee simple under the Local Government Act 2002.

3. Council has satisfactorily completed the required statutory processes of public notification and engagement with iwi about its intention to grant a new community lease to the Waimauku Tennis Club under the Local Government Act 2002.

4. It is recommended that the Rodney Local Board Transport, Infrastructure and Environment Committee grant a new community lease to the Waimauku Tennis Club Incorporated for a portion of 2 DP 478758 at 895 State Highway 16, Waimauku.

Recommendation/s

That the Rodney Local Board Transport, Infrastructure and Environment Committee:

a) grant a new community lease to Waimauku Tennis Club Incorporated for a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku (Attachment A) subject to the following terms and conditions:

i) term – 10 years commencing 1 April 2017 with one right of renewal for 10 years

ii) rent - $1.00 plus GST per annum if requested

iii) Waimauku Tennis Club Incorporated Community Outcomes Plan as approved be attached as a schedule to the lease document.

b) note that all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

c) approve Waimauku Tennis Club Incorporated Community Outcomes Plan as attached to the agenda report (Attachment B).

Comments

Land

6. Lot 2 DP 478758 is located between Huapai to the south, Muriwai to the west and Helensville to the north (Attachment D). The land is held in fee simple by the Auckland Council under the Local Government Act 2002.

7. Under the Local Government Act 2002, council must engage with iwi and notify the public when a lease is proposed for a term of more than six months.

Public Notification

8. To meet the statutory requirements of the Local Government Act 2002 and Conservation Act 1987, public notices were placed in the Nor-West News and the Rodney Times on 29 September 2016. The proposal was also advertised on the Auckland Council website. Submitters were allowed one calendar month to make submissions or objections to the proposal. No submissions or objections were received.

Waimauku Tennis Club Incorporated

9. The club has been in existence for over 100 years and occupied its current site at 895 State Highway 16 since the end of the Second World War by way of an agreement with the Waimauku Bowling Club as the former landowner. The club has applied to council for a community lease for the area occupied.

10. The club was incorporated under the Incorporated Societies Act 1908 on 4 December 1950 and currently has 106 members. Its national body is Tennis New Zealand and it is affiliated with Tennis Northern.

11. The club has undertaken a number of upgrades to its facilities including the clubhouse in 1976, Astroturf surfacing to courts in 1998 and court lighting in 2013.

12. The club is almost at capacity and as such, has requested that council look favourably at the potential for a deed of lease for additional premises in the future (possibly three to four years away) to enable it to construct two extra tennis courts. Given that there is a recreational needs analysis underway for the Huapai, Kumeu and Riverhead areas, the findings of this analysis may either confirm or dispel the requirement for extra tennis courts at the Waimauku Tennis Club’s site.

13. While publicly notifying and engaging with iwi about the proposed new community lease to the club, council staff included in the information, the potential for a deed of additional premises for the two extra courts (Attachment E).

14. Council staff has negotiated a community outcomes plan with the club. Subject to local board approval, the plan will be appended as a schedule to the new community lease.

Consideration

Local board views and implications

15. At its workshop of 7 March 2016, the Rodney Local Board Parks Culture and Community Development Committee gave informal support to the club’s proposal.

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

Māori impact statement

18. During August 2016, council staff engaged with the 14 mana whenua identified as having an interest in land in the local board area. Of the five iwi that responded none indicated any objections to the proposal.

19. On 1 September 2016, council staff undertook a site visit with Te Tari TaiAo, Te Pou Manahere, Environmental Manager for Nga Maunga Whakahii o Kaipara from which, a Kaitiaki Report was furnished (Attachment G). The recommendations from the Kaitiaki Report have been included in the performance measures included in the club’s community outcomes plan.

Implementation

20. The costs associated with the public notification and engagement with iwi were approximately $700.00. This cost was borne by the Community Facilities Department.

21. Council’s community leases staff will work with the club to finalise the deed of lease.

Attachments

No.	Title	Page
a ⇩	GIS aerial view showing area currently occupied by and lease area to Waimauku Tennis Club Incorporated as outlined in red on a portion of Lot 2 DP 478758 at 895 State Highway 16, Waimauku	57
b ⇩	Waimauku Tennis Club Incorporated Community Outcomes Plan	59
c ⇩	GIS aerial view of State Highway 16, Waimauku showing areas currently occupied by the Waimauku Tennis Club and the Waimauku Bowling Club	61
d ⇩	GIS aerial view showing locality plan for 895 State Highway 16, Waimauku	63
e ⇩	GIS aerial view showing area occupied by Waimauku Tennis Club outlined in red and area relating to the club's vision for potential lease for additional premises to enable it to construct two extra tennis courts in the future outlined in blue	65
f ⇩	Resolution number RD/2016/80	67
g ⇩	Kaitiaki Report	69

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board Transport, Infrastructure and Environment Committee

16 March 2017

Public notification of Auckland Council's intention to grant a new community lease to Te Akoranga Playcentre Association Incorporated at Glasgow Park, 69 Muriwai Road, Waimauku

File No.: CP2017/02643

Purpose

1. To seek approval to publicly notify Auckland Council’s intention to grant a new community lease to Te Akoranga Playcentre Association Incorporated at Glasgow Park, 69 Muriwai Road, Waimauku.

Executive summary

2. The Te Akoranga Playcentre Association Incorporated has a community lease entered into with the former Rodney District Council. The lease is for a term of 19 years which commenced 1 April 1996 with final expiry on 31 March 2015. Since the date of final expiry, the playcentre’s community lease has been continuing on a month-to-month basis.

3. The playcentre has formally applied to council for a new community lease for the area it occupies at Glasgow Park comprising:

· a portion of Part Lot 2 DP 46357 in accordance with its existing lease classified as local purpose (site for a playcentre) reserve.

· a portion (160m² (more or less)) of Section 8 SO 315586 being the adjacent land parcel classified as recreation reserve, which it has been using with informal approval since 2003.

4. Glasgow Park is subject to the requirements of the Reserves Act 1977, therefore council must publicly notify and engage with iwi on its intention to grant a new community lease to Te Akoranga Playcentre Association Incorporated for the 160m² portion of Section 8 SO 315586 classified as recreation reserve. Council staff has commenced engagement with iwi identified as having an interest in land in the Rodney Local Board area.

5. This report recommends that the Rodney Local Board approve the public notification of Auckland Council’s intention to grant a new community lease to Te Akoranga Playcentre Association Incorporated for the 160m² portion of Section 8 SO 315586 it occupies classified as recreation reserve.

Recommendation/s

That the Rodney Local Board Transport, Infrastructure and Environment Committee:

a) approve the public notification of Auckland Council’s intention to grant Te Akoranga Playcentre Association Incorporated a new community lease under section 73(3) of the Reserves Act 1977 for the 160m² portion (more or less) of Section 8 SO 315586 Glasgow Park, 69 Muriwai Road, Waimauku (Attachment A).

b) nominate a hearings panel to consider and decide on any submissions or objections received following the public notification process.

c) request that council staff report back to the local board (following public notification process) for final approval of the community leases to Te Akoranga Playcentre Association Incorporated (Attachment B) as follows:

· a 160m² portion of Section 8 SO 315586 (under Section 73(3) of the Reserves Act 1977)

· a portion of Part Lot 2 DP 46357 (under Section 61(2A) of the Reserves Act 1977).

d) note that the terms of the proposed new community lease would be:

i) term – 10 years commencing from the date of final local board approval and subject to the outcomes of the public notification process with one 10 year right of renewal

ii) rent - $1.00 plus GST per annum if requested

iii) a clause to be included in the deed of lease to document that as part of Glasgow Park described as Section 8 SO 315586 is owned by the Crown through the Department of Conservation, and only vested in trust in the council and as such, it may be identified in future years for consideration as part of treaty settlement

e) note that all other terms and conditions would be in accordance with the Auckland Council Community Occupancy Guidelines July 2012, the Glasgow Park Reserve Management Plan as adopted 14 October 1999 and the Reserves Act 1977.

Comments

Land, existing community lease and area occupied

6. Glasgow Park Reserve is located on the eastern side of Muriwai Road, approximately 450 metres from its intersection with State Highway 16, Waimauku (Attachment C). The reserve comprises seven separately defined land parcels and the majority of the reserve is held by the Crown through the Department of Conservation and vested in Auckland Council, in trust, for both recreation and local reserve purposes. The reserve is subject to the provisions of the Reserves Act 1977.

7. In 1996 the former Rodney District Council granted a lease to Te Akoranga Playcentre Association Incorporated for Part Lot 2 DP 46357 at Glasgow Park Reserve. The lease is for a term of 19 years which commenced 1 April 1996 with final expiry on 31 March 2015. Since the date of final expiry, the playcentre’s community lease has been continuing on a month-to-month basis.

8. In 2003, the former Rodney District Council provided the playcentre with informal approval to extend its boundary 160m² into the adjacent land parcel. The purpose of the extension was two-fold, first to increase the available play (learning) space and secondly to erect a new fence in accordance with the specifications set by the Ministry of Education.

9. The playcentre’s activities straddle two parcels (Attachment B GIS aerial view showing the Playcentre occupying a portion of Part Lot 2 DP 46357 and a 160m² portion of Section 8 SO 315586, at Glasgow Park Reserve):

· the land described as Part Lot 2 DP 46357 is held by the Crown through the Department of Conservation as a classified local purpose (site for a playcentre) reserve and vested in Auckland Council, in trust, for that purpose. The majority of the playcentre is sited on this parcel and the classification is correct.

· a portion of the playcentre has extended onto land described as Section 8 SO 315586 that is held by the Crown through the Department of Conservation as a classified recreation reserve and vested in Auckland Council in trust for recreation purposes. The playcentre’s activities do not comply with the classification status for this portion of the land.

Public notification

10. The Glasgow Park Reserve Management Plan as adopted 1999 contemplates the community lease to the playcentre. Further, at its business meeting of 10 September 2012 with regard to the playcentre, the Rodney Local Board resolved to approve; the extension of the lease area (for the 160m² occupied), the intention to reclassify the 160m² of recreation reserve to local purpose reserve and landowner consent for additions and alterations to its building to meet Ministry of Education standards (Attachment D resolution number RD/2012/212).

11. One of the principles of property law precludes the extension to a lease area by way of a variation to the lease document. Further, as a consequence of the playcentre’s extension into the area of the reserve classified as recreation, the proposed lease must be issued under section 73(3) of the Reserves Act.

12. Prior to approving a new lease, engagement with 14 iwi identified as having an interest in land in the Rodney Local Board area is required under Section 4 of the Conservation Act 1987 and public notification of council’s intention is required under Section 73(4) of the Reserves Act (Attachment E).

Option to reclassify 160m² from recreation reserve to local purpose (site for a play centre) reserve

13. Reclassifying the 160m² of land currently classified as recreation reserve to local purpose (site for a playcentre) reserve would mean that the playcentre could be granted a new community lease for the whole of the area it occupies without the need for public notification.

14. In accordance with the Rodney Local Board’s 2012 resolution with respect to the proposal to reclassify the 160m² from recreation reserve to local purpose (site for a playcentre) reserve, council staff has to date, undertaken the following processes:

· during April and May 2015, engaged with 14 mana whenua identified as having an interest in land in the Rodney Local Board area. Of the six iwi that responded none indicated any objections to the proposal.

· placement of public notices in the Nor-West News and the Rodney Times on 25 June 2015. Submitters were allowed one calendar month to make submissions or objections to the proposal. No submissions or objections were received.

15. There are a number of outstanding processes still to be undertaken and considerations which impact on the proposal to reclassify the 160m² of land. These are detailed as follows:

· council staff must report to the Governing Body, Environment and Community Committee recommending that the committee resolve to reclassify the 160m² under section 24 (1)(b) of the Reserves Act

· subject to the committee resolving to reclassify the 160m², council staff would organise for a land survey to be undertaken. Survey costs to redefine the 160m² by survey office plan would be approximately $8,000.00 to $9,000.00. The plan would take approximately three months from its preparation to “approval of the plan as to survey” by Land Information New Zealand

· subject to the survey plan being approved by Land Information New Zealand, council staff would prepare a gazette notice from the new description of the 160m² supplied by the plan, and make a submission to council’s delegate for the Minister of Conservation, seeking approval to the reclassification and to sign the gazette notice.

· subject to the gazette notice being published in the New Zealand Gazette, (cost to publish the notice is approximately $100.00), the reclassification would be completed and council would have met all the requirements of the Reserves and Conservation Acts.

16. Whilst council works through its list of outstanding land classifications to undertake, council staff recommend that, in this instance, the proposal for a new community lease is publicly notified as opposed to reclassifying the 160m².

Te Akoranga Playcentre Association Incorporated

17. Te Akoranga Playcentre Association Incorporated is a member of the New Zealand Playcentre Federation. Te Akoranga Playcentre Association Incorporated was incorporated under the Incorporated Societies Act 1908 on 1 August 1979. Included in its objects are the following:

· to work with nga whanau and families to provide appropriate play experiences for children in early childhood

· to develop public awareness of the Playcentre Movement and to develop public conscience concerning the welfare of young children

· to foster good family relationships by promoting parent education

· to honour Te Tiriti o Waitangi.

18. Te Akoranga Playcentre Association is a parent-led early childhood education (ECE) service that is run by parents for parents and their children. The playcentre offers parents and families:

· free NZQA recognised parent education programme to be a child’s best and first educator

· empowerment for parents and children to learn, play and grow together

· child-led play in an inclusive and supportive setting

· the opportunity to learn new skills as part of the playcentre parent cooperative.

Waimauku Playcentre

19. Waimauku Playcentre has been in existence since1973 and operates as part of Te Akoranga Playcentre Association Incorporated and it is an integral part of the local Waimauku/Muriwai community.

20. Waimauku Playcentre is licenced for 30 children including up to 15 children under the age of two years. It currently caters for 24 families and is well situated just across the road from the local primary school and near shops in an area that is currently experiencing expansion and development in the area.

21. The playcentre received a positive review from the Education Review Office in late 2015.

22. The playcentre has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately, and the playcentre has all necessary insurance cover, including public liability insurance, in place.

23. Council staff will prepare a draft community outcomes plan for negotiation with the playcentre. Subject to the satisfactory outcome of the public notification process, council staff will, in a subsequent report, recommend that the local board approve the plan as a schedule to the proposed community leases.

Consideration

Local board views and implications

24. At its business meeting of 10 September 2012, the Rodney Local Board resolved to approve the extension of the area leased to Te Akoranga Playcentre Association Incorporated on Glasgow Park Reserve in Waimauku.

25. At its business meeting of 13 June 2016, the Rodney Local Board Parks Culture and Community Development Committee resolved to approve the 2016/2017 Community Lease Work Programme (Resolution number RODPC/2016/36). The proposed new community lease to the playcentre is listed on the community lease work plan 2016/2017.

26. The Rodney Local Board has delegated authority to approve public notification of council’s intention to grant a community lease.

Māori impact statement

27. Engagement with iwi identified as having an interest in land in the Rodney Local Board geographical area is required regarding the proposal to grant a new community lease at Glasgow Park. Council staff attended the Mana Whenua Forum held at Orewa on 2 November 2016 at which time the proposal was briefly presented to iwi representatives present.

28. Council staff will undertake further engagement with mana whenua regarding the playgroup’s proposal. This will involve email contact containing detailed information and inviting iwi representatives to hui and or for a kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

Implementation

29. The costs associated with public notification and engagement with iwi are approximately $700.00. This cost will be borne by the Community Facilities Department. Should there be any submissions and or objections received during the public notification process, this may lead to a hearing process which in turn, may incur additional cost.

30. Council staff will report back to the local board (following public notification of council’s intention to grant a new community lease to Te Akoranga Playcentre Association Incorporated on Glasgow Park) for a decision or final approval of the community leases as follows:

· a 160m² portion of Section 8 SO 315586 (under Section 73(3) of the Reserves Act 1977)

· a portion of Part Lot 2 DP 46357 (under Section 61(2A) of the Reserves Act 1977).

Attachments

No.	Title	Page
a ⇩	GIS aerial view of a portion of Glasgow Park, Waimauku with proposed lease area under section 73(3) of the Reserves Act 1977 to Te Akoranga Playcentre Association Incorporated for 160 square metres (more or less) of Section 8 SO 315586 outlined in red	77
b ⇩	GIS aerial view of a portion of Glasgow Park, Waimauku showing proposed lease area for 160 square metres (more or less) of Section 8 SO 315586 and proposed lease for 1050 square metres (more or less) of Part Lot 2 DP 46357	79
c ⇩	GIS aerial view showing locality plan for Glasgow Park, Waimauku as outlined in purple	81
d ⇩	Resolution number RD/2012/212	83
e ⇩	Sections 73(4), 119 and 120 of the Reserves Act 1977	85

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board Transport, Infrastructure and Environment Committee

16 March 2017

Community leasing at Blomfield Reserve, 71 Pollard Lane, Waimauku

File No.: CP2017/03211

Purpose

1. To seek approval to seek expressions of interest from eligible community groups and organisations wishing to apply for a community community lease or licence for land at Blomfield Reserve, Waimauku.

2. In the event that there are no applications received in the expressions of interest process to seek approval to publicly notify a proposed community lease and a non-exclusive licence to occupy to the Scout Association of New Zealand for land at Blomfield Reserve.

Executive summary

3. Auckland Council holds land located at 71 Pollard Lane, Waimauku, known as Blomfield Reserve. The land is classified as recreation reserve and subject to the provisions of the Reserves Act 1977. A portion of the land is managed by Panuku Development Auckland subject to a residential tenancy. Other portions are utilised by the Waimauku Pony Club Incorporated and the Motuara Waimauku Scout Group on an informal basis.

4. Auckland Council’s Community Occupancy Guidelines 2012 recommend that in cases of a vacant building, space or land identified as appropriate for development, council will seek applications through:

· public advertisement

· an expression of interest process

· direct notification to groups who have registered interest.

5. The Motuara Waimauku Scout Group has submitted an application to enter into a community lease and a non-exclusive licence to occupy at Blomfield Reserve for the purpose of siting a relocatable scout hall:

· an agreement to lease for a term of three years to enable scouts time to raise funds, secure all necessary consents, commission geotechnical reports, site its relocatable scout hall, undertake the improvement works to ensure the hall is up to required standards and fit-for-purpose, improve the existing driveway on the reserve, construct an extension to the driveway plus a parking area adjacent to the scout hall

· a community lease for a term of 10 years with one right on renewal for 10 years on practical completion and issue of code compliance certificate/certificate of public use for the relocatable scout hall

· a non-exclusive community licence to occupy for its improvements to the existing driveway, the driveway extension and parking area adjacent to the scout hall

6. It is recommended that the Rodney Local Board Transport, Infrastructure and Environment Committee approve the advertising of council’s land at Blomfield Reserve as identified for development (excluding the area subject to the residential tenancy), seeking expressions of interest from eligible community groups and organisations wishing to apply for community leases. All applications must be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

7. Should no expressions of interest applications be received by the closing date, it is recommended that the Rodney Local Board Transport, Infrastructure and Environment Committee approve the advertising and public notification of a proposed community lease and non-exclusive licence to occupy to the Scout Association of New Zealand for 2,070m² (more or less) of land at Blomfield Reserve.

Recommendation/s

That the Rodney Local Board Transport, Infrastructure and Environment Committee:

a) approve seeking expressions of interest from community groups and organisaations wishing to apply for community leases or licences to occupy land at Blomfield Reserve (excluding the area subject to the residential tenancy), in accordance with the detail in Attachment A to the agenda report.

b) request that council staff report detailing the applications received.

c) nominate a hearings panel to consider and decide on any submissions or objections received following the public notification process.

d) agree in the absence of any other applications received from eligible groups by the closing date, to approve in principle the granting of a community lease and a non-exclusive licence to occupy to the Scout Association of New Zealand for 2,070m² (more or less) reserve land at Blomfield Reserve that will support the siting of its re-locatable scout hall (as shown in Attachment B) subject to public notification and engagement with iwi in accordance with the terms of the Reserves Act 1977 and the Conservation Act 1987

i) The terms of the proposed agreement to lease for 2,070m² (more or less) of reserve land would be:

· term – three years from the date of final approval by the Minister of Conservation (or her delegate) or earlier, on the issue of code compliance certificate/certificate of public use for the scout hall and satisfactory completion of driveway and parking works;

· rent - $1.00 per annum if requested

· all other terms and conditions would be in accordance with the Reserves Act 1977 and Auckland Council’s Community Occupancy Guidelines 2012

ii) The terms of the proposed community lease for 300m² (more or less) of reserve land would be:

· term – 10 years with one right of renewal for 10 years from the date of final approval by the Minister of Conservation (or delegate);

· rent - $1.00 per annum if requested

· all other terms and conditions would be in accordance with the Reserves Act 1977 and Auckland Council Community Occupancy Guidelines 2012

iii) The terms of the proposed non-exclusive community licence to occupy for 1,770m² (more or less) of reserve land for the improved existing driveway, extension and parking area adjacent to the scout hall would be:

· term – 10 years with one right of renewal for 10 years from the date of final approval by the Minister of Conservation (or her delegate);

· rent - $1.00 per annum if requested

· all other terms and conditions would be in accordance with the Reserves Act 1977 and Auckland Council Community Occupancy Guidelines 2012.

e) delegate authority to the chairperson and deputy chairperson of the Rodney Local Board Transport, Infrastructure and Environment Committee to review minor changes to the project including the finalisation of the proposed layout and to agree on appropriate landowner conditions.

f) request that council staff report back to the local board for a decision or final approval of the community lease and non-exclusive licence to occupy to the Scout Association of New Zealand at Blomfield Reserve following public notification and engagement with iwi of council’s intention to grant the lease and licence to occupy.

g) note that applications must be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Comments

Land

8. In 2005, the former Rodney District Council acquired a parcel of land located at 71Pollard Lane, Waimauku (Attachment C). The land was purchased for recreation purposes and is known as Blomfield Reserve, being named after the former landowner. The land is legally described as Section 1 SO 356956, classified as recreation reserve and subject to the provisions of the Reserves Act 1977. There is no reserve management plan in place for Blomfield Reserve.

9. Prior to council’s acquisition of Section 1 SO 356956, the Waimauku Pony Club Incorporated held a licence to occupy directly with the owner.

10. Current occupancy arrangements on Blomfield Reserve include (Attachment D):

· a residential tenancy managed by Panuku Development Auckland

· the Waimauku Pony Club Incorporated utilises portions of the reserve area on an informal basis

· the Motuara Waimauku Scout Group utilises portions of the reserve area on an informal basis

Expressions of interest

11. Auckland Council’s Community Occupancy Guidelines 2012 recommend that in cases of a vacant building, space or land identified as appropriate for development, council will seek applications (Attachment E) through:

· public advertisement

· an expression of interest process

· direct notification to groups who have registered interest.

12. The Auckland Council Community Occupancy Guidelines 2012 also states that:

“although the standard terms and conditions presented will form the basis for council officer recommendations, they are only guidelines. Local boards may, at their discretion, choose to vary from these recommendations on a case-by-case basis as they deem appropriate.”

Motuara Waimauku Scout Group

13. The Motutara Waimauku Scout Group (scouts) made a deputation to the Rodney Local Board at its business meeting of 12 September 2016 at which time scouts presented its proposal for a lease for a portion of Blomfield Reserve for the purpose of siting its relocatable scout hall.

14. Currently, scouts have over 100 young people in its troupe and operate out of the community hall on Glasgow Park and struggle to accommodate its growing numbers. At present, scouts operate two nights a week and it has requested a third night on a monthly basis.

15. Glasgow Park Hall, however, is fully subscribed, precluding scouts from increasing its usage of the space. Scouts would prefer not to split its operations over too many weekdays (to accommodate its growing membership) as that would place a greater burden on troupe leaders and parents.

16. Scouts currently utilise areas on Blomfield Reserve for its outdoor activities although this is on an informal basis. Scouts vision in terms of Blomfield Reserve is to:

· utilise the relocatable scout hall to accommodate its growing numbers

· share with girl guides, local schools and other community groups

· create an outdoor education centre and confidence course

· host and provide for weekend camps and nature walks

· plant native trees on the hilly areas of the reserve.

17. Scouts has submitted its business plan for its proposal which details the following:

· the re-sited scout hall would be owned by the Scout Association of New Zealand (the parent body of the Motutara Waimauku Scout Group)

· the Scout Association of New Zealand would hold any community lease and non-exclusive licence to occupy on behalf of scouts. The Scouts Association is a body corporate incorporated under a private Act; the Scout Association of New Zealand Act 1956. The association was registered as as an incorporated society on 25 July 1966 and as a charitable entity on 4 July 2007.

· scouts would manage the project to re-site the hall and all associated works

· once established, scouts would manage ongoing insurance, maintenance, accounts, bookings and security

· scouts would generate income for its operational and renewal costs through hire fees and scouts membership fees

Lease and non-exclusive licence to occupy

18. Scouts has submitted an application to enter into a community lease and a non-exclusive licence to occupy at Blomfield Reserve as follows:

· a community lease for a portion of Blomfield Reserve on which to site its relocatable scout hall

· a community non-exclusive licence to occupy for a portion of Blomfield Reserve for its improvements to the existing driveway, the driveway extension and parking area adjacent to the scout hall

Public notification process

19. Prior to approving a new lease, engagement with 14 iwi identified as having an interest in land in the Rodney Local Board area is required under section 4 of the Conservation Act 1987 and public notification of council’s intention to grant the lease is required under section 54(2) of the Reserves Act (Attachment F).

20. In the event that there are no other applications received during the expressions of interest process, council staff will commence public notification and engagement with iwi of council’s intention to grant a community lease and a licence to occupy at Blomfield Reserve to the Scout Association of New Zealand in accordance with the Reserves Act 1977 and the Conservation Act 1987.

Relocatable scout hall

21. The Scout Association of New Zealand owns the currently disused scout hall on Riverpark Reserve, Henderson (Attachment G). The Scout Association of New Zealand no longer require the hall as the scout group that previously occupied it has merged with the scout group domiciled in Massey. The Scout Association of New Zealand recognises the growth of the Motuara Waimauku Scout Group and has offered it the scout hall for relocation to a new site.

22. The scout hall is of timber frame construction with plywood walls and is covered by a corrugated iron roof. Windows are of sliding aluminium type with single glazed units and the doors are also of aluminium. Walls are of plywood construction and the floor is of suspended timber type with particle board flooring.

23. The scout hall is largely single storey and comprises an open “hall”. The southern end of the hall provides two separate rooms and access to a mezzanine level for storage. A kitchen is situated at the northern end of the building along with male and female toilet facilities. There is some fire damage (through vandalism) to the roof structure at the northern end of the hall.

24. The scout hall proposed for relocation requires work to bring it up to standard for occupation and ensure that it is fit-for-purpose. There would also be significant costs associated with providing utilities, obtaining regulatory consents and undertaking establishment works. No funding is being sought through council for these works.

25. Scouts has estimated costings for the purpose of fund raising for its relocatable hall project as follows:

Alterations to hall	$100,000.00
Septic system	$30,000.00
Water tanks/system	$6,000.00
Earthworks	$25,000.00
Services	$20,000.00
Consents, drawings, miscellaneous	$30,000.00
Total	$200,000.00 - $250,000.00

26. Scouts has sought initial assistance with planning and design matters with regard to its proposal and has submitted four options for the potential layout of the driveway extension and 40 car park spaces that would be required as ancillary to the utilisation of the hall (Attachment H). Council staff recommends option one (scouts preferred option) as options two to four show the driveway extensions traversing over the middle of the reserve, thus restricting the potential for other future uses. The proposed non-exclusive community licence to occupy (which would include the improved driveway) is consistent with option one.

27. A local house-mover has offered scouts the opportunity to store the building at no charge. However, as the house-mover will not store the building indefinitely, scouts is seeking certainty by the end of March 2017 on the outcome or process to its request for landowner approval, agreement to lease, community lease and licence to occupy.

28. Subject to the satisfactory outcome of the statutory processes, staff will bring a further report to the local board recommending the following:

· landowner approval for the siting of the scout hall and construction works to improve the existing driveway, an extension to the driveway and parking area adjacent to the scout hall subject to appropriate conditions.

· an agreement to lease for a term of three years to enable scouts time to raise funds, secure all necessary consents, commission geotechnical reports, site its relocatable scout hall, undertake the improvement works to ensure the hall is up to required standards and fit-for-purpose, planting, improve the existing driveway on the reserve, construct an extension to the driveway and a parking area adjacent to the scout hall

· a community lease for a term of 10 years with one right of renewal for 10 years commencing on practical completion and the issue of a code compliance certificate/certificate of public use for its scout hall

· a licence to occupy for a term of 10 years with one right of renewal for 10 years for the area on which the formed driveway and parking area is constructed, commencing on practical completion of the project works

· a community outcomes plan as negotiated and agreed by the scouts for local board approval. The community outcomes plan, if approved by the local board would be appended as a schedule to the community lease document.

Risks and options

29. The initial concept plans furnished by scouts (Attachment H) are insufficient for purposes of ensuring full disclosure required for the public notification process and engagement with iwi (note, while scout’s plan is not to scale, the proposed footprint is quantified in m²).

30. One option could be for the local board to defer any decision and council staff could request scouts to prepare and submit scale drawings.

31. It is noted that scouts may not have sufficient long term financial viability to ensure that the relocated hall, driveway and parking area is maintained and depreciation requirements met, thus any improvements reverting to council would not have a budget allocated to maintain and renew.

Consideration

Local board views and implications

32. The Rodney Local Board has delegated authority to approve public notification of council’s intention to grant a community lease and licence to occupy.

33. Council staff workshopped the scouts proposal with the local board on 9 February 2017 and the members indicated informal support for the proposal.

Māori impact statement

34. Mana whenua identified as having an interest in land in the Rodney Local Board area will be engaged on the proposal.

Implementation

35. The recommendations contained in this report do not trigger the Auckland Council Significance and Engagement Policy.

36. The costs associated with the expressions of interest process, public notification and consultation with iwi about council’s intention to grant a community lease and licence to occupy is approximately $2,500.00 comprising; $1,000.00 for the expressions of interest advertisement, $900.00 for the public notification advertisement and $600.00 for iwi engagement.

37. This cost will be borne by the Community Facilities Department. Should there be any submissions and or objections received during the public notification process, this may lead to a hearing process which in turn, may incur additional cost.

Attachments

No.	Title	Page
a ⇩	GIS aerial view of Blomfield Reserve at 71 Pollard Lane, Waimauku legally described as Section 1 SO 356956 and comprising 8.839 hectares (88,339.4 square metres more or less) as shown outlined in black. The area available within the reserve for EOI 85,492	95
b ⇩	GIS aerial view of Blomfield Reserve at 71 Pollard Lane, Waimauku legally described as Section 1 SO 356956 showing proposed layout (indicative) of community lease and non-exclusive licence to occupy areas to The Scout Association of New Zealand	97
c ⇩	GIS aerial view showing locality plan for Blomfield Reserve, Waimauku	99
d ⇩	GIS aerial view of Blomfield Reserve, 71 Pollard Lane, Waimauku showing existing occupation	101
e ⇩	Excerpts from Auckland Council Community Occupancy Guidelines 2012	103
f ⇩	Sections 54(2), (2A), 119 and 120 of the Reserves Act 1977 and section 4 of the Conservation Act 1987	105
g ⇩	Image of existing scout den on Riverpark Reserve, Henderson for potential relocation to Blomfield Reserve	107
h ⇩	Motuara Waimauku Scout Group initial concept plans prepared by scouts detailing options; one, two, three and four	109

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board Transport, Infrastructure and Environment Committee

16 March 2017

Auckland Transport Update to the Rodney Local Board's Transport, Infrastructure and Environment Committee

File No.: CP2017/02847

Purpose

1. This report provides updates to the Rodney Local Board's Transport, Infrastructure and Environment Committee on the current status of its Local Board Transport Capital Fund (LBTCF) projects, responds to resolutions made by the local board and issues raised by elected members, and provides information on matters of specific application and interest to the local board.

Executive summary

2. This report provides information on:

· Update on the local board’s transport capital fund projects;

· Consultations on regulatory processes;

· Traffic Control Committee results;

· Auckland Transport activities over the period October – December 2016;

· TravelWise Schools activities;

· Issues raised by elected members;

· Warkworth Western Collector;

· Pūhoi to Warkworth stage of the Ara Tūhono – Pūhoi to Wellsford RoNS;

· Northern Corridor Improvements;

· More public transport services ahead of ‘March Madness;

· Walk Month March; and

· Road Resurfacing.

Recommendation/s

That the Rodney Local Board Transport, Infrastructure and Environment Committee:

a) note the Auckland Transport Update for March 2017.

Comments

Update on Rodney Local Board’s Transport Capital Fund (LBTCF) Projects

3. As at 9 January 2017 the balance of LBTCF funds available to the local board for allocation prior to 30 June 2019 was $856,375, comprising:

· $44,804 from the 2016/2017 financial year;

· $399,986 from the 2017/2018 financial year; and

· $411,585 from the 2018/2019 financial year.

4. An additional amount of $423,933 is available to the local board from the 2019/2020 financial year commencing on 1 July 2019.

5. Members should now be giving some thought to projects which may benefit from the monies available over the course of the current political term.

6. A copy of the Local Board Transport Capital Fund Proposal Form, required to be completed for each project nominated by the local board, was forwarded to members on 17 February. Each project nominated must:

· Be a CAPEX project that creates a physical transport asset

· Not compromise safety

· Not compromise network efficiency.

7. It is intended that each project will be discussed initially at meetings with the chairperson and deputy chairperson of the local board’s Transport, Infrastructure and Environment Committee. The process following these discussions will be:

· AT staff assess the projects selected against the LBTCF criteria and provide a rough order of costs (ROC).

· ROCs are considered by the local board and a decision made to request further detailed investigation on which a firm cost estimate is then based.

· The local board accepts or declines to accept the firm estimate of costs. If it accepts the costs, the local board resolves to proceed to detailed design and construction (all costs attributable to the project are charged to the local board’s LBTCF from this stage).

· AT staff investigate and scope the project, engaging consultants if necessary to undertake the detailed design (this may take some months depending on the complexity of some projects, resource consents and public consultation required for any regulatory processes).

· Providing all conditions are met, tenders for the project are let, the project awarded to the successful tenderer and construction proceeds.

8. It is assumed that projects brought to AT for evaluation and ROCs have been canvassed and received support within the community they affect. The local board is also responsible for determining whether iwi consultation is required and if so, initiating this with the relevant group(s).

9. The final LBTCF project from last term to be completed was construction of a footpath over reserve land at Riverhead Point, Riverhead, from Pohutukawa Parade to The Landing (Project 497), towards which the local board contributed $62,700. An infrastructure funding agreement between Cato Bolam Consultants, acting on behalf of the developer, and AT was drafted during 2016. The contractor began construction of the footpath late in January and work had been completed by 1 March, with associated landscaping to be completed once the council’s approval for landscaping had been received.

Consultations on Regulatory Processes

10. As part of the implementation of the New North-West Network, documentation regarding a new bus stop on Parlane Drive, Huapai, to support a new bus route along Tapu and Matua Roads, was forwarded to members on 27 January 2017. No objections to the proposal were received from the local board.

11. Documentation explaining the need to install NSAAT restrictions at 1019-1029 Kaipara Coast Highway, Kaukapakapa, to improve visibility and safety at a pedestrian crossing point, was forwarded to members on 3 February 2017. No objections were received from the local board.

12. Documentation describing a proposal to install a new footpath adjacent to Matakana Primary School, to improve accessibility and safety outside the school during drop-off/pick-up times, was forwarded to members on 8 February 2017. No objections were received from the local board.

13. Documentation describing the proposed installation of NSAAT restrictions along Motutara Road, at the intersections of Motutara/Waitea Roads and Motutara/Coast Roads, and in the car park at Muriwai Beach, Muriwai, was forwarded to members on 14 February 2017. No objections were received from the local board.

14. Documentation explaining a proposal to reduce the speed limit on several roads in the Warkworth West area, to better align these with development that has occurred in the area over the last few years, was forwarded to members on 9 February. No objections to the proposals were received.

15. Documentation describing the proposed installation of bus stop infrastructure outside the properties at 20 Rata Street, 24 Rautawhiri Road and 23 Awaroa Road, Helensville was forwarded to members on 15 February 2017 with a request for comments no later than 1 March. No objections to the proposals were received.

16. Proposals for new bus stops in Tapu Road, Huapai, and Garfield Road, Helensville, as part of the New Network roll out for West Auckland, were sent to members on 23 February 2017 with a request for responses no later than 9 March 2017.

Traffic Control Committee Results

17. Decisions made by AT’s Traffic Control Committee over the period January – February 2017 in relation to regulatory processes are listed as Attachment A.

Auckland Transport activities over the period October – December 2016

18. The report at Attachment B compiled by AT’s Manager, Elected Member Relationship Team from data supplied by the Operations, Capital Development and Strategy and Planning Departments, provides a picture of Auckland Transport activities over the October – December 2016 quarter. The report is in two sections:

· Information on AT projects located within the Rodney Local Board area;

· Information on regional projects.

TravelWise Schools activities

19. Attachment C lists TravelWise School activities in the Rodney Local Board area for the three months to December 2016.

Issues Update

20. Attachment D lists those issues raised by elected members and local board services staff to 28 February 2017.

Warkworth Western Collector

21. Stage One of the Warkworth Western Collector, connecting Mansel Drive to Falls Road, has been completed and local board members were invited to join the Hon. Simon Bridges and Mayor Phil Goff at an opening ceremony held on 3 March 2017.

22. The new collector road, which crosses the Mahurangi River, features a new intersection where Mansel Drive and Falls Road meet, realignment of Falls Road and the extension of an existing culvert. The project also involved the provision of stormwater treatment and off-road shared cycleway and pedestrian facilities.

23. The new road will help alleviate pressure within the township by providing a strong north-south alternative route to the existing SH1 at the northern end of Warkworth. It will also improve access to nearby employment areas and the new residential growth areas in the west and south.

24. The Warkworth Western Collector project is a three-stage plan to improve road connections to the west of the state highway to support the future urbanisation of the Warkworth area.

25. The timing and exact route of the remaining two stages have yet to be determined but will connect to the State Highway in the vicinity of McKinney Road in the south and the new Matakana Link Road intersection to be built in the north.

Pūhoi to Warkworth stage of the Ara Tūhono – Pūhoi to Wellsford RoNS

26. The Northern Express Group (NX2), the Government and the NZ Transport Agency marked a key milestone on 8 December 2016 when the first sods were turned to start the construction of the Pūhoi to Warkworth motorway project.

27. The sod turning took place at Wyllie Road, Warkworth and included the then Prime Minister John Key, Transport Minister Simon Bridges, Hōkai Nuku Chairman Mook Hohneck, NX2 Chairman Richard Didsbury and Chairman of the NZ Transport Agency Board Chris Moller.

28. Pūhoi to Warkworth will form the first stage of the Government’s Ara Tūhono Pūhoi to Wellsford Road of National Significance. This stage will extend the Northern Motorway (SH1) 18.5km from the Johnstone’s Hill tunnels just south of Pūhoi to just south of the Kaipara Flats Road intersection north of Warkworth.

29. NX2 has an obligation to meet resource consent conditions relating to the sealing of some of the unsealed portions of Wyllie and Moir Hill Roads, roads affected by forestry logging works associated with the project. Sealing of these roads was undertaken in December/January and the logging works began on 23 January. NX2 teams will clear the commercial pine forest areas to the north of Moir Hill Road, clearing the path (the alignment) for the motorway, over a period of approximately five months. During that time logging will also start to the south of Moir Hill Road and there will be limited construction traffic on other local roads such as Wyllie and Woodcocks Road.

30. There will be a Site Specific Traffic Management Plan (SSTMP) to manage traffic movements and ensure safety for pedestrians and drivers for the duration of these works. The SSTMP will establish temporary speed restrictions for construction traffic for the duration of the project and the NX2 team will work with the Moir Hill Road Liaison Group and residents to keep them fully informed.

31. For up to date project information visit: www.nx2group.com.

Northern Corridor Improvements

32. The New Zealand Transport Agency (NZTA) recently lodged applications with the Environmental Protection Authority (EPA) for six notices of requirement and 25 resource consent applications for its Northern Corridor Improvements Project, the Minister for the Environment having agreed with an EPA recommendation that the project is nationally significant and a Board of Inquiry is the best process to consider the applications.

33. The Board of Inquiry is expected to sit later this year and will provide a robust process that enables NZTA to build the project as quickly as possible, with environmental and community outcomes being considered alongside the best value for money. The project will improve connections between State Highway 1 and State Highway 18 and will complete the Western Ring Route, providing an additional choice to State Highway 1. It will also improve local roads, provide new walking and cycling paths and extend the Northern Busway through to Albany Bus Station.

34. NZTA has worked closely with the community to develop plans for the improvements and the independent Board of Inquiry process will now provide a formal opportunity for people supporting or opposing the plans to have their submissions heard and considered.

35. A public submission period is being run by the EPA, with information sessions to enable members of the public to view the plans in more detail and talk to the design team about what has been lodged at two drop-in days being held at the Northern Corridor offices in March.

36. Submissions must be received by the EPA by 5.00 p.m. on 22 March 2017. Further information about the project can be viewed at www.epa.govt.nz/northerncorridor.

More public transport services ahead of ‘March Madness’

37. AT is scheduling additional services to meet passenger demand during March, providing more than six and a half thousand extra spaces on buses and trains to meet the demand of students returning to universities and the end of the summer holiday period.

38. A total of 56 more city bound bus trips each morning will be added to the morning peak compared to March last year, providing an additional 5% capacity overall for bus services and an increase of up to 34% on some corridors. Bus capacity has increased by close to 5400 spaces and timetable changes for trains from 12 March will mean an additional 1200 spaces are available in the morning peak.

39. Double decker buses have been introduced to Birkenhead to assist with the demand, with four double decker buses commencing services on routes between Beach Haven, Glenfield and the central city from Monday, 27 February, providing much needed additional capacity along Onewa Road.

40. Public transport will be busy but AT staff will be monitoring the situation. Whilst passengers might not always get on the first service, the aim is to ensure that wait times are acceptable and better than last year.

41. Timetable changes beginning on 12 March also add an additional 1,194 spaces inbound during the morning peak on trains, the additional capacity being split between the Eastern Line (796 spaces) and Southern Line (398 spaces).

42. Most ferry routes have sufficient capacity now to cope with anticipated patronage demand, even given the significant growth experienced over the past year.

43. A new timetable started for Gulf Harbour in October which added approximately 150 inbound spaces in the morning. AT has worked with the operator of the West Harbour services to provide additional back-up vessels, which has the potential to add more than 40 seats in the morning. Reallocating vessels on the Hobsonville run will add an additional 52 seats inbound and vessel reallocation options for the Half Moon Bay service are also available to increase capacity.

44. For more on public transport services visit: https://at.govt.nz/bus-train-ferry/

Walk Month March

45. The Walking & Cycling and Travel Demand teams have partnered to deliver AT’s first digital walking challenge for Walk Month March.

46. The Auckland Walk Challenge 2017 is an online event where participants ‘virtually’ walk the length of New Zealand, tracking their walking progress and competing with other teams of workmates, friends and families to win a selection of prizes throughout the month. Designed to encourage Aucklanders to get out of their cars and choose walking as a transport option, AT encourages those who get involved with the Auckland Walk Challenge to adopt longer term options of walking for more short trips.

47. Further information is available at https://auckland.walkertracker.com/.

Road Resurfacing

48. Roads require periodic resurfacing (resealing) to keep the sealed surface waterproof and to maintain good skid resistance. The bitumen in the surfacing oxidises over time causing it to become brittle and either crack, unravel or lose chip. Similarly, the chip can become polished and/or the road surface flushed resulting in a loss of skid resistance.

49. This process is similar to maintenance of a painted house; when this is left too long water penetrates the paint surface, resulting in costlier repairs. If roads are resurfaced at the right time, the surface remains waterproof, skid resistance is maintained and surface water does not penetrate the road pavement.

50. Roads are resurfaced using either a chip seal or a thin asphaltic concrete surfacing (hotmix). Generally, chip seals have a life of 8-12 years and cost in the order of $4-8 m², while hotmix can be expected to last 10-14 years and costs $20-30 m²,depending on the type of mix used.

51. Chip seals are therefore the most cost-effective method of resurfacing and in many situations are the only method that can practically be used to restore the road surface to a suitable condition. Hotmix is generally only used on high trafficked roads (those carrying more than 10,000 vehicles per day), or in high stress areas such as at intersections or cul-de-sac heads.

52. Each resurfacing site is subject to a specific seal design and the choice of surfacing and chip size used is dependent on factors such as the traffic volumes and loading, the existing surface texture and pavement strength, turning stresses etc. Chip seals can be either single or two coat seals, though in most cases two coat seals are used as they are more resistant to turning stresses. Prior to resurfacing, pre-seal repairs such as dig outs, crack sealing and surface levelling are undertaken.

53. Chip seals also continue to shed excess chip for several months following resurfacing which is a nuisance for adjoining landowners and can create the mistaken impression that the new chip seal surface is defective. New chip seals, particularly two-coat seals, can therefore require 4-5 sweeps to remove excess chip from the surface.

54. It is also usual for the bitumen to soften during warm weather for several years following application, until such time as the kerosene fully evaporates from the bitumen. At this time, it will be susceptible to scuffing from turning vehicles, but these areas can be treated with the application of fresh sealing chip.

55. Many of the enquiries AT receives about resurfacing result from existing aged hotmix surfaces being resurfaced with chip seal when they reach the end of their serviceable life. Most hotmix surfaces were constructed by developers at the time of subdivision so when they are resurfaced with chip seal residents complain. The need to periodically resurface the road to avoid water ingress into the road pavement is often not understood by residents and they consider the rougher chip seal surface to be inferior to that of the smoother hotmix. Residents can be reassured in these circumstances that chip sealing is the most cost-effective use of their ratepayer funds.

Consideration

Local board views and implications

56. This report is for the local board’s information

Māori impact statement

57. No specific issues with regard to the Maori Impact Statement are triggered by this report.

Implementation

58. There are no implementation issues.

Attachments

No.	Title	Page
a ⇩	Traffic Control Committee decisions	121
b ⇩	Auckland Transport activities	123
c ⇩	School Community Transport	139
d ⇩	Rodney Issues	141

Signatories

Authors

Ellen Barrett – Elected Member Relationship Manager North, Auckland Transport

Authorisers

Jonathan Anyon – Manager Elected Member Relationship Unit, Auckland Transport

Lesley Jenkins - Relationship Manager

Chairperson	Cameron Brewer
Deputy Chairperson	Louise Johnston
Members	Brent Bailey
	Tessa Berger
	Beth Houlbrooke
	Phelan Pirrie
	Allison Roe, MBE
	Colin Smith
	Brenda Steele

No.	Title	Page
a ⇩	Riverboat Lane Locality Map	15
b ⇩	Riverboat Lane Scheme Plan	17