Agenda of Howick Local Board

Howick Local Board

10 April 2017

Howick Local Board 2016/2017 work programme on community safety

File No.: CP2017/03890

Purpose

1. To approve the allocation of $22,900 to local community groups for community safety initiatives.

Executive summary

2. The 2016/2017 Howick Local Board work programme has a budget of $31,000 for initiatives to help improve safety and people’s perception of safety.

3. Community Empowerment Unit staff met with stakeholders to identify key community safety concerns that need to be addressed within the local board area.

4. Staff met with the local board at workshops on 1 February 2017 and 8 March 2017 to discuss the allocation of this funding.

5. This report seeks approval of $22,900 to seven local community groups who will deliver initiatives to improve safety.

6. The remaining $8,100 of this budget is unallocated and will be available for reallocation by the local board.

Recommendation/s

That the Howick Local Board:

a) approve $22,900 of the Howick Local Board community safety budget as outlined below:

Community lead	Project /Programme	Amount
Asian Council on Reducing Crime	· Family violence and safety awareness · Home safety checklist development	$6,000
Neighbourhood Support Pakuranga/Bucklands Beach	· New group set up / Coordination of neighbours day and engagement activities	$4,000
Neighbourhood Support Howick/Botany/Flatbush	· New group set up	$2,000
Asian Safety Education and Promotion Charitable Trust	· Asian youth driver and road safety workshops	$1,800
Howick/Pakuranga Community Patrol	· Maintenance of the groups and focus on car crime prevention	$2,000
Botany/Flatbush Community Patrol	· Maintenance of the groups and focus on car crime prevention	$2,000
The Sowers Trust	· Effective publicity for community programmes · The pilot parent connect programme · To offset catering	$5,100
TOTAL		22,900

Comments

7. The 2016/2017 Howick Local Board work programme has a budget of $31,000 for initiatives to help improve safety and people’s perception of safety.

8. The local boards intention for this budget is to ensure their continued support for community groups who respond to local safety concerns.

9. Community Empowerment Unit staff, in keeping with the direction given by the local board, identified and met with key stakeholders. This included the Police Area Commander who outlined the common local crime types, including burglary, car crime, road safety and family violence.

10. At that meeting, Police called for local board support for initiatives which engage socially isolated people, particularly within the Flatbush area. These people are more likely to be repeat victims of crime.

11. Staff connected with local groups to identify safety initiatives that would engage a diverse range of people across the community, raise awareness and improve safety. Some of these groups operate in Flatbush and also focus on social connectivity. An outline of these safety initiatives was presented at a local board workshop on 8 March 2017.

12. The local board verbally endorsed each initiative in principle but requested further detail particularly about the Asian Safety Education and Promotion Charitable Trust driver safety workshops and Sowers Trust work on strengthening families (includes response to family violence).

13. This report provides the additional detail requested by the local board.

Safety initiatives

14. The following table details each community led safety initiative proposed for funding:

Community lead

What is the project /programme

Amount

Asian Council On Reducing Crime

Family violence and safety awareness workshops

Requesting funding to locally host four (two hour) community workshops with presentations from Police, Victim Support and family violence organisations.

The target audience will be local Chinese people from church, schools, parents and new migrant groups and the Lin An Din foot patrol teams. Requesting funding for venue and equipment hire, translated resources, print and promotion costs.

Benefits:

· Addresses family violence and social isolation

· Collaborative initiative

· Ethnically responsive.

Disadvantages:

· May have limited impact because it’s a small organisation.

$2,000

Asian Council On Reducing Crime

Home safety checklist: burglary prevention

Requesting funding for ACRC and Police (Asian Liaison) to develop a home safety checklist resource for Asian families. This will also include a series of meetings to provide crime prevention tips and explain the use of the checklist. An action plan will be developed to enhance safety.

Requesting funding for the development and translation of a checklist, venue, equipment hire, print and promotion costs.

Benefits:

· Addresses burglary, theft and perception of safety (reassurance and resilience)

· Collaborative initiative

· Ethnically responsive

· May have long term impact.

Disadvantages:

· May have limited audience.

$4,000

Neighbourhood Support (NS) Pakuranga/ Bucklands Beach

New groups set up and coordination of events

Requesting funding to assist NS to start new groups and an additional $2,000 for this group to coordinate Neighbours Day and other neighbourhood engagement activities to support safety, connectivity and inclusion across the Howick Local Board area.

Benefits:

· Addresses perception and awareness of safety

· Collaborative initiative

· Social inclusion and connectivity

· May have long term impact.

Disadvantages:

· May have limited reach.

$4,000

Neighbourhood Support (NS) Howick/ Botany/Flatbush

New groups set up

Requesting funding to assist NS to start new groups

Benefits:

· Addresses perception and awareness of safety

· Collaborative initiative

· Social inclusion and connectivity

· May have long term impact.

Disadvantages:

· May have limited reach.

$2,000

Asian Safety Education and Promotion Charitable Trust

Asian youth driver and road safety workshops

Requesting funding to locally host two (three hour) workshops to increase safe driver and road safety practice. Each workshop will host up to 35 people to include Korean local young people, parents, guardians, family, church, school and new migrant groups. These workshops will include presentations from Police, Auckland Transport and community leaders.

Funding is for venue and equipment hire, translated resources, print, promotion, catering and evaluation costs.

Benefits:

· Addresses social inclusion and connectivity

· Collaborative initiative

· Ethnically responsive.

Disadvantages:

· May have limited impact.

$1,800

Howick/

Pakuranga Community Patrol

Local patrols and safety messaging

Requesting funding to assist local community patrol groups to continue to regularly patrol within the Howick Local Board area. This will include a particular focus on preventing car-crime.

Benefits:

· Addresses perception and awareness of safety, addresses many crime types including car crime

· Collaborative initiative.

Disadvantages:

· May have limited impact.

$2,000

Botany/

Flatbush Community Patrol

Local patrols and safety messaging

Requesting funding to assist local community patrol groups to continue to regularly patrol within the Howick Local Board area. This will include a particular focus on preventing car-crime.

Benefits:

· Addresses perception and awareness of safety, addresses many crime types including car crime

· Collaborative initiative.

Disadvantages:

· May have limited impact.

$2,000

The Sowers Trust

Effective publicity for community programmes

Requesting funding for signage, a billboard and appropriate outreach. This publicity would include better signage to clearly mark where and what Sowers community programmes are. This would enable more local people to get the support they need.

Benefits:

· Addresses family violence and social isolation

· May have long term impact

· Provides specialised critical support for the local area.

Disadvantages:

· May be limited by their core focus on response to family violence – some community may not approach the service for assistance.

$1,500

The Sowers Trust

Parent connect

Requesting one off funding for a pilot programme that will run in school holidays for peer support for parents who are struggling. This is an open group for parents to talk about strategies for coping. A concurrent programme will be run for the children as well.

Benefits:

· Addresses family violence and social isolation

· Supports innovation as this is a pilot programme

· Will have long term impact

· Provides specialised critical support for local families.

Disadvantages:

· May be limited as it’s a pilot programme.

$2,400

The Sowers Trust

Offset the costs of catering

Requesting funding to cover the costs of catering currently absorbed at the staff’s personal expense. Sowers are running programmes that focus on addressing social isolation and increasing connectivity. These include:

· ‘He-brews’ a coffee morning, this has now ceased due to a lack of resources, and

· the clothing exchange, which has over 100 people coming through.

These programmes are assisted by having simple catering which is currently not funded.

Benefits:

· Addresses social isolation and connectivity

· Enables community to access Sowers wider services and each other.

Disadvantages:

· In the unlikely event that Sowers do not run these programmes this funding may not be spent.

$1,200

Total proposed spend 2016/2017

$22,900

Underspend

$8,100

TOTAL

$31,000

Options

a) Approve $22,900 to fund all these safety initiatives listed and reallocate the $8,100 remaining.

Staff recommend this option, because these initiatives are all community led, collaborative, address at least one of the four crime types identified by police and will to help improve safety and people’s perception of safety. These initiatives will also assist the local board to achieve their outcome of ‘an involved and connected community’.

b) Don’t fund any of these initiatives and reallocate the full $31,000 to another work programme.

Staff do not recommend this option, because of the risk to local relationships and to the implication of not supporting any safety initiatives within this financial year.

Consideration

Local board views and implications

15. This aligns to the Howick Local Board’s outcome of ‘an involved and connected community’.

16. Staff have met with the Howick Local Board for two workshops on 1 February 2017 and 8 March 2017 to discuss and tailor the programme to directly fund established local community groups.

17. The 2017/2018 work programme budget for community safety may consider a broader approach to address wider issues impacting community such as social cohesion and connection that supports actual and perceived of safety.

Māori impact statement

18. Staff have not directly identified Maori aspirations within this programming.

19. These initiatives are based on inclusivity and connectivity across the Howick Local Board area and may positively contribute to Maori wellbeing.

Implementation

20. If these safety initiatives proposed are agreed by the local board, staff will prepare funding agreements and contracts for groups.

21. Monitoring of delivery will happen through funding agreements accountability measures.

Attachments

There are no attachments for this report.

Signatories

Authors

Rachel Orr - Safety Advisor,Central, Community Development, Arts & Culture

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Sue O'Gorman - Relationship Manager

Howick Local Board

10 April 2017

Arts Out East 2018 Proposal

File No.: CP2017/04884

Purpose

1. To approve funding for stage one and two of the Arts Out East 2018 festival.

Executive summary

2. On 16 March 2017, the local board approved a project proposal for the Arts Out East festival in principle. This report recommends that the local board approve $49,381 to fund stages one and two of the proposal.

3. The revised proposal recommends that the Arts Out East Festival should:

- be held over a two week period in early 2018

- open with a one day launch party, running from 10am-3pm in a central location

- include a number of events and activities hosted by members of the network

- include capacity building, branding and website development work.

4. The proposal requires funding over both 2016/2017 and 2017/2018. Staff recommend that the local board fund stages one from the 2016/2017 budget, which would total $49,381. The remaining $31,607 could be funded in the 2017/2018 work programme, which has an indicative budget of $38,000 for community arts programmes.

Recommendation/s

That the Howick Local Board:

a) approve $49,381 for stages one and two of the Arts Out East 2018 proposal from the 2015/2016 carry forward budget and the 2016/2017 community arts programmes.

Comments

Background

5. In February 2016, the Howick Arts Forum was held to discuss arts needs and opportunities in the local board area. The forum identified three high-priority outcome areas which required funding. Two of these were:

- marketing to increase the Howick arts community’s profile in the local board area

- the Arts Out East Festival; encouraging collaboration and networking in the arts, building cohesiveness in the local arts sector.

6. Following this forum, staff presented a project proposal to the local board at a workshop on 26 May 2016. Following local board feedback, staff presented a revised proposal to the local board on 16 March 2017, which the local board approved in principal.

Project proposal

7. The project proposal is detailed in Appendix A. The proposal is a direct response to the feedback received at the Howick Arts Forum as well as the January workshop with the Howick Local Board. It recommends that the Arts Out East Festival should:

- be held over a two week period in early 2018

- open with a one day launch party, running from 10am-3pm in a central location (the launch party can be used to showcase the Arts Out East network and promote the festival programme)

- include a number of events and activities hosted by members of the network

- include capacity building, branding and website development work.

8. The three-stage proposal includes the marketing project which the local board approved in May 2016. Full project details are contained in Attachment A. The three stages are as follows:

Stage	Brief description (further detail in Attachment A)	Cost
1) Branding Arts Out East	Engage marketing specialists to conduct branding work for the Arts Out East festival and network.	$3,000
2) Increase engagement and capacity within the arts and culture sector in the Howick Local Board area	Includes - website development and marketing to promote the Arts Out East festival - capacity building support from Te Tuhi staff for organisations in the Arts Out East network.	$38,480
3) Arts Out East Festival	Launch party costs	$39,508

9. A two week festival would allow organisations to host events as part of the festival, and would minimize the likelihood of these events being held at the same time. This would give the public the chance to attend as many events as possible.

Budget

10. The proposal requires funding over both 2016/2017 and 2017/2018. Staff recommend that the local board fund stages one from the 2016/2017 budget, which would total $49,381.

11. This would leave $13,619 unspent from the 2016/2017 budget; staff will recommend options for this budget at a later date. The remaining $31,607 could be funded in the 2017/2018 work programme, which has an indicative budget of $38,000 for community arts programmes. The table below summarises this proposed expenditure:

2015/2016	2016/2017	2017/2018
Diversity Project - $23,500 (delivered)	$38,000 – Community Arts Programme	$38,000 – Community Arts Programme
Arts Out East - $15,000	$15,000 – Arts Out East
Marketing - $10,000	$10,000 – Marketing
TOTAL = $48,500	TOTAL = $63,000	TOTAL = $38,000
	Spend on Arts Out East (Phase 1 and 2): $49,381	Spend on Arts Out East (Phase 3): $31,607
	Unallocated: = $13,619	Left over in project fund: $6,393

Consideration

Local board views and implications

12. Arts and Culture staff presented a project outline proposal to the local board at a workshop on 26 May 2016 regarding $48,500 of unspent budget from 2015/2016, to be carried over into 2016/2017. Part of this proposal was to spend $10,000 on marketing and $15,000 on the Arts Out East Festival.

13. As part of the 2016/2017 ACE work programme, the Howick Local Board allocated $38,000 to community arts programmes, to develop a range of arts and culture programming initiatives to be delivered across the Howick Local Board area.

14. Workshops were held with the Howick local board on 26 January and 6 March to discuss Arts Out East and feedback was incorporated into this proposal.

Māori impact statement

15. This event does not specifically target Māori groups. However, Māori communities are likely to benefit from all phases of the proposal, alongside other groups in the community.

16. Māori groups in the arts and culture network will be specifically targeted to ensure they have the opportunity to participate in Arts Out East.

Implementation

17. Following funding approval, staff will initiate services agreements with Te Tuhi and Uxbridge and phases one and two of the project will commence immediately upon finalising the contracts.

Attachments

No.	Title	Page
a ⇩	Arts Out East Project Proposal	21
b ⇩	Arts Out East Budget	25

Signatories

Authors

David Hebenton - Arts and Culture Advisor (Central)

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Sue O'Gorman - Relationship Manager

Howick Local Board

10 April 2017

Auckland Transport Update - April 2017

File No.: CP2017/05352

Purpose

1. The purpose of this report is to; respond to resolutions and requests on transport-related matters, provide an update on the current status of Local Board Transport Capital Fund (LBTCF), request approval for new LBTCF projects, provide a summary of consultation material sent to the Board and, provide transport related information on matters of specific application and interest to the Howick Local Board (HLB) and its community.

Executive summary

2. This month no decision is required but information is provided about the following matters:

· A Local Board Transport Capital Fund update.

· Auckland Transport projects that are being delivered in Howick.

· Attachments include a register of local issues and media releases specific to the Howick

Recommendation/s

That the Howick Local Board:

a) note the Auckland Transport Update – March 2017 report.

Comments

Local board transport capital fund (LBTCF) update

3. The LBTCF is a capital budget provided to all Local Boards by Auckland Council and delivered by Auckland Transport. Local Boards can use this fund to deliver projects that they believe are important but are not part of Auckland Transport’s work programme. The limitations being that the project must:

· Be safe.

· Not impede network efficiency.

· Be in the road corridor. Although projects running through parks can be considered if there is a transport outcome.

4. HLB’s annual funding is approx. :

· $ 21,000 carried forward from the previous term.

· $ 944,000 for the 17/18 Financial Year

· $ 971,000 for the 18/19 Financial Year

· $ 1 million for the 19/20 Financial Year (although the election is in 2019 the 19/20 Financial Year starts before the election so this money can be spent by this term’s local board).

5. The annual increase is because the fund will now be adjusted for inflation each year.

6. Local Boards are allowed to consolidate the three years of funding available to them in electoral term. In the HLB’s case this means a total of approx. $ 2.9 million could be spent on transport projects in this electoral term.

7. Auckland Transport encourages all Local Board’s to identify potential projects as early as possible. This is because projects can take a long-time to deliver and this limits the risk of projects not being delivered in the current electoral term.

8. Generally, Auckland Transport staff will develop the concepts and indicative costs then report back to the HLB with a ‘Rough Order of Cost’ (ROC). When the ROC is provided by Auckland Transport this information can be used to help prioritise projects. A prioritisation guideline has been developed to help with this process. It is included as Attachment A. This document is a guideline. It was written to provide all local boards with a list of considerations when allocating their Local Board Transport Fund. A local board can choose to use it, modify it or disregard it and develop their own framework

9. The HLB is also responsible for discussing ideas with iwi and the local community, so that when projects are prioritised, decisions are well informed about potential concerns.

Projects

10. The HLB has already put work into identifying possible projects and planning workshops were on 7 December 2016 and 8 February 2017. At the workshops some potential projects were confirmed, other projects and the results of investigations were reported and discussed.

11. The current progress of all projects is summarised in the table below:

Table 1: Local Board Transport Capital Fund Projects

Projects	Current Status	Problem or Opportunity Being Addressed	Current Status
Half Moon Bay Ferry Pier and Bus Turnaround		Providing better facilities for ferry passengers at Half Moon Bay	‘Rough Order of Cost’ requested by the HLB in 2013. ‘Detailed Design’ was authorised by HLB in October 2014 based on a Rough Order of Cost of $ 4.3 million of which the HLB would provide $ 2.5 million. ‘Construction’ was authorised by HLB in 2015 and has been expanded to include a bus turn around area. The total project is now worth approx. $ 5.9 million including funding from New Zealand Transport Agency and Auckland Transport. The increase in investment was ‘resolved’ by the HLB on 13 June 2016.
Bucklands Beach Walkway Improvements		Providing safer pedestrian facilities at Buckland Beach	‘Rough Order of Cost’ of between $ 1.5 and 2.1 million has been provided to the HLB. ‘Detailed Design’: has been carried out in a number of stages: · 14 July 2014 – Detailed design of a small initial project authorised by resolution. · 8 June 2015 – The HLB expanded the project to include detailed design for a project running the length of ‘The Parade’. · 13 July 2015 – Detailed design reported to the HLB. This design is broken down into ten separate elements (detailed in last month’s report). ‘Construction’ of improvements to pedestrian safety between Numbers 61 and 68A of Bucklands Beach Road was authorised on 8 August 2016. Using funds from Auckland Council’s Community Facilities Department’s Green Ways and Walk Ways Development Fund. ‘Next Steps’ Consultation about the small section between Numbers 61 and 68A of Bucklands Beach Road has been completed. A full HLB is being scheduled to discuss the consultation. The HLB is has not established a position on delivery of the larger project at this time.
Baverstock Road Crossing		Building traffic calming and a crossing on Baverstock Road to reduce traffic speed and create a safer pedestrian environment	‘Rough Order of Cost’ of approx. $ 150,000 has been provided to the HLB. The HLB discussed this project on 8 February 2017 and decided not to proceed with the project at this time.
Cascades Walkway		Building a footpath on Cascade Road that will provide access under the bridge on the western edge of the golf course to the walking track that follows the stream.	Auckland Transport has priced two options with ‘Rough Orders of Cost’ of either approx. $ 83,000 or approx. $ 225,000 depending on the route of the pathway. The HLB discussed this project on 8 February 2017 and decided that more information is required and a site visit is planned on 30 March 2017.
Howick Village Centre Plan		Supporting improvements to Howick Village that will make it nicer, safer and more pedestrian friendly.	Auckland Transport is working with the team developing the Howick Village Centre Plan and when this project is more advanced may complete a ROC for proposed work.
Walking and Cycling Access to Half Moon Bay		Develop walking and cycling opportunities around Half Moon Bay.	The HLB discussed this project on 8 February 2017. It was decided to let the ferry pier and bus stop improvements become operational before a new project was started.
Highbrook Cycling and Walking Project		Develop walking and cycling opportunities around Highbrook..	The HLB was briefed by Auckland Transport about this project on 24 March 2017. The HLB did not choose to pursue the project at this time.
Notes: A ‘traffic light’ code is used to summarise the status of projects. The colours are used as follows: Green – Project progressing ‘on time’ and on budget. Orange – An issue has been identified that may need to be resolved. Red - An major issue has been identified that needs to be resolved Black – The project has been investigated and the HLB has decided not to pursue it at this time.

New Projects

12. Recently the HLB has identified another project, after an approach was made by a person in the Highbrook area requesting cycling improvements. Auckland Transport was tasked to meet with them and to start to investigate the possibility of the developing a network of cycle ways in the Highbrook area.

13. The potential project was mentioned to the Members at the HLB workshop on 23 February 2017. Since the Auckland Transport officers have met with the members of the local community who proposed the idea.

14. The project would support the proposed Auckland Cycle Network that has a proposed route in the area. It also contributes to the following HLB objectives in its 2013-16 Local Board Plan as follows:

· “Continue to extend existing walkways and cycleways and include informative signage” pg 27

· “Develop provision of more sports and leisure opportunities for all ages and abilities” pg 30

15. On 24 March 2017 Auckland Transport briefed the HLB on the potential project and stated that the next step in the process was to request a ROC. The HLB decided at that meeting that they did not wish to proceed to that stage at this time.

Half Moon Bay Ferry Terminal Update

16. Building a new ferry pier and bus turn around area at Half Moon Bay was the HLB’s key Local Board Transport Capital Fund Project in the 2013-16 term. The HLB were briefed on progress at the Half Moon Bay ferry terminal on 23 February 2017.

17. The project is progressing as predicted, the pier is built and consent for the bus turning area is currently being actioned.

18. Transport portfolio members visited the project on 7 March 2017.

19. The opening date for the pier is 7 April 2017. The opening will be attended by the Minister of Transport.

Figure 1: Half Moon Bay Ferry Pier

Upcoming projects and activities

Consultations

20. Auckland Transport provides the HLB with the opportunity to comment on transport projects being delivered in this Local Board Area.

21. In this reporting period, three projects were put forward for comment by the HLB. A summary of the consultations is contained in Attachment B.

22. Traffic Control Committee (TCC) decisions are reported on a monthly basis. In the previous reporting period there was one TCC decision in the HLB area.

Table 2: TCC Monthly Summary April 2017

Street

Area

Work

Decision

Aylesbury Street

Pakuaranga

‘No Stopping at All Times’

Carried

Regional and sub-regional projects

Roads and Streets Framework (RASF) and Transport Design Manual (TDM)

23. Auckland Transport is updating the Auckland Transport Code of Practice (ATCOP) and our current system for classifying roads and streets.

24. RSAF and the TDM are two documents that will replace the Auckland Transport Code of Practice (ATCOP) and the current classifications of roads into ‘Arterial’, ‘Collector’ and ‘Local’ categories.

25. The RASF is a strategic document that will define a new structure for classifying roads. The RSAF’s aim is to provide classifications that reflect the use of roads by people instead of just their transport efficiency. The aim is to balance ‘place-making’ and ‘movement’ better. We aim to do this by using existing local plans (i.e. town centre plans, master plans etc.) to be the basis for re-classifying existing roads and streets.

26. The TDM will replace the ATCOP and provide technical standards for building road corridor infra-structure.

27. Auckland Transport is introducing the RSAF and the TDM because the current ATCOP and road classification system don’t provide enough emphasis on ‘place-making’. Efficient ‘movement’ often outweighs ‘place-making’ opportunities.

28. Local Boards have told us that this is not how we should be planning and the RASF and TDM have been developed jointly with Auckland Council to address this problem.

29. The aim is to make guidelines for road corridor infra-structure more flexible and responsive to local needs but still maintain high technical standards. Sub-regional workshops started on 20 March 2017. If the HLB wishes to workshop separately this request can easily be met.

AMETI

30. AMETI is a large transport project that will provide better public transport options between Panmure and Botany. The stage of AMETI currently being delivered is a busway running from Pakuranga to Panmure. The AMETI Eastern Busway will be New Zealand’s first urban busway providing congestion free ‘bus only’ lanes for commuters.

31. During February and March 2017 public consultation about the ‘Notice of Requirement’ that will protect the route was undertaken.

32. This period of public consultation is followed by a series of legal proceedings mandated under the Resource Management Act. Including the following:

· A review of public submissions and the project by independent commissioners.

· A period during which the review can be challenged.

· Responses to the review from Auckland Transport including nay modifications to the plan.

· If there are disputes at the end of this process the plan may be reviewed by the Environment Court.

33. At the end of this process the route of the bus way will be legally protected and ‘designation’ recorded in the Unitary Plan. Once the route is legally protected construction work can start.

34. This process is likely take most of 2017. If there are issues it could take longer.

Chapel Road

35. This safety driven project is about upgrading Chapel Road between Stancombe Road and Ormiston Road to bring it to an ‘urban arterial standard’. This road used to be rural road and as development has occurred is needing to be upgraded. The scope of works includes making the road straighter, building a new bridge, a new signalised intersection, and widening Stancombe Road intersection so that cycle lanes and two southbound traffic lanes will be available.

36. New Zealand Transport Agency (NZTA) funding for detailed design of Chapel Road and for the bridge realignment project is being sought but has not yet been confirmed by NZTA.

37. Initially, Auckland Transport is seeking approx. $930,000 to design the upgrade but the total project cost including design, land acquisition and construction is estimated to be approx. $23 million.

38. Construction may start as early as 2018, but this start date is based on the best case scenario and obtaining future construction funding from the NZTA.

Attachments

No.	Title	Page
a ⇩	Local Board Transport Capital Fund Guidelines	35
b ⇩	Local Board Consultation	39
c ⇩	Issues Register	41
d ⇩	Media Releases	43

Signatories

Authors

Ben Stallworthy, Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon, Manager Elected Member Relationship Unit, Auckland Transport

Sue O'Gorman - Relationship Manager

Howick Local Board

10 April 2017

New Road Name Approval for the residential subdivision by Hugh Green Group at 80 Drumbuoy Drive and 64 Thomas Road, Flat Bush.

File No.: CP2017/04269

Purpose

1. The purpose of this report is to seek approval from the Howick Local Board, for six new road names for roads created by way of subdivision at 80 Drumbuoy Drive and 64 Thomas Road, Flat Bush.

Executive summary

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

3. Following assessment against the road naming criteria, the road names ‘Downpatrick Drive’ (Road 1), ‘Bunbeg Crescent’ (Road 2), ‘Gurtin Road’ (Road 3), ‘Cloonlyon Drive’ (Road 4), ‘Bunlin Road’ (Road 5) and ‘Lavey Road’ (Road 6), for the new roads created by way of subdivision at 80 Drumbuoy Drive and 64 Thomas Road, Flat Bush while noting that ‘Ballyalton Crescent,’ ‘Ballykinler Crescent,’ ‘Ballynahinch Crescent,’ ‘Tannaghmore Drive,’ ‘Drumnaconagher Drive,’ ‘Drumaness Drive,’ ‘Cloonaweema Drive,’ ‘Dungloe Drive,’ ‘Carracastle Drive,’ ‘Bushfield Drive,’ ‘Brackloon Drive,’ ‘Knockanara Drive,’ ‘Tullymore Drive,’ ‘Cumber Road,’ ‘Clonmany Road,’ ‘Ballyliffin Road,’ ‘Rossbeg Road,’ ‘Corveen Road,’ ‘Ballyshannon Road,’ ‘Glann Road’ and ‘Knock Road’ (being alternative names suggested by the applicant) which were determined to meet the road naming policy criteria.

4. 12 local iwi groups were consulted and only Te Ahiwaru responded, deferring interest to Ngai Tai Ki Tamaki. No other responses were received.

5. The names ‘Downpatrick Drive,’ ‘Bunbeg Crescent,’ ‘Gurtin Road,’ ‘Cloonlyon Drive,’ ‘Bunlin Road’ and ‘Lavey Road’ are recommended for approval to the Howick Local Board.

Recommendation/s

a) That the road names ‘Charlestown Drive,’ ‘Drumbuoy Drive,’ ‘Drumconnell Drive,’ ‘Greenan Drive’ and ‘Cooladawson Drive’ be applied to the extensions of the relevant roads through 80 Drumbuoy Drive and 64 Thomas Road; and

b) That the Howick Local Board, pursuant to section 319(1)(j) of the Local Government Act 1974, considers for the approval, the road names ‘Downpatrick Drive’ (Road 1), ‘Bunbeg Crescent’ (Road 2), ‘Gurtin Road’ (Road 3), ‘Cloonlyon Drive’ (Road 4), ‘Bunlin Road’ (Road 5) and ‘Lavey Road’ (Road 6), for the new roads created by way of subdivision at 80 Drumbuoy Drive and 64 Thomas Road, Flat Bush while noting that ‘Ballyalton Crescent,’ ‘Ballykinler Crescent,’ ‘Ballynahinch Crescent,’ ‘Tannaghmore Drive,’ ‘Drumnaconagher Drive,’ ‘Drumaness Drive,’ ‘Cloonaweema Drive,’ ‘Dungloe Drive,’ ‘Carracastle Drive,’ ‘Bushfield Drive,’ ‘Brackloon Drive,’ ‘Knockanara Drive,’ ‘Tullymore Drive,’ ‘Cumber Road,’ ‘Clonmany Road,’ ‘Ballyliffin Road,’ ‘Rossbeg Road,’ ‘Corveen Road,’ ‘Ballyshannon Road,’ ‘Glann Road’ and ‘Knock Road’ and also meet the road naming criteria.

Comments

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

The residential subdivisions will be serviced by extensions to the existing roads (Drumconnell Drive, Drumbuoy Drive and Charlestown Drive) into the proposed development. The applicant seeks to name six of the new roads.

The Applicant has proposed the following names for consideration for the roads created as part of the development at 80 Drumbuoy Drive and 64 Thomas Road, Flat Bush.

Proposed New Road Names	Meaning
Preferred Road Names: Road 1: Downpatrick Drive Road 2: Bunbeg Crescent Road 3: Gurtin Road Road 4: Cloonlyon Drive Road 5: Bunlin Road Road 6: Lavey Road	All proposed road names are named after places and town lands from Hugh Green’s (the applicant’s) native Ireland and more specifically, County Donegal in northwestern Ireland. The names are consistent with the road names of stages 1-8 of the subdivision which all have Irish names. The proposed names are a way for Hugh Green Group to retain an identity with the land long after the developments have been completed and the communities established.
Alternatives for Road 2: First Alternative: Ballyalton Crescent Second alternative: Ballykinler Crescent Third alternative: Ballynahinch Crescent	As above.
Alternatives for Roads 1 and 4: Tannaghmore Drive Drumnaconagher Drive Drumaness Drive Dungloe Drive Tullymore Drive Cloonaweema Drive Carracastle Drive Bushfield Drive Brackloon Drive Knockanara Drive	As above.
Alternatives for Roads 3, 5 and 6: Cumber Road Clonmany Road Ballyliffin Road Rossbeg Road Corveen Road Ballyshannon Road Glann Road Knock Road	As above.

Road Number	Extension
7	Extension of Charlestown Drive
8	Extension of Drumbuoy Drive
9	Extension of Drumconnell Drive
10	Extension of Greenan Drive
11	Extension of Cooladawson Drive

8

7

1

4

3

2

Figure One: Location and layout of new roads, 1-4, and existing extended roads.

11

10

9

6

5

Figure Two: Layout and location of roads 5 and 6, and existing extended roads.

Decision Making

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

Assessment

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

9. The Applicant’s preferred names ‘Downpatrick Drive,’ ‘Bunbeg Crescent,’ ‘Gurtin Road,’ ‘Cloonlyon Drive,’ ‘Bunlin Road’ and ‘Lavey Road’ meet all the criteria of the road naming guidelines. The remaining road names are considered to be consistent with road naming guidelines.

10. The proposed suffixes of ‘Drive,’ ‘Road’ and ‘Crescent’ are appropriate as they reflect the physical characteristics of the proposed roads.

11. As the Applicant’s preferred names ‘Downpatrick Drive,’ ‘Bunbeg Crescent,’ ‘Gurtin Road,’ ‘Cloonlyon Drive,’ ‘Bunlin Road’ and ‘Lavey Road’ meet the criteria, it is recommended for consideration for approval while noting that alternatives proposed by the applicant (‘Ballyalton Crescent,’ ‘Ballykinler Crescent,’ ‘Ballynahinch Crescent,’ ‘Tannaghmore Drive,’ ‘Drumnaconagher Drive,’ ‘Drumaness Drive,’ ‘Cloonaweema Drive,’ ‘Dungloe Drive,’ ‘Carracastle Drive,’ ‘Bushfield Drive,’ ‘Brackloon Drive,’ ‘Knockanara Drive,’ ‘Tullymore Drive,’ ‘Cumber Road,’ ‘Clonmany Road,’ ‘Ballyliffin Road,’ ‘Rossbeg Road,’ ‘Corveen Road,’ ‘Ballyshannon Road,’ ‘Glann Road’ and ‘Knock Road’) are also appropriate as they comply with all the criteria of the road naming guidelines.

Consideration

Significance of Decision

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

Maori impact statement

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

Consultation

14. The applicant has emailed all the 12 relevant iwi groups and they were given a 15 working day period to respond. Te Ahiwaru responded, deferring interest to Ngai Tai Ki Tamaki. No other responses were received and no alternative recommendations were offered.

15. New Zealand Post and LINZ were consulted and both indicated that all proposed road names are acceptable from their perspective.

Financial and Resourcing Implications

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

Legal and Legislative Implications

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

Implementation

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

Attachments

There are no attachments for this report.

Signatories

Authors

Virginia Loh - Resource Consents Administrator

Authorisers

Ian Smallburn - General Manager Resource Consents

Sue O'Gorman - Relationship Manager

Howick Local Board

10 April 2017

New Road Name Approvals for the residential subdivision by J A Rowan Ltd at 248 Ormiston Road, Flat Bush

File No.: CP2017/04607

Purpose

1. The purpose of this report is to seek approval from the Howick Local Board, for new road names for roads created by way of subdivision at 248 Ormiston Road, Flat Bush.

Executive summary

3. The extension of the existing Malahide Drive that lies within the new subdivision should also be named Malahide Drive.

4. Following assessment against the road naming criteria, the road names “Olga Road, Cousins Road, Kira Road, Yulia Road, Pomeroy Road, Nenagh Road, Broadford Road, Cloneen Road, Benburb Road, Craddentown Road, Portroe Road and Rylane Road” were determined to meet the road naming policy criteria.

5. Twelve local iwi groups were consulted and only two local iwi groups responded being Makaurau Marae Maori Trust and Ngai Tai ki Tamaki. Makaurau Marae Maori Trust deferred to Ngai Tai ki Tamaki. Ngai Tai ki Tamaki indicated that a further response would be coming.

6. The names “Olga Road, Cousins Road, Kira Road and Yulia Road” preferred by the Applicant and the names “Pomeroy Road, Nenagh Road, Broadford Road, Cloneen Road, Benburb Road, Craddentown Road, Portroe Road and Rylane Road” are considered for approval by the Local Board.

Recommendation/s

That the Howick Local Board, pursuant to section 319(1)(j) of the Local Government Act 1974, considers for approval,

a) the naming of the extension of Malahide Drive within the subdivision at 248 Ormiston Road, Flat Bush, as Malahide Drive; and

b) the road names “Olga Road, Cousins Road, Kira Road and Yulia Road”, proposed by the Applicant, for the new roads created by way of subdivision at 248 Ormiston Road, Flat Bush while noting that “Pomeroy Road, Nenagh Road, Broadford Road, Cloneen Road, Benburb Road, Craddentown Road, Portroe Road and Rylane Road” also meet the road naming criteria.

Comments

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

9. The Applicant, J A Rowan Ltd, has proposed the following names for consideration for the roads created as part of the development (Resource consent number 49161 also known as Rowan Block stage 1) at 248 Ormiston Road, Flat Bush. The names are listed in order of the Applicants preference.

Table One: List of proposed Road Names

Road Number (as per location map)	Name	Meaning

Road 2	Olga	Russian girls name
	Pomeroy	Irish town/village name
	Nenagh	Irish town/village name

Road 3	Cousins	Recognising James Cousins , a lecturer in Fine Arts at Auckland University
	Broadford	Irish town/village name
	Cloneen	Irish town/village name

Road 4	Kira	Russian girls name
	Benburb	Irish town/village name
	Craddentown	Irish town/village name

Road 5	Yulia	Recognising Yulia Maclean, a Russian born New Zealand classical cross-over singer
	Portroe	Irish town/village name
	Rylane	Irish town/village name

Figure One: Location and Layout of new Road and Road extensions

Decision Making

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

Assessment

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

12. The Applicant has requested that as the road marked in Figure One as Malahide Drive be confirmed as Malahide Drive as it is an extension of the existing Malahide Drive.

13 Following assessment against the road naming criteria, the road names “Olga Road, Cousins Road, Kira Road, Yulia Road, Pomeroy Road, Nenagh Road, Broadford Road, Cloneen Road, Benburb Road, Craddentown Road, Portroe Road and Rylane Road” were determined to meet the road naming policy criteria.

14. The proposed suffix “Road” is considered appropriate for the size and scale of the roads being named.

15. As the Applicant’s preferred names (“Olga Road, Cousins Road, Kira Road and Yulia Road”) meets the criteria, they are recommended for consideration for approval while noting that the alternate names proposed by the applicant (“Pomeroy Road, Nenagh Road, Broadford Road, Cloneen Road, Benburb Road, Craddentown Road, Portroe Road and Rylane Road”) are also appropriate as they comply with all the criteria of the road naming guidelines.

Consideration

Significance of Decision

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

Maori impact statement

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

Consultation

18. Council emailed all the twelve relevant iwi groups (Ngai Tai Ki Tamaki, Te Kawerau Iwi, Ngati Tamaoho, Te Akitai, Makaurau Marare Maori Trust, Te Ararangatu, Ngati Paoa, Patukirikiri, Ngati Maru, Ngaati Whanaunga, Ngati Tamatera and Tainui) on 22 February 2017. As of 22 March, Council has only received a response from Makaurau Marare Maori Trust who indicated a preference for Maori names but deferred to the opinion of Ngai Tai ki Tamaki and from Ngai Tai ki Tamaki indicating that a further response would be coming.

19. New Zealand Post indicated they had no concerns with the proposed names.

Financial and Resourcing Implications

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

Legal and Legislative Implications

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

Implementation

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

Attachments

There are no attachments for this report.

Signatories

Authors

Virginia Loh - Resource Consents Administrator

Authorisers

Ian Smallburn - General Manager Resource Consents

Sue O'Gorman - Relationship Manager

Howick Local Board

10 April 2017

2016 Elections - Highlights and Issues

File No.: CP2017/05138

Purpose

1. To provide local board input into submissions to the Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”.

Executive summary

2. This report has been presented to the Governing Body which has agreed that the report will be presented to all local boards for their feedback on submissions to the Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”. The issues on which submissions might be based are outlined under the heading later in the report “Submission to Justice and Electoral Select Committee on legislative change”. Local board comments will be reported back to the Governing Body, to decide the final form of the submission.

3. Planning for the 2016 elections commenced at the end of 2014. Staff presented a report to the Governing Body in March 2015, which set out the areas of focus for achieving outcomes in terms of voter and candidate experiences and turnout.

4. This report:

(i) describes initiatives taken in the areas of focus

(ii) evaluates the achievement of the outcomes

(iii) notes other activities associated with the election, such as inaugural meetings

(iv) summarises the budget and forecast expenditure

(v) identifies issues for the council to follow up

(vi) proposes submissions to make to Parliament’s Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”

(vii) outlines the timetable for the review of representation arrangements leading up to the 2019 elections.

5. The 2016 elections were successful. Particular highlights were:

(i) a successful marketing campaign based on the ‘showyourlove’ brand

(ii) innovative approaches to engaging with the community, including through social media, websites and the Love Bus

(iii) increased participation in Kids Voting

(iv) personal assistance provided to the visually impaired

(v) increased turnout over 2013

(vi) the elections came within budget.

6. This report is presented to local boards to provide input to a submission to the Select Committee, with the final submission presented back to the Governing Body in May 2017. The submission needs to be lodged by December 2017.

Recommendation/s

That the Howick Local Board:

a) agree its comments to be reported back to the Governing Body for inclusion in the Auckland Council’s submission to the Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”.

Comments

7. A report to the Governing Body in March 2015 set out the strategic approach to the 2016 elections. It identified the following areas of focus:

· communications and community engagement

· candidate awareness

· on-line voting

· optimum use of council resources.

Those areas of focus were to deliver the following outcomes:

· an excellent experience for candidates and voters

· a voter turnout of at least 40 per cent

· a candidate-to-member ratio of three

· user-centric, innovative and transparent local body elections.

8. The following sections describe initiatives taken in these areas of focus and the achievement of the outcomes.

Actions taken in areas of focus

Communications and community engagement

9. Voter participation statistics showed that previous participation rates were low among 18 - 39 year olds and this age group was a key focus for the Election Planning Team.

10. Initiatives included:

· a comprehensive marketing campaign based on the “showyourlove” brand

· advertising – billboards, adshells, bus backs, press, magazine, radio, digital, ethnic radio and newspapers

· heart ballot boxes

· digital bus shelter voting tallies

· targeted social media: videos and articles via VoteAkl social media sites, Facebook, Instagram, Twitter, YouTube

· “Our Auckland” council’s news channel

· Auckland Council channels for posters, such as libraries and service centres

· the Love Bus and community presentations

· showyourlove.co.nz web pages for information about candidates

· Kids Voting programme in schools.

11. The Election Team tested the “showyourlove” brand with audiences. Feedback, particularly from young people, has been very positive. Wellington City Council also developed its own brand, using our ‘love’ concept. Auckland Council and Wellington City Council experienced greater increases over 2013 turnouts than other metropolitan councils.

12. The Love Bus provided a visual reminder of the elections. It stopped at various locations where people gathered, such as at malls, and staff engaged with passers-by.

13. An engagement programme included making presentations to community groups:

· 80 events including: 22 Love Bus events, 11 English for Speakers of Other Languages (ESOL) events, 22 community presentations (total attendance at these presentations was approximately 800), three meetings or informal chats, five5 information stalls

· 10 of these events were run in conjunction with the Electoral Commission

· sessions were facilitated by the deaf community, Disability Network NZ, Tongan and Samoan churches and Korean Youth Leadership Institute independent of council support

· 24 engagement sessions included an interpreter for at least one language; interpreters for eight different languages, including New Zealand sign language, were used

· groups reached included faith communities (Jewish, Muslim), Rainbow communities, Youth, Korean, Chinese, African, Indian, Tongan, Samoan, Sri Lankan, Somalian, Ethiopian, Rwandan, Filipino, West Indian, Burmese, Cambodian and Japanese

· all advisory panels contributed to the elections programme

· engagement activities and events were run in 15 of the 21 local board areas

· approximately 24,000 Aucklanders were reached by engagement activities.

14. The showyourlove.co.nz website provided information about candidates for voters. People often state, when asked in surveys, the reason they do not vote is they lack information about candidates. This website was planned very carefully to ensure that council did not provide any candidate with an electoral advantage. All candidates were given the same opportunity to provide information in addition to the information in their candidate profile statements.

15. A survey conducted after the 2016 elections gauged the effectiveness of these initiatives. The sample size was 1,259 people.

16. Awareness and likelihood of voting:

· awareness of the elections rose from 83 per cent before the campaign to 93 per cent following the campaign

· before the election, 75 per cent intended to vote but after the election only 63 per cent (of the survey sample) actually voted

· of the 35 per cent who did not vote, 56 per cent intended to vote but did not

· reasons given for not voting by the 35 per cent who did not vote include:

o don’t know anything about the candidates (25 per cent)

o don't know enough about the policies (22 per cent)

o did not know when voting finished, missed deadline (18 per cent)

o forgot to vote (18 per cent)

o can't work out who to vote for (16 per cent)

o not interested in politics or politicians (14 per cent)

o didn’t think vote would make a difference (11 per cent)

o couldn’t be bothered voting (11 per cent)

o too much effort to select the candidate (10 per cent)

o had other commitments during that time (10 per cent).

17. Effectiveness of messaging:

· 53 per cent said the ads made them think of their community

· 44 per cent said the ads reminded them of what they love about their city

· 46 per cent said the ads made them more likely to vote.

18. 21 per cent used the web and social media for information about the elections – mostly the Auckland Council website.

19. Of those who intended to vote but did not vote, 25 per cent said on-line or app based voting would encourage them to vote.

20. 74 per cent said they would prefer on-line voting over postal voting with 18 per cent preferring postal voting; those who preferred on-line voting were spread amongst all age groups but were mainly in the younger age groups.

21. The Kids Voting programme was an on-line voting experience for students. Students cannot legally take part in the actual election, but Kids Voting creates awareness of the elections which often flows from the participating students to their families. The Election Team prepared teaching kits class teachers could use to explain how council works. There was a hypothetical referendum question that students voted on using the STV voting system. 11,730 students and 56 schools registered to take part, compared with 8,319 students and 44 schools in 2013. 4,748 students from 41 schools actually voted. The lessons provided to the schools by the Election Team were:

· an introduction to Auckland Council

· an introduction to elections and voting

· a real world on-line referendum case study

· Local boards, wards and local issues

· researching candidates.

Candidate awareness of election information

22. The council’s website provided information for candidates. This included:

· candidate information handbook

· candidate audio booklet

· FAQs

· research material

· how to be nominated

· election timetable

· video explaining Auckland Council

· posters on all Auckland Council channels

· ads in newspapers

· radio

· digital ads.

23. The Election Team focused on on-line content over hard copy booklets. It did not hold candidate information evenings following the experience in 2013 of twenty-eight information evenings gathering only small attendance.

24. Wellington City Council publicised community-based candidate meetings on its website which people apparently found useful. The council could consider this for 2019.

On-line voting

25. Prior to the elections, the Associate Minister of Local Government announced that trials for on-line voting would not take place for the 2016 elections.

26. The community expects to have an on-line option, provided concerns about the security of on-line voting are addressed. In the post-election awareness survey, 74 per cent said they would prefer on-line voting over postal voting.

27. The Finance and Performance Committee resolved in December 2016 to request the Minister of Local Government to explore a pilot trial of an electronic voting system including for by-elections.

Optimum use of council resources

28. Key areas of the council involved in the elections were:

· Democracy Services and Communications and Engagement

· libraries and service centres held election information, received nominations and issued special votes

· communications staff undertook advertising, branding, web content, social media with assistance from the design studio

· bylaws compliance staff enforced the Auckland Transport Elections Signs Bylaw

· Legal Services provided legal advice when required

· Research and Evaluation (RIMU) staff provided advice on demographic data and undertook research for the report on the order of names.

29. Elections planning staff worked closely with the Electoral Commission, Local Government New Zealand (LGNZ) and the Society of Local Government Managers (SOLGM).

30. Council’s election services provider (Independent Election Services Ltd) was based in the central business area, in Anzac Avenue, and was the main central city office. Staff later provided limited services at the Bledisloe service centre in response to demand.

Achievement of outcomes

31. The desired outcomes were:

· an excellent experience for candidates and voters

· a voter turnout of at least 40 per cent

· a candidate-to-member ratio of three

· user-centric, innovative and transparent local body elections.

Candidate experience

32. For the first time, the council conducted an on-line survey of candidates. 150 candidates took part. This feedback shows a positive candidate experience.

33. Key findings were:

· 76 per cent said it was easy, or very easy, to find information

· 88 per cent said that overall they could access the information they needed

· 87 per cent said they used resources on the Auckland Council website

· 83 per cent were aware of the “Love your Auckland – stand for council” campaign

· 80 per cent contributed to their information on the showyourlove.co.nz website

· 50 per cent said this was their first time standing for elected office with Auckland Council and 50 per cent said it was not their first time.

34. The Election Team has noted some candidate issues for following up or improvement:

(i) a couple of candidates were nominated for positions for which they did not intend to stand. In one case a number of candidates on the one ticket arrived at a service centre together, creating increased demand on staff at the last minute. In the future, the Election Team will co-ordinate with ticket campaign managers to help manage the processing of nominations and will provide additional briefings to staff helping at service centres. Legislative change to allow electronic submission of nominations to improve these processes will be sought.

(ii) there was a question whether a Samoan matai title could be used on the nomination form. The legislation prohibits “titles” but does not define “title”. The Electoral Officer, after receiving legal and cultural advice, allowed matai “titles” on the basis they were used more like names than titles. It would be helpful to have legislative guidance on this.

(iii) some candidates expressed concern about the requirement to state in the profile statement whether they lived in the area for which they were standing. The council previously submitted in opposition to this requirement.

Voter experience

35. The awareness survey showed that voters used on-line tools to find out about voting and about candidates.

36. Issues which negatively affected the experience of voters (some outside the control of council):

(i) a small number of voters in one area did not receive voting documents. The Electoral Officer received about 90 applications for special votes from voters in that area.

(ii) voters outside the area during the voting period either could not vote or had to apply for a special vote. An example was a voter who was overseas and who had arranged for a special vote to be posted to them but who could not meet the deadline for posting it back from overseas. An ability to supply the voting documents electronically would assist

(iii) an issue which continues to affect the voter experience is the mixture of different voting systems on the one voting document and different orders of candidate names.

37. Ten staff volunteered to assist blind people with their voting. This was arranged in partnership with the Blind Foundation and the volunteers were trained and made declarations as electoral officials. The volunteers visited voters at their residences and help them mark their voting documents. The Auckland Branch of Blind Citizens NZ wrote an appreciative letter to the mayor and chief executive.

Voter turnout

38. The council aimed for a 40 per cent turnout. The turnout was 38.5 per cent, an increase of 3.7 per cent over the 2013 turnout.

39. Across all of New Zealand, there was a slight increase over 2013:

2010

2013

2016

Change

National voter turnout %

49.0

41.3

42.0

+0.7

40. Across metropolitan councils, Auckland and Wellington achieved the two highest increases:

Voter turnout % - Metro	2010	2013	2016	Change %
Auckland	51.0	34.9	38.5	+3.7
Christchurch City	52.2	42.9	38.3	-4.6
Dunedin City	53.0	43.1	45.2	+2.1
Hamilton City	37.8	38.3	33.6	-4.7
Hutt City Council	40.4	36.6	37.8	+1.2
Nelson City	52.2	52.2	52.1	-0.1
Palmerston North City	43.2	38.7	39.1	0.4
Porirua City	39.1	36.6	38.0	+1.5
Tauranga City	43.8	37.8	38.0	+0.2
Upper Hutt City	44.3	40.8	41.0	+0.2
Wellington City	40.0	41.5	45.6	+4.1
Total	45.0	38.0	39.3	+1.3

Candidate to member ratio

41. The target was three candidates per position.

42. There were 19 candidates for mayor. In 10 out of 13 electoral ward issues for councillors, the ratio of candidates to positions was 3 to 1, or greater.

43. There were 32 local board electoral issues (there are 21 local boards but elections in some local board areas are on a subdivision basis). In 9, the ratio of candidates to positions was 3 to 1 or greater. For a local board that is not divided into subdivisions, it is harder to achieve the ratio because the number of positions is greater.

44. Overall, there were 468 candidates for 170 positions, which is a ratio of 2.8 to 1.

User-centric, innovative and transparent local body elections

45. The key ‘users’ in an election are the candidates and the voters. Feedback shows:

· candidates got the information they needed

· compared to previous elections voters could find out more about candidates, through the “showyourlove” website

46. Assistance was provided to voters who were blind. Blind Citizens NZ communicated its appreciation back to the council.

47. The report details above a number of innovative activities such as the Love Bus and Heart Ballot Boxes.

48. Aspirations to have on-line voting were not met. There is a need to provide a user-friendly option for voters who do not use postal services. Voters who are not in the area during the voting period also have issues. If a voter is overseas, by the time voting documents have been posted to them (if they have a reliable postal address) there is not sufficient time to post them back. The ability to download blank forms, and to scan and email completed forms, should be investigated.

49. For candidates, there is only the one option of paper-based nomination forms. Submitting nominations electronically needs to be investigated.

50. The communications and community awareness programmes were innovative and received positive feedback, as noted above under “Communications and Community Engagement”.

51. Ensuring candidates and voters had sufficient information assisted the transparency of the elections.

Other activities relating to the elections

52. The Executive Leadership Team adopted a staff policy around political neutrality and involvement in the election process outside of work hours. The Governing Body adopted an elected members’ policy dealing with issues such as the use of council resources by incumbent members. The policy required close management of council communications during the sensitive period and a panel met weekly to monitor this.

53. Council staff enforce the Auckland Transport Election Sign Bylaw and dealt with 162 complaints. Earlier in the year there was media coverage about the use of commercial billboards. This will be addressed in a review of the Auckland Transport bylaw.

54. Following each election there are a number of activities arranged for elected members:

(i) induction sessions for members

(ii) refreshing the technology provided to members

(iii) powhiri for all members

(iv) inaugural meetings of the governing body and the local boards at which members make their statutory declarations.

Cost of the election

55. Summary of budget and expenditure:

Budget	Planned	Actual (at 31/01/17)	Forecast	Comments
Election Services - IES	$4,893,000	$4,515,500	$4,653,490	Amount payable to IES as per contract plus a 10 per cent buffer for variable costs to be determined at wash-up in Feb ’17, Whilst costs are currently forecast to arrive over contract amount, these are expected to be within budget (including buffer).
Communications & Engagement (internal charge)	$1,221,000	$1,160,960	$1,221,498	Expected to meet budget once final costs are confirmed.
Staff	$620,000	$659,637	$669,637	Slight over-spend in staff due to increased programme scope and staff turnover.
Kids Voting	$50,000	$49,424	$49,424	Steering Group approved exceeding budget for increased number of participating schools and students. This includes $30,000 for IES for on-line voting capability.
Community Engagement	$40,000	$27,441	$27,441	Initial Elections budget had no allocation for Community Engagement hence in 2016 $40k was reallocated from other items. Under-spend here due to final budget being confirmed after a lower cost engagement schedule was already planned. $10k for translations and accessibility was covered by C&E budget.
Governing Body Inaugural Meeting	$57,000	$49,661	$52,697	Initial budget had allocated $81,000 for post-election costs of which specifics were not known to Elections team. This was reduced to cover Inaugural Meeting only and then further to fund Community Engagement. In 2013, Inaugural Meeting cost was $57,000.
Local board inaugural meetings	$129,300	$97,921	$129,300	The budgets for travel and equipment hireage were not fully utilised.
Research	$20,000	$6,404	$8,700	This amount was reduced from $30,000 to fund Community Engagement.
Pre-election IES, DDB & Buzz	$0	$48,980	$48,980	Unplanned costs for development of elections strategy were funded by Democracy Services in 2015.
Miscellaneous	$0	$9,244	$9,244	Includes judicial recount, costs associated with services at libraries and service centres, other programme-wide costs and office expenses.
Recoveries - DHBs & LTs	-$1,500,000	-$622,500	-$1,517,964	Full recoverable amount will be determined at wash-up in February 2017. Current estimates expect to meet planned amount.
Total	$5,530,300	$6,002,672	$5,352,447	Overall budget under-spend expected once wash-up is confirmed in February 2017.

56. The costs of the Howick by-election ($104,000) will be absorbed in the budget if possible.

Issues to progress further

Howick by-election

57. A member of the Howick Local Board resigned at the inaugural meeting of the board. The council held a by-election at a cost of $104,000, which the Finance and Performance Committee has approved as unbudgeted expenditure. The committee considered the council should have the option of appointing to a vacancy that occurs within six months of an election and that the council should have the option of conducting a by-election on-line. The committee resolved:

“That the Finance and Performance Committee:

…

c) agree that the Mayor will write to the Minister of Local Government requesting, among other amendments to the Local Electoral Act 2001 necessary to improve the conduct of local elections, an amendment to section 117 to allow a local authority using the first past the post electoral system to determine by resolution whether to fill an extraordinary vacancy which occurs up to six months after the previous triennial local government election either by appointing the highest polling unsuccessful candidate from the previous triennial local government election, or by holding a by-election.

d) request the Minister of Local Government to explore a pilot-trial of an electronic voting system including by-elections.”

(Resolution number FIN/2016/1)

58. Both of these issues are discussed further in this report.

On-line voting

59. Survey results show the community prefers on-line voting. The government previously established a working party which made recommendations for a staged approach with trials in 2016. The government supported this and set out the requirements to be met for a council to establish a trial. Auckland Council was considered to be too large for a trial and was not eligible. In April 2016 the Associate Minister of Local Government announced the trial would not proceed as requirements had not been met.

60. The government wants local government to lead on-line voting, subject to its requirements being met. LGNZ should co-ordinate the local government sector’s development of on-line voting and Mayor Goff and Councillor Hulse will be pursuing this with the Local Government New Zealand National Council.

Voter participation

61. In order to prepare for the 2019 elections a voter participation project has been established. The main aims of the project are to reduce barriers to participation, encourage diversity and increase awareness and understanding of council and local elections.

62. The planning team for the 2016 elections has now completed its task and has been disbanded, however a position of Senior Advisor, Voter Participation, has been established within Democracy Services to provide continuity between the work that was carried out for the 2016 elections and the engagement that needs to occur for the 2019 elections.

Research on order of names

63. An analysis of the 2010 and 2013 election results was undertaken so that the council could decide whether the order of names on voting documents should be alphabetical or random. Further research will be undertaken and provided to the council when it next makes a decision on the order of names.

Review of Auckland Transport Election Signs Bylaw

64. Auckland Transport has undertaken to review the bylaw. The review will take place in time for implementation for the 2017 parliamentary election.

Submission to Justice and Electoral Select Committee on legislative change

65. The Justice and Electoral Select Committee conduct an enquiry following each election. Submissions on the inquiry into the 2016 elections will close in December 2017.

66. This report seeks input from local boards for the submission, particularly on the following issues. A proposed submission will be reported to the governing body later in 2017.

(i) Matai names

The Local Electoral Act 2001 prohibits the use of official titles when listing candidate names on the voting document. Names that can be used include a registered name or a name by which the candidate has been commonly known for the six months prior to an election. Although sometimes referred to as ‘matai titles’, legal advice provided to staff is that these are more in the nature of names than of a title denoting the holding of some sort of office. To avoid doubt, the legislation should give guidance.

(ii) Vacancies occurring within six months of an election

Since the 2016 elections were held, three vacancies have occurred – Auckland (resignation of local board member), Bay of Plenty Regional Council (death) and Waikato Regional Council (death). When considering the budget for the Howick by-election, the governing body resolved to seek a law change allowing a local authority using the first past the post electoral system to appoint the highest polling unsuccessful candidate to a vacancy occurring within six months of an election.

(iii) Legal requirement for candidate to state whether residing in area

Some candidates complained about this requirement. The council has previously submitted in opposition to it and may consider doing so again. Following the 2013 elections, the select committee recommended that the requirement be removed and noted that candidates for parliamentary elections did not have to make a similar statement. However, it has not yet been removed.

(iv) Timing of school holidays

The school holidays overlap with the postal voting period. Many people go out of the area during school holidays and do not vote. Currently local government elections are on the second Saturday in October. Moving election day to the first Saturday in October would provide one week before election day that would not overlap with school holidays. This still gives time to adopt the annual report and it provides an additional week between the elections and the end of the year for the new council to attend to business, such as a draft annual plan.

(v) Electronic transmission of voting documents to and from voters overseas

Voters who are overseas during the postal voting period often do not have enough time to post back voting documents prior to election day, after receiving their voting documents in the post. The select committee has previously recommended electronic transmission. The government has supported sending blank voting documents electronically but has opposed the return of completed votes electronically. On-line voting would also solve this issue.

(vi) Electoral Officer to have access to the supplementary roll

The processing of special votes relies on the Electoral Commission checking that voters are on the electoral roll. If the EO had access to the supplementary roll, the EO could do this, with the potential to speed up the counting of special votes. This has previously been supported by the select committee and the government.

(vii) Access to data associated with electoral roll

It is a concern that local government election turnouts are low. Having access to statistical data associated with the electoral roll, such as age groups of electors, would be helpful when planning election awareness campaigns. Currently the Electoral Act only allows this information to be supplied for research into scientific or health matters.

(viii) Electronic nominations and candidate profile statements.

The option to submit nominations electronically would benefit the candidate experience and it would lead to more accurate representation of candidate profile statements. Currently there are over 600 profile statements to be typed, from copy supplied by candidates, and then proof-read. Occasionally this leads to mistakes.

(ix) Legislative confirmation that local authorities may promote elections

Legislation should give a clear mandate to local authorities to promote elections. This is to avoid any uncertainty about public funds being used for election promotion purposes.

(x) Time period for printing electoral rolls

Electoral rolls were not printed in time for the start of candidate nominations because the legislated time period is too short. Extend time period for printing. This corrects a previous change to timeframes which shortened the time for printing the rolls.

(xi) Electronic access to electoral rolls for election staff

When processing candidate nominations, staff at service centres need to check whether nominators are on the electoral roll for the specified area. They may only have one hard-copy version to share between staff processing nominations for different candidates. It would be more efficient to access the current roll electronically.

(xii) Close of voting time

Extend voting later into the last day and create one full 'voting day'. The Electoral Officer received 18,000 votes on the Saturday morning via our ballot boxes. Extra time on the final Saturday would give voters more time to vote and could help turn the final Saturday into a voting day celebration.

(xiii) Discourage inappropriate use of elections

There were 19 candidates for mayor. Clearly some of these had no chance of being elected but presumably used the opportunity to promote their cause. Consideration could be given as whether this is an issue that needs to be addressed.

(xiv) Separation of DHB elections.

A variety of election issues on the one voting document together with different voting systems and ordering of names confuses voters. It would be better to hold DHB elections on a separate time, for example a separate year, or with the parliamentary elections. However, this would increase the cost of an election to Auckland Council, which currently receives $1.5 million in recoveries from DHBs and Licensing Trusts.

(xv) Candidate information in different languages

Candidate profile statements are limited to 150 words. If a candidate profile statement is provided in English and Māori, then each version may have 150 words as Māori is an official language. If a candidate profile statement includes English and a language other than Māori it is limited to 150 words in total. Consideration could be given to other options for candidates to provide information in languages relevant to their constituents.

(xvi) Consistency between Electoral Regulations and Local Electoral Regulations

The Electoral Regulations include provisions that would be helpful to local elections such as:

· Telephone dictation for voters with disabilities

· Receipt of special votes electronically.

(xvii) Relationship with Electoral Commission

Some voters, confused about who was responsible for running the council elections, contacted the Electoral Commission. The Electoral Commission typically referred callers to the council and enquirers ended up calling the council call centre only to be referred on to Independent Election Services. There should be consideration to jointly promoting awareness about who enquirers should contact with queries about local elections. This does not require a legislative change but could be implemented through Local Government New Zealand.

Timetable for 2019 elections

Electoral system

67. If the council wishes to change the electoral system from First Past the Post to Single Transferable Vote, a resolution is required by 12 September 2017. Such a resolution might then be subject to a petition for a poll. Alternatively the council could conduct a poll.

Māori wards

68. If the council wishes to establish Māori wards, a resolution is required by 23 November 2017. Such a resolution might then be subject to a petition for a poll. Alternatively the council could conduct a poll.

Review of representation arrangements

69. The council is required to review:

(i) whether the election of councillors is on a ward basis or at large and, for each local board, whether election of board members is on a subdivision basis or at large

(ii) the number of members in each local board within a minimum of five and a maximum of twelve

(iii) if there are wards or subdivisions, what the boundaries are and how many members there are in each

(iv) the names of wards, subdivisions and local boards.

70. Unlike other councils, the council cannot review the number of members of the Governing Body because the legislation sets this at 20 members.

71. The statutory timetable for the review is:

Due dates	Requirement
No earlier than 1 March 2018	A council resolution setting out the council’s initial proposal
Within 14 days of resolution but no later than 8 September 2018	Public notice of the resolution, providing at least one month for submissions
Within 6 weeks of close of submissions	The initial proposal may be amended after considering submissions. Public notice of the final proposal
20 December 2018	Appeals from those who submitted on the initial proposal and fresh objections to any amendments are received
15 January 2019	Appeals and objections are forwarded to the Local Government Commission
11 April 2019	Appeals and objections are determined by the Local Government Commission, which may conduct hearings in order to do this

72. The review will be conducted as one component of the wider governance framework review reported to the Governing Body last December. The Governing Body established a political working party comprising 7 governing body members and 7 local board members.

Consideration

Local board views and implications

73. The report is being presented to all local boards for their views, before being presented back to the Governing Body to finalise a submission to the select committee.

Māori impact statement

74. Initiatives that encourage the community to engage with elections will have a positive impact on Māori. There are activities associated with elections that are particularly significant to mana whenua, such as the pōwhiri to welcome all elected members following the elections.

75. The survey of candidates asked candidates to identify their ethnicities. Ten per cent of candidates were Māori, compared to 9 per cent of the total Auckland population. As a result of the election, 7 per cent of elected members are Māori (115 of 170 elected members replied to the survey).

76. There will be an opportunity to consider the establishment of Māori wards for the 2019 elections.

Implementation

77. This report will be presented to local boards for their comments, to be included in a report back to the Governing Body so that the Governing Body can finalise its submission to the select committee.

Attachments

There are no attachments for this report.

Signatories

Authors

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Phil Wilson - Governance Director

Stephen Town - Chief Executive

Karen Lyons - General Manager Local Board Services

Sue O'Gorman - Relationship Manager

Chairperson	David Collings
Deputy Chairperson	Katrina Bungard
Members	Garry Boles
	Jim Donald, JP
	John Spiller
	Mike Turinsky
	Adele White
	Bob Wichman
	Peter Young, JP

Requirement FY 2015-2016	Status	Comments
A strategic plan for next 3 – 5 years - reviewed every 3 years.	Compliant	2013-2016 Strategic Plan in effect. 2017-2020 in draft.
Audited financial accounts and audit management letter.	Compliant	Provided
Business plan including: · A minimum of three key performance indicators and budget allocations for programme areas.	Compliant	Provided
Annual review report: · Achievement of previous year’s objectives against business plan.	Compliant	Provided
2017-2018 Indicative Budget	Compliant	Provided
Annual BID programme reporting and alignment meeting between Otara-Papatoetoe Local Board and business association board.	Compliant	Meeting held 16 February 2017
BID Programme Agreement	Compliant	Provided
Summary	Recommend Targeted Rate	Staff are satisfied that Greater East Tamaki BID is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report.

Requirement FY 2015-2016	Status	Comments
A strategic plan for next 3 – 5 years - reviewed every 3 years.	Compliant	2014-2024 Strategic Plan in effect.
Audited financial accounts and audit management letter.	Non-Compliant	Not provided.
Business plan including: · A minimum of three key performance indicators and budget allocations for programme areas.	Non-Compliant	Not provided.
Annual review report: · Achievement of previous year’s objectives against business plan.	Compliant	Provided.
2017-2018 Indicative Budget	Non-Compliant	Not provided.
Annual BID programme reporting and alignment meeting between Howick Local Board and business association board.	Pending	All BIDs are advised that this meeting must be scheduled before the end of this fiscal year.
BID Programme Agreement	Compliant	Fully signed agreement provided.
Summary	Recommend Targeted Rate	Howick requires monitoring to assure its ability to comply with the BID policy. The recommendation to strike the targeted rate is based on past performance of the Howick BID. Staff will report any further concerns as necessary.

Preference	Proposed New Road Name	Meaning
Preferred Name	Hikuawa Road	Source of a river/feeder stream. This name was chosen as a stream runs through the middle of the development.
First Alternative	Kakaha Avenue	A Lily-like plant found in the forest. The client is in the forestry industry and the name relates to the forest.
Second Alternative	Candor Drive	Candor3 did the development for the applicant.

*External organisation*	*Lead*	*Alternate*
*Howick Village Business Association*	*David Collings*	*Jim Donald*
*Aircraft Noise Consultative Committee*	*Bob Wichman*	*Peter Young*
*Otara Waterways and Lake Community Panel*	*David Collings*	*Peter Young*
*Tamaki Estuary Environmental Forum*	*Garry Boles*	*John Spiller*
*Greater East Tamaki Business Association*	*Jim Donald*	*Bob Wichman*
*Greenmount Landfill Community Liaison Group*	*John Spiller*	*Peter Young*
*Highbrook Park Trust*	*Peter Young*	*Bob Wichman*
*Board member delegated to respond to resource consent applications on behalf of the board*	*David Collings*	*John Spiller*

Authors	Carol McGarry - Democracy Advisor
Authorisers	Sue O'Gorman - Relationship Manager

Authors	Ian Milnes - Senior Local Board Advisor Howick
Authorisers	Sue O'Gorman - Relationship Manager