Agenda of Rodney Local Board

Rodney Local Board

18 May 2017

I hereby give notice that an ordinary meeting of the Rodney Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Thursday, 18 May 2017

2.00pm

Council Chamber
Orewa Service Centre
50 Centreway Road
Orewa

Rodney Local Board

OPEN AGENDA

MEMBERSHIP

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

(Quorum 5 members)

Raewyn Morrison

Local Board Democracy Advisor

12 May 2017

Contact Telephone: (09) 427 3399

Email: raewyn.morrison@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Board Member

Organisation

Position

Brent Bailey

Royal NZ Yacht Squadron

Kaipara College Board of Trustees

Gumboots Early Learning Centre

Member

Parent Representative

Director

Tessa Berger

Mahurangi Action Incorporated
Mahurangi Coastal Trail Trust

The Merchandise Collective

Friends of Regional Parks

Matakana Coast Trail Trust

President

Chairperson

Founder/Director

Committee Member

Member Forum representative

Cameron Brewer

Riverhead Residents & Ratepayers Association

Passchendaele Society Inc.

New Zealand National Party

Cameron Brewer Communications Limited

Spire Investments Limited

Member

Director

Shareholder

Beth Houlbrooke

(Chairperson)

Sweet Adelines New Zealand (Charitable Trust)
Baddeleys Beach and Campbells Beach Residents and Ratepayers Assn.

Kawau Island Boat Club

Member

Louise Johnston

Blackbridge Environmental Protection Society

Treasurer

Phelan Pirrie

Muriwai Volunteer Fire Brigade

Best Berries (NZ) Ltd

Officer in Charge

Director/Shareholder

Allison Roe

Waitemata District Health Board

Matakana Coast Trail Trust

New Zealander of the Year Awards

Elected Member

Chairperson

Chief Category Judge/Community

Colin Smith

Brenda Steele

Te Uri o Hau

Ngati Whatua o Kaipara

Kaipara Cruising Club

Beneficiary

Member

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 6

8.1 Care facility in Warkworth 6

8.2 Rodney Neighbourhood Support 6

9 Public Forum 6

10 Extraordinary Business 7

11 Notices of Motion 7

12 Clarification of accountabilities when community groups create an asset of Auckland Council 9

13 Kaipara Artisan Festival 11

14 Allocation of 2016/2017 Local Economic Development Budget 15

15 Auckland Council’s Quarterly Performance Report: Rodney Local Board
For Quarter Three, 1 January - 31 March 2017 21

16 Appointment of Local Board Member to Local Government New Zealand Zone One Committee 67

17 Ward Councillor Update 71

18 Rodney Local Board Chairperson's Report 73

19 Governance Forward Work Programme 77

20 Rodney Local Board Workshop Records 81

21 Deputation/Public Forum Update 89

22 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Rodney Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 20 April 2017 and Thursday, 4 May 2017, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

8.1 Care facility in Warkworth

Purpose

1. Sue Robertson, Diversional Therapist and Linda Wall, carer, will be in attendance to address the local board on a proposal for an Activities Based Day Service in the Warkworth area. Such a facility would cater to the needs of people with early onset dementia who are cared for at home by full time carers and adults in the 45 – 75 age bracket living at home with Parkinson’s/stroke/Multiple Sclerosis and other special needs.

Recommendation/s

That the Rodney Local Board:

a) thank Sue Robertson and Linda Wall for their presentation on a proposal to set up an Activities Based Day Service in the Warkworth area to cater for a range of health issues such as early onset dementia, Multiple Sclerosis, stroke and Parkinson’s Disease for people who live at home and/or are cared for at home by full time carers.

8.2 Rodney Neighbourhood Support

Purpose

1. Margaret Faed of Rodney Neighbourhood Support will address the local board on the activities of the group in the local board area.

Recommendation/s

That the Rodney Local Board:

a) thank Margaret Faed of Rodney Neighbourhood Support for her presentation on the activities of the group in the local board area.

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

There were no notices of motion.

Rodney Local Board

18 May 2017

Clarification of accountabilities when community groups create an asset of Auckland Council

File No.: CP2017/07729

Purpose

1. This report clarifies the accountabilities and process when community groups create an asset over which council has ownership or control as requested by the Rodney Local Board.

Executive summary

2. Auckland Council works collaboratively with the community to help them deliver on local board and regional projects and activities, recognising that many community organisations are expert in their respective fields. This approach is referred to as being community–led.

3. Grants are a means of financially supporting community-led initiatives. In general, a grant is given to support the social, cultural and environmental wellbeing of our people and places.

4. However, when a community group is engaged to create an asset over which council has ownership or control, the relationship changes to that of supplier/ procurer. The supplier being the community group and Auckland Council is the procurer.

5. In these circumstances, the procurement process must be used. This is to ensure that those council assets are correctly recorded on the asset register and ongoing depreciation provision is in place and council follows due process to get best value for ratepayers.

6. The procurement process does not preclude community groups providing services to council that improve or enhance an asset.

7. Advice to assist the local board determine the correct method of payment is freely available from both the tax and procurement teams. For example, if the initiative is on council land, it may be a grant if the land is leased and there are special terms in the lease, or if council is only a minor contributor to a major project.

Recommendation/s

That the Rodney Local Board:

a) note the report on clarification of accountabilities when community groups create an asset of Auckland Council.

Asset based solutions v’s community outcomes

8. Maintaining or building an asset over which council has ownership or control, is defined as a provision of goods and services. When council procures from a third party for these services, it is purchasing a service to meet a specific need or requirement. The service is required to delivered to the council’s specifications to meet the obligations outlined in the Health and Safety at Work Act.

9. In this circumstance the relationship between the two parties is supplier / procurer and GST applies and must be accounted for correctly. This applies to a community group when they are GST registered and are the supplier of the service.

10. In contrast, initiatives supported through grants are conceived and delivered by the community, to meet community outcomes. Council can specify who are eligible for grants, and ask applicants to provide an overall budget for the project, activity or service that will deliver those outcomes. Further, council as a provider of ratepayer funds will have conditions on how the funds are used.

Procurement practice

11. The procurement process does not preclude a community group providing services to council to improve or enhance a council asset.

12. Working with the Procurement team will enable the local board to achieve required outcomes at best value while maintaining appropriate records and reducing risk.

Professional advice available

13. Each initiative should be reviewed based on the specific circumstances of the arrangement. For example, if the asset to be created is on council land, it may be a grant if the land is leased and there are special terms in the lease. Alternatively if council is only a minor contributor to a major project, the council contribution may meet the grants test.

14. Professional advice is available to the local board on the correct method of engagement and payment from the procurement and tax teams as part of the quality advice available to all elected members.

Compliance obligations

15. Auckland Council upholds its statutory responsibility to ensure the lawful, transparent and prudent expenditure of public funds and compliance with accounting standards. This includes the correct classification and accounting treatment of expenditure and payment of tax, in particular Goods and Services Tax, (GST).

16. This advice is underpinned by the following policies, accounting standards and central government guidance that inform Councils compliance obligations:

· Auckland Council Community Grants Policy

· Local Board Funding Policy

· Auckland Council Procurement Policy

· Accounting standards –

§ NZ PBE IPSAS 17 – Property, plant and equipment

§ NZ PBE IPSAS 31 – Intangible assets

· Central government guidance – in particular the Office of the Auditor General and the New Zealand Treasury

· New Zealand Legislation –

§ Goods and Services Tax

§ Health and Safety at Work Act

Local board views and implications

17. The local board requested formal advice to clarify why grants could not be used to fund improvements to assets over which council has ownership or control at the workshop on 7 April 2017.

Māori impact statement

18. The accountabilities in this document apply to Māori as a significant partner within the community.

Attachments

There are no attachments for this report.

Signatories

Authors

Christine Watson - Manager Financial Advisory Services - Local Boards

Authorisers

Kevin Ramsay - General Manager Corporate Finance and Property

Lesley Jenkins - Relationship Manager

Rodney Local Board

18 May 2017

Kaipara Artisan Festival

File No.: CP2017/05347

Purpose

1. To approve funding to develop and implement an open studio weekend festival for artists and cottage businesses in Rodney in 2018.

Executive summary

2. The local board had previously expressed an interest in exploring the potential for developing an artisan event or festival in Rodney that focuses on the west, the Kaipara Harbour and the northern areas.

3. This project meets a number of local board outcomes and priorities relating to economic development by increasing tourism and using arts, culture and events to enhance communities and build pride. It is also consistent with the empowered communities approach as this project has an emphasis on developing the systems and processes for the community to run the festival themselves in the future.

4. Staff discussed the proposal and also spoke with key stakeholders from the community sector. There is a great deal of interest in the idea of an arts/artisan festival in this part of Rodney. Such a festival is likely to receive strong community participation and support.

5. Staff recommend that the local board contract the same event organiser who has run the Waitākere Ranges Local Board Open Studio weekend for the past two years to develop and deliver the Rodney festival. Staff also recommend that the local board ‘ring fence’ specific funding within the budget to support iwi and youth participation in the festival.

6. If the local board approve funding for the artisan festival, staff will prepare a comprehensive funding agreement. The funding agreement will clearly set out the project deliverables, milestones and accountability requirements, and will specify the process and criteria for how specific funding is to be made available for iwi and youth contributions.

Recommendation/s

That the Rodney Local Board:

a) approve allocation of the 2016/2017 Local Discretionary Initiatives Community Response Fund budget of $46,000 to design, develop and implement a Kaipara and Northern Rodney Artisan Festival in March or April 2018.

Comments

Community support and interest

7. On 8 August 2016, the Rodney Local Board requested that the Strategic Broker work with the North West Business Improvement District and the Arts Advisor to assist with the development of an artisan event and report back to the local board (RD/2016/103).

8. The strategic broker has discussed with council and Council Controlled Organisation (CCO) staff:

· the scope and feasibility of the concept, and

· the process for establishing a Kaipara and Northern Rodney Artisan Festival.

9. Staff have also consulted with the North West BID, the arts centres in Helensville and Kumeu, the Old Wellsford Library (OWL) Community Hub in Wellsford, local artists and producers and a number of other key stakeholders in the north of Rodney with experience in similar projects.

10. Those consulted have been very excited and enthusiastic about the development of an artists and producers festival focused on the Kaipara and northern areas of Rodney. There have been many offers of help and ideas as to what could be included. Staff anticipate that there will be a great deal of community support for the festival from both the artisan community and the wider community.

11. There is the potential to involve local iwi, marae and schools in the project, both in its development and as exhibiters.

Scope and focus of the project

12. Most visitor activity in Rodney is currently centred on well known attractions in the vicinities of Puhoi, Matakana, Omaha and Leigh. This festival is an opportunity to create a new visitor experience in Rodney that is focused primarily on the relatively unexplored fringes and settlements of the Kaipara Harbour and further north. The geographic scope could include Helensville to Wellsford and surrounding areas, then across to Pakiri and Leigh.

13. As west and north Rodney are home to many artists, cottage industries and producers, there is the potential to attract a broader range of Auckland visitors to this unique arts/artisan experience in a beautiful, rural environment.

14. It is likely that many urban dwelling Aucklanders would view an opportunity like this to discover new places and experiences in and around the Kaipara as a real treat. Open studio events create a sense of exploration along with an element of surprise, which is one reason why they are so popular.

Potential benefits

15. Open studio artist/artisan weekends are very common internationally (United States, United Kingdom, Europe, Australia) particularly where there are attractive rural areas within easy reach of large population centres. Many festivals and arts trails have grown over several years from modest beginnings into very popular economically self-sustaining events with multiple benefits for communities and businesses.

16. Outcomes include:

· raises the profile and public awareness of artists, producers and makers in the area

· provides opportunities to showcase and network with local and wider participants and visitors, generate sales and build new clients and audiences

· builds connections and community pride amongst local residents

· provides more opportunities to showcase the area and promote it to new visitors

· increased numbers of visitors, increased length of stay, increased spend overall (not just the weekend of the event)

· related industries (food, wine, accommodation) also benefit economically

· enhances the economic viability of home based creative and artisan businesses

· increases the commercial capability of local artists/makers/artisans

· increases collaboration across arts/artisan related and other businesses.

Strategic alignment

17. The proposed project meets a number of Rodney Local Board economic, arts and culture and community empowerment priorities including the following Economic Development Action Plan objectives:

· Action 5.1 - Profile local areas through a range of channels

· Action 5.2 - Support the implementation of the North-West Rodney visitor strategy to increase visitor spend and lengthen visitor stay in the area

o encourage collaboration and networking between tourism operators, other businesses and community groups

o facilitate the establishment of touring routes

· Action 5.5 - Support the development of new visitor experiences by tourism operators in Rodney

· Action 5.6 - Promote State Highway 16 visitor routes as a way for visitors to explore Rodney

· Action 5.7 - Promote the development of community social enterprises.

The process

18. The Waitākere Ranges Local Board has run a similar ‘Open Studios Waitākere’ programme in 2015 and 2016. In each year 40 studios were involved with an average of 60 visitors per studio per day (a total of 4,800 visits over the weekend). In addition to the studio visits there were also gift making workshops, drop-in clay workshops, artist talks and pop up events covering a range of disciplines such as poetry, digital media, weaving, photography, carving print making and performance art.

19. For the Waitākere Ranges event, an event organiser with an arts, events and marketing background was contracted to develop, promote and deliver the programme. This person is available to develop and deliver a Rodney adaptation of this programme.

20. The event organization role includes the following tasks:

· Feasibility and scoping

· Project plan

· Development event model and platform

· Event management and logistics

· Artist liaison, registration, capacity building, databases, collaboration

· Pre-event marketing and networking workshops for artists

· Event marketing and communication

· Design and branding

· Print – posters, brochures, signage, distribution

· Website design, photography and maintenance

· Design and host App

· Advertising

· Bus tour

· Iwi liaison and involvement

· Youth/children’s event

21. Much of the material already developed for Waitākere would also be useful in Rodney. However in Rodney there would be more emphasis on enhancing the skills, connections and networking in local communities so that they will have the capacity to largely run this event themselves in the future. Staff from the Community Empowerment Unit (CEU) will work alongside the event organiser to build local capability to do this.

Proposed budget

22. In addition to funding the event development and delivery component of the project, specific funding could be ring fenced within the total $46,000 budget to enable a strong iwi and youth presence in the Kaipara and Northern Rodney Artisan Festival. This could include the commissioning of art works, a ‘pop up’ exhibition space, performances, supporting marae hosting for the event, creating a new artisan product or running community workshops.

23. A detailed funding agreement will set out the project deliverables, timeframes, milestones and reporting requirements. It will also specify the process and criteria for how specific funding is to be made available for iwi and youth contributions.

Consideration

Local board views and implications

24. The recommendations in this report support the local board initiative to create a regional event that attracts thousands of people to Rodney and falls within the local board’s authority relating to local economic development and arts, culture and events.

Māori impact statement

25. Pending approval of the requested budget, staff will convene conversations with Ngati Whatua o Kaipara, Te Uri o Hau and Ngati Manuhiri on whether the Kaipara and Northern Rodney Artisan Festival would meet their aspirations and whether and how they would like to be involved. There will be funding available for the development of iwi projects for the festival. This will contribute to enhanced Māori wellbeing outcomes in Rodney.

Implementation

26. If approval is given a comprehensive funding agreement will be prepared.

Attachments

There are no attachments for this report.

Signatories

Authors

Sue Dodds – Strategic Broker

Authorisers

Lesley Jenkins - Relationship Manager

Graham Bodman - General Manager Arts, Community and Events

Rodney Local Board

18 May 2017

Allocation of 2016/2017 Local Economic Development Budget

File No.: CP2017/08406

Purpose

1. To allocate the remaining $5,000 in the Rodney Local Board’s economic development budget for the 2016/2017 financial year.

Executive summary

2. This report seeks the allocation of the remaining $5,000 available under the 2016/2017 economic development budget fund to support the One Warkworth Business Association’s ‘Buy Local Campaign’ (Attachment A).

3. The purpose of the ‘Buy Local Campaign’ is to encourage the local community to ‘buy local’ and use local service providers. The campaign comprises a series of signs with the aim of increasing awareness of the association’s local business directory among local residents. The geographic area of the campaign covers Puhoi to Pakiri and Leigh, and across to Snells Beach.

4. The buy local campaign will help to support local retailers and has the potential to promote the area and increase spend in the local area.

5. The total cost of the ‘Buy Local Campaign’ is $25,000. One Warkworth Business Association will cover $20,000 with its own budget and the local board is being asked to allocate $5,000 from the economic development budget to meet the remainder of the costs and assist the delivery of the campaign.

Recommendation/s

That the Rodney Local Board:

a) allocate $5,000 of its local economic development budget for 2016/2017 to the One Warkworth Business Association for the delivery of their ‘Buy Local Campaign.’

Comments

Background

6. The local board allocated $25,000 in its Annual Plan for the delivery of local economic development initiatives in the 2016/2017 financial year.

7. Previously, the local board has allocated $19,000 from this budget to the North West Business Association’s Rodney Transport Access project (RD/2016/103), and a further $1,000 to support the delivery of the Young Enterprise Scheme in 2017 (RODTP/2016/30), $5,000 currently remains unallocated to a specific project.

Buy Local Campaign

8. The One Warkworth Business Association has identified the lack of a visible business directory for both local residents and local businesses as a challenge to achieving new growth in the region. In order to address this issue, the One Warkworth Business Association is proposing to pilot a new campaign in 2017 to erect signs from Puhoi to Pakiri and Leigh, and across to Snells Beach to promote local services to local residents (as detailed further in Attachment A to this report).

9. The potential benefits that could result from the ‘Buy Local Campaign’ project include:

· Increased collaboration between local businesses to work together to promote the wider Warkworth business area

· Increased profile of wider Warkworth business area and awareness of local service providers

10. The One Warkworth Business Association estimates that the total cost of the pilot to be $25,000. This covers the cost of a planning consultant, printing signage costs, marketing, and sign placement.

11. The grant of $5,000 from the local board will be used to cover the costs of sign printing, sign placement, and local newspaper promotion.

12. One Warkworth Business Association will manage the production and erection of the signs. Success measures will include awareness of the campaign among local businesses, website traffic volume, enquiries and social media feedback to the Business Association.

13. Auckland Tourism, Events and Economic Development (ATEED) has reviewed the proposal from One Warkworth Business Association and consider that the buy local campaign will help to support local retailers and has the potential to promote the area and increase spend in the local area. Therefore given the expected positive economic impact the local board is being asked to approve the allocation of $5,000 to the business association to assist in the costs of the promotion campaign.

Consideration

Local board views and implications

14. The Buy Local Campaign was presented by the One Warkworth Business Association at a deputation to the local board’s November 2016 business meeting and workshopped by ATEED with the local board on 4 May 2017.

Māori impact statement

15. Staff are not aware any direct impact on Māori.

Implementation

16. If the local board approved the allocation, ATEED staff will arrange funding transfers. If there is a need for further scoping of activities this will be undertaken and presented back to the local board as required.

Attachments

No.	Title	Page
a ⇩	Buy Local Campaign	17

Signatories

Authors

Lou Lei – Local Economic Development Advisor - ATEED

Authorisers

John Norman – Strategic Planner – ATEED

Lesley Jenkins - Relationship Manager

Rodney Local Board

18 May 2017

Auckland Council’s Quarterly Performance Report: Rodney Local Board
For Quarter Three, 1 January - 31 March 2017

File No.: CP2017/08147

Purpose

1. To provide Rodney Local Board members with an integrated quarterly performance report for quarter three 2016/2017, against the local board agreement work programme.

Executive summary

2. This report provides an integrated view of performance for the Rodney Local Board, including; financial performance, progress against local board key performance indicators, progress against each operating department work programme, key challenges the local board should be aware of and any risks associated with delayed delivery against the Rodney 2016/2017 Work Programme.

3. The Rodney Local Board has an approved 2016/2017 work programme for the following operating departments:

· Arts, Community and Events, approved on 13 June 2016

· Parks, Sport and Recreation, approved on 13 June 2016

· Community Leases, approved on 13 June 2016

· Libraries and Information, approved on 13 June 2016

· Community Facility Renewals, approved on 13 June 2016

· Infrastructure and Environmental Services, approved on 11 July 2016

· Local Economic Development, approved on 11 July 2016 and 8 August 2016

4. All operating departments with agreed work programmes, have provided a quarterly update against their work programme delivery, with 154 items reported as ‘green’ status (on track) 25 items reported as ‘amber’ (warning) and three items reported as ‘red’ (issues).

5. Overall, the financial performance of the board is satisfactory, tracking to 92% of budget year to date. Revenue is minimally less than budget which means that expenditure is tracking at 92% of budget predominantly in Asset Based Services. Capital expenditure delivery is ahead of budget by $1.24m mainly in the Warkworth Town Hall and Showground projects. Some renewals have also been completed ahead of schedule.

6. The Key Performance Indicators (KPIs) for the Rodney Local Board show a trend of delivery that is mostly meeting the indicators, however the KPIs have slipped slightly since the last quarter with 66 per cent of targets expected to be achieved or substantially achieved by the end of the year (compared to 72 per cent last quarter). The notable exceptions this quarter are the:

· Percentage of residents satisfied with the provisions of local parks and reserves

· Number of visits to library facilities per capita

· Facility utilisation at peak times for council managed community centres and venues for hire.

7. The overall dashboard for the Rodney Local Board indicates performance in the local board area is tracking positively (Attachment A to this report).

Recommendation/s

That the Rodney Local Board:

a) receive the performance report for the financial quarter ending 31 March 2017

Comments

8. All operating departments with an approved 2016/2017 Work Programme have provided performance report updates for quarter three (Attachment B). The following are progress updates against key projects identified in the Rodney Local Board Plan 2014:

· the community workshop on proposed new play equipment at the entrance to Lucy Moore Park was well attended. There was a great deal of support for both the type and location of the equipment. Morphum and the Lions Club are now costing the equipment and finalising the design to come to the local board for landowner approval in Q4.

· the Mahurangi River Restoration Trust (MRRT) has made substantial progress over the last year with assistance from the local board and advises that the grant of the resource consent for the dredging of the river is imminent and is currently being processed. The trust is establishing a fund raising structure including creating artists impressions of the enhancement of the town basin as far as the end of Lucy Moore Park. An advisory committee is being established to assist with publicity and fund raising.

· the Greenways Plan for Pakiri to Puhoi is being drafted in preparation for adoption in June 2017.

· The Warkworth Town Hall blessing and opening was held on 25 February 2017.

Risks identified in the 2016/2017 Work Programme

9. The following are risks that have been identified by departments for key projects identified in the Local Board Plan 2014:

Community Leasing – various projects

10. Several projects managed by Community Leasing are shown as ‘red’ (issues) because they are no longer required and will proceed via an alternate method:

· the expression of interest for Blomfield Reserve has been cancelled as the Rodney Local Board Transport, Infrastructure and Environment Committee resolved not to support advertising seeking expressions of interest at its business meeting of 16 March 2017.

· a lease is no longer required for the community hub in the Old Wellsford Library, which will now proceed via a licence to occupy and manage the facility.

· a sublease for Riverhead Athletics Club at Riverhead Pavillion is no longer required and will be managed via a hire agreement between the club and the Riverhead Playgroups

Local Parks – Warkworth Showgrounds Lighting

11. Completion of the Warkworth Showgrounds lighting was delayed in quarter one by issues in securing an easement for Vector’s existing power cable which runs under a neighbouring property. The easement is now complete and the Mahurangi Community Sport and Recreation Collective are holding a “Great Turn On” event to celebrate the completion of the upgrades. The event, held with the support of the local board, is scheduled to take place on 19 May 2017 at Warkworth Showgrounds.

Community Facilities: Project Delivery – Helensville War Memorial Hall

12. Flooding remains an ongoing issue at this hall, with storms in March resulting in further water ingress. Strategies to address flooding have proven to only temporarily resolve the issues. Investigation for further work and a more permanent solution has been handed to council’s investigation and design team and the maintenance team as a matter of urgency.

Financial performance

13. Operating expenditure year to date is under budget overall. Locally Driven Initiative (LDI) expenditure is under budget as some projects are behind schedule and will be fully delivered in the last quarter. Asset Based Services (ABS) is similarly under budget overall especially in the library and in parks services with scheduled and response maintenance contracts.

14. Revenue is tracking to budget. The slight deficit revenue to budget in community halls was offset by revenue received from filming in parks.

15. Capital spend of $8.52m is $1.24m ahead of budget year to date (17%) with a number of projects being completed. LDI capital projects are either complete or due for physical delivery in 2017/2018. ABS capital projects are progressing well with many complete and others in the design and consent stage. Most have no known issues and progress updates are provided for each project in the work programme.

16. The Rodney Local Board Financial Performance report is detailed in Attachment C.

Key performance indicators (KPIs)

17. The local board agreements include level of service statements and associated performance measures to guide and monitor the delivery of local services. This report provides interim performance results and outlook information for Rodney Local Board’s measures, showing how we are tracking for the third quarter of FY17.

18. The year-end outlook is for 66 per cent of measures to achieve target.

19. The local environmental management, and local planning and development measures are on track, while there are a few measures within local parks, sport and recreation, and local community services where performance needs to be lifted into order to achieve target.

20. Measures that are not on track to be achieved include:

· Percentage of residents satisfied with the provision (quality, location and distribution) of local parks and reserves. Rodney is experiencing large growth in its townships, particularly Riverhead, Kumeū, Huapai and Warkworth. The development and delivery of new reserves does not always match the growth in housing, which could be affecting this result.

· Number of visits to library facilities per capita. The targets for library visits are based on aspirational growth. However, visitor numbers have declined in the Rodney Local Board area and Auckland as a whole, as more people access library collections and services online.

· Facility utilisation at peak times for council managed community centres and venues for hire. This is mainly due to fewer bookings being made at South Head Hall, Point Wells Hall and Te Hana Hall. Warkworth Town Hall officially opened in Q3, which may help to improve the result for year end. Additionally, the digital booking system, which began recording bookings in FY17 quarter one, is expected to improve customer experience and utilisation.

21. The KPI measures detailed below are tracking behind target, full KPI data for quarter two is detailed in Attachment D to this report.

Consideration

Local board views and implications

22. This report informs the Rodney Local Board of the performance to date for the period ending 31 March 2017.

Māori impact statement

23. Maori, as stakeholders in the council are affected and have an interest in any report on the quarterly financial results. However, these results do not impact specific outcomes or activities. As such, the content of this report has no particular benefit to, or adverse effect on, Maori.

Implementation

24. The Senior Advisor Rodney Local Board will continue to facilitate performance updates to the local board.

Attachments

No.	Title	Page
a ⇩	Work programme snapshot	25
b ⇩	Work programme update	27
c ⇩	Financial Performance	53
d ⇩	Performance measures results	61

Signatories

Authors	Jonathan Hope - Local Board Advisor - Rodney
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

18 May 2017

Appointment of Local Board Member to Local Government New Zealand Zone One Committee

File No.: CP2017/08963

Purpose

1. To appoint a local board member to the Local Government New Zealand Zone One committee.

Executive summary

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

3. At the Rodney Local Board business meeting on 17 November 2016 local board representatives were appointed to a number of external community and business organisations.

4. At that time no appointment was made to Zone One Committee of Local Government New Zealand Zone One as a separate report was to be prepared.

Recommendation/s

That the Rodney Local Board:

a) appoint local board member xxxx as the local board’s representative to the Local Government New Zealand Zone One Committee.

Comments

5. After the 2016 election Auckland Council appoints elected members from the governing body and each of the local boards to the Local Government New Zealand Zone One (ie Auckland and Northland) Committee. Some local boards have yet to appoint their local board representative as the consideration of appointments was delayed while the number of representatives was confirmed.

6. Each local board is asked to appoint a to the Zone One Committee. Committee meetings take place four times a year and the venue for meetings is shared across the entire Zone One area.

7. Further information on Local Government New Zealand is attached in Attachment A.

Consideration

Local board views and implications

8. This report seeks the local board’s decision to appoint one or more representatives to Local Government New Zealand Zone One Committee.

Māori impact statement

9. This report has no specific impact on Māori. It covers the appointment of local board members to an outside organisation to represent the view of local communities, including Māori communities.

Implementation

10. The venues for Local Government New Zealand Zone One meetings are shared across the entire Zone One area and some travel costs may be incurred by local boards as a result of the appointments.

Attachments

No.	Title	Page
a ⇩	Local Government NZ	69

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

18 May 2017

Governance Forward Work Programme

File No.: CP2017/08203

Purpose

1. To present to the local board with a governance forward work calendar. The document was not available at the time of the agenda going to print and will be tabled on the day.

Executive Summary

2. This report contains the governance forward work calendar, a schedule of items that will come before the local board at business meetings and workshops over the coming months until the end of the electoral term. The governance forward work calendar for the local board is included in Attachment A.

3. The calendar aims to support local boards’ governance role by:

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

· clarifying what advice is required and when

· clarifying the rationale for reports.

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

Recommendation/s

That the Rodney Local Board:

a) note the governance forward work calendar.

Attachments

No.	Title	Page
a ⇩	Governance Forward Work Programme	79

Signatories

Authors	Jonathan Hope - Local Board Advisor - Rodney
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

18 May 2017

Rodney Local Board Workshop Record

Workshop record of the Rodney Local Board held in the Council Chamber, Orewa Service Centre, 50 Centreway Road, Orewa on Thursday, 13 April 2017, commencing at 1.00pm

PRESENT

Chairperson: Beth Houlbrooke

Members: Brent Bailey

Tessa Berger

Cameron Brewer

Louise Johnston

Phelan Pirrie

Colin Smith

Apologies: Allison Roe, Brenda Steele

Also present: Lesley Jenkins (Relationship Manager), Jonathan Hope (Senior Local Board Advisor), Rebecca Rowsell (Local Board Advisor), Raewyn Morrison (Democracy Advisor), Michele Going (Lead Financial Advisor)

· Workshop Item	· Governance role	· Summary of Discussions
· Chairperson’s welcome and apologies	·	· The Chairperson opened the workshop and called for any apologies.
Rodney Local Board Work Programme Part Three continued Jonathan Hope (Senior Local Board Advisor) Michele Going (Lead Financial Advisor)	Keeping informed	Ms Going outlined the purpose of the workshop which was to continue to workshop the work programmes for the Rodney Local Board, in particular in relation to Community Facilities.
Community Facilities Cheri Veza (Stakeholder Advisor) Janny Thompson (Area Manager, Operational Management and Maintenance) Rob Cairns (Head of Investigation & Design) Ian Fisher (Growth Development Specialist)	Setting direction, priorities and budget	Representatives from Community Facilities sought feedback from the local board on their draft proposals for the work programme in relation to community facilities including halls and reserves. The member’s feedback will be incorporated into an updated draft and will be presented again to the local board for comment.

The workshop concluded at 4.20pm.

Rodney Local Board

18 May 2017

Deputation/Public Forum Update

File No.: CP2017/08206

Purpose

1. As part of its business meetings Rodney Local Board has a period of time set aside for Deputations/Presentations and Public Forum during which time members of the public can address the local board on matters within its delegated authority.

Executive Summary

2. Under Standing Orders there is provision for Deputations/Presentations to the local board. Applications for Deputations/Presentations must be in writing setting forth the subject and be received by the Relationship Manager at least seven working days before the meeting concerned, and subsequently have been approved by the Chairperson. Unless the meeting determines otherwise in any particular case, a limit of ten minutes is placed on the speaker making the presentation.

3. Standing Orders allows three minutes for speakers in Public Forum.

4. Requests, matters arising and actions from the Deputations/Presentations and Public Forum are recorded and updated accordingly. The Rodney Local Board Deputations/Presentations and Public Forum Update is attached as Attachment A.

Recommendation/s

That the Rodney Local Board:

a) note the Deputation/Public Forum Update for the Rodney Local Board.

Attachments

No.	Title	Page
a ⇩	Deputation/Public Forum Update Rodney Local Board	91

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager