Agenda of Devonport-Takapuna Local Board

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.

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Devonport-Takapuna Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 16 May 2017 and the extraordinary minutes of its meeting, held on Tuesday, 6 June 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 Devonport-Takapuna Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

9 Public Forum

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

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.

Devonport-Takapuna Local Board

20 June 2017

Project 17: Auckland Council maintenance contracts

File No.: CP2017/11533

Purpose

1. The purpose of this report is to seek agreement from the local board on:

· community and workforce priorities for this local board area (smart procurement); and

· site specific issues (if any) that are unique to the local board and may require particular attention over and above standard maintenance service specifications.

Executive summary

2. Auckland Council’s maintenance contracts for parks, buildings and open space expire on 30 June 2017. This has presented a unique opportunity to reconsider and reshape how council approaches the maintenance of Auckland Council’s assets and open spaces in the future.

3. At the end of March 2017, a new contract structure was approved by the Strategic Procurement Committee and Finance and Performance Committee, with contracts due to commence 1 July 2017.

4. One of the key performance indicators for each supplier is a Community Outcomes and Workforce Development Plan, which includes smart procurement measures and targets.

5. This report seeks formal feedback from the local board on community and workforce measures (smart procurement) that are a priority to this local board, noting that targets may be developed over the next six to twelve months as a baseline is established.

6. This report seeks formal feedback from the local board on site specific issues (if any) that are unique to the local board area and may require particular attention for 2017/2018, and is over and above standard service specifications.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) agree the following local priorities for year one (2017/2018) of new maintenance contracts:

· community and workforce priorities for this local board area (smart procurement) (refer Attachment A to this agenda report).

· site specific issues (if any) that are unique to the local board and may require particular attention over and above standard maintenance service specifications

b) note that community and workforce (smart procurement) targets may be developed over the next six to 12 months to establish a baseline.

c) note that Auckland Council will continue to encourage, support and work with volunteer and community groups across the region in alignment to the new maintenance contracts.

Comments

Background

7. Auckland Council’s maintenance contracts for parks, buildings and open space expire on
30 June 2017. This presented a unique opportunity to reconsider and reshape how we approach maintenance of Auckland Council’s assets and open spaces in the future.

8. Over the last 12 months, Community Facilities has engaged with local boards and the governing body to provide direction and shape up the procurement of a new contract structure. This included receiving formal feedback from all local boards in March 2017, prior to a decision being made.

9. At the end of March 2017, the new contract structure was approved by the Strategic Procurement Committee and Finance and Performance Committee, with contracts due to commence on 1 July 2017.

10. The new maintenance contracts incorporate three main service types for the Auckland region:

· Full Facilities – maintenance of parks, open spaces, sports fields, buildings, public toilets, cleaning (including toilets in town centres), locking and unlocking services of park gates and public toilets, rubbish bin emptying, weed control, mowing and maintenance of streetscape gardens;

· Arboriculture - street tree pruning, park tree pruning, street tree and powerline clearance, species specific pruning, tree inspections and removals and planting/aftercare maintenance; and

· Ecological - pest animal and pest plant monitoring and control, ecological restoration, revegetation and enrichment planting and reactive pest control/monitoring.

11. A key change to maintenance contracts is that the majority of service levels will now be outcome-based (e.g. ‘rubbish bins shall not exceed the bin’s capacity and items shall not overflow’), as opposed to services that were previously prescriptive or frequency based (e.g. ‘rubbish bins are emptied once a day’).

12. Refer to Attachment B for the final version of the Full Facilities Service Specifications, which outline agreed outcome statements that will apply across the Auckland region from
1 July 2017.

13. Arboriculture and ecological services are specialist contracts, largely based on compliance with legislation and policies. Specifications are detailed, technical and more prescriptive in nature.

Smart Procurement

14. Key performance indicators measure how well the supplier is doing to meet their contractual agreement with Auckland Council.

15. One of the key performance indicators for each supplier is a Community Outcomes and Workforce Development Plan. This outlines community and workforce measures and targets to be agreed with each supplier.

Community and Workforce

16. These key performance indicators include setting smart procurement targets that reflect the local character of each area, of which local boards play a key role in identifying.

17. Attachment A outlines a minimum set of community and workforce measures (smart procurement), noting that specific targets will be determined over the next six to 12 months as a baseline is established.

18. This report seeks agreement from the local board on identifying key community and workforce measures (smart procurement) to focus on for year one (2017/2018).

Environmental

19. Each supplier is also required to develop an environmental management system that monitors, measures and sets goals. At a minimum the following will be measured – local boards will have the opportunity to identify (at a later date) what measures they seek regular reporting on:

· energy conservation;

· water conservation;

· waste management and recycling;

· chemical use; and

· Scope 1 and Scope 2 greenhouse gas (GHG) emissions.

20. Environmental key performance indicators will track progress of these goals, noting that this specifically includes targets for suppliers to annually reduce their carbon footprint and annually reduce use of agri-chemicals (as outlined in Auckland Council’s Weed Management Policy).

Local Service Level Variations

21. Feedback received from local boards indicates the following most common and typical maintenance issues experienced in their area, which is largely due to the prescriptive nature of the previous contract model:

· toilets not being clean;

· rubbish bins overflowing; and

· grass in parks getting too long.

22. New maintenance contracts intend to address these common issues through an outcome-based model, as outlined in the background section above.

23. In some cases, there may be some site specific issues, or a common maintenance problem, that is unique to the local board area and requires particular attention. For example, a 100 per cent spray free reserve, overflowing bins near tourist beaches, litter caused from freedom campers in a particular location.

24. This report seeks agreement from the local board on site specific issues (if any) that are unique to the local board area and may require particular attention for 2017/2018, and is over and above standard service specifications.

Asset Data

25. Over the last six months, Auckland Council’s asset data team conducted a full system review of asset information to support the development of new maintenance contracts.

26. Attachment C outlines an updated asset list for this local board area as at 2 June 2017.

27. Note that asset data is continually updated to reflect council decisions and asset assessments, and that new maintenance contracts have flexibility to accommodate changes.

Volunteers and Community Groups

28. Auckland Council values the huge number of volunteer and community groups across the region, who undertake a significant amount of work over many years to shape and maintain the beauty of Auckland.

29. Council will continue to encourage and support volunteers, community empowerment initiatives and local community groups where they align to council’s objectives and enhance our community.

30. Under the new maintenance contract model, council does not expect volunteers to have to undertake work to address poor performance in contract delivery, such as cleaning up litter where the supplier has a responsibility to do so.

31. It is acknowledged that many volunteer and community groups achieve a sense of pride, value and enjoyment in supporting maintenance work, such as restoration, garden maintenance and pest control. Council will continue to work with these groups and with suppliers to support them as best as possible in these activities.

32. Over the next few months, council staff will be in contact with key volunteer and community groups where maintenance related work is undertaken, to ensure alignment of objectives and determine how council and suppliers can best support this work.

Consideration

Local board views and implications

33. Project 17 has engaged with local boards through various channels including:

· Local Board Chairs Procurement Working Group;

· Local Board Chairs Forum presentations;

· memorandums;

· cluster workshops;

· individual local board workshops; and

· business meeting reports.

34. Community Facilities is now seeking agreement from local boards on smart procurement priorities and local service level variations (if any) for 2017/2018, prior to new contracts commencing on 1 July.

35. This information will be provided to suppliers and Community Facilities before new contracts commence.

Māori impact statement

36. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi/the Treaty of Waitangi and its broader statutory obligations to Māori.

37. Māori responsiveness requires the collective effort of everyone. Under the new contracts, suppliers will work collaboratively with council to achieve better outcomes with Māori and for Auckland. This will include:

· building positive relationships with Māori – effective communication and engagement with Māori, developing resilient relationships with mana whenua;

· significantly lift Māori social and economic well-being; and

· building Māori capability and capacity.

38. Through these contracts, opportunities to support local community outcomes and economic development include (but are not limited to):

· providing employment opportunities, in particular for local people and for youth;

· increasing capability and capacity (apprenticeships, cadetships or equivalent) in particular for youth;

· building on community and volunteer networks;

· focusing on smart procurement initiatives that support Māori outcomes.

Implementation

39. Mobilisation is currently underway with suppliers to prepare for 1 July 2017 (day one). This includes finalising processes, implementing systems, recruiting staff, purchasing equipment, creating health and safety plans and developing work schedules.

40. Local boards are meeting new suppliers in June 2017 and will have the opportunity to present and discuss local priorities with the supplier.

41. Reporting requirements for local boards on local service levels and contractor performance is currently underway.

42. New maintenance contracts take effect on 1July 2017, noting that there may be up to 12 months to bed in changes, particularly with regards to systems and reporting.

Attachments

No.	Title	Page
a ⇩	Attachment A - Smart Procurement	13
b ⇩	Attachment B - Full Facilities Service Specifications	15
c ⇩	Attachment C - Devonport-Takapuna Asset List	57

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - GM Financial Strategy and Planning

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

20 June 2017

Devonport-Takapuna Local Grants Round Two and Quick Response Round Five 2016/2017

File No.: CP2017/10644

Purpose

1. The purpose of this report is to present applications received for the Devonport-Takapuna Local Grants Round Two and Quick Response Round Five 2016/2017 programmes. The local board is required to fund, part-fund or decline these applications.

Executive summary

2. The Devonport-Takapuna Local Board has set a total community grants budget of $278,000 for the 2016/2017 financial year.

3. The Devonport-Takapuna Local Board has allocated $190,035 from the 2016/2017 community grants budget for Local Grants Round One and four quick response rounds. This leaves a balance of $87,965 to allocate to Local Grants Round Two and Quick Response Round Five 2016/2017.

4. Thirty-one applications and nine multi-board applications were received for Local Grants Round Two 2016/2017, with a total amount requested of $658,145.

5. Thirteen applications were received for Quick Response Round Five 2016/2017, with a total amount requested of $22,609.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) consider the applications listed in the table below and agree to fund, part-fund or decline each application in this round:

Table One: Local Grants Round Two 2016/2017 grant applications

	Application No.	Organisation Name	Project	Total Requested	Eligibility
LG1702-201		Harbour Sport Trust	Towards colour coded wristbands for participants and ambulance costs for the “Monster Mud Rush.	$3,000	Eligible
LG1702-202		Chinese New Settlers Services Trust (CNSST)	Towards promotion, venue hire, tutor wages and purchase of whiteboard for learning sessions for the Glenfield Art and Cultural Project and Exhibition between 19 August to 16 December 2017.	$7,800	Eligible
LG1702-203		Age Concern North Shore	Age Concern North Shore operating costs including overheads, rent, power, phone, webpage, information technology costs, postage, stationary, printing, property expenses.	$71,827	Eligible
LG1702-204		Milford Village Business Association	Towards the stage, decoration, security, rubbish and toilet services for “Christmas by the Lake”	$20,000	Eligible
LG1702-208		The Depot Music and Artspace	Curation of the exhibitions including research, and installation of the work for “What Makes Us Who We Are: Mapping Devonport/Takapuna's Cultural Vernacular” ‍	$9,400	Eligible
LG1702-209		Aotearoa Football Media Limited	Towards equipment for recording and editing including a camcorder, battery, dual charger, tripod, memory card, card reader, microphone, shoulder bag laptop, mouse, printer and software.	$14,162	Eligible
LG1702-210		Takapuna Beach Business Association	Towards the costs of family entertainment and activities, decorations including bunting, balloons, the installation of the Christmas Tree, the Santa's Grotto, and Christmas-themed decorations at the Takapuna Beach Christmas Carnival.	$15,000	Eligible
LG1702-211		The New Zealand (NZ) Body Art Trust	Towards a percentage of costs for the production, development, marketing, and venue hire for “The NZ Body Art Showcase, 'Once Upon A Time'.	$27,188	Eligible
LG1702-213		Yes Disability Resource Centre	Driving lessons in a mobility vehicle for five young people with disabilities, for the “Yes I Can Drive” programme.	$7,200	Eligible
LG1702-214		North Shore Women's Centre	Towards wages for the community resource worker and community based social worker for the North Shore Women’s Centre.	$15,853	Eligible
LG1702-217		Takapuna Lawn Tennis Club Incorporated	Towards replacement of the floodlight poles for the Takapuna Lawn Tennis Club tennis courts	$10,795	Eligible
LG1702-219		Belmont Park Bowling Club	Towards replacement of the bowling green artificial surface at Belmont Park Bowling Club.	$40,000	Eligible
LG1702-220		NZ Blue Light Ventures	Towards costs for the life skills course for five young people aged 14 to 17 years attending the NZ Blue Light life skills camp.	$2,125	Eligible
LG1702-221		Yes Disability Resource Centre Foundation Trust	Towards costs to facilitate four sessions held in Takapuna in conjunction with Younite for the “Shore Junction Pillar Facilitation” project.	$20,000	Eligible
LG1702-224		Devonport U3A	Towards purchase of a sound system for the Devonport U3A meetings.	$5,044	Eligible
LG1702-225		SeniorNet Bayswater Incorporated.	Towards venue hire of the Bayswater Bowls Club for SeniorNet Bayswater Incorporated.	$2,400	Eligible
LG1702-226		North Harbour Triathlon Club Inc.	Towards surf lifesaving and event safety provision for the “Club Swim Run” event.	$4,464.	Eligible
LG1702-227		Bays Youth Community Trust	To purchase three office computers for the Bays Youth Community Trust	$3,927	Eligible
LG1702-228		Children's Autism Foundation	Towards community workshops in the Devonport-Takapuna Local Board area for terms three and four 2017.	$3,850	Eligible
LG1702-230		North Shore Brass	Towards venue hire for the final workshop day and concert and advertising for “Brass Week 2017”.	$3,000	Eligible
LG1702-231		Devonport Community House Creche	Towards replacement of basins with accessible hand washing trough and water saving taps.	$2,000.	Eligible
LG1702-232		The Operating Theatre Trust trading as “Tim Bray Productions”	Towards venue hire and costs, ticketing costs, additional lighting hire, costume materials, set materials, prop materials, royalties, mail-out costs and advertising costs for ‘The Great Piratical Rumbustification’ (Season 1 to 22 July) and ‘Mrs Wishy-Washy’ (Season 23 September to 14 October 2017).	$13,842	Eligible
LG1702-233		PHAB Association Incorporated	Towards wages and volunteer expenses for PHAB to run a youth space in Takapuna and to conduct six social clubs a week, and a three day a week vocational day programme.	$5,000	Eligible
LG1702-236		North Shore Marathon Limited	Towards traffic management and public notification for the “North Shore Marathon, 10km and 5km kids marathon”.	$8,500	Eligible
LG1702-237		Raeburn House (North Shore Community Health Network Incorporated)	Towards the costs of updating and publishing the Directory of Support Services 2017-2019 specifically towards information updating, data entry, printing, infrastructure and management, information technology services, graphic design, promotion and distribution.	$2,000	Eligible
LG1702-238		Devonport Schools Waterwise Society Incorporated	Towards the Devonport Schools Waterwise rescue boat engine replacement for three patrol boats (RIBs).	$9,345	Eligible
LG1702-239		New Zealand Centre for Gifted Education Limited	A contribution towards a specialist educator salary expenses for “MindPlus North Shore”.	$4,000	Eligible
LG1708-226		Raeburn House (North Shore Community Health Network Incorporated)	Towards operational expenses and wages for the Norman King Community Hub operated by Raeburn House for 1 January to 31 December 2017.	$19,000	Eligible
LG1702-240		Takapuna Beach Business Association	Towards staging and sound, bands, and other activities and entertainment for the Takapuna Beach Jazz and Blues Festival at Gould Reserve.	$15,000	Eligible
LG1708-208		Neighbourhood Support North Shore Incorporated	Towards part of wages of part-time employee for “M3: Manage, Maintain, Multiply” from 1 June 2017 to 31 May 2018.	$20,000	Eligible
LG1702-207		Darryl Walker	Towards the restoration of the frontage of a villa.	$5,000	Eligible
			Total	$383,722

b) consider the multi-board applications listed below and agree to fund, part-fund or decline each application:

Table Two: Devonport Takapuna Local Grant Round Two multi-board grant applications

	Application No.	Organisation Name	Project	Total Requested	Eligibility
LG1708-201		North Shore Centre for Mutual Aid (CMA)	Towards operational costs excluding wages for eight centres including Glenfield and Birkenhead CMA centres from 1 July to 31 December 2017.	$18,500	Ineligible as applicant has been approved for a grant for this time period.
LG1703-203		Project Litefoot	Towards costs to develop and implement an “Efficiency Action Plan” for Takapuna Rowing Club Waitemata Golf Club, Becroft Tennis Club and Castor Bay Tennis Club.	$5,670	Eligible
LG1710-210		StarJam Charitable Trust	Towards the cost of the musical workshops "North Dazzling Dance" and Sensational Singing" including venue hire and tutors fees.	$5,000	Eligible
LG1701-231		Dance Therapy New Zealand	Towards therapist and assistants fees, programme delivery, administration and co-ordination costs for delivery of “STARS North Shore” therapy groups.	$7,148	Eligible
LG1721-215		Entrust Foundation	To fund the provision of a 10c refund for returned bottles to a bottle depot at events for the “Cash for Containers” project.	$1,000	Eligible
LG1708-229		Gymnastics Community Trust	Towards gymnastic coach wages for the Glenfield site from May to December 2017.	$58,000	Eligible
LG1708-236		Harbour Sport Trust	Towards programme delivery costs, coordinator wages and subsidies for participants for the “Learn to Ride” school holiday programme from July 2017 to April 2018.	$54,105	Eligible
LG1708-237		Badminton North Harbour	Towards upgrading the electronic booking and display system at the Badminton North Harbour complex.	$100,000	Eligible
LG1708-223		The North Shore Events Centre Trust	Towards costs of upgrading toilets and changing rooms at the North Shore Events Centre.	$25,000	Eligible
			Total	$274,423

c) consider the quick response round five applications listed below and agree to fund, part-fund or decline each application in this round:

Table Three: Devonport-Takapuna Quick Response Round Five 2016/2017grant applications

	Application No.	Organisation Name		Project	Total Requested	Eligibility
QR1702-502			Takapuna Grammar School Cycling Club	Towards replacement of six windtrainers for the Takapuna Grammar Cycling Club	$1,679	Eligible
QR1702-503			The Re-new Mothers Trust	Towards venue hire and payment for course facilitators to deliver the program workshop for the Re-New Mothers Programme.	$1,171	Eligible
QR1702-505			The Depot Art and Music Space	Towards the exhibition curation and installation; (curation includes research collation, and documentation of artefacts and ephemera and installation for “Gum Sarn: Evolving Notions of Sweet Earth”	$1,600	Eligible
QR1702-509			Forrest Hill Milford United Football Club Incorporated	Purchase of six goals to be used as part of the skill centre community programme	$2,000	Eligible
QR1702-510			OUTline New Zealand Incorporated	Towards a contribution to OUTLine's 0800 counselling and support service.	$1,100	Eligible
QR1702-511			Milford Bowling Club	Towards a new website to promote the community facility.	$960	Eligible
QR1702-512			Victim Support New Zealand	Towards volunteer recruitment and mileage expenses.	$1,500	Eligible
QR1702-513			Lofty Ned	Towards event production including main stage, marquees, sound concert system; and artists for “Devonport Christmas Dance in the Park”.	$5,900	Eligible
QR1702-514			Takapuna Beach Business Association	Towards the costs for the purchase of the fiberglass owl sculpture for “The Big Hoot”.	$2,000	Eligible
QR1702-515			Methodist Church of New Zealand Northcote Takapuna Parish: Music Group	Towards artist expenses and advertising costs for the Rata-Tui Trio performance	$1,000	Eligible
QR1702-516			Rebus Club of Devonport Incorporated	Towards the cost of purchasing a projector.	$1,299	Eligible
QR1702-518			Sir Peter Blake Trust	Towards marketing (large banners and print marketing across the city) and technical costs for “The Tara Project”.	$2,000	Eligible
QR1702-501			Conal Parr	Towards replacement of a street-front fence, including removal of the existing wall and footing for the new wall.	$2,000	Eligible
				Total	$22,609

Comments

6.. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme (refer Attachment A).

7. The local board grants programme sets out:

· local board priorities;

· lower priorities for funding;

· exclusions;

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

· any additional accountability requirements.

8. The Devonport-Takapuna Local Board will operate two local grants rounds for this financial year. The first local grant round closed on 15 July 2016.

9. The community grant programme’s have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

10. The Devonport-Takapuna Local Board has allocated $190,035 from its 2016/2017 community grants budget for local Grants Round One and four quick response rounds. This leaves a balance of $87,965 to allocate to Local Grants Round Two and Quick Response Round Five 2016/2017.

11. Thirty-one applications and nine multi-board applications were received for Local Grants Round Two 2016/2017, with a total request of $658,145.

12. Thirteen applications were received for Quick Response Round Five 2016/2017, with a total request of $22,609.

Consideration

Local board views and implications

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

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

12. A summary of each application is attached (refer Attachment B).

Māori impact statement

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

Implementation

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

15. Following decisions made by the Devonport-Takapuna Local Board regarding as part of this report, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇨	Devonport-Takapuna Grants Programme 2016/2017 (Under Separate Cover)
b ⇨	Devonport-Takapuna Local Grants Round Two 2016-2017 Applications (Under Separate Cover)
c ⇨	Devonport-Takapuna Quick Response Round 5 Applications (Under Separate Cover)

Signatories

Authors

Marion Davies - Community Grants Operations Manager

Authorisers

Jennifer Rose - Operations Support Manager

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

20 June 2017

Local Board Services monthly report - June 2017

File No.: CP2017/10105

Purpose

1. The purpose of this report is to provide members with an overview of recent Devonport-Takapuna Local Board activity. This report recommends to:

· grant land owner consent for a memorial seat at Milford Reserve;

· grant land owner consent to enable creative light installations at Hurstmere Green;

· recommend further work be undertaken to consider the re-establishment of the North Shore Heritage Trust Fund.

· provide feedback on an application to formalise access at the road end of Jutland Road, Hauraki; and

· provide feedback on Auckland Transport Election Signs Bylaw (2013).

Recommendation/s

That the Devonport-Takapuna Local Board:

a) grant land owner consent for a memorial seat at Killarney Park to commemorate Mr. John Murray.

b) grant land owner consent to enable the Takapuna Beach Business Association to light installations at Hurstmere Green.

c) recommend that staff undertake further work and prepare a report to determine the feasibility of re-establishing the North Shore Heritage Trust funding scheme for the 2017/2018 financial year.

d) provide feedback on the application to formalise access of the road end at Jutland Road, Hauraki.

e) provide feedback on the proposed amendments to the Auckland Transport Election Signs Bylaw.

Comments

Land owner consent at Milford Reserve

2. Council’s Parks and Places team has received an application for a memorial seat at Milford Reserve to commemorate Mr. John Murray, who had a long association with both the Castor Bay Ratepayers Association and the North Shore Rugby Club. The proposed site is overlooking the footbridge by Milford Creek / Wairau Stream.

3. The application has been assessed against council’s memorial protocols, and staff advise that the application meets all appropriate criteria.

4. Staff recommend that the local board grant land owner consent so that installation of the seat can be undertaken. The applicant will also be covering the cost of purchasing the seat.

5. Attachment A provides full details of the land owner consent application, and Attachment B provides a photo of the proposed site.

Land owner consent at Hurstmere Green

6. Council’s Events facilitation team has received an application from the Takapuna Beach Business Association (the TBBA) to provide creative light installations at Hurstmere Green.

7. The TBBA has an objective to increase vibrancy in Takapuna all throughout the year, and aim to hold a series of day and evening activation events between July and August 2017.

8. One activation event is to ‘light up’ Takapuna by installing creative lights in Hurstmere Green. The TBBA want to have the lights installed throughout the winter period. It is intended that the lights would be installed on Hurstmere Green from 10 July through to 31 August.

9. The goal of the light installations is to attract visitors from all over Auckland to come to Takapuna and contribute to the local economy. The installation will also support the Takapuna Winter Night event that will be held on 3 August 2017. The event will also see numerous glow-in-the-dark performers, entertainment, and activities at Hurstmere Green.

10. Staff recommend that the local board grant land owner consent so that the TBBA can install creative lights for the night events at Hurstmere Green.

Re-establishment the North Shore Heritage Trust fund

11. Staff and local board members have been recently approached by members of the North Shore Heritage Trust (the Trust) who have expressed a desire to re-establish a funding scheme that provided grants towards the conservation of heritage places on the North Shore.

12. The Trust was launched in November 2002 with the aim to encourage and support owners of places having cultural heritage significance to conserve and enhance buildings or places, and to raise public awareness and appreciation of New Zealand’s heritage.

13. The fund was a legacy North Shore City Council funding scheme that was allocated to the local board upon amalgamation. The fund’s $50,000 budget was then allocated to the Trust annually to assess and allocate grants up to $5,000 towards supporting and preserving the conservation of heritage places.

14. In regards to re-establishing the fund, the Trust has requested:

· a separate line item in the budget for $20,000 for each of the three years within an election cycle;

· that the funds to be received be distributed to applicants within the Devonport-Takapuna Local Board area; and

· that there be assurance of continued heritage advice from council staff and administrative support when needed.

15. Staff note concern that the fund’s re-establishment has not been raised by the Trust during the 2017/2018 Annual Budget process, or during the development of the draft local board plan. To ensure robust and evidence-based decision-making, staff recommend that further work be undertaken by council staff prior to the local board allocating a discretionary grant to the Trust to re-establish the fund. This process should include a report to the local board which considers the following:

· advice from council’s Community Grants and Heritage teams to understand if there is an identified need to re-establish the funding scheme;

· advice from council staff to understand why the fund was disestablished, and what conditions and accountability requirements (if any) were attached to the allocation of funds to the Trust.

· whether council’s Community Grants and Heritage teams can provide the requested advice and administrative support

· a determination of the most appropriate approach to providing heritage grants (e.g. allocating funds to the Trust or including it into the local board’s community grants programme); and

· how the funding scheme meets the provisions of both the local board’s community grants programme, and council’s Community Grants Policy.

16. It is important to note that should the local board decide to re-establish the funding scheme, there will be work programme and budgetary implications. The local board will need to consider what from their work programme will cease, and where the budget to support the re-establishment of the fund will be derived from.

Application to formalise access of the road end at Jutland Road, Hauraki

17. Auckland Transport (AT) has received an application from the property owners of 77 Jutland Road, Hauraki, who are seeking consent to formalise use of an access way at the road end of Jutland Road.

18. The access way on the road end is one of two driveways to the 77 Jutland Road property. The property can also be accessed by a sealed driveway from Pine Ridge Terrace.

19. AT staff recognise that these land parcels are an important issue for the local board, and have requested the local board provide feedback to inform the application process.

20. It is important to note that while the area appears to be a single land parcel, AT is responsible for the road end where the access way is located, while the local board is responsible for the adjacent land at Jutland Reserve. Please refer to Attachment C for a map of the area.

21. AT have staff sought clarification on the need / rationale for a second driveway. The applicant’s response was that their property has always been known as 77 Jutland Road, and physical access has been from Jutland Road. In addition, the applicant noted that:

· safety was one was one of the main reasons for wanting to retain the access way. Pine Ridge Terrace is a narrow street with limited access during school pick up and drop off and several recent incidents have raised safety concerns due to limited visibility from steep driveways. Jutland Road has a much safer access with no cars passing in front of the access way;

· the owners are intending to replace the house with a new house with a similar footprint and want to locate the garage in the same position;

· the access way has been in place for over 50 years; and

· the owners have maintained the access way weeds for many years and will continue to do this for the foreseeable future.

22. The applicant has also stated they may improve the access way on the road end. The width of the access way outlined in the attached plan is 2.5m wide with a 4.2m crossing at the road end.

23. The following attachments are included to this report to support the local board’s feedback:

· Attachment D: 77 Jutland Road driveway dimensions;

· Attachment E: Land Information New Zealand spatial map;

· Attachment F: Flood assessment for 77 Jutland Road; and

· Attachment G: Auckland Transport application form to formalise road end.

Local board feedback on Auckland Transport Election Signs Bylaw (2013)

24. The purpose of the Auckland Transport Election Signs Bylaw (the bylaw) is to ensure safety issues are considered and amenity values are retained when candidates erect election signs during election periods. The aim is to provide certainty for candidates, political parties and the public by having a consistent set of controls for the display of election signs on public sites, private sites and on vehicles.

25. The key changes focus on additional controls for election signs, which include:

· ensuring signs do not obstruct or hinder the safety or movement of people using the roadway;

· election signs must not contain reflective, fluorescent materials which may reflect headlights, or use flashing lights that may distract people using the roadway; and

· election signs must not resemble, or be likely to be mistaken for, a traffic control device.

26. The bylaw also removes a clause where election signs may only be displayed during the period commencing on the Saturday that is nine weeks before the election day and ending at midnight on the day before the election day.

27. AT is seeking the local board’s feedback on the proposed amendments to the Auckland Transport Election Signs Bylaw (the bylaw). The following attachments are included to this report to support the local board’s feedback:

· Attachment H: Proposed amendments to the bylaw;

· Attachment I: Supplementary information for the bylaw; and

· Attachment J: Bylaw feedback form.

Consideration

Local board views and implications

28. The content in this report reflect the local board’s view and priorities. Implications for each topic have been detailed in the respective sections of this report.

Māori impact statement

29. There are no implications for Māori associated with this report.

Implementation

30. There are no implementation and budgetary implications associated with this report.

Attachments

No.	Title	Page
a ⇩	Memo of John Murray Memorial Seat	95
b ⇩	Photo of location of John Murray Memorial Seat	97
c ⇩	Jutland Road road end application - GIS viewer and street view maps	99
d ⇩	Jutland Road road end application - driveway dimensions	101
e ⇩	Jutland Road road end application - Land Information NZ spatial map	103
f ⇩	Jutland Road road end application - flood assessment	105
g ⇩	Jutland Road road end application - Auckland Transport application form	131
h ⇩	Proposed amendments to the Auckland Transport Election Signs Bylaw	137
i ⇩	Supplementary information on Auckland Transport Election Signage Bylaw	139
j ⇩	Auckland Transport Election Signs Bylaw feedback form	141

Signatories

Authors	Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna
Authorisers	Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

20 June 2017

Governance Forward Work Calendar - June 2017

File No.: CP2017/09653

Purpose

1. To present to Devonport-Takapuna Local Board (the local board) with a 12 month governance forward work calendar.

Executive Summary

2. This report reintroduces the governance forward work calendar, which is an indicative schedule of items that will come before the local board at business meetings and workshops over the next 12 months. The governance forward work calendar for the local board is included in Attachment A.

3. The calendar aims to support the 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; and

· 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 Auckland Council staff. It is recognised that at times items will arise that are not programmed. Board members are welcome to discuss changes to the calendar.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) notes the governance forward work calendar included as Attachment A to the agenda report.

Comments

5. Council’s Quality Advice Programme aims to improve the focus, analysis, presentation and timeliness of staff advice to elected representatives. An initiative under this is to develop forward work calendars for governing body committees and local boards. These provide elected members with better visibility of the types of governance tasks they are being asked to undertake and when they are scheduled.

6. The calendar brings together in one schedule reporting on all of the local board’s projects in the local board plan, long-term plan, departmental work programmes and key projects. It also includes governing body regional policies, plans and bylaws that require a local board input and feedback.

7. This initiative is intended to support the local boards’ governance role. It will also help staff to support local boards, as an additional tool to manage workloads and track activities across council departments, and it will allow greater transparency for the public.

8. The calendar is arranged in three columns, topic, purpose and governance role:

· topic describes the items and may indicate how they fit in with broader processes such as the annual plan;

· purpose indicates the aim of the item, such as formally approving plans or projects, hearing submissions or receiving progress updates; and

· governance role is a higher-level categorisation of the work local boards do with
examples of the seven governance categories listed below:

Governance role	Examples
Setting direction/ priorities /budget	Capex projects, work programmes, annual plan
Local initiatives/ specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

9. Local board members are encouraged to discuss and raise potential changes to the calendar. The calendar will be updated and reported back every month to business meetings. Updates will also be distributed to relevant Auckland Council staff.

Consideration

Local board views and implications

10. All local boards are being presented with governance forward work calendars for their consideration.

Māori impact statement

11. The projects and processes referred to in the governance forward work calendar will have a range of implications for Māori which will be considered when the work is reported.

Implementation

12. Staff will review the calendar each month in consultation with board members and will report an updated calendar to the local board.

Attachments

No.	Title	Page
a ⇩	Governance Forward Work Calendar - June 2017	145

Signatories

Authors	Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna
Authorisers	Eric Perry - Relationship Manager

Chairperson	Dr Grant Gillon
Deputy Chairperson	George Wood, CNZM
Members	Mike Cohen, QSM, JP
	Jennifer McKenzie
	Jan O'Connor
	Mike Sheehy

Authors	Marilyn Nicholls, Elected Member Relationship Manager
Authorisers	Eric Perry - Relationship Manager

Authors	Karen Durante - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager