Minutes of Waiheke Local Board

Waiheke Local Board

24 August 2017

1 Welcome

Chairperson Paul Walden opened the meeting and welcomed everyone present. Deputy Chairperson Cath Handley led the meeting with a karakia.

2 Apologies

There were no apologies.

3 Declaration of Interest

Members B Upchurch and S Brown declared an interest in Item 16 - Waiheke Quick Response, Round One, 2017/2018 grant applications under the Waiheke Rugby Club and the Waiheke Comedy Club applications respectively.

4 Confirmation of Minutes

Resolution number WHK/2017/128

MOVED by Chairperson P Walden, seconded by Deputy Chairperson C Handley:

That the Waiheke Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 27 July 2017 and its hearing, held on Wednesday, 2 August 2017, as a true and correct record.

CARRIED

5 Leave of Absence

There were no leaves of absence.

6 Acknowledgements

There were no acknowledgements.

7 Petitions

There were no petitions.

8 Deputations

There were no deputations.

9 Public Forum

9.1	Setting up a transport forum - Tony King-Turner
	Resolution number WHK/2017/129 MOVED by Chairperson P Walden, seconded by Member B Upchurch: That the Waiheke Local Board: a) thank Tony King-Turner for his attendance and presentation. b) note the tabled document and attach it to the minutes. CARRIED
	Attachments a 9.1 Setting up a Transport Forum - Tony King-Turner

9.2	88 Vintage Lane consent - Ross Gillespie
	Resolution number WHK/2017/130 MOVED by Chairperson P Walden, seconded by Deputy Chairperson C Handley: That the Waiheke Local Board: a) thank Ross Gillespie for his attendance and presentation. b) note the tabled document and attach it to the minutes. CARRIED
	Attachments a 9.2 88 Vintage Lane consent - Ross Gillespie

10 Extraordinary Business

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

12	Councillor's Update
	This item was withdrawn.

Auckland Transport Waiheke Local Board Update - August 2017

Resolution number WHK/2017/131

MOVED by Deputy Chairperson C Handley, seconded by Member B Upchurch:

That the Waiheke Local Board:

a) note the Auckland Transport Waiheke Local Board Update - August 2017.

b) request a rough order of cost for the following project: one driver feedback sign and four brackets to be installed in the high risk areas of the Island.

c) request that Auckland Transport supports and delivers shared paths, cycling infrastructure and footpaths on Waiheke and makes provision for Waiheke in the AT Cycling and Walking Programmes.

d) request that Auckland Transport takes the necessary steps to restrict speeds on Waiheke local access roads and all Rakino roads to 30kph.

e) support the establishment of a Waiheke Transport Forum to be pursued in discussion with Auckland Transport and Healthy Waters.

f) request that Auckland Transport better promote the cycling and safety programme including prior notification to the local board.

CARRIED

Granting a new lease to Waiheke Adult Literacy Incorporated at 2 Korora Road, Oneroa, Waiheke

Resolution number WHK/2017/132

MOVED by Member B Upchurch, seconded by Member J Meeuwsen:

That the Waiheke Local Board:

a) grant a new community lease to Waiheke Adult Literacy Incorporated for the premises at 2 Korora Road Oneroa subject to;

i. commencement date 1 September 2017.

ii. term – initial term of five years with one right of renewal of five years (total 10 years).

iii. rent - $1 plus GST per annum.

iv. maintenance charge - $500 plus GST per annum.

v. approval of the community outcomes plan at attachment B.

b) approve all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

CARRIED

2017/18 Lease Workplan – Standard lease renewals for Artworks Theatre Incorporated, 2 Korora Road Oneroa and Waiheke Island Historical Society Incorporated, 133-165 Onetangi Road.

Resolution number WHK/2017/133

MOVED by Member J Meeuwsen, seconded by Member B Upchurch:

That the Waiheke Local Board:

a) approve the renewal of leases on the existing terms and conditions to:

i. Artworks Theatre Incorporated 2 Korora Rd Oneroa

ii. Waiheke Island Historical Society Incorporated 133-165 Onetangi Rd

b) note that community outcome plans are not required or provided with these lease renewals.

CARRIED

Waiheke Quick Response, Round One, 2017/2018 grant applications

Resolution number WHK/2017/134

MOVED by Member J Meeuwsen, seconded by Deputy Chairperson C Handley:

That the Waiheke Local Board:

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

Table One: Waiheke Local Board Round One, Quick Response applications

Application No.	Organisation name	Project	Total requested	Total allocated
QR1818-105 Arts and culture	The Waiheke Comedy Show	Towards Last Laughs Tuesday Nite Comedy September 2017 to April 2018	$1,680.00	$ 630.00
QR1818-113 Arts and culture	Waiheke Performance Dance Society	Towards travel costs and entry fee for seven dancers to attend the National Young Performers Awards in Palmerston North	$1,000.00	$ - decline - insufficient evidence of community benefits for the Waiheke Local Board area
QR1818-115 Arts and culture	Rowena Baines, under the umbrella of Waiheke Island Council Of Social Services (WAICOSS).	Towards Ostend War Memorial Hall hire between September to December 2017.	$3,980.00	$ - decline - lower priority for funding
QR1818-101 Community	Waiheke Hope Centre	Towards supplies for a community soup kitchen	$4,000.00	$2,000.00
QR1818-102 Community	Waiheke Livingwaters Assembly Of God	Towards the purchase of a Kiwi play "Pukeko" play centre for children.	$4,000.00	$ - decline - lower priority for funding
QR1818-107 Community	Waiheke Horse Worx Limited	Towards a youth development equine assisted learning programme for 32 young people	$4,000.00	$ - decline - commercial entities are seen as a lower priority for community grants by the Waiheke Local Board
QR1818-108 Community	Waiheke Spiritual Cinema Circle under the umbrella of Waiheke Community Cinema Trust	Towards venue hire of the Waiheke Community Cinema between September 2017 - August 2018	$1,050.00	$ - decline - lower priority for funding, noting the applicant is encouraged to look at ways to become self-sufficient
QR1818-114 Community	Waiheke Playgroup Incorporated	Towards the hire of Blackpool Hall between January to December 2018	$4,000.00	$2,000.00 Venue hire of Blackpool Hall will be paid via internal journal transfer. Applicant is encouraged to move towards becoming self-sufficient.
QR1818-116 Community	Waiheke Island Council of Social Services (WICOSS)	Towards the purchase of a laptop computer for use by the coordinator	$1,517.00	$1,517.00
QR1818-119 Community	Waiheke Island Playcentre	Towards the purchase of garden equipment for Waiheke Island Playcentre garden and orchard development	$1,900.00	$ - decline - lower priority for funding
QR1818-122 Community	Waiheke Community Housing Trust	Towards advertising and marketing costs for the Community Housing Trust Establishment Grant	$3,200.00	$ 3,200 .00 From LDI Housing budget.
QR1818-103 Environment	Royal Forest and Bird Protection Society - Hauraki Island Branch	Rodent bait for Onetangi Halo - community pest animal management	$1,953.00	$1,953.00
QR1818-111 Environment	Project Litefoot Trust	Towards implementing LiteClub Waiheke in three sports clubs	$1,747.00	$ - decline - lower priority for funding
QR1818-106 Sport and recreation	Waiheke Rugby Club	Towards two new BBQ's and covers	$1,705.00	$1,705.00
QR1818-112 Sport and recreation	Waiheke Youth Centre	Towards venue hireage of Waiheke Recreation Centre between September 2017 to September 2018.	$3,152.00	$1,680.00
QR1818-117 Sport and recreation	Waiheke United Association Football Club Incorporated	Towards trophies, medals and refreshments for the Junior Prize giving	$2,918.00	$ - decline - lower priority for funding
			$41,802.00	$11,485.00

CARRIED

Waiheke Events Partnership Fund Allocations 2017/2018

Resolution number WHK/2017/135

MOVED by Member S Brown, seconded by Chairperson P Walden:

That the Waiheke Local Board:

a) approve the allocation of $15,000 from the Event Partnership Fund for the following events for the 2017/2018 financial year:

Event	Amount
Onetangi Beach Races	$5,000
Jazz by the Sea	$2,000
Wharf 2 Wharf	$2,000
Cinema in the Courtyard	$5,000
Playwrights Festival	$1,000
Total	$15,000

CARRIED

Draft Annual Report 2016/2017 – Waiheke Local Board report

Resolution number WHK/2017/136

MOVED by Chairperson P Walden, seconded by Member J Meeuwsen:

That the Waiheke Local Board:

a) note the monitoring and reporting requirements set out in the Local Government (Auckland Council) Act 2009 and the draft local board information proposed for the Auckland Council Annual Report 2016/2017.

b) note the draft local board report to be included in the Auckland Council Annual Report 2016/2017.

c) approve the message from the chairperson, which provides the local board’s comments on local board matters in the Annual Report 2016/2017.

d) give authority to the chairperson and deputy chairperson to make typographical and minor changes before submitting for final publication.

CARRIED

Auckland Council's Quarterly Performance Report - Quarter four, 1 April - 31 June 2017

Resolution number WHK/2017/137

MOVED by Chairperson P Walden, seconded by Deputy Chairperson C Handley:

That the Waiheke Local Board:

a) note the performance report for the financial quarter ending 30 June 2017.

CARRIED

Governance Framework Review recommendations

Resolution number WHK/2017/138

MOVED by Chairperson P Walden, seconded by Member B Upchurch:

That the Waiheke Local Board:

a) provide the following feedback on the following draft positions and recommendations of the Political Working Party:

General

i. Thank the Governing Body for supporting a Waiheke Pilot and notes its hope and intention that the Pilot will enable real and meaningful progress on the issues and aspirations of the Waiheke community, including improvements in its relationships and how it works with CCOs.

ii. Confirm its commitment to sharing Pilot findings with other boards and the Governing Body and ongoing engagement with them where learnings, opportunities and other board’s ideas can usefully be tested through the Pilot.

iii. Consider that current costs to servicing Waiheke can be significantly reduced, and/or deliver better outcomes, if the administrative and operational structures are changed to an islands centric approach and wishes to test some of these through the Waiheke Pilot by benchmarking against the costings in the Morrison Low report.

iv. Support in principle the idea of a local rate being investigated and tested as part of the Waiheke pilot subject to the board having full authority and accountability over local matters, operational practices and expenditure.

v. Request that, in conjunction with the Great Barrier Board, the coming representation review give consideration to an Auckland Council Hauraki Gulf Islands only Ward Councillor position in recognition of the difference between the islands and the mainland and the importance of these communities being fully represented.

vi. Request that the Governing Body forward the above resolutions to the Local Government Commission for its information.

vii. Draw the Governing Body’s attention to its position on Reserves Act and Auckland Transport delegations as outlined below in Clauses xvii. and xviii. which differ from officer recommendations.

viii. Invite the Governing Body to a visit to Waiheke hosted by the Board to see and discuss these matters for themselves.

Regional policy and decision-making

ix. Agree that council should implement new mechanisms that ensure effective local board input to regional policy decisions, via a framework that sets out, at a minimum:

· A process for involving local boards in the development of regional work programmes at the beginning of each term and in an annual refresh;

· Earlier and more joint engagement between local boards and the Governing Body in regional decision-making processes

· Requirements for analysis of local impacts and local interest of regional decisions and options, and reporting of this to local boards and the Governing Body

· Specified criteria for categorising the potential local impact and local board interest of regional decisions

· Processes and methods for tailoring local board engagement in line with the local impact and local interest of regional decisions e.g. high categorisation requiring more specific local engagement and analysis, low categorisation requiring more cluster joint local board workshop sessions and less in depth analysis.

· Specified methods for engagement and communication with local boards at all stages of the decision-making process.

x. Direct that local boards will be consulted on the details of these mechanisms prior to implementation.

xi. Note that the Quality Advice programme is continuing to be implemented in order to improve the quality of advice to elected members for decision-making, in line with the recommendations of the Governance Framework Review.

xii. Agree not to implement any formal policies or procedures that control when and how local boards may procure external or contestable advice, but note that, in principle, the Auckland Council organisation should be the first provider of advice to local boards.

xiii. Agree not to implement any policy or procedure that would limit local boards’ ability to advocate to the Governing Body on regional issues.

Local decisions that may have regional impacts (development of a ‘call-in’ right)

xiv. Note that an explicit call-in right is not possible under the Local Government (Auckland Council) Act.

xv. Agree not to implement any mechanism that would have the effect of ‘calling in’ or allocating decision-making to the Governing Body for otherwise local activities or decisions that have regional implications.

xvi. Direct officers that, whenever a local board is to make a decision that has potential impacts beyond the immediate local board area e.g. a sub-regional impact or an impact on regional networks, advice on those potential impacts is to be provided to the local board as a matter of course (for example through a regional impact statement).

Allocations and delegations

xvii. Reaffirm its view that Reserves Act matters are non- regulatory and under the subsidiarity principle of the Auckland Council legislation should in general and as a matter of principle be allocated to local boards where there are no overriding regional reasons not to, and requests that the Governing Body agree to this proposal.

xviii. Agree that if needed as an interim measure, it supports the proposal that the Governing Body delegates, subject to the necessary statutory tests being met, the following Reserves Act 1977 decision-making functions for local reserves to local boards:

· declaration

· classification

· reclassification

· application for revocation of reserve status (limited to when there is a desire by a local board to manage open space under the LGA)

· exchange of reserve land

xix. Note that the working party did not reach consensus on this issue, and will consider the feedback of local boards before making a recommendation.

xx. Agree that the Minister of Conservation’s supervisory powers remain delegated to staff, but where there is likely to be significant public interest, an independent commissioner should be engaged.

The role of Auckland Transport and local boards

xxi. Request that the Governing Body direct Auckland Transport to discuss opportunities to delegate certain functions to Auckland Council and/or the Waiheke Local Board on the basis that for the most part Waiheke is not part of the Auckland Transport network and can be managed as a separate entity.

xxii. Note its strong view that significant operational improvements will result from Auckland Transport and the Waiheke Local Board working more closely together and agreeing on the transport work programme for Waiheke.

xxiii. Note the critical interface between the local place-shaping role of local boards and Auckland Transport’s jurisdiction over the road corridor and transport networks.

xxiv. Note that the Governance Manual for Substantive CCOs requires Auckland Transport, amongst other things, to:

· develop, with local boards, a shared understanding of local board views and CCO priorities to inform the following year’s business planning, including through an annual interactive workshop ‘where local boards communicate their local board priorities and the CCOs communicate how their current year work programme will contribute to local board priorities’.

· develop by 31 July each year an annual local board engagement plan, which includes a schedule ‘clearly indicat[ing] for each board, the projects and/or activities that it expects to report on, and the projects and activities that it expects to consult on, for the following year. This should be updated annually or more frequently if required.’

· report against their local board engagement plan in their quarterly performance reports to the CCO Governance and Monitoring Committee.

xxv. Direct Auckland Transport to meet all requirements for local board engagement as set out in the Governance Manual for Substantive CCOs.

xxvi. Direct Auckland Council officers to monitor Auckland Transport’s compliance with the requirements for local board engagement, as set out in the Governance Manual for Substantive CCOs, and to report this monitoring to the Governing Body at least annually.

xxvii. Note that the Mayor’s 2017 letter of expectation to Auckland Transport stipulated that council expects there to be:

· better and earlier engagement and communication between Auckland Transport and local boards;

· active consideration by Auckland Transport of which of its decision-making powers it could delegate to local boards (within the constraints created by the regulatory environment, safety considerations, the needs of regional networks and the role played by NZTA in decision-making).

xxviii. Note that the following activity statement has been included in Auckland Transport’s 2017-2020 Statement of Intent:

‘Participation in the governance review which is aimed at changing behaviours and processes across relevant Council family activities, including Auckland Transport, to enable local boards to give effect to their governance role, particularly around local place-shaping.’

xxix. Note that the Governance Framework Review has investigated the potential delegation of a range of Auckland Transport powers and the working party recommends that additional work be undertaken to identify delegation opportunities, in particular for the Waiheke Island transport network.

xxx. Direct Auckland Transport, in working with local boards, to:

· Ensure that local boards have a strong governance role in determining the ‘look and feel’ of town centres and streetscapes, in line with their allocation of non-regulatory decision-making

· Improve co-ordination between local place-shaping projects, such as town centre upgrades, and its renewals programmes

· Provide more opportunities for local board direction on the prioritisation of minor traffic safety projects, with the exception of those which Auckland Transport considers are of critical safety importance

· Be more responsive to local place-shaping initiatives in non-transport parts of the road corridor, including reducing or removing barriers to community place-making initiatives e.g. looking at ways to reduce the costs of developing traffic management plans for community events

· Take direction from local boards on how and where to implement community-focused programmes.

xxxi. Direct Auckland Transport to report to the Governing Body annually on how it is meeting the directions given under recommendation xxiv.

xxxii. Note that the Quality Advice programme has been working with Auckland Transport to improve the quality of advice to local boards and will shortly begin regular six monthly surveys of local board members’ satisfaction with Auckland Transport advice, engagement and reporting to local boards.

xxxiii. Note that the Local Board Transport Capital Fund is valued by local boards but that the level of funding means that some boards are not able to progress meaningful projects, and that improved local transport outcomes may be achieved if the size of the fund was significantly increased.

xxxiv. Direct officers to report to the relevant Governing Body committee, through the Long Term Plan process, on options for significantly increasing the Local Board Transport Capital Fund and the method of allocation of the fund.

xxxv. Direct Auckland Transport to implement a more systematic work programme approach to assist local boards to identify potential projects and make decisions.

xxxvi. Direct Auckland Transport to actively engage with Governing Body members (ward councillors) on transport projects and issues within their ward areas.

Waiheke Local Board pilot

xxxvii. Agree that the Governing Body should endorse the Waiheke Local Board pilot project as set out in the Waiheke Local Board pilot project plan.

xxxviii. Note that as the pilot progresses, other matters beyond the current scope of the project plan, including matters discussed by the Governance Framework Review Political Working Party but not currently being progressed, may arise or merit investigation and agree that these be investigated if appropriate.

xxxix. Note that the Waiheke Local Board will maintain oversight of local implementation of the pilot.

xl. Note the recommendation to establish an Operations Manager position for the Waiheke Pilot with the authority and departmental support necessary for it to be effective.

xli. Note that regular reports on the agreed formal RIMU led Waiheke pilot evaluation process will be reported back to all local boards and the Governing Body.

Local boards funding and finance

xlii. Agree that the enhanced status quo model be moved to immediately, noting that further work can be progressed within this framework.

xliii. Provide additional decision-making to local boards or clusters of local boards as they determine by enabling them to increase or decrease service levels within and across ABS activities provided that the impact is cost neutral, i.e. within the “funding envelope”.

xliv. Agree that the additional work to support the Enhanced status quo model be undertaken – framework for service levels and local flexibility, options for addressing historical uneven funding, improving the information and advice that is provided to local boards.

xlv. Agree that further work on the implications of the local decision making model also be undertaken for further consideration - modelling of rates implication following the revaluation, costs to the organisation of supporting more local decision making etc.

xlvi. Request that the Governing Body direct officers to fully investigate options and mechanisms to enable those local boards which are interested in introducing a local rate to do so.

xlvii. Question the officer view that boards which introduce a local rate will be penalised financially, noting that this has not been substantiated by any evidence.

The optimum number of local boards

xlviii. Agree that council should undertake no further work on changing the number of local boards until at least after the governance framework review has been completed and implemented, and the outcomes of reorganisation proposals that are underway for North Rodney and Waiheke Island are known.

Methods of electing Governing Body members

xlix. Agree that a change to the current system of electing Governing Body members from existing wards is not warranted purely to address alignment between Governing Body members and local boards.

l. Note that the statutory review of representation arrangements for Auckland Council must be completed by September 2018.

li. Note that the Local Government Act Amendment Bill No. 2, which proposes a simplified process for local government-led reorganisation processes, is currently before Parliament.

lii. Agree that council should continue to advocate to central government for legislative amendments that would allow changes to the number of Governing Body members in line with population changes, and simplification of the process for changes to numbers and boundaries of local boards.

b) Support a delegation for decision making to local boards for exchanges of reserve land.

c) Support the continuation of a joint local board/Governing Body forum focusing on matters of governance impacting on both governance arms provide it has adequate administrative support.

CARRIED

ATEED six-monthly report to the Waiheke Local Board

Resolution number WHK/2017/139

MOVED by Deputy Chairperson C Handley, seconded by Member J Meeuwsen:

That the Waiheke Local Board:

a) note the six-monthly report period 1 January to 30 June 2017.

CARRIED

Board Member's Report

Resolution number WHK/2017/140

MOVED by Chairperson P Walden, seconded by Deputy Chairperson C Handley:

That the Waiheke Local Board:

a) note Board Member Shirin Brown’s report.

CARRIED

Chairperson's Report

Resolution number WHK/2017/141

MOVED by Chairperson P Walden, seconded by Member J Meeuwsen:

That the Waiheke Local Board:

a) note the verbal report from Chairperson Paul Walden.

CARRIED

List of resource consents

Resolution number WHK/2017/142

MOVED by Deputy Chairperson C Handley, seconded by Member J Meeuwsen:

That the Waiheke Local Board:

a) note the lists of resource consents lodged related to Waiheke Island from 1 to 14 July 2017, 15 to 21 July 2017, 22 to 28 July 2017 and 29 July to 4 August 2017.

CARRIED

Waiheke Local Board Workshop Record of Proceedings

Resolution number WHK/2017/143

MOVED by Deputy Chairperson C Handley, seconded by Member B Upchurch:

That the Waiheke Local Board

a) note the record of proceedings of the Waiheke Local Board workshops held on 20 July 2017, 27 July 2017, 3 August 2017 and 8 August 2017.

CARRIED

Governance Forward Work Programme

Resolution number WHK/2017/144

MOVED by Deputy Chairperson C Handley, seconded by Member J Meeuwsen:

That the Waiheke Local Board:

a) note the Governance Forward Work Programme.

CARRIED

27 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

The Deputy Chairperson closed the meeting with the following karakia.

Waiho i te toipoto kaua i te toiroa

Let us keep close together, not far apart

6.17 pm The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Waiheke Local Board HELD ON

DATE:.........................................................................

CHAIRPERSON:........................................................

Chairperson	Paul Walden
Deputy Chairperson	Cath Handley
Members	Shirin Brown
	John Meeuwsen
	Bob Upchurch