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, 17 October 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

21 November 2017

Proposed land exchange at Hillary Crescent, Belmont and Northboro Reserve.

File No.: CP2017/22312

Purpose

1. To present the analysis of submissions received on the proposed land exchange of parts of Northboro Reserve, Belmont, with adjacent private land at Hillary Crescent.

Executive summary

2. Ngāti Whātua Ōrākei Whai Rawa Limited (Whai Rawa) propose to develop the 8.4 hectare site, commonly known as the Hillary Block, to build approximately 300 new dwellings.

3. Whai Rawa are seeking to exchange 1802m² of Northboro Reserve with 3510m² of private land held within the Hillary Block to make the most efficient use of their land (refer to Attachment A of the agenda).

4. The Environment and Community Committee approved the public notification of the proposed land exchange, under section 15(2) of the Reserves Act 1977 (Resolution number ENV/2017/38).

5. A total of 57 submissions (34 objections) were received during the public notification period between 28 July 2017 and 28 August 2017.

6. Twelve objections are within scope of the Reserves Act 1977 and relate directly to the proposed land exchange. Of these, seven submitters require specific responses to their objections, including two requests to provide additional information. The objections, however, are deemed to have limited merit. The proposed housing development is offset by better access and increased provision of open space.

7. The remaining objections related to matters arising from housing development, such as increased density and the associated effects of increased traffic to the surrounding roads. These objections concern Resource Management Act 1991 matters that will be dealt with as part of Whai Rawa’s resource consent.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) recommend the Environment and Community Committtee approveproposed land exchange at Northboro Reserve, Belmont with private land immediately adjacent in Hillary Crescent.

Comments

Background

8. Ngāti Whātua Ōrākei Whai Rawa Limited (Whai Rawa) propose to develop the 8.4 hectare site, commonly known as the Hillary Block, over a five year period commencing in 2018.

9. There are currently 82 houses on the land and Whai Rawa plans to remove these and develop approximately 300 new dwellings.

10. Whai Rawa are seeking to exchange 1802m² of Northboro Reserve with 3510m² of private land held within the Hillary Block to make the most efficient use of their land (refer to Attachment A of the agenda).

11. The proposed land exchange comprises the following components:

· relocation and reconfiguration of three existing narrow access-ways into Northboro Reserve to improve sightlines and physical access into the reserve;

· exchange of an existing 1370m² steep access-way into Northboro Reserve with 1370m² of level land adjacent to Hillary Crescent to form a pocket park; and

· vesting of an additional 1708m² of public open space.

12. The Environment and Community Committee approved public notification of the proposed land exchange as set out in section 15(2) of the Reserves Act 1977 (Resolution number ENV/2017/38).

Public Notification

13. Public notices advising of council’s intention to exchange the reserve land were placed in the New Zealand Herald, North Shore Times and on council’s website on 28 July 2017 calling for any objections to the proposal to be made in writing to council by 28 August 2017.

14. A total of 57 submissions were received during the consultation period. The ratings of the responses are set out in Table 1.

Table 1: Response rating of submissions received

Rating	Total	Percentage
Strongly agree	8	14%
Agree	9	16%
Neutral	3	5%
No rating provided	3	5%
Disagree	8	14%
Strongly disagree	26	46%

Submissions Analysis

15. A summary of the analysis is provided in Attachment B.

16. The submissions from those who disagreed or strongly disagreed with the proposed land exchange fall in two distinct categories:

· Reserves Act 1977 matters (12 submissions); and

· Resource Management Act 1991 matters (22 submissions).

17. Council is required to consider objections that relate to Reserves Act 1977 matters in making its decision on the proposed land exchange.

Reserve Management Act 1977 matters

18. A summary of the 12 submissions that relate directly to the proposed land exchange is provided in Attachment B. Of these 12, five did not provide any particular reasons for their objections. This makes it difficult for council to consider the merit of their objections in its decision-making.

19. The remaining seven submissions provided more detail and are assessed as requiring specific responses to their objections:

· one submission objected to reserve land loss and a separation of the proposed new pocket park;

· four submissions objected to the poor quality of reserve access; and

· two objected on the basis of requiring more information.

20. Analysis of these submissions concluded that the five objections with specific reasons have little merit. The proposed reserve concept plans clearly set out an overall gain of reserve land, including improved access and amenity.

21. The objecting submissions and response are set out in Table 2, including the action to be taken to address the two submissions which required more information.

Table 2: Specific submission responses

Objection	Response
Reserve land-loss & separation (pocket park)	An increase of reserve land (1708m²), improved reserve amenity and visual relief (of pocket park) resulting from the land exchange.
Poor reserve access	Improvement to access amenity (width, slope, surface, planting). Location of new access points at similar locations to previous entrances.
Poor reserve access	Improvement to access amenity (width, slope, surface, planting). Location of new access points at similar locations to previous entrances.
Closure of reserve access	Four existing access points into Northboro Reserve will be replaced by four new and improved access-ways.
Required more information	Letter with accompanying information pack to be supplied.
Required more information	Letter with accompanying information pack to be supplied.
Concerned with insufficient access to reserve for maintenance vehicles	The existing maintenance vehicle access from Northboro Road direct to the reserve will be retained.

Resource Management Act 1991 matters

22. Twenty-two submissions relate to Whai Rawa’s proposed development of their land for medium to high density housing and the associated effects of increased traffic to the surrounding roads. These objections fall outside the scope of the Reserves Act 1977. They are Resource Management Act 1991 matters that will be dealt with as part of Whai Rawa’s resource consent.

Iwi consultation

23. Consultation was undertaken with 12 iwi identified as having mana whenua associations with the site. A rating summary of iwi position on this matter is set out in Table 3.

Table 3: Response rating of all mana whenua iwi

Rating	Total	Percentage
In support	1	8%
Have no issue	4	33%
No response provided	6	50%
Object	1	8%

24. One submitted an objection to the proposed land exchange but did not provide a reason for their objection. It is difficult to consider this objection as there is no further detail provided, however it appears to be a general objection rather than a specific issue with the proposed land exchange.

25. A summary of iwi consultation is outlined within Attachment B.

Consideration

Local board views and implications

26. At its 21 February 2017 meeting the Devonport-Takapuna Local Board resolved [DT/2017/18 refers] that it:

a) supports the public notification under section 15(2) of the Reserves Act 1977 of a proposed exchange of 1802m² of Northboro Reserve for 3143m² of other land within the Hillary Crescent Special Housing Area as shown on Attachments B and C of the agenda report;

b) requests the developer to fund and work with council’s Parks officers to develop the pocket park to meet the anticipated needs of the local community; and

c) requests that, in the event the reserve exchange is approved post public notification, the board be formally presented concept designs for the newly created reserves for approval.

Māori impact statement

27. Consultation with 12 mana whenua iwi was undertaken during the consultation period. An additional three weeks was provided to ensure all iwi were given sufficient opportunity to consider and respond to the proposed land exchange.

28. The provision of quality parks and open spaces facilitates Māori participation in outdoor recreational activity.

29. Additional benefits include:

· demonstrating Auckland Council’s commitment to the Active Protection (Tautuaku Ngangahau) Principle of the Treaty of Waitangi; and

· helping make Auckland a green, resilient and healthy environment consistent with the Māori world view and their role as kaitiaki of the natural environment.

Implementation

30. The proposed land exchange will be reported to the Environment and Community Committee for approval on 5 December 2017.

31. Subject to approval, the Environment and Community Committee’s decision will be forwarded to the Finance and Performance Committee meeting on 12 December 2017 for final approval.

32. Council staff will then work directly with Whai Rawa to undertake the processes required to exchange the land.

Attachments

No.	Title	Page
a ⇩	Reserve comparisons for proposed land exchange	13
b ⇩	Submissions analysis summary report (Schwarz Consulting Limited)	15

Signatories

Authors

Richard Mann - Principal Policy Analyst

Authorisers

Emma Golightly - Team Leader - Parks and Recreation Policy

Paul Marriott-Lloyd - Senior Policy Manager

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

21 November 2017

Adoption of a regional membership structure across Auckland Council operated pools and leisure centres

File No.: CP2017/23655

Purpose

1. To endorse the introduction of a regional membership structure across Auckland Council operated pools and leisure centres and approve new membership prices for Takapuna Pool and Leisure Centre.

Executive summary

2. The Active Recreation team have developed a strategic “Game Plan” to support the vision of the Auckland Sport and Recreation Strategic Action Plan – inspiring more Aucklanders to be more active, more often – and to achieve local board priorities.

3. Deploying a single consolidated operating system across all council operated leisure facilities is a key project in this work programme. The new system supports improved operational and business processes. It also enables Auckland Council to offer a new range of affordable and accessible memberships across all council operated leisure centres.

4. A new membership structure was piloted in three leisure centres in June: Moana-Nui-a-Kiwa, Stanmore Bay and East Coast Bays (Albany Stadium Pool opened in February with the same membership categories).

5. The response to the pilot was overwhelmingly positive, with increases in membership, member satisfaction and staff engagement. Active Recreation has extended the pilot to all centres and is seeking the endorsement of local boards to continue this as a permanent network-wide membership offer at council operated pools and leisure centres.

6. The recommended membership model provides more choice and membership features, improved benefits and allows full members access to more activities in more centres throughout the region. It also provides lower cost options for people that predominantly enjoy one activity at their home centre.

7. Centres have been grouped into three tiers according to their size, features and services, location, local demographics and financial capability. Extensive customer research and financial modelling has informed the recommended membership structure, which is projected to deliver improved financial and customer service performance.

8. Takapuna Pool and Leisure Centre will become a bronze centre. New Get Into It (full) members will gain access to all functions at Takapuna and at nine other bronze centres across Auckland. Or members can now choose from two new single function memberships for activities at Takapuna only: Gym It (gym access) or Swim It (swimming).

Recommendation/s

That the Devonport-Takapuna Local Board:

a) endorse the introduction of a regional membership structure across council operated pools and leisure centres.

b) approve revised membership prices for Takapuna Pool and Leisure Centre for the 2017/2018 financial year: Get Into It bronze membership, valued at $16.00 per week, and Swim It or Gym It memberships at $14.00 per week.

Comments

Impact in the Devonport-Takapuna Local Board area

9. Takapuna Pool and Leisure Centre will become a bronze centre. New members will pay $16.00 per week for full membership and access to all functions at Takapuna and at nine other bronze centres across Auckland. Currently approved membership for 2017/2018 is $18.70 per week and access is available to 4 other North Shore facilities – Takapuna members would benefit from a reduced membership costs and increased access to other pools and leisure centres.

10. Alternatively, members can now choose from two new single function memberships at Takapuna: Gym It (gym access) or Swim It (swimming) at $14.00 per week.

11. Concessions for seniors, students, families, disabled, community services card holders and green prescription will apply to these prices.

12. Existing members are welcome to retain their memberships until:

a. their current fixed term membership period ends, at which time they will be offered one of the new fixed or open-term memberships, or

b. they choose to upgrade or cancel their open-term direct debit membership.

13. These changes only apply to membership-based products and services. There will be no impact on the cost, features or availability of other activities, including pool entry, Learn-To-Swim, spa/sauna/steam access, early childhood education (ECE) or casual fitness.

14. Centres have been grouped into three tiers, or categories, according to their size, range and quality of equipment, features and services, location, local demographics and financial capability. Extensive customer research and financial modelling has informed the recommended membership structure, which is projected to deliver improved financial and customer service performance.

15. These recommendations, as presented, have no financial risk for the local board as these changes fall within already approved fees and charges and, in the case of Takapuna, the reduction in revenue of lower membership fees is factored into the regional model and covered as an Asset Based Service. There would only be an impact if the board resolve to change the way facilities are categorised or the pricing is calculated.

Background – enabling more Aucklanders to be more active, more often

16. Council manages 44 aquatic, leisure and early childhood education (ECE) facilities across the Auckland region. Nineteen pools and leisure centres are operated under contract or lease agreements by third parties. The remainder are managed and operated by council’s Active Recreation team.

17. The Active Recreation “Game Plan” is a three year transformation programme designed to achieve outcomes aligned to the Auckland Sport and Recreation Strategic Action Plan (ASARSAP):

· inspiring more Aucklanders to be more active, more often;

· enabling our children, young people and whanau to reach their potential; and

· delivering quality experiences through an operationally cost neutral leisure network.

18. Active Recreation has developed a range of new initiatives to improve engagement with “insufficiently active” Aucklanders, based on extensive sector insights, market research, pilot testing and customer feedback,. These include:

· offering flexibility and variety in our membership offering, including regional access to Auckland Council operated pools and leisure centres (a new membership structure); and

· providing consistently high quality and engaging member services that encourage and support regular activity for a wide variety of Aucklanders (a new customer promise).

19. Our new leisure consolidated operating system (LCOS) will be deployed across all council operated leisure facilities by March 2018. The new system will support improvements in operational processes and business practices (including: point of sale, processing entries and payments, managing memberships, running programmes and courses, allocating staff).

20. New Auckland-wide leisure membership.

21. One significant advantage of the consolidated operation system – for both customers and council – is the ability to simplify and standardise products (memberships), services (courses and programmes) and prices across the leisure network.

22. It will also enable us to offer a new range of affordable and accessible “Get Active Your Way” memberships that include access to many more of our council operated leisure centres and activities. We have ensured that within each membership tier there is a mix of services including pool, gym and group fitness programmes for customers with “Get into it” membership and that all prices are attuned to the local community.

23. If members want access to centres or services that don’t fall within their home centre’s tier they are welcome to purchase a membership for a tier above.

24. Active Recreation has also introduced a new single function (swimming, fitness, group fitness) membership at each centre to offer a cheaper, more targeted alternative.

25. Screenshot%202017-09-27%2020
Get Active Your Way Membership Structure:

26. The table below outlines the proposed changes to individual membership:

Type of membership	Description	Replaces	What’s the change?
Get Into It	Full membership, offers access to all activities within each centre and to other council operated centres across the region according to three tier groupings: Gold (17 centres, including silver & bronze) Silver (15 centres, including bronze) Bronze (10 centres)	Over 50 different full access memberships. Offered in single or small clusters of centres across the region. Currently prices, services, terms and benefits vary across the region and from centre to centre. Full membership = $18.70/week	Simplicity, clarity and consistency of prices, services and benefits. Access to a much wider range of Auckland Council operated leisure centres. Improved range and quality of services offered. Bronze Get Into It membership = $16.00/week
Gym It Swim It Move It	Activity based membership option. Offers access to a specific activity at the local centre: Gym It – gym/fitness centre Swim It – pool/spa/sauna Move It – group fitness	Off-peak and restricted single-centre memberships. NA	This is a new, cheaper membership category meeting the demands of customers who only wish to use the gym, pool or group fitness. Gym It/Swim It memberships = $14.00/week
Concessions	Senior, disabled, student, youth and green prescription concessions are available for all membership types	Existing concession offers	Membership concessions will be carried forward. Both new and current offers will be applied more consistently.

Membership pilot and positive feedback

27. The membership framework has been extensively researched, developed and tested prior to piloting in three sites (Stanmore Bay, East Coast Bays and Moana-Nui-a-Kiwa) in June and July 2017. Albany Stadium Pool opened in February with the same membership categories. These sites represent a diverse range of customers, services and functions. This allowed Active Recreation to test the membership model across a range of local communities, functions and facilities.

28. Feedback from new members who signed up during the pilot period was overwhelmingly positive (e.g. over 90% opted for the “Get Into It” full access bronze membership at Moana-Nui-a-Kiwa).

29. All three pilot centres experienced similar benefit from the new membership structure and have continued with the new membership offering past the end of the period. This has allowed Active Recreation to continue to evaluate the new membership model against the existing membership offering in other centres.

30. Results remain positive. Sales have increased in all pilot centres and both customer and staff experience measures have improved. This is shown in the tables below.

31. New membership growth at pilot leisure centres:

Membership Totals	30 May 2016	30 May 2017	Membership Pilot Begins	30 June 2017	30 July 2017	27 Aug 2017
MNAK Total members	956	985		988	1039	1062
Get Into It members	na	0		+59	+143	+210
ECB Total members	553	571		597	590	576
Get Into It members	na	0		+83	+106	+128
Stanmore Bay Total	1784	2095		2126	2115	2148
Get Into It members	na	0		+117	+191	+260

Customer feedback on the recommended changes

32. Active Recreation performs regular customer research, using Net Promoter Score (NPS) surveys – which provide a quantitative measurement of customer satisfaction. This benchmarks the quality of our customer engagement and service standards.

33. NPS results suggest that, along with other improvements to the service and support offering, the new membership framework has been received really positively by customers.

34. Customer experience results at pilot sites:

Average NPS Scores	3 months, March to May 2017	3 months, June to Sept 2017
Pilot centres	43.6	48.7
Auckland Council Pools & Leisure	28.9	27.4

35. The survey also enquires about the key attributes that customers valued. The top attributes across the pilot sites are:

1. programme suitability.

2. good instructors/teachers.

3. friendliness.

4. value for money.

These are all benefits associated with the new membership services, which reinforces the positive feedback received from staff and through customer interactions.

Inclusion of contracted pools and leisure centres

36. These new membership options will only apply to council operated facilities at this time, with one exception. Staff have an agreement in principle with Community Leisure Management (CLM), one of our three contracted operators, that Auckland Council membership will also include Otahuhu Pool and Leisure Centre (Toia) as a bronze centre.

Impact on existing members of the recommended changes

37. One of the key principles of the change process is that existing members, particularly concession holders, are not disadvantaged by the changes. All current membership types will either be continued for active members and access will not change, or the current membership will be matched to an equivalent new membership (and any cost difference discounted). If the new cost is lower in price, existing members will pay the lesser amount. New members will sign up to one of the new membership types at the new prices.

38. Active Recreation are confident that the new Get Active Your Way membership model, coupled with improvements to the service offering and a more integrated network of pools and leisure centres will provide Auckland residents with better access to quality facilities, expert staff and engaging recreation opportunities.

Consideration

Local board views and implications

39. Hibiscus and Bays and Mangere-Otahuhu local boards were notified before piloting and updated in July, in workshops after the pilot.

40. The new membership structure and prices were presented and discussed in a workshop to the Devonport-Takapuna Local Board on 3 October 2017.

41. The Howick, Mangere-Otahuhu and Otara-Papatoetoe local boards have approved the new membership prices.

42. To date, this has also been presented in workshops to Henderson-Massey, Hibiscus and Bays, Kaipātiki, Manurewa, Orakei, Upper Harbour and Waitemata local boards. They have all expressed their support for the new membership model and reports have been submitted for their approval.

43. The pools and leisure network is a regional asset-based service, so the recommendation carries no financial risk to the local board, unless they resolve to change any of the recommended rates or categories.

Māori impact statement

44. The Active Recreation Game Plan and the membership model have been presented to the Northwest Iwi hui. The Iwi representatives were very supportive of these initiatives.

45. Recreation, leisure and aquatics programmes, provided for local communities through pools, leisure centres and recreation teams, contribute to improving wellbeing among Māori communities. Some programmes, such as free swimming for under-16s, are intended to benefit local Māori as a targeted population.

Implementation

46. The membership model and changes to access are being presented to local boards for approval during September, October and November. Meanwhile, the Active Recreation support team are developing and delivering staff training to support the new membership structure and customer activation process and extending the pilot to all centres. Communications for existing members and marketing materials for the new memberships are being created. Active Recreation is aiming to permanently introduce these membership options across the network once agreed by the local boards.

Attachments

There are no attachments for this report.

Signatories

Authors

Garth Dawson - Leisure Business Manager

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Rob McGee - Manager Leisure – Parks, Sports and Recreation

Devonport-Takapuna Local Board

21 November 2017

Input to the Review of Citizens Advice Bureaux services

File No.: CP2017/24132

Purpose

1. To seek local board feedback on the draft options for supporting the future provision of Citizens Advice Bureaux services to Auckland’s communities.

Executive Summary

2. Auckland Council is reviewing Citizens Advice Bureaux (CABx) services in Auckland following a resolution by the Regional Strategy and Policy Committee in April 2016.

3. The review will determine the appropriate level of Auckland Council support for CABx services from 2018/2019 onwards.

4. Thirty-one CABx operate in the Auckland region.

5. Auckland Council funds Auckland Citizens Advice Bureaux Incorporated (ACABx) $1.839 million a year, which then distributes the funds to bureaux.

6. Local boards have provided input to the review on the local relationships, services and funding. Staff have developed draft options to address the issues and opportunities raised.

The options are in the table below:

Option 1:

Enhanced status quo

Enhancements are a refined funding model, reporting improvements and strengthened local relationships

Option 2:

Locally driven

Transfers responsibility for existing budget to local boards

Option 3:

Regional service provision

Collective review of funding levels and number and location of service sites

7. Staff consider Option 3 to be the best option to achieve consistent regional service delivery. If CABx and Citizens Advice Bureaux New Zealand (CABNZ) do not agree with Option 3, then Option 1 provides for greater consistency of service delivery than Option 2.

8. Staff will incorporate feedback from local boards on the draft options, into the review findings to be reported to the Environment and Community Committee in early 2018.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) provide feedback on the draft options for supporting the future provision of Citizens Advice Bureaux services to Auckland’s communities by 1 December 2017.

Comments

Background

9. On 7 April 2016, the Regional Strategy and Policy Committee resolved to:

‘seek information from staff regarding a review of the service after consultation with the 21 local boards on the issues raised by the Māngere-Ōtāhuhu Local Board regarding Auckland Citizens Advice Bureaux Incorporated (ACABx) funding, to achieve greater equity and fairness, taking into consideration social issues in local communities across Auckland’ (resolution number REG/2016/22).

10. The review scope includes:

· alignment to council policy, strategic priorities, and local board plans;

· equitable service provision – Aucklanders having access to the services they need across the region, responding to growth and change in Auckland’s communities;

· equity of funding for bureaux across Auckland – the basis for how funding is distributed;

· how Auckland Council interacts and engages with bureaux across Auckland;

· communicating the impact and value of Citizens Advice Bureaux (CAB) services; and

· council’s governance needs and role with regard to reporting and accountability.

11. Since 2013, ACABx (a board made up of representatives from across Auckland bureau) has been distributing council funding to bureaux using a population-based funding model. This replaced previous funding arrangements by legacy councils.

12. ACABx received $1.839 million for the 2017/2018 financial year, which includes an annual inflation provision. This expenditure is included in the Auckland Council Long-term Plan 2015-2025.

13. Some local boards provide funding to their local bureaux in addition to the core funding allocated through ACABx. Local boards provide support to CAB through accommodation as the majority of bureaux are located in council facilities.

14. ACABx distributes funds to local CAB so that communities are provided with access to information, advice, referral services and client advocacy services.

Current Auckland CAB services and alignment with local board plans and council strategies

15. Currently, there are 31 Auckland CAB sites in 18 local board areas, with over 900 trained volunteers fielding approximately 300,000 enquiries per annum. Seventy-five per cent of the service is delivered face-to-face.

16. Support for CAB services aligns with the following:

· local board plan outcomes, such as connected communities, employment and housing;

· Auckland Plan (strategic direction one): to create a strong, inclusive and equitable society that ensures opportunity for all Aucklanders; and

· Empowered Communities Approach, where individuals, whānau and communities have the power and ability to influence decisions.

17. The first annual review of the Auckland Council-ACABx Strategic Relationship Agreement (2016-2018) was finalised on 28 August 2017, and noted the following achievements and issues:

· agreed relationship principles, established a governing group and secured CABNZ involvement to support the relationship;

· work is still in progress to improve analysis of information to measure the impact of CABx in the community, and the subsequent reporting practices;

· both parties acknowledged that the current arrangements limit the collective ability to achieve regional level change, including closure, rationalisation or new sites and influencing local service provision; and

· currently, ACABx will not address the overall number and location of service sites operated by member bureaux, which is based on legacy council models. They will not consider opening new sites unless there is an increase in the overall funding envelope. Based on current information shared by CAB, it is difficult to determine the value of the service in order for the council to review its funding commitment.

The review of CAB Services in Auckland

18. Local boards provided input to the review during July and August 2017. A comprehensive information pack was provided as a resource and to support their input. The full summary of local board input is provided in Attachment A.

19. Feedback from boards highlighted what is working well:

· most boards consider the services are of high value to the community;

· leveraging of council funding as services are delivered by well trained, approachable, multi-lingual and knowledgeable volunteers; and

· connecting people with information and services otherwise out of reach, especially for migrants, older people, international students and lower socio-economic groups.

20. The review has identified a number of issues, including:

· inequity in funding of bureaux and service provision across the region – service needs to be responsive to growth and community need;

· the need for better connections between local boards and bureaux to support improved two-way communication;

· the need for bureau data and information on trends and emerging issues at regional and site level; and

· future service sustainability, including awareness of service and better outreach to targeted groups that currently are under-represented as users (e.g. Māori, some migrant groups, young people, rural communities).

21. Some local boards have raised deprivation as a factor that should be taken into account in allocating funding to bureaux. These boards consider that areas of high deprivation should get more funding as there is increased and more complex need. Further investigation is needed and staff are seeking evidence from CAB on what they deliver and from which sites, and where their clients live, before deprivation can be considered within the funding model.

Draft options for feedback

22. Three draft options have been developed that respond to the issues and opportunities raised by local boards and the review of the Strategic Relationship Agreement (refer to Attachment B).

23. Overall, ‘Option 3: Regional service provision’ provides the most likelihood of achieving regional consistency of service delivery to meet changing community need and for this reason staff consider this to be the best option. However, without the agreement of the CABx and CABNZ, Option 3 is not achievable. Discussions between council staff, the ACABx board and CABNZ are still ongoing.

24. If Option 3 is not achievable, ‘Option 1: Enhanced status quo’ will provide for greater consistency of service delivery than ‘Option 2: Locally driven’.

Consideration

Local board views and implications

25. Local boards have detailed knowledge of both local bureau delivery and of their local communities’ needs. Boards have provided input to the review on their relationship with the local bureau, services and funding, indicating that for most boards there is good alignment of the CAB services with local board plan outcomes.

26. Staff have developed draft options that respond to the issues and opportunities raised by local boards and are seeking feedback on these options.

27. Under ‘Option 1: Enhanced status quo’, the funding model is reviewed and an improved local relationship framework would be available to support reporting and discussions between boards and bureaux. Under ‘Option 2: Locally driven’, boards would take on responsibility for funding local bureaux. Under ‘Option 3: Regional service provision’, a fuller assessment would be undertaken, with local board involvement to determine a new approach for future CAB service provision across the region.

Māori impact statement

28. For 2016/2017, Māori users of CAB services comprised between 2.5 per cent of users in the central Auckland/Waiheke cluster, to 13.2 per cent in south/east Auckland cluster (Source: ACABx Accountability Report to Auckland Council July 2016-June 2017).

29. Options 2 and 3 are more likely to improve Māori engagement with CAB services as they would support more responsive local service provision.

Implementation

30. Staff request local boards provide feedback on the draft options by 1 December 2017. Staff will incorporate this feedback in to the review findings, which will be reported to the Environment and Community Committee in early 2018.

Attachments

No.	Title	Page
a ⇩	Review of CAB services - summary of local board input	31
b ⇩	Review of CAB services - draft options	91

Signatories

Authors

Carole Blacklock - Specialist Advisor - Partnering and Social Investment, Community Empowerment Unit, Arts, Community a

Suzanne Shaw-Lentini - Business Coordinator

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

21 November 2017

Devonport-Takapuna Local Board - Grants Applications for Quick Reponse Round Two

File No.: CP2017/24411

Purpose

1. The purpose of this report is to present applications received for Devonport-Takapuna Local Board Quick Response Round Two 2017/2018. 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 $276,000 for the 2017/2018 financial year.

3. The Devonport-Takapuna Local Board has allocated $157,452 from the 2017/2018 community grants budget for Local Grants Round One and Quick Response Round One. This leaves a balance of $118,548 to allocate to Local Grants Round Two and Quick Response Round Two and Three 2017/2018.

4. Sixteen applications were received for Quick Response Round Two 2017/2018, with a total amount requested of $25,246. One multiboard application for $ 30,000, from Local Grants Round One 2017/2108, is now being presented to the local board for their consideration. The total requested is $55,246.

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: Quick Response Round Two 2017/2018 grant applications below

Application number	Organisation	Project	Amount requested	Eligibility
QR1802-201	Age Concern North Shore Incorporated	Towards expenses for Club Gordon from 1 January 2018 to 31 December 2018.	$2,000	Eligible
QR1802-202	Waitemata Golf Club Incorporated	Towards the cost of the contractor to poison the Wilding Phoenix Palms on the Waitemata Golf course.	$1,910	Eligible
QR1802-203	The Rose Garden Community Centre and Theatre Incorporated	Towards costs of the exterior playground fence at the Rose Garden Preschool.	$2,000	Eligible
QR1802-204	Forrest Hill Milford United Football Club Incorporated	Towards costs to build seats in the changing rooms for football club.	$1,902	Eligible
QR1802-208	The North Shore Theatre and Arts Trust	Towards the performance fees of the North Shore Choral, including the community choir leader fees and to print songbooks for audience members to sing-a-long to.	$1,200	Eligible
QR1802-209	Takapuna Rotary Charitable Trust	Towards the establishment fee for the ‘Garden to Table’ programme and to build a garden in the Belmont Intermediate School.	$2,250	Eligible
QR1802-211	Michael King Writers Centre	Towards replacement of the information panels designed by a graphic designer, printed, mounted and installed at the Writers Studio at the Michael King Centre.	$1,220	Eligible
QR1802-213	Badminton North Harbour Incorporated	Towards trophies and new shuttlecocks for the International Open Badminton Tournament 2018.	$1,000	Eligible
QR1802-214	Claire Dunning	Towards assistance with costume hire, set hire and rehearsal room for “The Iliad”.	$1,000	Eligible
QR1802-215	Devonport Business Association Incorporated	Towards wrapping paper, ribbon, pole banners and snow for the Devonport Village Christmas.	$2,000	Eligible
QR1802-216	The UpsideDowns Education Trust	Towards subsidising the cost of speech therapy for four families in the Devonport area.	$2,000	Eligible
QR1802-217	The Lake House Trust	Towards installation of art hanging systems and improvement of the exhibitions to professional standards for the Becroft Gallery.	$1,962	Eligible
QR1802-218	Devonport Peninsula Trust	Towards a contribution for the cost of arboriculture; hedging, removal of dead branches, trimming and mulching.	$2,000	Ineligible as applicant has already applied for this project in this financial year.
QR1802-221	The North Shore Theatre and Arts Trust	Towards the cost of marketing and facilitator fees for a health and safety workshop	$600	Eligible
QR1802-222	Helen Fergusson	Towards Takapuna War Memorial Hall venue hire and instructor cost for the “MBODY movement” health and wellbeing workshops held in January 2018.	$586	Eligible
QR1802-224	Youthline Auckland Charitable Trust	Towards a contribution for the cost of facilitating two employment skills workshops.	$1,616	Eligible
LG1818-114	One Green Nut Limited	Towards initial set up and trial phase of four reverse vending machines	$30,000	Ineligible as this is a late application
		Total	$55,246

Comments

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

· 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.

6. The Devonport-Takapuna Local Board will operate three quick response rounds for this financial year. The first quick response round closed on 15 September 2017.

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

8. For the 2017/2018 financial year, the Devonport-Takapuna Local Board set a total community grants budget of $276,000. It is recommended that the board consider allocating up to 15% of this in this grant round.

9. Sixteen applications were received for Quick Response Round Two 2017/2018, with a total amount requested of $25,246. One multiboard application for $30,000 received after the closing date, from Local Grants Round One, is now being presented to the local board for their consideration. The total requested is $55,246.

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 “We 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 of the agenda).

Māori impact statement

13. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, activities that benefit a wider range of individuals and groups, including Maori. As a guide for decision-making, in the allocation of community grants, the new community grants policy supports the principle of delivering positive outcomes for Maori. Three organisations applying in this round have identified as Maori and five have indicated their project targets Maori or Maori outcomes.

Implementation

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

15. Following the Devonport-Takapuna Local Board allocating funding for round xx quick response/local grants, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna Grant Programme 2017/2018	99
b ⇨	Devonport-Takapuna Quick Response Round Two 2017/2018 grant applications (Under Separate Cover)

Signatories

Authors

Samantha Arumugam - Community Grants Coordinator

Authorisers

Marion Davies - Community Grants Operations Manager

Shane King - Operations Support Manager

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

21 November 2017

Auckland Council’s Quarterly Performance Report: Devonport-Takapuna Local Board for quarter one, 1 July - 30 September 2017

File No.: CP2017/23570

Purpose

1. To provide the Devonport-Takapuna Local Board (the local board) with an integrated quarterly performance report for quarter one, 1 July to 30 September 2017.

Executive summary

2. This report provides an integrated view of the performance for the local board, which includes:

· progress against the local board’s 2017/2018 work programme, which includes risks, key challenges and issues associated with the delivery of the work programme; and

· financial performance and progress against local board key performance measures.

3. There are a number of key achievements to report for this quarter which include:

· completion of renewals at the Devonport Community House;

· completion of the Anzac Street toilet block renewal;

· growth funded sports field projects for Sunnynook Park, Barry Point Reserve and Allen Hill Reserve are in progress through planning or physical works stages;

· commencement of key local board parks initiatives for Barry’s Point and Gould reserves; and

· commencement of preparation and planning for key events (i.e. Movies in Parks, ANZAC services and Heritage Awards).

4. The overall dashboard for the work programme indicates performance is tracking positively (refer Attachment A).

5. The majority of the work programme is on track (green status); with a further five projects at risk (amber or red status). The local board’s full work programme is included as Attachment B.

6. The overall financial performance for quarter one 2017/2018 is favourable. The local board’s net cost of service for the quarter ended 30 September 2017 of $3,300,000 was above budget by $234,000. Capital investment in during quarter one was $886,000.

7. The key performance indicators show 42 per cent of measures will not achieve target.

8. Please refer to Attachment C for more information on the local board’s financial performance.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the quarterly performance report quarter one, 1 July to 30 September 2017.

b) request that staff provide an update at a future Community Facilities workshop on the following work programme items:

i) Old Barracks Castor Bay - repurpose for community space (ID 2304);

ii) renew park structures 2017-18 (ID 2793);

iii) renew park roading and car parks 2018 (ID 2797);

iv) renew park play spaces 2018-2019 (ID 2796).

Comments

9. The local board has approved 2017/2018 work programmes for the following council operating departments:

Date

Council department and recommendation number

16 May 2017

· Infrastructure and Environmental Services (DT/2017/98).

· Arts, Community and Events (DT/2017/99).

6 June 2017

· Community Facilities (DT/2017/55).

· Community Leases (DT/2017/55).

· Parks, Sport and Recreation (DT/2017/56).

· Libraries and Information (DT/2017/57).

· Local Economic Development (DT/2017/59).

Key project updates from the 2017/2018 work programme

10. All operating departments with an approved 2017/2018 work programme have provided performance report updates for quarter one. The following sections outline some of the key project updates for quarter one.

11. All 2017/2018 work programme updates are attached as Attachment A to this report.

Arts, Community and Events

12. All Arts, Community and Events (ACE) projects are tracking against their identified timeframes for delivery. The following table provides an update of key local board projects delivered by ACE for quarter one:

Activity name and ID	Update
Community-led placemaking - visitor information centre scoping (544)	· Council's corporate property team are drafting a lease for the Devonport Business Association to open a visitor information centre at 3 Victoria Road. While the lease is still being finalised, community volunteers have established the information centre and have been providing advice for local and international visitors. · The lease is scheduled to be finalised in Q2.
Local Māori Responsiveness Action Plan (663)	· Staff are progressing discussions with iwi to support the development of the Wairau Estuary walk with storyboards of Maori history. · In Q2 additional storyboards will be considered for other sites of significant Maori history and a closer relationship with iwi fostered
Increase diverse participation - age friendly services research (542)	· Staff drafted a project plan for this activity, which was informed by initial discussions with potential community partners, such as Age Concern North Shore. · Opportunities include linking Devonport-Takapuna with similar activities and initiatives in other local boards, such as the Age Friendly Upper Harbour survey and the Kaipatiki Age Friendly project. · The Devonport-Takapuna project plan will identify local older people's needs and age friendly services and accommodation options (including retirement villages) available in the local board area.
Event Partnership Fund (181)	· Planning for the Movies in Parks series is on track. · Staff have booked venues at Milford Reserve and Woodall Park. · Public screening licences for Beauty and The Beast 2017 and Pirates of the Caribbean: Dead Men Tell No Tales have been approved. · Regional marketing will commence in November 2017 with specific event advertising starting three weeks prior to each event.
Apply the empowered communities approach (653)	· Staff were involved with community engagement for the 2017 local board plan and other key local board projects such as the Korean Gardens, the historic building at 139 Beach Road and 2 The Strand.

Community Facilities: renewals, growth and local projects

13. 59 of the 65 projects being delivered by Community Facilities (CF) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by CF:

Activity name and ID	Update
18 Richards Ave, Forrest Hill - remove asbestos - exterior & under building (2297)	· Council staff are waiting for a quotation from the contractor and also have requested a condition report for the building roof as it is in poor condition. · Next steps: handover for project execution.
Anzac Street - refurbish toilet block (2312)	· Project completed.
Aramoana Reserve - renew access ramp (2313)	· Staff are working with the Auckland Council Coastal Geotechnical team as part of the bank appears to have subsided by 77 Aramoana Ave, Bayswater. There is temporary fencing surrounding the subsidence to make it safe.
Devonport-Takapuna -renew or refurbish park toilets (2794)	· A consultant has been engaged to undertake concept and initial investigations for the Milford and Takapuna beach toilets. · Becroft toilets options for rebuild or refurbish is currently being assessed. · Detailed scope is being written for the refurbishment of Rahopara Pa toilets. · Takapuna Beach (Hauraki Road) was recently refurbished.
Kennedy Park - remedial work to reinstate staircase (3312)	· The structural report has been received. Support piles and structural elements were largely undamaged from the slip. · Initial cost estimate appears to be achievable with renewal funding..
Lyford Reserve tracks - small build project (3060)	· Establishing costs for tree removal to enable track build. Local board has approved additional funds required for tree removal. · Next steps: work with community group to confirm a time for delivery.
Milford Reserve - install 3 on 3 basketball court (3096)	· The tendering process for the basketball court closed in October and once the this process is complete, a project delivery date will be determined
O'Neills Cemetery & Philomel Reserve - renew entrance ways (2326)	· Scope of the works is currently being determined. · Next steps: confirm quote and begin works in early 2018.
Takapuna Beach Sacred Grove coastal renewals (2323)	· The developed design has been completed and consent planning is underway for renewals of the main wall with construction planned for March. Concept design development underway for renewal of connections from the lookout and boardwalk to the beach. · Next steps: complete the consent planning and tender the physical works for main wall.

Community Facilities: leases

14. 25 of the 30 leases being delivered by CF are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by CF:

Activity name and ID	Update
Devonport Bowling Club (1501)	· Meeting arranged 10 September 2017 with club committee to discuss lease renewal. · Club committee considering future needs and will include this information as part of the lease renewal application. Report will be prepared for local boards consideration in quarter three.
RNZ Plunket Society - Sycamore Drive, Sunnynook (1524)	· Lessee is in discussion with council staff regarding a multi premise lease agreement. Any necessary changes will be reported to the local board for consideration.
Mount Cambria Community Garden (1521)	· Lease application received. Site visit completed. Investigating integrity of buildings and structures on the site and future maintenance requirements. · Report for consideration by the local board scheduled in quarter three.
The Lake House – licence and lease (1511, 1512)	· Lease and licence application received and processed. Report prepared recommending new lease. This will be presented to the Devonport-Takapuna Local Board for consideration in quarter two.

Infrastructure and Environmental Services

15. All three projects being delivered by Infrastructure and Environmental Services (I&ES) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by I&ES:

Activity name and ID

Update

North-West Wildlink Assistance Programme (365)

· A funding agreement has been signed with Devonport Peninsula Trust for a Pest Free Coordinator role for 20 hours per week for one year.

· The coordinator’s role description was informed by the local Devonport pest free strategy which was developed through the local board funded process last financial year. Work planning will begin in quarter two.

Water sensitive design project for schools (97)

· Project scope was established, including identifying delivery contractors and schools to participate. Engagement of the contractor and confirmation of participating schools will occur in quarter two.

Libraries and Information

16. All projects being delivered by Libraries and Information (L&I) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by L&I:

Activity name and ID	Update
Celebrating cultural diversity and local communities (1178)	· Takapuna and Devonport Libraries both had events planned in October to celebrate Diwali · Devonport Library was busy on Saturdays during September as Council used the library as a base to hand out rat traps. The aim is to encourage birdlife of thrive on the Devonport peninsula. · Takapuna Library has established links with the Asian Network who organised a seminar on cardiovascular health and diabetes.
Celebrating Te Ao Māori and strengthening responsiveness to Māori (1175)	· Matariki 2017 - Woven Histories Exhibition of High Fashion garments showcased traditional weaving applied to high fashion. · Two author events held at Devonport Library this quarter were culturally significant. Dame Anne Salmond's latest book celebrates Māori philosophies and the local Kaumatua was in attendance to bless the evening. Poet Laureate Selina Tusitala March passed around the carved tokotoko (talking stick) she was honoured to receive for her duties with the aim of instilling special energies into it from over 1000 hands.
Library hours of service (1163)	· Visitors to Takapuna Library are ten per cent less than the previous year. This is largely due to a new methodology being used to capture the statistics. The location of the system is now inside the library foyer rather than on the outer doors beside the café.
Supporting customer and community connection (1174)	· At Devonport, Auckland author Gabrielle McDonald Rothwell launched Her Finest Hour: The Heroic Life of Diana Rowden, Wartime Secret Agent, around 80 people attended. · Dame Anne Salmond discussed her new book Tears of Rangi. Nearly 200 people attending this talk. · Poet Laureate Selina Tusitala Marsh launched her new book of poetry Tightrope. Approximately 50 people attended.

Local Economic Development: ATEED

17. All three local economic development projects being delivered by Auckland Tourism, Events and Economic Development (ATEED) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by ATEED:

Activity name and ID	Update
Grants for Bid retail spend data (Marketview) (1145)	· Funding agreements for the payment of the grants to the three Business Associations have been signed. The payment of the grant will occur in October 2017.
Shore Coast Tourism (2491)	· A funding agreement will be finalised in October 2017 with a view to having this signed and the grant payment paid out by December 2017.

Parks, Sport and Recreation

18. All projects being delivered by Parks, Sport and Recreation (PSR) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by PSR:

Activity name and ID	Update
Leisure facilities operation programme FY17/18 (1054)	· Q1 visitor numbers increased 21% on last year to 54,832, and customer satisfaction increased. · Swim School enrolments were up 8% on prior term and ECE attendance increased. Our current focus includes the roll-out of the new leisure membership model a new operating system.
Ecological volunteers and environmental programme (930)	· Total volunteer hours for the quarter: 700 hours. · Pest Free strategy 'Restoring Takarunga Hauraki' was approved in July and is being implemented by volunteer groups across the local board area. · The 2017 planting season is almost complete with a total of 918 plants planted this season. Volunteer plantings took place at the following reserves: Ngataringa Park Maze, Kennedy Park, Lake Pupuke, Lyford Reserve, Jutland Reserve and Paddy's Bush (O’Neills Point Cemetery). · Other events of note this quarter included a community clean-up day at Patuone Reserve and the Department of Corrections also assisted the Ngataringa Park Maze group restore the maze within Ngataringa Park.
Playspace, signage and sun shade audits (2876, 2884, 2877)	· Professional services engagement process initiated. Draft material to be shared with the local board and iwi in quarter three.
Takapuna Beach Reserve: feasibility and options assessment	· Workshop held with local board in quarter one. Feedback from the workshop has been included in the scope of the project. Professional services engagement process initiated and options will be presented to the local board in quarter three.

Plans and Places

19. The Plans and Places department is delivering the Sunnynook Totara Vale Plan, a joint Devonport-Takapuna and Kaipatiki local boards’ initiative. Community engagement was undertaken at the Sunnynook Community Centre, local schools and outside the Countdown in Sunnynook during this period.

Risks identified in the 2017/2018 work programme

20. A number of projects in the work programme have been identified as red or amber, as they have wider issues or constraints which impact on their delivery. The following table details notable projects, and where identified, includes commentary / next steps to resolve their respective issues:

Activity name and ID	RAG status	Update
Allen Hill Reserve - install field 1 irrigation and lighting (2310)	Amber	· Risk / issues: probable reduction in the original artificial turf to renewal and floodlight upgrade. · Next steps: council officers will meet again with the club and residents to try to secure agreement for a preferred development option in the coming weeks.
Devonport Yacht Club - renew wharf - King Edward Parade (2964)	Amber	· Risks/issues: staff are undertaking a review of available options to rebuild or replace the facility. · Current status: construction tenders have been received and contract award processes were reviewed due to health and safety concerns raised by the tenderers. They could not find a safe way of completing the project as planned and within the proposed budget and coastal permit requirements. · Next steps: complete the review of identified safety and construction methodology processes.
Kennedy Park / Rahopara Pa - searchlight emplacement (3041)	Amber	· Risks/issues access to the work site is limited due to the collapse of the Kennedy Park stairs. · Current status: the initial safety works completed. Planning work on consents underway. Access is currently unavailable due to the collapse of the main access way. · Next steps: develop the design for consenting purposes.
Windsor Reserve - renew playground (3275)	Amber	· Risks/ issues significant tree constraints may reduce destination status of playspace. · Next steps: specific design of Bean Rock completed, play space design detail completed, community design update after design detail completed.
Old Barracks Castor Bay - repurpose for community space (2304)	Red	· Risks/Issues: this project is on hold until council identifies a user group and the current business owner provides a strategic plan for this asset going forward. · Staff are currently undertaking an assessment to determine what upgrades are required to make the building safe for a community group to occupy.

Financial performance

21. The local board’s net cost of service for the quarter ended 30 September of $3,300,000 was above budget by $234,000.

22. Asset based services expenditure was ahead of budget and the main driver for the overall variance related to parks maintenance costs. The new Project 17 contract providers commenced their services from 1 July 2017. There have been issues with the delivery of services to agreed outcomes due to contractors becoming familiar with their new contracts as well as the amount of rain the region has experienced over the last few months. There was an expectation of budget variances under the new contracts until baselines at local board level are established at the end of this financial year.

23. The trend may continue through the year and will be monitored by the community facilities department for any budget movements that are required.

24. Local grants through the scheduled rounds were considered, which makes up the majority of the local driven initiatives operational expenditure to date.

25. Capital investment in the quarter was $886,000. Renewals at the Devonport Community House and the crèche were carried out. The Anzac Street toilet block renewal was completed in the quarter as part of the Parks renewal programme. Growth funded sports field projects for Sunnynook Park, Barrys Point Reserve and Allen Hill Reserve are in progress through planning or physical works stages. A number of renewals and development projects that are funded are still in final design stages with physical works planned for the third quarter.

Key performance indicators

26. 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 information on the performance measure year-end outlook for local board’s measures, showing how council is tracking after the first quarter of the 2017/2018 financial year.

27. The year-end outlook is that 42 per cent of measures will not achieve target.

28. Currently all performance measures are being reviewed as part of the development of the 2018-2028 Long-term Plan.

29. For the first and second quarter staff will be providing the year-end outlook based on the results of 2016/17 or for any changes to the outlook based on results available. In the third quarter, staff will be in a better position to accurately project the year-end outlook for all measures. This is because the frequency of most measures is annual as data is collected through surveys.

Consideration

Local board views and implications

30. This report informs the local board of the performance for the quarter ending 30 September 2017.

Māori impact statement

Work programme projects with Māori outcomes

31. The local board’s work programme contains a number of projects which provide direct outcomes for Māori. It should be noted that the work programme also provides broader opportunities and outcomes for Māori, both in the local board area and across Auckland. Examples of this include:

· the local board’s grants programme provides a range of activities, events and programmes for both Māori community groups and organisations, and wider community groups who propose and promote broader Māori outcomes; and

· providing programmes and activities at community houses that meet the needs of young Māori in the local board area.

Maori Responsiveness Framework

32. The local board, through its work programme responds and delivers upon council’s Māori Responsiveness Framework through the following actions:

· fostering and building strong relationships with mana whenua and matawaaka by ensuring their views are considered prior to making decisions on local projects;

· collaborating with co-governance entities, such as the Tupuna Maunga Authority for the protection and enhancement of the three maunga in the local board area; and

· embedding mana whenua customary practices within the development of local projects (e.g. blessings at sod-turnings).

Implementation

33. The local board advisors will continue to provide performance and work programme delivery updates to the local board throughout the financial year.

Attachments

No.	Title	Page
a ⇩	2017/2018 Work programme snapshot for quarter one	137
b ⇩	2017/2018 Work programme full update for quarter one	139
c ⇩	2017/2018 Financial performance for quarter one	161
d ⇩	Devonport-Takapuna Key performance indicators	169

Signatories

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

Devonport-Takapuna Local Board

21 November 2017

Amendment of the Auckland Transport Election Signs Bylaw 2013 and its impact on local parks

File No.: CP2017/23223

Purpose

1. The purpose of this report is to:

· update the Devonport-Takapuna Local Board on the changes to the Auckland Transport Election Signs Bylaw ; and

· propose a nine week time restriction on public election sign sites.

Executive summary

2. On 1 August 2017 the Auckland Transport Board amended the Auckland Transport Election Signs Bylaw 2013 (“the Bylaw”) which removed the nine week time restriction on the display of election signs. This change came about due to concerns that the time restrictions may limit the right to freedom of expression in the New Zealand Bill of Rights Act 1990 (“BoRA”).

3. Due to the Bylaw amendment, public sites, including those in local parks and reserves, can now be used for election signs for longer than nine weeks. Signs must relate to a specific election, and must be removed prior to the day of the election. However, there is no limit on the length of time that they can be erected prior to the election.

4. Under section 14 (freedom of expression) of the BoRA everyone has the right to freedom of expression. Under section 5 (justified limitations) of the BoRA the rights and freedoms contained in the Bill of Rights may be subject only to such reasonable limits prescribed by law as can be demonstrably justified in a free and democratic society.

5. Local boards must balance the need to provide adequate advertising locations to allow the democratic process to run smoothly, while ensuring that parks and reserves are not overly encumbered with election signage.

6. Election signs restrict the public use of parks, have an impact on amenity and create potential safety issues. Increasing the amount of time that election signs can be erected for will lead to additional compliance and maintenance costs.

7. Staff recommend that local boards limit the time period for election signs on parks and reserves to a nine week period. This option would still provide for election signs in parks and reserves and meet community expectations. These changes would apply to the upcoming by-elections in February 2018 and any future elections, unless the decision is revisited.

8. A nine week period is also consistent with the Electoral Act 1993, which provides that no limitation contained in a bylaw restricts election advertising for a period of nine weeks prior to a general election. This legislation contemplates that local authorities may seek to limit the display of election signs, but provides an override for a nine week period. Further, a nine week restriction for public sites has been in place in Auckland since the bylaw was made in 2013, and therefore continuation of this restriction is in line with community expectations. The complaint to the Minister of Transport in 2016 concerned private sites, which are not affected by the proposal to reintroduce a time restriction on public sites.

Recommendation/s

That the Devonport-Takapuna Local Board:

a) amend landowner approvals for election signs to provide a nine week time restriction on local parks and reserves identified in the List of Election Sign Sites, as outlined in Attachment A to the agenda report.

b) request that Auckland Transport’s Traffic Control Committee provide a nine week time restriction for election signs on road reserve to provide a consistency for public sites across Auckland.

c) request that Auckland Transport’s Traffic Control Committee consider updating their List of Election Sign Sites to reflect these time restrictions in accordance with clause 6 of the Election Signs Bylaw 2013.

Comments

Background

9. On 1 August 2017 the Auckland Transport Board amended the Auckland Transport Election Signs Bylaw 2013 (“the Bylaw”). This amendment, among other things, removed the nine week time restriction on the display of election signs.

10. During the 2016 local body election, a private citizen requested the Minister of Transport to disallow the Bylaw under the provisions of the Land Transport Act 1998. This was due to the time restrictions on the display of election signs, the Bylaw breached the right to freedom of expression in the New Zealand Bill of Rights Act 1990 (“BoRA”). The Minister took no action at the time, but required Auckland Transport to review the time restriction in 2017.

11. Prior to the amendment, Auckland Transport consulted with the public and stakeholders. Of the 51 submissions received, 40 disagreed with the proposed removal of the time restriction. They raised concerns over visual pollution issues (loss of amenity if signs remained longer than a nine-week period) and increased safety risk associated with the lack of maintenance and the temporary nature of such signage and supporting structures.

12. Auckland Transport specifies which public sites are suitable for the display of election signs. The report to the Auckland Transport Board (1 August 2017) concluded that time restrictions could be imposed through this process (by only permitting public sites to be used for limited periods of time). This was thought sufficient to address concerns raised by submitters on this issue. Auckland Transport will be seeking feedback from local boards on signage sites prior to the 2019 local body elections. The Auckland Transport website provides a list of the current election sign sites (https://at.govt.nz/about-us/bylaws/election-signs-bylaw/#v).

13. Local boards have allocated decision making over local parks and reserves. Prior to the 2016 local body elections, Auckland Transport sought feedback from local boards about the use of local parks and reserves for the use of temporary election signs. Auckland Transport updated the List of Election Sign Sites (located on the Auckland Transport website) following consideration of local board feedback. Due to the Bylaw amendment, these sites, including those in local reserves, can now be used for election signs for periods longer than nine weeks, and this needs review.

14. The List of Election Sign Sites relevant for the Devonport-Takapuna Local Board has been taken from the Auckland Transport website, and is provided in Attachment A for the board’s reference.

Existing issues caused by election signs

15. During the run up to the 2017 general election (1 July 2017 to 29 Sep 2017), council received 131 complaints about election signs. Of those complaints received 63 were about signs being placed in the wrong location, 20 were about oversized signs, 17 raised maintenance issues and 11 complaints were about early placement. There were also a small number of complaints about signs being erected on private property without permission, multiple signs being located on one site and safety hazards. Twenty percent of the complaints were associated with signs on parks and reserves. Community Facilities noted that existing issues with election signs relate to broken signs, which are often abandoned and become an eyesore or hazard.

16. Council staff anticipate that if election signs are erected for a period longer than nine weeks, there will be additional issues with amenity and safety. Safety concerns include risks associated signs collapsing or blowing down and broken hoardings creating hazards like sharp edges.

17. There will also be additional complaints and increased council costs associated with compliance and park maintenance.

Freedom of expression

18. The following analysis of considerations under BoRA has been prepared by council’s Legal and Risk Department.

19. Under section 14 (freedom of expression) of the BoRA everyone has the right to freedom of expression, including the freedom to seek, receive, and impart information and opinions of any kind in any form. Restricting the time period that parties and candidates for election can erect signs promoting their election campaigns restricts the freedom of expression.

20. Under section 5 (justified limitations) of the BoRA the rights and freedoms contained in the Bill of Rights may be subject only to such reasonable limits prescribed by law as can be demonstrably justified in a free and democratic society.

21. The section 5 inquiry has been summarised in a leading Supreme Court case (R v Hansen [2007] NZSC 7) as follows:

(a) does the limiting measure serve a purpose sufficiently important to justify some limitation of the right or freedom?

(b) If so, then:

(i) is the limit rationally connected with the objective?

(ii) does the limit impair the right or freedom no more than is reasonably necessary for sufficient achievement of the objective?

(iii) is the limit in due proportion to the importance of the objective?

22. In considering the approach to determining whether a limiting measure impairs a right "no more than is reasonably necessary", the Court of Appeal in Ministry of Health v Atkinson [2012] 3 NZLR 456 endorsed the following approach from a Canadian case:

"The law must be carefully tailored so that rights are impaired no more than necessary. The tailoring process seldom admits of perfection and the courts must accord some leeway to the legislator. If the law falls within a range of reasonable alternatives, the courts will not find it overbroad merely because they can conceive of an alternative which might better tailor objective to infringement. On the other hand, if the government fails to explain why a significantly less intrusive and equally effective measure was not chosen, the law may fail."

23. The Court of Appeal agreed that if there is an alternative option that will have less impact, it does not follow that the option adopted is necessarily outside the range of reasonable alternatives.

Purpose of restriction

24. The purposes of the proposed time restriction on public sites are set out above and can be summarised as:

· minimising the risk to public safety (e.g. signs collapsing or blowing down, broken hoardings creating hazards like sharp edges);

· allowing the public to have access and use of public reserves with minimal disruption;

· maintaining visual amenity in public places; and

· limiting the amount of public expenditure that must be spent on compliance monitoring and enforcement, and the maintenance of parks and reserves.

25. These are legitimate concerns that justify some limitation on the freedom of expression.

Connection with objective

26. The proposed time restrictions are rationally connected with the achievement of these purposes. Limiting the amount of time that an election sign may be displayed (and therefore limiting expression on such signs) is intended to promote and protect public safety and/or amenity, protect access to public parks and reserves, and minimise expenditure on compliance and maintenance.

Restriction no more than reasonably necessary

27. The proposed nine week restriction is a reasonable limit on the freedom of expression for signs in public places. The restriction applies only to signs on the designated public sites. Elections signs may be displayed without time restriction on any private property (including commercial billboards and poster board sites). Further, the election signs to which the restriction applies are located in public places, where there is no general right to have the structure in any event - the bylaw therefore effectively authorises the sign (and the expression) when it would not otherwise be allowed.

28. Election signs are only one means of advertising a candidate or party in an election. Other options open to candidates include the internet (e.g. social media advertising), radio or television advertising, pamphlets, letterbox drops, public meetings, and advertising on vehicles.

29. A nine week period is also consistent with the Electoral Act 1993, which provides that no limitation contained in a bylaw restricts election advertising for a period of nine weeks prior to a general election. This legislation contemplates that local authorities may seek to limit the display of election signs, but provides an override for a nine week period. Further, a nine week restriction for public sites has been in place in Auckland since the bylaw was made in 2013, and therefore continuation of this restriction is in line with community expectations. The complaint to the Minister of Transport in 2016 concerned private sites, which are not affected by the proposal to reintroduce a time restriction on public sites.

30. Given the wide range of advertising and promotional opportunities open to candidates, the proposed restriction on public parks and reserves does not restrict the freedom of expression more than reasonably necessary.

Proportionality

31. Overall, the proposed time restriction is not considered to be a disproportionate limit on freedom of expression, given the importance of the objectives. Ensuring the public safety of park users is a matter of very high importance, and there is also a high amenity value in regulating the proliferation of election signage that occurs prior to every election. A reasonably high level of interference with freedom of expression might therefore be justifiable. In fact, however, the time restriction involves only a reasonably modest limit on freedom of expression. It is a measured response, far from being a blanket ban, and candidates can still promote or otherwise express themselves using other means. The proposed restriction is consistent with community expectations and the Electoral Act, and many other councils around New Zealand similarly restrict election signage, suggesting the proposal is not out of step with what is considered reasonable regulation of election signs that are in or visible from public places.

32. The proposed time restriction is therefore not considered to be inconsistent with the BoRA. Such limits as there are on freedom of expression are reasonable and "can be demonstrably justified in a free and democratic society", in terms of section 5 of that Act.

Options

33. Local boards have the following options available to them, which are discussed in more detail below:

· continue without a time limit on public election signs;

· amend landowner approvals to limit the time period to nine weeks prior to an election;

· amend landowner approvals to limit the time period of shorter or longer than nine weeks; and

· revoke landowner approval for election signs on parks and reserves.

34. The pros and cons of each approach are provided in Table 1.

Option 1 - Continue without a time limit on public election signs

35. Under the do nothing option, local boards would continue to allow use of the parks and reserves as provided for in the List of Election Sign Sites. There would be no time limit on how long the signs could remain on parks and reserves. Staff do not recommend this option.

Option 2 - Limit time period to nine weeks on parks and reserves

36. Under this option, election signs on parks and reserves would be limited to a time period of nine weeks before the election date. This would be consistent with the timeframes that local boards agreed to when Auckland Transport sought feedback on the sites in the List of Election Sign Sites. It is also consistent with the time limitations imposed during the general elections. This option would still provide for election signs in parks and reserves and meet community expectations (as the nine week time period has been past practice).

37. If this option was selected, local boards would need to request that Auckland Transport to resolve to update the list sites that are suitable for the display of election signs under clause 6 of the Bylaw.

38. Staff recommend that the local board adopt this option.

Option 3 - Amend landowner approvals to limit the time period of shorter or longer than nine weeks

39. Under this option election signs on parks and reserves would be limited to a time period, with the length determined by the local board. The key disadvantage of this proposal is that if different sites have different time limits, this could lead to confusion for candidates and the public and lead to inadvertent non-compliance, therefore it is not recommended

40. As with option two, local boards would need to instruct Auckland Transport to resolve to update the list sites that are suitable for the display of election signs under clause 6 of the Bylaw.

Option 4 - Revoke landowner approval for election signs on parks and reserves

41. Under this option, landowner approval for election signs on parks and reserves would be revoked. While this option would remove the impacts of election signs on parks and reserves, it would also reduce the available locations for election signs, therefore it is not recommended.

Table 1 – Pros and cons of options for election signs on parks and reserves

Pros

Cons

Option 1 – Continue without a time limit on public election signs

· Consistent administration of the Bylaw across local boards.

· Opportunity to update time limits is provided when Auckland Transport undertakes a review of public election sign sites.

· Provides the opportunity for candidates to erect signs at any time, and retain them there until the day prior to the election.

· Potential to “privatise” parks and reserves where signage is located over extended periods of time.

· Potential to increase maintenance costs (e.g. mowing around signage).

· Potential to increase the compliance costs of administering signage under the Bylaw.

· Increased risk to safety due to the temporary nature of signage and decay of signs over time.

· Increased opportunity to progressively impact on amenity, where signs become scruffy from prolonged exposure to the elements.

· Increased chance of public dissatisfaction and complaints.

Option 2 - Limit time period to nine weeks on parks and reserves

· Continues the status quo (prior to the Bylaw change), and is consistent with community expectation.

· Limits the adverse impacts of signage (visual amenity, safety).

· Limits the impact on maintenance contracts (e.g. mowing around signs).

· Limits safety and amenity concerns to a nine week timeframes.

· Consistent with the nine week Electoral Act timeframe.

· Small loss of amenity and use of parks and reserves due to election signage over a short period of time.

· Needs Auckland Transport to also impose a nine week time limit on road reserve to ensure consistency.

Option 3 - Amend landowner approvals to limit the time period of shorter or longer than nine weeks

· Limits the adverse impacts of signage (visual amenity, safety).

· Limits the impact on maintenance contracts (e.g. mowing around signs).

· Limits safety and amenity concerns to a short timeframe.

· Inconsistent timeframe across local board areas would be confusing for candidates, the public and council staff.

· If the timeframes are shortened significantly, there may be freedom of expression implications under the BoRA.

Option 4 - Revoke landowner approval for election signs on parks and reserves

· Removes any effects caused by election signs on parks and reserves.

· The number of public places for election signs is decreased across the Auckland region.

· If there are very limited election sign locations, there may be freedom of expression implications under the BoRA.

42. Option 2 is the preferred option because it continues to provide for election signs on parks and reserves and is consistent with what local boards have previously agreed when making previous decisions on placement of election signs.

43. The inclusion of a nine week time limit provides some consistency with the Electoral Act. During the nine weeks before polling day the display of election advertisements are not subject to prohibitions imposed in other enactments or in bylaws imposed by local authorities.

44. Staff also consider that a consistent approach to time limits across all local board areas is important. This is because it will provide consistent rules and messaging across the region for candidates, the public and council staff.

Consideration

Local board views and implications

45. This report seeks direction from the local board on whether or not to impose a timeframe on election signs in parks and reserves under the Auckland Transport Election Signs Bylaw 2013. All other local boards are also considering the report to ensure there is a consistent set of rules for election signs across Auckland.

Māori impact statement

46. The impacts associated with election signs are considered to have a similar impact on Māori compared to the general population. There has been no specific engagement with iwi or mana whenua as part of this report.

Implementation

47. Information provided to candidates for the upcoming February 2018 by-elections will include the location of public election sign sites and time restrictions agreed by local boards and Auckland Transport.

48. These changes would apply to the upcoming by-elections in February 2018 and any future elections, unless the decision is revisited.

Attachments