Agenda of Extraordinary Meeting of the Ōrākei Local Board

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

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

4 Leave of Absence

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

5 Acknowledgements

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

6 Petitions

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

7 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 Ōrākei 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.

8 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.

9 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.”

10 Notices of Motion

Under Standing Order 3.11.1, a Notice of Motion has been received from Member Churton for consideration under item 11.

Ōrākei Local Board

14 December 2017

Chairman’s Report – Colin Davis

File No.: CP2017/25535

Purpose

1. To update the Ōrākei Local Board Members on projects, activities and issues since last reported.

Recommendation

a) That the report be received.

Portfolio Lead: Arts, Events and Libraries; Heritage

Other (alternate portfolio holder): Resource Consenting and Regulatory; Civil Defence and Emergency Management

Orakei Local Board Office

The Board is working with staff regarding the future location of the Orakei Local Board’s office, following the expiration of the tenancy on 31 January 2018 of the Board’s present premises at the Meadowbank Shopping Centre. It is expected that the present office will be vacated during January. The Board’s business meetings will remain at St Chad’s Church and Community Centre and staff are investigating how customer service enquiries and contact with the Board can be maintained over the months following closure of the Meadowbank office.

Arts

On 15 June the Board approved the ACE work programme, which included $20,000 for a utility box artwork programme. Design work is proceeding for boxes at the Ellerslie and St Heliers commercial centres. The Ellerslie Town Centre Manager has approved the design for a small box in the Ellerslie town centre. A chosen artist has met with representatives of the St Heliers Business Association about designs on two small Chorus boxes and two Vector boxes. In addition, the Council’s heritage unit is looking at restoring and preserving the rare 90-year old heritage ventilation pipe in the St Heliers commercial area in association with this project.

Events

(1) As resolved by the Board on 3 August I have been working with staff to edit and update the draft Tamaki Drive Precinct Events Guidelines. I had anticipated that revised draft Guidelines would be presented to the Board for approval at this Board meeting. However, this may not be possible given the latest draft has required changes and the relevant staff have been on leave.

(2) The annual Board-funded Carols on the Green, was held at Vellenoweth Green, St Heliers on 3 December. The turnout for this successful community event on a beautiful balmy evening was estimated at about 3,000. The Board also presented a gift basket of a selection of board games and toys to the Auckland City Mission for families, boys and girls, babies and toddlers. This was supplemented by a good lot of donated gifts from the public for the same cause. The feedback on the day was this family-oriented event was one of the best we’ve organised.

The Orakei Local Board's team at Carols on the Green

Question time and prizes

Part of the approx 3000 crowd

A festive crowd

Heritage

(1) Tamaki Drive Searchlights

Disappointingly, there is nothing further to report on the restoration and conservation of these three scheduled heritage buildings. I have been informed that staff are working with contractors to ensure all three emplacements are cleaned of vegetation by mid-December, and will be regularly maintained thereafter. I am still working with the project manager on the signage and illustrations.

(2) Heritage Projects

The draft inventory of sites of heritage significance in the Board’s area is progressing and growing. It is as a result of this survey that the Council’s heritage unit is now looking at restoring and preserving the heritage ventilation pipe at St Heliers.

(3) Stonefields Heritage Trail

There was a very successful official opening of the Stonefields Heritage Trail on 18 November, followed by a lovely community picnic event organised by the Stonefields Residents Association, whose recent very informative and interesting newsletter contains articles about both events and photographs. There continues to be overwhelming support for, and endorsement of the Trail, which is gratifying because of my particular involvement in this project over many years.

Communications

(1) The Board’s sixth (November) monthly e-newsletter has been published. The decision digest from the Board’s November business meeting has also been sent to those on the Board’s stakeholder list.

(2) It should be noted that all Board communications are governed by the Auckland Council Communications Policy.

(3) After months of delay, the new information and directional sign at the corner of Tamaki Drive and Hapimana Street, to replace the dilapidated one presently there, is now expected to be installed by 8 December.

(4) Orakei Local Board Plan 2017

The Board at its business meeting held on 19 October 2017 resolved to approve the tabled Orakei Local Board Plan 2017. In doing so, the Board discharged its statutory obligations: preparing and consulting on a draft Plan, completing and approving the final Plan, after considering the feedback, and publishing the Plan on the Council’s website as part of the Board’s Minutes. The Board also delegated authority to the Board’s Chairman to approve any minor edits that may be necessary to the final Orakei Local Board Plan 2017.

It is the Council’s practice to have local board plans re-formatted, illustrated and printed as a glossy publication. I have proof-read and corrected the Board’s re-formatted document against the Board’s approved Plan. The communications team has accepted my feedback in some areas and made changes accordingly. The grammar style used, about which I have expressed reservations, is not as per the Board’s approved Plan, and follows the management’s guidelines contained in Our Voice: Auckland Council’s written communications style guide, which was developed by an external provider. I have been assured that this grammar style is based on accepted best practice in New Zealand and internationally, including organisations such Oxford and Cambridge Universities.

The Board was given very limited time to review the re-formatted and re-stylised document and accordingly has missed the group print run for most of the local board plans. The communications team is now looking into printing options, and best pricing, to ensure the document will be publicly available before the end of December, although the official version is available now as part of the Board’s Minutes from its 19 October meeting.

Activities (since 5 November 2017)

As well as assisting with a range of citizens’ enquiries, attending meetings, and involvement with other community activities, including Board business through emails and phone calls, I have also attended the following to date:

6 November a meeting of the Auckland Library Heritage Trust, of which I am Chairman.

6 November the meeting of the St Heliers Village Association.

9 November a meeting regarding the future location of the Board’s office.

9 November the Chair and Deputy Chair catch-up with staff.

9 November the Orakei Local Board workshop various topics.

10 November the Orakei School art exhibition opening.

11 November the Armistice Day commemoration service at the Auckland War Memorial Museum.

11 November a book launch at Swanson of Gone West: Great War memorials of Waitakere and their soldiers by Sandra Coney, a Waitakere Local Board member and noted historian and author.

11 November the opening of the art exhibition: Serene Velocity in Practice, at the Auckland Art Gallery.

13 November the local board chairs forum.

14 November the transport portfolio briefing.

14 November a meeting with staff regarding the Board’s road naming guidelines and staff practice for road naming.

15 November the official opening of the restored Melanesian Mission Building at Mission Bay.

15 November a meeting of the Stonefields Residents Association.

16 November the opening of facilities for the Riding for the Disabled at the Meadowbank Pony Club.

16 November a meeting with a member of the Council’s Heritage Team.

16 November the Orakei Local Board business meeting.

18 November the official opening of the Stonefields Heritage Trail, and the community picnic event organised by the Stonefields Residents Association.

20 November a meeting of the St Heliers/Glendowie Residents Association.

21 November the community services monthly portfolio briefing.

21 November the community facilities monthly portfolio briefing.

21 November the monthly leases portfolio briefing.

22 November a joint meeting of the Mayor, Governing Body and local board chairs.

23 November a further meeting regarding the future location of the Board’s office.

23 November the Chair and Deputy Chair catch-up with staff.

23 November the Orakei Local Board workshop various topics.

27 November an all-day meeting with staff re the revision of the Board’s draft Standing Orders.

28 November an on-site meeting at Wilson’s Beach with residents and consultants regarding the proposed walkway from the Beach to Shore Road to complete the Board’s Hobson Bay walking network.

28 November the transport portfolio briefing.

29 November the award presentation at the central library, as Chairman of the Auckland Library Heritage Trust, hosted by UNESCO. Two significant heritage collections: the J.T. Diamond Collection and the John A. Lee Papers, both held for preservation and research in Auckland Council’s specialist libraries, were two of the collections being acknowledged and are now inscribed on the UNESCO Memory of the World New Zealand Register.

30 November the Orakei Local Board workshop various topics.

1 December the official opening of the Condor 7s national secondary schools competition at Sacred Heart College, Glendowie. There were 101 teams of young men and women from schools from around the country competing.

2 December a social function hosted by the MP for Tamaki.

3 December the well attended Ellerslie Santa Parade, at which Board member Claridge and I again judged the floats.

3 December the Condor 7s national secondary schools competition at Sacred Heart College, Glendowie. The organisers and competitors and their respective schools are to be congratulated on this well-organised and successful event. The four fields being used have stood up well with the intense play on very hot and sunny days. Sacred Heart College is also to be congratulated on offering a superb facility. Sky TV was doing direct live coverage. During the time I was present, the Orakei Local Board’s sponsorship, with other sponsors, was announced several times.

3 December the annual Board-funded Carols on the Green, held at Vellenoweth Green, St Heliers.

Attending the award presentation at the central library hosted by UNESCO

Attachments

There are no attachments for this report.

Signatory

Author

Colin Davis – Chairman, Ōrākei Local Board of the Auckland Council

Date: 3 December 2017

Ōrākei Local Board

14 December 2017

Board Member Report - Kit Parkinson

File No.: CP2017/25536

Purpose

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendation

a) That the report be received.

b) Request officers examine the costs and design implications for expanding the skate park in Crossfield Reserve by 10 metres west.

Portfolio Lead: Parks and Reserves and Community Leases

Other (alternate portfolio holder): Environment

Other Appointments (Lead): Friends of Madills Farm Incorporated, Friends of Tahuna Torea, Michaels Avenue Reserve Community Liaison Committee, Ngāti Whātua Ōrākei Reserves Board, Ōrākei Basin Advisory Group (Chair Oct 2017 to Oct 2018), Tāmaki Drive Protection Society, Tūpuna Maunga Authority

Other Appointments (Alternate): Mission Bay Business Association, Mission Bay-Kohimarama Residents Association Incorporated, East City Community Trust

Parks and Reserves

2. Kohimarama Beach has had the wastewater pipe and chamber removed from it to enable better enjoyment by the community.

3. Met with constituents and Member Churton at Crossfields Reserve to discuss possible expansion or redesign of skate park within this reserve, this may include lengthening the skate park area.

4. Diocesan school pupils Grace and Katie Field and Zoe Parkinson assisted in the clean-up of the entrance to the Stonefields Heritage Trail from Gollan Street.

5. Met with Emma Schofield, Dan Halliday and Mark Fulcher to be updated on their lease discussions with Panuku for the building they currently occupy in Colin Maiden Park. They wish to increase their lease when the Auckland University move out of the lower level of building750A, next year.

6. Madills Farm car park remediation work progressing well.

7. Update on the slip opposite the pump station at 427 Riddell Road on Council land has been assessed by geotechnical specialists. In summary, they advise that the slip was a combination of a rockfall and debris flow, resulting in the removal of soil and rock from behind the existing concrete piles supporting the accessway and the destruction of a pedestrian stairway providing access to the beach. The accessway has been partially undermined, affecting up to 2m of the width of the paved area. The handrail and fence in the vicinity of the slip is completely undermined and the short concrete piles are hanging unsupported. The scarp is approximately 3.5m in height and highly weathered rock is exposed over half of the slip scarp. The site has been cordoned off for safety reasons. See attached photos.

8. The recommended preferred remediation option is to repair the accessway comprising new concrete piles to be constructed between the existing piles, assuming two new reinforced concrete piles per existing pile gap (subject to validation in the detailed investigation and design stage), installation of lagging and backfill behind with flowable fill. The paved accessway would be reinstated, including capturing surface water to discharge to an outlet near the base of the slope. There is an allowance for the construction of a new staircase at the location of the original, to reinstate pedestrian access to the foreshore. Preliminary guidance indicates that both a resource consent and building consent are required. The estimated cost of this work is $579,000.

9. An alternative option for the construction of a new staircase has been considered, comprising a new smaller staircase on the northern side of the vehicle turnaround area and a small timber bridge to cross the overland flow path that is further along the track before rejoining the original track to the foreshore. A number of other issues also need to be resolved, including the ownership of the existing retaining structure and accessway, as well as the extent of involvement by Watercare.

10. In the broader context, Auckland has had an unprecedented number of landslides this year primarily due to the extraordinary rainfall that mostly occurred in March. Community Facilities are responsible for the management of over 100 of landslides in public reserves and parks across the region, including this one. These landslides range from minor slips to large sections of cliff face that have given way. In previous years, landslide remediation has been carried out via the Storm Damage budget of approximately $600,000 p.a. which has typically been underspent. By comparison, I estimate that the cost of the remediating all slips that have occurred so far this year in parks and reserves is $8.6 million.

11. The remediation of landslides has turned out to be a much bigger task and considerably more expensive than could reasonably be expected. The Investigation and Design team are currently considering approximately 17 complex landslide projects including this one. They intend to prepare a draft prioritisation list and communicate this to all of the affected Local Boards within the next month.

12. Update from Vince on Mangrove removal in Tohuna Torea: the Local Board reviewed issues and opportunities in relation to the request, that will require follow up options and cost assessments to be investigated and reported back for informed decision making.

13. The workshop considered that even with removal of mangroves within the proposed area the remnant population of mangroves would continue to seed and establish in this area after removal.

14. Additionally that a resource consent may not be granted depending on the adverse effects removal of mangroves may have on ecology and exposure and erosion of the islets within the tidal lagoon.

15. It was suggested that it could be cost effective and sustainable to maintain the existing mangrove population and focus on seedling removal within the tidal lagoon area and fish dam to contain further encroachment. This is a permitted activity and could focus resources on limiting further mangrove spread throughout the inlet.

16. Community facilities and the Coastal and Geotechnical Services team will be providing an assessment of the issues raised for the Board to consider in December.

17. Jerome Cameron and Bianka Lee have been working on identifying two pieces of land in and near Stonefields which I have identified as not being on our Parks asset register. Both have a classification as vested on deposit as recreation reserve and owned fee simple by Auckland Council subject to the reserves act 1977. 52 Tūāoma Crescent, Stonefields, is legally described as Lot 306 DP 442159, comprises of 1867m² (more or less) and is contained in certificate of title CFR 551253, also 37 and 39 Gollan Road, Mt Wellington, is legally described as Lot 200 DP 436081, comprises of 5796m² (more or less) and is contained in certificate of title CFR 534675. These pieces of land need to be acknowledged and have maintenance and development budget allocated to them.

18. Contacted by a neighbor (Mr Tanner) to Orakei Basin who is worried about the subsidence of the stone weir in the Basin, Sam Pohiva has assessed it now as safe and stable as it currently stands but is getting the Investigation and Design team to carry out a full assessment and will look at the remediation of this asset.

19. Site visits to Mission Bay, Kohimarama Beach and St Heliers Beach with Sam Murrell and Member Claridge to specify location and number of new signs to inform public of the existing Dog Bylaws in a fresh and positive way, we are doing this to assist dog owners in complying with the bylaws and to hopefully avoid the need for enforcement.

20. I have been working to assist Roy Champtaloup in his aim and intent of forming the “Friends of Orakei Basin” group.

21. Meeting of interested residents at Wilsons Beach in Remuera to discuss the long planned final stage of the shore Road costal walkway which will connect Parnell and Remuera with Orakei, Staff have been requested to produce a walkway plan for this stage that connects the Shore Road playing field walkway with the Wilsons Beach walkway. We can then consult further on the path so that all concerned constituents are informed.

22. At the Tahuna Torea Rangers meeting their frustration was raised over the lack of progress on the removal of the invasive mangrove population in the fish dam area and tidal lagoon, the 10% removal now signalled by council staff is not enough as these areas are needed for bird feeding which the mangroves are preventing.

23. At the Maunga Authority meeting the threat of Myrtle Rust was raised, this threatens the existence of certain species of native trees in NZ including our much loved Pohutukawa which may be exterminated if this disease catches. This would change the landscape of Orakei and especially Tamaki Drive.

24. I have received calls from and met with neighbours of Saint Kentigern Boys school in Remuera about the proposed development of the school to have 300 extra students. The main issues raised are over traffic congestion from the extra students and the lack of communication to neighbours by the school. The local Board has not been consulted or informed of this proposal so I have assisted the neighbours by providing contact details within the school.

25. Met with Auckland Transport engineers to advance the rough order of cost process for the pedestrian access into Ngahue reserve and Colin Maiden Park from College Road, I have been advised AT cannot fund the road in the reserve but can fund pedestrian and cycle networks which they are now pricing for the Board.

Leases

26. Advanced the University Club lease of the former gym in CMP, Men’s Shed in Waiatarua, Tamaki Yacht club in Atkin Ave and Hockey in CMP. In the next month we will also concentrate on Eastern Gymnastics in CMP precinct.

27. Met with Carlos from Panuku re extending the lease of building750A to Unisports Med and Auckland Radiology.

Michaels Avenue Reserve Community Liaison Committee

28. Attended meetings scheduled for this period.

Ngāti Whātua Ōrākei Reserves Board

29. Missed meetings scheduled for this period due to illness.

Tūpuna Maunga Authority

30. Attended meetings scheduled for this period

Activities: 7 November to 1 December 2017

Date	Activities
7 November	Mission Bay Business Association (turned up but meeting not on) Mission Bay/Kohimarama Residents Association
8 November	Regulatory Committee Drop in Session re Public safety and nuisance bylaw
9 November	Chair/Deputy Chair Meeting Ōrākei Local Board Workshop
10 November	Crossfields site meeting
12 November	Gollan Street Reserve clean up
13 November	Ōrākei Local Board Agenda run through Ngāti Whātua Ōrākei Reserves Board Hui Ellerslie Residents Association
15 November	Official opening Melanesia Mission House
16 November	Ōrākei Local Board Business Meeting
18 November	Stonefields Heritage Trail opening
21 November	Parks Portfolio meeting – Community Services Parks Portfolio meeting – Community Facilities Lease Portfolio meeting
23 November	Chair/Deputy Chair Meeting Ōrākei Local Board Workshop
27 November	Ngā Mana Whenua o Tāmaki Makaurau and Auckland Council Annual Hui Tūpuna Maunga o Tāmaki Makaurau Authority Hui
28 November	Auckland Transport Update
30 November	Ōrākei Local Board Workshop Remuera Residents Association presentation
1 December	Meet with AT re Ngahue Reserve path work

Attachments

There are no attachments for this report.

Signatory

Author

Kit Parkinson - Ōrākei Local Board Councillor

Date: 4 December 2017

Ōrākei Local Board

14 December 2017

Board Member Report - Carmel Claridge

File No.: CP2017/25849

Purpose

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendations

a) That the report be received.

Portfolio Lead: Environment and Transport

Other (alternate portfolio holder): Parks and Reserves, Community Leases

Portfolio Lead: Transport:

Traffic Calming Seminar/Workshop

The most common concern raised with me by constituents in our Ward continues to be traffic safety. In particular - speeding in residential streets. On November 27th there was a serious ‘hit and run’ incident in our Ward – Dorchester St, Meadowbank, involving car and cyclist, and resulting in life threatening injuries. With the increasing number of both vehicles and bikes on our roads it is imperative that as a Board we look at ways to reduce potential harm when providing input and making decisions on projects in our area. This seminar on 16th November, hosted by Graeme Easte, and Albert-Eden Local Board, was therefore extremely on topic and well worth attending. It provided information on a new approach to design aspects in our streets and roads in Auckland, and more creative ways of dealing with unsafe driver and pedestrian behaviour.

Meadowbank Station Bus Stops

This matter will need to be progressed to ensure the bus stops are designed and installed in time for the New Bus Network service scheduled for roll out in July 2018. Infrastructure design work for this is sitting in a back log of work as the current focus is on the East New Network. However, we have a commitment that the AT team will be progressing the design elements for the new bus stop and shelter outside the Meadowbank Retirement Village and that the work on the Station Stop and bus-turning arrangements with any supporting yellow lines is currently being reviewed, will be presented to the Board, and be ready for consultation in February/March 2018. Construction is anticipated to follow in May/June 2018.

We have asked for advice on the viability of converting the green island space to carparking but that piece of work will be unpicked from the bus stop/shelter project and dealt with separately.

Loss of Bus Service – Panapa Drive/Norman Lessor, St Johns

Meadowbank St Johns Residents’ Association (MSJRA) will continue to liaise directly with Auckland Transport (AT), lobbying for retention of a bus service for these streets in the St Johns area. The advice from AT is that current user numbers do not justify retaining the route, nor do they see any potential growth. This does align with the zoning provisions for the area under the Unitary Plan. However, the service removal will affect local school students who are regular users. I am in the process of gathering some information on the numbers affected, what other private options will be available to those students affected, and whether service removal is likely to put more cars on the road. MSJRA would like the Board’s support. However, before we form a view on this it is important we have the necessary data.

Parking on St Heliers Boat Launching Ramp

Problem parking on this ramp continues. The ramp is for launching only. To try and deter overstayers the markings at the St Heliers Boat Launching ramp – the solid lines and “no parking on ramp“ are to be repainted in yellow for more prominent signage.

Parking Consultation for Mission Bay and Ellerslie

Auckland Transport presented the broad outline for the parking reviews planned for Mission Bay business area and Ellerslie, with input provided by Member Ros Rundle and myself resulting in some minor adjustments to the proposal. Plans are to go out for public consultation, including a letter drop to residents in streets affected. The consultation for both areas is scheduled for February 2018. The parking review had been in discussion for nearly 2 years.

Portfolio Lead: Environment

Swim Safe

The digital Safe Swim signage at Selwyn Reserve has shown Kohimarama Beach & St Heliers Beach as unsafe for swimming on a number of occasions. Despite this people were in the water at those beaches during the times they were indicated as unsafe. There are now temporary hard copy signs at those beaches that direct beach users to the Safeswim website and encouraging them to check before entering the water.

Newmarket Stream Restoration

This project continues with good buy-in and enthusiastic participation from neighbours & residents. A pest control workshop has been held and a weed control/replanting workshop is being planned. Project participants are coordinating with other neighbours involved with the trapping lines in Newmarket Park. The community has come up with a draft plan, and by the time this report is tabled the committee will have met to consider it.

Other (Alternative Portfolio Holder): Parks and Reserves

Waiatarua Reserve

I have had two separate anecdotal reports this month of an escalating number of dog attack dog incidents in Waiatarua Reserve. With the advent of summer, there are an increasing number of both residents and visitors using this large off-leash dog area. If the problem escalates we will need to consider what options we have available to help keep responsible owners and their pets safe in our Reserves.

Rutherford Reserve

I was contacted by a resident concerned about deep tracking marks in the grassed area on the Northeastern corner of Rutherford Reserve. It was suggested that the damage was being caused by private contractors’ vehicles accessing building sites on property being developed on Ripon Crescent via the Park entrance on Archdall St. I have spoken to the owner of the property on Ripon Crescent and received assurance that all due care has been taken to ensure no damage to the grounds. He indicated the route by which those vehicles accessed the site over the drier, middle part of the Park when I visited the Reserve. Upon further inspection of the ruts, all indicators are that the tracking damage has been caused by the Ventia mowing machines. I have logged this and will be checking that the necessary remedial work is carried out in the New Year.

Tyre Tracking in Rutherford Reserve

Harapaki Entrance to Tahapa Reserve East

Tahapa East Reserve itself is looking good with mowing and edging carried out twice since the OLB audit last month. However, the entrance to the Reserve at Harapaki St where the link to the GI2TP will be constructed is still very overgrown. I have alerted Community Facilities and will follow up prior to the end of the year.

Weed overgrowth in entrance to Tahapa Reserve

Community Events

Remuera Business Association

I attended a very pleasant social event hosted by Graham Moore Mike Pero Mortgages in Remuera - “Melbourne Cup – and Meet the Team”.

Pictured with Cecilia Ngo and Shelley McArthur-Dye, the new Remuera

Business Development Managers and Laura Carr

MBSJRA Meeting - OLB update and brief presentation of our OLI initiative

ERA Meeting - OLB update

Ellerslie Santa Parade - Colin Davis and I judged the entrants in the parade, handed out certificates and announced the winners. Best Walking Group was won by Ellerslie School, Best Float was won by the Ellerslie Theatrical Society. The parade was a joyful, well-attended community event. Some problems occurred with Traffic Management, but fortunately these were capably dealt with by Megan Darrow, Ellerslie Business Manager and did not affect the parade.

Pictured with Megan Darrow, Colin Davis, and John Rennell

Carols on the Green – Vellenoweth Green

What a wonderful event. A big turn out from the community on a cracker of a day. The sound at the back of the crowd was excellent and last year’s problem with the music being difficult to hear from outer reaches of the audience did not reoccur. A higher level of audience participation than usual with lots of children AND their parents up dancing. OLB’s request for people to bring new toys for the City Mission to distribute was clearly heard, and 3 very large Santa sacks of gifts were collected on the evening.

At the end of Carols on the Green with Ros Rundle Christmas 2017

Activities since: November 2017

Date	Activities
7^th November	Auckland Transport Meeting Melbourne Cup Celebration & Meet the Remuera Business Association Event hosted by Graham M from Mike Pero Mortgage Meadowbank St Johns Residents’ Association meeting
9^th November	OLB Workshop
13^th November	Ellerslie Residents’ Association Meeting
14^th November	AT Update
16^th November	Traffic Calming Seminar OLB Business Meeting
18^th November	Stonefields Heritage Trail Opening & Family Picnic Day
21^st November	Parks/Community Services/ Community Facilities Meetings
23^rd November	OLB Workshop
28^th November	Auckland Transport – Parking Review Meeting Dog Signage – On Site with Kit Parkinson & Sam Murrell
30^th November	Device Update – OLB office OLB Workshop
1^st December	“Woeful Governance” – Presentation/Workshop Auckland Town Hall
3^rd December	Ellerslie Santa Parade – Judging parade floats with Colin Davis on behalf of Orakei Local Board

Attachments

There are no attachments for this report.

Signatory

Author

Carmel Claridge - Ōrākei Local Board Councillor

Date: 4 December 2017

Ōrākei Local Board

14 December 2017

Board Member Report - Ros Rundle

File No.: CP2017/25851

Purpose

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendation

a) That the report be received.

Portfolio Lead: Economic Development

Other (alternate portfolio holder): Community

Economic Development

St Heliers Business Association

Some comments made during the meeting:

Association unhappy with the lack of community participation in Carols on the Green, however with OLB assistance there is now a lot more community involvement.

Association is wishing to promote more local companies/sales on the website and they will be sending out emails to all businesses in the STHVA.

Power box decoration to be organised as part of a small beautification in St Heliers.

Remuera Business Association

Attended Committee Meeting and following to report from that meeting.

New Business Development Manager Cecilia Ngo was welcomed.

A gardener has been employed to clean up the pot plants and general gardening in the Remuera shopping area.

There are on-going problems with maintaining the fairy lights on Remuera Road, the RBA will try to find another company who could maintain the lights in the future.

Top of Victoria Ave road works due to start on 3 January 2018 – will be 4 to 6 weeks of road works.

Suggestion to have a ‘Design a pot plant’ competition through the local schools to be sponsored by local business. More info to come.

Continuing the discussion regarding the EV chargers in Remuera and the location.

The RBA still wishing to have bike chargers on the top level of the Clonbern Car Park.

Clonbern Lane maintenance agreement still being worked on.

Still working on the change of taxi stand to P10 parking in Clonbern Lane.

Community

Meadowbank Community Centre

Met with Lynn the Manager of the Centre, Member Wong, Susan Ropati, Community Centres Manager and Kev Carter, Strategic Broker for the Orakei Local Board. Lynn showed around the centre where she advised of the several areas which need urgent attention. Tree in play school area where roots are pushing up under the play area, threadbare carpets, painting and a freshen up as a quick fix for now until the decision is made for the MCC future.

Activities attended

Date:	Activity:
6 November	St Heliers Business Association Meeting
13 November	Audit of Parks and Reserves in Orakei
14 November	Auckland Transport Update with AT relationship Manager
16 November	Orakei Local Board Business Meeting
18 November	Official opening of the Stonefields Heritage Trail
20 November	Community catch up at Meadowbank Community Centre with Member Wong, Manager of MCC Lynn, Susan Ropati, Kev Carter.
21 November	Remuera Business Association Meeting
23 November	Orakei Local Board workshop Hyundai Marine Sports Centre site inspection
24 November	Resource Management Act workshop
28 November	Auckland Transport update with AT Relationship Manager Auckland outlook Economic Development growth update
30 November	Orakei Local Board workshop
1 December	Effective Governance workshop – Making the right decisions
3 December	Carols on the Green – St Heliers OLB sponsored event for Christmas

Stonefields Heritage Trail Official opening

Chairman Colin Davis opening the Heritage Trail

Member Rundle on the Stonefields Heritage Trail

Members Claridge, Rundle and Councillor Simpson enjoying the new Stonefields Heritage Trail

Member Rundle and Councillor Simpson, two of the four judges for the Orakei Community Association Art Competition with the organizer of the Competition Jacquie Zelcer from Ray White Orakei. Winning photo below – Orakei Wharf was auctioned at the Orakei School Art Gala night. Proceeds from the photo was donated to the school.

Second prize in the photo competition

Randy Tandy Project Manager from Fletchers with Member Rundle and Tamaki MP Simon O’Connor. Inspecting the new build at Hyundai Marine Sports Centre at Okahu Bay.

Attachments

There are no attachments for this report.

Signatory

Author

Rosalind Rundle - Ōrākei Local Board Councillor

Date: 4 December 2017

Ōrākei Local Board

14 December 2017

Board Member Report - David Wong

File No.: CP2017/25990

Purpose

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendation

That the report be received.

Portfolio Lead: Community

Other (alternate portfolio holder): Economic Development

Significant Points

· Under direction of Board Deputy Chair Parkinson – undertook a follow up review of Remuera vicinity parks and reserves and performance of Ventia for maintenance/mowing; the result had improved significantly

· ASB Stadium – progress is being made with Barfoot and Thompson as potential naming rights sponsor. Meeting with Kerry Barfoot and Manager of ASB stadium due next week. No further feedback on Physio Rehab Group requesting discounted rental

· Morrell Bistro, Upland Road hearing did not proceed– and restaurant has officially opened with extended licensing hours

· Attended Meadowbank Community Centre visitation with Board member Rundle. Manager Lynn Mosley expressed frustration with delays in refurbishment and funding support. Two areas of concern:-

o Flooding beneath the extension office and potential rotting of floorboards. Needs investigation

o A large pohutukawa tree in the back kindergarten playground – the roots are uplifting the playground surface. Tree may need to be removed

· Attended St Heliers Community Group – proposal for Glendowie Community Hall redevelopment; with Board Deputy Chair Parkinson – and Rev Pauline Stewart; 1 Nov 2017

· Initial discussions with Strategic Broker, Kev Carter on Remuera safety patrol (in association with Jessica Phuang and Remuera Chinese Association).

Community

East City Community Trusts (ASB Stadium)

· Continuation of seeking alternate naming sponsor; Barfoot and Thompson have expressed interest

· Council performance reporting requirements signed off by ECCT Chair & Manager

· HR system deployed for all staff members to have formal contracts recorded.

Mission Bay Kohimarama Residents Association continue to seek resolution to:

· Constable Todd Martin has advised of errant behavior of individuals driving up to St Heliers beach boat drive ramp and also parking on beach for drinking. Deputy Chair has advised Council to establish notification signs and also consideration for similar barriers as set up for Selwyn Reserve

· Discussion on profile of Tamaki Drive Master plan and a greater integrated approach and strategy required; concern that current approach to projects and works is fragmented; Alan Minson to work with Mike Padfield for strategic options.

· A summation of Alan Minson key points:-

1. Rat traps:

· Approx 50 traps have been distributed and enquiries have stalled. Songbird project is also encountering a generally slow public trapping uptake

· We have agreed that public attitudes to active involvement will change with time however environmental project instigators have to be patient

· Flyer-drops and even door-knocking and chew-card distribution are probably the only ways of stimulating demand. These approaches have to be rationalised in terms of effort vs reward

· Approx 25 per cent of our traps have recorded catches

· All catches have been entered in the U of A CatchIT database. Zero catch records are also valuable as they help identify pest patterns on a catchment-wide basis.

2. Tamaki Drive integrated plan:

· The subcommittee has failed to respond to the last discussion request

· Minson has sent-out some thoughts and cross-section groupings. There has been no response MBKRA committee

· Minson is querying the commitment to continue the concept.

Ellerslie Residents Association

· Key interest on future developments with Liston Park. OLB members noted expressions of interest process but not divulge any further information.

· Key interest on funding steps for Ellerslie Football Club amenities and key financing activities.

Orakei Community Association

· Attended Orakei School Art Exhibition and auction. Acknowledging the work of Jacquie Zelcer (Ray White) by injecting new ideas and enthusiasm to the Orakei Community Association St Lukes Church.

Meadowbank Community Centre

· Met Lynn Mosley – on 20 November with Member Rundle, Kev Carter and Susan Ropati. Three meeting rooms and a daycare centre in operation. There are signs of dilapidation and wear and tear. Frustration at delay of reparation and renovation

· We advised that the renovation will be sequential on decisioning of Panuku optimization strategy (including 4 Victoria Avenue)

· Main areas of attention – block flooding beneath the office extension causing odours on heavy rain days; large pohutukawa pushing its roots through kindy playground area.

Activities for the period: November 2017 – December 2017

Date	Activities
9 November 2017	Orakei Local Board workshop
10 November 2017	Orakei School Art Exhibition/Auction (with Councillor Simpson)
11 November 2017	Follow up audit of Remuera area parks and reserves – due to Ventia performance
13 November 2017	Ellerslie Residents Association (with Member Claridge)
14 November 2017	Attendance Westpac Business (Central) Awards; sponsored by ATEED
15 November 2017	Official re-opening of Melanesia Mission House
16 November 2017	Orakei Local Board Business meeting
18 November 2017	Official opening of Stonefields Heritage Trail Attendance “39 Steps” – Ellerslie Theatre Society
20 November 2017	Meadowbank Community Centre debrief (with Member Rundle)
23 November 2017	Orakei Local Board workshop
28 November 2017	ECCT/ASB Stadium Trusts meeting
30 November 2017	Orakei Local Board workshop
3 December 2017	Carols on the Green
5 December 2017	Mission Bay/Kohimarama Residents Association meeting Ellerslie Residents Association meeting
Orakei Primary School Art Exhibition & Auction with Jacquie Zelcer (Ray White) & Councillor Simpson	OLB Parks and reserves follow up audit; in the majority – an improvement but some reserves required a second cut – as per above

Celebrating 10 years of planning and design (acknowledging Chair Colin Davis efforts) – opening Stonefields Heritage Trail

Melanesia Mission House officially opened by the Melanesian Bishop

Attended Ellerslie Theatre Society performance of ’39 Steps’ – kindly arranged by ETS stalwart Rona Colbert

Westpac Business Awards (also sponsored by ATEED) with Waitemata Local Board Chair Pippa Cooms

Attachments

There are no attachments for this report.

Signatory

Author

David Wong - Ōrākei Local Board Councillor

Date: 4 December 2017

Ōrākei Local Board

14 December 2017

10-year Budget 2018-2028 consultation

File No.: CP2017/25891

Purpose

1. To agree local engagement events, and adopt local content and supporting information for consultation as part of the 10-year Budget 2018-2028 process.

Executive summary

2. Consultation on the 10-year Budget 2018-2028 (long-term plan) will take place from 28 February – 28 March 2018. Local boards will be consulting on their areas of focus and advocacy for their 2018/2019 Local Board Agreement. The Local Board Agreement is part of the budget setting process for the first year of the 10-year Budget 2018-2028.

3. There will also be concurrent consultation on the Auckland Plan Refresh (APR), Regional Land Transport Plan (RLTP), Regional Pest Management Plan (RPMP) and the Waste Management and Minimisation Plan (WMMP).

4. This report seeks agreement from local boards on spoken interaction events that will be held in their local board area during the consultation period and to adopt their local content and supporting information for consultation, including:

· areas of focus for 2018/2019

· the key advocacy project.

5. The governing body will agree regional items for consultation on 11 December 2017 and local boards will agree their items by 14 December 2017. The regional and local consultation items will then be incorporated into the consultation document and supporting information, which will be adopted by the governing body on 7 February 2018.

Recommendations

That the Ōrākei Local Board:

a) agree, subject to approval by the governing body, to hold the following spoken interaction event during the 10-year Budget 2018-2028 consultation period:

i) Formal Have Your Say Event, Roundtable on Thursday, 15 March 7-9pm at St Chads Church and Community Centre.

b) agree to hold the following local community specific events during the 10-year Budget 2018-2028 consultation period:

i) Drop In session on Saturday, 3 March 11-1pm at Ōrākei Bay Village

ii) Drop In session on Saturday, 3 March 3-5pm at Meadowbank Shopping Centre

iii) Drop In session on Wednesday, 7 March 11-1pm at St Heliers Library

iv) Drop In session on Saturday, 10 March 1-3pm at Eastridge Shopping Centre.

c) delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken/NZ sign language interaction” in relation to the local board agreement at the council’s public engagement events during the consultation period for the 10-year Budget 2018-2028:

i) Local Board Members and Chairman

ii) General Manager Local Board Services, Local Board Relationship Manager, Local Board Senior Advisor, Local Board Advisor and Local Board Engagement Advisor.

iii) any additional staff approved by the General Manager Local Board Services or the Chief Financial Officer.

d) adopt Attachment A: local content for consultation and Attachment B: local supporting information for consultation, including their key advocacy project (to be circulated under separate cover).

e) delegate authority to the local board Chairman to approve any final minor changes required following review by council’s legal team and/or Audit NZ, of the local consultation content for the 10-year Budget 2018-2028 prior to publication, including online consultation content, and should any changes be made they are to be reported to the next business meeting.

Comments

6. The 10-year Budget sets out the priorities and funding for council activities that are planned over a 10-year period. It includes financial and non-financial information for the whole Auckland Council group. The Long-term Plan is reviewed and consulted on every three years.

7. As part of the 10-year Budget 2018-2028 process, the council is required to produce a consultation document. This will cover any significant or important issues proposed to be included in the 10-year Budget 2018-2028. The consultation document and supporting information will also include information on local board issues and priorities.

8. As part of the consultation on the 10-year Budget 2018-2028, local boards will consider and be consulting on their areas of focus and advocacy for their 2018/2019 Local Board Agreement. The Local Board Agreement is part of the budget setting process for the first year of the 10-year Budget 2018-2028.

9. Public consultation on the 10-year Budget 2018-2028 will take place from 28 February – 28 March 2018.There will also be concurrent consultation on the Auckland Plan Refresh (APR), Regional Land Transport Plan (RLTP), Regional Pest Management Plan (RPMP) and the Waste Management and Minimisation Plan (WMMP).

10. Aucklanders will be able to provide feedback during the consultation process through a variety of channels which include verbal (or face to face), written, social media and digital. A report on how council will receive verbal feedback from the public was considered by the Finance and Performance Committee on 21 November 2017. At a high level, the report outlines several different types of events which are planned for specific audiences and communities as well as those planned for general Auckland residents. At that meeting, the Finance and Performance Committee resolved to:

a) approve the approach…to receive all feedback from Aucklanders on the Long-term Plan and Auckland Plan from 28 February 2018 to 28 March 2018 comprising of:

· up to 25 Have Your Say events targeting general Auckland residents are held in local board areas across the region;

· four regional stakeholder events (traditional hearing style);

· an independently commissioned quantitative survey;

· community specific events to collect feedback from different demographic and interest groups. Demographic events will target Youth, Seniors, Pacific, Ethnic, Rainbow and Disability communities;

· hui with mana whenua and mataawaka.

and

c) require the Mayor and Councillors to attend a minimum of three Have Your Say events each to hear the views of Aucklanders and all regional stakeholder events.

11. The final consultation process for the 10-year Budget 2018-2028 will be approved by the governing body on 7 February 2018.

12. Spoken interaction constitutes any opportunity where Aucklanders have a dialogue with decision makers or their official delegations on the themes relating to the consultation. The spoken interaction event recommended to be held in the Ōrākei Local Board area is as follows:

· Have your say event on Thursday, 15 March 2018, 7.00pm to 9.00pm at St Chads Church and Community Centre.

13. Staff also recommend that the Board hold the following community specific events during the 10-year Budget 2018-2028 consultation period:

· Drop In session on Saturday, 3 March 11-1pm at Ōrākei Bay Village

· Drop In session on Saturday, 3 March 3-5pm at Meadowbank Shopping Centre

· Drop In session on Wednesday, 7 March 11-1pm at St Heliers Library

· Drop In session on Saturday, 10 March 1-3pm at Eastridge Shopping Centre.

14. Local boards are requested to agree their key priorities and key advocacy project for 2018/2019 and adopt their local content and supporting information for consultation, as attached in Attachments A and B.

15. Any new local BID targeted rates must be consulted on before they can be implemented. Local boards are therefore also requested to agree any new proposals for consultation.

Consideration

Local board views and implications

16. Local board decisions are being sought in this report.

17. Local boards will have further opportunities to provide information and views as council progresses through the 10-year Budget 2018-2028 process.

Māori impact statement

18. Many local board decisions are of importance to and impact on Māori. Local board agreements and the 10-year Budget are important tools that enable and can demonstrate council’s responsiveness to Māori. Local board plans, which were adopted in September and October of 2017, form the basis for local priorities.

19. Bespoke consultation materials for the Māori community are being developed. These materials will explain how the LTP and APR are relevant for them. Engagement advisors will have access to this collateral to support local engagement.

20. Specific regionally supported local engagement with Māori is being targeted for south and west Auckland.

21. An integrated approach to mana whenua engagement is being taken, with LTP and APR discussions already happening through the Mana Whenua Kaitiaki Forum.

22. There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in council’s decision-making processes.

Implementation

23. The governing body will approve the consultation document, supporting information and consultation process for the 10-year Budget 2018-2028 on 7 February 2018.

24. Following consultation, the governing body and local boards will make decisions on the 10-year Budget 2018-2028 and Local Board Agreements 2018/19 respectively.

Attachments

No.	Title	Page
a ⇨	Local content for consultation (Under Separate Cover)
b ⇨	Local supporting information for consultation (Under Separate Cover)

Signatories

Author

Christie McFayden - Strategic Project Advisor

Authorisers

Carol McKenzie-Rex - Acting General Manager Local Board Services

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Ōrākei Local Board

14 December 2017

Local Board feedback on rates remission and postponement policy review

File No.: CP2017/25586

Purpose

1. Seek preliminary feedback from local boards on the review of the rates remission and postponement policy and in particular the legacy schemes. Feedback will be considered by Finance and Performance Committee when agreeing a rates remission and postponement policy, and any options, for consultation.

Executive summary

2. The council is required to review its rates remission and postponement policy every six years.

3. Rates remissions are a reduction in rates, usually by a set percentage. Rates postponement defers the payment of rates to a future point in time, usually the sale of the property.

4. The current policy includes six regional schemes and eleven legacy schemes inherited from the former councils that are only available within the former districts. Only minor changes are proposed to the regional schemes.

5. Officers recommend Option 1 that the legacy schemes (excluding the postponement for Manukau sports clubs) be replaced with grants because:

· funding decisions are more transparent

· spending for each activity is within an annual budget

· level of support for each organisation is more visible.

6. A three year transition is proposed for current recipients during which they will receive their current funding via a grant. At the end of transition they would need to apply for renewal.

7. Current legacy remissions and postponements funding would move to grant budgets:

a) regional grants programmes: remissions for natural heritage and community/sporting remissions for regional/sub-regional facilities

b) local board grants programmes: all other legacy remissions in the relevant area and the Great Barrier Island postponements.

8. Each board will be funded to provide the same level of grants as is presently provided in b) above. After three years boards can choose to continue the grants if they wish. While some boards will get more funding than others, this will be smoothed over time by the local board funding policy.

Alternative options

9. The other three options were considered and rejected because:

· Option 2: keeping the current remissions schemes is inequitable

· Option 3: extending the remissions in their current form is costly and does not provide the same level of transparency and oversight as is achieved with grants

· Option 4: removing the schemes with no replacement could present some ratepayers/community groups with affordability issues.

10. Local boards feedback on the review will be included in the report to the Finance and Performance Committee in February 2018. Public consultation on the proposed Rates remission and postponement policy and any options will occur in April 2018. Local boards will be able to consider public feedback, and provide their formal views on the proposed policy at their May 2018 meetings. Local board and public feedback will be reported to the 31 May 2018 meeting of the Finance and Performance Committee when the adoption of the policy will be considered.

Recommendation

That the Ōrākei Local Board:

a) resolve feedback on the options to address the legacy council remission and postponement schemes.

Comments

11. The current Rates remission and postponement policy includes:

· 6 regional schemes available to all ratepayers with the objectives to:

o provide ratepayers with some financial or other assistance where they might otherwise have difficulty meeting their obligations

o address circumstances where the rating system results in anomalies in the incidence of rates.

· 11 legacy schemes supporting community objectives set by the former councils and only available in some areas:

o five remission schemes for natural and in some cases historic heritage

o six remission schemes for community and sporting organisations

o a rates postponement scheme for sports clubs in Manukau

o a rates postponement scheme for businesses on Great Barrier Island.

12. A summary of the regional and legacy schemes and the amount of remission or postponement granted in 2016/2017 is in Attachment A. The full rates remission and postponement policy is in Attachment B.

Assessment of Regional Schemes

13. Officers have reviewed the regional schemes and identified that the schemes are operating in accordance with expectations. The only amendment proposed to the regional schemes is to simplify the remission scheme for rates penalties. This amendment will be designed to maintain ratepayers’ existing level of access to penalty remissions.

Assessment of Legacy Schemes

14. Four options were considered for the legacy schemes:

1. integrate with grants schemes with three year transition for current recipients

2. retain the status quo

3. extend to entire region

4. remove.

15. A summary of the options can be found in Table 1 at the end of this report.

16. The following criteria were used to assess options for the legacy remissions and postponements policies.

· equity – same treatment for all ratepayers in all areas across Auckland

· transparency

· cost

· minimise the effects of change

· administrative simplicity.

Option 1: Integrate remissions and postponements with grants schemes with three year transition (excluding the Manukau postponement scheme for sports clubs)

17. This option would remove the present remission and postponement schemes. Up to the current amount equivalent of the 2018/2019 remission would be transferred to grants expenditure in the relevant areas over the next three years. The amount of grants will be adjusted for the increase in rates in the subsequent two years.

18. This option will increase the council’s grants and other budget lines by $900,000. This increase is offset by the increase in rates revenue of $900,000 resulting from remissions no longer being applied. There is no net cost to ratepayers of converting rates remissions to grants.

Allocating grants

19. Integration of remissions into wider regional, or local, grants schemes is preferable because:

· allocation of rates expenditure will be transparent

· spending via grants is public and assessed against other comparable demands on public money in terms of efficacy. Value for money is regularly assessed.

· administrative systems for grants are already in place although there will be a change in volume

· proposed transition will result in no change for recipients over the three years

· regional equity will be achieved over time as the legacy grants are integrated into the wider grants programme

· enables equity between community organisations that own land and those that do not.

20. Legacy schemes have been assessed against local and regional responsibilities. From this it is proposed that grants budgets be allocated as follows:

Remission/Postponement For	Aligns with	Grant allocates to
Natural heritage	Regional	Regional Environment and Natural Heritage Grants Programme
Historic Heritage	Regional	Regional Historic Heritage Grants Programme
Regional or sub-regional sports facilities	Regional	Regional Sports and Recreation Grants Programme
Local sports clubs and facilities	Local	Local Board where property receiving remission is located
Regional or sub-regional community facilities	Regional	Regional Community Development Grants programmes
Local community organisations and facilities	Local	Local Board where property receiving remission is located
Great Barrier businesses	Local	Great Barrier Local Board

21. Remissions for community and sporting organisations have been split between Regional and Local based on the area served by the property receiving the remission. For example, Eden Park, St John’s ambulance stations, IHC care homes and the SPCA have been classed as regional. Remissions for the Scouts Association and Plunket NZ have been classed as local because they relate to local scout halls and Plunket centres.

22. The value of remissions by local board area can be found in Attachment C. A list of all community and sporting remissions by local board showing the ratepayer and amount of remission, can be found in Attachment D.

Three Year Transition

23. The relevant decision maker, e.g. the Governing Body Committee for regional grants, and local boards for local grants, would be required to provide a grant to the level of the existing remission for a period of three years. The present recipient would therefore be protected from any change to their current funding for that period. At the end of the three years the decision maker can then decide whether to continue the grants on the existing basis or release the funds to the wider grants pool.

Option 2: Retain the status quo

24. This option would retain the remissions and postponement schemes in their current form in the former council areas. Properties in other parts of the region would not be able to apply for them

25. This option is administratively simple for the council and recipients. It minimises change. Costs will depend on applications but have been relatively stable over time. The options is not equitable because the schemes are only available to ratepayers in some areas.

26. Rates remissions and postponements are not a transparent mechanism for supporting wider council goals because they:

· are recorded as a charge against revenue

· do not appear as a cost in the councils accounts

· do not increase the rates requirement and hence do not impact the headline rates increase[1] (They still increase the rates burden on other ratepayers)

· are not prioritised against other expenditure proposals or subject to the same value for money scrutiny.

Option 3: Extend to entire region

27. This option would extend the current policies to apply to the entire Auckland Council area. Extending the policies in their current form is equitable, and simplifies administration. However this option:

· increases costs to ratepayers without being compared to other council proposals that may offer greater benefits

· lacks evidence as to how much benefit will be returned by this investment

· is not transparent as described in Option 2 above.

28. The cost of extending existing legacy remission schemes regionally will depend on the criteria for eligibility. Costs for extending the current remission schemes have been estimated at $4.5 - $6 million as follows:

· Extending remission for natural heritage to properties with a covenant managed by the Queen Elizabeth the Second Trust: $40,000. There are just over 100 properties in Auckland with a QEII covenant. If the criteria is extended to include other types of covenant, such as a covenant with a council, then the number of eligible properties will increase significantly. For example there are 4,500 properties with a bush-lot covenant from Rodney Council.

· Extending remissions for historic heritage: $3 million. This is derived from the rates for properties that are scheduled Category A in the Auckland Unitary Plan, where the status is associated with a building. This ignores archaeological sites such as middens and pa, but will capture the whole value of properties where the heritage status only applies to part of the property.

· Extending remissions for community and sporting organisations: $1.5 million for 50 per cent remission to $3 million for 100 per cent remission. This is estimated by applying a full remission to properties currently receiving a five per cent remission for the Auckland Regional Council scheme for community and sporting organisations. This is likely to under estimate the value of remissions, as offering a more generous remission is likely to significantly increase the number of applicants.

Option 4: Remove the schemes

29. Removing the schemes would lead to immediate financial impacts for a number of organisations presently receiving support from council. While the sums remitted are in many cases small, it is not clear that all the current recipients would be able to adequately accommodate change in a short time period.

Postponement for sports clubs in the district of the previous Manukau City Council

30. It is not recommended that the rates postponements for Manukau Sports clubs be converted to remission. This is because the postponement is currently set to be cost neutral. This is achieved by interest being charged, and by the postponement being secured against the title of the property. The council can require the full amount of postponed rates and interest be paid before any sale of the property can proceed. It would not be effective or efficient to try and replicate the postponement through a grants process.

31. The clubs are accruing a major liability against their land under this scheme. The total current liability including interest is $880,000. If the policy is not changed then rates will continue to accrue as the rates are never remitted. While the postponements are cost-neutral when they end, in the meantime they represent a significant debt liability at a time when the council is debt constrained. For this reason officers prefer that the schemes be removed after a suitable transition period. (The outstanding liability at the time the scheme is removed would remain a liability on the land until its sale or transfer of ownership.)

32. The two clubs receiving the postponement are zoned for residential development. Both clubs have significant (around 240%) increases in capital valuation following changes in zoning under the unitary plan. One club has repaid a portion of its liability following the sale of part of the property, and has chosen to pay rather than postpone the current year’s rates.

33. Officers propose to do further work to understand the individual circumstances of these two golf courses before developing formal recommendation and options for addressing this postponement scheme. Next steps and a timeline for actions will be included in the report to the February Finance and Performance Committee.

Next Steps

34. Preliminary feedback from local boards will be attached to the report to the February Finance and Performance Committee. The committee will agree a Rates remission and postponement policy, and any options, for consultation.

35. Public consultation will occur in April. All current recipients of the legacy rates remission and postponement schemes will be notified of any proposed changes to enable them to submit feedback.

36. Local boards will be able to consider the results of the public consultation, and provide formal feedback on the proposed policy, at their May meetings.

37. The Finance and Performance Committee will consider feedback from the public and local boards and adopt a final Rates remission and postponement policy by 31 May 2018. This enables the council’s budgets to be updated for the adoption of the Long-term Plan 2018-2028.

Consideration

Local board views and implications

38. Implications for local boards are set out in the report. Under the proposal boards will be provided with additional funding to maintain the existing level of support for local community and sports groups in their board area that currently receive remissions. However, local boards will have more grant applications to appraise in the future and potentially more decisions to make at the end of the three year transition.

39. This report seeks feedback from Local Boards to inform the consideration of this issue by the Finance and Performance Committee in February.

Māori impact statement

40. None of the properties presently receiving remissions or postponements under the legacy schemes are known to be Māori owned or operated.

41. The only reference to Māori in the legacy remission and postponement schemes is the provision for remissions for Māori reservations in the Rodney District. No properties applied under this criterion. Such properties would be eligible for remission under the Council’s Māori freehold land rates remission and postponement policy. The Council is not required to review its MFL rates remission and postponement policy until 2019. No changes are proposed for this policy.

42. Under the principles for the Community Grants Policy, all grants programmes should respond to Auckland Council’s commitment to improving Māori outcomes.

Implementation

43. Differences in implementation for each of the options are set out in Table 1: Review of the rates remission (Attachment E).

Attachments

No.	Title	Page
a ⇩	Summary of Auckland Council Rates remission and postponement policy schemes	63
b ⇩	Rates remission and postponement policy	69
c ⇩	Value of legacy schemes by local board area	87
d ⇩	List of all community and sporting remissions by local board area (Under Separate Cover) - Confidential
e ⇩	Table 1: Review of the rates remission	89

Signatories

Authors

Beth Sullivan - Principal Advisor Policy

Andrew Duncan - Manager Financial Policy

Authorisers

Ross Tucker - Acting General Manager, Financial Strategy and Planning

Carol McKenzie-Rex - Acting General Manager Local Board Services

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

Ōrākei Local Board

14 December 2017

Decision-making allocation update

File No.: CP2017/25519

Purpose

1. This report seeks local board input on the allocation of non-regulatory decision-making as part of the 10 Year Budget 2018-2028.

Executive summary

2. The Local Government (Auckland Council) Act 2009 requires the Governing Body to allocate decision-making responsibility for non-regulatory activities either to the Governing Body or to local boards. This must be undertaken in accordance with certain legislative principles and after considering the views and preferences of each local board. There is a presumption that local boards will be responsible for making decisions on non-regulatory activities except where decision-making on a region-wide basis will better promote the wellbeing of communities across Auckland because certain criteria are satisfied.

3. Each long-term plan and annual plan must identify the non-regulatory activities allocated to local boards.

4. A significant review of this decision-making allocation was undertaken during the 2015-2025 Long-term Plan (LTP) cycle. The allocation was also recently considered during the Governance Framework Review over the period 2016-2017. A comprehensive review is thus not being undertaken this LTP cycle.

5. One substantive change to the allocation is proposed in order to implement a policy decision from the Governance Framework Review: allocating certain local service property optimisation decisions to local boards. There are various other minor wording amendments in order to improve clarity and consistency.

6. Local board feedback is sought on this proposed allocation. It will be considered by the Governing Body during its adoption of the 10 Year Budget 2018-2028.

Recommendation

That the Ōrākei Local Board:

a) endorse the proposed allocation of non-regulatory decision-making as attached to this report.

Comments

7. The Local Government (Auckland Council) Act 2009 sets out the functions and powers of the Governing Body and local boards. Local board functions and powers come from three sources:

· those directly conferred by the Local Government (Auckland Council) Act 2009

· non-regulatory activities allocated by the Governing Body to local boards

· regulatory or non-regulatory functions and powers delegated by the Governing Body or Auckland Transport to the local boards.

8. The Auckland Transition Agency (ATA) was given the task of determining the initial allocation of the council’s non-regulatory activities using the Local Government (Auckland Council) Act 2009 (the Auckland Council Act). In undertaking this exercise, the question considered by ATA was not “why should the activity be allocated to local boards?” but “why not?” This was in line with the Auckland Council Act.

9. The non-regulatory decision-making allocation has been reviewed twice since the ATA first developed it, as part of the Long-term Plan 2012-2022 and the Long-term Plan 2015-2025.The current non-regulatory decision-making allocation was determined as part of the 2015-2025 Long-term Plan. It is written on an inclusive basis; it does not contain an exhaustive list of all elements that might make up an allocated activity.

10. A significant review of the allocation was undertaken during the 2015-2025 Long-term Plan. The review concluded that a number of clarifications and text changes were required but no substantive changes were needed to the allocated responsibilities. The review also concluded that the then allocation had worked well and there had been a growing understanding and increasing sophistication of how to use it.

11. The 2016 independent Governance Framework Review report also considered the decision-making allocation as part of the respective roles of the Governing Body and local boards, and what is working well and not working well in Auckland Council’s governance. As with the Long-term Plan 2015-2025 review the Governance Framework Review found that the current allocation is well understood, sensible, and generally works well. It did recommend that one minor technical change be made to the allocation to more accurately describe the current practical limitations of local board roles in park acquisitions. Further analysis and consultation demonstrated that this recommended change was not necessary.

12. In responding to the Governance Framework Review report and considering how local boards could be further empowered, the Governing Body decided on a policy change that requires the allocation table to be amended. This is described below.

13. Local boards were extensively consulted during the Governance Framework review.

14. Due to the recent timing of the Governance Framework Review and the consideration of the allocation of non-regulatory decision-making as part of it, no comprehensive review of the allocation table is being undertaken this Long-term Plan cycle.

15. The Governance Framework Review did identify other decision-making opportunities for local boards, e.g. around service levels. No change is required to the allocation table to provide for this; local boards already have the necessary responsibilities allocated to them. Rather the organisation needs to be in a position to provide local boards with quality advice when making those decisions.

Summary of proposed amendments

16. The current allocation with proposed amendments is attached as Attachment A.

17. The only substantive amendment to the allocation is to allocate decision-making for disposal of local service properties and reinvestment of sale proceeds to local boards where this falls within the service property optimisation policy. This policy was adopted in 2015 by the Governing Body and sets out the purpose and principles for optimisation of underperforming or underutilised service property. A key element is that sale proceeds from underperforming service property are locally reinvested to advance approved projects or activities on a cost neutral basis.

18. Under the current allocation the Governing Body makes the final decision on disposal and acquisition of all property assets, including local service properties that may be optimised. Through the Governance Framework Review process the Governing Body agreed that these local service property optimisation decisions should be made by local boards.^{^[2]} This amendment to the allocation implements this decision. This issue was canvassed with local boards during consultation on the Governance Framework Review and they were supportive of local boards holding this decision-making.

19. The current allocation has one specific allocation for the Governing Body on acquisition and disposals - ‘acquisition and divestment of all park land, including the disposal of surplus parks.’ This was introduced to the allocation table in 2012 to provide clarity of decision-making responsibility in this space. This allocation would conflict with the new allocation given to local boards (disposal and reinvestment of property assets in line with the Service Property Optimisation Policy). In order to retain clarity an amendment has been made to the parks allocation to make it clear that the Governing Body’s responsibility for acquisition and divestment of parks does not apply in the case of the Service Property Optimisation Policy applying.

20. Other minor changes to wording include:

· Amending ‘Auckland-wide’ to ‘regional’ in several instances to maintain consistency throughout the allocation table.

· Updating various names (such as Panuku Development Auckland and various parks and maunga) to bring them into line with Auckland Council style.

· Updating descriptions of governance arrangements for several reserves to more accurately describe the current arrangements.

· Renaming themes and activity groups to bring them in to line with the new LTP nomenclature.

· Updating the planning language to bring it in line with Auckland Plan refresh nomenclature.

21. Whilst not part of the allocation of decision-making, the preamble to the allocation table that describes what powers have been delegated to local boards has also been updated to note the recent decision to delegate certain Reserves Act powers to local boards. This delegation was an outcome of the Governance Framework Review.

Consideration

Local board views and implications

22. Local board views on the proposed allocation are being sought via this report.

23. There was extensive consultation with local boards about their decision-making roles and powers during the Governance Framework Review. This included:

· workshops with each local board during the independent review phase

· workshops and one business meeting with each local board during the response phase.

24. The review found that the allocation table was generally working well and no substantive changes to the allocation were recommended. This was specifically discussed with local boards during workshops. Feedback from local boards was generally supportive of this position.

Māori impact statement

25. There are no particular impacts to Māori in relation to this report.

Implementation

26. As the changes proposed to the decision-making allocation are not significant it is not necessary to publicly consult on them. Local board feedback will be reported to the Governing Body in 2018. Changes to the allocation would come into effect on 1 July 2018.

Attachments

No.	Title	Page
a ⇩	Allocation of decision-making for Local Board feedback	95

Signatories

Author

James Liddell - Portfolio Manager

Authorisers

Carol McKenzie-Rex - Acting General Manager Local Board Services

Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards

[1] The headline rates increase in an annual plan, or long-term plan, is a comparison of the annual rates requirement to the previous years budgeted rates requirement. Moving a charge against revenue to an expenditure item like grants will increase the council’s costs and inflate the apparent rates increase. However, remissions and postponements are a cost already borne by those ratepayers not receiving them. Therefore an adjustment will be made to the 2014/2015 budgeted rates requirement for the purpose of calculating the rates increase proposed for 2015/2016.

[2] The Governing Body resolved to delegate this power to local boards. However, this was in error, as it was always intended that the power should be allocated to local boards by Governing Body and it was discussed by the Political Working Party in this context.

Chairperson	Colin Davis, JP
Deputy Chairperson	Kit Parkinson
Members	Troy Churton
	Carmel Claridge
	Toni Millar, QSM, JP
	Ros Rundle
	David Wong

Author	Kim Lawgun - Democracy Advisor
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Orakei Local Boards