Agenda of Papakura Local Board

Papakura Local Board

13 December 2017

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Deputation - Awhi House - Violet Slade 5

8.2 Deputation - Pahurehure Protection Society (Pips) - Richard Archer and Glenn Archibald 6

9 Public Forum 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Councillors' Update 9

13 Auckland Transport Update - December 2017 to the Papakura Local Board 11

14 Papakura Local Board Quick Response Round Two 2017/2018 grant applications 21

15 Proposed Papakura Business Association Inc. Business Improvement District (BID) Programme Boundary Expansion Map 59

16 Papakura Town Centre Safety (Covering report) 69

17 Opaheke Reserve changing rooms and toilet block 71

18 Allocation of Locally Driven Initiative capital budget for the development of concept plans for Keri Downs Park and Carisbrook Reserve 81

19 Papakura Local Board views on the proposed private plan change 6: Auranga B1 Drury West 85

20 Papakura Local Board Appointment of an alternate representative to the Department of Corrections' Community Impact Forum 89

21 10-year Budget 2018-2028 consultation 93

22 Decision making allocation 97

23 Revising the local board Standing Orders 115

24 Regional Facilities Auckland first quarter report for 2017/2018 financial year 195

25 Local board feedback on rates remission and postponement policy review 217

26 Papakura Local Board feedback on the representation review process 251

27 Changes required to triennial meeting schedule for Papakura Local Board January 2018 business meeting 255

28 For Information: Reports and Information referred to the Papakura Local Board 257

29 Governance Forward Work Calendar 259

30 Papakura Local Board Achievements Register 2016-2019 Electoral Term 265

31 Papakura Local Board Workshop Notes 277

32 Consideration of Extraordinary Items

PUBLIC EXCLUDED

33 Procedural Motion to Exclude the Public 289

25 Local board feedback on rates remission and postponement policy review

d. All community and sporting remissions by local board area 289

C1 Acquisition of land for open space - Manukau 289

1 Welcome

Member Felicity Auva’a will lead the meeting in prayer.

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Papakura Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 22 November 2017, including the confidential section, 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 Papakura Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Awhi House - Violet Slade

Purpose

1. Violet Slade a representative from Te Whanau Hapori, who currently lease Awhi wishes to present their six monthly report on the community plan to the board.

Executive summary

2. N/A

Recommendation/s

That the Papakura Local Board:

a) Thank Violet Slade from Te Whanau Hapori for their six monthly report on the community plan.

8.2 Deputation - Pahurehure Protection Society (Pips) - Richard Archer and Glenn Archibald

Purpose

1. Richard Archer and Glenn Archibald from the Pahurehure Protection Society (Pips) have requested to present to the board concerning the pathway links for the inlet.

Executive summary

2. N/A

Recommendation/s

That the Papakura Local Board:

a) Thank Richard Archer and Glenn Archibald from the Pahurehure Protection Society (Pips) for their presentation to the board concerning the pathway links for the inlet.

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.

Papakura Local Board

13 December 2017

Auckland Transport Update - December 2017 to the Papakura Local Board

File No.: CP2017/25980

Purpose

1. This report:

a) Provides an update on the current status of Local Board Transport Capital Fund,

b) Responds to resolutions and requests on transport-related matters,

c) Provides a summary of consultation material sent to the Papakura Local Board (Papakura Local Board),

d) Provides transport related information on matters of specific application and interest to the Papakura Local Board and its community.

Executive summary

2. In particular, this report covers:

a) Progress on the local current Papakura Local Board transport capital fund projects which include:

· relocation of the cycleway on Great South Road, Takanini;

· relocation of the pedestrian crossing on East Street;

· raised pedestrian crossing on Wood Street;

· signage plinth at the train station;

· walkway across the Pahurehure Inlet;

· priority Greenway project 12;

· and electronic notice board at the train station.

b) Responses to resolutions made by the Papakura Local Board on 22 November 2017

c) Update on the progress of Papakura Park and Ride

d) New Network for East Auckland

Recommendation/s

That the Papakura Local Board:

a) Receive the report entitled “Auckland Transport Update – December 2017 to the Papakura Local Board.”

Comments

Transport capital fund update

3. Project Updates

Table 1: Local Board Transport Capital Fund – Current projects

Project Name	Problem or Opportunity Being Addressed	Current Status
Relocation of existing cycleway on Great South Road, Takanini.	On-road cycle lane is perceived to be unsafe and rarely used.	‘Rough Order of Cost’ Rough Order of Costs authorised by the Papakura Local Board in May 2017. Estimated cost is approximately $4m. At this time due to limited funding, alternative solutions are being considered to achieve the desired outcome i.e. greenway section is also being investigated for Local Board Transport Capital Fund ‘Rough Order of Costs’ Priority Greenway project 12 which would provide an alternate route.
Relocation of pedestrian crossing on East Street, Papakura.	Existing pedestrian crossing seen as a potential safety hazard and located in the wrong position.	‘Rough Order of Costs’ requested by the Papakura Local Board in May 2017 Investigations including pedestrian counts have been completed. A briefing with the local board was held 22 November 2017 with the proposed locations for crossings. Further work is required to provide an accurate cost estimate which will be reported back to the local board on completion.
Raised pedestrian crossing for Wood Street, Papakura.	Lack of safe pedestrian crossing on Wood Street and speeding.	‘Rough Order of Costs’ requested by the Papakura Local Board in May 2017 Investigations including pedestrian counts have been completed. A briefing with the local board was held 22 November 2017 with the proposed locations for crossings. Further work is required to provide an accurate cost estimate which will be reported back to the local board on completion.
Signage Plinth at Papakura Train Station.	Lack of way-finding signage at the Papakura Train Station.	‘Rough Order of Costs’ requested by the Papakura Local Board in May 2017. An estimate of $15k for a signage plinth at the train station has been provided. Papakura Local Board request that this project be put ‘On hold’ until Electronic Notice Board ‘Rough Order of Costs’. The local board may wish to progress this project as confirmation that Auckland Transport cannot deliver the ‘Electronic Notice Board’ has been provided.
Walkway/ Cycleway across Pahurehure Inlet.	Lack of pedestrian link between Longford Park and Pahurehure Esplanade Reserve.	‘Rough Order of Costs’ requested by the Papakura Local Board in May 2017. Estimates based on similar projects in the region exceed $3 million. This exceeds the current balance of the Local Board Transport Capital Fund for this term and therefore will not be progressed at this time.
Priority Greenway Project 12 from the Papakura Greenways Plan - Elliot Street to Freelance Terrace.	No off-road cycleway/ pedestrian link to SH1 cycleway / walkway currently under development.	‘Firm estimate of costs' requested by the Papakura Local Board in November 2017. Rough order of costs requested by the local board in August 2017. The local board formally resolved at the November 2017 meeting to allocate $1.28m for the design and delivery of 650m by 3m wide boardwalk with handrails and concrete connections at either end, also known as Priority Greenway Project 12 from the Papakura Greenways Plan. This boardwalk will link the existing boardwalk around the Pahurehure inlet to the proposed bridge over State Highway 1 and shared pathway currently under construction by New Zealand Transport Agency.
Electronic notice board including maintenance costs.	Lack of way-finding signage at Papakura Train Station.	‘Rough Order of Costs’ requested by the Papakura Local Board in August 2017. The provision of this type of signage does not meet the Local Board Transport Capital Fund funding criteria because it would not have a transport related purpose. Therefore, this cannot be delivered by Auckland Transport.

Financials update

Papakura Local Board Transport Capital Fund financial summary
Total funds available in current political term	$1,465,381
Amount committed to date on projects approved for design and/or construction -	$1,436,237
Remaining Budget left	$29,144

Responses to resolutions

4. The resolution is detailed below in italics followed by Auckland Transport’s response.

Resolution number PPK/2017/251

c) request Auckland Transport to investigate options for a pedestrian crossing at the Drury bridge to link the footpath on the western side to the footpath on the eastern side of the bridge.

An investigation will be undertaken and the results of which will be reported back to the local board in March 2018.

d) urgently request Auckland Transport to consider the relocation of the Great South Road cycleway as part of the Route 33 bus way project, and that the board receive an update at a workshop before Christmas 2017.

A workshop will be organised with the local board to be discuss the relocation their request related to the cycleway. At the time of preparation of this report, the details for this request had not yet been confirmed.

e) reiterate its concern in relation to the health and safety of children and cars turning into the Holy Trinity School, Airfield Road, and Kauri Flats School, Walters Road and request Auckland Transport to review the speed limits around these areas as development is rampant in the area.

This local board’s request has been noted. This was reported back to the local board in last month’s report; the developers of Holy Trinity School are required to provide a right turning bay as part of their approved resource consent. Enquiries will be made with the developers as to the timing of the installation of this traffic control.

Also noted in last month’s report Holy Trinity does not meet the requirements for a 40kph school zone. They have a large off-road car park with drop-off and pick up area. There is a footpath on the southern side of the road connecting the Holy Trinity School to the nearby residential development which is separated from the road.

Kauri Flats School, as noted in last month’s report, are also required to install a right hand turn bay as part of its Notice of Requirement, inquiries to the developers will be made as to the timing of this work.

In relation to the speed reduction, as previously noted in the October report, Walters Road will be put forward to be considered as part of Auckland Transport’s Speed Management Plan for the current year.

f) request the timeframe for the delivery of the Papakura train station park and ride.

The formal approval for funding to New Zealand Transport Agency has been delayed until December 2017. At the time of writing of this report, the intention is still to begin work in the 2017/18 financial year.

g) request Auckland Transport lobby central government for a change in legislation for a mandatory 40km speed limit around schools.

a) The local board’s request has been noted and will be referred to relevant team within Auckland Transport for consideration.

Upcoming projects and activities of interest to the Papakura Local Board

5. Papakura Park and Ride

The Papakura Park and Ride is a trial project to construct a park and ride facility to help cope with the growth in patronage on the Auckland Transport Metro network, specifically at the Papakura Train Station.

An engineering study was completed in December 2016 followed by a feasibility study completed mid-year 2017. Further design work to develop the business case is near completion to seek New Zealand Transport Agency (New Zealand Transport Agency) funding for this project.

Delays have resulted in a reassessment of the time frame for funding confirmation from the New Zealand Transport Agency. As noted previously in this report, funding is currently due to be sought in December 2017. Also noted earlier in this report, is that construction is still planned to start this current financial year.

New Rollerson Road footpath

6. Auckland Transport has a list of approximately 500 sections of new footpath for consideration across Auckland.

7. Recently it has been raised that a section of Rollerson Road, Papakura, currently only has a footpath down the western side of the street. A footpath was not installed when the area was first established.

8. A request for the opposite side of the street to have a footpath installed has been received and is prioritised for investigation and design in 2017/18 and for construction in 2018/19.

Regional and sub-regional projects

New Network for East Auckland

9. On the 10 December, the New Network for East Auckland launches and brings into alignment, the services which serve Howick, Botany, Pakuranga, Maraetai and Whitford, with the rest of regions public transport services.

10. The Southern New Network, which covers Papakura, was launched last year in October 2016. The New Network will improve connections to many of the bus services, which service east Auckland and bring greater alignment in delivery of public transport services to the Auckland region.

Figure 2: New Network East Map

11. One of the key changes includes a new timetable for the 380 Airport service which is increasing in frequency to every 15 minutes all day, every day. Connections for this service can be made at the Manukau station.

Consultation

12. Auckland Transport provides the Papakura Local Board with the opportunity to comment on transport projects being delivered in this local board area.

In the reporting period for November 2017, 2 projects were put forward for comment to the Papakura Local Board. They included new parking restrictions on Porchester road and No Stopping At All Times on Windfola Parkway. The second project was for a new Giveway on Waitararua Ave which is within the new Waiata Shores development.

Traffic Control Committee (TCC) decisions

13. TCC decisions within the Papakura Local Board area are reported on a monthly basis. The decisions affecting this local board area are summarised below.

Table 2: TCC Decisions

Street name

Type of Report

Nature of Restriction

Committee Decision

Walsh Road, Te Akitai Green, Te Aparangi Road, Dignity Street, Turehu Road, Swamp Kauri Grove, Leadership Crescent, Regiment Road, Honour Road, Battalion Drive, Liberation Road, Courage Road

Permanent Traffic and Parking changes Combined

No Stopping At All Times, Traffic Island, Give-Way

Approved in Principle

Consideration

Papakura Local Board views and implications

14. The Papakura Local Board views will be taken into account during consultation on any proposed schemes.

Māori impact statement

15. No specific issues with regard to impacts on Māori are triggered by this report and any engagement with Māori will be carried out on an individual project basis.

Health and Safety implications

16. Health and Safety is an inherent part of all Auckland Transport projects. Any specific concerns will be covered as part of individual project reporting.

Implementation

17. All proposed schemes are subject to prioritisation, funding and consultation.

Attachments

No.	Title	Page
a ⇩	Auckland Transport - Attachment A	19

Signatories

Authors

Kenneth Tuai – Auckland Transport Liaison Manager

Authorisers

Madelon De Jongh - Senior Local Board Advisor

Sarah McGhee – Acting Relationship Manager

Papakura Local Board

13 December 2017

Papakura Local Board Quick Response Round Two 2017/2018 grant applications

File No.: CP2017/24431

Purpose

1. The purpose of this report is to present applications received for Papakura Local Grant, Round One 2017/2018. The Local Board is required to fund, part-fund or decline these applications.

Executive summary

2. The Papakura Local Board adopted the Papakura Local Grants Programme 2017/2018 on 26 April 2017 (Attachment A). The document sets application guidelines for community contestable grants.

3. The local board is required to allocate grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of becoming the world’s most liveable city.

4. The Papakura Local Board has set a total community grants budget of $125,000 for the 2017/2018 financial year.

5. A total of $59,033 has been allocated in one quick response and local grant round in this financial year and $2,000 has been allocated to the senior citizen programme (PPK/2017/110). A total of $63,967 is available to be allocated to the remaining community grants.

6. Eleven applications were received for Quick Response Round Two 2017/2108, requesting a total of $14,578 (Attachment B).

Recommendation/s

That the Papakura Local Board:

a) Agree to fund, part-fund or decline each application in this round, listed in Table One.

Table One: 2017/18 Papakura Quick Response Round Two applications:

Application number Applicant Name	Requesting funding for	Amount requested	Eligibility
QR1814-201 New Foundations Trust	Towards costs of a mentor to run "Lead the way programme" for 10 weeks for young people at risk from Papakura Intermediate School.	1550	Eligible
QR1814-205 Connect the Dots Charitable Trust	Towards costs of cards for artistic work to be created by participants and those affected by dementia at Papakura Art Gallery from March to May 2018.	378	Eligible
QR1814-209 The Conifer Grove Residents Association	Towards supporting programme costs for the residents association	900	Eligible
QR1814-212 Papakura Business Association	Towards costs of putting ANZAC Day flags up and removing them on Great South Road and at Railway Street to celebrate 2018 ANZAC Day in Papakura.	2000	Eligible
QR1814-213 Te Whanau Hapori Charitable Trust	Towards costs of the school holiday programme from January to February 2018 at Smiths Avenue Community Centre.	2000	Eligible
QR1814-214 Johnny Jack	Towards costs of a boot camp programme including advertisements and costs of new equipment.	1000	Eligible
QR1814-215 Tai Brown	Towards costs related to Papakura Family Fun Day on 13 January 2018 at Papakura Central Park	1000	Eligible
QR1814-216 Raewyne Stewart	Towards costs associated with the “Legacy Sisterhood Empowerment" programme; including costs of venue hire, promotional materials, funding for stationary, catering and t-shirts for women completing the 15 week programme.	1000	Eligible
QR1814-217 Papakura City Football Club	Towards costs associated with the Oceania football team coach license for the upcoming football premier league season	1750	Eligible
QR1814-218 Papakura Returned Services Association Gymnastics	Towards hall hire costs for community focused gymnastics programme for three to 16 year olds at Papakura Recreation Centre.	1000	Eligible
QR1814-221 Life Education Trust Counties Manukau	Towards costs of purchasing workbooks for students taught in the mobile classrooms.	2000	Eligible
	Total	$ 14,578.00

Comments

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

8. 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

· Any additional accountability requirements.

9. The Papakura Local Board will operate three quick response and two local grants rounds for this financial year.

10. 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.

11. For the 2017/2018 financial year, the Papakura Local Board has set a total community grants budget of $125,000 for the financial year.

12. A total of $59,033 has been allocated in one quick response and one local grant round in this financial year and $2,000 has been allocated to the senior citizen programme (PPK/2017/110). A total of $63,967 is available to be allocated to the remaining community grants.

13. Eleven applications were received for Quick Response Round Two 2017/2108, requesting a total of $14,578 (Attachment B).

Consideration

Local board views and implications

14. Local boards are responsible for the decision-making and allocation of local board community grants. The Papakura 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.

15. 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.”

16. A copy of each application is attached (Attachment B).

Māori impact statement

17. 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.

18. For Quick Response Round Two, seven organisations have indicated their project will target Maori or have Maori outcomes.

Implementation

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

20. Following the Papakura Local Board allocating funding for Quick Response Round Two, commercial and finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇩	Papakura Local Grants Programme 2017/2018	25
b ⇩	Papakura Local Board Quick Response Round Two 2017/2018 grant applications	29

Signatories

Authors

Catherine Bolinga - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Shane King - Operations Support Manager

Madelon De Jongh - Senior Local Board Advisor

Sarah McGhee – Acting Relationship Manager

Papakura Local Board

13 December 2017

Proposed Papakura Business Association Inc. Business Improvement District (BID) Programme Boundary Expansion Map

File No.: CP2017/23356

Purpose

1. This report seeks the approval of the Papakura Local Board of two proposed BID boundary expansion maps presented by the Papakura Business Associations Inc. Map 1 and 2 show the proposed expansion area for the Papakura Business Improvement District.

Executive summary

2. The Papakura Business Association Inc (PBA) operates a Business Improvement District (BID) programme. The PBA has begun a BID expansion project, which looks to expand the geographic area involved in the BID programme, and subject to the associated targeted rate.

3. This project is being done to increase the Papakura BID programme to include the wider Papakura business area. If the ballot to determine eligible voter support for the expansion is successful, the Papakura BID programme will represent both the current and expanded areas with a combined BID targeted rate of $270,000 as of 1 July 2018.

4. Under the Auckland Council BID Policy (2016), support of the proposed BID boundary map is required from the relevant local board. Therefore the Papakura Local Board support for the proposed BID boundary map is required prior to a ballot stage of the expansion project.

5. At the PBA annual general meeting (AGM) the proposed BID expansion map (Map 1, Attachment A) was presented and approved by the PBA membership.

6. Subsequent to the AGM, the PBA board has reviewed the proposed map presented at the AGM. Following this review, and after engaging with businesses in and around the proposed expansion area, the board has decided to revise and amend the proposed BID boundary map, replacing Map 1 with Map 2 (Attachment B). This revision has increased the proposed BID boundary area, further expanding the BID boundary to be more inclusive and better representation of the Papakura business community.

7. The PBA board’s preference is to replace Map 1 with Map 2 for the BID expansion project. The board will need to obtain membership approval for Map 2 at the completion of the BID ballot process. The map will be included in the agenda for the Special General Meeting (SGM) to be held in late March 2018, so that the members can formally approve the map.

8. Council staff are seeking approval from the Papakura Local Board to approve both Map 1 and 2 for the Papakura BID programme expansion project, so that the PBA has local board support to proceed with the BID expansion based on either map.

9. In accordance with the council’s BID Policy, the Papakura Local Board must approve the proposed BID map that identifies the Papakura BID programme.

10. At the end of the BID expansion project the local board will be required to approve the completed BID boundary expansion project requirements as set out in the BID Policy and provide a recommendation to the governing body regarding the striking of the BID target rate for the 2018/2019 financial year.

11. This report provides information to the Papakura Local Board on the progress of the PBA BID expansion project and the two proposed expansion maps (Map 1 and 2) for their approval.

Recommendation/s

That the Papakura Local Board:

a) Approve the two Papakura Business Association Inc. proposed Business Improvement District expansion boundary maps:

Map 1 - Attachment A of this agenda report which includes businesses in the area defined by Cole Crescent, Porchester Rd, Old Wairoa Rd, Prictor St, Vernon St, Ingram St, East St, part of Broadway, Clevedon Rd, Ron Keat Drive, Queen St, Green St, Elliot St, Union St, Wellington St, Great South Rd, Opaheke Rd, Chapel St, Onslow Rd, Settlement Rd, Alexander St, Liverpool St and Butterworth Ave.

Map 2 - Attachment B of this agenda report which include businesses in the area defined by Cole Crescent, Porchester Rd, Old Wairoa Rd, Prictor St, Vernon St, Ingram St, East St, part of Broadway, Clevedon Rd, Ron Keat Drive, Queen St, Green St, Elliot St, Union St, Wellington St, Great South Rd, Opaheke Rd, Chapel St, Onslow Rd, Settlement Rd, Alexander St, Liverpool St and Butterworth Ave. Plus businesses in the area defined by Grove Rd and Beach Rd.

b) Note that the Papakura Business Association’s preference is to expand the BID programme into the area shown in Map 2, but this is yet to be formally voted on by the BID programme members.

Comments

12. The PBA has operated a BID programme since 2011 and is one of 48 BIDs operating across the Auckland Region.

13. The PBA signaled and approved their intention to expand their BID programme boundary at their 2017 PBA Annual General Meeting (AGM) held on 19 October 2017.

14. At the PBA AGM meeting the proposed BID expansion map (Map 1, Attachment A) was presented. Subsequent to the AGM meeting the PBA board has reviewed the proposed map presented at the AGM. On reviewing the proposed BID boundary area, and after engaging with businesses in and around the proposed expansion area, the board has decided to revise and amend the proposed BID boundary map, replacing Map 1 with Map 2. This revision has increased the proposed BID boundary area, further expanding the BID boundary to be more inclusive and better representation of the Papakura business community (Map 2, Attachment B).

15. The PBA board’s preference is to replace Map 1 with Map 2 for the BID expansion project. The board would obtain membership approval for Map 2 at the completion of the BID ballot process by including Map 2 on the agenda for the Special General Meeting (SGM) to be held in late March 2018.

16. Council staff are seeking approval from the Papakura Local Board to approve both Map 1 and 2 (Attachment A and B) for the Papakura BID programme expansion project, so that the PBA has local board support to proceed with the BID expansion based on either map.

17. The Auckland Council BID Policy (2016) states there are two areas of a BID expansion project that require approval by the appropriate local board as follows:

· BID Policy Table 1, page 9, Partner roles: Local boards (as a whole) have allocated governance and decision-making:

o Approval of BID programme boundary maps

o Approval of BID programme boundary expansions

· BID Policy Appendix 2 page 51, criteria 9: The local board pass a resolution (noted in the local board meeting minutes) approving the proposed BID programme map and support for the project.

· BID Policy Appendix 2 page 63, criteria 22: A resolution noted in the local board meeting minutes approving the BID programme and boundary and recommending to the governing body to strike the BID programme targeted rate grant on 1 July.

18. All BID expansion projects require local board approval after the completion of the BID expansion project, voter engagement and ballot. This is to ensure the local board has the opportunity to view the final outcome of the completed BID expansion project, review the ballot results, and are satisfied the criteria for a BID expansion has been completed in accordance with the BID Policy and Operating Standards (2016).

19. Map 1 (Attachment A) has been approved by the membership of the PBA at the October 2017 AGM. This map dated October 2017 includes businesses and business zoned properties located in the area defined by Cole Crescent, Porchester Rd, Old Wairoa Rd, Prictor St, Vernon St, Ingram St, East St, part of Broadway, Clevedon Rd, Ron Keat Drive, Queen St, Green St, Elliot St, Union St, Wellington St, Great South Rd, Opaheke Rd, Chapel St, Onslow Rd, Settlement Rd, Alexander St, Liverpool St and Butterworth Ave as proposed in Attachment A of the agenda report.

20. Map 2 (Attachment B) was approved at the 28 November meeting of the PBA board. Map 2 dated November 2017 includes businesses and business zoned properties located in the area defined by Cole Crescent, Porchester Rd, Old Wairoa Rd, Prictor St, Vernon St, Ingram St, East St, part of Broadway, Clevedon Rd, Ron Keat Drive, Queen St, Green St, Elliot St, Union St, Wellington St, Great South Rd, Opaheke Rd, Chapel St, Onslow Rd, Settlement Rd, Alexander St, Liverpool St and Butterworth Ave. Plus businesses located in Grove Rd and Beach Rd as proposed in Attachment B of the agenda report.

21. Map 2 will be used in all BID expansion project material and communicated to all BID eligible voters involved in the BID expansion project.

22. Although Map 2 is yet to be approved by the PBA membership, it is a requirement to have the Papakura Local Board to approval prior to the BID ballot process.

23. On completion of the BID expansion ballot, the proposed BID boundary map (Map 2, Attachment B) will be presented for approval at a PBA Special General Meeting (SGM). It is anticipated this meeting will be held in late March 2018.

24. Both maps 1 and 2 of the proposed Papakura BID boundary expansion include businesses and business zoned properties located within the Papakura local Board area.

25. Council staff are supportive of this BID expansion project The PBA has considered neighbouring business associations and BID programme boundaries and has amended the BID expansion map to reflect the Papakura business community. Council staff support both Map 1 and 2 (Attachment A and B), and are supportive of PBA to use Map 2 for this BID expansion project. There is no reason under the BID Policy (2016) not to support the Papakura BID expansion maps.

26. If the BID expansion project is successful PBA will increase from 556 members to approximately 815 members. The BID target rate will increase from $173,475 to $270,000 as of 1 July 2018. This increase will be funded by the addition of new members.

27. The PBA have implemented a professional and detailed communication plan to all eligible voters starting in October 2017 and will continue through to the last voting date of 16 March 2018. This is to ensure that all eligible voters have received a one on one visit or contact, are provided with detailed information on the proposed boundary expansion and given the opportunity to enquire more about the BID programme and ballot process.

28. The Auckland Council BID Policy requires PBA to host a minimum of 3 public meetings inviting eligible voters to an information briefing and a question and answer session. This policy requirement will be completed with the last public meeting scheduled to be held before the end of February 2018.

29. Election Services Ltd has been commissioned to provide an independent polling service for the Papakura BID expansion ballot. PBA will be preparing the ballot pack documents and finalising the business database of eligible voters in early 2018. This information will be forward to Election Services Ltd along with the eligible Business ratepayer database prepared by Auckland Council staff.

30. Ballot packs will be lodged with NZ Post early February 2018. The ballot period starts on 16 February and closes on 16 March 2018.

31. The PBA will begin an extensive voter campaign from early February 2018 to ensure voters vote and return their ballots by the due date.

32. The ballot must achieve a return of voters of 25% or more and 51% of those returned need to be in support of the BID boundary expansion for the ballot to be successful.

33. A report will be prepared by Council staff for the Papakura Local Board 2018 April or May meeting. The report will include the ballot results, and overview of the expansion project and a recommendation for the Local Board to the 2018/2019 Annual Plan.

Consideration

Local board views and implications

34. The results of the Papakura Business Association Inc. BID expansion ballot conducted in February/March 2018 will determine if there is a sufficient level of support for the BID expansion and associate BID target rate.

35. The Papakura Business Association Inc. BID programme boundary expansion project includes only properties located in the Papakura Local Board area.

36. Papakura Local Board has supported the Business Improvement District (BID) approach in the past, as it brings together local businesses collectively to invest in improvements that enhance the local business environment such as delivering better security for business centres. A BID also has the ability to advocate and collaborate with the council on behalf of local businesses.

Māori impact statement

37. Māori Businesses located within the Papakura BID expansion boundary map will be balloted under the same policy regulations as non-Māori businesses. A BID programme may identify opportunities for niche support or development of any Māori business sector in the area.

Implementation

38. There are no implementation matters needing consideration in regard to the Papakura Business Association Inc proposed BID expansion boundary map.

39. Papakura Business Association Inc. will continue working on the eligible voter engagement through to the last day of voting on 16 March 2018.

40. At the conclusion of the ballot Papakura Business Association Inc. will pass a special resolution at a Special General Meeting (SGM) scheduled for late March 2018 to present the amended and revised BID boundary map (Attachment B, dated November 2017), the ballot results and proposed BID expansion to members for ratification.

41. Council staff will report to the Papakura Local Board demonstrating how the Papakura Business Association Inc. BID expansion project met the criteria of the Auckland Council BID Policy (2016) and provide a recommendation based on the evidence collected from the BID expansion project including the ballot result.

Attachments

No.	Title	Page
a ⇩	Map 1 Proposed Papakura BID expansion map October AGM	65
b ⇩	Proposed Papakura BID expansion Map 2	67

Signatories

Authors

Claire Siddens - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Madelon De Jongh - Senior Local Board Advisor

Sarah McGhee – Acting Relationship Manager

Papakura Local Board

13 December 2017

Opaheke Reserve changing rooms and toilet block

File No.: CP2017/24476

Purpose

1. To seek approval from the Papakura Local Board for the final design of the changing rooms and toilet block at Opaheke Reserve.

Executive summary

2. The Papakura Local Board area is expected to see significant population growth over the next ten years.

3. To increase sports field capacity and associated facilities in the area two projects are proposed at Opaheke Reserve:

· An upgrade to fields one and two to sand carpets with lights

· The construction of a toilet and changing room block

4. The preliminary design of the toilet and changing room were presented to the Papakura Local Board in October 2017.

5. The design was met with general approval, however, board members asked to see two additional public toilets added to the design that could be opened for more passive users who would be using the reserve outside of when the changing rooms would be open.

6. An amended design which accommodates the requested additional toilets has been prepared (Attachment B). It is estimated that the additional toilets will increase the construction cost of the building by $80,000.

7. If the board would like to proceed with including additional public toilets, approval is sought from the board to meet this additional cost from their Locally Driven Initiatives (LDI) capex budget or the Opaheke Park encumbrance funds of 1.75 million.

8. Staff recommend that the board approve the original design (Attachment A) as this provides for the standard level of service.

Recommendation/s

That the Papakura Local Board:

a) approve Attachment A ‘Option One - No Public Toilets’ Plan for construction at Opaheke Reserve.

Comments

Background

9. Population growth in the Papakura Local Board area is expected to increase by 38 per cent in the period 2017-2028.

10. In June 2017, the Papakura Local Board approved the Community Facilities 2017/2018 Physical Works Programme and the 2017/2020 Work Programme in principle –(PPK/2017/132). This work programme included the project: Develop four new changing rooms and four new toilets, it was agreed that the final design would be presented to the board prior to construction.

Original design

11. The new amenity building provides four separate changing rooms, four accessible toilets, storage, a tuckshop and referees room. The design allows for a second stage to incorporate club rooms on the first floor at a later date and service provisions will be in place to allow for stage two requirements.

12. The addition of clubrooms on the first floor is not currently funded in the Sport Field Growth Programme. The board however have an encumbrance fund of $1.75 million paid to them by Motleon Ltd that is being held in an account until a decision is made about the future of the Southern Portion of Opaheke Park (PPK/2017/84).

13. Construction of the amenity building is simple and robust with walls of precast concrete panels and steel to provide long term durability and vandal resistance.

14. The changing rooms will be naturally ventilated and will rely on gas hot water heating. Rain water will be collected from the roof and re-used in the building and low energy LED lighting will keep operating costs low.

15. $1,918,000 was allocated across Financial Year 2017/2018 and 2018/2019 towards this project in the three year work programme. The projected cost based on the latest developed design is estimated to be $2,320,000.

16. The additional costs can be attributed to future proofing the building to accommodate space for a clubroom above the changing rooms, additional water storage tanks for fire protection and an enclosure to house the transformer, waterbore, pump and gas bottles.

17. The shortfall of $400,000 will be funded from within the Sports Field Growth Programme.

Design for two additional public toilets

18. At a workshop held in October to discuss the preliminary design of the toilet block, staff outlined that the toilets and changing rooms would only be open when the sports fields were being utilised.

19. The local board requested that staff investigate adding two additional public toilets that could remain open when the sports fields were not being used. This was to accommodate people who were using the park in a more passive way (walking, walking dogs etc.).

20. Staff undertook this work and two additional toilets have been added to the design and are shown in Attachment B – ‘Option Two Additional Public Toilets’.

21. The main reason for adding two new toilets rather than modifying the opening hours of the existing toilets was for crime prevention through environmental design (CPTED) reasons. Staff received advice that by keeping open the toilets on the eastern side of the building it could lead to antisocial behaviour as there would be no passive surveillance. These types of issues have been experienced at other council parks.

22. By locating the public toilets on the western side of the building there is much greater passive surveillance from the car park adjacent to the building and from future areas of development as outlined in the Opaheke Park Overall Park Plan.

Funding for two additional public toilets

23. The estimated cost to add two additional toilets is $80,000. This is broken down as follows:

Breakdown	Cost
Architectural fee	$8,280
Building services fee	$1,350
Quantity surveyor fee	$800
Civil engineering and planning fee	$5,100
Structural engineering fee	$3,500
Physical works	$61,000

24. The change of project scope has come at the request of the local board and represents an increase in the level of service for the reserve. Therefore it is recommended that $80,000 is allocated by the Papakura Local Board from their LDI Capex fund or the Opaheke Park encumbrance funds towards the installation of the two additional public toilets.

25. The local board currently has $900,000 unallocated LDI Capex budget available for allocation this financial year. They currently have proposals for approximately $635,000 leaving $265,000 uncommitted.

26. The Opaheke Park encumbrance funds of 1.75 million are in a holding account until a decision is made about their future allocation within the southern portion of Opaheke Park. The local board is awaiting the outcome of a sports needs assessment for the park which will be finished in April 2018. The local board is considering using these funds to develop a multi-sport facility.

Options

27. There are three options available to the local board:

1. Approve the original design for the toilet and changing room building.

2. Approve the design for the incorporation of two additional public toilets and allocate $80,000 of funding to support this.

3. Defer decision on the design until February 2018 to enable further time for strategic consideration of the board’s LDI Capex work programme.

28. Staff have assessed the advantages and disadvantages of these options in the table below:

	Option	Advantages	Disadvantages
1.	Approve the original design for the toilet and changing room building.	· Saves $80,000 Capital investment. · Has less ongoing opex costs by removing two toilets that need to be cleaned and maintained. · Minimises antisocial behaviour by only having the facility open when there are large numbers of people at Opaheke Reserve.	· Does not increase the number of toilets available during organised sport. · Does not provide facilities for those who currently use the park outside of when formal sport is being played.
2.	Approve the design for the incorporation of two additional public toilets and allocate $80,000 of capital funding to support this.	· Future proofs the building for when future subdivisions are completed. · Provides facilities to those who currently use the park outside of when formal sport is being played. · Increases the number of toilets available when the park is busy with organised sport.	· Increased ongoing maintenance costs. · Possible CPTED issues if not many people use the public toilets. · $80,000 of capital investment required. · Opening and closing times will have to be managed by contractors. Or toilets will need to remain open at all times
3.	Defer decision on the design until February 2018.	· Provides more time for the board to prioritise projects within their LDI Capex work programme.	· Will cause significant delays to the project because the contractor will need to reschedule the detailed design phase according to their availability and the project may incur additional costs due to this delay.

Recommendation

29. Staff recommend option one as it provides for the standard level of service for Opaheke Reserve and does not require additional capital and operational funding. This aligns with the 2017/2018 Community Facilities Work Programme approved by the board in June 2017. It will also enable the project to proceed without delay and be delivered in financial year 2018/2019.

30. Should the local board wish to increase the level of service for the reserve through the addition of two public toilets outlined in option two, then the board will need to fund this from their discretionary budgets. Given the Opaheke Reserve encumbrance funds will be on hold until advice is received in April 2018, staff would advise that the board allocate LDI Capex funding to enable the project to proceed without delay.

31. Staff do not recommend option three as delaying the decision until February 2018 will result in delays to the project and may result in additional costs being incurred.

Consideration

Local board views and implications

32. A decision is sought from the local board in order to complete the detailed design for the chosen option and to prepare the procurement documents to tender the physical works for the toilet and changing room building.

33. This project meets outcome two of the Papakura Local Board Plan 2017 ensuring that people in Papakura lead active, healthy and connected lives. One of the key initiatives of this objective in the plan is to continue to invest in the development of Bruce Pullman Park, and the Opaheke and Hingaia sports grounds.

Māori impact statement

34. Ngāi Tai Ki Tāmaki, Ngāti Tamaoho, Te Akitai Waiohua, Te Ahiwaru Waiohua, Ngāti Te Ata Waiohua, Ngāti Paoa, Ngāti Maru, Ngāti Whanaunga, Ngāti Tamaterā, Waikato-Tainui have been consulted with at a workshop held on 10 November 2016 on the design of the building. There was general support for the design of the building and the materials proposed.

35. The concrete forms of the building are softened using cast recessed patterning inspired and derived from the Kōkako, a native north island song bird which historically had a flight path over Opaheke Park.

36. An abstraction of the birds feathers provide a decorative geometric relief and architectural interest. In contrast to the precast concrete, powder coated and perforated aluminium panels provide further decorative relief. These sheets clad the large sliding gates and central concourse area and will depict imagery of the Kōkako bird.

Implementation

37. Once agreed by the board, the Community Facilities Department at Auckland Council will procure a company to complete the physical works in the 2018/2019 financial year.

Attachments

No.	Title	Page
a ⇩	Opaheke Changing Rooms - Option One - No Public Toilets	77
b ⇩	Opaheke Changing Rooms - Option Two - Additional Public Toilets	79

Signatories

Authors

Kris Bird - Manager Sports Parks Design & Programme

Authorisers

Kim O’Neill - Head of Community Relations

Madelon De Jongh - Senior Local Board Advisor

Sarah McGhee - Acting Relationship Manager

Papakura Local Board

13 December 2017

Allocation of Locally Driven Initiative capital budget for the development of concept plans for Keri Downs Park and Carisbrook Reserve

File No.: CP2017/26523

Purpose

1. To seek an allocation from the Locally Driven Initiative (LDI) capital expenditure (capex) budget for the development of two concept plans, with a view to implement the identified actions, for Keri Downs Park and Carisbrook Reserve.

Executive summary

2. The board are eager to ensure work begins on the development of concept plans for Keri Downs Park and Carisbrook Reserve.

3. The cost of the development of a concept plan is $25,000 for each individual reserve.

4. The board has $907,677 remaining in its LDI capex budget available for allocation.

5. The board will be considering further projects for their LDI capex funding at its February 2018 business meeting.

Recommendation/s

That the Papakura Local Board:

a) approve up to $50,000 from the Locally Driven Initiative capital expenditure budget for the development of two concept plans, utilising a community led approach, for:

i. Keri Downs Park

ii. Carisbrook Reserve.

Comments

6. At a workshop held on 20 September 2017, the Papakura Local Board indicated it would prioritise and implement the actions from the concept plans to provide one continuous area of open space at Carisbrook Reserve and Keri Downs Park, that meets the recreational needs of the local community.

7. During the development of the Papakura Local Board Plan 2017, community feedback had been received on the quality of these parks and that the user experience could be further improved.

8. The first stage of this would be to develop the concept plans for Carisbrook Reserve and Keri Downs Park. The board has stated that they would like to see a community led approach being taking with regards to the development of the concept plans to ensure that the plans and outcome meet the users’ expectations.

9. The allocation of capex funding for the development of concept plans requires allocation for the implementation of actions identified in the concept plans.

10. If the board does not allocate any funding for the implementation then the development of the concept plans would be considered operational expenditure (opex).

11. The concept plan process cost is approximately $25,000 for each reserve. The total cost for concept plans for both reserves is approximately $50,000.

12. The LDI 2016-2018 capex budget has $907,677 remaining for allocation.

Description	Amount	Resolution Number
Local Discretionary Capital Fund	$960,177
Milano Reserve Playground development	$50,000	PPK/2016/150
Walsh Bros Park bronze plaque correction	$2,500	PPK/2017/210
Total remaining for allocation	$907,677

13. Options analysis

Options	Benefits	Risks
Option one Consider all LDI capex projects at the February 2018 business meeting; therefore defer the allocation of funding for the development of the concept plans for Keri Downs Park and Carisbrook Reserve.	· The board would have a better position to make a quality decision in relation to the capital projects and consider alignment with the board’s priorities and key initiatives as identified in the Papakura Local Board Plan 2017 and potential trade-offs between projects.	· The development of the concept plans would be delayed and not start until the third or fourth quarter of the financial year, which would put pressure on the organisation to deliver on the implementation of these concept plans before the end of the electoral term.
Option two Approve funding for the concept plan from the LDI capex budget at the December 2017 business meeting.	· The initiation of developing the concept plans would start in early 2018.	· Erosion of the LDI capex fund and the potential for the board not to be able to fully consider the trade-offs between potential capex projects as not all information around costing is available at present.
Option three Approve funding for the development of the concept plan from the LDI opex budget at the December 2017 business meeting.	· The board will not be required to allocate LDI capex.	· There is no remaining 2017/2018 LDI opex budget available in to fund the concept plans. There might be an opportunity to reallocate funding towards the end of the financial year; however the start of the concept plans will be delayed until the 2018/2019 financial year. The implementation of recommended actions arising from these concept plans, before the end of the electoral term, becomes unlikely.

Consideration

Local board views and implications

14. The local board has clearly indicated it wishes to fund the development of concept plans for Keri Downs Park and Carisbrook Reserve to ensure the process gets underway early in 2018.

15. There is a risk that ad hoc allocations made can erode the LDI capex fund which will reduce the boards opportunities for strategically aligning projects.

16. The board may also wish to wait to receive the recommendations from the Papakura Sports Needs Analysis in April 2018 prior to allocating any further LDI capex funding.

Māori impact statement

17. There is a high population of Māori in the vicinity of these two parks. The concept plan development process will seek to engage highly with local Māori and mana whenua as part of the community led engagement process. This is to ensure the plans and their outcomes meet the local communities’ expectations.

Implementation

18. If the board approves the recommendations in this report at the 12 December 2017 business meeting, works can commence on the concept plans in January 2018. If the decision to fund these concept plans is delayed until early 2018, then upon approval a delivery timeframe can be confirmed.

19. Community Facilities will provide a work programme update through to the board as part of their monthly and quarterly reports.

Attachments

There are no attachments for this report.

Signatories

Authors

Katrina Morgan – Manager Community Led and LDI Projects

Authorisers

Kim O’Neill - Head of Stakeholder and Land Advisory

Madelon De Jongh - Senior Local Board Advisor

Sarah McGhee - Acting Relationship Manager

Papakura Local Board

13 December 2017

10-year Budget 2018-2028 consultation

File No.: CP2017/25976

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.

· Business improvement district targeted rates.

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.

Recommendation/s

That the Papakura Local Board:

a) agree, subject to approval by the governing body, to hold the following spoken interaction events during the consultation period:

i) Drop in event, Saturday 3 March, 10am – 12pm, Takanini Village

ii) Drop in event, Friday 16 March, 10am – 11.30am, Uenuku Room, Sir Edmund Hillary Library

iii) Hearing style Have Your Say event, Wednesday 28 March, 10am -1pm, Papakura Local Board office

b) 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 Chair;

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

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

c) Approves, for consultation, the Papakura Business Association’s proposed business improvement district (BID) boundary expansion, noting that if the expansion is successful the targeted rate will increase from $173,475 to 270,000 as of 1 July 2018.

d) adopt Attachment A to the agenda report: local content for consultation and Attachment B to the agenda report :local supporting information for consultation, including their key advocacy project.

e) delegate authority to the local board chair 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 events recommended to be held in the Kaipatiki Local Board area are:

i) Drop in event, Saturday 3 March, 10am – 12pm, Takanini Village

ii) Drop in event, Friday 16 March, 10am – 11.30am, Uenuku Room, Sir Edmund Hillary Library

iii) Hearing style Have Your Say event, Wednesday 28 March, 10am -1pm, Papakura Local Board office

13. 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.

14. 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

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

16. 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

17. 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.

18. Bespoke consultation materials for the Māori community are being developed. These materials will explain how the Long-term plan (LTP) and APR are relevant for them. Engagement advisors will have access to this collateral to support local engagement.

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

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

21. 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

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

23. 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

There are no attachments for this report.

Signatories

Authors

Christie McFayden - Graduate Advisor

Authorisers

Carol McKenzie-Rex – Acting General Manager Local Board Services

Sarah McGhee – Acting Relationship Manager

Papakura Local Board

13 December 2017

Decision making allocation

File No.: CP2017/25975

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, therefore, not being undertaken in 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 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/s

That the Papakura Local Board:

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

Comments

Background

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.^{^[1]} 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 Maori 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 ⇩	Proposed allocation of decision-making for local board feedback	101

Signatories

Authors

James Liddell - Portfolio Manager

Authorisers

Carol McKenzie-Rex – Acting General Manager Local Board Services

Sarah McGhee - Acting Relationship Manager

Papakura Local Board

13 December 2017

Revising the local board Standing Orders

File No.: CP2017/25404

Purpose

1. To consider and adopt revised Standing Orders for local board meetings.

Executive summary

2. Standing Orders are the rules for conduct and procedure at meetings. They are used to help meetings run smoothly and in accordance with relevant legislation, to ensure the integrity of the decision-making process, and to help elected members and members of the public understand how they can participate.

3. The current local board Standing Orders (SOs) were set by the Auckland Transition Agency on 27 October 2010. It is now timely to revise them to ensure they remain a clear, relevant and practical tool for local board meetings.

4. At its meeting on 28 May 2015, the Governing Body resolved to amend its Standing Orders on the basis of work undertaken by a political working party.

5. The revised Standing Orders have a simplified layout, are written in a plain language style, and contain a summary and process diagram at the front for ease of reference during a meeting.

6. A working group of Democracy Advisors has assessed each provision of the current (generic) local board Standing Orders against the corresponding revised governing body Standing Orders. For each local board standing order they considered whether to retain the current wording, use the revised Governing Body wording or to have a combination of the two.

7. A draft set of revised local board Standing Orders is set out in Attachment A for the local boards’ consideration. It is based on the recommendations of the Democracy Advisor working group and follows the revised Governing Body Standing Orders in terms of style.

8. The more significant suggested changes include new provisions for electronic attendance at meetings, dealing with conflicts due to the non-financial interests of members, processes for Governing Body and Māori input and enabling use of New Zealand Sign Language at meetings.

9. This report recommends that local boards consider and adopt the revised Standing Orders in Attachment A.

10. Any changes to a board’s Standing Orders requires a majority vote of not less than 75% of members present.

Recommendation/s

That the Papakura Local Board:

a) adopt the standing orders detailed in Attachment A to the agenda report, entitled “Auckland Council Standing Orders of the Local Board”, in replacement of its current standing orders.

Comments

Background

11. Standing Orders are the rules for conduct and procedure at meetings. They are used to help meetings run smoothly and in accordance with relevant legislation, to ensure the integrity of the decision-making process, and to help elected members and members of the public understand how they can participate.

12. The Governing Body Standing Orders were compiled in 2010 by the Auckland Transition Agency from legacy council standing orders and the NZ Standards Model Standing Orders.

13. Local Board Standing Orders were modelled on the Governing Body Standing Orders.

14. A political working party was set up in November 2013 to review the Governing Body’s Standing Orders. The working party’s findings were reported back to the Governing Body at its 28 May 2015 meeting (Attachment B).

15. Recent amendments to the Local Government Act 2002 (the Act) allowed additional changes to be considered by the working party. These changes included a provision to allow members to attend meetings via audio or audiovisual link.

16. At its 28 May 2015 meeting, the Governing Body adopted an amended set of Standing Orders which have a simplified layout, are written in a plain language style, and contain a summary and process diagram at the front for ease of reference during a meeting.

17. It was resolved at this meeting to forward the report to all local boards, drawing their attention to the suggestion to provide for councillor participation at local board meetings in their Standing Orders.

18. Over the last 18 months, a working group of local board Democracy Advisors has assessed each provision of the current (generic) local board Standing Orders against the corresponding revised Governing Body Standing Orders. For each local board standing order they considered whether to retain the current wording, use the revised Governing Body wording or to have a combination of the two.

19. A revised set of local board Standing Orders has been developed as an outcome of this work (Attachment A) which is in accordance with the recommendations of the Democracy Advisor working group.

20. The revised local board Standing Orders follow a similar format to the Governing Body Standing Orders with a simplified layout, a plain language style, and a summary and process diagram at the front for ease of reference during a meeting.

21. Key substantive changes from the current local board Standing Orders are summarised below. They aim to ensure the local board Standing Orders are up to date, fulfil Auckland Council’s legal obligations and are practical and useful for business meetings.

22. Many standing orders reflect provisions in legislation. In some cases the wording of the standing order may have been changed to a plain language style but the intention of the standing order remains the same. These standing orders are usually indicated by a reference underneath to the relevant clause in legislation. These standing orders may not be suspended.

Key changes

23. Key substantive suggested changes from the current local board Standing Orders are set out below.

Issue	Suggested changes	Purpose of suggested change	Reference in the revised LB Standing Orders
Quorum	Provision for the Chairperson to extend the 30 minute waiting time for a quorum, at the start of a meeting, by another 10 minutes - where members are known to be travelling to the meeting but are delayed due to unusual weather or traffic congestion. Change in the waiting time for a quorum to be reestablished (where, after a meeting starts, member(s) leave and there is no longer a quorum) from 20 minutes to 10 minutes.	Assists smooth running of meeting and ensures consistency with GB Standing Orders	3.1.4 and 3.1.6
Record of a workshop	Deletion of the requirement for the chairperson to sign-off the record of a workshop. Record of workshop proceedings will be circulated.	Assists smooth running of meeting	12.1.4
Public excluded business not to be disclosed	Clarification on situations where the duty of non-disclosure of information, at a meeting where the public were excluded, does not apply - namely where: · a meeting has resolved to make the information publically available · there are no grounds under the Local Government Official Information and Meetings Act 1987 for withholding the information when requested · the information is no longer confidential.	Clarification and ensures consistency with GB Standing Orders	7.4.3
Languages	Amendments to allow New Zealand Sign Language (as well as English and Māori) to be used by members and in deputations, presentations and public forum. Two clear working days’ notice must be provided when an address is not in English (this is the same as the notice period required under the current local board Standing Orders and the governing body Standing Orders). The Governing Body input and Māori input sections also provide for addressing the meeting in New Zealand Sign Language, English or Māori.	Recognition of NZ Sign Language as an official language	1.1.2, 5.1.5, 6.1.5, 7.6.1, 7.7.5 and 7.8.4.
Minutes	Clarification of what meeting minutes are to record.	Clarification	8.1.2
Agendas	Clarification that agendas can be sent electronically, and that names of local board and committee members are to be on each agenda.	Clarification	2.4.1 7.3.3
Non-financial interests	Suggested new provision regarding procedure for dealing with non-financial interests of members. If a member considers that there is a conflict of interest for an item, they may not take part in the discussions about or vote on the relevant matter.	Helps ensure robust, legally defensible decisions and consistent with GB Standing Orders	1.3.8
Repeat Notices of Motion	Suggested amendment that a Notice of Motion that the local board or a committee has considered twice and rejected within the previous six months may be refused by the Chairperson. (There is no longer the option for a further notice - prior to the expiration of the original period of 6 months - where signed by a majority of all members.)	Assists smooth running of meetings and ensures consistency with GB Standing Orders	2.5.8
Procedural motions	Suggested new provision that the Chairperson has discretion about whether to allow any other procedural motion that is not contained in these Standing Orders.	Assists smooth running of meeting and ensures consistency with GB Standing Orders	1.7.12
Urgent items	Suggested change in title, from ‘Major items of business not on the agenda may be dealt with (extraordinary business)’ to ‘Urgent items of business not on the agenda may be dealt with (extraordinary business)’. This provision sets out when items not on an agenda may be considered. The suggested change in title aims to help clarify the types of issues that fall under this provision and better reflect the purpose of the provision. Text has also been added clarifying that extraordinary business may be brought before a meeting by a report of the Chief Executive or Chairperson. Where the matter is so urgent a written report is not practical, the report may be verbal.	Clarification	2.4.5 and Appendix D
Governing body input	A proposed section on Governing Body input sets out that a Governing Body member may provide input at meetings via speaking rights on items at the discretion of the chair and a report on the agenda for a Governing Body member to provide a general update on matters of interest to the board. This can include reporting on regional matters of interest to the local board or any matter the Governing Body member wishes to raise. This section aims to be more flexible than the current local board SO 3.9.14, by applying to Governing Body members in general rather than ward councillors for the local board area. Whilst the right for Governing Body members to speak as a deputation has also been retained, the Governing Body input section enables a more flexible/permissive option, given it does not require the authorisation of a governing body resolution. Use of the process for Governing Body deputations will be appropriate for more formal circumstances, where the Governing Body member is representing the views of the Governing Body as a whole. The suggested notice period is seven clear working days, to enable sufficient time for it to appear on the agenda. However, this is at the discretion of the Chairperson and can be shortened if necessary. The suggested speaking time is five minutes, in accordance with provisions in the Governing Body Standing Orders.	More permissive input provisions	Part 5
Order of business	Clarification that the order of business for an extraordinary meeting should be limited to items relevant to the purpose of the meeting. The Chairperson may allow governing body, Māori and public input that is relevant to the purpose of the meeting. The items listed in this section have been amended to fit with the order of business generated by Infocouncil.	Clarification and ensures consistency with GB Standing Orders	2.4.2
References to working parties and briefings	These have been taken out, as these forums tend to be less formal and not covered by Standing Orders.	Relevance
Public forum	Suggested changes clarifying that: · public forum may not be required at the inaugural meeting, extraordinary meetings or a special consultative procedure · members may not debate any matter raised during the public forum session that is not on the agenda for the meeting, or take any action in relation to it, other than through the usual procedures for extraordinary business if the matter is urgent. The meeting may refer the matter to a future meeting, or to another committee, or to the Chief Executive for investigation · Māori or New Zealand Sign Language can be used at public forum, as long as two clear working days’ notice is provided. Where practical, council will arrange for a translator to be present · the Chairperson may direct a speaker to a different committee and prohibit a speaker from speaking if he or she is offensive, repetitious or vexatious, or otherwise breaches these standing orders.	Clarification	7.8
Suspension of standing orders	A provision has been included for a member to move a motion to suspend standing orders as a procedural motion. The member must name the standing orders to be suspended and provide a reason for suspension. If seconded, the chairperson must put it without debate. At least 75 per cent of the members present and voting must vote in favour of the suspension, and the resolution must state the reason why the SO was suspended. It should be noted that some SOs reflect provisions in legislation so cannot be suspended. These are usually indicated by a reference underneath the SO to the relevant clause in legislation.	To assist the smooth running of meetings and ensure consistency with GB Standing Orders	1.7.11
Notice to be seconded	A notice of motion delivered to the Chief Executive must be signed by another member of the meeting as a seconder – unless member is giving notice of motion to revoke or alter a previous resolution.	Consistency with GB Standing Orders	2.5.2
Chairperson discretion	The discretion of the Chairperson has been clarified and made as consistent as possible in Standing Orders relating to Governing Body input, Māori input, public forum and deputations.	Clarification and consistency	Parts 5 and 6, 7.7 and 7.8
Māori responsiveness	Suggested provisions for representatives of Māori organisations to provide input at local board or committee meetings via speaking rights during relevant items. The main purpose of the provisions is to recognise the special status of Māori and increase the council’s responsiveness to Māori.. The provisions also provide more flexibility than the deputations process, which restricts the number of deputation members that may address the meeting. The suggested notice period is seven clear working days, to enable sufficient time for such an item to appear on the agenda. However, this is at the discretion of the chair and can be shortened if need be.	Recognition of the special status of Māori and IMSB’s role under section 85 of the Local Government (Auckland Council) Act 2009	Part 6 and 4.2.2
Working days / clear working days	The term “clear working days” has been used throughout the document, to refer to the number of working days prescribed for giving notice. It excludes the date of service of that notice and the date of the meeting itself. This is in accordance with legislation (Local Government Act 2002, Local Government Official Information and Meetings Act 1987 and the Interpretation Act).	Clarification and consistency
Governing body input, Māori input, public forum, deputations	The provisions in these sections have been made as consistent as possible and, where appropriate, in accordance with the Governing Body Standing Orders. Legal advice has been followed regarding the subjects a speaker may not speak about and the questions which can be put to speakers.	Clarification
New appendices	New appendices have been added, setting out who must leave the meeting when the public is excluded and how business is brought before a meeting. Provisions in the current local board Standing Orders relating to workshops have been placed in an appendix, given their exemption from Part seven of the Local Government Official Information and Meetings Act 1978.	Clarification	Appendices B-D
Electronic attendance at business meetings	Recent changes to the Local Government Act 2002 now allow members to attend meetings by audio or audio-visual means in certain situations. There are a number of restrictions for this provision in the legislation including that relevant technology is available and of suitable quality, all those participating can hear each other and there is no reduction in accountability or accessibility of the member in relation to the meeting. Members attending meetings by electronic link may vote but are not counted as part of the quorum. The revised Standing Orders contain provisions to enable members to attend meetings by electronic link, where the member is representing the council at a place that makes their physical presence at the meeting impossible or impracticable, to accommodate the member’s illness or infirmity or in emergencies. This provision will only apply where the technology is available.	Allows members to attend meetings whilst away on council business, or during illness or other emergency.	3.3
Membership of committees	In accordance with section 85 of the Local Government (Auckland Council) Act 2009, a clause has been included acknowledging that the Independent Māori Statutory Board must appoint a maximum of two people to sit as members of committees that deal with the management and stewardship of natural and physical resources.	Clarification	4.2.2
Powers of delegation	Clause 36D of schedule 7 of the Local Government Act 2002 identifies who a local board may delegate decision-making to, and the powers a local board cannot delegate. This clause does not include the power to delegate to other subordinate decision-making bodies or more than one member of a local board. Therefore references to subordinate decision-making bodies have been removed.	Clarification	Part 4

Key differences from the governing body standing orders

24. The revised local board Standing Orders contain some points of difference with the governing body Standing Orders. Key points of difference are in the areas of refreshment breaks, petitions, notices of motion, and public input.

Consideration

Local board views and implications

25. This report provides information and a revised set of Standing Orders for local board consideration and adoption.

Māori impact statement

26. The local board Standing Orders deal with meeting procedure. They provide for Māori to be spoken at business meetings and for deputations, presentations and petitions to be in Māori. They also enable:

· Māori to participate on local board committees, even if they are not members of the relevant local board. See current local board SO 2.9.2 which states: “members of a committee or subcommittee may, but need not be, elected members of the Local Board”. As such, non-members may be appointed to committees or subcommittees if they have relevant skills, attributes or knowledge.

· the suspension of Standing Orders, which can be useful to flexibly incorporate tikanga at meetings.

27. New suggested provisions relating to Māori in the revised Standing Orders include:

· a section on Māori input, to recognise the special status of Māori and encourage their input at local board meetings. This is in accordance with advice from Te Waka Angamua and work being undertaken by some local boards on a co-design process with mana whenua to improve Māori input into local board decision-making

· clarifying that the Independent Maori Statutory Board (IMSB) must appoint a maximum of two people to sit as members of committees that deal with the management and stewardship of natural and physical resources (in accordance with the Local Government (Auckland Council) Act 2009, section 85)

· providing for Māori to be spoken at public forum, and by the governing body or Māori organisations providing input, as long as two clear working days’ notice is given of the intention to do so.

28. Including these provisions recognises the special status of Māori under Te Tiriti o Waitangi and Local Government Act 2002 requirements to provide opportunities and processes for Māori to contribute to decision-making processes.^{^[2]} It is also in accordance with the goals of council’s Māori Responsiveness Framework, Whiria Te Muka Tangata. In particular, to foster more positive and productive relationships between council and Māori, and contribute to Māori well-being by developing strong Māori communities.

Implementation

29. Changes to Standing Orders requires a majority vote of not less than 75% of members present (s27(3) Schedule 7, Local Government Act 2002).

30. If approved, the revised Standing Orders will come in to effect immediately.

31. Copies of the revised Standing Orders will be provided to all local board members, where local boards choose to adopt changes.

Attachments

No.	Title	Page
a ⇩	Revised Local Board Standing Orders	125
b ⇩	Governing Body Political working party’s finding	185

Signatories

Authors

Blair Doherty - Kaipatiki Local Board Democracy Advisor

Authorisers

Carol McKenzie-Rex – Acting General Manager Local Board Services

Sarah McGhee - Acting Relationship Manager

Papakura Local Board

13 December 2017

Local board feedback on rates remission and postponement policy review

File No.: CP2017/25974

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:

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

· 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/s

That the Papakura Local Board:

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

Comments

Background

11. The current Rates remission and postponement policy includes:

· six 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.

· eleven 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:

· Option 1: integrate with grants schemes with three-year transition for current recipients

· Option 2: retain the status quo

· Option 3: extend to entire region

· Option 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 council’s accounts

· do not increase the rates requirement and hence do not impact the headline rates increase^{^[3]} (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 are 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 per cent) 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.

Review of the rates remission and postponement policy: Options for legacy remission and postponement schemes

Option	Description	Pros	Cons	Implementation
Option 1: Integrate with grants schemes	· Legacy remission and postponements schemes (excluding MCC postponement for sports clubs) transfer to regional or local grants schemes. · Three-year transition – same level of support given as provided in remission or postponement	· Increased transparency and accountability – grants assessed for value for money · Can cap costs · No change for three years for current recipients – time to adjust · Greater flexibility in application – not restricted to organisations that own land, level of support can reflect outcomes not property rates · Reduced rates administration	· Increased grants administration	· Administrative systems already in place for grants · Increase in grants volume
Option 2: Retain the status quo	· Legacy remission and postponements schemes continue unchanged	· Minimises change	· Inequitable – only available in some areas, and only available to groups that own land · Lacks transparency – spending not reviewed against other council priorities · No cap on costs	· No change to current processes
Option 3: Extend to entire region	· Schemes expanded to regional schemes. Costs will depend on the criteria applied	· Increases equity across the region	· Cost – estimated at $4.5m to $6m · No cap on costs · Lacks transparency – spending not reviewed against other council priorities · Lack of evidence this would improve outcomes · Only available to groups that own property	· Increases volume of remissions to process
Option 4: Remove the schemes	· Legacy schemes removed without transition	· $700,000 reduction in cost of rates for 2018/2019	· No time for recipients to adjust	· Reduces rates administration

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 the table above.

Attachments

No.	Title	Page
a ⇩	Summary of Auckland Council Rates remission and postponement policy scheme	225
b ⇩	Rates remission and postponement policy	231
c ⇩	Value of legacy schemes by local board area Remissions for community sporting are split by regional and local	249
d ⇩	All community and sporting remissions by local board area (Under Separate Cover) - Confidential

Signatories

Authors

Beth Sullivan - Principal Advisor Policy

Andrew Duncan - Manager Financial Policy

Authorisers

Matthew Walker - Acting Group Chief Financial Officer

Carol McKenzie-Rex – Acting General Manager Local Board Services

Sarah McGhee - Acting Relationship Manager

Papakura Local Board

13 December 2017

Governance Forward Work Calendar

File No.: CP2017/25441

Purpose

1. To present a 12 month governance forward work calendar to the board.

Executive Summary

2. This report updates the governance forward work calendar: a schedule of items that will come before the board at business meetings over the next 12 months. The governance forward work calendar for Papakura is included in Attachment A.

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

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

· clarifying what advice is required and when

· clarifying the rationale for reports.

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

Recommendation/s

That the Papakura Local Board:

a) note the attached Governance Forward Work Calendar.

Comments

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

6. Although the document is new, there are no new projects in the governance forward work calendar. The calendar brings together in one schedule reporting on all of the board’s projects and activities previously approved in the local board plan, long-term plan, departmental work programmes and through other board decisions. It includes governing body policies and initiatives that call for a local board response.

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

8. The calendar is arranged in three columns, “Topic”, “Purpose” and “Governance Role”:

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

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

· Governance role is a higher-level categorisation of the work local boards do. Examples of the seven governance categories are tabled on the following page.

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

9. Board members are welcome to discuss changes to the calendar. The calendar will be updated and reported back every month to business meetings. Updates will also be distributed to relevant Council staff.

Consideration

Local Board views and implications

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

Māori impact statement

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

Implementation

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

Attachments

No.	Title	Page
a ⇩	Papakura Local Board Governance Forward Work Calendar	261

Signatories

Authors	Trish Wayper - Local Board Democracy Advisor
Authorisers	Sarah McGhee - Acting Relationship Manager

Papakura Local Board

13 December 2017

Papakura Governance Forward Work Calendar for the period 1 November – 31 December 2017

Date	Topic	Meeting	Governance Role	Purpose
13 December 2017	Innovation Hub	Workshop	Setting direction/priorities/budget	Check in on performance/inform future direction
13 December 2017	Quick Response Grants	Workshop	Local initiatives/specific decisions	Review community grant applications
13 December 2017	Opaheke Changing Sheds	Workshop	Local initiatives/specific decisions	Define board position and feedback
13 December 2017	Papakura Business Association	Workshop	Engagement	Information dissemination
13 December 2017	10-Year Budget 2018-2028 Consultation	Business Meeting	Setting direction/priorities/budget	Formal adoption
13 December 2017	Papakura Quick Response – Round 2	Business Meeting	Local initiatives/specific decisions	Formal adoption
13 December 2017	Regional Facilities Auckland Quarterly Report	Business Meeting	Oversight and monitoring	Receive update on progress
13 December 2017	Proposed Papakura Business Association Inc – Business Improvements District (BID) Programme Boundary Expansion Map	Business Meeting	Local initiatives/specific decisions	Formal adoption
13 December 2017	Auckland Transport Report – December 2017	Business Meeting	Oversight and monitoring	Check in on performance/inform future direction
13 December 2017	Opaheke Changing Rooms and Toilet Block	Business Meeting	Local initiatives/specific decisions	Formal adoption
13 December 2017	Local Board Feedback on Rates Remission and Postponement Policy Review	Business Meeting	Input into regional decision-making	Formal adoption
13 December 2017	Papakura Local Board Appointment on an Alternate Representative to the Department of Corrections	Business Meeting	Local initiatives/specific decisions	Formal adoption
13 December 2017	Papakura Local Board Feedback on the Representation Review Process	Business Meeting	Input into regional decision-making	Formal adoption
13 December 2017	Decision-making Allocation	Business Meeting	Input into regional decision-making	Formal adoption
13 December 2017	Revising the Local Board Standing Orders	Business Meeting	Regional decision-making	Formal adoption
13 December 2017	Papakura Local Board Views on the Private Plan Change 6	Business Meeting	Regional decision-making	Formal adoption
31 January 2017	Papakura Local Board Scholarships	Workshop	Local initiative/specific decisions	Review local board scholarships
7 February 2017	Pools and Leisure Centre Update	Workshop	Briefing	Information dissemination
7 February 2017	Walter Strevens Ramp in Takanini	Workshop	Briefing	Information dissemination
7 February 2017	Auckland Transport – Local Capital Transport Fund	Workshop	Setting direction/priorities/budget	Define board position and feedback
7 February 2017	Safety and CCTV	Workshop	Local initiative/specific decisions	Define board position and feedback
14 February 2017	Transpower – Auckland Development Strategy - Update	Workshop	Briefing	Information dissemination
14 February 2017	Erosion at Karaka Harbourside	Workshop	Briefing	Oversight and monitoring
14 February 2017	Community Places Venue Hire	Workshop	Briefing	Oversight and monitoring
14 February 2017	New Grants Programme 2018/2019	Workshop	Local initiative/specific decisions	Define board position and feedback
21 February 2017	ATEED Work Programme Update	Workshop	Briefing	Oversight and monitoring
21 February 2017	Arts, Community and Events Work Programme Update	Workshop	Briefing	Oversight and monitoring
21 February 2017	Parks, Sports and Recreation Work Programme Update	Workshop	Briefing	Oversight and monitoring
21 February 2017	Community Facilities Work Programme Update	Workshop	Briefing	Oversight and monitoring
21 February 2017	Auckland Transport – Work Programme and General Update	Workshop	Briefing	Oversight and monitoring
7 March 2018	Stakeholder Groups Presentations – Papakura Business Assn, CrimeWatch, Maori Wardens etc.	Workshop	Briefing	Oversight and monitoring
14 March 2018	Auckland Emergency Management	Workshop	Briefing	Information dissemination
21 March 2018	Workshop 5 – Local Board agreement and Work Programmes	Workshop	Setting direction/priorities/budget	Define board position and feedback
28 March 2018	Papakura Local Board “Have your say hearing” for Long Term Plan	Hearing	Engagement	Hear written and verbal submissions/deliberate
2 May 2018	Workshop 6 – Local Board Agreement	Workshop	Setting direction/priorities/budget	Define board position and feedback
30 May 2018	Workshop 7 – Local Board Agreement	Workshop	Setting direction/priorities/budget	Define board position and feedback
6 June 2018	Workshop 8 – Finalise Local Board Agreement	Workshop	Setting direction/priorities/budget	Define board position and feedback

Papakura Local Board

13 December 2017

Papakura Local Board

Achievements Register 2016-2019 Electoral Term

Date	Achievement
1 December 2017	Carols in the Park
1 December 2017	Attended North Island Secondary Schools Volleyball Competition
30 November 2017	Papakura Citizenship Ceremony
28 November 2017	Attended Papakura High School Annual Prizegiving
26 November 2017	Attended 26^th Annual Sporting Excellence Awards
25 November 2017	Attended official opening of 3 x 3 basketball court – Bruce Pulman Park
24 November 2017	Attended function with Mayor of Ichihara, Japan
22 November 2017 Business Meeting	- Approved the scope and funding of $20,000 for the Papakura town centre health check. - Approved an amendment to the masterplan for McLennan Park to enable development of a revised pathway network. - Provided input into the Review of the Citizens Advice Bureaux services. - Provided feedback on: - Auckland Transport Election Signs Bylaw 2013 - Representation arrangements – process - Remuneration Authority – Local Government Review 2017 - Auckland Council Waste Management and Minimisation Plan
18 November 2017	Papakura Charter Parade and presentation
15 November 2017	Commercial Project Meeting
12 November 2017	Armistice Day Event
11 November 2017	Papakura Croquet Club 100 year celebration
8 November 2017	Maori Community Relationship Workshop
5 November 2017	CLM Free Community Event
2 November 2017	Presentation of “One Local Initiative” to the Finance and Performance Committee
29 October 2017	Papakura Local Sports Awards
28 October 2017	Puhunui Stream Challenge
26 October 2017	Community Network Hui
24 October 2017	Pukekiwiriki Paa Joint Management Committee Meeting
18 October 2017	Face to face engagement within Papakura for the Safer Community Project – Train Station
11 October 2017	Jobfest
6 October 2017	Funky Friday – Smiths Avenue Community Event
30 September 2017	Papakura Innovation Event 5
27 September 2017 Business Meeting	- Approved Event Work Programme 2017 funding for “Carols in the Park”, Papakura Santa Parade”, NZRL Secondary Schools Competition”, “Pips Canoe Day”, Proud Papakura Proud Street Festival”, and “Movies in the Park pre-entertainment” amounting to $103,500. - Adopted the Papakura Local Board Plan 2017. - Approved $15,000 for the Papakura Business Association BID expansion project. - Approved the preliminary landscape design for the Addison Reserve development and allocated funding of $1,800 to $2,500 to upgrade the bronze plaque commemorating the Walsh Bros first flight. - Approved various road names for the Waiata Shores subdivision. - Provided feedback on the Auckland Plan refresh. - Appointed the Chair as the Papakura Local Board representative on the Drury Structure Planning Political Reference Group. - Formally adopted the Papakura Local Board feedback on “Takaro – Investing in Play” discussion document.
9 September 2017	Creative Souls – Aranga Exhibition Opening
9 September 2017	Papakura Art Gallery Exhibition Opening – “Cast of Minds and Sorawit Songsataya’s Cabinets of Curiosities” by Joanna Fieldes
8 September 2017	New Zealand Rugby League’s Secondary Schools Tournament - Finals
2 September 2017	Innovation Event 4 – 3D printing
23 August 2017 Business Meeting	- Allocated $70,000 to the Papakura Business Assn to address the safety issues in the town centre. - Allocated $33,000 for the two security guards to continue patrolling until 31 October 2017. - Endorsed the handover of responsibility for security in the railway station car park to Auckland Transport to manage. - Approved the Papakura sports needs assessment study scope. - Reallocated up to $80,000 to the Papakura sports codes and parks needs assessment - Approved 16 Papakura Quick Response Grants - Approved a Deed of Leave for the Redhill Superette at 152 Dominion Road, Papakura. - Approved the 2017/2018 Community Facilities Leasing Work Programme. - Provided comprehensive feedback to the Regulatory Committee on the “Auckland Council Local Alcohol Policy Project – Feedback on Decision from Alcohol Regulatory and Licensing Authority.” - Approved the message from the Chairperson for the Draft Annual Report 2016/2017.
19 August 2017	Papakura Innovation Event 3 – Papakura Library
5 August 2017	Papakura Innovation Event 2 – Repair Café (Upcycling)
29 July 2017	Papakura Art Gallery Exhibition Opening – Mohi Ofi
26 July 2017 Business Meeting	- Approved new road name for the residential subdivision by Nagra Homes Limited at 17 Bunnythorpe Road, Papakura – Nagra Lane - Approved new road name for the residential subdivision by Pakenham Group Limited at 170-190 Walters Road and 543-587 Mill Road, Takanini – Toropapa Crescent - Endorsed the local board feedback into the Auckland Transport Election Signs Bylaw - Endorsed the local board feedback in the proposed direction of the Auckland Regional Pest Management Plan - Appointed the Chairperson and Deputy Chairperson as the lead and alternate to take part in regional strategic priority workshops on the Long-term 2018-2028 - Provided feedback to the Auckland Plan refresh 2018 - Delegated the provision of feedback on the “Takaro – Investing in Play’ discussion to workstream members Hawkins, Auva’a and Turner. - Endorsed the board’s feedback on Auckland Transport’s “Roads and Streets framework”. - Requested Auckland Transport to review the road markings on the intersection of Great South Road and Coles Crescent. - Requested Auckland Transport resolve the ongoing issue with the failing chip seal on Elliot Street from the RSA entrance to Mossford Green. - Requested an update on progress on the repair of the covered walkway to the train station. - Requested a progress report, including a full health and safety review, on the parking and speed situation in Oakleigh Avenue, Takanini by 31 August 2017. - Provided feedback on the report entitled “Airport Access” relating to proposed versions of access to Auckland Airport. - Provided input in the review of the Citizens Advice Bureaux services.
23/24/25 July 2017	Local Government New Zealand Conference
22 July 2017	Papakura Innovation Event – Robots and Wearables – Papakura Library
6 July 2017	Drury Community Committee
3 July 2017	Youth Council Meeting
2 July 2017	Papakura Action Expo
30 June 2017	Opening Brylee Reserve Wetlands
30 June 2017	Signing of Relationship Agreement between Ngati Tamaoho, Manurewa, Papakura, Otara-Papatoetoe and Mangere-Otahuhu Local Boards
29 June 2017	Mataawaka Hui – Local Board Plan
28 June 2017 Business Meeting	- Approved an operational grant of $5,000 to the family of Leona McKenzie as a contribution towards the installation of a memorial seat at Opaheke School road crossing. - Approved 24 Papakura Local Board grants. - Approved 7 multi board grants - Approved an application from Papakura Kootuitui Trust for $5,000.00 - Approved the relationship agreement template and a process as a basis for discussions with mana whenua - Approved the Papakura Local Board 2017/2018 Community Facilities Work Programme. - Approved in principle the Papakura Local Board 2017-2020 Community Facilities Physical Work Programme - Supported all the provisions of community and workforce measures for year one (2017/2018) of new maintenance contracts. - Approved the renewal of a community ground lease to Counties Manukau Softball Association Incorporated for the land encompassing the clubrooms at 1R Wharf Street, Papakura - Provided feedback on the Auckland Plan refresh 2018. - Approved a new road name for the residential subdivision by Karaka Brookview Limited at 241 Park Estate Road, Hingaia
28 June 2017	Site Visit State Highway 1 – Papakura to Bombay
27 June 2017	Neighbourhood Support Meeting
25 June 2017	Local Board Engagement Drop-in, Takanini Sikh Temple
24 June 2017	Local Board Plan Engagement – Drury
24 June 2017	Matariki Ki Papakura Event
21 June 2017	Pasifika Fono
19 June 2017	Attended Obligations and Opportunities: Maori, Te Tiriti Treaty and Auckland Council Workshop
19 June 2017	Attended Papakura CrimeWatch Patrol Meeting
14 June 2017	Attended Pips Meeting and TRAG Meeting
13 June 2017	Chair attended LGNZ Zone One Meeting
10 June 2017	Children’s Forest Planting
8 June 2017	Careers Kiosk Opening – Papakura Library
8 June 2017	Civil Defence Workshop
7 June 2017 Business Meeting	- Approved the allocation of $73,000 for environmental projects to be delivered by the Infrastructure and Environmental Services Directorate in 2017/2018. - Approved the Papakura Parks, Sports and Recreation draft Annual Work Programme 2017/2018 financial year with two amendments. - Approved the Papakura Local Board Libraries Work Programme for 2017/2018 - Approved the Local Board Arts, Community and Events (ACE) Work Programme 2017/2018 - Approved the Papakura 2017/2018 Local Economic Development Work Programme - Adopted the Papakura Local Board Agreement 2017/2018 including local fees and charges schedule.
2 June 2017	Local Board Engagement, Papakura Marae including the Careers Coach
1 June 2017	Local Board Plan Engagement – Rosehill College
31 May 2017	Have Your Say Event – Papakura Library
29 May 2017	Local Board Plan Engagement – Papakura High School
29 May 2017	Careers coach at Papakura High School
25 May 2017	Papakura Citizenship Ceremony
24 May 2017 Business Meeting	- Approved 17 Quick Response Round Four Grant Applications - Requested Auckland Transport to provide a “Rough Order of Costs” for five local projects - Requested Auckland Transport to investigate elements of the Papakura greenways – local path plan that could potentially be funded through the Local Board Transport Capital Fund - Approved a new road name for the residential subdivision by Packenham Group Ltd at 170 – 190 Walters Road and 543 – 587 Mill Road, Takanini.
17 May 2017	Arts Facilities, including Papakura Museum, site visits
5 May 2017	Concluded the Parks site visits.
5 May 2017	Attended Jobfest which included the Youthful Official Launch.
3 May 2017 Extraordinary Meeting	- Approved the Opaheke Concept Plan prepared by Surface Design Inc, dated August 2016. - Approved the allocation of the encumbrance funds ($1.75 million) to be paid by Motleon Ltd, towards the development of the southern portion of Opaheke Park. - Adopted the final 2017/2018 Locally Driven (LDI budgets by project, within the funding envelopes. - Agreed to advocate for grade separation of the Takanini rail crossings with Walters Road and Manuroa Road and also to advocate to Auckland Transport to develop a multi-story park and ride at the Papakura Train Station. - Agreed the board’s one key priority for the organisation to work on was to alleviate traffic congestion through building transport infrastructure before intensification. - Agreed that a total of $300,000 for mangrove removal of the 2016/2017 Locally Driven Initiatives (LDI) operational expenditure (Opex) be deferred to 2017/2017.
26 April 2017 Business Meeting	- Approved the Papakura Local Board Community Grants Programme 2017/2018 - Approved a new community ground lease for Papakura City Brass Band Inc for 30 Wairoa Road, Papakura. - Approve a new community ground lease for Papakura Contract Bridge Club Inc for 13 Opaheke Road, Papakura. - Approved a grant of $4,940.60 for costs incurred on development of a concept plan and a resource consent for Opaheke Park which was required by council final Reserve Management Plan for Opaheke Park. - New road names approved for the following: - For the residential subdivision by Housing New Zealand across various sites in Papakura. - For the New private roads created by various resource consents by Housing New Zealand across various sites in Papakura. - Recommended to the Governing Body to strike the targeted rate for the Papakura BID Programme - Approved Karaka and Drury Consultants Limited to undertake stream planting and to manage weeds and pests at Hingaia Stream Esplanade and Karaka Reserve as outlined in the landscape planting plan. - Approved for the Chair and Deputy Chair to attend the Local Government New Zealand Conference and Annual General Meeting 2017 - Approved the draft of the Papakura Local Board Plan 2017 - Endorsed submissions on the Draft Air Quality Bylaw and Statement of Proposal and the Clean Water Package.
25 April 2017	Attended the Papakura and Drury ANZAC Services
22 April 2017	Attended Smiths Avenue Community Cultural Festival
20 April 2017	Attended Maori Communities Engagement Follow-up Expo
11 April 2017	Attended the Launch of Takanini Business Association
2 April 2017	Papakura Fun Run – Bruce Pulman Park
31 March 2017	Hauora at the Pa – Papakura Marae
28 March	Transport Forum - Papakura
25 March 2017	Redhill Funday
25 March 2017	Attended Bruce Pulman Park Indoor Arena Opening
24 March 2017	Attended Police Pay Parade
23 March 2017	Papakura Art Gallery – Exhibition Opening – Tui Tuia with Horomona Horo and Te Kiri o Tane with Nikau Hindin
22 March 2017 Business Meeting	- Approved the Papakura Art Gallery Business Plan 2017-2020 with amendments. - Approved 16 Quick Response Round Three 2016/2017 applications. - Approved new road names for the residential subdivision by Carhart Investments and Darley Investments Limited at 889 Papakura-Clevedon Road, Ardmore being “Nola Dawn Crescent, Charles Henry Way, Te Aramanu Crescent and Huahua Crescent. - Endorsed the draft Manurewa Takanini Papakura Integrated Plan for community engagement commencing 3 April 2017. - Provided board feedback on Project 17: Auckland Council Maintenance Contracts. - Delegated to the Chair and Work Stream Lead Member Turner to provide feedback and attend the hearings on the draft Air Quality Bylaw for Indoor Domestic Fires. - Allocated up to $15,000 from the board’s Community Response Fund to the Papakura Business Association to commission a comprehensive safety review of the Papakura town centre and immediate surrounds to help inform future local board decision-making. - Allocated $3,500 +GST from the board’s Community Response Fund to the Papakura Business Association to partner with the board to continue the Proud Papakura Proud Initiative for 2017. - Agreed to re-constitute the Manukau Harbour Forum joint committee with the Franklin, Mangere-Otahuhu, Manurewa, Otara-Papatoetoe, Maungakiekie-Tamaki, Puketapapa, Whau and Waitakere Ranges Local boards for the 2016-2019 electoral term.
20 March 2017	Attended Pasifika Fono
17 March 2017	Papakura Parks – site visits
16 March 2017	Attended Maori Communities Engagement Hui at Manukau
15 March 2017	Attended Blessing for the site where Papaka Road will be constructed.
10 March 2017	Papakura Local Board “Have Your Say” Event – Papakura Library
25 February 2017	Papakura Town Centre Clean-up
22 February 2017 Business Meeting	- Agreed to fund the cost of $5,063 from the Community Response Locally Driven Initiatives Fund to the Papakura Business Association Incorporated to support the relocation of Closed Circuit Television from the PBA premises to the Papakura Police Station to improve the monitoring by the CrimeWatch volunteers. - Agreed that the Chair and Deputy Chair liaise with the Papakura Business Association Inc to assess suitable sites for installation of new cameras. - Approved a new community ground lease for Counties Manukau Kindergarten Association Incorporated (Nina Busing Kindergarten) for 13A Clevedon Road, Papakura. - Approved a new road name for the residential subdivision by Karaka Brookview Limited at 241 Park Estate Road, Hingaia. - Approved new road name for three private ways within the residential subdivision by Addison Development at 250 Porchester Road, Takanini. - Reallocated unspent events partnership funding of $22,500 to the three remaining 2016/2017 contestable funding rounds as follows: i) $5,625 towards the Quick Response Round Three ii) $5,625 towards the Quick Response Round Four iii) $11,250 towards the Local Grants Round Two - Approved the scope of the Hawkins Theatre Business Planning Project with the following additions: i) To include a strong focus on improved promotion of the venue ii) To include income and options for increased revenue iii) To include community consultation with stakeholders, and user groups. - Agree that the Papakura Local Board Chair will initiate engagement with mana whenua groups who have registered interest in the Papakura Local Board area, to inform the Hawkins Theatre Business Plan. - Endorsed the Manurewa and Papakura Local Board joint submission on the Point England Development Enabling Bill – January 2017. - Adopted the work stream allocations for the Board and appointed Member Auva’a to the Aircraft Noise Community Consultative Group. - Received the Auckland Council’s Quarterly Performance Report for the Papakura Local Board: Quarter Two, 1 October – 31 December 2016.
6 February 2017	Waitangi Day Celebrations
27 January 2017	Art in the Park
25 January 2017 Business Meeting	- Approved various road names for the residential subdivision by Housing New Zealand at 75 Walters Road, Takanini - Approved 19 Papakura Local Board Scholarship grants.
24 January 2017	Keri Downs Park - Out and About Programme
20 January 2017	Blessing of Pahurehure Boardwalk and esplanade
13 January 2017	Papakura Kite Day
16 December 2016	Papakura Local Board Christmas Community Morning Tea
12 December 2016	Drury Mile Post Ceremony
10 December 2016	Papakura Christmas Market
9 December 2016	Papakura Carols in the Park
4 December 2016	Papakura Christmas Parade
27 November 2016	Attended Counties Manukau Sport Excellence Awards
24 November 2016	Papakura Citizenship Ceremony
18 November 2016	Attended Vector Pacific Music Awards
13 November 2016	Attended Armistice Day Service
3 November 2016	Inaugural Meeting - Election of Chair, Brent Catchpole - Deputy Chair, Felicity Auva’a

Papakura Local Board

13 December 2017

Papakura Local Board Workshop Record

Workshop record of the Papakura Local Board held in the Papakura Local Board Chambers, Papakura Service Centre, 35 Coles Crescent on Wednesday, 15 November 2017, commencing at 12 noon.

PRESENT

Chairperson: Brent Catchpole

Members: Felicity Auva’a

Bill McEntee (from 1.07 pm)

Michael Turner (from 1.00 pm)

Katrina Winn (from 1.04 pm)

Apologies: George Hawkins, QSO

Also present: Madelon De Jongh (Senior Local Board Advisor)

Lee Manaia (Local Board Advisor)

Trish Wayper (Democracy Advisor)

Workshop Item

Governance role

Summary of Discussions

Local Board Agreement and Work Programme - Workshop 3 - advice from departments, levels of service and performance measures

Rob McGee

Head of Active Recreation

Faithe Smith

Lead Financial Advisor

Gwyn De-Arth

Area Manager Operational Management & Maintenance

Community Facilities

George Makapatama

Manager Strategic Brokers

Sarah Bramston

Strategic Broker

Emma Joyce

Relationship Advisor

Relationship Infrastructure & Environmental Services

Trevor Watson

Team Leader - Planning

Planning - Central/South

Debra Langton

PSR Portfolio Manager

Gill Pannell

Manager Library Operations, Community Libraries (South/East)

Peri Buckley

Team Leader – Heritage Information Management

Devon Murphy-Davids

Community Empowerment Unit

Madelon de Jongh

Senior Local Board Advisor

Setting direction / priorities / budget

Staff gave a recap of the discussions and requests for further information made during workshop 1 held on 4 October 2017.

The five local board plan outcomes were discussed. The board gave the following comments and/or feedback:

Outcome 1 – Vibrant and Prosperous Metropolitan Centre

· The board requested all Auckland Council departments ensure there is alignment and co-ordination between departments.

· Ensure that the Integrated Area Plan work is also linked into work programmes.

· Ensure the Takanini area is included in the work programmes.

Outcome 2 – People in Papakura live active, healthy and connected lives.

· An activation plan to be developed for Papakura with a particular focus on youth and elderly.

· Concern was expressed that ATEED appears to be very centric or focussed around specific areas. There appeared to be a lack of spread out to the regions.

· Is there any scope for involvement between partnerships between schools and clubs, for example: Cricket – strong school participation yet 90% of the children never go on to play at clubs. Need some thought about how there could be pathways for clubs to form partnerships with schools to work more closely together.

Outcome 3 – A strong local economy

· Papakura becoming a tourist destination – could be tied into heritage.

· Activating cultural part of Papakura population – use other Papakura cultural groups for civic openings, eg: kapa haka groups, pasifika groups etc.

· Centre of Sporting Excellence – Massey Park needs to be more emphasised.

· The Sports Needs Analysis will help inform the work programmes.

· Seek out the employers who will create the local employment opportunities.

· The environment needs to be created for local businesses to offer local employment opportunities and pathways to employment.

Outcome 4 - Papakura is well connected and easy to move around.

· Ensure there is co-ordination between Community Services, Community Facilities and Auckland Transport to continue discussions to deliver on the greenways plan.

Outcome 5 – Treasured for its environment and heritage

A presentation was made by Peri Buckley and the following historical sites were identified:

- Taka Street Plinth – replicate

- Pukekiwiriki Paa Site

- Elsie Morton site

- Courthouse

- Old Central School

- Rings Redoubt Site

- Drury Mile Post

- Cenotaph

· Need to talk to local historical society as they offer some heritage trails in Papakura.

· Heritage trial should connect with the greenways project.

· The heritage trail should include Maori history as well – need to speak to local mana whenua as the historical society has limited information.

· The board suggested an “app” could be developed for the heritage trail. The board wanted the heritage trail to be easy to navigate and follow.

Topic 2 – Performance Measures and Levels of Service

Faithe outlined what the reporting document and data would cover for each department.

Staff will provide current costings for workshops in the new year to confirm 2018/2019 work programmes.

Service levels and performance measures - Where is the information about groups pulling out of using council facilities. The information board members receive is often at odds with what they are hearing on the ground and what staff are reporting to the board. The board also wanted to know what was happening to the groups that are leaving the community facilities. Where are they going?

Actions:

1. A workshop to be organised with ATEED to look at ways they can help attract sporting events to Papakura.

2. Heritage team to report back on how the team can support the development of a heritage trail for Papakura.

3. A workshop required to discuss the dual language signage proposal in parks. A conversation will also be required with mana whenua workshop to be held.

4. Staff to develop the detail, costings for the workshops in the new year to confirm the 2018/2019 work programmes.

5. Community Facilities – The board requested detailed information about the number of groups pulling out of using council facilities, where they have gone and what has happened to those groups.

Local Board General Business

(30 mins)

Setting direction / priorities / budget

Members discussed the following topics:

· Papakura Commercial Commercial Project Group.

· The Papakura Youth Council undertaking the process to become an incorporated society.

· The need for an all events calendar for Papakura not just council events.

· A job description for the deputy chairs. Deputy chairs will now be invited to the chairs forum.

The workshop concluded at 2.10 pm.

Papakura Local Board

13 December 2017

Papakura Local Board Workshop Record

Workshop record of the Papakura Local Board held in the Papakura Local Board Chambers, Papakura Service Centre, 35 Coles Crescent on Wednesday, 22 November 2017, commencing at 1.30 pm.

PRESENT

Chairperson: Brent Catchpole

Members: Felicity Auva’a

Bill McEntee (from 1.45pm)

Michael Turner

Katrina Winn (from 1.30pm)

Apologies: Hon. George Hawkins, QSO

Also present: Madelon De Jongh (Senior Local Board Advisor)

Lee Manaia (Local Board Advisor)

Trish Wayper (Democracy Advisor)

Workshop Item	Governance role	Summary of Discussions
Local Board General Business	Briefing	The board chair updated the board on: · A conversation planned with Panuku Development on Friday 24 November 2017 · Regular ‘clinics’ proposed to be held in the Uenuku Room beginning in February on the third Friday of the month. Members were advised they would be rostered for these clinics.
Town Centre – Framework (1 hour) Leigh Auton Town Centre Project Team Richard Knott Town Centre Project Team John Norman Strategic Planner Local Economic Development Local Economic Growth Business & Enterprise Business Innovation & Skills ATEED CEO Office	Briefing	Richard Knott gave a presentation on the “Draft Town Centre Framework”. Leigh Auton spoke about the need for the Town Centre Health Check piece of work, which would enable the Papakura Commercial Project Group and the local board to begin discussions with Panuku Development Auckland to gain support to begin the transition to a metropolitan centre. The board will consider the releasing of funding for the Papakura town centre health check at this meeting on 22 November 2017. It was noted that further work was required to: · capture heritage buildings in the report, including the eg: - Church - Old Watch house · debate and establish the gateways into Papakura.
Proposed relocation of pedestrian crossing on East Street Proposed raised pedestrian crossing on Wood Street (30 mins) Kenneth Tuai Auckland Transport Elected Member Relationship Manager	Setting direction/priorities/budget	Staff gave a presentation regarding the proposed pedestrian crossings at East Street and Wood Street. The board gave the following feedback: East Street · Pedestrian crossing would need to be raised. · Concern expressed about traffic suddenly turning into New World. · Parked cars on side of the road limit visibility. · Traffic exiting the carpark building which would be right on to the pedestrian crossing. · Consider moving the bus stop. · Would prefer the pedestrian crossing to be moved slightly south to the other side of the carpark entrance and exit. Wood Street · Suggested a raised pedestrian crossing to help reduce the speed of traffic. Actions: 1. Staff to send members the data collected on the pedestrian counts. 2. Staff to consult with New World to ensure that they agree with the proposal. 3. Staff to continue to work on both pedestrian crossings and bring this back to the board meeting for consideration.
Papakura Parks and Ride and Various Item Update (30 mins) Kenneth Tuai Auckland Transport Elected Member Relationship Manager	Briefing	Staff gave an update on the Papakura Park and Ride. The NZTA contribution to the project is still unclear. A decision on that is expected in December. Staff reassured the board this project is one that is definitely in the Regional Land Transport Plan (RLTP). Staff advised that the confirmed site is the Railway Street West site. Action Members raised the following matters for staff to follow up on: 1. Pararekau Road What did the resource consent require with regards to the installation of the footpath and the timeframe for installation? - What systems have been put in place to ensure sub-standard workmanship is dealt with in a timely manner? - The bus stop is very dangerous. There are a lot of children using this area now. The road needs to be repaired and the footpath, kerb and channel needs to be installed. 2. Settlement Road blocked culvert - The road is beginning to collapse. It has been patched in numerous places. The volume of heavy trucks and the erosion that has undermined the road is causing the road to fail. Urgent action is required. 3. Last house off Settlement Road extension - Pine trees have self-seeded. When they grow they will cause problems. Action is required to remove them now to avoid problems with the footpath and powerlines.

The workshop concluded at 2.55 pm.

[1] 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.

[3] 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.

Chairperson	Brent Catchpole
Deputy Chairperson	Felicity Auva'a
Members	Hon George Hawkins, QSO
	Bill McEntee
	Michael Turner
	Katrina Winn

Authors	Lee Manaia - Local Board Democracy Advisor
Authorisers	Sarah McGhee - Acting Relationship Manager