Agenda of Rodney Local Board Parks and Recreation Committee

I hereby give notice that an ordinary meeting of the Rodney Local Board Parks and Recreation Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Thursday, 14 December 2017

3:30pm

Council Chamber
Orewa Service Centre
50 Centreway Road
Orewa

Rodney Local Board Parks and Recreation Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Brent Bailey
Deputy Chairperson	Allison Roe, MBE
Members	Tessa Berger
	Cameron Brewer
	Beth Houlbrooke
	Louise Johnston
	Phelan Pirrie
	Colin Smith
	Brenda Steele

(Quorum 5 members)

Raewyn Morrison

Local Board Democracy Advisor

8 December 2017

Contact Telephone: 021 534 083

Email: raewyn.morrison@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Board Member

Organisation

Position

Brent Bailey

Royal NZ Yacht Squadron

Kaipara College Board of Trustees

Gumboots Early Learning Centre

Member

Parent Representative

Director

Tessa Berger

Mahurangi Action Incorporated
Mahurangi Coastal Trail Trust

The Merchandise Collective

Friends of Regional Parks

Matakana Coast Trail Trust

President

Chairperson

Founder/Director

Committee Member

Member Forum representative

Cameron Brewer

Riverhead Residents & Ratepayers Association

Passchendaele Society Inc.

New Zealand National Party

Cameron Brewer Communications Limited

Spire Investments Limited

Member

Director

Shareholder

Beth Houlbrooke

Sweet Adelines New Zealand (Charitable Trust)
Baddeleys Beach and Campbells Beach Residents and Ratepayers Assn.

Kawau Island Boat Club

Member

Louise Johnston

Blackbridge Environmental Protection Society

Treasurer

Phelan Pirrie

Muriwai Volunteer Fire Brigade

Best Berries (NZ) Ltd

Officer in Charge

Director/Shareholder

Allison Roe

Waitemata District Health Board

Matakana Coast Trail Trust

New Zealander of the Year Awards

Elected Member

Chairperson

Chief Category Judge/Community

Colin Smith

Brenda Steele

Te Uri o Hau Incorporation

Beacon Pathway

Secretary/Beneficiary

Board member

Rodney Local Board Parks and Recreation Committee

14 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

9 Public Forum 5

10 Extraordinary Business 5

11 Notices of Motion 6

12 Grant two new community licences to occupy to The Puhoi Community Forum Incorporated at Puhoi Pioneers Memorial Park, Puhoi 7

13 Licence to occupy and manage the Point Wells Hall 23

14 Amendments to the chairperson and deputy chairperson delegations post committee review 37

15 Deputation/Public Forum Update 57

16 Rodney Local Board Parks and Recreation Committee Workshop Records 61

17 Consideration of Extraordinary Items

1 Welcome

2 Apologies

At the close of the agenda an apology from Member C Smith 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 Rodney Local Board Parks and Recreation Committee:

a) confirm the ordinary minutes of its meeting, held on Thursday, 19 October 2017, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Rodney Local Board Parks and Recreation Committee. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

9 Public Forum

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

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

10 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

11 Notices of Motion

There were no notices of motion.

Rodney Local Board Parks and Recreation Committee

14 December 2017

Grant two new community licences to occupy to The Puhoi Community Forum Incorporated at Puhoi Pioneers Memorial Park, Puhoi

File No.: CP2017/26264

Purpose

1. To grant two new community licences to occupy to The Puhoi Community Forum Incorporated at Puhoi Pioneers Memorial Park.

Executive summary

2. In 2004, The Puhoi Community Forum Incorporated entered into a community licence to occupy with the former Rodney District Council. The permitted use of the licence to occupy is to carry out improvements to the park for the benefit of park users and contained a provision for a sub-licence to occupy to a grazier. Although the term of the licence has expired, it continues on a month-to-month basis on its original terms and conditions.

3. The community forum has formally applied to council for a new licence to occupy with the provision for a sub-licence to a grazier for the following three land parcels it occupies within the park:

· Lot 1 DP 199344 (classified as recreation reserve and subject to the provisions of the Reserves Act 1977)

· Lot 3 DP 199344 (classified as recreation reserve and subject to the provisions of the Reserves Act 1977 )

· Pt MBlk Okahu ML 86 (held under the Local Government Act 2002).

4. As the above three parcels of land are subject to the requirements of the Reserves Act 1977 and the Local Government Act 2002 respectively, legally, this necessitates two proposed new licences to occupy to the community forum. Auckland Council has satisfied its statutory requirements about its intention to grant the proposed two new community licences to occupy with provision for a sub-licence to occupy.

5. This report recommends that the Rodney Local Board grant two new community licences to occupy with provision for a sub-licence to occupy to the community forum as follows:

· Lots 1 and 3 DP 199344 (under section 73(1) of the Reserves Act)

· Pt MBlk Okahu ML 86 (under the Local Government Act).

Recommendation/s

That the Rodney Local Board:

a) grant The Puhoi Community Forum Incorporated a new community licence to occupy with provision for a sub-licence to occupy under section 73(1) of the Reserves Act 1977 for Lot 1 DP 199344 and Lot 3 DP 199344 at Puhoi Pioneers Memorial Park, Puhoi (Attachment A) subject to the following terms and conditions:

i) term – five years with one five year right of renewal commencing 1 January 2018

ii) rent - $1.00 per annum, if demanded

iii) the approved community outcomes plan will be attached to the deed of licence

iv) the term of the sub-licence must accord with the term of the head-licence

v) all other terms and conditions of the new community licence to occupy will be in accordance with the Auckland Council Community Occupancy Guidelines July 2012 and the Puhoi Pioneers Memorial Park Reserve Management Plan as adopted 30 July 2009.

b) grant The Puhoi Community Forum Incorporated a new community licence to occupy with provision for a sub-licence to occupy under the Local Government Act 2002 for Pt MBlk Okahu ML 86 at Puhoi Pioneers Memorial Park, Puhoi (Attachment B) subject to the following terms and conditions:

i) term – five years with one five year right of renewal commencing 1 January 2018

ii) rent - $1.00 per annum, if demanded

iii) the term of the sub-licence must accord with the term of the head-licence

iv) all other terms and conditions of the new community licence to occupy will be in accordance with the Auckland Council Community Occupancy Guidelines July 2012 and the Puhoi Pioneers Memorial Park Reserve Management Plan as adopted 30 July 2009.

c) approve The Puhoi Community Forum Incorporated community outcomes plan as set out in Attachment C to the agenda report.

Comments

Land, existing community lease and area occupied

6. The Puhoi Pioneers Memorial Park is located adjacent to the Puhoi Village (Attachment D). Access to the main part of the park (including the licence to occupy area) is via Domain Road and across a small one-way bridge over the Puhoi River.

7. In 2004, the former Rodney District Council granted a licence to occupy to the community forum. The permitted use of the licence is to carry out improvements to the park for the benefit of park users and provided for a sub-licence for grazing purposes. The licence commenced 1 September 2004 for one term of three years and expired on 31 August 2007.

8. In 2008, the Rodney District Council varied the licence to extend the term by two additional years which expired on 31 August 2009. The licence is currently rolling over on a month-to-month basis on the original terms and conditions. A grazier is currently occupying the bulk of the community forum’s licence area under the sub-licence.

9. The activities undertaken by the community forum straddle three parcels (Attachment E) GIS aerial view shows the community forum occupying Lots 1 and 3 DP 199344 and Pt MBlk Okahu ML 86 at Puhoi Pioneers Memorial Park:

· the land described as Lot 1 DP 199344 is held in fee simple by Auckland Council as a classified recreation reserve, subject to the provisions of the Reserves Act

· the land described as Lot 3 DP 199344 is held in fee simple by Auckland Council and was, until recently, an unclassified recreation reserve, subject to the provisions of the Reserves Act. Council staff has completed the statutory process involved in the classification of the parcel as recreation reserve

· the land described as Pt MBlk Okahu ML 86 is held in fee simple by Auckland Council and is subject to the provisions of the Local Government Act.

Public notification

10. Whilst the Puhoi Pioneers Park Reserve Management Plan contemplates a community licence to occupy to the community forum with provision for a sub-licence to occupy, section 73(4) of the Reserves Act 1977 does not provide an exemption to council from publicly notifying the proposed grant of a licence to occupy to the community forum for Lots 1 and 3 DP 199344.

11. Similarly, in accordance with section 138 of the Local Government Act 2002 any lease or licence for a term in excess of six months must be publicly notified. This applies to the community forum’s application for a licence to occupy for Pt MBlk Okahu ML 86.

12. Prior to granting the two new licenses to occupy, public notification of council’s intention was required under section 73(4) of the Reserves Act 1977 and section 138 of the Local Government Act 2002, respectively. Further, engagement with mana whenua identified as having an interest in land in the Rodney Local Board area was required under Section 4 of the Conservation Act 1987.

13. Public notices were placed in the Nor-West News and the Rodney Times on 31 August 2017. Submitters were allowed one calendar month to make submissions or objections to the proposal to grant two licences to occupy to the community forum. During this period, no submissions or objections were received.

The Puhoi Community Forum Incorporated

14. The community forum has been in existence for well over a decade and was incorporated under the Incorporated Societies Act 1908 on 13 May 2004. Its current membership comprises 40 residents of the Puhoi area, has 16 part-time volunteers contributing approximately 20 hours of labour per week, project dependant. Stated within it constitution, its objects include:

· giving a collective voice to the existing groups in Puhoi as decided by the community forum

· instigating and supporting worthy plans, projects and activities for Puhoi.

15. The community forum as volunteers:

· manage the wide expanse of the open park

· have a project underway to construct a walkway around the perimeter of the park (for use by locals, visitors, public at large and tourists)

· plant natives

· undertake restorative riparian work, riparian fencing, pest control, wetland protection and continued clean-up of the site

16. The community forum has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately.

17. Council staff have negotiated and agreed a community outcomes plan with the community forum. Subject to local board approval of the plan, council staff will append the plan as a schedule to the community licence to occupy over Lot 1 DP 199344 and Lot 3 DP 199344.

Consideration

Local board views and implications

18. On 14 June 2017, the local board was presented with a memorandum on the licenses and sub-licences. No concerns were raised in the feedback received.

19. At its business meeting of 15 June 2017, the local board resolved to approve the 2017/2018 Community Facilities Work Programme (Resolution number RD/2017/102). The proposed new community lease to the community forum is listed on the community lease work plan 2017/2018.

20. At its business meeting of 20 July 2017, the Rodney Local Board, Transport Infrastructure and Environment Committee approved the public notification of Auckland Council’s intention to grant two new community licences to occupy to the community forum (Resolution number RODTP/2017/24).

Maori impact statement

21. In July and August 2017, engagement was undertaken with mana whenua identified as having an interest in land in the local board area about the proposed licences to occupy.

22. Engagement involved:

· a presentation at the Mana Whenua Forum held at Orewa on 2 August 2017

· email contact containing detailed information and inviting iwi representatives to hui and or for a Kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

23. On 20 July 2017, the Pou Kaitiaki for Manuhiri Charitable Trust, a key representative for the community forum and council staff undertook a site visit, from which the Pou Kaitiaki prepared a report.

24. Detailed within the Kaitiaki report is the significance of the site, concerns and recommendations, including the importance of community forum members and volunteers being made aware of archaeological discovery protocols. One such recommendation is that council plants the southern banks of the Puhoi River within the esplanade reserve to match the riparian restoration work undertaken by the community forum within the park (Attachment F).

Implementation

25. The costs associated with public notification and engagement with iwi about council’s intention to grant two new community licenses to occupy was approximately $1000.00. This cost was borne by the Community Facilities Department.

26. Subject to the local board grant of the two licenses to occupy, council staff will work with key representatives of the community forum to finalise the deeds.

Attachments

No.	Title	Page
a ⇩	GIS Aerial view of Lots 1 and 3 DP 199344	11
b ⇩	GIS Aerial view of PT MBlk Okahu ML 86	13
c ⇩	Community Outcomes Plan	15
d ⇩	Location Plan	17
e ⇩	GIS Aerial view of both sites	19
f ⇩	Kaitiaki Assessment Report	21

Signatories

Authors

Cherie Veza - Stakeholder Advisor

Authorisers

Kim O’Neill - Head of Stakeholder and Land Advisory

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks and Recreation Committee

14 December 2017

Licence to occupy and manage the Point Wells Hall

File No.: CP2017/26365

Purpose

1. To grant the Point Wells Community and Ratepayers Association a licence to occupy and manage the Point Wells Hall.

Executive summary

2. The Rodney Local Board wishes to see more community halls under local governance and management. At its business meeting of 13 June 2016, the Rodney Local Board Parks, Culture and Community Development Committee resolved to approve a community-led incorporation model whereby a hall committee manage and operate the hall RODPC/2016/46d (Attachment A).

3. The Point Wells Hall has been managed by Auckland Council, and its predecessor Rodney District Council, since 1October 2008. In April 2017 the Point Wells Hall Committee, a sub-committee of the Point Wells Community and Ratepayers Association, formally requested to take on the management of the hall under a community-led model (Attachment B). This requires a licence to occupy.

4. The hall sits on land classified for recreational use, which is incorrect for hall activities. Due to the incorrect land classification council has completed the required statutory processes of public notification and engagement with iwi about its intention to grant a new community licence to occupy and manage under the Reserves Act 1977 and the Conservation Act 1987.

5. Staff believe that the Point Wells Community and Ratepayers Association has the capability to take on the operations of the Point Wells Hall.

6. The report recommends that the Rodney Local Board issue a new licence to the Point Wells Community and Ratepayers Association for the hall at the Point Wells Recreation Reserve.

Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) grant a licence to occupy under section 73(3) of the Reserves Act 1977 to the Point Wells Community and Ratepayers Association Incorporated for the Point Wells Hall which is located on a portion (455m² more or less) of Allotment 21 DP 32632 at Point Wells Recreation Reserve, 5 Point Wells Road (Attachment C to the agenda report) subject to the following terms:

i) term – three years commencing 1 February 2018

ii) rent - $1.00 per annum if demanded

iii) all other terms and conditions will be in accordance with the Reserves Act 1977 and the Point Wells Recreation Reserve Management Plan adopted 24 June 2010.

Comments

Community-led incorporation model

7. In 2015 the local board reviewed hall and reserve management and operation in the Rodney area. Staff were asked to develop a new model for the management and governance of Rodney’s halls that would be flexible and able to be tailored to meet the requirements of the different types of halls and committees.

8. The community-led incorporation model provides opportunity for the community to govern and operate their local spaces, as either an incorporated society or charitable trust.

9. Staff have been working with the committee to implement a community-led incorporation model to formally manage the hall.

10. The hall committee has been informally overseeing the hall operations for some time. They are a strong committee with dedicated and capable members who are enthusiastic and prepared to manage and operate the hall according to the local board’s community-led incorporated model.

11. The Point Wells Community and Ratepayers Association (PWCRA) was incorporated under the Incorporated Societies Act 1908 on 21 May 2003.

12. The current operating model under which the hall is managed is as follows:

Auckland Council	Point Wells Hall committee
arranges and covers costs relating to all operational activities and expenses (insurances, utilities, cleaning, consumables and custodian)	informal oversight of the hall and reserve, ensuring maintenance issues are raised with council where required.
Plans, funds and undertakes all capital and renewal works
receives income from activity bookings
manages bookings and access for users sets fees and charges for use collects fees directly from users

13. The community-led operating model is as follows:

Auckland Council	Point Wells Hall committee
own the building and land	manage and operate facility and site
plans and undertakes all capital and renewal works	set fees and charges
cover costs of building insurance and annual WOF	collects fees from users, retains within and reinvests within the enterprise
undertakes maintenance in accordance with licence	pay outgoings – utilities, cleaning, public liability insurance, other expenses and consumables and undertake minor internal maintenance as provided for within licence
	activity reporting on a three monthly basis and an annual review

Land classification

14. The Point Wells Recreation reserve is located in the coastal village of Point Wells, on the western side of the Whangateau Harbour (Attachment D). The reserve occupies 1.043 hectares, comprises two defined land parcels and is subject to the provisions of the Reserves Act 1977. The hall is situated in a portion of Lot 21 DP 32632 which is classified as recreation under the Reserves Act 1977. This classification does not “support” the community-focused activities at the hall nor the proposed licence to occupy and manage. As such, a licence to occupy and manage will be issued under section 73(3) of the Reserves Act 1977 which provides for situations where any recreation reserve or part of a reserve is not being used for the purposes of a recreation reserve.

Public notification and stakeholder engagement

15. As the reserve is classified as a recreation reserve under the Reserves Act 1977 the grant of a licence to occupy and manage for the part of the hall situated on Allotment 21 requires the need for public notification and iwi engagement..

16. At its business meeting of 21 September 2017, the local board resolved to approve public notification and engagement with iwi of council’s intention to grant a licence to the committee for Lot 21 DP 32632 RD/2017/151 (Attachment E).

17. Public notices were placed in Mahurangi Matters and the Rodney Times in October 2017. The proposal was also advertised on the Auckland Council website. Submitters were allowed one calendar month to make submissions or objections to the proposal. During this period, no submissions or objections were received.

18. The costs associated with public notification and engagement with iwi of council’s intention to grant the licence was approximately $900.00.

Consideration

Local board views and implications

19. Under the community-led incorporation model, future hall hire revenue will not appear in the local board budget as it will be retained by the committee to offset operating costs.

20. The recommendations within this report fall within the local board’s authority relating to the local, recreation, sports and community facilities.

Māori impact statement

21. Fourteen iwi were identified as having an interest in the local board geographic area. None of the iwi indicated any objections.

Implementation

22. If the licence is granted staff will commence with the following:

· the licence and the operational agreement will be drafted

· a handover date will be confirmed between both parties

· property inspection of the site completed

· relevant stakeholders will be advised of the handover date

· signing of the licence and handover day and celebrations

· ongoing support provided by the rural hall advisor and updates to the local board.

Attachments

No.	Title	Page
a ⇩	Resolution re community-led incorporation model	27
b ⇩	Letter From Point Wells Community and Ratepayers Association	29
c ⇩	Point Wells Hall aerial view	31
d ⇩	Locality Plan	33
e ⇩	Resolution re public notification	35

Signatories

Authors

Jo Heaven - Rural Hall Advisor (Rodney)

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks and Recreation Committee

14 December 2017

Amendments to the chairperson and deputy chairperson delegations post committee review

File No.: CP2017/26363

Purpose

1. To amend the delegations to the chairperson and deputy chairperson of the Transport, Infrastructure and Environment Committee, in accordance with the recommendations of the Rodney Local Board review of committees.

Executive summary

2. On 5 October 2017, the Rodney Local Board members undertook a review of the structure of the local board committees, in accordance with the original decision to establish the committees on 15 December 2016 (resolution RD/2016/176).

3. The committee review recommended three substantive changes to the structure of the Rodney Local Board’s Parks and Recreation Committee and the Transport, Infrastructure and Environment Committee. These recommendations were approved at the local board at its meeting on 16 November 2017. A copy of that agenda report is attached as Attachment A.

4. One of the recommendations of the review is that the current delegations to the chairperson and deputy chairperson which were approved at the meeting on 15 June 2017 (resolution RODPC/2017/14), should be amended to the chairperson only, who may consult with the deputy chairperson before exercising the delegation.

5. As a consequence of the changes proposed to the committee structure, the Project Lead for Greenways will need to be transferred from the Transport, Infrastructure and Environment Committee to the Parks and Recreation Committee.

6. In accordance with the report set out in Attachment A, the proposed changes to resolution RODPC/2017/14 are recommended with additions underlined and deletions struck through

Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) amend the delegations made in resolution RODPC/2017/14 on 15 June 2017 to the following:

“delegate the following responsibilities to the chairperson of the committee: ~~and the Deputy Chairperson of the Parks and Recreation Committee~~

i) all approvals related to memorial plaques, memorial furniture and memorial trees.

ii) all approvals for final designs of new parks assets where the capital project has been approved through the Parks work programme, and any subsequent minor changes required due to unforeseen circumstances.

iii) all approvals for final scopes of work for projects in the Parks works programme, including annual volunteer activities (including planting) up to a value of $30,000 or less.

iv) all changes to the work programmes up to a value of $35,000 for existing projects that have already been approved through the annual work programme.

v) all approvals for final designs for art works on and within Parks assets.

vi) make decisions on the waiver or adjustment of fees charged to groups using council-managed community halls in Rodney.

vii) final approval of informal feedback to matters delegated to this committee.

viii) to approve feedback on the acquisition of land for parks/recreation purposes, following a discussion at a committee workshop.

ix) to grant and consult on minor landowner approval for the use of any council owned land relevant to this committee, provided that any requests that the chairperson and deputy chairperson consider are more than minor shall be referred to the committee for approval.

b) note that the chairperson may consult with the deputy chairperson and any other local board members that the chairperson deems relevant, prior to exercising their delegation.

c) agree to the transfer of the Project Lead for Greenways from the Transport, Infrastructure and Environment Committee, for future reporting and accountability.

Comments

7. On 15 December 2016 the Rodney Local Board resolved to establish a Transport, Infrastructure and Environment Committee and a Parks and Recreation Committee (resolution RD/2016/176).

8. The local board subsequently adopted the Terms of Reference of the two committees and acknowledged that the Parks and Recreation Committee would on delegate the following responsibilities to the chairperson and the deputy chairperson of this committee at its first business meeting (resolution RD/2017/23):

i) all approvals related to memorial plaques, memorial furniture and memorial trees.

iii) all approvals for final scopes of work for projects in the Parks works programme, including annual volunteer activities (including planting) up to a value of $30,000 or less.

iv) all changes to the work programmes up to a value of $35,000 for existing projects that have already been approved through the annual work programme.

v) all approvals for final designs for art works on and within Parks assets.

vi) make decisions on the waiver or adjustment of fees charged to groups using council-managed community halls in Rodney.

vii) final approval of informal feedback to matters delegated to this committee.

viii) to approve feedback on the acquisition of land for parks/recreation purposes, following a discussion at a committee workshop.

9. The delegations to the chairperson and deputy chairperson were subsequently approved at the Parks and Recreations Committee business meeting on 15 June 2017 (resolution RODPC/2017/14).

10. On 5 October 2017, the Rodney Local Board members undertook a review of the structure of the local board committees, in accordance with the original decision to establish the committees on 15 December 2016.

11. The committee review recommended three substantive changes to the structure of the Rodney Local Board’s Parks and Recreation Committee and the Transport, Infrastructure and Environment Committee. These recommendations were approved by the local board at its meeting on 16 November 2017. A copy of that agenda report is attached as Attachment A.

12. One of the recommendations of the review is that the current delegations to the chairperson and deputy chairperson should be amended to the chairperson only, who may consult with the deputy chairperson before exercising the delegation.

13. The reason for this change is that the sign-off of two members can be difficult to obtain in a timely fashion. Where the two members disagree this leaves the local board unable to provide feedback to staff. Additionally, vesting a delegation in two local board members may, in effect, be a de facto committee that brings with it additional administrative burden that was unintended when the committees were established and is not consistent with the intent of having responsive and efficient decision making. Shifting the delegation to the chairperson, who may consult with the deputy chairperson, should alleviate these issues and speed up the process while still allowing for checks and balances in decision making

14. The revised committee terms of reference (as part of Attachment A) anticipate that the Parks and Recreation Committee will amend the current delegations to chairperson and deputy chairperson in order to give effect to the recommendations of the review.

15. Additionally, as a consequence of the proposed changes, the Project Lead for Greenways will need to be transferred from the Transport, Infrastructure and Environment Committee to the Parks and Recreation Committee to reflect that greenways has now moved to the Parks and Recreation Committee. This transfer was approved by the Transport, Infrastructure and Environment Committee at its meeting on 16 November 2017 (RODTP/2017/57).

Consideration

Local board views and implications

16. This report seeks the views of the Rodney Local Board Parks and Recreation Committee on the proposed delegations.

Māori impact statement

17. The Rodney Local Board Parks and Recreation Committee will continue to engage with iwi to ensure that effective decision-making takes into account the views of Māori.

Implementation

18. These new delegations of the committee will take effect once they have been approved and adopted.

Attachments

No.	Title	Page
a ⇩	Report to 16 November 2017 local board business meeting re committee review	41

Signatories

Authors

Jonathan Hope - Local Board Advisor - Rodney

Kathryn Martin - Senior Local Board Advisor - Rodney

Authorisers

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks and Recreation Committee

14 December 2017

Deputation/Public Forum Update

File No.: CP2017/26576

Purpose

1. As part of its business meetings Rodney Local Board Parks and Recreation Committee has a period of time set aside for Deputations/Presentations and Public Forum during which time members of the public can address the local board on matters within its delegated authority.

Executive Summary

2. Under Standing Orders there is provision for Deputations/Presentations to the local board. Applications for Deputations/Presentations must be in writing setting forth the subject and be received by the Relationship Manager at least seven working days before the meeting concerned, and subsequently have been approved by the Chairperson. Unless the meeting determines otherwise in any particular case, a limit of ten minutes is placed on the speaker making the presentation.

3. Standing Orders allows three minutes for speakers in Public Forum.

4. Requests, matters arising and actions from the Deputations/Presentations and Public Forum are recorded and updated accordingly. The Rodney Local Board Deputations/Presentations and Public Forum Update is attached as Attachment A.

Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) note the Deputation/Public Forum Update.

Attachments

No.	Title	Page
a ⇩	Deputation/Public Forum Update	59

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager