Agenda of Waitematā Local Board

Waitematā Local Board

12 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: Tineke Sutton - Oma Rapeti Lease 5

8.2 Deputation: Mark Knoff-Thomas - Station Square 6

8.3 Deputation: Anita Potgieter and Tim Fitzsimmons - Wynyard Quarter Transport Management Association 6

8.4 Deputation: Brigitte Sistig - Grey Lynn 2030 Transition Community Trust 6

9 Public Forum 6

9.1 Public Forum: Luke Nuie - Parnell Community Committee 7

9.2 Public Forum: Conrad Young, William Waite, David Pendegrast - Resident Parking in Parnell 7

10 Extraordinary Business 7

11 Notices of Motion 8

12 Notice of Motion - Member Richard Northey - Council Property being used to film tobacco advertisements 9

13 Councillor's Report 13

14 Auckland Transport update – December 2017 15

15 Proposed new commercial lease to Oma Rapeti Limited at 3 Pratt Street, Freeman's Bay 29

16 New Community Lease Freeman's Bay Community Centre 52 Hepburn Street Freeman's Bay 33

17 Approval of the Wynyard Quarter neighbourhood park concept design 39

18 Locally Driven Initiatives 2017/2018 funding allocation for minor discretionary capital projects 43

19 Auckland Council’s Quarterly Performance Report: Waitematā Local Board for quarter one, 1 July - 30 September 2017 47

20 Revising the local board Standing Orders 69

21 Regional Facilities Auckland first quarter 2017/2018 147

22 10-year Budget 2018-2028 consultation 169

23 Local board feedback on rates remission and postponement policy review 177

24 Decision making allocation 211

25 Chair's Report 229

26 Board member reports 231

27 Governance Forward Work Calendar 247

28 Waitematā Local Board Workshop Records 251

29 Consideration of Extraordinary Items

PUBLIC EXCLUDED

30 Procedural Motion to Exclude the Public 259

23 Local board feedback on rates remission and postponement policy review

d. All community and sporting remissions by local board area 259

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Waitematā Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 21 November 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 Waitematā 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: Tineke Sutton - Oma Rapeti Lease

Executive summary

1. Tineke Sutton will be in attendance to discuss a lease application for Oma Rapeti early childhood centre.

Recommendation/s

That the Waitematā Local Board:

a) thank Tineke Sutton for her attendance and presentation about a lease application for Oma Rapeti early childhood centre.

8.2 Deputation: Mark Knoff-Thomas - Station Square

Executive summary

1. Mark Knoff-Thomas will be in attendance to discuss flag designs for Station Square.

Recommendation/s

That the Waitematā Local Board:

a) thank Mark Knoff-Thomas for his attendance and presentation about flag designs for Station Square.

8.3 Deputation: Anita Potgieter and Tim Fitzsimmons - Wynyard Quarter Transport Management Association

Executive summary

1. Anita Potgieter and Tim Fitzsimmons will be in attendance to discuss the Wynyard Quarter Transport Management Association (WQTMA).

Recommendation/s

That the Waitematā Local Board:

a) thank Anita Potgieter and Tim Fitzsimmons for their attendance and presentation about the Wynyard Quarter Transport Management Association (WQTMA).

8.4 Deputation: Brigitte Sistig - Grey Lynn 2030 Transition Community Trust

Executive summary

1. Brigitte Sistig will be in attendance on behalf of the Grey Lynn 2030 Transition Community Trust to discuss their current Trash to Trade project and future developments.

Recommendation/s

That the Waitematā Local Board:

a) thank Brigitte Sistig for her attendance and presentation on behalf of the Grey Lynn 2030 Transition Community Trust about their current Trash to Trade project and future developments.

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.

9.1 Public Forum: Luke Nuie - Parnell Community Committee

Executive summary

1. Luke Nuie will be in attendance on behalf of the Parnell Community Committee to discuss parking plans.

Recommendation/s

That the Waitematā Local Board:

a) thank Luke Nuie for his attendance and presentation on behalf of the Parnell Community Committee about parking plans.

9.2 Public Forum: Conrad Young, William Waite, David Pendegrast - Resident Parking in Parnell

Executive summary

1. Conrad Young, William Waite and David Pendegrast will be in attendance to speak to the board about resident parking in Parnell.

Recommendation/s

That the Waitematā Local Board:

a) thank William Waite and David Pendegrast for their attendance and presentation about resident parking in Parnell.

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

Under Standing Order 2.5.1 (LBS 3.11.1) or Standing Order 1.9.1 (LBS 3.10.17) (revoke or alter a previous resolution) a Notice of Motion has been received from Member Richard Northey for consideration under item 12.

Waitematā Local Board

12 December 2017

Auckland Transport update – December 2017

File No.: CP2017/26047

Purpose

1. To update the Waitematā Local Board on Auckland Transport (“AT”) activities and to summarise the ongoing engagement between Waitematā Local Board and Auckland Transport.

Executive summary

2. This report covers:

· An update on the transport capital fund

· Traffic control committee decisions

· Auckland Transport workshops with the board

· Projects and activities of interest to the board

· Consultation responses

· A summary of general information items sent to the board and of feedback received from the board

Recommendation/s

That the Waitematā Local Board:

a) receive the report Auckland Transport Update – December 2017.

Comments

Transport capital fund update

3. As of the new electoral term Waitematā Local Board had $1,605,522 available in their Local Board Transport Capital Fund.

4. From this sum the board has approved:

· Up to $221,000 as additional funds for the Ponsonby Road pedestrian improvement project

· Up to $25,000 for a parklet on Nuffield Street

· Up to $20,000 for streetscape enhancement incorporating tree planting on St Marys Road

5. Auckland Transport has ongoing investigations into rough orders of costs for the following project:

· Creating a walking and cycling connection through Cox’s Bay reserve to Wharf Road via Bayfield Park

Traffic Control Committee decisions

6. Please see attachment A which outlines decisions made in the Waitematā Local Board area in November 2017. Auckland Transport's resolution and approval process ensures the most appropriate controls and restrictions are put in place and can be legally enforced.

Workshop overview

7. Auckland Transport attended three workshops with the board on the 5^th of December. These included a briefing on the consultation for the Parnell residential parking zone, an update on Route 2: Waitemata Safe Routes project and a briefing on the consultation for the Grey Lynn and Arch Hill residential parking zone consultation.

Upcoming projects and activities

Nelson Street Stage 2 Opens

8. Bike riders are already enjoying stage two of the Nelson Street Cycleway, which helps people who ride bikes to safely travel to the viaduct, downtown, and Wynyard Quarter.

9. The project goes from Victoria Street to Pakenham Street East, safely through the Fanshawe Street intersection. These works include a separated northbound cycle lane and a southbound separated cycle lane and shared path, which are clearly marked and separated from vehicles. The Fanshawe Street intersection includes new signals for bike riders.

10. It also incorporates improvements along Pitt Street, including a shared path between Beresford Square and Hobson Street, along with cycle crossings at the Vincent St and Hopetoun St intersection.

11. Nelson Street Stage 2 is part of a larger project to have an entire loop around the city centre that is separated for bike riders. The next stage to connect Market Place from Pakenham Street East to the Quay Street Cycleway, which gets underway next year.

12. The Nelson Street Cycleway is being delivered by Auckland Transport through the Urban Cycleways Programme.

New faces on Western Line trains

13. Auckland’s new Transport Officers have been a success. The new role, which began on Western Line trains in November, provides customer support as well as improved safety.

14. There has been very positive feedback with people telling us that having Transport Officers on the train gives them reassurance that their journey will be safe.

15. A major part of their job is to provide customer service, which can be advising customers which service they should take, making sure they get on and off the train safely and making sure they tag on and off correctly.

16. Transport Officers will be working in pairs and they will be deployed when and where they are needed most. It is proposed to have around 230 Transport Officers warranted by the Commissioner of Police working across the Network.

17. As part of the SaFE (Safety and Fare Enforcement) programme run by Auckland Transport and Transdev, the new staff will provide customer service and manage fare evasion through fare inspections and issuing infringements. They will also be trained in how to de-escalate situations caused by anti-social behaviour.

Other projects

18. The below table has a general summary of projects and activities of interest to the board with their current status. Please note that all timings are indicative and are subject to change:

Project	Current Status
Northwestern busway – proposed rapid transit corridor from City to West Auckland	With a greater emphasis on Light Rail being looked at by the new government, we are continuing to finish off the current busway business case work but are expecting to need to update it once the new central government transport policy direction is formalised. Anticipated public consultation has therefore been delayed, as the wider context is still not yet clear. We have draft consultation material and hope to make speedy progress on public engagement once the central government approach in known.
Midtown bus route – improving how city centre buses operated	The Indicative Business Case is being finalized in order to apply for Detailed Business Case (DBC) funding, in particular the scoping of the university bus station concept and how to deal with potential commercial elements of it (i.e. integrating it into surrounding development). Once DBC funding is confirmed, we will re-engage with stakeholders as we set up the forward programme to develop the preferred design.
Parnell Busway - bus priority improvements on Park Road between Grafton Bridge and the Hospital entrance, and Parnell Road between Davis Crescent and St Mary’s Close.	Looking to go for public consultation in early 2018.
Federal Street Upgrade Stage 2 - between Mayoral Drive and Wellesley Street, it will be better for pedestrians with improved lighting, signage, street furniture and planting.	Public consultation is underway and will run to 10 December.
Parnell residential parking zone - proposed permit scheme for residents and businesses	Public consultation is underway and will run to the 11 December.
Arch Hill residential parking zone – proposed permit scheme for residents and businesses.	Public consultation is underway and will run to the 20 December.
Grey Lynn parking scheme - proposed permit scheme for residents and businesses	Public consultation is underway and will run to the 20 December.
Nelson St cycleway phase 3 – a bi-directional cycleway from Nelson Street to Quay Street	Public consultation closed on the 1st of October, the project team has sought the Board’s feedback and is evaluating all the feedback received.
Grafton residential parking zone - proposed permit scheme for residents and businesses	Consultation closed on the 30 July. The Project team has received the Board’s feedback and their response is included in this report.
Tamaki Drive cycle route – between the Strand to Ngapipi Road	Currently in detailed design. Construction is scheduled to start in May 2018.
Parnell cycleway – proposed cycleway through Parnell	Following public consultation and discussion within a community liaison group, the project team will be meeting with the Board in December to seek feedback on the proposed designs.
Herne Bay cycling and walking improvements – proposed changes to encourage slower driving speeds and improve routes for people walking and cycling.	Currently in detailed design. Construction is scheduled to begin in Feb 2018 and is expected to be completed by July 2018.
Parnell Station link – pedestrian link from the Station to Carlaw Park	The project team are currently resolving some final design items. These include obtaining the building consent on the basis of a route that is non-compliant and finalising the details around the privacy screen option. The likely starting date is in early December for a finish date in April 2018.
Pt Chev to Westmere cycleway - future requirements for the midtown east-west public transport corridor and Learning Quarter.	Currently in detailed design. Construction is scheduled to begin in July 2018.
Victoria Street West cycleway - dedicated cycle route along Victoria Street West, from the Beaumont Street intersection to the Hobson Street intersection.	Currently in detailed design. Construction is expected in early 2018.
Newmarket crossing project – a bridge to replace the rail crossing, linking Laxon Terrace with nearby Cowie Street.	Construction contract has been awarded. Construction is expected to commence on 11 December 2017
Route 4 of Waitemata Safer Routes. Improvements for pedestrians, people on bikes and bus users for the section of Great North Road between Crummer Road and Ponsonby Road.	Currently in detailed design. Construction is expected to start in February 2018.
Franklin Road upgrade - upgrades to improve the road quality and future-proof existing services.	Under construction. Works have ceased for the Christmas Lights between the 17 November and 26 December. 3 January we will reinstate barriers next to our work areas to start work on 8 January 2018.
Parnell Station upgrade - completing the station and its environs to full standard	Under construction. Expected to be complete in Dec 2017.
Ponsonby Road pedestrian improvements - improvements for pedestrians along Ponsonby Road (and 8 side streets) between Lincoln Street and Pollen Street.	Final section on Collingwood St is planned to start in the week beginning 3 January 2018. Work is expected to take 6 weeks and finish before mid-February 2018.
Waitemata safe routes - improvements for pedestrians, people on bikes, and bus users on 4 routes in the wider Grey Lynn area.	Route 2: Richmond Road is currently under review.

Consultations

Grafton Residential Parking Zone

19. The Project Team would like to thank the Waitematā Local Board for providing feedback on this project.

20. Following from the board’s questions and suggestions regarding the proposal, please see below for Auckland Transport final response:

Board feedback	Auckland Transport response
Expand the zone to include all of the Grafton area as defined by the Grafton Residents Association including: · Beckham Place, for carparks and residences · Grafton Road (including slip road) for carparks and residences · Park Road for carparks and residences · Arotau Place · Park Ave and seeks Auckland Transport to advise the Board on the implications of including the following streets in the zone as identified by individual submissions: · Boyle Cres · Outwaite Park · Carlton Gore Road · Arawa Street · Side streets off Khyber Pass road	· Included Arotau Place and Boyle Crescent in the RPPZ category. Included the residential properties as well · Extended RPPZ in Carlton Gore Road (CGR) right up to the end of Grafton Rd · Included all the residential properties on Park Road corner of CGR in the proposed RRPZ scheme · Grafton Road and Park Road is classified as an Arterial (district), hence not included as part of RPPZ as parking may be restricted at busy times of the day, in order to keep traffic flowing. · Beckham Place is off Grafton Road and its location makes it not suited to be included in the proposed zone. All the properties on this street is classified as Terrace/Apartment building zone under the unitary plan Beckham Place has approx. 13 parking spaces and whereas no. of households that would become qualified for a parking permit will be around 90. Including this street will not be ideal for long term sustainability of the RPZ. The street will have paid parking restriction and visitors can pay and park along with the residents if they want to park on street. · Grafton Slip Road only has around 8 parking spaces and number of properties that will become qualified for a parking permit would be around 50. All the properties are zoned as Residential – mixed housing and Terrace/Apartment building zone. It will again add alot of undue pressure if we include this slip road as part of the proposed zone · Park Avenue a majority will remain excluded of RPPZ, but parts of Park Ave will be included under the RPPZ category but not the properties. · Arawa Street and the Side Streets off Kyber pass Road are classified as Business – Mixed use Zone and would not be suited to include in Grafton RPPZ. · Outwaite Park is an Auckland Council property and not part of the road reserve.
Review the boundary zone to consider future developments in surrounding streets such as Boston Road to avoid the problem being shifted out	The area will be reviewed within a years’ time to understand the effects of Grafton PRPZ on the surrounding area. More parking improvements can be considered in line with AT Parking strategy, if required.
Replace the existing restrictions with the exception of bus stops, loading zones, mobility and car sharing parking, ‘no stopping at all times’ restrictions and the clearway on Grafton Road with a residential parking zone	AT is already committed to introducing the Residential Paid Parking Zone. A residential parking zone would not maximize the available on street parking at peak and low peak time throughout the week and during weekends.
Construct a pricing model for paid parking, which encourages turnover on the streets to achieve better availability and comparable to commuter alternatives	Proposed tariff - $2 per hour for the first two hours, $4 per hour for each subsequent hours and would apply Monday to Friday, 8am to 6pm. AT would apply its Demand Responsive Pricing Policy to determine the parking tariffs.
Implement 8am to 6pm, 5 days a week parking restrictions and seeks Auckland Transport to monitor on a regular basis ongoing usage with a view to the earliest implementation of time/day extensions if and when evidence demonstrates the need	The RPPZ will encompass Monday to Friday, 8am to 6pm. AT will review this project in a years’ time to monitor the need for changes if need be.
Consider how Seafield View Road can best be managed separately from the scheme in recognition of its status as a residential 1 historic zoned street which has very few car parks available.	Current proposal is the recommended approach under the Residential Parking Policy contained in AT Parking Strategy. AT can only consider parking permits for the residents when Residents Parking Zone are introduced. For more info refer to Policy 3A https://at.govt.nz/about-us/transport-plans-strategies/parking-strategy/parking-strategy-policies/
Request a review being undertaken by Auckland Transport to report on the effectiveness of the scheme 6 months following the introduction and to include an assessment for the need of loading zones throughout the area, assess whether the target availability has been achieved and adjust prices accordingly	AT will review the effectiveness of the RPPZ in a years’ time and can report back its findings.
Retains the existing car-share space in Park Avenue	The Car share car park will be retained as existing. An additional Car Share space has been proposed on Carlton Gore Road at the Grafton Road end.
Improve the consistency of parking signage across Grafton	Introduction of the RPPZ will improve consistency in the Grafton area.

Great North Road, Grosvenor St and Bond St intersection

21. The Project Team would like to thank the Waitematā Local Board for providing feedback on this project.

22. Following from the board’s questions and suggestions regarding the proposal, please see below for Auckland Transport final response:

Board feedback

Auckland Transport response

Requests AT consider incorporating into the design a no right hand turn into the Bunnings entrance from Great North Road (this is consistent with the consented design of the GNR entrance which is only intended for left turning vehicles in and out of Bunnings)

Bunnings entrance on Great North Road had been designed and consented for no right turns in and out of the entrance. AT has requested Bunnings to install no right turn signage at Bunnings entrance from Great North Road.

Requests AT retain motorbike parking that is currently located at the top of Grosvenor Street

Current motor bike parking is under-utilised as per our observations. We will be converting existing motorbike parking space into a shared space for both bikes and motorbikes. We will monitor the demand and will make changes if appropriate.

Requests AT build a bypass for cyclists at bus stop 8108 (West bound on GNR at the top of Bond Street) that ensures the design provides for safe physical separation between walkers, riders and vehicles.

Building a bypass for cyclists at bus stop 8108 is not feasible as we are constrained by space available at this location.

The Board doesn’t support the removal of trees as part of the design and requests the cyclelane is provided for on road but if AT goes ahead with the tree removal requests that any trees are re-located and AT investigates incorporating another tree at the top of Grosvenor St.

Three trees will be removed along Great North Road, close to Grosvenor Street (opposite bus stop 8108), to accommodate a half-kerb raised cycleway. These trees will be replaced along Great North Road. We are unable to provide the cycle lane on road as we are restricted by Great North Road corridor width.

We will consider putting another tree at the top of Grosvenor Street (opposite existing tree)

The board would also like to see the plans for walking and cycling improvements on Bond St which is an essential link on the Auckland Cycle Network connecting the GNR cycle lanes to Kingsland.

The Inner West has been identified as a priority area in the ‘Cycling investment programme 2018-2028’. This means we will be investing in the area over the next 10 years to improve cycling. Bond St falls within the Inner West. Work is currently underway to identify and prioritise key connections within the Inner West that could be delivered as part of the 18-21 programme. We have yet to identify specific routes.

We would like to work closely with the Waitemata Local Board during this process and would greatly appreciate the Board’s input in helping to identify and prioritise these key connections.

General information items sent to the board:

Item

Date sent to Board

Update on Princes Street and Eden Crescent Intersection	7/11/2017
Update on Franklin Road kerb stones & temporary refuges	10/11/2017
Ponsonby Night Works Letter	10/11/2017
Update on Ponsonby Road	13/11/2017
Update on Ferry Terminal Seawall week 5	14/11/2017
MOTAT Changing Gear Exhibition	15/11/2017
Update on Parnell Station Building	15/11/2017
Grey Lynn & Arch Hill Residential Parking Zones consultation	16/11/2017
Update on Ponsonby Road	20/11/2017
Parnell Parking Improvements - consultation	20/11/2017
Update on Seawall repair week 6	21/11/2017
Update on Carlaw Park Link	22/11/2017
Grafton RPZ - AT response	22/11/2017
Update on Quay Street Seawall Repair	27//11/2017
Collingwood Street	29/11/2017
Bus Lane Operating Hours Changes	29/11/2017

Consideration

Local board views and implications

23. The board’s views are incorporated during consultation on any proposed schemes. The table below has a summary of consultation with the board on key projects in the board area:

Project Name	Stage of consultation
Symond Street – Road Safety Investigation	Feedback received from the Board.
Grey Lynn & Arch Hill Residential Parking Zone	Public consultation is underway. The project team briefed the Board on the results of public consultation at a workshop on the 5 December
Parnell Residential Parking Zone	Public consultation is underway. The project team briefed the Board on the results of public consultation at a workshop on the 5 December.
Great North/Grosvenor/Bond consultation	A workshop was held with the board on the 3 October to brief them on the results of the public consultation. The Board’s feedback was received on the 31 October. The Project Team’s response is included in this report.
North-western Busway	A workshop was held with the board on 4th July 2017. Consultation is currently on hold.
Grafton Residential parking zone	Workshop was held on the 5th September to outline results of public feedback and seek the board’s feedback. Feedback was received from the Board on the 9 October. Responses to the Board’s feedback are included in this report.
Nelson Street Phase 3	Consultation material was sent to the board for their information on the 28th of August. Public consultation closed on the 1st of October and a workshop to seek the Board’s feedback was held on the 7 November. The Board’s feedback was received on 10 November 2017.

Māori impact statement

24. 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.

Implementation

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

Attachments

No.	Title	Page
a ⇩	November Traffic Control Committee Decisions	25

Signatories

Authors

Ben Halliwell – Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon - Elected Member Relationship Manager Team Manager, Auckland Transport

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

Proposed new commercial lease to Oma Rapeti Limited at 3 Pratt Street, Freeman's Bay

File No.: CP2017/26188

Purpose

1. To seek approval from the Waitematā Local Board on the proposed new lease for Oma Rapeti Limited, the tenant, at 3 Pratt Street, Freemans Bay.

Executive summary

2. Oma Rapeti Limited has formally applied to Panuku Development Auckland Limited (Panuku) for a new commercial lease on council owned land at 3 Pratt Street for a period of 15 years to operate a child care facility.

3. Oma Rapeti Limited currently holds a commercial lease for a period of ten years with the final expiry being 30 September 2021.

4. Oma Rapeti Limited is seeking a new lease term as security for investment they wish to undertake. The proposed improvement works include playground upgrades, new carpets and landscaping, totalling $68,418. This represents close to one year’s rent for the applicant ($72,000 per annum).

5. The applicant has requested an initial term of three years with three, four year renewals as this was advised by Panuku as a reasonable request for future security. The expiry of the proposed new lease would be September 2036.

Recommendation/s

That the Waitematā Local Board:

a) approve the granting of a new lease to Oma Rapeti Limited at 3 Pratt Street Freeman’s Bay (Part of Lot 7 DP 245) for a period of 15 years commencing 30 September 2021 to be prepared by Panuku Development Auckland Limited for the purpose of operating a child care centre.

Comments

6. Oma Rapeti Limited (Oma Rapeti) provides a commercial child care service. Oma Rapeti currently holds a commercial lease on council owned land at 3 Pratt Street. The existing lease commenced on 12 December 2011 and has a ten year term, expiring 30 September 2021.

7. Oma Rapeti has applied to Panuku for an additional period of 15 years to be added to the existing lease they hold. The new lease expiry date would be 30 September 2036. The new proposed lease initial term is three years with three-four year renewals.

8. Oma Rapeti would consider a twelve year lease from 2021 to recover the costs of the improvements. This is not the preferred option of the tenant.

9. The site, 3 Pratt Street, Freemans Bay is held in fee simple by Auckland Council and subject to the Local Government Act 2002. The asset owner is Community Facilities with Panuku administering the commercial lease.

10. Oma Rapeti has received quotes from each of the contractors to undertake the proposed works pending the approval of the proposed new lease. The works will cost approximately $68,418.00.

11. Based on figures supplied by the lessee, the investment to upgrade the building represents the profit from the business for a whole year. Therefore, they would like to amortise the cost over a longer period.

12. Panuku has advised Oma Rapeti of similar leases held by child care providers and their length of term. These range from 15 to 25 years, but are dependent on the local board area. Due to the significant investment and improvement to the building a longer lease has been sought for return on the investment.

13. Panuku recommends a 15-year term for this lease based on the tenant’s compliance with the current lease, the proposed improvements and other commercial leases of similar activities.

14. Panuku has confirmed that there are no outstanding tenancy or property issues. Financial reporting has been provided to Panuku that confirms the tenant is compliant. Oma Rapeti has demonstrated they are a collaborative tenant.

15. Community Facilities supports tenants undertaking upgrade works that keep buildings well maintained and current with relevant regulations and standards. The improvement works will continue to keep the child care service attractive to new members.

Consideration

Local board views and implications

16. The Waitematā Local Board raised no objections to a new lease being granted during a workshop on 31 October 2017 when staff presented this proposal. The board requested further details about the use of the site as a childcare facility to be included in subsequent business meeting report.

17. The board considered a report to approve the lease at its business meeting on 21 November 2017 and resolved to defer a decision to enable staff to provide further details on the proposed investment and requirements of the tenant for the extension of the lease (WTM/2017/223).

Māori impact statement

18. Section 138 of the Local Government Act 2002 requires iwi consultation in regard to restriction on disposal of parks (by sale or otherwise) and reads, “A local authority proposing to sell or otherwise dispose of a park or part of a park must consult on the proposal before it sells or disposes of, or agrees to sell or dispose of, the park or part of the park.”

19. If the Waitematā Local Board approves the new lease to Oma Rapeti Limited, Auckland Council will facilitate consultation with all iwi that have registered interest in the Waitematā Local Board area.

20. The applicant has not engaged with iwi for this proposal at this time.

Implementation

21. Panuku will prepare the new lease document, with the assistance of council’s Legal Services Department, between Oma Rapeti Limited and Auckland Council.

Attachments

There are no attachments for this report.

Signatories

Authors

George McMahon - Land Use Advisor

Authorisers

Kim O’Neill - Head of Stakeholder and Land Advisory

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

New Community Lease Freeman's Bay Community Centre 52 Hepburn Street Freeman's Bay

File No.: CP2017/25277

Purpose

1. To recommend granting a new community lease for three rooms at the Freeman’s Bay Community Centre.

Executive summary

2. The Auckland Adult Literacy Scheme Incorporated formerly occupied three rooms on the lower floor at the Freeman’s Bay Community Centre. Although their lease did not finally expire until 30 April 2022 they chose not to renew for the final five year term and surrendered their lease.

3. A call for expressions of interest to occupy the spaces was advertised and seven interested groups across a variety of activities submitted applications.

4. Applications were measured objectively against a range of criteria to assess suitability and how they met community need. The three applicants that measured the highest were:

· Charlotte Museum Trust – a museum of New Zealand Lesbian culture

· Rape Crisis Auckland – who work across the city delivering sexual violence prevention programmes and

· The Combined Beneficiaries Union – provides advice, assistance and representation for people on benefit and pensions and others disadvantaged in terms of welfare entitlements.

5. Based on the assessment the recommended occupant for a lease of the rooms is the Charlotte Museum Trust. They are collecting and documenting an important part of New Zealand and Auckland History of which a significant part occurred in the Waitemata Local Board Area. The collection and information will be more available at this central location

6. This report recommends that the local board grant the community lease for the available space at the Freeman’s Bay Community Centre to the Charlotte Museum Trust.

Recommendation/s

That the Waitematā Local Board:

a) grant a lease to the Charlotte Museum Trust for the three rooms on the lower floor of the Freeman’s Bay Community Centre 52 Hepburn St Freeman’s Bay subject to;

b) iwi consultation and public notification of the intent to grant a new community lease being undertaken before granting a lease.

c) there being no submissions on the proposal to grant the lease with any submissions being further reported to the board.

d) approve an initial lease term of five years with a right of renewal of five years.

e) approve a rental of one ($1) dollar per annum plus GST.

f) approve a maintenance charge of $887.50 plus GST per annum.

g) approve all other terms and conditions as per the Community Occupancy Guidelines 2012.

h) approve the execution of a deed of surrender of the lease to The Auckland Adult Literacy Scheme Incorporated dated 17 August 2012.

Comments

7. The Freeman’s Bay Community Centre at 52 Hepburn St. contains areas suitable for occupation by individuals or community groups.

8. An area comprising three rooms on the lower floor was previously occupied by Adult Literacy Tamaki Auckland Inc. Their lease commenced 1 May 2007 for an initial term of five years with two rights of renewal of five years each. The first renewal was exercised and expired 30 April 2017. Adult Literacy Tamaki Auckland Inc. decided not to renew for the final term indicating they wished to surrender their lease.

9. The rooms are located in two areas of the building. Two rooms are located together with areas of 6.76m² and 14.4m² (21.1m²).The third room has an area of 14.4m². The total area is 35.5m² (See attachment A). The rooms share the use of a toilet and kitchen area with other users on the lower floor of the building.

10. The property occupied by the Freeman’s Bay Community Centre is described as Lot 2 DP 85433 in certificate of title NA41C/747. The land is held in fee simple by Auckland Council under the provisions of the Local Government Act 2002.

11. An advertisement seeking expressions of interest was placed in the Auckland City Harbour News on 26 July 2017, and also on the council website with a closing date of 1 September 2017. Groups seeking community space and listed on the community leases interest register were also emailed notification of the vacancy.

12. Two site inspection opportunities were provided on 14 August and two individual visits were arranged with groups.

13. Seven groups submitted expression of interest applications for the lease of these rooms. The groups are:

Group	Activity
Charlotte Museum Trust	Museum of NZ Lesbian culture
Combined Beneficiaries Union	Support and advocacy for beneficiaries
Oma Rapeti Early Childhood Centre	Early childhood education - not yet a complying group
Pacific Islands Dance Fono Trust	Development and implementation of dance programmes for all ages.
Rape Crisis Auckland	Provision of programmes to prevent sexual violence
Societa Dante Alighieri	Support and promotion of Italian culture
The Therapy Box	Development and provision of activity boxes for older people in care facilities

14. As the rooms are relatively small it limits the range of activities that can be contemplated. Most groups intend using the spaces for office and administrative purposes, utilising the larger adjacent community centre spaces as required.

15. A more detailed description of the groups and their activities to be carried out is shown below.

Charlotte Museum Trust is a museum of New Zealand lesbian culture. Established in 2007 they have attained museum status. During their life they have moved several times and currently operate from a commercial building in New Lynn. They are seeking to change their operating model by making the collection available on-line and curating targeted exhibitions in specific locations. They are seeking a smaller space in a central Auckland location for office and meeting space, storage for artefacts and for smaller static exhibitions. The rooms would be used by part time staff and volunteers for between 25-40 hours per week and open to the public for eight hours per week. They have an active membership of approximately 26 with a mailing list of 680.

Combined Beneficiaries Union was founded in 1978 and incorporated as a society in 1982. Its principal activity is to provide advice, assistance and representation for people on benefit and pensions, and others disadvantaged in terms of welfare entitlements. The group consists of an executive committee of seven with an additional four volunteer advocates. Overall membership numbers are not retained as once individuals have been assisted their participation in union activities ceases. No membership fees are charged and the organisation is run by volunteers. The group is currently located in the Trades Hall building at 147-153 Great North Rd. The office is on an upper floor with no lift access so they are seeking an alternative location that is accessible to all-comers.

They will use the rooms for offices and interviews for approximately 30 hours per week.

Oma Rapeti Early Childhood Centre. They operate a commercial early childhood centre in the building next door and have been using the Long Room at the Freeman’s Bay Community Centre for playgroup activities. They are seeking space in the building to store resources and equipment for these playgroups with some space for planning and developing programmes to support parents. 25-30 families per term participate in the playgroups and the playgroups operate 12 hours per week. Oma Rapeti Early Childhood Centre doesn’t qualify to occupy community space as they are a business and not an incorporated society. If successful they intend to form an entity that would qualify to occupy community space.

Pacific Islands Dance Fono Trust. A dance development service that design and implement dance art programmes for all age groups including artist in residence programmes. They were established in 2009 and registered as a Charitable Trust in 2013. They have been sharing premises at 147 Great North Rd with Dance Aotearoa New Zealand (DANZ) but owing to an increase in rent both DANZ and Pacific Islands Dance Fono Trust are vacating that premises. The group operate with four paid part time staff and 20 volunteers and intend to use the rooms for office and administration purposes and also to access to the larger spaces afforded by the Freeman’s Bay Community Centre. The offices would be occupied 30 hours per week.

Rape Crisis Auckland (RCA). RCA work in at least 25 schools across the city delivering sexual violence prevention programmes. These programmes are supported by the Ministry of Social Development and Ministry of Health and other funders. The ministries require RCA to work with the low decile schools with high Maori and Pacifica populations. The group operates with five full time and 24 part-time staff with the assistance of seven volunteers. They have rented their current premises for the past 6.5 years and their board has requested that smaller less expensive premises be sought as funding for their activities may be reduced in 2018. They would use the rooms for 32 hours per week.

Societa Dante Alighieri. Founded in 1960 the group promotes and maintains aspects of Italian culture including classes to learn the Italian language. This group is currently a tenant of two rooms on the upper floor of the Freeman’s Bay community centre and is seeking additional space to expand their activities. If successful they plan to continue to occupy the rooms upstairs but the rooms on the lower floor allow better access for the elderly, disabled and mothers with young children. They will continue to use the bigger spaces in the Centre for activities. The rooms will be used for offices, classes and storage and will be utilised for approximately 30 hours per week.

The Therapy Box. They prepare and distribute activity boxes to improve the life of people living in aged care facilities by lending activities to diversional therapists who may not be able to purchase the activities themselves. They will use the rooms to prepare the activity boxes and to store resources to prepare these. The Therapy box is operated by eight volunteers and they anticipate operating from the rooms in excess of 40 hours per week.

16. Applications were assessed using a spreadsheet tool developed by the community leasing team to assess each application objectively on a range of criteria as follows;

· Eligibility Open membership/users

· Group details financial stability, accounts, funding

· Group sustainability

· References

· Building size, configuration, location

· Hours of use

· Number of people served

· Sharing

· Collaboration opportunities

· Activity complies with land status

· No requirement for resource or building consents

· Purpose

· Meets identified need

· Aligns with Local Board Plan

· Aligns with Auckland Plan

Applicant Options

17. Option 1 – Charlotte Museum Trust

The highest scoring applicant is the Charlotte Museum Trust. They are a group collecting and documenting lesbian cultural life and artefacts and collaborate with others to provide education and support to the LGBTQ community.

They score well on the Auckland Plan and Local Board Plan criteria that apply to community groups as shown below.

Auckland Plan	How they measure
Value and foster Auckland’s cultural diversity	Collecting information and artifacts of a section of the community
Empower collective stewardship of our heritage	Ensuring that the history of lesbian and gay culture is maintained.
Local Board Plan
Inclusive communities that are vibrant, healthy and connected	Ensuring that all sections of the community have the opportunity to access space that is well located and serviced. Provide support, education and meeting space to the LGBTQ community.
Attractive and versatile public places that meet our communities’ needs	Providing reference and display space for the already collected

18. Option 2 – Rape Crisis Auckland

The second highest scoring applicant was Rape Crisis Auckland. The pertinent criteria from the Auckland Plan and Local Board Plan are listed below:

Auckland Plan	How they measure
Put children and young people first	Providing sex education for young people – emphasis on low decile schools
Strengthen communities.	Improve knowledge of sexual violation prevention.
Local Board Plan
Inclusive communities that are vibrant, healthy and connected.	Includes all sections of the community – particularly young people and their families

19. Option 3 – Combined Beneficiaries Union

The third highest scoring applicant was Combined Beneficiaries Union. The pertinent criteria from the Auckland Plan and the Local Board Plan are listed below:

Auckland Plan	How they measure
Value and foster Auckland’s cultural diversity	Supporting sectors of the community particularly those disadvantaged in relation to welfare and other benefits.
Strengthen communities	Ensuring people engaging with the Union are supported
Local Board Plan
Inclusive communities that are vibrant, healthy and connected	Union services are available to all sectors of the community.

Officer’s recommended option

20. The preferred occupant for a lease of the rooms is the Charlotte Museum Trust because:

· They are collecting and documenting an important part of New Zealand and Auckland History.

· A significant part of the history has occurred in the Waitemata Local Board Area

· The collection and information will be more available at this location for the community, those doing academic study and visitors to Auckland.

· They provide outcomes that best match the Auckland and Local Board Plans.

Other material matters

21. The Waitemata Local Board is paying an annual accommodation grant to Rape Crisis Auckland of $9,000 for their current premises at 26A Crummer Road. Their application also indicates their funding level may be reduced in 2018. Their board is wishing to reduce overhead costs.

Consideration

Local board views and implications

22. The analysis of the applications was workshopped with the local board on 10 October. A request was made for staff to further review the analysis of the applications and that a report be presented to the local board with a recommendation for a suitable tenant. The analysis was reviewed by the Senior Local Board Advisor, Strategic Broker and Community Lease Advisor.

23. A second workshop was held with the Board on 5 December 2017 to discuss the outcome of the further review of the analysis.

24. The outcomes from the draft local board plan 2017 are “inclusive communities that are vibrant, healthy and connected and “attractive and versatile public places that meet our communities’ needs”.

Māori impact statement

25. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The Council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tamaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the 2015-2025 Long-term Plan, the Unitary Plan and Local Board Plans.

Implementation

26. Before granting a lease with a term of greater than six months, best practice is to consult with iwi and advertise the intent to grant a lease. Upon approval of the report recommendations staff will undertake these processes before granting the lease and if there are any submissions will report these to the board.

27. The Community Occupancy Guidelines 2012 provide for a lease term of five years with a right of renewal of five years. Rent of one ($1) dollar per annum is recommended together with a subsidised maintenance charge of $25/m². As the floor area to be occupied is 35.5m² a change of $887.50 plus GST per annum is proposed.

28. As part of the leasing process a deed of surrender will be executed for the previous lease to The Auckland Adult Literacy Scheme Incorporated. Authority to undertake this is sought in the recommendations in this report.

Attachments

There are no attachments for this report.

Signatories

Authors

Ron Johnson - Lease Advisor

Authorisers

Kim O’Neill - Head of Community Relations

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

Approval of the Wynyard Quarter neighbourhood park concept design

File No.: CP2017/23339

Purpose

1. For the Waitematā Local Board to approve the concept design for the Wynyard Quarter neighbourhood park at 31-79R Daldy Street.

Executive summary

2. Auckland Transport, on behalf of Panuku Development Auckland, is leading development of the Wynyard Quarter neighbourhood park at 31-79R Daldy Street.

3. The initial concept design was reviewed by Parks Services and workshopped with the board. A number of issues were identified and have been resolved in the final concept design presented for approval.

4. The concept design provides for running, walking, outdoor exercise, relaxation, imaginative play, and a range of other park experiences. Accessibility, amenity, event provision, and pollinator habitat have also been provided for.

5. The concept design is high quality and appropriate to the character of the anticipated urban environment. Parks Services assessed the concept design against the Open Space Provision Policy and found that it meets the anticipated provision. Crime Prevention Through Environmental Design (CPTED) issues and play provision in the concept design have been assessed and are considered adequate.

Recommendation/s

That the Waitematā Local Board:

a) approve the Wynyard Quarter neighbourhood park concept design 21 November 2017 (Attachment A to the agenda report).

Comments

6. Auckland Transport, on behalf of Panuku Development Auckland, is leading development of the neighbourhood park at 31-79R Daldy Street. Auckland Transport is managing the design and construction of the park in conjunction with a contiguous road development project and the Daldy Street linear park. Auckland Council Parks Services has provided expert input to the design process at key stages and is facilitating the design approval process.

7. The design process for the neighbourhood park began in 2014. At that time, Parks Services provided input to the original design brief to:

· reference Parks and Open Spaces Strategic Action Plan and Sport and Recreation Strategic Action Plan principles where appropriate

· include CPTED principles in the design

· consider play provision

· provide shade

· consider interpretation signage

· consider providing a low light level at night.

8. The design brief was completed in May 2014 with the intent “to create a high quality ‘neighbourhood’ park at the geographical centre of the Quarter, which functions as:

· a ‘backyard’ for the anticipated future residential population/community

· a destination and focal point for activity and social interaction

· the location of a Watercare pump station required to facilitate the anticipated redevelopment of the Quarter.”

9. In 2015, technical resource consent and project integration issues caused the project development to be paused until 2017. The resource consent issues have now been resolved.

10. Parks Services assessed the design against the Open Space Provision Policy which anticipates neighbourhood parks “provide basic informal recreation and social opportunities within a short walk of surrounding residential areas.”

“Indicative amenities include:

· play space

· flat, unobstructed, kick-around space for informal games (30m by 30m)

· areas for socialising and respite

· landscaping

· specimen trees

· furniture”

11. Overall, the design meets the anticipated outcome of the Open Space Provision Policy. The design is high quality and appropriate to the character of the anticipated urban environment. It provides for running, walking, outdoor exercise, relaxation, informal play, and a range of other park experiences.

12. The concept design meets universal access and CPTED provisions. It also provides for accessibility to most spaces, most seats will have backs, paving transitions will be flush, and access will be provided to the grassed area. Appropriate lighting levels will be provided in the space at night, similar to currently provided at Silo Park. Garden beds will be planted with flowering perennials which will provide for pollinator habitat. Cycle racks will be provided.

Play provision

13. A formal playground is not included in the concept design due to the proximity of existing playgrounds. Instead, the park provides a safe space for imaginative play, bike riding for children, and other play activities.

14. Large and popular playgrounds are currently provided at Victoria Park (470m distant) and Silo Park (355m distant). It is anticipated that the playground at Silo Park will remain in place, and would only be replaced as new open space is provided on the northern Wynyard Point destination park.

15. Smaller formal play areas are also provided on the Daldy Street linear park, north of the neighbourhood park including a tower and slide (153m distant) and a water play facility (220m distant) from the neighbourhood park.

16. Parks Services have assessed the play provision in the area, taking into account the final concept design, and consider the play provision to be adequate.

Pump station and public toilet

17. CPTED issues have been considered in relation to the pump station and public toilet. The sheltered space in front of the toilet is highly visible from the surrounding streets and will have security lighting when operational. Staff will monitor the situation following construction.

Tree species

18. Tree species are anticipated to be native on the west and north sides of the park facing the surrounding roads. On the south and east sides, near buildings, deciduous exotic trees will be planted to provide for solar access during winter. Species will include flowering trees which provide a food source for pollinators.

Event use

19. Event use of the space is anticipated to be for community events. Drainage, irrigation, power outlets, drinking fountains, and potable water supply will be provided to enable events. The lawn area will be accessible. Vehicle access from Pakenham St West will be provided for event setup.

20. Construction of the park is anticipated to begin in March 2018. Completion is planned for December 2019.

Consideration

Local board views and implications

21. The design was workshopped with the board on 24 October 2017. The board directed staff to further consider the following issues:

· select plant species that will attract bees

· consider enclosing the sheltered space in front of the public toilet to prevent rough sleeping and monitor the situation

· consider incorporating a drinking fountain into the design

· share the outcome of Mana Whenua engagement on selection of tree species

· consider incorporating cycle parking and seats with backs in the design

· assess the play provision.

22. All of the issues identified by the board have been resolved in the final concept design presented for adoption. The public toilet CPTED issues and play provision have been assessed and the proposed design is considered adequate.

Māori impact statement

23. Engagement with Mana Whenua has occurred over several years for the development of public spaces (streets and parks) in Wynyard Quarter. Outcomes from the engagement have been integrated into a range of aspects including suggested names, plant species selection, stormwater management (e.g. rain gardens), art interpretation, and commercial opportunities (e.g. maintenance contracts).

24. Ongoing engagement has informed many aspects of the overall design approach for Wynyard Quarter and particularly for the Wynyard Quarter neighbourhood park concept design. Engagement was led by Auckland Transport during the concept development stages.

25. Most recently, the concept design for the neighbourhood park was presented to the Panuku Mana Whenua (Waterfront) Project Working Group at its 28 August 2017 meeting. The working group includes Mana Whenua representation from 13 iwi.

26. The key comment from Mana Whenua was the preference for native tree species. This request was considered by the project team in consultation with council arborists and the board, and with regard to previous community consultation.

27. Some exotic tree species were removed from Daldy Street linear park concept design, but retained in the neighbourhood park to ensure adequate light in winter months and provide seasonal change.

Implementation

28. Auckland Transport will deliver the neighbourhood park in general accordance with the concept design. Through the detailed design and construction phases of the project, minor changes may occur to the design to ensure the best possible outcome is achieved. If significant changes are required to the design then approval from the board will be sought by Parks Services.

29. The naming process for parks in the Wynyard Quarter, including naming of the neighbourhood park will commence with the local board in 2018. The process will be led by Panuku.

Attachments

No.	Title	Page
a ⇨	Wynyard Quarter neighbourhood park concept design (Under Separate Cover)

Signatories

Authors

Joanna Smith – Senior Project Planning Leader, Panuku Development Auckland

Gyles Bendall – Head of Design, Panuku Development Auckland

Cameron Perkins – Principal Landscape Architect, Panuku Development Auckland

Luke Donald – Principal Engineer, Auckland Transport

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

Locally Driven Initiatives 2017/2018 funding allocation for minor discretionary capital projects

File No.: CP2017/25464

Purpose

1. To seek approval from the Waitematā Local Board for allocation of funding to projects from the ‘parks improvement projects’ funding line as part of the 2017/2018 Locally Driven Initiative (LDI) capital programme.

Executive summary

2. The Waitematā has $100,000 LDI capital funding for ‘parks improvement projects’. This has been funded as $50,000 in 2016/2017 and $50,000 in 2017/2018.

3. To date $18,498 has been allocated to projects, $81,502 remains to be allocated.

4. The Parks Improvement Projects budget was established by the local board to fund minor capital improvement projects valued up to $15,000.

5. Auckland Council staff have workshopped proposed minor capital improvement projects with the local board and are seeking approval on the below projects to proceed:

· Domain Signage - improve connectivity between the Domain and Parnell Rail Station

· Grey Lynn Park - monkey bars

· Grey Lynn Park - pump track surround improvements

· 254 Ponsonby Road – notice board signage

· 70-74 Wellington Street, Freemans Bay - park improvements

· Auckland Women's Centre - new signage

· Kelmarna Community Gardens - Redevelop entrance way

· Pollinator pathways – educational signage, artwork and new boxed garden beds

6. Upon approval of LDI capital funding to these projects $17,902 will remain within the ‘parks improvement projects’ funding line to allocate to projects within the 2017/2018 financial year.

Recommendation/s

That the Waitematā Local Board:

a) allocate 2017/2018 parks improvement projects LDI funding of $9,500 to Domain Signage - improve connectivity between the Domain and Parnell Rail Station.

b) allocate 2017/2018 parks improvement projects LDI funding of up to $15,000 to Grey Lynn Park - monkey bars.

c) allocate 2017/2018 parks improvement projects LDI funding of up to $7,000 to Grey Lynn Park - pump track surround improvements.

d) allocate 2017/2018 parks improvement projects LDI funding of up to $3,000 to 254 Ponsonby Road - notice board signage.

e) allocate 2017/2018 parks improvement projects LDI funding of up $10,000 to 70-74 Wellington Street, Freemans Bay - park improvements.

f) allocate 2017/2018 parks improvement projects LDI funding of $3,800 to Auckland Women's Centre - new signage.

g) allocate 2017/2018 parks improvement projects LDI funding of $7,500 to Kelmarna Community Gardens - redevelop entrance way.

h) allocate 2017/2018 parks improvement projects LDI funding of $7,800 to Pollinator pathways – educational signage, artwork and new boxed garden beds.

i) agree to delegate to the Parks Portfolio holders approval to allocate the remaining Parks Improvement Budget of $17,902 in 2017/2018, based on staff recommendations.

Comments

7. The Waitematā Local Board has $100,000 LDI capital funding for ‘parks improvement projects’. This has been funded as $50,000 in 2016/2017 and $50,000 in 2017/218.

8. To date $18,498 has been allocated to projects, $81,502 remains to be allocated.

9. The ‘parks improvement projects’ budget was established by the local board to fund minor capital improvement projects valued up to $15,000.

10. Council staffs have workshopped proposed minor capital improvement projects with the local board during Community Facilities workshops held 26 September 2017, 31 October 2017 and 28 November 2017. The local board have supported the below prioritized projects to proceed:

· Domain Signage - improve connectivity between the Domain and Parnell Rail Station

· Grey Lynn Park - monkey bars

· Grey Lynn Park - pump track surround improvements

· 254 Ponsonby Road - community notice signage

· 70-74 Wellington Street, Freemans Bay - park improvements

· Auckland Women's Centre - new signage

· Kelmarna Community Gardens - redevelop entrance way

· Pollinator pathways – educational signage, artwork and new boxed garden beds

11. Domain Signage - improve connectivity between the Domain and Parnell Rail Station

Installation of three medium plinths to improve connectivity between the Parnell Railway Station and Auckland Domain. The new signs will show maps to show how to access to and through Auckland Domain, taking account of the new track connections and all levels of accessibility.

12. Grey Lynn Park - monkey bars

Installation of two sets of climbing monkey bars. One set to be installed adjacent to the new junior playground, extending the current play footprint. The second set to be installed next to the play equipment at the senior play area, Dryden Street entrance.

13. Grey Lynn Park - pump track surround improvements

These improvement works include making it clear on the current signage that the use of scooters is not permitted, two additional restored seats to match the existing seats, strengthening of the edges of the track surfacing, repair of the turf and minor drainage improvements.

14. 254 Ponsonby Road - community notice signage

Installation of community notice signage outside of 254 Ponsonby Road to match existing community notice opposite this site.

15. 70-74 Wellington Street Freemans Bay - park improvements

Removal of the existing low damaged fence and installation of a picnic table set and seat to enhance public enjoyment of this Auckland Council owned open space.

16. Auckland Women's Centre - new signage

Installation on new signage which includes for entrance signs, veranda sign, wall directional signs, hanging directional signs and community garden signage. This is to provide improved directional information for users of the Women’s Centre and enhance their experience.

17. Kelmarna Community Gardens - redevelop entrance way

Improvements works include new edged garden beds, curved seating, provision of bike racks and mulch collection station.

18. Pollinator pathways – educational signage, artwork and new boxed garden beds

Installation of new boxed garden beds, educational signage and artwork which supports the pollinator pathways. As part of the funding approval, Gecko NZ Trust volunteers have agreed to undertake the ongoing maintenance of the pollinator pathways.

19. Upon approval of LDI capital funding to these projects $17,902 will remain within the ‘parks improvements projects ‘ funding line to allocate to projects within the 2017/2018 financial year.

Consideration

Local board views and implications

20. Council staffs have workshopped the proposed minor capital improvement projects with the local board during Community Facilities workshops held 26 September 2017, 31 October 2017 and 28 November 2017.

· Domain Signage - improve connectivity between the Domain and Parnell Rail Station

· Grey Lynn Park - monkey bars

· Grey Lynn Park - pump track surround improvements

· 254 Ponsonby Road - community notice signage

· 70-74 Wellington Street, Freemans Bay - park improvements

· Auckland Women's Centre - new signage

· Kelmarna Community Gardens - redevelop entrance way

· Pollinator pathways – educational signage, artwork and new boxed garden beds

21. The local board is in support of the proposed recommendations in this report.

Māori impact statement

22. Where any aspects of the proposed projects are anticipated to have a significant impact on sites of importance to Mana Whenua then appropriate engagement will be undertaken.

Implementation

23. Upon approval of the ‘parks improvement projects’ LDI capital funding to the proposed projects in this report, Community Facilities will undertake delivery during the 2017/2018 financial year.

24. Progress status updates will be reported monthly and quarterly to the local board by Community Facilities.

Attachments

There are no attachments for this report.

Signatories

Authors

Katrina Morgan - Manager Community Led and LDI Projects

Authorisers

Kim O’Neill - Head of Community Relations

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

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

File No.: CP2017/26109

Purpose

1. To provide the Waitematā Local Board with an integrated quarterly performance report for quarter one, 1 July to 30 September 2017.

Executive summary

2. This report includes financial performance, progress against the work programmes, key challenges the board should be aware of including any risks to delivery against the 2017/2018 work programme and progress against local board key performance indicators.

3. The snapshot (attachment A), indicates performance against the agreed 2017/2018 work programmes and is tracking positively with 89% of all activities on track.

4. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery (attachment B).

5. All items are reported as ‘green’ status (on track), amber status (some risk or issues, which are being managed) or ‘red’ status (behind delivery, significant risk). Those amber and red items are set out in greater detail below.

6. The overall financial performance for quarter one 2017/2018 is favourable compared to the budget. There are some points for the board to note:

· Waitematā Local Board capital investment for the quarter was $4.6m and net operational cost of service was $6.9m.

· Operating revenue was $138k below budget due to lower revenue achieved from Studio One Toi Tū activities as well as lower number of fitness users at Tepid Baths.

· Asset based services expenditure was well below budget and the main driver for the overall variance related to parks maintenance costs. The new Project 17 contract providers commenced their services from 1 July 2017.

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

· A number of renewal projects are yet to enter the construction phase so there is a large variance to date when comparing actual expenditure to the budget.

· Attachment C contains further detailed financial information.

7. The key performance indicators trend for the year-end outlook show that 50 per cent of measures will not achieve target (Attachment D). These are explained further in detail in the report.

Recommendation/s

That the Waitematā Local Board:

a) receive the performance report for the financial quarter ending 30 September 2017.

Comments

8. On 6 June 2017 the Waitematā Local Board approved the 2017/2018 work programme for the following operating departments:

· Arts, Community and Events

· Parks, Sport and Recreation

· Libraries and Information

· Community Facilities: Build Maintain Renew and Community Leases

· Infrastructure and Environmental Services

· Local Economic Development

Key achievements for quarter one

9. The Waitematā Local Board has a number of key achievements to report from the quarter one period, which include:

· Fukuoka Gardens opening – 17 July

· Local Board Plan Hearing – 8 August

· Allocation of Event Partnership Fund and Local Event Development Fund –15 August

· Cox’s Bay Playground blessing – 9 September

· Ellen Melville Centre opening – 15 September

Key project updates from the 2017/2018 work programme

10. The following are progress updates against key projects identified in the Waitematā Local Board Plan and/or Local Board Agreement:

· Redevelopment of Ellen Melville Centre (ref 1949)

Construction works were successfully completed. The redeveloped building re-opened to the public as a fully managed community centre on 15 September. The civic opening also celebrated the completion of the upgraded Freyberg Place. Mayor Phil Goff and Waitematā Local Board chair Pippa Coom spoke at the opening.

· Fukuoka Garden (ref 2990)

The garden was opened to the public on 17 July following a ceremony attended by Mayor Phil Goff, the Mayor of Fukuoka City, Waitematā Local Board members, councillors, mana whenua, representatives from Fukuoka and Auckland Council and members of the Friends of Fukuoka Friendship Garden. Waitematā Local Board member Vernon Tava spoke at the event.

· Point Resolution Stairs upgrade (ref 2163)

The Point Resolution upper stairs were upgraded to concrete in line with the Point Resolution Taurarua Development Plan. The physical works for the improvement of the upper stairs and the concrete path from the top of the stairs to the park entrance at the end of St Stephens Avenue were completed in this quarter, as well as the section of path between the stairs.

· Cox’s Bay playground (ref 2955)

The upgrade of Cox’s Bay playground was finalised this quarter. A blessing was held on 9 September to mark the re-opening of the playground.

· Parks Improvements Fund (ref 2162)

This fund is allocated to small projects to upgrade parks facilities and assets. A list of small projects have been scoped and investigated in this quarter:

Auckland Domain signage: design, manufacture and installation of three small plinth signs to activate the space between the park the Parnell station

Grey Lynn Park monkey bars: installation of a new set of monkey bars in the footprint of the recently upgraded playground

Grey Lynn Pump Track improvements: installation of improved signage and additional seating, strengthening of the edges of the track surfacing, repair of the turf and drainage improvements

254 Ponsonby Road signage: installation of a new notice board

Auckland Women’s Centre signage: installation of new signage to provide improved directional information for users of the Women’s Centre

Kelmarna Community Gardens entrance way: redevelopment of the entranceway to the Kelmarna Community Gardens, including new edged garden beds, curved seating, provision of bike racks & mulch collection station

Pollinator pathways: installation of new boxed garden beds, educational signage and artwork to support the pollinator pathways

Freemans Bay park improvements: removal of the existing low damaged fence and installation of a picnic table set and seat

Risks identified in the 2017/2018 work programme

11. The following are risks that have been identified by operating departments where the progress and performance indicator has been set to ‘amber’ status – some risk or issues, which are being managed or ‘red’ – significantly behind budget/time or achievement of outcomes.

12. Items with an amber status are:

· 3 Ponsonby Road Feasibility Study (ref 1903) – this project has been delayed to allow a needs assessment to be completed before a decision to proceed to conduct a feasibility study. Staff will present options to the local board in Quarter Two.

· Highwic House renew roads and car parks (ref 3009) - there have been delays in identifying the scope of the pavement renewal works to fit Heritage New Zealand criteria. Currently awaiting input from Heritage New Zealand and the Highwic House advisory group on suitable pavement renewal options.

· Parnell Pool comprehensive renewal (ref 3155) - Stage two physical works are in progress and due to be completed by 20 October 2017 for re-opening of the facility on 4 November 2017. Stage three work has been deferred to autumn 2018.

· Seddon Fields, Western Springs renew light poles and lighting heads (ref 3185) - this is a closed landfill site. Replacing poles requires additional approvals/consents/ engineering input. Potentially required to increase scope to remove and redesign all six light poles and light heads.

· Western Springs native bush restoration plan (ref 2170) - Operations to lead and prepare a report of all options available, with supporting pros and cons for methodology to achieve full tree removal. This report and its recommendations on methodology approach for full removal will then be discussed with the local board and reviewed with iwi and key stakeholders around Western Springs. Once this is completed and endorsed by the local board, then public consultation and resource consent lodgment can progress.

· 254 Ponsonby Road: Review and planning (ref 2040) - this project is being progressed as a One Local Initiative, options for a staged delivery are being considered. Staff will continue to lead this work and engage with the local board.

· Newmarket area: Play space needs assessment: scoping and design (ref 1125) – The project is on hold until a decision about land allocation is made.

· RNZ Plunket Society 192 Parnell Rd, Parnell lease - Plunket has created a new national entity (RNZ Plunkett). Current leases to Plunket are being assigned to the new entity and new leases/renewal will be progressed subsequently. Leases across the region will be individual leases, but with common terms and conditions. Progression of a new lease is being affected by a needs assessment for the building, investigation of internal reconfiguration to make the building more useable and Heard Park improvements.

· CAB Central Library Multi premises lease - a multi premises lease has been drafted and provided to ACABx the umbrella for Citizen's Advice Bureaus across the region. This was sent 11 July 2017 and is for their review and, if in order, execution. Staff are awaiting their response.

13. Items with a red status are:

· Hobson Bay renew pathways (ref 2159) – agreement not to renew the Hobson Bay walkway has been made due to erosion risks being identified through a geotechnical report. Planning for alternative coastal access may be developed at a later stage. This will be a new project which will require a strategic assessment and overall investigation to be considered for future years.

· Symonds Street Cemetery Signage Stage III CAPEX (ref 2164) - this is a duplicate record. Please refer to Symonds St Cemetery signage Stage 2 & 3 design and installation, SharePoint ID 4424 for commentary.

· Lease Frank Sargeson Trust (ref 1768) – Application for renewal of lease to be sent to group

· Lease RNZ Plunket Society – 192 Parnell Rd, Parnell (ref 1772) – Plunket have created a new national entity. Current leases to Plunket are being assigned to the new entity and new leases/renewals will be progressed subsequently. Leases across the region will be individual leases for each site, but with common terms and conditions.

· New lease RNZ Plunket Society – 545 Parnell Rd, Parnell (ref 1773) - Plunket have created a new national entity. Current leases to Plunket are being assigned to the new entity and new leases/renewals will be progressed subsequently. Leases across the region will be individual leases for each site, but with common terms and conditions.

· Renewal and variation Herne Bay Ponsonby Racquets Club Inc (ref 1774) – Staff are awaiting advice from club about the restructure of loans which may affect the lease term.

· New lease West End Lawn Tennis Club Inc (ref 1775) – Application received and site visit and inspection undertaken. Next steps is to report to the board on new lease.

· Lease renewal Richmond Rovers Rugby League Club Inc (ref 1777) - Renewal application received. A site inspection and renewal report are to be processed

· Lease renewal Societa’ Dante Alighieri (Italian Society) (ref 1778) – Site inspection and renewal application to be progressed with the group.

· Lease renewal The Children’s Autism Foundation (ref 1779) - Renewal application to be sent to the group and site visit arranged.

Financial performance

14. Waitematā Local Board capital investment for the quarter was $4.6m and net operational cost of service was $6.9m.

15. Operating revenue was $138k below budget due to lower revenue achieved from Studio One Toi Tū activities as well as lower number of fitness users at Tepid Baths. Overall visitor numbers at Tepid Baths were up on the same period last year, but the fitness user numbers specifically were down, and when compared with higher fitness targets this year has resulted in a negative revenue variance.

16. Asset based services expenditure was well below budget and the main driver for the overall variance related to parks maintenance costs. The new Project 17 contract providers commenced their services from 1 July 2017. There have been issues with the delivery of services to agreed outcomes due to contractors becoming familiar with their new contracts as well as the amount of rain the region has experienced over the last few months. There was an expectation of budget variances under the new contracts until baselines at local board level are established at the end of this financial year. The trend may continue through the year and will be monitored by the community facilities department for any budget movements that are required.

17. Capital investment of $4.6m in the period related mainly to the Central Library refurbishment ($1.9m), the upgrade of the Ellen Melville Centre ($0.9m) and the Newmarket Laneways project ($1.0m). A number of renewals projects are yet to enter the construction phase so there is a large variance to date when comparing actual expenditure to the budget.

18. The board has a number of funds that have not been allocated to specific projects yet. These funds are meant to provide a quick response to fund community and parks focused initiatives. Financial delegation is sought to respond to funding requests for these initiatives in an efficient manner. The table below outlines the list of funds, the budget allocated to each of them and their remaining budget as of 12 December 2017.

Project	Budget	Unallocated Budget
Community Response Fund	$13,000	$10,000
Community-led placemaking: Waitematā community empowerment initiatives	$41,000	$30,000
Parks Response Fund	$35,000	$35,000
Community-led planning	$40,000	$40,000

Key performance indicators

19. The local board agreements include level of service statements and associated performance measures to guide and monitor the delivery of local services. These measures are managed by the corporate performance team who comment as follows:

· The year-end outlook is that 50 per cent of measures will not achieve target.

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

· For the first and second quarter the year-end outlook will be based on the results of 2016/2017 or for any changes to the outlook based on results available.

· As the frequency of most measures is annual and data is collected through surveys, reporting in the third quarter should accurately project the year-end outlook for all measures.

20. The following measures have a red status meaning ‘target not achieved and prior-year result has not been improved’:

· Percentage of residents who visited a local park or reserve in last 12 months

· Number of visits to library facilities per capita

· Percentage of customers satisfied with the quality of library service delivery

· Percentage of visitors satisfied with the library environment

· Percentage of funding/grant applicants satisfied with information, assistance and advice provided

· Percentage of participants satisfied with council delivered local arts activities

· Percentage of Aucklanders that feel connected to their neighbourhood and local community

· Percentage of Aucklanders that feel their local town centre is safe (day)

· Facility Utilisation - utilisation at peak times and off-peak times for council managed community centres and venues for hire (off peak)

· Number of visitors to community centres and venues for hire.

Consideration

Local board views and implications

21. This report informs the Waitematā Local Board of the performance for the quarter ending 30 September 2017.

Māori impact statement

22. A number of the key projects set out in this report have involved direct engagement with iwi and the projects themselves have been refined as a result of this engagement.

23. The Board will continue to ensure mana whenua have input into Board projects and that projects are refined in response to this valued input.

24. Mana whenua customary practices continue to be embedded into the opening events for the Board’s projects which included the opening of the Fukuoka Gardens, the opening of Ellen Melville Centre and the blessing of the Coxs Bay Playground.

Implementation

25. The Local Board will receive the next performance update following the end of quarter 2, December 2017.

Attachments

No.	Title	Page
a ⇩	Work programme snapshot	55
b ⇨	Work programme update (Under Separate Cover)
c ⇩	Financial performance	57
d ⇩	Key performance indicators	67

Signatories

Authors	Simon Tattersfield - Senior Local Board Advisor - Waitemata
Authorisers	Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

Revising the local board Standing Orders

File No.: CP2017/26050

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 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 boards Standing Orders requires a majority vote of not less than 75% of members present.

Recommendation/s

That the Waitematā 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.^{^[1]} 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	77
b ⇩	Governing Body Political working party’s finding	137

Signatories

Authors

Blair Doherty - Kaipatiki Local Board Democracy Advisor

Authorisers

Carol McKenzie-Rex – Acting General Manager, Local Board Services

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

10-year Budget 2018-2028 consultation

File No.: CP2017/26054

Purpose

1. To agree the Waitematā Local Board 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.

3. The Local Board Agreement is part of the budget setting process for the first year of the 10-year Budget 2018-2028.

4. 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).

5. This report seeks agreement from local boards on spoken interaction events that will be held 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.

6. The Governing Body will agree regional items for consultation on 11 December and local boards will agree their items by 14 December. 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 Waitematā Local Board:

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

i) Have your say (town hall style) meeting, Thursday 8 March from 6.00pm to 8.00pm at Grey Lynn Community Centre

ii) Have your say (town hall style) meeting, Thursday 15 March from 6.00pm to 8.00pm at Parnell Jubilee Hall

iii) Have your say (hearing style) meeting, Wednesday 21 March from 2.00pm to 5.00pm at the Waitematā 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 and the Local Board Advisor

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

c) adopt Attachment A local content for consultation and Attachment B local supporting information for consultation, including the key advocacy project.

d) delegate authority to the local board chair to approve any final minor changes required to the local consultation content for the 10-year Budget 2018-2028 prior to publication, including online consultation content, following review by council’s legal team and/or Audit New Zealand.

Comments

7. 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.

8. 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 also include information on local board issues and priorities.

9. 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.

10. 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).

11. 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.

12. 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.

13. The final consultation approach for the 10-year Budget 2018-2028 will be approved by the Governing Body on 7 February 2018.

14. 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 Waitematā Local Board area are:

· Have your say (town hall style) meeting, Thursday 8 March from 6.00pm to 8.00pm at Grey Lynn Community Centre

· Have your say (town hall style) meeting, Thursday 15 March from 6.00pm to 8.00pm at Parnell Jubilee Hall

· Have your say (hearing style) meeting, Wednesday 21 March from 2.00pm to 5.00pm at the Waitematā Local Board office

15. Local boards are required 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.

16. 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

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

18. 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

19. 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.

20. Bespoke consultation materials for the Māori community are being developed. These materials will explain how the Long-term Plan and Auckland Plan Refresh are relevant for them. Engagement advisors will have access to this collateral to support local engagement.

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

22. An integrated approach to mana whenua engagement is being taken, with Long-term Plan and Auckland Plan Refresh discussions already happening through the Mana Whenua Kaitiaki Forum.

23. 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

24. The Governing Body will approve the consultation document, supporting information and consultation process for the 10-year Budget 2018-2028 on 7 February 2018.

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

Attachments

No.	Title	Page
a ⇩	Local content for consultation	173
b ⇩	Local supporting information for consultation	175

Signatories

Authors

Christie McFayden – Strategic Project Advisor

Authorisers

Carol McKenzie-Rex – Acting General Manager, Local Board Services

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

Local board feedback on rates remission and postponement policy review

File No.: CP2017/26543

Purpose

1. To 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; and

· level of support for each organisation is more visible.

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

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

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

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

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

Alternative options

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

· Option 2: keeping the current remissions schemes is inequitable;

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

· 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 Waitematā Local Board:

a) resolve 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; and

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; and

· 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; and

· 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. This option 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^{^[2]} (They still increase the rates burden on other ratepayers); and

· 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; and

· 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 2018 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 2018. 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 2018 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	185
b ⇩	Rates remission and postponement policy	191
c ⇩	Value of legacy schemes by local board area Remissions for communitysporting are split by regional and local	209
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

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Waitematā Local Board

12 December 2017

Decision making allocation

File No.: CP2017/26115

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 Waitematā 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.^{^[3]} 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 language.

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

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	215

Signatories

Authors

James Liddell - Portfolio Manager

Authorisers

Carol McKenzie-Rex – Acting General Manager, Local Board Services

Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

[2] 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.

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

Chairperson	Pippa Coom
Deputy Chairperson	Shale Chambers
Members	Adriana Avendano Christie
	Richard Northey, ONZM
	Vernon Tava
	Rob Thomas

Authors	Sibyl Mandow - Democracy Advisor
Authorisers	Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board

Authors	Judy Lawley – Manager, Local Board Engagement, Regional Facilities Auckland
Authorisers	Trina Thompson - Relationship Manager/Senior Advisor Waitemata Local Board