Agenda of Devonport-Takapuna Local Board

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

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

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Devonport-Takapuna Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 12 December 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

6.1 2018 New Year Honours in New Zealand

Te take mō te pūrongo / Purpose of the report

1. To acknowledge and congratulate appointments of the 2018 New Year Honours in New Zealand. A list of appointments announced on 30 December 2017 is provided in Attachment A.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) acknowledges and congratulates the appointments of the 2018 New Year Honours in New Zealand.

Attachments

a New Year Honours List 2018................................................................. 99

6.2 Design the Future Competition

Te take mō te pūrongo / Purpose of the report

1. To acknowledge runners up of the Design the Future competition held by Vector and Auckland Council.

Whakarāpopototanga matua / Executive summary

2. Primary and intermediate school students were asked to put their inventors’ caps on for the Design the Future competition, and show an idea that is useful, creative and powered by a smart energy source.

3. Judges of the competition were; Auckland Mayor Phil Goff, CEO of Vector Simon Mackenzie and Nanogirl Dr Michelle Dickinson.

4. Winners and runners-up were guests of honour at the Vector light show on the harbour bridge for 2018 Auckland Anniversary weekend.

5. Cohen Logue, Age 10 from Takapuna Primary School was a runner up for his design “Pedal Power Phone Charger” which used a BMX as a power source to charge a smart phone.

6. Nikita Lee, Age 11 from Devonport Primary School was a runner up for her design “Rubbish Cleaner” which uses solar power as a power source for a rubbish cleaning boat that nets up rubbish in the ocean, has strobe lights on the net to scare fish and uses x-tec fabric to clean oil.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) acknowledges and congratulates Cohen Logue from Takapuna Primary School and Nikita Lee from Devonport Primary School for their impressive entries and placing as runner-up’s of the Design the Future competition.

6.3 Bill Plunket

Te take mō te pūrongo / Purpose of the report

1. The Devonport-Takapuna Local Board wishes to acknowledge the passing of Bill Plunket who passed away peace-fully on the morning of Sunday 11 February 2018.

Whakarāpopototanga matua / Executive summary

2. Bill made a substantial contribution to the North Shore community, notably serving as the Chair and President of the Birkenhead Licensing Trust for 19 years, from when he was elected in October 1998 until 2018.

3. He was a long standing member of Birkenhead Rotary, being made a Rotary Fellow circa 2014, and the Birkenhead Bowling Club, acting as a patron of the club since 2012.

4. Bill also served the community as a Justice of the Peace and marriage celebrant and was a member of the Lottery Community Facilities Committee and a trustee for the ASB Community Trust.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) acknowledges the passing of Bill Plunket and his contributions to the North Shore community.

7 Petitions

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

8 Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Devonport-Takapuna Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

9 Public Forum

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

9.1 Allen Hill Neighbours - Dacre Park

Te take mō te pūrongo / Purpose of the report

1. Michele Lennan and Elaine Sawyer will be in attendance to present on behalf of Allen Hill Neighbours regarding Dacre Park.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) receives the presentation from Allen Hill Neighbours on Dacre Park and thank Michele Lennan and Elaine Sawyer for their attendance.

9.2 North Shore United AFC Inc - Dacre Park

Te take mō te pūrongo / Purpose of the report

1. Steve Browning, Darryl Petherick and Donn Robert will be in attendance to present on behalf of North Shore United AFC Inc regarding Dacre Park.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) receives the presentation from North Shore United AFC Inc on Dacre Park and thank Steve Browning, Darryl Petherick and Donn Robert for their attendance.

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 or Standing Order 1.10 (revoke or alter a previous resolution) a Notice of Motion has been received from Member Cohen for consideration under item 12.

Devonport-Takapuna Local Board

20 February 2018

Dacre Park Upgrade Report

File No.: CP2018/01291

Te take mō te pūrongo / Purpose of the report

1. The purpose of this report is to seek approval from the Devonport-Takapuna Local Board to the proposed upgrade to Dacre Park, which will address the sports field capacity shortfall in the Devonport, Hauraki and Belmont sports catchment.

Whakarāpopototanga matua / Executive summary

2. The 2017 Sports Field Supply and Needs Analysis Report has identified that the Devonport, Hauraki and Belmont sports catchment within the local board area will require an additional 27 hours of lit capacity to meet the needs of outdoor winter sports over the next 10 years.

3. Council’s main objectives in this project are to address, as much as possible, the identified shortfall in playing capacity, minimise impacts on surrounding residents and make Dacre Park publicly accessible.

4. Dacre Park has been identified as the most suitable sports park in this sub-catchment to be upgraded to address some of the shortfall in playing capacity.

5. Staff recommend that the most appropriate form of upgrade to Dacre Park is the installation of one full sized hybrid turf field with training lights, the installation of 43 additional car parks, the creation of a new northern entrance to the site internal access road, new footpaths and removal of perimeter fence.

6. To minimise impacts on surrounding residents, staff recommend the use of lights be restricted to training sessions only, on Tuesday to Friday evenings from 5pm to 8pm.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) supports Option one – Dacre Park as the preferred site to address the playing capacity shortfall in the Devonport, Hauraki and Belmont sports catchment.

b) approves Option four as the preferred upgrade option, which includes:

i) the installation of a full sized hybrid turf field and training standard lights;

ii) the installation of 43 additional car parks, the creation of a new northern entrance, internal access road, new footpaths and removal of perimeter fence, and

iii) restricting the use of lights to training sessions only, on Tuesday – Friday evenings from 5pm to 8pm.

c) requests that community leasing staff progress lease negotiations with North Shore United Football Club Inc. for the site of the club’s existing built improvements. Any new lease to accord with the provisions contained within Auckland Council’s Community Occupancy Guidelines 2012.

d) notes that the budget to deliver the upgrades at Dacre Park is subject to confirmation in the 10-year Budget.

Horopaki / Context

Issue

7. The 2017 Sports Field Supply and Needs Analysis Report has identified that the Devonport, Hauraki and Belmont sports catchment within the local board area will require an additional 27 hours of lit capacity to meet the needs of outdoor winter sports over the next 10 years.

8. Council’s objectives in this project are to address, as much as possible, the identified shortfall in playing capacity in the local board area while minimising impacts on surrounding residents. Benefits from investment are only realised if evening use is increased to an adequate level.

9. There are a limited number of sports fields in the Devonport, Hauraki and Belmont sports catchment suitable to be upgraded to meet this projected shortfall. A full analysis of the various options is included in the Analysis and advice section of this report.

Decision-making authority

10. The local board has the decision-making authority over recreation facilities and initiatives including the specific location, design, build and fit out of new local recreation and sports facilities within budget parameters agreed with the governing body and the use of local recreation facilities and initiatives including leasing and changes of use.

Links to strategies, policies and plans

11. An upgrade to Dacre Park will contribute to achieving two main sporting targets in the Auckland Plan:

· Increase the number of Aucklander’s actively participating in recreation and sport every week from 79 to 90 percent by 2040; and

· Increase the number of Council sports field that are useable throughout the year from 80 to 90 percent by 2020.

12. It will also meet one of the outcomes of the Devonport – Takapuna Local Board Plan to provide quality parks, beaches and open spaces that everyone can enjoy.

Tātaritanga me ngā tohutohu / Analysis and advice

Local sports parks that were considered

13. In order to meet the projected shortfall of sports field capacity in the Devonport, Hauraki and Belmont sports catchment, a number of local sports parks were assessed and considered as sites that could be upgraded. The table below assesses the possible options:

Sport park	Assessment and analysis
Option 1: Dacre Park	· Able to be upgraded to provide a maximum of 20 additional hours of field time · Dacre Park is currently leased to the NSUFC. The sports field is in poor condition and the park is not currently being maintained and utilised to its full potential · No other users groups need to be displaced · Some drainage already in place · Opportunity to fix car parking and access issues · Opportunity to make the park public again · No existing training lights · Existing toilets and changing rooms on site · Close to neighbouring houses · Impact on resident’s - noise, lights and traffic · Houses 30 – 70m away from fields · There is one informal vehicle access off Lake Road with no pedestrian footpath · While owned by council, Dacre Park is not currently a publicly accessible park. It has a full perimeter fence which is locked when NSUFC is not using the venue. · The field is currently underutilised for approximately 15 hours per week and currently has no training floodlights, making it unusable in the evenings .
Option 2: Vauxhall Domain	· Fields are already performing sand carpets with lights · Fields currently being utilised by North Shore Rugby Club · All facilities on site owned by Rugby Club · Houses nearby but lights already exist · Higher use may impact on neighbours
Option 3: Devonport Domain	· Could upgrade soil field, already has lights so would only get a modest increase in playing hours · Restrictions on maintenance and no spraying allowed, making ongoing maintenance more complicated and expensive · Cricket pitches would have to be relocated off the park. North Shore Cricket Club would be affected in the summer. · Require reallocation of fields from rugby to football in the winter
Option 4: Fort Takapuna	· Crown-owned land · Zoned as Conservation Land. Installing lights a prohibited activity · Poor subsoil condition difficult to drain · No supporting infrastructure – toilets/changing rooms. · No houses in close proximity
Option 5: Stanley Bay	· Poor subsoil condition difficult to drain · No other facilities on site · Low lying next to sea · Sea water floods site · Rock base · Prone to flooding · Houses 20 – 30m away from fields
Option 6: Bayswater Park	· Recently upgraded with new sand fields and already have lights · Currently extensively used · Renewal of fields will be in 8 years · Facilities on site · Houses 30 – 40m away from fields · Minimal on site car parking
Option 7: Belmont Intermediate & Takapuna Grammar	· Partnership yet to be developed · Lack of control over timelines and cost · Supporting infrastructure not near to proposed location · Not able to fully to realise the hours for community use
Option 8: Taharoto Reserve	· Not in the Devonport, Hauraki and Belmond sports catchment · More than 15 minutes drive from Devonport · Recently upgraded with sand fields · Renewal of fields will be in 6 years · Facilities on site · Houses 25 – 50m away from fields
Option 9: Ngataringa Park	· Existing land fill · Still settling · No immediate plans to cap and stabilise

Preferred local sports park to address the shortfall

14. Council staff recommend Option one – Dacre Park to address the identified shortfall in the local board area. In addition to points outlined above, council owns the land, does not need to rely on any third parties and the majority of design and investigation work has been completed.

Analysis

15. The Auckland Unitary Plan allows fields (with associated noise effects) to be used Monday- Saturday 7am – 10pm and Sunday and public holidays 9am – 6pm. Council staff believe that in this environment this level of use would be unreasonable.

16. Dacre Park is zoned Open Space – Sport and Active Recreation Zone. The objectives of the Open Space zone in the Auckland Unitary Plan, are:

i. Recreational needs are met through the provision of a range of quality open space areas that provide for both passive and active activities.

ii. The adverse effects of use and development of open space areas on residents, communities and the environment are avoided, remedied or mitigated.

17. To further mitigate the concerns the surrounding residents have in regards to the effects created by evening use, addressing the shortfall of playing hours and ensuring return on investment, staff recommend that the use of the lighting shall be restricted to sports club training only, on Tuesday – Friday evenings from 5pm – 8pm.

18. This would add 12 hours of lit capacity at Dacre Park. The current shortfall of lit capacity in this sub catchment is 27 hours. The proposed upgrade with restrictions on use would only meet a proportion of the shortfall.

19. In order to address the remaining shortfall, council staff recommended continuing with the optimisation of field time in the sub-catchment. This involves sporting codes sharing fields and 100 percent of field availability is maximised. The supply and demand modelling indicates that if the three codes that use fields in this sub-catchment were optimised the projected shortfall of lit capacity would be 14 hours. The anticipated 12 extra lit hours at Dacre Park would almost fully meet this shortfall.

20. In addition to the restrictions on hours of use, Attachment D includes a summary of the key adverse effects the residents believe will be created and a list of proposed mitigation measures to minimise these effects.

21. The preferred option restricts the new hybrid field to the same footprint as the existing field. No additional field is proposed, keeping the number of people on site the same as it is now. The maximum amount of time that the hybrid field can be used for is 35 hours per week.

22. The effects created by the recommended option all comply with the permitted activity rules in the Auckland Unitary Plan. A comprehensive noise assessment including on site testing has been undertaken by the Styles Group and a comprehensive traffic impact assessment has been undertaken by HG T2.

23. Council staff believe that the proposed upgrade of Dacre Park will provide a quality open space area for both passive and active users whilst mitigating the adverse effects on the residents, communities and the environment. A full summary of how adverse effects are proposed to be mitigated is included in Attachment D.

24. It is important to note that as this upgrade only addresses some of the projected shortfall optimisation of use of existing fields and possible partnership opportunities will continue to be investigated to address the remaining projected shortfall.

Upgrade options considered for Dacre Park

25. Following the identification of the preferred site to address the shortfall, staff have worked closely with NSUFC and surrounding residents to minimize the adverse effects created by the proposed upgrades at Dacre Park.

26. The initial proposal presented in 2015 was to install one full size artificial field and one three quarter sized artificial field. Each field would have been able to sustain 50 hours of use per week (100 hours of use in total). By creating an additional three quarter all-weather surface it would have also increased the number of players able to be on-site at any one time. The effects created by this level of development were deemed to be unsuitable for this environment.

27. Staff have developed five options for the upgrade of Dacre Park. These options are summarised in the table below.

	Option	Capacity increase (hours/week)	Pros	Cons	Cost estimate
0	Do not upgrade Dacre Park (status quo)	0	No benefits	No additional sports field capacity added. Field will continue to degrade.	$190,000 (costs incurred to date)
1	Option 1 - Sand carpet renewal to No. 1 field (excludes lighting and entrance / carpark upgrade)	+10	Additional hours created, Minimal impact on surrounding residents.	Doesn’t address car parking issues and doesn’t provide lit training capacity.	$440,000
2	Option 2 - Sand carpet renewal to No. 1 field including lighting installation (excludes entrance / carpark upgrade)	+10	Additional hours created, adds lit training capacity, minimal impact on surrounding residents.	Doesn’t address car parking issues. Doesn’t maximize possible additional hours.	$950,000
3	Option 3 - Hybrid turf surfacing to No. 1 field including lighting installation (excludes entrance / carpark upgrade)	+20	Maximum additional hours created, adds lit training capacity.	Doesn’t address car parking issues. Impact on surrounding residents increases.	$1,720,000
4	Option 4 - Hybrid turf surfacing to No. 1 field including lighting installation, northern access way and 43 additional carparks	+20	Maximum additional hour created, adds lit training capacity, addresses car parking and access issues and opens up park to public.	Impact on surrounding residents increases through increased amount of time the field can be used.	$2,760,000
5	Option 5 - Hybrid turf surfacing to No. 1 full-size and 0.75 size DTA fields including lighting installation, Northern and southern access ways and 61 additional carparks. Relocation of Maintenance and Changing sheds	+40	Two fields upgraded, adds lit training capacity, addresses car parking and access issues.	Most expensive option, increases level of intensity on site and moves development closer to surrounding neighbours.	$4,710,000

Preferred upgrade option to Dacre Park

28. Staff recommend that Option 4 – Hybrid turf to No. 1 field including lighting installation, northern access way and 43 additional carparks to addresses the issues and the identified shortfall at Dacre Park.

29. The table below shows an itemised breakdown of the upgrade proposed, the benefit and approximate cost:

Upgrade	Benefit	Approximate cost (inc contingency)
Hybrid turf surfacing to No. 1 field	Provides an additional 20 hours of playability on the surface	$1,009,070
LED training standard lighting	Provides lit capacity	$589,070
Enhancing public access. Northern access way, internal access road, 43 additional carparks with lighting, footpaths and removal of fences.	Enhances access to the park with a new vehicle and pedestrian access. Provides a more attractive car parking solution reducing car parking on surrounding streets. Dacre Park becomes publically accessible with removal of fences and new pedestrian footpaths.	$1,161,860
Total		$2,760,000

Lease and maintenance of Dacre Park

30. The NSUFC currently has a lease in perpetuity of the whole park. The park is fully fenced and NSUFC controls access. The NSUFC is responsible for all field and building maintenance.

31. The NSUFC has previously been provided with a council grant to maintain the playing surface and grounds, but as per council policy this funding is no longer available. This may mean that maintenance of the field and facilities will reduce if the club is unable to secure the necessary funding to maintain the assets properly.

32. Council investment in Dacre Park is predicated on the NSUFC relinquishing its lease over the sports fields.

33. Council staff recommend entering into a new lease with the NSUFC. The new lease will only be for the sites occupied by the structures on site which are currently owned by the NSUFC.

34. The main football pitch, small training field, car park, banks and lawns around the club house and the steep bank area will revert to council control and council will be responsible for ongoing maintenance.

35. The NSUFC has indicated that it is willing to relinquish its existing lease their lease over the sports fields if council and the local board agree to NSUFC constructing a new clubroom facility where the existing grandstand is located. The NSUFC has also requested that any public facilities in this new building i.e. toilets and changing rooms are funded by the local board and council.

36. The local board has previously indicated support to the grant of a new lease at this location and would consider a request for funding.

37. The local board cannot commit to a financial contribution toward the proposed toilets and changing rooms at this stage.

Stakeholder views

38. A working group has been established to discuss the upgrade options to Dacre Park. The group includes representatives of the NSUFC and local residents from 44 properties surrounding the park. Seven meetings of the group have been held to date and a large amount of written correspondence has been received from both parties. Consensus on the appropriate level of development has yet to be reached.

39. Local residents believe that Dacre Park is a confined space amongst residential housing and is not suitable for the proposed level of intensification. Their main concerns are around noise and traffic.

40. The residents believe there are more suitable locations in Devonport that could be upgraded to meet the shortfall in playing hours.

41. If Dacre Park is to be upgraded the surrounding residents want to see additional conditions imposed to mitigate the effects generated by the upgrade. A summary of the conditions the residents want to see implemented is contained in Attachment B and the proposed hours of use they deem to be acceptable are included in Attachment C.

42. The NSUFC actively supports the proposed upgrade as it means more club teams, especially juniors, will be able to play and practice at the club’s home ground on a pitch that enables better development of their footballing skills and increases their enjoyment of the game.

43. NSUFC has approximately 1,000 members made up of 300 First Kicks, 48 junior and youth teams (boys and girls), and ten senior teams. NSUFC has indicated that the upgrade at Dacre Park would be used primarily for junior and youth teams to cater for home competition games and training on a quality field rather than having to use the lower standard fields in Devonport and fields outside the local board area.

44. Currently the majority of the existing teams are playing home games at Onepoto Domain in Northcote, Greville Reserve in Forrest Hill, QBE Stadium in Albany and Ashley Reserve in Long Bay.

45. The NSUFC has been proactive in working with council staff and the residents group to try to come up with a solution that meets its needs whist minimising the impact on surrounding residents.

46. The NSUFC has provided an indication of how it would like to use the upgraded fields and what days and hours it believes would be suitable. A summary of the NSUFC’s position on what the residents propose is contained in Attachment B and the proposed hours of use the it believes are acceptable in Attachment C.

47. A summary of this consultation is included in Attachment B .

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

48. This project is included in the three year work programme and was approved in principle in the Devonport-Takapuna Local Board 2017-2020 Community Facilities capital works programme (Resolution number DT/2017/53).

Tauākī whakaaweawe Māori / Māori impact statement

49. Initial consultation has been undertaken with the Ngai Tai Ki Tamaki Tribal Trust and no major objections were raised.

50. Further consultation will occur with the Parks & Recreation - North West Mana Whenua Engagement Forum to discuss the project and ascertain if there is any cultural significance to the site that needs to be considered as part of the upgrade.

Ngā ritenga ā-pūtea / Financial implications

51. The cost to deliver this project has been estimated at $2.76M and is to be fully funded from Growth Programme funding.

52. Currently the budget is allocated across financial years 17/18, 18/19 and 19/20.

53. Growth programme funding budgets for the next three financial years are being finalised. The total budgets available may have an impact on the number of projects that can be delivered across the region and prioritisation of projects may need to take place.

54. If funding was secured, the intention would be to deliver the physical works for the project in the 18/19 financial year starting construction in October 2018.

55. If the lease is surrendered and council is then responsible for the maintenance of the fields there will be ongoing consequential operational funding. This is estimated to be approximately $40,000 per annum. This asset will need to be added to the list of sports parks the existing council contractor maintains and funded from the local board’s operational budget.

Ngā koringa ā-muri / Next steps

56. Subject to the local board’s approval, the following will be undertaken between March and October 2018:

· lodge resource consent application;

· complete detailed design;

· execute new lease agreement; and

· prepare tender documents.

57. The indicative timeframe to deliver the sports field upgrade is between October 2018 and March 2019.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Dacre Park Concept Option Four	25
b ⇩	Summary of proposed use of Dacre Park and conditions from residents and club	37
c ⇩	Proposed days and hours of use schedule	45
d ⇩	Adverse effects and proposed mitigations	47