Agenda of Whau Local Board - 28 February 2018

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.

Specifically members are asked to identify any new interests they have not previously disclosed, an interest that might be considered as a conflict of interest with a matter on the agenda.

The following are declared interests of the Whau Local Board.

Board Member	Organisation / Position
Tracy Mulholland	· New Lynn Business Association – Business Associate/Contractor
Susan Zhu	· Chinese Oral History Foundation – Committee member · The Chinese Garden Steering Committee of Auckland – Board Member
Derek Battersby	· Whau Coastal Walkway Environmental Trust –Trustee · New Lynn Tennis Club – Patron · West Lynn Gardens – Patron · Tag Out Trust – Chairman · New Lynn Bowling Club - Patron · Avondale RSA - Member
Catherine Farmer	· Avondale-Waterview Historical Society – Member · Blockhouse Bay Historical Society – Member · Portage Licensing Trust – Trustee · Blockhouse Bay Bowls – Patron · Forest and Bird organisation - Member
Duncan Macdonald	· Avondale Business Association – Chairman · Avondale Community Society – Chairman · Avondale RSA – Committee Member · Avondale-Waterview Historical Society - Member · Avondale Jockey Club – Member
Te’eva Matafai	· Pacific Events and Entertainment Trust - Co-Founder · Miss Samoa NZ - Director · Malu Measina Samoan Dance Group - Director/Founder · Pasifika Festival ATEED - Samoa Village Coordinator · Aspire Events – Director
David Whitley	· Rosebank Business Association - Member · Pathways to the future - Past trustee · REINZ - Member · Don Oliver Youth Sports Foundation - Past trustee · Chamber of Trade - Mentor · Lopdell House - Trustee · West Auckland Enterprise, Skills & Training (WEST) – CEO · Amalgamated Hardware Merchants (AHM) Apprenticeship Trust – Trustee

4 Confirmation of Minutes

That the Whau Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 13 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

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 Whau 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 - Indian Kite Festival 2018

Te take mō te pūrongo / Purpose of the report

1. Manher Patel from the Vaishnav Parivar NZ Inc will be in attendance to give an update on the success of Indian Kite Festival 2018 to the Whau Local Board.

2. The Whau Local Board funded festival was held on 14 January 2018 at Eastdale Reserve, Avondale and was led and managed by the Vaishnav Parivar NZ Inc.

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) receive the deputation from Manher Patel from the Vaishnav Parivar NZ Inc on the success of Indian Kite Festival 2018 and thank him for the presentation.

8.2 Deputation - Debbie Antcliff and Peter Woolford - Blockhouse Bay beach reserve

Te take mō te pūrongo / Purpose of the report

1. Debbie Antcliff and Peter Woolford will be in attendance to highlight their concerns regarding night parties and noise issue at Blockhouse Bay beach reserve.

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) receive the deputation from Debbie Antcliff and Peter Woolfordand thank them for the presentation.

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

There were no notices of motion.

Whau Local Board

28 February 2018

Auckland Transport update - February 2018

File No.: CP2018/01369

Te take mō te pūrongo / Purpose of the report

1. The purpose of this report is to; respond to resolutions and requests on transport-related matters, provide an update on the current status of Local Board Transport Capital Fund (LBTCF), request approval for new LBTCF projects, provide a summary of consultation material sent to the Board and, provide transport related information on matters of specific application and interest to the Whau Local Board and its community.

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) resolve its approach / direction on Waitahurangi / McWhirter bridge project.

Horopaki / Context

Local Board Transport Capital Fund:

2. The Whau Local Board has approximately $550,000 per annum of discretionary funding for transport related capital projects.

3. The Local Board’s current Local Board Transport Capital Fund projects are summarised in the table below:

Project

Description

Status

Projected Cost

Whau Bridge

This is part of the New Lynn to Waterview shared path.

The contribution by the Whau Local Board is for a footbridge that is 3.5m wide and 76.5m long.

· Tender for construction to be confirmed late October, 2017

· Construction to begin May, 2017

· Projected completion March, 2019

$2,000,000 (expended from last terms budget)

Waitahurangi bridge project (McWhirter Bridge)

The connection between Mcwhirter Place and Busby Street, New Lynn, was identified in the Whau Greenways Network Plan as a priority.

This is project is a footbridge to link Busby and McWhirter Streets in New Lynn.

· The preliminary design has been prepared by consultants.

· Due to the heavy weight of the steel bridge and very poor ground condition, Rough Order of Cost for the bridge alone has increased to at least $2.2M

· Further information and resolutions contained under analysis and advice.

$1,034,000

Regional Land Transport Program (RLTP)

4. The key strategic transport issue currently for the Whau Local Board is the development of the Regional Land Transport Programme (RLTP).

5. The RLTP is Auckland Transport’s budget. It is set by Auckland Council in discussion with the New Zealand Transport Agency. Drafts of the list of projects in the RLTP have been circulated to all Local Board Members and Councillors. In the next couple of months, the Whau Local Board will have the opportunity to review the priority list and to advocate for projects to be re-prioritised.

6. Auckland Transport will present to all local boards on the afternoon of 26 February. This will be followed by the release of the draft RLTP, with the opportunity to present at a formal consultation session on March 7, 2018. Local boards are also invited to make written submissions on the draft RLTP.

7. Auckland Transport strongly advises all Local Board’s to engage with the RLTP process. This is an opportunity for the Whau Local Board to advocate for transport projects that they have identified in the Local Board Plan process. The RLTP is discussed at the same time as Council’s budget – the ‘Long Term Plan’. This is because the amount of funding Council gives to Auckland Transport is a key factor in the amount of transport related work than can be delivered.

Auckland Transport Quarterly Reporting

8. Auckland Transport provides quarterly reports about the organisations activities.

9. Attachment A provides information about Auckland Transport’s regional and local activities

10. Attachment B provides information about Auckland Transport’s work with local schools

Tātaritanga me ngā tohutohu / Analysis and advice

Waitahurangi bridge project (McWhirter Bridge)

11. The connection between Mcwhirter Place and Busby Street, New Lynn, was identified in the Whau Greenways Network Plan as a priority. The Board request the footbridge link be investigated using the Local Board Transport Capital Fund (LBTCF).

12. Investigations were carried out to locate the bedrock on which the bridge piles would reside, as this was identified as a risk to the original cost estimate. It was found the bedrock is most likely to be at a depth of closer to 24 meters, rather than the 8 meters it was originally assumed in the original $1.03 million Rough Order of Cost (ROC). Due to the heavy weight of the steel bridge and very poor ground condition, the ROC for the bridge alone has increased to at least $2.2M.

13. These figures excluded streetscape improvement to McWhirter Place, Stainless Steel cladding for the underside of the bridge and the bespoke balustrade, previously requested. If these are included, the ROC would increase to $2.74 million at least.

14. A workshop was held with the Local Board to ascertain how it wished to proceed. In discussion, the following four options were identified for the Local Board to request Auckland Transport to:

1. proceed to detailed design on the proposed steel Waitahurangi bridge

2. investigate a lighter timber bridge

3. investigate a pedestrian track down the gully with a small crossing

4. terminate the project and reallocate funding to other projects.

15. Option 1: Auckland Transport to proceed to detailed design on the steel Waitahurangi bridge.

This is with the knowledge that the cost of the bridge work alone is likely to be in excess of 2.2 million dollars. Whau Local Board only have $2,106,410 remaining to allocate, meaning the build would not be able to be fully funded this current term by the remaining funds in the Local Board Transport Capital Fund.

16. Option 2 & 3: Auckland Transport to investigate and provide rough costings for a light timber bridge and a pedestrian track

The cost to investigate and provide rough costings for a light timber bridge or pedestrian track is a further $11,000.

17. Option 4: To terminate the project and reallocate funding to other projects.

To date, $64,605 has been expended from the Local Board Transport Capital Fund (LBTCF).

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

Consultation Items

18. The Whau Local Board’s views are considered during consultation on proposed project schemes. The following project proposals were consulted and feedback sought by the Local Board in December 17 and January 18:

· Clearway - Ash Street, Avondale

· Variable Message Sign - Blockhouse Bay Road

· Proposed installations of new bus stops on Great North Road

Tauākī whakaaweawe Māori / Māori impact statement

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

Ngā ritenga ā-pūtea / Financial implications

20. With regards to transport the Whau Local Board’s only budget implications are related to the Local Board Transport Capital Fund. The current financial status of the Local Transport Capital Fund is recorded below.

Whau Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$4,305,779
Amount committed to date on projects approved for design and/or construction	$2,199,369
Remaining Budget left	$2,106,410

Ngā raru tūpono / Risks

21. No significant risks have been identified.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Auckland Transport activites in the Whau Local Board area and regionally for the September – December 2017 quarter	13
b ⇩	Travelwise Schools activites in the Whau Local Board area for the July – December 2017 quarter	25

Ngā kaihaina / Signatories

Author

Felicity Merrington, Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon, Elected Member Relationship Team Manager, Auckland Transport

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

28 February 2018

New Road Name Approval for the residential subdivision by Housing New Zealand at 14 Miro Street, New Lynn.

File No.: CP2018/00389

Te take mō te pūrongo / Purpose of the report

1. The purpose of this report is to seek approval from the Whau Local Board, for a new road name for a Jointly Owned Access Lot (JOAL) created by way of subdivision at 14 Miro Street, New Lynn.

Whakarāpopototanga matua / Executive summary

2. Auckland Council has road naming guidelines that set out the requirements and criteria of the Council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming.

3. The Applicant Housing New Zealand have submitted the following road names in order of preference :

· Tāroa Lane

With the alternatives being:

· Houama Lane

· Entelea Lane

4. Auckland Council’s road naming criteria typically requires that road names reflect:

· a historical or ancestral linkage to an area;

· a particular landscape, environmental or biodiversity feature; or

· an existing (or introduce) thematic identity in the area

5. The criteria also encourage the use of Maori names. Names also need to be easily identifiable and intuitively clear, thus minimising confusion.

6. All of the proposed road names are deemed to meet the criteria and are acceptable to NZ Post and Land Information New Zealand (LINZ).

7. The road naming criteria suggests road types that could be used and the Applicant has chosen Lane. This road type meets the road naming criteria.

8. Therefore, the following road names are put forward for consideration of the Whau Local Board:

· Tāroa Lane

With the alternatives being:

· Houama Lane

· Entelea Lane

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) pursuant to section 319(1)(j) of the Local Government Act 1974, considers for approval, the proposed road names for the Jointly Owned Access Lot (JOAL) constructed within the subdivision being undertaken by Housing New Zealand Limited at 14 Miro Street, New Lynn.

· Tāroa Lane

With the alternatives being:

· Houama Lane

Entelea Lane

Horopaki / Context

9. According to the Auckland Council Road Naming Guidelines, where a new public or private road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name for the Local Board’s approval.

10. Local iwi were consulted the following responses were received:

Ngāti Whātua o Kaipara, Te Rūnanga o Ngāti Whātua and Ngāti Paoa deferred comment.

Ngāti Tai Ki Tāmaki supported proposed names.

No other responses were received.

11. The Applicant has proposed the road names listed in the table below, in order of preference.

Proposed New Road Name	Meaning	Road Naming Criteria
Road 1 Tāroa Lane (Preferred)	Named after the Tāroa Stream that enters the Whau river. Maori word meaning enduring or lengthy.	Meets criteria – local significance.
Houama Lane	Alternative maori word for the whau or cork tree once common along the banks of the Whau river.	Meets criteria – local significance.
Entelea Lane	Entelea is the species name for the whau tree common to the low coastal forest of the area.	Meets criteria – local significance.

12. A map showing the location of the roads is shown below.

Tātaritanga me ngā tohutohu / Analysis and advice

13. Auckland Councils road naming criteria typically requires that road names reflect a historical or ancestral linkage to an area or a particular landscape, environmental or biodiversity feature, or reflect an existing (or introduce) thematic identity in an area. The criteria also encourages the use of Maori names. Names also need to be easily identifiable and intuitively clear, thus minimising confusion.

14. The applicant’s proposed road names have been assessed against the criteria set out in the Auckland Council Road Naming Guidelines.

15. Following assessment against the road naming criteria, the road names are deemed to meet the assessment criteria.

16. All of the proposed names are acceptable to NZ Post and Land Information New Zealand (LINZ).

17. The road naming criteria suggests road types that could be used and the Applicant has chosen Lane. This road type meets the road naming criteria.

18. Therefore, the following road names are put forward for consideration of the Whau Local Board:

· Tāroa Lane

With the alternatives being:

· Houama Lane

· Entelea Lane

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

19. The Auckland Council, by way of the Auckland Council Long-term Plan 2012-2022, allocated the responsibility for the naming of new roads, pursuant to Section 319(1)(j) of the Local Government Act 1974, to boards. A decision is sought from the local board in this report.

20. The decision sought from the Whau Local Board for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

Tauākī whakaaweawe Māori / Māori impact statement

21. The decision sought from the Whau Local Board on this report is linked to the Auckland Plan Outcome, “A Maori identity that is Auckland’s point of difference in the world”. The use of Maori names for roads, buildings and other public places is an opportunity to publicly demonstrate Maori identity.

22. Local iwi were consulted the following responses were received:

Ngāti Whātua o Kaipara, Te Rūnanga o Ngāti Whātua and Ngāti Paoa deferred comment.

Ngāti Tai Ki Tāmaki supported proposed names.

23. No other responses were received.

Ngā ritenga ā-pūtea / Financial implications

24. The cost of processing the approval of the proposed new road name is recoverable for the applicant in accordance with Auckland Council’s administrative charges.

25. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once approval is obtained for the new road name.

Ngā raru tūpono / Risks

26. There are no significant risks to Council as road naming is a routine part of the subdivision development process with consultation being a key part of the application.

Ngā koringa ā-muri / Next steps

27. The Western Consenting Subdivision Team will ensure that the appropriate road name signage will be installed by the Applicant at their full cost, once an approval is obtained for the new road name and prior to the completion of the subdivision.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Author

Dale Rewa - Subdivision Advisor

Authorisers

Ian Smallburn - General Manager Resource Consents

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

28 February 2018

New community lease to Blockhouse Bay Community Centre Incorporated, 572-578 Blockhouse Bay Road, Blockhouse Bay

File No.: CP2018/01348

Te take mō te pūrongo / Purpose of the report

1. To grant a new community lease to Blockhouse Bay Community Centre Incorporated located on Gittos Domain, 572-578 Blockhouse Bay Road, Blockhouse Bay.

Whakarāpopototanga matua / Executive summary

2. On behalf of the local community the Blockhouse Bay Community Centre Incorporated manage and maintain Armanasco House which is located on Gittos Domain, 572-578 Blockhouse Bay Road, Blockhouse Bay.

3. Approval was granted in 1990 by the former Auckland City Council for the house to occupy part of the domain, however a lease was not formalised.

4. This report recommends the granting of a new community lease for a term of 10 years commencing 28 February 2018 with one 10-year right of renewal. This is the recommended term in the Auckland Council Community Occupancy Guidelines July 2012.

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) grant a new community lease to Blockhouse Bay Community Centre Incorporated for part of Gittos Domain, 572-578 Blockhouse Bay Road, Blockhouse Bay (Attachment A) on the following terms and conditions:

i) term: 10 years commencing 28 February 2018 with one 10-year right of renewal;

ii) rent: $1.00 plus GST per annum if requested;

iii) Blockhouse Bay Community Centre Incorporated Community Outcomes Plan as approved be attached as a schedule to the community lease document (Attachment B);

b) approve all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines July 2012.

Horopaki / Context

History

5. Armanasco House is located on Gittos Domain, 572-578 Blockhouse Bay Road, Blockhouse Bay. The house was built by Stefano and Maria Armanasco, Italian settlers around the year 1890 on their farm located a few hundred metres down the road from the domain. The house remained in the family until around 1987 when the farm and house were bought for residential development.

6. The local community approached the new owners requesting that the house be retained by the district. The house which had fallen into disrepair was donated to the local community on the condition that they find a suitable alternative site to relocate it to and sufficient funds to renovate the house.

7. On 20 March 1990 approval was given by the former Auckland City Council for the house to be sited on part of Gittos Domain. By July 1990 the local community had raised enough money to cover the transportation costs and the required renovation work which commenced in October 1990. The official opening of the house was held on 29 March 1992.

8. Although approval was given for the house to be sited on Gittos Domain a formal lease was not entered into between Auckland City Council and the Blockhouse Bay Community Centre Incorporated.

Blockhouse Bay Community Centre Incorporated

9. The house is managed and maintained by the Blockhouse Bay Community Centre Incorporated on behalf of the community. The house is used as an extension of bookable rooms at the Blockhouse Bay Community Centre, located around 200 metres down the road.

10. The Blockhouse Bay Historical Society is a user of the house. It stores and displays historical records and memorabilia from the Blockhouse Bay area. The historical society opens the house to visitors on Tuesday’s from 10am-2pm. Other hirers of the house need to be mature minded as the historical items remain on display.

11. Blockhouse Bay Community Centre Incorporated was registered as an incorporated society on 21 December 1943. The group’s objective is to advance and improve the district of Blockhouse Bay and the welfare of its inhabitants.

Gittos Domain (Avondale South Domain)

12. The land parcel occupied by the house on Gittos Domain is described as Part Allotment 361 Parish of Waikomiti and marked “A” on SO 67067. That part of the domain is held by the Crown through the Department of Conservation as a local purpose (community buildings) reserve and vested in Auckland Council in Trust. Gittos Domain is subject to Section 148 of the Nga Mana Whenua o Tamaki Makaurau Collective Redress Act 2014. The domain is identified as land with Rights of First Refusal, to be awarded to the collective if the land was ever disposed of by the Crown.

13. Prior to the granting of a lease Auckland Council is required under Section 4 of the Conservation Act 1987 to engage with local iwi who have an interest in the domain.

14. Gittos Domain was renamed in 2012 from Avondale South Domain. The domain was named after Francis Gittos who leased part of the domain in the 1890s where he ran a tannery business producing leather that was made into a range of goods including shoes, bags and fancy book bindings.

Tātaritanga me ngā tohutohu / Analysis and advice

15. The Blockhouse Bay Community Centre Incorporated has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately.

16. Council staff has negotiated and agreed a community outcomes plan with the group. Subject to local board approval to the plan, council staff will append the plan as a schedule to the community lease.

17. The recommended term of lease for a group owned building is 10 years with one 10-year right of renewal in accordance with the Auckland Council Community Occupancy Guidelines 2012.

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

18. Council staff sought input at a local board workshop on 8 November 2017, no objections were raised.

19. The Whau Local Board is the allocated authority to approve the granting of a new community lease.

20. A community outcomes plan aligned to the 2017 Whau Local Board Plan outcomes has been negotiated and agreed with the group.

Tauākī whakaaweawe Māori / Māori impact statement

21. With the domain being identified as land with Rights of First Refusal, engagement was undertaken in December 2017 and January 2018 with the 13 iwi groups identified as having an interest in land in the Whau Local Board area about the proposed new community lease.

22. Engagement involved:

· a presentation at the Mana Whenua Forum held at Orewa on 6 December 2017

· email contact containing detailed information on the land, the Blockhouse Bay Community Centre Incorporated and inviting iwi representatives to hui and or for a kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal

23. No objections were raised from the five iwi groups who responded.

24. A treaty clause will be included in the deed of lease recording that the domain has been identified as land with Rights of First Refusal, to be awarded to the collective if the land was ever disposed of by the Crown.

Ngā ritenga ā-pūtea / Financial implications

25. There are no financial implications associated with the grant of a new community lease.

Ngā raru tūpono / Risks

26. There are no significant risks with the granting of a new community lease. The granting of a new community lease will legalise the arrangement made in 1990.

Ngā koringa ā-muri / Next steps

27. Subject to the local board grant of the new community lease, council staff will work with key representatives of the Blockhouse Bay Community Centre Incorporated to finalise the deed of lease.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Site Plan for Blockhouse Bay Community Centre Incorporated, Armanasco House, Gittos Domain, 572-578 Blockhouse Bay Road, Blockhouse Bay	37
b ⇩	Blockhouse Bay Community Centre Incorporated Community Outcomes Plan	39

Ngā kaihaina / Signatories

Author

Donna Cooper - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

28 February 2018

Auckland Council’s Quarterly Performance Report: Whau Local Board for quarter two, 1 October - 31 December 2017

File No.: CP2018/01309

Te take mō te pūrongo / Purpose of the report

1. To provide the Whau Local Board with an integrated quarterly performance report for quarter two, 1 October - 31 December 2017.

Whakarāpopototanga matua / Executive summary

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

3. Of significance this quarter, the central Avondale site formerly known as the Bai's site was purchased in November by Panuku Development Auckland, Archibald Park concept design was developed, the Bike Hub held a number of highly successful events and the Manukau Harbour Forum agreed its work programme.

4. Performance against the agreed 2017/2018 work programmes is tracking positively - see the snapshot (attachment A) for more details.

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery. The majority of activities are reported with a status of green (on track) or amber (some risk or issues, which are being managed). The following activities are reported with a status of red (behind delivery, significant risk):

· Blockhouse Bay Recreation Reserve new sand field - cancelled after strategic assessment

· Whau – renew park fences – cancelled after asset re-assessment

· Whau – renew park lighting - cancelled after asset re-assessment

· Whau – renew park signage – awaiting finalisation of Park dual Maori naming project

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

· Whau Local Board capital investment for the period was $1.6m and net operational cost of service was $6.6m.

· Operating expenditure is 16% above budget the main driver continues to be higher full facility contract maintenance than planned. Operating revenue is 4% above budget due to increased community facility hire.

· Capital expenditure was (28%) under budget the majority relates to parks renewals and walkway development projects partly offset by higher sports-field development than planned.

7. The key performance indicators show a trend of delivery that is meeting the indicators, with the exceptions being;

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

· Percentage of residents satisfied with the provision (quality, location and distribution) of sports fields

· Percentage of visitors satisfied with the library environment

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

· Percentage of attendees satisfied with council delivered and funded local events

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

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

· Proportion of local programmes that deliver intended environmental actions and/or outcomes

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) receive the performance report for the financial quarter ending 31 December 2017.

Horopaki / Context

8. The Whau Local Board has an approved 2017/2018 work programme for the following operating departments:

· Arts, Community and Events; approved on 28 June 2017

· Parks, Sport and Recreation; approved on 24 May 2017

· Libraries and Information; approved on 24 May 2017

· Community Facilities: Build Maintain Renew; approved on 28 June 2017

· Community Leases; approved on 28 June 2017

· Infrastructure and Environmental Services; approved on 28 June 2017

· Local Economic Development; approved on 28June 2017

9. The work programmes are aligned to the 2014 Whau Local Board Plan.

Tātaritanga me ngā tohutohu / Analysis and adviceKey achievements for quarter two

10. The Whau Local Board has a number of key achievements to report from the quarter two period, which include:

· the central Avondale site formerly known as the Bai's site was purchased in November by Panuku Development Auckland,

· Archibald Park concept design was developed,

· Portage Ceramics Trust held a repair workshop and Crown Lynn collector’s market,

· the Bike Hub held a number of highly successful events and attracted support from Lottery grants,

· the Manukau Harbour Forum agreed its work programme including funding for a young leaders programme and a pilot industry education programme.

Key project updates from the 2017/2018 work programme

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

· Local Arts Broker – Supported Creative Souls, the graffiti arts celebration “Forum”, a three day street photography worksop and a networking event for 49 local artists.

· Youth capacity building – Contractor has been engaged to coordinate the Whau Youth Board and the Whau Youth providers Network.

· Youth Connections - Job Fest held in October 2017 had 845 attendees

· Delivered events – Movies in Parks planning underway

· Blockhouse Bay Library carpark footpath renewal – completed

· Brains Park renew playground - completed

· Industrial Pollution Prevention programme – Contract and focus areas finalized

· Whau River Catchment Trust – funding agreement completed and planning for biodiversity survey underway

· Libraries preschool programming – 94 sessions delivered with 3589 participants

· Library information and lending services - issues increased by 3% against same period last year

· Libraries celebrating cultural diversity – 590 people attended Diwali events including Bollywood dancing and henna art

· Avondale College community access – key performance indicators agreed

Key performance indicators

12. The local board agreements include level of service statements and associated performance measures to guide and monitor the delivery of local services. This report provides information on the performance measure year-end outlook for Whau Board’s measures, showing how we are tracking after the second quarter of FY18.

13. The year-end outlook is that 42 per cent of measures will not achieve target.

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

15. For the first and second quarter we will be providing the year-end outlook based on the results of 2016/17 or for any changes to the outlook based on results available. In the third quarter we will be in a better position to accurately project the year-end outlook for all measures. This is because the frequency of most measures is annual as data is collected through surveys.

16. Attachment D contains further detailed KPI information.

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

17. This report informs the Whau Local Board of the performance for the quarter ending 31 December 2017.

Tauākī whakaaweawe Māori / Māori impact statement

18. Whau local parks: Creating a Māori identity - Findings from research workshopped with board and staff are working with local historians to gather local information on the naming of parks.

19. Te Toi Uku - Ambrico Kiln Site Projects - exhibition to be held inside the Ambrico Kiln 'Te Ahi Pūmau' by Nga Kaihanga Uku (Māori clayworkers collective) opened.

20. Parks Local Māori Responsiveness Action Plan - Interviews were conducted to enable the voices of Maori to inform the local board and highlight Maori aspirations. The Kelston Maori network meetings, discussions focused on planning for the Te Ara Reo classes.

21. The drafting of an agreement with Te Kawerau a Maki and the relevant local boards including the Whau Local board was progressed.

Ngā ritenga ā-pūtea / Financial implications

22. Operating expenditure is $869k above budget. The majority of the over spend relates to the full facility maintenance contract where fluctuations are expected until baselines at local board level are established over the year.

23. Operating revenue has exceeded budget in community facility hire, mainly due to greater utilisation of New Lynn community centre.

24. Capital Expenditure of $1.6m is $598k below budget due mainly to resource consent and tendering issues on parks asset renewals, development of the Te Whau Pathway and Holly Street to Heron Park walkway, offset partly by work ahead of plan on sand carpeting at Brains Park.

25. Attachment C contains further detailed financial information.

Ngā raru tūpono / Risks

26. The following risks have been identified by operating departments where the progress and performance indicator has been reported as red – significantly behind budget/time or achievement of outcomes:

27. Whau – renew park signage – dependant on finalisation of Park dual Maori naming project

Ngā koringa ā-muri / Next steps

28. The Local Board will receive the next performance update following the end of quarter 3, March 2018.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Work programme snapshot	63
b ⇩	Work programme update	65
c ⇩	Financial performance	89
d ⇩	Key performance indicators	97

Ngā kaihaina / Signatories

Author	Mark Allen - Senior Local Board Advisor
Authoriser	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

28 February 2018

Revising the local board Standing Orders

File No.: CP2017/25384

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

That the Whau 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	107
b ⇩	Governing Body Political working party’s finding	167

Signatories

Author

Blair Doherty - Kaipatiki Local Board Democracy Advisor

Authorisers

Carol McKenzie-Rex - Relationship Manager, Mangere-Otahuhu,Otara-Papatoetoe

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Chairperson	Tracy Mulholland
Deputy Chairperson	Susan Zhu
Members	Derek Battersby, QSM, JP
	Catherine Farmer
	Duncan Macdonald, JP
	Te'eva Matafai
	David Whitley

Author	Riya Seth - Democracy Advisor
Authoriser	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau