Agenda of Waitākere Ranges Local Board

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

Members were 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 Waitakere Ranges Local Board.

Board Member	Organisation / Position
Sandra Coney	· Waitemata District Health Board – Elected Member · Women’s Health Action Trust – Patron · New Zealand Society of Genealogists – Member · New Zealand Military Defence Society – Member · Cartwright Collective – Member · Titirangi RSA – Member · Portage Trust – Member · West Auckland Trust Services - Director
Neil Henderson	· Portage Trust – Elected Member · West Auckland Trust Services (WATS) Board – Trustee/Director · Whau River Catchment Trust - Employee
Greg Presland	· Lopdell House Development Trust – Trustee · Titirangi Residents & Ratepayers Group – Committee Member · Whau Coastal Walkway Environmental Trust – Trustee · Combined Youth Services Trust – Trustee · Glen Eden Bid - Member
Steve Tollestrup	· Waitakere Licensing Trust – Elected Member · Waitakere Task force on Family Violence – Appointee
Saffron Toms	NIL

Member appointments

Board members are appointed to the following bodies. In these appointments the board members represent Auckland Council.

Board Member	Organisation / Position
Sandra Coney	· Friends of Arataki Incorporated – Trustee
Neil Henderson	· Friends of Arataki Incorporated – Trustee · Rural Advisory Panel - Member
Steve Tollestrup	· Glen Eden Business Improvement District
Greg Presland	· Glen Eden Business Improvement District (alternate)
Saffron Toms	· Ark in the Park

4 Confirmation of Minutes

That the Waitākere Ranges Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 22 February 2018, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Update from Ward Councillors’

An opportunity is provided for the Waitakere Ward Councillors to update the board on regional issues they have been involved with since the last meeting.

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 Waitākere Ranges 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.

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.

Waitākere Ranges Local Board

22 March 2018

Auckland Transport Update Report for the Waitakere Ranges Local Board – March 2018

File No.: CP2018/03501

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 the Land 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 Waitakere Ranges Local Board and its community.

Whakarāpopototanga matua / Executive summary

1. This report covers:

i. Progress on the Regional Land Transport Plan 2018

ii. Consultation on Proposed Safety Improvements

iii. Traffic Control Committee (TCC) report

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a) receive the Auckland Transport Update to the Waitakere Ranges Local Board – March 2018 report.

Horopaki / Context

Projects and activities of interest to the Board

Regional Land Transport Plan (RLTP) 2018

2. The Regional Land Transport Plan (RLTP) is a plan of how transport delivery agencies intend to respond to growth and other challenges facing Auckland over the next 10 years. It includes a 10-year prioritised delivery programme of transport services and activities.

3. AT prepares the draft RLTP jointly with the NZ Transport Agency and KiwiRail. It is a statutory plan describing how these agencies intend to respond to growth and other challenges facing Auckland over the next ten years. It will include a ten-year, prioritised, delivery programme of transport services and activities.

4. The original intention was to consult on the plan alongside Auckland Council’s Long Term Plan. However, the consultation has been “decoupled” and moved into April to ensure it is informed by, and strongly aligned with, the Government’s soon to be released Policy Statement on Transport and a refreshed Auckland Transport Alignment Project.

Scenic Drive Rehabilitation and Bethells Road, Update

5. Auckland Transport (AT) currently has two pavement rehabilitation projects open in the Waitakere Ranges:

· Scenic Drive, Titirangi – from Titirangi Rd roundabout to Woodlands Park Rd

· Bethells Road, Bethells – approximately from Steam Hauler Track to Te Henga Rd.

Scenic Drive, Titirangi

6. Works commenced in February 2018 and are due for completion in mid May 2018. Due to site constraints, any works on Scenic Drive has required a road closure and approval was given for night works to minimise disruption to the local network. The communication plan for the project included the notification of affected residents by letter drop. Over 200 residents were contacted. Fulton Hogan met the nine households with direct access to the site, in person to discuss the works and to give contacts for the works.

7. As issues arise with residents, AT and Fulton Hogan are dealing with them as they occur. The works currently being carried out are the enabling works, which will continue throughout March. We are currently carrying out drainage works, in the form of renewing cesspits and leads as required. We are experiencing issues with utilities thrusting through storm water lines and having to reset them. However, we are still keeping on target with our programmed progress. Concreting works including new kerb lines and sub soil drainage are also being carried out.

Kerb channel being prepped

Bethells Road, Bethells

8. Works commenced in February 2018 and are due for completion in mid May 2018. Due to site constraints, works are carried out with a road closure during the day and with traffic signals on at night (due to concerns around the drop off while the guard rail is being constructed). Notification of the works was carried out by letter drop.

9. We are currently carrying out enabling works, including guardrail installation and drainage works.

10. A new inlet and outlet are being installed on the 1.2m road crossing culvert. The minor vegetation trimming and rock breaking required to allow for the new box culvert has been carried out. Works are currently on target for completion in May.

20180223_134627

Piha and Scenic Drive Intersection - Road Safety Issues

11. Auckland Transport is still investigating options for the intersection but will have more of an idea in May 2018, regarding the high level feasibility of different options.

12. This will give us a better initial understanding of physical requirements, costs, stakeholder requirements and if larger physical works need to be pursued. Once AT has this information we will update the board.

13. We are also investigating if any minor road marking or signage changes can be made as an interim measure.

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

Consultation documents on proposed improvements

14. Consultation documents for the following proposals have been provided to the Waitakere Ranges Local Board for its feedback, and are summarised here for information purposes only.

15. Following consultation, Auckland Transport considers the feedback received and determines whether to proceed further with the proposal as consulted on, or proceed with an amended proposal if changes are considered necessary.

 Proposal to install Broken Yellow Lines (no stopping at all times) on Atkinson Road.

Auckland Transport’s Traffic Control Committee (TCC) report

16. Decisions of the TCC during the month of February 2018 affecting the Waitakere Ranges Local Board area are listed below.

Date

Street (Suburb)

Type of Report

Nature of Restriction

Decision

1-Feb-18

Korihi Drive, Blewitt Court, O'Niells Road, Swanson

Permanent Traffic and Parking changes Combined

No Stopping At All Times, Give-Way

Carried

1-Feb-18

Swanson Road, Swanson

Permanent Traffic and Parking changes

No Stopping At All Times, Road Hump, Edge Line

Carried

Tauākī whakaaweawe Māori / Māori impact statement

17. 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

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

Ngā raru tūpono / Risks

19. No significant risks have been identified.

Ngā koringa ā-muri / Next steps

20. Auckland Transport provides the Waitakere Ranges Local Board with the opportunity to comment on transport projects being delivered in the local board area.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Author

Owena Schuster – Elected Members Relationship Manager (Western Boards)

Authorisers

Jonathan Anyon – Manager Elected Member Relationship Unit, Auckland Transport

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

Waitākere Ranges Local Board

22 March 2018

New community lease to Piha Ratepayers’ and Residents Association Incorporated and approval to enter into a sublease with Piha Community Library Trust, 21 Seaview Road, Piha

File No.: CP2018/02168

Te take mō te pūrongo / Purpose of the report

1. To grant a new community lease to Piha Ratepayers’ and Residents Association Incorporated for part of Piha Domain, 21 Seaview Road, Piha.

2. Approval for Piha Ratepayers’ and Residents Association Incorporated to enter into a sublease with Piha Community Library Trust.

Whakarāpopototanga matua / Executive summary

3. Piha Ratepayers’ and Residents Association Incorporated occupy part of the land at Piha Domain subject to a community lease with the former Waitākere City Council which expires on 31 March 2018. The association wishes to continue leasing the land at the Piha Domain where its building known as the Piha Library is sited.

4. The operation of library services is provided by Piha Community Library Trust which is made up of former members of the association. With these services being provided by a separate entity, approval for the association to enter into a sublease arrangement with the trust is required.

5. A community outcomes plan is not required where the association is not actively involved in the library services provided by the trust.

6. Groups that own their own building have an automatic right to re-apply at the end of their occupancy term without public notification as specified in the Auckland Council Community Occupancy Guidelines 2012.

7. This report recommends the granting of a new community lease to Piha Ratepayers’ and Residents Association Incorporated for a term of 10 years commencing 1 April 2018 with one 10-year right of renewal, subject to Piha Ratepayers’ and Residents Association Incorporated contemporaneously granting a sublease to Piha Community Library Trust for the same term less one day.

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a) grant a new community lease to Piha Ratepayers’ and Residents Association Incorporated for part of Piha Domain, 21 Seaview Road, Piha (Attachment A) on the following terms and conditions:

i) term: 10 years commencing 1 April 2018 with one 10-year right of renewal;

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

iii) the deed of community lease must be signed and returned to Auckland Council for counter signing within three calendar months of the date of resolution;

iv) contemporaneously grant a sublease of part of Piha Domain, 21 Seaview Road, Piha (Attachment B) to Piha Community Library Trust on terms set out in (c) below.

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

c) approve Piha Ratepayers’ and Residents Association Incorporated granting a sublease of part of Piha Domain, 21 Seaview Road, Piha (Attachment B) to Piha Community Library Trust on the following terms and conditions:

i) term: 10 years commencing 1 April 2018 with one 10-year right of renewal less one day;

ii) maintenance fee: $500.00 per annum payable to Piha Ratepayers’ and Residents Association Incorporated at the end of the Trust’s financial year;

iii) a deed of sublease between the parties must be signed and returned to Auckland Council for counter signing within three calendar months of the date of resolution.

d) agree that if the deed of community lease and deed of sublease are not signed and returned to Auckland Council within three calendar months of the date of resolution, the grant of lease to Piha Ratepayers’ and Residents Association is revoked for non-satisfaction of the conditions set out in (a)(iii) and c(iii) above and Auckland Council is to take appropriate steps to take back possession of the land.

e) agree that in the event the new deed of community lease and deed of sublease are not fully signed by 31 March 2018, permit Piha Ratepayers’ and Residents Association Incorporated to hold over part of Piha Domain, 21 Seaview Road, Piha (Attachment A) from 1 April 2018 until the earlier of: three calendar months from the date of resolution or the date on which the deed of community lease and the deed of sublease are fully executed.

Horopaki / Context

8. Piha Ratepayers’ and Residents Association Incorporated holds a lease with the former Waitākere City Council for a term of 20 years commencing 1 April 1998 that reaches final expiry on 31 March 2018. The association owns the building known as The Piha Library located on part of Piha Domain.

9. That part of Piha Domain, 21 Seaview Road, Piha is described as area marked “A” on SO 69257 and comprising 258 square metres, and Part Lot 71 DP 25709 marked “B” on SO 69257, and comprising 459 square metres. Both parcels of land are held in fee simple by Auckland Council as classified local purpose (community buildings) reserve under the Reserves Act 1977.

10. The association has allowed the library services to be operated by the Piha Community Library Trust for over seven years. The trust was formed by members of the Piha Ratepayers’ and Residents Association who were instrumental in fundraising and coordinating the building of the library. No formal sublease was approved by the council during this time.

11. The trust’s objective is to operate the library for the benefit of Piha and the surrounding communities. The library is open five days a week with hours ranging from one and half to four hours a day.

12. On 12 December 2017 council staff and two members of the Waitākere Ranges Local Board met with representatives of the association and the trust to negotiate an agreement between the parties regarding the sublease arrangement.

13. On 14 December 2017 the Waitākere Ranges Local Board passed resolution WTK/2017/177 (Attachment C) approving in principle, funding to assist the trust with its insurance costs.

Tātaritanga me ngā tohutohu / Analysis and advice

14. The association has submitted a comprehensive application in support of a new community lease and approval to sublease. The library building is maintained to a high standard and well used by the local community.

15. As specified in the Auckland Council Community Occupancy Guidelines 2012, groups that own their own building have an automatic right to re-apply at the end of their occupancy term without public notification.

16. A community outcomes plan is not required to be attached to the deed of community lease as the association is not actively involved in the services provided by the trust from the library building on Piha Domain.

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 guidelines.

18. The two parties have agreed that the trust will pay an annual maintenance fee of $500.00 to the association, payable at the end of its financial year and will form part of the deed of sublease. The agreed $700.00 for past maintenance payable by the trust to the association on signing of the sublease lies outside of council’s decision making ability.

19. Auckland Council has prepared a draft deed of lease and as a starting point only a basic draft deed of sublease. The association and the trust have been advised to seek independent legal advice on the deed of sublease. Both the association and the trust have received their respective draft deeds noting that the grant of lease and sublease under the respective deeds are interdependent.

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

20. Staff attended a workshop with the local board on 2 November 2017, 18 January 2018 and 15 February 2018.

21. The Waitākere Ranges Local Board is the allocated authority to approve the granting of a new community lease and approval of a sublease arrangement.

22. The recommendations in this report support the Waitākere Ranges Local Board 2017 Plan outcome: Our community spaces, parks, sport and recreation facilities meet local needs and are easy to get to.

Tauākī whakaaweawe Māori / Māori impact statement

23. 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 Tāmaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2015-2025, the Unitary Plan and Local Board Plans.

24. Ensuring community facilities are well maintained and accessible for all members of the community, will be of benefit to all, including Māori.

25. There are no changes in use or operational activities being conducted on the land.

Ngā ritenga ā-pūtea / Financial implications

26. There are no financial implications associated with the grant of a new community lease or approval to enter into a sublease.

27. On 14 December 2017 under resolution WTK/2017/177 the Waitākere Ranges Local Board approved funding in principle to the trust of up to $1500.00 per annum for insurance of the library building and a further $1500.00 per annum to cover the costs of its contents and public liability insurance.

Ngā raru tūpono / Risks

28. Should the groups not work collaboratively there is a risk that the relationship between the association and the trust may breakdown. This is something that is outside of the control of the council.

Ngā koringa ā-muri / Next steps

29. Subject to the local board grant of a new community lease and approval to enter into a sublease, council staff will forward the deeds to the key representatives of Piha Ratepayers’ and Residents Association Incorporated for signing.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Site Plan for Piha Ratepayers’ and Residents Association Incorporated, Piha Domain, 21 Seaview Road Piha	17
b ⇩	Site Plan for sublease from Piha Ratepayers’ and Residents Association Incorporated to Piha Community Library Trust, Piha Domain, 21 Seaview Road Piha	19
c ⇩	Waitākere Ranges Local Board resolution WTK/2017/177 dated 14 December 2017	21

Ngā kaihaina / Signatories

Author

Donna Cooper - Community Lease Advisor, Community Facilities

Authorisers

Kim O’Neill - Head of Stakeholder and Land Advisory

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

Waitākere Ranges Local Board

22 March 2018

New Road Name Approval for the residential subdivision by Chopsticks Brother Investment Limited at 619 Swanson Road, Swanson.

File No.: CP2018/01498

Te take mō te pūrongo / Purpose of the report

1. The purpose of this report is to seek approval from the Waitakere Ranges Local Board, for a new road name for a road to vest created by way of subdivision at 619 Swanson Road, Swanson.

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 Chopsticks Brother Investment Limited have submitted the following road names in order of preference:

· Heyday Place

With the alternatives being:

· Starry Place

· Mina Place

· Tupu Place

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

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

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

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

7. Therefore, the following road names are put forward for consideration of the Henderson-Massey Local Board:

· Heyday Place

With the alternatives being:

· Starry Place

· Mina Place

· Tupu Place

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a) pursuant to section 319(1)(j) of the Local Government Act 1974, considers for approval, the proposed road names for the new road constructed within the subdivision being undertaken by Chopsticks Brother Investment Limited at 619 Swanson Road, Swanson.

· Heyday Place

With the alternatives being:

· Starry Place

· Mina Place

· Tupu Place

Horopaki / Context

8. 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.

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

- Ngati Te Ata Waiohua supported Mina.

- Te Ahiwaru Waiohua deferred interest to Te Kawerau a Maki.

- Te Uri o Hau confirmed outside their area of interest.

- Ngati Manuhiri confirmed they were not required to be engaged with for this road naming proposal.

- Te Kawerau a Maki supported Mina and suggested Tupu as a possible road name.

- Te Runanga o Ngati Whatua deferred comment to Kaipara.

No other responses were received.

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

Proposed New Road Name	Meaning	Road Naming Criteria
Heyday Place (Preferred)	Means the most successful or popular period of someone or something. The area of Swanson is going through a significant stage. It expresses the best wishes to the project	Meets criteria – unique and appropriate.
Starry Place	Means full of or lit by stars. The subject site is quiet backs on to a Reserve. The superior environment of subject site enables residents to easily look up at the sky full of stars.	Meets criteria – unique and appropriate.
Mina Place	Means desire, want, wish, aspiration. We want the project to be a harmonious, warm and loving place for residents.	Meets criteria – unique and appropriate.
Tupu Place	Means to grow, increase, begin, develop, prosper. This could relate to the increase in population of Swanson, the development of this subdivision and the growth of the vegetation in the Swanson Scenic Reserve which this development backs on to.	Meets criteria – suggested by local iwi & thematic.

11. A map showing the location of the roads is shown below:

Tātaritanga me ngā tohutohu / Analysis and advice

12. 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.

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

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

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

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

17. Therefore, the following road names are put forward for consideration of the Waitakere Ranges Local Board:

· Heyday Place

With the alternatives being

· Starry Place

· Mina Place

· Tupu Place

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

18. 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.

19. The decision sought from the Waitakere Ranges 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

20. The decision sought from the Waitakere Ranges 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.

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

- Ngati Te Ata Waiohua supported Mina.

- Te Ahiwaru Waiohua deferred interest to Te Kawerau a Maki.

- Te Uri o Hau confirmed outside their area of interest.

- Ngati Manuhiri confirmed they were not required to be engaged for this road naming proposal.

- Te Kawerau a Maki supported Mina and suggested Tupu as a possible road name.

- Te Runanga o Ngati Whatua deferred comment to Kaipara.

No other responses were received.

Ngā ritenga ā-pūtea / Financial implications

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

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

Ngā raru tūpono / Risks

24. 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

25. Approved road names are notified to LINZ who record names on their New Zealand wide land information database which includes street addresses issued by councils. On completion of the subdivision through meeting all resource consent conditions, the roads can be legalised and new property titles issued.

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

Waitākere Ranges Local Board

22 March 2018

Request for feedback on the proposed kauri dieback management approach for the Waitākere Ranges

File No.: CP2018/02649

Te take mō te pūrongo / Purpose of the report

1. To provide feedback on the proposal to close the forested areas of the Waitākere Ranges Regional Park, with exceptions, as described in the report and attachments as per resolution ENV/2018/9.

Whakarāpopototanga matua / Executive summary

2. The results of a five-yearly survey undertaken by Auckland Council revealed that kauri dieback disease has doubled over a five-year period, and existing control methods will not halt the spread of the disease.

3. In December 2017, in response to the spread of kauri dieback disease within the forest, mana whenua Te Kawerau ā Maki placed a rāhui over the forested area of the Waitākere Ranges. The rāhui is a formal closure by mana whenua based on tikanga.

4. At its February 2018 meeting, the Environment and Community Committee proposed to ‘close the forested areas of the Waitākere Ranges Regional Park, with exceptions, such as beaches, pasturelands and areas which would reach the requirement of a controlled area notice, by 1 May 2018 subject to:

i) identification of the proposed closure area and exceptions in consultation with Te Kawerau ā Maki

ii) consultation with the Waitākere Ranges Local Board

iii) targeted engagement with concessionaires, businesses and recreational groups who use and benefit from the regional park and with people who live within the Waitākere Ranges’ (refer Attachment A for minutes).

5. This report requests formal feedback from the Waitākere Ranges Local Board on the proposal to close the forested areas of the Waitākere Ranges Regional Park and the proposed exceptions to the closure.

6. While decision making on the regional park network rests with the governing body, local boards have a statutory role to provide input into this regional decision. All feedback will be included in the April 2018 Environment and Community Committee report back on this matter.

Ngā tūtohunga / Recommendation

That the Waitākere Ranges Local Board:

a) provide feedback on the proposal to close the forested areas of the Waitākere Ranges Regional Park, and exception as included in Attachments B and C of the report, to prevent the spread of kauri dieback.

Horopaki / Context

7. In December 2017 Te Kawerau ā Maki placed a rāhui over the forested area of the Waitākere Ranges, including the regional park, local parks, Department of Conservation land, and private land covered by Te Waonui a Tiriwa (the Waitākere forest). The rāhui is a formal closure by mana whenua based on tikanga. This conservation measure was taken in response to the presence of kauri dieback, and the sacred obligation of kaitiakitanga, which is provided for under Te Tiriti o Waitangi, the Te Kawerau ā Maki Claims Settlement Act (2015), the Waitākere Ranges Heritage Area Act (2008), and the Resource Management Act (1991).

8. At the 20 February 2018 Environment and Community Committee meeting, Auckland Council proposed to close the forested areas of the Waitākere Ranges Regional Park, with some exceptions, by 1 May 2018 (resolution ENV/2018/9). This significant decision was made to provide the highest level of protection against kauri dieback disease.

9. The proposed closure is subject to an engagement process with those who use and benefit from the regional park including: concessionaires, businesses, recreational groups, and people who live within the Waitākere Ranges or visit the Waitākere Ranges Regional Park and consultation with the Waitākere Ranges Local Board.

10. Staff from council’s biosecurity and regional parks teams have worked with Te Kawerau ā Maki to agree and develop the proposed forested area closure for the regional park and any exceptions, for consultation. A map of the track exceptions and a list of the track impact are appended to this report as Attachments B and C.

11. Staff workshopped this proposal with the Waitākere Ranges Local Board on 8 March 2018. Local board members expressed their initial views on the proposal and noted a desire to have public meetings on the topic.

12. This report requests formal feedback from the Waitākere Ranges Local Board, on the proposal to close the forested areas of the Waitākere Ranges Regional Park and the proposed exceptions to the closure to inform regional decision making on this matter at council’s Environment and Community Committee meeting on 10 April 2018.

Tātaritanga me ngā tohutohu / Analysis and advice

13. Council staff have worked alongside Te Kawerau ā Maki to agree the proposed closure area and to identify a list of tracks that could remain open for consultation with impacted communities. Working back from a proposal that the forested area is closed, the criteria for a track that is proposed to be open is any of the following:

· outside the closed forested area

· has a track surface that is to a standard where a person can arrive with clean footwear and gear, walk that track in any weather conditions and not have soil on their shoes as they leave the track and after using a hygiene station.

· in an area away from kauri.

14. A small number of tracks within the regional park that meet these criteria will remain closed as they no longer provide a meaningful destination.

15. This proposal means that the forested area of the park is closed and a small number of tracks are proposed to remain open as described in Attachments B and C of this report.

16. In addition to this work, a strategic assessment of the track network within the Waitākere Ranges has commenced. This assessment will take a longer-term view of use and recreational requirements, including changes in visitor uses patterns, identifying priorities for track re-openings and new opportunities to provided recreational activity away from sensitive kauri areas. This assessment will be guided by relevant strategies, plans and legislation such as the Regional Parks Management Plan, Waitākere Ranges Heritage Act and others.

17. The council has also committed to partner with Te Kawerau ā Maki on the communications surrounding the proposal and matters related to the management of kauri dieback within Waitākere forest.

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

Local board views

18. Local boards have a statutory role in providing input to region-wide policy and the governing body has a statutory role to take local board views into account in regional decision-making.

19. The Waitākere Ranges Local Board has a strong interest in the management of kauri dieback, as shown through its 2017 local board plan outcome ‘our unique habitats are protected and enhanced’. One of the local board’s key initiatives in its local board plan is to fund kauri dieback awareness-raising.

20. This report seeks the Waitākere Ranges Local Board’s views on the proposed closure of forested areas in the Waitākere Ranges Regional Park.

21. The options around the potential closure or closure in part(s), of the Waitākere Ranges Regional Park were workshopped with the board on 15 February 2018, ahead of the Environment and Community Committee’s decision on 20 February 2018 to close forested areas of the park. At the 20 February 2018 Environment and Community Committee meeting, the local board spoke in support of the proposal to close the forested areas of the regional park, for the purposes of protecting kauri from kauri dieback disease.

22. A further workshop was held with the local board on 8 March 2018 to inform them of the proposed closures, plans for engagement with communities on the proposed closures and exceptions and next steps, and to seek initial feedback from the board.

23. While the local board has no formal decision-making ability over activity in the regional park it is noted that the Waitākere Ranges Regional Park is inseparable from the Waitākere Ranges communities. It provides significant recreational, amenity, and economic benefits to the local board area, therefore the Environment and Community Committee has invited formal feedback from the board to inform its decision-making.

Local impacts

24. As noted above the Waitākere Ranges Regional Park, provides significant recreational, amenity and economic benefits to the local board area and beyond. Anecdotal evidence suggests that the reason many residents choose to live within the board area is because of the package of high value bush and beach the Waitākere Ranges Regional Park and heritage area offers alongside relative proximity to employment and educational opportunities.

25. It is likely that the proposal to close the forested areas of the regional park will have a significant impact on some residents. In order to understand the impact on the proposed closures on ‘concessionaires, businesses and recreational groups who use and benefit from the regional park and with people who live within the Waitākere Ranges’ the Environment and Community Committee requested staff undertake targeted engagement with these groups ahead of decision making in April 2018.

26. Staff have developed and launched an open online survey to better understand and quantify the impact of the proposal. To date they have attended recreational users’ forums and met with impacted businesses on the topic and are committed to hearing from as many impacted locals as possible. In addition, interested members of the public have written to the council describing the impact of the proposal, both in support and opposition.

27. At the time of writing this report the impact of the proposal from a resident, business, concessionaire or recreational user is undetermined but likely to be variable dependent on their use of the regional park. For example, day walk concessionaires may be able to adjust their offering to open areas whereas multiday walk offerings may not. Some residents may be able to use alternative local parks or open tracks outside of the forested areas and others may find driving to an open area a challenge.

28. The findings from the targeted engagement must be completed and analysed by late March 2018 so they can then be included in the 10 April 2018 report back to the Environment and Community Committee.

Tauākī whakaaweawe Māori / Māori impact statement

29. Kauri is a keystone and foundation species which supports a distinct New Zealand forest ecosystem, sustaining indigenous flora and fauna. Kauri is a taonga species and Auckland Council, in partnership with Māori, have a responsibility for the protection of the spiritual, economic and ecological values associated with this taonga and the ecosystems it supports.

30. The Waitākere Ranges Regional Park lies within the rohe of Te Kawerau ā Maki and Ngāti Whātua, which is acknowledged in the Waitākere Ranges Heritage Area Act 2008. It forms part of Te Waonui a Tiriwa, which is the heartland of Te Kawerau ā Maki. On this matter Ngāti Whātua Ōrākei has signalled support for the actions of Te Kawerau ā Maki.

31. Te Kawerau ā Maki view kauri in very high regards as ‘both living tupuna and as rangatira of the forest’. Te Kawerau mātauranga also records that kauri support the growth of at least 17 plant species in addition to fungi and animals, and are integral to a healthy forest where food and medicine are collected. Their connection to the health of the forest is such that decline in kauri is an indicator that the mauri of the forest is at stake, and that ultimately ‘if Te Waonui a Tiriwa perishes so too does the iwi.’

32. Te Kawerau ā Maki have stated that kauri dieback and the declining health of Waitākere forest are existential threats to the iwi. Te Kawerau ā Maki have also stated they have a sacred obligation to protect the forest as kaitaiki.

33. In early December 2017 Te Kawerau ā Maki placed a rāhui over the ‘Waitākere forest itself (the ‘ecological catchment’) to quarantine or prevent human access. They have described that ‘as a matter of tikanga the purpose of the rāhui is to enable the environment to recuperate and regenerate without the presence and impacts of humans. Its purpose is both physical and spiritual protection.’

34. The forested area of the Waitākere Ranges includes the regional park, local parks, Department of Conservation land, and private land covered by Te Waonui a Tiriwa (the Waitākere forest). The rāhui is a formal closure by mana whenua based on tikanga. This conservation measure was taken in response to the presence of kauri dieback, and the sacred obligation of kaitiakitanga, which is provided for under Te Tiriti o Waitangi, the Te Kawerau ā Maki Claims Settlement Act (2015), the Waitākere Ranges Heritage Area Act (2008), and the Resource Management Act (1991).

35. In addition Te Kawerau ā Maki have also described that ‘the key concept of the rāhui is to close the forest completely in order to secure it from further human impact, to allow time for the environment to regenerate and to work through a program of risk assessment, mitigation design and implementation, research, and upgrades.’ This means that as tracks are upgraded and to a standard that reduces the spread of kauri dieback that precautionary ‘rolling openings’ may be appropriate.

36. Staff have been in discussions with Te Kawerau ā Maki about how to address the kauri dieback challenge in the Waitākere Ranges. While the forested area of the ranges remains closed under the rāhui, an exceptions list, as described above was agreed with representatives from Te Kawerau ā Maki for the purposes of engaging with the community and park users. This list takes a risk based approach to openings and starts from the principle of closed. All tracks proposed to remain open, and in particular those marked with an asterisk, are subject to confirmation that they can meet the criteria outlined above by 1 May 2018.

37. Staff will continue to work with Te Kawerau ā Maki on the implementation of the kauri dieback protection programme for the Waitākere Ranges including tikanga and agreed communications around any rolling openings.

Ngā ritenga ā-pūtea / Financial implications

38. Two options for increased investment in kauri dieback management are being consulted on through the draft Long-term Plan 2018-2028. Both options were drafted to align to the focus in the proposed Regional Pest Management Plan of keeping kauri dieback out of currently disease-free areas in Hunua and the Hauraki Gulf islands.

39. Auckland Council’s current kauri dieback budget for the next ten years is $3 million excluding staff costs. Options are being consulted on for an environmental targeted rate through the Long-term Plan 2018-2018. Options A and B involve significant increased investment:

· Option A will provide an additional $123 million (uninflated) to protect the natural environment, which includes an additional $83.6 million to reduce the risk of kauri dieback spread.

· Option B will provide an additional $279 million (uninflated) to protect the natural environment. Part of this will enable the council to invest an additional $95 million in kauri dieback management.

40. The two options above were developed before the proposal for a controlled area notice and significant closures in the Waitākere Ranges. Therefore, neither option includes resourcing for the compliance programme required to manage the controlled area notice or closures. It is not yet clear how this work will be funded in the current financial year, or in coming financial years, as funding is dependent on the Long-term Plan 2018-2028 process.

41. The board currently funds a kauri dieback coordinator role to the value of $48,000 per year. Environmental Services are seeking continuation of funding for this role through the 2018/2019 local environment work programme process.

42. The estimated cost of the proposed closure is significant. Components of the programme include a wide communications campaign to inform users of the park, updating signage, creating physical barriers at track entrances and in car parks, monitoring closed tracks and enforcing track closures and entrance standards. It is estimated that year one will cost in the order of $1.5 million, but costs should reduce in outer years.

43. This is unbudgeted work. The cost of upgrading tracks and maintaining a higher level of maintenance is included in the Long-term Plan environmental targeted rate options being consulted on presently.

Ngā raru tūpono / Risks

44. The proposed full closure of the Waitākere Ranges Regional Park may increase visitor numbers, and the movement of soil, to places like the Hunua Ranges and other local and regional parks. This will increase the risk of the disease being spread into currently disease-free areas of Auckland.

45. Technical risks relate to a number of uncertainties within this programme. A key issue is the unknown lag time between disease spread and observable symptoms, which limits our understanding of how effective various management options are.

46. A significant investment may still not stop the spread of the disease. Factors such as natural waterborne movement of the disease within catchments are poorly understood and not addressed by any of the current investment options.

47. Risks also exist in relation to dependence on external agencies to progress some options, notably a National Pest Management Plan and controlled area notice. This risk can to some extent by mitigated by continuing to progress the adoption of an operative Regional Pest Management Plan.

48. Legal risks exist for some enforcement options, especially in regards the ability to collect adequate evidence to prosecute hygiene breaches by park users.

Ngā koringa ā-muri / Next steps

49. Formal feedback received from the Waitākere Ranges Local Board will be included in the report back to the Environment and Community Committee on in April 2018.

50. Subject to any further discussions, the forested area of the Waitākere Ranges Regional Park, will be closed no later than 1 May 2018.

51. In parallel the Ministry for Primary Industries will implement an initial controlled area notice over the Waitākere Ranges and Hunua Ranges. This will control the movement of soil in and out the regional parks and give the council enforcement powers over those who ignore the rules with a view to scaling up to other kauri lands.

52. The closure of the forested area of the Waitākere Ranges Regional Park will remain in place until such time as track surfaces are upgraded to a standard where users can use them without moving any soil either around the park or outside of the park. This process will be subject to discussions and agreement with Te Kawerau ā Maki, and the strategic track review mentioned above.

53. Tracks may be progressively opened as they are upgraded or re-routed to avoid kauri. It is likely to take a number of years to complete upgrades and the rolling openings.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	20 February 2018 - Environment and Community Committee resolutions - Kauri Dieback Management - Report Back	35
b ⇩	Map of tracks proposed to remain open in the Waitākere Ranges Regional Park	37
c ⇩	Waitākere Ranges track list for consultation	39

Ngā kaihaina / Signatories

Authors

Rachel Kelleher – Regional Parks Manager

Phil Brown – Biosecurity Manager

Authorisers

Gael Ogilvie – General Manager Environmental Services

Mace Ward – General Manager Parks, Sport and Recreation

Barry Potter - Director Infrastructure and Environmental Services

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

Waitākere Ranges Local Board

22 March 2018

Appointment of Local Board Member to Local Government New Zealand Zone One Committee

File No.: CP2018/02995

Te take mō te pūrongo / Purpose of the report

1. To appoint a local board member to the Local Government New Zealand Zone One committee.

Whakarāpopototanga matua / Executive summary

2. Local board members participate as representatives of the local board on a number of external community and national organisations.

3. At the Waitākere Ranges Local Board business meeting on 24 November 2016, local board representatives were appointed to a number of external community and business organisations.

4. At that time, no appointment was made to Zone One Committee of Local Government New Zealand Zone One as a separate report was to be prepared

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a) appoint a local board member as the local board’s representative to the Local Government New Zealand Zone One Committee.

Horopaki / Context

5. After the 2016 election Auckland Council appoints elected members from the governing body and each of the local boards to the Local Government New Zealand Zone One (i.e. Auckland and Northland) Committee. Some local boards have yet to appoint their local board representative as the consideration of appointments was delayed while the number of representatives was confirmed.

6. Each local board is asked to appoint a representative to the Zone One Committee. Committee meetings take place four times a year and the venue for meetings is shared across the entire Zone One area.

7. Further information on Local Government New Zealand is attached in Attachment A.

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

8. This report seeks the local board’s decision to appoint one or more representatives to Local Government New Zealand Zone One Committee.

Tauākī whakaaweawe Māori / Māori impact statement

9. This report has no specific impact on Māori. It covers the appointment of local board members to an outside organisation to represent the view of local communities, including Māori communities.

Ngā ritenga ā-pūtea / Financial implications

10. The venues for Local Government New Zealand Zone One meetings are shared across the entire Zone One area and some travel costs may be incurred by local boards as a result of the appointments

Ngā raru tūpono / Risks

11. There are no perceived risks with the local board appointing a local board member to the Local Government New Zealand Zone One committee.

Ngā koringa ā-muri / Next steps

12. The venues for Local Government New Zealand Zone One meetings are shared across the entire Zone One area and some travel costs may be incurred by local boards as a result of the appointments.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Local Government NZ	45

Ngā kaihaina / Signatories

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

Waitākere Ranges Local Board

22 March 2018

2018 Local Government New Zealand Conference and Annual General Meeting

File No.: CP2018/02991

Te take mō te pūrongo / Purpose of the report

1. To inform local boards about the Local Government New Zealand Annual Conference and General Meeting in Christchurch Sunday 15 July 2018 to Tuesday 17 July 2018 and to invite local boards to nominate elected members to attend.

Whakarāpopototanga matua / Executive summary

2. The Local Government New Zealand Annual Conference and General Meeting take place at Christ’s College from 12 noon on Sunday 15 July 2018 to 1pm on Tuesday 17 July 2018.

3. Local board members are invited to attend the conference. In 2018, with the venue in Christchurch and given the cost of elected member attendance, staff recommend that one member per local board attend.

4. In addition to the official delegates, Local Government New Zealand requires prior notice of which local board members plan to attend the Annual General Meeting. Members wishing to attend are asked to register their intention with the Kura Kāwana programme by Friday 13 April 2018 so that this information can be provided to Local Government New Zealand.

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a) nominate one elected member to attend the Local Government New Zealand 2018 Conference and Annual General Meeting from Sunday 15 July 2018 to Tuesday 17 July 2018.

b) confirm that conference attendance including travel and accommodation will be paid for in accordance with the current Auckland Council Elected Member Expense Policy.

c) note that any members who wish to attend the AGM must provide their names to the Kura Kāwana project team by Friday 13 April 2018 to ensure that they are registered with Local Government New Zealand.

Horopaki / Context

5. This year the Local Government New Zealand (LGNZ) conference and Annual General Meeting (AGM) will be held at the Christ’s College, Christchurch, from Sunday 15 July 2018 to Tuesday 17 July 2018. The AGM will commence at 12.00pm on Sunday 15 July 2018 with the conference programme commencing at 4.15pm on Sunday 15 July and concluding at 1.00pm on Tuesday 17 July 2018.

6. The conference programme has the theme “We are firmly focused on the future: Future-proofing for a prosperous and vibrant New Zealand”. The full programme is attached as Attachment A.

7. The AGM takes place on the first day of the conference. The LGNZ constitution permits the Auckland Council to appoint four delegates to represent it at the AGM, with one of the delegates being appointed as presiding delegate.

8. Elected members who hold LGNZ roles are:

Mayor Phil Goff	Metro Sector representative on the National Council
Councillor Penny Hulse	Chair of Zone One and Zone One representative on National Council, Member Conference Committee
Deputy Mayor Bill Cashmore	Auckland Council representative on Regional Sector
Councillor Wayne Walker	Auckland Council representative on Zone One
Councillor Alf Filipaina	LGNZ Te Maruata Roopu Whakahaere
Councillor Richard Hills	Member Policy Advisory Group
Waitemata Local Board Chair Pippa Coom	Member Governance and Strategy Advisory Group

9. Traditionally the four AGM delegates have been the Mayor, the Chief Executive and two Governing Body members who hold LGNZ roles.

10. The Governing Body will consider an item on AGM attendance at its meeting on 23 March 2018 which includes the recommendation that Mayor Phil Goff be the presiding delegate and the other three delegates be comprised of either:

· two members of the Governing Body who hold a formal representation role with LGNZ and the Chief Executive; or

· one member of the Governing Body who holds a formal representation role with LGNZ and the Chief Executive, and a local board member.

11. Delegates in 2017 were:

· Mayor Phil Goff

· Deputy Mayor Bill Cashmore

· Councillor Penny Hulse

· Local board chairperson Pippa Coom

12. The Governing Body will also consider an item on conference attendance at its meeting on 23 March 2018 which includes the recommendation that Mayor Phil Goff and the other Governing Body members chosen to be the delegates to the AGM be approved to attend the conference, and that other councillors be chosen to attend so that up to a total of six Governing Body members can attend the conference.

Tātaritanga me ngā tohutohu / Analysis and advice

13. Local board members are invited to attend the conference. In 2018, with the venue in Christchurch and given the cost of elected member attendance, it is recommended that one member per local board attend.

14. This means that a maximum of 27 Auckland Council elected members would attend the conference.

15. Delegates who attend are encouraged to report back to their local boards.

16. In addition, local board members can attend the AGM as observers, or as a delegate (depending on the Governing Body decision), provided their names are included on the AGM registration form, which will be signed by the Mayor.

17. LGNZ requires prior notice of which local board members plan to attend the AGM. Members wishing to attend are asked to register their intention with the Kura Kāwana programme by Friday 13 April 2018 so that this information can be collated and provided to LGNZ.

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

18. The LGNZ Annual conference has relevance to local board members and their specific roles and responsibilities.

Tauākī whakaaweawe Māori / Māori impact statement

19. The LGNZ National Council has a sub-committee, Te Maruata, which has the role of promoting increased representation of Māori as elected members of local government, and of enhancing Māori participation in local government processes. It also provides support for councils in building relationships with iwi, hapu and Māori groups. Te Maruata provides Māori input on development of future policies or legislation relating to local government. Councillor Alf Filipaina is a member of the sub-committee. Te Maruata will hold a hui on 14 July 2018.

Ngā ritenga ā-pūtea / Financial implications

20. The normal registration rate is $1,410 (early bird) or $1,510 (standard).

21. Costs of attendance for one member from each local board are to be met from the elected members’ development budget as contained in the Kura Kawana Programme.

Ngā raru tūpono / Risks

22. The key risk is of delayed decision making impacting costs – the sooner the registration for the nominated local board member can be made, the more likely it is that Auckland Council can take advantage of early bird pricing for the conference and flights.

Ngā koringa ā-muri / Next steps

23. Once members are confirmed to attend, the Kura Kāwana programme will co-ordinate and book all conference registrations, as well as requests to attend the AGM.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Conference Programme	51

Ngā kaihaina / Signatories

Author

Linda Gifford, Kura Kāwana Programme Manager

Authorisers

Kerri Foote, Local Board Services Improvements Manager

Louise Mason - GM Local Board Services

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

Waitākere Ranges Local Board

22 March 2018

Addition to the 2016-2019 Waitākere Ranges Local Board meeting schedule

File No.: CP2018/03229

Te take mō te pūrongo / Purpose of the report

1. Seeking approval for a meeting date to be added to the 2016-2019 Waitākere Ranges Local Board meeting schedule in order to accommodate the 10-year Budget 2018-2028 timeframes.

Whakarāpopototanga matua / Executive summary

2. The Waitākere Ranges Local Board adopted the 2016-2019 meeting schedule on 24 November 2016.

3. At that time the specific times and dates for meetings for local board decision making in relation to the local board agreement as part of the 10-year Budget 2018-28 were unknown.

4. The board is being asked to approve a meeting date as addition to the Waitākere Ranges Local Board meeting schedule so that the 10-year Budget 2018-2028 timeframes can be met.

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a) approve a meeting date to be added to the 2016-2019 Waitākere Ranges Local Board meeting schedule to accommodate the 10-year Budget 2018-28 timeframes as follows:

· Thursday, 7 June 2018, 9.30am.

b) note the venue for the added meeting will be the Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden.

Horopaki / Context

5. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules.

6. In summary, adopting a meeting schedule helps meet the requirements of:

· clause 19, Schedule 7 of the LGA on general provisions for meetings, which requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Such notification may be provided by the adoption of a schedule of business meetings.

· sections 46, 46(A) and 47 in Part 7 of the LGOIMA, which requires that meetings are publicly notified, agendas and reports are available at least two working days before a meeting and that local board meetings are open to the public.

7. The Waitākere Ranges Local Board adopted its business meeting schedule at its 24 November 2016 business meeting.

8. The timeframes for local board decision making in relation to the local board agreement which is part of the 10-year Budget 2018-28 were unavailable when the meeting schedule was originally adopted.

9. The board is being asked to make decisions in early May and early June to feed into the 10-year Budget 2018-2028 process. June timeframe is outside the board’s normal meeting cycle.

Tātaritanga me ngā tohutohu / Analysis and advice

10. The board has two choices:

i) Add the meeting as addition to the meeting schedule.

ii) Add the meeting as extraordinary meeting.

11. For option one, statutory requirements allow enough time for this meeting to be scheduled as addition to the meeting schedule and other topics may be considered as per any other ordinary meeting. However there is a risk that if the 10-year Budget 2018-2028 timeframes change or the information is not ready for the meeting there would need to be an additional extraordinary meeting scheduled anyway.

12. For option two, only the specific topic 10-year Budget 2018-2028 may be considered for which the meeting is being held. There is a risk that no other policies or plans with similar timeframes or running in relation to the 10-year Budget 2018-2028 process could be considered at this meeting.

13. Since there is enough time to meet statutory requirements, staff recommend approving this meeting as addition to the meeting schedule as it allows more flexibility for the board to consider a range of issues.

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

14. This report requests the board’s decision to schedule an additional meeting and consider whether to approve it as extraordinary meeting or addition to the meeting schedule.

Tauākī whakaaweawe Māori / Māori impact statement

15. There is no specific impact for Māori arising from this report. Local boards work with Māori on projects and initiatives of shared interest.

Ngā ritenga ā-pūtea / Financial implications

16. There are no financial implications in relation to this report apart from the standard costs associated with servicing a business meeting.

Ngā raru tūpono / Risks

17. There are no significant risks associated with this report.

Ngā koringa ā-muri / Next steps

18. Implement the processes associated with preparing for business meetings.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

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

Waitākere Ranges Local Board

22 March 2018

Governance Forward Work Calendar - March 2018

File No.: CP2018/03298

Te take mō te pūrongo / Purpose of the report

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

Whakarāpopototanga matua / Executive summary

1. This report introduces the governance forward work calendar: a schedule of items that will come before the board at business meetings over the upcoming months. The governance forward work calendar for the board is included in Attachment A.

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

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

· clarifying what advice is required and when

· clarifying the rationale for reports.

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

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a) note the updated Governance Forward Work Calendar for March 2018 (attachment A).

Horopaki / Context

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

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

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

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

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

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

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

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

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

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

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

Tauākī whakaaweawe Māori / Māori impact statement

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

Ngā koringa ā-muri / Next steps

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

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Governance Forward Work Calendar - March 2018	59

Ngā kaihaina / Signatories

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

Chairperson	Greg Presland
Deputy Chairperson	Saffron Toms
Members	Sandra Coney, QSO
	Neil Henderson
	Steve Tollestrup