Agenda of Devonport-Takapuna Local Board

Devonport-Takapuna Local Board

19 June 2018

Future use assessment - 3 Victoria Road, Devonport, and 2 The Strand, Takapuna

File No.: CP2018/09918

Te take mō te pūrongo / Purpose of the report

1. To respond to a resolution passed by the Devonport-Takapuna Local Board at its meeting on 20 March 2018 (resolution number DT/2018/31), seeking advice around the potential future use of the buildings at 3 Victoria Road, Devonport, and 2 The Strand, Takapuna.

2. This covering report provides a brief overview of the content included in two reports prepared by Tattico Limited in response to resolution number DT/2018/31 and should be read in conjunction with those reports (provided at Attachments A and B).

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the reports from Tattico Limited (included as Attachments A and B to the agenda report) regarding the future use of council-owned buildings at 3 Victoria Road, Devonport, and 2 The Strand, Takapuna.

Horopaki / Context

2 The Strand, Takapuna

3. The site at 2 The Strand, Takapuna, is 486m² and comprises the former Takapuna Library. It is a two-storey building of approximately 720m², occupying approximately 87 per cent of the site.

4. The building is listed as a Category B heritage building, scheduled by the Auckland Unitary Plan and registered by the New Zealand Historic Places Trust. The site surrounds the whole building, plus the indented parking bays in front of the building itself.

5. The building at 2 The Strand achieves a 34 per cent structural rating under the New Zealand Seismic Code. Heritage buildings are required by statute to achieve a minimum 33 per cent rating, with a preference for a 66 per cent rating. The building is currently vacant due to seismic and code compliance issues.

6. The site at 2 The Strand, Takapuna, was originally gifted by a local resident to the then Takapuna Council for a library. Records show a memorandum of transfer recording a donation in 1940 from ‘Auckland City Buildings Limited’ to the ‘Mayor, Councillors and Burgesses of the Borough of Takapuna’ for the purpose of municipal services as and for a site for a public library. Over time, the library function expanded and outgrew the premises at 2 The Strand and shifted to its current location across the road.

7. In recent years, the building at 2 The Strand was considered as a potential location for an arts exhibition centre by the Shore Exhibition Centre Trust. However, the arts exhibition centre concept required council undertaking the seismic upgrading of the building, with the trust paying for additional enhancements of the building beyond heritage restoration.

8. The proposed business model for the centre was reliant upon third party grants and funding sources, and the initial funding secured by the trust was not able to be retained due to time delays in decision-making and progression of the concept. In addition, council staff had concerns about the long-term sustainability of the project. As a result, the concept of an arts exhibition centre at 2 The Strand was subsequently abandoned.

3 Victoria Road, Devonport

9. The site at 3 Victoria Road, Devonport is 468m² comprises of the former Devonport Borough Council chambers and offices. The building was originally built as a post office and was subsequently converted to municipal offices. It is a two-storey brick and plaster building of approximately 490m² and occupies 52 per cent of the site, with a large (17m x 12m) rear courtyard. It has a current capital value of approximately $3.5 million.

10. The building at 3 Victoria Road is a Category A heritage building scheduled by the Auckland Unitary Plan and registered by the New Zealand Historic Places Trust. The heritage importance of the building is enhanced by its group association with the Category A esplanade reserve immediately to the south and other heritage buildings within the Devonport village centre.

11. The building itself achieves significantly less than the 33 per cent minimum required under the New Zealand Seismic Code. Heritage buildings are required by statute to achieve a minimum 33 per cent rating, with a preference for a 66 per cent rating.

12. The 3 Victoria Road site is currently in use as an information centre managed by the Devonport Business Association (DBA). The first floor of the building is partly used as offices for the DBA and the Devonport Peninsula Trust (DPT).

13. The local board previously provided financial assistance to these organisations to allow operations from the site at 3 Victoria Road. However, for various reasons the DPT are in the process of vacating to a site at Fort Takapuna, and the DBA are now operating from another location within the Devonport village centre.

14. It is the preference of the DBA to return to 3 Victoria Road if it remains an option following seismic upgrade and adaptive re-use of the building. It is understood that the DPT would like to keep open the possibility of returning to 3 Victoria Road if it remains a future option but are currently invested in making their new location at Fort Takapuna a success.

Devonport-Takapuna Local Board decision-making

15. At its meeting on 20 March 2018, the local board allocated $10,000 of its locally driven initiatives (LDI) operational budget to develop advice around the potential future use of council-owned properties at 3 Victoria Road, Devonport, and 2 The Strand, Takapuna (resolution number DT/2018/31).

16. As a result of this decision, Local Board Services approached Tattico Limited (Tattico) to undertake this work, which could be used to further inform local board advocacy to Panuku Development Auckland (Panuku) and the council’s Governing Body around retention of both sites for future community use.

17. The brief for this exercise was to conduct a high-level overview of both properties to determine whether there are any existing or future community needs. In addition, the work aimed to provide the local board with sufficient advice and information in terms of potential future use of the buildings, given that both have been identified by Auckland Council and Panuku staff as being outside core service needs, and could potentially be considered for divestment.

18. Tattico presented the local board with an interim report at its workshop on 1 May 2018 (presented as Attachment A to this report), which provided an update on progress made to date in fulfilling the local board’s request. This report includes a set of draft recommendations for the local board’s consideration, which were subject to further investigation of community group aspirations for economically feasible use of the buildings.

19. The outcomes of the 1 May 2018 workshop were as follows:

· the local board requested Tattico do further work in terms of investigating potential community use, or commercial uses with a particular ‘Devonport flavour’, for the building at 3 Victoria Road, Devonport

· the local board requested further information on the range of options council could consider if it wanted to retain an ongoing interest in the building at 3 Victoria Road, Devonport

· the local board requested that Tattico undertake no further work with respect to the building at 2 The Strand, Takapuna, beyond what had already been completed as part of the 1 May 2018 update report.

20. The building at 2 The Strand is currently subject to ongoing investigation by council’s Corporate Property team for possible use as an office for the Devonport-Takapuna Local Board. The focus of this work was discussed with the local board at its workshop on 5 June 2018 and will be reported through further local board workshops and meetings in due course.

21. The result of further investigation into community need and the preparation of options regarding future council interest in 3 Victoria Road, Devonport, as requested by the board at its 1 May 2018 workshop is presented at Attachment B.

Tātaritanga me ngā tohutohu / Analysis and advice

22. The following section provides the local board with advice regarding possible advocacy positions with respect to the building at 3 Victoria Road, Devonport. As stated elsewhere in this report, the building at 2 The Strand, Takapuna, is currently under investigation by council’s Corporate Property team as a potential future location for the Devonport-Takapuna Local Board office.

23. As such, this section will only focus on advice regarding the building at 3 Victoria Road, as it is recommended that the local board allow the work undertaken by Corporate Property for 2 The Strand to reach completion before contemplating future advocacy or further steps in relation to that building.

3 Victoria Road, Devonport

24. In providing an analysis of the site at 3 Victoria Road, Tattico investigated four avenues of enquiry, namely:

· potential community need / use of the building

· economic sustainability

· potential partnership models that could be used to facilitate redevelopment of the site

· financial considerations.

25. As the report at Attachment B covers these aspects in detail in sections 2.0 – 6.0, the advice and conclusions for each of these avenues of enquiry are not repeated here.

26. In short, the advice provided by Tattico in Attachment B recommends that the local board:

· state its support for the seismic upgrade and adaptive re-use of the building at 3 Victoria Road, and request that council retain a property interest in the site

· request council to partner with a suitable company that can successfully deliver the adaptive re-use of the building. The report concludes that council does not have the budget available to undertake a seismic upgrade and heritage restoration of 3 Victoria Road, so consequently there is minimal prospect that council could undertake development of the site on its own and create financially sustainable income streams

· acknowledge that to achieve an economically sustainable future, the first floor of 3 Victoria Road should be targeted for successful adaptive re-use that will maximise return to offset the costs of seismic upgrade and restoration. Such a use should ensure that the activities are consistent with the conservation plan for the building

· recommend that the vacant rear of the building be utilised for activities consistent with the zoning of the area, and which provide a high return to offset the cost of adaptive re-use of the building. The report concludes that the ground floor of 3 Victoria Road be developed for a mix of community and retail activities which can successfully co‑locate, and which reflect the unique location and character of Devonport

· request Panuku work with the local board to agree any proposal for a partner organisation to undertake adaptive re-use of 3 Victoria Road and new development.

Types of potential partnership

27. Section 5.0 of Attachment B outlines several ways that council could retain an interest in the site at 3 Victoria Road, ranging from:

· use of its regulatory powers to influence a range of activities and development of the site as a condition of sale

· council retaining land ownership of the site but selling a long-term lease interest (perhaps as long as 100 years)

· council entering into a non-financial partnership with a partner, where council’s contribution is the value of the land and the existing building, and the partner brings full funding for the seismic upgrade and adaptive re-use

· council selling the building subject to the restoration of the building and securing for itself a long-term rental of the ground floor

· council establishing a charitable trust to seismically upgrade and restore the heritage building and undertake other commercial arrangements.

28. The report concludes that of the potential options investigated, the partnership approach offers the best opportunity for council to have a direct stake in decision-making in the heritage restoration, adaptive re-use and tenanting of the ground floor at 3 Victoria Road. The nature of the partnership would enable council to manage risk and liability but, in turn, council would need to accept that there was no or limited financial return from the site.

29. The benefit of council would be to avoid the significant liability and cost of the seismic upgrade and heritage restoration whilst achieving broader community outcomes within part of the building.

Tauākī whakaaweawe Māori / Māori impact statement

30. There are no direct impacts on Māori identified as a result of this report.

Ngā ritenga ā-pūtea / Financial implications

31. There are no identified budgets within the Long-term Plan 2018-2028 for the seismic upgrade or heritage restoration of either 2 The Strand or 3 Victoria Road. In addition, there is no anticipated revenue from the divestment or leasing of either building.

32. It is evident that the local board cannot afford to fund the work required at either site through its LDI budgets unless it is willing to forgo investment in other capital projects within the local board area.

2 The Strand, Takapuna

33. There is currently an ongoing budgeted item for accommodation costs associated with the Devonport-Takapuna Local Board to cover its occupation of level 3 of the Takapuna Service Centre (1 The Strand, Takapuna).

34. It is assumed that, in the event the outcome of the investigation currently being undertaken by council’s Corporate Property team is to relocate the local board to 2 The Strand, that all costs associated with its accommodation would be borne internally. In this instance therefore, it is anticipated there would be no cost expectations placed upon local board LDI budgets.

3 Victoria Road, Devonport

35. As stated within the report at Attachment B, providing realistic figures regarding the development of 3 Victoria Road is challenging as detailed analysis of the integrity of the building has not been completed, nor has a potential design been produced.

36. It is known however, that the current capital value (CV) of the property at 3 Victoria Road is $3.5 million, which does not take into account the seismic and heritage issues with the site. It is understood that seismic upgrades needed to meet the requirements of the New Zealand Seismic Code is in the order of $500,000 to $600,000.

37. If the cost of heritage restoration is estimated at $5000 per square metre (which is the rough cost taken from projects of a similar scale and size), the approximate cost of heritage restoration of 3 Victoria Road would be around $2.4 million.

38. However, it must be accepted that there would be a large degree of variability in costs depending upon the nature of the heritage restoration works undertaken. Only a detailed feasibility study would determine the financial costs of the restoration itself.

39. If the decision was made to compromise or defer the heritage restoration, there are likely cheaper approaches that could bring the building up to code compliance, but no more. However, without a detailed survey of the building it is difficult to provide an estimate, although a key point of note is that such compromise would likely have a detrimental effect on the long-term economic sustainability of the building.

40. A significant matter to consider is that the cost of seismic upgrade and heritage restoration of 3 Victoria Road virtually equates to the capital land value of the property. Where the opportunity will come is on the large vacant rear of the site, which would provide an opportunity to get reasonable development potential to complement heritage aspects, provided that the access to the rear of the site can be managed.

41. Any suggestion of a partnership as articulated within the report would require a full evaluation by Panuku as part of a managed property programme, rather than the level of investigation commission for this initial review. Consequently, the report recommends that such analysis be completed but with a view to developing a partnership approach as previously suggested.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Report to Devonport-Takapuna workshop, 1 May 2018	13
b ⇩	Report to Devonport-Takapuna Local Board, 3 Victoria Road	31

Ngā kaihaina / Signatories

Authors	Cindy Lynch - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

New community lease to the Takapuna Community Facilities Trust for the Gibbons Room in the Mary Thomas Centre

File No.: CP2018/06150

Te take mō te pūrongo / Purpose of the report

1. To grant a new community lease to the Takapuna Community Facilities Trust for the Gibbons Room, First Floor, Mary Thomas Centre, 3 Gibbons Road, Takapuna.

Whakarāpopototanga matua / Executive summary

2. The Mary Thomas Centre provides accommodation for a number of community groups and functions as a community hub.

3. Until recently, the Takapuna Community Facilities Trust (operating as Takapuna North Community Trust) occupied Office 4 in the Mary Thomas Centre. The trust has outgrown this office and has formally applied to Auckland Council for a new community lease for the Gibbons Room, which it currently occupies in the Mary Thomas Centre.

4. This report recommends that the Devonport-Takapuna Local grant a new community lease to the Takapuna Community Facilities Trust for the Gibbons Room for one year commencing 1 June 2018.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) grant a new community lease to the Takapuna Community Facilities Trust for the Gibbons Room (approximately 65 m²) on the first floor of the Mary Thomas Centre, 3 Gibbons Road, Takapuna (cross-hatched red on Attachment A to the agenda report), noting that the terms and conditions of the lease will be:

i. term - one year commencing 1 June 2018, with one right of renewal for one year

ii. rent - $1 plus GST per annum if demanded

iii. operational charge - $1625 plus GST per annum

iv. all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

Horopaki / Context

Land and building

5. The Mary Thomas Centre is on land held in fee simple by Auckland Council under the Local Government Act 2002. The land is legally described as Lot 3 DP 134486 (refer to Attachment B). The land status permits the proposed activity. The Gibbons Room and Office 4 are both located on the first floor of the Mary Thomas Centre.

Gibbons Room

6. The Gibbons Room became vacant in 2017 when the former tenants relocated to alternative rooms within the Mary Thomas Centre and the Gibbons Room was refurbished. The local board was asked if it wanted an expressions of interest process to be progressed for the room once it became available again. The local board’s preference was to support the relocation of the trust from Office 4 to the Gibbons Room rather than to seek other occupants.

7. The Gibbons Room is approximately 65 m² in size and attracts an operational charge of $1625 per annum payable by the occupant. The operational charge is calculated on the area of the room and is a contribution towards the council’s maintenance and other costs for the building.

8. The trust has applied for a community lease to formalise its occupation of the Gibbons Room (refer to Attachment C). The trust formerly occupied Office 4 with no formal arrangement in place. Relocation to the Gibbons Room is due to experiencing growth in the demand for the services that the trust offers. Office 4 had become too small to accommodate its activities.

Office 4

9. Office 4 may be advertised as available for a new community lease through an expressions of interest process later this year. Staff workshopped the expressions of interest proposal with the local board on 4 April 2018, at which time the local board provided informal positive feedback.

Takapuna Community Facilities Trust

10. The Takapuna Community Facilities Trust was incorporated under the Charitable Trusts Act 1957 on 11 July 2006. The Takapuna Community Facilities Trust is the registered legal name. However, it operates as Takapuna North Community Trust.

11. The trust employs two Takapuna North Community Coordinators whose role is to engage with, empower and enable the community to achieve their goals through:

· Community capacity building: increasing community participation in local events and volunteering and by encouraging community interaction and self-determination.

· Networking: identifying key community stakeholder groups and maintaining regular contact with key community members.

· Brokering: enhancing collaboration and cooperation between individuals and groups by arranging regular networking meetings and through the sharing of visions, processes and outcomes.

· Enabling: supporting and empowering people and groups to achieve their vision for community benefit by providing support to achieve local projects.

· Communicating: ensuring key community stakeholders are informed about areas of interest including funding opportunities and Auckland Council processes. Ensuring the voices of local communities are heard in council planning processes.

· Events: providing and supporting free community events, including Preschool Play; Intergenerational Dialogue; International Day of the Older Person; Families in Parks; Family Fun Days; Neighbours' Day events; Environmental Clean-ups; Accessible events, Sustainable Urban Living Workshops and Youth events.

Tātaritanga me ngā tohutohu / Analysis and advice

12. The trust is an established entity with well-respected trustees committed to the provision of community development services.

13. With regard to this community lease proposal, a community outcomes plan has not been negotiated for formal approval by the local board. This is because the trust is already required to submit annual reports to council relating to its funding agreement and performance for service provision.

14. To date, the standard lease term for tenancies at the Mary Thomas Centre is one year, plus one right of renewal for one year.

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

15. The Devonport-Takapuna Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

16. The recommendations within this report support the 2017 Devonport-Takapuna Local Board Plan Outcome four, ‘Our communities are empowered, engaged and inclusive’.

Tauākī whakaaweawe Māori / Māori impact statement

17. There is no change to the proposed activities undertaken on the land.

18. While the trust does not specifically provide services to local Māori, it is committed to the principles of Te Tiriti o Waitangi (the Treaty of Waitangi).

Ngā ritenga ā-pūtea / Financial implications

19. There are no financial implications associated with granting a new lease to the trust.

Ngā raru tūpono / Risks

20. The land on which the Mary Thomas Centre is sited is subject to the requirements of the Local Government Act 2002. Section 138(2)(a) of the Act requires any lease proposal for a term in excess of six months to be publicly notified (refer to Attachment D). Staff sought advice from council’s legal team as to the interpretation of Section 138(2)(a) in relation to this particular lease proposal, in terms of whether prior public notification would be necessary.

21. In this instance, staff were able to utilise a previous opinion on a similar matter and considered there is no detriment to the public in granting a lease to the trust and public access is not limited. Therefore, public notification of granting the lease is not required.

22. The trust needs security of tenure in a suitably sized and appropriately located office space. Should the local board resolve not to grant a new community lease to the trust, this decision may impact on the trust’s ability to undertake its activities and deliver community benefits.

Ngā koringa ā-muri / Next steps

23. Subject to the local board resolving to grant a new community lease, council staff will work with the trust to finalise the deed of lease.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Floor plan of the first floor of the Mary Thomas Centre, 3 Gibbons Road, Takapuna	49
b ⇩	GIS aerial view of the Mary Thomas Centre, 3 Gibbons Road, Takapuna	51
c ⇩	Letter from the Chair, Takapuna North Community Trust, in support of a new community lease for the Gibbons Room	53

Ngā kaihaina / Signatories

Authors

Wendy Zapart – Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

New community lease to Takapuna Croquet Club Incorporated, Auburn Street Reserve, Takapuna

File No.: CP2018/06163

Te take mō te pūrongo / Purpose of the report

1. To grant a new community lease to the Takapuna Croquet Club Incorporated for the site it occupies on Auburn Street Reserve, 8 Auburn Street, Takapuna.

Whakarāpopototanga matua / Executive summary

2. Takapuna Croquet Club Incorporated occupies part of Auburn Street Reserve under the terms of a community lease granted by the former North Shore City Council in 1975. This lease was for 21 years, with one right of renewal of 21 years. The lease expired on 31 March 2017 and has been holding over on a month-by-month basis since that date. The club requested a new lease to continue its occupation and use of the site.

3. The reserve is held in fee simple by Auckland Council as a classified recreation reserve and is subject to the Reserves Act 1977. In the absence of a reserve management plan for the site, the Devonport-Takapuna Local Board publicly notified its intention to grant a new lease to the club for a period of 10 years, with one 10-year right of renewal.

4. A public notice was placed in the North Shore Times Advertiser on 13 June 2017 inviting submissions, with a closing date of 14 July 2017. In total, 76 submissions were received, with 75 in favour of the proposal and one against.

5. A hearing was held on 28 November 2017 to consider the submissions received, with formal deliberations by the Hearings Panel of the local board on 12 December 2017.

6. The Hearings Panel recommended that a lease to the Takapuna Croquet Club Incorporated be granted for a period of 10 years, with one right of renewal for a further 10 years. All other terms will accord with those recommended in the Auckland Council Community Occupancy Guidelines 2012 and the Reserves Act 1977.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the recommendation of the Hearings Panel that followed the public hearing and deliberations held on 28 November 2017 and 12 December 2017.

b) grant a new lease to the Takapuna Croquet Club Incorporated for Lot 6 DP 78273 NA 34B/1156 on Auburn Street Reserve, 8 Auburn Street, Takapuna (refer to Attachment A of the agenda report), and that the terms of the proposed lease to be issued under Section 54(1)(b) and 54(1)(c) of the Reserves Act will be:

i. term: ten years commencing from the date of the final approval by the Minister of Conservation (or her delegate)

ii. rent: $1 plus GST per annum if requested

iii. that the Takapuna Croquet Club Incorporated Community Outcomes Plan as approved, be attached to the community lease document (refer to Attachment B of the agenda report)

iv. that all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines July 2012 are met.

Horopaki / Context

7. Takapuna Croquet Club Incorporated occupies a 4,300 m²(more or less) site on Auburn Street Reserve, Takapuna, under the terms of a community lease.

8. A ground lease of the area, described as Lot 6 DP 78273 NA34B/1156, was granted by the former North Shore City Council in 1975 for a term of 21 years, with one right of renewal of 21 years, expiring on 31 March 2017. The lease has been holding over on a month-by-month basis since that date. The club submitted a formal application requesting a new lease to continue its occupation and activities.

9. The club has a membership of over 70 players and provides four full-sized croquet lawns, clubrooms and associated storage sheds. The premises are well maintained, managed and used by members and visiting players.

10. The club, one of the few in Auckland to have enough playing space to host larger tournaments, is affiliated to Croquet New Zealand and the Croquet Auckland Association.

11. Auburn Street Reserve is held in fee simple by Auckland Council and is subject to the requirements of the Reserves Act 1977 as a classified recreation reserve.

The statutory framework

12. The Reserves Act 1977 empowers administrating bodies to decide the intended use of reserves within the reserve classification, and to grant leases for those purposes guided by public consultation and in compliance with the prescribed processes.

13. Under Section 17(1) of the Reserves Act 1977, recreation reserves are for the primary purposes of providing areas for recreation and sporting activities, and the physical welfare and enjoyment of the public, with an emphasis on the retention of open spaces and on outdoor recreational activities.

14. Under the Local Government (Auckland Council) Act 2009, local boards have been allocated decision making for non-regulatory matters, including decisions relating to local, recreation, sport and community facilities. As the administrating body, the Devonport-Takapuna Local Board has full decision-making authority in respect of the proposed leases at Auburn Street Reserve, subject to all legislative and policy requirements.

Requirement for public notification

15. Reserve management plans provide a framework and guidance for future use, development and maintenance of reserves.

16. As there is no operative reserve management plan for Auburn Street Reserve, the proposed lease required public notification and engagement in accordance with Section 119 of the Reserves Act 1977 and Section 4 of the Conservation Act 1987.

17. Submitters to the proposal were given the opportunity to present their submissions and be heard in accordance with Section 120 of the Reserves Act 1977.

18. Additionally, the decision requires the consent of the Minister of Conservation. This decision has been delegated by the Minister to Auckland Council.

Public submissions, summary and discussion

19. A notice was published in the North Shore Times on 13 June 2017 advertising the proposal to grant a new lease to Takapuna Croquet Club Incorporated.

20. The submissions period closed on 14 July 2017. During this time, 76 submissions were received, with 75 submissions supporting the proposal and one against.

21. The report presented to the Hearings Panel and a full copy of all submissions received can be accessed at the following address:

http://infocouncil.aucklandcouncil.govt.nz/Open/2017/11/DT_20171128_AGN_7891_AT.PDF

Summary of submissions

22. Comments received in support of the proposal for a new lease to the club included the following:

· Croquet, in its various forms played at the club, is a sport that is accessible for all ages and abilities. It can be played by members who find other sports too physically challenging.

· The sport provides opportunities for companionship and social interaction, not only whilst playing croquet, but also when taking part in the other activities held at the club.

· The facilities are centrally located and draw members from a wide area. Parking on site and the proximity of bus routes ensures easy access for those visiting and using the facilities.

· The facilities are of a high standard and are well maintained and managed, providing a pleasant environment in which to enjoy the game.

· Membership is growing. New residents to the area will be able join the club and take advantage of the facilities on offer and opportunities to become part of the community.

· Whilst the population is growing in general terms, there is a greater increase in the number of older residents who still want to be active in their community and lead healthy lives for as long as possible.

23. The one submission in opposition raised a number of points. These are outlined in the following table, together with a response by council staff:

Submission point	Council staff response
The proposed lease is in breach of policies for open space in the Auckland Unitary Plan	The site is zoned Open Space – Sport and Active Recreation Zone in the Auckland Unitary Plan. The use of part of the reserve by the croquet club is permitted in this zone.
Granting of a new lease would deny the local and wider community access to Auburn Street Reserve	There are four community leases currently in place on Auburn Street Reserve. All leases must maintain open membership criteria.
Does the club have existing or occupation use rights to Auburn Street Reserve?	The use of the site accords with the zoning in the Auckland Unitary Plan and the Auckland Council Community Occupancy Guidelines 2012 which state that groups owning their own improvements will have an automatic right to re-apply at the end of their occupancy term without public notification (i.e. an expression of interest process is not required).
The croquet club has a perimeter fence that denies all public access and is not a multi-functional use	Many clubs and organisations, including bowling and tennis clubs, have improvements within the leased area and fences for security purposes as the playing surfaces require significant development and maintenance to enable competition play.
Granting the lease would not provide reasonable amenity for nearby residents	The facilities are maintained to a high standard by members of the club, and the lease requires the club to provide open membership.
Why can the club not consolidate on half of the site, releasing the top fields to provide open public space?	This proposal was rejected by the club as it felt it would severely limit its ability to host tournaments and meet the needs of members. It would also require the clubrooms to be relocated at considerable cost. If available, the members would rather spend funds on upgrading the existing premises.

Tātaritanga me ngā tohutohu / Analysis and advice

24. Further to the Hearings Panel considering all submissions received, deliberations of the panel members were then held at a public meeting on 12 December 2017. This afforded the public and, in particular those that had submitted in respect of the proposed lease, to hear the discussion between the members and understand why they decided to recommend to the Devonport-Takapuna Local Board that the new lease be granted.

25. The panel acknowledged that all submissions contained important information that assisted in its decision to recommend that the lease be granted. In particular, it noted:

· the long history the club has in Takapuna – given its 70-year track record, members commented that the club was a ‘safe pair of hands’ for the public reserve

· when considering intensification of the area, the croquet club, together with the Takapuna Bowling Club and Takapuna Tennis Club, provide a hub for those wishing to take part in sporting and social activities in central Takapuna

· reducing the space doesn’t seem viable as the club would not be able to operate successfully. If a lease was granted on this basis, would council be setting the club up to fail?

· if the site reverts to open space, would the public use it given the proximity to Takapuna Beach, Lake Pupuke and the other parks in the area?

· croquet attracts all ages and it is very important to ensure seniors in our community have opportunities to keep mobile and active

· with the increase in apartments and development in Takapuna, having a social club that members of the public can join would be of great benefit

· the site is centrally located and is ideally suited for those using public transport.

26. The record of deliberations and open minute attachments can be reviewed at Attachment C.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /

Local impacts and local board views

27. At its business meeting on 6 June 2017, the local board resolved to approve the Community Lease 2017/18 Work Programme (resolution number DT/2017/1).

28. The recommendations contained in this report do not trigger Auckland Council’s Significance and Engagement Policy.

29. The Devonport-Takapuna Local Board considered the proposal to grant a new lease to the Takapuna Croquet Club Incorporated at its workshop on 2 August 2017. It considered the number of submissions received and confirmed its intention to consider the matter itself and not delegate the hearing process or appoint an independent commissioner to hear the submissions.

30. The Devonport-Takapuna Local Board Plan 2017 was adopted by the local board at its business meeting on 19 September 2017 (resolution number DT/2017/211).

31. The local board plan has a number of outcomes that have relevance to the proposed lease, in particular:

· Outcome one: Quality parks, beaches and open spaces that everyone can enjoy:

o the local board plan states that the local board will consider the provision of open space and balance this with intensification in the area

o the objective is ‘to enhance and conserve our unique beaches, open spaces and parks’

o key initiatives of this outcome are to ‘audit our open spaces to see if they reflect your needs and to guide future planning’ and to ‘continue to support our sports clubs and recreation facilities’.

· Outcome four: Our communities are empowered, engaged and inclusive:

o the local board’s objective is to have recreational facilities that are fit for purpose and meet community needs

o the key initiative that relates to this is to ‘continue to provide outdoor fitness activities for all ages as part of promoting healthy lifestyles’

o the local board plan identifies that the area is experiencing rapid growth. The population is diverse with many being new to the area

o sports facilities offer all in the community a place to gather and share experiences. Families can connect and socialise through sport and with access to clubrooms that provide space for meetings and celebrations.

Tauākī whakaaweawe Māori / Māori impact statement

32. In considering any proposal to lease, the council must consider the principles of the Treaty of Waitangi. This is contemplated in Section 4 of the Conservation Act 1987, which requires the council to engage with iwi who have an interest in the area.

33. Staff provided all relevant documentation, plans and club information to the 13 mana whenua groups identified by the council as having an interest in the Devonport-Takapuna Local Board area.

34. Only one response was received from mana whenua. A representative of Ngāti Tai Ki Tāmaki confirmed by email that they had no interest in the lease proposal. No objections were received.

35. The matter was also considered by the Northern Mana Whenua Forum on 15 March 2017. No objections to the proposed lease were received.

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

Ngā ritenga ā-pūtea / Financial implications

37. There are no financial implications associated with the granting of a lease to the Takapuna Croquet Club Incorporated.

38. If the lease is not granted to the club, they would be required to fund the removal of all improvements on the site that will revert to open space. The council will then maintain the area.

Ngā raru tūpono / Risks

39. There are no risks to the Devonport-Takapuna Local Board resolving to grant a new lease to the club. The lease agreement not only specifies how the land must be used but also obliges the club to retain open membership and, together with the community outcomes plan, will ensure there is sufficient use and community benefit derived for the site at all times.

40. Should the board resolve not to grant the club a new community lease, this decision may materially affect its ability to undertake core activities and the benefits the club brings to the community would be lost.

Ngā koringa ā-muri / Next steps

41. Subject to the local board’s approval of a community lease, council staff will prepare the necessary documentation to seek final sign off from the Minister of Conservation’s delegate at Auckland Council and will then complete negotiations with the Takapuna Croquet Club Incorporated.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Site plan for Takapuna Croquet Club	61
b ⇩	Takapuna Croquet Club Incorporated Community Outcomes Plan	63
c ⇩	Record of Deliberations and Open Minute Item Attachments 12 December 2017	65

Ngā kaihaina / Signatories

Authors

Wendy Zapart – Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

New community sub-lease to the Devonport Peninsula Trust for rooms at Fort Takapuna Recreation Reserve, 170 Vauxhall Road, Narrow Neck

File No.: CP2018/09564

Te take mō te pūrongo / Purpose of the report

1. To grant a new community sub-lease to the Devonport Peninsula Trust for rooms in North Barracks A12 and A13 on Fort Takapuna Recreation Reserve, 170 Vauxhall Road, Narrow Neck.

Whakarāpopototanga matua / Executive summary

2. The Devonport Peninsula Trust (the trust) has occupied a council-owned building at 3 Victoria Road, Devonport, on an informal basis. The trust is required to relocate to other premises to enable an upgrade and potential change of use at the Victoria Road location, which will be managed by Panuku Development Auckland. The trust has formally applied to Auckland Council for a new community sub-lease for rooms in North Barracks A12 at Fort Takapuna, Narrow Neck, to continue its activities.

3. Fort Takapuna Recreation Reserve is held by the Department of Conservation who have appointed Auckland Council to control and manage the area. There are two barracks buildings at Fort Takapuna which are leased by the Department of Conservation to Auckland Council. They provide accommodation and meeting rooms for several community groups under the terms of sub-lease agreements.

4. The purpose of the trust is to provide community development services in the Devonport peninsula, in partnership with the Devonport-Takapuna Local Board, towards a vision of ‘making community happen’.

5. This report recommends that the Devonport-Takapuna Local Board grant a new community sub-lease to the Devonport Peninsula Trust for rooms 1 and 2 in North Barracks A12, and the old laundry storage area attached to barracks A13 on the Fort Takapuna Recreation Reserve. This sub-lease would be for a period of one year, commencing 19 June 2018, with one right of renewal for one year.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) grant a new community sub-lease to the Devonport Peninsula Trust for room 1 (approximately 11m²), room 2 (approximately 9m²) in barracks A12, and the old laundry storage area (approximately 6m²) attached to barracks A13, Fort Takapuna Recreation Reserve, 170 Vauxhall Road, Narrow Neck (refer Attachments A and B to the agenda report), subject to the following terms and conditions:

i. term - one year commencing 19 June 2018 with one right of renewal for one year

ii. rent - $1 plus GST per annum if demanded

iii. operational charge - $575 plus GST per annum

iv. that all other terms and conditions are in accordance with the Auckland Council Community Occupancy Guidelines 2012, the Reserves Act 1977, and the head lease is held by Auckland Council for the barracks.

Horopaki / Context

Fort Takapuna Recreation Reserve

6. Fort Takapuna Recreation Reserve is approximately 2.88 hectares fronting onto Vauxhall Road, Narrow Neck (refer Attachment A). The site is held by the Department of Conservation who has appointed Auckland Council to control and manage the area. The sub-leasing of the barracks is authorised by way of a head lease which was granted to the council by the Department of Conservation, pursuant to Part IIIB of the Conservation Act 1987.

7. The land is held in one title, described as Section 3 SO 355498, and is classified as recreation reserve under the terms of the Reserves Act 1977.

8. The site is registered under Section 22.3(a)(i) of the Historic Places Act 1993. This category applies to ‘places of special or outstanding historical or cultural heritage significance or value’.

9. The land status permits the proposed activity and community organisations to occupy the small rooms in the barracks at Fort Takapuna. There is no requirement in the Conservation Act 1987, or the concession contract, to publicly notify or consult iwi regarding sub-leasing.

The barracks

10. The barracks on Fort Takapuna Recreation Reserve are leased to Auckland Council by the Department of Conservation. The lease is for a period of 30 years from 1 August 2015, with one right of renewal for a further 30-year period.

11. The barracks were constructed in 1942 for the Women’s Auxiliary Army Corps. Barrack buildings were designed as a long rectangular building and laid out to accommodate large numbers of military personnel in a restricted space. The most efficient layout was an open plan space with beds in rows, sufficiently widened to allow for circulation through the centre.

12. They have since been used to house female immigrants to New Zealand, members of New Zealand’s Defence Forces and most recently, by several community groups and organisations.

13. The buildings were completely refurbished in 2015 at a cost of $1.3 million, providing accommodation that is comfortable, functional and cost-effective to manage and use. The signage and landscaping of the area surrounding the barracks was part of the project. The barracks are accessible, have fully equipped kitchens and are well-served by parking.

14. Each barracks offers a mix of accommodation types. The large open rooms are used for meetings, workshops and social gatherings and are managed by Auckland Council's Venue Hire Team. There are also offices used by several community groups under the terms of a sub-lease which are fully carpeted and have heating, blinds and internet access.

15. Barracks A12, which fronts onto the reserve, has been made event-ready by the provision of an external power supply. This supports Objective 6.10 of the Fort Takapuna Recreation Reserve Management Plan, which recognises that the reserve is a suitable venue for community and not-for-profit events.

Barracks A12- rooms 1 and 2

16. The Auckland Council Community Occupancy Guidelines 2012 direct that vacancies of council-owned premises be publicly advertised. An expression of interest process was completed in 2016, resulting in new community sub-leases being granted to Devonport Heritage Incorporated, Grey Power North Shore Incorporated and North Harbour Radio Community Trust for rooms 3, 4 and 8 in barracks A13.

17. Rooms 1 and 2 are available for use. Several other offices have already been tenanted by Grey Power North Shore Incorporated, the North Harbour Radio Community Trust and the Nutrition Foundation. There are also three large rooms that can be hired on a casual basis through the Auckland Council venue hire website.

18. The Community Occupancy Guidelines also recommend that community groups occupying rooms within larger council buildings are required to pay an operational charge. The amount charged is a contribution to the direct costs to council of providing the premises, including building insurance, structural maintenance, and utility and water charges. At present, the charge levied is $25 per m².

19. Room 1 is approximately 11m² in size and attracts an operational charge of $275 per annum. Room 2 is approximately 9m² in size and attracts an operational charge of $225 per annum. The operational charge is a subsidised amount calculated on the m² of the area, which covers building insurance, share of overheads (e.g. electricity and water charges) and maintenance provided by the council, as outlined in the terms of the lease.

20. There is also a small shed attached to barracks A13, approximately 6m² in size, that the trust is interested in leasing as a store room for marquees and outdoor equipment used for events. This was originally the outdoor laundry space. The amount charged for this space is $12.50 per m².

Tātaritanga me ngā tohutohu / Analysis and advice

Devonport Peninsula Trust

21. The Devonport Peninsula Trust was incorporated under the Charitable Trusts Act 1957 on 16 March 2010 (number 2438503) and registered as a charitable entity under the Charities Act 2005 on 16 September 2010 (number CC45350). The trust is a community development organisation on the Devonport peninsula, covering communities from Devonport to Hauraki, and has a vision of ‘making community happen’.

22. The trust is governed by a volunteer trust board and employs the Devonport Community Coordinator who is one of six for Auckland North. The coordinator is contracted by Auckland Council via local boards to deliver place-based community development. There are also five paid part-time/contract staff.

23. The purpose of the trust is to provide community development services for the Devonport Peninsula community, in partnership with the Devonport-Takapuna Local Board. The trust’s activities and services include community events for all ages, network opportunities, sharing information, giving advice and support, fulfilling the role of an umbrella body for the pest-free Devonport project – Restoring Takarunga Hauraki, and providing and managing community resources.

24. The trust plans to continue with its events programme. Many are well established and have iconic status in the community, for example, the youth music festival ‘Devonstock’ and the Scotty Brewer Skate Day. The trust also plans to remain agile, reviewing the needs of the community as it changes and establishing new services or altering existing ones as required. They will continue working collaboratively with existing community organisations and groups and supporting new groups/organisations as they emerge, such as Shore to Thrive and Devonport Peninsula Precincts Society.

Relocation from 3 Victoria Road, Devonport

25. Number 3 Victoria Road, Devonport (the building) is a Category A scheduled historic building. A report commissioned by the council’s Corporate Property department in December 2015 found that the building is potentially earthquake prone, which needs strengthening works to bring it up to a safe standard.

26. The building was deemed non-service and transferred from Corporate Property to Panuku Development Auckland for rationalisation to investigate other alternate council uses, or potentially to be disposed of if no service use is identified.

27. The Devonport-Takapuna Local Board was notified of the transfer in September 2017 and staff met with the occupiers of the building on several occasions to discuss the trust’s tenure of the premises.

28. There is no formal lease agreement in place for the trust’s occupation of the first floor of the building.

29. Discussions with the trust, led by the local board strategic broker and Local Board Services staff, have focussed on alternative premises being made available for community purposes at Fort Takapuna and the need for the group to consider this alternative. The trust has formally applied to relocate to Fort Takapuna.

30. A community outcomes plan has not been negotiated for approval by the local board. This is because the trust is required to submit annual reports to council relating to its funding agreement with the Devonport-Takapuna Local Board which describes the service provision.

31. The trust holds public liability insurance cover in the amount required by Auckland Council.

32. The standard lease term for tenancies in the barracks is one year, with one right of renewal for one year.

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

33. The Devonport-Takapuna Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

34. The trust’s main funding source is the Devonport-Takapuna Local Board, where funds are allocated through the Arts, Community and Events work programme. The funding provided covers the trust’s current operational, event and programme costs.

35. The matter of the trust needing to move out of the council-owned building at 3 Victoria Road, Devonport, has been the subject of a number of discussions with the local board, as Panuku Development Auckland has served notice of its intentions to upgrade the premises and seek commercial tenants.

36. The recommendations within this report support the 2017 Devonport-Takapuna Local Board Plan Outcome four, ‘our communities are empowered, engaged and inclusive.

Tauākī whakaaweawe Māori / Māori impact statement

37. 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 2012-2022, the Unitary Plan and local board plans.

38. The operative reserve management plan for Fort Takapuna contemplates community use of the refurbished barracks. There are no changes to the leased area, use or operational activities being conducted on the land from those activities currently permitted. Iwi engagement prior to any new sub-lease being granted is not required in accordance with the Conservation Act 1987 or the concession contract.

39. The trust is committed to respecting Te Tiriti o Waitangi (the Treaty of Waitangi) in attaining its purpose. The trust supports events in Bayswater that provide services to local Māori in collaboration with other organisations. For example:

· preschool play sessions are regularly attended by the local Kohanga Reo

· Kaitahi Bayswater - a free community dinner

· Matariki events

· local kappa haka groups are given the opportunity to perform.

40. The Devonport Peninsula Trust had a key role in starting the ‘Million Poems for Matariki’ project, working with the Michael King Writers’ Centre, which continues today.

Ngā ritenga ā-pūtea / Financial implications

41. There are no known financial implications associated with granting a new sub-lease to the trust.

Ngā raru tūpono / Risks

42. The trust needs security of tenure in a suitably sized and appropriately located office space to coordinate its activities. Panuku Development Auckand advised that any occupation of 3 Victoria Road, Devonport, beyond 30 June 2018 will need to be formalised and result in a commercial rental being charged for the property from 1 July 2018. This is likely to be cost prohibitive to the group.

43. Should the local board resolve not to grant a new community sub-lease to the trust, this decision may impact on its ability to undertake activities and deliver a range of community benefits.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Site plan - barracks A12 and A13, Fort Takapuna Recreation Reserve	81
b ⇩	Floor plan - barracks A12 and A13, Fort Takapuna Recreation Reserve	83

Ngā kaihaina / Signatories

Authors

Wendy Zapart – Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

Request land owner approval for the installation of public artwork at Victoria Wharf, Devonport

File No.: CP2018/06622

Te take mō te pūrongo / Purpose of the report

1. To seek land owner approval from the Devonport-Takapuna Local Board for the installation of a piece of public artwork at Victoria Wharf, Devonport.

Whakarāpopototanga matua / Executive summary

2. Arts, Community and Events (ACE) has requested permission to install a piece of public artwork at Victoria Wharf, Devonport, called ‘Flight Trainer for Albatross. The local board has previously provided support for the proposal, commented on the original design of the proposed artwork and requested that public consultation be undertaken.

3. The installation has been redesigned by the artist to better reflect the proposed position on the wharf and to address initial feedback received for the piece.

4. Council’s Arts and Culture team conducted consultation with key stakeholders in the area. All parties consulted support the installation of the artwork on Victoria Wharf. Community Facilities and Services staff also support the proposal.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the installation of ‘Flight Trainer for Albatross’ by Greer Twiss, at Victoria Wharf, Devonport, in accordance with the attached concept designs (Attachment B to the agenda report).

Horopaki / Context

5. Council’s Arts and Culture team identified an opportunity to re-site the sculpture by Greer Twiss, ‘Flight Trainer for Albatross’ to Victoria Wharf, Devonport. The sculpture was created in 2004 and was gifted to the legacy Auckland Council by the Auckland Sculpture Trust.

6. It was originally located facing the harbour at the bottom of Albert and Quay Streets until it was removed from the site in 2014. This was to enable strengthening works to the wharf prior to the redevelopment of Quay Street.

7. The sculpture has been redesigned by the artist to take advantage of the proposed location on Victoria Wharf and the framework has been modified to reflect the architectural and heritage aspects of the wharf.

8. The proposed sculpture shown in Attachment B is approximately 10m high at the tallest point. It has 7m clearance on one side for vehicular access and does not protrude over the edge of the wharf.

9. The original design for the proposed artwork, ‘Flight Trainer for Albatross’, was presented to the Devonport-Takapuna Local Board in August 2017.

10. The Devonport-Takapuna Local Board resolved the following (resolution number DT/2017/195):

a) supports in principle the re-siting of Greer Twiss’ Flight Trainer for Albatross sculpture at Victoria Wharf, Devonport.

b) requests that formal land owner consent is sought from the local board at its September meeting, post discussion and consultation with key community stakeholders in Devonport.

11. ACE staff then sought comment from the Devonport Business Association, the Devonport Peninsula Trust, the Depot Artspace, Auckland City Sculpture Trust and Whitespace. All feedback received supported the installation (refer Attachment A).

Devonport-Takapuna Local Board Plan 2017

12. The Devonport-Takapuna Local Board Plan 2017 recognises the value of arts and culture and delivering projects that engage Aucklanders in their city and communities.

Tātaritanga me ngā tohutohu / Analysis and advice

Land status

13. The portion of Victoria Wharf proposed to host the artwork is owned by the council.

14. The water on which the wharf is located does not have a title of its own, and is marked on the plan (refer to Attachment C) as ‘Part Bed Waitemata Harbour Crown Land, No Registration’. It is currently held by the Crown through Land Information New Zealand and administered under the Marine and Coastal Area Act 2011, and is described as Part Lot 1 DP 135207 comprising 1.1444 hectares, contained in NA79D/200, and currently held by the Crown.

15. Given that council is land owner of the wharf and it is managed as an open space, authority lies with the local board to grant approval for the re-siting of the artwork on the wharf.

Staff views

16. The Built Heritage Implementation team has approved the work and stated that there are no concerns from a heritage perspective.

17. Community Facilities Operational Management and Maintenance staff have not raised any issues with the proposal. The ongoing maintenance of the sculpture will be the full responsibility of Auckland Council’s Public Art Collections team.

18. Community Services Parks and Places team support the proposal. However, it is noted that there may be some initial adverse feedback from local fishermen once the piece has been installed. This is because the wharf is a popular fishing location, and this is one of the primary uses for this space.

Positive impacts

19. While some users of the wharf may be dissatisfied with a decision to site the artwork here, the placement of the artwork may also draw people onto the wharf that may not have gone there otherwise. The placement of the piece may ultimately increase the number of people who use and discover Victoria Wharf as a useable open space.

Negative impacts

20. As above, the wharf is a popular spot for recreational fishermen and Parks and Places staff have advised there may be initial adverse feedback from this group once the artwork is in place. While the artwork does not take up a particularly large portion of the wharf and, for the most part, allows unimpeded pedestrian access around the entire piece, it may be viewed as an encroachment into an otherwise open and functional space. However, no specific feedback has been provided by, or sought from this particular group.

Option 1 (recommended) – Devonport-Takapuna Local Board approve the application

21. Devonport-Takapuna Local Board approve the land owner approval application, accepting both the potential positive and potential negative impacts outlined in this report and the artwork is placed on the wharf. Conditions around installation, health and safety and insurance will be included in any approval letter.

Option 2 – Devonport-Takapuna Local Board decline the application

22. Devonport-Takapuna Local Board decline the land owner approval application and ACE will search for a new location for the work within the wider Auckland region.

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

Local board views

23. The local board has passed resolution number DT/2017/195 in support of the proposal, provided feedback on the previous design and requested that ACE conduct more general public consultation to gauge the sentiment around the proposal.

24. Some consultation was done with a limited number of stakeholders. ACE has received support for the rehoming of ‘Flight Trainer for Albatross’ on Victoria Wharf, Devonport, from these stakeholders, including representatives of Auckland City Sculpture Trust, Depot Artspace, the Devonport Business Association, the Devonport Peninsula Trust and Whitespace.

Tauākī whakaaweawe Māori / Māori impact statement

25. No specific consultation with mana whenua has been undertaken as this is an existing sculpture being relocated to a location of no known significance to Māori. As such, it is not considered that the proposal will adversely affect Māori outcomes.

Ngā ritenga ā-pūtea / Financial implications

26. The project is being funded by ACE and there are no known ongoing financial implications for the Devonport-Takapuna Local Board associated with the installation of the work at this location.

Ngā raru tūpono / Risks

27. There may be initial adverse feedback from local fishermen as discussed above.

Ngā koringa ā-muri / Next steps

28. If the local board approves the proposal then ACE will be provided with a letter outlining the conditions of approval which will include installation, health and safety and insurance responsibilities.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Feedback following consultation	89
b ⇩	Concept designs	93
c ⇩	Site plan - Lot 1 deposited plan 135207	97

Ngā kaihaina / Signatories

Authors

Devin Grant-Miles – Land Use Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

Request for land owner approval for the installation of a permanent artwork plinth at Killarney Park, Takapuna

File No.: CP2018/08791

Te take mō te pūrongo / Purpose of the report

1. To seek land owner approval from the Devonport-Takapuna Local Board for the installation of a permanent plinth to host semi-permanent artwork at Killarney Park, Takapuna (up to five years).

Whakarāpopototanga matua / Executive summary

2. Auckland Council’s Arts, Community and Events team (ACE) have requested permission to install a permanent artwork plinth at Killarney Park, Takapuna.

3. The project was prompted by the upcoming 125th anniversary of women’s suffrage and will allow for the placement of semi-permanent (up to five years) artworks that respond to particular themes, the first being women’s suffrage.

4. The plinth will consist of a concrete foundation with a standardised attachment system specified to support a three-dimensional sculptural form within a set of parameters e.g. foundation attachment, max height, weight etc. The artwork will be designed within these parameters and fixed to the plinth.

5. Killarney Park has been chosen as a potential site in part due to the already existing benches and assets dedicated to Kate Sheppard and other local women of note.

6. Council staff support the proposal, noting that it will have minimal impact on the park as it is set away from the flat, open areas of the park and does not take up any prime recreation space. The artwork should not create any further adverse effects in terms of view shafts.

Ngā tūtohunga / Recommendation/s

That the Devonport Takapuna Local Board:

a) approve the land owner approval application for the installation of a permanent artwork plinth at Killarney Park, Takapuna, in accordance with the following documents:

i. the GIS screenshot showing the proposed plinth location at Killarney Park, Takapuna (refer to Attachment A to the agenda report)

ii. the plans entitled ‘Proposed Suffrage Foundation: Auckland Council’, prepared by Mitchell Vranjes Consulting Engineers, DWG no. S.1, dated May 2018 (refer to Attachment B to the agenda report).

Horopaki / Context

Proposal

7. In light of the upcoming 125th anniversary of women gaining the right to vote in New Zealand and the passing of the New Zealand Electoral Act (1893), ACE have been investigating opportunities to respond to this occasion through public art.

8. ACE has proposed to install art addressing this theme at four different locations around the region that have thematic suffrage ties, and that would also suit an artwork opportunity.

9. Killarney Park has been chosen as a potential site in part due to the already existing benches and assets dedicated to Kate Sheppard and other local women of note.

10. The plinth proposed for installation would host semi-permanent pieces of art that would remain for periods of up to five years, the first of which would address women’s suffrage. When the five-year period is over, the artwork would be decommissioned, and a new piece commissioned to respond to a different theme.

11. ACE will manage all design and development of the foundation and artworks, and will also pay for care and maintenance of the assets.

12. The plinth will consist of a 2m by 2m concrete foundation, with a standardised attachment system specified to support a three-dimensional sculptural form within a set of parameters (foundation attachment, maximum height, weight). The maximum envelope the artwork could occupy is 4m by 4m by 4m. The artwork will be designed within these parameters and fixed to the plinth.

13. After the five-year exhibition period, the work will be decommissioned, and new work commissioned. There is potential that if multiple plinths with identical attachments were commissioned around the region, this could enable the rotation of work between plinths.

14. At this stage, approval is only being sought for the plinth, not the artwork itself. The endorsement for the artwork will come later, only when and if the plinth is approved and after the assessment of artwork proposals received in response to the call for expressions of interest.

Local board plan

15. The 2017 Devonport-Takapuna Local Board Plan recognises the value of arts and culture and delivering projects that engage Aucklanders in their city and communities.

16. Outcome one of the local board plan seeks to achieve quality parks, beaches and open spaces that everyone can enjoy. The plinth is proposed to be placed in a location that will allow the artworks to complement Killarney Park and not detract from its overall amenity.

Tātaritanga me ngā tohutohu / Analysis and advice

Land status

17. Killarney Park borders Lake Pupuke and the land proposed to accommodate the plinth is legally described as Lot 8 DP 1558. This land is held in fee simple by the Auckland Council and classified as a recreation reserve by Part New Zealand Gazette, 17 December 1998, No.200, page 4778, and subject to the Reserves Act 1977.

Staff views

18. Council’s Operational Management and Maintenance team have not raised any issues with the proposal. The ongoing maintenance of the sculpture plinth will be the full responsibility of ACE.

19. The Parks and Places team support the proposal in the suggested location, noting that it will have minimal impact on the open space. The position also ties in well with the path, which would gently curve around the artwork foundation. Centralising the foundation to the apex of the path is also recommended.

20. The proposed location is set away from the flat, open areas of the park and does not take up any prime recreation space. It would also be in close proximity to the Kate Sheppard memorial bench which fits with the proposed first theme of women’s suffrage.

21. The existing trees further down the slope already block the view shafts from the proposed location, so the artwork will not create any further adverse effects. It is also the least complicated location in terms of seeking resource consent.

Options

22. Option 1 (recommended): the Devonport-Takapuna Local Board approves the request for land owner approval and the plinth is installed at the proposed site. This is the recommended option for the reasons given above.

23. Option 2: the Devonport-Takapuna Local Board declines the request for land owner approval and ACE will subsequently need to consider another site within the wider Auckland region.

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

24. An onsite meeting was held with several local board members who are aware of the proposed location and the alternate locations under consideration.

25. As previously discussed, the proposal aligns with the local board plan.

Tauākī whakaaweawe Māori / Māori impact statement

26. Given that Pupuke Moana is a place of significance to mana whenua, feedback on the proposal has been sought from local iwi groups. No responses have been received as yet. The groups contacted were:

· Ngāi Tai

· Ngāti Tamaoho

· Te Patukirikiri

· Ngāti Pāoa

· Te Ākitai Waiohua

· Te Runanga o Ngati Whātua

· Ngāti Whanaunga

· Te Kawerau ā Maki

· Ngāti Whātua o Kaipara

· Ngāti Whātua Orākei

· Ngāti Tamaterā

· Ngāti Te Ata

· Ngāti Maru.

27. Mana whenua were given the opportunity to respond to the expression of interest request for the commissioning of the artwork when it was released.

Ngā ritenga ā-pūtea / Financial implications

28. There are no known financial implications.

Ngā raru tūpono / Risks

29. There are no anticipated risks associated with the installation of the plinth.

Ngā koringa ā-muri / Next steps

30. If land owner approval is granted, then ACE will proceed with seeking resource consent for the project. This will be followed by installation of the plinth.

31. An expression of interest was called for concept proposals from emerging artists, at which stage the chosen piece will be commissioned.

32. The Devonport-Takapuna Local Board will be kept informed at concept design stage and detailed design stage through the Arts and Culture Local Board Advisors.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	GIS - Killarney Park	103
b ⇩	Preliminary foundation design	105

Ngā kaihaina / Signatories

Authors

Devin Grant-Miles – Land Use Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

Local Board Services monthly report - June 2018

File No.: CP2018/09350

Te take mō te pūrongo / Purpose of the report

1. This report requests the Devonport-Takapuna Local Board (the local board) consider:

· transfer of administration of Maungauika / North Head from the Department of Conservation to the Tūpuna Maunga Authority, with Auckland Council being responsible for routine management in the same manner as for other tūpuna maunga

· land owner consent application for a replacement park bench at Queens Parade Reserve, Devonport

· land owner consent application for a memorial plaque on an existing bench at Takapuna Beach Reserve, Takapuna

· proposed new and upgraded bus stops being undertaken as part of the New Network for the North Shore.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) support Auckland Council being responsible for routine management of Maungauika / North Head in the same manner as for other tūpuna maunga, with the Tūpuna Maunga Authority being appointed the administering body.

b) grant land owner consent for an application for a replacement park bench at Queens Parade Reserve, Devonport.

c) grant land owner consent for an application for a memorial plaque on an existing bench at Takapuna Beach Reserve, Takapuna.

d) provide feedback on the proposed new and upgraded bus stops being undertaken as part of the New Network for the North Shore.

Horopaki / Context

Transfer of administration of Maungauika to the Tūpuna Maunga Authority

Background

2. Ngā Mana Whenua o Tāmaki Makaurau Collective Redress Act 2014 (the Tāmaki Collective Act), vested 14 tūpuna maunga (volcanic cones) in the Tūpuna Taonga o Tāmaki Makaurau Trust, to hold for the common benefit of Ngā Mana Whenua o Tāmaki Makaurau and the people of Auckland. Among the vested maunga were Maungauika/North Head (Maungauika) and Takarunga/Mount Victoria.

3. Auckland Council is responsible for the routine management of 13 tūpuna maunga^{^[1]} and must carry out this responsibility under the direction of the Tūpuna Maunga Authority.

4. Unlike other tūpuna maunga, the Crown, through the Department of Conservation (DoC), has continued to administer and manage Maungauika. A map of Maungauika is attached (refer Attachment A).

5. Since October 2016, DoC has managed Maungauika in accordance with the Tūpuna Maunga Integrated Management Plan (IMP). The part of the IMP relating to Maungauika was approved by the Minister of Conservation, the Honourable Maggie Barry (refer Attachment B). DoC also retains all income earned from the maunga, although this income is modest.

Process for transferring routine management to council and initial DoC offer

6. Under Section 30 of the Tāmaki Collective Act, the Governor-General, by Order in Council made on the recommendation of the Minister of Conservation, can make the Tūpuna Maunga Authority the administering body for Maungauika. The Minister of Conservation may recommend making the order if, among other things, Auckland Council agrees to be responsible for the routine management of Maungauika in the same manner as for other tūpuna maunga. If administration is transferred to the Tūpuna Maunga Authority, Maungauika will continue to be included within the Hauraki Gulf Marine Park and subject to the Hauraki Gulf Marine Park Act 2000.

7. In 2014, the council engaged with DoC to negotiate terms of transfer of routine management. On 15 April 2014, feedback was sought from the Devonport-Takapuna Local Board, and the following resolution passed (number DT/2014/89):

MOVED by Chairperson MA Cohen, seconded by Member DP Hale:

That the Devonport-Takapuna Local Board:

a) supports the transfer of routine management of Maungauika/North Head to Auckland Council on the condition that the Crown meets the cost of Council remedying the deferred maintenance and other asset maintenance matters identified by Council.

b) requests that the community has input into ensuring the built heritage is recognised and retained on Maungauika/North Head.

c) agrees that the ‘Transfer of Routine Management of Maungauika/North Head to Auckland Council’ report and resolutions not be restated in the open minutes.

8. Although DoC put forward an offer in 2015 to address deferred maintenance, a potential funding gap was identified by council staff and agreement was not reached at that time.

Revised DoC offer

9. In April 2018, the General Manager, Parks Sport and Recreation, and the Operations Director for DoC revisited the 2015 offer, and reached agreement in principle on an updated proposal for consideration by Auckland Council. The updated proposal includes:

· a one-off payment by DoC in recognition of the deferred maintenance costs

· two years of management undertaken by DoC, under the direction of the Tūpuna Maunga Authority until 30 June 2020

· additional contributions to maintenance costs, plus staff time.

10. The revised offer significantly meets the potential funding gap identified by council staff in 2015.

Consultation with the Tūpuna Maunga Authority

11. In May 2018, consultation was undertaken with the Tūpuna Maunga Authority on the transfer of routine administration (refer Attachment C). The Tūpuna Maunga Authority considered this at its hui on 28 May 2018 and general support for the transfer was provided. A formal resolution to support the transfer by the Tūpuna Maunga Authority is due for approval on 18 June 2018.

Views of the Devonport-Takapuna Local Board and next steps

12. A report will be submitted to the Governing Body on 27 June 2018 recommending Auckland Council agree to be responsible from 1 July 2018 (or as close as possible) for the routine management of Maungauika, in the same manner as for other tūpuna maunga, and as a precursor to a transfer of administration from DoC to the Tūpuna Maunga Authority.

13. The views of the Devonport-Takapuna Local Board are sought prior to consideration by the Governing Body. Local board views will be relayed to the Governing Body to inform their decision-making.

14. A transfer of administration would help give effect to the Treaty settlement outcomes set out in the Tāmaki Collective Act and enhance the integrated management of the tūpuna maunga. A transfer would also be consistent with prior decisions of the Devonport-Takapuna Local Board.

15. Refer to Attachment A through C for supplementary information on the proposed transfer.

Park bench donation at Queens Parade Reserve, Devonport

16. Council’s Parks and Places team has received an application from the Hass family to donate a new park bench and plaque at Queens Parade Reserve, Devonport. The new bench would replace the existing one, which is located under a tree near the intersection at Huia Street and Queens Parade.

17. The Hass family has also previously donated a park bench on the Torpedo Bay Reserve, by the intersection at King Edward Parade and Cheltenham Road.

18. The application has been assessed against council’s Plaques and Memorials on Parks Interim Guidelines, and while it does not meet the generic protocols for plaques and memorials, staff support the proposal as it is:

· an improvement to the existing asset, which is in poor condition

· a generous offer from the Hass family to donate the park bench.

19. Staff recommend that the local board grant land owner consent so that installation of the seat can be undertaken. The applicant will also be covering the cost of purchasing the seat.

20. Refer to Attachments D through F for full details of the land owner consent application.

Memorial plaque at Takapuna Beach Reserve, Takapuna

21. Council’s Parks and Places team has received an application to install a memorial plaque on an existing park bench at Takapuna Beach Reserve, Takapuna. The plaque will commemorate Mr. Stephen Kapeli, who drowned at Takapuna Beach on 11 April 2017.

22. The proposed location is the park bench located by the toilet block that overlooks the beach. Please refer to Attachment H for the precise location of the park bench.

23. The application meets the council’s Plaques and Memorials on Parks Interim Guidelines, as the plaque celebrates ‘someone who has come to a misadventure on the park’.

24. Staff recommend that the local board grant land owner consent so that installation of the plaque can be undertaken. The applicant will also be covering the cost of purchasing and installing the plaque.

25. Refer to Attachments G through I for full details of the land owner consent application.

New Network for the North Shore – upgraded and new bus stops

26. Auckland Transport (AT) Metro are currently implementing the roll-out of the New Network for the North Shore, and part of this roll-out includes changes to existing, and new, bus stop infrastructure. These changes will address gaps in the existing network and enable buses to pull into and out of the bus stops quickly, while minimising delays to bus passengers and general traffic.

27. The following table provides a summary of the proposed changes, or new bus stops:

Site	Type	Proposed changes
Opposite 16 Northcote Road, Takapuna	New	· Install a bus stop at this location to reduce the distance potential passengers will need to travel before accessing a bus stop. · This will work towards making public transport a more attractive mode of transport for residents in the surrounding properties and streets.
Relocate from 4 Omana Road, Milford to 1 Inga Road, Milford	Relocation	· 4 Omana Road: existing bus stop road markings, all signage and six car parks will be removed. · 1 Inga Road: upgrade existing bus stop, including installation of bus stop road markings, information sign and extending the bus stop platform. Three car parking space will also be removed.
Outside 313 Sunset Road, Sunnynook	Relocation	· Relocate existing bus stop from 315 Sunset Road to 313 Sunset Road. Install new bus stop platform, road markings, signage and pedestrian refuge islands. · Remove bus stop road markings and sign outside 315 Sunset Road. Removal of 10 car parks.
Outside 314 Sunset Road, Sunnynook	New	· Install a new bus stop platform, road markings signage and pedestrian refuge islands.

28. The local board is requested to provide feedback on the four sites to assist with the implementation of the New Network. Refer to Attachments J through L for more detailed information on the proposals.

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

29. Local board views and preferences are sought through the proposed recommendations in this report.

Tauākī whakaaweawe Māori / Māori impact statement

30. All maunga across Auckland are treasured and sacred sites to mana whenua and matawaaka. The values and pathways outlined in the Tūpuna Maunga Authority’s IMP will provide a framework to ensure Maungauika is preserved and enhanced once the transfer is completed.

Ngā ritenga ā-pūtea / Financial implications

31. There are no financial implications associated with this report.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Map of Maungauika	125
b ⇩	Letter for Department of Conservation on the Tupuna Maunga Authority's Integrated Management Plan	127
c ⇩	Letter to the Tupuna Maunga Authoirty on the transfer of administration of Maungauika	129
d ⇩	Hass Family replacement park bench - memo from Parks and Places	131
e ⇩	Hass Family replacement park bench - proposed site	133
f ⇩	Hass Family replacement park bench - application form	135
g ⇩	Plaque to commemorate Mr. Stephen Kapeli - memo	137
h ⇩	Plaque to commemorate Mr. Stephen Kapeli - application form	139
i ⇩	Plaque to commemorate Mr. Stephen Kapeli - plaque location	143
j ⇩	New Network for North Shore - detailed information for new or upgraded bus stops	145
k ⇩	New Network for North Shore - map of 16 Northcote Road, Takapuna	151
l ⇩	New Network for North Shore - map of changes to Inga Road and Sunset Road	153

Ngā kaihaina / Signatories

Authors

Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna

Maureen Buchanan - Local Board Advisor

Authorisers

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

Devonport-Takapuna Quick Response, Round Three 2017/2018 grant allocations

File No.: CP2018/08427

Te take mō te pūrongo / Purpose of the report

1. To fund, part-fund or decline applications received for Devonport-Takapuna Local Board Quick Response, Round Three 2017/2018.

Whakarāpopototanga matua / Executive summary

2. This report presents applications received by the Devonport-Takapuna Local Board, Quick Response, Round Three 2017/2018 (refer Attachment B).

3. The Devonport-Takapuna Local Board adopted the Devonport-Takapuna Local Grants Programme 2017/2018 on 16 May 2017 (refer Attachment A). The document sets out application guidelines for contestable community grants submitted to the local board.

4. The Devonport-Takapuna Local Board has set a total community grants budget of $276,000 for the 2017/2018 financial year.

5. The community grants budget of $276,000 has been fully allocated for the financial year. However, the Devonport-Takapuna Local Board has an unallocated budget of $25,500 in the community response fund, and $1500 from a grant that was not uplifted. This leaves a total of $27,000 that can be allocated to the one quick response round remaining in the 2017/2018 financial year.

6. Nineteen applications were received for the Devonport-Takapuna Local Board Quick Response Round Three 2017/2018, requesting a total of $32,817.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) agree to fund, part-fund or decline each application in the Devonport-Takapuna Quick Response, Round Three, listed in the following table:

App ID	Applicant	Project	Amount requested	Eligibility
QR1802-301	NZ Barok Incorporated	Towards the costs of musicians’ fees for the Baby Baroque Free Kids’ Concert	$2000	Eligible
QR1802-308	Depot Arts and Music Space Trust	Towards venue hire and catalogue production costs for the ‘North Shore Cultural Icons: George and Fay Gair’ commemorative exhibition	$975	Eligible
QR1802-312	PHAB Association (Auckland) Incorporated	Towards facilitation costs, support staff, art supplies, admin cost and catering for the showcase event, PHAB ArtSpace	$2000	Eligible
QR1802-315	Victoria Theatre Trust	Towards the cost of eleven actor fees for participation in three play readings for the New Zealand Theatre Month for Devonport	$2000	Eligible
QR1802-316	The PumpHouse Theatre (The North Shore Theatre and Arts Trust)	Towards the purchase of new poster display frames, a brochure display system and window tinting	$2000	Eligible
QR1802-317	The PumpHouse Theatre (The North Shore Theatre and Arts Trust)	Towards the purchase and installation of new light fittings in the mezzanine lounge at The PumpHouse Theatre	$750	Eligible
QR1802-319	The North Shore Camerata Incorporated	Towards the costs of the baritone and soprano soloist’s fees for two performances, one in Hamilton and the other one in Takapuna	$1400	Eligible
QR1802-322	The Touch Compass Dance Trust Board	Towards marketing costs for the trust	$2000	Eligible
QR1802-314	Show Me Shorts Film Festival Trust	Towards marketing, programming and special events costs of staging ‘Show Me Shorts’ film festival at The Vic, Devonport	$1987	Eligible
QR1802-304	North Harbour Community Patrol	Towards fuel costs for patrolling the North Shore areas from July 2018 to July 2019	$2000	Eligible
QR1802-307	Devonport Business Association Incorporated	Towards set up and operating costs, specifically the costs of internet, storage units, a tablet and a phone for the Visitor Information Centre	$2000	Eligible
QR1802-309	Play-A-While Toy Library Devonport Incorporated	Towards rental costs from July 2018 to June 2019	$1848	Eligible
QR1802-311	StarJam Charitable Trust	Towards the regional programme coordinator's salary and travel costs, expert tutor fees, equipment and resources for two music workshops for youth with a disability	$2000	Eligible
QR1802-318	Devonport Community Creche Incorporated	Towards the cost of basic governance training by Carole Scholes to the Devonport Community Creche Committee members	$500	Eligible
QR1802-321	Tuilaepa Youth Mentoring Trust Board	Towards the cost of one-to-one mentoring for one young person for 12 weeks, for 60 hours	$2000	Eligible
QR1802-323	Asthma New Zealand Incorporated	Towards operating costs for the North Shore Breathe Easy School Education project	$2000	Eligible
QR1802-303	The Lake House Trust	Towards the cost of materials for maintenance and repair of the Lake House Arts Centre	$2000	Eligible
QR1802-305	Forrest Hill Milford United Association Football Club Incorporated	Towards the coaching contractor costs for the Junior Football Programme	$2000	Eligible
QR1802-306	Forrest Hill Milford United Association Football Club Incorporated	Towards purchase of video camera and associated tripod	$1357	Eligible
Total			$32,817

Horopaki / Context

7. The local board allocates grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of being a world class city.

8. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme. The Devonport-Takapuna Local Board adopted their grants programme for 2017/2018 on 16 May 2017 and operated three quick response and two local grants rounds this financial year.

9. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements.

10. The community grants programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

Tātaritanga me ngā tohutohu / Analysis and advice

11. The aim of the local board grant programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community Grants Policy and the local board grant programme criteria. The eligibility of each application is identified in the report recommendations.

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

12. Local boards are responsible for the decision-making and allocation of local board community grants. The Devonport-Takapuna Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grants programme.

13. The board is requested to note that Section 50 of the Community Grants Policy states ‘we will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time’.

14. A summary of each application received through the Devonport-Takapuna Quick Response, Round Three is provided in Attachment B.

Tauākī whakaaweawe Māori / Māori impact statement

15. The local board grants programme aims to respond to the council’s commitment to improving Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Auckland Council’s Māori Responsiveness Unit has provided input and support towards the development of the community grant processes. One organisation applying in this round identified itself to be a Māori organisation, and two organisations applying in this round have indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea / Financial implications

16. Allocation of grants to community groups or individuals is within the adopted Long-term Plan 2015-2025 and local board agreements.

17. The Devonport-Takapuna Local Board has set a total community grants budget of $276,000 for the 2017/2018 financial year.

18. The community grants budget of $276,000 has been fully allocated for the 2017/2018 financial year. However, the Devonport-Takapuna Local Board has an unallocated budget of $25,500 in the community response fund, and $1500 from a grant that was not uplifted. This grant was allocated to the Devonport Business Association for the ‘Friday After Five’ event (LG1802-230), which will no longer proceed. This leaves a total of $27,000 that can be allocated to the one quick response round remaining in the 2017/2018 financial year.

19. Nineteen applications were received for the Devonport-Takapuna Local Board Quick Response Round Three 2017/2018, requesting a total of $32,817.

Ngā raru tūpono / Risks

20. Allocation of grants occurs within the guidelines and criteria of the Community Grants Policy and the local board grants programme. The assessment process has identified a low risk associated with funding the applications in this round.

Ngā koringa ā-muri / Next steps

21. Following the Devonport-Takapuna Local Board allocating funding for Quick Response Round Three 2017/2018, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna Local Board Community Grants Programme 2017/2018	159
b ⇩	Devonport-Takapuna Quick Response Round Three 2017/2018 grant applications	163

Ngā kaihaina / Signatories

Authors

Moumita Dutta - Community Grants Coordinator

Authorisers

Marion Davies - Community Grants Operations Manager

Shane King - Operations Support Manager

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

2018/2019 Devonport-Takapuna Local Board Local Economic Development work programme

File No.: CP2018/09964

Te take mō te pūrongo / Purpose of the report

1. To approve the Devonport-Takapuna Local Economic Development work programme for the 2018/2019 financial year.

Whakarāpopototanga matua / Executive summary

2. This report proposes the Local Economic Development (LED) work programme for the Devonport-Takapuna Local Board for the 2018/2019 financial year, as set out in Attachment A.

3. The work programme consists of grants to Business Improvement Districts (BIDs) to purchase Marketview data and provide them with funding to undertake a range of programmes, events and initiatives which helps deliver the Devonport-Takapuna Local Board Plan. The work programme also supports the delivery of the Shore Coast Tourism visitor attraction strategy, supports Hurstmere Road businesses, and the Young Enterprise Scheme (YES). The total value of the Local Economic Development programme is $156,000.

4. The local board is being asked to approve the 2018/2019 Local Economic Development work programme.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the Devonport-Takapuna 2018/2019 Local Economic Development work programme as presented in Attachment A to the agenda report.

Horopaki / Context

5. This report provides the Devonport-Takapuna Local Board with the proposed Local Economic Development work programme for the 2018/2019 financial year.

Tātaritanga me ngā tohutohu / Analysis and advice

6. The Devonport-Takapuna 2018/2019 Local Economic Development work programme has been developed having regard to the local board’s priorities for local economic development as set out in the 2017 Devonport-Takapuna Local Board Plan.

7. The proposed LED work programme comprises the following activities:

Marketview retail spend data ($15,000)

8. In the previous financial year, the local board purchased Marketview retail spend data reports for the BIDs in the local board area on their behalf.

9. The Takapuna Beach, Devonport and Milford business associations would like to continue to receive the retail spend reports, as they consider them to be a vital resource that helps the business associations to measure their success and performance compared to similar areas.

10. The Marketview data provides a useful insight into the performance of the business association areas, which can be used to assess the long-term performance of each of the areas. It is therefore, recommended that the local board grants the business associations $5000 each to enable them to purchase the reports direct from Marketview as per the previous year. As the local board will be covering most of the costs, each funding agreement will require the business associations to make the reports and data available to the local board for its information and use.

Shore Coast Tourism ($30,000)

11. The three BIDs in the local board area are seeking grant funding to enable them to continue to work collaboratively to drive tourism and visitor attraction. In the previous year, the board provided grant funding to the BIDs to create and develop a tourism and visitation brand that represents the whole local board area.

12. Following approval of the 2018/2019 Local Economic Development work programme, council staff will engage with the three business associations to confirm their progress and define what activities this funding will be used for. Council staff will then seek the local board’s approval to enter into a funding agreement with each business association to enable the grant to be issued.

Young Enterprise Scheme ($3000)

13. Auckland Business Chamber, on behalf of the Young Enterprise Trust, delivers the Young Enterprise Scheme (YES) in Auckland. YES is a practical, year-long programme for year 12 and 13 students. Through the programme, students develop creative ideas for existing businesses, complete with real products and services and experience real profit and loss.

14. Fostering youth entrepreneurship is a key requirement for developing an innovative economy and creating employment pathways for our young people. Students learn key work skills and business knowledge, including:

· business fundamentals

· planning

· interpersonal relations

· finance

· decision-making

· reporting

· risk management

· team work.

15. YES helps create a culture of innovation and entrepreneurship amongst Auckland’s young people.

16. Funding from the local board will support the delivery of the YES ‘Kick Start’ days in February 2019. The ‘Kick Start’ days are held in sub-regions (North, South, East, Central/West) and are the first opportunity for students to meet the Young Enterprise team, and find out about the 2019 year, what YES is about, and what is in store for them. All schools in the local board area that have shown interest in YES are invited. In addition, the invitation is extended to schools who have not previously expressed an interest to give them the opportunity to participate.

Support for Hurstmere Road businesses ($20,000)

17. Auckland Transport will be upgrading Hurstmere Road in the third quarter of the 2018/2019 financial year. A budget allocation would enable the local board to assist affected businesses in mitigating the impacts during this upgrade. It is recommended that the Takapuna Beach Business Association work with Auckland Transport to decide on mitigation measures and return to the local board with a full scope to request funding. It is recommended that the local board allocate funds provisionally which would allow the business association to develop a scope of activities.

Support for Business Improvement Districts ($88,000)

18. The local board has expressed a desire to provide the three BIDs with secured funding to undertake a range of programmes, events and initiatives which support and help deliver the 2017 Devonport-Takapuna Local Board Plan.

19. As the three BIDs are regular applicants for funding from the local board’s grants programme, they have asked whether the local board would consider providing a discretionary grant to support their activities. The BIDs have noted that discretionary funding would provide them with funding certainty and significantly reduce the amount of administration associated with applying for grants. As the local board has a strong working relationship with all three BIDs, and the BIDs have a proven track record of supporting the local board to deliver their priorities, there is merit in supporting the proposal provided local economic benefits are delivered.

20. If approved, the BIDs will be asked to provide a detailed proposal of how they intend to utilise the funds prior to the end of the first quarter, September 2018. The proposals will then be presented to the local board for consideration. Should the local board approve the proposals, a funding agreement will be entered into. The agreement will note that by receiving this money, the BIDs will become a ‘low priority’ if they apply for additional funding through the grants programme.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /

Local impacts and local board views

21. The proposed LED work programme was presented to the local board at a workshop on 22 May 2018. The work programme has been amended to reflect the comments received at that workshop regarding the local board’s desire to provide additional financial support to the BIDs.

Tauākī whakaaweawe Māori / Māori impact statement

22. There are no direct impacts as a result of this report on Māori. However, in implementing the programme, consideration will be given to the need to consult with iwi and consider any impacts on Māori arising from the specific project being undertaken.

Ngā ritenga ā-pūtea / Financial implications

23. Progress on the 2018/2019 Local Economic Development work programme will be reported directly to the local board as part of the quarterly local board work programme report produced by Local Board Services.

Ngā raru tūpono / Risks

24. The 2018/2019 Local Economic Development work programme is dependent on third parties putting forward proposals for the use of the funds. As a result, there is a risk that the budget may remain unspent due to initiatives supported not requiring the full amount allocated, or proposals not being submitted, in the 2018/2019 financial year.

Ngā koringa ā-muri / Next steps

25. Following approval by the local board, the Local Economic Development team at Auckland Tourism, Events and Economic Development (ATEED) will begin to implement the work programme. As the need is identified, further scoping of activities will be undertaken and presented back to the local board as required.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna Local Board 2018/2019 Local Economic Development work programme	231

Ngā kaihaina / Signatories

Authors

John Norman – Strategic Planner Local Economic Development (ATEED)

Authorisers

Paul Robinson – Manager Local Economic Growth (ATEED)

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

2018/2019 Devonport-Takapuna Local Environment and Development work programme

File No.: CP2018/07164

Te take mō te pūrongo / Purpose of the report

1. To approve the 2018/2019 Local Environment and Development work programme (totalling $50,000 locally driven initiatives operational budget) for the Devonport-Takapuna Local Board.

Whakarāpopototanga matua / Executive summary

2. The Devonport-Takapuna Local Board has identified an aspiration in its 2017 Local Board Plan, ‘to create a place of natural beauty and rich culture’. The board identified maintaining areas of natural heritage as vital and committed to continue to support the North-West Wildlink to create more healthy habitats for wildlife.

3. To give effect to these aspirations, staff developed an option for the board to consider funding in the 2018/2019 financial year.

4. The board provided feedback to Infrastructure and Environmental Services staff at a workshop on 27 March 2018 on the locally driven initiative (LDI) project it would like to fund. This project is:

· $50,000 LDI operational budget for the Devonport-Takapuna North-West Wildlink Assistance Programme.

5. During workshop discussions, the local board also requested development of a pest-free strategy for the local board area. Staff advised that this project should be considered once the Regional Pest Management Plan is adopted in late 2018, as it will support and complement any localised strategy.

6. This report recommends that the board approves this Local Environment and Development work programme and associated budgets for delivery within the 2018/2019 financial year (see Attachment A).

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve allocation of $50,000 for the Devonport-Takapuna North-West Wildlink Assistance Programme project, to be delivered by the Infrastructure and Environmental Services directorate in 2018/2019 as detailed in the agenda report.

Horopaki / Context

7. At its direction setting workshop on 21 November 2017, the board requested that the North-West Wildlink Assistance Programme be scoped to continue into the 2018/2019 financial year with a view to extending the area the project covered within the local board.

8. In response to the direction set by the board, Infrastructure and Environmental Services staff provided a draft Local Environment and Development work programme for the board’s feedback at a workshop on 27 March 2018. The board provided feedback and requested officers increase the budget from $30,000 to $50,000 for the North-West Wildlink Assistance Programme to allow for expansion of the programme into the northern area of the local board. The local board approved in principle the project outlined in the draft work programme.

9. Based on discussion at the 27 March 2018 workshop, one project is proposed to be delivered by the Infrastructure and Environmental Services directorate as part of the board’s 2018/2019 Local Environment and Development work programme. The draft work programme has been amended and included as Attachment A to this report.

Tātaritanga me ngā tohutohu / Analysis and advice

10. In response to direction from the board, Infrastructure and Environmental Services staff developed one option for the board to consider; to continue the North-West Wildlink assistance programme with the available budget of $30,000.

11. At the 27 March 2018 workshop, the board approved in principle the project outlined in the draft work programme. They also indicated that a budget of $50,000 would be available from its 2018/2019 LDI budget to support delivery of the North-West Wildlink Assistance Programme.

12. Based on that discussion, one project is proposed to be delivered by the Infrastructure and Environmental Services directorate as part of the board’s 2018/2019 Local Environment and Development work programme. The draft work programme has been amended and included as Attachment A to this report.

13. A brief description of the project in the work programme is provided below.

North-West Wildlink assistance programme - $50,000

14. To achieve the local board plan outcome, ‘to create a place of natural beauty and rich culture and to create more healthy habitats for wildlife’, the board will continue to fund the North-West Wildlink Assistance Programme. The board provided $30,000 towards delivering the project in the Devonport area in the 2017/2018 financial year and indicated an additional $20,000 towards expanding the project into the northern area of the local board in the 2018/2019 financial year.

15. It is recommended that the board allocate $50,000 of its LDI budget towards the North-West Wildlink Assistance Programme in the 2018/2019 financial year. In addition to this, it is also recommended that the board approves in principle allocation of $50,000 towards this project in the 2019/2020 financial year. This indicative funding would be subject to formal approval from the board as part of the 2019/2020 work programming process.

16. The indicative funding for the 2019/2020 financial year would enable the community coordinators to continue to support and empower the environmental networks within the local board area.

17. This project will provide a pest-free programme coordinator for technical advice and practical support to private landowners and community groups who undertake restoration action to protect and enhance local native biodiversity. This will create an effective ecological corridor, as described in the Restoring Takarunga Hauraki Pest-Free Plan. In the 2018/2019 financial year, expansion of the programme towards Takapuna is planned.

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

18. The North-West Wildlink project will continue to support the delivery of the Restoring Takarunga Hauraki Pest-Free Plan through the Devonport Environmental Network and will provide for expansion of the project into the Takapuna area.

Local board views

19. The project aligns with the local board plan outcome, ‘a place of natural beauty and rich culture’.

20. The proposed Local Environment and Development work programme was discussed with the board at workshops on 14 November 2017 and 27 March 2018. The board indicated its support for the proposed project outlined in this report at its 27 March 2018 workshop.

Tauākī whakaaweawe Māori / Māori impact statement

21. It is recognised that environmental management, water quality and land management have integral links with the mauri of the environment and concepts of kaitiakitanga.

22. The following table outlines how the project contributes towards Māori outcomes:

Project	Māori impact assessment
North-West Wildlink Assistance Programme	· Mana whenua have been involved in the project since 2017 when Ngāti Whātua Ōrākei Whai Rawa donated 1500 rat traps and stations to the North-West Wildlink assistance programme, with a target of one in every five properties having a station installed. Control of mammalian pests supports the growth of native bird populations in the local board area.

Ngā ritenga ā-pūtea / Financial implications

23. The proposed 2018/2019 Local Environment and Development work programme will allocate $50,000 of the board’s LDI operational budget to the project. This amount can be accommodated within the board’s total draft budget for 2018/2019. As such, the board’s approval will not have significant financial implications unless the project experiences a significant overspend or underspend. Regular quarterly updates on the project will be provided to the board, which will track expenditure and identify any risk of non-delivery, over or underspend.

Ngā raru tūpono / Risks

24. If the proposed Local Environment and Development work programme is not approved at the board’s June 2018 business meeting, there is a risk that the proposed project may not be able to be delivered within the 2018/2019 financial year.

Ngā koringa ā-muri / Next steps

25. Subject to the board’s approval, the delivery of this work programme will commence in the new financial year, commencing on 1 July 2018. Regular reporting on project delivery will be provided through the Infrastructure and Environmental Services’ contribution to the board’s quarterly performance report.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna Infrastructure and Environmental Services work programme 2018/2019	237

Ngā kaihaina / Signatories

Authors

Theresa Pearce - Relationship Advisor

Authorisers

Barry Potter - Director Infrastructure and Environmental Services

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

2018/2019 Devonport-Takapuna Local Board Community Services work programmes

File No.: CP2018/09687

Te take mō te pūrongo / Purpose of the report

1. To approve the 2018/2019 Community Services work programmes for the Devonport-Takapuna Local Board, including the following departments:

· Arts, Community and Events (ACE)

· Libraries and Information (Libraries)

· Parks, Sport and Recreation (PSR).

Whakarāpopototanga matua / Executive summary

2. The Community Services work programmes provide defined work programmes to be delivered for the local board in the 2018/2019 financial year. The work programmes cover the following departments:

· Arts, Community and Events (ACE)

· Libraries and Information (Libraries)

· Parks, Sport and Recreation (PSR).

3. The Community Services work programmes are being presented together as an initial step towards an integrated programme for the Community Services directorate.

4. The work programmes align with the following 2017 Devonport-Takapuna Local Board Plan outcomes:

· Our communities are empowered, engaged and inclusive

· Quality parks, beaches and open spaces that everyone can enjoy.

5. The work programmes include funding from asset-based services operating expenditure (ABS opex), and locally driven initiatives operating expenditure (LDI opex).

6. Should unforeseen works arise, or work priorities change from those approved by the local board, approval from the local board will be sought for any changes to work programmes.

7. Progress and updates on work programmes will be reported to the local board for each quarter of the financial year.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the 2018/19 Arts, Community and Events work programme (Attachment A to the agenda report).

b) approve the 2018/19 Libraries and Information work programme (Attachment B to the agenda report).

c) approve the 2018/19 Parks, Sport and Recreation work programme (Attachment C to the agenda report) and delegate approval of minor changes to (Insert member name) and (insert member name).

Horopaki / Context

8. Work programmes are presented to local boards for approval each year. They outline the local activities to be delivered in each local board area for the next financial year.

9. The Community Services directorate consists of the ACE, Libraries, and PSR departments and this year, they are presenting work programmes in a combined report as an initial step towards an integrated programme for the Community Services directorate.

10. Preparation for the development of draft work programmes was supported by a series of workshops with the local board. Initial workshops provided strategic direction and subsequent workshops identified priority activities to support that direction.

Tātaritanga me ngā tohutohu / Analysis and advice

11. The 2018/2019 Community Services work programmes for the Devonport-Takapuna Local Board include the following areas of activity:

· ACE – provision of service at local arts projects and facilities, community empowerment initiatives, community centres and venues, and local and regional events

· Libraries – provision of library services and programmes that support Aucklanders with reading and literacy, and opportunities to participate in community and civic life

· PSR – provision of services to actively engage Aucklanders to lead healthy lives, connect with nature and value our cultural identity.

12. The work programmes include activities that:

· align with local board plans

· identify budget allocation

· outline estimated timeframes for delivery.

13. The work programmes for 2018/2019 align to the following 2017 Devonport-Takapuna Local Board Plan outcomes:

Outcome	ACE	Libraries	PSR
Our communities are empowered, engaged and inclusive	ü	ü	ü
Quality parks, beaches and open spaces that everyone can enjoy			ü

14. Some activities require multiple years for delivery. The programmes align to the following strategies and plans:

· ACE: Hire Fee Framework, Events Policy, Arts and Culture Strategic Action Plan (‘Toi Whītiki’), Community Development Strategic Action Plan (‘Thriving Communities’), Ka ora ai te iwi – Māori Responsiveness Plan

· Libraries: Te Kauroa – Auckland Libraries Future Directions 2013-2023, Te Kauhanganui – Auckland Libraries Māori Responsiveness Plan

· PSR: Public Open Space Strategic Action Plan, Sport and Recreation Strategic Action Plan, Auckland Growing Greener Framework, Māori Responsiveness Framework, Pest‑free 2050 (through volunteers).

15. The work programmes include new activities, as well as existing activities that have been continued from the previous financial year.

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

16. The local board provided feedback on the proposed Community Services work programmes for the 2018/2019 financial year through a series of workshops in preparation for approving these final work programmes.

17. Feedback from these workshops is reflected in the work programmes included in Attachments A, B and C.

Tauākī whakaaweawe Māori / Māori impact statement

18. Where any aspects of the work programme are anticipated to have a significant impact on Māori, appropriate engagement and consultation will follow.

19. Community Services are committed to being responsive to Māori. When developing and delivering work programmes, we consider how we can contribute to Māori well-being, values, culture and traditions.

20. Activities in the work programmes that are specific to Māori outcomes include:

· Celebrating Te Ao Māori and strengthening responsiveness to Māori, Whakatipu i te reo Māori

· Taha Māori - Māori responsiveness: increasing engagement with mana whenua, mataawaka and Māori organisations.

Ngā ritenga ā-pūtea / Financial implications

21. Activities are funded from one or multiple budget sources which include:

· asset-based services operational expenditure (ABS opex)

· locally driven initiatives operational expenditure (LDI opex).

22. The LDI budget for the local board for the 2018/2019 financial year is $1,045,400.

23. The Community Facilities department leads capital development and asset enhancing activities, including renewals, and will be submitting a separate work programme for approval.

Ngā raru tūpono / Risks

24. Delivery and completion of activities in the work programmes are dependent on the local board approving the work programmes.

25. To ensure completion or continuation, work programme activities that require multi-year funding are dependent on the approval of work programmes in future years.

26. Where a work programme activity cannot be completed on time due to unforeseen circumstances, this will be signalled to the local board at the earliest opportunity, along with options for the local board to consider.

27. If a change is required to a work programme, approval from the local board will be sought.

Ngā koringa ā-muri / Next steps

28. Once approved, delivery of activities identified in the Community Services work programmes will begin from 1 July 2018.

29. The work programmes list further decisions and milestones for each activity, which will be brought to the local board when appropriate.

30. Progress and updates on work programmes will be reported to the local board for each quarter of the financial year.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna ACE work programme 2018/2019	243
b ⇩	Devonport-Takapuna Libraries work programme 2018/2019	251
c ⇩	Devonport-Takapuna PSR work programme 2018/2019	253

Ngā kaihaina / Signatories

Authors

Graham Bodman - General Manager Arts, Community and Events

Mirla Edmundson - General Manager Libraries & Information

Mace Ward - General Manager Parks, Sports and Recreation

Authorisers

Ian Maxwell - Director Community Services

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

Auckland Council’s Quarterly Performance Report: Devonport-Takapuna Local Board for quarter three, 1 January - 31 March 2018

File No.: CP2018/07902

Te take mō te pūrongo / Purpose of the report

1. To provide the Devonport-Takapuna Local Board (the local board) with an integrated quarterly performance report for quarter three, 1 January - 31 March 2018.

Whakarāpopototanga matua / Executive summary

2. This report includes financial performance, progress against key performance indicators, progress against work programmes, and any risks to delivery against the 2017/2018 work programme.

3. Performance against the 2017/2018 work programmes is tracking positively. Some significant milestones and project developments for quarter three include:

· Age friendly services research: Age Concern North Shore has started mapping Devonport-Takapuna assets and services for older people, including housing options

· Milford Reserve three-on-three basketball court: resource consent for the new location has been granted, contract awarded, and construction anticipated to begin in early May 2018

· Sunnynook Park - renew and upgrade various sport fields: construction of dry pond is progressing, and construction of the sports field has begun. Primary and secondary drainage, irrigation and levelling has been completed

· Ecological volunteers and environmental programme: 1800 volunteer hours were recorded for various programmes this quarter. Devonport peninsula beaches school clean-up day attracted 1369 students from 10 local schools. Planning for the 2018 planting season is underway, which will be supported by 11 volunteer plantings during winter

· North-West Wildlink Assistance Programme: the project continues to gather momentum with interest growing beyond backyard rat trapping. There has also been work carried out to address invasive weeds, with moth plant in particular getting significant attention in private backyards and public reserves

· Takapuna Beach Reserve: Develop Concept Plan: strategic assessment has been completed

· Barry’s Point Reserve – renew sports surface: project completed and is now in use.

4. 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), while three projects are indicated as red, and a further 14 as amber. It is important to note that several projects are only categorised as amber or red due to administrative changes in the work programme.

5. The overall operational net cost of service is above budget by $454,000, a 6 per cent variance. Capital invested to date is $1.9 million, 34 per cent of the annual budget.

6. There are some points for the local board to note:

· Takapuna Leisure Centre revenue is tracking below budget with visitor numbers down when compared with the same period last year

· asset-based service expenditure budget is over budget, a turnaround from the previous two quarters. The variance is related to costs associated with the parks maintenance contracts. A realignment of local board budgets will be required once baseline costs are established at the end of the financial year.

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

Council department

Performance measure not reaching its target

Parks, Sport and Recreation

· 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.

Local Community Services

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

· 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 community facilities bookings used for health and wellbeing related activity

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

8. The following documents are attached to support this report:

· Attachment A: work programme snapshot

· Attachment B: full work programme update

· Attachment C: financial performance

· Attachment D: performance measure results.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the performance report for the financial quarter ending 31 March 2018.

b) request that the full 2017/2018 work programme update for quarter four clearly state if the activity / initiative will be delivered in the 2017/2018 financial year, or whether further work (with commentary) is required in the 2018/2019 financial year.

Horopaki / Context

9. The local board has an approved 2017/2018 work programme for the following operating departments:

Date

Council department and resolution number

16 May 2017

· Infrastructure and Environmental Services (DT/2017/98)

· Arts, Community and Events (DT/2017/99)

6 June 2017

· Community Facilities (DT/2017/55)

· Community Leases (DT/2017/55)

· Parks, Sport and Recreation (DT/2017/56)

· Libraries and Information (DT/2017/57)

· Local Economic Development (DT/2017/59)

10. The work programmes are aligned to the 2017-2020 Devonport-Takapuna Local Board Plan.

Tātaritanga me ngā tohutohu / Analysis and advice

Key achievements for quarter three

11. The local board has a number of key achievements to report from the quarter three period, which include:

· Age friendly services research: Age Concern North Shore has started mapping Devonport-Takapuna assets and services for older people, including housing options

· Milford Reserve three-on-three basketball court: resource consent for the new location has been granted, contract awarded, and construction anticipated to begin in early May 2018

· Sunnynook Park - renew and upgrade various sport fields: construction of dry pond is progressing, and construction of the sports field has begun. Primary and secondary drainage, irrigation and levelling has been completed

· Ecological volunteers and environmental programme: 1800 volunteer hours were recorded for various programmes this quarter. Devonport peninsula beaches school clean-up day on attracted 1369 students from 10 local schools. Planning for the 2018 planting season is underway, which will be supported by 11 volunteer plantings during winter

· Takapuna Beach Reserve: Develop Concept Plan: strategic assessment has been completed

· Barry’s Point Reserve – renew sports surface: project completed and is now in use.

Key project updates from the 2017/2018 work programme

12. All operating departments with an approved 2017/2018 work programme have provided performance report updates for quarter three. The following sections outline some of the key project updates for quarter one.

13. All 2017/2018 work programme updates are attached as Attachment A to this report.

Arts, Community and Events

14. Twenty-five of the 26 Arts, Community and Events (ACE) projects are tracking against their identified timeframes for delivery. The following table provides an update of key local board projects delivered by ACE for quarter three:

Activity name and ID	Update
North Shore Theatre and Arts Trust Operational Grant (ID 238)	· Attracted 11,155 visitors, including 961 participants across 21 programmes and 3408 attendees at 60 performances · Aligned to Auckland Fringe Festival, stand-up comedian Sacha Jones performed in the Coal Bunker, which also launched the space as a stand-up venue for the North Shore · Volunteers contributed 472 hours
The Rose Centre Operational Grant (ID 290)	· Attracted 1209 visitors during the third quarter · Undertook the centre’s first open day, which also doubled as Neighbours Day and attracted 510 people · The first significant commercial-rate theatre hire for two years was a sold-out performance that provided good revenue return and exposure to many first-time visitors · Volunteers contributed 85 hours
The Lake House Operational Grant (ID 291)	· Attracted 11,260 visitors, which included 805 programme participants during the third quarter. · Exhibition highlights were Tenants and Tutors, Printmakers, North Shore Notables Group Show, an outreach display at Spencer on Byron and Members’ works feature in the café · The Humanity Collective, which holds outdoor markets and sustainability workshops has become a tenant · Improvements have been made to the entrance hallway, gallery shop and the Pop-Up Studio · Volunteers contributed 365 hours
Increase diverse participation – age friendly services research (ID 542)	· Age Concern North Shore has started mapping Devonport-Takapuna assets and services for older people, including housing options · To complete the mapping research, staff and Age Concern drafted an age friendly survey asking Devonport-Takapuna seniors to assess their neighbourhoods in relation to eight age friendly features · The data gathered from the survey will be used to prepare recommendations for future projects, addressing gaps in services and accommodation, and will be reported back to the local board
Devonport Community House and Sunnynook Community Centre (ID 360 and 361)	· Devonport: overall growth in participation, especially with the holiday programme and after school club. The house also continued with the babysitting workshop and now encourages teenagers to volunteer at the After-school Club · Sunnynook: continues to find spaces for new activities in the centre, including Chinese and Korean nights run by Westlake students. The centre manager has also been supporting other centres across the region with advice and mentoring

Community Facilities: renewals, growth and local projects

15. Fifty-three of the 68 projects being delivered by Community Facilities (CF) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by CF:

Activity name and ID	Update
Patuone Reserve - renew walkway (ID 2327)	· Current status: concept design for the upgrade options has been completed and a cost estimate to compare renewal like for like and upgrading to greenways standards has been undertaken. The concept design and cost estimates were presented to the local board on 3 April 2018 · Next steps: report back to the local board with suggested modifications and pricing. A report will be submitted for a future business meeting
Devonport- Takapuna – renew park play spaces 2018 -19 (ID 2796)	· Current status: site visits are underway by an external consultant and the scope is currently being confirmed. A design proposal is due back in June 2018 · Next steps: procurement process for professional design services to then proceed
Sunnynook Park - renew and upgrade various sport fields (ID 2322)	· Current status: construction of dry pond project moving to schedule and handover of the top field of the site for construction of the sports field has begun. · Primary and secondary drainage, irrigation and levelling all completed. The construction of the lower platform to be completed during the following summer and autumn seasons · Next steps: complete physical works over the next year
Jutland Road Reserve – renew walkway (ID 2324)	· Current status: project scoping completed and detailed design underway. Physical works expected to start in June 2018 · Next steps: complete design and move to tendering
Barry’s Point Reserve – renew sports surface (ID 2923)	· Current status: drainage, irrigation, lighting sand turf surface completed · Next steps: complete grow in and hand over to the Operations and Maintenance team
Lyford Reserve tracks - small build project (ID 3060)	· Current status: consents granted. Tender documentation for both stages of works is being reviewed. This is a closed tender to experienced contractors as the market is extremely behind due to the unseasonal weather · Next steps: issue tender for both stages of works. Tree removal and track works to be done separately. Works planned for May 2018
Milford Reserve - install 3 on 3 basketball court (ID 3096)	· Current status: the resource consent for the new location has been granted. The third round of tenders was received and the contract has been awarded, with construction anticipated to begin in early May 2018 · Next steps: award construction contract and begin physical works
Plymouth Reserve - develop walkways and cycleways (ID 3394)	· Current status: detailed designs for Plymouth Reserve walkway stage one are being reviewed as adjacent works by a local iwi group have been identified as having some crossover with infrastructure Auckland Council is looking to construct · Next steps: bridge costing review completed and report to local board

Infrastructure and Environmental Services

16. All projects being delivered by Infrastructure and Environmental Services (I&ES) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by I&ES:

Activity name and ID

Update

Water sensitive design project for schools (ID 97)

· Staff have met with delivery contractors and each of the three schools to agree on clear roles and expectations and to book in dates for each of the four classroom sessions and opening ceremony. Delivery will commence in quarter four

Devonport-Takapuna North-West Wildlink Assistance Programme (ID 365)

· The pest free coordinator continues to engage and support the community with Restoring Takarunga Hauraki. The project continues to gather momentum with interest growing beyond backyard rat trapping

· Current activities continuing into quarter four include a bird-count workshop, weeding and working bees, and an urban forest initiative

· Invasive weeds have been a priority over the last few months, with moth plant in particular getting significant attention, both in private backyards and public reserves

Libraries and Information

17. All projects being delivered by Libraries and Information are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by libraries:

Activity name and ID	Update
Library hours of service (ID 1163)	· Visits to Takapuna and Devonport libraries continue to decline for this quarter by 7 per cent. Devonport Library continues to be a destination for librarians across the country and overseas to visit and gain insight into the functionality and design of this building and services
Information and lending services Takapuna (ID 1167)	· The Auckland Libraries Great Summer Read was popular at both libraries during summer. The challenge helped extend customers’ use of collections. Auckland Libraries’ overall winner came from Takapuna Library and reading increased from four books a year to over 60
Celebrating Te Ao Māori and strengthening responsiveness to Māori (ID 1175)	· The libraries celebrated Waitangi Day with displays promoting our collections that educate about the significance of the day. Preschool programmes were themed in its honour
Celebrating cultural diversity and local communities (ID 1178)	· Lunar New Year was a hit with stories and crafts as well as a Tai Chi demonstration and a calligraphy workshop. Being the Year of the Dog, Takapuna Library invited people to observe a puppy family in action. This was especially therapeutic for the Wairau Transition students · Pasifika was celebrated with themed Rhymetimes. Devonport Library had a family celebration of games, crafts and music afterschool. A Korean tea ceremony, held quarterly at Takapuna Library, was held in February

Local Economic Development: ATEED

18. All local economic development projects being delivered by Auckland Tourism, Events and Economic Development (ATEED) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by ATEED:

Activity name and ID	Update
Young Enterprise Scheme (DT) (ID 1031)	· The YES kick start days were delivered between 19 and 23 February 2018
Shore Coast Tourism (ID 2491)	· The funding agreement has been signed, and the grant payment will be made in April 2018

Parks, Sport and Recreation

19. All projects being delivered by Parks, Sport and Recreation (PSR) are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by PSR:

Activity name and ID	Update
Takapuna Beach Reserve: Develop Concept Plan: Feasibility and options assessment (ID 924)	· Strategic assessment complete. Community Facilities to lead the next stage of delivery
DT local parks: Ecological volunteers and environmental programme (ID 930)	· Total volunteer hours this quarter: 1800 hours · Milford Beach school clean-up day attracted 50 participants from three local schools · Devonport Peninsula beaches school clean-up day attracted 1369 students from 10 local schools · Campbells Bay Beach clean-up day with Campbells Bay school in association with the Takapuna North Community Trust attracted 50 participants · Planning for the 2018 planting season is underway and volunteer plantings will take place at 11 reserves this winter
Sunnynook Park: Develop a community area: Feasibility and options assessment (ID 947)	· Draft report complete. To be presented at a local board workshop in quarter four
Play space, sun smart and signage audits (IDs 2876, 2877 and 2884)	· Draft report complete, to be presented at a local board workshop in quarter four

Community Facilities: leases

20. Twenty-four of the 30 leases being delivered by CF are tracking against their identified timeframes. The following table provides an update of key local board projects being delivered by CF:

Activity name and ID	Update
North Shore United Association Football Club Inc. (ID 1517)	· Negotiations with the club over a new lease are continuing as part of the Dacre Park upgrade project. The club has agreed they would have to surrender their lease and have a new one with a redefined leased area. Report regarding the new lease will be scheduled in quarter four
Auckland North Community and Development Inc. (ID 1516)	· Part of a multi-lease report being prepared for consideration by the local board in quarter four
Devonport Community House Inc. (ID 1503)	· Switching to licence to manage and occupy arrangement being led by Community Places. Report recommending new lease will be prepared for consideration by the local board in quarter four

Plans and Places

21. The Plans and Places department is delivering the Sunnynook Totara Vale Plan (ID 3361), a joint Devonport-Takapuna and Kaipātiki Local Board initiative. Informal community engagement has been completed and the draft plan was endorsed by both local boards.

Key performance indicators

22. 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 the local board’s measures, showing how they are tracking after the third quarter of the 2017/2018 financial year.

23. The year-end outlook is that 37 per cent of measures will not achieve target.

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

25. The following graphs outline the performance breakdown by activity and measure for the third quarter of the 2017/2018 financial year:

26. Refer to Attachment D for detailed performance measure results.

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

27. This report informs the local board of the performance for the quarter ending 31 March 2018.

Tauākī whakaaweawe Māori / Māori impact statement

28. The local board’s work programme contains a number of projects which provide direct outcomes for Māori. It should be noted that the work programme also provides broader opportunities and outcomes for Māori, both in the local board area and across Auckland. Examples of this include:

· the local board’s grants programme provides a range of activities, events and programmes for both Māori community groups and organisations, and wider community groups who propose and promote broader Māori outcomes

· providing programmes and activities at community houses that meet the needs of young Māori in the local board area.

Maori Responsiveness Framework

29. The local board, through its work programme, responds and delivers upon council’s Māori Responsiveness Framework through the following actions:

· fostering and building strong relationships with mana whenua and matawaaka by ensuring their views are considered prior to making decisions on local projects

· collaborating with co-governance entities, such as the Tupuna Maunga Authority for the protection and enhancement of the two maunga in the local board area

· embedding mana whenua customary practices within the development of local projects (e.g. blessings at sod-turnings).

Financial performance

30. The local board’s net cost of service to the end of March 2018 was $8.7 million, above budget by $454,000.

31. Operating revenue is tracking below budget and related to lower visitor numbers at Takapuna Leisure Centre. There has been some growth with learn-to-swim classes, but overall numbers are down compared with last year.

32. Asset-based service expenditure is well above budget, a variance of $683,000 related mainly to parks maintenance costs. Last quarter, there were further issues with delivery not meeting required service levels and to ensure this doesn’t happen in future, the contractor has submitted a performance plan identifying how they will deal with resourcing and scheduling to meet contract requirements.

33. The local board’s LDI operational budget is tracking $305,000 below budget. The main variances are in the Parks and Places area with plans and feasibility studies still in draft stage or funding not utilised to date. These projects, and the funding for the Sunnynook Centre Plan, will likely be deferred to the next financial year.

34. The local board recommended the deferrals at the 8 May 2018 extraordinary business meeting (resolution number DT/2018/59).

35. Capital investment year to date is $1.9 million, a $2.9 million variance below budget. Renewals expenditure is well below budget. There is a delay with the Takapuna Library air conditioning system renewal. Site investigations are underway for the Lake Pupuke walkway. The Healthy Waters component of the upgrade at Sunnynook Park is on schedule, and handover of the site for the sports field construction has begun.

36. Refer to Attachment C for further detailed financial information.

Ngā ritenga ā-pūtea / Financial implications

37. This report is for information only and therefore has no financial implications.

Ngā raru tūpono / Risks

38. A number of projects in the work programme have been identified as red or amber, as they have wider issues or constraints which impact on delivery. Three projects are indicated as red, and a further 14 as amber. It is important to note that several projects are only categorised as amber or red due to administrative changes in the work programme.

39. The following table details notable projects, and where identified, includes commentary / next steps to resolve their respective issues:

Activity name and ID	RAG status	Update
Community-led placemaking – visitor information centre scoping (ID 544)	Amber	· Plans to open a visitor information centre at 3 Victoria Road have been in the pipeline since Q1. The lease was finally offered to the Devonport Business Association in Q2 with plans to finalise terms in Q3. In Q3, the Devonport Business Association decided not to proceed with the lease due to substantial costs associated with earthquake strengthening and the rental fee required. · Whilst the Devonport Business Association continues to look for other options and locations, funds earmarked for this project will now require further decisions from the local board
139 Beach Road, Castor Bay – repurpose for community space (ID 2304)	Red	· An external structural engineer has completed a comprehensive structural, asbestos and condition data survey. Investigations have highlighted asbestos on the roof, under the house and within the ceiling cavity. Timber framing appears to be compromised by borer and brown mould. These details have been entered into the Auckland Council risk manager health and safety system and Auckland Council Maintenance and Asset Management have been informed · Next steps: once the quantity surveyor estimates have been received, we can then consider progressing to scoping of the project to refurbish the asset
Allen Hill Reserve - install field 1 irrigation and lighting (ID 2310)	Amber	· The local board have provided landowner approval to develop Dacre Park as per the concept plan · Engagement continues with the affected stakeholders on the development of the noise management plan and code of conduct · Next steps: continue with the detailed design and resource consent application
DT: Leisure facilities operation programme FY17/18 (ID 1054)	Amber	· Positive growth for learn-to-swim but visitor numbers are likely slightly behind target. Takapuna Pool and Leisure centre is not yet on track to meet Local Board objectives to increase activation · Year-to-date visitor numbers are likely unfavourable on the prior year, although as a result of the switch to a new operating system, the exact figure cannot be confirmed. We have experienced growth in our learn-to-swim programme and our membership base has increase 6 per cent from the start of year. A new membership retention programme is now in place and agreements with North Shore Swimming and an increased number of local schools aligned to support maximised activation
43 Vauxhall Road, Devonport – renew retaining wall (ID 2893)	Red	· Current status: based on the recently received independent structural engineer’s review of the wall, Legal and Community Facilities staff met to discuss the results of the structural survey · Next steps: the Auckland Council legal team are writing to the neighbouring owners of the wall requesting them to remedy the issue

Ngā koringa ā-muri / Next steps

40. The Devonport-Takapuna Local Board will receive the next performance update following the end of quarter four, August 2018.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	2017/2018 work programme - snapshot for quarter three	267
b ⇩	2017/2018 work programme - full update for quarter three	269
c ⇩	2017/2018 work programme - financial summary	299
d ⇩	2017/2018 work prorgramme - performance measure results	307

Ngā kaihaina / Signatories

Authors

Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna

Maureen Buchanan - Local Board Advisor

Authorisers

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

Freedom camping bylaw development

File No.: CP2018/10039

Te take mō te pūrongo / Purpose of the report

1. To seek formal feedback from the Devonport-Takapuna Local Board on sites to be managed by the draft freedom camping bylaw (the bylaw).

Whakarāpopototanga matua / Executive summary

2. In August 2017, the Regulatory Committee decided to develop a bylaw under the Freedom Camping Act 2011 (the act).

3. The council can only restrict or prohibit the activity through a bylaw made under the act if it is satisfied that it is necessary to:

· protect the area, and/or

· protect the health and safety of people who may visit an area, and/or

· protect access to the area.

4. Staff have now carried out site assessments for the Devonport-Takapuna Local Board area and have concluded there are:

· twenty-six sites with adequate evidence to be scheduled as prohibited

· two sites with adequate evidence to be scheduled as restricted

· no suitable sites for non-self-contained camping.

5. Recommendations provided by the Devonport-Takapuna Local Board will be incorporated into a report to the Regulatory Committee in August 2018.

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) recommend to the Regulatory Committee that the 26 sites contained in Attachment A to the agenda report be prohibited through a bylaw under the Freedom Camping Act 2011.

b) recommend to the Regulatory Committee that the following restrictions be applied to the two sites contained in Attachment B to the agenda report through a bylaw under the Freedom Camping Act 2011:

i. certified self-contained vehicles only

ii. limited numbers of vehicles

iii. only in identified parking spaces.

c) confirm their general views on the management of freedom camping expressed through the workshop on 24 April 2018 as follows:

i. freedom camping is to be limited to certified self-contained vehicles only

ii. certified self-contained campers should be encouraged to use their on-board facilities rather than park infrastructure

iii. non self-contained campers should be directed to camping grounds

iv. number of vehicles on a site and length of stay needs to be limited

v. size of vehicles and numbers of spaces they take up needs to be addressed

vi. that a booking system and/or permit system should be developed

vii. facilities should be developed for freedom campers which require a ‘pay per use’

viii. education of freedom campers on where they can and cannot go is required

ix. concern that allowing some freedom camping may be perceived as encouraging the activity in the area

x. the Takapuna campground should be utilised and promoted.

Horopaki / Context

Background

6. In 2017, staff conducted a review of freedom camping in Auckland and the options available to the council to manage this activity. The review provided detailed information on current camper patterns and the associated issues.

7. Staff reported the findings of the review to the Regulatory Committee in August 2017. The Regulatory Committee decided to manage freedom camping by developing a bylaw under the Freedom Camping Act 2011 (resolution number REG/2017/72).

8. A bylaw under the act will allow the council to manage harm more effectively by enabling council officers to issue campers with $200 infringement fines.

Freedom Camping Act 2011

9. Under the act, freedom camping is permitted in any local authority area unless it is restricted or prohibited:

· in a bylaw made under the act, or

· under any other enactment.

10. Other enactments include the Reserves Act 1977 which prohibits freedom camping on reserves unless a reserve management plan allows the activity.

11. The council can only restrict or prohibit the activity through a bylaw made under the act if it is satisfied that it is necessary to:

· protect the area, and/or

· protect the health and safety of people who may visit an area, and/or

· protect access to the area.

12. The council cannot make a bylaw which effectively prohibits freedom camping everywhere in Auckland.

13. The council must be satisfied that a bylaw is the most appropriate and proportionate way of addressing the perceived problem in relation to the area. The bylaw must not be inconsistent with the New Zealand Bill of Rights Act 1990.

Tātaritanga me ngā tohutohu / Analysis and advice

Bylaw development process

14. Staff sought initial local board views through the local board cluster workshops in November 2017. This included discussion on characteristics of areas that make it either suitable or unsuitable for freedom camping. Ways to minimise potential harm were also discussed.

15. Principles were subsequently developed to guide the bylaw development. These are:

· to ensure that freedom campers can ‘do the right thing’

· to ensure that users and visitors to an area, including freedom campers, can enjoy the area

· to encourage the activity in suitable areas that meet the needs of freedom campers

· to protect areas of regional significance.

16. Community workshops were also held in April 2018 to test these principles. Attendees at the workshops were individuals or groups who had previously expressed an interest in the issue.

17. Staff attended workshops with all local boards in April and May 2018. The purpose of these workshops was to provide an overview of the bylaw development and to seek feedback to help inform the draft bylaw.

Approach to site assessments

18. Staff completed assessments of all council-managed land to understand the areas that may need to be protected from freedom camping and scheduled in the bylaw. Assessments included the following considerations:

· the size and condition of parking area

· existing use including any leases over the area

· issues around safety in the area including anti-social behaviour and lighting

· existing facilities including toilets, drinking water, rubbish bins and gates

· the environmental, historical or cultural significance of the area.

19. To decide on recommendations for each site, staff developed a site assessment matrix with two indicators:

· current or anticipated desirability of an area to campers

· level of protection required under the act.

Site assessment matrix

20. Medium and high desirability areas that require a higher level of protection are recommended to be prohibited.

21. Areas of medium and high desirability that require a medium level of protection are recommended to be restricted. As these sites may be suitable for a limited number of certified self-contained vehicles, site specific restrictions may include a maximum number of vehicles and a specific location within the parking area to camp.

22. High desirability areas that require a lower level of protection are recommended to have more permissive rules. These rules could allow for a limited number of non-self-contained vehicles to camp at these locations.

Areas held under the Reserves Act 1977

23. Areas held under the Reserves Act 1977 were included in the assessment. This enabled the local board to provide feedback on whether a prohibition through the bylaw was required.

24. The default position on land held under the Reserves Act 1977 is that freedom camping is not allowed. The Reserves Act 1977 does not have infringement powers available.

25. For reserves that meet the Freedom Camping Act evidential requirements to be prohibited, these areas can also be scheduled in the bylaw. This provides enforcement staff additional infringement powers.

Potential regional default rules

26. Staff also presented the following potential regional default rules at each local board workshop:

· camping is permitted only in certified self-contained vehicles

· camping is permitted for no more than two nights in any four-week consecutive period

· a time by which a camper must leave the area in the morning.

27. These rules would be applied to all areas that are not otherwise scheduled in the bylaw to ensure health and safety and access to the area are protected.

Devonport-Takapuna Local Board area site assessments

28. The outcome of the initial site assessments for the Devonport-Takapuna Local Board area are included in Attachments A and B. Attachment B also notes where the Reserves Act applies.

29. Attachment C includes sites initially recommended to be scheduled in the bylaw which have been reassessed following the workshop with the local board. These sites are now recommended to be covered by the default rules. Freedom camping will not be permitted in areas held under the Reserves Act, although enforcement powers will be limited to those under the Reserves Act.

30. The Devonport-Takapuna Local Board area initial site assessments identified:

· seventeen sites where there was adequate evidence to suggest a prohibition was required to protect the area

· ten sites (including reserves held under the Reserves Act) where there was adequate evidence to suggest site specific restrictions are required to protect the area

· no areas where there was adequate evidence to suggest more permissive restrictions should be in place to allow non-self-contained camping.

31. Attachments A and B also provide a summary of the additional evidence received from the local board and subsequent staff recommendations.

32. A summary of the recommendations for the Devonport-Takapuna Local Board area:

· twenty-six sites have adequate evidence to be scheduled as prohibited

· two sites have adequate evidence to be scheduled as restricted (limited access for certified self-contained only):

o both of these sites are held under the Reserves Act 1977. Staff are investigating if there are legal avenues available to provide for freedom camping with restrictions on these sites. If no legal avenues are available, these sites will not be scheduled in the bylaw. As the default position under the Reserves Act will apply, there is no freedom camping allowed on these sites. Enforcement powers will be limited to those under the Reserves Act (no infringement capability).

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /

Local impacts and local board views

33. The Devonport-Takapuna Local Board also provided general feedback on the development of the bylaw at the workshop on 24 April 2018. This feedback included:

· freedom camping is to be limited to certified self-contained vehicles only

· certified self-contained campers should be encouraged to use their on-board facilities rather than park infrastructure

· non-self-contained campers should be directed to camping grounds

· number of vehicles on a site and length of stay needs to be limited

· size of vehicles and numbers of spaces they take up needs to be addressed

· that a booking system and/or permit system should be developed

· facilities should be developed for freedom campers which require a ‘pay per use’

· education of freedom campers on where they can and cannot go is required

· concern that allowing some freedom camping may be perceived as encouraging the activity in the area

· the Takapuna campground should be utilised and promoted.

Tauākī whakaaweawe Māori / Māori impact statement

34. A memo was provided to mana whenua in November 2017 to update them on the development of the bylaw. Staff also attended the Parks and Recreation Mana Whenua Engagement Regional Hui in March 2018 to discuss the bylaw development.

35. Staff will continue to work with mana whenua through this forum to identify areas that need to be protected through the bylaw.

Ngā ritenga ā-pūtea / Financial implications

36. There are no financial implications for the local board from the decision being sought.

Ngā raru tūpono / Risks

37. There is a risk that the bylaw could be applied to a person experiencing homelessness and living in a vehicle.

38. The graduated enforcement model used by Licensing and Regulatory Compliance enables consideration of individual circumstances. Currently, when a complaint is made about someone who is experiencing homelessness, staff work with social service agencies to ensure they are connected with the right support.

39. The Affordable Housing Policy Unit are currently developing a cross-sectoral strategy on homelessness.

40. Community and Social Policy staff will continue to work with staff across the council, including Legal Services, to understand options available to mitigate this risk.

Ngā koringa ā-muri / Next steps

41. Staff intend to report to the Regulatory Committee in August 2018 with the draft bylaw and statement of proposal. If adopted at this time, the draft bylaw will go out for full public consultation in September 2018.

42. If the Devonport-Takapuna Local Board would like to provide further feedback once the draft bylaw is adopted, this will be facilitated through the consultation and hearings process in September 2018.

43. Based on current timelines, staff intend to have the new bylaw adopted in December 2018.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Sites to be recommended to the Regulatory Committee as prohibited	321
b ⇩	Sites to be recommended to the Regulatory Committee as restricted (certified self-contained only) - site specific restrictions to limit number and location	331
c ⇩	Sites reassessed following local board workshop - recommend to Regulatory Committee to apply default rules	333

Ngā kaihaina / Signatories

Authors

Jillian Roe - Policy Analyst

Authorisers

Kataraina Maki - GM - Community & Social Policy

Louise Mason - GM Local Board Services

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

19 June 2018

Delegation for formal local board views on notified resource consents, plan changes and notices of requirement

File No.: CP2018/08345

Te take mō te pūrongo / Purpose of the report

1. To seek that the Devonport-Takapuna Local Board delegates the responsibility of providing formal views (feedback) on notified resource consents, plan changes and notices of requirement to a local board member.

Whakarāpopototanga matua / Executive summary

2. Local board feedback can be provided on notified resource consents, plan changes and notice of requirements. Written feedback needs to be provided prior to the submission closing date (usually 20 working days after public notification). This feedback is included in the planner’s report verbatim and local boards are also able to speak to their written feedback at the public hearing. Views should be received by the processing planner or reporting consultant by the submission closing date to ensure the content can be considered in planning reports.

3. This report explores options to enable local boards to provide their views in a timely way. Local boards normally provide their formal views at business meetings. Because local board reporting timeframes don’t usually align with statutory timeframes, in most instances formal reporting at a business meeting will not allow local feedback to be provided by submission closing dates.

4. Providing formal local board views by way of a delegation to a local board member is considered the most efficient way of providing formal local board views. This is because the delegate can provide views within the regulatory timeframes and because no additional reporting is required when new applications of interest are notified

Ngā tūtohunga / Recommendation/s

That the Devonport-Takapuna Local Board:

a) delegates the authority to Local Board Member XXX (the Resource Consent Lead) and XXXXX, as an alternate, to prepare and provide local board views and speak those local board views at any hearings on:

· notified resource consents

· notified plan changes

· notices of requirement.

a) agrees to note and ratify any views provided, or expressed on the local board’s behalf, by its duly authorised delegate at its next business meeting.

Horopaki / Context

Background

5. In 2011, the Governing Body confirmed a process whereby local boards could make their interests and preferences of the people within the local board area known by providing comments which could be taken into consideration for notification decisions for resource consents.

6. In May 2016, a political working party was set up to review the statutory context of that practice. As a result of that work, it was confirmed that local boards could provide feedback on notified applications and could also make an oral presentation as part of any hearing on notified applications. The opportunity to present at a hearing is in alignment with section 15(2) of the Local Government (Auckland Council) Act 2009 (LGACA).

7. In relation to resource consents, a standard practice was signalled and endorsed by the Hearings Committee (20 September 2016, CP2016/20479) to enable local boards to speak to their local views and preferences when a hearing occurs in relation to any of the relevant resource management applications.

8. In the current political term, and since the completion of the Auckland Unitary Plan, there is now an increased number of plan change applications (both council-initiated and privately-initiated) and notices of requirement. This has a highlighted an issue with timeframes and the wider process of obtaining local board views and preferences. Relying on local board workshops to present these types of applications or monthly business meetings to obtain local board views and preferences is not ideal. On some occasions local boards have not received notification of plan change applications in their area until timeframes are well underway and this has resulted in urgent decisions and limited opportunities for local boards to consider their views and preferences and provide them to the reporting planner.

9. Providing local board views and preferences (feedback) is different from making a submission. Local board feedback is the formal view of the local board providing local context. In comparison, submissions (which cannot be made by local boards) are made by submitters on notified applications for resource consents, plan changes and notice of requirements. Those who have submitted have formal rights to speak at a subsequent hearing and have appeal rights to the Environment Court.

10. This report seeks a delegation from local boards to provide feedback (local views and preferences) to address the times when applications are not able to meet local board timeframes. This will also acknowledge those local board members who have knowledge and understanding of planning and to ensure local boards do not miss the opportunity to express views and preferences as provided for by LGACA.

Notified Resource Consents

11. Local boards are able to provide input into the determination of applications that may be notified. Local boards, via their appointed Resource Consents Leads, input into a wide range of resource consents that are received by the council and that trigger the matters of particular interest to local boards.

12. Local views and preferences are also able to be provided, once a decision of notification is made, and local boards can then provide further feedback to any notified resource consent application within their local board area. This feedback is then included in the planner’s report verbatim for the hearing and for the consideration of the commissioners who determine the outcome of the resource consent application.

13. Local boards are also able to speak to their written feedback at any notified resource consent hearing. Local boards are taking this opportunity up more often and it is considered important to ensure any feedback is authorised by the local board and a delegation is in place for the Resource Consent Lead to authorise them to speak on behalf of the local board at hearings.

Notified Plan Changes and Notices of Requirement

14. The Auckland Unitary Plan was made “Operative in Part” in November 2016. As plan changes and notices of requirement can now be received and processed by council, there are opportunities for local boards to provide their views and give feedback on notified applications.

15. For council-initiated plan changes and notices of requirement, staff will seek local board views prior to notification for proposals where there are issues of local significance. For private plan changes and notices of requirement submitted by non-council requiring authorities, local boards may not have any prior knowledge of the application until notification.

16. Local boards can provide written feedback on notified applications. Written feedback needs to be provided prior to the submission closing date (usually 20 working days after public notification). Local boards can subsequently present their feedback to support their views at any hearing.

17. It is important that options are explored to enable local boards to provide their views in a timely way and a delegation to ensure timely feedback is desirable. At present the local board views must be confirmed formally and statutory timeframes are short and do not always align with local board reporting timeframes.

18. Local boards may want to add the responsibility for plan changes and notices of requirement feedback to the Resource Consent Lead role. This will broaden the responsibilities of the role to enable feedback on notified plan changes and notices of requirement to be provided. Alternatively, local boards may want to develop a separate planning lead role and each local board has the flexibility to make appointments that best suit their needs.

Tātaritanga me ngā tohutohu / Analysis and advice

Options considered

19. Options available for local boards to provide their views into the hearings process have been summarised in Table 1.

20. Local boards normally provide their formal views at business meetings (option 2). Because local board reporting timeframes do not usually align with statutory timeframes, in most instances formal reporting at a business meeting will not allow local feedback to be provided by submission closing date. Views must be received by the processing planner or reporting consultant by the submission closing date to ensure the content can be considered in planning reports.

21. Providing formal local board views by way of a delegation to one local board member (option 5) is considered the most efficient way of providing formal views. This is because no additional reporting is required when new applications of interest are notified.

Table 1: Options for local boards to provide their formal views on notified applications (resource consents, plan changes, notices of requirement)

Options	Pros	Cons
1. No formal local board views are provided		· Local board views will not be considered by the hearings commissioners
2. Formal local board views are provided at a business meeting	· All local board members contribute to the local board view · Provides transparent decision making	· Local board meeting schedules and agenda deadlines are unlikely to align with statutory deadlines imposed by the planning process
3. Formal local board views are provided as urgent decisions	· Local boards can provide their views in a timely way that meets statutory deadlines	· Decisions are not made by the full local board · Urgent decisions may not be accompanied by full information and the discussion may be rushed · Not transparent decision-making because the decisions do not become public until after they have been made
4. Formal local board views are provided by separate and specific delegation for each application on which the local board wishes to provide their views	· Delegations can be chosen to align with area of interest and/or local board member capacity	· Local board meeting schedules and agenda deadlines required to make each separate delegation are unlikely to align with statutory deadlines imposed by the planning process · Decisions are not made by the full local board
5. Formal local board views are provided by way of delegation to one local board member (preferred option) for all applications	· Delegate will become subject matter expert for local board on topic they are delegated to · Local boards can provide their views in a timely way that meets statutory deadlines · Any feedback can be regularly reported back to the local board	· Decisions are not made by the full local board

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

22. This report seeks a delegation to a local board member for resource consents, plan changes and notices of requirement, to allow local boards to provide feedback in accordance with agreed timeframes on notified resource consents, plan changes and notices of requirement.

23. Any local board member who is delegated responsibilities should ensure that they represent the wider local board views and preferences on each matter before them.

Tauākī whakaaweawe Māori / Māori impact statement

24. A decision of this procedural nature is not considered to have a positive or negative impact for Māori.

25. The Resource Management Act 1991 requires that council consult with mana whenua of the area who may be affected, through iwi authorities, on draft plan changes prior to their notification. Council must also consider iwi authority advice in evaluations of plan changes.

26. For private plan changes, council seeks that the applicant undertakes suitable engagement with relevant iwi authorities, and where necessary will undertake consultation before deciding whether to accept, reject or adopt a private plan change.

27. For notices of requirement, council serves notice on mana whenua of the area who may be affected, through iwi authorities. Requiring authorities must also consult with the relevant iwi as part of the designating process.

Ngā ritenga ā-pūtea / Financial implications

28. A decision of this procedural nature is not considered to have financial implications on Auckland Council.

Ngā raru tūpono / Risks

29. If local boards choose not to delegate to provide views on notified applications, there is a risk that they will not be able to provide formal views prior to the submission closing date and may miss the opportunity to have their feedback presented and heard at a hearing.

Ngā koringa ā-muri / Next steps

30. For notified applications of interest to the local board, local board members delegated under these resolutions will provide feedback and speak at hearings on behalf of their Local Board.

31. Additional training for local board members will be offered on the Resource Management Act and the preparation of effective feedback for applications notified as part of a Resource Management Act process.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Authors

Carol Stewart - Senior Policy Advisor

Authorisers

Adam Milina – Acting Policy and Planning Manager Local Board Services

Eric Perry - Relationship Manager

[1] Maungauika/North Head and Rarotonga/Mt Smart are Trust owned lands managed by DoC and Regional Facilities respectively. Mangere Mountain and Maungakiekie/One Tree Hill northern land are Crown owned lands but the routine management was transferred to the Council under the direction of Maunga Authority.

Chairperson	George Wood, CNZM
Deputy Chairperson	Dr Grant Gillon
Members	Mike Cohen, QSM, JP
	Jennifer McKenzie
	Jan O'Connor
	Mike Sheehy

Authors	Marilyn Nicholls – Elected Member Relationship Manager Auckland Transport
Authorisers	Eric Perry - Relationship Manager

Authors	Heather Skinner - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager