Agenda of Whau Local Board

I hereby give notice that an ordinary meeting of the Whau Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Wednesday, 25 July 2018

6.00PM

Whau Local Board Office
31 Totara Avenue
New Lynn

Whau Local Board

OPEN AGENDA

MEMBERSHIP

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

(Quorum 4 members)

Glenn Boyd

(Relationship Manager)

Local Board Services (West)

Riya Seth

Democracy Advisor - Whau

19 July 2018

Contact Telephone: (09) 826 5193

Email: riya.seth@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Whau Local Board

25 July 2018

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 6

5 Leave of Absence 6

6 Acknowledgements 6

7 Petitions 6

8 Deputations 6

9 Public Forum 6

10 Extraordinary Business 6

11 Whau Ward Councillor Update 9

12 Approval of the 2018/2019 Whau Local Board Community Facilities Work Programme 11

13 Governance Forward Work Calendar - July 2018 25

14 Confirmation of workshop records - 20 June 2018 to 4 July 2018 29

15 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

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

The following are declared interests of the Whau Local Board.

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

4 Confirmation of Minutes

That the Whau Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 27 June 2018, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

Whau Local Board

25 July 2018

Approval of the 2018/2019 Whau Local Board Community Facilities Work Programme

File No.: CP2018/12355

Te take mō te pūrongo / Purpose of the report

1. To approve the 2018/2019 Community Facilities Work Programme for the Whau Local Board, including all physical works, leasing and operational maintenance projects delivered by Community Facilities.

Whakarāpopototanga matua / Executive summary

2. The Community Facilities department is responsible for the building, maintaining and renewing of all open spaces and community buildings. This includes the community leasing and licensing of council-owned premises.

3. The Whau Local Board 2018/2019 Community Facilities Work Programme was developed using a combination of local board feedback, staff assessments of assets and key stakeholder input.

4. The following indicative costs have been identified in the 2018/2019 Community Facilities Work Programme:

i. $3,438,740 of asset-based services capital funding

ii. $1,315,000 of local board initiative capital funding

iii. $0 of local board initiative operational funding

5. The work programme has been developed through a series of iterative workshops between key staff and local boards since October 2017. The programme provided in Attachment A reflects the agreed projects that were presented in the last local board workshop. This report recommends that the board approves the 2018/2019 Community Facilities Work Programme and associated budget.

6. Once approved by the Whau Local Board, new work will commence from July 2018. Regular updates on the line items will be provided by the Community Facilities’ Stakeholder Advisors.

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) approve the Whau Local Board 2018/2019 Community Facilities Work Programme as detailed in Attachment A.

Horopaki / Context

7. Community facilities and open spaces provide important community services to the people of Auckland. They contribute to building strong, healthy, and vibrant communities by providing spaces where Aucklanders can participate in a wide range of social, cultural, art, and recreational activities. These activities improve lifestyles and a sense of belonging and pride amongst residents.

8. The 2018/2019 Community Facilities Work Programme detailed in Attachment A contains information on all proposed projects to be delivered by Community Facilities, including capital works projects, leasing and operational maintenance.

Tātaritanga me ngā tohutohu / Analysis and advice

Capital works programme

9. Investment in the capital programme will ensure that council facilities and parks open spaces in Whau Local Board remain valuable and well-maintained community assets that continue to meet the agreed levels of service. Asset-based services capital works includes Locally Driven Initiatives (LDI), renewals and growth and development projects.

	Locally Driven Initiative	Renewal	Growth and development	Coastal Renewals
Basis for amount of budget allocated to each local board	As per the local board funding policy:  90% population  5% deprivation  5% land.	In proportion to assets in very poor and poor condition requiring renewal, limited to funding available.	To specific projects identified as priority projects to meet the needs of new and future residents.	To specific projects identified as priorities by the coastal specialist team.
Type of projects that can be paid for	Any projects that deliver a council owned asset or as a capital grant to an asset made available for public use.	Renewal of existing assets on a “like for like” basis, taking into account current service standards where applicable.	Development budgets are used for specific projects approved by the Governing Body. Growth budgets can only be used for specific projects that are required by and benefit new and future residents.	Renewal of and enhancement where required, to existing coastal structures
Degree of local board discretion on allocation to projects	Full discretion	Broad discretion - can be allocated to any renewal project	Limited discretion – must be allocated to the specific project. Local board discretion on scope and design of project within available budget.	Limited discretion – must be allocated to the specific project for the purpose of protecting our coastal assets. Please note that coastal renewals projects are allocated regionally.

10. The 2018/2019 Community Facilities Work Programme has been created following a series of workshops with elected members from October 2017 to May 2018. All feedback gathered from the workshops has been taken into consideration throughout the process. The proposed work programme in Attachment A contains:

· Number of projects: 49

· Indicative cost for proposed projects: $9,484,206

Leasing work programme

11. Community leases are a valuable way in which the council provides support to community organisations across the region, commonly on public parks and reserves. These groups provide a wide range of community activities and services aligned with recognised local priorities and are a key part of the mosaic of community activity and infrastructure in Auckland.

12. The draft work programme provides a detailed list of the community leases and licences that will expire or are due for renewal over the 2018/2019 financial year. It also includes the additional leases and licences that will be deferred from the 2017/2018 financial year to the 2018/2019 financial year.

13. Once the 2018/2019 Community Facilities Work Programme is approved, staff will be able to consolidate reporting on routine matters or use the streamlined process for straight forward renewals without variations whilst focusing attention on those community leases that are more complex.

Operational maintenance work programme

14. The regular maintenance of all council-owned built and open space assets plays an important part in:

· increasing the long-term durability of Community Facilities assets

· improving the safety of Community Facilities assets

· ensuring the enjoyment of Community Facilities assets by the users

15. Community Facilities launched ‘Project 17’ in July 2017 which created new bundled maintenance contracts across the Auckland region for full facility, ecological restoration and arboriculture maintenance contracts. The Finance and Performance Committee approved these contracts on 30 March 2017.

16. In the 2018/2019 Community Facilities Work Programme, there are three line item dedicated to all maintenance in the local board area:

· Full Facilities Maintenance Contracts – These contracts include all buildings, parks and open space assets, sports fields, coastal management and storm damage

· Arboriculture Maintenance Contracts – These contracts include all tree management and maintenance

· Ecological Restoration Maintenance Contracts – These contracts include pest plant and animal pest management within ecologically significant parks and reserves.

17. Staff will be able to provide regular reporting on maintenance through monthly updates to the local boards and through the quarterly report. Community Facilities is also providing additional weekly updates to all elected members on contractor performance.

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

18. The Community Facilities Work Programme has been created through a combination of local board feedback, asset condition assessments and agreed levels of service.

19. The draft 2018/2019 Community Facilities Work Programme has been considered by the local board in a series of workshops from October 2017 to May 2018. The views expressed by local board members during the workshop have been adopted in Attachment A.

20. The Community Facilities work programme supports the achievement of the following 2017 Whau Local Board Plan outcome:

· Enhanced natural environment

Tauākī whakaaweawe Māori / Māori impact statement

21. The 2018/2019 Community Facilities Work Programme ensures that all facilities and open space assets continue to be well-maintained assets that benefit the local community, including Māori. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to mana whenua then appropriate engagement will be undertaken.

22. Staff are also attending mana whenua fora on a monthly basis to receive feedback on the 2018/2019 Community Facilities Work Programme.

Ngā ritenga ā-pūtea / Financial implications

23. The proposed 2018/2019 Community Facilities work programme will see the allocation of $1,315,000 of the board’s locally driven initiatives capital budget, $3,438,740 of the board’s asset-based services capital budget, and $4,730,466 of the board’s asset based operational budget. These amounts 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 projects experience a significant overspend or underspend. Regular updates on projects will be provided to the board tracking expenditure and identifying any projects at risk of non-delivery, over or underspend.

Ngā raru tūpono / Risks

24. If the proposed Community Facilities work programme is not approved at the business meeting, there is a risk that the proposed projects may not be able to be delivered within the 2018/2019 financial year.

Ngā koringa ā-muri / Next steps

25. The work programme will be implemented as part of Community Facilities’ usual business practice.

26. Work programme implementation will be reported regularly by stakeholder advisors and quarterly through the performance report to the local board.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Whau Community Leases Work Programme 18_19	17
b ⇩	Whau Community Facilities Work Programme 18_19	19

Ngā kaihaina / Signatories

Author

Angie Bennett - Work Programme Lead

Authorisers

Rod Sheridan - General Manager Community Facilities

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

Whau Local Board

25 July 2018

Governance Forward Work Calendar - July 2018

File No.: CP2018/13170

Te take mō te pūrongo / Purpose of the report

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

Whakarāpopototanga matua / Executive summary

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

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

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

· clarifying what advice is required and when

· clarifying the rationale for reports.

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

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

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

Horopaki / Context

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

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

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

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

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

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

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

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

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

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

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

Tauākī whakaaweawe Māori / Māori impact statement

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

Ngā koringa ā-muri / Next steps

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

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Governance Forward Work Calendar - July 2018	27

Ngā kaihaina / Signatories

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

Whau Local Board

25 July 2018

Confirmation of workshop records - 20 June 2018 to 4 July 2018

File No.: CP2018/13182

Te take mō te pūrongo / Purpose of the report

1. This report presents records of workshops held by the Whau Local Board on:

· 20 June 2018

· 4 July 2018

Whakarāpopototanga matua / Executive summary

2. At the workshop held on Wednesday, 20 June 2018, the Whau Local Board had a briefing on:

· Parks – FY 18/19 projects (Archibald Park, Brains Park)

· Parks – FY 18/19 projects (Green Bay Parks)

· Climate Change Action Planning: Low Carbon Auckland and addressing climate impacts

· Achieving Local Board Plan outcomes through Sustainability Initiatives

3. At the workshop held on Wednesday, 4 July 2018, the Whau Local Board had a briefing on:

· Parks projects 18/19

· Animal Management

· Draft Facility Partnerships Policy

4. The workshop records are attached to this report.

Ngā tūtohunga / Recommendation/s

That the Whau Local Board:

a) confirm the records of the workshops in Attachments A to B held on the following dates:

· 20 June 2018

· 4 July 2018

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Records of workshop 20 June 2018	31
b ⇩	Records of workshop 4 July 2018	33

Ngā kaihaina / Signatories

Authors

Riya Seth - Democracy Advisor - Whau

Mark Allen - Senior Local Board Advisor

Authoriser

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