Agenda of Ōrākei Local Board

Ōrākei Local Board

18 October 2018

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Deputation - Bike Tamaki Drive 5

9 Public Forum 5

9.1 Public Forum - Allum Street Forest 5

9.2 Public Forum - Ellerslie Theatrical Society 6

9.3 Public Forum - Ngāti Whātua Ōrākei Trust 6

9.4 Public Forum - Ōrākei Water Sports 7

9.5 Public Forum - The Landing Hardstand 7

10 Extraordinary Business 7

11 Approval of public consultation to ascertain public interest in retaining garden centre use for the land at 176-182 Shore Road, Remuera 9

12 Disposal recommendations report - 9 Tagalad Road, Mission Bay (Covering report) 25

13 Draft Facility Partnership Policy 27

14 Operational management model for Meadowbank Community Centre and Tahapa Hall 117

15 Auckland Transport October 2018 update - Ōrākei Local Board 121

16 Review of the Code of Conduct 127

17 Addition to the 2016-2019 Ōrākei Local Board meeting schedule 211

18 Chairperson's Report 213

19 Board Member Report - Carmel Claridge 229

20 Board Member Report - Troy Churton 253

21 Board Member Report - Colin Davis 261

22 Board Member Report - Toni Millar 271

23 Board Member Report - Ros Rundle 277

24 Board Member Report - David Wong 283

25 Governance Forward Work Calendar 303

26 Ōrākei Local Board Workshop Notes 315

27 Resolutions Pending Action 331

28 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.

4 Confirmation of Minutes

That the Ōrākei Local Board:

a) confirm the minutes of its ordinary meeting, held on Thursday, 20 September 2018, as true and correct.

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 Ōrākei Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Bike Tamaki Drive

Te take mō te pūrongo / Purpose of the report

1. To deliver a presentation to the Board during the Deputation segment of the business meeting.

Whakarāpopototanga matua / Executive summary

2. Kiri Barfoot and Matt Cole, the core team from Bike Tamaki Drive will be in attendance to provide brief overview and seek the Board’s view and support on the suggested improvements in amenity and safety, developed in joint work with Auckland Council and Auckland Transport.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) receive the presentation and thank Kiri Barfoot and Matt Cole for their attendance.

9 Public Forum

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

9.1 Public Forum - Allum Street Forest

Te take mō te pūrongo / Purpose of the report

1. To deliver a presentation to the Board during the Public Forum segment of the business meeting.

Whakarāpopototanga matua / Executive summary

2. Lucy Bristow will be in attendance to discuss the Allum Street Forest with the Board.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) receive the presentation and thank Lucy Bristow for her attendance.

9.2 Public Forum - Ellerslie Theatrical Society

Te take mō te pūrongo / Purpose of the report

1. To deliver a presentation to the Board during the Public Forum segment of the business meeting.

Whakarāpopototanga matua / Executive summary

2. David Blakey, Secretary of Ellerslie Theatrical Society will be in attendance to discuss the Society’s finances with the Board.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) receive the presentation and thank David Blakey for his attendance.

9.3 Public Forum - Ngāti Whātua Ōrākei Trust

Te take mō te pūrongo / Purpose of the report

1. To deliver a presentation to the Board during the Public Forum segment of the business meeting.

Whakarāpopototanga matua / Executive summary

2. Sharon Aroha Hawke, Wyllis Maihi and Renata Blair from the Ngāti Whātua Ōrākei Trust will be in attendance to present to the Board on the Trust’s ideas going forward regarding Okahu Bay, The Landing and mana moana.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) receive the presentation and thank Sharon Aroha Hawke, Wyllis Maihi and Renata Blair for their attendance.

9.4 Public Forum - Ōrākei Water Sports

Te take mō te pūrongo / Purpose of the report

1. To deliver a presentation to the Board during the Public Forum segment of the business meeting.

Whakarāpopototanga matua / Executive summary

2. Donna Tamaariki will be in attendance to provide the Board with an update on Ōrākei Water Sports in relation to The Landing.

Ngā tūtohunga / Recommendation/s

That the Ōrākei Local Board:

a) receive the presentation and thank Donna Tamaariki for her attendance.

9.5 Public Forum - The Landing Hardstand

Te take mō te pūrongo / Purpose of the report

1. To deliver a presentation to the Board during the Public Forum segment of the business meeting.

Whakarāpopototanga matua / Executive summary

2. Scott Fickling will be in attendance to discuss The Landing Hardstand with the Board.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) receive the presentation and thank Scott Fickling for his attendance.

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

Ōrākei Local Board

18 October 2018

Approval of public consultation to ascertain public interest in retaining garden centre use for the land at 176-182 Shore Road, Remuera

File No.: CP2018/19057

Te take mō te pūrongo / Purpose of the report

1. To seek approval to undertake a public notification process to ascertain the public’s interest in retaining the garden centre use for the land at 176-182 Shore Road, Remuera for a further 15-years.

Whakarāpopototanga matua / Executive summary

2. Palmers Gardenworld Limited has formally applied to Council for a new commercial ground lease term of 15-years from the date of expiry over the following land parcels:

· Section 1 being part former CT 31B/269 and Section 2 being part former CT 21A/280 on SO 340046, together comprising approximately 7200sqm.

3. The public consultation process shall be carried out in accordance with the consultation principles set out in Section 82 of the Local Government Act 2002; attachment A.

4. This report recommends that the Ōrākei Local Board approve commencing the public notification process to ascertain the public’s interest in retaining the garden centre use.

5. Public consultation will commence on 1 November 2018 and will close 29 November 2018. Activities will include an online survey, hard copy forms and advertising to raise awareness of the process.

Ngā tūtohunga / Recommendations

That the Ōrākei Local Board:

a) approve commencing the public consultation process to ascertain the public’s interest in retaining the garden centre use over the land at 176-182 Shore Road, Remuera in accordance with the terms of the Memorandum of Agreement between the Minister of Conservation and Auckland Council dated 2 March 2005

b) note the consultation activities that will be undertaken to ascertain the public’s feedback regarding retaining the garden centre use over the land at 176-182 Shore Road, Remuera (attachment B).

Horopaki / Context

6. The land at 176-182 Shore Road, Remuera is owned by the Crown and vested in Council.

7. An agreement between the Minister of Conservation and Auckland Council was formed in 2005 to allow Council to grant a commercial ground lease to Palmers Gardenworld Limited for an initial 15-year term over the land parcels at 176-182 Shore Road, Remuera.

8. Under the agreement the Minister concurrently authorised the exchange of the Council owned land described in the agreement as Martyns Field to the management of the Minister of Conservation.

9. The agreement allows for unlimited subsequent 15-year lease terms to be granted subject to a public consultation process to ascertain public interest in retaining the garden centre use for a further 15-year term.

10. This report considers the commercial leasing conditions with respect to the agreement between the Minister of Conservation and Auckland Council dated 2 March 2005.

11. The Ōrākei Local Board is the allocated authority relating to commercial leasing matters located on recreation reserves within the local board area.

12. The public consultation process shall be carried out in accordance with the consultation principles set out in Section 82 of the Local Government Act 2002.

The Lessee – Palmers Gardenworld Limited

13. Palmers Gardenworld Limited (Lessee) entered into a commercial ground lease with Auckland Council commencing on 24 June 2005 for a term of 15-years; the Lessee owns the improvements.

14. The commercial ground lease is due to finally expire on 23 June 2020.

15. The Lessee submitted a formal request to Council in February 2018 to extend the commercial ground lease term for a further 15-years in accordance with the Memorandum of Agreement with the Minister of Conservation and Auckland Council dated 2 March 2005.

16. The Lessee holds a long-standing exemplary relationship with Council and holds no outstanding commercial debt.

Tātaritanga me ngā tohutohu / Analysis and advice

17. If the Ōrākei Local Board is satisfied that there is sufficient local public interest in retaining the garden centre operation the council shall be entitled to grant a further 15-year lease term for the purpose of a garden centre use only.

18. If the Ōrākei Local Board is satisfied there is no longer sufficient local public interest in retaining the garden centre use and the existing lease is terminated the Minister has the option to require Council to transfer the commercial ground lease land parcels at 176-182 Shore Road, Remuera back to the Crown.

19. The Ministers agreement requires Council to undertake a public consultation process to determine whether there is sufficient support in retaining the garden centre use.

20. If the lease to Palmers Gardenworld Limited is terminated there is no option under the terms of the Minister’s agreement for Council to seek a new garden centre operator.

21. If required by the Minister it is Council’s responsibility to ensure the commercial ground lease land parcels are transferred back to the Crown free of all improvements and left in a restored state suitable for public recreation. This would also require the Minister of Conservation to transfer the land described in the agreement as Martyns Field back to the management of the Council.

22. The overall objective of consultation is to obtain meaningful feedback from stakeholders, mana whenua and the public to ascertain the public interest in retaining the garden centre use over the land at 176 -182 Shore Road. Activities will be undertaken to:

· inform the local community of the consultation process

· provide balanced and objective information in a format that is appropriate to community preferences to enable meaningful participation

· provide opportunity for input and feedback and encourage participation

· ensure that all those interested in a potential decision are informed and able to have their say, and

· seek and facilitate the involvement of those potentially affected by or interested in a decision on the garden centre.

23. All feedback received will be considered with an open mind and the decision will be communicated to all participants.

24. The public consultation process will include the publishing of an advertisement in the local paper advising the public of the garden centre’s application for a further lease term 15 years and the opportunity to make submissions in favour or to object. The consultation will commence on 1 November 2018 and close on 29 November 2018.

25. The outcome of the public consultation process will be presented to the local board to decide on whether to grant the new lease term of 15 years to the Lessee.

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

26. Panuku attended a work shop with the Ōrākei Local Board on 13 September 2018 to present the Lessees application to extend the commercial lease term for a further 15 years. The presentation included history of the site and information on the requirement to carry out a public consultation process as stipulated in the Ministry agreement with Auckland Council.

27. Panuku requested support from the Local Board to report back to the next available business meeting requesting official approval to commence the public consultation process.

28. This report provides the Ōrākei Local Board with an opportunity to formalise its support to commence the public consultation process.

Tauākī whakaaweawe Māori / Māori impact statement

29. Engagement with iwi identified as having an interest in land in the Ōrākei Local Board geographical area will be undertaken about the proposal.

30. Engagement will involve:

· email contact providing full property and commercial details inviting comment from iwi on any spiritual, cultural or environmental impact with respect to the proposal.

· iwi will be contacted prior to public notification.

Ngā ritenga ā-pūtea / Financial implications

31. The costs associated with public consultation will be borne by Panuku Development Auckland.

32. Should there be a hearing process this may incur additional cost.

Ngā raru tūpono / Risks

33. Should the Ōrākei Local Board resolve not to approve commencing the public consultation process, this decision may cause a breach of the terms and conditions of the Ministers agreement with Auckland Council dated 2 March 2005.

Ngā koringa ā-muri / Next steps

34. Upon approval from the local board, Panuku will commence the public consultation process on 1 November to 29 November.

35. In February 2019, Panuku will present the consultation outcomes.

36. In March 2019, Panuku will seek local board decision on the lease extension.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	LGA 2002 Section 82 Public Consultation	13
b ⇩	Consultation Plan - Garden Centre lease extension	17

Ngā kaihaina / Signatories

Authors

Lori Butterworth - Property Management, Panuku Development Auckland

Carlos Rahman - Senior Engagement Advisor

Authorisers

Ian Wheeler - Director Portfolio Management, Panuku Development Auckland

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

18 October 2018

Draft Facility Partnership Policy

File No.: CP2018/18739

Te take mō te pūrongo / Purpose of the report

1. To seek local boards’ views on the draft Facility Partnerships Policy.

Whakarāpopototanga matua / Executive summary

2. A ‘facility partnership’ is where Auckland Council invests in a community facility alongside others. Done well, partnerships can enable and empower our communities, and help us provide more of the quality facilities Auckland needs, faster and more cost-effectively.

3. The council intends to meet more facility needs through partnerships in future, and a new regional policy (refer Attachment B) has been developed to guide their selection and support.

4. Key policy positions outlined in the draft Facility Partnerships Policy and summarised in Attachment A include:

· a focus on shared outcomes

· partnerships that recognise, value and honour Te Ao Māori

· multiple partnership models, with fit-for-purpose arrangements

· ‘Proactive’ and ‘Responsive’ partnership tracks

· principles to shape eligibility and investment priorities

· valuing (and costing) in-kind support

· a stronger focus on the partnership relationship

· greater acknowledgement of the complexity of developing/managing assets.

5. During policy development, staff engaged with Māori to explore specific opportunities and barriers for facility partnerships with Māori. The findings from this engagement (refer Attachment C) have shaped a commitment in the draft policy to partner in ways that align with the Treaty Principles, and acknowledge the distinct characteristics of marae.

6. The draft policy was endorsed by the Environment and Community Committee in June 2018 for public consultation and formal engagement with local boards. The consultation activities carried out and the community feedback received are summarised in Attachment D. Public feedback was highly supportive of the draft policy overall.

7. Staff attended local board workshops on the draft policy during July and August. This report invites local boards to formally indicate their support for the proposed approach, and/or provide any additional feedback on the policy they would like the committee to consider.

8. A summary of all feedback and a final policy will be tabled for consideration and adoption by the Environment and Community Committee in November 2018.

9. Implementation of the new approach is expected to begin during the 2019/20 financial year.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) endorse the adoption of the Draft Facility Partnerships Policy, and provide any additional feedback on the proposed approach for the Environment and Community Committee’s consideration.

Horopaki / Context

10. Auckland Council is a major provider of community, arts and sports facilities, but not the only provider. A ‘facility partnership’ is where the council invests in a community facility alongside others. Done well, partnerships can enable and empower communities, and help the council to provide more of the quality facilities Auckland needs, faster and more cost-effectively.

11. There are already around 300 of these arrangements in Auckland, and the council has signalled more facility needs will be met through partnerships in future. There is currently no regional policy to guide the selection and support of facility partnerships.

12. In 2016, a cross-council team began work on a new regional policy. The team met with a number of partners and experts to understand existing practice and how policy could improve decision-making in the partnering experience.

13. Findings from discovery work were shared in December 2016 at walk-throughs with elected members, staff and participating partners, and reported to the Environment and Community committee in February 2017 (resolution number ENV/2017/9).

14. A new approach was developed and tested at walk-throughs in February 2018. The committee endorsed the draft policy for public consultation and formal engagement with local boards in June 2018 (resolution number ENV/2018/74).

Tātaritanga me ngā tohutohu / Analysis and advice

Facility partnerships benefit the council and the community

15. Auckland Council supports facility partnerships because they can:

· leverage external investment and community effort

· empower communities, and help us respond to Auckland’s increasing diversity

· optimise the existing facility network and reduce the need for new facilities.

Facility partnership selection and management is ad-hoc and inconsistent

16. Discovery work in 2016 and into 2017 identified a range of issues that are preventing the council from realising the full potential of facility partnerships.

17. Currently, facility partnership decisions are made on an ad-hoc basis. Often the lifetime costs and benefits of the partnership have not been fully considered, or how these relate to network gaps and evolving community needs.

18. Investment opportunities and selection decisions lack transparency, and our management processes tend to be uncoordinated and inconsistent. Many partners report that they feel under-prepared and insufficiently supported by council to deliver successfully.

Proposed policy provides strategic approach with tailored process

19. Staff have developed a new policy (refer Attachment B) to respond directly to these findings.

20. This will enable the council and partners to make more informed and strategic investment decisions. Advice will be based on clearer evidence of need and impact and comprehensive costings and will emphasise viability and sustainability.

21. The new approach introduces a more transparent and contestable selection process. Requirements will be tailored to reflect the scale, complexity and risk of each proposal. The policy recognises the importance of quality relationships, and the need to better coordinate staff expertise and support to improve partners’ experience and build capability.

22. The draft policy proposes:

· a focus on shared outcomes

· partnerships that recognise, value and honour Te Ao Māori

· multiple partnership models, with fit-for-purpose arrangements

· ‘Proactive’ and ‘Responsive’ partnership tracks

· principles to shape eligibility and investment priorities

· valuing (and costing) in-kind support

· a stronger focus on the partnership relationship

· greater acknowledgement of the complexity of developing/managing assets.

23. A summary of key policy positions relating to these themes is provided as Attachment A.

Public engagement held during July and August 2018

24. Staff undertook public consultation and briefed interested advisory panels between June and August 2018. Public consultation activities included six drop-in consultation events across Auckland, and online submissions via the council’s ‘Have Your Say’ website.

25. Public feedback was highly supportive of the draft policy overall. Those providing feedback generally saw the value of having a policy for this activity, and were positive about its intent. Responses to questions about specific aspects of the policy were also strongly affirmative.

Public feedback shows strong support for new approach

26. Key themes that emerged from the public consultation are:

· Most respondents agree the new approach will better enable council to invest in the right facility partnerships, and ensure that partnerships work for both partners and council.

· The investment principles, the proposal to enable appropriate commercial activities in facilities, and the establishment of Lead Relationship Brokers were all positively received by the majority of respondents.

· The ‘Track, Type and Scale’ model was also welcomed for encompassing a wide range of facility partnerships, and the intention to ensure requirements are proportionate.

· Respondents hope the new approach will make it easier for partners to navigate the multiple council systems and processes involved, and get good support from staff.

· Using the Treaty principles to guide partnerships with Māori was welcomed by most, but this was acknowledged as a complex area.

· Respondents appreciated a more visually appealing document that is easier to navigate.

Most public concerns relate to application of policy

27. Concerns identified included:

· how the investment principles will be applied in practice, especially where they must be ‘traded off’ against each other

· whether some communities will be unfairly advantaged by the new approach

· whether the higher level of staff support will be properly resourced, and implemented as intended across all parts of council

· whether the process is flexible enough to respond to the ‘messy reality’ of partnerships.

28. A full summary of the public consultation activities to date and a more in-depth description of key feedback themes is provided as Attachment D for local board consideration.

29. Key national and regional stakeholders will also be briefed prior to the draft being finalised.

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

30. Local boards have a strong interest in facility partnerships and some decision-making responsibility in this area, including:

· determining local outcomes and advocating for local investment priorities

· governing local and sub-regional facility partnership relationships and agreements

· allocating local discretionary funding and community leases of council property.

31. Staff have engaged with local boards informally at various stages throughout the discovery work and subsequent policy development. Local board member views and concerns have helped shape the draft policy.

32. During July and August 2018, local boards were offered a workshop to hear an overview of the proposed policy approach and seek clarification on any areas of local interest or concern. Eighteen local boards requested a workshop.

Formal local board feedback sought September and October 2018

33. Community feedback has now been summarised for local boards’ consideration. Staff are seeking to understand local boards’ views on the new approach, and requesting a formal indication of support at local board business meetings during September and October 2018.

34. Staff would particularly value local board feedback on the following parts of the draft policy (refer Attachment B), which are likely to have the most bearing on local board decision-making:

· the Tracks, Types and Scales model (p.16-23) to differentiate partnerships and customise the partnership process

· the draft investment principles (p.26) and priorities (p.33)

· proposed eligibility criteria for investment (p.27-30)

· the proposal to allow facility partnerships to generate revenue through appropriate commercial activities (p.31)

· the focus on quality relationships, as outlined in the proposed partnering principles (p.35) and supported by allocation of a lead relationship broker (p.38).

Tauākī whakaaweawe Māori / Māori impact statement

35. Marae are a focal point for Māori social, economic, environmental and cultural development, and are identified in the Community Facilities Network Plan as potential facility partners.

Engagement to better understand facility partnerships and Te Ao Māori

36. In 2017, staff undertook additional engagement with Māori, with a focus on marae, to ensure that the new policy incorporates any special context, barriers or opportunities for facility partnerships with Māori. A summary of the findings is provided as Attachment C.

37. The draft policy reflects these findings and commits the council to partnering with Māori in ways which align with the Treaty Principles and reflect the distinct characteristics of marae.

38. The draft policy approach and the findings report will be shared at hui with interested marae during September, as part of initial discussions on a new Marae Investment Policy.

Ngā ritenga ā-pūtea / Financial implications

39. The Facility Partnerships Policy is not supported by a dedicated budget. Future investment in facility partnerships will be provided through existing budgets for facility development and operation, allocated through the Long-term Plan 2018-2028 and Annual Plan. Local boards may also award grants and community leases of council property to support facility partnerships.

Ngā raru tūpono / Risks

Risk	Mitigation
Adoption of a new policy may create expectations that there will be additional budget to support facility partnerships.	All public-facing communications and guidance about the new policy will reference the funding available from existing regional and local budgets and how this will be allocated.
Existing facility partners may be concerned that the new policy will impact arrangements already in place, or ongoing council investment.	The new policy will guide decisions on new facility partnerships only, unless an existing partnership is already scheduled for review, and guidance will clearly state this. Where existing partnerships are to be reviewed, staff will ensure partners are adequately supported to prepare.
The transition to the new policy approach will be operationally complex. It impacts multiple teams across the council, and new business processes, guidance and forms will need to be designed to support it.	Detailed implementation planning will be required to ensure the transition is as smooth as possible. Phased implementation over the first financial year (2019/20) may be necessary to achieve this.

Ngā koringa ā-muri / Next steps

40. A summary of all feedback and a final policy will be tabled for consideration and adoption by the Environment and Community Committee in November 2018.

41. Implementation of the new approach is expected to begin during the 2019/20 financial year.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Facility Partnerships Policy - summary of key policy positions	33
b ⇩	Draft Facility Partnerships Policy	35
c ⇩	Facility partnerships with Māori - Summary report	79
d ⇩	Draft Facility Partnerships Policy - Public feedback summary report	107

Ngā kaihaina / Signatories

Author

Rebekah Forman - Principal Policy Analyst

Authorisers

Kataraina Maki - GM - Community & Social Policy

Louise Mason - GM Local Board Services

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

18 October 2018

Operational management model for Meadowbank Community Centre and Tahapa Hall

File No.: CP2018/19206

Te take mō te pūrongo / Purpose of the report

1. To approve an extension to the funding agreement and licence to occupy for Meadowbank Community Centre House Incorporated (MCCHI) from 30 June 2019 until 7 July 2019.

2. To approve the operational management of Meadowbank Community Centre and Tahapa Hall by Auckland Council from 8 July 2019.

Whakarāpopototanga matua / Executive summary

3. MCCHI operates and manages the Meadowbank Community Centre and Tahapa Hall under a funding agreement and licence to occupy. Both agreement and licence expire on 30 June 2019, with no right of renewal.

4. On 19 July 2018, the local board approved the redevelopment of Meadowbank Community Centre (OR/2018/144). Staff have subsequently investigated options for the future interim management of these two facilities from 30 June 2019, until commencement of the redevelopment of the site.

5. At a workshop in August 2018, staff presented the local board with the following four options for the future interim-management of Meadowbank Community Centre and Tahapa Hall:

· Option 1	MCCHI continue to manage Meadowbank Community Centre and Tahapa Hall on a month-by-month arrangement.
· Option 2	Transition of interim-management of Meadowbank Community Centre and Tahapa Hall, excluding the pre-school operation, to Auckland Council.
· Option 3	Undertake an Expression of Interest process to provide opportunity for other interested providers to undertake interim-management of Meadowbank Community Centre and Tahapa Hall.
· Option 4	Discontinue services, closing Meadowbank Community Centre and Tahapa Hall, from 30 June 2019 until re-opening following redevelopment.

6. Staff recommend Option 2: Transition of interim-management of Meadowbank Community Centre and Tahapa Hall, excluding the pre-school operation, to Auckland Council.

7. Staff also recommend an extension to the current funding agreement and licence to occupy held by MCCHI from 30 June 2019 until 7 July 2019, to enable MCCHI to end operational matters in alignment with the end of the school term.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) thank the Meadowbank Community Centre House Incorporated and staff for their longstanding years of community service to the Meadowbank community since 1981.

b) approve an extension to the 2018/2019 funding agreement and licence to occupy for Meadowbank Community Centre House Incorporated from 30 June 2019 until 7 July 2019.

c) approve the operational management of Meadowbank Community Centre and Tahapa Hall, excluding the pre-school operation, by Auckland Council from 8 July 2019.

Horopaki / Context

8. In 1981, MCCHI became an incorporated society with the objective to establish, manage and operate a community facility in Meadowbank.

9. MCCHI has an existing three-year agreement with council to manage and operate the delivery of services from the Meadowbank Community Centre, 29-31 St Johns Road, Meadowbank and Tahapa Hall, 22 Tahapa Crescent, Meadowbank, until 30 June 2019 (OR/2016/76), with no right of renewal.

10. In July 2018, the local board approved the redevelopment of the Meadowbank Community Centre and requested that staff work with MCCHI and advise on appropriate, alternative locations for it to operate core council community services (OR/2018/144).

11. Staff attended a local board workshop in August 2018 to:

· advise that redevelopment works are anticipated to begin after 30 June 2019 and that investigations to relocate the MCCHI and centre users and hirers before then are not required, and

· present four options for interim management of Meadowbank Community Centre and Tahapa Hall when the 2016-2019 funding agreement and licence to occupy held by MCCHI, which expires with no right of renewal on 30 June 2019.

Tātaritanga me ngā tohutohu / Analysis and advice

Operational Management Model

12. Table One presents the four options for the interim-management of Meadowbank Community Centre and Tahapa Hall after 30 June 2019:

Table One

Options	Advantages	Disadvantages
Option 1: The local board continue to fund MCCHI to manage the Meadowbank Community Centre and Tahapa Hall on a month-by-month arrangement.	· The centre is managed and operated by the community · There will be staff onsite daily · Minimal disruption to current services.	· The uncertainty of month-by-month contracts could be unsettling for the organisation and their staff · As the time to commence redevelopment draws closer, the centre may experience a reduction of hirers and users, which will impact delivery of core services · The use of month-by-month contracts is not a financially secure operating model · The centre will be occupied by the community when the developers need to start works, which could delay the project.
Option 2: Transition of interim-management of Meadowbank Community Centre and Tahapa Hall, excluding the pre-school operation, to Auckland Council	· Users and hirers will have access to council customer services support and a 24-hour online booking system · Council staff can ensure that the facility is vacant when required by the developers to commence works on time · Council staff can source alternative locations for current centre users and hirers · Any loss of revenue will not affect the management and operation of the facilities.	· The centre will not be managed by the community · There will be fewer staff on site, which could result in a reduction in levels of service and of hirers and users.
Option 3: Expression of Interest (EOI) for other interested providers to undertake interim management of Meadowbank Community Centre and Tahapa Hall.	· A successful EOI applicant must demonstrate an ability to deliver the required level of service and method of operation so that current service levels can be maintained · A successful EOI applicant must demonstrate operational stability and ability to meet revenue targets.	· A suitable new provider may not be identified through an EOI process · There could be an increase in delivery costs of the centre if the successful applicant is a commercial entity.
Option 4: Discontinue services, closing Meadowbank Community Centre and Tahapa Hall, from 30 June 2019 until re-opening following redevelopment.	· The properties will be available for the developer to commence works.	· Current hirers and users will not be able to use the venue · An uninhabited building could attract undesirable behaviour around the facility · The centre will not generate any revenue.

Options

Advantages

Disadvantages

Option 1:

The local board continue to fund MCCHI to manage the Meadowbank Community Centre and Tahapa Hall on a month-by-month arrangement.

· The centre is managed and operated by the community

· There will be staff onsite daily

· Minimal disruption to current services.

· The uncertainty of month-by-month contracts could be unsettling for the organisation and their staff

· As the time to commence redevelopment draws closer, the centre may experience a reduction of hirers and users, which will impact delivery of core services

· The use of month-by-month contracts is not a financially secure operating model

· The centre will be occupied by the community when the developers need to start works, which could delay the project.

Option 2:

Transition of interim-management of Meadowbank Community Centre and Tahapa Hall, excluding the pre-school operation, to Auckland Council

· Users and hirers will have access to council customer services support and a 24-hour online booking system

· Council staff can ensure that the facility is vacant when required by the developers to commence works on time

· Council staff can source alternative locations for current centre users and hirers

· Any loss of revenue will not affect the management and operation of the facilities.

· The centre will not be managed by the community

· There will be fewer staff on site, which could result in a reduction in levels of service and of hirers and users.

Option 3:

Expression of Interest (EOI) for other interested providers to undertake interim management of Meadowbank Community Centre and Tahapa Hall.

· A successful EOI applicant must demonstrate an ability to deliver the required level of service and method of operation so that current service levels can be maintained

· A successful EOI applicant must demonstrate operational stability and ability to meet revenue targets.

· A suitable new provider may not be identified through an EOI process

· There could be an increase in delivery costs of the centre if the successful applicant is a commercial entity.

Option 4:

Discontinue services, closing Meadowbank Community Centre and Tahapa Hall, from 30 June 2019 until re-opening following redevelopment.

· The properties will be available for the developer to commence works.

· Current hirers and users will not be able to use the venue

· An uninhabited building could attract undesirable behaviour around the facility

· The centre will not generate any revenue.

13. Staff recommend option 2 - the management of Meadowbank Community Centre and Tahapa Hall, excluding the pre-school operation, by Auckland Council from 8 July 2019.

14. Auckland Council would not continue management of the pre-school centre because the uncertainty of the redevelopment timeframe would make it difficult to provide reliable childcare services to meet the needs of parents. The pre-school would not be easily relocated into an alternative facility at short notice due to the nature of the services it provides.

15. Council will manage the delivery of core services in the two facilities and support existing hirers and users to continue services.

16. Staff will work with MCCHI to offer support as required during the transition period.

Extension to Funding agreement and licence to occupy timeline

17. Staff recommend extending the current funding agreement and licence to occupy for Meadowbank Community Centre House Incorporated from 30 June 2019 until 7 July 2019, to enable MCCHI to end operational matters in alignment with the end of the school term because they run programmes that are designed for an entire school term or school holiday period.

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

18. The redevelopment of the Meadowbank Community Centre supports the Local Board Plan outcome to ensure “Our residents are proud of their community facilities and public places”.

19. A meeting has been arranged with MCCHI and users of the centre, where Local Board and Council staff will provide an update on the redevelopment and the opportunity to respond to any questions and concerns. This meeting had not been held at the time of writing this report.

Tauākī whakaaweawe Māori / Māori impact statement

20. The community centre facilities in the local board area are available to all people, including Māori. This decision will have no impact to the current access available to Māori.

Ngā ritenga ā-pūtea / Financial implications

21. The local board allocated $51,038 of Asset Based Funding in their 2018/2019 work programme delivery of core council services in the Meadowbank Community Centre and Tahapa Hall. This funding will also be required in the 2019/2010 financial year if the facilities remain in operation, whether managed by council or a community group.

Ngā raru tūpono / Risks

22. The risks associated with the change in management and the proposed mitigation of these risks our outlined in table two:

Risk	Mitigation
Disruption to MCCHI and employees.	Auckland Council will offer support and assistance to MCCHI including extending access to the Auckland Council Employee Assistance Programme (EAP) so that MCCHI committee and employees can access support to deal with the change.
A decrease in bookings could impact the revenue and utilisations of the centre.	Auckland Council will ensure that clear communication is available to the community to advise of a change in management and continuation of services to ensure the centre is utilised.
MCCHI could request to terminate their agreement earlier than 7 July 2019.	Council will resume the management and operations of the Meadowbank Community Centre and Tahapa hall from the day after the agreed date of early termination.

Ngā koringa ā-muri / Next steps

23. Upon approval by the local board, staff will ensure that clear communication is available informing the public of any change to operational management of Meadowbank Community Centre and Tahapa Hall and make resources available to respond to any questions or concerns regarding the change.

24. Auckland Council will commence management of the Meadowbank Community Centre and Tahapa Hall from 8 July 2019.

25. Staff will continue to update the local board on the progress of the redevelopment.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Author

Susan Ropati - Place Manager, Community Places

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

18 October 2018

Auckland Transport October 2018 update - Ōrākei Local Board

File No.: CP2018/19372

Te take mō te pūrongo / Purpose of the report

1. To provide an update to the Ōrākei Local Board on transport related matters in its area including the Local Board Transport Capital Fund (LBTCF).

Whakarāpopototanga matua / Executive summary

2. In particular, this report:

a) provides a progress update to the Ōrākei Local Board about its current transport capital fund projects, including financial information about how much budget remains in this political term.

b) updates the Ōrākei Local Board on issues such as the Glen Innes to Tamaki Drive shared path, Clonbern Park car park, Ellerslie Parking consultation and speed changes in Mission Bay and St Heliers.

c) responds to Ōrākei Local Board resolutions on a number of issues.

d) notes consultation information sent to the Board for feedback and decisions of the Traffic Control Committee as they affect the Board area.

3. Auckland Transport has been working with the Board on the consultation for the second section of the Glen Innes to Tamaki Drive shared path.

Ngā tūtohunga / Recommendation

That the Ōrākei Local Board:

a) receive the Auckland Transport October 2018 update report.

Horopaki / Context

4. This report addresses transport related matters in the Ōrākei Local Board area and includes information on the status of the LBTCF.

5. Auckland Transport is responsible for all of Auckland’s transport services, excluding state highways. Auckland Transport reports on a monthly basis to local boards, as set out in their Local Board Engagement Plan. This monthly reporting commitment acknowledges the important engagement role local boards play within and on behalf of their local communities.

6. The LBTCF is a capital budget provided to all local boards by Auckland Council and delivered by Auckland Transport. Local boards can use this fund to deliver transport infrastructure projects that they believe are important but are not part of Auckland Transport’s work programme. Projects must also:

· be safe

· not impede network efficiency

· be in the road corridor (although projects running through parks can be considered if there is a transport outcome).

Tātaritanga me ngā tohutohu / Analysis and advice

Local Board Transport Capital Fund (LBTCF)

7. The table below summarises the balance of LBTCF remaining budget and has been updated to include the increased allocation from 1 July 2018. The Board have access to approximately $1,000,000 as they can use the allocation from the 2019/2020 financial year.

Ōrākei Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$3,259,319
Amount committed to date on projects approved for design and/or construction	$849,625
Remaining Budget left	$2,409,694

8. The table below reflects the status of projects to which LBTCF has already been committed.

Status update on current of Local Board Transport Capital Fund projects
Project	Description	Current status	Has the status changed since last month’s update?	Funds allocated
Wayfinding signage – 12 walkways in St Johns Park area	Improve the accessibility of links through St Johns Park to services such as bus stops	In progress	Yes	$45,000
Selwyn Reserve Walkway	Close the gap in the current walking network in Selwyn Reserve	Waiting board decision	No	$148,000
Gowing Drive connection to the Glen Innes to Tamaki Drive Shared Path	Pedestrian and cycling bridge	Feasibility	No	$2,000,000 (unallocated)

Responses to resolutions

9. The ‘Resolution’ is recorded below in bold. Auckland Transport’s response is below the ‘Resolution’ in normal font.

10. That the Ōrākei Local Board request Auckland Transport to reinstate the painted zebra lines on the pedestrian crossing on Meadowbank Road (between Corinth Street and Mt Carmel Place), to preserve safe pedestrian access to and from local school.

11. The reinstatement of this crossing is included in the road safety programme to be delivered in the Ōrākei board area in the 2018/2019 financial year. The Board are currently being consulted on this request.

12. Request Auckland Transport to report to the Board’s October 2018 meeting to provide the engineer results of what and how Auckland Transport has been monitoring the Clonbern Road, Remuera carpark over the last two years.

13. Auckland Transport is monitoring 17 locations on level one and 12 locations on level two of the Clonbern Carpark.

14. The monitoring is done once a month by GHD under a professional services contract that has been in place since December 2017. Prior to this Opus was responsible for monitoring the Clonbern car park and this contract began in April 2016.

15. Request Auckland Transport to report to the Board’s October 2018 meeting regarding what if any involvement Auckland Transport has had in development arrangements between New World Supermarket, Remuera and a retirement village proximate to the site.

16. Auckland Transport has entered into a non-binding participation agreement with Foodstuffs. This document has been previously supplied to the Local Board.

17. There is no commitment by Auckland Transport or Auckland Council to Foodstuffs or the retirement village operator (MetLifecare) to undertake any development.

18. Foodstuffs is presently undertaking initial design and feasibility work that will be presented to the Local Board with Panuku when it is available within the next 2-3 months.

19. Request Auckland Transport to reassess the safety feasibility of the Ladies Mile Cycleway and provide advice to the Board on alternative routing.

20. This request is being investigated by our network operations team and cycling team. There is currently no progress update to provide the Board.

21. Request Auckland Transport, as part of its Road Safety and Speed Management Programme for the Ōrākei Local Board 2018-2021, to enforce the present bylaw restrictions, and to enact urgently a new bylaw reinstating the left turn ban at the Solent Street/Tamaki Drive intersection (refer Attachment A), and prohibiting heavy truck and trailer container vehicles, both laden and un-laden, travelling from the Ports of Auckland wharves to destinations outside the Board’s area, along Tamaki Drive, Kepa Road, Kohimarama Road and St Johns Road, noting:

i) these roads form a relatively narrow and bending route through residential streets, with tight signalised intersections, and with part of Kepa Road on hilly unstable land

ii) the increasing size, capacity, weight and length of container trucks and trailer units

iii) the increasing residential development along this this predominately residential route

iv) with three schools on this route there is the increasing potential danger to pedestrians and cyclists

v) the proposed freight transportation report presently being developed by Auckland Transport may not address the potential and significant safety issues raised by the Board, and could recommend the continuation of this route for container traffic

vi) the current bylaw restrictions, which were promoted by the former Hobson Community Board after extensive consultation and investigation, are not always being adhered to

vii) the alternative Stanley Street/Grafton Road route was specifically constructed for heavy container vehicle movement from the port to the motorway

viii) the potential for increasing the movement of containers by rail.

22. The current route is an agreed over dimension and freight route. Auckland Transport has noted the comments from the Board however there are no current plans to establish an alternate route at this time.

Other Auckland Transport news

Glen Innes to Tamaki Drive shared path

23. NZTA and Auckland Transport will consult on stage two of the Glen Innes to Tamaki Drive shared path at the end of October. The consultation will be open for three weeks and will include the design for the handrail on section three.

Clonbern car park

24. The Transport Lead has been briefed on the current situation of the car park and Auckland Transport are committed to working with the Board over the next few months to make sure the carpark is safe.

Ellerslie parking consultation

25. We had more than 500 people provide feedback on the proposed changes. The feedback from the hardcopy forms has been entered into a spreadsheet and combined with all of the electronic feedback. In early October, we will be sending out an email/letter to respondents thanking them for their feedback and informing them of the following next steps:

· We will analyse all of the feedback received

· The project team will review the feedback and take it into consideration before making any decisions

· We will create a report summarising all of the feedback and outline the outcome of the consultation

· Brief the Board on the findings of the feedback.

26. Auckland Transport expect this process will take around 3-4 months, and will update the Board in the New Year.

Speed changes in Mission Bay and St Heliers

27. As part of Auckland Transport’s commitment to ‘vision zero’ we are consulting on an AT bylaw to change the speed limit on Auckland roads from 50km to 40km or 30km.

28. The initial roads and areas selected have a current operating speed of less than 50km; this means that there is unlikely to be significant changes to the flow of traffic.

29. The importance of a lower speed limit is to allow road users to make a mistake without death and serious injury being the outcome if they have a crash.

30. Once the consultation is complete and signed off, AT expects the first round of changes will be completed by the end of the 2018/2019 financial year.

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

Auckland Transport consultations

31. Over the last reporting period, Auckland Transport has invited the Board to provide its feedback on the following proposals: Mobility parking changes on Averill Ave, Kohimarama, speed calming in Kupe Street, Ōrākei, and Speed Changes on West Tamaki Road, broken yellow lines on Kitemoana Street and a zebra crossing on Meadowbank Road.

Traffic Control Committee resolutions

32. Decisions of the Traffic Control Committee affecting the Ōrākei Local Board area in September 2018:

Traffic Control Committee Decisions
Tamaki Drive, Glover Road, Waitara Road	St Heliers	Temporary Traffic and Parking changes (Event)	Temporary Traffic and Parking restrictions	Carried
Polygon Road, St Heliers Bay Road, Turua Road	St Heliers	Permanent Traffic and Parking changes combined	No Stopping At All Times, Angle Parking, P30 Parking, P60 Parking Pedestrian Crossing, Roundabout Controlled By Give-Way, Flush Median, Edge Line	Carried

Tauākī whakaaweawe Māori / Māori impact statement

33. The proposed decision of receiving the report has no impacts or opportunities for Māori. Any engagement with Māori, or consideration of impacts and opportunities, will be carried out on an individual project basis.

Ngā ritenga ā-pūtea / Financial implications

34. The proposed decision of receiving the report has no financial implications.

Ngā raru tūpono / Risks

35. The proposed decision of receiving the report has no risks.

Ngā koringa ā-muri / Next steps

36. Auckland Transport will provide another update report to the local board in November 2018.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Author

Melanie Dale - Elected Manager Relationship Manager

Authorisers

Jonathan Anyon – Manager Elected Member Relationship Team

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

18 October 2018

Review of the Code of Conduct

File No.: CP2018/18740

Te take mō te pūrongo / Purpose of the report

1. To seek local board feedback on the draft Code of Conduct (code).

Whakarāpopototanga matua / Executive summary

2. The council’s initial code was prepared by the Auckland Transition Agency prior to Auckland Council commencing. It was last reviewed in 2013. The code has worked well but there have been a number of issues identified. The Governing Body agreed that the code be reviewed through the Joint Governance Working Party. Presentations were made to local board cluster meetings earlier this year.

3. Based on feedback to date, an amended code has been drafted and the Joint Governance Working Party has approved it to be reported to local boards for feedback. The proposals contained in the draft code address the issues that were identified.

4. A comparison of the draft code with the current code can be summarised as follows:

i) The code itself is more concise

ii) Material breaches are defined

iii) There are separate complaint processes depending on whether a complaint relates to a non-material breach, a material breach or conflict of interest

iv) The current independent review panel is replaced by a Conduct Commissioner, who can impose sanctions

v) Findings of the Conduct Commissioner (for material breaches) will be made public to assist compliance with sanctions imposed by the Conduct Commissioner

vi) There is no political involvement in determining a complaint or imposing sanctions

vii) Related documents are bundled in with the code and key policies and protocols and adopted with the code:

a) Conflict of interest policy

b) Access to information protocol

c) Election year policy

d) Communications policy

e) Media protocols

5. Local board feedback is being sought on the draft code.

Ngā tūtohunga / Recommendation/s

That the Ōrākei Local Board:

a) provide its feedback on the draft Code of Conduct attached to this report.

Horopaki / Context

What is the Code of Conduct

6. A code of conduct essentially sets out a council’s expectations about how members will conduct themselves. Every council is required to adopt a code of conduct (Local Government Act 2002, schedule 7, clause 15). It must set out:

“(a) understandings and expectations adopted by the local authority about the manner in which members may conduct themselves while acting in their capacity as members, including—

(i) behaviour toward one another, staff, and the public; and

(ii) disclosure of information, including (but not limited to) the provision of any document, to elected members that—

(A) is received by, or is in the possession of, an elected member in his or her capacity as an elected member; and

(B) relates to the ability of the local authority to give effect to any provision of this Act; and

(b) a general explanation of—

(i) the Local Government Official Information and Meetings Act 1987; and

(ii) any other enactment or rule of law applicable to members.”

7. Once adopted, a code of conduct requires a 75 per cent majority to change it.

8. Members of local boards must comply with the code of conduct that is adopted by the governing body (Local Government Act 2002, schedule 7, clause 36B).

Reasons for reviewing the Code of Conduct

9. In working with the current code the council has experienced a number of issues:

i) It is not easy to follow. It includes principles, descriptions of roles and responsibilities and statements about relationships and behaviours. However, a complaint about a breach can only relate to the section on relationships and behaviours.

ii) Although a positive aspect of the current code is a focus, initially, on resolving complaints to the satisfaction of the complainant, it is not appropriate for an allegation about a conflict of interest to be resolved to the satisfaction of the complainant – conflict of interest allegations need to be tested against the law.

iii) The code does not distinguish between non-material and material breaches. All allegations of breaches are treated the same.

iv) The final point of escalation of a complaint is to the independent review panel which comprises three members. This process is valuable but is underused because it can be expensive with three members being required.

v) There needs to be a requirement that a complainant has tried to resolve their complaint prior to submitting it to the formal complaint process in the code.

vi) The code is underused because it is seen to “lack teeth”. There needs to be a review of available sanctions.

10. PWC were commissioned to review the current code and the Governing Body agreed at its February 2018 meeting that the current code should be reviewed. The Joint Governance Working Party is overseeing the development of the code.

Engagement to date

11. Staff made presentations to local board cluster meetings and a Governing Body workshop earlier this year. Among the issues discussed, was whether a revised code should be concise and principles-based or prescriptive.

12. The approach to the draft code was discussed with the Joint Governance Working Party, whose guidance included that there should be no political involvement in the determination of complaints and the imposition of sanctions.

13. A draft was presented to the Joint Governance Working Party on 12 September which the working party approved for reporting to local boards for their feedback.

Tātaritanga me ngā tohutohu / Analysis and advice

The draft code

14. The draft code is at attachment A.

15. The draft code is presented as two documents:

i) The code itself contains:

a) principles

b) descriptions of material breaches

c) the complaints process.

ii) The second document contains attachments which provide more detail:

a) Policies and protocols which are adopted along with the Code and are an intrinsic part of the code. Elected members must abide by the conduct set out in these documents

b) Description of applicable legislation which the Local Government Act requires all codes to contain

c) Documents which are described as “external” in the sense that they are agreed outside the code but are relevant to the conduct of members. An example is the Expenses Policy which is agreed by the Finance and Performance Committee and approved by the Remuneration Authority. It is useful to have these documents included for easy reference and to provide context to some aspects of the code.

16. The code describes two key principles – trust and respect. The principle of trust captures the expectations of the community in their elected representatives. The community trusts that members will act in the interest of the community and not their own interest, for example. This principle encompasses the ethical dimension of conduct.

17. The principle of respect captures the expectations members have of each other in terms of their conduct towards each other and towards the public.

18. The principles are written in a style which indicates personal commitment (“I will…”).

The complaints process

19. The draft code contains definitions of “material breaches”. This defines what the bottom line is and at what point a breach needs to be treated more seriously than other breaches. A complaint which relates to a material breach is treated differently to a complaint which relates to a non-material breach.

20. A complaint is lodged with the chief executive. A complaint must set out what part of the code has been breached, must provide evidence of the breach and evidence of attempts to resolve the breach. (Where the code refers to chief executive this includes a nominee of the chief executive.)

21. If the complaint relates to a conflict of interest, the chief executive will arrange for the member to receive advice from either Legal Services or Audit and Risk. The complainant has no further role. If the member does not comply with advice, the matter becomes a material breach for investigation by the Conduct Commissioner.

22. In other cases, the chief executive refers the complaint to an “Investigator”. An Investigator is appointed by the chief executive and may be a staff member or external person.

23. The Investigator conducts a preliminary assessment of the complaint and has the discretion to dismiss the complaint if it is frivolous or vexatious or without substance.

24. If the complaint relates to a non-material breach, the Investigator may make non-binding recommendations, including a recommendation to apologise or undertake voluntary mediation.

25. If the complaint relates to a material breach, it is referred to a “Conduct Commissioner”. A Conduct Commissioner is a person of the calibre of a retired High Court judge and is selected from a list of such persons which has been approved by the Governing Body.

26. The Conduct Commissioner may direct mediation or conduct an investigation which may include a hearing.

Sanctions

27. The Conduct Commissioner has the power to impose sanctions, including a requirement to apologise, withdraw remarks or make a public statement. The report of the Conduct Commissioner is formal and made public, to promote compliance with the sanctions imposed by the Conduct Commissioner.

28. The Conduct Commissioner replaces the current independent review panel, which is not used frequently due to the cost associated with it having three members.

29. Staff had been asked to investigate whether there could be financial sanctions. The Remuneration Authority was asked whether it would agree to a reduction of salary paid to a member who breached the code. The reply included:

The Authority is often asked whether the performance of an individual or individuals is considered when making a determination. Performance does not feature in the list of criteria that the Authority is required to take into account. Therefore, it has no mandate to consider performance.

Section 14 (implementation of determinations) of the Remuneration Authority Act 1977 says that every determination issued by the Authority must be implemented according to their tenor and it is unlawful to act contrary to a determination. This prevents a council from making deductions from an elected member’s salary.

Attachments to the code

30. The attachments include:

i) Policies and protocols that are adopted along with the code:

· Conflict of interest policy

· Access to information protocol

· Election year policy

· Communications policy

· Media protocols

ii) A description of legislation that is required by the Local Government Act 2002.

iii) Documents that are external to the code but are included because they are relevant to conduct:

· Guide to governance roles and responsibilities

· Guide to working with staff

· Expenses policy

31. The attached policies include the conflict of interest policy which has been rewritten and a new “Access to information protocol.” All other documents attached to the code are from existing sources and are not new.

Conflict of interest policy

32. The Conflict of Interest Policy has been updated to reflect the current legal position relating to conflicts of interest and pre-determination, as the current policy is out of date.

33. It remedies a current inconsistency between the treatment of financial and non-financial interests (being automatically disqualified from decision-making for a financial interest, but not for a non-financial interest).

34. It includes a new section on pre-determination, which is a separate legal concept to conflicts of interest.

35. It places stronger emphasis on the interests of the council in the probity and integrity of its decisions, as the consequences of failing to manage are more commonly borne by the council.

36. It is intended to be more user-friendly and accessible.

New protocol included – Elected Member Access to Information

37. Included in the policies and protocols attached to the Code of Conduct is a new ‘Access to information protocol’. This protocol puts a framework around elected members legal right to council information under the ‘need to know’ principle. This protocol is in addition to the existing ways that elected members can gain access to information. It is aimed at addressing circumstances where there has been lack of clarity over requests for information where it is not clear if it is or is not confidential.

The need to know principle for elected members

38. In addition to rights under LGOIMA, elected members have a legal right to council information under the “need to know” principle established by the common law. Under this principle, a good reason to access council information exists if an elected member shows that access to the information is reasonably necessary to enable them to perform their statutory functions as a member of the council. In some limited cases elected members may also be able establish a “need to know” council information relevant to their representative duties.

Why we are proposing a protocol

39. The purposes of the draft protocol are to:

i) Give effect to the legal ‘need to know’ principle.

ii) Enable elected members to properly perform their statutory functions as democratically elected local decision-makers; and to facilitate them in fulfilling their representative duties. This promotes democratic and effective local government.

iii) Provide elected members with better and more efficient access to Council information than is provided for LGOIMA, by reducing the number of withholding grounds that can apply to the information and the timeframes for response.

iv) Provide for transparent and impartial Chief Executive decisions on requests under this protocol, and a democratic mechanism for the reconsideration of such decisions.

v) To provide that confidential Council information will be made available to elected members in a manner that reflects the Council’s legal duty to protect the confidentiality of the information and does not prejudice the interests protected by LGOIMA.

40. We have agreed with the Chief Ombudsman that we will develop a protocol to better manage elected member access to information.

41. Because this is the first time that council is adopting such a protocol, staff are suggesting that it is revisited and reviewed within 18 months of its adoption to ensure that it is working effectively, best enabling elected members to properly perform their statutory functions as democratically elected local decision-makers and facilitating them in fulfilling their representative duties.

Summary of suggested process in draft protocol

42. The protocol sets out a framework and process for elected member requests for council information. In summary, the process in the protocol is:

i) Elected members make a request for information held by Council and explain why they need the information.

ii) Chief Executive makes a decision on whether the information is reasonably necessary for the elected member to exercise their statutory functions or performance of their representative duties, and whether any of the limited reasons to withhold may apply (for example if personal information should be redacted for Privacy Act reasons).

iii) Decision and the provision of information to the elected member (with conditions if necessary for confidential information) within 5 working days.

iv) If an elected member is not happy with the Chief Executive decision, they can ask it to be reconsidered by the Audit & Risk Committee.

Local board feedback

43. Local board views are being sought on the proposed changes in the draft code and the supporting policies that will be adopted alongside the code. In particular:

· The principles based and positive intent in the drafting of the code

· Defining material breaches and making the findings of complaints of a material breach public

· Replacing the current independent review panel with an independent Conduct Commissioner, who can impose sanctions which means having no political involvement in determining a complaint or imposing sanctions

· Support for the access to information protocol

44. Feedback from local boards will be considered by the Joint Governance Working Party at its meeting on 31 October 2018. The working party will then recommend a final draft code to the Governing Body for adoption. Once adopted by the Governing Body, the Code applies to all elected members.

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

45. Local board feedback will be reported to the Joint Governance Working Party. The code impacts local boards in that all members must abide by it.

Tauākī whakaaweawe Māori / Māori impact statement

46. The Code of Conduct is an internal procedural document. The principles and values expressed in the document provide for inclusivity and specifically disallow discrimination.

Ngā ritenga ā-pūtea / Financial implications

47. There may be financial implications if the Investigator that the chief executive appoints is external. Escalation to the Conduct Commissioner will have lesser financial implications than referral to a full review panel as provided in the existing code, but because of the reduced financial cost, may be utilised more often.

Ngā raru tūpono / Risks

48. There is a risk that some elected members will not be fully socialised with the new code. Staff will investigate how best to ensure all elected members are fully aware of the new code.

Ngā koringa ā-muri / Next steps

49. The feedback from local boards will be reported to the meeting of the Joint Governance Working Party on 31 October 2018. The working party will then recommend a final draft code to the Governing Body for adoption.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Draft Code of Conduct	135
b ⇩	Draft Code of Conduct attachments	149

Ngā kaihaina / Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Louise Mason - GM Local Board Services

Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards

Ōrākei Local Board

18 October 2018

Ōrākei Local Board

18 October 2018

Board Member Report - Carmel Claridge

File No.: CP2018/19403

Purpose of the report

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendation

a) That the report be received.

b) That the Board formally endorse its feedback to Auckland Transport on the following:

· Kupe St Pedestrian Improvements

· Averill Ave Relocation of Mobility Park

c) That the Board request Auckland Transport to provide a rough order of costs for the widening and relocation of the existing pathway between Findlay Street and Hewson Street, Ellerslie that connects to the Ellerslie Train Station underpass, and the provision of wayfinding signage at each end of the pathway.

d) That the Board request Auckland Transport to investigate the feasibility of implementing a lower speed limit at the northern end of Kupe Street, Kohimarama and report back to the Board on its findings.

Portfolio Lead: Transport

Other (alternate portfolio holder): Parks and Reserves

Transport

Hewson/Findlay Street Pathway – Ellerslie

The Ellerslie Residents’ Association have requested that there be improvements to the walkway connection between Findlay Street and Hewson Street that is a pedestrian/cyclist feeder to the underpass to the Ellerslie Train Station. The strip runs adjacent to the motorway on the western side and residential housing on the other. The pathway is very close to that residential boundary despite there being plenty of room planted in grass verge on the western side. There is a strip of pittosporum planting on Auckland Transport land than has reached a considerable height of several metres. The growth in the width of that planting is now encroaching on the pathway, and the excessive height is causing significant shading during the day and obscuring the lighting at night. Residents describe the pathway as feeling dark and unsafe to use, even during daylight hours.

· Create a more defined “entrance/exit way” particularly at the Ramsgate Street end.

· Widen / and/or relocate the concrete Pathway closer to motorway to enable better pedestrian & cycle flow.

· Trim back pittosporum trees on the Palms boundary to 50% of existing height to enable flow of natural light onto the walkway.

· Expose existing lighting for better halo effect.

· Add lighting if trimming does not bring up to sufficient standard.

· Add wayfaring Signage.

The list of issues has already started to be actioned by Auckland Transport and I have received assurance that Council arborists will be assessing the trees for trimming, and once that is done the lighting will be inspected to ensure it meets required standard. The Board will need to consider whether it is prepared to allocate funding for the relocation of the pathway and possible widening to better accommodate cyclists.

Photographs are attached (attachment A).

Kupe Street Pedestrian Safety Improvements:

At an informal meeting with Ngāti Whātua Ōrākei on Tuesday 2nd October Kit and I began preliminary discussions on working together with Iwi to improve the safety of Kupe St and its feeder roads where there are serious concerns from residents and visitors to the Marae around speeding and other unsafe usage by road users. There is significant development underway through the Kāinga Tuatahi development project on Kupe St delivering 30 additional medium density homes for Ngāti Whātua Ōrākei whanau. With more families residing in the area, there are more children using these local roads, and it is important that we look to a long term vision for the area to ensure mokopuna can get to and from the Marae, schools, playgrounds, and sporting facilities safely. We are submitting on a small project proposed to improve safety on Kupe St which is being delivered as part of the Road Safety Improvements additional funding recently made available in the RLTP.

However, there is the potential to look at this area through a more aspiration lens. There is potential to provide better connectivity across to the whenua in the Pourewa Valley and using better urban design, and roading treatments create a safer and more neighbourly street environment. Suggestion was also made that the Board advocate for a ‘safer speed zone’ for the roads leading to the Marae.

Ōrākei Local Board feedback on Auckland Transport proposed works on Kupe St is attached (attachment B).

Mobility Park Relocation – Averill Ave

Ōrākei Local Board feedback on Auckland Transport proposed works on Averill Ave is attached (attachment C).

Bus Frequency/Noise Complaints

With the roll out of the New Network in July there has been both positive and negative feedback on the increased frequency of bus movement on some of our Ward’s roads. Whilst some of our residents have welcomed the convenience of not having to consult a timetable and a bus every 15 minutes on routes such as the 75, we are getting complaints about the noise of the extra buses, parking visibility issues near bus stops, and the removal of services from certain areas. Given that the bus routes are reviewed by Auckland Transport at 3, 6, and 12 months from roll-out, constituents are being advised to put their feedback directly to Auckland Transport via the website, where there is a link specifically for that purpose.

Stonefields Residents’ Association

As Transport Lead I have been alerted to a problem in Stonefields with deterioration of some of the surrounds for the tree and shrub planting on the verges that were installed in the initial stages of the development. Although some residents have continued to maintain the planting in some of these surrounds others have become overgrown and unsightly. The Residents’ Association are currently considering a project to help beautify the streets of their suburb - restoring these installations and properly maintaining them or having them removed by Auckland Transport where appropriate. This is a project that aligns with the Board’s outcomes in the areas of place-making, and ecological enhancement.

An excerpt from correspondence from a Stonefield resident describes as follows:

“A survey of the street trees in Stonefields indicates that there are about 635 with wooden surrounds and 125 with concrete surrounds (either around parking bays or on the berm). Of those with wooden frames about 60 are disintegrating and/or completely overgrown with kikuyu. Looking at the general condition and those where people have planted or installed bark/stones/pebbles and those which are largely ignored would suggest that at least half of the 635 should have the surrounds removed so that grass may be mowed up to the base of the trunk. These leaves about 320 surrounds for rehabilitation (some will not require much).”

Costings are being sought by the Association and I look forward to working with them in helping progress this project.

Remuera Residents’ Association

The Remuera Residents’ Association through its Chairman has expressed dissatisfaction with the Board’s feedback on Auckland Transport’s proposed Double Decker works to accommodate those buses on the 75 route, which passes along Remuera Rd. The objection to the feedback is that it does not adequately address the issues concerning Remuera residents. I note that the Board is not the decision maker in this matter – it is Auckland Transport. The Board must also take into account all constituents when providing feedback on transport matters not those immediately affected, who are in any event, entitled to submit as individuals. The Remuera Residents’ Associations own submission was presented via the Board and its views were made very clear to the decision makers in this matter.

Environment

Tamaki Estuary Environment Forum

The TEEF Forum which I Co-Chair with Julie Chamber submitted on the Tamaki Open Space Network. Shaun Lee, a member of the Forum also provided a personal submission focussing on the need to retain the habitats for shore birds in the Tamaki Estuary area. Shaun has been a very valuable member of the Forum and recently lost both his parents to a tragic car accident overseas. I would like to express sincere sympathies to Shaun at this very sad time for him.

A copy of the TEEF submission is attached (attachment D).

Pourewa Valley/Selwyn Bush Clean Up Event

As part of Keep New Zealand Beautiful Week I am involved each year as Chairman of the Friends of Pourewa with organising a rubbish clearing event in the Pourewa Valley. This is done in partnership with the Meadowbank St Johns Residents’ Association. To date, we have concentrated our efforts on the Selwyn Bush area that is on the grounds of Selwyn College. In the past this location has been used as an old dumping ground for household appliances, building debris, old plastic sheeting, and general rubbish. Illegal dumping is now more difficult because of the installation of mesh fencing, and majority of rubbish is from historic rather than recent dumping.

Over the years we have managed to make a significant improvement to the visual amenity and ecological health of the bush by clearing these items.

The clean up this year involved 35 volunteers, including the Chairman of the Mission Bay Kohimarama Residents - Don Stock, and Meadowbank St Johns Residents’ Chairman - Barry Stewart. Councillor Desley Simpson also turned up on the day, as she does every year to help out.

Over the course of two hours two 9 metre skip bins were filled almost to capacity by our hard working team of all ages.

I would like to thank Auckland Council’s contractors, Ventia, for the supply of the two 9m skip bins for the day’s activities – one for general rubbish and one for metal only for recycling. Ventia also picked up a large stash of 25 old tyres we extracted from the bush to recycle and provided a BBQ trailer and 60 sausages for the event.

Thanks to Ventia’s generosity the event cost under $70 for the Residents’ Association to run. It was an excellent example of Community groups working collaboratively with Auckland Council and private enterprise to achieve significant results with minimum financial impact on the ratepayer.

Photographs of the event are attached (attachment E).

Activities

Date Activities

31^st August – 14^th September On Leave

17th September Attendance at Plastic Free Ōrākei Launch

18th September Meeting with Councillor Wayne Watson

18th September Parks Meeting – Bledisloe House

18th September Leases Meeting – Bledisloe House

19th September Attendance at la Boheme Opera as guest of Todd Property

20th September Chairman/Deputy Chairman meeting

20th September Representation Review overview

20th September Meeting with OBC new Chairman Bill Berry

24th September C&R AGM Attendance

24th September Attendance at Pillars Trust Art Exhibition – Community of St Lukes

27th September Chairman/Deputy Chairman meeting

27th September Auckland Transport Update

27th September Ōrākei Local Board Workshop

28th September Meeting with TEEF Co-Chairman for preparation of Submission

30th September Pourewa Valley Clean Up Event – Supervision

2nd October Meeting with Ngāti Whātua – Ōrākei Community Centre

3rd October Attendance at Mission Bay Development public meeting Selwyn College

4th October Ōrākei Local Board Workshop

5th October Interview with Journalism Student (private footage not to be used for media distribution)

Attachments

No.	Title	Page
a ⇩	Photographs: Hewson/Findlay Walkway, Ellerslie Train Station	235
b ⇩	Ōrākei Local Board Feedback: Kupe Street, Ōrākei - Improved Pedestrian Facilities	237
c ⇩	Ōrākei Local Board feedback: Mobility park relocation on Averill Avenue	239
d ⇩	Tāmaki Estuary Environment Forum Submission: Māungakiekie – Tāmaki DRAFT Open Space Plan October 2018	241
e ⇩	Photographs: Pourewa Valley clean up	251

Signatory

Author

Carmel Claridge - Ōrākei Local Board Member

Date: October 2018

Ōrākei Local Board

18 October 2018

Board Member Report - Troy Churton

File No.: CP2018/19296

Purpose of the report

1. To update the Ōrākei Local Board Members on projects, activities and issues since the last meeting.

Recommendations

a) That the report be received.

b) That the Ōrākei Local Board request a delegation from the Board attend and present to the Auckland Transport Board’s next meeting to seek reinstatement of parking permits for Board members.

c) That the Ōrākei Local Board request a briefing from the Mayor and Councillor Simpson regarding any reports that the Mayor has commissioned on public golf courses and how he views the selection of which courses to consider for residential development.

Portfolio Lead: Resource Consenting and Regulatory

Other (alternate portfolio holder): Heritage; Environment (Joint)

Snapshot of Planning and Regulatory matters and general representative work

2. Planning file enquiries and comments relating to a range of applications including other matters such as:

· Drafting Board statement for Drive Holdings Mission Bay development and canvassing with fellow portfolio members and collating Board views (attachment A).

· Attending Mission Bay / Kohi Residents Association meeting / liaising with it and St Heliers Residents Association regarding planning submissions and process

· Circulating weekly consent applications and liquor licence items across Residential Associations and fielding calls or enquiries from them

· Liaising with Member Wong regarding information process on 19 Ara Street, Remuera

· I continued to receive a large majority number of emails and calls from constituents in and outside Ōrākei keen to see ways of reducing night-time nuisance from Police helicopters. I copy a few examples to six of the seven Board members from time to time to keep them abreast of the fact that this remains a community issue

· Advising Merton Road lessee regarding Panuku and lease renewal issue

· Liaising with Eastern Suburbs representatives about planning clubroom and community facility improvement

· Attending a drop in session regarding Council submissions on proposed changes to the Residential Tenancies Act

· Liaising with MBSJ Resident Association rep regarding Remuera Golf Course and proposed sale thereof

· Attending Auckland Airport Committee meeting

· Attending Eastern Suburbs Football Association prize-giving and provision for Auckland Water Ski Club AGM.

Parking and use of mobile phones

3. Previously the Board has resolved by majority in favour of reinstating parking permits for Ōrākei Local Board Members. AT has not yet facilitated this. The Board should now address the AT Board.

4. Council issued mobile phones to elected reps to facilitate text parking at metred spaces. Now AT has taken away the option to text a parking space.

5. There are inefficiencies with the limitations at meters only using either coins or credit cards, and an additional consumer charge for using credit cards at meters (0.50 transaction fee) which seems no less than a transaction fee for using a text option.

6. For an elected rep, using a private credit card generates a new additional administrative process for both rep and council staff that was not necessary when using text a park.

7. Elected reps should be re-issued with the parking permit system that used to be available at the beginning of this term.

Attachments

No.	Title	Page
a ⇩	Ōrākei Local Board comment: Drive Holdings Ltd Mission Bay development	255

Signatory

Author

Troy Churton - Ōrākei Local Board Member

Date: 4 October 2018

Ōrākei Local Board

18 October 2018

Board Member Report - Colin Davis

File No.: CP2018/19451

Purpose of the report

To update the Ōrākei Local Board Members on projects, activities and issues since last reported.

Recommendations

a) That the report be received.

b) That the Ōrākei Local Board’s submission on the Review of Representation Arrangements for Governing Body Members, be formally approved.

c) That the process be started for the naming of the unnamed local reserve at Whakatakataka Bay, Ngapipi Road, Ōrākei, in accordance with the Board’s Parks and Reserves, Park Features and Park Facilities Naming Policy and Guidelines, with the suggestion that it be named Whakatakataka Reserve.

Portfolio Lead: Parks & Reserves (joint); Arts and Libraries; Heritage

Alternate portfolio holder: Environment; Resource Consenting and Regulatory

Other - internal appointments: Mayor’s WWI Memorial Advisory Group; Quality Advice Political Advisory Group

Other - appointments to external community organisations: Stonefields Residents Association Inc. (Lead); St Heliers/Glendowie Residents Association Inc. (Alternate); Auckland Netball Centre Inc. (Lead); Friends of Churchill Park (Lead); Ōrākei Basin Advisory Group (joint parks portfolio holder); St Heliers Bay Village Association (Alternate); Michaels Avenue Reserve Community Liaison Committee (Alternate).

Arts

As at the date of writing this report, work has not progressed on completing the two partially completed art works on the utility boxes at St Heliers, nor have I seen any draft images for the other box in Polygon Road. This work was commissioned in 2017 as part of the utility box artwork programme for completion in the 2017/2018 financial year. The detailed design of the work proposed on the smaller box outside the library has been approved, although the detailed design for the other box in Maheke Street has not yet been seen or approved. Management control of this contract by the Council’s Public Arts team has been less than satisfactory.

Heritage

(1) Tamaki Drive Searchlights

These were highlighted in the October issue of Our Auckland, which featured Auckland heritage items. The scope of works for the restoration has been finalised and the tender process has started.

(2) Heritage Projects

(i) The new illustrated information sign in the local reserve at Whakatakataka Bay, Ngapipi Road, Ōrākei, prepared by Watercare, has been installed. Photo to come from Colin

(ii) The revision of the Board’s WWI Roll of Honour has been substantially completed with the addition of many new names and information, and a new section to include various Rolls of Honour and Memorials associated with the Board’s area.

The Board’s Roll has been used to assist the Fields of Remembrance Trust’s researcher in identifying siblings from our area who died in World War One. I have identified 15 families from the Ōrākei Local Board’s area who fall within this group: 14 with 2 brothers and one family with 3.

To commemorate the centenary of the Armistice on 11 November 1918, the Fields of Remembrance Trust will be laying out, on the grassed area in front of the Auckland War Memorial Museum, 18,277 crosses named for each New Zealander who died in World War One, arranged year by year. There will be a separate “Brothers Field” to the right of the Museum, where the lone Gallipoli Pine is growing. The Trust’s researcher has so far identified 696 mothers who lost more than one child; 51 families lost 3 sons; one lost 2 sons and a daughter; 9 families lost 4 brothers; 18 sets of brothers died on the same day; a father and son died, and a brother and sister died.

(iii) Restoration by the Heritage unit of the rare 90-year old heritage ventilation pipe in the St Heliers commercial area is almost a lost cause.

(iv) Approved signage is soon to be installed on the Stonefields Heritage Trail and in the Kepa Bush Reserve. Text for the new signage for Hakumau Reserve, Tamaki Drive, has been approved; it is expected that two signs will be installed at each end of the reserve which has a long frontage to Tamaki Drive, once the fence has been removed.

(v) There are still unacceptable and continuing delays in installing two small plaques at the Millennium Bridge, Mission Bay. One plaque with corrected text is to be relocated for better visibility from the side, to the top of the seawall, and the other new interpretative plaque is also to be placed on top of the seawall; one on either side of the Tamaki Drive entrance to the bridge. I have yet to approve the final text for the signs.

Reports and Submissions

(i) Progress by the Council’s communications and marketing department on the printed Board’s Progress and Achievements Report for the period 1 July 2016 to 31 December 2017, continues to be slow. The document which is a Board resolution was in effect published as part of the Board’s proceedings earlier this year.

(ii) On 21 September, as approved by the Board, Deputy Chairman Carmel Claridge and I presented the Board’s submission to the panel of Governing Body and Local Board members hearing submissions on the review of representation arrangements for Governing Body members. A copy of the Board’s submission is attached for formal approval

Activities (since 7 September 2018)

As well as assisting with a range of citizens’ enquiries, attending meetings, and involvement with other community activities, I have also attended the following to date:

10 September a meeting of the Auckland Library Heritage Trust, of which I am Chairman.

11 September meetings with outside parties regarding (i) a proposal to use the Shore Road Reserve for an event; (ii) a possible water-related sports event; and (iii) a proposal to use the former Mission Bay Bowling Club site for community purposes.

11 September the transport portfolio briefing.

11 September the six-monthly CAB update by representatives of the CAB regional body, as required by the Council’s contract with the CABx.

11 September a civil defence and emergency management briefing.

13 September the Ōrākei Local Board workshop various topics.

13 September a meeting of Parnell Heritage, with the guest speaker giving a comprehensive and interesting presentation on New Zealand war memorials.

14 September the funeral of John Stacpoole at St Mary’s-in-Holy Trinity, Parnell. A former member of the Auckland Library Heritage Trust he was a distinguished heritage architect and historian probably best known in Auckland for the restoration and furnishing of a number of Auckland heritage buildings including Highwic, Alberton, Ewelme Cottage, Kinder House, Government House, St Mary’s Church in Parnell, Mansion House Kawau. And outside Auckland: Waimate Mission House, Pompallier House, Kemp House at Kerikeri.

17 September a meeting with the Chairman regarding the agenda for the Board’s business meeting.

17 September the regional/sub regional forum.

17 September a meeting of the Quality Advice Political Advisory Group.

17 September the launch at Kelly Tarlton’s of the plastic free initiative sponsored by the Ōrākei Local Board.

18 September the community services monthly portfolio briefing.

18 September the community facilities monthly portfolio briefing.

18 September the leases monthly portfolio briefing.

19 September the performance of La Boheme at the Aotea Centre.

20 September a meeting with the new President of OBC, the Board’s Chairman and Deputy Chairman regarding ways to move forward for a positive outcome regarding the Club’s use of the Council’s Hakumau Reserve, Tamaki Drive.

20 September the Ōrākei Local Board extraordinary workshop regarding the review of representation arrangements for Governing Body members.

20 September the Ōrākei Local Board business meeting.

21 September the meeting of the panel of Governing Body and Local Board members hearing submissions on the review of representation arrangements for Governing Body members, to present the Board’s submission.

26 September with the Board’s Chairman and Watercare representative inspected the newly installed heritage sign in the local reserve at Whakatakataka Bay, Ngapipi Road.

26 September the AGM of the Meadowbank Community Centre Trust.

27 September the transport portfolio briefing.

27 September the Ōrākei Local Board workshop various topics.

3 October the opening of the show jumping arena at the Meadowbank Pony Club.

3 October, the public meeting, hosted by the Mission Bay/Kohimarama Residents Association, regarding the proposed development at Mission Bay.

4 October a briefing by members of the civil defence and emergency management team responding to my concern about the methods of notification and response used in the recent system test.

4 October the Ōrākei Local Board workshop various topics.

Attachments

No.	Title	Page
a ⇩	Ōrākei Local Board feedback: Review of Auckland Council's representation arrangements for the 2019 elections	265
b ⇩	Photographs: Information sign - Whakatakataka Bay, Ngapipi Road, Ōrākei	269

Signatory

Author

Colin Davis – Member, Ōrākei Local Board of the Auckland Council

Date: 5 October 2018

Ōrākei Local Board

18 October 2018

Board Member Report - Toni Millar

File No.: CP2018/19473

Purpose of the report

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendations

a) That the report be received.

b) That Auckland Council’s ‘Pest Free Auckland‘ be requested to fund an extension of the Eastern Bays Songbird Project into Stonefields, Meadowbank and Remuera.

Portfolio Lead: Environment

Other (alternate portfolio holder): Arts and Libraries; Transport (Joint)

Environment

2. Pestavil 2018 – 15 September 2018 – Aotea Centre. Attended by over 500 people in Auckland City who volunteer to rid our city of rats and vermin. John Laurence spoke on behalf of the Eastern Bays Songbird Project.

3. Predator Free Waiheke by 2025 – 16 September – Minister of Conservation, Hon Eugene Sage announced the commencement of this ambitious project. The aim is to rid Waiheke Island

4. Eastern Bays Song Bird Project – the team of volunteers, lead by a part time staff member [who also volunteers many hours] do an amazing job.

Community Distribution of Rat traps at Maskell Street shops on 6^th October. 44 traps distributed by midday, including 3 possum traps. Comprehensive training of community on site with locals going away confident to operate their traps. There was another event at Roberta Avenue, Glendowie on 29^th September.

There is demand from neighbouring the suburbs of Stonefields, Meadowbank, and Remuera to extend the Eastern Bays Songbird Project. If Auckland Council’s ‘Predator Free Auckland’ have funds available, it would be really beneficial to extend the Eastern Bays Songbird Project out. Residents in these suburbs are requesting to become involved in the Project – and to start trapping. It is important to capture and utilise the groups enthusiastic to get involved. If not engaged at this point we may have lost them for future contribution.

5. Pourewa Bush Clean Up. A huge thank you to all the people who were involved on Sunday 30^th September 2018. Junk cleared included a Mini car.

6. Mayor’s Conservation Awards, Concert Chamber, 20^th September. The inaugural Mayor’s Conservation Awards have been held this year. Some amazing projects with incredibly supportive communities. OLB area projects should enter next year.

7. Weeds on Council Land, including berms. This is a monthly request – with still no action. There are increasing incidences of weed outbreaks on Council land. These weeds, often noxious, go to seed and spread throughout neighbouring suburbs. Council expects private land owners to keep their properties to a certain standard. We should actually be the exemplar, not the worst properties on the block.

Civil Defence

8. Civil Defence recommend that New Zealanders do one extra thing towards their Emergency/Disaster preparedness each month. This month’s suggestion is to ensure that you have an LED torch, ensuring that you also have some spare batteries. Keep these in an easily accessible place.

Transport

9. Most Cyclists have little regard for pedestrians. See attached photo of a child who was the victim of a Hit and Run Cyclist who has been told to turn himself in after knocking a toddler over in Christchurch. To add insult to injury, the cyclist hurled a torrent of abuse at the victim as he rode off. This sort of thing frequently happens in Auckland. Cyclists say they cannot stop for pedestrians.

10. Cyclists need to remember that they are riding a bicycle which is actually a vehicle. They need to obey the road rules and law pertaining to bicycles. Abusing other users of shared paths and roadways is not acceptable.

Suffrage Day 2018 - 125 year celebration - Aotea Square with Prime Minister

11. Wednesday 19th September saw a large crowd of mainly women assemble at Aotea Square at 7am to celebrate NZ women being the first in the world to get the vote. A number of NCW [National Council of Women NZ – Auckland Branch] women dressed in period costume.

12. People wore a white camelia – the flower worn by MPs who voted for Women’s Suffrage.

Activities

Date Activities

4 September Meeting with Margie Hattrick Smith re St John’s Bush

5 September NZ Sculpture on the Shore – Patron’s Preview Evening. I suggested that their promotions add public transport [bus and ferry] connections with Fort Takapuna for people in OLB area.

6 September OLB Workshop

9 September Eastern Bays Songbird Project. Allum Street trap tutoring and distribution

11 September Civil Defence Workshop with OLB

13 September OLB Workshop

14 September The Books and Writers Weekend Opening Night

15 September The Sealife Trust with OLB and local businesses at Kelly Tarlton’s

18 September APO’s Season Launch

19 September Suffrage Day 2018 - celebrating 125 years of Women’s Suffrage in NZ

20 September OLB Workshop

OLB Business Meeting

Mayor’s Conservation Awards

23 September Creative Communities Arts Assessments

27 September OLB Workshop

4 October OLB Workshop

6 October E-Waste drop of at Selwyn College

Eastern Bays Songbird Project. Maskell Street trap tutoring and distribution.

Attachments

No.	Title	Page
a ⇩	Photo Montage October – Toni Millar	275

Signatory

Authors

Toni Millar - Ōrākei Local Board Member

Date: 8 October 2018

Ōrākei Local Board

18 October 2018

Board Member Report - Ros Rundle

File No.: CP2018/19483

Purpose of the report

To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendation

a) That the report be received.

Portfolio Lead: Economic Development

Other (alternate portfolio holder): Community; Transport (Joint)

Plastic free in the Ōrākei Local Board

OLB and Kelly Tarlton have started 3 month plastic free initiative and are inviting businesses to reduce the amount of plastic used. Businesses can choose one or more ways to reduce plastic use after this time Kelly Tarlton will collate the data to find out just how much of a difference has been made.

Ōrākei Local Board Business Awards

Awards night 16 October. A night to celebrate are our wonderful business sector. It should be remembered that businesses pay large commercial rates and the Business Awards is to encourage our community both within the ward and outside to recognise the quality of our local businesses. Buying local is one way we can support out local businesses. Judging by the thousands of public voting forms received, our local community have enjoyed being part of the process to be given the opportunity to vote for the people’s choice for their favourite business.

There are 53 finalists who have been placed into 6 different categories:

Business and Professional Services – sponsored by Presentations Design and Print

Health and Beauty – Sponsored by Ellerslie Jewellers and Engravers

Hospitality – Licensed – Sponsored by Urban Partners

Hospitality non-licensed – Sponsored by The Hobson

Recreation and Leisure –Sponsored by Hoed Research

Retail – Sponsored by Property Funding

Plus People’s Choice Award – Remuera Golf Club

Barfoot and Thompson Supreme Award

Economic Development

Remuera Business Association

A big win for Remuera regarding road works scheduled for kerb build out and veranda reduction in readiness for the Route 75 double decker buses. Some of this work is to be done in January 2019 rather than during their busy lead up to the Christmas season.

The Association are preparing a Prospectus to be given to businesses considering moving into Remuera and also for landlords. Will be available online and a limited number of copies will be printed.

The Association will run a Halloween trick or treat on 31 October. Competition for Best Dressed will be held.

Christmas night market, celebrations and decorations being organised.

New businesses in Remuera:

Go Go Kids – Kids Educational toys and learning centre

Hai Café (ex Sierra) – photos of the interior of the café in the attachment

Red Current staying until January 2019 but would like to stay longer.

Ellerslie Business Association

No meeting during September.

AGM to be held on Monday 29th October 2018 at 6pm, Jolly Duncan and Wells, 127 Main Highway, Ellerslie.

Attended the opening of the new offices in Ellerslie for Barfoot and Thompson. This is their 77th office in Auckland.

St Heliers Business Association

AGM to be held on Wednesday 17th October 2018 at 6.30pm, St Heliers Community Library,

32 St Heliers Bay Road.

Mission Bay Business Association

AGM to be held on Tuesday 9 October 2018 3.00pm, at Portofino, Mission Bay.

Community

It is always a pleasure to attend NZ Citizenship ceremonies when we welcome between 400 and 500 new citizens. Kaumatua Bob from Ngāti Whātua o Orākei is always so welcoming to our new citizens. This month we welcomed nearly 500 people at the Town Hall on 11 September.

The Mission Bay Kohimarama Residents Association attracted a full house at Selwyn College with an emotive and informative evening regarding the Mission Bay Development on the corner of Tamaki Drive and Paterson Ave. Submissions for this development close on 10 October.

Activities

As well as assisting with a range of citizen’s enquiries, I have attended the following:

Date Activities

September

11 Auckland Transport update to Ōrākei Local Board

Citizens Advise Bureau 6 monthly update to OLB

Civil Defence and Emergency update to OLB

Presentation from YMCA regarding Mission Bay Bowling Club site

Attended Citizenship Ceremony on behalf of OLB

13 OLB workshop

15 Attended morning session of Pestival

Attended Quad Netball series at Spark Arena

17 Attended Regional/Sub regional Cluster meeting

Attended Kelly Tarlton Plastic Free Project event

18 Attended Community Places update regarding MCC

Attended Community Services update for OLB

Attended Community Facilities update regarding work programmes

Attended update on Community Leases

20 Representative Review meeting

Ōrākei Local Board Business Meeting

Attended opening of the new Barfoot and Thompson office in Ellerslie

23 Consultation at Auckland Netball for Open Spaces in Maungakiekie Tamaki and Ōrākei Local Board areas.

24 Attended the C & R Ōrākei Branch AGM

25 Participated in the drop-in for Residential Tenancy submission by Auckland Council

27 Auckland Transport update

Ōrākei Local Board workshop

October

1 Skype meeting for the review of Film Protocols

2 Attended Remuera Business Association monthly meeting

Met with Hilary from St Heliers Library to discuss ideas/talks of interest for the age group 50+ for the library

Assisted with the judging for the Ōrākei Local Board Business Awards

3 Attended the Mission Bay Kohimarama Residents Association informative evening regarding the new development in Mission Bay

4 Ōrākei Local Board workshop

5 Attended the Ports of Auckland event celebrating the arrival of the 3 cranes see photos attached.

Attachments

No.	Title	Page
a ⇩	Supporting photographs	281

Signatory

Author

Ros Rundle - Ōrākei Local Board Member

Date: October 8 2018

Ōrākei Local Board

18 October 2018

Board Member Report - David Wong

File No.: CP2018/19488

Purpose of the report

1. To update the Ōrākei Local Board Members on projects, activities and issues.

Recommendation

a) That the Ōrākei Local Board planning consenting feedback on behalf of Board for 37 Awarua Crescent and Tamaki Drive Cycle way be endorsed.

b) That the report be received.

Portfolio Lead: Community

Other (alternate portfolio holder): Economic Development; Events, Landowner Approvals and Leases; Resource Consenting and Regulatory (Joint)

Community (and Youth)

2. Plastic Free Project launch event at Sea Life Kelly Tarltons; purpose to bring together local businesses within OLB area to reduce plastic

3. Ellerslie Residents Association – 17 Sept; debrief on P120 public parking arrangements across 9 streets and the key messages in the OLB submission. Acknowledgement and thanks to Edgar Henson as he stepped down from Chairman role; with Troy Elliot taking over as Chair

4. Barfoot and Thompson Stadium special meeting- on preschool staffing levels and wages – 21 Sept. Discussion on potential independent review to assess performance level of preschool and afterschool and to enhance future profitability. Assisted with drafting Terms of reference.

5. Barfoot and Thompson Stadium Trustees meeting –covering financial performance and leasing issues with Physio and Fitness gym; 25 September

6. Eastern Bays Networking meeting –YMCA Ellerslie; 26 Sept; overview by Kim Dickinson on YMCA networking

7. Meadow Community Centre AGM – attended with Chair Parkinson and Member Davis; a need for clarification on core services, the plan to relocate user groups and the emphasis on positive collaboration and transparency as we move to seek design and development of the initial phase of the rebuild of the centre.

Events

8. Distinguished Gentlemen’s Ride – 30 Sept 2018; motorcycle fundraiser for Prostate cancer research and Mental Health Awareness. Started from Glover Park; with OLB granting permission.

9. Ports of Auckland arrival of 3 new cranes from China- 5 Oct 2018. In attendance Member Rundle.

Landowner Approvals

10. Refer Attachment A

Resource Consents and Regulatory

Feedback and submissions paper consultation and preparation on Mission Bay Development (Drive Holdings) with Member Churton; 25 September 2018. Covering key infringement on height; landscape and visual effects and issues on potential traffic congestion. Submissions closed on 10 October – and we await Council planner’s assimilation of the arguments for and against. The Portfolio team led by Member Churton intend to present at the Independent Hearing Commission (dated to be determined).

Follow up Council planners on retrospective boundary changes to 19 Ara Street; apportioning land from Ara Street to 14 Rangitoto Ave for landscaping purposes. The Portfolio team challenged the reallocation – if the infringement was granted when the complex was due to be built.

Summary OLB Board comments for 37 Awarua Crescent; submitted to Council Planner on 17 September; attached

Summary OLB comments for Tamaki Drive Cycle Way; submitted to Council Planner via Lead Churton; attached

Tamaki Open Space network plan – public consultation – Auckland Netball Courts; 23 Sept (with Members Churton, Rundle and Parkinson)

Seeking access to pre-application minutes of Council and developer discussions – 10 Rangitoto Ave; Council planners have to deferred to legal for advisement

MBKRA public consultation (facilitated by Chair Don Stock) on Mission Bay development – Selwyn College. Main points focussed on height and volume with reference to loss of retail space and traffic issues. A barrister and planner have been hired to support MBKRA on their submission.

Activities: 8 September 2018 – 5 October 2018

Date	Activities
13 Sept 2018	· OLB workshop
17 Sept 2018	· Plastic Free Launch project · Ellerslie Residents Association
20 Sept 2018	· OLB Business meeting
21 Sept 2018	· Special ECCT meeting on preschool operations and staffing
23 Sept 2018	· Tamaki Open Space Network plan ; Auckland Netball
24 Sept 2018	· Ōrākei Community and Residents AGM; Remuera Club
25 Sept 2018	· ECCT Board meeting · Draft OLB submission on Mission Bay Development with Member Churton; key table of height infringements inserted
26 Sept 2018	· Eastern Bays Networking meeting – YMCA safeguarding · Meadowbank Community Centre AGM
27 Sept 2018	· OLB workshop
30 Sept 2018	· Distinguished Gentlemen’s Ride – starting from Glover Park
3 Oct 2018	· Mission Bay /Kohi Residents Association – Mission Bay development consultation; Selwyn College Theatre
4 Oct 2018	· OLB workshop
5 Oct 2018	· Ports of Auckland – welcoming new cranes (ZPMC, China); with Member Rundle

Attachments

No.	Title	Page
a ⇩	Landowner Approvals	287
b ⇩	Ōrākei Local Board feedback: Tamaki Drive Cycleway	289
c ⇩	Ōrākei Local Board feedback: Awarua Crescent, Ōrākei	295
d ⇩	Board Member Report supporting photographs - David Wong	299

Signatory

Author

David Wong - Ōrākei Local Board Member

Date: 10 September 2018

Chairperson	Kit Parkinson
Deputy Chairperson	Carmel Claridge
Members	Troy Churton
	Colin Davis, JP
	Toni Millar, QSM, JP
	Ros Rundle
	David Wong, JP

No.	Title	Page
a ⇩	Workshop Proceedings: 6 September 2018	317
b ⇩	Workshop Proceedings: 13 September 2018	321
c ⇩	Workshop Proceedings: 20 September 2018	325
d ⇩	Workshop Proceedings: 27 September 2018	327

Author	Kim Lawgun - Democracy Advisor
Authoriser	Adam Milina - Relationship Manager - Albert-Eden & Ōrākei Local Boards