Agenda of Rodney Local Board - 13 December 2018

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

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

4 Confirmation of Minutes

That the Rodney Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 15 November 2018, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Rodney 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 Wellsford Community Plan update

Te take mō te pūrongo / Purpose of the report

1. Kym Burke has requested a deputation to provide an update on the Wellsford Community Plan.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) thank Ms Burke for her presentation.

8.2 Friends of Warkworth Library

Te take mō te pūrongo / Purpose of the report

1. Friends of the Warkworth Library have requested a deputation to discuss various.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) thank representatives from Friends of Warkworth Library for their presentation.

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

Rodney Local Board

13 December 2018

New community lease to Omaha Beach Bowling Club Incorporated for land on the corner of Omaha Drive and North West Anchorage, Omaha

File No.: CP2018/23735

Te take mō te pūrongo / Purpose of the report

1. To grant a new community lease to Omaha Beach Bowling Club Incorporated for the land it occupies on the corner of Omaha Drive and North West Anchorage, Omaha.

Whakarāpopototanga matua / Executive summary

2. In 1993, the Omaha Beach Bowling Club Incorporated entered into a community lease with the former Rodney District Council. Although the term of the lease has expired, it continues on a month-to-month basis on its original terms and conditions.

3. The club has formally applied to Auckland Council for a new community lease for portions of the following two land parcels it occupies at the corner of Omaha Drive and North West Anchorage:

· Lot 680 DP 142129

· Lot 1 DP 166169

4. As the above two parcels of land are subject to the requirements of the Local Government Act 2002, Auckland Council publicly notified and engaged with iwi on its intention to grant the proposed new community lease. All statutory requirements have now been satisfied.

5. This report recommends that the Rodney Local Board grant a new community lease to the club. The proposed terms and conditions would be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) grant Omaha Beach Bowling Club Incorporated a new community lease issued under the Local Government Act 2002 for portions of Lot 680 DP 142129 and Lot 1 DP 166169 at the corner of (127) Omaha Drive and North West Anchorage, Omaha (Attachment A to the agenda report) subject to the following terms and conditions:

i) term – 10 years commencing 14 December 2018 with one 10 year right of renewal

ii) rent - $1.00 plus GST per annum if demanded

iii) all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines 2012

b) approve the Omaha Beach Bowling Club Incorporated Community Outcomes Plan (Attachment B to the agenda report).

Horopaki / Context

6. This report considers the leasing issues with respect to the club’s occupation of portions of two parcels of land at Omaha.

7. The Rodney Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

Tātaritanga me ngā tohutohu / Analysis and advice

Land, area occupied and existing community lease

8. The club occupies land located at the corner of (127) Omaha Drive and North West Anchorage, Omaha. The land is held in fee simple by Auckland Council under the Local Government Act 2002. The club owned buildings and improvements straddle portions of two land parcels as follows:

· Lot 680 DP 142129 comprising 1.1821 hectares

· Lot 1 DP 166169 comprising 2211 square metres

9. In 1993, the Omaha Beach Bowling Club Incorporated entered into a community lease with the former Rodney District Council. The lease commenced on 1 December 1993 and provided for one term of 19 years effecting final expiry 30 November 2012. The existing lease has continued to hold over on a month-to-month basis on its original terms and conditions.

10. Until November 2017, the two land parcels comprised the ‘Omaha Reserve’ being an unclassified local purpose reserve subject to the provisions of the Reserves Act 1977. During 2017, council staff undertook the statutory processes to successfully revoke the reserves status from the land parcels, thus the parcels reverted to being held under the Local Government Act 2002.

11. The purpose of the revocation was to legally permit the activities of the community lessees occupying portions of the Omaha Reserve (the bowling club, tennis club and golf clubrooms, café, offices and proshop space shared with the community centre).

Public notification and iwi engagement

12. In accordance with section 138 of the Local Government Act 2002, any lease or licence for a term in excess of six months must be publicly notified. This applies to the club’s application for a new community lease at Omaha. Similarly, engagement with mana whenua identified as having an interest in land in the Rodney Local Board area was required under Section 81 of the Act.

13. The public notification process involved the publishing of an advertisement about the lease proposal. The advertisement was published in the Rodney Times on 4 October 2018 and the Mahurangi Matters on 17 October 2018 (Attachment C). The public were invited to make submissions and or objections and were allowed one calendar month to submit these and advise whether they wish to be heard. During this period, no submissions or objections were received.

The club

14. The Omaha Bowling Club Incorporated was incorporated under the Companies Act on 5 April 1993. The club subsequently changed its name to the Beach Bowling Club Incorporated on 3 July 2007.

15. The club is affiliated to Bowls North Harbour Incorporated and Bowls New Zealand Incorporated.

16. The club’s current membership is 60, its fees are $50.00 for first year bowlers and $120.00 per annum for full membership. The club encourages the local Bridge and Mahjong clubs to utilise its facilities when the bowling club isn’t in occupation.

17. The club’s improvements comprise of clubrooms (which include a lounge, kitchen, secretarial area and toilets), outdoor area and bowling greens. All the club’s improvements are well maintained and managed.

18. The club is planning to undertake works to renew its greens and upgrade its building in the near future. Having a new community lease would provide the club with leverage to seek funding opportunities to assist with its planned works.

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

19. At its business meeting of 19 July 2018, the Rodney Local Board resolved to approve the 2018/2019 community leasing work programme (resolution number RD/2018/86). This project is included in the work programme.

20. At its business meeting of 19 July 2018, the Rodney Local Board, Parks and Recreation Committee approved the public notification of Auckland Council’s intention to grant the club a new community lease. Resolution number RODPC/2018/20 (Attachment D).

21. The recommendations within this report support the Rodney Local Board Plan 2017 outcomes for:

· communities are influential and empowered

· parks and sports facilities that everyone can enjoy.

Tauākī whakaaweawe Māori / Māori impact statement

22. Engagement with iwi identified as having an interest in land in the Rodney Local Board geographical area was undertaken about the proposal.

23. Engagement involved:

· a presentation at a mana whenua north-west forum, held at Orewa on 15 August 2018

· email contact containing detailed information and inviting iwi representatives to hui and or for a Kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal

· on 8 October 2018, the Pou Kaitiaki for Manuhiri Charitable Trust and council staff undertook a site visit at which time no specific concerns were raised about the grant of a new community lease.

Ngā ritenga ā-pūtea / Financial implications

24. The costs associated with public notification and engagement with iwi about council’s intention to grant a new community lease was approximately $1,000.00. This cost was borne by the Community Facilities Department.

Ngā raru tūpono / Risks

25. Should the Rodney Local Board resolve not to grant a new community lease to the club, this decision may:

· affect the club’s occupation and ability to undertake its activities

· constraint the club’s ability to leverage funding to ensure its financial sustainability as required to meet its ongoing asset management plans

· increase Auckland Council’s maintenance and renewal responsibilities in terms of the land and existing improvements.

Ngā koringa ā-muri / Next steps

26. Subject to the Rodney Local Board granting a new community lease, council staff will work with the club to finalise the necessary documentation.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	GIS aerial view showing lease area to Omaha Beach Bowling Club Incorporated outlined in red	11
b ⇩	Omaha Beach Bowling Club Incorporated Community Outcomes Plan	13
c ⇩	Public notice	15
d ⇩	Resolution number RODPC/2018/20	17

Ngā kaihaina / Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

13 December 2018

Public notification of Auckland Council's intention to grant a new community lease to Omaha Tennis Club Incoroporated for land at North West Anchorage, Omaha

File No.: CP2018/23590

Te take mō te pūrongo / Purpose of the report

1. To seek approval to publicly notify Auckland Council’s intention to grant a new community lease to Omaha Tennis Club Incorporated for the land it occupies at North West Anchorage, Omaha.

Whakarāpopototanga matua / Executive summary

2. In 1996, the Omaha Tennis Club Incorporated entered into a community lease with the former Rodney District Council. Although the term of the lease has expired, it continues on a month-to-month basis on its original terms and conditions.

3. The club has formally applied to Auckland Council for a new community lease for portions of the following two land parcels it occupies at North West Anchorage as follows:

· Section 1 SO 524772 (subject to the requirements of the Reserves Act 1977)

· Lot 680 DP 142129 (subject to the requirements of the Local Government Act 2002).

4. In accordance with the requirements of both statutes, Auckland Council must publicly notify and engage with iwi on its intention to grant the proposed new community lease.

5. This report recommends that the Rodney Local Board approve the public notification of Auckland Council’s intention to grant a new community lease to the club. The proposed terms and conditions would be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) approve the public notification of Auckland Council’s intention to grant Omaha Tennis Club Incorporated a new community lease to be issued under the Reserves Act 1977 and the Local Government Act 2002, for portions of Section 1 SO 524772 and Lot 680 DP 142129 at North West Anchorage, Omaha (Attachment A to the agenda report)

b) nominate a hearings panel to consider and decide on any submissions or objections received following the public notification process

c) note that the terms of the proposed new community lease would be:

i) term – 10 years with one 10 year right of renewal

ii) rent - $1.00 plus GST per annum if demanded

iii) a community outcomes plan be appended as a schedule to the lease agreement

d) note that all other terms and conditions of the proposed new community lease would be in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

e) request that council staff report back to the local board following public notification for a decision or final approval of the proposed new community lease.

Horopaki / Context

6. This report considers the leasing issues with respect to the club’s occupation of portions of two parcels of land at Omaha.

7. The Rodney Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

Tātaritanga me ngā tohutohu / Analysis and advice

Land, area occupied and existing community lease

8. The club occupies land located at North West Anchorage, Omaha. The land is held in fee simple by Auckland Council. The club’s improvements straddle portions of two land parcels as follows:

· Section 1 SO 524772 (subject to the requirements of the Reserves Act 1977)

· Lot 680 DP 142129 (subject to the requirements of the Local Government Act 2002).

9. In 1996, the Omaha Tennis Club Incorporated entered into a community lease with the former Rodney District Council. The lease commenced on 1 February 1996 and provided for one term of 19 years effecting final expiry 31 January 2015. The existing lease has continued to hold over on a month-to-month basis on its original terms and conditions.

Background to Section 1 SO 524772

10. Section 1 SO 524772 comprises a portion of the land parcel formally described as Lot 2 DP 135447. Lot 2 DP 135447 was held in fee simple by Auckland Council as an unclassified local purpose (esplanade) reserve.

11. In July 2018, Lot 2 DP 135447 was surveyed and redefined by SO 524772 into three separate reserve purposes. This action was undertaken to legally permit the occupation of the tennis and golf clubs and further, align with the respective uses and environmental values of the land.

12. At its business meeting of 15 November 2018, the Rodney Local Board, Parks and Recreation Committee resolved to classify Lot 2 DP 135447 redefined by SO 524772 into three separate reserve purposes (resolution number RODPC/2018/43). Section 1 SO 524772 is now classified as recreation reserve which legally permits the occupation of the tennis and golf clubs.

Background to Lot 680 DP 142129

13. Until November 2017, Lot 680 DP 142129 was one of two land parcels comprising the ‘Omaha Reserve’ being an unclassified local purpose reserve subject to the provisions of the Reserves Act 1977. During 2017, council staff undertook the statutory processes to successfully revoke the reserves status from the land parcels, thus the parcels reverted to being held under the Local Government Act 2002.

14. The purpose of the revocation was to legally permit the activities of the community lessees occupying portions of the Omaha Reserve (the tennis club, bowling club and golf clubrooms, café, offices and proshop space shared with the community centre).

Public notification and iwi engagement

15. In accordance with section 54(2) of the Reserves Act 1977, Auckland Council must publicly notify the proposed new community lease to the club for the portion of land legally described as Section 1 SO 524772. The public notification process is governed by section119 of the Reserves Act. Additionally, in accordance with section 4 of the Conservation Act 1987, Auckland Council must engage with mana whenua identified as having an interest in land in the Rodney Local Board area about the proposals (Attachment B).

16. In accordance with section 138 of the Local Government Act 2002 any lease or licence for a term in excess of six months must be publicly notified. This applies to the club’s application for a new community lease for the portion of land legally described as Lot 680 DP 142129 at Omaha. Similarly, engagement with mana whenua identified as having an interest in land in the Rodney Local Board area is required under Section 81 of the Act (Attachment C).

17. The public notification process will involve the publishing of an advertisement about the lease proposal in relevant local papers. The public are invited to make submissions and or objections and are allowed one calendar month to submit these and advise whether they wish to be heard. Should submissions be received, this may lead to a hearing process.

The club

18. The Omaha Tennis Club Incorporated was incorporated under the Incorporated Societies Act 1908 on 5 April 1993. The club is affiliated to Tennis Northland.

19. The club’s current membership comprises 78 families and its fees are $80.00 per family.

20. The club’s improvements comprise three tennis courts and associated fencing which are well maintained and managed. Between 2007 and 2008, the club invested $81,000.00 replacing the courts and fencing. The club plans to replace the courts on or about 2020.

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

21. At its business meeting of 19 July 2018, the Rodney Local Board resolved to approve the 2018/2019 community leasing work programme (resolution number RD/2018/86). This project is included in the work programme.

22. The recommendations within this report support the Rodney Local Board Plan 2017 outcomes for:

· communities are influential and empowered

· parks and sports facilities that everyone can enjoy.

Tauākī whakaaweawe Māori / Māori impact statement

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

24. Engagement will involve:

· a presentation at an upcoming mana whenua north-west forum, held at Orewa on a monthly basis.

Ngā ritenga ā-pūtea / Financial implications

25. The costs associated with public notification and engagement with iwi about council’s intention to grant a new community lease is approximately $750.00. This cost will be borne by the Community Facilities Department. Should there be a hearing process this may incur additional cost.

Ngā raru tūpono / Risks

26. Should the Rodney Local Board resolve not to approve public notification about the proposed grant of a new community lease to the club, this decision may:

· affect the club’s continued occupancy and its ability to undertake its activities

· constrain the club’s potential to leverage funding to ensure its financial sustainability as required to meet its ongoing asset management plans

· increase Auckland Council’s maintenance and renewal responsibilities in terms of the land and improvements.

Ngā koringa ā-muri / Next steps

27. Council staff will engage with iwi and place an advertisement about the lease proposal in relevant local papers.

28. Council staff will subsequently report back to the local board for a decision on the public notification process or final approval of the community lease.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	GIS aerial view showing proposed lease area to Omaha Tennis Club Incorporated on portions of Section 1 SO 524772 and Lot 680 DP 142129 outlined in red on the plan	23
b ⇩	Relevant sections of the Reserves Act 1977 and the Conservation Act 1987	25
c ⇩	Relevant sections of the Local Government Act 2002	27

Ngā kaihaina / Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

13 December 2018

Public notification of Auckland Council's intention to grant a new community lease and a non-exclusive licence to occupy to Omaha Beach Golf Club Incorporated forland at Omaha

File No.: CP2018/24082

Te take mō te pūrongo / Purpose of the report

1. To seek approval to publicly notify Auckland Council’s intention to grant a new community lease and a non-exclusive licence to occupy to Omaha Beach Golf Club Incorporated for the land it occupies at Omaha.

Whakarāpopototanga matua / Executive summary

2. In 2003, the Omaha Beach Golf Club Incorporated entered into its current community lease with the former Rodney District Council for Lot 1 DP 167651 and Lot 906 DP 206443. The lease commenced 1 July 2002, expired 30 November 2007 and provided for one right of renewal for 14 years effecting final expiry 30 November 2021.

3. The club has requested a new community lease for an initial term of 10 years with two rights of renewal for 10 years each to run concurrently with any new community lease to the Omaha Beach Community Incorporated. Subject to obtaining any new community lease, the club will contemporaneously surrender its current lease.

4. In addition to the current lease area, the club occupies the whole or portions of other parcels of land adjacent to its lease area and has included these parcels in its application for a new lease. The parcels are detailed in the table below:

Land	Classification (if any) and statute land subject to
Lot 1 DP 147396	Local purpose (utility) reserve, subject to the provisions of the Reserves Act 1977
Section 1 SO 524772	Recreation reserve, subject to the provisions of the Reserves Act 1977
Lot 680 DP 142129 and Lot 1 DP 166169	Subject to the provisions of the Local Government Act 2002

5. In accordance with the requirements of both the Reserves Act 1977 and the Local Government Act 2002, Auckland Council must publicly notify and engage with iwi on its intention to grant the proposed new community lease and the non-exclusive licence to occupy.

6. The recommended term of a community lease in accordance with the Auckland Council Community Occupancy Guidelines 2012 for group-owned building/s on council land is one term of 10 years with one right of renewal for 10 years.

7. Although the guidelines provide the basis of staff recommendations, local boards may, at their discretion, choose to vary from these recommendations on a case-by-case basis where it deems appropriate.

8. This report recommends that the Rodney Local Board approve the public notification of Auckland Council’s intention to grant a new community lease and a non-exclusive licence to occupy to the club. The proposed terms and conditions would be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) approve the public notification of Auckland Council’s intention to grant Omaha Beach Golf Club Incorporated a new community lease to be issued under the Reserves Act 1977 and the Local Government Act 2002 for a portion of Section 1 SO 524772 at Omaha Drive, Lot 906 DP 206443 at Mangatawhiri Road, Lot 1 DP 167651 at Omaha Drive and portions of Lot 680 DP 142129 and Lot 1 DP 166169 at North West Anchorage, Omaha (Attachment A to the agenda report). Any new community lease would be subject to the following terms and conditions:

i) term – 10 years with one 10 year right of renewal

ii) rent - $1.00 plus GST per annum if demanded

iii) a community outcomes plan appended as a schedule to the lease agreement.

b) approve the public notification of Auckland Council’s intention to grant Omaha Beach Golf Club Incorporated a new community non-exclusive licence to occupy to be issued under the Reserves Act 1977 for Lot 1 DP 147396 at 31 Omaha Drive, Omaha (Attachment B to the agenda report). Any new community non-exclusive licence to occupy would be subject to the following terms and conditions:

i) term – 10 years

ii) rent - $1.00 plus GST per annum if demanded.

c) nominate a hearings panel to hear, consider and decide on any submissions or objections received following the public notification process.

d) note that all other terms and conditions of the proposed new community lease and non-exclusive licence to occupy would be in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

e) request that council staff report back to the local board following public notification for a decision or final approval of the proposed new community lease and non-exclusive licence to occupy.

Horopaki / Context

9. This report considers the leasing and licensing issues with respect to the club’s occupation of land at Omaha.

10. The Rodney Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

Tātaritanga me ngā tohutohu / Analysis and advice

Land, area occupied, existing community lease, proposed new community leases and non-exclusive licence to occupy

11. The club occupies land comprising six separate land parcels located at Mangatawhiri Road, Omaha Drive and North West Anchorage, Omaha. All of the land occupied is held in fee simple by Auckland Council.

Land	Location
Lot 906 DP 206443	Mangatawhiri Road, Omaha
Lot 1 DP 167651	Omaha Drive, Omaha
Lot 1 DP 147396	31 Omaha Drive, Omaha
Section 1 SO 524772	Omaha Drive, Omaha
Lot 680 DP 142129	North West Anchorage, Omaha
Lot 1 DP 166169	North West Anchorage, Omaha

12. The club’s current lease commenced 1 July 2002, expired 30 November 2007 and provided for one right of renewal for 14 years effecting final expiry 30 November 2021. Subject to obtaining any new community leases, the club will contemporaneously surrender its current lease.

13. Council staff recommends that the local board approves the public notification of the proposed new community occupancy agreements to the club as follows:

Land	Statute land subject to	Type of occupancy agreement	Term of occupancy agreement	Refer to Attachment
A portion of Section 1 SO 524772, Lot 906 DP 206443, Lot 1 DP 167651 and portions of Lot 680 DP 142129 and Lot 1 DP 166169	Reserves Act 1977 and the Local Government Act 2002	Community lease	10 years initial term with one 10 year right of renewal	A
Lot 1 DP 147396	Reserves Act 1977	A non-exclusive licence to occupy	10 years	B

Rationale for proposed non-exclusive licence to occupy for Lot 1 DP 147396

14. The legal advice received recommends a proposed non-exclusive licence to occupy to the club for its occupation of Lot 1 DP 147396. The terms and conditions of the licence would include a clause allowing for early termination if required, at council’s discretion. The licence would permit the club the right to use the area, maintain existing tanks but not replace them. This avoids the slight difficulty with the underlying classification in section 61 of the Reserves Act and would also mean that if council had any underground utilities in the area or found out in the future that council needed the land on which the tanks were located, council wouldn’t be prejudiced.

Background to Lot 1 DP 147396

15. At its business meeting of 15 November 2018, the Rodney Local Board, Parks and Recreation Committee resolved to classify Lot 1 DP 147396 as a local purpose (utility) reserve (resolution number RODPC/2018/42). The classification legally permits the club’s occupation of the parcel for the purpose of its irrigation tanks.

Background to Section 1 SO 524772

16. Section 1 SO 524772 comprises a portion of the land parcel formally described as Lot 2 DP 135447. Lot 2 DP 135447 was held in fee simple by Auckland Council as an unclassified local purpose (esplanade) reserve.

17. In July 2018, Lot 2 DP 135447 was surveyed and redefined by SO 524772 into three separate reserve purposes. This action was undertaken to legally permit the occupation of the tennis and golf clubs and further, align with the respective uses and environmental values of the land.

18. At its business meeting of 15 November 2018, the Rodney Local Board, Parks and Recreation Committee resolved to classify Lot 2 DP 135447 redefined by SO 524772 into three separate reserve purposes (resolution number RODPC/2018/43). Section 1 SO 524772 is now classified as recreation reserve which legally permits the occupation of the golf and tennis clubs.

Background to Lot 680 DP 142129 and Lot 1 DP 166169

19. Until November 2017, Lot 680 DP 142129 and Lot 1 DP 166169 were the two land parcels comprising the ‘Omaha Reserve’ being an unclassified local purpose reserve subject to the provisions of the Reserves Act 1977. During 2017, council staff undertook the statutory processes to successfully revoke the reserves status from the land parcels, thus the parcels reverted to being held under the Local Government Act 2002.

20. The purpose of the revocation was to legally permit the activities of the community lessees occupying portions of the Omaha Reserve (the tennis club, bowling club and golf clubrooms, café, offices and pro-shop space shared with the community centre).

Public notification and iwi engagement

21. In accordance with section 54(2) of the Reserves Act 1977, Auckland Council must publicly notify the proposed new community lease and non-exclusive licence to occupy to the club for the portion of land legally described as Section 1 SO 524772 and the parcel of land legally described as Lot 1 DP 147396. The public notification process is governed by section119 of the Reserves Act. Additionally, in accordance with section 4 of the Conservation Act 1987, Auckland Council must engage with mana whenua identified as having an interest in land in the Rodney Local Board area about the proposals (Attachment C).

22. In accordance with section 138 of the Local Government Act 2002 any lease or licence for a term in excess of six months must be publicly notified. This applies to the club’s application for a new community lease at Omaha for its existing area and for the portions of land it occupies on Lot 680 DP 142129 and Lot 1 DP 166169. Similarly, engagement with mana whenua identified as having an interest in land in the Rodney Local Board area is required under Section 81 of the Act (Attachment D).

23. The public notification process will involve the publishing of an advertisement about the lease proposal in relevant local papers. Public are invited to make submissions and or objections and are allowed one calendar month to submit these and advise whether they wish to be heard. This may lead to a hearing process.

The club

24. The Omaha Beach Golf Club Incorporated was incorporated under the Incorporated Societies Act 1908 on 8 December 1989. The club is affiliated with New Zealand Golf and North Harbour Golf.

25. The club’s current membership is in excess of 600. The club actively encourages younger golfers to take up the sport and runs youth academy coaching programmes.

The club’s improvements are well maintained and managed.

26. With the assistance of council, the club has progressed a programme of native tree planting in conjunction with the removal of invasive tree species.

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

27. At its workshop of 9 November 2017, the Rodney Local Board, Transport, Infrastructure and Environment Committee was presented with and discussed a memorandum by council staff about the leases and licence to occupy proposal. No specific concerns were raised at this time.

28. At its workshop of 9 August 2018, the Rodney Local Board, Parks and Recreation Committee was presented with and discussed a memorandum by council staff about the potential impact of the Golf Facilities Investment Plan on the leases and non-exclusive licence to occupy proposal. No specific concerns were raised at this time about progressing the club’s application for new community leases and non-exclusive licence to occupy.

29. At its business meeting of 19 July 2018, the Rodney Local Board resolved to approve the 2018/2019 community leasing workprogramme (resolution number RD/2018/86). This project is included in the work programme.

30. The recommendations within this report support the Rodney Local Board Plan 2017 outcomes for:

· communities are influential and empowered

· parks and sports facilities that everyone can enjoy.

Tauākī whakaaweawe Māori / Māori impact statement

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

32. Engagement will involve:

· a presentation at an upcoming mana whenua north-west forum, held at Orewa on a monthly basis.

Ngā ritenga ā-pūtea / Financial implications

33. The costs associated with public notification and engagement with iwi about council’s intention to grant a new community lease and a non-exclusive licence to occupy is approximately $750.00. This cost will be borne by the Community Facilities Department. Should there be a hearing process this may incur additional cost.

Ngā raru tūpono / Risks

34. Should the Rodney Local Board resolve not to approve public notification about the proposed grant of a new community lease and a non-exclusive licence to occupy to the club, this decision may:

· affect the club’s ability to undertake its core activities and as such, may have a trickle-down effect on the core activities of the Omaha Beach Community Incorporporated with whom the club has an intrinsic partnership for the occupation and use of portions of the Omaha Beach community building

· affect the club’s ability to leverage funding to ensure its financial sustainability as required to meet its ongoing asset management plans

· increase Auckland Council’s maintenance and renewal responsibilities in terms of the land and improvements.

35. A new community lease may impede any implementation of outcomes informed by the Golf Facilities Investment Plan. However, at its workshop of 9 August 2018 during which time the potential impacts of the Golf Facilities Investment Plan were discussed, the Rodney Local Board, Parks and Recreation Committee indicated its desire for staff to progress with the community lease proposal.

Ngā koringa ā-muri / Next steps

36. Council staff will engage with iwi and place an advertisement about the lease and non-exclusive licence to occupy proposals in relevant local papers.

37. Council staff will subsequently report back to the local board for a decision on the public notification process or final approval of the community lease and non-exclusive licence to occupy.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	GIS aerial views showing proposed new lease area to Omaha Beach Golf Club Incorporated on land legally described as Section 1 SO 524772, Lot 906 DP 206443, Lot 1 DP 167651, Lot 680 DP 142129 and Lot 1 DP 166169 outlined in red on the plan	35
b ⇩	GIS aerial showing proposed new non-exclusive licence to occupy area to Omaha Beach Golf Club Incorporated for land legally described as Lot 1 DP 147396 outlined in red on the plan	39
c ⇩	Relevant sections of the Reserves Act 1977 and the Conservation Act 1987	41
d ⇩	Relevant sections of the Local Government Act 2002	43

Ngā kaihaina / Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

13 December 2018

Public notification of Auckland Council's intention to grant a new community lease to Omaha Beach Community Incorporated for the council-owned building at 15 North West Anchorage, Omaha

File No.: CP2018/24083

Te take mō te pūrongo / Purpose of the report

1. To seek approval to publicly notify Auckland Council’s intention to grant a new community lease to Omaha Beach Community Incorporated for the council-owned community building with provision for a management agreement to Omaha Golf Club Incorporated at 15 North West Anchorage, Omaha.

Whakarāpopototanga matua / Executive summary

2. In 1999, the Omaha Beach Community Incorporated entered into a community lease with the former Rodney District Council. Although the term of the lease has expired, it continues on a month-to-month basis on its original terms and conditions.

3. Omaha Beach Community has formally applied to Auckland Council for a new community lease for the council-owned community building with provision for a management agreement to Omaha Beach Golf Club Incorporated. The management agreement relates to the golf club’s occupation and use of areas within the community building.

4. Omaha Beach Community has requested a new community lease for an initial term of 10 years with two rights of renewal for 10 years each. The proposed new lease is to run concurrently with any new community lease to the Omaha Beach Golf Club Incorporated.

5. The recommended term of a community lease under the Auckland Council Community Occupancy Guidelines 2012 for a council-owned building is one term of five years with one right of renewal for five years.

6. Although the guidelines provide the basis of staff recommendations, local boards may, at their discretion, choose to vary from these recommendations on a case-by-case basis where it deems appropriate.

7. The guidelines set out standard fees and charges for rent, outgoings and maintenance. For council-owned buildings, this is typically rental at $1.00 per annum if demanded and an annual subsidised maintenance fee calculated on the size of the building.

8. The guidelines provide that if a community group generates significant revenue over expenditure, the relevant local board may choose to charge a percentage rental at rent review, unless lessees can provide evidence of:

· Planned building upgrade, development or maintenance

· Planned programmes, services or activities.

9. The Omaha Beach Community accommodates the golf club which, through its activities (e.g. operates a golf pro-shop) generates commercial revenue. To align with the above-noted guidelines, council staff recommend that the terms and conditions of the proposed new community lease to Omaha Beach Community include additional maintenance requirements to those included in a standard community lease agreement. Further, the requirements will reflect those from Omaha Beach Community’s existing community lease.

10. The council-owned building is sited on land subject to the requirements of the Local Government Act 2002. As such, Auckland Council must publicly notify and engage with iwi on its intention to grant the proposed new community lease.

11. This report recommends that the Rodney Local Board approve the public notification of Auckland Council’s intention to grant a new community lease with provision for a management agreement with the Omaha Beach Golf Club Incorporated. The proposed terms and conditions would be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) approve the public notification of Auckland Council’s intention to grant Omaha Beach Community Incorporated a new community lease for the council-owned community building and associated water tanks and connections, with provision for a management agreement with Omaha Beach Golf Club Incorporated at North West Anchorage, Omaha (Attachment A to the agenda report).

b) nominate a hearings panel to consider and decide on any submissions or objections received following the public notification process.

c) note that the terms of the proposed new community lease would include:

i) term – five years with one five year right of renewal

ii) provision for a management agreement with the Omaha Beach Golf Club Incorporated relating to the golf club’s occupation and use of areas within the community building

iii) permitted use – recreation and community centre, golf clubhouse and ancillary uses

iv) rent - $1.00 plus GST per annum if demanded

v) annual subsidized maintenance fee - $1,000.00 plus GST per annum

vi) maintenance requirements and separate maintenance account in accordance with existing lease agreement (Attachment B to the agenda report)

d) note that all other terms and conditions of the proposed new community lease would be in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

e) request that council staff report back to the local board following public notification for a decision or final approval of the proposed new community lease.

Horopaki / Context

12. This report considers the leasing issues with respect to Omaha Beach Community’s occupation of the council-owned community building and its intrinsic partnership with the Omaha Beach Golf Club at Omaha.

13. The Rodney Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

Tātaritanga me ngā tohutohu / Analysis and advice

Land

14. Omaha Beach Community occupies the council-owned building located at 15 North West Anchorage, Omaha. Auckland Council maintains the toilets in the building which are open to the public. The underlying land is legally described as Lot 680 DP 142129 and held in fee simple by Auckland Council.

Building

15. In December 2017 council staff undertook a condition survey of the council-owned building occupied by Omaha Beach Community. In September 2018, Omaha Beach Community commissioned Hampton Jones to undertake a condition survey of the building. Both reports identified waterproofing, guttering and roof works were required.

16. The terms and conditions of the existing lease to the Omaha Beach Community in terms of maintenance responsibilities require it to waterproof the structure and re-apply external protective coatings. However, as the materials comprising the building structure that affect weather tightness are at the end of their life, structural renewals are now required to ensure the building is fit-for-purpose.

17. Council is currently seeking estimates for the required works as the asset owner and which is intended to be undertaken by council as critical works.

Existing community lease

18. In 1999, The Omaha Beach Ratepayers and Residents Association Incorporated (latterly, the Omaha Beach Community Incorporated) entered into a community lease with the former Rodney District Council.

19. The lease commenced on 1 April 1999 and provided for one term of 19 years effecting final expiry 31 January 2015. The existing community lease has continued to hold over on a month-to-month basis on its original terms and conditions.

20. The existing lease contains a preamble stating that the original development on the leased area was funded by the Rodney District Council using funds derived from the Omaha community and accordingly there was an overriding requirement for the facility to be managed in the best interests of the Omaha community to ensure an appropriate level of community access, sound financial administration and careful management of the building asset.

Background to Lot 680 DP 142129

21. Until November 2017, Lot 680 DP 142129 was one of two land parcels comprising the ‘Omaha Reserve’ being an unclassified local purpose reserve subject to the provisions of the Reserves Act 1977. During 2017, council staff undertook the statutory processes to successfully revoke the reserves status from the land parcels, thus the parcels reverted to being held under the Local Government Act 2002.

22. The purpose of the revocation was to legally permit the activities of the community lessees occupying portions of the Omaha Reserve (the tennis club, bowling club and golf clubrooms, café, offices and proshop space shared with the community centre).

Public notification and iwi engagement

23. In accordance with section 138 of the Local Government Act 2002 any lease or licence for a term in excess of six months must be publicly notified. This applies to the club’s application for a new community lease at Omaha. Similarly, engagement with mana whenua identified as having an interest in land in the Rodney Local Board area is required under Section 81 of the Act (Attachment C to the agenda report).

24. The public notification process will involve the publishing of an advertisement about the lease proposal in relevant local papers. The public are invited to make submissions or objections and are allowed one calendar month to submit these and advise whether they wish to be heard. If submissions and objections are received this will lead to a formal hearing process.

Omaha Beach Community Incorporated

25. The Omaha Beach Ratepayers and Residents Association Incorporated was duly incorporated under the Incorporated Societies Act 1908 on 24 February 1975 and changed its name to Omaha Beach Community Incorporated on 20 October 2005. Contained within the Omaha Beach Community Constitution is the following object:

· To promote and safeguard the interests of property owners of Omaha Beach.

26. Omaha Beach Community began its existence in the early 1970s when sections, a causeway and bridge were developed and constructed. A nine-hole golf course was proposed, as were tennis courts. At its inception, the community would gather of a Friday night, during which its first project was proposed and undertaken being the planting of trees on what was otherwise a barren and windswept subdivision.

27. The Omaha Beach Community met in Point Wells Hall until such time that the Omaha Community Centre was built. Omaha Beach Community is highly organised and effective at both, representing its members and undertaking significant projects including:

· The groynes

· Omaha shorebirds

· Taniko walkway

· Set netting

· North West bank regeneration.

28. Omaha Beach Community has submitted documentation which shows that it is well managed and able to meet its financial liabilities.

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

29. At its workshop of 9 November 2017, the Rodney Local Board, Transport Infrastructure and Environment Committee was presented with and discussed a memorandum on the proposed new community lease to Omaha Beach Community. No specific concerns were raised at this time.

30. At its business meeting of 19 July 2018, the Rodney Local Board resolved to approve the 2018/2019 community leasing work programme (resolution number RD/2018/86). This project is included in the work programme.

31. The recommendations within this report support the Rodney Local Board Plan 2017 outcomes for:

· communities are influential and empowered

· parks and sports facilities that everyone can enjoy.

Tauākī whakaaweawe Māori / Māori impact statement

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

33. Engagement will involve:

· a presentation at an upcoming mana whenua north-west forum, held at Orewa on a monthly basis.

Ngā ritenga ā-pūtea / Financial implications

34. The costs associated with public notification and engagement with iwi about council’s intention to grant a new community lease is approximately $750.00. This cost will be borne by the Community Facilities Department. Should there be a hearing process this may incur additional cost.

Ngā raru tūpono / Risks

35. Should the Rodney Local Board resolve not to approve public notification about the proposed grant of a new community lease to Omaha Beach Community, this decision may:

· affect Omaha Beach Community and the golf club’s abilities to undertake their core activities

· increase Auckland Council’s maintenance and renewal responsibilities in terms of the Omaha Beach Community Centre.

Ngā koringa ā-muri / Next steps

36. Council staff will engage with iwi and place an advertisement about the lease proposal in relevant local papers.

37. Council staff will subsequently report back to the local board for a decision on the public notification process or final approval of the community lease.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	GIS aerial view showing proposed new community lease to Omaha Beach Community Incorporated for the council-owned building on land legally described as Lot 680 DP 142129 outlined in red on the plan	51
b ⇩	Additional maintenance requirements and special trading account	53
c ⇩	Relevant sections of the Local Government Act 2002	55

Ngā kaihaina / Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

13 December 2018

Green Road Park master plan needs assessment and design principles

File No.: CP2018/23524

Te take mō te pūrongo / Purpose of the report

1. To endorse the vision and principles for the development of a master plan for Green Road Park based on the consideration of the sport, recreation and community needs for the Dairy Flat/Silverdale West area.

Whakarāpopototanga matua / Executive summary

2. Green Road Park is a 154-hectare destination park to be developed in Dairy Flat. The park is expected to cater for significant population growth in the Dairy Flat/Silverdale West and surrounding areas over the next 20 years.

3. The local board approved the development of a master plan for the park in February 2018 (Resolution number RD/2018/5) to guide the development, use and management of the park.

4. The first phase of the master plan development has been completed. This phase consisted of the preparation of a community, sport and recreation needs assessment and community and key stakeholder engagement.

5. Community engagement and feedback about their aspirations for the park and the findings of the need’s assessment are well-aligned.

6. The community are enthusiastic about the wide range of sport and recreation activities that can be provided on this large park. Many people suggested parks attributes similar to the English Great Parks (Attachment D to the agenda report) were an appropriate park model to guide the development of the park.

7. The needs assessment identified the opportunity for formal sports fields, indoor recreation, a community facility and a wide variety of informal recreation opportunities including multiple use paths, tracks and trails.

8. In support of the community needs assessment, the proposed vision to guide the development of Green Road Park is to establish a destination park for a range of active and passive recreational pursuits, for all the community. This will be underpinned by the following design principles:

· A multi-use space without conflict between formal and passive recreation uses

· Establish a spatial framework for the park underpinned by natural patterns and processes, include vegetation, waterway and ecological features

· Work with the natural topography of the site to minimise earthworks

· The vast openness of the park should be retained as a feature so that numbers of people can enjoy the space at the same time and value its rural setting

· Development should respect its open and rural setting

· Provide strong linkages with Green Road and the surrounding growth areas

· Provide for the park to work at various scales including destination, local neighbourhood parks and civic park functions.

9. Staff recommend that the local board approve the public release of the needs assessment (Attachment B to the agenda report). This will build trust with stakeholders by demonstrating how their feedback has been heard.

10. Subject to the approval of the principles and vision, work will start on the development of a series of master plan scenarios for the park. Staff will present these to the local board in April 2019 to approve for further community engagement and consultation.

11. Given the current phase of planning, there is no funding currently allocated to develop Greens Road. The masterplan will help inform investment priorities for park development.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) approve the following vision and principles for the development of a master plan for a park at Green Road in response to mana whenua and community engagement being to establish a destination park for a range of active and passive recreational pursuits for all the community and gives effect to the following principles:

i) A multi-use space without conflict between formal and passive recreation uses

ii) Establish a spatial framework for the park underpinned by natural patterns and processes, include vegetation, waterway and ecological features

iii) Work with the natural topography of the site to minimise earthworks

iv) The vast openness of the park should be retained as a feature so that numbers of people can enjoy the space at the same time and value its rural setting

v) Development should respect its open and rural setting

vi) Provide strong linkages with Green Road and the surrounding growth areas

vii) Provide for the park to work at various scales including destination, local neighbourhood parks and civic park functions.

b) approve the Green Road Park, Dairy Flat Needs Assessment (Attachment B to the agenda report dated 13 December 2018) be released to the community and key stakeholders for their information.

Horopaki / Context

12. Green Road Park is a 154-hectare park in Dairy Flat. The park was purchased by the former Rodney District Council in the early 2000’s. It will provide significant open space for future growth areas of Dairy Flat/Silverdale West and Coatesville while also supporting neighbouring Hibiscus Coast and Albany areas who are experiencing high demand for open space.

13. The park is currently leased for grazing sheep. The North Harbour Pony Club, Silverdale Branch Inc. and the North Shore Model Aero Club were granted five-year leases by the Rodney Local Board in February 2017.

14. It is identified as a future destination park in the Auckland Council Parks and Open Spaces Provision Policy. The role and characteristics of destination parks are described in Attachment A to the agenda report.

15. To understand the community and open space needs for the park the Rodney Local Board resolved to prepare a master plan for the park at its February 2018 meeting (Resolution number RD/2018/5).

Master plan development

16. The purpose of the master plan is to identify a vision for the development, management and use of the park.

17. The master plan process consists of a research phase and a design phase. The research phase is now complete. This report summarises the key findings of the research undertaken by WSP Opus who have prepared a community, sport and recreation needs assessment for the park. The needs assessment is attached to this report (Attachment B to the agenda report) contains more detailed feedback. The research will inform the second phase of the project to develop a master plan.

Draft sports investment plan

18. Since the needs assessment was produced, Auckland Council has prepared a draft Sports Investment Plan. The plan uses a people-centric approach to invest in sport focusing on:

· communities with low sport participation rates

· increasing participation in emerging and ethnically diverse sports

· sustaining popular sports with high participation rates.

19. Changes to the way people participate and play sport, as well as the sports they play are all factors driving different kinds of demand on a network of aging, traditional, code-based sporting facilities.

20. The proposed approach to investing in sport is a shift from bespoke, individualised facilities and programmes to partnership models building an affordable, fit-for-purpose network of sports facilities for all Aucklanders to enjoy.

21. This approach will be incorporated into the development of the draft masterplan assuming the draft investment plan is approved by the Environment and Community Committee for consultation.

Tātaritanga me ngā tohutohu / Analysis and advice

Research phase

22. The master plan research phase took place from 10August to 2September 2018. The purpose of the research phase was to obtain the views of residents, sports groups and potential users on what their needs and aspirations are for the park.

23. This involved workshops and interviews with key stakeholders, including existing leaseholders and a programme of engagement with the local community which included an online survey and a community open day.

Community engagement feedback

24. Community feedback is summarised in Attachment C to the agenda report. The feedback has identified future activities for the park and driven the development of the vision and principles for the park. The feedback will be further considered when the park master plan scenarios are developed.

25. A total of 895 individuals provided feedback; 38 per cent of them identified as being residents of the Rodney Local Board area. The demographic profile of the people providing feedback is very similar to the demographic profile of Rodney Local Board area residents with 92 per cent of people providing feedback identifying as being Pākehā/New Zealand European.

26. General feedback supported a mix of formal and informal sport and recreation activities. Although the park lends itself to multiple uses given its size, the main desire is for informal recreation space. In particular, there is strong support for the provision of walking and jogging trails, biking trails, horse trekking, an off-leash dog park as well as opportunities for general fitness including obstacle courses and play spaces.

27. The feedback was very supportive of capitalising on the park’s existing rural setting and uses. Many people wanted to see the park developed with an ‘English Great Park’ character.

28. English great parks generally have a strong landscape character with mature trees, provide for a wide range of formal and informal recreation opportunities for both residents and visitors from further away (refer to Attachment D to the agenda report).

29. This character is similar to the existing character of the park and the proposed future role as a destination park providing for local open space needs and catering for visitors from across the region.

30. Horse/equestrian based activities and a potential farm park provide opportunities to recognise the historical land use and environmental context and begin to establish a Great Park character.

31. The community are keen to be involved in the development of the park including participating in ecological restoration and tree planting.

Land status

32. Several submitters wanted to ensure that the park was secured and protected as a park.

33. The Memorandum of Understanding between the Rodney District Council and the Holdaway Trust noted that the former council would classify the land in accordance with the most appropriate classification prescribed by the Reserves Act 1977. However, this was never carried out and the park is currently held under the Local Government Act 2002.

34. The local board is beginning work on the preparation of a local parks management plan in early 2019. The local parks management plan will investigate the land status of all local parks in the local board area and an appropriate land status will be recommended for the park. The master plan will input into the development of the Rodney Local Park Management Plan (previously referred to as an open space management plan).

Sport, recreation and community needs assessment

35. Auckland Council engaged WSP Opus to prepare a sport, recreation and community needs assessment for the park (Attachment B to the agenda report). The key findings guided the vision and principles for the park. The needs assessment will be used to identify key uses to be accommodated in the park master plan scenarios. The key findings are outlined below.

Topic area

Key findings

Organised sport needs

There is an opportunity for the park to offer a wide range of sport and recreational activities that currently have limited provision or will not meet future demand associated with population growth in the Albany, Dairy Flat and Hibiscus Coast areas. These include multi-use indoor and outdoor sports surfaces, orienteering, bike trails, bridle trails and running/ walking tracks.

Sports fields

The needs assessment recommends that multi-use sport fields be provided at the park. The fields should be shared between codes such as football, rugby union and rugby league and also cater for ultimate frisbee and touch rugby.

Indoor sport

The needs assessment recommends that a feasibility study is conducted for an indoor multi-sport facility at Green Road Reserve. This facility could include: basketball, badminton and table tennis. There is also a possibility for additional partnerships and consultation to be held with netball, squash, volleyball and floorball. The study should take account of pending decisions for the provision and development of nearby facilities to avoid duplication and ensure an evidence-based approach to facility provision.

Informal recreation

Green Road Park is identified as a destination park in the Auckland Council Parks and Open Spaces Provision Policy. It will also need to provide a small or medium civic space for the proposed urban centre identified in the Future Urban Land Supply Strategy 2017.

The park will provide significant opportunities to provide for passive recreation use, in its role as destination, local neighbourhood park or civic park. A summary of the key features of neighbourhood and civic parks are summarised in Attachment A to the agenda report. These activities could include play, picnicking, kick-a-ball, lying back on the grass or fossicking by the stream.

Community facilities

There are currently no gaps in community facility provision for the Green Road area given its rural catchment. Indications based on existing facilities, forecast growth and likely future development show there will be a need for an integrated community centre, library and a leisure centre

The timing for planning and delivery of any new community facilities and the exact nature and service offer would depend on how quickly the growth is expected to occur, what opportunities there might be to partner with other providers such as schools, the needs of the future community, and the capacity of existing facilities in the wider catchment to accommodate some of the additional growth.

Vision for Green Road Park

36. Based on the needs assessment and the community feedback, the following vision and principles for the park have been developed:

Vision

Establish a destination park for a range of active and passive recreational pursuits, for all the community.

Principles

1. A multi-use space without conflict between formal and passive recreation uses

2. Establish a spatial framework for the park underpinned by natural patterns and processes, include vegetation, waterway and ecological features

3. Work with the natural topography of the site so as to minimise earthworks

4. The vast openness of the park should be retained as a feature in its own right so that numbers of people can enjoy the space at the same time and value its rural setting

5. Development should respect its open and rural setting

6. Provide strong linkages with Green Road and the surrounding growth areas

7. Provide for the park to work at various scales including destination, local neighbourhood parks and civic park functions.

37. The vision and principles will guide the development of master plan scenarios to be workshopped with the local board and tested with key stakeholders and mana whenua. It is recommended that the local board approve the vision and principles to allow the next phase of master plan development to begin.

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

38. The draft findings of the community, sport and recreation needs assessment and the community engagement were presented to the Rodney Local Board at a workshop in November 2018. Informal feedback from the local board was generally supportive of the vision and principles for the development of the park and the master plan.

39. The park will provide significant open space for the neighbouring Dairy Flat future urban zone and anticipated town centre. The park is a destination park which will attract users from across the region and will also provide for sport and recreation needs for neighbouring Hibiscus Coast and Albany areas that are experiencing high demand on existing open space.

40. The Future Urban Land Supply Strategy identifies the neighbouring areas of Wainui East and Silverdale as being programmed to develop earlier than the Dairy Flat area, additionally the government and Auckland Council have recently announced a partnership to develop Wainui earlier than planned. This growth may mean the park needs to be developed earlier than 2033-2037 as currently programmed to meet the open space needs of the wider area.

Tauākī whakaaweawe Māori / Māori impact statement

41. The strategic goal of Te Whai Oranga, Māori Sport and Recreation Plan is to increase awareness of whakapapa connection through cultural rebalance in Tāmaki Makaurau through te taiao, sport and recreation. Involving mana whenua in the development of the master plan will support this strategic goal.

42. Ngāti Wai and Te Kawerau ā Maki have expressed an interest in the development of the master plan. One of the areas of interest to mana whenua could be Rangitopuni stream, which runs along the northern boundary of the park. Enhancing the mauri (life force) of water is fundamental to a Māori world view.

43. 10 per cent of residents in the Rodney Local Board area identify as Māori. Four per cent of respondents to the online survey identified as Māori. A programme to engage Māori living in the local area will be developed to seek their views on the master plan scenarios.

44. The Sport New Zealand Insight Tool identified the key sport and recreation activities Māori living in the Rodney Local Board area are most likely to participate in are:

· walking for sport or leisure

· Jogging or running

· Swimming

· Gardening

· Individual workout.

45. For all of these activities, Māori participation is higher than the national average.

46. The key aspects raised by respondents who identified as Māori included:

· Equestrian – provision of an equestrian facility

· Cycling and Criterium Track – cycling

· Native planting, ecological restoration and riparian planting

· Farm Park

· Dog Area – fenced off dog area

· Recreation (walking and cycling)

· No buildings, retain the outdoors

· Amphitheatre for cultural performances.

47. The principles for the development of the park have recognised these issues and seek to limit buildings on the park by retaining the vast openness of the park and providing for a variety of recreation pursuits.

48. Specific elements such as an amphitheatre, cycling criterium track and planting will be considered as part of the master plan development.

Ngā ritenga ā-pūtea / Financial implications

49. The local board have allocated $105,000 to prepare the master plan for Green Road. To date $65,000 has been used to complete the first phase of the master plan development.

50. There is no current budget to develop the park. However, the master plan will provide a basis for the local board to make future decisions about investment in the development of Green Road Park.

51. The master plan scenarios will identify approximate costs and potential staging options to develop the park which will help the local board with long term plan budget proposals.

Ngā raru tūpono / Risks

52. Staff have identified the following potential risks to the project:

Risk	Mitigation action
Silverdale Pony club feel they will not continue to be provided for at Green Road Park	The needs assessment recommends that in the medium to long term if club membership numbers decrease to the point that the Silverdale Pony Club is no longer viable that the club amalgamate with the nearby Wainui Pony Club. The Auckland Equestrian Facility Plan 2014 notes that for Pony Clubs across the region membership decline is likely to be as a result of planned growth of the region where rural land is being developed for housing and less people are have the room to keep horses this might lead to a decrease in pony club membership. This is a trend experienced by pony clubs across the region. Silverdale Pony Club members may not feel that their ability to continue to use the park is secure. This is not the case, it is noting a trend impacting the membership of Pony Clubs across the region. Staff will contact the pony club to make sure that they understand their future is secure at the park.
Interdependency of the Greens Rd Masterplan and the Hibiscus-Bays Local Park Management Plan	The master plan is contributing to the local park management plan. A delay in either plan may hold up the dependent plan. Should the masterplan be delayed, the local park management plan would need to provide more in-depth coverage of the intent for Greens Rd. This is a low risk and staff can separate the two projects and complete independently.
Lack of funding to implement the plan and resulting community frustration	Key messages during the engagement on the master plan scenarios will emphasise the purpose of master planning and that whilst scenarios consider financial impacts, these decisions come later in the planning cycle. The masterplan guides investment and supports the local board to look across their priorities and time development in line with capacity.
Community engagement not captured	The release of the needs assessment will allow people to see the detailed feedback received as part of the needs assessment and how this has been included.

Ngā koringa ā-muri / Next steps

53. As part of closing the loop on this phase of public consultation, staff recommend that the local board approve the public release of the needs assessment. This will build trust with stakeholders by demonstrating how their feedback has been heard.

54. The next steps in the development of the master plan are outlined in Figure One below.

55. The master plan timeline is aligned with the development of the local park master plan. The engagement for the local park management plan will begin in March 2019 following the review of the land status of the local parks.

Figure 1. Timeframe and actions to complete the Green Road Park Master Plan

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇨	Key park catergories (Under Separate Cover)
b ⇨	Green Road needs assessment (Under Separate Cover)
c ⇨	Community feedback (Under Separate Cover)
d ⇨	English great parks (Under Separate Cover)

Ngā kaihaina / Signatories

Author

Shyrel Burt - Service and Asset Planning Specialist

Authorisers

Lisa Tocker - Head of Service Strategy and Integration

Lesley Jenkins - Relationship Manager

Rodney Local Board

13 December 2018

Annual Budget 2019/2020 consultation

File No.: CP2018/23806

Te take mō te pūrongo / Purpose of the report

1. To agree a local engagement event and adopt local content and supporting information for consultation as part of the Annual Budget 2019/2020 process.

Whakarāpopototanga matua / Executive summary

2. Auckland Council is required to have a local board agreement (as agreed between the Governing Body and the relevant local board) for each local board area for each financial year. The local board agreement will be included in the Council’s Annual Budget 2019/2020.

3. Consultation on the Annual Budget 2019/2020 will take place from 17 February – 17 March 2019. Local boards will be consulting on their areas of focus for their 2019/2020 local board agreement.

4. In December, the Governing Body will consider whether to consult on a proposal to transfer legal ownership of waterfront land and related assets to the council parent. If the Governing Body decides to consult on that proposal, the consultation would take place at the same time as the consultation on the Annual Budget 2019/2020. As a result, the consultation on the Annual Budget 2019/2020 would require the use of the special consultative procedure.

5. There will also be concurrent consultation on the Auckland Water Strategy discussion document. A report will be going to the Environment and Community Committee on 4 December 2018 to approve the discussion document for public consultation.

6. This report seeks agreement from local boards on the Have Your Say event that will be held in their local board area during the consultation period, to give Aucklanders an opportunity to provide face-to-face feedback. It also seeks approval of their local content and supporting information for consultation.

7. The Governing Body and local boards will agree regional and local items respectively for consultation by December 13. The regional and local consultation items will then be incorporated into the annual budget consultation document and supporting information, which will be approved by the Governing Body on 13 February 2019.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board:

a) agree, subject to approval by the Governing Body, to hold the following Have Your Say event in the local board area during the Annual Budget 2019/2020 consultation period:

i) Helensville Rautawhiri Park opening, 17 February 2019.

b) delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken (or New Zealand sign language) interaction” in relation to the local board agreement at the council’s public engagement events during the consultation period for the Annual Budget 2019/2020.

i) local board members and chairperson

ii) General Manager Local Board Services, Local Board Relationship Manager, Local Board Senior Advisor, Local Board Advisor, Local Board Engagement Advisor

iii) any additional staff approved by the General Manager Local Board Services or the Chief Financial Officer.

c) adopt Attachment A: local content for consultation and Attachment B: local supporting information for consultation.

d) delegate authority to the local board chair to approve any final changes required following review by the council’s legal team of the consultation content of the Annual Budget 2019/2020 prior to publication, including online consultation content.

Horopaki / Context

8. Auckland Council is required to have a local board agreement (as agreed between the Governing Body and the relevant local board) for each local board area for each financial year. The local board agreement will be included in the Council’s Annual Budget 2019/2020.

9. Local Board agreements set out (among other things) how the council will, in the year to which the agreement relates, reflect the priorities and preferences in the local board’s plan in respect of the local activities to be provided in the local board area.

10. For the purposes of consulting on each local board agreement to be included in the council’s Annual Budget, the consultation document for the Annual Budget must include content relating to each agreement.

11. Public consultation on the Annual Budget 2019/2020 will take place from 17 February – 17 March 2019.

12. In December, the Governing Body will consider whether to consult on a proposal to transfer legal ownership of waterfront land and related assets to the council parent. If the Governing Body decides to consult on that proposal, the consultation would take place at the same time as the consultation on the Annual Budget 2019/2020. As a result, the consultation on the Annual Budget 2019/2020 would require the use of the special consultative procedure, as a decision to proceed with the proposal would require an amendment to the council’s long-term plan. Where an amendment to the long-term plan is being consulted on at the same time as consultation on the Annual Budget, the Local Government Act 2002 requires the council to use the special consultative procedure in relation to both matters.

13. There will also be concurrent consultation on the Auckland Water Strategy discussion document. A report will be going to the Environment and Community Committee on 4 December 2018 to approve the discussion document for public consultation.

14. Aucklanders will be able to provide feedback during the consultation process through a variety of channels which include verbal (or face-to-face), written and social media.

Tātaritanga me ngā tohutohu / Analysis and advice

15. The special consultative procedure requires the council to provide an opportunity for people to present their views to the council in a manner that enables “spoken (or New Zealand sign language) interaction” between the person and the council’s decision-makers, or their official delegates. The council provides for this through its ‘Have Your Say’ events where people can have a face-to-face dialogue with elected members or other council representatives with an appropriate delegation. The Have Your Say event recommended to be held in the Rodney Local Board area is:

· Helensville Rautawhiri Park opening, 17 February 2019

16. Local boards held workshops during October and November 2018 to determine their key activities for their 2019/2020 local board agreement. Boards are now requested to agree their local content and supporting information for consultation, as attached in Attachment A and B to the agenda report.

17. Any new local BID targeted rates must be consulted on before they can be implemented. Local boards are therefore also requested to agree any new proposals for consultation.

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

18. Local boards will have further opportunities to provide information and views as the council progresses through the Annual Budget 2019/2020 process.

19. Aucklanders will have the opportunity to give feedback on regional and local proposals contained in the Annual Budget 2019/2020. All feedback received from submitters residing in the local board area will be analysed by staff and made available for consideration by the board, prior to finalising their local board agreement.

Tauākī whakaaweawe Māori / Māori impact statement

20. Many local board decisions are of importance to and impact on Māori. Local board agreements and the annual budget are important tools that enable and can demonstrate the council’s responsiveness to Māori. Local board plans, which were adopted in September and October of 2017, form the basis for local priorities.

21. The approach to Māori engagement for the Annual Budget will be finalised once consultation topics are confirmed, including development of bespoke materials subject to interest level of topics and confirmation of budget.

22. Regionally supported local Māori engagement in the South and West will be provided subject to interest level of topics and confirmation of budget, this will be integrated with Water Strategy engagement.

23. Mana Whenua engagement on the Water Strategy is already underway, and will run throughout the March consultation period, annual budget discussions will be integrated with this process.

24. There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in the council’s decision-making processes.

Ngā ritenga ā-pūtea / Financial implications

25. Event associated costs include venue hire and catering.

Ngā raru tūpono / Risks

26. Local boards must agree their local consultation content and supporting information by 13 December 2018, in order for it to be formatted and reviewed in time to be incorporated into the Annual Budget 2019/2020 consultation document and supporting information.

Ngā koringa ā-muri / Next steps

27. The Governing Body will approve the consultation document, supporting information and consultation process for the Annual Budget 2019/2020 on 13 February 2019.

28. Following consultation, the Governing Body and local boards will make decisions on the Annual Budget 2019/2020 and Local Board Agreements 2019/2020 respectively.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Consultation Document	69
b ⇩	Supporting document	71

Ngā kaihaina / Signatories

Author

Beth Corlett – Strategic Project Advisor

Authorisers

Louise Mason - GM Local Board Services

Lesley Jenkins - Relationship Manager

Chairperson	Beth Houlbrooke
Deputy Chairperson	Phelan Pirrie
Members	Brent Bailey
	Tessa Berger
	Cameron Brewer
	Louise Johnston
	Allison Roe, MBE
	Colin Smith
	Brenda Steele

Author	Robyn Joynes - Democracy Advisor - Rodney
Authoriser	Lesley Jenkins - Relationship Manager