Agenda of Hibiscus and Bays Local Board

DELEGATIONS HIBISCUS AND BAYS LOCAL BOARD 2016-2019

Portfolio	Description	Resolution	Local Board Members
Minor landowner approvals and landlord approvals including events	To confirm if the matter is minor for staff to exercise their delegation for landowner approvals To approve minor landlord approvals	HB/2016/190	Julia Parfitt -Chairperson Janet Fitzgerald - Deputy Chairperson Gary Holmes - Alternate
Transport Information Group	Discuss transport issues/projects	HB/2016/190	Julia Parfitt -Chairperson Janet Fitzgerald - Deputy Chairperson David Cooper - Alternate
Resource consent applications	Input into notification decisions for resource consent applications	HB/2016/190	Gary Holmes Janet Fitzgerald - Deputy Chairperson David Cooper - Alternate
Notified Resource Consents Notified Plan Changes Notices of Requirement	To prepare and submit local board views and speak to those local board views at any hearings	HB/2018/55	Gary Holmes or Julia Parfitt –Chairperson or Janet Fitzgerald - Deputy Chairperson
Urgent Decision Making	To make decisions on matters that cannot wait until the next ordinary meeting of the local board	HB/2016/195	Julia Parfitt – Chairperson Janet Fitzgerald-Deputy Chairperson Christina Bettany - Alternates
Infrastructure and Environmental Services	To approve minor changes to 2018/2019 work programme	HB/2018/96	Chris Bettany Julia Parfitt – Chairperson Janet Fitzgerald - Deputy Chairperson
Arts, Community and Events	To approve minor changes to 2018/2019 work programme	HB/2018/99	Chris Bettany Caitlin Watson Mike Williamson - Alternates
Parks, Sport and Recreation	To approve minor changes to 2018/2019 work programme	HB/2018/99	David Cooper Mike Williamson Caitlin Watson - Alternate-
Service, Strategy and Information	To approve minor changes to 2018/2019 work programme	HB/2018/99	Gary Holmes Julia Parfitt – Chairperson Vicki Watson - Alternate
Economic Development	To approve minor changes to 2018/2019 work programme	HB/2018/100	Janet Fitzgerald – Deputy Chairperson Gary Holmes Vicki Watson - Alternate
Community Facilities and CF: Leases	To approve minor changes to 2018/2019 work programme/s	HB/2018/122	Julia Parfitt – Chairperson Janet Fitzgerald-Deputy Chairperson Caitlin Watson - Alternates
Silverdale Led Heritage Character Design Guidelines	To approve any minor changes		Janet Fitzgerald – Deputy Chairperson Caitlin Watson
Hibiscus and Bays Local Board Annual Report 2017/2018	To approve any minor changes		Janet Fitzgerald – Deputy Chairperson

Appointments to outside organisations

Organisation	Local Board Member
Vaughan Homestead (Torbay Historical Society)	Julia Parfitt - Chairperson Chris Bettany - Alternate
Victor Eaves Management Committee	Mike Williamson
Local Government New Zealand Zone One (Auckland and Northland)	Janet Fitzgerald - Deputy Chairperson
Business Improvement Districts (BIDS)
Destination Orewa Beach	Vicki Watson David Cooper - Alternate
Torbay	Chris Bettany Julia Parfitt - Chairperson- Alternate
Browns Bay	Chris Bettany Gary Holmes - Alternate

Hibiscus and Bays Local Board

17 April 2019

ITEM TABLE OF CONTENTS PAGE

1 Welcome 7

2 Apologies 7

3 Declaration of Interest 7

4 Confirmation of Minutes 7

5 Leave of Absence 7

6 Acknowledgements 7

7 Petitions 7

8 Deputations 7

8.1 Whangaparaoa Business Association 7

8.2 Hibiscus Coast Youth Centre 8

9 Public Forum 8

10 Extraordinary Business 8

11 Disposal recommendations report - Whangaparāoa Road and Brightside Road properties 9

12 Hibiscus and Bays Local Board Community Grant Programme 2019/2020 21

13 Metro Park multi-sport pavilion design scope 29

14 Local board decisions and input into the Annual Budget 2019/2020 and the proposed amendment to the 10-year Budget 2018-2028 43

15 New community lease to the Hibiscus Coast Association Football Club Incorporated situated at 162 Brightside Road, Stanmore Bay, Whangaparaoa 61

16 Variation and renewal of lease to the Murrays Bay Residents Association Incorporated situated at 476 Beach Road, Murrays Bay 69

17 Auckland Council Policy on Dogs and Dog Management Bylaw Statement of Proposal resolution from Governing Body 75

18 New private road names for the Hosken Property Beach Road Limited subdivision at 481 and 483 Beach Road, Murrays Bay 79

19 Ward Councillors Update 87

20 Governance Forward Work Calendar 89

21 Record of Workshop Meetings 97

22 Consideration of Extraordinary Items

1 Welcome

2 Apologies

An apology from Member V Watson has 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 Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 20 March 2019, 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 Hibiscus and Bays 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 Whangaparaoa Business Association

Te take mō te pūrongo

Purpose of the report

1. The new Whangaparāoa Business Association has requested a deputation to make a presentation to the local board seeking support for the new business association.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) Thank the representatives of the Whangaparāoa Business Association for their presentation.

8.2 Hibiscus Coast Youth Centre

Te take mō te pūrongo

Purpose of the report

1. Representatives of the Hibiscus Coast Youth Centre have requested a deputation to present the youth centre’s new strategic plan.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) thank the representatives of the Hibiscus Coast Youth Centre 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.”

Hibiscus and Bays Local Board

17 April 2019

Disposal recommendations report - Whangaparāoa Road and Brightside Road properties

File No.: CP2019/04555

Te take mō te pūrongo

Purpose of the report

1. To seek the Hibiscus and Bays Local Board’s endorsement for Panuku Development Auckland to recommend to the Finance and Performance Committee the disposal of 23 council owned properties in the Hibiscus and Bays Local Board area.

Whakarāpopototanga matua

Executive summary

2. The properties at 4 and 6 Brightside Road, 472, 474, 476, 478, 480, 482, 484, 486, 488, 1/490, 2/491, 492, 494, 496, 498, 498B, 500, 502, 599, 616A Whangaparāoa Road, Stanmore Bay and 750A Whangaparāoa Road, Manly were acquired for transport purposes. The properties are no longer required for this purpose. Consultation with council and its council controlled organisations and the Hibiscus and Bays Local Board has now taken place.

3. Panuku Development Auckland discussed the proposed disposal of the subject properties at a workshop with the local board in March 2019. The local board provided informal feedback that did not support a disposal and that it may seek to retain parts of the properties for future roading. Advice was provided to the local board confirming that no public work requirement to retain the properties had been identified and confirming offer back obligations to former owners in accordance with section 40 of the Public Works act 1981.

4. As no current or future public work use has been identified for the subject properties through the rationalisation process, Panuku Development Auckland recommends that they be divested.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) endorse Panuku Development Auckland’s recommendation to the Finance and Performance Committee to dispose of the following properties:

i) 4 Brightside Road, Stanmore Bay;

ii) 6 Brightside Road, Stanmore Bay;

iii) 472 Whangaparāoa Road, Stanmore Bay;

iv) 474 Whangaparāoa Road, Stanmore Bay;

v) 476 Whangaparāoa Road, Stanmore Bay;

vi) 478 Whangaparāoa Road, Stanmore Bay;

vii) 480 Whangaparāoa Road, Stanmore Bay;

viii) 482 Whangaparāoa Road, Stanmore Bay;

ix) 484 Whangaparāoa Road, Stanmore Bay;

x) 486 Whangaparāoa Road, Stanmore Bay;

xi) 488 Whangaparāoa Road, Stanmore Bay;

xii) 1/490 Whangaparāoa Road, Stanmore Bay;

xiii) 2/490 Whangaparāoa Road, Stanmore Bay;

xiv) 492 Whangaparāoa Road, Stanmore Bay;

xv) 494 Whangaparāoa Road, Stanmore Bay;

xvi) 496 Whangaparāoa Road, Stanmore Bay;

xvii) 498 Whangaparāoa Road, Stanmore Bay;

xviii) 498B Whangaparāoa Road, Stanmore Bay;

xix) 500 Whangaparāoa Road, Stanmore Bay;

xx) 502 Whangaparāoa Road, Stanmore Bay;

xxi) 599 Whangaparāoa Road, Stanmore Bay;

xxii) 616A Whangaparāoa Road, Stanmore Bay; and

xxiii) 750A Whangaparāoa Road, Manly.

Horopaki

Context

5. Panuku Development Auckland (Panuku) is required to undertake ongoing review of council’s property assets. This includes identifying properties from within council’s portfolio that are no longer required for public work purposes and may be suitable for sale and development if appropriate. Panuku has a particular focus on achieving housing and urban regeneration outcomes. Identifying potential sale properties contributes to the 10-year budget (long term plan) 2018-2028 and the Auckland Plan focus of accommodating the significant growth projected for the region over the coming decades, by providing council with an efficient use of capital and prioritisation of funds to achieve its activities and projects.

6. Once a property has been identified as potentially no longer required for public work purposes, Panuku engages with council departments and its council controlled organisations (CCOs) through an expression of interest process, to establish whether the property must be retained for a strategic purpose or is required for a future funded public work. Once a property has been internally cleared of any public work requirements, Panuku then consults with local boards, mana whenua and ward councillors. All sale recommendations must be approved by the Panuku Board before a final recommendation is made to the Finance and Performance Committee. The Finance and Performance Committee makes the final decision to approve a property for disposal.

Tātaritanga me ngā tohutohu

Analysis and advice

Property information

7. The former Rodney District Council acquired 4 and 6 Brightside Road, Stanmore Bay, 472, 474, 476, 478, 480, 482, 484, 486, 488, 1/490, 2/490, 492, 494, 496, 498, 498B, 500, 502, 599, 616A Whangaparāoa Road, Stanmore Bay and 750A Whangaparāoa Road, Manly from 1996 to 2001 for the legacy Whangaparāoa Road widening project.

8. A Whangaparāoa Road widening project is not included as a funded project in the Regional Land Long Term Plan 2018-2028. Auckland Transport (AT) has confirmed the subject properties are not required for Penlink.

9. In 2018 the AT Board resolved that the properties are no longer required for its transport infrastructure purposes and the properties were subsequently transferred to council in order to progress thorough the property rationalisation process.

10. The properties at 4 and 6 Brightside Road, 472, 474, 476, 478, 480, 482, 484, 492, 494, 496, , 498B, 500 and 599 Whangaparāoa Road, and 750A Whangaparāoa Road are vacant sites. The properties at 486, 488, 1/490, 2/490, 498, 502 and 616A Whangaparāoa Road, are residential properties.

11. The subject properties are all zoned Residential - Single House. The properties have a combined council rating valuation of $13.9 million.

12. The properties at 472, 474, 476, 478, 480, 486, 488, 1/490, 2/490, 492, 494, 496, 498B, 500, 502, 599 and 616A Whangaparāoa Road are subject to offer back obligations to the former owners in accordance with section 40 of the Public Works Act 1981.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

Internal Consultation

13. The internal consultation for the subject Whangaparāoa Road and Brightside Road properties was undertaken in March 2019.

14. Council’s Heritage team advised that the subject properties have no heritage assets or issues.

15. Council’s Community Facilities department did not identify a requirement to retain the subject properties to deliver a current or future council community facilities, places or leasing service use.

16. No alternative planned or funded public work requirement for the subject properties was identified through the internal consultation process. Accordingly, the subject properties are now recommended for disposal.

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

Local impacts and local board views

17. Panuku attended a workshop with the Hibiscus and Bays Local Board in March 2019. At the workshop the local board provided informal feedback regarding the lack of notification or consultation from AT regarding the future of the subject properties.

18. In response advice was given regarding the transfer of non-service assets from AT to council, the property history investigations undertaken and the internal consultation as part of the rationalisation process prior to local board engagement.

19. The local board also questioned if council can retain only the parts of the properties subject to the Auckland Unitary Plan (AUP) road widening designation and dispose of the residue. Advice was provided to the local board that as the subject properties are not required for a planned and identified public work, they will likely trigger the offer back requirements under section 40 of the Public Works Act 1981. In addition, advice was also given that subdividing the properties would create separate titles with no legal access, requiring approval by Land Information New Zealand.

20. This report provides the local board with an opportunity to formalise its views regarding the properties.

Tauākī whakaaweawe Māori

Māori impact statement

21. Relevant mana whenua iwi authorities were contacted regarding the potential divestment of the subject Whangaparāoa Road and Brightside Road properties. Due to the timeframes involved with this recommended disposal that feedback was not available at the time of the report being written; once the feedback is available, Panuku will table this at the Hibiscus and Bays Local Board’s April meeting.

Ngā ritenga ā-pūtea

Financial implications

22. Capital receipts from the sale of properties contribute to Auckland Plan outcomes and the 10-year budget (long-term plan) by providing the council with an efficient use of capital and prioritisation of funds to achieve its activities and projects. In the 2018/2019 financial year, the 10-year budget (long term plan) has forecast the disposal of non-strategic assets to the value of of $24 million.

23. In accordance with the Local Government Act 2002, the annual Panuku Statement of Intent (SOI) states the activities and intentions of Panuku, the objectives those activities will contribute to and performance measures and targets as the basis of organisational accountability. For the 2018/2019 financial year Panuku is required to recommend to the council’s Finance and Performance Committee properties from within council’s portfolio that may be suitable for sale to a combined value of $30 million and to sell $24 million of property by 30 June 2019.

24. The 23 subject properties are not required by council for a current or future public work requirement that is funded or can realistically be funded in the future. To retain non-service properties for an undefined purpose is contrary to council’s Revenue and Funding Policy principles and would require support from the Finance and Performance Committee given the impact of not realising the sale of the non-service properties, and to allocate the operational budget required to hold the sites.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. The subject properties were all acquired by the former Rodney District Council for roading purposes. As such, the properties are considered to have been acquired for a “public work” for the purposes of section 40 of the Public Works Act 1981.

26. Accordingly, if 472, 474, 476, 478, 480, 486, 488, 1/490, 2/490, 492, 494, 496, 498B, 500, 502, 599 and 616A Whangaparāoa Road are not required for the public work for which they were acquired and held, and are not required for a planned and identified public work, they will likely trigger the offer back requirements under section 40 of the Act.

Ngā koringa ā-muri

Next steps

27. Following receipt of the Hibiscus and Bays Local Board’s resolution, the properties will be presented to the Finance and Performance Committee.

28. AT will uplift the AUP Whangaparāoa Road widening designation from 472, 474, 476, 478, 480, 482, 484, 486, 488, 1/490, 2/490, 492, 494, 496, 498, 498B, 500, 502 Whangaparāoa Road and 4 Brightside Road following an approval to dispose.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Images of Whangaparāoa Road and Brightside Road properties	15

Ngā kaihaina

Signatories

Author

Anthony Lewis - Senior Advisor, Portfolio Review, Panuku Development Auckland

Authorisers

Letitia Edwards - Team Leader Portfolio Review, Panuku Development Auckland

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

17 April 2019

Hibiscus and Bays Local Board Community Grant Programme 2019/2020

File No.: CP2019/02965

Te take mō te pūrongo

Purpose of the report

1. To adopt the Hibiscus and Bays Local Board Community Grant Programme 2019/2020.

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Community Grants Policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

3. The Community Grants Policy supports each local board to review and adopt their own local grants programme for the next financial year.

4. This report presents the Hibiscus and Bays Local Board Community Grants Programme 2019/2020 for adoption (see Attachment A).

Ngā tūtohunga

Recommendation

That the Hibiscus and Bays Local Board:

a) adopt the Hibiscus and Bays Local Board Community Grant Programme 2019/2020.

Horopaki

Context

5. The Auckland Council Community Grants Policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

6. The Community Grants Policy supports each local board to review and adopt their own local grants programme for the next financial year. The local board grants programme guides community groups and individuals when making applications to the local board.

7. The local board community grants programme includes:

• outcomes as identified in the local board plan

• specific local board grant priorities

• which grant types will operate, the number of grant rounds and opening and closing dates

• any additional criteria or exclusions that will apply

• other factors the local board consider to be significant to their decision-making.

8. Once the local board grants programme 2019/2020 has been adopted, the types of grants, grant rounds, criteria and eligibility will be advertised through an integrated communication and marketing approach which includes utilising the local board channels.

Tātaritanga me ngā tohutohu

Analysis and advice

9. The aim of the local board grant programme is to deliver projects and activities which align with the outcomes identified in the local board plan. The new Hibiscus and Bays Grants Programme has been workshopped with the local board and feedback incorporated into the grants programme for 2019/2020.

10. The new grant programme includes grant round dates which exclude decision dates coinciding with the local government elections in October 2019.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

11. The grants programme has no identified impacts on council-controlled organisations and therefore their views are not required.

12. The main focus of an application is identified as arts, community, events, sport and recreation, environment or heritage. Based on the main focus of an application, a subject matter expert from the relevant department, will provide input and advice.

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

Local impacts and local board views

13. The grants programme has been developed by the local board to set the direction for the 2019/2020 financial year. This programme is reviewed on an annual basis.

Tauākī whakaaweawe Māori

Māori impact statement

14. All grant programmes respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to organisations delivering positive outcomes for Māori. Applicants are asked how their project aims to increase Māori outcomes in the application process.

Ngā ritenga ā-pūtea

Financial implications

15. The allocation of grants to community groups is within the adopted Long-term Plan 2018-2028.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

16. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy. Therefore, there is minimal risk associated with the adoption of the grants programme.

Ngā koringa ā-muri

Next steps

17. An implementation plan is underway and the local board grants programme will be locally advertised through the local board and council channels, including the council website, local board Facebook page and communication with past recipients of grants funding.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Hibiscus and Bays Local Board Community Grants Programme	25

Ngā kaihaina

Signatories

Author

Marion Davies - Grant Operations Manager

Authorisers

Shane King - Head of Operations Support

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

17 April 2019

Metro Park multi-sport pavilion design scope

File No.: CP2019/05385

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the proposed design scope for the Metro Park East multi-sport pavilion building from the Hibiscus and Bays Local Board.

Whakarāpopototanga matua

Executive summary

2. In 2017, a feasibility study was completed for a multi-sport pavilion building at Metro Park East.

3. In 2018, the Hibiscus and Bays Local Board allocated $108,322 to the Metro Park Community Sport Charitable Trust towards the design-build plans for the multi-sport pavilion project.

4. In 2018, the Rodney Districts Sports and Community Association joined discussions regarding the multi-sport pavilion project, becoming a trustee along with Silverdale Rugby Club in 2019.

5. Through analysis it was identified by the Metro Park Community Sport Charitable Trust that the need for facilities had changed with the additional intended use, requiring an increase in the building footprint from 286m² to 400m².

6. The associated impact of the increase in footprint is an increase in build cost from between $900,000-$1.4m to between $1.4m-$1.6m.

7. The Metro Park Community Sport Charitable Trust developed a revised scope.

8. The Metro Park Community Sport Charitable Trust requires approval of the proposed design scope from the Hibiscus and Bays Local Board to progress.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) endorse the concept design scope for the Metro Park East multi-sport pavilion to increase from 286 square metres to 400 square metres to enable the Metro Park Community Sports Charitable Trust to progress the project to developed design.

b) note that the Metro Park Community Sports Charitable Trust will subsequently apply for a community lease for the development and occupation of the proposed multi-sport pavilion.

Horopaki

Context

9. In 2017 Opus completed a feasibility study for a multi-sport pavilion building at Metro Park East.

10. The feasibility study assessed the needs of the proposed user groups and provided the following recommendations for the pavilion building:

- two changing rooms

- umpire changing room

- four uni-sex toilets externally accessible

- storage space

- social area

- medical room

- tuck shop space

- small control room

- deck with seating for meeting and socialising

11. In June 2018 $108,322 was granted to the Metro Park Community Sport Charitable Trust (the Trust) for detailed design of the multi-sport pavilion. At the time it was understood that an additional $42,000 would be required for the group to complete construction drawings, which was to be raised from non-council funding sources.

12. In 2018, Rodney Districts Sports and Community Association joined discussions for the proposed multi-sport pavilion building. Rodney Districts Sports and Community Association is currently providing football at Metro Park East and expects to expand their delivery of sport codes in the future. In 2018, Silverdale Rugby recognised the multi-sport pavilion building as a need for the delivery of their satellite programme. In 2019, Rodney Districts Sports and Community Association and Silverdale Rugby became trustees represented on the Trust.

13. Due to the increased patronage of the proposed pavilion, the Trust have identified a need for a revision of the original design scope. The new design brief has provided additional toilets, changing sheds and storage. It is proposed that the building footprint increases from 286m² to 400m², with an additional deck area of 78m².

14. The original pavilion estimate was between $900,000 - $1.4m, subject to build type. At an industry standard build rate of $3,500 per m², it is estimated that the pavilion and deck will now cost between $1.4m-$1.6m. This is a potential escalation in build costs from when the original funding resolution was made.

15. A preferred supplier, Pure Design, has been identified through a tender process. A scope of services indicates they will be able to deliver the developed design to the original budget.

16. The Trust have identified ‘Option Two’ in Attachment A as the preferred concept design, however further investigation will be required by the group to ensure it meets the needs of all user groups.

Previous decisions

17. On 16 May 2018 the Hibiscus and Bays Local Board approved a grant of $108,322 through a reallocation of 2017/2018 underspent Locally Driven Initiative operational funding, to the Trust for development of multi-sport pavilion design-build plans, to be delivered within the 2019 financial year. Resolution number HB/2018/67.

18. In 2018 the project was assessed by an independent panel against the Auckland Sport Sector - Facility Priorities Plan. The project received endorsement from the panel as a priority one initiative.

19. Funders have informally agreed the Auckland Ssort Sector - Facility Priorities Plan endorsement is a strong indicator of project value and alignment to sport and recreation outcomes.

20. The Trust have approved ‘Option Two’ in Attachment A and the design scope in Attachment B.

Tātaritanga me ngā tohutohu

Analysis and advice

21. The Trust’s preferred option (Option Two) in Attachment A provides a high-level draft concept design for the multi-sport pavilion.

22. The preferred option requires two additional changing and ablution blocks. However, the provision of four changing rooms at Metro Park East is consistent with the Parks Sport and Recreation Service Guidelines for provision of changing room and toilets on sports parks.

23. The preferred option also requires additional storage. The increase in storage space is associated to the increased number of user groups and participants at Metro Park East and is essential for activation, as indicated by the number of temporary containers currently on the park.

24. There is no significant increase to social space requirements.

25. Rodney Districts Sports and Community Association have reported a current membership base of 300.

26. The proposed design delivers future proofing elements of the building to allow for increased use of both the multi-sport pavilion and sports park in the future.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. No other council groups/council-controlled organisations are affected by the project at this stage. Full consultation with the appropriate groups will be undertaken where required.

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

Local impacts and local board views

28. The project is consistent with the Hibiscus Coast Local Board Plan 2017, specifically “Outcome: Our community enjoys access to quality parks, reserves and facilities for leisure, sport and recreation.”

29. The Hibiscus and Bays Local Board Plan 2017 indicates the intention to “support the development of multi-sport and recreation projects” and directly references the Metro Park East development.

30. The impact of the project will be significant in activating and bringing together the Millwater and surrounding community through the provision of a multi-sport hub.

Tauākī whakaaweawe Māori

Māori impact statement

31. The proposed project will have beneficial impacts on Māori well-being through increased sport participation to improve health, wellness and quality of life.

32. Mana whenua engagement will be sought during the design engagement process.

Ngā ritenga ā-pūtea

Financial implications

33. The Trust require additional funding to complete the detailed design project. The shortfall is yet to be determined.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. There is a risk that if additional funding is not raised then this will leave the Trust with a funding shortfall and they will be unable to progress.

35. The risk of a funding shortfall for the project is reduced through the endorsement that the Trust has received against the Auckland Sport Sector - Facility Priorities Plan.

36. The financial risk to the Trust is reduced as the design will be delivered in a staged fee and design phase approach, aligned with the scope of services in Attachment B.

Ngā koringa ā-muri

Next steps

37. The Trust will proceed with the design scope, pending approval from the Hibiscus and Bays Local Board.

38. The suggested next steps (subject to design approval):

- Proposed footprint and agreement to lease

- Developed design

- Construction drawings

- Capital fundraising

- Tender for construction contract

- Build

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Metro Park Multi-sport Pavilion Concept Design	33
b ⇩	Metro Park Multi-sport Pavilion Scope of Services	39

Ngā kaihaina

Signatories

Author

Laura Bertelsen - Sport & Recreation Lead

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

17 April 2019

Local board decisions and input into the Annual Budget 2019/2020 and the proposed amendment to the 10-year Budget 2018-2028

File No.: CP2019/04716

Te take mō te pūrongo

Purpose of the report

1. To approve local financial matters for the local board agreement 2019/2020, which need to be considered by the Governing Body in the Annual Budget 2019/2020 process.

2. To seek feedback on regional topics in the Annual Budget 2019/2020 and the proposed amendment to the 10-year Budget 2018-2028.

Whakarāpopototanga matua

Executive summary

3. Auckland Council’s Annual Budget contains 21 local board agreements which are the responsibility of local boards. These agreements set out local funding priorities, budgets, levels of service and performance measures. This report seeks decisions on local financial matters for the local board agreement, including:

· any new/amended business improvement district targeted rates

· any new/amended local targeted rate proposals

· proposed locally driven initiative capital projects outside local boards’ decision-making responsibility

· release of local board specific reserve funds

· any advocacy initiatives (to be included in the appendix).

4. Auckland Council consulted with the public from 17 February to 17 March 2019 to seek community views on the Annual Budget 2019/2020 and the proposed amendment to the 10‑year Budget 2018-2028, and local board priorities to be included in the local board agreements. This report seeks local board views on both of these plans:

· regional annual budget topics: including changes to rates and fees, the draft Tūpuna Maunga o Tamaki Makaurau Authority – Operational Plan 2019/2020, and other budget information

· the proposed amendment to the 10-year Budget 2018-2028 regarding property transfers.

5. Auckland Council also consulted on the Our Water Future discussion document. A draft strategy from the Our Water Future discussion document will be developed. Local boards will have the opportunity to provide input into this in early 2020.

6. Local board views on these regional plans will be considered by the Governing Body (or relevant committee) before making final decisions on the plans.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) receive consultation feedback on the Hibiscus and Bays Local Board priorities for 2019/2020

b) recommend any new or amended business improvement district targeted rates to the Governing Body

c) recommend any new or amended local targeted rate proposals to the Governing Body

d) recommend that the Governing Body approves any proposed locally driven initiative capital projects, which are outside local boards’ decision-making responsibility

e) recommend the release of local board specific reserve funds to the Governing Body.

f) approve its advocacy initiatives for inclusion (as an appendix) to its 2019/2020 Local Board Agreement

g) receive consultation feedback on regional proposals in the Annual Budget 2019/2020 and on the proposed amendment to the 10-year Budget 2018-2028 regarding property transfers from people or organisations based in the Hibiscus and Bays Local Board area

h) provide feedback on the Annual Budget 2019/2020

i) provide feedback on the proposed amendment to the 10-year Budget 2018-2028.

Horopaki

Context

7. Local board agreements form part of the Auckland Council’s annual budget and set out local funding priorities, budgets, levels of service and performance measures. This report details local board decisions and recommendations that need to be made in April/early-May 2019 to allow them to be considered by the Governing Body in the annual budget process.

8. Local boards also advocate to the Governing Body for funding for projects that cannot be accommodated within their local budgets. These advocacy initiatives are attached as an appendix to the local board agreement.

9. Local boards are responsible for providing local input into regional strategies, policies and plans. Local board plans reflect community priorities and preferences and are key documents that guide both the development of local board agreements and input into regional plans.

10. Auckland Council publicly consulted on the following two plans from 17 February to 17 March 2019:

· annual budget (which includes both regional issues and local board key priorities)

· the proposed amendment to the 10-year budget.

11. Across the region, 2278 people attended 65 engagement events, including five in the Hibiscus and Bays Local Board area. Feedback was received through written, event and social media channels.

12. Consultation feedback on the Hibiscus and Bays Local Board priorities for 2019/2020 and on regional proposals in the Annual Budget 2019/2020 and the proposed amendment to the 10‑year budget regarding property transfers from people or organisations based in the Hibiscus and Bays Local Board area are set out in Attachment A. The feedback on local board priorities will be considered by the local board before they agree their local board agreement in early June 2019.

13. The complete feedback received from the Hibiscus and Bays Local Board area is shown in Attachments B, C, D and E to the agenda report.

Tātaritanga me ngā tohutohu

Analysis and advice

Local financial matters for the local board agreement

14. This report allows the local board to agree its input and recommend other local financial matters to the Governing Body in early May 2019. This is to allow time for the Governing Body to consider these items in the annual budget process (decisions made in June 2019).

Local targeted rate and business improvement district targeted rate proposals

15. Local boards are required to endorse any new locally targeted rate proposals or business improvement district (BID) targeted rate proposals in their local board area (noting that any new local targeted rates and/or BIDs must have been consulted on before they can be implemented).

Funding for locally driven initiatives

16. Local boards are allocated funding annually to spend on local projects or programmes that are important to their communities. This funding is for ‘locally driven initiatives’ (LDI). Local boards can approve LDI capital projects up to $1 million; projects over that amount need approval from the Governing Body.

17. Local boards can recommend to the Governing Body to convert LDI operational funding to capital expenditure for 2019/2020 if there is a specific need to do so, or Governing Body approval may be needed for the release of local board specific reserve funds, which are funds being held by the council for a specific purpose.

18. Local boards can defer LDI projects where there was an agreed scope and cost, but the project/s have not been delivered.

Local board advocacy

19. Local boards are requested to approve any advocacy initiatives for consideration by the Governing Body and inclusion (as an appendix) to the 2019/2020 Local Board Agreement, noting that in this triennium, a longer-term approach has been taken to progress initiatives that are unable to be funded by local board budgets. The approach used the annual budget, 10-year budget and local board plan processes to progress and advise on a narrower range of local board initiatives in a more comprehensive way.

20. As part of the 10-year Budget 2018-2028, additional funding was provided to progress the priority advocacy initiative of each local board (the one local initiative (OLI)). All OLIs are progressing with funding either allocated or earmarked in the 10-year budget.

Local board input on regional plans

21. Local boards have a statutory responsibility for identifying and communicating the interests and preferences of the people in its local board area in relation to the context of the strategies, policies, plans, and bylaws of Auckland Council. This report provides an opportunity for the local board to provide input on two plans, the Annual Budget 2019/2020 and the proposed amendment to the 10-year Budget 2018-2028 regarding property transfers.

Regional issues in the Annual Budget 2019/2020

22. The annual budget sets out Auckland Council priorities and how it is going to pay for them. The regional consultation on the proposed annual budget focused on two topics:

· changes to rates and fees

o annual waste management changes

o food scraps targeted rate

o Waitākere rural sewerage targeted rate

o urban boundary rating

o rating of religious use properties

o regulatory fees

· draft Tūpuna Maunga o Tamaki Makaurau Authority – Operational Plan 2019/2020.

23. The consultation on the annual budget also included key priorities for each local board area. Decisions on local board priorities will be made when local board agreements are considered in June 2019.

24. The feedback form contained one question relating to changes to rates and fees. Consultation feedback received from the Hibiscus and Bays Local Board area on key regional issues in the annual budget are summarised in Attachment A, along with an overview of any other areas of feedback on regional proposals with a local impact.

25. Local boards may wish to provide feedback on these regional issues for consideration by the Governing Body.

The proposed amendment to the 10-year Budget 2018-2028 regarding property transfers

26. The regional consultation on the proposed amendment to the 10-year Budget 2018-2028 focused on a proposal to transfer the legal ownership of $790 million of city centre waterfront properties from Panuku to Auckland Council. Panuku would continue to manage the properties. The resulting ownership structure would reduce governance duplication, increase consistency with other development areas and maximise future flexibility.

27. The feedback form contained one question relating to this proposed amendment. Consultation feedback received from the Hibiscus and Bays Local Board area on the proposed amendment to the 10-year Budget 2018-2028 regarding property transfers is summarised in Attachment A.

28. Local boards may wish to provide feedback on the proposed amendment to the 10-year Budget 2018-2028 regarding property transfers for consideration by the Governing Body.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

29. The Annual Budget 2019/2020 is an Auckland Council group document and will include budgets at a consolidated group level. Consultation items and updates to budgets to reflect decisions and new information may include items from across the group.

30. The key impact of the proposed amendment to the 10-year budget regarding property transfers on the group is the potential impact on Panuku. Panuku staff and board have been engaged in the development of these options. The Governing Body will make their decision regarding this on 20 June 2019.

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

Local impacts and local board views

31. Local board decisions and feedback are being sought in this report. Local boards have a statutory role in providing local board feedback on regional plans.

32. Local boards play an important role in the development of the annual budget and local board agreements form part of the annual budget. Local board nominees have also attended Finance and Performance Committee workshops on the annual budget, and a special briefing was arranged on the proposed amendment to the 10-year budget regarding property transfers.

Tauākī whakaaweawe Māori

Māori impact statement

33. 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 council’s responsiveness to Māori.

34. Local board plans, which were developed in 2017 through engagement with the community including Māori, form the basis of local priorities. There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community.

35. Attachment A includes analysis of submissions made by mana whenua and mataawaka entities who have interests in the rohe/local board area.

36. 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 council’s decision-making processes.

Ngā ritenga ā-pūtea

Financial implications

37. This report is asking for local board decisions on financial matters in local board agreements that need to then be considered by the Governing Body.

38. Local boards are also providing input to regional plans. There is information in the consultation material for each plan with the financial implications of different options.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39. Local boards need to make recommendations on these local financial matters for the Annual Budget 2019/2020 by 8 May 2019, in order for the Governing Body to be able to make decisions on them when considering the annual budget in May 2019.

Ngā koringa ā-muri

Next steps

40. Local boards will approve their local board agreements and corresponding work programmes in June.

41. Recommendations and feedback from local boards will be provided to the relevant Governing Body committees for consideration during decision-making, as outlined in the table below:

Decision dates for regional plans

Plan	Decision-maker	Scheduled meeting
Annual Budget 2019/2020	Governing Body	22 May 2019
The proposed amendment to the 10‑year Budget 2018-2028	Governing Body	22 May 2019

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Annual Budget 2019/2020 and the proposed amendment to the 10-Year Budget 2019-2028 regarding property transfers consultation feedback report	49
b ⇨	Hibiscus and Bays Local Board Written Feedback Volume 1 (Under Separate Cover)
c ⇨	Hibiscus and Bays Local Board Written Feedback Volume 2 (Under Separate Cover)
d ⇨	Hibiscus and Bays Local Board Written Feedback Volume 3 (Under Separate Cover)
e ⇨	Hibiscus and Bays Local Board Written Feedback Volume 4 (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Beth Corlett - Strategic Project Advisor

Authorisers

Louise Mason - GM Local Board Services

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

17 April 2019

New community lease to the Hibiscus Coast Association Football Club Incorporated situated at 162 Brightside Road, Stanmore Bay, Whangaparāoa

File No.: CP2019/05041

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease to Hibiscus Coast Association Football Club Incorporated, at 162 Brightside Road, Stanmore Bay, Whangaparāoa.

Whakarāpopototanga matua

Executive summary

2. Hibiscus Coast Association Football Club Incorporated holds an operative community lease over the club-owned building situated at 162 Brightside Road, Stanmore Bay, Whangaparāoa.

3. The operative lease commenced on 1 December 1998 and expired on 30 November 2018. The lease is rolling over on a month-by-month basis until it is terminated, or a new lease is formalised.

4. Under Auckland Council’s Community Occupancy Guidelines 2012, groups that own their building have an automatic right to reapply for a new lease at the end of their occupancy term.

5. After assessing the Hibiscus Coast Association Football Club Incorporated’s new lease application, staff are satisfied that the requirements under the occupancy guidelines have been met.

6. Feedback received from Parks, Sports and Recreation support the granting of a new lease to the club.

7. This report recommends that the Hibiscus and Bays Local Board grant a new lease to the Hibiscus Coast Association Football Club Incorporated. The recommendations within this report align with the Hibiscus and Bays Local Board Plan 2017 outcome: Our community enjoys access to quality parks, reserves and facilities for leisure, sport and recreation.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) grant a new community lease to the Hibiscus Coast Association Football Club Incorporated, for the footprint of the club-owned building comprising approximately 415m², more particularly shown in Attachment A and situated at 162 Brightside Road, Stanmore Bay, described as Lot 12 DP 64710 subject to the following terms:

i) term – 10 years commencing on 1 December 2018, with one right of renewal for

a further 10 years

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

iii) all other terms and conditions to be in line with the Reserves Act 1977 and

Auckland Council’s Community Occupancy Guidelines 2012.

b) approve Hibiscus Coast Association Football Club Incorporated’s Community Outcomes Plan as attached (Attachment B)

Horopaki

Context

8. This report considers the new community lease to Hibiscus Coast Association Football Club Incorporated (the club) for the footprint of the club-owned building situated at 162 Brightside Road, Stanmore Bay.

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

Land, Buildings and Lease

10. The club holds an operative lease over the club-owned building situated at Stanmore Bay Park, described as Lot 12 DP 64710 held by Auckland Council in fee simple as a classified recreation reserve, subject to the Reserves Act 1977. The proposed lease area consists of approximately 415m²and is represented by the area marked A and delineated in red on Attachment A.

11. The club’s current lease finally expired on 30 November 2018, and it has applied for a new community lease to continue providing recreational services to the community.

Hibiscus Coast Association Football Club

12. The club was established in 1974 and was initially based at Victor Eaves Park. The club moved to Stanmore Bay in the mid 1980’s, after Auckland Council consented to the construction and lease of clubrooms on the park.

13. The club has since grown exponentially and currently has 1,200 members.

14. The club is affiliated to New Zealand Football through the Northern Football Federation and is one of the largest clubs of New Zealand Football. Additionally, the club has received the Quality Club Mark and is recognised for its governance structure.

15. The club employs a part-time club manager and a full-time Technical Director of Football to oversee player and coach development. The club currently manages 91 teams playing throughout the region.

16. The club’s lease has expired, and council staff have received the club’s application for a new lease. After assessing the application and meeting with the group, staff have determined that the club qualifies for a new community lease by virtue of the following:

i. The activity of the club and users of the building supports the Hibiscus and Bays Local Board Plan 2017 outcome: Our community enjoys access to quality parks, reserves and facilities for leisure, sport and recreation

ii. The club is not in breach of its occupancy agreement

iii. The club’s financial accounts have a surplus with no known contingent liabilities

iv. The club sustains its activities predominantly through hireage, grants and membership fees

v. The building meets the needs of the club and general users of the park

vi. The building is predominantly utilised as clubrooms to facilitate the playing of football which activates the recreational potential of the park

vii. The club shares the facilities with other users and provides hireage space for the local community.

Tātaritanga me ngā tohutohu

Analysis and advice

17. Auckland Council’s Community Occupancy Guidelines 2012 sets out the criteria for community occupancy agreements.

18. The guidelines stipulate that the club has an automatic right to re-apply for a new lease at the end of its occupancy term, a right which the club is exercising. It is recommended that a new lease be granted to the club for a term of 10 years, with one right of renewal for a further term of 10 years, in accordance with the occupancy guidelines.

19. Local boards, however, have discretion to vary the term of the lease if it wishes. The guidelines suggest that where a term is varied, it aligns to one of the recommended terms contained in Auckland Council’s Community Occupancy Guidelines 2012.

20. Staff have determined that the club meets the requirements under the guidelines to qualify for a new community occupancy agreement as evidenced below:

i. it is a registered incorporated society

ii. it has complied with the terms of the operative lease

iii. it has a history of delivering its services to the local community

iv. the club is managed appropriately as evidenced by its membership numbers, extent of use and Quality Club Mark

v. the club has provided a copy of its financial accounts which indicate that its funds are sufficient to meets its liabilities and that it possesses adequate financial reserves.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. In compiling the recommendations contained herein staff have sought input from Parks, Sports and Recreation. No concerns were raised regarding the lease to the club.

22. When compiling the community outcomes plan, staff from Community Leasing and Parks, Sports and Recreation worked collaboratively with the club, to design a plan based on local board priorities and desired outcomes.

23. The proposed new lease has no identified impacts on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report’s advice

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

Local impacts and local board views

24. This is an approved item on the Community Facilities Work Programme for 2018/2019 and the local board expressed support for the new lease and proposed term, at a workshop held on 6 December 2018.

25. The proposed lease to the club supports the Hibiscus and Bays Local Board Plan 2017 outcome: Our community enjoys access to quality parks, reserves and facilities for leisure, sport and recreation.

26. The land classification, together with the reserve management plan, envision the park to be used for recreation. Additionally, the lease to the Hibiscus Coast Association Football Club Incorporated is specifically provided for in the Stanmore Bay Recreation Reserve Management Plan. Consequently, there will be no departure from the approved land use

Tauākī whakaaweawe Māori

Māori impact statement

27. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi which are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2015-2025, the Unitary Plan and local board plans.

28. An aim of community leasing is to increase targeted support for Māori community development projects. This proposal seeks to improve access to facilities for all Aucklanders including Māori living in the Hibiscus and Bays Local Board Local Board area.

29. There are no changes to the use or operational activities being conducted on the land.

Ngā ritenga ā-pūtea

Financial implications

30. There are no direct costs to council associated with this new lease.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. If the Hibiscus and Bays Local Board resolve not to grant the new lease to the club, Incorporated, the club’s ability to undertake its core activities will be materially affected, which in turn will have a negative impact on the desired local board outcomes.

32. Additionally, the club is identified in the reserve management plan and without the club’s presence the recreational potential of the park will be severely restricted.

33. As there is no significant departure from the approved land use or change in activities, there are no identified risks in granting the lease.

Ngā koringa ā-muri

Next steps

34. Subject to the local board granting a new community lease, council’s community leasing staff will work with the club to execute a deed of lease and community outcomes plan as provided for in the Community Occupancy Guidelines 2012.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A: HCA Football Club leased area	65
b ⇩	Attachment B: HCA Football Club Community Outcomes Plan	67

Ngā kaihaina

Signatories

Author

Gert van Staden - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

17 April 2019

Variation and renewal of lease to the Murrays Bay Residents Association Incorporated situated at 476 Beach Road, Murrays Bay

File No.: CP2019/05052

Te take mō te pūrongo

Purpose of the report

1. To renew the community lease to Murrays Bay Residents Association Incorporated for Outram Hall at 476 Beach Road, Murrays Bay.

2. Additionally, this report seeks approval to vary the terms of the community lease, to better align with Auckland Council’s Community Occupancy Guidelines 2012.

Whakarāpopototanga matua

Executive summary

3. The Murrays Bay Residents Association Incorporated hold an operative community lease over the council-owned building, known as Outram Hall, situated at 476 Beach Road, Murrays Bay.

4. The initial term of the lease expired on 21 October 2018 and is rolling over on a month-by-month basis until the lease is renewed or terminated.

5. The lease provides for a right of renewal for a further term of 33 years, which the Murrays Bay Residents Association is exercising. After assessing the lease renewal application, staff are satisfied that the conditions pertaining to the renewal have been met.

6. In addition to the renewal, the Murrays Bay Residents Association is also requesting changes to the lease provisions dealing with hireage, insurance and exterior hall maintenance. Staff from Community Facilities and Legal Services support the variations.

7. This report recommends that the Hibiscus and Bays Local Board grant the lease renewal and the requested variation to Murrays Bay Residents Association Incorporated. The recommendations within this report align with the Hibiscus and Bays Local Board Plan 2017 outcome: people are involved and have a strong sense of pride in the look and feel of their local areas.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) grant a renewal of the community lease to Murrays Bay Residents Association Incorporated for the council-owned building situated at 476 Beach Road, Murrays Bay, subject to the following terms:

i) term – 33 years commencing on 22 October 2018

ii) rent - $1.00 per annum if demanded

b) grant a variation to the renewal of the community lease agreement to Murrays Bay Residents Association Incorporated to provide for the following:

i) maintenance – that external hall maintenance be transferred to Auckland Council

ii) hireage – that the terms relating to hireage be updated to align with Auckland Council’s Community Occupancy Guidelines 2012

iii) insurance – that the insurance clause correctly reflect that Auckland Council is responsible for building insurance

iv) maintenance – that provision be made for a maintenance fee in the amount of $500.00 per annum

v) insurance – that the minimum public liability insurance be increased to $2,000,000.00

c) all other terms and conditions will accord with the original lease agreement for the Murrays Bay Residents Association Incorporated dated 22 October 1985.

Horopaki

Context

8. This report considers the lease renewal and variation to Murrays Bay Residents Association Incorporated (the Association) for the council-owned building situated at 476 Beach Road, Murrays Bay.

9. The Hibiscus and Bays Local Board is the allocated authority relating to local, recreational, sport and community facilities, including community leasing matters.

Land, Buildings and Lease

10. The Association holds an operative lease over the council-owned building known as Outram Hall, situated on Lot 55 and 56 DP 13312, held by Auckland Council under two fee simple titles as a classified local purpose (community facilities) reserve.

11. The building is approximately 335m² and comprises of a main hall with seating for approximately 100 people, a kitchen and a meeting room.

Murrays Bay Residents Association Incorporated

12. The Association was incorporated in 1941, with the objective of promoting and encouraging social gatherings, meetings, lectures and other suitable forms of recreation. In addition, the Association promotes and encourages an interest in, and the protection of, the sea, beach and public reserves at Murrays Bay.

13. The Association was originally known as the Murrays Bay Progressive Association and has been managing Outram Hall as a community asset since 1985. It employs a dedicated hall manager to oversee and manage hall functions.

14. Typical hall usage includes weddings, 21^st celebrations, children’s gatherings, dances, yoga, fitness classes and conferences.

15. The hall hire charges are kept at a moderate level to provide the Association with sufficient income to maintain the hall facilities. During 2017/2018, the Association installed a new kitchen and renewed the hall seating.

16. The Association is also the driving force behind the Murrays Bay Wharf Birdman Festival.

Tātaritanga me ngā tohutohu

Analysis and advice

17. The initial term of the lease expired on 21 October 2018. The Association has exercised its right to renew the lease for a further period of 33 years. After assessing the application, and meeting with the group, staff have determined that the Association qualifies for a lease renewal by virtue of the following:

i. The activity of the Association and users of the building supports the Hibiscus and Bays Local Board Plan 2017 outcome: people are involved and have a strong sense of pride in the look and feel of their local areas.

ii. The Association is not in breach of their occupancy agreement.

iii. The Association’s financial accounts have a surplus, with no known contingent liabilities.

iv. The Association sustains its activities predominantly through grants and hireage.

v. The building meets the needs of the Association and general users of the park.

vi. The facility is typically utilised at 85 percent capacity.

vii. The Association shares the facilities with other users and provides event space for the local community.

Variation to Operative Lease Terms

18. Auckland Council’s Community Occupancy Guidelines 2012 sets out the criteria for community occupancy agreements. Staff have determined that the Association meet the requirements under the guidelines, as well as the operative lease, to qualify for a renewal of their occupancy agreement as evidenced by the below:

i. it is a registered incorporated society

ii. it has complied with the terms of the operative lease

iii. it has a history of delivering its services to the local community

iv. the Association is managed appropriately, as evidenced by its extensive use

v. the Association has provided a copy of its financial accounts which indicate that its funds are sufficient to meet its liabilities, and that it possesses adequate financial reserves.

19. In addition to applying for a lease renewal, the Association has also requested certain amendments to the operative agreement.

20. The changes relating to insurance and hireage provisions, as stated in the recommendations, are relatively minor and staff recommend that these amendments be incorporated into the deed of renewal.

21. The Association has also requested a change to the operative maintenance provisions, transferring exterior hall maintenance to Auckland Council. Feedback was sought from Asset Management Intelligence Support, Operational Management and Maintenance, as well as Legal Services, and there are no concerns regarding this amendment.

22. In order to align the renewal and variation to Auckland Council’s Community Occupancy Guidelines 2012, staff recommend that the maintenance and public liability provisions of the current lease be updated.

23. It is recommended that the renewal, together with the proposed variations, be granted.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24. In compiling the recommendations contained in this report, staff have obtained feedback from Legal Services, Asset Management Intelligence Support, as well as Operational Management and Maintenance.

25. None of the above departments have raised any concerns and their input has been incorporated into this report.

26. The proposed lease renewal and variation has no identified impacts on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report’s advice

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

Local impacts and local board views

27. This is an approved item on the Community Facilities Work Programme for 2018/2019, and the local board expressed their support for the renewal and variation request at two workshops held on 12 July 2018 and on 6 December 2018 respectively.

Tauākī whakaaweawe Māori

Māori impact statement

28. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi, which is articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2015-2025, the Unitary Plan and Local Board Plans.

29. An aim of community leasing is to increase targeted support for Māori community development projects. This proposal seeks to improve access to facilities for all Aucklanders, including Māori living in the Hibiscus and Bays Local Board area.

30. There are no changes to the use or operational activities being conducted on the land.

Ngā ritenga ā-pūtea

Financial implications

31. There are no direct costs to council associated with this lease renewal. However, the variation to the maintenance provisions will increase council’s financial obligations in the future, as council contractors will need to undertake the maintenance work.

32. Scheduled annual maintenance is forecasted to be $2,130.00. Responsive works can be in the region of $4,608.00 per annum, if additional maintenance is required. The true cost of responsive works is probably lower than the quoted amount, as the Association remains responsible for interior hall maintenance.

33. Council’s expected recovery is $500.00 per annum, through the subsidised annual maintenance fee, applicable to council-owned buildings leased to community groups.

34. Feedback from Asset Management Intelligence Support indicate that the renewal of the hall’s exterior would have been undertaken by council in any event, and the proposed lease variation has no internal financial impact.

35. Council’s insurance advisors have informed staff that the building is already covered by council’s building insurance, and the proposed lease variation has no additional financial impact.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

36. If the Hibiscus and Bays Local Board resolves not to grant the renewal of the lease to the Association, the Association’s ability to undertake its core activities will be materially affected. Additionally, Auckland Council has a contractual obligation to affect the renewal, if the conditions under the renewal provision have been complied with.

37. There is no obligation to affect the proposed variations, however, the variations will allow the lease to better align with Auckland Council’s Community Occupancy Guidelines 2012, and to better reflect the actual allocation of the maintenance and insurance obligations.

Ngā koringa ā-muri

Next steps

38. Subject to the local board granting the variation and renewal of the community lease, council’s community leasing staff will work with the Association to execute a deed of renewal and variation

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Gert van Staden - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

17 April 2019

Auckland Council Policy on Dogs and Dog Management Bylaw Statement of Proposal resolution from Governing Body

File No.: CP2019/03967

Te take mō te pūrongo

Purpose of the report

1. To receive a resolution from the Governing Body and provide feedback on the Auckland Council Policy on Dogs and Dog Management Bylaw Statement of Proposal.

Whakarāpopototanga matua

Executive summary

2. At its meeting on 28 February 2019, the Governing Body considered the recommendation from the Regulatory Committee (refer Attachment A) and resolved as follows:

Resolution number GB/2019/10

MOVED by Cr L Cooper, seconded by Deputy Mayor BC Cashmore:

That the Governing Body:

a) adopt the statement of proposal in Attachment B of the agenda report for public consultation, as amended, and confirms that the draft bylaw:

i) is the most appropriate and proportionate way to implement aspects of the policy

ii) is not inconsistent with the New Zealand Bill of Rights Act 1990.

b) forward to local boards and advisory panels:

i) the statement of proposal in Attachment B of the agenda report for their views

ii) this agenda report and attachments for their information.

c) note delegated authority to the chair of the Regulatory Committee to make replacement appointments to the panel if a member of the panel is unavailable.

d) note delegated authority through the chief executive to staff approved by a manager responsible for bylaws to receive public feedback at ‘Have Your Say’ events.

e) note delegated authority through the chief executive to a manager responsible for bylaws to make any amendments to the statement of proposal in Attachment B of the agenda report to correct errors, omissions or to reflect decisions made by the Regulatory Committee or the Governing Body.

f) note the Regulatory Committee’s agreement that the statement of proposal be amended to include an option outlining the ability for local boards to determine the time and season provisions for their local board areas.

3. The Auckland Council Policy on Dogs and Dog Management Bylaw Statement of Proposal is included as Attachment B.

4. The Hearings Panel will meet on 3 May 2019 and local boards will have an opportunity to present views.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) receive the 28 February 2019 Governing Body resolution on the Auckland Council Policy on Dogs and Dog Management Bylaw Statement of Proposal.

b) consider whether to provide views on the Auckland Council Policy on Dogs and Dog Management Bylaw Statement of Proposal to the hearings panel on the 3 May 2019.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	28 February 2019 - Governing Body report	77
b ⇨	Statement of Proposal Auckland Council's new policy on dogs and dog management bylaw (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Sarndra O'Toole - Team Leader Governance Advisors

Authorisers

Marguerite Delbet - General Manager Democracy Services

Lesley Jenkins - Relationship Manager

Hibiscus and Bays Local Board

17 April 2019

New private road names for the Hosken Property Beach Road Limited subdivision at 481 and 483 Beach Road, Murrays Bay

File No.: CP2019/04459

Te take mō te pūrongo

Purpose of the report

1. To seek approval for a new private road name for the subdivision and unit development being undertaken by Hosken Property Beach Road Limited at 481 and 483 Beach Road, Murrays Bay.

Whakarāpopototanga matua

Executive summary

2. Auckland Council has road naming guidelines that set out the requirements and criteria of the council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across the Auckland region.

3. The applicant, Hosken Property Beach Road Limited, has submitted the following names in order of preference for the jointly owned access lot serving the subdivision at 481 and 483 Beach Road, Mairangi Bay.

· The Bays Rise (preferred)

· Seaboard Way (alternative)

· Coastline Way (alternative)

· Nearshore Rise (alternative)

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the road name The Bays Rise, (or the alternates Seaboard Way, Coastline Way or Nearshore Rise) for the private road within the jointly owned access lot constructed for the subdivision and unit development being undertaken by Hosken Property Beach Road Limited at 481 and 483 Beach Road, Murrays Bay in accordance with section 319(1)(j) of the Local Government Act 1974.

Horopaki

Context

4. The eight lot subdivision and associated eight residential units, Council Reference number BUN60070321, was approved on 30 June 2017 and is close to completion.

5. In accordance with the national addressing standard and conditions of the subdivision consent the jointly owned access lot is required to be named as it serves more than five lots.

Tātaritanga me ngā tohutohu

Analysis and advice

6. The Auckland Council Road Naming Guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road names for the local board’s approval.

7. Auckland Council’s road naming criteria typically require that road names reflect:

· A historical or ancestral linkage to an area;

· A particular landscape, environment or biodiversity theme or feature; or

· An existing (or introduced) thematic identity in the area.

· The use of Māori names is actively encouraged.

The applicant has submitted the following names for consideration.

*Preferred Name*	*Meaning*
The Bays Rise	The term “The Bays” is commonly used and known as being synonymous with the stretch of coast the development is in. The development gently rises from Beach Road.
*Alternative Names*	*Meaning*
Seaboard Way Coastline Way Nearshore Rise	As above these names reflect the general connection of the development to the East Coast Bays coastal area.

8. The names reflect the applicants desire to use names that show a general connection to the East Coast Bays coastal area.

9. The applicant has contacted all local iwi groups, (16), associated with the locality and received four responses. The iwi that responded either deferred to other iwi or had no objection or alternative name suggestions to the applicants names.

10. Land Information New Zealand has confirmed that the proposed road names are unique and acceptable.

11. The proposed names are deemed to meet the council’s road naming guidelines as they generally reflect the wider environs that the site is located in.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

12. The decision sought for this report does not trigger the significance policy and is not considered to have any immediate impacts on any council groups.

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

Local impacts and local board views

13. The decision sought for this report does not trigger the significance policy and is not considered to have any immediate impacts on the community.

Tauākī whakaaweawe Māori

Māori impact statement

14. The applicant has contacted all local iwi groups, (16), associated with the locality and received four responses. The iwi that responded either deferred to other iwi or had no objections or alternative name suggestions to the applicants names.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

16. There are no significant risks to council as road naming is a routine part of the subdivision development process with consultation being a key part of the process.

Ngā koringa ā-muri

Next steps

17. Approved road names are notified to Land Information New Zealand which records them on its New Zealand wide land information database which includes street addresses issued by councils.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	481 and 483 Beach Road Locality Map	83
b ⇩	481 and 483 Beach Road Scheme Plan	85

Ngā kaihaina

Signatories

Author

John Benefield – Senior Subdivision Adivsor, Takapuna

Authorisers

Trevor Cullen - Team Leader Subdivision

Lesley Jenkins - Relationship Manager

No.	Title	Page
a ⇩	Workshop Record, 28 February 2019	99
b ⇩	Workshop Record, 7 March 2019	101
c ⇩	Workshop Record, 14 March 2019	103
d ⇩	Workshop Record, 28 March 2019	107
e ⇩	Workshop Record, 4 April 2019	109

Chairperson	Julia Parfitt, JP
Deputy Chairperson	Janet Fitzgerald, JP
Members	Chris Bettany
	David Cooper
	Gary Holmes
	Caitlin Watson
	Vicki Watson
	Mike Williamson

Author	Vivienne Sullivan - Local Board Democracy Advisor
Authoriser	Lesley Jenkins - Relationship Manager