Agenda of Rodney Local Board

Rodney Local Board

16 May 2019

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Warkworth Cement Works 5

8.2 Silverdale West - Dairy Flat Structure Plan 6

9 Public Forum 6

10 Extraordinary Business 6

11 Rodney Local Parks Management Plan – scope and approval for intention to prepare the plan 7

12 Panuku Development Auckland Local Board six-monthly update 1 October 2018 - 31 March 2019 21

13 Business Improvement District Programme Compliance Report to Rodney Local Board for FY 2017-2018 27

14 Endorsement of urgent repairs and remediation of drainage districts assets 37

15 Remuneration Authority - policy on child care allowances 43

16 Approval of the Rodney Local Board Achievements Report 26 October 2016 - 30 April 2019 57

17 Auckland Council's Quarterly Performance Report: Rodney Local Board for quarter three 2018/2019 87

18 Rodney Local Board Chairperson's report 131

19 Rodney Local Board workshop records 135

20 Governance forward work calendar 139

21 Deputations and public forum update 147

22 Rodney Ward Councillor update 151

23 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Rodney Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday 18 April 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 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 Warkworth Cement Works

Te take mō te pūrongo

Purpose of the report

1. Mr Jon Tate has requested a deputation to discuss the Warkworth Cement Works.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) thank Mr Tate for his presentation.

8.2 Silverdale West - Dairy Flat Structure Plan

Te take mō te pūrongo

Purpose of the report

1. Mr Brian Sutton from the Wilks Road Landowners Group has requested a deputation to discuss the Silverdale West – Diary Flat Structure Plan.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) thank Mr Sutton on behalf of the Wilks Road Landowners Group for his 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

16 May 2019

Rodney Local Parks Management Plan – scope and approval for intention to prepare the plan

File No.: CP2019/06096

Te take mō te pūrongo

Purpose of the report

1. To endorse the project scope, timeline and engagement approach for the Rodney Local Parks Management Plan and approve public notification of the intention to prepare the plan.

Whakarāpopototanga matua

Executive summary

2. The Rodney Local Board has approved the development of the Rodney Local Parks Management Plan as part of its 2018/2019 work programme (Resolution number RD/2018/83).

3. The Rodney Local Parks Management Plan will provide a policy framework to manage, use, protection and development of the Rodney local parks network.

4. The development of the plan will follow the process outlined in the Reserves Act 1977.

5. Staff are seeking approval from the local board to notify the intention to prepare a plan and to invite written suggestions, pursuant to section 41(5) of the Reserves Act 1977.

6. Public notices are likely to be published in early June 2019 and the deadline for written suggestions will be one month after the notification date.

7. The scope of the Rodney Local Parks Management Plan includes land where the local board has allocated or delegated decision-making authority and includes land held under the Reserves Act 1977 and the Local Government Act 2002.

8. Out of scope are areas of open space that:

· are not owned or managed by Auckland Council and

· where the local board does not have a decision-making role (e.g. regional parks, unformed legal road and drainage reserves).

9. For unformed legal road and drainage reserves, the local board does have an advocacy role which can be expressed through the plan where these areas act as open space.

10. This report also outlines the engagement approach for the development of the Rodney Local Parks Management Plan, which provides engagement opportunities beyond the statutory requirements of the Reserves Act 1977 and seeks the local board’s endorsement for this approach.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) endorse the scope and engagement approach for the development of the Rodney (omnibus) Local Parks Management Plan

b) approve public notification of its intention to prepare a combined (omnibus) Local Parks Management Plan for all local parks and reserves in the Rodney Local Board area and invite written suggestions on the proposed plan

c) appoint members to a working group to guide the development of the management plan.

Horopaki

Context

11. The local board has decision making responsibility for 317 parks, reserves and other areas of open space in the Rodney area. Fifty-two parks are covered by existing reserve management plans.

12. In June 2018, the Rodney Local Board approved work to develop an omnibus management plan for parks in the Rodney area (Resolution number RD/2018/83).

13. This report outlines the scope of the omnibus management plan (local parks management plan) and presents an engagement approach for the local board’s endorsement.

14. This report also seeks approval to publicly notify the intention to prepare a local parks management plan, as required under section 41(5) of the Reserves Act 1977.

Tātaritanga me ngā tohutohu

Analysis and advice

What is in scope of the Rodney Local Parks Management Plan?

15. Reserve management plans are mandatory for most reserves held under the Reserves Act, but not for parks held under the Local Government Act 2002 (LGA).

16. It is proposed that the local parks management plan covers all local parks held under the Reserves Act and the LGA for which the Rodney Local Board has decision-making responsibility; as the plan is intended to be the guiding policy framework for managing use, protection and development of the Rodney local parks network.

17. The plan will include general management principles and policies which will apply to all parks or park types across the local board area, as well as park-specific policies and guidance where required and will replace all existing reserve management plans for local parks in Rodney.

18. There are some areas for which the local board does not have allocated or delegated decision making, but does have an advocacy role, especially where those areas act as park land (e.g. parts of some unformed legal roads/road reserve where they have a park function). The objectives and policies in the plan will advocate the local board’s position on the management of those types of land. However, the final decision will rest with the Governing Body or the appropriate Council-controlled organization.

What land is out of scope?

19. Park land that is out of scope of this plan includes:

· Open space owned and managed by the Department of Conservation (DOC), but where council does not have a management agreement with DOC (e.g. Tauhoa Scenic Reserve).

· Council owned sites lacking any public open space for example an entire park. This is because none of that site is publicly accessible outside of the lease area (noting that the park may be included at a later date).

· Legal roads or land held for roading purposes.

· Regional Parks such as Tāwharanui Regional Park.

· Local parks neighboring regional parks which have been incorporated into the regional park network e.g. land at Te Ārai Point.

20. Attachment A to the agenda report gives an overview of areas within scope, out of scope and those areas where the local board does not have a decision-making role but may wish to advocate for particular outcomes on their management, through the local parks management plan.

Approval to notify the intention to prepare a local parks management plan

21. In the interests of developing an integrated local parks management plan, compliant with both the Reserves Act and the LGA, it is prudent to prepare the plan utilising the procedures for developing reserve management plans set out in the Reserves Act (as outlined in Attachment B to the agenda report).

22. The process required under the Reserves Act includes two formal rounds of public consultation.

23. The purpose of the first round is to seek feedback to inform the development of a draft plan.

24. Staff are now seeking approval from the local board to publicly notify the intention to prepare the local parks management plan (as per section 41(5) of the Reserves Act).

25. Public notification of the intention to prepare the local parks management plan will invite written suggestions on the proposal to prepare a plan.

26. Notices are anticipated to be published in early June 2019. The deadline for written suggestions will be one month after the notification date.

Community engagement for the Rodney Local Parks Management Plan – beyond statutory requirements

27. Staff are proposing to undertake consultation beyond the statutory requirements of the Reserves Act, by providing additional opportunities for key stakeholders and the wider community to provide suggestions. This is to ensure that as many people as possible will be given the opportunity to have their say.

28. Engagement activities will include opportunity for face-to-face discussions with staff, paper and online tools and the use of an innovative mapping tool to capture informal comments and suggestions on individual parks. Attachment C to the agenda report gives an overview of the proposed engagement activities.

29. Staff will work closely with mana whenua and the local board on the development of the draft local parks management plan

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

30. The programme of work to develop local park management plans has been discussed widely with council units and council controlled organisations including Parks Sports and Recreation, Infrastructure and Environmental Services, Community Facilities (including Leasing), Community and Social Policy, Panuku Development Auckland, Auckland Transport amongst others.

31. Staff will continue to work closely with council groups while drafting the plan to ensure it is aligned with the council’s other plans where possible and that any direction provided in the plan on council’s activities on parks is understood.

32. Staff recommend a political working group is established to guide the development of the management plan

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

Local impacts and local board views

33. Public consultation of the intention to prepare a local parks management plan will help to ensure that the management plan considers community views and park issues; and provides an appropriate planning response.

34. Staff met with the local board on 14 February 2019 to discuss the project including an overview of scope, process and timeline.

35. It is recommended that the board nominate members to form a working group to provide informal feedback to staff on the direction of the local parks management plan. This is because the plan will cover a range of park management issues and a range of reserves. A working group will provide the opportunity for more frequent meetings to ensure support for direction of the plan.

36. Workshops will be held with the working group throughout the development of the local parks management plan. Subsequent decisions including approval of notification of the draft plan will be reported to the local board.

Tauākī whakaaweawe Māori

Māori impact statement

37. The Reserves Act is one of the Acts in the First Schedule to the Conservation Act 1987. Section 4 of the Conservation Act contains an obligation to give effect to the principles of te Tiriti o Waitangi/the Treaty of Waitangi (te Tiriti/the Treaty).

38. As such, in performing functions and duties under the Reserves Act, such as developing a reserve management plan, the local board must give effect to the principles of te Tiriti/the Treaty.

39. The principles of te Tiriti/the Treaty likely to be most relevant in making decisions on the Rodney Local Parks Management Plan and classification work are:

· Partnership – mutual good faith and reasonableness

· Informed decision making – being well-informed of the mana whenua interests and views. Consultation is a means to achieve informed decision-making

· Active protection – this involves the active protection of Māori interests retained under te Tiriti/the Treaty. It includes the promise to protect rangatiratanga and taonga.

40. The Local Government Act also contains obligations to Māori, including to facilitate Māori participation in council decision-making processes (sections 4; 14(1)(d); 81(1)(a)).

41. Staff introduced mana whenua to the local parks management plan programme of works at the Parks, Sport and Recreation Mana Whenua Forum in March 2019.

42. Mana whenua representatives from Ngāti Manuhiri, Ngāti Whātua o Kaipara and Ngāti Whanaunga, Te Rūnanga o Ngāti Whātua, Te Uri o Hau and Te Patukirkiri expressed an interest in the project and attended subsequent huis in April to discuss proposed reserve classifications and the local park management plan.

43. Ongoing involvement of mana whenua in the development of the local parks management plan will:

· enable te ao Māori to be incorporated into the management of the Rodney local parks network

· provide an opportunity for mana whenua to express their kaitiaki role

44. Further hui are planned to help inform the development of the draft plan.

Ngā ritenga ā-pūtea

Financial implications

45. Costs for public notices and engagement activities will be accommodated within the project budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

46. There are no anticipated risks from making this decision.

Ngā koringa ā-muri

Next steps

47. Suggestions from the first round of consultation will be given full consideration in preparing the draft plan.

48. The second round of public consultation on the draft plan is anticipated to commence in the second quarter of 2020.

49. Work has also progressed on reviewing the land status of local park land within the Rodney Local Board area to ensure that the status complies with Reserve Act requirements prior to the creation of a management plan. The outcomes of that review will be reported to the local board in July 2019.

50. A high-level project delivery timeline including key project and consultation milestones and local board decision-points is set out in Attachment D to the agenda report.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Park land in and out of scope	13
b ⇩	Local Park Management Plan process	15
c ⇩	Engagement methods	17
d ⇩	Local Park Management Plan timeline	19

Ngā kaihaina

Signatories

Authors

Shyrel Burt - Service and Asset Planning Specialist

Matthew Ward - Service & Asset Planning Team Leader

Authorisers

Lisa Tocker - Head of Service Strategy and Integration

Jonathan Hope – Acting Relationship Manager

Rodney Local Board

16 May 2019

Panuku Development Auckland Local Board six-monthly update 1 October 2018 - 31 March 2019

File No.: CP2019/06204

Te take mō te pūrongo

Purpose of the report

1. To update the Rodney Local Board on Panuku Development Auckland activities within the local board area and the region for the six months from 1 October 2018 to 31 March 2019.

Whakarāpopototanga matua

Executive summary

2. Panuku Development Auckland is charged with balancing financial and non-financial outcomes in order to create and manage sustainable and resilient places where people want to live, work, invest, learn and visit. The activities of Panuku cover four broad areas:

· redevelopment of urban locations, leveraging off council owned land assets, mostly within existing suburbs

· review of, and where appropriate, redevelopment of council non-service property

· management of council property assets including commercial, residential, and marina infrastructure

· other property related services such as redevelopment incorporating a service delivery function, strategic property advice, acquisitions and disposals.

3. Panuku Development Auckland currently manages 70 commercial and residential interests in the Rodney Local Board area.

4. Two properties are currently under review as part of our rationalisation process.

5. No properties were purchased, and three properties were sold in the Rodney Local Board area during the last six months.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) receive the Panuku Development Auckland Local Board update for 1 October 2018 to 31 March 2019.

Horopaki

Context

6. Panuku Development Auckland (Panuku) helps to rejuvenate parts of Auckland, from small projects that refresh a site or building, to major transformations of town centres or neighbourhoods.

7. The Auckland Plan is the roadmap to deliver on Auckland’s vision to be a world class city. Panuku will play a significant role in achieving the Homes and Places and Belonging and Participation outcomes.

8. Panuku is leading urban redevelopment in Manukau, Onehunga, Wynyard Quarter, Waterfront, Northcote, Avondale, Takapuna, Henderson, Papatoetoe, Ormiston and Flat Bush, Panmure, Pukekohe, City Centre and redevelopment of the Haumaru Portfolio.

9. Panuku manages around $2 billion of council’s non-service property portfolio, which is continuously reviewed to find smart ways to generate income for the region, grow the portfolio, or release land or property that can be better used by others.

10. As at 30 December 2018, the property portfolio comprises 1636 properties, containing 1062 leases. The current portfolio includes vacant land, industrial buildings, warehouses, retail shops, cafes, offices, medical centres, and a large portfolio of residential rental homes.

Tātaritanga me ngā tohutohu

Analysis and advice

Properties managed in the Rodney Local Board Area

11. Panuku currently manages 55 commercial and 15 residential interests within the local board area.

Business interests

12. Panuku also manages the commercial return from business interests on the council’s behalf. This includes two forestry enterprises, two landfills and four quarries.

13. There is currently one managed business interest in the Rodney local board area:

14. Ti Point Forest – Woodbank completed stage one Harvest (about 2/3 of the forest) mid 2017. The harvest of stage two has been delayed due to wet weather and new National Environmental Standards (NES) requirements which the harvester must obtain prior to harvest. Anticipated harvest date for stage two is now late 2019.

Portfolio strategy

Optimisation

15. Optimisation is a self-funding development approach targeting sub-optimal service assets approved in 2015. The process involves an agreement between Community Facilities, Panuku and local boards and is led by Panuku. It is designed to equal or enhance levels of service to the local community in a reconfigured form while delivering on strategic outcomes such as housing or urban regeneration with no impact on existing rate assumptions.

16. Using optimisation, underperforming assets will have increased utility and efficiency, lower maintenance and operating costs, as well as improved service delivery benefiting from co-location of other complimentary services or commercial activities. Optimisation will free up a range of undercapitalised development opportunities such as air space, full sites, or part sites.

17. Local boards are allocated decision making for the disposal of local service property and reinvestment of sale proceeds in accordance with the service property optimisation approach.

Portfolio review and rationalisation

Overview

18. Panuku is required to undertake ongoing rationalisation of the council’s non-service assets. This includes identifying properties from within the council’s portfolio that may be suitable for potential sale and development if appropriate. Panuku has a focus on achieving housing and urban regeneration outcomes.

19. Identifying potential sale properties contributes to the Auckland Plan focus of accommodating the significant growth projected for the region over the coming decades, by providing the council with an efficient use of capital and prioritisation of funds to achieve its activities and projects.

Performance

20. Panuku works closely with Auckland Council and Auckland Transport to identify potential surplus properties to help achieve disposal targets.

21. Target for July 2018 to June 2019:

Unit	Target	Achieved
Portfolio review	$30 million disposal ‘recommendations’	$8.6 million as at 31 March 2019

Process

22. Once identified as no longer delivering the council service use for which it was acquired, a property is taken through a multi-stage rationalisation process. The agreed process includes engagement with council departments and CCOs, the local board and mana whenua. This is followed by Panuku board approval, engagement with the local ward councillors, the Independent Māori Statutory Board and finally, a Governing Body decision.

Under review

23. Properties currently under review in the Rodney Local Board area are listed below. The list includes any properties that may have recently been approved for sale or development and sale by the Governing Body.

Property	Details
14 Baxter Street, Warkworth	The property comprises a public car parking platform, the airspace above it, and the ancillary foyer, stairs and support pillars. It was originally acquired by the former Rodney District Council (RDC) for a proposed community centre development. Consultation about this property has been undertaken with council and its CCOs, iwi authorities and the local board. No alternative service uses have been identified. The local board resolved at its 16 February 2017 business meeting that it was opposed to the proposed disposal of this site on the basis that it may be required for town centre car parking purposes in the future. A report was submitted to the Finance and Performance Committee’s 21 March 2017 meeting for a final decision on the proposed disposal. The committee resolved to delay the decision regarding the disposal of land until such time as the Auckland Transport Strategy team investigates parking options for Warkworth. The committee also directed staff to investigate the urgency and the funding of the weather tightness remedial work and other deferred maintenance. Council’s Community Facilities department has completed the maintenance and weather tightness investigations. Panuku is continuing to work with the council’s departments and engages with the board as part of the rationalisation process.
12 Waimauku Station Road, Waimauku	The vacant site is the remainder of land acquired by the former RDC in 2006 for the provision of vehicle and pedestrian access to the adjoining commercial/retail development. The rationalisation process commenced in December 2014. AT has advised that the existing road and footpath is partly on the site and the current boundaries will need to be realigned. Informal engagement with the board occurred in June 2018. Panuku working with council’s legal team to understand and address council’s legal obligations before reporting to a board business meeting for a formal position on the proposed disposal.

Property

Details

14 Baxter Street, Warkworth

The property comprises a public car parking platform, the airspace above it, and the ancillary foyer, stairs and support pillars. It was originally acquired by the former Rodney District Council (RDC) for a proposed community centre development.

Consultation about this property has been undertaken with council and its CCOs, iwi authorities and the local board. No alternative service uses have been identified.

The local board resolved at its 16 February 2017 business meeting that it was opposed to the proposed disposal of this site on the basis that it may be required for town centre car parking purposes in the future.

A report was submitted to the Finance and Performance Committee’s 21 March 2017 meeting for a final decision on the proposed disposal. The committee resolved to delay the decision regarding the disposal of land until such time as the Auckland Transport Strategy team investigates parking options for Warkworth.

The committee also directed staff to investigate the urgency and the funding of the weather tightness remedial work and other deferred maintenance.

Council’s Community Facilities department has completed the maintenance and weather tightness investigations.

Panuku is continuing to work with the council’s departments and engages with the board as part of the rationalisation process.

12 Waimauku Station Road, Waimauku

The vacant site is the remainder of land acquired by the former RDC in 2006 for the provision of vehicle and pedestrian access to the adjoining commercial/retail development.

The rationalisation process commenced in December 2014. AT has advised that the existing road and footpath is partly on the site and the current boundaries will need to be realigned.

Informal engagement with the board occurred in June 2018.

Panuku working with council’s legal team to understand and address council’s legal obligations before reporting to a board business meeting for a formal position on the proposed disposal.

Acquisitions and Disposals

24. Panuku manages the acquisition and disposal of property on behalf of Auckland Council. Panuku purchases property for development, roads, infrastructure projects and other services. These properties may be sold with or without contractual requirements for development.

Acquisitions

25. Panuku does not decide which properties to buy in a local board area. Instead, it is asked to negotiate the terms and conditions of a purchase on behalf of the council.

26. Panuku purchased 11 properties for open space across Auckland in the 2018-19 financial year at a cost of $35.3 million and bought one property for stormwater use at a value of $188,000.

27. No properties were purchased in the Rodney Local Board area during the reporting period

28. All land acquisition committee resolutions contain a confidentiality clause due to the commercially sensitive nature of ongoing transactions, and thus cannot be reported on while in process.

Disposals

29. In the current financial year so far, the Panuku disposals team has entered into fifteen sale and purchase agreements, with an estimated value of $35.6 million of unconditional net sales proceeds.

30. As part of the Northern Corridor Improvements, Auckland Council has agreed to transfer various parcels of land to New Zealand Transport Agency to facilitate the works. The compensation amount totals $6.5 million.

31. Panuku 2018/19 disposals target is $24 million for the year. The disposals target is agreed with the council and is reviewed on an annual basis.

32. The three properties sold in the Rodney Local Board area in this period were 42 Old Railway Road, Allot 138 Woodcocks Road and the sale of a stopped road along Horseshoe Bush Road.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. The views of the council group are incorporated on a project by project basis.

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

Local impacts and local board views

34. Any local or sub-regional impacts related to local activities are considered on a project by project basis.

35. Panuku requests that all feedback and/or queries relating to a property in the local board area be directed in the first instance to localboard@developmentauckland.co.nz.

Tauākī whakaaweawe Māori

Māori impact statement

36. Panuku work collaboratively with mana whenua on a range of projects including potential property disposals, development sites in the area and commercial opportunities. Engagement can be on specific individual properties and projects at an operational level with kaitiaki representatives, or with the Panuku Mana Whenua Governance Forum who have a broader mandate.

37. Panuku will continue to partner with Māori on opportunities which enhance Māori social and economic wellbeing.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39. There are no risks associated with receiving this report.

Ngā koringa ā-muri

Next steps

40. The next six-monthly update is scheduled for November 2019.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Sven Mol - Corporate Affairs Advisor, Panuku Development Auckland

Authorisers

Carlos Rahman - Senior Engagement Advisor

Jonathan Hope – Acting Relationship Manager

Rodney Local Board

16 May 2019

Business Improvement District Programme Compliance Report to Rodney Local Board for FY 2017-2018

File No.: CP2019/06121

Te take mō te pūrongo

Purpose of the report

1. To seek the Rodney Local Board’s recommendation to the Governing Body to strike the Business Improvement District targeted rate for North West Country Incorporated for the 2019-2020 financial year.

Whakarāpopototanga matua

Executive summary

2. Auckland Council’s Business Improvement District programme supports business associations by collecting a targeted rate from commercial properties within defined geographic areas. The funds from the targeted rate are then provided by way of a grant to the relevant Business Improvement District.

3. The Business Improvement Districts are incorporated societies that are independent of council. For the council to be confident that the funds provided to the Business Improvement Districts are being used appropriately, council requires the Business Improvement Districts to comply with the Business Improvement District Policy (2016) (Hōtaka ā-Rohe Whakapiki Pakihi), known as the BID Policy.

4. The BID Policy was developed to encourage improved governance of Business Improvement District committees and staff to improve financial management, programme delivery and transparency to their members.

5. This report indicates that North West Country Incorporated substantially complies with the BID Policy. Information presented in this report is based on documents submitted by this business association to council’s business improvement district programme team.

6. Staff recommend that as the Business Improvement District has substantially met the requirements of the BID Policy, the Rodney Local Board should, therefore, recommend to the Governing Body to strike the targeted rate sought by North West Country Incorporated.

Ngā tūtohunga

Recommendation

That the Rodney Local Board:

a) recommend the Governing Body strike the targeted rate for inclusion in the Annual Budget 2019-2020 for the following Business Improvement District programme:

i) $180,000 for North West Country Incorporated.

Horopaki

Context

7. The council adopted the Business Improvement District (BID) Policy (Hōtaka ā-Rohe Whakapiki Pakihi) in 2016. This Policy outlines the principles behind the council’s Business Improvement District (BID) programme; creates the process for establishing, expanding, and disestablishing BIDs; prescribes operating standards and guidelines; and sets accountability requirements. Attachment A to the agenda report provides an overview of key elements of the BID programme.

8. BID targeted rates are applied to all commercially-rated properties within designated areas around town centres or commercial precincts. Those funds are transferred to the business association operating the BID programme.

9. There are currently 48 BID programmes throughout Auckland which represent more than 25,000 businesses and a combined $17.7 million in targeted rates investment. Refer to Attachment B to the agenda report for current and proposed targeted rates budgets for all BIDs.

10. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to BIDs. One of these is to annually recommend BID targeted rates to the Governing Body. The local board should recommend the striking of the targeted rate if it is satisfied that the BID is substantially complying with the BID Policy.

11. Recommendations arising from this report are put into effect with the Governing Body’s approval of the Annual Budget 2019-2020 and striking of the targeted rate.

12. This report is a requirement of the BID Policy (2016). The local board must decide whether to endorse the BID targeted rate.

Tātaritanga me ngā tohutohu

Analysis and advice

13. The council’s BID programme team monitors compliance with the BID Policy on an ongoing basis and provides governance advice to BID-operating business associations as needed or requested.

14. As BID programmes are operated by private independent societies, their programmes and services are provided according to their members’ stated priorities. In recognition of their independent corporate status, the policy does not prescribe standards for programme effectiveness. Staff, therefore, cannot base recommendations on these factors, but only on the policy’s express requirements.

Compliance with the BID Policy

15. The Bid Policy is the means for council to ensure accountability for BID targeted rate funding and to encourage good governance. This is achieved by requiring regular reporting by BID-operating business associations specifically by providing to council the following documents, and staying in touch with their local board(s) at least once a year:

· Current strategic plan – evidence of achievable medium- to long-term opportunities (three to five years)

· Audited accounts – assurance that the BID-operating business association is managing its members’ BID targeted rate funds responsibly

· Annual report on the year just completed – evidence that programmes are addressing priority issues that benefit BID targeted ratepayers

· Business plan for the coming year – detailed one-year programme, based on the strategic plan, to be achieved and resourced

· Indicative budget for the following year – Auckland Council’s Annual Budget requires targeted rates to be identified a year in advance to inform the Annual Budget process which sets all rates

· Board charter – establishes guidelines for effective board governance and positive relationships between the association and its members

· Annual accountability agreement – certification that these requirements have been met.

· Programme agreement – a good faith agreement between each BID-operating business association and council that sets basic parameters of the council-business association relationship.

16. The BID Policy (2016) requires each business association to ratify the BID grant amount/targeted rate and budget for the following financial year. North West Country Incorporated presented for members’ approval, its 2019-2020 BID grant amount/targeted rate and budget at its 2018 AGM. Its 2018 AGM minutes show resolutions supporting this action and requesting the Rodney Local Board to recommend to the Governing Body the striking of the BID targeted rate for 2019-2020.

17. North West Country Incorporated substantially complies with the BID Policy and, therefore, it is recommended that the Rodney Local Board recommends to the Governing Body the striking of the targeted rate relevant to this business association.

18. The recommendation of this report is supported by evidence of substantial compliance with the BID Policy by North West Country Incorporated. Refer to Attachment C to the agenda report for details.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. The proposed decision does not impact other parts of the council group.

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

Local impacts and local board views

20. Recommending that the Governing Body strikes the targeted rate for North West Country Incorporated means that this BID programme will continue to be funded from targeted rates on commercial properties in its district; and provide services in accordance with its members’ priorities as stated in its Strategic Plan.

21. By continuing these services and programmes, North West Country Incorporated should better serve its districts and members, and support business growth.

22. We do not comment on the effectiveness of individual BID programmes as that is a matter for the members to assess.

23. The Rodney Local Board approved a similar recommendation for the BID programme last year (resolution number RD/2018/48), as did the other 17 local boards that have BID programmes operating in their areas.

24. Several local boards provide additional funding to local business associations, however, accountability for that funding is set by funding agreements between the local board and the business association. Those requirements are apart from the requirements of the BID Policy and are not covered in this report.

Tauākī whakaaweawe Māori

Māori impact statement

25. BIDs work for the benefits of all members, including Māori businesses.

Ngā ritenga ā-pūtea

Financial implications

26. There are no financial implications for the local board. Targeted rates for BID-operating business associations are raised directly from commercial ratepayers in the district(s) and used by the business association for improvements within that/those district(s). The council’s financial role is only to collect the BID targeted rates and pass them directly to the business association on a quarterly basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27. There are reputational risks to the council if ratepayer funds are misused, but this is rare. Otherwise, there are no direct financial risks to the local board or council that could result from this recommendation to approve the BID targeted rate.

28. The requirements of the BID Policy are intended to help minimise the potential for BIDs to misuse funds, by requiring each BID to plan for the intended use of funds, report on its activities to its members, and to have its accounts audited.

Ngā koringa ā-muri

Next steps

29. If the board endorses this report, it will recommend to the Governing Body that the BID targeted rate be struck as part of its approval of the Annual Budget 2019-2020.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	BID programme key elements	31
b ⇩	BID programme budgets	33
c ⇩	North West Country	35

Ngā kaihaina

Signatories

Author

Paul Thompson - BID Programme Specialist

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Jonathan Hope – Acting Relationship Manager

Rodney Local Board

16 May 2019

Endorsement of urgent repairs and remediation of drainage districts assets

File No.: CP2019/06910

Te take mō te pūrongo

Purpose of the report

1. To endorse urgent repairs and remediation of the Te Arai, Okahukura (Tapora), and Glorit drainage district assets in the Rodney Local Board area to be undertaken and funded regionally by Healthy Waters.

Whakarāpopototanga matua

Executive summary

2. Auckland Council is responsible for operating three drainage districts within the Rodney Local Board area. The Okahukura (Tapora), Te Arai and Glorit drainage districts were created by the former Rodney County Council in accordance with the Counties Act 1920 and the Local Government Act 1974.

3. The Rodney Local Board currently funds maintenance of the drainage districts, with advice and operational support from the Healthy Waters Department.

4. In 2018, Healthy Waters commissioned reports to understand the status of the assets in the drainage districts. The reports indicate that some assets within the drainage districts have failed and that there is an urgent need for repairs and remediation work to be undertaken to restore functionality. These reports are attached as Attachments A-C to the agenda report.

5. Two options have been developed to address the poor state of the assets; do nothing or implement remediation works during the 2018/2019 and 2019/2020 financial years. The preferred option of implementing remediation recommendations requires endorsement from the Rodney Local Board to Healthy Waters to undertake upgrades to the drainage districts to be funded and delivered by regional Healthy Waters budgets.

6. The cost of the urgent remediation works was costed in 2018 to be $260,000.

7. Failure to undertake the urgent work has potential significant legal and reputational risks. For this reason, Healthy Waters have agreed to fund immediate remediation works required during the 2018/2019 and 2019/2020 financial years from regional budgets for flood protection and control.

8. A longer-term solution to maintain these drainage district assets, any upgrades and maintenance, including proper costings for such, will be addressed in future annual budgets or the next long-term plan.

Ngā tūtohunga

Recommendations

That the Rodney Local Board:

a) endorse Healthy Waters to implement the recommendations to remediate the state of assets in the Te Arai, Okahukura (Tapora), and Glorit drainage districts in the 2018/2019 and 2019/2020 financial years including:

i) undertaking the urgent repairs identified in the asset investigation reports

ii) commencing six-monthly spraying and weeding of drains

iii) preparing, and implementing, a plan for the mechanical clearing of drains over a five-year period.

b) note that this investment and work is a one-off regional undertaking and that staff will work with the local board, landowners and mana whenua, to more accurately plan and scope the cost of maintaining the Te Arai, Okahukura (Tapora), and Glorit drainage districts to an appropriate standard going forward.

Horopaki

Context

9. Three drainage districts were created by the former Rodney County Council (later the Rodney District Council). Specifically:

a) the Te Arai Drainage District was created by special order of the Rodney County Council under section 168 of the Counties Act 1920 “for the purpose of the construction and maintenance of drainage works therein”, and this order took effect on 1 May 1952;

b) the Okahukura (Tapora) Drainage District was created under section 31 of the Reserves and Other Lands Disposal Act 1953 “for the purpose of the construction and maintenance of drainage works therein”. Section 31 also provided that the district was “established under the control of Rodney County Council pursuant to section 168 of the Counties Act 1920”; and

c) on 23 February 1989, Rodney County Council issued a special order confirming the formation of the Glorit drainage area on 31 March 1989, pursuant to the Local Government Act 1974.

10. Auckland Council has allocated decision making responsibility for managing the drainage districts to the Rodney Local Board. The local board is supported to manage these drainage districts by Healthy Waters which provides advice and operational support to the Rodney Local Board.

11. The Rodney Local Board has an annual budget of $26,500 to maintain the drainage districts, this budget has remained unchanged since the 1990s. This funding has not met the needs of maintenance across the districts, and Healthy Waters has provided financial support from its regional budgets to the local board and to local landowners to address issues as they have arisen.

12. In 2017, following concerns raised by the community and queries from the local board, Healthy Waters commissioned ACH Consulting Engineers to investigate the status of the assets in the drainage districts. ACH finalised asset investigation reports for each drainage district in 2018.The purpose of these reports was to enable Healthy Waters to make recommendations to the local board to address the outstanding repair and remediation issues identified, and to provide a basis for the local board to seek an increase to its drainage board budget.

13. The ACH reports concluded that some assets within the drainage districts have failed and that there is an urgent need for repairs and remediation work to be undertaken to restore functionality. These reports are attached as Attachment A-C to this agenda report.

14. There is a high degree of community frustration at a perceived lack of appropriate repairs and remediation. Landowners report that, as a result, their properties are subject to flooding more regularly than would be the case if the drainage district assets were appropriately maintained. This frustration has reached the level whereby legal action has been threatened on the basis that the council is in breach of its statutory obligations should the council not urgently remediate the assets.

15. At a public meeting with landowners and some local board members on 1 May 2019, Healthy Waters staff committed to bring this report to the Rodney Local Board to seek endorsement to implement the recommendations of the ACH reports.

Tātaritanga me ngā tohutohu

Analysis and advice

16. The options for addressing the poor asset state of the drainage district assets is summarised and analysed in Table 1 below:

Table 1. Options analysis – Rodney Drainage District Asset Management

Options

Outcomes

Estimated Cost

Legal and reputational risk

Do nothing

· Status quo

· Assets continue to deteriorate

· Community dissatisfaction increases

· Nil repair and maintenance costs

· Likely legal costs (estimated to be around $100,000 paid by Auckland Council (Legal Services) resultant from likely landowner litigation.

· Litigation risk would eventuate

· Losses to private land owners should flood event(s) arise

· Increased future repair and remediation costs to drains

· Negative reputational outcomes as council fails to meet its legal obligations

Implement ACH recommendations to remediate drainage districts – urgent repairs and maintenance

· Drains sprayed and weeded

· Urgent repairs carried out on failed assets

· Develop a long-term maintenance and funding plan that will include five-yearly mechanical clearing of drains

· $260,000
(2018 estimate)

· Option avoids potential litigation and will increase community satisfaction

· The initial estimated costs of the repairs and remediation may be inaccurate (particularly if land access, and resource consent requirements are identified)

17. Healthy Waters staff recommend that the second option of implementing ACH recommendations to remediate the drainage districts to restore the functionality of the drains be adopted. Defending litigation creates cost with an uncertain outcome. However, restoring the assets to functionality will be more productive toward improving the relationships with the community so that subsequent engagement about the long-term maintenance and funding of the districts can be constructive and forward looking.

18. The Rodney drainage districts are unique within the Auckland region and the responsibility for this type of asset is limited to drainage district areas. For this reason, decisions to undertake works with regional funds does not create a precedent for private drains in the rest of the region. Outside of the drainage district boundaries, landowners are responsible for all the maintenance and upkeep of the drains through their land and the council role is limited to compliance and enforcement.

19. Further workshops have been scheduled with the local board to develop options for the long-term governance and funding of the drainage districts. This report seeks to initiate the urgent repairs as quickly as possible before winter ground conditions restrict access to land holdings.

20. The provision of regional funds to bring the assets back to functionality is considered an interim arrangement to mitigate the immediate risks to council before a long-term funding solution is developed. The regional funds will come from the Healthy Water Northern Area operations and maintenance budgets from the reprioritisation of existing work programmes.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. The drainage districts interact with roadside drainage in a number of areas. The repairs and remediation of the assets will improve the function of these Auckland Transport Assets.

22. Restoring the functionality of the drains and in particular removing the invasive weeds (Alligator weed) will make the pastures less prone to pugging and sediment run off whilst enhancing biodiversity in the drains. There are no other anticipated council group impacts.

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

Local impacts and local board views

23. Healthy Waters staff held a workshop with the local board on 4 April 2019. At the local board workshop, elected members raised concerns about the possible precedent of paying for and/or undertaking works for stakeholders without investigating the longer-term issues affecting the drainage districts. The local board supported a staff facilitated meeting in the community to better understand issues.

24. Healthy Waters staff also held a public meeting regarding drainage districts on 1 May 2019. At the public meeting, members of the public expressed a high degree of frustration at the perceived historical and current inaction by the council in undertaking the repairs and remediation required to restore the functionality of the drainage districts. Concerns were also raised about the riparian planting and structures that impede flow, which were constructed as part of the Te Ari Point land development. These issues are currently being addressed through council’s compliance team.

Tauākī whakaaweawe Māori

Māori impact statement

25. Engagement with mana whenua has not been undertaken regarding the recommendations in the ACH report. Local iwi have land interests in the Te Arai Point land development which connects to the lower part of the Te Arai drainage district. Engagement with mana whenua will be undertaken to develop long term options for the district.

26. As the activities proposed relate to the maintenance and repair of existing assets the impact on Māori is minor. However, as water is a taonga to mana whenua and any management decisions that impact water are considered significant to mana whenua, engagement with mana whenua around the long-term management of the districts will be essential. Focus on land-based treatments that support rural drainage and improve water quality in receiving environments represents an opportunity for rural land users to positively impact the environment.

Ngā ritenga ā-pūtea

Financial implications

27. The urgent repairs and remediation works required under the preferred option exceed the Rodney Local Board’s drainage district budget. If the preferred option is approved by the board, works to repair and remediate the drainage districts in the 2018/2019 and 2019/2020 financial years will be funded by Healthy Waters regional budgets. In 2018, the total value of these works was estimated to be $260,000.

28. The Healthy Waters funding will be a one-off contribution to mitigate the risk associated with the failed assets and current state of the assets. Healthy Waters will undertake the remedial works and will meet the shortfall in the annual maintenance for one year until al longer term financial model can be agreed upon. It is anticipated that this financial model will be decided upon during the next annual budget process.

29. Long-term funding of the maintenance requirements for the drainage districts will also be addressed in the next long-term plan.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

30. A summary of risks identified for the do-nothing option are included in the analysis and advice section above.

31. The main risk identified for the preferred option are that the initial estimated costs of the repairs and remediation may be inaccurate (particularly if land access, and resource consent requirements are challenging). To mitigate this council staff are preparing project plans to consider the requirements to deliver the proposed works and plan any mitigation activities to minimise the cost and potential consenting delays of these factors.

Ngā koringa ā-muri

Next steps

32. If the preferred option of implementing remediation work is endorsed, weeding and spraying of drains will commence and replacement assets ordered in May 2019. Planning for the mechanical cleaning will also commence in May 2019 with implementation likely to commence in late-2019.

33. Healthy Waters will attend a workshop with the Rodney Local Board on 6 June 2019 to discuss broader issues affecting the drainage districts such as the long-term funding options, governance arrangements, resource consent requirements and delivery models.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Te Arai Drainage District - Asset Report (Under Separate Cover)
b ⇨	Okahukura (Tapora) Drainage District - Asset Report (Under Separate Cover)
c ⇨	Glorit Drainage District - Asset Report (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

Shaun McAuley, Team Manager, Development & Negotiations, Healthy Waters

Andrew Chin, Auckland Waters Portfolio Manager, Healthy Waters

Authorisers

Barry Potter - Director Infrastructure and Environmental Services

Jonathan Hope – Acting Relationship Manager

Rodney Local Board

16 May 2019

Remuneration Authority - policy on child care allowances

File No.: CP2019/07372

Te take mō te pūrongo

Purpose of the report

1. To provide feedback on the Remuneration Authority’s proposed policy on child care allowances.

Whakarāpopototanga matua

Executive summary

2. The Remuneration Authority has previously received submissions from members in other councils stating that if childcare were a claimable expense, then serving in local government might be a more realistic option for parents who are currently deterred from considering the role because of the costs of childcare. Some jurisdictions in other countries provide such allowances.

3. The authority has distributed its proposed policy in order to get feedback from councils and individual elected members. The proposed policy is in Attachment A to the agenda report. The authority has asked for feedback by 31 May 2019 and intends to include the provision in its determination that comes into force on 1 July 2019.

4. At present, the authority determines allowances for vehicle mileage, travel time and communications. Each individual council considers its approach to the expenses and allowances and writes its own policies within the upper limits set by the authority. If the authority determines that childcare allowances are permissible the council could include, within the framework established by the authority, specific rules in the council’s expenses policy.

5. A draft submission on the proposed policy has been prepared and is attached as Attachment B to the agenda report. Elected members can provide individual comments to the Remuneration Authority if they wish, by 31 May 2019.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) endorse the draft submission on the Remuneration Authority’s proposed policy on childcare allowances.

Horopaki

Context

6. LocalGovernment New Zealand (LGNZ) has formed a Young Elected Members (YEM) committee with members representing LGNZ Zones. These are elected members who are under the age of 40 years. The YEM network has raised the matter of childcare costs with the Remuneration Authority. They cite examples such as a member of a smaller council who is 24 years of age and on a salary of $18,707. Another, struggling to pay for childcare on her councillor’s salary of $20,634 opted instead to bring her child to meetings^{^[1]}.

7. The group makes the point that other costs of attending to council duties can be claimed, such as mileage and communications, but not the cost of childcare. The group is broadly interested in developing the ability of younger elected members.

8. The Remuneration Authority has researched childcare allowances and is now inviting feedback on its draft policy, which includes the eligibility and payment conditions which will be included in the authority’s formal determination.

Tātaritanga me ngā tohutohu

Analysis and advice

9. The Remuneration Authority has recognised the need to address childcare costs if those with families are not to be deterred from standing for local government office.

10. Salaries paid to Auckland local board members and Governing Body members are generally higher than in smaller council districts in New Zealand, where it is likely elected members particularly struggle to meet childcare costs from their salaries. Nevertheless, the provision of the allowance may encourage greater diversity in those standing for election in Auckland.

11. The cost to the council and the ratepayer is reasonable in terms of the total budget for elected members’ remuneration but is a significant help for the member who has to arrange childcare. The policy places a cap of $6,000 per annum for any member. LGNZ statistics show that approximately six per cent of elected members are 40 years of age or below^{^[2]}. On that basis, the cost to Auckland Council, if six per cent of members (10 members) claimed the allowance, would be $60,000.

12. The Remuneration Authority indicates it is in discussion with the Inland Revenue Department about how the allowance will be treated for tax purposes (as income or as an expense reimbursement). It is possible it will be taxed at source (that is by the council) prior to payment.

13. Payment of the allowance under the proposed conditions requires evidence of the expense incurred. This is supported.

14. The allowance cannot be paid to family members. This is supported.

15. The proposed conditions state that a local authority may pay the childcare allowance as a contribution towards expenses incurred by the member for childcare provided while the member is engaged on local authority business. This wording may be too wide. Consider a member who has regularly arranged childcare, irrespective of undertaking council duties, deciding to spend two hours preparing for the next council meeting while the children happen to be in childcare. The member would be “engaged on local authority business” and could claim the childcare cost of those two hours.

16. Staff researched conditions around payment by other councils in other jurisdictions. One council simply paid the full cost of child care. Another specified the meetings and events that could be claimed. Staff believe the intent of the provision is to make a contribution toward the cost of child care where that is necessary in order for the member to undertake council duties, such as attend meetings. The wording should indicate more clearly that the payment is for childcare costs that are necessary in order for the member to undertake council duties and are not simply childcare costs that are incurred at the same time the member is undertaking council duties and would have been incurred anyway, if the member was not attending to council duties.

17. Other conditions are:

i) the child is under 14 years

ii) payment cannot be greater than $15 per hour and cannot be greater than the actual expense

iii) childcare cannot be for more than eight hours in any 24 hour period.

These are supported.

18. Staff recommend that the council supports the proposed policy with the comment, outlined above, that the purpose should more clearly reflect that the expense is a necessary expense in order for the member to attend to duties.

19. Staff also note that the council itself will decide its own provisions to include in its expenses policy, within the framework set by the authority.

20. Members can provide individual comments to the Remuneration Authority if they wish, by 31 May 2019.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. The Remuneration Authority’s policy applies only to elected members and does not impact the group.

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

Local impacts and local board views

22. The policy affects all elected members, including local board members.

Tauākī whakaaweawe Māori

Māori impact statement

23. The Remuneration Authority’s policy may assist those in the Māori community who are potential candidates for election but are deterred by the costs of childcare.

Ngā ritenga ā-pūtea

Financial implications

24. There will be financial implications. As noted in the body of the report, the additional cost is likely to be less than $60,000 and will impact the cost centre for elected members’ remuneration.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. There is a small risk of the provision being abused (false claims submitted). The requirement for evidence of the amount paid will mitigate this risk.

Ngā koringa ā-muri

Next steps

26. This report is being presented to local boards for their feedback. It is also being circulated to Governing Body members for their feedback. The draft submission will be amended if there is a clear majority position in favour of an amendment.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Childcare Allowance Proposed Draft Policy Paper	47
b ⇩	Remuneration Authority draft policy - child care allowances - submission	55

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Jonathan Hope – Acting Relationship Manager

Rodney Local Board

16 May 2019

Approval of the Rodney Local Board Achievements Report 26 October 2016 - 30 April 2019

File No.: CP2019/06955

Te take mō te pūrongo

Purpose of the report

1. To approve the final draft of the Rodney Local Board Achievements Report 26 October 2016 – 30 April 2019 for publication

Whakarāpopototanga matua

Executive summary

2. To acknowledge and celebrate the achievements of the Rodney Local Board and local communities during the current electoral term, staff have prepared an achievement report for publication and circulation. The draft report (Attachment A to the agenda report) is ready for final approval.

3. Once published, the Rodney Local Board Achievements Report 26 October 2016 – 30 April 2019 will be made available online via the council website.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) approve the Rodney Local Board Achievements Report 26 October 2016 – 30 April 2019 for publication as included in Attachment A to this agenda report dated 16 May 2019

b) delegate to the Chairperson the authority to make any minor typographical amendments or corrections to the Achievements Report prior to publication, as required

Horopaki

Context

4. The Rodney Local Board has had several major accomplishments during its current term. At the request of the local board these accomplishments and other highlights have been documented in an achievement report that will be published and made available to inform local communities.

5. The final draft of the Rodney Local Board Achievements Report 26 October 2016 – 30 April 2019 (Achievements Report) is attached to this report (Attachment A to this agenda report).

6. Once published, the Achievements Report will be made available online via the council website. In the interests of paper reduction and reducing costs, a print run is not envisaged at this stage.

Tātaritanga me ngā tohutohu

Analysis and advice

7. The activities detailed in the Achievements Report have been collated across the current electoral term, from 2016-2019. Particular highlights include:

· Establishing public transport connections between Wellsford and Warkworth, Helensville and Silverdale via Kaukapakapa, and Westfield to Albany via Riverhead and Coatesville, and starting work on park and rides in Warkworth and Kumeu-Huapai, using the Rodney Transport Targeted Rate

· Successfully advocating for a substantial increase in the funding for road sealing in the Regional Land Transport Plan, with $121 million budgeted for this work over ten years

· The major renewal of the Rautawhiri tennis and netball courts, and the construction of the first stages of the perimeter path (approximately $3 million)

· Over $5 million of seawall and coastal renewals at Algies Bay, Shelley Beach, Omaha, Matheson Bay and Whangateau

· Approving the designs and allocating $650,000 for town centre improvements in Helensville and Warkworth

· Allocating $250,000 a year for riparian planting and stock proof fencing to improve the health of our harbours

· Supporting the Mahurangi River dredging with a grant of $250,000

· Carrying out investigations and feasibility studies on key greenways routes in Omaha, Wellsford, Riverhead and Kumeu-Huapai

· Funding the expansion of the Kumeu Arts Centre ($379,000) which was opened in April 2019

· Participating in regional decision making by providing Rodney’s local views and preferences into key bylaws, regional plans, annual budgets and policies.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

8. While council departments were involved throughout the current election term to assist with and deliver the achievements detailed in the Achievements Report, the publication of the Achievements Report has no specific impact upon the council group.

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

Local impacts and local board views

9. The Achievements Report has been prepared at the request of the local board and reports on the achievements across the local board area. There are no particular local impacts as a result of publishing this report.

Tauākī whakaaweawe Māori

Māori impact statement

10. The local board acknowledges its iwi partners and their partnership with the local board on key achievements in this Achievements Report. Special acknowledgement is due to Te Uri o Hau who have partnered with the local board during the current electoral term to provide plants to help deliver the Healthy Harbours Fund each year, from their nursery in Te Arai.

11. The publication of this report has no particular benefit to, or adverse effect on, Māori.

Ngā ritenga ā-pūtea

Financial implications

12. Costs for developing the report have been borne in-house by the Local Board Services and the Communications departments.

13. There is no financial impact from publishing the Achievements Report online. In the interests of reducing costs, and in keeping with council’s paper reduction strategies, a print run is not envisaged at this time. If the report is to be printed, additional funding will need to be obtained to meet these costs. This is not currently budgeted.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

14. From 1 July 2019, the council is unable to publish material which promotes, or may be seen as promoting, potential candidates in the upcoming local body election. This would preclude publication and promotion of the Achievements Report during that time.

15. There is a risk to being able to publish the Achievements Report if it is not approved at the meeting on 16 May 2019; or, if it is approved with substantial changes that require additional re-design and re-approval. Accordingly, the Achievements Report either has to be approved in its current form (Attachment A to the agenda report) or with very minor changes that do not require additional design work via the delegation granted to the chair, to avoid this risk.

Ngā koringa ā-muri

Next steps

16. Once approved, the Achievements Report will be published online. A small print run can be arranged at the local board’s request.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Rodney Local Board Achievements Report 26 October 2016 - 30 April 2019	61

Ngā kaihaina

Signatories

Author	Jonathan Hope – Senior Local Board Advisor - Rodney
Authoriser	Louise Mason - GM Local Board Services

Rodney Local Board

16 May 2019

Auckland Council's Quarterly Performance Report: Rodney Local Board for quarter three 2018/2019

File No.: CP2019/07051

Te take mō te pūrongo

Purpose of the report

1. To provide the Rodney Local Board with an integrated quarterly performance report for quarter three, 1 January – 31 March 2019.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, key challenges the board should be aware of and any risks to delivery against the 2018/2019 work programme. This is a retrospective report intended to provide a transparent overview and reflect the progress of how the Rodney Local Board work programme is tracking at the end of quarter three 2018/2019.

3. The work programme is produced annually and aligns with the three-year Rodney Local Board Plan outcomes.

4. The key activity updates from this quarter are:

· The Wellsford to Warkworth and Helensville to Hibiscus Coast Station via Kaukapakapa and Waitoki bus services launched in February 2019, funded by the Rodney Transport Targeted Rate.

· The new seawall at Algies Bay Reserve was completed in this quarter (#1837).

· Initial discussions with the local board and mana whenua have begun regarding the Rodney Local Parks Management Plan (#1386).

· The local board approved recommendations to install cardax systems in two council managed halls: Kaukapakapa Hall and Waimauku War Memorial Hall, along with additional access improvements to other locations (#1883).

· A Wellsford Community Plan is under development by the Wellsford Community Voices Steering Group with input from the wider community. This plan will be presented to the local board in quarter four (#1057).

· The number of new registrations for the three Rodney North libraries is up 27 per cent on the year to date (#1172).

· With support from the Community Park Ranger, volunteers contributed a total of 1813 hours to ecological and environmental work in Rodney (#558).

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery. Most activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). The following activity is reported with a status of red (behind delivery, significant risk:

· Whangateau Reserve - renew toilet waste water system (#3000): this project is on hold until all renewal items are identified in conjunction with a Healthy Waters solution for waste water systems for the entire Whangateau Reserve.

6. Future information on the status of work programme activities can be found in Attachment A to the agenda report.

7. The financial performance report compared to the 2018/2019 budget can be found in Attachment B to the agenda report. There are some points for the local board to note:

· Overall, the net operational financial performance of the local board is tracking below the revised year to date budget (87 per cent)

· Revenue is favourable to budget for the year to date and will achieve well above the full financial year budget

· From the local boards’ Locally Driven Initiatives (LDI) funding, the majority of projects are underway and on track to be completed during the year

· Capital projects underway or completed include the Shelly Beach and Algies Bay seawalls, Rautawhiri Park walkways/toilet development and court renewals, and various other small parks asset renewals.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) receive the performance report for the financial quarter ending 31 March 2019

Horopaki

Context

8. The Rodney Local Board has an approved 2018/2019 work programme for the following operating departments:

· Arts, Community and Events

· Parks, Sport and Recreation

· Libraries and Information

· Community Services: Service, Strategy and Integration

· Community Facilities: Build Maintain Renew

· Community Facilities: Community Leases

· Infrastructure and Environmental Services.

9. Work programmes are produced annually, to meet the Rodney Local Board outcomes identified in the three-year Rodney Local Board Plan. The local board plan outcomes are:

· We can get around easily and safely

· Communities are influential and empowered

· Parks and sports facilities that everyone can enjoy

· Our harbours, waterways and environment are cared for, protected and healthy

· Arts and culture is vibrant and strong.

10. The graph below shows how the work programme activities meet the Rodney Local Board Plan outcomes. Activities that are not part of the approved work programme but contribute towards the local board outcomes, such as advocacy by the local board, are not captured in this graph.

Graph 1: work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

11. The work programme activities have two statuses; RAG status which measures the performance of the activity (amber and red show issues and risks); and activity status which shows the stage the activity. These two statuses create a snapshot of the progress of the work programmes.

12. The graph below identifies work programme activity by RAG status (red, amber, green and grey). It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Rodney Work Programme by RAG status

13. The graph below shows the activity status of activities in each departments the work programmes. The number of activity lines differ by department as approved in the local board work programme.

Graph 3: work programme activity by activity status and department

Key activity updates from quarter three

14. Two new bus services were launched on 24 February 2019, creating public transport services between Wellsford and Warkworth (998 bus) and Helensville and Hibiscus Coast Station via Kaukapakapa and Waitoki (128 bus). These services are funded by the Rodney Transport Targeted Rate.

15. Algies Bay Reserve – renew south-eastern seawalls (#1837): the new seawall was completed in this quarter. Landscape and path works on the reserve are nearing completion along with some additional remedial works along other sections of Algies Bay.

16. Rodney Open Space [Local Parks] Management Plan (#1386): a review of the land classification of parks within the Rodney Local Board area is underway. Mana whenua have been involved in the process to date and a workshop has been scheduled with the local board in April 2019 to discuss reserve classifications. A report is anticipated at the local board’s May 2019 business meeting regarding the intention to notify the plan.

17. Rodney – review and renew cardax system in community places (#1883): locations to install keyless access systems have been identified and were discussed with the local board in February 2019. The local board approved recommendations to install cardax systems in two council managed halls: Kaukapakapa Hall and Waimauku War Memorial Hall. The current cardax system at Helensville Community Centre has also been expanded to enable easier use by hirers. Additionally, new mechanical lock systems will be installed at Warkworth Masonic Hall, Shoesmith Hall, Wainui Hall, Te Hana Hall, and South Head Hall.

18. Wellsford Planning and Town Centre Revitalisation (#1057): a draft community plan has been developed for Wellsford. Over 250 people attended a “Pop Up Shop” to prioritise actions in February 2019. The Wellsford Community Voices Steering Group have continued to work on the community plan which will be presented to the local board in quarter four.

19. Provision of Library Service – Rodney (#1172): the number of new customers was a highlight in this quarter with the three Rodney North libraries showing increases in new registrations which are up 27 per cent on the year to date for Rodney libraries. Visitor numbers continue to track six per cent above target, with Wellsford and Mahurangi East libraries both showing increases in visitor numbers this quarter compared to last year.

20. Ecological volunteers and environmental programme FY19 (#558): a total of 1813 volunteer hours was accumulated in this quarter with the majority of activities being weeding sessions. There were guided walks at Matheson Bay Reserve and McElroy Bush Reserve as well as a successful Donkey Day in celebration of Parks Week at Highfield Garden Reserve (130 people in attendance).

Activities with significant issues

21. Whangateau Reserve – renew toilet waste water system (#3000): Healthy Waters is to install waste water measuring equipment and investigate the waste water systems in this reserve. This project will not be delivered this financial year. Renewal items will be identified in conjunction with Healthy Waters’ solution for waste water systems for the entire Whangateau Reserve.

Activities on hold

22. The following work programme activities were identified by operating departments as on hold:

· Rodney – renew community facilities (#1863): This project is not ready to be delivered and is awaiting strategic assessment. The next step is to engage internal council departments for initial building condition assessments.

· Lease – Wellsford Centennial Park: Wellsford Agricultural & Pastoral Society (#2651): The land at Centennial Park needs to be classified under the Reserves Act 1977 prior to any new community lease being granted.

· Lease – Wellsford Centennial Park: Wellsford Rugby Football Club Incorporated (#2652): The land at Centennial Park needs to be classified under the Reserves Act 1977 prior to any new community lease being granted.

Changes to the local board work programme

Deferred activities

23. These activities are deferred from the 2018/2019 work programme:

· Whangateau Reserve – renew toilet waste water system (#3000): see ‘Activities with significant issues’ section above

· Church Hill, Warkworth: Lease to The North Shore Playcentre Association Incorporated – Warkworth (#1282): This lease project has been carried over to the community leasing 2019/2020 work programme

· 307 Leigh Road, Ti Point; Manuhiri Kaitiaki Charitable Trust (formerly Moko Charitable Trust) (#2626): deferred at the lessee’s request, pending a decision on their future plans and desire to occupy the site

· 31 – 35 Mill Road, Helensville: Helensville Enterprises Trust (#2621): This lease project has been carried over to the 2019/2020 community leasing work programme

· Manuhiri Reserve and Tuna Place, Omaha Omaha Beach Residents Society Incorporated (#2631): The underlying land is not yet classified under the Reserves Act 1977 and must be prior to the issue of any new community lease

· Murray Jones Reserve: New Zealand Scouting Association Incorporated (#2634): The Harry James Reserve must be classified under the Reserves Act 1977 prior to the issue of any new community lease

· Opango Creek Reserve: Whangateau Traditional Boatyard Incorporated (#2641): The boatyard occupies portions of two separate land parcels (partly on unauthorised reclaimed land and partly on unclassified recreation reserve). The reclaimed land needs to be authorised and the land set aside for recreational use needs to be classified prior to any new community lease being issued to the boat yard

· RNZ Plunket Society Inc (River Valley Branch) (#2644): This lease project has been carried over to the 2019/2020 community leasing work programme

· Warkworth Showgrounds Reserve: Warkworth Branch Pony Club Incorporated (#2648): This project is on hold until the Rodney Local Parks Management Plan is completed

· Warkworth Showgrounds Reserve: Warkworth Rodeo Club Incorporated (#2649): This project is on hold until the Rodney Local Parks Management Plan is completed.

Cancelled activities

24. These activities are cancelled:

· Kumeu Arts Centre – investigate design options (#2721): this project has been cancelled as it has been merged with ‘Kumeu Arts Centre – improve assets’ (#3057)

· Rodney Town Centre Revitalisation – develop concept plan – Warkworth (#2791): this project has been cancelled as it has been merged with ‘Rodney Town Centre Revitalisation - implement concept plans’ (#1887)

· Rodney – create active recreation spaces (#3137): this project was originally allocated by the local board towards the construction of the Rautawhiri Park perimeter walkway (stage one and two). The remaining $7,520 of LDI capital funding is available to be allocated elsewhere.

Activities merged with other activities for delivery

25. These activities have been merged with other activities for efficient delivery:

· ‘Rodney Town Centre Revitalisation- develop concept plan – Helensville’ (#1886) and ‘Rodney Town Centre Revitalisation – develop concept plan – Warkworth’ (#2791) have been merged with ‘Rodney Town Centre Revitalisation - implement concept plans’ (#1887)

· ‘Kumeu Arts Centre – investigate design options’ (#2721) has been merged with ‘Kumeu Arts Centre – improve assets’ (#3057).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

26. When developing the work programmes council group impacts and views are presented to local boards. As this is an information only report there are no further impacts identified.

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

Local impacts and local board views

27. This report informs the Rodney Local Board of the performance for the quarter ending 31 March 2019.

Tauākī whakaaweawe Māori

Māori impact statement

28. Māori, as stakeholders in the council, are affected and have an interest in any report on the quarterly financial results. However, the recommendation to the local board of receiving the report has no particular benefit to, or adverse effect on, Māori.

29. As part of the local board work programme item ‘Rodney Healthy Harbours Riparian Restoration Fund’ (#358) staff continue to work with the local board’s iwi partners, Te Uri o Hau, who are providing plants for the project from their nursery in Te Arai.

30. In this quarter, the local board met with Ngā Maunga Whakahii o Kaipara on 14 March 2019 to discuss local issues and shared outcomes. An additional meeting is planned in quarter four as both groups move towards signing a relationship agreement.

Ngā ritenga ā-pūtea

Financial implications

31. This report is for information only and therefore there are no financial implications associated with this report.

Financial Performance

32. Operating expenditure relating to Asset Based Services (ABS) is tracking below budget by $327,000 for the year to date, while the LDI operational projects are currently $1.1 million below budget. This is due to a variety of projects yet to draw down on financial allocations.

33. Capital spend of $7.1 million represents investments in the Shelly Beach and Algies Bay seawalls, Rautawhiri Park walkway/toilet development and court renewals, and various other small parks asset renewals. The local board has also seen progress on projects from their discretionary LDI capital fund.

34. The complete Rodney Local Board Financial Performance report can be found in Attachment B to the agenda report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. While the risk of non-delivery of the entire work programme is rare, the likelihood for risk relating to individual activities does vary. Capital projects for instance, are susceptible to more risk as on-time and on-budget delivery is dependent on weather conditions, approvals (e.g. building consents) and is susceptible to market conditions.

36. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Activities with significant issues’ section of this report.

Ngā koringa ā-muri

Next steps

37. The local board will receive the next performance update for quarter four following the end of the financial year (June 2019).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Rodney Local Board Q3 work programme update	95
b ⇩	Rodney Local Board Quarterly Performance Report March 2019	127

Ngā kaihaina

Signatories

Author	Ben Moimoi - Local Board Advisor - Puketapapa
Authoriser	Jonathan Hope - Acting 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	Jonathan Hope - Acting Relationship Manager