Agenda of Kaipātiki Local Board

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

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

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict of interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Kaipātiki Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 21 August 2019, as true and correct.

5 Leave of Absence

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

6 Acknowledgements

6.1 Member Kay McIntyre

Te take mō te pūrongo

Purpose of the report

1. To acknowledge Member Kay McIntyre’s retirement from the Kaipātiki Local Board and thank Member McIntyre for her commitment and leadership to the local board and the wider community.

Whakarāpopototanga matua

Executive summary

2. Member Kay McIntyre was Chairperson of the Kaipātiki Local Board in the second term.

3. Member McIntyre was a member of the Kaipātiki Local Board for 9 years.

4. Member McIntyre worked tirelessly to improve and develop our sports facilities, including major works at Netball North Harbour.

5. Member McIntyre demonstrated strong advocacy for equal funding of our local community organisations.

6. Member McIntyre was instrumental in securing a partnership agreement with the Kaipātiki Community Facilities Trust and providing securing long-term accommodation for them.

7. The Kaipātiki Local Board wishes to acknowledge and congratulate Member McIntyre on being the driving force behind many key initiatives providing positive outcomes.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) thank Member Kay McIntyre for her time and years of service she has given to the Kaipātiki Local Board and community and wish her well for the future.

6.2 Member Lindsay Waugh

Te take mō te pūrongo

Purpose of the report

1. To acknowledge Member Lindsay Waugh’s retirement from the Kaipātiki Local Board and thank her for her commitment and leadership to the local board and the wider community.

Whakarāpopototanga matua

Executive summary

2. Member Lindsay Waugh was Chairperson of the Kaipātiki Local Board in the first term.

3. Member Waugh served 3 years on the Birkenhead Northcote Community Board and 9 years on the Kaipātiki Local Board

4. Member Waugh was the driving force behind the establishment of the Kaipātiki Public Arts Trust and the placement of public art in the Kaipātiki area.

5. Member Waugh was instrumental in the development of the Croftfield Lane stomwater project and the artistry around the waterway

6. Member Waugh was a strong advocate for Kaipātiki Community Facilities Trust.

7. The Kaipātiki Local Board wishes to acknowledge and congratulate Member Waugh on her achievement in progressing a wide range of local initiatives and help with taking the Auckland governance model to its next stage.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) thank Member Lindsay Waugh for her time and years of service she has given to the Kaipātiki Local Board and community and wish her well for the future.

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 Kaipātiki 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 Companionship & Morning Activities for Seniors (CMA)

Te take mō te pūrongo

Purpose of the report

1. The purpose of this deputation is to update the Kaipātiki Local Board regarding Companionship & Morning Activities for Seniors (CMA).

Whakarāpopototanga matua

Executive summary

2. Leah Kermode, Support Officer, will be in attendance to address the board in support of this item.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) receive the deputation.

b) thank Leah Kermode and Companionship and Morning Activities for Seniors (CMA) for their attendance and 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.”

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - For the investigation of an Auckland Council policy on rainwater collection tanks to promote water conservation and protect the health of Auckland's streams	11

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - For the Renaming of the Lower Section of Kauri Road, Birkenhead	17

Kaipātiki Local Board

18 September 2019

Shepherds Park to Tui Park coastal boardwalk

File No.: CP2019/16369

Te take mō te pūrongo

Purpose of the report

1. To seek approval to proceed with public consultation on the Shepherds Park to Tui Park coastal boardwalk.

Whakarāpopototanga matua

Executive summary

2. The Kaipatiki Local Board has approved $1.5 million from its locally driven initiatives (LDI) and asset based services (ABS) development budgets to create a new coastal link from Shepherds Park to Tui Park to improve coastal links, recreational service levels and accessibility access in the Beach Haven area. Initial investigations indicate the budget is insufficient to cover the scope of works.

3. Staff have investigated the following options for delivering the local board’s desired outcomes. This includes:

· Option 1: Do Nothing

· Option 2: Shepherds – Tui Park Alignment A (reduce scope)

· Option 3: Shepherds – Tui Park Alignment A

· Option 4: Shepherds – Tui Park Alignment B.

· Option 5: Upgrade existing walkways in the coastal Beach Haven area.

4. The recommended option to proceed to consultation with is Option 5: Upgrade existing walkways in the coastal Beach Haven area. This option can be delivered in stages to meet available budget, meeting the outcomes of the Kaipātiki Connections Network Plan by providing improved coastal links, recreational service levels and accessibility access in the Beach Haven area.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve Option 5 for the proposed Shepherds Park to Tui Park coastal boardwalk project (upgrade existing walkways in the coastal Beach Haven area) to proceed to public consultation.

Horopaki

Context

Background

5. The Kaipātiki Local Board approved the Kaipātiki Connections Network Plan in 2012 as the guiding document for expanding and enhancing the walking and cycling network within Kaipātiki. This plan was updated in 2016 to reflect recently completed or planned projects, stakeholder feedback and budget availability.

6. The connection between Shepherds Park and Tui Park was included as a priority project in the Kaipātiki Connections Network Plan 2016 (KCNP). The section of the KCNP relevant to this project is provided as Attachment A to this report. The extracted map is included as Map 1 below. At the time of adopting the KCNP, the local board also approved progressing the planning of the connection between Shepherds Park and Tui Park along with 22 other projects (resolution number KT/2016/1).

Map 1 – Shepherds Park – Tui Park connection (Priority project 41) extracted from Kaipātiki Connections Network Plan 2016

7. The Kaipātiki Local Board Plan 2017 outlined the local board’s commitment to the KCNP by including ‘Continue to deliver the Kaipātiki Connections Network Plan’ as one of the 15 key initiatives in the local board plan. This initiative was included to contribute to the board’s identified objective of ‘Our people have access to where they need to go including, schools, town centres, reserves, and our coastline’.

8. With limited resources available to deliver all the priority projects identified in the KCNP, the local board agreed to include the Shepherds Park – Tui Park connection as a key project to be consulted on through the 10-year Budget 2018-2028. Of the five priority local initiatives, one of them was ‘Continuing the delivery of the Kaipātiki Connections Network Plan, including a coastal walking and cycling link between Tui Park and Shepherds Park in Beach Haven’. Graph 1 below illustrates a majority support of 72 per cent (n=589) for this priority:

Graph 1 – 10-year Budget 2018-2028 feedback on the Kaipātiki Connections Network Plan, including a coastal walking and cycling link between Tui Park and Shepherds Park

9. With majority support received through the public consultation, the local board included the Shepherds Park – Tui Park project in its 2018/19 Community Facilities work programme (resolution number KT/2018/142). Phase one of the project included investigation in collaboration with the coastal team, and the development of a concept design to be presented to the local board for approval.

10. Initial cost estimates based on an early possible alignment were in the vicinity of $1.5 million. The local board approved this budget allocation thorough the 2019/2020 Community Facilities work programme through a combination of asset based services development funding set aside for KCNP projects ($1.1 million), and locally driven initiatives capital budget ($400k) (resolution number KT/2019/119). Preliminary investigations for developing a new boardwalk link from Shepherds Park to Tui Park have been undertaken. This included assessing the alignment options to provide all abilities access to the coast, the impact on the ecological and arboricultural values in the area and cost estimates for delivering the project.

Tātaritanga me ngā tohutohu

Analysis and advice

11. The local board’s original request to provide a new link from Shepherds Park to Tui Park was investigated. Initial investigations of the site indicate the budget is insufficient to deliver a new boardwalk connection that is 2.5 metres wide.

12. Initial consultation was undertaken with local residents with riparian access rights and key stakeholders. The feedback received to date includes:

· residents with riparian access rights strongly oppose a new boardwalk connection as it would reduce access to the waterway, could be harmful to the environment and would impact their quality of life

· stakeholder groups support the boardwalk, however prefer it to be 3m wide and link in better to the existing network to provide all abilities access and connection to existing facilities.

13. The estimated costs to deliver a new coastal link from Shepherds Park to Tui Park is between $1.6 - $1.8 million depending on the final alignment and design. The current budget allocation of $1.5 million is insufficient to deliver the expected outcomes.

14. The proposed new coastal boardwalk connecting Shepherds Park to Tui Park is also a contentious issue with the neighbouring residents and owners.

15. Following the feedback from local residents and stakeholders, council has completed preliminary investigations to determine the feasibility of developing the existing walkway networks in Tui Park, Shepherds Park, Hellyers / Oruamo Creek Reserve and Kahika Point Reserve, in order to provide all abilities access and shared pedestrian and cycling connections to the wider facilities within the area. These walkway upgrades are also identified as priority projects with the KNCP – specifically projects 24, 25 and 42. Public consultation can be undertaken to determine the priorities for staging the works, to reflect the available budget.

16. The “spine link” from Shepherds Park to Hellyers / Oruamo Creek to Kahika Point Reserve, could be upgraded to be 2.5m wide, with 3 new bridge connections proposed, to improve the gradients and recreational values.

17. A masterplan can be created to consider the overall connections in order to inform the priorities for each stage.

18. The section of the KCNP relevant to these projects is provided as Attachment B to this report. The extracted map is included as Map 2 below:

Map 2 – Shepherds Park – Tui Park connection (Priority project 41) extracted from Kaipātiki Connections Network Plan 2016

Options analysis

19. There were five options identified and assessed. They are summarised in the table below with the full assessment provided as Attachment C to this report. Options 2, 3 and 4 are based off the draft concepts that were developed by the consultant Stellar Projects. The alignment options and visuals are provided as Attachments D and E respectively. Option 5 developed as investigation continued.

Option	Description	Cost Estimate	Advice
Option 1: Do Nothing	Reallocate the budget to another project.	$0	Viable option.
Option 2: Shepherds – Tui Park Alignment 1 (reduce scope)	Create new 2.5m wide coastal boardwalk link, without spur to Tui Park Beach, closest to the shoreline.	$1,338,000	Viable option and within existing budget, but not recommended due to feedback from resident and stakeholders.
Option 3: Shepherds – Tui Park Alignment 1	Create new 2.5m wide coastal boardwalk link, with spur to Tui Park Beach, closest to the shore line.	$1,595,000	Not viable due to insufficient budget.
Option 4: Shepherds – Tui Park Alignment 2	Create new 2.5m wide coastal boardwalk link, with spur to Tui Park Beach, further out from the shore line.	$1,806,000	Not viable due to insufficient budget.
Option 5: Upgrade existing tracks from Shepherds Park – Hellyers Creek/Oruamo Creek	Upgrade main walkway connection to create all abilities access and shared pedestrian and cycling paths. Two new bridges are proposed to improve the gradients and user experience.	$1,400,000 - $1,800,000	Viable option if project is staged to address budget availability - Recommended option

20. Options 2 and 3 are for a coastal connection closest to the shoreline. The difference in these options is that option 2 does not include the spur to Tui Park beach. The visual of these options is provided in Map 3 below:

Map 3 – Shepherds Park – Tui Park connection proposed Alignment 1

21. Options 4 is for a coastal connection further out from the shore line. The visual of this option is provided in Map 4 below:

Map 4 – Shepherds Park – Tui Park connection proposed Alignment 2

22. Option 5 looks further from the Shepherds Park – Tui Park connection at the existing tracks and possibilities to make improvements to the main ‘spine’ of the track. The visual of this option is provided in Map 5 below:

Map 5 – Hellyers / Oruamo Creek improvements to the existing track network “spine link”

23. For Option 5, there is an opportunity for staging works to suit the allocated budget and improve users experience, for example:

· Stage 1: Shepherds Park – Cresta Avenue to Melba Street access

New bridge connection from Shepherds Park to Hellyers Creek Reserve

Hellyers Creek Reserve - Ranch Avenue to Beach Haven Road

· Stage 2:

Hellyers Creek – Melba Street to Ranch Avenue

New bridge connection from Hellyers Creek Reserve to Kahika Point Reserve

· Stage 3:

New coast boardwalk link from Shepherds Park to Tui Park.

24. It is recommended that consultation on Option 5 would provide the opportunity for respondents to priortise the various sections or elements to be developed first.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. Council has investigated the proposed works, including scoping the possible alignment options, preparing cost estimates and obtaining initial feedback from local residents, skateholders and manu whenua.

26. Council recommends Option 5: the upgrade of the existing walkway network to be progressed to public consultation to determine the priorities to deliver the project in stages.

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

Local impacts and local board views

27. A meeting was held with the local residents that have riparian access rights on 14 March 2019. The majority indicated they do not support a new coastal link from Shepherds Park to Tui Park.

28. A meeting was also held with the stakeholders and local residents on 24 June 2019. We received 14 submissions online from the local residents:

· 7 respondents do not support a new coastal link from Shepherds Park to Tui Park

· 2 respondents sit in the middle if they support a new link or not

· 4 respondents support a new coastal link from Shepherds Park to Tui Park.

29. Following the 24 June meeting, feedback from stakeholders came from Bike Kaipatiki and Bike Auckland, Birkenhead Football Club, Accessible Parks and Friends of Shepherds Park, who support a new coastal link from Shepherds Park to Tui Park in principle. Other stakeholder groups did not provide a submission at this time.

30. Comments in the submissions from stakeholders included:

· Better consideration is required to provide better connections to the wider walkway network and facilities in the area

· Widening the boardwalk link to 3m to allow for expected user numbers in the future.

31. The stakeholder group includes:

· Bike Kaipatiki

· Bike Auckland

· Accessible Parks

· Uruamo Maranga Ake Marae Trust Board

· Friends of Shepherds Park

· Scout group

· Beach Haven Residents Association

· Beach Haven Placemaking group

· Cedar Centre

· Kaipatiki Projects

· Beach Haven Guides

· Beach Haven Bowl Club

· Kaipatiki Facilities Trust

· Birkenhead United Football Club.

Tauākī whakaaweawe Māori

Māori impact statement

32. Engagement with manu whenua has been undertaken on the proposed new boardwalk link from Shepherds Park to Tui Park, including:

· Ngāi Tai Ki Tāmaki

· Ngāti Maru

· Ngāti Paoa Iwi Trust

· Ngāti Paoa Trust Board

· Ngāti Tamaterā

· Ngāti Te Ata Waiohua

· Ngāti Whanaunga

· Ngāti Whātua o Kaipara

· Ngāti Whātua Ōrākei

· Te Ākitai Waiohua

· Te Kawerau ā Maki

· Te Rūnanga o Ngāti Whātua

33. To date, Ngāi Tai Ki Tāmaki, Ngāti Whātua o Kaipara and Te Kawerau ā Maki have attended a site walkover and support the project in principle.

34. A new marae is planned for Shepherds Park by Uruamo Maranga Ake Marae Trust Board. Where possible, the design will take into account their requirements, including allowance for mana whenua to launch and store their waka.

Ngā ritenga ā-pūtea

Financial implications

35. The local board has approved $1.5 million from its locally driven initiatives (LDI) and asset based services (ABS) development budgets.

36. Option 5 - the upgrade of the existing walkway network, can be scoped to reflect the available budget. Funding for the other stages is not currently approved and will need to be confirmed before the subsequent stage commences.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. The budget is insufficient to cover the Shepherds Park to Tui Park coastal link. The scope will need to be reduced to suit the budget, or additional budget will be required to complete this work.

38. Residents with riparian access rights strongly oppose the new boardwalk connection as it would reduce access to the waterway and could be harmful to the environment.

39. Stakeholder groups support the boardwalk, however, want the new boardwalk link from Shepherds Park to Tui Park to be 3m wide and link in better to the existing network to provide all abilities access and connection to existing facilities.

40. The current allocated budget is sufficient to cover stage 1: upgrade sections of the existing track networks, or design and build new bridge links, however it does not cover the full “spine link”. Additional budget is required for the future stages.

41. Separate renewals budget is required to cover the existing track network renewals to compliment any upgraded works. This is still to be confirmed in the local board’s work programme.

Ngā koringa ā-muri

Next steps

42. Consultation with the public, local residents and stakeholders will be undertaken to confirm the preference and priorities for the first stage in the event that the local board approves an option for public consultation.

43. A report on the feedback will be prepared to the local board before the design and consenting stage is commenced.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Tui to Shepherds	33
b ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Hellyers to Shepherds	35
c ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Shepherds to Tui Options	37
d ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Shepherds Park to Tui Park Boardwalk - alignment	39
e ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Shepherds Park - Concept Visualisations	45

Ngā kaihaina

Signatories

Authors

Julie Crabb – Principal Project Manager – Park Facilities

Authorisers

Rod Sheridan – General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Kauri Dieback Disease - Local Park Track Mitigation in the Kaipatiki Local Board area

File No.: CP2019/17034

Te take mō te pūrongo

Purpose of the report

1. To seek approval for the proposed mitigation work on tracks in local parks to protect healthy kauri and prevent kauri dieback spread within the Kaipātiki Local Board area.

Whakarāpopototanga matua

Executive summary

2. There are 307 local parks throughout the Auckland region that contain kauri. Protection of healthy kauri is the primary objective of council’s kauri dieback management approach, as is preventing the spread of kauri dieback through – among other things - the isolation of any diseased specimens.

3. An interim report was presented to the Kaipātiki Local Board on 12 December 2018 (resolution number KT/2018/243). This report obtained the local board’s endorsement of the proposed high-level kauri protection measures prior to the development of a detailed programme of works.

4. To protect healthy kauri and prevent the spread of kauri dieback, staff have analysed all local parks and reserves in the Auckland region and developed recommended mitigation measures for each park. This report focuses on the specific programme of works for each park, including the associated costs and timeframes and proposed options which were prioritised on the following basis:

· the value of the kauri ecosystem, which was classified as high, medium or low

· the health status of the kauri

· the recreational value of the park, which was identified as high, medium or low.

5. There are currently 47 local parks across Auckland subject to partial or full track closures. These closures were implemented between April and July 2019, as a temporary measure while mitigation options were developed. Temporary closures will continue until the mitigation works have been completed and tracks have been upgraded to be kauri-safe.

6. Fourteen local parks in Kaipātiki were initially assessed and prioritised. Investigation was carried out in the identified projects to determine the appropriate mitigation measures (refer Attachment A to the agenda report).

7. Community meetings were held with representatives from the Kaipātiki Local Board, residents and key park stakeholders in attendance to discuss the proposed mitigation measures. A workshop was held with the Kaipatiki Local Board on 14 August 2019 to discuss the proposed detailed mitigation programme.

8. Recommended mitigation measures include re-alignment or re-routing of tracks, installation of new track surface, steps, boardwalks and installation of hygiene stations. Where appropriate, indefinite track closure is also considered as a mitigation option. Public education and engagement are always a part of the proposed mitigation measures.

9. Mitigation measures are proposed for fourteen reserves which are detailed in Attachment A. Location maps with identified proposed mitigation options are provided in Attachment B.

10. Further detailed design and tendering is planned for September and October 2019. Most of the identified mitigation works are planned to be undertaken from November 2019 to March 2020 with a few identified projects planned for March 2022, subject to any required consent and other approvals.

11. Track mitigation works will be carried out in accordance with the dry track standards and specifications provided by the Ministry for Primary Industries (MPI) for kauri dieback management.

12. The Natural Environment Targeted Rate (NETR) provides funding for kauri dieback control, including new infrastructure such as track upgrades to kauri dry track standard.

13. The Kaipātiki Local Board adopted the 2019 - 2022 Community Facilities Work Programme on the 19 June 2019 resolution number KT/2019/119. It is proposed that the Kauri Dieback Disease – Local Park Track Mitigation report informs the Kaipātiki Local Board Community Facilities Work Programme. This report recommends that the board approves Kauri Dieback Disease – Local Park Track Mitigation as part of the 2019 - 2022 Community Facilities Work Programme.

14. It is proposed that all the kauri dieback mitigation projects are identified in the work programme as “risk adjusted programme (RAP)” projects. These are projects that have budget allocated in the 2020/2021 financial year (i.e. year two of the three-year programme). Staff propose to commence work in the 2019/2020 year on the delivery of these risk adjusted projects.

15. In order to expedite delivery of the work programme, and to manage changes that may be required in a timely way, staff recommend that the local board delegate decision making for amendments to the approved programme to the Chairperson.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the following proposed mitigation work programme as detailed in Attachment A to the agenda report (Proposed Kauri Dieback Mitigation Work Programme) to protect healthy kauri and prevent kauri dieback spread in the Kaipātiki Local Board area to be funded by the Natural Environment Targeted Rate and Kaipatiki Local Board Local Renewals fund:

Park/Reserve Location and Proposed Mitigation Proposal	NETR Funding	Local Renewals Funding	Total Physical Works Funding
1. Birkenhead War Memorial Option Two Risk Adjusted Programme (RAP) project	$555,132	$43,022	$598,153
2. Chatswood Reserve Option Two Risk Adjusted Programme (RAP) project	$2,219,558	$268,505	$2,488,063
3. Chelsea Heritage Reserve Option Two Risk Adjusted Programme (RAP) project	$91,000	$0	$91,000
4. Eskdale Reserve Option Two Risk Adjusted Programme (RAP) project	$762,908	$800,258	$1,563,167
5. Fernglen Reserve Option Two Risk Adjusted Programme (RAP) project	$203,212	$0	$203,212
6. Hadfield Street Reserve Only option – not represented in Attachment A. Minor work to be completed to mitigate against Kauri dieback. Risk Adjusted Programme (RAP) project	$34,583	$0	$34,583
7. Kauri Glen Reserve Option Two Risk Adjusted Programme (RAP) project	$1,712,982	$161,712	$1,874,693
8. Kauri Park Option Three Risk Adjusted Programme (RAP) project	$13,833	$0	$13,833
9. Le Roy’s Bush Reserve Option Two Risk Adjusted Programme (RAP) project	$839,268	$120,903	$960,172
10. Lynn/Leigh Scenic Reserve Option Two Risk Adjusted Programme (RAP) project	$547,385	$0	$547,385
11. Muriel Fisher Reserve Option Three Risk Adjusted Programme (RAP) project	$6,917	$0	$6,917
12. Odin Place Reserve Only option Risk Adjusted Programme (RAP) project	$6,917	$0	$6,917
13. Rangatira Reserve Option Two Risk Adjusted Programme (RAP) project	$244,573	$158,807	$403,380
14. Soldiers Bay Accessway Option Two Risk Adjusted Programme (RAP) project	$359,667	$0	$359,667
TOTALS:	$7,597,935	$1,553,207	$9,151,142

b) note that budget allocation for all projects in the kauri dieback mitigation work programme are best current estimates, and amendments may be required to the kauri dieback mitigation work programme to accommodate final costs as the year progresses.

c) request that the proposed mitigation work programme as detailed in Attachment A (Proposed Kauri Dieback Mitigation Work Programme) and approved through recommendation a) above is incorporated into the 2019 - 2022 Community Facilities Work Programme.

d) approve all the proposed kauri dieback mitigation projects as listed in recommendation a) above are part of the risk adjusted programme (RAP), as projects that may be delivered in advance of the expected delivery year, if required to meet expected financial expenditure for the 2019/2020 financial year.

Horopaki

Context

16. There are 307 local parks throughout the Auckland region that contain kauri. The funding available from the natural environment targeted rate will not be able to provide for the protection of all kauri in the region.

17. To manage investment across the region, a risk-based prioritisation approach has been applied. Local parks have been analysed in terms of kauri ecosystem value, recreational value and kauri health status, noting that the council’s primary objective is the protection of healthy kauri.

18. This report outlines the proposed mitigation works for parks that have been prioritised, including the associated implementation costs and estimated timeframes.

19. An interim report (resolution number KT/2018/243) regarding proposed kauri dieback mitigation in local parks was presented to the Kaipātiki Local Board on the 12 December 2018. The local board resolved the following:

“That the Kaipātiki Local Board:

a) note the regional kauri dieback parks mitigation programme and approach for assessing and recommending actions for Kauri dieback management in local parks, and the specific assessment for local parks within the Kaipātiki Local Board area.

b) endorse in principle the following recommended actions to mitigate Kauri dieback in local parks and reserves in the Kaipātiki Local Board area (as detailed in attachments A and B), noting that the proposed solution will be refined through the development of a detailed work programme, and will include the amount of funding required through either the natural environment targeted rate budget or the local board’s renewals budgets:

I. Leigh Scenic Reserve and Lynn Reserve - upgrade tracks to protect kauri or undertake similar works so that tracks can be re-opened

II. Eskdale Reserve Network (including Birkenhead Domain, Eskdale Reserve Lauderdale Reserve and Francis Kendall Reserve) - upgrade tracks to protect kauri or undertake similar works so that tracks can be re-opened, and install hygiene stations

III. Kauri Glen Reserve and Cecil Eady Reserve - upgrade tracks to protect kauri and keep the reserves open

IV. City View Reserve - remain closed until further notice.

V. Le Roys Bush Reserve and Little Shoal Bay Reserve (including Dudding Park Sportsfield) - upgrade tracks to protect kauri or undertake similar works so that tracks can continue to be used, and install hygiene stations

VI. Birkenhead War Memorial Park - close the north-eastern part of the ‘horseshoe track’ (cemetery track) until further notice and upgrade other tracks where needed to protect Kauri

VII. Chatswood Reserve - rationalise entrances, close some tracks and upgrade other tracks (commuter routes) to protect kauri, and install hygiene stations

VIII. Chelsea Estate Heritage Park - upgrade tracks to protect kauri in Chatswood Reserve or install hygiene stations

IX. Kauri Point Centennial Park – investigate to determine appropriate upgrade solution to protect kauri

X. Fernglen Reserve - upgrade tracks to retain access to the botanical garden and the rest of the park

XI. Kauri Park – remain closed until further notice due to the confirmed instance of kauri dieback disease.

XII. Muriel Fisher Reserve – remain closed until further notice due to the confirmed instance of kauri dieback disease.

XIII. Hadfield Street Reserve – keep open but close the eastern part of this the reserve

XIV. Odin Place reserve – remain closed until further notice

XV. Rangatira Reserve - the informal track through the kauri stand closed until further notice

c) note that while some funding for protection of high value kauri ecosystems in high recreational use local parks may be provided for within the plant pathogen budget of the region-wide natural environment targeted rate, some renewals funding may be required to complete works and keep parks open.

d) request information as soon as possible regarding required renewals and funding reprioritisation, as the board are considering their draft three year rolling Community Facilities work programme in March 2019.

e) request communication and signage at temporarily closed tracks is regularly updated and includes greater level of detail including alternative nearby tracks, noting that such communication will be funded via Natural Environment Targeted Rate.”

20. The kauri dieback budget is dedicated to protecting kauri and preventing the spread of kauri dieback disease, through the provision of new assets or upgrading of existing assets. Natural environment targeted rate budget cannot be used for the renewal of tracks in kauri forest, unless it is specifically allocated to protecting kauri.

Tātaritanga me ngā tohutohu

Analysis and advice

21. The interim report provided to the Kaipātiki Local Board on 12 December 2018 (resolution number KT/2018/243) included the results of the prioritisation of local parks and sought endorsement of the recommended high-level kauri protection actions prior to the development of the detailed programmed of works.

22. There are currently 47 local parks across Auckland subject to partial of full track closures. These closures were implemented between April and July 2019, as a temporary measure while mitigation options were developed. The Kaipātiki Local Board have currently closed temporarily 14 tracks to protect healthy trees from kauri dieback.

23. 32 local parks in Kaipātiki were initially assessed and prioritised. 18 of these were deemed to be low risk as they are not easily accessible and/or had no formed tracks adjoining kauri. A detailed investigation was carried out in 14 reserves to determine appropriate mitigation measures (refer Attachment A and Attachment B to the agenda report).

24. Several options have been considered to address the kauri dieback disease mitigation programme and they have been analysed in Attachment A to the agenda report.

25. Each track was assessed and prioritised on the following basis:

· the value of the kauri ecosystem, which was classified as high, medium or low. A kauri ecosystem value was assigned by council ecologists based on the work undertaken by Singers et al (2017): Indigenous terrestrial and wetland ecosystems of Auckland

· the health status of the kauri, which was noted as infected, possibly infected or symptom free. This information was sourced from the council’s active surveillance programme, which includes soil sampling

· the recreational value of the park, which was identified as high, medium or low. The analysis considered key recreational activities such as recreational trails, active transport, visitor destinations, volunteer activity and sports and recreation use, whether there were alternative tracks available and potential future growth. Reviews of reserve management plans (if applicable) and any other relevant strategic documents were undertaken.

26. The priority for natural environment targeted rate funding is on formal tracks with high value kauri areas and high recreational use. Mitigation of unformed or informal tracks is generally not a high priority. Those tracks are normally recommended for indefinite closure.

27. Consultation has been undertaken with the local board, key park stakeholders Pest Free Kaipātiki who have set up meetings with the community groups within the reserves and mana whenua.

28. The kauri dieback disease mitigation programme below identifies some of the key milestones. Timeframes are estimates only, and are subject to resourcing, weather conditions (for construction) and the actual scope of the works that are required to be undertaken.

29. The mitigation options in Kaipātiki are described in detail in Attachment A as well as the precautionary mitigation measures for the low risk parks. Location maps are provided in Attachment B.

30. The recommended mitigation works are summarised as follows:

1. Birkenhead War Memorial Park: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by creating a step free loop around the reserve and maintain suitable access points from side streets. The estimated cost is $598,153. As this work will require a resource consent, the estimated time frame for completion of works is March 2022, subject to contractor availability and weather conditions.

2. Chatswood Reserve: Birkenhead War Memorial Park: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by renewing tracks and improve accessibility and maintain an option for a short loop and maintain suitable access points from side streets. The estimated cost is $2,488,063. As this work will require a resource consent, the estimated time frame for completion of works is March 2022, subject to contractor availability and weather conditions.

3. Chelsea Heritage Reserve: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by realigning and upgrading the track. The estimated cost is $91,000. The estimated time frame for completion of works is March 2020, subject to contractor availability and weather conditions.

4. Eskdale Reserve: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by renewing tracks to maintain recreation value and available of a cycle circuit. The estimated cost is $1,563,167. As this work will require a resource consent, the estimated time frame for completion of works is March 2022, subject to contractor availability and weather conditions.

5. Fernglen Reserve: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by renewing tracks to maintain value as Botanic Garden and maintain two small loop options with access to existing Fernhouse. The estimated cost is $203,212. The estimated time frame for completion of works is March 2020, subject to contractor availability and weather conditions.

6. Hadfield Street Reserve: Restricting access to public from the eastern area of Hadfield Street Reserve. The estimated cost is $34,583. The estimated time frame for completion of works is June 2020, subject to contractor availability and weather conditions.

7. Kauri Glen Reserve: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by renewing tracks and improve accessibility to Northcote College and maintain loops and access points from side streets. The estimated cost is $1,874,693. As this work will require a resource consent, the estimated time frame for completion of works is December 2021, subject to contractor availability and weather conditions.

8. Kauri Park: Indefinite closure with buffer planting and fencing. The estimated cost is $13,833. The estimated time frame for completion of works is December 2019, subject to contractor availability and weather conditions.

9. Le Roy’s Bush Reserve: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by renewing tracks and improve accessibility to upper reaches from Little Shoal Bay and maintain access points and commuter connections. The estimated cost is $960,172. As this work will require a resource consent, the estimated time frame for completion of works is June 2020, subject to contractor availability and weather conditions.

10. Lynn/Leigh Scenic Reserve: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by renewing tracks to maintain recreation value and suitable access points. The estimated cost is $547,385. As this work will require a resource consent, the estimated time frame for completion of works is March 2022, subject to contractor availability and weather conditions.

11. Muriel Fisher Reserve: Indefinite closure with buffer planting and fencing. The estimated cost is $6,917. The estimated time frame for completion of works is December 2019, subject to contractor availability and weather conditions.

12. Odin Place Reserve: Indefinite closure with buffer planting and fencing. The estimated cost is $6,917. The estimated time frame for completion of works is December 2019, subject to contractor availability and weather conditions.

13. Rangatira Reserve: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by renewing tracks and improve accessibility as popular commuter route for students and maintain access points from side streets. The estimated cost is $403,380. As this work will require a resource consent, the estimated time frame for completion of works is March 2020, subject to contractor availability and weather conditions.

14. Soldiers Bay Accessway: Mitigate track to national kauri-safe standards with BAM filled Geoweb, rope barrier to delineate the track, by creating a stream crossing within wider wetland. The estimated cost is $359,667. As this work will require a resource consent, the estimated time frame for completion of works is March 2021, subject to contractor availability and weather conditions

31. Risk adjusted programme:

· A number of projects have been identified in the work programme as “risk adjusted programme (RAP)” projects.

· These are projects that have budget allocated in the 2020/2021 financial year (i.e. year two of the three-year programme). Staff propose to commence work in the 2019/2020 year on the delivery of these risk adjusted projects.

· By progressing these identified projects alongside the 2019/2020 projects in the programme, it is intended that, should projects identified for delivery in year one of the work programme be delayed for any reason, staff will be able to proceed with agreed alternative projects to ensure that the full annual budget is delivered each year.

· Approval is sought from the board for staff to commence work on those projects identified in the work programme as risk adjusted programme projects in the 2019/2020 year.

32. Delegation for approval of changes to the work programme:

· The delivery of the proposed work programme in an efficient and timely manner may require amendments to be made to the agreed work programme during the course of the year. Such amendments could include:

a) changes to project scope, budgets, timing

b) addition of new projects within available budget

c) cancelling or putting approved projects on hold.

· Any changes to the approved work programme require approval from the board. Approval will normally be sought through resolution at a business meeting.

· Local boards are also able to delegate authority to approve some or all amendments to the work programme to the chairperson, to another member of the board, or to staff. Such delegation would allow changes to be made without the timeframes required to provide formal reports and would support the efficient delivery of the work programme.

· Should the board choose to delegate authority to approve changes to the work programme, it is anticipated that any changes would be workshopped with the local board prior to any delegated decision being taken. Any changes made under delegation would be reported back to the board as part of the Community Facilities component of the board’s quarterly report.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. The recommendations in this report have been developed through collaboration between council’s Environmental Services department, Parks, Sports and Recreation department and Community Facilities department.

34. Representatives from these key departments are working as part of a dedicated and ongoing project team, to ensure that all aspects of the kauri dieback mitigation programme are undertaken in an integrated manner.

35. Auckland Council Biosecurity specialists and kauri dieback team members have visited all parks in the Auckland region that have kauri in close proximity to tracks to assess possible mitigation options.

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

Local impacts and local board views

36. On 12 December 2018, an interim report was presented to Kaipātiki Local Board where multiple high-level kauri protection measures for local parks and reserves were endorsed.

37. Closing tracks in parks or reserves will have an impact on recreational activities available in the local board area. These impacts were taken into consideration when determining suitable kauri dieback mitigation measures.

38. On 14 August 2019, a workshop was held with the Kaipātiki Local Board to discuss the identified reserves within this report and proposed mitigation proposals for each of these reserves. Feedback has helped inform the final proposals.

39. A number of key park stakeholder meetings were held with Pest Free Kaipātiki volunteers group, who have instigated a number of discussions regarding the reserves identified within this report. These discussions have included local dog walkers, local board members, park rangers and park specialists from Auckland Council. The purpose of the meetings was to gain feedback on the proposed detailed mitigation works. The community group representatives were understanding of the need to temporarily close the tracks until mitigation works were completed. The community groups within Kaipatiki Local Board were supportive of the proposed mitigation measures to protect the kauri within the identified reserves.

40. On 14 August 2019, key park stakeholder meetings were held with representatives from Birkenhead War Memorial and Chatswood Reserve. As a result of this engagement the tracks have been rationalised to take in their feedback and options have been identified. Option two is the preferred option as they would like to see S5 opened due to the recreational value. Kauri dieback staff prefer the option to close S5 due to the amount of kauri within this reserve, as this action provides the best mitigation with regards to kauri dieback.

41. On 15 August 2019, key stakeholder meetings with residents of Muriel Fisher Reserve have requested that this park is remained closed to protect the kauri within this reserve.

42. On 28 August 2019, key stakeholder meetings with residents of Lynn/Leigh Scenic Reserve were held to discuss the proposed mitigation programme for these reserves. Residents have requested that a viewing platform is created and that tracks are reopened where possible to ensure recreational value.

43. The staff would like to recognise the great work that the Pest Free Kaipātiki volunteer group have supported this project of protecting the kauri within Kaipātiki reserves and being part of all these discussions with the community and park volunteer groups and for their great work that they do within the Kaipātiki reserves.

Tauākī whakaaweawe Māori

Māori impact statement

44. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents: the Auckland Plan, the 2015-2025 Long-term Plan, the Unitary Plan and Local Board Plans.

45. Tāmaki Makaurau Mana Whenua Kaitiaki Kaimahi representatives have stressed the importance of the kauri species and expressed a desire to work more closely with the council and the Department of Conservation. Staff will work with mana whenua on the approach to kauri dieback on a site by site basis, where appropriate.

46. A workshop with mana whenua was held on 7 August 2019 where the proposed mitigation works was discussed in detail as identified within this report. Mana whenua indicated their support to protect kauri trees within the Auckland region.

Ngā ritenga ā-pūtea

Financial implications

47. In May 2018, the Governing Body approved a natural environment targeted rate to support environmental initiatives, including addressing kauri dieback. The rate will raise $311 million over the duration of the Long-term Plan 2018-2028 (resolution number GB/2018/91).

48. The natural environment targeted rate provides funding for kauri dieback control, including new infrastructure such as track upgrades to kauri dry track standard.

49. Where track works are already programmed in the renewals budget, additional works required to protect kauri, such as removing muddy sections of track where kauri are at risk, will be funded by the natural environment targeted rate.

50. Due to the required new standards and hygiene operating procedures the costs for building tracks to kauri dry track standard are expected to be higher than previous track projects.

51. The following estimated costings table and allocation of budgets applies to local parks only. They are based on undertaking mitigation measures in accordance with the National Technical Specification for Track Mitigation Measures 2019 and the National Kauri Dieback Track Infrastructure Guidelines 2019 and the relevant standard drawings to protect kauri that are near walking tracks and public areas on local parks. Budgets exclude the provision of hygiene stations which will be required at most of the entrance to kauri tracks:

Local Boards	Total Length of track to be mitigated	% of Local Board Allocation Kauri	Kauri Budget Total Allocation $	% of Budget per Local Board	Proposed indefinite Track closure per Local Board LM
Kaipātiki	20,212	51.44%	$9,151,142	52.1%	7512

52. The following table provides the proposed mitigation mitigation work programme to protect healthy kauri and prevent kauri dieback spread in the Kaipātiki Local Board area to be funded by the Natural Environment Targeted Rate and Local Renewals funding. The Kaipātiki Local Board adopted the 2019 - 2022 Community Facilities Work Programme on the 19 June 2019 (resolution number KT/2019/119). The table shows the proposed mitigation proposal versus what was approved by the local board through the 2019 – 2022 Community Facilities Work Programme.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

53. The main risk is the spread of kauri dieback disease, where tracks are located within three times the drip line radius of kauri.

54. Closing tracks in parks and reserves, whether temporary (until upgrade works are completed) or indefinitely (where upgrade works are not recommended), will have an impact on the recreational activities available in the local board area. This may result in additional recreational pressure on other parks and reserves.

55. To mitigate this risk, information will be provided to the public about alternative recreational activities. As part of the kauri dieback community engagement and education programme, the public is provided with information about the reasons for the track closures, the objectives of the kauri dieback mitigation programme and hygiene around kauri.

56. There is also a risk of non-compliance, where mitigation measures are disregarded by the public, particularly with respect to track closures (where tracks continue to be used despite closure notices) and hygiene stations (where hygiene stations are not used, or not used correctly).

57. Risk mitigation includes the provision of appropriate information and effective implementation of track closures, including signage and physical barriers. Surveillance equipment and intelligence gathering may be used for compliance purposes.

58. In undertaking the mitigation works, strict adherence to the standards and hygiene operating requirements will be required and enforced to reduce the risk of the spread of kauri dieback disease by contractors, volunteers and council staff.

Ngā koringa ā-muri

Next steps

59. Following the local board’s decision on the recommendations provided in this report, further design, consenting (if required) and tendering will be undertaken. Contractors will then be engaged to undertake park/track mitigation works in late 2019 and/or early 2020.

60. A priority system will be in place to determine the order of works, considering the impact on the community, volume of track users, alternative routes and safety.

61. The local board and the local community will be kept updated and informed on the timing for the planned works.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Kaipatiki Mitigation Work Programme	63
b ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Kaipatiki Maps	83

Ngā kaihaina

Signatories

Authors

Leigh Radovan - Work Programme Lead

Grant Jennings - Principal Sports Parks Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Amendments to the Community Facilities 2019/2020 Work Programme regarding projects at Marlborough Park

File No.: CP2019/17447

Te take mō te pūrongo

Purpose of the report

1. To seek approval to amend the 2019/2020 Community Facilities work programme regarding two projects at Marlborough Park.

Whakarāpopototanga matua

Executive summary

2. Two projects approved in the 2019/2020 Community Facilities work programme have been identified as requiring changes to the allocation of budgets and timing of delivery.

3. Following the analysis of the budgets allocated to the Marlborough Park – Renew Youth Space (SharePoint ID 2560) and Marlborough Park Renew - Skate Park and Carpark renewal (SharePoint ID 2431) it is proposed that $730,000 be transferred from the Youth Space budget to the Skate Park and Carpark renewal budget. The $730,000 was intended for the skate park and carpark but incorrectly included in the budget for the youth space.

4. To reduce disruption at Marlborough Park over the summer months it is also proposed that the carpark renewal element be postponed to a later year. The carpark renewal is not deemed to be urgent based on the condition of the asset.

5. Postponement of the carpark renewal will make available $530,000 of renewals funding to be allocated within the local board’s renewal programme in the current financial year.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the following amendments to the 2019/2020 Community Facilities Work Programme:

i) transfer $730,000 to the ‘Marlborough Park Renew - Skate Park and Carpark renewal’ project (SharePoint 2431) from the ‘Marlborough Park – Renew Youth Space’ project (SharePoint 2560)

ii) remove the carpark renewal component from project ‘Marlborough Park Renew - Skate Park and Carpark renewal (SharePoint 2431) and reduce the budget of the project by $530,000 ($430,000 in 2019/2020, $100,000 in 2020/2021) noting this amount is available for reallocation within the renewals programme.

Horopaki

Context

6. Originally, the Marlborough Park Renew - Skate Park and Carpark renewal’ (SharePoint 2431) and the ‘Marlborough Park – Renew Youth Space’ project (SharePoint 2560) projects were one project that was subsequently “unbundled” by community facilities for the purposes of project delivery. When the unbundling took place, the budget was dispersed between the two individual project lines.

7. Subsequent to the approval of the work programme, further investigations have taken place which has identified that the initial budget split was inaccurate, and the amounts should be amended to reflect the works required for each project.

8. The need for renewal funding has been identified as a priority for other projects in the Kaipatiki Local Board area, such as the Lynn Reserve playspace and the Elliott Avenue Reserve playspace renewals. An opportunity has been identified to remove the carpark renewal from these Marlborough Park projects to free up the funding for those additional projects

Tātaritanga me ngā tohutohu

Analysis and advice

9. As these two Marlborough park projects were originally one project and were only “unbundled” by community facilities for delivery purposes, the transfer of funding from the youth space to the skatepark project has no overall financial impact. At the same time, the change will improve the ability for Community Facilities to deliver the projects by more accurately mapping the budget to the expected costs. The change is, therefore, largely an administrative change moving $730,000 from the skatepark and carpark renewal to the youth space renewal project.

10. The carpark component of the Marlborough Park project was included in the Community Facilities work programme for the first time this year (2019/2020). The initial investigations on the work required have identified that, based on the condition of the asset, the carpark renewal is not urgent at this time. To reduce disruption at Marlborough Park over the summer months and given the other demands for renewal funding in the local board area, it is proposed that the carpark renewal element be postponed to a later year.

11. The rescheduling of the carpark works will be discussed with the local board as part of the development of the Community Facilities work programme 2020/2021. It is not anticipated that the delay will have any detrimental impact on the ability to use the carpark at Marlborough Park in the immediate future.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

12. The Marlborough Park projects are in the approved Community facilities build, maintain, renew work programme 2019/2020. Amending the budget between the two projects will have no material impact as it does not alter the expected outcomes or level of service offered at the park.

13. There has been ongoing consultation with the community facilities operations team regarding the carpark.

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

Local impacts and local board views

14. In 2018, the Kaipātiki Local Board confirmed the youth space concept design and agreed to progress with the skatepark renewal. The Marlborough Park projects were confirmed as part of the Community Facilities build, maintain renew work programme 2019/2020 in June 2019.

15. It is understood that the local board are supportive of the development of Marlborough Park, as indicated through the investment of Locally Driven Initiative funding.

16. The local board have indicated the desire to prioritise the delivery of parks, sport and recreation projects. The removal of the carpark from the Marlborough Park Renew – Skate Park and Carpark project will free up budget that can be used to prioritise those outcomes without greatly impacting upon the level of service offered at Marlborough Park.

Tauākī whakaaweawe Māori

Māori impact statement

17. Mana whenua with an interest in the Kaipātiki Local Board area have been consulted as part of the two Marlborough Park projects. The recommended approach set out in this report is not considered to have any particular impact on Maori, or on the wider population in the Kaipatiki Local Board area.

Ngā ritenga ā-pūtea

Financial implications

18. The two Marlborough Park projects currently approved by the local board include the following funding amounts over the three years of the work programme:

· Marlborough Park – Renew Youth Space (SharePoint ID 2560) $1,030,519

· Marlborough Park Renew - Skate Park and Carpark renewal (SharePoint ID 2431) $1,217,480

19. As these two projects were originally one project and were only “unbundled” by community facilities for delivery purposes, the transfer of funding (being $730,000) from the youth space to the skatepark project, has no overall financial impact.

20. The cancellation of the carpark component of the project will release $530,000 of funds which can then be re-allocated by the local board to other priority projects.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

21. In the long-term, if the local board choose not to fund the carpark renewal as part of a future work programme, then the carpark will deteriorate, and the carpark will need to be fully or partially closed. However, in the short-term, this risk can be managed through repair work and the carpark is expected to remain fully operational until such time as the works can be programmed in future years.

22. If the carpark is not removed from the Marlborough Park Renew – Skate Park and Carpark project the expected $530,000 which will be available for reallocation by the local board to other projects will not eventuate. This may impact on other matters which are the subject of other reports on the September 2019 business meeting agenda, such as the Lynn Reserve playspace and the Elliott Avenue Reserve playspace renewals.

Ngā koringa ā-muri

Next steps

23. If the recommended funding transfer and change of scope regarding the carpark is approved, the community facilities work programme development team will amend the work programme accordingly.

24. The youth space at the park is now complete. The contract for the skatepark has been awarded. The deconstruction of the existing of the asset will begin November. The project is expected to be completed by July 2020.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Kathryn Martin – Manager Programme Development, Community Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Birkdale early learning centre and community hall service: future asset investment

File No.: CP2019/16769

Te take mō te pūrongo

Purpose of the report

1. To provide information about early learning and community hall service needs for Birkdale.

2. To approve changes to the Community Facilities work programme to reallocate $100,000 for minor renewals at Birkdale Kauri Kids and Birkdale Hall while replacement of the two buildings is investigated and designed.

Whakarāpopototanga matua

Executive summary

3. Staff assessed the services provided at Birkdale Kauri Kids early learning centre (the centre) and Birkdale Hall (the hall).

4. The assessment was undertaken in response to the Community Facilities Network Plan action plan, condition of the buildings and existing work programme projects.

5. Services provide very well for the local community and are expected to continue to do so.

6. Building condition assessments were commissioned by Community Facilities. The centre was assessed in August 2018 and the hall in June 2018 and identified that both buildings have a poor overall condition rating.

7. The Kaipātiki Local Board approved a total of $1,690,000 towards two projects in the 2020-2022 Community Facilities work programme (KT/2019/119):

· Birkdale Kauri Kids – renew facility (activity 2354): current budget is $720,000

· Birkdale Hall – rebuild facility (activity 2140): current budget is $970,000

8. Further work is required to confirm medium to long-term service needs. Staff recommend that the local board approve amendments to the 2020-2022 work programme to provide $100,000 for minor renewals. This will allow for continued service provision until cost estimates are obtained and financial implications and options are understood.

9. Staff recommend that $40,000 from line 2354 and $60,000 from line 2140 be reallocated to a newly created line with the budget of $100,000 that is required to carry out the work.

10. Current high-level cost estimates show that there is insufficient budget for long-term investment options.

11. Staff will continue to progress the concept design of new facilities in order to get a more accurate estimate to support advice about future investment options. This work will inform work programme discussions for 2020/2021.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve changes to the Community Facilities work programme 2020-2022 to support continued service provision by enabling minor renewals at Birkdale Hall and Birkdale Kauri Kids :

i) reallocate $40,000 from project ‘Birkdale Kauri Kids – renew facility’ (activity 2354)

ii) reallocate $60,000 from project ‘Birkdale Community Hall – rebuild facility’ (activity 2140)

iii) create a new project in the work programme with the reallocated total budget of $100,000: ‘Birkdale Kauri Kids and Birkdale Community Hall renewals.’

b) note that staff will provide advice on long term options though the 2020/2021 work programme process and will include more accurate financial information

c) note that information about early learning and community hall service needs for Birkdale is provided in the agenda report.

Horopaki

Context

12. Birkdale Kauri Kids early learning centre at 134 Birkdale Road, is owned and operated by council’s Active Recreation services.

13. Birkdale Hall, at 136 Birkdale Road, is a council owned venue for hire in the community places network.

14. Birkdale Community House, also at 134 Birkdale Road, is managed by the Birkdale Beach Haven Community Project (BBCP). The house was not in scope for the assessment but considered as part of the services offered for Birkdale.

15. Map one shows the location of the three facilities at 134 and 136 Birkdale Road.

Map one: 134 and 136 Birkdale Road community facilities

16. A service assessment of the early learning centre and hall was undertaken to inform options for future investment. There were several reasons for the assessment:

· Community Facilities Network Plan (CFNP) action 62 is to ‘investigate opportunities to improve facilities in Kaipātiki including Beach Haven Community Centre, Birkdale Community House and 136 Birkdale.’

· concerns about building condition and the level of investment required for continued service provision

· existing Community Facilities work programme activity (lines 2354 and 2140).

Tātaritanga me ngā tohutohu

Analysis and advice

17. The service assessment involved researching current and future service provision for early learning and community centers and venues in the Birkdale community.

18. The centre and the hall are meeting current local community needs and are expected to continue to do so in the future.

Birkdale Kauri Kids as a service and as part of the council early learning services network

19. Occupancy at the centre has increased from 66 per cent in 2017/2018 to 89 per cent in 2018/2019. 93 per cent of children currently enrolled live locally.

20. Children, families and centre staff are satisfied with the service provided from the facility and enjoy a sense of community connectedness.

21. The most recent Education Review Office evaluation, in May 2018, concluded that the centre is well placed to ‘promote positive learning outcomes for children’.

22. Kaipātiki has almost 80 early learning centres, three of which are operated by council: Birkdale Kauri Kids, Beach Haven Kauri Kids and Glenfield Kauri Kids. Birkdale itself has six early learning centres of which five are privately owned.

23. Council-run early learning centres are more commonly attached to leisure centres. When co-located or integrated the service contributes to multiple community outcomes including customer convenience by reducing barriers to physical activity for parents and caregivers, particularly women. We have eight Kauri Kids attached to leisure centres.

24. Birkdale is one of only three early learning centres not attached to a leisure centre. The others are in Beach Haven and Manurewa.

25. The role of council providing early childhood education is not specifically identified within any strategic framework and the local board is not obligated to continue to offer the service.

What we found about the service provided by Birkdale Hall

26. The hall is a well utilised venue for hire, compared to similar facilities in Kaipātiki and Auckland. In 2018/2019 the hall was:

· hired 55 per cent of the available time, with the regional average being 37 per cent

· booked for 1990 hours, the average booked hours in Kaipātiki is 1786

· used by 10,000 participants, the average for venues in the Kaipātiki area being just over 6000.

27. Hours and participants recorded for 2017/2018 are similar.

28. When not in use by hirers the BBCP uses the space for their community programmes, for example school holiday activities.

Both services will meet future needs for the community

29. Anticipated growth in Birkdale is modest compared to high growth parts of Auckland such as Albany. Birkdale’s population is expected to grow by 24 per cent, with 1726 more people by 2038. Albany is expected to grow by 500 per cent, 15,509 more people, in the same timeframe.

30. Like the rest of Auckland, Birkdale is projected to become more diverse with Birkdale’s Asian, Māori and Pacific populations expected to increase.

31. The below diagram uses Sport New Zealand data to show the similarities in these increases compared to the local board area and the region.

Diagram 1: per cent increase of Asian, Māori and Pacific populations by 2038

32. Early learning is provided by a range of private and public entities and Birkdale is well-served.

33. There is no requirement set out by the Ministry of Education for early learning provision in relation to population.

34. The centre provides a slightly different service to that of many private centres in the area. There is flexibility in hours children attend, rather than the more common full day services provided privately. This means that families can use the centre in ways reflecting their needs.

35. The hall is a large venue for hire, and the nearest similar venue is Beach Haven Community House at Shepherds Park. From a provision perspective, both are well situated to serve the local neighbourhood communities of Birkdale and Beach Haven respectively.

Condition of the centre and hall buildings

36. Onsite staff have expressed frustration with the building condition of the early learning centre. There is general wear and tear which makes for a less than inviting environment.

37. Following assessments of the facilities Community Facilities advise that both buildings are generally in poor condition. The overall rating is poor because some, not all, components of the building are rated low. Imminent failure is unlikely.

38. The condition assessments concluded that for long-term continued service the most viable, cost effective solution is to rebuild both the hall and the early learning centre. Rebuilding means the both buildings could reasonably last fifty to a hundred years.

39. If the buildings were retained and refurbished the projected useful life is 15-20 years. The estimated costs to refurbish are similar to the estimated costs to rebuild the facilities.

How we can address the building issues

40. Assessments commissioned by Community Facilities identified short-term mitigations. Minor renewal work to ensure a safe, healthy and comfortable environment for users is a cost-effective option which will allow for services to continue for around five years.

41. There is maintenance activity already in progress, and planned, that will address frustrations of staff and the BBCP and respond to recommendations in the condition assessment e.g. matting repairs in the play area and clearing gutters.

42. Renewal work will be determined using condition assessment information and in consultation with staff at the centre and the BBCP. Those working at the site understand the facilities and the experience of its users.

43. On 3 September 2019, staff met with centre staff and the BBCP to discuss the prioritisation of renewals and maintenance to establish what is essential for a comfortable environment.

44. The table below is a list of works for the centre and hall.

Table one: list of minor work for Birkdale Kauri Kids and Birkdale Hall

Birkdale Kauri Kids	Birkdale Hall
interior painting: walls and ceilings	interior painting: hall walls, kitchen and toilet walls and ceilings, kitchen cabinetry
repair weatherboards and repaint for water tightness where required	replace toilet splash backs behind sink and replace silicone
repairs to roof where required	replace flashings on upper roof
refurbish windows where required	repair damaged soffit on main roof
remove old dishwasher	repair and replace handrails
provide new dishwasher (intend to reuse)	repair and paint back door
extension of existing work bench and incorporate small hand basin	install acoustic panels (intend to reuse)
	small cabinet for storing cleaning equipment in kitchen area
	canopy for backdoor

45. The Community Facilities local board work programme 2020-2022 currently has a total of $1,690,000 allocated to rebuild the facilities.

46. Changes to the work programme, to reallocate a total of $100,000 of the approved budgets, will enable staff to progress renewals to extend the life of both buildings by five years while further work is completed to confirm future options for investment.

47. The recommended reallocation is $40,000 from line 2354 and $60,000 from line 2140.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

48. A project team provided input into this advice with representatives from Active Recreation, Community Facilities, Community Places and Commercial and Finance.

49. The project team have supported Community Facilities with prioritisation of renewal work through advice and insights from the assessment.

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

Local impacts and local board views

50. Almost all children currently enrolled at the centre live in Birkdale and surrounding suburbs with 93 per cent of enrolments in 2018/2019.

51. Being co-located with Birkdale Community House means that the centre, hall and house provides a welcoming space for people to access complementary services: early learning, community programmes, classes and a venue for hire.

52. The BBCP can use the hall as additional activity space when not in use by hirers.

53. The local board are aware that they are not obligated to provide early learning services. The local board have indicated that they want the service to continue at Birkdale.

54. Rebuilding the facilities is a priority for the local board. At a workshop on 9 July 2019, the local board indicated a preference for renewals to be undertaken as soon as possible and for the facilities to be rebuilt in the future.

55. The local board requested that staff look to reuse any items installed through minor renewal work, for example acoustic panels for the hall being reused in the new facility. Staff will work with contractors to build this into planning and methods of installation.

Tauākī whakaaweawe Māori

Māori impact statement

56. Eleven per cent of the Birkdale population identify as Māori, which is higher than the eight per cent overall for Kaipātiki.

57. The BBCP are committed to celebrating Māori culture and participated in Matariki 2019 holding events for the Birkdale and Beach Haven community, like Matariki Kapa haka 2019 and the Multicultural Matariki Dinner.

58. Children who are enrolled at the center performed at the kapa haka event. Te reo is important at the centre where language is promoted through signage.

59. No specific impacts for Māori have been identified in relation to renewals at the facilities. Carrying out repairs and maintenance will benefit Māori with the whole community being able to continue to access the services.

Ngā ritenga ā-pūtea

Financial implications

60. Renewals to retain the two services for five years will cost $100,000.

61. It is recommended that changes are made to the work programme to reallocate budget from two existing activities and create a new project with a total budget of $100,000: ‘Birkdale Kauri Kids and Birkdale Community Hall renewals.’

62. Table two outlines the two projects in the work programme that staff recommend budget is reallocated from.

Table two: work programme activities for Birkdale Kauri Kids and hall

Line

Activity name

Activity description

Total current budget

Proposed budget reallocation

2354

Birkdale Kauri Kids - renew facility

Rebuild facility to ensure the design is fit for purpose and future proofed for community requirements.

$720,000

(2020-2022)

$40,000 for minor renewals (2019/2020)

2140

Birkdale Community Hall - rebuild facility

Rebuild facility to ensure the design is fit for purpose and future proofed for community requirements.

$970,000

(2020-2022)

$60,000 for minor renewals (2019/2020)

63. Staff have preliminary cost estimates that indicate $2.5 million is required to rebuild the facilities. Further design work will help to inform a revised cost estimate for long term capital investment and to understand the budget shortfall. The current shortfall is assessed at approximately $810,000.

64. If the local board approve reallocating the current budgets to complete the $100,000 of immediate renewals, the total shortfall for rebuilding is $910,000. The rebuild cost estimate and associated budget shortfall will be confirmed following further investigation and concept design.

65. Savings can be made by reusing items staff plan to install, like the new dishwasher from the centre and acoustic panels from the hall.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

66. The table below details risks and mitigations relating to the recommendations of this report.

Table three: key risks and mitigations for renewals at Birkdale

Risk	Mitigation
Key concerns of staff and the BBCP about building condition and wear and tear will not be addressed.	Staff will engage with those who know the site well, staff and the BBCP, to ensure appropriate and realistic prioritisation of renewals.
Rebuild costs are likely to escalate the longer that the rebuild is delayed.	Staff are working to ensure that timely and cost-effective delivery is a focus for any rebuild.
Generally, council is operating in a financially constrained environment. This could make it difficult to secure budget through the Annual Plan and/or 10-year budget process.	Staff will provide options for investment through the work programme process so that the local board can see budget alongside other priorities.
Optimal user experience will decline if issues with the facilities are not addressed.	The plan for short-term minor renewals will be implemented as soon as budget is available so that identified priorities can be delivered quickly.

Ngā koringa ā-muri

Next steps

67. Once the 2020-2022 work programme changes have been approved renewals will start at the centre and hall. Most of the work will be delivered in quarter two of 2019/2020.

68. Renewals will need to be timed well so that service is not disrupted significantly. This could mean, for example, that there are delays painting the centre so that children and opening hours are not affected.

69. Progress will be reported quarterly in the local board work programme.

70. Staff will progress investigation and design concepts to obtain more accurate costings for long term investment and will provide advice to the local board through the work programme process.

71. This advice can be expected in the work programme workshops during quarter three and four of 2019/2020.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Anna Bird – Service and Asset Planner

Authorisers

Lisa Tocker - Head of Service Strategy and Integration

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Elliott Reserve playspace renewal – concept approval

File No.: CP2019/15210

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the concept design for Elliott Reserve playspace renewal to commence detailed design and consents and construction.

Whakarāpopototanga matua

Executive summary

2. Auckland Council’s Community Facilities department is currently undertaking a renewal of the Elliott Reserve playspace as part of the local board’s 2019/2020 work programme.

3. The concept design (refer to Attachment A of agenda report) has been updated to include a tower module as requested by the Kaipatiki Local Board, at a workshop on 27 February 2019.

4. Consultation with local residents and mana whenua was undertaken, with the feedback helping to inform the concept design.

5. An additional budget of $125,792.30 will be required to deliver the physical works. A separate report on this business agenda recommends the cancellation of the carpark from the ‘Marlborough Park Renew – Skate Park and Carpark renewal (SharePoint 2431)’ project. If the local board approve the recommendation then this would leave $530,000 of renewals funding would be available to reallocated. It is recommended that the $125,792.30 be allocated from this fund.

6. Once the concept design and additional budget is approved by the local board, the detailed design phase can begin, with construction forecast to commence in 2020.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the concept design for the playspace renewal provided in Attachment A of the agenda report.

b) approve the reallocation of $125,792.30 to the Elliott Reserve Playspace renewal (SharePoint ID 2011) from the cancellation of the carpark from the Marlborough Park Renew – Skate Park and Carpark renewal’ (SharePoint 2431).

Horopaki

Context

7. The playspace at Elliott Reserve, R 34 Elliott Avenue, Bayview, has come to the end of its useful life. Parts of the playscape have been removed or closed off as they are now unfit for public use and pose a health and safety risk.

8. A Play and Sunsmart Provision report was adopted by the local board 21 November 2018 (resolution number KT/2018/213). The report recommends the playspace be decommissioned, however the local board were not supportive of this recommendation and included the following in the resolution:

“b) note that while the assessment identifies a small number of playspaces for potential decommissioning, the Kaipātiki Local Board does not support this until a full assessment identifying all options for these playspaces is developed.”

9. A “like for like” renewal is proposed for Elliott Reserve playspace.

Tātaritanga me ngā tohutohu

Analysis and advice

10. The existing playspace caters to three to ten-year-olds. The new playspace will cater to one to twelve-year olds.

11. It is proposed to relocate the playspace within Elliott Reserve to be nearer the tennis courts. This is proposed for the following reasons:

· to improve the visibility of the playspace from the tennis club, and potentially from Malibu Grove

· provide a better connection to the playspace from the existing path network and the tennis club

· the existing trees in the new location can offer some shade

· the current location is abutting the boundary fences in the south-east corner of the reserve, and relocating the playspace will reduce the noise and disruption to the neighbouring residents, as well as allow the playspace to interact with the reserve from all sides.

12. Consultation with the local residents was undertaken between 20 May 2019 to 4 June 2019. 350 letters were delivered to local residents within a 300 metre radius of the reserve, and emails were sent to nine day-cares / kindergartens and two primary schools within the Bayview suburb. The consultation was also advertised online via the Kaipātiki Local Board’s Facebook page and through Auckland Council’s “Have your say” website. We received eight responses.

13. Feedback was gathered on the three tower module options as per the below images:

14. Eight submissions were received, and the following is a summary of the feedback:

· 63% of the respondents preferred option three for the tower module

· 25% preferred the option one tower module

· 25% (two respondents) would like fitness equipment in the reserve

· 25% (two respondents) would also like toddler equipment included in new playspace

· one respondent requested a double slide

· one respondent requested shade for the playspace.

15. The concept design has incorporated the feedback, with the inclusion of the option three tower module, a double slide, and play equipment for both the pre-school and older children age groups.

16. Some shade will be provided by established trees that are already located next to the new playscape location.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

17. Renewing the playspace at Elliott Reserve will reduce the cost of the maintenance in the first few years, as the modules will be new and compliant with the current standards.

18. Relocating the playspace location is going to have the benefits of improving the Crime Prevention Through Environmental Design (CPTED) outcomes for this reserve as the new playspace will be more visible from multiple locations and will be accessible from all sides.

19. Relocating the playscape will also reduce the likelihood of any conflicts occurring with the neighbouring residents due to noise or disturbance.

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

Local impacts and local board views

20. This project will help deliver one of the outcomes of the Kaipatiki Local Board Plan “Our community facilities and assets are high quality and well managed.”

21. The local board views were sought at a workshop on 27 February 2019 where the board requested a tower module be included in the concept design.

22. The concept design caters for the feedback received from the residents.

23. The new playspace will enable families from the Bayview community to have safer and easier access to passive recreation and education through play.

Tauākī whakaaweawe Māori

Māori impact statement

24. Mana whenua with an interest in the Kaipātiki Local Board area have been consulted on the concept design. No feedback has been provided to date. The new playspace will enable whanau and tamariki within the Bayview Māori community to have safer and easier access to passive recreation and education through play, as it will for families of all cultures in the Bayview area.

Ngā ritenga ā-pūtea

Financial implications

25. The 2019/2020 Community Facilities work programme includes $220,000 for the playspace renewal. It has been determined that this budget allocation is insufficient to appropriately deliver the required scope of these assets.

26. An additional $125,792.30 will be required to complete the construction of the playspace. A separate report on this business meeting entitled ‘Amendments to the Community Facilities 2019/2020 Work Programme regarding projects at Marlborough Park recommends the cancellation of a carpark from the ‘Marlborough Park Renew – Skate Park and Carpark renewal’ (Sharepoint 2431). If the local board approve the recommendations in that report, this would result in $530,000 being available to reallocate to other renewal projects. It is recommended that this $125,792.30 be allocated from this fund.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27. Should the local board not support the concept plan, this will subsequently delay and extend the timeframes to deliver the project as the project scope will need to be redefined and further consultation with the community and mana whenua be undertaken.

28. The current cost estimate is at concept level only, therefore may change as the project progresses through detailed design. The budget required for the physical works phase will be confirmed once the project is tendered. Should the cost required for physical works come in significantly higher than the budget, then the local board will be consulted to discuss a way forward.

Ngā koringa ā-muri

Next steps

29. Once the concept design is approved by the local board, the project will be progressed through the detailed design, consents and procurement phases to enable construction to commence in 2020.

30. Neighbouring residents will also be informed of the local board’s decision, and the proposed time frame for construction.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Attachment A_Elliott Playspace Concept	111

Ngā kaihaina

Signatories

Authors

Julie Crabb – Principal Project Manager – Park Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Lynn Reserve - renew playground and furniture

File No.: CP2019/17259

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the concept design for the renewal of the play space at Lynn Reserve and to progress the project to detailed design, procurement and physical works.

Whakarāpopototanga matua

Executive summary

2. Lynn Reserve play space was identified for renewal in the 2018/2019 financial year as part of the Community Facilities work programme and subsequently as a part of the 2019 – 2022 work programme.

3. The play space has been recognised as a suburb park for the local community in the Bayview suburb.

4. Community engagement has been undertaken and has helped to inform the project and assist in shaping the requirements for the concept design.

5. At the Kaipātiki Local Board workshop in June 2019, concept ideas and the planned approach were presented and discussed.

6. Two options and some optional additions have been summarised in this report.

7. Subject to local board approval of the concept design, staff propose to progress the project to detailed design, procurement and physical works. It is anticipated that the physical works would be undertaken in late summer 2020.

8. Based on the current lowest cost estimate $178,939.75 there is a budget shortfall of $44, 939.75. A separate report on this business agenda recommends the cancellation of the carpark from the ‘Marlborough Park Renew – Skate Park and Carpark renewal (SharePoint 2431)’ project. If the local board approve the recommendation then this would leave $530,000 of renewals funding would be available to reallocated. It is recommended that the $44,940 be allocated from this fund.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the concept design (option two) for the Lynn Reserve play space renewal being (Attachment A).

b) approve the reallocation of $44,940 to the Lynn Reserve – renew playground and furniture’ (SharePoint ID 2434) from the cancellation of the carpark from the Marlborough Park Renew – Skate Park and Carpark renewal’ (SharePoint 2431).

c) request that staff consider the allocation of Local Discretionary Initiative funding for new play elements in the New Lynn Reserve as a part of the 2020 – 2023 Community Facilities work programme and provide recommendations to the local board.

Horopaki

Context

9. The Kaipātiki Local Board has included the “Lynn Reserve play space renewal” project within the 2018/2019 work programme, subsequently confirmed in the 2019 – 2022 Community Facilities work programme, and approved the allocation of $134,000 of Asset Based Services renewals capital funding.

10. The play space has been recognised as a suburb park for the local community in Bayview suburb. A suburb park provides social gathering spaces and recreation facilities for local residents.

11. Lynn Reserve is located on a residential street, in close proximity to Bayview Primary School and Bayview Kindergarten. The reserve is a grassed open space with play space between road and bush reserve. The play space is clearly visible from the road and surrounding residential housing.

12. The reserve forms part of the Kaipātiki Explorer walkway network, with connections to Leigh Reserve and Manuka Reserve. The reserve is also part of the Kaipātiki Bike, Skate and BMX facilities with its learn to ride bike trail.

13. Adjacent to the play space is a basketball court and the learn to ride trail loops around the open grassed area opposite the play space.

14. The play space equipment and layout are older and more traditional, covering baseline requirements for neighbourhood parks (swings, slide, climbing) with an additional seesaw. There are play gaps in balance, jumping, creative, sound and music play activities. There are no unique or standout equipment pieces.

15. A large portion of the play space is covered by shade sails which will be retained.

16. An initial site investigation identified that the furniture on site (seats and rubbish bin) could be refurbished instead of replacing as the assets are still in good condition.

17. Due to the orientation of the existing shade sails a change in the play space footprint should be avoided to ensure maximum use.

18. Consultation with the community was undertaken by way of a neighbourhood survey in May 2019. Consultation at the North West Mana Whenua Engagement Forum was also undertaken in June 2019, this helped to inform and shape the concept design.

19. Initial concept design ideas and a summary of the consultation feedback were presented to the local board at a workshop 23 July 2019.

20. At the workshop the local board indicated their support for the concept design but queried the installation of the sand pit and asked for alternatives to be considered. Based on this feedback a second design concept option was developed. Drawings outlining the current play space and the two options are provided in Attachment A.

21. The Kaipātiki Local Board has approved the allocation of $134,000 of Asset Based Services renewals capital funding.

Tātaritanga me ngā tohutohu

Analysis and advice

22. The play space options are all within the existing play space footprint, along with the existing shade sails. The colors recommended will complement the existing red shade sails, green bush backdrop and artwork on the neighboring toilet facility.

23. Existing seating, the spinner bowl and monkey bars will be refurbished as the assets are in good condition and have not reached the end of their useful life.

24. The table below outlines the available options:

Option number	Description	Analysis	Recommendation
One 1.
One 1.	This concept design makes full use of the current footprint. When approaching the playground from the western end (near toilet) a climbing rope invites children to travel right into the play space and to the new inground trampoline. The swings are re-oriented in their current position and an additional basket swing has been accommodated. Located in the centre of the playground is a mount which houses a double slide, climbing hand holds, timber steps and a tunnel. The tunnel under the mount also connects the climbing ropes and the swings on the western end of the playground with the new sandpit on the south-eastern end. The sandpit is surrounded by a low concrete wall that helps maintain the sand in place but also doubles as seating and balancing element. The sand pit will host a sand play module for children to engage with and play panels from the current play space will be mounted to the walls for additional play opportunities. The existing monkey bars and spinner bowl will be refurbished and integrated within the new playground to maximise play opportunities. The safety surface is mix of wetpour, Reharvest cushionfall and sand. The wetpour area is sized to allow all ability access to the mount area, trampoline, sandpit and basket swing. Areas with cushionfall are restricted to the junior/senior swing and the monkey bars. The existing shade sail has been considered in the development of the concept and remains untouched by the play space renewal.	This concept incorporates the recommendations of the Play Provisions and Sunsmart Study (March 2018) and focused on the junior age groups (1-9yrs) by offering more junior play elements: · The sandpit with the inclusion of a play table and use of the existing play panels promotes creative play and younger children will enjoy the manipulation of the sand · The trampoline, as a balancing element, supports the children’s sensory development, same as the stepping logs · The mount, hand holds, steps and tunnel which allow for physical challenge and adventurous play Overall it can be said that the play elements are well arranged and allow the children to easily travel between play elements, inviting active movement. The neighbourhood survey indicated a strong public interest in making the space accessible for all abilities. Therefore, Option One A was developed to incorporate a large wetpour surface area. While the Play Provisions and Sunsmart Study (March 2018) indicates Manuka Reserve and Spinella Reserve play spaces cater well for senior age groups, neighbourhood survey indicated a large group of children in the age groups 8-12 yrs. and 13-17 yrs. to be currently using the play space. The play space is also adjacent to a basketball court which caters for older children. Focusing the play space on ages up to 9 years and providing minimal play opportunities for older children may therefore be considered unbalanced and not in line with the community’s requirements.	This option is not recommended.
2. Two- this is the recommended option.
2. Two- this is the recommended option.	This concept design is similar to option one, however the central play elements in this design are a large climbing frame at the back of the playground as well as the mount with adjacent trampoline. The climbing frame allows for great climbing opportunities for children ages 3 upwards. Adjacent to the climbing frame is the mount with double slide and tunnel (tunnel connects swings with climbing frame). The swings are the same as in Option one: junior/senior and basket swing providing entertainment for all ages. The existing monkey bar and spinner are retained but slightly relocated to fit within the new layout. At the front of the playground timber stepping logs and the inground trampoline provide balancing challenges.	Design option two was developed following the local board workshop in June 2019 where the local board indicated an interest in an alternative to the sand pit as included in concept design option one. This design allows for greater play opportunities for younger and senior children by providing a more complex climbing unit. The unit contains a tunnel that smaller children can use as well as hammock and suspended seats below with a big climbing web at the top which can be used by older children. The safety surface is also very similar to Option one and continues to support all abilities access. Option Two also incorporates the elements that work well in Option One (mount, trampoline, basket swing) but provides a more balanced mix and aligns better with community requirements and the reserves overall setup.	This is the recommended option.
Additional items for consideration	The below additional assets could be installed as part of the play space renewal project. These assets are either providing play value above what’s required to renew the playground to today’s standard, cannot be achieved within the allocated budget or they are not directly related to the play space which means they cannot be funded through the renewals funding. However, these assets align well with the play space renewal and will help to further enhance the reserve as a whole. They include items that were recommended in the Play Provisions and Sunsmart Study (March 2018), highlighted by the local board during the workshop in June 2019 or highlighted in the neighbourhood survey by the local community:
Additional items for consideration	Music play - cajón drums (Can be viewed in action here: https://www.youtube.com/watch?v=9alEYutj40o)	As per the recommendations of the Play Provisions and Sun Smart Study (March 2018) the installation of musical elements was suggested to complement this play space. They are not essential for the renewal of the play space as a large number of other play elements are being incorporated. However, they would provide for additional play value for all age groups and could thereby by a great addition for the reserve. Indicative budget: $8,800 (set of two)	All these additional assets are recommended but currently unfunded. If these are to be included, the approval needs to include allocation of related funds (likely Local Discretionary Initiative (LDI) funds).
	Wobbly goals The goals can be used for casual soccer games along with target practice through the hoop of the goalposts.	The goal posts align with the recommendations of the Play Provisions and Sun Smart Study (March 2018) as well as the feedback from the neighbourhood survey. 3. Additional informal recreation / sports elements like small football goals or target practice goal (like Spinella Reserve) are considered to activate the open grass space. Strictly speaking goal posts are classified as sports assets, however these goal post, especially in their playful design would enhance the play value within the reserve and allow additional use options of the open grassed area and possibly motivate children to move more and get active. They would be a beneficial addition to the renewed play space. Indicative budget: $9,570 (set of two)	As above.
	(e-)scooter / (e)bike rack Photo indicative if type of racks	The installation of bike / scooter racks aligns with the recommendations of the Play Provisions and Sun Smart Study (March 2018): “Additional bike-related amenity items like bike racks or bike repair stations are considered.” It has also been requested multiple times in the neighbourhood survey. Given the increased public use of (e-)scooters and (e-) bikes plus the availability of the learn to ride trail at the reserve the installation of racks would be sensible to allow for safe parking while using the play space, seating or toilet. It can also mitigate the risk from scooters and bikes being dropped along or in the middle of the hoggin path along the play space and thereby creating a trip hazard for other members of the public. Indicative budget: $ 2,000 (one scooter / one bike rack)	As above.
	Picnic tables In the area surrounding the play space several seating options are available and in good condition. As part of the project those seats will be refurbished. The below photo indicates picnic tables that could be added in addition to the existing seats to allow further amenities to gather, have a picnic and share a conversation with other park uses. Photo indicative if type of picnic table	The addition of picnic tables aligns with the recommendations of the Play Provisions and Sun Smart Study (March 2018): “Informal gathering amenity items are installed like picnic tables to allow people to stay for longer periods.” Picnic tables have been the focus of many survey responses and should be considered for improvement of the park. Indicative budget: $6,000 (set of two)	As above.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. The Community Facilities Project Delivery team works closely with the Parks, Sports and Recreation (PSR) team to ensure that the project outcomes and benefits align with the overall defined strategic outcomes. Play spaces are developed under consideration of other developments in the area and play spaces are provided to PSR for review and comment.

26. Through collaboration with the Operational Maintenance and Management team we ensure fit-for-purpose assets are implemented that not only meet the communities needs but also consider ongoing maintenance costs and the useful life of an asset.

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

Local impacts and local board views

27. The renewal of the play space at Lynn Reserve will ensure that we continue to provide the services Aucklanders require and expect.

28. Feedback from community consultation has indicated support of the play space renewal.

29. The concept design and a summary of the community consultation feedback were presented to the local board at a workshop on 23 July 2019. The local board indicated support but requested consideration of alternative options to the sandpit which have been included in option two.

Tauākī whakaaweawe Māori

Māori impact statement

30. Engagement with mana whenua on this project has been initiated through presentation of the play space project at the Parks & Recreation - North West Mana Whenua Engagement Forum on the 5 June 2019.

31. A general interest in the consideration of Māori play elements was voiced. No further feedback has been received.

32. The sandpit retaining concrete wall provides an opportunity to commission a local artist to incorporate traditional Māori patterns. A similar opportunity is not available in option two. However, the stepping logs considered as part of the design could be transformed into Māori play elements. Further consultation and input would be required to ensure accurate integration opportunities. Once a design has been approved, consultation with iwi can progress.

Ngā ritenga ā-pūtea

Financial implications

33. Play space items will be renewed to the current design standards and will be funded through the capex renewal programme. Demolition of the existing play space is included as part of the renewals cost. A budget of $134,000 has been allocated from the local boards renewals budget. It has been determined that this budget allocation is insufficient to appropriately deliver the required scope of these assets.

34. The below table outlines the estimated costs for both options:

35. Based on the current lowest cost estimate $178,939.75 there is a budget shortfall of $44,939.75. A separate report on this business meeting entitled ‘Amendments to the Community Facilities 2019/2020 Work Programme regarding projects at Marlborough Park recommends the cancellation of a carpark from the ‘Marlborough Park Renew – Skate Park and Carpark renewal’ (Sharepoint 2431). If the local board approve the recommendations in that report, this would result in $530,000 being available to reallocate to other renewal projects. It is recommended that this $44,940 be allocated from this fund.

36. The additional pieces are not recommended at this stage as there is no unallocated LDI funding available in the current work programme. Information on add ons has been passed on to the work programme team and will be brought forward to the Kaipātiki Local Board for consideration in future work programmes as LDI funding becomes available.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. Insufficient budget has the potential to delay the project or lead to a decrease in scope which in turn could lead to a renewal of the play space which will not achieve the envisioned benefits. As outlined above, costs for construction will be re-visited to identify possible cost savings and the re-allocation of renewals funding will be discussed with the Work Programme Lead.

38. Unforeseen delays in the procurement of a build partner have the potential to delay completion of the project beyond the identified timeframe. We will aim to initiate the procurement process early to ensure the contract is in place well ahead of delivery time.

Ngā koringa ā-muri

Next steps

39. The table below summarises the anticipated next steps and estimated delivery timeframe for the project. The estimated timeframes assume successful and timely completion of each identified project step:

Step	Date
Consultation The design will be presented to the public for comment.	October 2019
Detailed design Once Concept Design option is confirmed the development of the detailed design can be completed in due course.	October/November 2019
Procure build partner The tender will be submitted to our Full Facilities Contractor in line with the defined procurement guidelines.	December - February 2019
Physical works Accurate commencement and duration of physical works is not known at this time, but it is anticipated that works would take place during summer 2020.	March/April 2020

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Lynn Reserve playspace concept options	127

Ngā kaihaina

Signatories

Authors

Barbara Heise – Project Manager, Community Facilities

Authorisers

Rod Sheridan – General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Portsea Reserve – renew play space and furniture

File No.: CP2019/14462

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the concept design for the renewal of the play space at Portsea Reserve and to progress the project to detailed design, procurement and physical works.

Whakarāpopototanga matua

Executive summary

2. Portsea Reserve play space is due for renewal and concept designs have been prepared to renew the play space to today’s play compliance standards.

3. Community engagement has been undertaken and has helped to inform the project and assist in shaping the requirements for the concept design.

4. At the Kaipātiki Local Board workshop in June 2019, concept ideas and the planned approach were presented and discussed.

5. The inclusion of a shade sail and perimeter fencing were discussed at the local board workshop and requested to be considered as part of the project. Inclusion is subject to allocation of additional funding. Playground suppliers have supplied several options that are summarised in this report. Staff propose to progress with the recommended concept design and develop the detailed design, procurement of play equipment and procurement of a physical works contractor; subject to the local board’s approval to proceed.

6. It is anticipated that the physical works would be undertaken in summer 2020.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the recommended concept design (option two, refer Attachment A - Portsea Reserve Concept Design Options) for the renewal of the play space at Portsea Reserve.

Horopaki

Context

7. The Portsea Reserve play space was identified for renewal in financial year 2018/2019. The play space has been recognised as a neighbourhood park for the local community in Chatswood.

8. Portsea Reserve is situated on the corner of two residential streets, between Chatswood Reserve and Kauri Point Domain. Chelsea Primary School is within walking distance of this reserve.

9. The play space is clearly visible from the surrounding street network and residential properties and has no catchment overlaps with nearby neighbourhood parks.

10. The current playground equipment consists of a single multi-unit incorporating swings, a slide, a tunnel, balance and climbing elements, set within a raised timber edge with ramp access.

11. An initial site investigation identified that the furniture on site (seat and rubbish bin) were in good condition and would not require renewal.

12. It was noted from the investigation that the required fall zones for the play equipment would prove a challenge to deliver the same level of play activities in the existing footprint. However, the size of the reserve overall would only allow for a slight increase in the footprint.

13. Consultation with the community was undertaken by way of a neighbourhood survey in May 2019, and consultation with iwi at the North West forum in June 2019 has taken place to help inform and shape the design.

14. Initial concept design ideas and a summary of the consultation feedback were presented to the local board at a workshop on 23 July 2019. Attachment B outlines the results from the neighbourhood survey.

15. At the workshop the local board indicated their support for the concept design and requested that “eye-catching / cool” play units be considered to provide greater diversification of this play space compared to other play spaces in the local board area.

16. The local board also requested a shade sail as well as a perimeter fence (due to its corner location along two roads) to be considered for this play space.

17. The main play equipment suppliers were contacted and asked for design proposals. A total of five concept options were submitted. The options were validated based on play value and costs to determine the best fit for the site for the allocated budget.

18. Attachment A to the agenda report provides an overview of the options and related costs.

Previous decisions

19. The local board has approved the project in the 2019/2020 financial year work programme (resolution number KT/2019/119) with the total allocated budget of $109,600.

Tātaritanga me ngā tohutohu

Analysis and advice

20. Portsea Reserve is characterised by its corner position, border planting and centralised play space.

21. Given the corner position, the play space design needs to be compact to ensure it can be accommodated by the site.

22. The neighbourhood survey as well as the Play Provisions and Sunsmart Study (March 2018) identified this playground as a neighbourhood playground mainly catering for the children living in the vicinity.

23. The age groups of children indicated in the results of the neighbourhood survey and the Play Provisions and Sunsmart Study (under 5s, 5 - 7 and 8 - 12) and the consequential play requirements need to be weighed against the limitations of the site which do not allow further expansion.

24. Each of the presented options aims to at least include the same level of play activities as the current playground while ensuring todays play compliance standard are being met. Where possible the suppliers strive to provide additional play activities.

25. The concept design options have also been reviewed by a qualified play space specialist to ensure that the design achieves good play value, and a balance between challenging activities and safety.

26. Below is an analysis of the five concept design options and recommendation for approval:

Option number	Description	Estimated cost for construction	Analysis	Recommendation
One	The design for option one has been submitted by Playco Ltd and provides a play space design that fits within the existing footprint. The module is a sub marine themed unit providing play both under the unit and on top. There is a single slide and two climbing nets each side of the deck. Underneath the module has workings of a submarine motor with moving parts, and a talk tube from below up to tower level and a crawl tunnel. There are two additional talking play elements: tubes and a springy dolphin within the play space to provide play for younger children. A set of swings with one senior and one junior swing completes the design.	$114,409.59	This option responds to the local boards request for a multi-unit module that offers something different. The module allows for themed, imaginative play but may cause conflict between younger and older kids play (e.g. there is only one slide). The cost estimate indicates that this option is well over budget and, together with the above concerns, does not appear to be the right option for this particular site.	This option is not recommended.
Two	Playground People submitted three design options for the playspace (Option two, three and four). The lower tower has a double slide, climbing wall and a fireman pole. A rope bridge links the junior tower together to the senior tower which has a tube slide off a 2-metre high deck. To the side of the slide is a large rock climbing wall. Under the senior tower a 2-metre long timber tunnel is positioned for younger children to play. A set of swings with one senior and one junior swing completes the design. This option requires the current playground footprint to be extended 2-metre towards Portsea Place.	$96,020.89	Option two provides a double tower design which has a separation of age groups by using the rope bridge to separate the two towers and provide a play area for junior and older children to play without conflict between the age groups. This option also provides great value for money, being very close to the lowest-price option and allows the project to stay within budget. The small increase in footprint is offset by the variety of play opportunities it provides.	This option is the recommended option.
Three	Option three provides a junior module that has understory play beneath the decks. There is a single slide, climbing pole and activities on the above panels with a scale wall to access the deck. A rope bridge links the two decks together. Below the decks junior play is provided with musical instruments and play activities on the panels. A set of two bay swings with a basket swing and a single junior and a senior swing to complete the design. This option requires the playground footprint to be extended 2-metre towards Portsea Place.	$120,014.09	The module in this option provides solid play opportunity with even musical elements which is not present at many playgrounds in the area. The greatest value however can be expected from the additional basket swing that is included in this design. Taking these benefits into account there is still insufficient budget to implement this option and the additional benefits compared to other options do not justify the high overhead of costs.	This option is not recommended.
Four	Option four provides a module that has a bigger play module than option two with a double and single slide provided. A spiral ladder and a scale wall join the senior deck. The two decks are separated by a rope bridge. Beneath the decks, play is provided for younger children with musical panels and play activities. A set of swings with one senior and one junior swing completes the design. Option four fits within the existing footprint.	$114,552.59	Option four is similar to option three in the benefits it provides, offsetting the lack of the basket swing with greater variety play on the module and allowing for the separation of junior and senior play. This option would also fit in the existing footprint and therefore not require extension of the existing play space which would reduce the landscaping costs. However, the costs for the overall construction of this design (including equipment cost) remain high and are above the given budget.	This option is not recommended.
Five	The design for option five was submitted by Playground Centre and provides a timber play module with a large main deck that has a double wave slide, a climbing wall and bean stalk climber. A ladder bridge joins the deck between the platform and the deck to the overhead monkey bars. A set of swings with one senior and one junior swing completes the design. This option requires the playground footprint to be extended 2.5-metre towards Portsea Place and 500mm east towards the trees	$94,211.39	The design presented in this option has a slightly stronger focus for older children with some play elements on the module being out of reach for small children. Given the playground is located on route to/from a primary school and the results from the community survey it does not fully meet the brief. The design would also require the largest extension of the play space and include an extension to the east which would bring the playground even closer to the neighbouring private property (the current distance to the boundary is only 4-metre on average).	This option is not recommended.

27. In addition to the above concept designs, the installation of shade sail and perimeter fence were investigated as per the local board request.

28. The installation of a shade sail would be beneficial to this playground given it is visited by a large number of children (e.g. on the way from school) and its placement within the reserve and the lack of natural shade mean that it will get rather hot during summer. The current budget can only accommodate a small shade sail to cover the slide. If a full coverage of the play space by shade sails is sought, additional locally driven initiative (LDI) capital funding would have to be allocated to the project. These additional costs are currently estimated at $12,000.

29. Staff recommend that, if the board was of a mind to install a perimeter fence, such a fence should be installed around the entirety of Portsea Reserve. A fence installed around the play space only would likely restrict the children’s play area.

30. Fencing the whole of Portsea Reserve would require a formal survey plan of boundaries to determine any possible resource consent requirements and accurate positioning of the fence in relation to the surrounding private properties. While there is a risk of children running onto the streets surrounding Portsea Reserve, overall the probability of children doing so can be considered as unlikely. Portsea Place is a quiet neighbourhood street with minor traffic. Chelsea View Drive has moderate traffic during peak times (school start and finish), however children are most likely to travel along Chelsea View Drive parallel to the reserve instead of being drawn to the opposite side of the road. Erecting a fence as mitigating action is therefore not recommended, especially considering the limitations in funding.

31. Indicative costs for the inclusion of fencing have been identified as approximately $40,000 and is discussed further in the ‘Financial implications’ section of this report.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32. Through collaboration with the Operational Maintenance and Management team, we ensure fit-for-purpose assets are implemented that not only meet the communities needs but also consider ongoing maintenance costs and useful life of an asset.

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

Local impacts and local board views

33. The renewal of the play space at Portsea Reserve will ensure that we continue to provide the services Aucklanders require and expect.

34. Feedback from community consultation has indicated support of the play space renewal.

35. The concept design and a summary of the community consultation feedback were presented to the local board at a workshop on 23 July 2019.

Tauākī whakaaweawe Māori

Māori impact statement

36. Engagement with mana whenua on this project has been initiated through presentation of the play space project at the Parks and Recreation - North West Mana Whenua Engagement Forum on 5 June 2019.

37. A general interest in the consideration of Māori play elements was voiced. No further feedback has been received since.

38. Due to the previously described limitations in the project budget and the site itself, the opportunities to integrate Maori play elements for this particular playground were considered less than ideal. Other play spaces within the Kaipātiki Local Board area (Camelot Reserve and Windy Ridge play space) have been identified as more suitable.

39. Therefore, and because no site-specific feedback has been received, Maori play elements were not considered for inclusion in the design.

Ngā ritenga ā-pūtea

Financial implications

40. Play space items will be renewed to the current design standards and will be funded through the capex renewal programme. Demolition of the existing play space is included as part of the renewals cost. A total budget of $109,600 has been allocated from the local boards renewals budget.

41. The current budget is sufficient to support the installation of the recommended concept option two, excluding contingency:

Professional Services (Surveys, consultation, Design, Project Management)	$ 23,000.00
Construction:
Play equipment	$ 50,133.00
Landscaping works	$ 37,158.72
Subtotal	$110,291.72
Contingency – construction 10 %	$ 8,729.17
Total	$ 119,020.89

42. The costs for full shade sail coverage of the play space are currently estimated at $15,000. A shade sail over the slide can be achieved within the budget, costs estimated at $3,000. Shortfall that would need to be addressed by additional LDI funding is therefore $12,000.

43. A perimeter fence for the reserve is currently estimated at $40,000 (100 linear meter x $400 average costs per meter).

44. These additional elements have been considered but are not recommended at this stage as there is no unallocated LDI funding available in the current work programme.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

45. The local board may decide that additional consultation with the community should be undertaken which would cause delays in below outlined timeline, refer ‘Next steps’ section. Such consultation is currently unfunded as the project budget is insufficient to cater for this. (If this were to be requested, the Kaipatiki local board would have to allocate additional funding.). At this stage it is planned to update the neighbourhood through the use of a hoarding at Portsea Reserve which will outline the design and provide contact details for feedback.

46. Further, delays in the procurement of a build partner have the potential to delay completion of the project beyond the identified timeframe.

Ngā koringa ā-muri

Next steps

47. The table below summarises the anticipated next steps and estimated delivery timeframe for the project. The estimated timeframes assume successful and timely completion of each identified project step.

Detailed design

Once the concept design option is approved by the local board the development of the detailed design can be progressed.

September /October 2019

Procure build partner

The tender will be submitted to our Full Facilities Contractor as per the procurement guidelines.

November 2018

Physical works

Accurate commencement and duration of physical works is not known at this time, but it is anticipated that works would take place during summer 2020.

February 2020

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Appendix A_Portsea Reserve_Concept Design options	143
b ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Portsea Reserve neighourhood survey results	153

Ngā kaihaina

Signatories

Authors

Barbara Heise – Project Manager, Community Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Vandeleur Reserve - renew play space and pathways - Concept Design

File No.: CP2019/16821

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the recommended design option for the renewal of the play space and path at Vandeleur Reserve. Upon approval the project will progress to detailed design, procurement and physical works.

Whakarāpopototanga matua

Executive summary

2. Vandeleur Reserve was identified for a renewal of the play space and related pathways in the 2018/2019 financial year as a part of the Community Facilities work programme, and subsequently as a part of the 2019 – 2022 work programme.

3. The play space has been recognised as a neighbourhood park for the local community in the suburb of Birkdale.

4. Community engagement has been undertaken and has helped to inform the project and assist in shaping the requirements for the concept design.

5. At the Kaipātiki Local Board workshop on 26 June 2019, concept ideas and the planned approach were presented and discussed.

6. A concept design has been developed, including two options for suitable play elements. These have been summarised in this report.

7. Upon approval of the concept design the project will progress to detailed design, procurement and physical works.

8. It is anticipated that the physical works would be undertaken in late summer 2020.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the design option one for the renewal of the play space and path at Vandeleur Reserve (refer Attachment A of the agenda report).

Horopaki

Context

9. The Kaipātiki Local Board has included the “Vandeleur Reserve play space and pathways” project within the current work programme and approved the allocation of $170,000 of Asset Based Services (ABS) renewals capital funding. The project was subsequently approved in the 2019 – 2022 Community Facilities work programme (resolution number KT/2019/119).

10. The play space has been recognised as a neighbourhood park for the local community in Birkdale. A neighbourhood park provides basic informal recreation and social opportunities within a short walk of surrounding residential areas.

11. Vandeleur Reserve is surrounded by residential properties on all sides, with no visibility from the road.

12. The reserve has significant catchment overlap with Inwards Reserve. However, Inwards Reserve is approximately a kilometre walk away due to topographical limitations and the road layout.

13. The facility has limited play value at present; the current equipment is dated with limited opportunity for unstructured play. The current equipment provides little challenge to older children (6+ years).

14. The Play Provisions and Sunsmart Study (March 2018) highlights a lack of balancing and jumping elements. It also recommends consideration of creative play including sound and music.

15. An initial site investigation identified that the reserve furniture on site is in good condition and has been renewed in recent years.

16. Narrow paths from Vandeleur Avenue and Verbena Road allow access to the reserve. The paths are located between residential properties and indicated by signage. Each path ends at the reserve entrance and there is no connection between the two entrances.

17. Within the reserve there is a small loop track around the tree in the south-eastern corner of the reserve. Minor repairs have been undertaken to the paths, but they are in worn condition and require upgrading.

18. The current trees in the reserve provide limited shade for the play space.

19. Consultation with iwi at the North West forum in June 2019 has taken place to help inform and shape the design.

20. Consultation with the community was undertaken by way of a neighbourhood survey in May 2019. This provided several insights into the use of the reserve and priorities for renewal such as improvements to the path safety for the Vandeleur Avenue entrance, retaining the loop path for scooter use, seating and more play options for older children. Attachment B outlines results from the neighbourhood survey. Some improvement opportunities around the maintenance of the vegetation and paths were also raised through the survey and will be discussed and addressed in cooperation with the Community Facilities Operational Management and Maintenance (OMM) team.

21. Initial concept design ideas and a summary of the consultation feedback were presented to the local board at a workshop on 23 July 2019.

22. At the workshop the local board indicated their support for the concept ideas and requested the concept design be finalised and presented in a report for approval.

23. The overall concept design has been summarised in Attachment A. The concept design provides two alternative options for the play elements to be fitted in the play space.

Tātaritanga me ngā tohutohu

Analysis and advice

24. The proposed concept design proposes a renewal of the play space in the existing play space footprint and proposes to undertake minor landscaping works to better integrate the loop path and enable better access throughout the reserve. The table below summarises the concept design and the play element options:

Options	Description	Analysis	Recommendation
Overall concept design	Page 1 of Attachment A outlines the overall concept design for the renewal at Vandeleur play space and paths. The footprint of the play space will be maintained, and the edge and safety surface will be renewed like-for like. Options for play equipment renewal are detailed in below two play options. The circuit path will be resurfaced and the open concrete area in front of the play space will be used to paint a couple of games, such as hopscotch. A picnic table will be added along the circuit path (shaded by the existing tree) to allow park users to linger and enjoy the space. The paths from Verbena Road and Vandeleur Avenue will be connected via a new path section that allows easier access for strollers and improve the overall use of the reserve. The exit onto Vandeleur Avenue will be made safer by adding a speed hump at the top and bollards at the bottom of the path thereby reducing the speed at which scooters, and bikes will access the reserve. Known drainage issues along the north-eastern end of the reserve will be addressed by adding some novacoil drainage pipes. As part of the landscaping a couple of shade trees will be planted to provide shade in the future (currently not shown on the concept drawing).	The proposed concept design maintains the neighbourhood character of the reserves and improves the overall access and usability. The play space continues to be the central element of the reserve and the open lawn space is maintained to allow for ball play and recreation. The proposed concept is a cost-effective way to renew the space to today’s standard and provide the neighbourhood with a great meeting space.	This is the recommended overall concept for the reserve.
Play option One – Natural themed equipment	This play option consists of a swing set, junior and senior play module in a natural timber theme. The swing consists of junior and senior seat as well as a basket swing. The junior play module allows play opportunities for younger children with a small slide, tunnel and tactical play elements. The larger play module provides play opportunities and challenges for older children and teens with overheads, balance & co-ordination activities and supplements the junior play module. A set of stepping logs connects the play space to the loop track, concrete area with painted games and the Vandeleur Avenue entrance.	This set of play elements fits well within the reserve and caters for children of all ages. The natural theme is un-intrusive and thereby suits this reserve which is being surrounded by residential properties. A small extension of the safety surface area will be required at one end of the reserve but overall this change will be minimal and not impact on the usability of the rest of the reserve. The play elements will promote climbing and jumping and cater for a large number of children and even allow adults to use the equipment to stay fit. This play option can be realized within the existing project budget.	This is the recommended option for the play space renewal.
Play option Two – Adventure themed equipment	Play option two has an adventure theme in mind and provides a splash of colour within the reserve with play elements coloured in orange, green and yellow. This option also contains a swing, same setup as above, but with a steel frame. The junior module provides tactile play, sliding, climbing and role play activities. The senior module complements the junior module and provides two slides, one standard, one large tunnel slide. It also hosts climbing, role play and balancing opportunities. The existing footprint caters for all elements and no extension of the safety surface would be required.	This option is a good alternative to the natural themed option one as it provides a splash of colour on the play space and might therefore appeal more, especially to younger children. The senior module, however, appears to present less challenges for older children than is the case in option one. It is a repetition of the junior module elements with minimal new challenge in it, and would also not invite adults to use the equipment as might be the case with option one. This constellation of play elements cannot be delivered within the existing budget and would require additional funds to be allocated to the project.	This option is not recommended.

25. The concept design highlights the opportunity to improve safety and visibility for the paths leading to the reserve by cutting vegetation and renewing parts of the fencing along Verbena Road access path. These works are of a maintenance nature and have been passed on to the OMM team for consideration. If the works cannot be completed by OMM, they could be considered in a future work programme.

26. The signage leading up to the reserve was also classified as needing improvement. It currently does not recognise the passage from Verbena Road to Vandeleur Avenue and vice versa. The signage is inconspicuous and does not enable easier identification of the reserve entrances from the road (unless one is standing nearby). Signage is not part of this project scope, however signage will be addressed through the Kaipātiki - install new signage project, which is included in the local board’s 2019/2020 financial year Community Facilities work programme.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. The Community Facilities Project Delivery team works closely with the Parks, Sports and Recreation (PSR) team to ensure that the project outcomes and benefits align with the overall defined strategic outcomes. Play spaces are developed under consideration of other developments in the area and play spaces are provided to PSR for review and comment.

28. Through collaboration with the OMM team we ensure fit-for-purpose assets are implemented that not only meet the communities needs but also consider ongoing maintenance costs and useful life of an asset.

29. The planned improvements of the drainage within the reserve are likely to have a positive effect on the overall drainage in this area. Proposed drainage works will be agreed with Healthy Waters to ensure alignment with their overall management plan of drainage pipes in the area.

30. The local board indicated support and requested further consideration of entrance way barriers and promoted painting games on the existing concrete pads to create greater play value, as well as improvements to drainage to ensure existing drainage issues are addressed as part of the project. All these items have been included in the concept design.

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

Local impacts and local board views

31. The renewal of the play space at Vandeleur Reserve will ensure that we continue to provide the services Aucklanders require and expect.

32. Feedback from community consultation has indicated support of the play space renewal and confirmed the general interest in the reserve as a play and recreational space.

33. The concept design and a summary of the community consultation feedback were presented to the local board at a workshop on 23 July 2019.

Tauākī whakaaweawe Māori

Māori impact statement

34. Engagement with mana whenua on this project has been initiated through presentation of the play space project at the Parks and Recreation – North West Mana Whenua Engagement Forum on the 5 June 2019.

35. A general interest in the consideration of Māori play elements was voiced. No further feedback has been received since.

36. Māori play elements could be incorporated in the painted play elements on the concrete in front of the play space and also be considered for the installation of the stepping logs. Further investigation will take place and, if deemed appropriate and beneficial, will be included in the detailed design phase.

Ngā ritenga ā-pūtea

Financial implications

37. Play space items will be renewed to the current design standards and will be funded through the capex renewal programme. Demolition of the existing play space is included as part of the renewals cost. A budget of $170,000 has been allocated from the local boards Asset Based Services (ABS) renewals budget.

38. The below table outlines the costs for both options as estimated to date:

	Option 1	Option 2
Professional Services - PS	$ 32,000.00	$ 32,000.00
Surveys, Design, Project Management, Consultation, etc.
Physical works (PW) / Construction
Play Equipment	$ 50,488.00	$ 69,850.00
Landscaping Works	$ 74,850.58	$ 74,850.58
Subtotal	$ 157,338.58	$ 176,700.58
Contingency (10%)	$ 7,485.06	$ 7,485.06
Total	$ 164,823.64	$ 184,185.64

39. The recommended option one can be delivered within the set project budget.

40. The alternative option two would require another review of the project funding. Should the Kaipātiki Local Board decide to approve option two, then other renewal projects within the Community Facilities work programme would be impacted and would need to be put on hold or reduced in scope to fund option two.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

41. The access to the site is limited via the narrow paths on Vandeleur Avenue. There is a chance that the machinery used to renew the paths and play space may cause damage to the paths. This may lead to additional costs to the project. We will ensure that the risk is adequately managed by providing enough information on site access as part of the construction works tender and restrict the use of heavy machinery.

42. Unforeseen delays in the procurement of a build partner have the potential to delay completion of the project beyond the identified timeframe. We will aim to initiate the procurement process early to ensure the contract is in place well ahead of delivery time.

Ngā koringa ā-muri

Next steps

43. The table below summarises the anticipated next steps and estimated delivery timeframe for the project. The estimated timeframes assume successful and timely completion of each identified project step:

Step	Date
Consultation The design will be presented to the public for comment using signage on site	October 2019
Detailed design Once Design option is confirmed the development of the detailed design can be completed in due course.	October/November 2019
Procure build partner The tender will be submitted to our Full Facilities Contractor in line with the defined procurement guidelines.	December - February 2019
Physical works Accurate commencement and duration of physical works is not known at this time, but it is anticipated that works would take place during summer 2020.	March/April 2020

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Concept Design Vandeleur Reserve - renew playspace and pathway	165
b ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Vandeleur Reserve neighbourhood survey results	169

Ngā kaihaina

Signatories

Authors

Barbara Heise – Project Manager, Community Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Installation of new signage in the Kaipātiki local board area

File No.: CP2019/15288

Te take mō te pūrongo

Purpose of the report

1. To seek approval to proceed with the proposed signage programme of works as outlined in Attachment A.

2. To allow staff to progress with the finalisation of signage designs and progress with installation.

Whakarāpopototanga matua

Executive summary

3. The Kaipātiki Local Board have a work programme item that was first approved in financial year 2018/2019 entitled Kaipātiki - install new signage (line ID 1797), and again in financial year 2019/2020 (line ID 2422). The project is to install new park entrance signage to identify gaps within the Parks signage audit within the Kaipatiki area.

4. The previous signage audit did not provide the expected information on opportunities for new signage but focused solely on existing signage only. The local board provided a list of reserves to be considered for the scope in April 2019, and the attached work programme is based on this input as well as further site investigations and input from other related projects.

5. Approval is sought from the Kaipātik Local Board for the proposed programme of works to allow the project to progress and finalise signage design, manufacture and install the signage.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the signage design for the signage programme of works in Attachment A to the agenda report, noting that all recommended signs are listed in the programme summary (included as Attachment B to the agenda report) to allow for easier provision of comments and approval of the work programme.

b) approve staff to progress with installation of the signage in recommendation a) above.

Horopaki

Context

6. The Kaipātiki Local Board have a work programme item that was first approved in financial year 2018/2019 entitled Kaipātiki - install new signage (line ID 1797), and again in the financial year 2019/2020 (line ID 2422). The project is to install new park entrance signage to identify gaps within the previous signage audit conducted within the Kaipātiki Local Board area. Signage to also consider outcomes from the Te Kete Rukuruku (TKR) - Māori Naming project. The TKR project works with iwi for gifting Te Reo names for selected reserves and signage for those reserves would include either dual naming of the reserves or mono-lingual signs in Te Reo Maori.

7. The results from the previous Kaipātiki signage audit were reviewed to identify the required new signage, as outlined in the project scope. It was found that the audit focused on existing signage only and did not indicate required new signage. The audit validates the signage condition and recorded content such as logos visible. Results from the audit will therefore be used as part of the project “Kaipatiki - renew furniture, signs and fixtures 2017/2018+” (line ID 1800) project.

8. During the investigation phase it was noted that the previous signage audit did not identify a lack of signage, but rather focused on the condition of existing signage, and could therefore not be used to inform this project.

9. Further input from the local board was sought to identify the parks and reserves for inclusion in the scope of this project. A list of reserves was provided by the local board on 2 April 2019:

· Glendhu Scenic Reserve

· Rosecamp Road Foreshore Reserve

· Sunnyhaven Avenue Reserve (corner site)

· Taurus Crescent Reserve (corner site)

· Brassey Reserve

· Colonial Corner Reserve

· Needle's Eye Reserve

· Zion Hill Reserve (corner site)

· Homewood Reserve (corner site)

· Neal Reserve

· Sunnybrae Green

· Stanaway Reserve

· Akoranga Reserve

· Ayton Reserve

· Leiden Reserve

· Totaravale Reserve

· Teviot Reserve

· Trias Reserve

· Target Reserve

· Celeste Reserve.

10. Site visits were undertaken by staff to investigate suitable signage options for the reserve entrances and additional opportunities for wayfinding signage. The following reserves were added to the scope:

· Portsea Reserve

· Anne McLean Reserve

· Manuka Neighbourhood Reserve

· Rewi Alley Reserve

· Stancich Reserve.

11. Attachment B to the agenda report provides a summary of the signs per reserve and should be read in conjunction with Attachment A, which outlines the recommended options for each location.

12. Impacts from the TKR project / Māori naming project were considered during the investigation phase, and it was noted that three of the reserves (Homewood Reserve, Sunnyhaven Avenue Reserve and Taurus Crescent Reserve) had been identified in the tranche 1 list and are currently awaiting a Māori name to be gifted. Due to this, it is recommended to put installation of any new signage in these locations on hold until such time when the Māori names become available. They have therefore not been included in the proposed scope.

13. If Māori names are received before the end of the December 2019, they can be delivered at a later stage - otherwise new signage for those reserves should be considered for a future signage project.

Tātaritanga me ngā tohutohu

Analysis and advice

14. For each reserve the size and available assets within the reserve were identified to better determine the most suitable entrance sign for the entrances. Based on Auckland Council’s signage guidelines and signage templates, the following sign types were recommended:

Pole signs
For smaller entrances that require good visibility from afar to allow the public to easily identify the entrance.

iBlade
To provide directional wayfinding information at entrances or key connection points within reserves / parks.

Blade signs (small / medium)
Reserve entrance signs most suitable for neighbourhood reserves. The sign can contain icons to indicate available assets.

Plinth signs (small)
Reserve entrance signs, suitable for reserves / parks that require additional information to be displayed on the sign such as details of lease holders or directional information. Plinth signs, same as blade signs, include icons to indicate available assets.

Details on the signage templates, references above, can be found in Attachment C of the agenda report titled “Auckland Council park signage templates”.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. With the installation of new signs, we continue to improve park amenities and wayfinding for the local community.

16. Several other active projects and insights from the Community Facilities Operational Management and Maintenance team informed the project of additional opportunities for new signage. These reserves were also visited and suitable signage options for each location were reviewed.

17. Several of the signs proposed to be installed will require collaboration and approval from Auckland Transport, as indicated in the work programme provided as Attachment A. Once the local board has approved the work programme for new signage, contact will be made with Auckland Transport to gain necessary approvals and seek input on most adequate location and sign templates to be used.

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

Local impacts and local board views

18. The installation of new signs will ensure that we continue to provide high quality services to Aucklanders that are well managed and meet the communities needs.

Tauākī whakaaweawe Māori

Māori impact statement

19. The work programme was completed under consideration of the dependencies with the TKR project which is currently working with iwi to identify Māori names for selected reserves.

20. The list of reserves for site investigation was checked against the TKR tranche 1 list (current list of reserves that have been submitted to iwi for gifting of Māori names). Three reserves (Homewood Reserve, Sunnyhaven Avenue Reserve and Taurus Crescent Reserve) have been identified as being included in the tranche 1 list. At the time of this report, a response had not been received from iwi and installation of new signs would not provide the benefits sought. The reserves in question will be reviewed again at a later stage and if names have been gifted, signage options will be reviewed and presented to the local board for approval.

Ngā ritenga ā-pūtea

Financial implications

21. The project has been allocated the following locally driven initiative (LDI) capital funding:

Financial Year 2018/2019	$ 50,000.00
Financial Year 2019/2020	$ 100,000.00

22. The below table summarises the estimated delivery costs for the current scope of works, based on the recommended project scope as outlined in Attachment A:

Professional Services
	Project Management, Design, etc.			$ 11,891.88
Physical Works (signage supply, installation)
	*Type of sign*	*Amount*	*Price per sign type*
	iBlade Sign	14	$ 9,825.20
	Medium Blade	2	$ 3,322.00
	Pole Sign	16	$ 21,243.20
	Small Blade	14	$ 22,622.60
	Small Plinth	1	$ 2,446.40
		47	$ 59,459.40	$ 59,459.40
Estimated total cost				$ 71,351.72

23. The remaining budget of $ 78,648.72 could either be re-allocated to other projects or used to deliver additional signage.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24. Once the signage programme is approved, Auckland Transport will be contacted for approval of those signs that are planned to be erected in the streetscape. There is a small chance that Auckland Transport will not provide approval for all or some of those signs. If no alternative location can be agreed in those cases, alternative sign types may need to be chosen or locations within the reserve identified. As outlined above, we will be working closely with Auckland Transport and ensure that most suitable locations are proposed, and alternatives are discussed.

25. Changes to the recommended scope and unforeseen delays in the procurement of a build partner have the potential to delay completion of the project beyond the identified timeframe.

26. In terms of the dependencies on the Te Kete Rukuruku (TKR) project, there is a chance that signage will be delivered that will be included in future tranches for gifting of Māori names. If this were the case, installed signage may not remain in place for the full duration of its lifecycle if a decision is made to update the signs with included Māori naming. At this point, the overall risk of this occurring is minimal and can possibly be managed by applying stickers to the existing signs for a duration of time and thereby delay the renewal of the signs for inclusion of Maori names.

Ngā koringa ā-muri

Next steps

27. The below table summarises the anticipated next steps and estimated delivery timeframe for the project. The estimated timeframes assume successful and timely completion of each identified project step.

Detailed design

Once scope of works (as summarised in Attachment A) has been approved, designs can be completed in due course.

September /October 2019

Procure build partner

The tender will be submitted to our Full Facilities Contractor in line with the defined procurement guidelines.

November 2019

Physical works

Accurate commencement and duration of physical works is not known at this time, but it is anticipated that works would take place during summer 2020.

December 2019 - February 2020

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Attachment A_Signage programme of works	179
b ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Attachment B_Summary	203
c ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Attachment C_Auckland Council park signage templates	205

Ngā kaihaina

Signatories

Authors

Barbara Heise – Project Manager, Community Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Naming of the greenway in the Northcote redevelopment area

File No.: CP2019/15758

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Kaipātiki Local Board for the naming of a new greenway in Northcote.

Whakarāpopototanga matua

Executive summary

2. A new greenway is being created in Northcote, with construction of some parts expected to commence October 2019. Panuku Development Auckland and Homes Land Community (HLC) are leading the delivery of this project.

3. The local board recognises the significance of a Northcote greenway in terms of its cultural, ecological, and recreational importance to the community.

4. The greenway is 1.5 kilometres long, will link up Northcote’s existing parks and open spaces, and will include a shared cycle and walking path, planted native corridor, play trails and play destinations (refer Attachment A of the agenda report).

5. Panuku completed an engagement process with mana whenua as required to meet Auckland Council’s obligation to Te Tiriti O Waitangi. Name suggestions were sought from mana whenua for the greenway project extent, acknowledging the greenway as a collective community facility. The name ‘‘Te Ara Awataha” was recommended by Ngāi tai ki Tāmaki and unanimously supported by the following iwi present at the Kaitiaki Project Working Group: Ngāti Whanaunga, Te Patukirikiri, Ngāti Maru and Ngāti Tamaoho. This name is based on the name of the historic stream that flowed in this location. It has had a cultural association with this area since early Māori settlement of Tāmaki Makaurau. Staff are recommending this name for consideration by the local board.

6. The suggested name ‘Te Ara Awataha’ has been assessed using the naming guidelines and no issues were identified.

7. Jessie Tonar Scout Reserve is currently included in tranche one and Greenslade is included in tranche two of the Te Kete Rukuruku programme. It is recommended that Richardson Park, Cadness Reserve and Cadness Loop Reserves (forming part of the Greenway) are also considered for dual naming as part of the Te Kete Rukuruku programme.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve that the greenway in Northcote be named ‘Te Ara Awataha’, which is based on the name of the historic stream that flowed through Northcote.

b) endorse that Richardson Park, Cadness Reserve and Cadness Loop Reserve be added to tranche one or tranche two to be considered for dual naming as per the Te Kete Rukuruku programme schedule.

c) note that specific naming of the new reserve adjacent to Onepoto Primary School and Northcote Intermediate, known as the School edge, will be brought to the local board following the completion of the land purchase and vesting.

Horopaki

Context

8. The new greenway, located in Northcote, is one of the four key moves in the Unlock Northcote Project led by Panuku. The four key moves are:

· Key move one: creating a vibrant heart. Retail development brought onto Lake Road, a new supermarket, new town square, legible street network with street facing buildings and a new multi-purpose landmark community building.

· Key move two: Lake Road – creating a great urban street. Creating a pedestrian friendly entrance mat inviting people into the town centre.

· Key move three: a greenway – a network of public open space. A daylit linear park connecting several upgraded reserves with stormwater, recreation, walking and cycling functions.

· Key move four: Housing – increasing density, choice and tenure mix.

9. The greenway will comprise a series of ‘connected’ spaces to form a contiguous and continuous public spaces network through Northcote. Controlled daylighting of the historic Awataha Stream will occur along some sections of the greenway.

10. The local board recognises the significance of the greenway in terms of its cultural, ecological, and recreational importance to the community.

11. At its December 2017 meeting, the local board endorsed the high-level concept design and principles for the greenway.

12. Design themes and principles are strongly embedded in Te Ao Māori (a Māori world view), demonstrated by the use of Te Aranga Māori Design Principles.

13. Informed by the high-level concept design, each space of the greenway will be shaped and created as a separate project, with the potential to work collaboratively with mana whenua, neighbours and local community groups on particular spaces or features that build identity and ownership of the greenway.

14. The placeholder or working name for the project has been ‘’Awataha Greenway Project’’.

15. Authority for naming of local parks is allocated to local boards.

16. The Interim Naming Guidelines state that the local board should only approve the name of a park following consultation with mana whenua, and that names should generally be in accordance with the following criteria in descending order where applicable:

i) Name of person or family gifting the land to the public where it is a condition of the gifting

ii) A name which reflects:

· tangata whenua values;

· a natural feature within the park;

· a historic name for the land;

· a historical feature or association with the park;

· historically or culturally significant individual or event;

· or the name of previous landowner of longstanding; or

· the locality.

iii) Providing the proposed name is not already in use or strongly associated with another existing location or feature, and therefore is likely to cause confusion.

17. In accordance with the guidelines above, suggestions for a name for the greenway have been sought from mana whenua.

18. Development of Richardson Park will be carried out by HLC and vested in Auckland Council.

19. Auckland Council undertook consultation on the proposed land exchange at Cadness Loop Reserve earlier this year. Most of the submissions received were in favour of the proposed land exchange. The Environment and Community Committee approved the exchange in March.

20. HLC is in the process of transferring the ownership of the School edge portion of the greenway from the Ministry of Education to Auckland Council which consists of land from Onepoto Primary School and Northcote Intermediate (identified in Attachment A). It will be held in council ownership under the Local Government Act 2002 for the purpose of a drainage reserve.

Tātaritanga me ngā tohutohu

Analysis and advice

21. Panuku and HLC have mana whenua forums that both organisations use to engage and consult with mana whenua on different projects. Panuku and HLC established an agreement that each organisation will manage the naming process that is within their remit, engaging with their respective mana whenua forum:

i) HLC – engage with mana whenua on new roads and laneways naming.

ii) Panuku and Auckland Council Parks department – engage with mana whenua on naming of new reserves.

22. Panuku invited the following mana whenua groups to provide a suggested name for the greenway:

· Ngāti Whātua o Kaipara

· Ngāti Whātua o Ōrākei

· Ngāti Maru

· Ngāti Whanaunga

· Te Patukirikiri

· Ngāti Tamaoho

· Ngāti Te Ata Waiohua

· Ngāi Tai ki Tāmaki

· Te Ākitai Waiohua

· Ngāti Manuhiri

· Te Runanga o Ngāti Whātua

· Ngāti Paoa

· Ngāti Tamaterā

· Ngāti te Ata.

23. The name ‘Te Ara Awataha’ was recommended by Ngāi tai ki Tāmaki and unanimously supported by the following iwi present at the Kaitiaki Project Working Group: Ngāti Whanaunga, Te Patukirikiri, Ngāti Maru and Ngāti Tamaoho. All remaining iwi were provided the opportunity to comment / object, however no responses were received. Panuku informed mana whenua that the name will be reported to the local board for a decision in September.

24. The suggested name ‘Te Ara Awataha’ has been assessed using the naming guidelines and no issues were identified.

25. The name Awataha was based on the name of the historic stream that flowed in this location. This name has had a cultural association with this area since early Māori settlement of Tāmaki Makaurau, and mana whenua consider that the Māori name Awataha the most appropriate to mark both the restoration of the stream, and their pre-European presence in this area. This naming further supports the Te Aranga principle of Whakapapa: recognition of ancestral names as entry points for exploring and honouring tūpuna, historical narratives and customary practises associated with development sites and their ability to enhance sense of place connections.

26. The full name ‘Te Ara Awataha’ refers to the path of the Awataha Stream and acknowledges that the various parts of the greenway form a collective ‘path’ that traverses the ancient route of the stream.

27. Panuku consulted with Te Kete Rukuruku programme leads and other relevant council departments about the inclusion of Richardson Park and Cadness Loop Reserve in tranche one or two of the dual naming programme, this was supported by both Parks and Te Kete Rukuruku programme.

28. The inclusion of Richardson Park, Cadness Reserve and Cadness Loop Reserve in the Te Kete Rukuruku programme allows these reserves to be considered for naming in parallel to the development of the wider greenway programme. This will ensure that the naming is considered holistically with the wider changes underway in Northcote.

29. Panuku also discussed the option to include the greenway in tranche one or two but this was not supported by mana whenua, because mana whenua engagement on the greenway has already been in place prior to the dual naming programme. Also, mana whenua do not see that a dual name for the greenway is appropriate.

30. Confirmation of the new greenway name will allow mana whenua artists and project designers to complete the signage and interpretation aspect of the project. A delay in naming of the greenway will potentially result in a delay to the design and construction programme for the associated aspects of the greenway construction.

31. The new area of the greenway adjacent the Onepoto Primary School and Northcote Intermediate (titled ‘School’s edge in Attachment A of the agenda report) will be subject to reserve naming at a later date, once the purchase and transfer of the land title is complete.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32. Panuku has discussed the proposed name for the greenway with Parks, Homes Land and Community (HLC), Te Kete Rukuruku, Healthy Waters and Land Advisory Services. The name ‘Te Ara Awataha’ is supported.

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

Local impacts and local board views

33. The name Te Ara Awataha introduces environmental and cultural connection to the area reflecting mana whenua importance of the water source and will enhance public connection with the area.

34. The decision sought from the local board is linked to the Auckland Plan outcome ‘Māori identity and wellbeing’ - A thriving Māori identity is Auckland’s point of difference in the world that advances prosperity for Māori and benefits all Aucklanders.

35. The local board is a participant in the Te Kete Rukuruku programme. This programme involves the collection and telling of the unique stories of Tāmaki Makaurau. A subset of this programme is the Māori naming of parks and places. The programme also responds to the Auckland Council Māori Language Policy adopted in 2016.

Tauākī whakaaweawe Māori

Māori impact statement

36. Feedback from mana whenua has been provided within the advice and analysis section of this report.

37. The work of Te Kete Rukuruku has sought to establish a good practice approach to Māori naming through an agreed process in partnership between mana whenua and local boards. Through this partnership it is envisaged that relationships between mana whenua and their local boards will be strengthened.

38. Mana whenua who hold mana and traditional associations with Tāmaki Makaurau, and for which Tāmaki Makaurau is their tūrangawaewae (standing place) and whakapapa (a genealogical link) are the most appropriate authority to seek Māori names from.

39. Auckland Council has a commitment to meeting its responsibilities under Te Tiriti o Waitangi.

40. The provision of quality parks and open spaces facilitates Māori participation in outdoor recreational activity.

41. Additional benefits include:

· demonstrating Auckland Council’s commitment to the Active Protection (Tautiaki Ngangahau) Principle of the Treaty of Waitangi; and

· helping make Auckland a green, resilient and healthy environment consistent with the Māori world view and their role as kaitiaki of the natural environment.

Ngā ritenga ā-pūtea

Financial implications

42. There are no financial implications directly resulting from the naming of the greenway.

43. Installation of a name sign and interpretive signage will be delivered by Panuku and HLC.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

44. Potential conflict and reputational risk to council if the name ‘Te Ara Awataha’ is rejected and mana whenua feedback is ignored by the local board.

45. If the naming is the naming is delayed, Panuku will not be able to complete project signage and mana whenua design integration until a final name is agreed. This has potential to delay the completion of the Greenslade and school’s edge portion of the greenway, because of constraints in producing meaningful collateral and signage.

Ngā koringa ā-muri

Next steps

46. Following this meeting Panuku and HLC will inform mana whenua and all key project stakeholders of the local board decision.

47. Panuku will complete the detailed design of signage and interpretation panels incorporating the name.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Northcote Greenway	215

Ngā kaihaina

Signatories

Authors

Sara Zwart – Northcote Greenway Amenity Project Lead, Panuku Development Auckland

Authorisers

Carlos Rahman - Senior Engagement Advisor

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Kaipātiki Engagement and Consultation Framework

File No.: CP2019/16901

Te take mō te pūrongo

Purpose of the report

1. To adopt the Kaipātiki Engagement and Consultation Framework.

Whakarāpopototanga matua

Executive summary

2. The Local Government Act mandates communication between Local Boards and the communities they serve.

3. The Kaipātiki Local Board set direction in their Local Board Plan to improve the way that it engages with and consults the community.

4. Through research into best practices and consultation with community, the Board, and staff this Framework has been developed to set necessary direction to achieve the Board’s community engagement and consultation goals.

5. Adopting this framework provides the structure and mandate necessary to plan and execute consistent consultation and engagement activities, to evaluate outcomes, and to adjust our methods to better meet community requirements.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) adopt this Framework, as provided as Attachment A, as its values-based guide to consultation and engagement in its area.

Horopaki

Context

6. The Local Government (Auckland Council) Act 2009 sets out a statutory requirement that Local Boards “must communicate with community organisations and special interest groups within its local board area” (13:2c).

7. The Kaipātiki Local Board in its Local Board Plan outlined an intention to improve the ease and effectiveness of engagement between itself and community members and made this one of its key priorities for the term.

8. In the absence of a structured approach to engagement and consultation, these intentions have either not been actioned, or have been ad hoc, rather than strategic and consistent.

9. Beginning in September 2018, the Kaipātiki Local Board, led by the Engagement Advisor, has been involved in a project aimed at assessing the state of community engagement and developing a framework for future engagement and consultation.

10. This Framework is the result of a combination of in-person interviews, established best practices, and direction from the board in the form of key priorities set out in the Local Board Plan and through feedback at each of the four workshops.

11. The interviews were conducted with key stakeholders in the community, as identified through consultation with the Local Board staff and Strategic Broker. Following these, each of the Local Board members were invited to be interviewed, four of whom were.

12. The interviews were guided by a standard set of questions aimed at eliciting responses that allowed for insight into the state of engagement and consultation in Kaipātiki, without leading the respondents’ answers. This allowed for comparison across interviews, and to aid in the coding and analysis of the information collected.

Tātaritanga me ngā tohutohu

Analysis and advice

13. The Local Board has expressed a commitment to community-informed decision making, ease of input, reflecting community diversity, empowering communities, and working with Mana Whenua and Mataawaka to honour the Board’s treaty obligations. The Board has also indicated an intention to improving their approach to consultation and has made this a key priority for this term.

14. Using a plan or framework to systematically plan, conduct, and evaluate consultation and engagement strategies ensures that the board’s values can be incorporated throughout the processes, and that the outcomes can be measured to determine successes and opportunities for improvement.

15. Without a plan or framework, it can be difficult to assess where additional efforts might be necessary, and collecting and incorporating community feedback into future consultation and engagement efforts is challenging if the overall approach is not undergirded by consistent guiding principles.

16. In the Local Board Plan there was a commitment to “improve how we consult and engage with our communities, by being clearer about when and how we ask for your views. We intend to make it easier for you to provide your input and comments” (p. 36). This Framework is intended as the mechanism by which this clarity and ease of participation can be enacted.

17. The values used to ground the Framework are pulled directly from the Local Board Plan. These include Meeting Community Need (p. 36); Community-Informed Decision-Making (p. 13); Ease of Input (p. 16); Reflecting Community Diversity (p. 36); Empowering Communities (p. 42); and Working with Mana Whenua and Mataawaka and Honouring Treaty Obligations (p. 4). These have been further developed into Principles of Engagement, intended to be easily operationalized by those seeking to engage and consult in Kaipātiki, listed and explained on pages 10 and 11 of Attachment A.

18. Using a values-based approach, rather than one that prescribes particular types of engagement and consultation activities, allows for both consistency of intent and the flexibility to employ innovative methods. This allows for some reflexivity and responsiveness, while also maintaining our core commitments.

19. With a Framework as a starting point for all engagement and consultation activities, there is the opportunity to employ systematic and ongoing evaluation and redesign processes to ensure continuous improvement of both techniques and outcomes.

20. Having a Framework that establishes goals and best practices makes it possible to systematically and continuously assess progress and opportunities for improvement and make the attendant adjustments.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. Staff from within the Council organisation were involved in the interview process of the development of this framework, and their views have helped to make the Framework as operationally useful as possible.

22. The Framework sets out standard operating procedures for project managers and other council staff delivering work in the Kaipātiki area. It allows the Board and Local Board staff to set the expectations and direction for consultation and engagement work in this area, and to build the consideration and collection of community views and impacts into project plans as early and robustly as possible.

23. Other staff who work directly with Local Board teams, including Strategic Brokers and Relationship Managers from across Council will have opportunities to use this Framework and its principles to guide their own work in the Kaipātiki area.

24. Having an established framework allows for the Kaipātiki Local Board and staff to set consistent direction for consultation and engagement activities even when the Board is not directly involved in their implementation.

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

Local impacts and local board views

Stakeholder Engagement

25. In preparation for the development of the Framework, interviews were conducted with 16 key stakeholders to determine the existing state of engagement in Kaipātiki.

26. From the interviews, a theme emerged that stakeholders wanted increased clarity about why they were being consulted, how their input would be used, and the level of influence their contributions would have on decision making. There was also an opportunity to improve relationships between the Board and community by engaging with them in meaningful ways, outside of consultation activities.

27. Stakeholders expressed desire for engagement and consultation practices that consider the knowledge, capacity, and capability of community members; using their expertise but planning, for instance, ways of accessing that knowledge that took into account the often voluntary or time-poor nature of those involved.

28. A key finding of these interviews was a need for clarity around the purpose, scope, and process of consultation. Without this clarity, expectations are difficult to set and manage appropriately.

29. Regarding engagement, stakeholders expressed a desire for this kind of relationship building to be separate from consultation. Where consultation is transactional, meaningful engagement is designed to build mutual understanding without a material outcome.

Local Board Engagement

30. Beginning in September 2018, iterations of this work have come to four workshops for comment and direction from the Board.

31. All Local Board members were invited to be interviewed to determine their views of existing engagement practices using the same processes employed with Stakeholder interviews.

32. Interview data indicated the need for the development of a shared understanding of the definition and role of Engagement and Consultation in the local board context.

Local Board Direction

33. As outlined in Attachment A, the Local Board set the direction for improved community engagement in its Local Board Plan. This Framework is founded on the principles in that document.

34. At the 22 May 2019 workshop session, it was suggested that this framework have increased emphasis on communications channels, especially Facebook. This may be something to explore with the Communications Advisor, but is out of scope for this project.

35. The local board has expressed interest in a marketing and branding-based approach, but this is out of scope of this project.

36. Also at the 22 May 2019 workshop there was some question about the audience for this document. This framework is intended to be internal to the Local Board, its staff, and the staff of those departments, CCOs and other organizations conducting engagement and consultation work in the Kaipātiki area.

37. It may be possible to incorporate aspects of this Framework into public-facing documents such as the Local Board Plan, for example, but such inclusion first requires its adoption by the Board.

Tauākī whakaaweawe Māori

Māori impact statement

38. This Framework has potential to improve low existing levels of Māori engagement in Kaipātiki.

39. Where official protocols and Council’s Māori Responsiveness strategy differ from the approaches outlined in this Framework, those should take precedence.

Ngā ritenga ā-pūtea

Financial implications

40. Adopting the framework does not have a direct financial implication for the local board however, there may be consultation and engagement initiatives that come out of the framework that will require investment on a case by case basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

41. The risks and mitigations are laid out in detail on pages 8 and 9 of Attachment A. Briefly, the risks of ineffective or inconsistent consultation and engagement include: ‘Squeaky Wheel Syndrome’; Consultation/Engagement Fatigue; Insufficient resources available to support consultation; Consultation methods not clearly understood and/or agreed to; and Unclear purpose for consultation.

42. This framework aims to mitigate the risks of ineffective engagement by developing a proactive, consistent values-based approach. In part, this Framework is a tool that will allow for forward-thinking, rather than reactive consultation and engagement practices.

43. By aligning with the direction set in the Local Board Plan, this framework allows for consistency in our engagement and consultation approaches.

44. The values-based approach of this framework allows for flexibility in choosing particular engagement and consultation activities while maintaining strategic integrity.

Ngā koringa ā-muri

Next steps

45. Upon adoption, this framework can be used to guide our interactions with the public, whether in engagement or through consultation.

46. There may be opportunities to build these engagement principles into the structure of meetings and other official business.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Kaipātiki Consultation and Engagement Plan Final Draft	223

Ngā kaihaina

Signatories

Authors	Meaghan Fisher – Local Board Engagement Advisor
Authorisers	Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Kaipātiki Local Board and Kaipātiki Community Facilities Trust Partnering Agreement

File No.: CP2019/16380

Te take mō te pūrongo

Purpose of the report

1. To approve the Kaipātiki Local Board and Kaipātiki Community Facilities Trust Partnering Agreement 2019 (refer Attachment A).

Whakarāpopototanga matua

Executive summary

2. The 2018/2019 Kaipātiki Local Board work programme included activity line 2450 MOU and Partnering Agreements, which sought to engage a project lead to facilitate the review of the current Kaipātiki Community Facilities Trust (KCFT) partnering agreement.

3. KCFT has a long-standing relationship with the local board as a leading provider of community development and community empowerment activity in the local board area. This is evidenced through the Partnering Agreement 2015 Thriving Communities in Kaipātiki (partnering agreement), which was signed in April 2015 for the period of the Kaipātiki Local Board plan 2014-2017.

4. The local board engaged CoSynergy to facilitate a review of the partnering agreement and to advise on alternative frameworks to partner with Kaipātiki community organisations.

5. The KPA 2019 supports the local board and KCFT to achieve the following outcomes in 2019/2020:

· Outlining the intention to collaborate and contribute toward the delivery of shared outcomes

· Understanding the roles that both parties play in meeting the needs and aspirations of the Kaipātiki community

· Strengthening the commitment to work together while reaffirming the independence of each organisation

· Providing a foundation for KCFT to manage and monitor financial planning

· Providing the local board with a dedicated organisation to deliver community activities that meet the needs of the community and to identify future programmes

· Strengthens opportunities for KCFT to leverage and attract resources and sponsorship from other sources that will support the outcomes for the local board area

· Guiding the development of the annual work programme for KCFT.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the Kaipātiki Local Board and Kaipātiki Community Facilities Trust Partnering Agreement 2019 (refer Attachment A to the agenda report).

b) delegate the Kaipātiki Local Board Chairperson authority to sign the Partnering Agreement in clause a) above on behalf of the Kaipātiki Local Board.

Horopaki

Context

6. KCFT provide community development and community empowerment activity in the local board area.

7. In 2015, the local board entered into a partnering agreement until 2017, with KCFT to define how each would contribute to the delivery of community development in Kaipātiki.

8. The 2018/2019 Kaipātiki Local Board work programme included activity line 2450 MOU and Partnering Agreements, which sought to engage a project lead to review the current KCFT partnering agreement.

9. The purpose of the partnering agreement review was to:

· review the purpose and outcomes of the existing KPA 2015 using previous and existing work programmes and reports

· obtain and gather information from community organisations and stakeholders

· confirm the purpose and intent of the current partnership between the two parties and provide guidance on the future intent of the partnership

· review and document the needs and aspirations of both parties and identify recommendations for revision that may inform a new partnering agreement

· develop a revised Kaipātiki Partnering Agreement 2019 (KPA 2019) that details the outcomes between Kaipātiki Local Board and Kaipātiki Community Facilities Trust that aligns with the Kaipātiki Local Board outcomes

10. In 2018, the local board contracted CoSynergy to facilitate a process between both parties to review the partnering agreement.

11. Research and stakeholder engagement was carried out between January 2019 and August 2019 and the KPA 2019 was drafted between July 2019 and August 2019.

Tātaritanga me ngā tohutohu

Analysis and advice

12. The review of the KPA 2015 was guided by the following focus areas related to strengthening and developing the working relationship between the local board and KCFT:

· Clarifying roles

· Improving the collaborative process of designing and developing work programmes that align with community needs and local board outcomes

· Creating an opportunity to form closer relationships and better understand the strengths, needs, resources and activities of each party

· Improving community outcomes and strengthening community empowerment through the development of the KCFT work programme.

13. The revised partnering agreement:

· extends the agreement timeframe

· confirms the commitment to shared values and interest in positive outcomes for Kaipātiki

· strengthens the commitment of both parties to work together in ways that respects Te Tiriti o Waitangi and mana whenua

· has agreed shared principles and common objectives with clear accountabilities, reporting and planning roles of each party

· creates a shared process for engagement, reporting, review and negotiation of future work programmes and the sharing of information.

14. The KPA 2019 can be used by the local board and KCFT to achieve the following outcomes in 2019/2020:

· Outlining the intention to collaborate and contribute toward the delivery of shared outcomes

· Understanding the roles that both parties play in meeting the needs and aspirations of the Kaipātiki community

· Strengthening the commitment to work together while reaffirming the independence of each organisation

· Providing a foundation for KCFT to manage and monitor financial planning

· Providing the local board with a dedicated organisation to deliver community activities that meet the needs of the community and to identify future programmes

· Strengthens opportunities for KCFT to leverage and attract resources and sponsorship from other sources that will support the outcomes for the local board area

· Guiding the development of the annual work programme for KCFT.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. The KPA 2019 has been reviewed by the Auckland Council legal team to clarify interpretation and to mitigate any potential legal or financial consequences for Auckland Council, the local board and KCFT.

16. Amendments and additions have been clarified by council’s Legal Services team as follows:

· An additional clause has been added ensuring that “the Agreement is non-binding on the Parties”

· Clarity has been provided regarding liaison, meetings and non-voting capacity

· Use of logos has been specified

· Termination clauses included, allowing both parties to withdraw from the Agreement at any time.

17. The Community Empowerment Unit and Kaipātiki Local Board Services staff will maintain a role in monitoring and giving effect to the principles of the KPA 2019 between the local board and KCFT.

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

Local impacts and local board views

18. This activity supports the local board outcomes of;

· Our people identify Kaipātiki as their kāinga

· Services are well managed and meet community needs

19. The scope and process of the KPA 2015 review was discussed with the local board at a workshop on 11 December 2018.

20. The review steering committee included two local board members and a local board advisor.

21. A draft KPA 2019 was developed and a joint workshop with the local board and KCFT was held to review the draft.

Tauākī whakaaweawe Māori

Māori impact statement

22. The KPA 2019 contains a clause acknowledging and responding to mana whenua and mataawaka aspirations and honouring Te Tiriti O Waitangi. Both partners acknowledge mana whenua and have a commitment to local Māori. This includes meeting responsibilities under Te Tiriti o Waitangi and providing support for tikanga Māori in projects that support Te Ao Māori. This is achieved through collaboration with mana whenua and mataawaka.

23. The KCFT work programme includes significant activity with local rangatahi for employment, youth voice and Māori student support.

24. KCFT has a dedicated Kaiwhakahaere role to increase Māori responsiveness and participation by ensuring that appropriate consultation with Māori is achieved. The role contributes to Whiria Te Muka Tangata outcomes by contributing to Māori well-being and developing Māori capability and capacity through community activities.

25. KCFT supports the development of the Uruamo Maranga Ake Marae in Beach Haven and plays a key role in building awareness of this development in the local board area and with Māori communities in Tāmaki Makaurau.

Ngā ritenga ā-pūtea

Financial implications

26. The review process was funded to the value of $15,000 by the local board locally driven initiatives budget (LDI) 2018/2019.

27. The local board makes provision for funding the agreed work programme activities of KCFT from the annual LDI funding allocations for Kaipātiki. In 2019/ 2020, KCFT is funded $249,000 to deliver a range of neighbourhood-based community development activity and $131,900 for delivery of Kaipātiki events.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

28. The KPA 2019 does not commit either party to resourcing beyond the provision of funding and operational resources negotiated annually and both parties can withdraw from the agreement at any time. Therefore, staff consider that approving the partnering agreement is a low risk for the local board.

Ngā koringa ā-muri

Next steps

29. Kaipātiki Local Board and Kaipātiki Community Facilities Trust to participate in a shared signing event for the KPA 2019.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Kaipātiki Local Board and KCFT Partnering Agreement	251

Ngā kaihaina

Signatories

Authors

Ayr Jones – Specialist Advisor, Community Empowerment Unit

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Approving Reserve Act classifications following public notification

File No.: CP2019/16159

Te take mō te pūrongo

Purpose of the report

1. To approve reclassification of reserves in Kaipātiki Local Board area, and the declaration and classification of Rosie Bolt Reserve under the Reserves Act 1977 following the close of public submissions.

Whakarāpopototanga matua

Executive summary

2. Classification of reserve land is an essential step in preparing the Kaipātiki Local Parks Management Plan, and is a statutory requirement under the Reserves Act 1977 (RA).

3. Classification will make clear the primary values of these reserves and the types of activities that can take place on that land into the future. It will create better consistency in the management of those primary values across adjacent parcels and clarify the legal status of the land.

4. On 17 July 2019, the local board resolved to publicly notify the reclassification of a number of parcels or portions of parcels; and to consult with iwi and publicly notify the declaration and classification of Rosie Bolt Reserve as local purpose (community use) reserve (resolution numbers KT/2019/134 and KT/2019/136; refer to Attachment A).

5. Mana whenua support the declaration and classification of Rosie Bolt Reserve noting that innovative ways to use small areas of park are important; as is protecting land from sale given housing intensification. They were also supportive of the proposals to reclassify bush areas to become scenic reserves.

6. The period for public submissions has closed with no submissions received on the proposals to reclassify reserves or the declaration and classification of Rosie Bolt Reserve.

7. Further resolutions of the local board are now required to approve the reclassification of land as shown in Attachments B and C to the agenda report, and the declaration and classification of Rosie Bolt Reserve.

8. Once approved by the local board, staff will seek the approval of the Minister of Conservation (delegated to the General Manager Community Facilities, Auckland Council) to publish the changes in the New Zealand Gazette.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the reclassification of the parcels or part parcels of reserve land, pursuant to section 24 (1) of the Reserves Act 1977, as described in Attachments B and C to the agenda report, dated 18 September 2019.

b) approve the declaration and classification of Part Lot 2 DP77223 being 472m² of land at Rosie Bolt Reserve as local purpose (community use) reserve, pursuant to section 14(1) of the Reserves Act 1977.

Horopaki

Context

Classification programme

9. A review of land status and classification of local parks in Kaipātiki has been undertaken as part of the Kaipātiki Local Parks Management Plan (LPMP) and was reported to the local board on 17 July 2019 (agenda report file reference CP2019/12694).

10. At that meeting, the local board approved over 60 parcels or part parcels of land to be declared reserve under the Reserves Act 1977 and approved the classification of over 180 unclassified reserves. Attachment A to the agenda report includes a copy of those resolutions.

11. In addition, the local board approved the public notification of:

· proposals to reclassify land (as listed in Attachment B of this report)

· the intention to declare and classify Lot 2 DP77223 being 472m² of land at Rosie Bolt Reserve as local purpose (community use) reserve.

12. These were publicly notified on 30 July 2019 in the North Shore Times in accordance with the requirements outlined in Section 119 (1b) of the Reserves Act. The submission period closed 30 August 2019.

13. Iwi consultation was sought for the Rosie Bolt proposal as that had not previously been discussed with iwi.

14. A further resolution of the local board is required to confirm the classification actions now that iwi consultation and public notification has closed.

Tātaritanga me ngā tohutohu

Analysis and advice

Outcome of consultation

15. Mana whenua involvement and views on the proposed reclassifications were described in detail in the 19 July 2019 report (agenda report file reference CP2019/12694). Te Kawerau a Maki and Te Patukirikiri were generally supportive of the proposed actions to reclassify parcels with native bush as scenic reserve.

16. We had not previously discussed the proposal to declare and classify Rosie Bolt Reserve with mana whenua, so it was reviewed at the Parks and Recreation - North West Mana Whenua Engagement Forum on 7 August 2019.

17. Mana whenua representatives (including Ngāti Maru, Ngāti Manuhiri, Ngāi Tai ki Tāmaki, and Ngaati Whanaunga) supported the proposal noting that innovative ways to use small areas of park are important; as is protecting land from sale given urban pressures and housing intensification.

18. Ngāti Whātua o Ōrākei also reviewed the proposal but responded that no further engagement with them was required.

19. No public submissions were received on the Rosie Bolt and reclassification proposals.

Decisions relating to the proposed classification actions

20. The local board may choose to approve the proposed classification actions as they were publicly notified; or to change those actions.

21. In this case, there have been no public submissions and mana whenua support the Rosie Bolt proposal. We recommend therefore that the local board approves the intention to declare and classify Rosie Bolt Reserve as local purpose (community use) reserve, and to reclassify the reserves as proposed in Attachments B and C of the agenda report.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. The impacts and views of classification on council groups was outlined in the 17 July 2019 report (agenda report file reference CP2019/12694). No additional impacts arise from the decisions proposed in this report.

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

Local impacts and local board views

Impacts of the land status work

23. As described in the 17 July 2019 report and outlined on a parcel-by-parcel basis in Attachment B, we have reclassified the parks to:

· better align the reserve classification with the parcel’s primary purpose

· create consistency of reserve classification with adjacent parcels

· confirm or clarify the intention of previous resolutions or actions to classify the land that were not completed following Reserves Act process.

24. The proposed reclassifications, and the declaration of Rosie Bolt Reserve as local purpose (community use) reserve, will make clear the primary values of these reserves and the types of activities that can take place on that land in the future. It will also create better consistency in the management of those primary values across adjacent parcels and create certainty around the legal status of the land.

25. We note that future consultation on the Kaipātiki LPMP may identify changes in the types of activities proposed on particular reserves, and could inform policies to change the classification of particular areas to accommodate those activities.

Local Board views

26. Local board views on this workstream were described in the 17 July 2019 report (agenda report file reference CP2019/12694).

Tauākī whakaaweawe Māori

Māori impact statement

27. Mana whenua views on the proposed reclassifications and declaration and classification of Rosie Bolt Reserve are outlined in paragraph 16-18 above and included in previous reports.

28. Staff also note that declaring Rosie Bolt to be a reserve under the Reserves Act will mean that the council will be required to give effect to the principles of Te Tiriti o Waitangi when considering the management of that land.

Ngā ritenga ā-pūtea

Financial implications

29. Reserves will be formally classified under the Reserves Act when a gazette notice describing each land parcel has been published in the New Zealand Gazette. Costs associated with this process will be funded through internal statutory land management budgets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

30. The following table outlines the risks and mitigation associated with the reclassification of reserves and declaration and classification of Rosie Bolt Reserve. This reflects relevant risks listed in the 17 July 2019 report with an update following public notice period closing.

Pre-notification risk	Post notification update: focus on Rosie Bolt and reclassified parcels
RA classifications constrain the range of uses for land	The lack of submissions on the Rosie Bolt proposal and the proposed reclassifications mean no additional risks around the range of uses contemplated have been identified.
Public objections to proposed classifications delaying the management plan process	There have been no submissions (including no request to speak to the Rosie Bolt proposal) meaning no delays will eventuate.
Potentially high number of submissions on proposed classifications, because the notification will occur at the same time as public consultation on the intention to prepare the plan.	No submissions relevant to the reclassifications or Rosie Bolt proposal have been received.

31. A further risk not identified in the 17 July 2019 report is associated with the Minister of Conservation needing to approve and gazette the reclassifications and the declaration and classification of Rosie Bolt Reserve. This approval will be sought through the General Manager Community Facilities, being the delegate of the Minister of Conservation. The Minister’s delegate may choose to approve or decline the reclassifications or the declaration and classification of Rosie Bolt Reserve. However, the delegate will be given the reasons for the Local Board’s decisions and the outcome of mana whenua engagement and public notification which will mitigate the risk of refusal.

Ngā koringa ā-muri

Next steps

32. Once the local board has approved the classification actions, they must be included in a gazette notice published in the New Zealand Gazette through the process outlined in paragraph 31 above.

33. The 17 July 2019 report did not consider all parcels of park land within the scope of the Kaipātiki LPMP. Those not identified in that report will come to the local board for approval prior to the approval to notify the draft LPMP.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - 17 July 2019 Resolutions of the Kaipātiki Local Board	267
b ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Reserve Act land to reclassify under section 24	269
c ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Maps relevant to partial reclassification actions	271
d ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Next steps	273

Ngā kaihaina

Signatories

Authors

Tania Utley - Service and Asset Planning Specialist

Authorisers

Lisa Tocker - Head of Service Strategy and Integration

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Kaipātiki Local Board Draft Urban Ngahere (Forest) Report

File No.: CP2019/16198

Te take mō te pūrongo

Purpose of the report

1. To approve the Kaipātiki Urban Forest (Ngahere) Analysis Report 2019 (refer Attachment A.)

Whakarāpopototanga matua

Executive summary

2. The Kaipātiki Local Board provided $15,000 funding in the 2018/2019 financial year to undertake the ‘Knowing phase’ of the Urban Ngahere (Forest) program.

3. The ‘Knowing phase’ has involved detailed analysis of the urban tree cover; using a variety of data sources from the council, Statistics NZ, and other local government sources. The analysis has looked at the urban tree cover extents from a 2013 aerial analysis, alongside population statistics and current growth projections outlined in the Auckland Plan.

4. The report has established that urban tree coverage in the local board area is approximately 30 per cent of the overall land area in 2013. The total tree cover is excellent when compared to the averages across the region, and is 15 per cent above the minimum target that has been set by Auckland Council in the regional Urban Ngahere Strategy. The strategy sets a regional target to have no local board with a tree canopy coverage of less than 15 per cent.

5. To continue to maintain the excellent tree canopy cover of 30 per cent, new specimen trees will have to be planted annually.

6. In the 2019/2020 financial year the local board has provided $60,000 of funding to undertake the ‘Growing phase’ of the Ngahere program. This will commence work to develop the long-term planting plan (1-10 years) to help coordinate and direct local planting initiatives to increase the tree cover in areas where it is most needed, along with work to develop partnerships to help grow native plants locally.

Ngā tūtohunga

Recommendations

That the Kaipātiki Local Board:

a) approve the Kaipātiki Urban Forest (Ngahere) Analysis Report (refer Attachment A to the agenda report).

b) delegate authority through the Chief Executive to the General Manager, Parks Sport and Recreation to make minor changes and amendments to the text and design of the Kaipātiki Local Board Urban Ngahere (Forest) Analysis Report that are required before public release.

Horopaki

Context

7. In 2017, Auckland Council staff developed a regional tree strategy to address concerns around tree cover changes resulting from development pressures, disease threats, climate change, and changes to tree protection rules. The development of the strategy included workshops and consultation with elected members, mana whenua, and internal stakeholders. The work resulted in the regional Urban Ngahere (Forest) Strategy, which was adopted by the Environment and Community Committee in February 2018.

8. Currently the region has an average tree canopy cover of 18 per cent. The strategy sets targets that encourages all local boards to have a minimum tree canopy cover of at least 15 per cent, and on a regional scale the target is set at 30 per cent by 2050, in line with the Auckland Plan.

9. The regional Urban Ngahere Strategy recommends implementation and analysis at the local level. Local boards were offered the opportunity to invest funding in area specific Urban Ngahere programmes’ of work.

10. The local board Urban Ngahere programme has three phases: ‘Knowing’, ‘Growing’ and ‘Protecting’. The ‘Knowing’ phase involves establishing an accurate current state analysis report with recommendations for future actions. The ‘Growing’ phase involves a number of activities including annual tree plantings’ ongoing to address areas of low tree cover. Kaipātiki Local Board has allocated $60,000 funding to begin the ‘Growing’ phase in the 2019/2020 financial year. The funding will cover the costs for scoping areas, mapping the planting locations and developing a programme of physical works for the tree planting programme in winter 2020.

Tātaritanga me ngā tohutohu

Analysis and advice

11. The analysis report highlights the excellent overall tree canopy coverage at 30 per cent for the Kaipātiki local board area.

The report provides a number of other statistics:

· 30 per cent of the local board area has tree canopy cover

· 63 per cent of parks and open space has tree canopy cover

· 12 per cent of local roads have tree canopy cover, which is low

· 25 per cent of urban tree cover is on private land.

12. Section 6 of the report sets out some key focus areas for increasing the tree canopy coverage in target areas across the local board area. These are intended to help provide long-term lasting benefits for local communities, noting that it takes several decades for trees planted now to develop to a size where their environmental values start to help these communities.

13. Funding for an ongoing annual program of tree planting on public land in parks, open space areas and especially within the road corridor is necessary to help increase the overall tree numbers in the local board area which will help to maintain the areas overall tree canopy coverage.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14. Parks, Sports and Recreation (PSR) has collaborated with Community Facilities to help inform where the current maintenance and renewal program for trees can help to improve the overall health diversity and extent of the tree canopy cover.

15. PSR will help inform the Community Facilities renewals program to ensure an ongoing program of tree renewal occurs to replace poor and ailing stock and to replant where dead, dying, or diseased trees are removed.

16. PSR and Community Facilities will collaboratively manage the local board funding and project manage the delivery of the new tree plantings in the 2020 planting season.

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

Local impacts and local board views

17. The Kaipātiki Local Board has provided direction and support for the project at workshops in September 2018 and to complete the ‘Knowing’ phase. The board provided in-principle support to adopt the report at the August 2019 workshop.

18. The board requested additional maps be included in the final report to clearly show the areas affected by kauri dieback in local parks and other public land.

19. The board has also provided a total funding packing of $60,000 for the next stage of the Ngahere program in the 2019/2020 financial year.

Tauākī whakaaweawe Māori

Māori impact statement

20. The urban ngahere is important to mana whenua and the use of native trees will take place as the first choice in alignment with the council’s Urban Ngahere (Forest) Strategy. New tree plantings will benefit local Māori and the wider community by providing increased opportunities for access to nature and providing shade in the local park network.

21. Mana whenua will be engaged to support tree planting preparation and provide a cultural narrative in the choice of species for the local areas.

Ngā ritenga ā-pūtea

Financial implications

22. The local board has provided $10,000 of funding in the 2019/2020 financial year to undertake development of a long-term planting plan and initial scoping of sites for new tree plantings. Further detail on this program will be presented to the local board at the beginning of 2020.

23. It is recommended the local board adopts a long-term annual program of new tree planting in parks and along streets to maintain or increase the level of tree canopy coverage on public land across the entire local board area. The planting program should take place ongoing to help increase tree canopy cover in local parks, reserves and along the road corridor.

24. The growing phase should include funding to help develop a collaborative program with local schools and community groups to develop a locally based program to grow native trees, and shrubs for planting in local area.

25. Further work is required to establish other options for financial assistance from the private sector within the local board area. Planting on private land is needed and large land holders such as Housing New Zealand and the Ministry of Education can help by funding the planting of new trees.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26. Failure to provide further funding for the ngahere program will result in no long-term planting plan development, and no specific new tree planting program taking place in neighbourhood parks and along the road berms on suburban streets. Current renewal planting will be the only mechanism for improving the current tree asset.

27. The analysis report highlights a need for additional efforts to increase tree canopy cover to help provide increased shade and the additional social and health benefits that come with more tree cover. In addition, the planting of new trees is increasingly being recognised as a local solution to help with climate resilience planning related changes that are taking place.

Ngā koringa ā-muri

Next steps

28. A canopy cover change update will be added to the results section of the report as an update once the data is ready later this year. The updated canopy change results will be presented to the local board in early 2020.

29. Community Services and Community Facilities will work collaboratively to develop an outline of the ‘Growing’ program to set out new tree planting plans for next five years. The long term growing plan for the planting program will be adopted via a report in Quarter 4 of the 2019/2020 financial year.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	18 September 2019 - Kaipātiki Local Board Business Meeting - Kaipataki Local Board Draft Urban Ngahere (Forest) Report (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

Howell Davies - Senior Advisor - Urban Forest

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Eric Perry - Relationship Manager

Kaipātiki Local Board

18 September 2019

Assignment of Lease and approval to transfer assets from Northcote Citizens Centre Management Trust to Kaipātiki Community Facilities Trust

File No.: CP2019/14905

Te take mō te pūrongo

Purpose of the report

1. To allow the Northcote Citizens Centre Management Trust to assign their current lease and grant landlord approval to transfer their assets to Kaipātiki Community Facilities Trust (KCFT).

Whakarāpopototanga matua

Executive summary

2. The Northcote Citizens Centre Management Trust owns and manages the Northcote Citizens Hall at 1 Ernie Mays Street, Northcote in terms of a community lease which expires on 31 May 2023 (refer Attachment A).

3. The Northcote Citizens Centre Management Trust (NCCMT) requests council’s approval to assign their lease for the group-owned building situated at 1 Ernie Mays Street, Northcote, to Kaipātiki Community Facilities Trust (KCFT).

4. NCCMT also requests landlord approval to transfer ownership of their assets to Kaipātiki Community Facilities Trust including the group-owned building situated at 1 Ernie Mays Street, Northcote.

5. In terms of the operative lease, NCCMT is required to obtain landlord approval prior to assigning the lease, as per clause 2.1 of the lease, and before transferring its assets, as per clause 11 of NCCMT’s trust deed.

6. NCCMT is being wound up and therefore wish to transfer their assets including their building, fixed assets and a small cash balance to KCFT.

7. The fixed assets and small cash balance are part and parcel of the citizens hall, the local board therefore have authority to consider this matter under its allocated decision-making authority relating to local community facilities.

8. KCFT has been running the Northcote Citizens Hall for the past two years.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the assignment of lease from Northcote Citizens Centre Management Trust to Kaipātiki Community Facilities Trust, on the same terms and conditions save for the variation in recommendation c).

b) grant landlord approval to transfer Northcote Citizens Centre Management Trust’s assets to Kaipātiki Community Facilities Trust.

c) approve a lease variation to include a 12 month early-termination clause in the assigned deed of lease.

d) all other terms and conditions to be in accordance with Auckland Council’s Community Occupancy Guidelines 2012 and the Reserves Act 1977.

Horopaki

Context

9. The Northcote Citizens Centre Management Trust (NCCMT) holds a community ground lease for its building situated at 1 Ernie Mays Street, Northcote.

10. The lease commenced on 1 June 2001 for a term of 11 years and provides for two rights of renewal consisting of 11 years each, effecting final expiry on 31 May 2034. The operative lease is in the first renewal term and is due for renewal on 1 June 2023.

11. The Northcote Citizens Hall has been run by NCCMT for the past 18 years. The hall has reached a point where it was in need of refurbishment and a more dedicated centre management team.

12. To this end, Kaipatiki Community Facilities Trust (KCFT) has been managing the hall informally for the past two years at NCCMT’s request and NCCMT are very pleased with the results.

Northcote Citizens Centre Management Trust

13. NCCMT holds an operative community lease for their building situated at 1 Ernie Mays Street, Northcote.

14. The charitable objectives of NCCMT are to provide, maintain and manage a community centre for social, cultural and other useful activities for the citizens of Northcote.

15. Over the past 18 years NCCMT has carried out and achieved its objectives. However, it became clear that a more dedicated administration structure was required to provide for the hall’s future maintenance and management requirements.

16. NCCMT approached KCFT to take over the day to day management of the facility. KCFT has been managing the facility since mid-2017.

17. In light of KCFT’s success, the trustees of NCCMT have resolved to wind up the trust, assign their lease and transfer their assets to KCFT.

18. In terms of the lease, and as per NCCMT’s constitution, council’s approval is required.

19. NCCMT’s trust deed states that should the trust dissolve or be wound up then any assets shall be distributed and transferred to Council or such other charitable body as Council, in its discretion, may determine.

Kaipatiki Communities Facilities Trust

20. KCFT has been operating, in various forms, in the Kaipātiki area since 1983. It has been delivering services in Kaipatiki since 2010 as the Kaipatiki Communities Facilities Trust.

21. KCFT, with the support of the local board, provides community development activities and a variety of programmes, events and projects for the Kaipatiki community.

22. Before KCFT took on the management of the Northcote Citizens Hall, it identified that the facility needed a major refurbishment and that an asset management plan needed to be put in place. KCFT engaged a professional company to undertake an overview of the works needed.

23. A decision was made to close the centre for two months and attend to the required refurbishments and urgent repairs. The budget for the required work was set in consultation with the Chairperson of the NCCMT.

24. KCFT intends to ensure that the centre fulfils its original intent, meeting the needs of the residents of Northcote.

Tātaritanga me ngā tohutohu

Analysis and advice

25. Auckland Council’s Community Occupancy Guidelines 2012 set out the requirements for community occupancy agreements.

26. KCFT proposes to take over ownership of the facility, manage it in line with the permitted use as stipulated in the occupancy agreement and in accordance with the land classification.

27. The lease will continue in its current form, for the same purpose and subject to the same conditions; the assignment will transfer the contractual rights of NCCMT to KFCT. There is no significant departure expected from the current land use.

28. The current lease to be assigned will expire on 31 May 2023, with one right of renewal remaining. Any future occupancy arrangements will be assessed against the community occupancy guidelines in force at time of final expiry.

29. Staff have consulted with Panuku as this site is part of Northcote Central. Panuku are supportive of the lease being assigned to KCFT.

30. Staff recommend that a 12-month termination clause be included in the assignment of lease to allow for any future development by Panuku as part of the larger Northcote Central Project.

31. Staff have assessed the proposed assignment of the operative lease to KCFT. The trust meets the criteria for a community lease as evidenced below:

i) it is a registered incorporated society;

ii) it has a history of delivering quality services to the local community;

iii) KCFT 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; and

iv) KCFT is managed appropriately as evidenced by its longevity as well as its considered approach to facilities management.

32. In addition to the assignment of the operative lease, NCCMT proposes to transfer its assets, which includes its building, to KCFT if the lease is successfully assigned to KCFT.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. Staff obtained feedback from Panuku as this lease area sits on the edge of the Unlock Northcote Project area. Panuku are supportive of the lease assignment but request a 12-month early-termination clause be added to the lease. This will allow Panuku some flexibility moving forward with the Unlock Northcote Project.

34. The proposed lease assignment has no identified impacts on other parts of the council group. The views of other 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

35. A memo recommending an assignment of lease was circulated to the local board on the 24 July 2019. No concerns were raised.

36. The recommendations within this report fall within the local board’s allocated decision-making authority relating to local, recreation, sport and community facilities.

Tauākī whakaaweawe Māori

Māori impact statement

37. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan, the Unitary Plan and local board plans.

38. Support for Maori initiatives and outcomes are detailed in Whiria Te Muka Tangata Maori Responsiveness Framework.

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

Ngā ritenga ā-pūtea

Financial implications

40. There are no cost implications to the local board approving the assignment of lease and transfer of assets from Northcote Citizens Centre Management Trust to Kaipātiki Community Facilities Trust.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

41. Should the Kaipātiki Local Board resolve not to assign the lease and grant approval to transfer the assets from Northcote Citizens Centre Management Trust to Kaipātiki Community Facilities Trust, this decision will materially affect the KCFT’s ability to undertake its core activities at the Northcote Citizens Hall.

42. Additionally, there is a risk of the property passing to council under the Property Law Act 2007, and council could be liable for an asset that has no budget and is not contemplated in the Long-Term Plan.

Ngā koringa ā-muri

Next steps

43. Subject to the approval of the lease assignment and transfer of assets, council staff will work with the group to finalise the assignment.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	18 September 2019 - Kaipātiki Local Board Business Meeting - Attachment A Site Plan	283

Ngā kaihaina

Signatories

Authors

Phillipa Carroll - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Chairperson	John Gillon
Deputy Chairperson	Danielle Grant
Members	Paula Gillon
	Ann Hartley, JP
	Kay McIntyre, QSM
	Anne-Elise Smithson
	Adrian Tyler
	Lindsay Waugh

Table 1: Northcote Stage 3A & 3B Proposed Road Names
Road reference	Applicant Preferred name	Road Type
ROAD 1	Pūtohe	Road
ROAD 2	Mahana	Road
ROAD 3	Awataha	Drive
ROAD 4	Āhuru	Road
ROAD 5	Tiakina	Road
Pool of Alternative Names:
These alternative names can be used for any of the five roads listed above.	Hāngai	Road
	Hononga	Road
	Moemoeā	Drive
	Tīmatanga	Road
	Tūhono	Drive

Table 2: Northcote Development (Stage 3A and 3B) Preferred Road Names and Meaning
Road number	Proposed Name	Meaning
ROAD 1	Pūtohe Road (Applicant Preferred)	Maori word meaning: (verb) to be persistent, eager, tireless, determined, and resolute.
ROAD 2	Mahana Road (Applicant Preferred)	Maori word meaning: (noun) heat, warmth, temperature.
ROAD 3	Awataha Drive (Applicant Preferred)	Maori word meaning: The river flowing at the side. This name is to create a connection to the new greenway open space that will run alongside this road. ‘Awataha’ was originally proposed by mana whenua (via Panuku’s mana whenua forum) for the greenway, however as this road runs alongsi

Authors	Jacinda Short - Democracy Advisor - Kaipatiki
Authorisers	Eric Perry - Relationship Manager