Agenda of Whau Local Board - 25 September 2019

Mr Smith will lead the meeting in prayer – or whatever set text we decide will appear here.

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

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

4 Confirmation of Minutes

That the Whau Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 28 August 2019, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

6.1 Acknowledgement - Member Derek Battersby, QSM, JP

Te take mō te pūrongo

Purpose of the report

1. To acknowledge retiring local board member Derek Battersby for his long service to community and his long involvement in local government including his service as councillor, Whau Local Board chairperson and Whau Local Board member.

Whakarāpopototanga matua

Executive summary

2. Member Battersby has been serving the community via his involvement in local government for past 40 years. He helped raise funds in the 60’s to kerb and channel roads in the western suburbs of Sunnyvale and Henderson which started his close association with the community that has spanned four decades.

3. Initially a member and Chairman of the Kelston West Country Town Committee, a Councillor and Deputy Mayor of New Lynn Borough, Derek had served as a councillor for Waitakere City for 21 years, and in 2010 was elected first Chairperson of the Whau Local Board.

4. He is a keen advocate of economic development, particularly the retail sector, and has been actively involved with the Business Associations in his ward. He has been a member of many community focussed organisations including EcoMatters Trust, Tagout Trust and the Waikumete Cemetery Advisory Group.

5. The board wish him all the best for his future endeavours and thank him for his hard work and contribution to the board and the community he serves.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) acknowledge member Derek Battersby for his long service in local government and to the communities he has served over the past four decades as a councillor with New Lynn Borough Council, Waitākere City Council and local board member with Auckland Council.

b) thank member Derek Battersby for his hard work and contribution to the local board over the past three terms. and wish him all the best for his future endeavours.

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

8.1 Deputation: Ruāumoko Marae opening - Kelston Deaf Education Centre

Te take mō te pūrongo

Purpose of the report

1. To receive a deputation from the Kelson Deaf Education Centre.

Whakarāpopototanga matua

Executive summary

2. Tanesha Sleeman, Chetna Badhan, Hozua Lopez and Rikihana Himiona-Turner from the Kelston Deaf Education Centre will be in attendance to thank the local board for their support and update the board on the opening of Ruāumoko Marae.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) receive the deputation from Tanesha Sleeman, Chetna Badhan, Hozua Lopez and Rikihana Himiona-Turner of the Kelston Deaf Education Centre and thank them for their presentation.

Attachments

a Deputation - Raumkoko presentation........................................................... 147

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 ⇩	Report on the Chair’s attendance at Local Government NZ Conference – Wellington, 7-9 July 2019	13

Whau Local Board

25 September 2019

Auckland Transport update report for the Whau Local Board - September 2019

File No.: CP2019/17497

Te take mō te pūrongo

Purpose of the report

1. To respond to requests on transport-related matters, provide an update on the current status of the Local Board Transport Capital Fund (LBTCF), provide a summary of consultation material sent to the board and provide transport related information on matters of specific application and interest to the Whau Local Board and its community.

Whakarāpopototanga matua

Executive summary

2. In particular, this report:

· provides updates on the Local Board Transport Fund projects in the Whau Local Board Area.

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

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) receive Auckland Transport’s update for September 2019.

Horopaki

Context

3. This report updates the board on Auckland Transport (AT) projects and operations in the local board area, it updates the board on their advocacy and consultations, and includes information on the status of the Local Board Transport Capital Fund.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

· be safe

· not impede network efficiency

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

6. The Whau Local Board has allocated all their funding available.

Whau Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$5,160,346
Amount committed to date on projects approved for design and/or construction	$5,160,346
Remaining Budget left	$0

Avondale Streetscape Project Update

7. An external project manager has recently been engaged to manage this project on behalf of Auckland Transport

8. Auckland Transport met with the local board about the current phase of work on Wednesday, 18 September. The next phase will be reported back to the Local board in the new term.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

9. The impact of information (or decisions) in this report are confined to AT and do not impact on other parts of the council group.

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

Local impacts and local board views

Cars In Cliff View Drive – Parking Issues

10. Further advice is being sought on this issue and Auckland Transport will either give a verbal update or table a written response at the meeting.

Auckland Transport’s Traffic Control Committee (TCC) report

11. Decisions of the TCC during the month of July 2019 affecting the Whau Local Board area are listed below:

Date

Street (Suburb)

Type of Report

Nature of Restriction

Decision

1-July-19

Bolton Street, Blockhouse Bay

Permanent Traffic and Parking changes Combined

CARRIED

1-July-19

Rathlin Street, Exminster Street,

Permanent Traffic and Parking changes Combined

No Stopping At All Times, Footpath, Traffic Island, Flush Median, Roundabout, “Slow” marking, Road Hump

CARRIED

New Lynn to Avondale Shared Use Path Timeline Update

12. Tendering and Award milestones:

· 05 April 2019: Tender released for construction of all stages

· 15 May 2019: Tender close

· June 2019: Tender awarded.

13. Consent milestones:

· 15 March 2019 lodged Resource Consents for Stage 3;

· 05 May 2019: Planned lodgment of Resource Consents for Stage 1

· TBC: Planned lodgment Resource Consents for Stages 2a and 2b.

14. Work on the project is expected to start in October 2019

Wolverton Street Culvert Project Update

15. The Wolverton Street culvert project main works are now expected to begin in November. The project team is reviewing construction methodologies to ensure the least impact on the road network.

16. The current construction plan is: (However, this could change):

Culvert 1- November 2019- March 2021:

· The new culvert is a top down bridge construction (box culvert) consisting of bored piles and concrete slab. This will be constructed in stages, with a partial closures of the road. Works will be completed over a 12 month period, at which point the road will be back in operation, before moving to complete the stream works.

17. Culvert 2- November 2019- September 2020:

· After conducting further investigation, it was determined that a tunnel boring machine is not suitable at this site. The decision has been made to construct a box culvert as is being used at Culvert 1. The construction timeline is still to be finalised.

· The new culvert will be 6m(w) x 4m(h), sized to carry the storm event flows modelled by Healthy Waters and the preservation of the lifeline’s corridor.

18. Traffic management plan:

· The road will be widened at Culvert 1 to accommodate a 3 lane temporary tidal flow traffic setup

· Tidal flow arrangement - starts November 2019 for 12 months

· The tidal flow system will see two lanes used for peak traffic flows and a single in the opposite direction. The tidal flow refers to the AM and PM changeover to always have two lanes of traffic flowing in the peak direction.

19. We intend to use a Bluetooth system to provide estimated journey time (EJT). The system will use mobile phone data to calculate an EJT between Clark Street and Maioro Street and this can be communicated to road users via VMS boards.

20. More information about the project and how the tidal flow traffic setup will work will be provided before the commencement of work.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

22. The impact of information in this report is confined to Auckland Transport and does not impact on other parts of the Council group. Any engagement with other parts of the Council group will be carried out on an individual project basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

24. The forward works programme in the Whau Local Board area could change from the advice provided here if circumstances change.

25. Auckland Transport has risk management strategies in place for the transport projects undertaken in the local board area.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Owena Schuster – Elected Member Relationship Manager (West)

Authorisers

Jonathan Anyon – Elected Member Relationship Team Manger

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

25 September 2019

Barron Green Park Improvements - additional LDI Capex required

File No.: CP2019/15419

Te take mō te pūrongo

Purpose of the report

1. To seek approval for additional Locally Driven Initiative (LDI) Capex funding to undertake all identified park improvements at Barron Green, Green Bay.

Whakarāpopototanga matua

Executive summary

2. Barron Green has been identified in the ‘Green Bay Parks Activation Plan’ dated July 2018 for improvements to the park.

3. The local board allocated Locally Driven Initiative (LDI) Capex funding of $44,750 for design and delivery of this work.

4. During the investigation and design phase staff identified additional work that could be undertaken at Barron Green that would deliver a more comprehensive improvement. The additional work identified would require an additional $28,780 to be allocated to the project.

5. Staff seek approval for the allocation of an additional $28,780 LDI Capex to complete all park improvements at Barron Green.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) approve a change to the Community Facilities Work Programme 2019 – 2022 project ‘Barron Green – upgrade park amenities’ (SharePoint ID 2628) to increase the project budget from $10,000 to $38,780, an increase of $28,780 to be funded from Locally Driven Initiative Capex.

Horopaki

Context

6. In March 2019, the Whau Local Board adopted the ‘Green Bay Parks Activation’ plan. The plan identified a range of opportunities to undertake minor development at Barron Green.

7. The 2019 – 2022 Community Facilities work programme includes three projects at Barron Green with a combined value of $44,750. These projects are funded through the local boards Locally Driven Initiative (LDI) Capex funding. Table 1 below summarises the three currently approved projects at Barron Green.

Table 1

Resolution Number	Activity Name	Activity Description	Budget Allocation
(2018/2019) WH/2018/82	Barron Green Domain - stage 2 stage design and consent	Progress the design and consent stage. Prioritised physical works will require further funding to progress in FY19 - FY20.	$25,000
(2019/2020) WH/2019/81	Barron Green - improve park plantings	Undertake planting in existing boundary planting areas.	$9,750
(2019/2020) WH/2019/81	Barron Green - upgrade park amenities	Undertake amenity improvements including upgraded signage and furniture.	$10,000
Total			$44,750

Tātaritanga me ngā tohutohu

Analysis and advice

8. Staff have completed the investigation and design phase for all parts of the projects. This has identified the need to upgrade park furniture and signage, upgrade garden beds and footpaths.

9. The proposed work will provide a higher level of service than currently provided with additional park furniture, a broader range of plants in the gardens and upgraded footpath paths.

10. A cost estimate of $65,000 has been received to complete all the identified park improvement work. This exceeds the balance remaining from currently allocated budget for the three Barron Green projects by $28,780.

11. Additional budget allocation of $28,780 is required to complete all the identified park improvement work.

12. Table 2 below summarises the current budget allocation, costs to date, and budget requirements to complete additional works.

Table 2

Description	Budget
Combined Barron Green project current budget	$44,750
LESS spend to date for investigation and design	$8,530
BALANCE of combined project budget currently available	$36,220
Estimated cost for completing all identified works	$65,000
Additional budget required to complete all identified works	$28,780

Options Analysis

13. The local board have resolved to proceed with the project in their Community Facilities 2019 – 2022 work programme therefore staff have not considered further an option of undertaking no work at Barron Green.

Two options are considered:

· Option 1 - Reduce scope to meet currently allocated budget
Continue the project utilising the current allocation of budget and undertake work within this constraint. Staff recommend removing the garden bed upgrade from the proposed work schedule if this option is selected.

· Option 2 - Complete all works
Undertake all the proposed upgrade work at the park following formal approval of the allocation of additional LDI Capex funding.

14. Staff recommend Option 2 because it best delivers the intent of the adopted ‘Green Bay Park Activation Plan’ and provides increased amenity at Barron Green for park users.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. The project to make improvements to Barron Green has been undertaken in collaboration with Community Services staff.

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

Local impacts and local board views

16. The recommendation to undertake all park improvements at Barron Green will benefit park users by providing a pleasing open space environment.

17. The Whau Local Board support development of parks in the Green Bay area, adopting the Green Bay Parks Activation Plan dated July 2018 at their business meeting on 27 March 2019. A concept plan for the upgrade of Barron Green is included in the plan. This concept plan is the basis of the final design for improvements at the park.

Tauākī whakaaweawe Māori

Māori impact statement

18. The project to upgrade Barron Green will benefit the local community including its Māori residents.

Ngā ritenga ā-pūtea

Financial implications

19. Whau Local Board currently have unallocated LDI Capex of $398,000 that can be allocated towards the shortfall in this project.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

20. No risks have been identified which will affect the delivery of this project.

Ngā koringa ā-muri

Next steps

21. Following approval of the additional required LDI Capex budget, physical work for park improvements at Barron Green will begin.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Amendment to Community Facilities work programme FY19-22	23

Ngā kaihaina

Signatories

Authors

Helen Biffin - Work Programme Lead

Authorisers

Rod Sheridan - General Manager Community Facilities

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

25 September 2019

Grant of new community lease to The Whau River Catchment Trust, 31-35 Terry Street, Blockhouse Bay

File No.: CP2019/15887

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease to The Whau River Catchment Trust for the council-owned former parks depot building located on Blockhouse Bay Recreation Reserve, 31-35 Terry Street, Blockhouse Bay.

Whakarāpopototanga matua

Executive summary

2. An expression of interest process was undertaken to lease the council-owned former park depot building located on Blockhouse Bay Recreation Reserve.

3. At its business meeting of 24 April 2019, the Whau Local Board approved the public notification of its intention to grant a new community lease to The Whau River Catchment Trust.

4. Council staff have publicly notified and engaged with iwi groups on Auckland Council’s intention to grant the proposed new community lease. All statutory requirements have now been satisfied.

5. The Auckland Council Community Occupancy Guidelines 2012 recommends a lease term of one year with a further one year right of renewal, for newly established community groups for leases over council-owned buildings and land.

6. This report recommends that the Whau Local Board grant a new community lease to The Whau River Catchment Trust for the council-owned former parks depot building located on Blockhouse Bay Recreation Reserve.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) grant The Whau River Catchment Trust a new community lease issued under the Local Government Act 2002 for the Auckland Council owned former parks depot building located on part of Blockhouse Bay Recreation Reserve, 31-35 Terry Street, Blockhouse Bay, described as Part Lot 1 on Deposited Plan 84147 (Attachment A – site plan) subject to the following terms and conditions:

i) term - one year commencing 1 November 2019 with one right of renewal of one year;

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

iii) maintenance fee - $500 plus GST per annum;

b) all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012 and the Local Government Act 2002.

Horopaki

Context

7. This report considers the leasing of the council-owned former parks depot building located on Blockhouse Bay Recreation Reserve, 31-35 Terry Street, Blockhouse Bay.

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

Tātaritanga me ngā tohutohu

Analysis and advice

The Facility

9. Located on Blockhouse Bay Recreation Reserve and in front of the Blockhouse Bay Tennis Club is the Auckland Council owned former parks depot building.

10. The building is approximately 114m² in area and comprises garaging, a small meeting area, kitchenette and bathroom facilities. Located on the eastern exterior wall of the building and included in the proposal to lease is an approximately 4m² solid concrete bunker that was used to store hazardous materials.

11. The local Girl Guides have been using a small portion of the building for storage of camping gear on an informal basis for approximately 20 years.

12. The building is basic and lends itself to storage of outdoor equipment including a vehicle rather than a space to run programmes from.

13. Maintenance, to bring the building up to a leasing standard has been undertaken.

The land

14. The former parks depot building is located on Part Lot 1 on Deposited Plan 84147 of Blockhouse Bay Recreation Reserve, 31-35 Terry Street, Blockhouse Bay. Lot 1 is held in fee simple by Auckland Council under the Local Government Act 2002.

Intention to grant a lease

15. At its business meeting of 24 April 2019, the Whau Local Board approved the public notification of Auckland Council’s intention to grant The Whau River Catchment Trust a new community lease under the Local Government Act 2002 subject to public notification, resolution number WH/2019/46.

Public notification and iwi engagement

16. In accordance with section 138 of the Local Government Act 2002 any lease or licence for a term more than six months must be publicly notified. Similarly, engagement with mana whenua identified as having an interest in land in the Whau Local Board area was required under Section 81 of the Act.

17. The public notification process involved the publishing of an advertisement about the lease proposal. The advertisement was published in the Western and Central Leaders on 9 May 2019 and on the Auckland Council website. Public were invited to make submissions and or objections and were given one calendar month to submit these and advise whether they wish to be heard. During this period, no submissions or objections were received.

The Whau River Catchment Trust

18. The Trust together with The Girl Guides Association New Zealand Incorporated, Western Area Tennis Trust and The Therapy Box have applied for a lease, however it has been agreed between those groups that the lease will be held in the name of The Whau River Catchment Trust.

19. The Trust established in 2012 is the principal environmental umbrella organisation for the Whau River catchment and is affiliated with Friends of the Whau. The two groups work together for healthier streams and rivers through community participation and kaitiaki (guardianship).

20. The Trust will use the facility for the storage of a vehicle, trailer and tools used for community volunteer events. The separate outdoor secure space will be used for a small amount of herbicides and fuel.

21. Under the Community Occupancy Guidelines 2012 groups entering into a new lease with Auckland Council require a community outcomes plan. The plan measures the group’s performance and benefits it provides to the community and is reported on annually. The Trust has a Parks Community Partnership Funding Agreement with the council. The agreement details the deliverables, key performance indicators and the reporting times on those to council. With this agreement and reporting in place a community outcomes plan is not required as it would be a duplicate of what is already in place.

Joint applicants

22. The girl guides will use a portion of the space for the storage of outdoor equipment including camping gear.

23. The Therapy Box, formed in 2015 operates New Zealand’s first and only online aged care activity library. The activity library enables therapists to hire equipment for a small fee, equipping them with the resources to run varied and interesting programs for their residents. The group plans to utilise some of the space as an office and the storage of activities.

24. Western Area Tennis Trust has been on the reserve for 61 years. The club owns it’s building and tennis courts. The club has been sharing its facility with the Whau River Catchment Trust for over 15 months despite being short on space itself. The club will utilise some of the storage space in the facility for equipment associated with the sport of tennis.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. In compiling the recommendations contained herein staff have obtained input from colleagues in Parks, Sports and Recreation, Community Development and Operational Management and Maintenance. No concerns were raised regarding the proposed lease to The Whau River Catchment Trust.

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

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

Local impacts and local board views

27. At its business meeting of 24 April 2019, the Whau Local Board approved the public notification of Auckland Council’s intention to grant The Whau River Catchment Trust a new community lease, resolution WH/2019/46.

28. The recommendations within this report support the Whau Local Board Plan 2017 outcomes:

· Great neighbourhoods with strong community connections, capacity and voices

· Enhanced natural environment

· Celebrating our creative edge in our streets, neighbourhoods and communities.

Tauākī whakaaweawe Māori

Māori impact statement

29. 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 2015-2025, the Unitary Plan and Local Board Plans.

30. Engagement was undertaken in September 2018 with 12 mana whenua identified as having an interest in land in the Whau Local Board area about the expression of interest process and proposal to lease the facility.

Engagement involved:

· a presentation at the North West Mana Whenua Forum held in Orewa

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

31. No objections were raised by the three mana whenua representatives who responded.

32. Further engagement was undertaken by email on 2 May 2019 regarding the intention to grant a new lease to The Whau River Catchment Trust and advising that the public notice would be advertised in the Western and Central Leaders.

33. There were no objections to the proposal from the two iwi groups who responded.

Ngā ritenga ā-pūtea

Financial implications

34. The costs associated with public notification and engagement with iwi about council’s intention to grant a new community lease has been borne by the Community Facilities Department.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. If the Whau Local Board resolve not to grant a new lease to the trust the council-owned building will remain vacant which in turn will have a negative impact on the desired local board outcomes.

36. Buildings that are left vacant are more susceptible to being vandalised.

Ngā koringa ā-muri

Next steps

37. Subject to the Whau Local Board granting a new community lease, council staff will work with The Whau River Catchment Trust to finalise the lease agreement.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site plan for The Whau River Catchment Trust, Blockhouse Bay Recreation Reserve, 31-35 Terry Street, Blockhouse Bay	31

Ngā kaihaina

Signatories

Authors

Donna Cooper - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

25 September 2019

Community Facilities Playspace Renewals Programme

File No.: CP2019/15420

Te take mō te pūrongo

Purpose of the report

1. To seek approval for changes to playspace renewals in the Whau Local Board area due to recently received information.

Whakarāpopototanga matua

Executive summary

2. The Whau Local Board approved playground renewals as a part of its Community Facilities work programme 2019 – 2022 in June 2019. Since this time new asset condition data and strategy documents for the Whau play provision network have highlighted priorities which differ from a current project to renew playgrounds. New park development funding which also impacts the project has been confirmed.

3. Staff recommend a change to the current work programme to ensure assets are fit for purpose for park users and reflect the highest renewal priorities based on recent information.

4. It is recommended is to remove Maui Reserve and Chalmers Reserve playground renewals from the current renewal programme and replace them with Cutler Reserve, Eastdale Reserve and Sister Rene Shadbolt Reserve.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) approve changes to the Community Facilities work programme 2019 – 2022 to amend project ‘Whau – renew play space FY19+’ (SharePoint ID 2326) to remove Maui Reserve and Chalmers Reserve and include Cutler Reserve, Eastdale Reserve and Sister Rene Shadbolt Park as shown in Attachment A to the agenda report

Horopaki

Context

5. A project to renew playgrounds in the Whau Local Board area was approved in July 2018 (WH/2018/82) as a part of the Community Facilities work programme and began at the start of the 2018/2019 financial year. The project included the following parks: Chalmers Reserve, La Rosa Garden Reserve and Maui Reserve. At this time information indicated that these playgrounds required renewal as a priority. Concept design work has been completed for the three playgrounds.

6. In July 2019 staff received the most recent asset condition data, the draft Whau Play Network Gap Analysis report and information about development project timelines which have an impact on playground assets. This new information instigated a rethink of the current playground renewal priorities.

Tātaritanga me ngā tohutohu

Analysis and advice

7. Staff have considered recently received information regarding the asset condition of playgrounds, gaps in play provision and timelines of key facility and park development projects which affect the Whau playground network. This information prompted a review of the list of parks included in the approved project ‘Whau – renew play space FY19+’.

8. The table below outlines the investigation:

Parks/reserves	Recommended renewal timeline	Discussion and recommendation
Chalmers Reserve	FY2019/2020, FY2020/2021 & FY2021/2022	Asset condition data recommends this playground for renewal in one to five years, making it a high priority. The draft Whau Play Gap Analysis report recommends the playground for development considering the expected residential growth of the area and the position of the park and access to it. Playground renewal must align with Auckland Transport’s project to construct a cycleway from New Lynn to Avondale which will travel through the park. The playground is to be moved as a part of this project and Auckland Transport have agreed to contribute the estimated cost of the playground renewal when it is rebuilt. This work is estimated to be undertaken in FY2020/2021. Recommendation: remove the Chalmers Reserve playground renewal from the current project and undertake the work as a part of the proposed park development project utilising the Auckland Transport contribution.
Cutler Reserve	FY2019/2020 & FY2020/2021	Asset condition data recommends renewal of this playground in one to three years, making it a high priority. The draft Whau Play Network Gap Analysis report recommends a minor playground upgrade at the time of renewal. *Recommendation: bring the Cutler Reserve playground renewal into the current playground renewal project.*
Eastdale Reserve	FY2019/2020 & FY2020/2021	Asset condition data recommends this playground for renewal in one to three years, making it a high priority. *Recommendation: bring Eastdale Reseve playground into the current playground renewal project.*
La Rosa Garden Reserve	FY2018/2019 & FY2019/2020	Asset condition data recommends this playground for renewal in one to three years, making it a high priority. *Recommendation: complete the La Rosa Garden Reserve playground renewal under the current project.*
Maui Reserve	FY2022/2023	Asset condition data recommends this playground for renewal in three to five years, making it a medium priority. *Recommendation: remove the Maui Reserve playground renewal from the current project and push it to an outer year.*
Sister Rene Shadbolt Park	FY2019/2020 & FY2020/2021	Asset condition data recommends this playground for renewal in one to three years, making it a high priority. The draft Whau Play Network Gap Analysis report recommends the playground for a minor upgrade at the time of renewal. *Recommendation: bring the Sister Rene Shadbolt Park playground renewal into the current playground renewal project.*

Options Analysis

9. The following options are available:

a) Option one: Do nothing and make no change to the current project.

Delivery of projects will continue as originally planned. Playgrounds listed in the table above which are recommended as a high priority will be included in Community Facilities work programme in future years.

b) Option two: Make the recommended changes to the current project to renew playgrounds at Cutler Reserve, Eastdale Reserve, La Rosa Garden Reserve and Sister Rene Shadbolt Park.

Playground renewals recommended as a medium priority will be included in the Community Facilities work programme in future years or as a part of a park development project.

10. Option two: is the recommended option because this option responds to recently received asset condition data, considers the draft Whau Play Network Gap Analysis and local board priorities for future development of parks such as the project to develop parks in the New Winsdor area approved in August 2019. This option supports the Whau Local Board Plan 2017, specificially the objective – “Whau has a network of great community buildings, sports fields and parks”: in Outcome 1 – well-planned towns, facilities and housing.

Project delivery

11. Concept designs have been completed for playground renewals at Chalmers Reserve, La Rosa Reserve and Maui Reserve. These designs will continue to be used for projects in the 2019/2020 financial year and in the future.

12. The Community Facilities project delivery team are resourced to deliver the recommended programme as outlined in the table above.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

13. Collaboration between Parks Services and Community Facilities staff is ongoing to determine future renewal and development programmes for Whau play spaces.

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

Local impacts and local board views

14. The recommended work programme ensures a continued level of service for local communities.

15. At a workshop held on 21 August 2019 the local board indicated their support for the recommended changes to the Community Facilities Work Programme 2019 – 2022 subject to a decision at a future business meeting.

Tauākī whakaaweawe Māori

Māori impact statement

16. This initiative has no direct impact on Māori.

Ngā ritenga ā-pūtea

Financial implications

17. Asset Based Capex Renewals funding approved for the project ‘Whau – renew play space FY19+’ has budget allocation over three financial years as shown in the table below:

Whau – renew play space FY19+ approved budget
FY2018/2019	FY2019/2020	FY2020/2021	Total
$50,000	$200,000	$200,000	$450,000

18. The proposed renewal of playgrounds at La Rosa Garden Reserve, Cutler Reserve, Eastdale Reserve and Sister Rene Shadbolt Reserve is expected to be delivered with the current approved allocation of $450,000. The draft Whau Play Network Gap Analysis recommends that play opportunity upgrades are considered for Cutler Reserve and Sister Rene Shadbolt Park at the time of renewal. This opportunity will be discussed with the local board when concept designs are completed.

19. Attachment A outlines the recommended change to the Community Facilities work programme 2019 – 2022.

20. Concept designs have been completed for playground renewals at Chalmers Reserve, La Rosa Reserve and Maui Reserve. These designs will continue to be used for projects in the 2019/2020 financial year and in the future.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

21. There are no foreseen risks associated with the recommendation outlined in this report.

Ngā koringa ā-muri

Next steps

22. Following formal approval for the recommended change to the playground renewal programme, staff will continue work to deliver the project on time and within allocated budget.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Ammendment to Whau - renew play space FY19+ project	37

Ngā kaihaina

Signatories

Authors

Helen Biffin - Work Programme Lead

Authorisers

Rod Sheridan - General Manager Community Facilities

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

25 September 2019

Whau Shade and Shelter Provision Assessment 2019

File No.: CP2019/07427

Te take mō te pūrongo

Purpose of the report

1. To seek adoption of the Whau Shade/Shelter Provision Assessment 2019 (Attachment A).

Whakarāpopototanga matua

Executive summary

2. The Whau Local Board commissioned an assessment of both existing and potential future provision of shade and shelter throughout the local board area.

3. This assessment responds directly to outcomes and recommendations in the Diversity in Parks Study (2018) supporting diverse communities within the Whau Local Board area, including improving health and wellbeing, increasing knowledge and enabling social connectedness. It will also support the delivery of a well-planned network of shelter/shade facilities throughout the area.

4. The assessment will also support the prioritisation of future renewals and Locally Driven Initiatives budgets.

5. The investigation involved the mapping and analysis of current provision and opportunities for future investment. It considered provision principles (why to invest) and network opportunities (how/where to invest) as well as design principles.

6. From a service provision perspective, three categories emerged – shade for play spaces, shade for other recreational facilities and significant shelters.

7. Options provided are a starting point for discussion and a suggested prioritisation of investment across the network with the local board and community. These are high-level and will require further feasibility studies to fully understand individual site opportunities and constraints.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) adopt the Whau Shade/Shelter Provision Assessment 2019 ( Attachment A)

Horopaki

Context

8. The key service provision principles, fundamental to the assessment are aligned to three categories; shade for play spaces, shade for other recreational facilities and significant shelters. The guidance applies to renewals as well as new projects.

Shade for play spaces

· Encourage personal/parental responsibility for protection from Ultra Violet Radiation (UVR)

· Consider natural shade solutions

· Prioritise shade provision for passive play areas (sand or water play, toddler play areas) and caregiver seating over active play areas ( jumping/climbing equipment)

· Use of temporary shade structures in destination play spaces

· Provision of permanent or demountable shade in destination play spaces

Shade for other recreational facilities

· Encourage personal/parental responsibility for protection from UVR

· Natural shade solutions

· Prioritise shade provision for informal recreation areas that are used continuously

· Provision of temporary shade structures for community events

· Provision of permanent or demountable shade where there is a high level of use by children and adolescents (who are most at risk from UVR exposure).

Significant shelters

· Consider trialing a temporary shelter to determine the level of use and appropriateness of location prior to investing in a permanent structure

· In order to maximise use of any built shelter, ensure formal programming/booking by council and/or a community group

· As budget allows, consider smaller permanent structures for areas with a high level of use, for an average duration of use of one hour or greater, in locations where the provision of shelter from sun and rain would significantly enhance recreational use

· Work with local schools that have weatherproof covered outdoor recreation areas to facilitate shared use outside of school hours

Tātaritanga me ngā tohutohu

Analysis and advice

9. The Whau Local Board area has five existing permanent shade or shelter structures. There is a significant shelter with a stage and access to power and lighting at Olympic Park, which provides space for several families picnicking or up to about 20 people undertaking group fitness/recreation/dance activities. A smaller shelter is located at Te Kotuitanga Park, as well as a pergola structure at Manawa Wetland Reserve.

10. Two formal shade sails are found within the Whau Local Board area; one at Olympic Park over the junior play area and one at Sister Renee Shadbolt Park over a portion of the skatepark.

11. There are a number of shade or shade/shelter structures within parks in adjacent local board areas. Most of these comprise shade sails over play areas or seating/picnic/BBQ areas.

12. Large shade structures or waterproof shelters over basketball courts or other outdoor learning environments are present in some schools within adjacent areas.

13. Provision of shade and protection from UVR exposure should prioritise personal/parental responsibility first, including use of sunblock and protective clothing, and provision of natural shade from trees where feasible.

14. Natural shade for play equipment or caregiver seating/picnic tables is significantly lacking across the network and presents an opportunity to introduce more canopy trees into the area (aligning with the Urban Ngahere Strategy).

15. Natural shade should be considered wherever possible; otherwise a trial of a temporary shelter would assist in determining the level of use and the appropriateness of a particular location prior to investment in a permanent shelter.

16. Temporary or demountable built shade should be considered for new destination play spaces, particularly for passive play areas and caregiver seating.

17. Where built shade is provided, it should be targeted to facilities or areas that have a high level of use by children and adolescents, used continuously for more than one hour, and where provision of built shade would enhance recreational use.

18. Any significant permanent built shelters should be co-located in suburb parks with other existing facilities, should accommodate multiple uses, and should ideally be programmed to maximise their use.

19. Potential locations for a larger permanent shelter sufficient for up to 30 people have been identified at Blockhouse Bay Recreation Reserve, Archibald Reserve, Crum Park and Craigavon Park.

20. Subject to local board approval, the recommendations outlined in the assessment will be investigated further by the Community Facilities Investigation and Design Team, as funding becomes available.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. The Community Facilities Investigation and Design Team are aware of the assessment, and it is on a prioritised list for further investigation.

22. If recommended outcomes are agreed, staff will work together and with the local board to identify opportunities for funding as part of future Community Facilities work programmes.

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

Local impacts and local board views

23. The recommendations will help to meet outcomes two, four and six of the Whau Local Board Plan 2017 “great neighbourhoods with strong community connections, capacity and voices”, “enhanced natural environments” and “celebrating our creative edge in our streets, neighbourhoods and communities”.

24. In March 2019 an update was presented to the Whau Local Board summarising the review of existing literature and council policy, site visits across the Whau parks network, and emerging provision principles for shade and shelter.

25. In August 2019, feedback was sought from the board regarding the established provision principles and network opportunities. This enabled the document and its recommendations to be finalised (Attachment A, Page 21).

Tauākī whakaaweawe Māori

Māori impact statement

26. Mana whenua will be engaged to provide input in the design and planning stages of all future development or renewal projects.

Ngā ritenga ā-pūtea

Financial implications

27. The assessment will inform future Community Facilities work programmes, as funding becomes available. There is no funding currently allocated for investigation and design or delivery.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

28. The investigation and design phase of project delivery may identify issues that require the feasibility of the project to be reassessed. This would be facilitated by the Community Facilities Investigation and Design Team in discussion with the Whau Local Board.

Ngā koringa ā-muri

Next steps

29. If recommended outcomes are agreed, staff will work with the local board to identify possible opportunities for funding as part of future Community Facilities work programmes.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Whau Shade/Shelter Provision Assessment 2019	43

Ngā kaihaina

Signatories

Authors

Netty Richards - Parks & Places Specialist

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

1 Introduction

1.1 Project brief

The Whau Local Board has commissioned an assessment of existing and potential future provision of shade and shelter across the local board area. Provision of structures for shade and shelter within Whau parks and places is currently inconsistent, with different types of facilities interspersed across the network, installed on a project by project basis.

This provision assessment is intended to help the board to prioritise future investment in shade or shelter provision for appropriate locations within the Whau Local Board area.

This report summarises the outcomes of a network assessment of shade and shelter provision across the local board area and provides guiding principles for future investment in shelter provision. See Appendix A for Map of current provision and opportunities for future.

2 Background Information

A number of existing studies and planning documents produced by the Whau Local Board, Auckland Council and other organisations provide a rationale for, or context to this shade/shelter assessment. These are discussed below.

2.1 Whau Local Board Plan 2017

The relevant objectives and key initiatives of the 2017 plan include the following:

1. Objective – Celebrate our diverse communities and their heritages.

· Key initiative – support activities that develop our understanding and celebrate our history and our multi-cultural identities.

2. Objective – Whau has a network of great community buildings, sports fields and parks.

· Key initiative – Seek opportunities to increase and improve the open space and sports fields network, particularly in our high growth areas.

2.2 Diversity in the Whau Parks Needs Assessment

· In 2018, the Whau Local Board undertook research into how diverse cultural communities value and use local parks, with a focus on what the barriers to using parks are and what kind of one-off activities and ongoing programmes are needed so that Council can better serve these communities. Relevant to this shade/shelter provision assessment were the following comments within the report:

· The investigation identified five consistent key themes for how diverse communities value open space :

· Parks to increase diverse access and ownership of public space.

· Parks to improve health and wellbeing.

· Parks as educational spaces for food growing and sustainability.

· Parks for family and community connectedness.

· Parks as Multi-use/adaptive space.

· The investigation identified a number of actions for how we could better provide for diverse communities within parks. One of the recommended actions was investigation into the provision of covered space / shelter.

2.3 Tākaro – investing in play

Auckland Council is developing a high level plan for how it invests in play across the Auckland region. A discussion document was released in 2017 and public and stakeholder feedback on this was collated in February 2018.

The discussion document highlighted that shade over children’s play equipment can be provided artificially with permanent or seasonal structures, or naturally with trees, but that artificial shade cannot be provided at every playground. It noted that the cost of personal sun protection is low compared with the public costs of artificial shade provision. The document promoted natural shade from trees as preferable to artificial shade.

Responses to this issue during consultation on the discussion document indicated that submitters felt that shade was important for play spaces, but the reasons given were diverse. They included overheating of children and equipment, the comfort of adults, as well as protection from ultraviolet radiation (UVR) and rain. There was no consensus on how shade should be provided, with shade sails, permanent structures, and planting more trees all identified as options.

The draft Tākaro – Investing in Play plan, to be released for consultation in April 2018, is intended to include guidance to support local board decision making on investment in ancillary infrastructure for play spaces, including fencing and artificial shade.

2.4 Auckland Sport & Recreation: Strategic Action Plan 2014-2024

The Strategic Action plan does not include any specific discussion about provision of covered outdoor recreation or provision of shelter to encourage recreation. The 18 actions within the plan do, however, include the following relevant goals:

· Auckland’s diverse range of communities being more active – Encourage recreation and sport opportunities that appeal to a diverse range of communities and bring communities together, particularly new migrants, older adults and people with disabilities.

· Accessible and activity friendly environments – Develop and improve accessicility of open spaces, facilities, harbours and waterways to encourage physical activity as part of everyday life and provide for a range of safe recreation and sport uses.

· Fit-for-purpose network of facilities – Provide quality fit-for-purpose facilities at regional, sub-regional and local levels for information recreation and sport.

2.5 Auckland Design Manual – buildings, shelters and toilets

The Auckland Design Manual does not provide any specific guidance on provision of shade and shelter in parks and other public places. It does however guidance on how built shelters should be planned and constructed:

· Consider the visual impact of shelters.

· Design structures that are sensitive to the surrounding landscape, in terms of built form, scale, materiality and location.

· Consider the Impact of a shelter in terms of increased vehicular and pedestrian use and whether additional paths, vehicle access or parking are required.

· Combine or cluster structures to minimise overall visual impacts and loss of open space.

· Ensure safe and legible access.

· Ensure that structures have multiple uses where possible.

· Ensure universal accessibility.

· Direct views from shelters towards the landscape to reinforce important vistas and view shafts.

· Consider sustainable design principles.

2.6 Under Cover. Guidelines for shade planning and design (Cancer Society of New Zealand, 2000)

The Cancer Society of New Zealand has produced guidelines for shade planning and design. These aim to highlight the importance of shade in reducing exposure to solar UVR and to encourage the provision of shade that is functionally, environmentally and aesthetically sympathetic to the surrounding area.

The publication highlights the importance of providing shade at the right place, at the right time of day and at the right time of year. In the Auckland region, UVR exposure is greatest in the summer months (September to April) between 11am and 4pm, when the sun is more directly overhead. Indirect or diffuse UVR from the atmosphere (the visible sky) or reflected from smooth or light coloured surfaces (eg sand, new concrete or a light coloured wall) also contributes to UVR exposure. Protection from UVR is greatest at the centre of any natural or built shade area and decreases towards the edges where indirect UVR exposure is greater. For example an umbrella gives little protection from diffuse UVR.

Natural shade provided by trees is preferable in terms of environmental benefits, embodied energy and cost, but the effectiveness of trees in preventing UVR exposure depends on the density of foliage. Built shade can be either permanent, demountable, retractable or temporary. Often a combination of natural and built shade will provide the best solution for reducing UVR exposure and improving human comfort levels.

Key principles described for providing good quality shade include:

· Providing at least 94% protection from UVR.

· Creating an environment that is comfortable to use in both summer and winter (eg. cooling breezes in summer, protection from south-westerly winds, access to winter sun and passive heating from ground surfaces or walls).

3 Network Assessment

3.1 Whau Local Board area

The Whau Local Board area has five existing permanent shade or shelter structures as included in Auckland Council’s asset database. There is a significant shelter with a stage and access to power and lighting at Olympic Park which provides space for several families picnicking or up to about 20 people undertaking group fitness/recreation/dance activities. A smaller shelter is located at Te Kotuitanga Park, as well as a pergola structure at Manawa Wetland Reserve. Two formal shade sails are found within the Whau, one at Olympic Park over the junior play area and one at Sister Renee Shadbolt Park over a portion of the skatepark.

Photograph 1: Shade/shelter/stage structure at Olympic Park, New Lynn

Photograph 2: Shade/shelter structure at Te Kotuitanga Park, New Windsor

Photograph 3: Shade/shelter structure adjacent to the skate park at Sister Rene Shadbolt Park, New Lynn

3.2 Neighbouring local board areas & schools

There are a number of shade or shade/shelter structures within parks in adjacent local board areas. Most of these comprise shade sails over play areas or seating/picnic/BBQ areas, but there are also permanent shade/shelter structures for other activities at Monte Cecilia Park Walmsley/Underwood Park and Wahine Toa Park in Puketāpapa, in Rahui Kahika Park in Henderson-Massey and Waterview Park and Potters Park in Albert/Eden. Examples are shown in the photographs below.

Large shade structures or waterproof shelters over basketball courts or other outdoor learning environments are present in some schools within the adjacent areas. These include Three Kings School (refer Photograph 8 below), Cornwall Park School, Gladstone Primary School, Western Springs College and Maungawhau School.

Photograph 4: Shade/shelter structure at Monte Cecilia Park

Image 5: Artists impression of fale structure at Walmsley Park (Source: FilipeTohi and McCoy & Heine Architects)

Photograph 6: Fale sade/shelter structure at Waterview Park, Waterview

Photograph 7: Rotunda at Potters Park, Balmoral

Photograph 8: Shade/shelter structure at Three Kings School, Puketāpapa

4 Provision and design principles for shade & shelter

The following principles provide guidance on whether, where and how to invest in shade/shelter in Whau parks and places. The guidance applies to renewals as well as new projects. Guidance is provided separately for shade provision in play spaces and for other recreational facilities, and for shelter from sun and rain/wind, either permanently/seasonally or temporarily.

4.1 Shade for play spaces

Provision principles

Encourage personal/parental responsibility for protection from UVR, including use of hats, clothing, and sunblock, and avoidance of sun exposure during summer peak UVR exposure hours (11am to 4pm September to April)

Where possible locate new or upgraded play spaces were existing trees provide shade during summer peak UVR exposure hours

Establish new large grade trees at existing, upgraded or new play spaces that will provide shade during summer peak UVR exposure hours for play equipment and caregiver seating

Prioritse shade provision for passive play areas (eg. sand or water play, toddler play areas) and caregiver seating over active play areas (eg. jumping/climbing equipment)

Minimise reflective UVR exposure be using non-reflective textured materials in and around play spaces

Consider providing temporary built shade structures in new destination play spaces until trees mature

Consider providing permanent or demountable built shade in addition to trees at destination play spaces where families typically stay for more than one hour

4.2 Shade for other recreational facilities

Provision principles

Where possible locate new facilities such as seating, picnic areas, BBQs, skateparks, basketball half courts and interpretive signage where existing trees provide shade during summer peak UVR exposure hours

Prioritse shade provision for informal recreation areas that are used continuously for an extended period of time and/or where use would be significantly enhanced by providing shade. These may include seating and picnic areas, BBQ areas, skateparks (particularly waiting or seating areas), spectator areas at sports facilities, interpretive signage areas (more than just a single sign) and outdoor areas for active recreation or events

Where shade rather than shelter from wind or rain is required, prioritise establishment of new large grade trees that will provide shade during summer peak UVR exposure hours

Chose and locate trees so that they do not compromise thermal comfort during cooler months (ie. consider use of high canopy or deciduous trees where appropriate)

Consider providing permanent or demountable built shade in locations that have the following characteristics

· A high level of use of children and adolescents (most at risk from UVR exposure)

· An average duration of use of one hour or greater

· Provision of natural shade is not feasible

· Provision of shade would significantly enhance recreational use

Provide temporary shade structures at community events

Consider providing temporary shade structures in key locations during the months of peak UVR exposure (eg. sports fields and picnic spots)

4.3 Significant shelters

Provision principles

Consider providing permanent shelter that:

· Accommodates multiple uses (eg. perimeter or moveable seating, picnics, small events, recreational activities for up to 30 people)

· Is located in a suburb park with existing adequate car parking provision

· Is co-located with other buildings and facilities (eg. community centre, hall or swimming pool)

· Is near an existing public toilet

· Has an adjacent area suitable for audience seating if used for events

· Includes provision of water and power

· Avoids nuisance effects for park neighbours and other park users

Consider trialling a temporary shelter to determine the level of use and appropriateness of location prior to investing in a permanent structure

In order to maximise use of any built shelter, ensure formal programming/booking by Council and/or a community group

As budgets allow, consider smaller permanent shelter structures in locations that have the following characteristics:

· A high level of use

· An average duration of use of one hour or greater

· Provision of shelter from sun and rain would significantly enhance recreational use

Work with local schools that have weatherproof covered outdoor recreation area to facilitate shared use outside school hours

4.4 Design principles for permanent or demountable built shade

Design principles

Provide shade to key areas of play spaces or informal recreation facilities during summer peak UVR exposure hours (11am to 4pm September to April)

Provide a protection factor or PF15 or greater, or use a shade material that blocks at least 85% of UVR

Provide shade that extends beyond the target areas to minimise diffuse UVR exposure (could be provided by trees or climbers)

Allow sufficient warm-coloured light penetration for ambience and thermal comfort

Ensure that structures minimise adverse visual impacts and are compatible with the landscape setting

Ensure universal accessibility

Ensure safety for users in terms of physical hazards and personal safety. Aspects to consider include:

· play space fall zones

· tripping hazards

· sharp edges

· clearance heights for climbing on structures

· hiding and entrapment spaces

· passive surveillance

Minimise potential for vandalism and undesirable activities

Consider maintenance costs and overall life span

Consider sustainable design principles (eg. prioritising renewable materials and low embodied energy)

4.5 Design principles for built shelter

Design principles

Provide shade to the activity area during peak summer UVR exposure hours (11am to 4pm, September to April)

Provide shade that extends beyond the target area to minimise diffuse UVR exposure (could be provided by trees or climbers)

Provide shelter from the rain for the activity area

Provide shelter from cool south-westerly winds (could be achieved by planting or climbers) but allow cooling breezes in hotter months

Allow sufficient warm-coloured light penetration for ambience and thermal comfort

Provide a flat well-drained surface within the shelter

Ensure that structures minimise adverse visual impacts and are compatible with the landscape setting

Ensure universal accessibility

Ensure safety for users in terms of physical hazards and personal safety. Aspects to consider include:

· play space fall zones

· tripping hazards or sharp edges

· clearance heights for climbing on structures

· hiding and entrapment spaces

· passive surveillance

Minimise potential for vandalism and undesirable activities

Consider maintenance costs and overall life span

Consider sustainable design principles (eg. prioritising renewable materials and low embodied energy)

5 Network Opportunities

5.1 Play space shade

Desktop research and site visits indicate that the following play spaces are significantly lacking in natural shade for play equipment and/or for caregiver seating and picnic tables.

Play space	Shade issues	Opportunities
Ambrico Reserve	No shade, north facing	For new plantings near playground Healthy Waters project happening next summer, tree planting
Chalmers Reserve	No shade	Very close it is to Avondale and given there is a large renewal project coming up. Should use natural plantings
Brains Park	No shade	Opportunity for planting. Potentially as part of play project as per concept plans
Crum Park	Limited existing shade and will likely have more use in future	Project coming up to put in BMX, as well as renewal of playground. Should be considered for both natural and permanent shade
Craigavon Park	Has partial shade from tree cover	This is a destination space could be considered for a shade sail structure
Brydon Place Reserve	No shade	Could benefit from planting for shade
Canal Reserve	No shade	Could benefit from planting for shade
Eastdale Reserve	No shade	Renewal occurring – there is an opportunity to top up to get a natural or sail shade outcome here
Green Bay Domain	No shade	Opportunity for planting. Potentially as part of project as per concept plans
La Rosa Reserve	No shade	Renewal occurring – there is an opportunity to top up to get a natural or sail shade outcome here.
Miranda Reserve	No shade	Renewal occurring – there is an opportunity to top up to get a natural or sail shade outcome here.
Temuka Gardens	No shade	Well used, not sure how sunny it gets here. Could benefit from planting for shade
Maui Reserve	No shade	Renewal occurring – there is an opportunity to top up to get a natural or sail shade outcome here
Henry Reserve	No shade	Could benefit from planting for shade
Copely Reserve	No shade	Could benefit from planting for shade
Lawson Park	No shade	Could benefit from planting for shade
Manuka Park	No shade	Could benefit from planting for shade
Mason Park	No shade	Could benefit from planting for shade
Northall Park	No shade	Could benefit from planting for shade
Shipton Reserve	No shade	Could benefit from planting for shade
Patts Reserve	No shade	Could benefit from planting for shade
Kelman Square	No shade	Could benefit from planting for shade
Hinau Reserve	No shade	Could benefit from planting for shade
Avondale Central Reserve	No shade	Low priority
Dicky	No shade	Not a large demand

5.2 Permanent shelter

Potential locations for a larger permanent shelter sufficient for up to 30 people within the Whau based on the provision principles are at Blockhouse Bay Recreation Reserve, Archibald Reserve.

Play space	Shade issues	Opportunities
BB Rec Reserve	Though there is shade with trees. The concrete volleyball courts off Terry St are not used for their purpose any more.	Instead theyre used by a number of diverse community groups - for social recreation, including dancing and tai chi. These groups have been requesting a large shelter to enable all weather activity. There is enough space, as well as supporting infrastructure, and no large shelters nearby. There is a new volleyball court nearby at Valonia Reserve
Archibald	No Shade in new playground area	Would be a good opportunity to provide some form of shade for the users of the new playground as large grade trees are not allowed since this is a landfill. Community particularly wanted to see something that could be used as a stage - in order to showcase the unique talents of Kelston! The benefit to a shelter here would be providing shelter for picnics, kai and socialising with the whole whanau. This again was a key goal with the play development, that it was for the whole family to stay a significant amount of time due to how far it was located from the playground and ties in to the theme of transport - given this was a key stop over for waka on the portage.
Crum Park and Craigavon		More appropriate for smaller shelter installations similar to Te Kotuitanga Park

5.3 Temporary shade/shelter

Should the local board decide to invest in a temporary shade/shelter structure, it is recommended that various locations for this structure be trialled to determine the level of use. It is also recommended that community programming (eg. Out and About programme, ACE programming or equivalent) of any temporary structure be undertaken to increase its use.

6 Conclusions

1. Provision of shade and protection from UVR exposure should prioritise personal/parental responsibility first, including use of sunblock and protective clothing, and provision of natural shade from trees where feasible.

2. Natural shade for play equipment or caregiver seating/picnic tables is significantly lacking across the network and presents an opportunity to introduce more canopy trees into Whau (aligning with the Urban Ngahere Strategy).

3. Natural shade should be considered wherever possible, otherwise a trial of a temporary shelter would assist in determining the level of use and the appropriateness of a particular location prior to investment in a permanent shelter.

4. Temporary or demountable built shade should be considered for new destination play spaces, particularly for passive play areas and caregiver seating.

5. Where built shade is recommended, it should be targeted to facilities or areas that have a high level of use by children and adolescents, used continuously for more than one hour, and where provision of built shade would enhance recreational use.

6. Any significant permanent built shelters should be co-located in suburb parks with other existing facilities, should accommodate multiple uses, and should ideally be programmed to maximise their use.

7. Potential locations for a larger permanent shelter sufficient for up to 30 people have been identified at Blockhouse Bay Recreation Reserve, Archibald Reserve, Crum Park and Craigavon Park.

8. Subject to local board approval, the recommendations outlined in the assessment will be investigated further by the Community Facilities Investigation and Design Team, as funding becomes available.

7 Bibliography

Auckland Council. Whau Local Board Plan 2017.

Auckland Council. Tākaro – Investing in Play. Discussion Document 2017.

Auckland Council. Auckland Sport & Recreation. Strategic Action Plan 2014-2024. Plan refreshed 2017.

Auckland Council. Tākaro – Investing in Play. Analysis of consultation feedback. February 2018. http://infocouncil.aucklandcouncil.govt.nz/Open/2018/02/ENV_20180220_AGN_6836_AT_files/ENV_20180220_AGN_6836_AT_Attachment_58786_1.PDF

Buller, DB et al. Shade Sails and Passive Recreation in Public Parks of Melbourne and Denver: A Randomized Intervention. American Journal of Public Health, Vol 107, No. 12, December 2017.

Greenwood JS, Soulous GP, Thomas ND (2000). Under cover: Guidelines for shade planning and design. NSW Cancer Council and NSW Health Department Sydney. Adapted for New Zealand use by the Cancer Society of New Zealand.

Mackay, Christina (2016). Built sunshade in New Zealand Public Spaces – six case studies. Health Promotion Agency New Zealand.

Point Research (2018). Research on activating parks for diverse communities in Puketāpapa.

Ethnic Peoples Plan 2019

Appendix A

Map of existing shelter and recomended provision

Appendix B

Examples of permenant, demountable and temporary shade

Whau Local Board

25 September 2019

Panuku Development Auckland Local Board six-monthly update: 1 February to 31 July 2019

File No.: CP2019/12572

Te take mō te pūrongo

Purpose of the report

1. To update the Whau Local Board on Panuku Development Auckland (Panuku) activities within the local board area and the region for the six months from 1 February to 31 July 2019.

Whakarāpopototanga matua

Executive summary

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

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

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

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

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

3. Panuku currently manages commercial and residential interests in the Whau Local Board area.

4. There has been ongoing dialogue with the Crown (Kāinga Ora) about how we can best work together to achieve quality town centre regeneration in Avondale.

5. One property is currently under review as part of our rationalisation process.

6. One property was sold in the Whau Local Board area at 37 New Windsor Road in June 2019.

7. Panuku leads a multi-year redevelopment programme of the council’s Housing for Older People (HfOP) portfolio (Haumaru). There are six HfOP villages in the Whau Local Board area.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) receive the Panuku Development Auckland Local Board update for 1 February to 31 July 2019.

Horopaki

Context

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

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

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

11. Panuku manages around $3 billion of council’s non-service property portfolio, which is continuously reviewed to find smart ways to generate income for the region, grow the portfolio, or release land or property that can be better used by others.

12. As part of the Annual Budget 2019 consultation the council consulted on the transfer of Waterfront assets owned by Panuku to council ownership. A decision was made in June 2019 to transfer the legal ownership of all Waterfront assets from Panuku to Auckland Council. The assets comprise wharves, parks, marinas, land and buildings along the Auckland Waterfront. Panuku will continue to manage these assets on behalf of Auckland Council.

Tātaritanga me ngā tohutohu

Analysis and advice

Ngā Mahi ā-Hapori / Local Activities

Development

13. Unlock Avondale- Panuku are currently in the process of acquiring under the Public Works Act the four properties required for the preferred location of the new multi-purpose facility.

14. Panuku are leading the planned streetscape upgrade for Crayford Street West. There has been a delay with the starting of work due to a need to resolve various aspects of the design with our partners including Vector. We are now seeking to underground the powerlines as part of the project. Works are scheduled to be completed by June 2020.

15. There has been ongoing dialogue with the Crown (Kāinga Ora) about how we can best work together to achieve quality town centre regeneration in Avondale. These discussions are progressing well.

16. The sale of the Avondale Central site (Bai site) currently remains on hold pending the outcome of more detailed design analysis and discussions with the Crown.

17. 10 Ambrico Place, New Lynn is a support site that was cleared for sale in February 2016. Resource Consent has been obtained for a 10-home residential development – a mix of four three and two-bedroom homes. The sale of the site is on hold, subject to Healthy Waters completing works in the wider area, until July 2020.

18. New Lynn Town Centre – Panuku are working with our development partner to agree a residential / mixed use proposal for both sites, whilst retaining the façade of the heritage OAG’s building located on the site. These discussions are progressing slowly, with options being reviewed for a build to rent product.

19. 83B Godley Road – The property was sold to the neighbouring property owner to facilitate a 13-lot residential subdivision. Civil works are completed, with planned completion of the residential dwellings by 2022.

Properties managed in the Whau Local Board Area

20. Panuku currently manages 38 commercial and 3 residential interests within the local board area.

Portfolio strategy

Optimisation

21. The 2018-2028 10-Year Budget (long term plan) reflects a desire of council to materially reduce or slow down expenditure and unlock value from assets no longer required, or which are sub-optimal for service purposes. In response to this, ACPL developed a new method of dealing with service property called ‘optimisation’, prior to the establishment of Panuku.

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

23. Using optimisation as a redevelopment and funding tool, the Local Board can maximise efficiencies from service assets while maintaining levels of service through the release of some or all the properties for sale or development.

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

25. One service property in the Whau Local Board area has been approved for optimisation.

Property

Details

37 New Windsor Road, Avondale (Arthur Currey Reserve)

The residential dwelling occupying approximately 1055m² of the site is included in the optimisation programme.

The remainder of Arthur Currey Reserve will remain as open space. The entire site is encumbered by a historic heritage overlay and listed as a category B historic heritage place.

The optimisation process commenced in July 2017 with support from council departments and the board.

Disposal of the residential dwelling portion of the site was approved by the Finance and Performance Committee on 27 February 2018.

Under the optimisation policy the proceeds will be reinvested towards eligible Whau Local Board area projects.

The long standing residential tenant has been relocated to another Auckland Council owned property.

In June 2019 the 1055m² residential portion of the site was sold with the heritage listing intact.

Portfolio review and rationalisation

Overview

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

Performance

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

28. Target for July 2018 to June 2019:

Unit

Target

Achieved

Portfolio review

$30 million disposal recommendations

$30.38 million achieved by 30 June 2019.

This figure includes properties recommended for sale as part of ‘Unlock’ Pukekohe.

29. Target for July 2019 to June 2021 Target

Unit	Target
Portfolio Review	$45m disposal recommendations over two years.

Process

30. Once identified as potentially no longer required for council service purposes, a property is taken through a multi-stage rationalisation process. The agreed process includes engagement with council departments and CCOs, the local board and Mana Whenua. This is followed by Panuku Board approval, engagement with the local ward councillor(s) and the Independent Māori Statutory Board and finally a governing body decision

Under review

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

Property

Details

13 Crown Lynn Place, New Lynn

Acquired in 2010 by the former Waitakere City Council for open space purposes.

The rationalisation process for this site commenced in June 2017.

Council’s Healthy Waters department is investigating possible service use requirements for the site for stormwater infrastructure.

Further Panuku engagement with the board is planned once alternate service use investigations are complete.

Acquisitions and disposals

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

Acquisitions

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

34. Panuku has purchased 4 properties for open space across Auckland during the 1 Feb – 31 July period at a cost of $8.4 million and bought one property for stormwater use at a value of $1,416,000.

35. No properties were purchased in the Whau Local Board area during the reporting period.

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

Disposals

37. In the period between 1 February – 31 July, the Panuku disposals team entered into seven sale and purchase agreements, with an estimated value of $3.21 million of unconditional net sales proceeds.

38. As part of the Northern Corridor Improvements, Auckland Council has agreed to transfer various parcels of land to NZTA to facilitate the works. The compensation amount totals $6.5 million, of which $1.554 million is advance compensation for required land at Rook Reserve with the final compensation amount still to be agreed.

39. The Panuku 2019/20 disposals target is $24 million for the year. The disposals target is agreed with the council and is reviewed on an annual basis.

40. One property has been sold in the Whau Local Board area during the reporting period.

Housing for Older People

41. The council owns 1412 units located in 62 villages across Auckland, which provide rental housing to low income older people in Auckland.

42. The Housing for Older People (HfOP) project involved the council partnering with a third-party organisation, The Selwyn Foundation, to deliver social rental housing services for older people across Auckland.

43. The joint venture business, named Haumaru Housing, took over the tenancy, facilities and asset management of the portfolio, under a long-term lease arrangement from 1 July 2017.

44. Haumaru Housing was granted community housing provider (CHP) status in April 2017. Having CHP registration enables Haumaru to access the government’s Income Related Rent Subsidy (IRRS) scheme.

45. Auckland Council has delegated Panuku to lead a new multi-year residential development programme.

46. The first new development project is a 40-unit apartment building on the former Wilsher Village site on 33 Henderson Valley Road, Henderson. Once completed in late-2019, this development will increase the council’s portfolio to 1452 units.

47. The following HfOP villages are located within the Whau Local Board area:

Village	Address	Number of units
Karaka Village East	10 Karaka Street, New Lynn	8
Godley Court	73 Godley Road, Green Bay	29
Karaka Village West	19 Karaka Street, New Lynn	14
Harmony Village	44 West Coast Road, Glen Eden	40
Hutchinson Village	6 Hutchinson Avenue, New Lynn	16
Tane Village	4 Tane Street, New Lynn	6

48. 81A Godley Road, Green Bay – Panuku have identified an opportunity to redevelop the vacant land to provide 40 new homes for older people to increase the supply of quality units in the Housing for Older People portfolio. The concept scheme was presented to the local board on 19 September 2018 and received positive support. Joint investigation with Haumaru Housing is being progressed in FY20 to assess development feasibility and outcomes will be presented to the local board when completed.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

49. The proposed decision has no impacts on the council group. The views of the council group are incorporated on a project by project basis.

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

Local impacts and local board views

50. The proposed decision of receiving this report has no impacts. Any local or sub-regional impacts related to local activities are considered on a project by project basis.

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

Tauākī whakaaweawe Māori

Māori impact statement

52. The proposed decision of receiving the report has no significant impacts on Māori.

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

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

57. The next 6-monthly update is scheduled for March 2020

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Anna Berthiaume - Engagement coordinator

Authorisers

Lisa Gooding - Senior Engagement Advisor

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

25 September 2019

Referred from the Governing Body: Freedom Camping in Vehicles Bylaw

File No.: CP2019/16521

Te take mō te pūrongo

Purpose of the report

1. To note the resolution of the Governing Body and consider giving feedback to the Chief Executive before 30 September 2019.

Whakarāpopototanga matua

Executive summary

2. At its meeting on 22 August 2019, the Governing Body resolved as follows:

Resolution number GB/2019/82

MOVED by Mayor P Goff, seconded by Cr L Cooper:

That the Governing Body:

a) receive the Freedom Camping Hearings Panel recommendations

b) defer any decision on a Freedom Camping in Vehicles bylaw pending advice from officers on the content of a new Statement of Proposal for a bylaw, and further information on a possible review of the Freedom Camping Act 2011

c) agree to alter part of previous resolution GB/2015/112 passed at the Governing Body meeting on 29 October 2015

from:

“a) confirm the following legacy bylaws, or residual parts, in accordance with section 63(3) of the Local Government (Auckland Transitional Provisions) Act 2010 until 31 October 2020, at which time these bylaws, or residual parts, will be automatically revoked …”

to:

“a) confirm the legacy bylaws in i., or residual parts, in accordance with section 63(3) of the Local Government (Auckland Transitional Provisions) Act 2010, until a new bylaw made under the Freedom Camping Act 2011 comes into force at which time these bylaws or residual parts will be automatically revoked; and confirm the legacy bylaws in subparagraphs ii. to v. or residual parts, in accordance with section 63(3) of the Local Government (Auckland Transitional Provisions) Act 2010 until 31 October 2020, at which time these bylaws, or residual parts, will be automatically revoked…”

d) direct officers to provide the Regulatory Committee (or its equivalent) and Governing Body with advice on the following potential elements of a future Statement of Proposal:

i) proposed prohibitions in the following areas:

A) all areas the Freedom Camping Hearings Panel recommended should be prohibited

B) the 61 sites proposed in public submissions for inclusion as prohibited areas, which were not specified in the original Statement of Proposal but are identified in Attachment E of the Hearings Panel Report

C) all Reserves in residential areas that are Reserves held under the Reserves Act 1977

ii) restricted freedom camping in the seven sites proposed in public submissions for inclusion as restricted freedom camping areas, which were not specified in the original Statement of Proposal but are identified in Attachment E of the Hearings Panel Report

iii) restricted or prohibited freedom camping in two sites proposed in public submissions, which were not specified in the original Statement of Proposal but are identified in Attachment E of the Hearings Panel Report

iv) a General Rule that regulates freedom camping outside restricted and prohibited areas not listed in the proposed bylaw, which includes provision for:

A) a prohibition of all freedom camping in vehicles parked directly outside residential homes (unless the resident has granted permission for the vehicle to be parked outside their home)

B) a prohibition of all freedom camping in vehicles parked directly outside commercial premises, educational facilities, healthcare facilities, playgrounds, and swimming pools

C) a maximum number of nights stay at any specific site

D) the same enforcement approach in relation to homelessness as set out in the original Statement of Proposal, which aims to offer compassionate support for people with social needs

v) any other specific proposal for possible inclusion in a Statement of Proposal that is communicated to the Chief Executive by a councillor or Local Board before 30 September 2019

e) note that following decisions on the advice on the matters in recommendation d) above, council officers will be directed to develop a new Statement of Proposal for the Freedom Camping in Vehicles Bylaw for consideration by the Regulatory Committee (or its equivalent) and the Governing Body, following consultation with Local Boards”.

3. The Governing Body considered the following at its meeting on 22 August 2019:

a) Item 9 – Implementing the next steps for the Freedom Camping in Vehicles Bylaw (Hearings Panel Report).

b) Item 10 – Chair’s Report on Freedom Camping in Vehicles Bylaw.

4. The attachments to this report show sites that are already in scope for the next phase of work. Attachment A provides a list of areas included in the previous statement of proposal and Attachment B provides a list of the 70 additional areas raised by submitters during the previous consultation.

5. This is an opportunity to provide further input on proposed sites which have not already been included within the scope of the next phase and which meet statutory requirements for inclusion in the Freedom Camping in Vehicles Bylaw.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) note the resolution of the Governing Body with regards to the Freedom Camping in Vehicles Bylaw.

b) forward any other specific proposal for possible inclusion in a Statement of Proposal to the Chief Executive before 30 September 2019.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Freedom Camping in Vehicles – Managing freedom camping in Auckland (Statement of Proposal)	83
b ⇩	Areas proposed by submitters during public consultation and not included within the statement of proposal (Attachment E of the Hearings Panel Report)	125

Ngā kaihaina

Signatories

Authors

Michael Sinclair - Manager Social Policy and Bylaws

Authorisers

Kataraina Maki - GM - Community & Social Policy

Louise Mason - GM Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

25 September 2019

Temporary arrangements for urgent decisions and staff delegations during the election period

File No.: CP2019/16516

Te take mō te pūrongo

Purpose of the report

1. To seek approval for temporary arrangements during the election period for:

· urgent decisions

· decisions made by staff under delegated authority from the local board that require consultation with local board members under delegation protocols.

Whakarāpopototanga matua

Executive summary

2. Between the last local board business meeting of the current electoral term, and the first business meeting of the new term, decisions may be needed on urgent matters or routine business as usual that cannot wait until the incoming local board’s first business meeting in the new electoral term.

3. Current elected members remain in office until the new members’ term of office commences, which is the day after the declaration of election results. The declaration will be publicly notified on 21 October 2019, with the term of office of current members ending and the term of office of new members commencing on 22 October 2019. The new members cannot act as members of the local board until they have made their statutory declaration at the inaugural local board meeting.

4. As for each of the previous terms, temporary arrangements are needed for urgent decisions of the local board, and decisions made by staff under existing delegated authority.

5. All local boards have made a general delegation to the Chief Executive, subject to a requirement to comply with delegation protocols approved by the local board, which require, amongst other matters, staff to consult with local board portfolio holders on certain matters. Where there is no nominated portfolio holder, staff consult with the chair. After the election, there will be no local board portfolio holders or chairs to consult until new arrangements are made in the new term.

6. As a temporary measure, approval is sought from the local board to allow staff to continue to process business as usual decisions that cannot wait until the local board’s first business meeting, without consulting with the nominated portfolio holder or local board chair. Staff will consult with the local board chair following the inaugural meeting until new arrangements are made at the first business meeting in the term.

7. Appointments made by the local board to external bodies will cease on the date of the election. New appointments will need to be made by the local board in the new term.

Do not delete this line

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) utilise the board’s existing urgent decision-making process between the final local board business meeting and the commencement of the term of office of new local board members] OR [delegate to the chair and deputy chair the power to make, on behalf of the local board, urgent decisions that may be needed between the final local board business meeting and the commencement of the term of office of new local board members]

b) note that from the commencement of the term of office of new local board members until the inaugural meeting of the incoming local board, urgent decision-making will be undertaken by the Chief Executive under existing delegations

c) approve that staff, as a temporary measure, can make business as usual decisions under their existing delegated authority without requiring compliance with the requirement in the current delegation protocols to consult with the nominated portfolio holder (or chair where there is no portfolio holder in place), from 22 October 2019, noting that staff will consult with the chair following the inaugural meeting until new arrangements are made at the first business meeting in the new term

d) note that existing appointments by the local board to external bodies will cease at the election and new appointments will need to be made by the local board in the new term.

Horopaki

Context

8. Current elected members remain in office until the new members’ term of office commences, which is the day after the declaration of election results (Sections 115 and 116, Local Electoral Act 2001). The declaration will be publicly notified on 21 October 2019, with the term of office of current members ending and the term of office of new members commencing on 22 October 2019.

9. The new members cannot act as members of the local board until they have made their statutory declaration at the inaugural local board meeting (Clause 14, Schedule 7, Local Government Act 2002).

10. Following the last local board meeting of the current electoral term, decisions may be needed on urgent matters or routine business as usual that cannot wait until the incoming local board’s first business meeting in the new electoral term.

11. As with each of the previous electoral terms, temporary arrangements need to be made for:

· urgent decisions

· decisions made by staff under delegated authority from the local board that require consultation with local board members under delegation protocols.

Tātaritanga me ngā tohutohu

Analysis and advice

Urgent decisions

12. Between the last business meeting and the declaration of results on 21 October, current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the chair and deputy chair the power to make urgent decisions on behalf of the local board during this period.

13. The urgent decision-making process enables the board to make decisions where it is not practical to call the full board together. The Local Government Act 2002 provides for local boards to delegate to committees, sub-committees, members of the local board or Auckland Council staff, any of its responsibilities, duties and powers, with some specific exceptions. This legislation enables the urgent decision-making process.

14. All requests for an urgent decision will be supported by a memo stating the nature of the issue, reason for urgency and what decisions or resolutions are required.

15. Board members that have delegated responsibilities, for example, delegations to provide feedback on notified resource consents, notified plan changes and notices of requirement, may continue to exercise those delegations until their term of office ends on 22 October (or earlier if the delegation was specified to end earlier).

16. Between the declaration of results and the inaugural meeting, the current members are no longer in office, the new members cannot act until they give their statutory declaration, and new chairs and deputies will not be in place. During this period, urgent decisions will be made by the Chief Executive under his existing delegated authority (which includes a financial cap).

Decisions made by staff under delegated authority

17. All local boards have made a delegation to the Chief Executive. The delegation is subject to a requirement to comply with delegation protocols approved by the local board. These delegation protocols require, amongst other things, staff to consult with nominated portfolio holders on certain issues. Where there is no nominated portfolio holder, staff consult with the local board chair.

18. The most common area requiring consultation is landowner consents relating to local parks. The portfolio holder can refer the matter to the local board for a decision.

19. Parks staff receive a large number of landowner consent requests each month that relate to local parks across Auckland. The majority of these need to be processed within 20 working days (or less), either in order to meet the applicant’s timeframes and provide good customer service, or to meet statutory timeframes associated with resource consents. Only a small number of landowner requests are referred by the portfolio holder to the local board for a decision.

20. Prior to the election, staff can continue to consult with portfolio holders as required by the delegation protocols (or chair where there is no portfolio holder). However, after the election, there will be no portfolio holders or chairs in place to consult with until new arrangements are made in the new term.

21. During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval such as commercial operator permits, temporary access requests and affected party approvals.

22. As a temporary measure, it is recommended that the local board allow staff to continue to process business as usual decisions that cannot wait until the local board’s first business meeting. This is irrespective of the requirements of the current delegation protocols to consult with the nominated portfolio holder on landowner consents. Staff will consult with the local board chair following the inaugural meeting until new arrangements are made at the first business meeting in the term.

Appointment to external bodies

23. Appointments made by the local board to external bodies will cease at the election, so local board members will not be able to attend meetings of their organisations as an Auckland Council representative from 22 October 2019, until new appointments are made in the new term. Staff will advise the affected external bodies accordingly.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24. The arrangements proposed in this report enable the council to process routine local matters during the election period. They apply only to local boards. The reduced political decision-making will be communicated to the wider council group.

25. The governing body has made its own arrangements to cover the election period, including delegating the power to make urgent decisions between the last governing body meeting of the term and the day the current term ends, to any two of the Mayor, Deputy Mayor and a chairperson of a committee of the whole. From the commencement of the term of office of the new members until the governing body’s inaugural meeting, the Chief Executive will carry out decision-making under his current delegations.

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

Local impacts and local board views

26. This is a report to all local boards that proposes arrangements to enable the council to process routine local matters during the election period. This will enable the council to meet timeframes and provide good customer service.

Tauākī whakaaweawe Māori

Māori impact statement

27. A decision of this procedural nature is not considered to have specific implications for Māori, and the arrangements proposed in this report do not affect the Māori community differently to the rest of the community.

Ngā ritenga ā-pūtea

Financial implications

28. The decisions sought in this report are procedural and there are no significant financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. There is a risk that unforeseen decisions will arise during this period, such as a decision that is politically significant or a decision that exceeds the Chief Executive’s financial delegations.

30. This risk has been mitigated by scheduling meetings as late possible in the current term, and communicating to reporting staff that significant decisions should not be made during October 2019.

Ngā koringa ā-muri

Next steps

31. The decision of the local board will be communicated to senior staff so that they are aware of the arrangements for the month of October 2019.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Anna Bray - Policy and Planning Manager - Local Boards

Authorisers

Louise Mason - GM Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Chairperson	Tracy	Mulholland
Deputy Chairperson	Susan	Zhu
Members	Derek	Battersby, QSM, JP
	Catherine	Farmer
	Te’eva	Matafai
	David	Whitley

Authors	Riya Seth - Democracy Advisor - Whau
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau