I hereby give notice that an ordinary meeting of the Devonport-Takapuna Local Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 10 December 2019

2:00pm

Devonport-Takapuna Local Board Office, 1 The Strand, Takapuna

 

Devonport-Takapuna Local Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Aidan Bennett

 

Deputy Chairperson

George Wood, CNZM

 

Members

Trish Deans

 

 

Ruth Jackson

 

 

Jan O'Connor, QSM

 

 

Toni van Tonder

 

 

(Quorum 3 members)

 

 

 

Rhiannon Foulstone-Guinness

Democracy Advisor

 

4 December 2019

 

Contact Telephone: 021 815 313

Email: rhiannon.guinness@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Devonport-Takapuna Local Board

10 December 2019

 

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          6

8          Deputations                                                                                                                    6

9          Public Forum                                                                                                                  6

10        Extraordinary Business                                                                                                6

11        Notices of Motion                                                                                                           7

12        Notice of Motion - Deputy Chairperson George Wood - Weed Spraying in Devonport Domain                                                                                                                            9

13        Notice of Motion - Deputy Chairperson George Wood - Additional Waitemata Harbour Connection                                                                                                    23

14        Approval for Private Road Name for Development at 10 - 13 Rutherford Street, Belmont                                                                                                                         41

15        Devonport-Takapuna Local Board Quick Response Round One 2019/2020 grant allocations                                                                                                                    49

16        Approval to create a new community facilities project to renew the roof at 2 Mary Poynton Crescent, Takapuna                                                                                   157

17        Auckland Transport monthly update - December 2019                                        171

18        Annual Budget 2020/2021 consultation                                                                  181

19        Amendments to the 2019/2020 Community Facilities work programme            191

20        Auckland Council's Quarterly Performance Report: Devonport-Takapuna Local Board for quarter one 2019/2020                                                                             207

21        Elected Members' Expense Policy 2019                                                                 241

22        Chairpersons' Report                                                                                                269

23        Elected Members' Reports                                                                                        271

24        Ward Councillor Update                                                                                            273

25        Governance Forward Work Calendar                                                                      275  

26        Consideration of Extraordinary Items 

 

 


1          Welcome/Karakia

 

Member Toni van Tonder will open the meeting with a karakia.

 

2          Apologies

 

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

 

3          Declaration of Interest

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

4          Confirmation of Minutes

 

That the Devonport-Takapuna Local Board:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 19 November 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

 

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

 

 

7          Petitions

 

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

 

8          Deputations

 

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Devonport-Takapuna 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.

 

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

 

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.”

 

11        Notices of Motion

 

Under Standing Order 2.5.1 Notices of Motion have been received from Deputy Chairperson G Wood for consideration under items 12 and 13 respectively.

 


Devonport-Takapuna Local Board

10 December 2019

 

 

Notice of Motion - Deputy Chairperson George Wood - Weed Spraying in Devonport Domain

File No.: CP2019/20615

 

  

 

Whakarāpopototanga matua

Executive summary https://acintranet.aklc.govt.nz/EN/workingatcouncil/techandtools/infocouncil/Pages/ExecutiveSummary.aspx

1.       Deputy Chairperson G Wood has given notice of a motion that they wish to propose.

2.       The notice, signed by Deputy Chairperson G Wood and Member J O’Connor as seconder, is appended as Attachment A.

3.       Supporting information is appended as Attachment B, C and D.

 

Motion

That the Devonport-Takapuna Local Board:

 

a)      requests this Notice of Motion and annexed document be received;

b)      notes with concern that after five months no report as requested at the Devonport-Takapuna Local Board community forum on 25 June 2019 has been received; and

c)      requests that the issue of onehunga weed proliferating, flowering and seeding on the Devonport Doman and Vauxhall Reserve be urgently addressed.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Notice of Motion - Deputy Chairperson G Wood - Weed Spraying in Devonport Domain

11

b

D-TLB Community Forum resolution number DTCF/2019/17

13

c

Memo: Response to NoM: Weed Spraying on Devonport Domain

15

d

Bow & Arrow Herbicide Leaflet

19

      

Ngā kaihaina

Signatories

Author

Rhiannon Foulstone-Guinness - Democracy Advisor

Authoriser

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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10 December 2019

 

 

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10 December 2019

 

 

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10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Notice of Motion - Deputy Chairperson George Wood - Additional Waitemata Harbour Connection

File No.: CP2019/20695

 

  

 

Whakarāpopototanga matua

Executive summary https://acintranet.aklc.govt.nz/EN/workingatcouncil/techandtools/infocouncil/Pages/ExecutiveSummary.aspx

1.       Deputy Chairperson G Wood has given notice of a motion that they wish to propose.

2.       The notice, signed by Deputy Chairperson G Wood and Member J O’Connor as seconder, is appended as Attachment A.

3.       Supporting information is appended as Attachment B, C, D, E, F and G.

 

Motion

That the Devonport-Takapuna Local Board:

a)      requests this Notice of Motion and annexed documents be received;

b)      seek dialogue with the representative of Auckland Council who is involved in this project and planning for the northern connection for this AWHC; and

c)      requests that the D-T LB have more frequent meetings with representatives of NZTA to enable this board to get a good understanding of the impact of transport projects in this area.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Notice of Motion - Deputy Chairperson G Wood - Additional Waitemata Harbour Crossing

25

b

Stuff and North Shore Times news articles - Nov 2019

27

c

Correspondance - Steve Mutton, NZTA Director of Regional Relationships, Upper North Island

29

d

Correspondance - Steve Mutton, NZTA Director of Regional Relationships, Upper North Island

31

e

Briefing Memo: Update on the WHC Project

33

f

Spreadsheet: Increase in traffic volumes on Auckland Harbour Bridge 2016-2018

37

g

Memo: Response to NoM - Additonal Waitemata Harbour Connection

39

     

Ngā kaihaina

Signatories

Author

Rhiannon Foulstone-Guinness - Democracy Advisor

Authoriser

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Approval for Private Road Name for Development at 10 - 13 Rutherford Street, Belmont

File No.: CP2019/19788

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To seek approval from the Devonport - Takapuna Local Board to name a new private road within a commonly owned access lot, (COAL), being created by a subdivision being undertaken by Ngati Whatua Orakei Whai Rawa Ltd, (the Applicant), at 10 - 13 Rutherford Street, Belmont, (Stage 1B).

Whakarāpopototanga matua

Executive summary

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

3.       The Applicant has submitted the following names in order of preference for consideration by the Local Board:

i.    Te One Place

ii.    Oneone Place

iii.   One Place

4.       The names are considered suitable and meet the Council’s road naming guidelines

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      approve the road name Te One Place, Oneone Place or One Place for the private road constructed within the subdivision being undertaken by Ngati Whatua Orakei Whai Rawa Ltd, (the Applicant), at 10 - 13 Rutherford Street, Belmont, (Stage 1B) in accordance with section 319(1)(j) of the Local Government Act 1974.

 

 

Horopaki

Context

5.       The 10 lot subdivision and associated 10 residential dwellings, (Council Refs BUN60322790 and SUB60322987) was approved on 4 September 2018 and is currently under construction.

6.       In accordance with the national addressing standards the private road is required to be named as it serves more than 5 lots.

Tātaritanga me ngā tohutohu

Analysis and advice

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

8.       Auckland Council’s road naming criteria typically require that road names reflect one of the following local themes, with the use of Maori names being actively encouraged:

i.   a historical or ancestral linkage to an area;

ii.  a particular landscape, environmental or biodiversity theme or feature; or

iii.  an existing (or introduced) thematic identity in the area.

9.       The Applicant has proposed names that have historical relevance to the locality. In particular Oneoneroa, (meaning long sands or beach), is well documented as being the Maori name for Shoal Bay which is close to the development.

10.     The names Te One, Oneone and One are Maori derivations of that name and mean;

i.    Te One - beach, sand, mud, earth, soil

ii.    Oneone - earth, soil, dirt, ground, land

iii.   One - beach, sand, mud, earth, soil

Tauākī whakaaweawe āhuarangi

Climate impact statement

11.     The naming of roads has no effect on climate change. Relevant environmental issues have been considered under the provisions of the Resource Management Act 1991 and the associated approved resource consent for the development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

12.     The decision sought for this report has no identified impacts on other parts of the Council group. The views of Council controlled organisations were not required for the preparation of the report’s advice.

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

Local impacts and local board views

13.     The decision sought for this report does not trigger any significant policy and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

14.     Ngati Whatua Orakei acquired the land in 2013 as part of a Treaty of Waitangi settlement with the Crown. As the landowner the Applicant has spent much time arriving at the proposed names and due to the settlement process has not considered it necessary to consult with other Iwi. Under the road naming guidelines mana whenua consultation has nevertheless been undertaken by Council with other Iwi identified as possibly having an interest in the proposal. At the time of reporting no objections or alternative name suggestions resulted from the consultation and none are anticipated due to the Treaty of Waitangi settlement.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

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

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Road Name Locality Map - 10 Rutherford Street Belmont

45

b

Road Name Scheme Plan - 10 Rutherford Street Belmont

47

     

Ngā kaihaina

Signatories

Author

Jan Asplet - Business Coordinator

Authorisers

Trevor Cullen - Team Leader Subdivision

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Devonport-Takapuna Local Board Quick Response Round One 2019/2020 grant allocations

File No.: CP2019/19582

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To fund, part-fund or decline the applications received for Devonport-Takapuna Quick Response, Round One 2019/2020.

Whakarāpopototanga matua

Executive summary

2.       This report presents applications received in Devonport-Takapuna Quick Response Round One 2019/2020 (Attachment B).

3.       The Devonport-Takapuna Local Board adopted the Devonport-Takapuna Local Board Community Grants Programme 2019/2020 on 19 March 2019 (Attachment A). The document sets application guidelines for community contestable grants.

4.       The local board has set a total community grants budget of 263,130 for the 2019/2020 financial year. An additional credit of $20,000 has been allocated to the grants budget as a result of discretionary funds returned to the local board. A total of $105,065.93 was allocated to Local Grants Round One 2019/2020. This leaves a total of $178,064.07 to be allocated to one local grants and two quick response rounds.

5.       Twenty-four applications were received for Quick Response Round One 2019/2020, requesting a total of $45,075.94.

 

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      agree to fund, part-fund or decline each application received in Devonport-Takapuna Quick Response Round One, listed in Table One.

Application ID

Organisation

Main focus

Requesting funding for

Amount requested

Eligibility

QR2002-102

Losalia Aleva

Arts and culture

Towards venue hire, catering and administration costs including printing of songs and information.

$1,000.00

Eligible

QR2002-112

North Shore Brass Incorporated

Arts and culture

Towards venue hire, advertising, design costs and artist expenses including air travel, artist fee, and conductor expenses for the North Shore Brass Cathedral Brass concert on 22 March 2020 at St Peters Anglican Church, Takapuna.

$2,000.00

Eligible

QR2002-115

Devonport Library Associates Incorporated

Arts and culture

Towards filming, editing and uploading of talks onto the website as part of Depot's Cultural Icons Series.

$2,000.00

Eligible

QR2002-116

The Methodist Church Of New Zealand Te Haahi Weteriana O Aotearoa Takapuna Parish

Arts and culture

Towards the artist fee, organ tuning and advertising for an organ recital at the Takapuna Methodist Church on 2 February 2020.

$750.00

Eligible

QR2002-119

The Lake House Trust

Arts and culture

Towards the cost of an electrician, plumber, and labour for the deinstallation of the old kiln and installation of the new kiln at the Lake House Arts Centre.

$2,000.00

Eligible

QR2002-120

Depot Arts and Music Space Trust

Arts and culture

Towards the purchase of acoustic materials and key recording equipment for the new studio at Depot Artspace.

$2,000.00

Eligible

QR2002-122

Action Education Incorporated

Arts and culture

Towards three “Stand-up Poetry” nights to be held at the Takapuna library between 1 January 2020 to 31 December 2020 including the cost of a disc jockey, donation for the master of ceremonies, Facebook advertising, guest performer fee, event collateral and poster design and a contribution to Action Education for event coordination, logistics, sound gear, travel and administration.

$2,000.00

Eligible

QR2002-124

Robyn Gibson

Arts and culture

Towards the cost of materials, production, and the installation of kinetic sculptures in the streets of Devonport.

$1,600.00

Eligible

QR2002-125

The Operating Theatre Trust

Arts and culture

Towards the set and theatre property designer fees for the "The Santa Claus Show '19".

$2,000.00

Eligible

QR2002-127

North Shore Theatre and Arts Trust (The PumpHouse Theatre)

Arts and culture

Towards the choir and musician fees, printing of songbooks for the audience, marketing, professional master of ceremonies, usher and technical staff costs for the 2019 Christmas Carols in the amphitheater at the Pumphouse Theatre in December 2019.

$1,400.00

Eligible

QR2002-132

Auckland Sinfonietta Trust

Arts and culture

Towards advertising, conductor fees and musicians travel expenses for the Baroque Festival.

$2,000.00

Eligible

QR2002-103

Devonport Community Workshop

Community

Towards the purchase of a new “Thicknesser” machine (plant machinery) for the community work shop.

$2,000.00

Eligible

QR2002-110

Youthline Auckland Charitable Trust

Community

Towards volunteer training services and triage support staff wages.

$2,000.00

Eligible

QR2002-113

Bays Youth Community Trust

Community

Towards annual marketing costs to promote The Bays Youth Community Trust between January and June 2020.

$2,000.00

Eligible

QR2002-114

Takapuna Community Facilities Trust

Community

Towards the costs of advertising, catering, performers and workshop fee, donations, decorations, technical support and venue hire for the "Older Women’s Network Festival-Past, Present and Future” on 16 May 2020.

$1,351.00

Eligible

QR2002-121

Devonport Community Creche Incorporated

Community

Towards the upgrade of the alarm and monitoring system.

$1,606.70

Eligible

QR2002-123

The Wilson Home Trust

Community

Towards the purchase of two sofas for the new family entertainment room at the Wilson Home.

$2,000.00

Eligible

QR2002-129

Devonport Community House Incorporated

Community

Towards the purchase of 21 chairs for the Kauri Hall at Devonport Community House.

$1,983.24

Eligible

QR2002-135

PHAB Association (Auckland) Incorporated

Community

Towards equipment and facilitation cost for the delivery of a pilot programme for local youth with disabilities from 3 February to 19 April 2020.

$2,000.00

Eligible

QR2002-106

Lofty Ned

Events

Towards the cost of the event's main stage, marquee and sound concert system for “The Devonport Christmas Festival Dance and Music in the Park” on 1 December 2019.

$4,932.00

Ineligible

QR2002-131

Paul Cornish

Events

Towards the cost of road signs and the “JETS” flags for the run season from 22 January to 1 April 2020.

$453.00

Eligible

QR2002-101

Forrest Hill Milford United Association Football Club Incorporated

Sport and recreation

Towards the coaching contractor fees for the "Junior Football Programmes" from 16 December 2019 to 30 April 2020.

$2,000.00

Eligible

QR2002-107

Milford Tennis Club Incorporated

Sport and recreation

Towards the purchase and installation of motion light sensors and Closed Curcuit Television (CCTV) cameras.

$2,000.00

Eligible

QR2002-108

Lake Pupuke Tennis Club Incorporated

Sport and recreation

Towards the purchase of tennis balls.

$2,000.00

Eligible

Total

 

 

 

$45,075.94

 

 

 

 

 

Horopaki

Context

6.       The local board allocates grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of being a world class city.

7.       Auckland Council Community Grants Policy supports each local board to adopt a grants programme.

8.       The local board grants programme sets out:

·    local board priorities

·    lower priorities for funding

·    exclusions

·    grant types, the number of grant rounds and when these will open and close

·    any additional accountability requirements.

 

9.       The Devonport-Takapuna Local Board adopted the Devonport-Takapuna Local Board Community Grants Programme 2019/2020 on 19 March 2019 (Attachment A). The document sets application guidelines for community contestable grants

10.     The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

Tātaritanga me ngā tohutohu

Analysis and advice

11.     The aim of the local board grant programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community Grants Policy and the local board grant programme criteria. The eligibility of each application is identified in the report recommendations.

Tauākī whakaaweawe āhuarangi

Climate impact statement

12.     The Local Board Grants Programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

15.     Local boards are responsible for the decision-making and allocation of local board community grants.  The Devonport-Takapuna Local Board is required to fund, part-fund or decline these grant applications in accordance with its priorities identified in the local board grant programme.

16.     The local board is requested to note that section 48 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time”.

17.     A summary of each application received through Devonport-Takapuna Quick Response Round One 2019/2020 (Attachment B) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

18.     The local board grants programme aims to respond to Auckland Council’s commitment to improving Maori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Maori. Auckland Council’s Maori Responsiveness Unit has provided input and support towards the development of the community grant processes.

19.     Four applicants applying to Devonport-Takapuna Quick Response Round One indicate projects that target Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

20.     The allocation of grants to community groups is within the adopted Long-Term Plan 2018-2028 and local board agreements.

21.     The local board has set a total community grants budget of 263,130 for the 2019/2020 financial year. The Devonport Business Association returned $20,000 to the local board for a grant that was not fully utilised. These funds have been credited to the community grants budget for this financial year. 

22.     A total of $105,065.93 was allocated to Local Grants Round One 2019/2020. This leaves a total of $178,064.07 to be allocated to one local grants and two quick response rounds.

23.     Twenty-four applications were received for Quick Response Round One 2019/2020, requesting a total of $45,075.94.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24.     The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy and the local board grants programme. The assessment process has identified a low risk associated with funding the applications in this round.

Ngā koringa ā-muri

Next steps

25.     Following the Devonport-Takapuna Local Board allocation of funding for the quick response round one, Commercial and Finance staff will notify the applicants of the local board’s decision.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Devonport-Takapuna Local Board Grants Programme 2019-2020

55

b

Devonport-Takapuna Quick Response Round One 2019/2020 applications

59

     

Ngā kaihaina

Signatories

Authors

Moumita Dutta - Senior Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

Eric Perry - Relationship Manager

 


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10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Approval to create a new community facilities project to renew the roof at 2 Mary Poynton Crescent, Takapuna

File No.: CP2019/20204

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve a new project in the 2019/2020 Community Facilities work programme ‘2 Mary Poynton Crescent - renew the roof’ and allocate $400,000 of Asset Based Services (ABS) capital renewals funding from the 2019/2020 financial year unallocated budget.

Whakarāpopototanga matua

Executive summary

2.       The council owned building at 2 Mary Poynton Crescent is currently leased to the Yes Disability Resource Centre Services Trust that will operate the Shore Junction Youth Innovation Centre

3.       The building is being renovated to create a youth centre at a cost of $2.5 Million to the tenant, as per the attached landlord and landowner approvals (Attachment A).

4.       An asset condition assessment was completed on 23 October 2019. It was found that the roof of the building is in poor condition and requires substantial work in the short term.

5.       It is recommended that a new project is created in the 2019/2020 Community Facilities work programme ‘2 Mary Poynton Crescent - renew the roof’ and allocate $400,000 of Asset Based Services (ABS) capital renewals funding.

 

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      approve a new project being ‘2 Mary Poynton Crescent - renew the roof’ in the Community Facilities Work Programme 2019 – 2022 with a capital renewals budget allocation of $400,000.

 

Horopaki

Context

6.       In 2016, the Devonport-Takapuna Local Board approved the lease of 2 Mary Poynton Crescent to The Yes Disability Resource Centre Services Trust  and granted both  landlord and landowner approval to the internal renovations in order to create a youth friendly space.

7.       During the renovation being undertaken by The Trust, construction contractors raised potential issues with weathertightness and the deteriorating roof condition with council’s Operations Management and Maintenance team and Community Facilities unit.

8.       There is evidence of moisture on the internal side of the roof structure which may lead to further deterioration of the building structure.

9.       An asset condition assessment was completed on 23 October 2019. It was found that the roof of the building at 2 Mary Poynton Crescent is in poor condition. Substantial work will be required in the short term to avoid further deterioration, maintain the building’s structural integrity and bring it up to the current expected level of service.

10.     The Community Facilities Asset Management Information Services (AMIS) and the Quantity Surveying teams estimate that the roof renewal at 2 Mary Poynton Crescent will cost $400,000.

 

Tātaritanga me ngā tohutohu

Analysis and advice  

11.     Council has an obligation to The Trust to ensure that the building at 2 Mary Poynton Crescent is safe, weathertight and fit for purpose. This allows The Trust to continue to provide a service to youth in the Devonport-Takapuna Local Board area.

12.     The contractors undertaking the internal refurbishment on behalf of The Trust have an expected completion date of March 2020.

13.     To avoid disturbance to users once the internal refurbishment is complete, it is recommended that the roof renewal occurs alongside the contractors works.

14.     The table below is an analysis of three potential options for the roof at 2 Mary Poynton Crescent, Takapuna-:

 

 

Options

Criteria

Finance

Comments

Local board outcome alignment

Risk

Implementation

CAPEX

(preliminary estimate only)

OPEX

(preliminary estimate only)

A – do nothing

N/A

Highest

No action

$0

$0

This option is not recommended due to the weathertightness issues and probable water damage to the building if the roof is not fixed.

B – roof patch up to seal the building in the short term

N/A

Low-Medium

Confirm the scale of water ingress with an invasive asset assessment

$50,000

$0

There is an option to patch up the roof to provide a short-term solution.

 

This option is not recommended by staff as the roof is likely to need a full renewal within the short term and will likely cause greater disturbance to the lessee (Shore Junction) once the youth centre is operational

C –  full roof renewal

Outcome 2: A place of natural beauty and rich culture

Low

Confirm costs to progress to procurement for delivery

$400,000

 

$0

 

This option is recommended by staff as the roof requires a full renewal in the short term and the building is currently being refurbished internally

 

Staff recommendation and next steps

·      Staff recommend option C as the roof of the building requires a full renewal to ensure the building is weathertight and the structural integrity of the building is not compromised due to leaking.

·      It is proposed that a new project is created and $400,000 renewals budget is allocated. If this is approved, staff will progress to investigation and design with an eye on delivery this summer period

Tauākī whakaaweawe āhuarangi

Climate impact statement

15.     There is no anticipated impact on greenhouse gas emissions as a result of the roof renewal. It is anticipated that any feasible waste materials will be recycled.

16.     The roof renewal of 2 Mary Poynton Crescent will improve weather tightness and allow the building to better withstand the expected increase in rainfall intensity in Auckland in the future.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

17.     This proposed project has been developed in consultation with council’s Operational Management and Maintenance, Community Leasing and the asset Management and Information Specialist teams – all staff members support the project.

18.     The renewal of the roof at 2 Mary Poynton Crescent will have a positive impact as this key asset will be brought up to today’s expected level of service and will require less maintenance budget.

19.     Community Facilities’ core responsibility is to build, maintain, manage and renew council’s assets. Renewing the roof will maintain the building’s expected service condition.

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

Local impacts and local board views

20.     This budget reallocation will allow the renewal of a key asset in the Devonport-Takapuna Local Board area which links to the 2017 Devonport-Takapuna Local Board Plan objective ‘Our community and recreational facilities are fit-for-purpose and meet community needs’.

21.     The local board provided both landlord and landowner approval for Shore Junction to undertake internal renovations and create a youth centre. Renewing the roof will allow the lessee of 2 Mary Poynton Crescent to provide a valuable service to youth.

22.     The lessee and its contractors are aware of the condition of the roof and have expressed interest in progressing these works as soon as possible as any delay may impact the interior works already undertaken and funded by the Trust.

Tauākī whakaaweawe Māori

Māori impact statement

23.     This report has no particular relevance to Maori as the funding relates to a project which is operational in nature.

Ngā ritenga ā-pūtea

Financial implications

24.     If approved, $400,000 of asset based services (ABS) capex renewals will be allocated to renew the roof at the former Returning Services Association (RSA) building at 2 Mary Poynton Crescent, Takapuna.

25.     The budget of $400,000 for the roof renewal has been confirmed by the Community Facilities (CF) Quantity Surveying team and is enough to deliver the expected works.

26.     There is sufficient unallocated budget in the 2019/2020 financial year and the allocation of $400,000 will not impact the delivery of any approved projects in the Community Facilities work programme

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27.     There is a risk that the roof is in worse condition than originally anticipated and will require further budget in addition to the $400,000 estimated. The budget estimate has been assessed by council’s Quantity Surveying team and is believed to be enough to complete the full roof renewal.

28.     If the budget is not sufficient to complete the necessary works, budget will need to be allocated as part of the 2020/2021 Community Facilities work programme.

29.     Council is liable to any damage to the tenants works and improvements, as a result of the condition of the roof.

Ngā koringa ā-muri

Next steps

30.     If approved, $400,000 will be allocated to the renewal of the roof at 2 Mary Poynton Crescent and the local board will be advised of the expected timeline.

31.     The Community Facilities Project Delivery team will work with the contractors on site and progress the renewal of the roof as soon as possible.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Attachment A - Landowner and Landlord approval for the internal fit out of 2 Mary Poynton Crescent

161

b

Attachment B - Proposed new work programme line

169

     

Ngā kaihaina

Signatories

Authors

Joseph Bywater - Land Use Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Auckland Transport monthly update - December 2019

File No.: CP2019/19724

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To receive the December 2019 Auckland Transport monthly update.

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      receive the Auckland Transport December 2019 monthly update report and thank Marilyn Nicholls for her presentation and attendance.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Auckland Transport December 2019 Report

173

     

Ngā kaihaina

Signatories

Author

Rhiannon Foulstone-Guinness - Democracy Advisor

Authoriser

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Annual Budget 2020/2021 consultation

File No.: CP2019/19722

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve local content and supporting information for consultation as part of the Annual Budget 2020/2021 process, along with a local engagement event.

Whakarāpopototanga matua

Executive summary

2.       For each financial year, Auckland Council must have a local board agreement that is agreed for each local board area, between the Governing Body and the local board.

3.       Annual Budget 2020/2021 consultation will take place from 21 February to 22 March 2020. Consultation on the proposed content of each local board agreement which sets out the priorities for the next financial year must be included as part of that consultation.

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

5.       The Governing Body and local boards will approve regional and local items respectively for consultation by 13 December 2019. The regional and local consultation items will then be incorporated into the Annual Budget consultation document and supporting information, which will be adopted by the Governing Body on 12 February 2020.

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      approve Attachment A local content for consultation and Attachment B local supporting information for consultation.

b)      delegate authority to the Local Board Chairperson and Deputy Chairperson to approve any final changes required to the local content and supporting information for the Devonport-Takapuna Local Board for the Annual Budget 2020/2021 consultation, including online consultation content.

c)      approve the following Have Your Say event in the local board area during the Annual Budget 2020/2021 consultation period:

i)        Movies in Parks event, 5pm to 8pm, Friday 20 March 2020 at Milford Reserve, Milford

d)      recommend that the Have Your Say event be complemented and supported through engagement with the following key stakeholders:

i)        Sunnynook Community Association

ii)       Castor Bay Residents and Ratepayers Association

iii)      Milford Business Association

iv)      Devonport Business Association

v)      Takapuna Beach Business Association

vi)      Takapuna North Community Facilities Trust

vii)     Auckland North Community and Development

viii)    Bayswater Community Association

ix)      Devonport Peninsular Trust

e)      note that Local Board Services staff will also be engaging key stakeholders listed in recommendation D on the development of the 2020-2023 Devonport-Takapuna Local Board Plan.

f)       note that additional engagement opportunities will be made available once the public consultation processes and timeframes for the Lake Road Improvements and Panuku Unlock Takapuna projects are confirmed.

g)      delegate authority to the local board chairperson and Deputy Chairperson to approve any final changes required to the Have Your Say event.

h)      delegate to the following elected members and staff the power and responsibility to hear from the public through ‘spoken (or New Zealand sign language) interaction’ in relation to the local board agreement at the council’s public engagement events, during the consultation period for the Annual Budget 2020/2021:

i)        local board members and chairperson

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

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

 

 

Horopaki

Context

6.       For each financial year, Auckland Council must have a local board agreement for each local board area, that is agreed between the Governing Body and the local board.

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

8.       The proposed content of each local board agreement must be included in the Annual Budget 2020/2021 consultation document.

9.       Public consultation on the budget will take place from 21 February to 22 March 2020.

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

Tātaritanga me ngā tohutohu

Analysis and advice

11.     Local boards held workshops during November 2019 to determine their priorities for their 2020/2021 local board agreement. Local boards are now requested to approve their local content and supporting information for consultation, as per Attachments A and B.

12.     During the document production stage, if changes to the local content and supporting information are identified, these will be provided to the local board chairperson to approve.

13.     Any new local Business Improvement District (BID) targeted rates must be consulted on before they can be implemented. Local boards are therefore also requested to approve any new proposals for consultation.

14.     Aucklanders who wish to have their views on the proposed content of the local board agreement and Annual Budget 2020/2021 considered by Auckland Council should be provided a reasonable opportunity to present those views in a manner and format that is appropriate to the preferences and needs of those persons, including face-to-face.

15.     The council provides for this through its ‘Have Your Say’ events where Aucklanders can have a face-to-face dialogue with elected members or other council representatives with an appropriate delegation. The Have Your Say event recommended to be held in the Devonport-Takapuna Local Board area is:

i)        Movies in Parks event, 5pm to 8pm, Friday 20 March 2020 at Milford Reserve, Milford

16.     The consultation period does not begin for a couple of months. If circumstances change between now and the consultation period and any change to the approved Have Your Say event is required, these will be provided to the local board chairperson to approve.

17.     Should a proposal requiring an amendment to the council’s long-term plan (10-year Budget) be identified during the Annual Budget 2020/2021 process, this would necessitate use of the special consultative procedure. Where an amendment to the 10-year Budget is being consulted on at the same time as consultation on the Annual Budget, the Local Government Act 2002 requires the council to use the special consultative procedure in relation to both matters.

18.     The special consultative procedure requires the council to provide an opportunity for Aucklanders to present their views to the council in a manner that enables ‘spoken (or New Zealand sign language) interaction’ between the person and the council’s decision-makers or their official delegates. The recommended Have Your Say events, along with the recommended delegation, provides for this spoken interaction.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19.     The decision to consult is procedural in nature and the small scale of the Have Your Say events mean any climate impacts will be negligible. These decisions are unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

20.     However, where practicable, events proposed will be in locations accessible by public transport, to reduce car travel but also increase the opportunities for attendance.  

21.     Some of the proposed initiatives or projects included in the consultation content may have climate impacts. The climate impacts of any initiatives or projects Auckland Council chooses to progress with as a result of this consultation will be assessed as part of the relevant reporting requirements. 

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22.     The Annual Budget 2020/2021 is an Auckland Council group document and will include budgets at a consolidated group level.

23.     Consultation items and updates to budgets to reflect decisions and new information may include items from across the group.

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

Local impacts and local board views

24.     Local boards will have further opportunities to provide information and views as the council progresses through the Annual Budget 2020/2021 process.

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

Tauākī whakaaweawe Māori

Māori impact statement

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

27.     The approach to Māori engagement for the Annual Budget 2020/2021 will be finalised once consultation topics are confirmed, including development of bespoke materials subject to interest level of topics and confirmation of budget.

28.     Regionally supported local Māori engagement in the South and West will be provided subject to interest level of topics and confirmation of budget; this will be integrated with local board plan pre-engagement.

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

Ngā ritenga ā-pūtea

Financial implications

30.     Event associated costs include venue hire, where council premises cannot be utilised, and catering.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31.     Local boards must approve their local consultation content and supporting information by 13 December 2019 in order for it to be formatted and reviewed in time to be incorporated into the Annual Budget 2020/2021 consultation document and supporting information.

Ngā koringa ā-muri

Next steps

32.     The Governing Body will approve the consultation document, supporting information and consultation process for the Annual Budget 2020/2021 on 12 February 2020.

33.     Following consultation, the Governing Body and local boards will make decisions on the budget and local board agreements respectively.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Local content for consultation

187

b

Local supporting information for consultation

189

     

Ngā kaihaina

Signatories

Author

Beth Corlett - Advisor Plans & Programmes

Authorisers

Louise Mason - GM Local Board Services

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Amendments to the 2019/2020 Community Facilities work programme

File No.: CP2019/20718

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve additional projects to be included in the 2019/2020 Devonport-Takapuna Local Board (the local board) Community Facilities Risk Adjusted Programme (RAP). 

Whakarāpopototanga matua

Executive summary

2.       The approved 2019/2020 Community Facilities work programme and 2020-2022 indicative work programme included projects identified as part of the Risk Adjusted Programme (RAP).

3.       These are projects that the Community Facilities delivery team will progress in advance of the programmed delivery year, should there be any unforeseen delays to 2019/2020 projects, to ensure 100 per cent of financial delivery.

4.       Since approval of the work programme in June 2019, additional 2020/2021 projects have been identified by staff as being ready to deliver this financial year, should it be necessary.

5.       Approval is sought from the local board to amend the work programme to include the additional projects in the 2019/2020 Community Facilities RAP.

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      approve the amendment to the 2019– 2022 Community Facilities work programme project Claystore Heritage building - renew building structure & electricals - community workspace (ID 2155), and amend the activity description to state:

i)        planning for physical works to be undertaken in the 2019/2020 financial year

ii)       deliver physical works in the 2020/2021 financial year.

b)      Approve the amendment to the Community Facilities 2019 – 2022 work programme to add the following projects to the Risk Adjusted Programme:

i)        ID 2202 ‘139 Beach road – Barrack Renewal’

ii)       ID 2258 ‘Devonport Takapuna – refurbish park toilets 2018/2019’

iii)      ID 2160 ‘Devonport Takapuna – renew park roading and car parks 2017/2018’

iv)      ID 2256 ‘Devonport Takapuna renew park structures 2018/2019

v)      ID 3073 Windsor Reserve – Renew band rotunda and seating

vi)      ID 2802 Lansdowne Reserve – renew park play spaces

vii)     ID 2805 Linwood Reserve – renew play space

viii)    ID 2452 Milford Reserve – renew toilets and changing rooms

ix)      ID 2789 Montgomery Reserve – renew park play spaces

x)      ID2844 Nile Reserve – renew park play spaces

xi)      ID 2564 Oliver Reserve (Kawearu) – renew park play spaces

xii)     ID 2216 Patuone Reserve – upgrade and renew walkway

xiii)    ID 1979 Allen Hill Reserve – install irrigation and lighting on field 1.

 

 

Horopaki

Context

6.       The local board approved its 2019/2020 Community Facilities work programme and 2020-2022 work programme in June 2019.  This work programme specifies activities and projects relating to building, maintaining and renewing all open spaces and community buildings, including community leasing and licensing of council-owned premises.

7.       The Community Facilities work programme is a three-year programme that provides visibility of the phasing of project delivery and to enable the organisation to prepare for delivery. The work programme is subject to a rolling review and each year the local board will be asked to approve a new three-year work programme.

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

·        changes to project scope, budgets, timelines

·        addition of new projects within available budget

·        cancelling or putting approved projects on hold.

9.       Any changes to the approved work programme require approval from the local board.

10.     This report recommends amendments to project timelines in the Community Facilities work programme.

Tātaritanga me ngā tohutohu

Analysis and advice

11.     The approved 2019/2020 Community Facilities work programme and indicative 2020-2022 work programme included a number of projects identified as Risk Adjusted Programme (RAP) projects.  These are projects with budgets allocated in the 2020/2021 financial year (i.e. year two of the three-year programme) but where delivery can start in the 2019/2020 financial year.

12.     The main purpose of identifying RAP projects is to ensure 100 per cent of financial delivery of the approved annual budget; should any 2019/2020 projects be delayed due to unforeseen circumstances, RAP projects can be progressed while the causes for delays are addressed.

13.     Reasons for delays include matters such as consenting, heritage items identified, and consultation requirements.

14.     The approved local board RAP includes the following projects, which were approved in June 2019:

·    ID 1979: Allen Hill Reserve – install irrigation lighting on field one

·    ID 2637: Bond Reserve – renew fence

·    ID 2405: Gould Reserve – renew toilets and changing rooms

·    ID 2107: Sunnynook Park – upgrade various sports fields and lighting

·    ID 2231: Takapuna Pumphouse – reroof café

15.     The following additional projects have been identified by Community Facilities as being ready for delivery in the current financial year:

·    ID 2202 ‘139 Beach road – Barrack Renewal’

·    ID 2258 ‘Devonport Takapuna – refurbish park toilets 2018/2019’

·    ID 2160 ‘Devonport Takapuna – renew park roading and car parks 2017/2018’

·    ID 2256 ‘Devonport Takapuna renew park structures 2018/2019

·    ID 3073 Windsor Reserve – Renew band rotunda and seating

·    ID 2802 Lansdowne Reserve – renew park play spaces

·    ID 2805 Linwood Reserve – renew play space

·    ID 2452 Milford Reserve – renew toilets and changing rooms

·    ID 2789 Montgomery Reserve – renew park play spaces

·    ID2844 Nile Reserve – renew park play spaces

·    ID 2564 Oliver Reserve (Kawearu) – renew park play spaces

·    ID 2216 Patuone Reserve – upgrade and renew walkway

·    ID 1979 Allen Hill Reserve – install irrigation and lighting on field 1

16.     The Claystore Heritage building - renew building structure & electricals - community workspace project (ID 2155) includes a funding deferral to financial year 2020/2021.  This is due to a necessary delay in delivery due a delay in obtaining a detailed seismic assessment and strengthening options and it is recommended that the project activity description is amended to reflect the new expected delivery timeframe.

Ngā koringa ā-muri

Next steps

17.     The Community Facilities work programme will be updated to reflect the decisions of the board. A draft work programme updated with proposed additional RAP projects is included in Attachment A. 

18.     Both Local Board Services and Community Facilities staff will provide regular updates to the board on the progress of project delivery, including informing the board of any project updates that require activation of RAP projects before commencing works.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

2019/2022 Community Facilities work programme for the Devonport-Takapuna Local Board

195

     

Ngā kaihaina

Signatories

Author

Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna

Authoriser

Eric Perry - Relationship Manager

 



Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Auckland Council's Quarterly Performance Report: Devonport-Takapuna Local Board for quarter one 2019/2020

File No.: CP2019/20113

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide the Devonport-Takapuna Local Board (the local board) with an integrated quarterly performance report for quarter one, 1 July – 30 September 2019.

Whakarāpopototanga matua

Executive summary

2.       This report includes financial performance, progress against work programmes, project issues and any risks against the 2019/2020 work programme.

3.       The work programme is produced annually and aligns with local board plan outcomes and associated initiatives. 

4.       All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery.  Most activities are reported with green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged) status.

5.       There are a number of notable activity updates for quarter one, which include:

·        Rahopara Pa toilet renewal was completed;

·        Lake Pupuke renewal and upgrades to the walkway and foreshore structures on the southern end of Lake Pupuke is almost complete;

·        a major upgrade to air handling unit and refurbish boiler equipment at Takapuna Library has commenced; and

·        detail design on key community initiaited projects, such as the dog park at Barry’s Point Reserve, skate park at Sunnynook and BMX pump track at Woodall Park have all commenced.

6.       All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery.  Activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). 

7.       The status of each project, with their respective updates are attached to this report.

8.       The financial performance report for the quarter is attached. Net operating expenditure at the end of the first quarter was $3.2 million a variance of $266,000 below budget.

9.       Operating revenue was below budget due to the Takapuna Leisure Centre shutdown for maintenance. Operating expenditure was also below budget due to lower parks maintenance costs as well as lower locally driven initiative (LDI) expenditure due to timing of delivery of key projects. Total capital expenditure at the end of the quarter was $1.7 million and is tracking slightly above budget.

10.     This report also requests the local board allocate $10,000 operational funding from the community grants budget to meet a funding shortfall for the Belmont Centre Town Design Initiative.  Plans and Places staff have received a quote from the preferred design consultation totalling $35,000.  An additional $10,000 will ensure all components of the project can be undertaken and delivered. 

11.     Further detail on the funding request is outlined in the Funding Implications section of this report.

12.     The following attachments are included to this report:

·    Attachment A: full local board work programme update for quarter one; and

·    Attachment B financial performance report compared for quarter one.

 

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      receive the performance report for quarter one ending 30 September 2019.

b)      reallocate $10,000 operational funding from the community grants budget to the Belmont Centre Town Design project (work programme ID 1238).

 

 

Horopaki

Context

13.     The local board has an approved 2019/2020 work programme for the following operating departments:

Date approved

Council department and resolution number

18 June 2019

·     Infrastructure and Environmental Services (DT/2019/110).

·     Community Services (includes Arts, Community and Events, Libraries and Information and Parks, Sport and Recreation) (DT/2019/107).

·     External Partnerships (DT/2019/111).

·     Local Economic Development (DT/2019/109).

25 June 2019

·     Community Facilities (includes Community Leases) (DTCF/2019/20).

 

14.     Work programmes are produced annually to meet the local board outcomes identified in the three-year local board plan.  The local board plan outcomes are:

·    Quality parks, beaches and open spaces that everyone can enjoy;

·    A place of natural beauty and rich culture;

·    Efficient public transport and roads that keep people moving;

·    Our communities are empowered, engaged and inclusive; and

·    Our area has a thriving local economy and vibrant, unique town centres.

 

Tātaritanga me ngā tohutohu

Analysis and advice

Local board work programme snapshot

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

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

 

Key activity updates from quarter one

Key local board plan projects

17.     The local board’s 2019/2020 work programme features a number of initiatives and priorities that were identified during the development of the local board plan.  The following sections outline the key local board plan initiatives and their progress against the 2019/2020 work programme.

 

Outcome one: Quality parks, beaches and open spaces that everyone can enjoy

 

18.     The Community Facilities and Community Services (Parks, Sport and Recreation) work programmes are primarily responsible for delivering the initiatives included in outcome one.  Updates on key local board plan initiatives and projects that align to outcome one are as follows:

·    Improve Gould Reserve and access to Takapuna Beach, based on the Takapuna Beach Reserve South Concept Plan

ID 2503: Community engagement on the proposed options for the Te Uru Tapu / The Sacred Grove was undertaken in July 2019.  Staff delivered engagement events at The Sacred Grove, the Takapuna Library and held meetings with mana whenua and body corporates from nearby apartment blocks. 

328 submissions were received, where the option to completely close The Sacred Grove to protect pōhutakawa trees received the most support.  Following this process, staff have developed an option which is supported by both mana whenua and neighbouring residents.  Next steps: the local board will consider a revised concept plan at their February 2020 business meeting.

Gould Reserve - renew toilets and changing rooms (ID 2405): Staff undertook community engagement on the proposed concept design for the toilet and changing rooms, where 41 submissions were received. Most submitters supported the proposed design and its location.  Feedback also highlighted a need for accessibility improvements, more toilets and facilities specifically for kids and families (i.e. change tables and a parent room), bike parking and water fountains.

Based on feedback, one of the accessible toilet areas has been expanded to be a parent facility with a child’s toilet and a bigger change table.  Bike parking and water fountains have also been incorporated into the design.

Next steps: Develop the detailed design in preparation for tender processes and expect to build in April 2020.

·    Provide quality park and local path amenities that meet your needs

Milford Reserve - renew toilets and changing rooms (ID 2452): Detailed design for the new asset has been finalised.  Next steps: Lodge consents and tender for physical works to be undertaken in April 2020.

Windsor Reserve - renew playground (ID 2109): Resource consent and New Zealand Heritage Authority have been granted after a significant delay due to wastewater network issues with Watercare.  Site works started in September and are expected to be completed in February 2020.

Wairau Estuary – develop boardwalk (ID 2522): A concept plan for the proposed boardwalk has been completed and will be presented to the local board in early-2020.  Further discussion with the residents and business associations will be required to determine how external funding provides and support the project. 

Sunnynook Wheeled Sports Service Assessment (ID 2676): The service assessment was approved by the local board in August 2019.  The project has been handed over the Community Facilities department, where detailed design and location analysis will be undertaken in quarters two and three.

·    Investigate and deliver a dog park in our area

ID 2672: The service assessment to determine a dog park is complete, with confirmation that Barry’s Point Reserve as most the appropriate location.  This activity is also contemplated and reflected the Barry’s Point Reserve Development Plan.  The project has been handed over to the Community Facilities department, who will commence detailed design and build phases over the 2019/2020 and 2020/2021 financial years.

·    Investigate developing a pump track in our area

ID 2676: The service assessment was approved by the local board in August 2019, where Woodall Park was identified as the most appropriate site for the pump track.  The project has been handed over the Community Facilities department, where detailed design and location analysis will be undertaken in quarters two and three.

·    Deliver new local paths at Esmonde Road to Francis Street and Esmonde Road to Auburn Reserve

Patuone Reserve - upgrade and renew walkway (ID 2216): The local board approved a concept design for a renewed and upgraded 2.5 metre walkway at its 20 August 2019 business meeting.  Next steps include undertaking detailed design and lodging consents in preparation for build in mid-2020.

Esmonde Road to Francis Street boardwalk: Auckland Transport has completed their multi-criteria analysis on three proposed routes to connect Francis Street Esmonde Road.  The analysis highlighted that a link between Francis Street to the church is the most appropriate route.  The local board will receive an update and next steps on the project in December 2019.

·    Continue to support our sports clubs and recreation facilities

Becroft Park - develop and renew hybrid fields two and three (ID 2001): Detailed design, specifications and schedules have all been completed. The project has been handed over to Project Delivery who have prepared a tender package to deliver the project in February 2020.

Allen Hill Reserve - install irrigation and lighting on field 1 (ID 1979): the project continues to experience significant delays following the decision to publicly notify the consent.  There have also been other issues such as blocked storm water pipes which require fixing before continuing with the resource consent.  Due to these delays, the hearing has been rescheduled to quarter two of the 2020/2021 financial year.

Sunnynook Park - upgrade various sport fields and lighting (ID 2107): Fields two and three are in the grow in phase.  Field three is expected to open by late October 2019, while field two is scheduled to open in autumn.  Access to complete the drainage and irrigation on field one will commence in October 2019 as ground conditions improve.  Next steps include completing the grow in of all fields next spring and summer.

 

Outcome two: A place of natural beauty and rich culture

19.     The Infrastructure and Environmental Services, Community Facilities and Community Services (Parks, Sport and Recreation) work programmes are primarily responsible for delivering the initiatives included in outcome two.  Updates on key local board plan initiatives and projects that align to outcome two are as follows:

·    Support a community-led streamside restoration, weeding and planting programmes

North-West Wildlink Assistance Programme (ID 505): During this quarter, staff have been finalising the funding agreements for the two coordinators who will be delivering this initiative. 

·    Keep our beaches, parks and reserves free of man-made litter

Ecological volunteers and environmental programme (ID 740): Eight community and school plantings were completed this quarter, four of which partnered with Restoring Takuranga Hauraki.  A combination of contractor engagement and volunteer commitment to the maintenance of the new plantings has been agreed.

The programme ranger team has been collaborating with internal and external partners on community park environmental programmes.  These include the 'Adopt a Park' school programme, school outreach, school and community planting days, general public guided walks, 'Classroom in the Parks' as well as special one-off events in celebration of key calendar weeks (e.g. Conservation Week event at Braemar Reserve on 15 September.

Training days this quarter included Growsafe and Risk Assessment for volunteers. The team had information stands at the Auckland Council Pestival and the Auckland Homeshow in September to promote volunteering in our parks.

 

Outcome four: Our communities are empowered, engaged and inclusive

20.     The Community Facilities, Community Services (Parks, Sport and Recreation, Libraries, Arts, Community and Events) work programmes are responsible for delivering the initiatives included in outcome four.  Updates on key local board plan initiatives and projects that align to outcome four are as follows:

·    Continue to support the delivery of place-shaping and activation of spaces to promote arts, culture and heritage

The Depot (ID 238): In quarter one, the Depot ran 138 programmes, with a combined total of 5,248 participants and attendees.  Highlights included the Martin Law, Lucie Blazevska, Robyn Gibson, Kath Batchelor and Nick Boyd exhibitions, as well as the launch of the Ministry of Social Development funded Revolution Creative project. 

The Art for Change Collective exhibition was held in September, which involved the exhibition of work by primary school children.  Funds for the sale of work from this exhibition will be donated to help train facilitators for the Roots of Empathy organisation.

The Rose Garden Community Centre and Theatre (ID 522): In quarter one the Rose Centre ran 47 programmes, with a combined total of 5,619 participants and attendees.  Highlights of a busy quarter included the Mignon Furman Performance awards, Janice Webbs' Sing, The Northern School of Performing Arts, North Shore Accordion, Moment International Art Centre as well as the Belmont school speech finals.

Celebrating Te Ao Māori and strengthing responsiveness to Māori. Whakatipu i te reo Māori - Devonport-Takapuna (ID 894): Matariki and Te Wiki O Te Reo Māori were highlights of the season. We celebrated with workshops, storytimes, waiata, family gatherings and kai.

Support customer and community connection and celebrate cultural diversity and local places, people and heritage (ID 3355): Groups are taking advantage of the free use of the community room.  There has been a significant increase in bookings with groups using it for varied activities. 

Additional hours to network standard (ID 1085): the additional opening hours for both libraries continuing to be well patronised and enjoyed by the community.

·    Work with our community houses, recreational facilities and leaseholders to ensure they are providing programming and initiatives that are fit-for-purpose

Access to community places: Sunnynook and Devonport community houses (ID 1041): The Devonport Community House hasnot yet signed its agreement with council or received payment.  Staff are working closely with committee members to simplify specific clauses in the contract and aim to have the agreement signed and paid in quarter two.  Service contracts for Sunnynook Community Centre were signed and paid during quarter one.

·    Support greater integration and inclusiveness of ethnic communities and older people by identifying service gaps across our area

Capability and Capacity Building - Work with the Age Friendly community to develop solutions to gaps identified in research (ID 46): Age Concern Auckland North presented an update on Age Friendly participatory research findings to the local board in August 2019.  Other activities that occurred in quarter one include a grant application to extend Devonport Community House’s shopper service, a pilot of the neighbourhood support scheme in Narrow Neck and a new dementia group book chat in Takapuna library. 

Planning is underway for the Active Aging Expo in November 2019, in association with Takapuna North Community Trust.  The Age Friendly Devonport-Takapuna working group will continue to explore ways of addressing ‘barriers to access’ for local seniors.

Ethnic and diverse communities: community mapping research and responding to needs and aspirations (ID 49):  In quarter one, Laure Romanetti presented a report to the local board on the ethnic and diverse mapping research she had completed for the local board area.  This information is supporting the introduction of the Welcoming Communities framework for the local community, in conjunction with the Settlement Unit of Immigration NZ.  The next local settlement network meeting in Takapuna is being planned for quarter two.

·    Partner with local schools, churches and other organisations to make their spaces available for community use

Milford Tennis Club Facility Partnership Grant (ID 768): The Milford Tennis Clubroom opening was held on 15 September 2019.  Stage two of the project, which requires the demolition of the old clubrooms, is expected in quarter three.

 

Outcome five: Our area has a thriving local economy and vibrant, unique town centres

21.     The ATEED local economic development work programme is primarily responsible for delivering the initiatives included in outcome five.  Updates on key local board plan initiatives and projects that align to outcome five are as follows:

·    Partner with our business improvement districts to understand their priorities and identify opportunities to form strategic relationships

Support for business improvement districts (BIDs) – Devonport, Milford and Takapuna Beach (IDs 3105, 3106 and 3107): The three BIDs presented their grant activities to the local board at their September 2019 workshop.  There was no further feedback received and the local board gave their support for the activities presented.  SmartyGrant funding applications, funding agreements and the grant funds have been processed, completed and paid to the BIDs. The BIDs are now working on coordinating and planning the implementation of the activities.

 

Other key work programme projects

22.     The following table provides an update on other key work programme projects for quarter one:

Project

Update

139 Beach Road, Castor Bay - Old Barracks - repurpose for community space (ID 2202)

Initial cost estimations have highlighted the requirement for major remedial work and associated costs to the asset.

The seismic team have added the chimney into their detailed seismic assessment priority programme.  Safety fencing has been installed around the perimeter of the building under the area of the chimney as a precautionary measure.

Staff will prepare a concept plan once the detailed seismic assessment is complete.

Kennedy Park - remedial work to reinstate staircase (ID 3339)

There has been a delay to the project due to further damage occurring as a result of Guy Fawkes.  A component of the staircase, and all the vegetation were significantly damaged.  Staff have completed the engineering assessment and are back making the site safe to work on again.  This delay has pushed the completion date back and is only likely to open again in the new year. 

Lake Pupuke - renew and develop south walkways and foreshore structure (ID 3324)

The upgrade of the walkway is in the final phases of delivery and is expected to open in mid-to-late December 2019.

Sunnynook Park – develop community area (ID 3352)

Updated concept plan has been completed and will be presented to the local board in early-2020.  This phase will include additional budget consideration to fund the project.

Rahopara Ra Reserve – renew toilets (ID 2484

Project completed in September 2019.

Takapuna Library - replace air handing unit and refurbish boiler equipment (ID 2046)

Replacement of the two large air handling units and renew boiler is underway and expected to be completed by mid-December 2019.

 

Activities with significant issues

23.     There are no projects in the local board work programme with significant issues. 

 

Activities on hold

24.     The following projects in the local board work programme are on hold:

·    Barry’s Point Reserve – development (ID 2056): funding has been reallocated to the 2022/2023 financial year;

·    Lake Pupuke – renew northern parks and foreshore structures (ID 2099): project has been put on hold due to lake levels being high and preventing work from being undertaken;

·    Becroft Park Reserve – renew toilets (ID 2346): project is on hold until renewals funding can be considered and approved by the local board.  This will be undertaken as part of the 2020/2021 work programme; and

·    North Shore United Association Football Club Inc. community lease (ID 3492): The lease project is dependent on the outcome of the public notification process for the upgrade of the park.

 

Tauākī whakaaweawe āhuarangi

Climate impact statement

25.     Receiving performance monitoring reports will not result in any identifiable changes to greenhouse gas emissions.

26.     Work programmes were approved in June 2019 and delivery are already underway. Should significant changes to any projects be required, climate impacts will be assessed as part of the relevant reporting requirements.

 

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

 

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

Local impacts and local board views

28.     This report informs the local boardof the performance for the quarter ending 30 September 2019.

Tauākī whakaaweawe Māori

Māori impact statement

29.     The local board’s work programme contains a number of projects which provide direct outcomes for Māori, these include:

·    the local board’s grants programme provides a range of activities, events and programmes for both Māori community groups and organisations, and wider community groups who propose and promote broader Māori outcomes;

·    providing programmes and activities at community houses that meet the needs of young Māori in the local board area; and

·    as part of delivering the Local Maori Responsiveness Action Plan (ID 686), presentations have been delivered to provide a better understanding of Matariki, tikanga and other Maori protocols.

 

Ngā ritenga ā-pūtea

Financial implications

Additional funding for Belmont Centre Design Initiative

30.     As part of the 2019/2020 local board work programme, the local board is undertaking the Belmont Centre Town Design Initiative (ID 1238).  This work is to guide future planning for the Belmont town centre, and also inform major projects such as Auckland Transport’s Lake Road Improvements project. 

31.     The local board allocated $30,000 locally driven initiatives operational funding towards the project as part of the 2019/2020 work programme.

32.     Plans and Places staff have received a quote from the preferred design consultation totalling $35,000.  This cost will cover components such as project management, technical planning advice, research and analysis, design and delivery of the plan.

33.     To meet the funding shortfall, staff request the local board consider allocating an additional $10,000 operational funding from the community grants budget.  Staff propose $10,000, rather than $5,000 to cover any contingencies that may arise throughout the development of the project.  Any unallocated funds from the project will be returned to the local board’s operational budget and can be reallocated to other projects.

34.     Plans and Places staff do not expect any further funding is required as part of the local board’s 2020/2021 work programme.

35.     Staff recommend the local board allocate the additional funding to ensure delivery of the project.

 

Financial Performance

36.     Net operating expenditure at the end of the first quarter was $3.2 million a variance of $266,000 below budget.

37.     Operating revenue was below budget by $115,000 and is a result of the centre being closed for most of September as part of the annual shut down for maintenance to be carried out.

38.     Overall operating expenditure of $3.6 million was $381,000 below budget. The lower expenditure is due to slightly lower parks maintenance costs due to less mowing than was scheduled in the quarter. In the LDI funded activities the budget set aside for the Korean Garden (funded from LDI) showing a variance of $149,000. The Korean Garden project is currently progressing through the licence to occupy process. 

39.     Total capital expenditure at the end of the quarter was $1.7 million and is tracking slightly above budget. The majority of the spend in the quarter has been on the southern walkway at Lake Pupuke. Renewals at Takapuna Library is progressing well. The upgrade of Hurstmere Road project has been granted consent and can proceed to the tender stage.

 

Revised Budget

40.     For quarterly reporting purposes, annual plan budgets are revised to reflect changes in timing of delivery for individual projects.

41.     Projects that were still in progress at 30 June 2019 have had their remaining required budget carried forward to the current or future financial years to fund the remaining works.

42.     If a multi-year capital project was completed earlier than anticipated, the annual plan budget is reduced or brought forward to 30 June 2019 to reflect early completion.

43.     Consideration is also given to the status of current capital projects and where required budgets are rephased in whole or part to outer years to reflect current timelines for delivery.

44.     The net budgetary impact of these changes is reflected in the revised budget for the board.

 

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

 

Ngā koringa ā-muri

Next steps

46.     The local board will continue to be updated on the progress and delivery of the 2019/2020 work programme through the local board workshop programme and reports at business meetings.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Local board work programme update for quarter one, 2019/2020 financial year

219

b

Financial appendix for the Devonport-Takapuna Local Board, quarter one, 2019/2020 financial year

237

     

Ngā kaihaina

Signatories

Author

Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna

Authoriser

Eric Perry - Relationship Manager

 



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Elected Members' Expense Policy 2019

File No.: CP2019/20508

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To present the draft Auckland Council Elected Members’ Expense Policy 2019 and provide an opportunity for the local board to record its feedback for consideration by the Governing Body.

Whakarāpopototanga matua

Executive summary

2.       Each electoral term, the Remuneration Authority requires all councils to adopt an expense policy and forward the adopted policy to the authority for its approval. 

3.       The expense policy provides the rules for elected members’ reimbursement for expenses they incur whilst performing their duties. The authority has set parameters for the following expense reimbursements:

·        communications

·        mileage

·        travel time

·        childcare.

4.       The authority has updated vehicle mileage allowance rates to reflect the new kilometre rates for self-employed people and employees published by the Inland Revenue Department on its website as at 7 June 2019.

5.       There is a change to approval processes so that approval for mayor and deputy mayor expenses is now by the chair of the Audit and Risk Committee. There are no other changes to provisions for these expenses.

6.       Reimbursement of childcare expenses is a new provision and the council has discretion around how this is applied, within the parameters set by the authority. 

7.       In the previous term, a discussion paper about the proposed childcare allowance was published by the authority and was reported to local boards. Most local boards were generally supportive. Based on that feedback, this report proposes rules for inclusion in the council’s Elected Members’ Expense Policy 2019.

8.       The expenses policy also includes rules for the following, which relate to sensitive expenditure, and there are no recommended changes to these rules:

·        travel

·        accommodation

·        professional development

·        hospitality.

9.       The draft Auckland Council Elected Members’ Expense Policy 2019 is attached (refer Attachment A).

10.     The council’s Head of Assurance Services has reviewed the draft policy and is satisfied it is in compliance with the Local Government Members (2019/20) Determination and appropriate probity standards.


 

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      provide feedback on the draft Auckland Council Elected Members’ Expense Policy 2019 before the Governing Body meeting to be held on 12 December 2019.

 

 

Horopaki

Context

11.     The authority sets remuneration for elected positions in local government annually. It also sets the rules for reimbursement of costs met by members in undertaking their duties.

12.     Each electoral term, the authority requires all councils to adopt an expense policy and forward the adopted policy to the authority for its approval. The expense policy provides the rules for elected members’ reimbursement for expenses they incur whilst performing their duties.

13.     The authority sets some work-related expenses for elected members:

·        the maximum allowances payable by councils to elected members for certain activities, such as transport and communications

·        the criteria for and amounts payable to, elected members sitting on resource consent hearings.

14.     The current policy was approved in November 2016. The authority has requested the council provide an Elected Members’ Expense Policy to the authority for its approval at the beginning of this term. 

15.     In the previous term, the authority circulated a discussion paper seeking feedback on a proposed childcare allowance. When the authority issued its formal 2019/20 determination, it included the childcare allowance. The Explanatory Memorandum in the Determination includes:

          ‘This year, for the first time, the Authority has introduced a childcare allowance for members who have responsibility for caring for children under the age of 14 years. The allowance is a contribution towards expenses incurred by the member for the provision of childcare while the member is engaged on local authority business. The allowance is capped and is subject to certain conditions outlined in clause 14 of this determination.

          Payment of any or all of the allowances is at the discretion of each council. All the allowances included in this determination are reviewed annually.’

16.     The actual rule about the childcare allowance in the determination is:

14      Childcare allowance

(1)     A local authority may pay a childcare allowance, in accordance with subclauses (2) and (3), to an eligible member as a contribution towards expenses incurred by the member for childcare provided while the member is engaged on local authority business.

(2)     A member is eligible to be paid a childcare allowance in respect of childcare provided for a child only if—

(a)   the member is a parent or guardian of the child, or is a person who usually has responsibility for the day-to-day care of the child (other than on a temporary basis); and

(b)   the child is aged under 14 years of age; and

(c)   the childcare is provided by a person who—

(i)    is not a family member of the member; and

(ii)   does not ordinarily reside with the member; and

(d)   the member provides evidence satisfactory to the local authority of the amount paid for childcare.

(3)     A local authority must not pay childcare allowances to a member that total more than $6,000 per annum, per child.

(4)     In this regulation, family member of the member means—

(a)   a spouse, civil union partner, or de facto partner:

(b)   a relative, that is, another person connected with the member within 2 degrees of a relationship, whether by blood relationship or by adoption.

17.     The other change in the determination relates to vehicle mileage allowance rates to reflect the new kilometre rates for self-employed people and employees published by the Inland Revenue Department on its website as at 7 June 2019.

Tātaritanga me ngā tohutohu

Analysis and advice

18.     The major proposed change to the expense policy is to include a provision for childcare allowance in line with the new provision in the authority’s determination.

19.     Prior to the authority including this allowance in its determination, it circulated a discussion paper for feedback, which was reported to local boards. The submission to the authority was:

          ‘Auckland Council supports the Remuneration Authority in addressing this issue which has been raised by members of other councils through submissions to the authority.  The costs of childcare can be a barrier to people with families considering becoming candidates for local government elections. The council commends the authority for recognising such barriers and for acknowledging the need to address them.

          The council’s view is that the proposed conditions to be placed in the authority’s determination are reasonable. It is concerned though that the description of the purpose of the allowance is too wide. The proposed wording is:

            “A local authority may pay a childcare allowance, in accordance with subclauses (2) and (3), to an eligible member as a contribution towards expenses incurred by the member for childcare provided while the member is engaged on local authority business.”

          The phrase “childcare provided while the member is engaged on local authority business” could include childcare that is incidental at the time the member is engaged on local authority. For example, a member may arrange childcare on a regular basis, irrespective of undertaking council duties, and on a particular occasion attends to council business papers while the children are at childcare. There could be uncertainty about whether this is claimable. The council understands that the purpose of the allowance is as a contribution towards the cost of childcare where this is an expense of undertaking council business and suggests that the wording should capture this sense of necessary expense in order to undertake council business.’

20.     A summary of local board feedback on the submission is contained in Attachment B. Most local boards endorsed the submission.

21.     The submission stated that the payment of a childcare allowance should recognise the additional cost that was caused by attending to council business rather than being paid if childcare was to be provided in any case. In other words, it was to be paid because childcare was caused by attending to council business. This point was not included in the authority’s final determination. However, any potential for over-use of the provision is controlled by the imposition of a cap of $6000 per annum per child.

22.     The proposed wording for the childcare allowance in the expense policy is:

Childcare allowance

1        Elected members who are the parent, guardian or usually have responsibility for the day to day care of the child may receive the allowance set out in the Remuneration Authority Determination for childcare provided while the member is engaged on local authority business. This is a contribution towards the expense and not intended as a full reimbursement.

2        The childcare allowance may only be claimed for childcare not provided by a family member (spouse, civil union partner or de factor partner or any relative that is connected to the members within 2 degrees of relationship, whether by blood relationship or by adoption) who does not ordinarily reside with the member

3        The allowance is only claimable:

a)    for children under the age of 14 years

b)    when attending official meetings or workshops of the council

c)    only for actual (or part thereof) expenses that have been incurred, net of any subsidies

d)    when elected members are not on recess

e)    when no other childcare arrangements would normally be made.

 

4        The allowance rates are as follows:

a)    For childcare services provided by a professional registered company, an hourly rate of up to $35 will be accepted with the receipt of a GST invoice

b)    For childcare services provided via an informal arrangement, an hourly rate of up to $20 will be accepted with the receipt of a signed invoice or signed log book

c)    The total Auckland Council may contribute is $6000 per annum per child

5        On a case-by-case basis, the General Manager Democracy Services and General Manager Local Board Services may make exceptions to the above provisions within the limits set by the Remuneration Authority.

23.     The maximum hourly rates are based on an informal survey of current market rates.

24.     Other changes in the draft expense policy are:

·        approvals for the mayor and deputy mayor travel expenses have been changed to the chair of the Audit and Risk Committee, on her recommendation

·        an added section on health, safety and wellbeing which includes access to:

o   flu vaccinations

o   ergonomic assessments

o   personal support services (Employment Assistance Programme, manawa rahi and the well-being portal).

25.     The council’s Head of Assurance Services has reviewed the draft policy and is satisfied it is in compliance with the Local Government Members’ (2019/20) Determination and appropriate probity standards.


 

Tauākī whakaaweawe āhuarangi

Climate impact statement

26.     The adoption of the expenses policy is largely an administrative decision. Relevant to climate change is the statement in the policy (6.3): ‘Auckland Council promotes public transport and cycling as the preferred ways of moving around Auckland. Elected members are expected to use public transport in the first instance but may also use their private car or council vehicles when on council business.’

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27.     The authority’s determination and the Auckland Council Elected Members’ Expense Policy only affect elected Governing Body and local board members.

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

Local impacts and local board views

28.     The feedback from local boards will be reported to the Governing Body when it decides the Auckland Council Elected Members’ Expense Policy.

Tauākī whakaaweawe Māori

Māori impact statement

29.     The childcare allowance recognises that the cost of childcare deters some people from standing for election. The provision of the allowance may encourage more people, including Māori, to consider standing.

Ngā ritenga ā-pūtea

Financial implications

30.     The number of Auckland Council elected members who will be eligible to claim this allowance is unknown. Local Government New Zealand statistics show that approximately 6 per cent of elected members are 40 years of age or below[1].  On that basis, the cost to Auckland Council, if 6 per cent of members (10 members) claimed the allowance, would be $60,000 (assuming one child each).

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31.     The expenditure that is the subject of this policy is sensitive expenditure. The policy needs to withstand public scrutiny and, where there is discretion, there needs to be a conservative approach. Staff believe that the conditions placed on reimbursement and the processes for approval are appropriate in this context.

Ngā koringa ā-muri

Next steps

32.     Feedback from all local boards will be reported to the Governing Body when it decides the Auckland Council Elected Members’ Expense Policy.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Draft Auckland Council Elected Members' Expense Policy

247

b

Summary of local board feedback on the Remuneration Authority’s discussion paper on childcare allowances

265

     

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

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Devonport-Takapuna Local Board

10 December 2019

 

 

Chairpersons' Report

File No.: CP2019/18939

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       An opportunity is provided for the Chairperson of the Devonport-Takapuna Local Board to provide updates on the projects and issues relevant to the board.

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      receive and thank Chairperson A Bennett for his verbal report

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Rhiannon Foulstone-Guinness - Democracy Advisor

Authoriser

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

Elected Members' Reports

File No.: CP2019/18938

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       An opportunity is provided for the members of the Devonport-Takapuna Local Board to provide updates on the projects and issues they have been involved in since the November Meeting

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      receive and thank members for their verbal reports

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Rhiannon Foulstone-Guinness - Democracy Advisor

Authoriser

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

Ward Councillor Update

File No.: CP2019/18937

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       The Devonport-Takapuna Local Board allocate a period of time for Ward Councillors, Chris Darby and Richard Hills, to update the board on activities of the Governing Body.

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      Thank Cr Chris Darby and Cr Richard Hills for their update to the Devonport-Takapuna Local Board on the activities of the Governing Body.

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Rhiannon Foulstone-Guinness - Democracy Advisor

Authoriser

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

Governance Forward Work Calendar

File No.: CP2019/18935

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide an update on reports to be presented to the board for 2020.

Whakarāpopototanga matua

Executive summary

2.       The governance forward work calendar was introduced in 2016 as part of Auckland Council’s quality advice programme. The calendar aims to support local boards’ governance role by:

·    ensuring advice on meeting agendas is driven by the local board priorities

·    clarifying what advice is expected and when

·    clarifying the rationale for reports.

3.       The calendar also aims to provide guidance to staff supporting local boards and greater transparency for the public. The calendar is updated monthly, reported to local board business meetings, and distributed to council staff.

4.       The December 2019 governance forward work calendar for the Devonport-Takapuna Local Board is provided as Attachment A.

 

 

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a)      note the Devonport-Takapuna Local Board governance forward work calendar for December 2019 as set out in Attachment A of this agenda report.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Devonport-Takapuna Local Board - Governance Forward Work Calendar - December 2019

277

     

Ngā kaihaina

Signatories

Author

Rhiannon Foulstone-Guinness - Democracy Advisor

Authoriser

Eric Perry - Relationship Manager

 


Devonport-Takapuna Local Board

10 December 2019

 

 

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[1] http://www.lgnz.co.nz/assets/e41e5fb07f/Elected-Members-Profile-Report-FINAL.pdf