Agenda of Howick Local Board

Howick Local Board

09 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 5

8 Deputations 5

8.1 Deputation - Disability Connect, Fully accessible aquatic centre at Barry Curtis Park 5

8.2 Deputation - Mountfort Park Water Polo Club submission for the aquatic and leisure centre being built at Barry Curtis Park 6

8.3 Deputation - Dale Smith, Standing Orders 6

9 Public Forum 7

9.1 Public Forum - Melanie Bland, Principal - Te Uho o te Nikau Primary 7

10 Extraordinary Business 7

11 Declaration by local board member - Katrina Bungard 9

12 Election of Deputy Chairperson 11

13 Chairperson's Report 13

14 Governing Body Member update 15

15 Auckland Transport November 2019 update to the Howick Local Board 17

16 Howick Local Grants Round Two 2019/2020 grant allocations 25

17 Auckland Council’s Quarterly Performance Report: Howick Local Board for quarter one 2019/2020 39

18 Appointment of local board members to external community organisations 65

19 Local board appointments and delegations for the 2019-2022 electoral term 71

20 Annual Budget 2020/2021 consultation 77

21 Process for appointment of Local Government New Zealand National Council representative 85

22 Adoption of a business meeting schedule 91

23 Urgent decision-making process 93

24 Elected Members Expense Policy 2019 97

25 Approval for a new road name at 286 Cascades Road, Howick 107

26 New road names for four new roads within a subdivision at 51, 51A & 61 McQuoids Road, Flat Bush, by The Neil Group Ltd 115

27 Approval for a new road name at 11-13 Andrew Road, Howick 121

28 Urgent Decision - Howick Local Board to increase budget for Stockade Hill Lights Event 129

29 Urgent Decision - Howick Local Board to increase the budget of the installation of a solar powered sensor light over the playground in Tarnica Park 135

30 Governance forward work calendar 141

31 Workshop records 145

32 Consideration of Extraordinary Items

1 Welcome

The Chair will open the meeting and welcome everyone present.

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Howick Local Board:

a) confirm the extraordinary minutes of its meeting, held on Monday, 4 November 2019, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Howick Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Disability Connect, Fully accessible aquatic centre at Barry Curtis Park

Te take mō te pūrongo

Purpose of the report

1. Mike Potter on behalf of Disability Connect will be in attendance to present to the board with the need for a fully accessible pool at Barry Curtis Park.

Whakarāpopototanga matua

Executive summary

2. Mike Potter on behalf of Disability Connect will be in attendance to present to the board with the need for a fully accessible pool at Barry Curtis Park.

3. Mike Potter, Chief Executive of Disability Connect will be speaking on behalf of Auckland based members and local residents with disabilities.

4. A new aquatic and leisure centre is being built at Barry Curtis Park and the community is being asked to have their say on the services it wants to see at the facility.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the deputation from Mike Potter on behalf of Disability Connect and thank him for his presentation.

8.2 Deputation - Mountfort Park Water Polo Club submission for the aquatic and leisure centre being built at Barry Curtis Park

Te take mō te pūrongo

Purpose of the report

1. Terry Logan on behalf of Mountfort Park Water Polo Club will be in attendance to present the club’s submission to the aquatic and leisure centre being built at Barry Curtis Park.

Whakarāpopototanga matua

Executive summary

2. Terry Logan on behalf of Mountfort Park Water Polo Club will be in attendance to present the club’s submission for the aquatic and leisure centre being built at Barry Curtis Park.

3. A new aquatic and leisure centre is being built at Barry Curtis Park and the community is being asked to have their say on the services it wants to see at the facility.

4. Mountfort Park Water Polo Club’s submission is included (Attachment A).

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the deputation from Terry Logan on behalf of Mountfort Park Water Polo Club and thank him for his presentation.

Attachments

a Mountfort Park Water Polo Club submission............................................... 157

8.3 Deputation - Dale Smith, Standing Orders

Te take mō te pūrongo

Purpose of the report

1. Dale Smith will be in attendance to present to the board on issues in the standing orders of Howick Local Board.

Whakarāpopototanga matua

Executive summary

2. Dale Smith will present to the board on two issues in their standing orders.

3. The issues that will be presented to the board will be allowing public access to workshops and persons of standing in the community to have speaking rights at their meetings.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the deputation from Dale Smith and thank him for his presentation.

9 Public Forum

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

9.1 Public Forum - Melissa Bland, Principal - Te Uho o te Nikau Primary

Te take mō te pūrongo

Purpose of the report

1. Melissa Bland, Principal - Te Uho o te Nikau Primary School, will be in attendance to address the board.

Whakarāpopototanga matua

Executive summary

2. Melissa Bland, Principal - Te Uho o te Nikau Primary School, will address the board on pedestrian safety of school students.

3. In addition to highlighting a proposed alternative path behind Te Uho o te Nikau Primary School by Ostrich Farm, and how this could assist students being able to walk to school without having to walk along Flat Bush School Road.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) thank Melissa Bland, Principal - Te Uho o te Nikau Primary School, for her attendance and presentation on safety of school pedestrians.

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.”

Howick Local Board

09 December 2019

Auckland Transport November 2019 update to the Howick Local Board

File No.: CP2019/19182

Te take mō te pūrongo

Purpose of the report

1. To provide an introduction and an update for the Howick Local Board on transport related matters in their area, including the Local Board Transport Capital Fund (LBTCF) and the Community Safety Fund.

Whakarāpopototanga matua

Executive summary

2. A decision is not required this month. This report is the first one of this electoral term and provides an opportunity to highlight transport achievements in the Howick Local Board area.

3. The report contains information about the following:

· the wider ‘context’ involving a summary of the strategic projects delivered in the Howick Local Board area in the last electoral term

· information about the Local Board Transport Capital Fund (LBTCF) including projects delivered in the last electoral term

· an update on the Community Safety Fund (CSF)

· a summary of consultation about future Auckland Transport activities (Attachment A).

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the Auckland Transport November 2019 monthly update report.

Horopaki

Context

4. Auckland Transport is responsible for all of Auckland’s transport services, excluding state highways. Auckland Transport reports monthly to local boards, as set out in the Local Board Engagement Plan. Monthly reporting acknowledges the important engagement role local boards play within and on behalf of their local communities.

5. Auckland Transport is currently delivering several key strategic projects in Howick, discussed below.

Vision Zero

6. In 2018, 58 people died and 595 were seriously injured using Auckland’s transport network. Vision Zero is a paradigm shift in thinking about transport safety, it mandates that no death or serious injury on our transport network is acceptable.

7. Achieving this shift requires prioritising people’s safety over other benefits. Assuring the safety of all transport users in Auckland is vital to meeting the objectives of the Auckland Plan 2050, the Government Policy Statement and the soon the be released National Road Safety Strategy 2030.

8. Auckland currently has a commitment to a 60% reduction in road crash deaths and serious injuries by 2027 (from a 2017 baseline), reducing annual deaths to 25, and annual serious injuries to 325. Auckland Transport is the lead agency responsible for delivery of these objectives as part of the Vision Zero Strategy. Implementing the strategy will be integral to achieving these objectives. It will require transformational shifts in policy and practice within Auckland Transport and across all of its partnerships and stakeholder relationships.

9. The first example of the focus on safety is the introduction of the new Auckland wide speed bylaw that has been authorised by the Auckland Transport Board and will be implemented in June 2020. More changes will come with an increased focus on traffic calming and other safety projects.

Eastern New Network

10. The Eastern New Network simplified and improved bus routes across Howick in 2017 and is a key element of Auckland Transport’s larger plans. Updating Auckland’s bus network started in 2013 and the model is now in service across the region. The project links with other strategies like the AMETI project, Airport to Botany – Rapid Transport Network and the Central Rail Loop providing a bus network that can feed commuters onto these major projects.

11. Although the Eastern New Network’s real benefit will be unlocked when large infrastructure projects are delivered, it has still been very effective to date. This year Auckland Transport reached Auckland Council’s public transport target of having more than 100 million passenger journeys on public transport each year. The Eastern New Network is successful and between June 2018 and June 2019 customer journeys increased by 11.4 per cent. A ‘journey’ being one point-to-point expedition including transfers between modes. Auckland’s overall rate of public transport growth in the same period was 6.3 per cent.

Airport to Botany - Rapid Transport Network (RTN)

12. The Airport to Botany – Rapid Transport Network (RTN) project is a large and strategically important project that directly effects the Howick Local Board area. The aim is to create a RTN linking the Airport and Botany. See Figure 1 below. An RTN is a high capacity and high frequency public transport route utilising either buses in separated lanes, light rail or heavy rail.

Figure 1 – Airport to Botany RTN

13. Like the AMETI - Eastern Busway, this is a key project and progressed significantly last electoral term. The plan overall plan is that the Central Rail Link, AMETI-Eastern Busway, and Airport to Botany and electrification to Pukekohe all finish at roughly the same time creating a ‘RTN network able to move people efficiently north to south and east to west and maximising the efficiency of the Eastern New Network.

AMETI - Eastern Busway

14. Auckland Transport’s biggest project is the AMETI – Eastern Busway. This is a $1.4 billion project and is New Zealand’s first urban busway. It provides congestion free ‘bus only’ lanes for commuters from Panmure to Botany. In the previous electoral term Auckland Transport contractors started working on Stage one while work continues planning the second, third and fourth stages that will:

· complete a flyover for commuter traffic linking Reeves Road to the South Eastern Arterial

· build a Rapid Transit Network from Pakuranga to Botany

· build a large transport hub at Botany where the Airport to Botany project will terminate at.

15. The stage from Panmure to Pakuranga has started and is progressing well. The main area of interest is the Transit 2 (T2) lanes provided for the Pakuranga Road express bus service. The lanes opened on 1 July 2019. Current monitoring suggests the lanes are working, letting buses and cars with passengers travel quicker, with minimal impact on general traffic. Auckland Transport’s social media pages report minimal negative comments and occasional positive comments.

Community Safety Fund (CSF)

16. The CSF will deliver a total of $20 million over two years distributed across all 21 local boards. It is strictly for road safety initiatives. It is designed to deliver safety projects identified by the local board. A local board’s share of the fund is based on a formula that assesses the number of deaths and serious injuries in that area. The Howick Local Board’s share of the CSF is $985,896.

17. Howick Local Board has two CSF projects:

· Botany Downs Secondary College Crossing Point – Improving the crossing facilities for Botany Downs Secondary College students who need to cross Chapel Road

· Flatbush School Road Temporary Pedestrian Bridge – Building a temporary bridge over the Flat Bush Culvert (on Flatbush School Road) allowing pedestrians to cross the culvert more safely.

Tātaritanga me ngā tohutohu

Analysis and advice

18. This section of the report contains information about local projects, issues and initiative. It provides summaries of the detailed advice and analysis provided to the local board during workshops and briefings.

Local Board Transport Capital Fund

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

· be safe

· not impede network efficiency

· be in the road corridor (although projects running through parks may be considered if they support a transport outcome).

20. The fund is designed to allow local boards to build transport focused local improvements in their areas.

21. In this electoral term, the local board has approximately $7.8 million of LBTCF to spend.

22. In the previous electoral term, the following projects were delivered using the LBTCF:

· Half Moon Bay Ferry Terminal - The new ferry terminal at Half Moon Bay started in the previous electoral term and was finished providing a drier, nicer place for commuters to catch the ferry

· Cascades Road Walk Way – The board funded a walkway that will allow people of all abilities better access from Cascades Road to the Cascades walking track

· Barry Curtis Park Walkway – The Howick Local Board funded a new stretch of footpath in Barry Curtis Park running parallel to Flatbush School Road that will provide a safer pedestrian link to the park, pedestrian refuge crossing points and car parking. This project’s cost is $339,500

· Howick Village Centre Plan – $400,000 was made available to support the design process and the local board has earmarked another $1 million as a reserve for future delivery of this project.

23. Auckland Transport encourages all local boards to maximise the use of their allocated funding and has established a timeline for the board to use for identification, investigation and delivery of projects.

24. The timeline is listed below:

· in February 2020, Auckland Transport will workshop an initial list of potential projects with the local board providing an opportunity to identify possible projects

· in March 2020, Auckland Transport will workshop the projects identified with the local board to confirm a list for further investigation and an assessment of costs

· at the March 2020 Howick Local Board meeting, Auckland Transport will request the local board to formally resolve on requesting development of a scope and/or a rough order of cost (ROC) for the projects the local board have identified

· during May and June 2020, Auckland Transport will provide costs and feedback on the requested projects. This information can be used by the local board to prioritise the projects and to allocate funds based on quality advice. Workshops will be scheduled to discuss this information and support the local board’s decision-making

· in June 2020, the local board will able to either:

o approve construction of projects with a total cost of less than $300,000; or

o approve detailed design for complex projects with a cost of more than $300,000.

25. The aim is to enable the local board to identify and start work on utilising their Local Board Transport Capital Fund in the first six months of their term. This will allow projects to be progressed or delivered inside the board’s current term.

26. Auckland Transports’ aim is to synchronise this process with development of the board’s Local Board Plan. This will ensure that transport projects are linked to the board’s goals maximising efficiency and minimsing the risk that transport funds are spent on unplanned or poorly evaluated projects.

27. In the second year of the local board’s electoral term, this cycle will be repeated if the board does not allocate their funds in their first year.

Tauākī whakaaweawe āhuarangi

Climate impact statement

28. Auckland Transport are committed to minimising the negative effects that transport operations have on climate change. This includes the encouragement of emission neutral (walking and cycling) and low emission (public transport and ride sharing) methods of transportation.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

29. No impacts from this month’s report.

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

Local impacts and local board views

Auckland Transport consultations

30. Over the last reporting period, Auckland Transport invited the local board to provide feedback on proposals, with information available in Attachment A.

Tauākī whakaaweawe Māori

Māori impact statement

31. In this reporting period no projects required iwi liaison.

Ngā ritenga ā-pūtea

Financial implications

32. This report does not have any financial implications that have not already been reported.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33. The proposed decision to receive the report has no risks. Auckland Transport has risk management strategies in place for all of its projects.

Ngā koringa ā-muri

Next steps

34. Auckland Transport will provide another update report to the local board next month.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Summary of consultation information	23

Ngā kaihaina

Signatories

Author

Ben Stallworthy - Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon - Manager Elected Member Relationship Team Manager, Auckland Transport

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Howick Local Grants Round Two 2019/2020 grant allocations

File No.: CP2019/19105

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund, or decline applications received for Howick Local Grants Round Two 2019/2020.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Howick Local Grants Round Two 2019/2020 (Attachment B).

3. The Howick Local Board adopted the Howick Local Grants Programme 2019/2020 on 18 March 2019 (Attachment A). The document sets application guidelines for contestable grants submitted to the local board.

4. The local board has set a total community grants budget of $600,000 for the 2019/2020 financial year. A total of $85,000 was allocated to three grants in June 2019 from the 2019/2020 grants budget (HW/2019/88), leaving a total of $515,000 to be allocated.

5. In addition, a refund of $30,000 from Rotary Club of Pakuranga (LG1907-328) was returned to the 2018/2019 grants budget as the grant was not uplifted, leaving a total of $545,000 to be allocated.

6. A total of $170,743 was allocated to Local Grants, Round One. This leaves a total of $374,257 to be allocated to two local grants rounds and one quick response round.

7. Thirty-eight applications were received for Howick Local Grants Round Two 2019/2020, requesting a total of $388,613.63.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) agree to fund, part-fund, or decline each application in Howick Local Grants Round Two 2019/2020 listed in the following table:

Table One: Howick Local Grants Round Two 2019/2020 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2007-216	The Uxbridge Community Projects Incorporated	Arts and culture	Towards costs of software installation for the Uxbridge Arts and Culture Centre.	$6,119.00	Eligible
LG2007-219	Libretto Productions Limited	Arts and culture	Towards the venue hire to rehearse and deliver a musical theatre production, "Legally Blonde" between 13/4/2020 and 19/4/2020.	$3,200.00	Eligible
LG2007-223	Rotary Club of Pakuranga	Arts and culture	Towards an artwork construction between January and May 2020.	$20,000.00	Eligible
LG2007-240	The New Zealand Dance Company (New Zealand Dance Advancement Trust)	Arts and culture	Towards the dancers' contract fees for the "Matariki for Tamariki" programme in 2020.	$5,000.00	Eligible
LG2007-246	Harlequin Musical Theatre	Arts and culture	Towards the costs of signage replacement, planters, a trellis, and a concrete pad for a container.	$15,100.69	Eligible
LG2007-202	Howick Village Association Incorporated	Community	Towards the purchase and installation of six sets of Closed-Circuit Television (CCTV) cameras.	$36,889.00	Eligible
LG2007-204	Cockle Bay Scout Group Under the umbrella of The Scout Association of New Zealand	Community	Towards the event fees for eighteen youth scouts and two leaders to attend a jamboree in Hamilton	$3,000.00	Eligible
LG2007-205	No. 40 (Howick) Squadron ATC Trust	Community	Towards the purchase of two gazebos.	$4,166.00	Eligible
LG2007-210	The Uxbridge Community Projects Incorporated	Community	Towards the replacement of eighty chairs in Te Whare Ora.	$6,614.64	Eligible
LG2007-211	St Columba Presbyterian Church Botany	Community	Towards the catering service for the event "Beloved Women's Conference."	$3,000.00	Eligible
LG2007-218	Parenting Place Charitable Trust	Community	Towards the staff wages to deliver mental health and life skills presentations to schools in the Howick local board area.	$5,000.00	Eligible
LG2007-224	Youthline Auckland Charitable Trust	Community	Towards the Youthline helpline, specifically for volunteer training support and the triage clinical staff salary.	$3,000.00	Eligible
LG2007-226	Auckland Cambodian Youth and Recreation Trust	Community	Towards the wages and volunteer costs to run various youth and recreation activities.	$6,000.00	Eligible
LG2007-227	Highland Park Community Creche Incorporated	Community	Towards rental fees for one year to run a preschool programme.	$14,200.00	Eligible
LG2007-229	Ladies Probus Club of Howick Central	Community	Towards the costs of monthly outings, including bus hire, venue hire, and operational expenses.	$3,900.00	Ineligible
LG2007-234	Howick Village Business Association	Community	Towards the traffic management costs to deliver "The Howick Village HOP" event in 2020.	$4,457.00	Eligible
LG2007-235	Rainbow Celebrating Life Trust	Community	Towards the venue hire, dance choreographer fees, advertising, and insurance to run a dance fitness series.	$6,000.00	Eligible
LG2007-237	Life Education Trust Counties Manukau	Community	Towards the overall costs to deliver a health and well-being programme to schools in the Howick area.	$20,000.00	Eligible
LG2007-247	Farm Cove Pakuranga Scout Group under the umbrella of The Scout Association of New Zealand	Community	Towards the event fees for fifteen youth scouts to attend a jamboree in Hamilton.	$13,575.00	Eligible
LG2007-250	Failoa Famili	Community	Towards the presenter's fees and venue hire to deliver a series of two parenting and family seminars.	$5,150.00	Eligible
LG2007-201	Friends Of Lot 29 Estuary, Chisbury under the umbrella of Te Whangai Trust	Environment	Towards native planting at Lot 29 Estuary Views.	$9,624.42	Eligible
LG2007-203	The Friends of Mangemangeroa Society Incorporated	Environment	Towards pest control management in the Mangemangeroa Valley Reserves.	$6,360.08	Eligible
LG2007-225	Tread Lightly Charitable Trust	Environment	Towards the costs of engaging qualified teachers to deliver the Tread Lightly Caravan programme to Howick primary schools.	$8,451.00	Eligible
LG2007-241	Ceylon German Technical Training Institute Alumni Association of New Zealand	Events	Towards costs of the Sri Lankan New Year Festival 2020.	$6,880.00	Eligible
LG2007-242	Rainbow Celebrating Life Trust	Events	Towards marketing, insurance, venue hire, portaloos, DJ, and sound costs to host the "Rainbow: Celebration of Colours" Holi festival.	$7,000.00	Eligible
LG2007-206	Anthony Wright	Sport and recreation	Towards safety mats, head and chest guards for Toyokwai Karate in the Howick area.	$3,645.00	Eligible
LG2007-207	East Volleyball Club	Sport and recreation	Towards venue hire, advertising and administration costs for a social volleyball competition.	$1,000.00	Ineligible
LG2007-212	Howick Pakuranga Netball Centre Incorporated	Sport and recreation	Towards the facility upgrade including wall painting, and replacement of toilets and furniture.	$42,500.00	Eligible
LG2007-215	Counties Manukau Sport Foundation	Sport and recreation	Towards the delivery of a bike programme including bike coaches and coordinators' wages, vehicle lease, and bike and equipment storage from January 2020 to June 2020.	$38,874.00	Eligible
LG2007-220	Totara Park Riding for the Disabled	Sport and recreation	Towards a subsidy for the coach's annual wage for the disabled riding programme in 2020.	$23,000.00	Eligible
LG2007-228	Allegro Ice Dance Club	Sport and recreation	Towards a synchronised ice-skating camp between February and April 2020, including coaching fees and ice rink hire.	$4,708.00	Eligible
LG2007-231	Howick Croquet Club Incorporated	Sport and recreation	Towards the maintenance of the Howick Croquet Club property, including regular lawn mowing and weed control between January and December 2020.	$11,315.00	Eligible
LG2007-232	City of Sails Rock 'n' Roll Revival Club Incorporated	Sport and recreation	Towards venue hire for training and entry costs for the 2020 Junior Nationals Rock and Roll competition.	$3,000.00	Eligible
LG2007-236	Baseball New Zealand	Sport and recreation	Towards operational costs for the United Airline National U16 and Men's Championships held at Lloyd Elsmore Park in Pakuranga.	$10,000.00	Eligible
LG2007-243	Howick Pakuranga Hockey Club	Sport and recreation	Towards coach and facilitator fees to run a leadership development programme.	$6,080.00	Eligible
LG2007-248	Pakuranga United Rugby Club Incorporated	Sport and recreation	Towards roof maintenance at Pakuranga United Rugby Club.	$13,804.80	Eligible
LG2007-213	Maria Nesterenko under the umbrella of Salvation Army Church - East City Corp	Events	Towards costs to hold the Russian Day 2020.	$6,000.00	Eligible
LG2007-249	Elvis in the Gardens Incorporated	Events	Towards the costs to host the Elvis in the Gardens event at the Auckland Botanic Gardens.	$2,000.00	Eligible
Total				$388,613.63

Horopaki

Context

8. 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.

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

10. 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.

11. The Howick Local Board adopted their grants programme for 2019/2020 on 18 March 2019 and will operate three Local Grants and one Quick Response rounds for this financial year.

12. 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.

13. The local board has set a total community grants budget of $600,000 for the 2019/2020 financial year. A total of $255,743 has been allocated in previous grant rounds. In addition, a refund of $30,000 from Rotary Club of Pakuranga (LG1907-328) was returned to the 2018/2019 grants budget, as the grant was not uplifted. This leaves a total of $374,257 to be allocated to two local grant rounds and one quick response round.

Tātaritanga me ngā tohutohu

Analysis and advice

14. 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

15. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups with projects that support community climate change action. Local board grants can contribute to climate action through support of projects that address food production and food waste, support alternative transport methods, support community energy efficiency education and behaviour change, build community resilience, and support tree planting.

16. Five applicants applying to local grants round two, have indicated that their project supports climate change outcomes.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

17. According to the main focus of the application, each one has received input from a subject matter expert from the relevant department. The main focuses are identified as arts, community, events, sport and recreation, environment or heritage.

18. 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

19. Local boards are responsible for the decision-making and allocation of local board community grants. The Howick Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

20. The 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’.

21. A summary of each application received through round two of the Howick Local Grants, 2019/2020 is provided (Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

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

23. Eleven applicants applying to Local Grants Round Two, have indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

25. The Howick Local Board has set a total community grants budget of $600,000. A total of $85,000 was allocated to three grants in June 2019 from the 2019/2020 grants budget (HW/2019/88), leaving a remainder of $515,000 to be allocated.

26. Furthermore, a refund of $30,000 from Rotary Club of Pakuranga (LG1907-328) was returned to the 2018/2019 grants budget, leaving a total of $545,000 to be allocated.

27. A total of $170,743 was allocated to local grants round one. This leaves a total of $374,257 to be allocated to two local grant rounds and one quick response round.

28. Thirty-eight applications were received for the Local Grants, Round Two 2019/2020, requesting a total of $388,613.63.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. 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

30. Following the Howick Local Board allocating funding for Local Grants, Round Two, the grant staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Howick Local Board Grants Programme 2019/2020	35
b ⇨	Howick Local Grants Round Two 2019/2020 grant applications (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Erin Shin - Community Grants Coordinator

Authorisers

Marion Davies - Grants and Incentives Manager

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Auckland Council’s Quarterly Performance Report: Howick Local Board for quarter one 2019/2020

File No.: CP2019/19429

Te take mō te pūrongo

Purpose of the report

1. To provide the Howick 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, key challenges the board should be aware of and any risks to delivery against the 2019/2020 work programme.

3. The work programme is produced annually and aligns with the Howick Local Board Plan outcomes.

4. The key activity updates from this quarter are:

· delivery of the Moon Festival

· the Howick Youth Council (HYC) held get-to-know-your-candidates’ events and organised the Recruit Your Mayor event

· 25 Howick schools expressed interest in being involved in the Waste minimisation in schools project.

5. 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). The following activities are reported with a status of red (behind delivery, significant risk):

· Howick Gymsports Facility

6. The financial performance report compared to budget 2019/2020 is attached (Attachment B). There are some points for the local board to note.

7. The overall operating result is 14 per cent above budget due to lower revenue and higher expenditure. Operating revenue is below budget by approximately six per cent from the libraries and Lloyd Elsmore Park Pool and Leisure Centre where entrance fees were lower than expected. Operating expenditure is above budget by 10 per cent. Expenditure for facility and park maintenance is above budget while Locally Driven Initiatives (LDI) expenditure is below budget as projects are in progress. Capital expenditure spend is ahead of budget for the quarter by 95 per cent.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

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

b) note that the Community Facility 2019/2020 work programme and 2020-2022 indicative work programme has been updated to reflect financial deferrals as part of the Annual Plan process as shown in Attachment C.

c) approve the amendment to the Community Facilities 2019-2022 work programme activity ‘Cockle Bay - renew and extend seawall’ Work Programme ID 2386 to:

i. amend the activity description to state ‘FY2020/2021 – deliver physical works’

ii. amend the funding for 2020/2021 financial year to $60,000.

d) approve the amendment to the Community Facilities 2019/2020 work programme and 2020-2022 indicative work programme to add the following projects to the Risk Adjusted Programme:

i. Work Programme ID 2130 Howick Recreation Centre – comprehensive renewal

ii. Work Programme ID 2281 Howick – renew park playspaces FY2019.

Horopaki

Context

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

· Arts, Community and Events;

· Parks, Sport and Recreation;

· Libraries and Information;

· Community Services: Service, Strategy and Integration;

· Community Facilities: Build Maintain Renew;

· Community Facilities: Community Leases;

· External Partnerships;

· Infrastructure and Environmental Services;

· Plans and Places;

· ATEED.

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

· involved and connected communities

· our future growth is managed effectively

· valuing our cultural diversity

· a treasured environment

· our people are active and healthy

· a prosperous local economy.

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

Graph One: Work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

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

Graph Two: Work programme by RAG status

12. The graph below shows the activity status of activities, which shows the stage of the activity in each department’s work programme. The number of activity lines differ by department as approved in the local board work programmes.

Graph Three: Work programme by activity status and department

Key activity updates from quarter one

13. Key activities in quarter one that align with local board outcomes are as follows:

· the Moon Festival was delivered at Lloyd Elsmore Park on 14 September 2019. This event was delivered in conjunction with community event organiser, Barry Hung. This was a multi-cultural event with a focus on the Asian community. The main stage was programmed locally and the event ended with a fireworks display.

· the renewal of the CCTV and security cameras at Pakuranga Recreation & Youth Centre was completed in September 2019.

· 25 Howick schools expressed interest in being involved in the Waste minimisation in schools project to reduce their waste by 40 per cent in the next year. A waste minimisation coordinator has been appointed and ten schools have completed their first waste audit.

· the renewal of the retaining wall at Point View Reserve was completed in September 2019.

· the replacement of the failing retaining wall at Glenlea Park, 12R Matthews Road, Flat Bush, is now complete.

· Stage two of the Emilia Maud Nixon Community Teaching Garden is complete.

· the Howick Youth Council (HYC) held get-to-know-your-candidates events and partnered with four other youth boards to organise the Recruit Your Mayor event. The HYC completed their own election process with the election of a new lead team to continue the work for their youth council.

· the Pest Free Howick team have engaged with residents bordering Chisbury Terrace Reserve and Pohutukawa Avenue Esplanade Reserve, and an information evening was held in August 2019 to provide pest management education and traps.

Activities with significant issues

14. The Howick Gymsports Facility; a facility partnership grant to progress the Howick Gymsport Facility, has a red RAG status but raises no significant issue. This is on hold and will be progressed once the options review for the Howick Leisure Centre has been completed.

Activities on hold

15. The following work programme activities have been identified by operating departments as on hold:

· Ti Rakau Park - renew playground

· Barry Curtis Park - develop existing Culture Lawn Chapel Road metal carpark

· Howick: tree and green asset planting programme for the 2017/2018 financial year.

Changes to the local board work programme

Deferred activities

16. The following work programme activities have been identified by operating departments as deferred:

· Howick Celebrated Citizens, this event is held biannually. It will be held again in the 2020/2021 financial year.

Activities merged with other activities for delivery

17. There are no activities that have been merged with other activities in quarter one.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

20. The recommendations on amendments to timelines in the Community Facilities work programmes are unlikely to have climate impacts.

21. The local board is currently investing in a number of sustainability projects, which aim to build awareness around individual carbon emissions, and changing behaviour at a local level. These include:

· Industrial Pollution Prevention programme

· Para Kore programme for business waste minimization

· Waste minimisation in schools.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. When developing the work programmes council group impacts and views are presented to the boards.

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

Local impacts and local board views

23. This report informs the Howick Local Board of the performance for the quarter ending 30 September 2019.

Tauākī whakaaweawe Māori

Māori impact statement

24. In quarter one, staff worked with Te Tahawai Marae on the delivery of their strategic plan recommendations which was developed earlier this year. A focus is on capacity building to strengthen their infrastructure, management and governance. Staff will continue to support the Marae to achieve their aspirations and to seek opportunities that will enhance kaupapa Māori initiatives in the local board area.

Ngā ritenga ā-pūtea

Financial implications

25. This report is provided to enable the Howick Local Board to monitor the organisation’s progress and performance in delivering the 2019/2020 work programmes and to report this to the public.

Financial Performance

26. Operating revenue is at $1,302,000 and is $78,000 below budget mainly from lower fees and charges collected at the libraries and lower entrance and miscellaneous revenue from Lloyd Elsmore Park Pool and Leisure Centre.

27. Operating expenditure of $7,627,000 is above the budget by $686,000 mainly in facility and park maintenance. Locally Driven Initiatives (LDI) expenditure is below budget by $178,000 as most of the board’s projects are in progress.

28. Capital expenditure spend is $2,780,000 and is $1,352,000 ahead of budget for this quarter. This is mainly on local asset renewals $1,600,000 on the relocation fit out at Botany Library, library furniture and fittings & the Howick Recreation centre. Business cases are being development for the Barry Curtis Park master plan $537,000.

29. The Howick Local Board Financial Performance report is in Attachment B.

Revised Budget

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

31. 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.

32. 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.

33. 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.

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

35. The Community Facilities Build Maintain Renew work programme financial allocations have been updated in accordance with the carry forwards (refer to Attachment C). Points to note, some of which require minor alterations to the work programme wording are as follows:

· Work Programme ID 2386 project ‘Cockle Bay - renew and extend seawall’ includes additional regional funding in the 2020/2021 financial year which was approved in principle by the Governing Body in July 2019 but was not noted in the local board’s work programme. The activity description needs to be amended accordingly to reflect the additional funding and that the physical works may extend into 2020/2021 (though the regional funding has been added to the Risk Adjusted Programme (RAP) by the Governing Body so it may be delivered in advance if possible.

· Work Programme ID 3798 project ‘Pohutukawa Avenue Esplanade Reserve - improve access’ was deferred into FY2019/2020. This is due to a delay in obtaining sub consultant geotechnical reporting which has delayed the project into the current 2019/2020 financial year. Funding of $225,000 has been deferred accordingly.

· Work Programme ID 3775 project ‘Shelly Park - stabilise cliff with soil nails (Shelly Park Cruising Club)’ includes a funding deferral into the 2019/2020 financial year. This is due to a delay in obtaining sub consultant geotechnical reporting which has delayed the project into the current 2019/2020 year. Funding of $570,227 has been deferred accordingly.

· Work Programme ID 3776 project ‘Shelly Park Reserve - install retaining wall’ includes a funding deferral into the 2019/2020 financial year. This is due to a delay caused by combining the works with the Shelley Bay / Mangemangeroa steps renewal to avoid inconvenience to the boat club. Funding of $60,000 has been deferred accordingly.

Risk Adjusted Projects (RAP)

36. The approved Community Facilities 2019/2020 work programme and 2020-2022 indicative work programme includes projects identified as part of the Risk Adjusted Programme (RAP). These are projects that the Community Facilities delivery team will progress, if possible, in advance of the programmed delivery year. This flexibility in delivery timing will help to achieve 100 per cent financial delivery for the 2019/2020 financial year, by ensuring that if projects intended for delivery in the 2019/2020 financial year are delayed due to unforeseen circumstances, that other projects can be progressed while the causes for delays are addressed.

37. Since approval of the local work programmes in June 2019 investigation and design (including forecasting of delivery) has commenced. As a result, it has become apparent that some projects that had been included for delivery in the 2019/2020 financial year may not be able to be progressed as quickly as anticipated. Reasons for delays include matters such consenting, heritage items identified, and consultation requirements. Therefore, in order to enable 100 per cent delivery to budget Community Facilities request approval to RAP and progress the following projects:

· Work Programme ID 2130 Howick Recreation Centre – comprehensive renewal

· Work Programme ID 2281 Howick – renew park playspaces 2019 financial year.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

Ngā koringa ā-muri

Next steps

40. The local board will receive the next performance update following the end of quarter two, February 2020.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Howick Local Board Work Programme (Under Separate Cover)
b ⇩	Howick Local Board Quarter One Financial Report	47
c ⇩	Community Facilities Build Maintain Renew Work Programme 2019-2022	53

Ngā kaihaina

Signatories

Author	Ian Milnes – Senior Local Board Advisor, Howick
Authoriser	Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Appointment of local board members to external community organisations

File No.: CP2019/19585

Te take mō te pūrongo

Purpose of the report

1. To appoint local board members to external community organisations relevant to the Howick Local Board area.

Whakarāpopototanga matua

Executive summary

2. Elected members participate as representatives of the local board on a number of external community and national organisations.

3. The beginning of the new electoral term generates the need for new appointments. This report provides details of the external organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the board on those external organisations for the 2019-2022 triennium.

4. In addition, there are a small number of appointments which, due to legislation or the terms in a deed are the responsibility of the Governing Body, but because the relationship between the council and the organisation is local, the Governing Body has delegated its responsibility to nominate an elected member to the relevant local board.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) appoint the following board members to the external community groups and organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Howick Village Business Association
Greater East Tamaki Business Association
Aircraft Noise Consultative Committee
Otara Waterways and Lake Community Panel
Tamaki Estuary Environmental Forum
Highbrook Park Trust
Uxbridge Community Projects Incorporated

Horopaki

Context

5. A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation.

6. At the commencement of each triennium, the Governing Body and local boards make appointments to external organisations.

7. As local board representatives, the nominated members represent the board, and do not attend in a personal capacity. Nominated local board members will provide updates at local board meetings to regularly inform all local board members of discussions and decisions made of their activities, unless good reasons exist for confidentiality. These updates are in the form of business meeting reports which maintain public transparency.

8. The reasons for elected member participation in external organisations can be described in a number of ways:

· a trust deed, that requires Auckland Council to make an appointment to an organisation

· an organisation of interest to the local board is inviting elected member representation at its meetings

· associations entered into by the council which provide for elected member representation

· organisation governance, or project or programme oversight, such as regional or local parks management groups

· a statutory or regulatory provision (for example a regulation providing for a community liaison committee) or

· a resource consent requiring the formation of a committee or hearing panel.

9. In making decisions about these appointments, it is suggested that local boards are mindful of:

· the elected member’s availability

· any conflict of interests, including whether the local board provides funding to the entity

· relevance

· historical relationship with the organisation and Auckland Council.

10. Members are delegated in their capacity as elected local board members. Should they no longer be a local board member, their nominations would be automatically repealed.

11. Local board members may be part of any organisation in their private capacity and personal interests. They are encouraged to disclose memberships of external organisations in the conflict of interest register.

Relevant external organisations

12. The details of the organisations relevant to the local board are detailed below;

· Howick Village Business Association (BID)

· Greater East Tamaki Business Association (BID)

· Aircraft Noise Consultative Committee

· Otara Waterways and Lake Community Panel

· Tamaki Estuary Environmental Forum

· Highbrook Park Trust

· Uxbridge Community Projects Incorporated.

Tātaritanga me ngā tohutohu

Analysis and advice

Business Improvement District (BID) Partnership Programmes

13. Business Improvement District (BID) Partnership Programmes are local economic development initiatives run by a business association in partnership with the council, supported by a designated targeted rate.

14. The local board has a day-to-day relationship with the business associations as a joint partner in the BID Partnership Programme. The local board will work with the business associations to align the direction for the BID programme and local priorities expressed in the Local Board Plan. The local board will receive regular reporting on the BID Partnership Programme and review progress against objectives.

15. The business associations may invite the appointed member onto the BID Governance Board or Executive Committee. The discretion on whether this member has voting rights will lie with the business association under the rules of their constitution.

16. The previous local board representatives are presented in the table below.

Table One: Previous local board representatives and alternates

External organisation	Lead	Alternate
Howick Village Business Association	David Collings	Jim Donald
Greater East Tamaki Business Association	Mike Turinsky	Peter Young

17. It is recommended that the local board appoints a local board member and an alternate to each business association to represent the local board regarding all matters relating to the business association.

Aircraft Noise Community Consultative Group

18. Under Designation 1100 of the Auckland Unitary Plan Operative in part, the Auckland International Airport Limited is required to maintain the Aircraft Noise Community Consultative Group. The purpose of the group is to consider, and where appropriate, make recommendations to Auckland International Airport Limited on aircraft noise and concerns that arise from the operations and activities at the airport.

19. Membership of the group comprise an Auckland Council Governing Body representative, 12 local board representatives, and representatives from industry, Mana Whenua, the community, Airways, Board of Airline Representatives of New Zealand and Auckland International Airport Limited.

20. One local board member is selected from each of the following local boards: Mangere-Ōtāhuhu, Ōtara-Papatoetoe, Manurewa, Howick, Franklin, Maungakiekie-Tāmaki, Albert-Eden, Puketāpapa, Whau, Orākei, Wāitakere Ranges, and Papakura.

21. The meetings are held every three months. The next meeting occurs on 9 December 2019, 1.00pm – 3.00pm, Pavilion Roam III, Sudima Hotel, 18 Airport Drive, Auckland Airport.

22. The previous local board representatives were Bob Wichman with Peter Young as alternate.

Ōtara Waterways and Lake Community Panel

23. The quality of the water in the Ōtara catchment and Ōtara Lake has long been an issue and concern for many residents and policy makers. The purpose of this panel is to provide strategic advice, assistance and meaningful contribution to the Otara Waterways and Lake Trust and to prepare a detailed Strategic Plan to clean up the entire Otara creek and waterway system.

24. The panel meets every third month on the second Wednesday from 12.00pm – 2.00pm, at the Manukau Civic Centre. The next meeting is scheduled for Wednesday 11 December 2019.

25. The previous local board representatives were David Collings with Peter Young as alternate.

Tāmaki Estuary Environmental Forum

26. The Tāmaki Estuary Environmental Forum is a local board funded forum located in the Tāmaki Estuary catchment of Auckland. The forum addresses a range of issues that affect the estuary, including, but not limited to; plastic pollution, heavy metal leaching, sedimentation, over-fishing, water quality and ecological health.

27. The forum meets every two months on a Thursday; the next meeting at 10am on Thursday 12 December 2019 at the Maungakiekie-Tāmaki Local Board Office; 7-13 Pilkington Rd, Panmure.

28. The previous local board representatives were Garry Boles with John Spiller as alternate.

Highbrook Park Trust

29. The Highbrook Park Trust (HPT) is a legacy council-controlled organisation (CCO) that was established in August 2000 to acquire, establish, and maintain a park on the Waiouru Peninsula, adjacent to the Highbrook Business Park. In August 2015, Auckland Council extended the HPT agreement effectively for another 15 years with 5 yearly reviews. Representatives from the Ōtara- Papatoetoe Local Board and the Howick Local Board are invited to the board meetings.

30. The next meeting is Monday 9 December at 11.00am.

31. The previous local board representatives were Peter Young with Bob Wichman as alternate.

Uxbridge Community Projects Incorporated

32. Uxbridge have confirmed a non-voting board representative is in their constitution. Uxbridge Community Projects Incorporated has a maximum of 10 members but has co-opt additional non-voting members for the purposes of expertise.

33. The next meeting of the Board of Uxbridge Community Projects Incorporated is scheduled for 7pm on 17 December 2019.

34. There was no appointed local board representation in the previous term.

Tauākī whakaaweawe āhuarangi

Climate impact statement

35. These decisions are procedural in nature and any climate impacts will be negligible. The decision is unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

36. This report enables Auckland Council to meet its requirements or duties to have representation on external community organisations.

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

Local impacts and local board views

37. This report seeks the local board’s decision on representatives to external community organisations relevant to the local board area.

Tauākī whakaaweawe Māori

Māori impact statement

38. This report has no specific impact on Māori. It covers appointments of local board members to external organisations and community networks to represent the view of local communities, including Māori communities.

Ngā ritenga ā-pūtea

Financial implications

39. There are no financial implications as a result of this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

40. Local board members may be part of any organisation in their private capacity and personal interests. They are encouraged to disclose memberships of external organisations in the conflict of interest register.

Ngā koringa ā-muri

Next steps

41. Local Board Services staff will inform each external organisation of the name of the local board appointment. They will also inform the local board representative of the meeting time, date and location.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author	Nichola Painter - Local Board Advisor - Howick
Authoriser	Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Local board appointments and delegations for the 2019-2022 electoral term

File No.: CP2019/19124

Te take mō te pūrongo

Purpose of the report

1. To recommend that the Howick Local Board appoints a local board member to:

· be the nominated local board member for landowner consents (including affected party approvals)

· be the nominated local board member for film applications

· be the nominated local board member for events

· provide formal views on whether a resource consent should proceed as a non-notified, limited notified or fully notified application

· provide formal views (feedback) on notified resource consents and attend the council hearings.

Whakarāpopototanga matua

Executive summary

2. In order to enable effective and efficient decision-making, the council delegates some responsibilities to staff or individual elected members. This report seeks to appoint nominated local board members who will be consulted on landowner consents and events, and who will provide feedback resource consents.

3. If local boards choose not to appoint a nominated board member for landowner consents staff will consult with the local board chairperson, as outlined in the Local Board Delegation Protocols.

4. Local boards can provide feedback on whether resource consent applications should be publicly notified. Local boards can also provide written feedback once the applications are notified and can subsequently speak to their feedback to support their views at the council hearing. A delegation to a nominated local board member is recommended.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) appoint XXXX and XXXX, as an alternate, to be the nominated local board member for landowner consents (excluding landowner consents for filming) and authorise them to:

i) be the point of consultation for staff on all applications for landowner consent and, at their discretion, refer any application for landowner consent to the local board for a local board decision, and

ii) receive staff notifications of areas that may involve reputational, financial, performance or political risk.

b) appoint XXXX and XXXX, as an alternate, to be the nominated local board member for landowner consents for filming and authorises them to:

i) to be the point of consultation with staff on all applications for landowner consent for filming and, at their discretion, refer any applications for landowner consent for filming to the local board for a local board decision

ii) receive notifications from staff of areas that may involve reputational, financial, performance or political risk.

c) appoint XXXX and XXXX, as an alternate, to be the nominated local board member for events and authorises them to receive staff notifications of areas that may involve reputational, financial, performance or political risk.

d) delegate to XXXX the authority to provide the local board views on whether a resource consent should proceed as a non-notified, limited notified or fully notified application.

e) delegate to XXXX the authority to prepare and provide local board views and speak those local board views at any hearings on notified resource consents.

Horopaki

Context

Background

5. Decision-making within Auckland Council is shared between the Governing Body and local boards. Local boards have made a general delegation to the Chief Executive of all of their responsibilities, duties and powers subject to the exclusions, restrictions and clarifications set out in the Chief Executive’s Delegations Register. The Chief Executive has in turn delegated those responsibilities, duties and powers to staff. The exercise of those responsibilities, duties and powers is subject to a set of delegation protocols. These protocols provide a set of expectations and directions to staff and require a number of actions that are relevant to all local activities. These delegations help Auckland Council to operate efficiently and effectively.

6. In some cases, delegations are given to individual local board members, usually due to short timeframes constrained by operational requirements, customer expectations and deadlines set by statute. Having a delegation in place to one local board member helps to ensure that council can continue to undertake its normal business practices without undue delays.

7. Local boards have allocated responsibility for decision-making with respect to local parks and have delegated landowner consent decisions to staff subject to a number of delegation protocols. The delegation protocols require that the nominated local board member is consulted on every landowner consent. Landowner consents encompass a broad range of activities, including affected party approvals, filming and events.

8. Under the Local Government (Auckland Council) Act 2009, the Governing Body must consider any views and preferences expressed by a local board, where a Governing Body decision affects or may affect the responsibilities or operation of the local board or the well-being of communities within its local board area. Local boards’ ability to provide local views can be affected because of statutory timeframes or external agency deadlines. Delegating authority for providing local board views to individual members provides local boards the opportunity to give local views within prescribed timeframes.

Tātaritanga me ngā tohutohu

Analysis and advice

Landowner consents

9. Under Auckland Council’s Combined Chief Executive Delegations Register, council staff are delegated authority to approve landowner consents on behalf of local boards. This delegation is subject to the Local Board Delegations Protocols. These protocols require that before exercising their delegations, staff must consult with a nominated local board member for landowner consents. If required, by the nominated local board member, the staff member must refer the landowner consent decision to a local board business meeting for a decision.

10. It is therefore recommended that the local board appoint a nominated local board member for landowner consents to enable staff to exercise their delegation.

Landowner consents for filming

11. Screen Auckland (Auckland Tourism, Events and Economic Development) processes requests for filming in the Auckland Region, and seeks landowner consent from local boards. Over 600 permits are granted each year, with the largest number of permits being granted in Waitematā, Wāitakere Ranges and Rodney Local Board areas.

12. Screen Auckland must process the applications within three to five working days, and therefore require feedback from local boards within two working days. These timeframes are short because filming activities often have a fast turnaround for productions from concept to delivery. To keep filming in Auckland, in a competitive international market, film crews often have to work within short timeframes.

13. Due to the extremely short timeframes for film applications, where local boards have a large number of filming applications, it may be beneficial for this subset of landowner consents to be referred to a different nominated local board member, to manage workloads.

Events

14. Under the Local Board Delegations Protocols, staff must consult with and obtain the views of the nominated local board member on:

· applications to hold events on council-owned land in the local board area that require regulatory approval and involve one or more of the following matters:

o complete or substantial closure of the public open space

o more than 500 people

o road closure

o liquor

o ticketed event.

· Any regulatory decision to set fees and charges for holding local events on council-owned local parks and reserves (and refer the matter to the local board to obtain local board views and input where required by the delegated local board member).

· Staff are also required to notify the nominated local board member of:

o areas that may involve reputational, financial, performance or political risk

o decisions to approve events on council owned land in the local board area.

15. The appointment of a nominated local board member for events is therefore recommended to enable staff to exercise their delegation.

16. Under the Local Board Delegations Protocols, landowner consent is also required for all event proposals on local parks. To avoid double-handling of applications, it is recommended that the local board member nominated for events is the same as that local board member nominated for landowner consents.

Notified resource consents

17. Local boards can provide feedback, within the statutory timeframes, on whether resource consent applications should be publicly notified. This was resolved by the Governing Body on 28 July 2011 (GB/2011/156). Resource consent planners email the planning lead copies of applications that meet the triggers set by the local boards (last reviewed in 2017). The planning leads have three working days to provide comment on the matter of whether the application should be publicly notified or limited notified to particular persons who may be adversely affected by the proposal. Where comments are provided, these are included verbatim as part of the reporting planner’s notification report to the decision-maker.

18. Local boards can also provide written feedback once resource consent applications have been notified. Written feedback needs to be provided prior to the submission closing date (usually 20 working days after public notification). Local boards can subsequently speak to their feedback to support their views at any hearing.

19. This report recommends a planning lead for each local board to provide the local board’s formal views on whether or not resource consents should be notified or limited notified and to provide written feedback on notified applications and speak on the local board’s behalf at the council hearing.

Options considered

20. Options available for local boards to input into landowner consents, events, planning processes and liquor licences have been summarised in Tables One and Two.

21. It is recommended that local boards select both a nominated local board member and an alternate. The alternate is available to act when the nominated local board member is unable to act (eg leave of absence, illness) and has agreed (via written communication) that the alternate take the role of nominated local board member for a specified time period.

22. We recommend that local boards appoint one nominated local board member (and alternate). Appointing more than one nominated local board member increases administration for staff and can create unnecessary confusion where local board members provide differing views to staff.

Nominated local board members under the Local Board Delegations Protocol

23. The preferred option is that nominated local board members are appointed for landowner consents and events (option two in Table One).

This option is preferred because it aligns with council’s existing delegations and local board delegation protocols and allows for council to undertake core business in a timely manner. There is reputational risk to council if it is unable to administer landowner consents in a timely manner.

Table One: Options for local boards to address requirement for nominated local board members under the Local Board Delegations Protocol for landowner consents and events

Options

Pros

Cons

1. There are no nominated local board members and staff must consult with the local board chairperson as a primary point of contact

· the local board chairperson will become the subject matter expert for the local board on landowner approvals and events

· local boards can provide their views in a timely way that better meets organisational deadlines

· the local board chairperson’s work-load will be increased

· decisions are not made by the full local board

· decisions are not made at a public meeting

2. Nominated local board members appointed for landowner consents and events (preferred option)

· the nominated local board members will become subject matter experts for the local board on topics they are nominated for

· local boards can provide their views in a timely way that better meets organisational deadlines

· decisions are not made by the full local board

· decisions made under delegation are not made at a public meeting

Notified applications (resource consents)

24. Local boards normally provide their formal views at business meetings (option two in Table Two). Because local board reporting timeframes do not usually align with process and statutory timeframes outlined above, in most instances reporting at a business meeting will not be a viable option. Providing a delegation to one local board member and one alternate (option three in Table Two) is considered the most efficient way of providing formal views for the matters discussed in this report.

Table Two: Options for local boards to provide their formal views on notification of resource consents.

Options	Pros	Cons
1. No formal local board views are provided		· local board views will not be considered by the hearing commissioners
2. Formal local board views are provided at a business meeting	· all local board members contribute to the local board view · provides transparent decision making	· local board meeting schedules and agenda deadlines are unlikely to align with statutory deadlines imposed by the planning process
3. Formal local board views are provided by way of delegation to one local board member for all applications (preferred option)	· nominated local board members will become subject matter experts for the local board on topics they are nominated for · local boards can provide their views in a timely way that meets statutory deadlines · any feedback can be reported back to the local board	· decisions are not made by the full local board · decisions made under delegation are not made at a public meeting (decisions are made public once submitted via the planning process)

Tauākī whakaaweawe āhuarangi

Climate impact statement

25. These decisions are procedural in nature and any climate impacts will be negligible. The decision is unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

26. This report recommends the appointment of nominated local board members to ensure that council can undertake its operational and statutory duties in a timely manner, while receiving local board input and decision-making in matters that are of local importance.

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

Local impacts and local board views

27. This report seeks to appoint nominated board members to perform particular functions.

28. Any local board member who is appointed as a nominated board member should ensure that they represent the wider local board views and preferences on each matter before them.

Tauākī whakaaweawe Māori

Māori impact statement

29. A decision of this procedural nature is not considered to have a positive or negative impact for Māori.

Ngā ritenga ā-pūtea

Financial implications

30. A decision of this procedural nature is not considered to have financial implications on Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. If local boards choose not to appoint a nominated board member for landowner consents (including film applications) and events, staff will need to seek feedback from the chairperson. This could potentially lead to a busy workload for the local board chairperson, in addition to their existing duties.

32. If local boards choose not to delegate to provide views on notified applications, there is a risk that they will not be able to provide formal views prior to submission closing dates and miss the opportunity to have their feedback presented and heard at a hearing.

33. If local boards choose not to delegate to provide their views on liquor licences, there is a risk that they will not be able to provide formal views prior to closings dates for submissions not coinciding with political meetings.

Ngā koringa ā-muri

Next steps

34. Nominated local board members providing feedback on landowner consents and events will engage with staff acting in accordance with the Local Board Delegation Protocols.

35. Training for local board members will be offered on the Resource Management Act 1991 and the preparation of effective feedback for applications notified as part of a Resource Management Act 1991 process.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author	Ian Milnes – Senior Local Board Advisor, Howick
Authoriser	Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Annual Budget 2020/2021 consultation

File No.: CP2019/19589

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 Howick 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 to approve any final changes required to the local content and supporting information for the Howick 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) Hearings style event, Thursday 19March, 6.00pm – 8.00pm, Howick Local Board meeting room, Pakuranga Library Complex.

d) delegate authority to the local board chairperson to approve any final changes required to the Have Your Say event.

e) 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 Howick Local Board area is:

i) Hearings style event, Thursday 19March, 6.00pm – 8.00pm, Howick Local Board meeting room, Pakuranga Library Complex.

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	81
b ⇩	Local supporting information for consultation	83

Ngā kaihaina

Signatories

Author

Beth Corlett - Advisor Plans & Programmes

Authorisers

Louise Mason - General Manager, Local Board Services

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Process for appointment of Local Government New Zealand National Council representative

File No.: CP2019/19126

Te take mō te pūrongo

Purpose of the report

1. To approve the process for making the local board representative appointment to the Local Government New Zealand (LGNZ) National Council and inform elected members of changes to the LGNZ rules.

Whakarāpopototanga matua

Executive summary

2. Local Government New Zealand (LGNZ) amended its rules at its Annual General Meeting on 7 July 2019 and these were confirmed at a meeting of the LGNZ National Council in September. There are some key changes affecting Auckland.

3. There are now three dedicated seats on the LGNZ National Council for Auckland Council representatives. These will be filled by the Mayor of Auckland (or his alternate) and representatives to be appointed by local boards and the Governing Body. The LGNZ rules require these appointments to be made within eight weeks of the triennial local government elections.

4. This report outlines a process to appoint the local boards representative. Nominations will be open to all local board elected members and this can be done in mid-end November. Local boards are being asked to delegate authority to select the representative by nominating one of its members, preferably the chairperson, to be part of a local board selection panel. This process will enable the representative to be appointed as quickly as possible.

5. The LGNZ rules now excludes Auckland from LGNZ Zone 1. Although not officially a member of an LGNZ zone group, the expectation is that Auckland Council schedules regular meetings with the president and chief executive (or their representatives) of LGNZ and organise itself as if it were a zone group. These meetings could be co-chaired by the councillor and local board member who are appointed to the LGNZ National Council.

6. Other arrangements such as the sector-based groups remain unchanged. Auckland Council is eligible to be a member of the Metropolitan and Regional Groups and the Governing Body will be asked to select representatives to these groups.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) note the amended Local Government New Zealand (LGNZ) rules.

b) endorse Option A (selection panel made up of representatives from each local board) as the process for appointing the local board representative to the LGNZ National Council.

c) delegate to the chairperson to be part of the selection panel to appoint the local board representative to the LGNZ National Council.

d) agree in principle to two annual meetings of Auckland Council and LGNZ (or their representatives) with the arrangements to be decided by the three Auckland Council representatives to the LGNZ National Council and staff.

e) endorse the proposal that the meetings of the Auckland Council/LGNZ meetings be co-chaired by the governing body and local board representatives appointed to the LGNZ National Council.

Horopaki

Context

Local Government New Zealand (LGNZ)

7. LGNZ is an incorporated society (New Zealand Local Government Association Inc) which represents the national interests of councils around New Zealand and leads best practice in the local government sector.

8. The objectives of LGNZ include promoting and advocating matters affecting the national interests of local government. LGNZ holds regular dialogue with government, parliamentarians and government agencies and provides thought leadership and research on matters of interest to local authorities.

9. LGNZ is governed by a national council made up of members elected to represent geographic zones, representatives of various sector groups, Chair of Te Maruata (LGNZ’s national collective of Māori in local government governance roles), the President and three seats reserved for representatives of Auckland Council.

10. The establishment of dedicated Auckland seats were made as part of amendments to the LGNZ Rules agreed at its AGM in July 2019 (available online). The amended rules stipulate that the composition of the National Council will include the Mayor of Auckland (or an alternate) and two further persons: one to represent the Governing Body and one to represent local boards. The appointments are for three years.

11. LGNZ members are organised in zones and sectors generally. These zones and sectors make appointments to the National Council, provide advice on issues affecting their geographical or sector areas and provide information to their members.

12. Auckland Council is no longer a member of any zone group. Due to its size and governance structure, it is expected that the council will organise itself as if it were a zone.

13. The amendments did not change arrangements for sector groups. Auckland Council remains eligible to be a member of the Metro Sector Group and the Regional Sector Groups. The Governing Body usually appoints Auckland Council’s representatives to these groups and will be asked to do so again.

14. Auckland Council’s benefits from its interactions with LGNZ include keeping abreast of national issues affecting local government, advocating for and influencing local government issues on the national agenda and providing a forum where elected representatives connect and network with their peers from across the country.

Tātaritanga me ngā tohutohu

Analysis and advice

Appointment of local board representative to LGNZ National Council

15. The appointment of a local board representative will need to be decided by local boards. This is outlined in LGNZ Rule E1A “(b) one person appointed by Auckland Council local boards, from Elected members of the local boards”.

16. The restricted timeframes (eight weeks from start of the term) requires an agile selection process. Staff considered several options and recommend Option A as detailed in the following table:

Table 1: Process for selection of local board representative to the LGNZ National Council

Option

Process

Details of process

Selection panel made up of representatives from each local board

· Each local board delegates authority to one of their members to be part of a selection panel.

· The selection panel can be called to meet once all candidates are confirmed and they will agree the voting system to be used.

· One vote per local board is considered a fair way to select a single representative for all 21 local boards.

· Members can utilise an existing meeting to get the selection panel together (such as the Chair’s Forum).

· Process can start in mid-November with a two-week nomination period.

Reports to local boards seeking decision/preference (may require urgent decisions)

· This would involve seeking a vote/preference from each local board through a formal report and resolution.

· The report can only be produced once nominations have closed and the candidates list is available – this will delay the report to early December.

· Where there is a tie between candidates based on local board votes, staff will need to be delegated authority to resolve the candidate by lot or go back to local boards for a decision.

· This process is unlikely to produce an agreed appointment in a timely fashion.

17. Staff also considered the option of a popular vote of all local board members. This would involve setting up an online voting system, where each local board member would have one vote. However, this option may not comply with the LGNZ Rules which anticipates a selection by local boards rather than by individual members.

18. The recommended Option A will enable a fair process by giving each local board a vote and an opportunity for their representatives to properly consider each nominee. This selection can take place at the planned meeting of the Chairs’ Forum on 9 December 2019 to avoid arranging an additional meeting.

19. The first business meeting of the Howick Local Board is scheduled to take place on 9 December following the Chair’s Forum. Staff will seek in-principle endorsement of this process from the local board at a local board workshop and request a retrospective decision confirming this on 9 December.

Nominations for the local board representative

20. The LGNZ anticipates that all local board elected members are eligible to be a candidate for the LGNZ National Council. The nominations process will therefore need to allow self-nominations.

21. To facilitate this process in the timeframes required, staff will call for nominations on Friday 15 November and will allow a two-week period closing on 29 November 2019.

Auckland Council / LGNZ meetings

22. The role of a zone includes receiving reports from LGNZ about matters of national interest to local authorities and communicating to LGNZ the issues and concerns. The key item of interest at Zone meetings is the national update from LGNZ. The president and chief executive of LGNZ (or their representatives) attend to present the update.

23. Auckland Council could continue to meet with the president and chief executive (or their representatives) of LGNZ on a regular basis. Although not expressly set out in the changes to the LGNZ Rules, there is an understanding that Auckland Council will continue with these meetings in order to ensure an ongoing regional dialogue and continue to identify and advise LGNZ on issues and concerns affecting the Auckland region.

24. Staff recommend these meetings are co-chaired by the councillor and local board member appointed to the LGNZ national council. A co-chair approach recognises the shared governance role of local boards. Following discussions with LGNZ, staff also recommend that the meetings be open to all elected members.

25. The proposed meeting dates for the Auckland Council / LGNZ meetings are 13 March 2020 and 11 September 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

26. These decisions are procedural in nature and any climate impacts will be negligible. Staff will look to schedule meetings of the Auckland/LGNZ on days where there are other city-based activities and meetings for elected members in order to minimise travel requirements. Staff will also explore the use of skype and livestreaming so elected members may choose to avoid travel.

27. Regarding engagement with the LGNZ, Auckland Council has declared a climate emergency, along with other councils around the country, so there will be an opportunity for partnership and joint leadership on this issue.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. Secretariat support for the Auckland Council / LGNZ meetings will be provided by the Governance Division.

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

Local impacts and local board views

29. The changes to the LGNZ Rules and the designated seat on the LGNZ National Council acknowledges the role of local boards and gives it greater recognition in LGNZ.

30. Local board chairs were briefed on anticipated changes at the May 2019 Chairs’ Forum.

31. The amended rules were confirmed at a meeting of the LGNZ National Council in September. Due to the elections and end of term timeframes, staff were unable to seek the views of local boards on the process for appointing a representative.

Tauākī whakaaweawe Māori

Māori impact statement

32. These decisions are procedural in nature and do not impact on Māori.

33. At the LGNZ level, the LGNZ has provided for representation on the National Council by the Chair of Te Maruata.

34. Te Maruata is a LGNZ National Council sub-committee, which has the role of promoting increased representation of Māori as elected members of local government, and of enhancing Māori participation in local government processes. They provide support for councils in building relationships with iwi, hapu and Māori groups and provides Māori input on development of future policies or legislation relating to local government.

35. Appointments to Te Maruata are not made by councils. In the previous term Councillor Alf Filipaina was invited to be a member of the sub-committee.

Ngā ritenga ā-pūtea

Financial implications

36. Membership of LGNZ incurs a cost to ratepayers. Auckland Council’s annual subscription to LGNZ in 2019/2020 is $340,148 excluding GST.

37. The establishment of Auckland Council / LGNZ meetings will incur expenses currently unbudgeted for. Staff from the Governance Division will support the first meeting using existing resources.

38. As the Auckland Council / LGNZ meetings are expected to bring together all elected members from across the region including the islands, this will impact on governance administration budgets over time.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39. The LGNZ Rules require persons appointed to the LGNZ National Council to assume office within eight weeks of the triennial local government elections. This creates some difficulties in designing a process for all 21 local boards to agree their single representative. The recommended option (Option A) proposed in this report will enable the process to be completed as quickly as possible, on the first working day after the eight week period. The LGNZ secretariat has indicated this would be acceptable.

40. If all local boards do not endorse the same process (Option A), this would affect how quickly the appointment is able to be made.

Ngā koringa ā-muri

Next steps

41. The Governing Body will be making their appointment in November 2019 including appointment of Auckland Council representatives to the sector groups.

42. Appointments of Auckland Council seats to the LGNZ National Council will be communicated to the LGNZ by 6 December 2019.

43. Staff will work with the appointed representatives of Auckland Council to make arrangements for the first Auckland Council / LGNZ meetings.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - General Manager, Local Board Services

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Adoption of a business meeting schedule

File No.: CP2019/19127

Te take mō te pūrongo

Purpose of the report

1. To adopt the Howick Local Board meeting schedule for the 2019-2022 electoral term.

Whakarāpopototanga matua

Executive summary

2. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules. In particular, clause 19, Schedule 7 of the LGA on general provisions for meetings requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Sections 46, 46(A) and 47 in Part 7 of LGOIMA require that meetings are publicly notified, agendas and reports are available at least two working days before a meeting, and that local board meetings are open to the public.

3. Adopting a meeting schedule helps with meeting these requirements. Adopting a business meeting schedule also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

4. A draft meeting schedule for the 2019-2022 electoral term has been developed and is included below for adoption by the local board.

5. Commencing the business meeting during business hours will enable meetings to be productive and ensures best use of resources.

6. One business meeting per month is sufficient for formal business to be considered. There are some instances for which the local board may need to have meetings in addition to this schedule. The specific times and dates for meetings for matters such as local board plans and local board agreements are yet to be finalised. Local board meeting schedules may need to be updated once these details are confirmed.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) adopt the meeting schedule outlined below for the 2019-2022 electoral term:

Year	Date
2019
2020










2021










2022

b) agree to commence business meetings at 6pm to be held at the Howick Local Board meeting room, Pakuranga Library Complex, 7 Aylesbury Street, Pakuranga. Public forum and deputations will be scheduled in the early part of the business meeting, to enable participation by the public and stakeholders in the democratic process.

c) note the dates and time for meetings for local board plans and local board agreements are yet to be finalised.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Anna Bray - Policy and Planning Manager, Local Board Services

Authorisers

Louise Mason - General Manager, Local Board Services

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Urgent decision-making process

File No.: CP2019/19128

Te take mō te pūrongo

Purpose of the report

1. To seek the Howick Local Board’s agreement to use the urgent decision-making process when appropriate.

Whakarāpopototanga matua

Executive summary

2. The urgent decision-making process enables the local board to make decisions to manage unforeseen and urgent circumstances when it is not practical to call the full board together and meet the requirements of a quorum. By agreeing to this process, the local board delegates decision-making authority to the chair and deputy chair, or any person acting in these roles.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) adopt the urgent decision-making process for matters that require a decision where it is not practical to call the full board together and meet the requirements of a quorum.

b) delegate authority to the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board.

c) agree that the relationship manager, chair and deputy chair (or any person/s acting in these roles) will authorise the urgent decision-making process by signing off an authorisation memo.

d) note that all urgent decisions will be reported to the next ordinary meeting of the local board.

Horopaki

Context

3. The urgent decision-making process enables the chair and deputy chair, or any person acting in these roles, to make decisions to manage unforeseen and urgent circumstances when it is not practical to call the full board together and meet the requirements of a quorum. Examples include during the Christmas and New Year period or for providing input to the council’s central government submission process in tight timeframes.

4. By agreeing to this process, the board delegates decision-making authority to the chair and deputy chair, or any person acting in these roles during that period.

5. The Local Government Act 2002 provides for local boards to delegate to committees, members of the local board or Auckland Council staff any of its responsibilities and powers, with some specific exceptions (clause 32, Schedule 7). This legislation enables the urgent decision-making process.

Tātaritanga me ngā tohutohu

Analysis and advice

6. The urgent decision-making process provides an alternative decision-making mechanism to an extraordinary meeting. An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled business meeting of the local board.

7. Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

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

9. The local board relationship manager will use the information in this memo to determine whether or not to authorise the urgent decision-making process.

10. A number of factors will be considered by the relationship manager before approval to use the urgent decision-making process is given, such as:

· the timing of the next scheduled meeting

· confirmation that the local board has the delegation to make the decision

· consideration of the rationale for the urgency

· the significance of the decision and whether the urgent decision-making process is appropriate.

11. Once the relationship manager authorises the use of the urgent decision-making process, the chair and deputy chair (or any person/s acting in these roles) also need to approve the use of the urgent decision-making process by signing the same memo.

12. Once the authorisation memo has been approved, the chair and deputy chair will refer to the substantive report for advice and staff recommendations to inform their decision. This report will meet Auckland Council quality advice standards and adhere to the report authorisation processes.

13. Any decision made using the urgent decision-making process will be reported as an information item to the next ordinary meeting of the local board and the signed approval memo will be attached.

Tauākī whakaaweawe āhuarangi

Climate impact statement

14. This decision is procedural in nature and any climate impacts will be negligible. The decision is unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decision.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. The urgent decision-making process proposed in this report enables the council group to progress urgent decisions efficiently, when it is not practical to call the full local board together.

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

Local impacts and local board views

16. This report outlines the local board urgent decision-making process, and seeks the local board’s agreement to adopt this process.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

18. There are no financial implications arising from the procedural decision sought by this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

19. To mitigate any risk that the urgent decision-making process could be used inappropriately, the relationship manager will assess a number of factors including timing of the next scheduled meeting, the reason for urgency, and significance of the decision. If a matter is of major significance, an extraordinary meeting can be called instead.

Ngā koringa ā-muri

Next steps

20. If the local board adopts the use of the urgent decision-making process, the local board relationship manager and delegated members will execute the urgent decision-making process outlined in this report if the need arises.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Anna Bray - Policy and Planning Manager, Local Board Services

Authorisers

Louise Mason - General Manager, Local Board Services

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Elected Members Expense Policy 2019

File No.: CP2019/19808

Te take mō te pūrongo

Purpose of the report

1. To present the draft Auckland Council Elected Members’ Expense Policy 2019 and provide 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 (the 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:

i) communications

ii) mileage

iii) travel time

iv) 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 Member 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:

i) travel

ii) accommodation

iii) professional development

iv) hospitality.

9. The draft Auckland Council Elected Members Expense Policy is attached in 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 (2019/2020) Determination and appropriate probity standards.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) provide feedback on the draft Auckland Council Elected Member Expense Policy 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 2019/2020 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 sub clauses (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. This 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 sub clauses (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 child-care 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 $6,000 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 $6,000 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:

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

ii) an added section on health, safety and well-being which includes access to:

· flu vaccinations

· ergonomic assessments

· 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 (2019/2020) 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 Member 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 Member 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 six per cent of elected members are 40 years of age or below^{^[1]}. On that basis, the cost to Auckland Council, if six 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 Member Expense Policy (Under Separate Cover)
b ⇩	Summary of local board feedback on the Remuneration Authority’s discussion paper on childcare allowances	103

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager, Democracy Services

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Approval for a new road name at 286 Cascades Road, Howick

File No.: CP2019/19285

Te take mō te pūrongo

Purpose of the report

1. To seek approval from Howick Local Board to name a new private road, being a jointly owned access lot, created by way of a subdivision development at 286 Cascades Road, Howick.

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, ALA Holding Trustees Limited, has proposed the following names for consideration by the local board:

· Huaota Place (preferred)

· Hari Place (first alternative)

· Korowha Place (second alternative).

4. Following consultation with iwi, Ngāti Paoa Trust Board and Ngāi Tai Ki Tāmaki replied, confirming their acceptance of the proposed names – no additional names were suggested.

5. The proposed road names have been assessed to ensure that they meet Auckland Council’s Road Naming Guidelines and the National Addressing Standards for road naming. Mana whenua were also consulted.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) approve the name Huaota Place for the new private road created by way of subdivision at 286 Cascades Road Howick in accordance with section 319(1)(j) of the Local Government Act 1974 (resource consent reference BUN60318256).

Horopaki

Context

6. Resource consent BUN60318256 was issued 18 May 2018 for the subdivision of the subject site into 15 vacant lots, and two jointly owned access lots (JOAL).

7. The JOAL requiring a road name will serve all 15 proposed lots.

8. In accordance with the National Addressing Standards for road naming (the AS/NZS 4819-2011 standard), the JOAL requires a road name because it serves more than five lots.

9. Site and location plans of the development are included as Attachment A and Attachment B respectively.

10. Local iwi provided their agreement with the proposed name, Huaota, with no further suggestions.

Tātaritanga me ngā tohutohu

Analysis and advice

11. The Auckland Council Road Naming Guidelines allow when 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 name/s for the local board’s approval.

12. Auckland Council’s road naming criteria typically requires road names reflect one of the following local themes, with the use of Māori names being actively encouraged:

· a historical or ancestral linkage to an area;

· a particular landscape, environmental or biodiversity theme or feature; or

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

13. The applicant selected names due to significance of the area, being Botany. Huaota means plant/garden, like botany.

14. The Applicant’s proposed names and meanings are set out in the table below:

Table one: Proposed names and meaning

Proposed Names & Preferences	Meaning (as described by applicant)
Huaota Place (applicant’s preferred name)	Plant, Garden, Botany
Hari Place (first alternative)	Joy, Happy, Happiness
Korowha Place (second alternative)	Golf

15. The names proposed by the Applicant have been assessed to ensure that they meet Auckland Council’s Road Naming Guidelines and the National Addressing Standards for road naming.

16. Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable and not duplicated elsewhere in the region.

17. ‘Street’ is an acceptable road type for the new private road, suiting the form and layout of the road, as per the Auckland Council Road Naming Guidelines.

18. All relevant local iwi were written to (via email) and invited to comment. Ngāti Paoa Trust Board and Ngāi Tai Ki Tāmaki replied, confirming their acceptance of the proposed names.

19. No objections or additional comments were raised by Mana Whenua for any of the other proposed names.

Tauākī whakaaweawe āhuarangi

Climate impact statement

20. 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

21. 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 this report’s advice.

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

Local impacts and local board views

22. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

Tauākī whakaaweawe Māori

Māori impact statement

23. The decision sought from Howick Local Board on this report is linked to the Auckland Plan Outcome “A Māori identity that is Auckland’s point of difference in the world”. The use of Māori names for roads, buildings and other public places is an opportunity to publicly demonstrate Māori identity.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site Plan	111
b ⇩	Location Plan	113

Ngā kaihaina

Signatories

Author

Dean Dickson - Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

New road names for four new roads within a subdivision at 51, 51A & 61 McQuoids Road, Flat Bush, by The Neil Group Ltd

File No.: CP2019/20288

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Howick Local Board to name four (4) new roads to be created by a subdivision of land at 51, 51A & 61 McQuoids Road, Flat Bush, by The Neil Group Ltd (resource consent reference SUB60315999-A).

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Road Naming Guidelines 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. An application for road naming has been submitted by The Neil Group Ltd (the Applicant), wherein the following names have been provided for consideration for the four (4) new roads in the subdivision of land at 51, 51A & 61 McQuoids Road, Flat Bush:

4. Following consultation with iwi, Ngāi Tai ki Tāmaki, Ngāti Te Ata and Te Ahiwaru-Waiohua suggested alternate road names – which have been noted for road three.

Table One: Proposed road names and meanings

Road one	Proposed name	Meaning
Applicant’s preferred name	Longhorn Drive	Breed of cattle
First alternative	Pastoral Drive	Related to farming and agricultural use of the land
Second alternative	Farmlet Drive	Related to farming and agricultural use of the land
Road two	Proposed name	Meaning
Applicant’s preferred name	Black Shed Road	Indicative of the appearance of farm buildings in the rural area
First alternative	Honeybee Road	Related to farming and agricultural use of the land
Second alternative	Maize Road	Related to farming and agricultural use of the land
Road three	Proposed name	Meaning
Applicant’s preferred name	Hauhake Road	To ‘harvest’
First alternative	Maea Road	To ‘lift up’ or ‘harvest’
Second alternative	Tupuke Road	To ‘mound’
Road four	Proposed name	Meaning
Applicant’s preferred name	Barley Road	A grain crop
First alternative	Oat Road	A grain crop
Second alternative	Pastoral Road	Related to farming and agricultural use of land

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) approve the following four (4) new road names for the four new roads created by way of subdivision at 51, 51A & 61 McQuoids Road, Flat Bush (Auckland Council resource consent reference SUB60315999-A), in accordance with section 319(1)(j) of the Local Government Act 1974:

i) Road one - Longhorn Drive

ii) Road two - Black Shed Road

iii) Road three - Hauhake Road

iv) Road four - Barley Road

Horopaki

Context

6. The Neil Group Ltd is developing a residential subdivision of 132 lots on land at 51, 51A & 61 McQuoids Road, Flat Bush. Access to the new lots will be provided by three north-south orientated roads lying parallel to each other and accessed off of the easterly portion of McQuoids Road, with the fourth new road extending around from the westerly unformed portion of McQuoids Road to run along and intersect with the southern end of each new road.

7. Site and Location plans of the development can be found in Attachment A of this report.

8. The four new roads are required to be named in accordance with the National Addressing Standards, as each road will serve more than five lots.

Tātaritanga me ngā tohutohu

Analysis and advice

9. 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 name for the local board’s approval.

10. Auckland Council’s road naming criteria typically require that road names reflect a local theme, such as one of the following, with the use of Māori names actively encouraged:

· a historical, cultural, or ancestral linkage to an area;

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

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

11. The Applicant has chosen a ‘Farming and Agriculture’ theme as the basis for the proposed road names set out in the table below, in reference to the rural farmland surrounding the site. Te Reo Māori names have also been included:

Table Two: Proposed road names and meaning

Road one	Proposed name	Meaning
Applicant’s preferred name	Longhorn Drive	Breed of cattle
First alternative	Pastoral Drive	Related to farming and agricultural use of the land
Second alternative	Farmlet Drive	Related to farming and agricultural use of the land
Road two	Proposed name	Meaning
Applicant’s preferred name	Black Shed Road	Indicative of the appearance of farm buildings in the rural area
First alternative	Honeybee Road	Related to farming and agricultural use of the land
Second alternative	Maize Road	Related to farming and agricultural use of the land
Proposed Road three	Proposed name	Meaning
Applicant’s preferred name	Hauhake Road	To ‘harvest’
First alternative	Maea Road	To ‘lift up’ or ‘harvest’
Second alternative	Tupuke Road	To ‘mound’
Proposed Road four	Proposed name	Meaning
Applicant’s preferred name	Barley Road	A grain crop
First alternative	Oat Road	A grain crop
Second alternative	Pastoral Road	Related to farming and agricultural use of land

12. Land Information New Zealand (LINZ) has confirmed that all above names are acceptable to use.

13. The proposed suffixes of ‘Drive’ and ‘Road’ are deemed acceptable as they accurately describe the characteristics of the subject roads.

14. The names proposed by the Applicant are deemed to meet the Auckland Council Road Naming Guidelines and National Addressing Standards.

Tauākī whakaaweawe āhuarangi

Climate impact statement

15. 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

16. 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 this report’s advice.

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

Local impacts and local board views

17. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

Tauākī whakaaweawe Māori

Māori impact statement

18. The applicant consulted with local iwi groups prior to submitting their road naming application. Responses were received from three iwi; Ngāi Tai ki Tāmaki, Ngāti Te Ata and Te Ahiwaru-Waiohua.

19. Ngāi Tai ki Tāmaki submitted the Māori names ‘Pataka’, ‘Hauhake’, ‘Maea’ and ‘Tupuke’ to reflect the agriculture aspect that was present before settlement. Three of these suggested names, ‘Hauhake’, ‘Maea’ and ‘Tupuke’ have been included in the proposal for Road three. LINZ advised that with the exception of ‘Pataka’ which is already in use in nearby Karaka, the suggested names were acceptable for use.

20. Ngāi Te Ata deferred to Ngāi Tai ki Tāmaki for their response.

21. Te Ahiwaru-Waiohua supported the Māori names submitted by Ngāi Tai ki Tāmaki.

22. Further consultation with iwi was sought via the council’s facilitation service following receipt of the road naming application, allowing 10 workings days for response. One further response was received from Te Ahiwaru-Waiohua to thank the applicants for engaging with Ngāi Tai ki Tāmaki and supporting their recommendations.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site and Location Plans	119

Ngā kaihaina

Signatories

Author

Lesley Wood – Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Howick Local Board

09 December 2019

Approval for a new road name at 11-13 Andrew Road, Howick

File No.: CP2019/20382

Te take mō te pūrongo

Purpose of the report

1. To seek approval from Howick Local Board to name a new private road, being a commonly owned access lot, created by way of a subdivision development at 11-13 Andrew Road, Howick.

Whakarāpopototanga matua

Executive summary

2. Auckland Council’s road naming guidelines 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. On behalf of the developer, Melinda Qi, agent RPC Land Surveyors (the Applicant), has proposed the following names for consideration by the Local Board:

· Tāukiuki Lane (preferred)

· Te Aumihi Lane (first alternative)

· Griffstan Lane (second alternative)

4. Any of the three proposed road name options would be acceptable for the local board to approve for use in this location, having been assessed to ensure that they meet Auckland Council’s Road Naming Guidelines and the National Addressing Standards for road naming. All technical standards are met and the names are not duplicated anywhere else in the region. Mana Whenua were also consulted. Therefore it is up to the local board to decide upon the thematic suitability of the names within the local context.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) approve the name Tāukiuki Lane for the new private road created by way of subdivision at 11 – 13 Andrew Road, Howick in accordance with section 319(1)(j) of the Local Government Act 1974 (resource consent reference BUN60317076 & SUB60317174).

Horopaki

Context

5. Resource consent BUN60317076 & SUB60317174 was issued October 2018 for the construction of ten residential dwellings and one commonly owned access lot (COAL).

6. The COAL will serve nine of the dwellings, being Lots 2 – 10. Lot 1 will gain access directly from Andrew Road.

7. In accordance with the National Addressing Standards for road naming (the AS/NZS 4819-2011 standard), the COAL requires a road name because it serves more than five lots.

8. Site and location plans of the development can be found in Attachments A and B respectively.

Tātaritanga me ngā tohutohu

Analysis and advice

10. Auckland Council’s road naming criteria typically requires road names reflect one of the following local themes, with the use of Māori names being actively encouraged:

· a historical or ancestral linkage to an area;

· a particular landscape, environmental or biodiversity theme or feature; or

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

11. The Applicant’s proposed names and meanings are set out in the table below:

Proposed Names & Preferences

Meaning (as described by applicant)

Tāukiuki Lane

(applicant’s preferred name)

Māori word meaning: (location) the ancient past, long standing, long ago.

The ancient past. Speaking to the longstanding occupation of Ngāti Tai.

Suggested by Ngāi Tai Ki Tāmaki

Te Aumihi Lane

(first alternative)

Māori word meaning: to greet, to acknowledge. It is also a welcome ceremony like those carried out by Ngāi Tai when welcoming the many voyagers to our shores and still carried out today.

Suggested by Ngāi Tai Ki Tāmaki

Griffstan Lane

(second alternative)

A word which is a combination of the developer’s sons name (Griffin) and the developer’s sisters name (Sandy).

The developer has proposed this name to commemorate their loved ones, and to honour the importance of family and their support.

Note: The applicant has proposed a road name where two people being commemorated are still living. As referenced in the Auckland Council Road Naming Policy and Guidelines, the names of living people are actively discouraged as community attitudes and opinions can change over time. It is therefore recommended that the name ‘Griffstan Lane’ not be approved.

12. The names proposed by the Applicant have been assessed to ensure that they meet Auckland Council’s Road Naming Guidelines and the National Addressing Standards for road naming. All technical standards are met and the names are not duplicated anywhere else in the region, therefore it is up to the local board to decide upon the suitability of the names within the local context.

13. Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable and not duplicated elsewhere in the region.

14. ‘Lane’ is an acceptable road type for the new private road, suiting the form and layout of the road, as per the Auckland Council Road Naming Guidelines.

15. Relevant local iwi were written to (via email) and invited to comment. Ngāi Tai Ki Tāmaki, who represent all the relevant Hapu in the area (Umupuia Marae), suggested three names: One was a duplicate and therefore not accepted for use; and the remaining two acceptable name suggestions have been included in the applicant’s proposal for consideration by the Local Board. No other iwi provided responses or comments. It is therefore implied that no iwi were opposed to the use of any of the proposed names in this location for this small private road.

Tauākī whakaaweawe āhuarangi

Climate impact statement

16. 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

17. 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

18. 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

19. The review sought from the Howick Local Board on this report is linked to the Auckland Plan Outcome “A Māori identity that is Auckland’s point of difference in the world”. The use of Māori names for roads, buildings and other public places is an opportunity to publicly demonstrate Māori identity.

Ngā ritenga ā-pūtea

Financial implications

20. 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

21. 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

22. 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 ⇩	Site Plan	125
b ⇩	Location Plan	127

Ngā kaihaina

Signatories

Author

Elizabeth Salter – Subdivision Technical Officer

Authorisers

David Snowdon - Team Leader Subdivision

Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards

Chairperson	Adele White
Members	Bo Burns
	David Collings
	Bruce Kendall
	John Spiller
	Mike Turinsky
	Bob Wichman
	Peter Young, JP
Member Elect	Katrina Bungard

No.	Title	Page
a ⇩	Workshop record 3 September 2019	147
b ⇩	Workshop record 5 September 2019	149
c ⇩	Workshop record 10 September 2019	151
d ⇩	Workshop record 12 September 2019	153

Author	Vanessa Phillips - Democracy Advisor
Authoriser	Carol McKenzie-Rex - Relationship Manager for Franklin and Howick Local Boards