Agenda of Rodney Local Board - 11 December 2019

Rodney Local Board

11 December 2019

Grant of a new community lease to The Mahurangi Community Trust with provision for a sub-lease to Fire and Emergency New Zealand at Goodall Reserve, 326 Mahurangi East Road, Snells Beach

File No.: CP2019/19020

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease to The Mahurangi Community Trust with provision for a sub-lease to Fire and Emergency New Zealand at Goodall Reserve, 326 Mahurangi East Road, Snells Beach.

Whakarāpopototanga matua

Executive summary

2. The Mahurangi Community Trust occupies a parcel of land (1033m²) at Goodall Reserve, Snells Beach under the terms of a community ground lease entered into with the former Rodney District Council. The community lease commenced 1 March 2000, providing for one term of 19 years expiring 28 February 2019. The trust sub-lease its building to Fire and Emergency New Zealand.

3. The underlying land is held in fee simple by Auckland Council and is subject to the requirements of the Local Government Act 2002. As such, Auckland Council has publicly notified and engaged with iwi on the proposed new community lease.

4. In addition to the portion of Goodall Reserve occupied under the existing community lease, The Mahurangi Community Trust also occupies a portion of land adjacent to the lease area on which it has constructed a helipad and parking. The helipad and parking are integral to search and rescue and general emergencies which are the primary activities at The Mahurangi Community Trust’s adjoining building operating as a fire station.

5. The Mahurangi Community Trust helipad and parking are situated on land classified as recreation reserve and subject to the requirements of the Reserves Act 1977. As this classification does not legally support the trust’s activities, Auckland Council has reclassified the portion of land occupied by The Mahurangi Community Trust from recreation reserve to local purpose (helipad and parking) reserve.

6. The Mahurangi Community Trust has formally applied to council for a new community lease as follows:

Legal description	Square metres	Land status	Notes
Part Lot 3 DP 114828	1033 (more or less)	Held in fee simple by Auckland Council and subject to the requirements of the Local Government Act 2002	The trust’s building and associated improvements are situated on this land. Council has publicly notified the lease proposal for this parcel.
Section 1 Survey Office Plan 530069	549 (more or less)	Held in fee simple by Auckland Council and subject to the requirements of the Reserves Act 1977	The trust’s helipad and parking are situated on this area. As this land has recently been reclassified from recreation reserve to local purpose (helipad and parking) reserve, there is no requirement to publicly notify a community lease over this parcel.

7. The ‘required use’ under the lease agreement will be for Fire and Emergency Services Station. In this instance, the consequential community benefit is obvious. As such, The Mahurangi Community Trust is not required to have a community outcomes plan appended as a schedule to its lease agreement.

8. This report recommends that the Rodney Local Board grant a new community lease to The Mahurangi Community Trust with provision for a sub-lease to Fire and Emergency New Zealand on portions of land at Goodall Reserve comprising 1033 square metres (more or less) legally described as Part Lot 3 DP 114828 and 549 square metres (more or less) legally described as Section 1 SO 530069.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) grant a new community lease to The Mahurangi Community Trust with provision for a sub-lease to Fire and Emergency New Zealand on land at Goodall Reserve, 326 Mahurangi East Road, Snells Beach comprising 1582 square metres (more or less) which consists of 1033 square metres on the parcel legally described as Part Lot 3 DP 114828 and a 549 square metre portion on the parcel legally described as Section 1 SO 530069 (Attachment A to the agenda report) subject to the following terms and conditions:

i) term – 10 years with one right of renewal for 10 years commencing 1 January 2020

ii) rent - $1.00 per annum if demanded

iii) all other terms and conditions will be in accordance with Auckland Council Community Occupancy Guidelines 2012, the Reserves Act 1977 and the Local Government Act 2002.

b) note that The Mahurangi Community Trust is not required to have a community outcomes plan appended as a schedule to its lease agreement.

Horopaki

Context

9. This report considers community leasing matters with respect to The Mahurangi Community Trust’s (the trust) occupation of portions of land at Goodall Reserve.

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

Tātaritanga me ngā tohutohu

Analysis and advice

Land and current community lease to The Mahurangi Community Trust

11. Goodall Reserve is located on the corner of Hamatana and Mahurangi East Roads, Snells Beach. In 1993 the former Rodney District Council satisfactorily completed the required statutory processes to revoke the Reserves Act status from a small portion of Lot 3 DP 114828 comprising 1033 square metres sited at the south-eastern boundary at 326 Mahurangi Road.

12. This is the 1033 square metre portion occupied by the trust under its current community lease. The trust’s community lease commenced 1 March 2000 providing for one term of 19 years expiring 28 February 2019. The lease agreement is holding over on a month-by-month basis. The trust owns its building and all associated improvements on the land and sub-lease its building to Fire and Emergency New Zealand.

New community lease

13. The trust has formally applied to council for a new community lease with provision for a sub-lease to Fire and Emergency New Zealand for its entire area occupied shown in Attachment B to the agenda report and detailed in the table below:

Legal description	Square metres	Relevant statute issued under
Part Lot 3 DP 114828	1033 (more or less)	Local Government Act 2002
Section 1 Survey Office Plan 530069	549 (more or less)	Section 61(2A)(a) of the Reserves Act 1977

Public notification and iwi engagement

14. The Goodall Reserve Management Plan adopted November 2006 contemplates the community lease to the trust for the 1033 square metres of land (its current lease area). However, as this portion of the reserve is subject to the requirements of the Local Government Act 2002, the new community lease proposed for this portion was publicly notified under section 138 and engagement undertaken with iwi under section 81 of the Act.

15. To meet the statutory requirements, public notices were placed in the Rodney Times on 9 July and 16 July 2019, respectively and the Mahurangi Matters on 17 July 2019. The proposal was also advertised on the Auckland Council website. Submitters were allowed one calendar month to make submissions or objections to the proposal. During this period, no submissions or objections were received.

16. The 549 square metre portion of the lease area over the parcel of land recently reclassified from recreation reserve to local purpose (helipad and parking) reserve is exempt from public notification.

The Mahurangi Community Trust

17. The Mahurangi Community Trust was formed in 2000 as a not-for-profit registered charitable trust. The trust was set up to build and administer a community-owned building which was to be sub-leased to the (then) Fire Service (now called Fire and Emergency New Zealand) to enable it to provide a fire, emergency and first responder service in the area covered by the trust from Sandspit to Martins Bay and Scotts Landing.

18. The local community is dependent on Fire and Emergency New Zealand continuing to provide its service.

19. The trust has seven members, all volunteers who meet regularly to oversee the administration of the building and ensure the requirements of the trust deed are being met.

Tauākī whakaaweawe āhuarangi

Climate impact statement

20. The designated impact level of the recommended decision on GHG emissions is “no impact” because the proposal continues an existing activity and does not introduce new sources of emissions.

21. Climate change has an unlikely potential to impact the term proposed because the site does not sit directly within a flooding zone of a one-in-100 year rainstorm event by river or surface flooding (Attachment C to the agenda report).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. Staff from council’s community empowerment unit supports the proposed new community lease to the trust from a community empowerment and safety perspective “essential community service and its smooth operation”.

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

Local impacts and local board views

23. A proposed new community lease to the trust is contained within the list of community leasing projects (line item 1281) on the 2018/2019 Community Facilities, Community Leasing Work Programme as approved by the Rodney Local Board at its business meeting of 21 June 2018 (resolution number RD/2018/86).

24. At its business meeting of 18 April 2019, the Rodney Local Board resolved to approve public notification and engagement with iwi about the proposed new community lease (resolution number RD/2019/32).

25. The recommendations in this report support the Rodney Local Board Plan 2017 outcome of ‘communities are influential and empowered’.

Tauākī whakaaweawe Māori

Māori impact statement

26. Engagement about the proposal with iwi identified as having an interest in land in the Rodney Local Board geographical area was undertaken. Engagement involved:

· a presentation at the mana whenua north-west forum, held at Orewa on 1 May 2019 (at which time a number of iwi representatives in attendance deferred their interests to Ngāti Manuhiri)

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

27. During the email contact component of the engagement process, iwi representatives did not raise any specific concerns about the reclassification or the new lease.

Ngā ritenga ā-pūtea

Financial implications

28. The costs associated with public notification and engagement with iwi about council’s intention to grant a new community lease were approximately $600.00. This cost was borne by the Community Facilities Department.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. Should the Rodney Local Board resolve not to approve the new community lease this decision may:

· preclude the trust from undertaking its core responsibilities including the provision of premises for fire, emergency and first responder services

· increase Auckland Council’s maintenance requirements in terms of maintaining and renewing the trust’s improvements.

Ngā koringa ā-muri

Next steps

30. Council staff will prepare the lease agreement for signing and sealing by the trust and subsequent execution by council acting under delegated authority.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	GIS aerial view of a portion of land at Goodall Reserve showing lease area to The Mahurangi Community Trust	15
b ⇩	GIS aerial view of a portion of land at Goodall Reserve showing indicative land parcels	17
c ⇩	GIS aerial view from Auckland Council's Hazard Viewer	19

Ngā kaihaina

Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Renewal and variation of community lease to Albertland & Districts Museum Incorporated for land at Wellsford War Memorial Park, Wellsford

File No.: CP2019/19700

Te take mō te pūrongo

Purpose of the report

1. To grant the renewal and variation of the community lease to Albertland & Districts Museum Incorporated for land at Wellsford War Memorial Park, 15 Port Albert Road, Wellsford.

Whakarāpopototanga matua

Executive summary

2. The Albertland & Districts Museum Incorporated has a community lease with council for land at Wellsford War Memorial Park. The lease commenced 1 April 1987 for one term of 33 years expiring 31 March 2020. The lease provides for a right of renewal for an additional 33 years effecting final expiry on 31 March 2053.

3. The museum society has formally applied to council to exercise its right of renewal of community lease. A variation of the lease agreement is required to record the following:

· that the underlying land is held by the Crown through the Department of Conservation and only vested, in trust, in Auckland Council and as such, may be identified in future years for treaty settlement

· Auckland Council’s Smoke Free Policy 2017 – 2025 Implementation Plan that included a commitment to inserting a smoke-free compliance in all community lease agreements as they come up for renewal.

4. This report recommends that the Rodney Local Board grant Albertland & Districts Museum Incorporated a renewal and variation of its community lease in accordance with the current lease agreement dated 1 June 1987.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) grant a renewal and variation of the community lease between the former Rodney County Council and Albertland & Districts Museum Incorporated dated 1 June 1987 for 1499 square metres of land at Wellsford War Memorial Park, 15 Port Albert Road, Wellsford, legally described as Lot 1 DP 118474 (Attachment A to the agenda report) subject to the following terms and conditions:

i) term – 33 years commencing 1 April 2020

ii) rent - $10.00 plus GST per annum if demanded

iii) inclusion of a clause prohibiting all users of the facility from smoking within the leased area

iv) inclusion of a clause to record that Lot 1 DP 118474 is owned by the Crown through the Department of Conservation and only vested in council, in trust for local purpose (museum) purposes and may be identified in future years for treaty settlement

v) all other terms and conditions will accord with the current lease agreement dated 1 June 1987.

Horopaki

Context

5. This report considers the leasing issues with respect to Albertland & Districts Museum Incorporated occupation of Lot 1 DP 118474, comprising 1499 square metres at Wellsford War Memorial Park, 15 Port Albert Road.

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

Tātaritanga me ngā tohutohu

Analysis and advice

Land, improvements, community lease and right of renewal

7. The land occupied by Albertland & Districts Museum Incorporated at Wellsford War Memorial Park, 15 Port Albert Road is legally described as Lot 1 DP 118474, comprises 1499 square metres and is contained in Record of Title NA68A/729.

8. Lot 1 DP 118474 is currently held by the Crown through the Department of Conservation as a classified local purpose (museum) reserve and is subject to the provisions of the Reserves Act 1977. Lot 1 DP 118474 is vested in Auckland Council, in trust, for the above purpose.

9. In 1987, the former Rodney County Council granted Albertland & Districts Museum Incorporated a community lease for land at Wellsford War Memorial Park for the purpose of establishing and maintaining a museum. The museum is well maintained and managed.

10. The lease commenced 1 April 1987 for one term of 33 years expiring 31 March 2020. The lease provides for a right of renewal for an additional 33 years from 1 April 2020, effecting final expiry on 31 March 2053.

11. There are three pre-conditions to the renewal which have been satisfied and are detailed in the table below:

Pre-conditions	Satisfaction
That the lessee (Albertland & Districts Museum Incorporated) has not been in breach of the terms of its lease agreement.	The lessee has met the terms contained within its lease agreement.
That the lessee gives the lessor (council) notice not more than six months or less than three months before the expiration of the current term that it wishes to exercise its right of renewal provided for under the lease.	In November 2019, the lessee formally applied to council as lessor to exercise its right of renewal.
That in the opinion of the lessor, the lease area is not required for other purposes.	Council’s community leasing staff sought feedback from community policy and planning staff about the proposal. The feedback included; “no problems, there is adequate open space provision within the local network.”

Requirements for a variation to the current lease agreement

12. In 2017 Auckland Council adopted a Smokefree Policy 2017 – 2025 Implementation Plan that included a commitment to inserting a smokefree compliance clause in all community lease agreements as they come up for renewal (a clause has been included in all new lease agreements since that time). The clause means that all users of the facility would not smoke within the lease area.

13. The land occupied by Albertland & Districts Museum Incorporated is currently held by the Crown through the Department of Conservation and only vested in Auckland Council, in trust. As such, the land may be identified in future years for treaty settlement. The inclusion of a clause in the deed of renewal and variation to document Crown ownership will create a permanent record.

Albertland & Districts Museum Incorporated

14. Albertland & District Museum Incorporated was incorporated under the Incorporated Societies Act 1908 on 13 September 1985 and changed its name to Albertland & Districts Museum Incorporated on 9 September 2003.

15. Contained within the museum society’s constitution, its objectives include:

· The preservation of objects of local, historical and general interest, exhibiting and preserving the various historical Māori and old colonial artifacts, works of art, photographs, antiques and the like

· Fostering interest in Port Albert and Wellsford and their surrounding districts and histories (in particular pertaining to the “Albertland” area).

16. On 25 June 2019, council staff undertook a site visit and met with key representatives for Albertland & Districts Museum Incorporated to discuss the renewal of the community lease. Also discussed was the museum society’s plans to make additions and alterations to its existing building within its lease area.

17. In November 2019, the museum society submitted its application to council for a renewal of its community lease. Within the application is a formal letter which provides details on its history, activities, the committed group of volunteers as well as the museum’s strong management team and committee (Attachment B to the agenda report).

18. The renewal of the community lease (obtaining security of tenure) is the necessary first step for the museum society to progress with its plans to expand its museum. Council staff will workshop and report to the Rodney Local Board about any future landowner approval and landlord consent as required and appropriate.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. The designated impact level of the recommended decision on Green House Gas emissions falls within the “no impact” category because the proposal continues an existing activity and does not introduce new sources of emissions.

20. Climate change has an unlikely potential to impact the term proposed because the site does not sit directly within a flooding zone of a one-in-100 years rainstorm event by river or surface flooding (Attachment C to the agenda report).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. Council staff sought feedback from wider council teams on the renewal of the lease as detailed in the table below:

Team	Feedback
Parks Specialist, Parks and Places	No concerns.
Principal Policy Analyst, Community and Social Policy	No issues in allowing a renewal of the lease on Wellsford War Memorial Park. There is adequate open space provision within the local network.
Service Strategy and Integration	No problems with the proposal. The Local Park Management Plan process can incorporate any decision made by the local board about this lease.
Strategic Broker, Rodney Local Board	No concerns.

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

Local impacts and local board views

22. At its business meeting of 20 June 2019, the Rodney Local Board approved the 2019 – 2022 Community Facilities Work Programme which included community leases. “Process a renewal of the ground lease to Albertland & Districts Museum Incorporated” is listed as line item ID 1365 in Attachment B to the 20 June 2019 report (resolution number RD/2019/71).

23. The proposed renewal of the community lease to Albertland & Districts Museum Incorporated supports outcomes from the 2017 Rodney Local Board Plan as follows:

· Communities are influential and empowered

· Arts and culture is vibrant and strong.

Tauākī whakaaweawe Māori

Māori impact statement

24. Albertland & Districts Museum Incorporated is kaitiaki (guardian or steward) to a collection of Māori taonga (anything considered to be of value including socially or culturally valuable objects) and memorabilia.

25. The whare taonga (museum) holds extensive land records and unpublished research manuscripts from the E.S. Brookes Jnr collection relating to “Māori antiquities and from whence they came”. Much of this research was carried out in the 1860s with the (then) aging Māori Chiefs of the Kaipara.

26. Researchers from Te Uri o Hau work closely with the museum society. Similarly, relationships between members of the museum society and local whānau sealed by whakapapa (genealogy, genealogical table, lineage, descent) ensures understanding and mutual respect for both cultures.

27. A clause will be included in the renewal and variation of the lease agreement to document that Lot 1 DP 118474 at Wellsford War Memorial Park is owned by the Crown through the Department of Conservation and only vested in trust in the council. As such, the land may be identified in future years for treaty settlement.

Ngā ritenga ā-pūtea

Financial implications

28. There is no direct cost to council associated with the renewal and variation of the lease.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. As Albertland & Districts Museum Incorporated has met the pre-conditions to the renewal term provided for in its community lease with council, should the Rodney Local Board resolve not to grant the renewal, this may be viewed as a lack of good faith. Secondly, refusal to grant the renewal without good reason would constitute a breach of contractual obligations by council as lessor.

30. Similarly, the decision by the local board would preclude the museum society from obtaining security of tenure it needs to progress its proposed plans to expand its museum.

Ngā koringa ā-muri

Next steps

31. Subject to the Rodney Local Board granting the Albertland & Districts Museum Incorporated a renewal and variation of its community lease, council staff will draft up the necessary deeds for signing and sealing by the museum society and subsequent execution by council.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	GIS aerial view showing community lease area to Albertland & Districts Museum Incorporated at Wellsford War Memorial Park	27
b ⇩	Albertland & Districts Museum Incorporated cover letter to support its application	29
c ⇩	GIS aerial view from Auckland Council's Hazard Viewer showing the flood plains and flood prone areas in relation to the lease area	31

Ngā kaihaina

Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Revocation of resolution number RD/2019/117 relating to the variation of lease to Wellsford Tennis Club Incorporated to record the partial surrender of its lease area at Wellsford Centennial Park and replacement resolution

File No.: CP2019/19866

Te take mō te pūrongo

Purpose of the report

1. To revoke resolution number RD/2019/117 relating to the variation of lease to Wellsford Tennis Club Incorporated to record the partial surrender of its lease area at Wellsford Centennial Park.

2. To make a replacement resolution approving the Wellsford Tennis Club Incorporated’s two-stage surrender of its entire lease area with council.

Whakarāpopototanga matua

Executive summary

3. At its business meeting of 19 September 2019, the Rodney Local Board resolved to approve the variation of the community lease to Wellsford Tennis Club Incorporated to record the partial surrender of its lease area, effective 12 July 2018 (resolution number RD/2019/117). The portion of its lease subject to the Wellsford Tennis Club Incorporated surrender in July 2018 included the following improvements:

· the four tennis courts and associated metal fencing

· auxiliary concreted areas and retaining walls

· timber fencing and small garden area.

4. On 14 November 2019, the Wellsford Tennis Club Incorporated formally advised council of its intention to surrender the entirety of its lease area (the addition of the pavilion being the only remaining improvement from the July 2018 surrender).

5. In order to correctly document the Wellsford Tennis Club Incorporated occupation of its pavilion after the handover of its courts and other associated improvements to council, council staff must draft a deed of surrender recording the subject areas and the two dates of surrender, respectively.

6. This report recommends that the Rodney Local Board revoke resolution number RD/2019/117 and make a replacement resolution to approve the Wellsford Tennis Club Incorporated’s two-staged surrender of its entire lease area at Wellsford Centennial Park.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) revoke resolution number RD/2019/117:

approve the variation of the community lease to Wellsford Tennis Club Incorporated to record the partial surrender of its lease area 3,244.4m² (more or less) on land legally described as Section 4 SO 434733 at Centennial Park, Wellsford (Attachment A to the agenda report) subject to the following terms and conditions:

i) surrender date - effective 12 July 2018

ii) all other terms and conditions will accord with the lease agreement dated 28 November 2003.

and replace with:

b) approve the Wellsford Tennis Club Incorporated two-staged surrender of its lease area on land legally described as Section 4 SO 434733 at Wellsford Centennial Park, Wellsford (Attachment A to the agenda report) and agree that the particulars be recorded in a deed of surrender as follows:

i) effective 12 July 2018 - 3,244 square metres (more or less) including the club’s four tennis courts, metal fencing, auxillary concreted areas, retaining walls, timber fencing and smaill garden area

ii) effective 14 November 2019 – 65 square metres (more or less) including the club’s pavilion.

Horopaki

Context

7. This report considers the leasing issues with respect to the Wellsford Tennis Club Incorporated (the club) occupation of a portion of Centennial Park, Wellsford.

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

Tātaritanga me ngā tohutohu

Analysis and advice

Land

9. Wellsford Centennial Park is located half a kilometre east of State Highway 1 at the southern approach to Wellsford. It is situated at the intersections of Centennial Park Road and Flagstaffe Road and is bisected by Centennial Park Road. Wellsford Centennial Park comprises 16,424 hectares of land and is made up of five separate parcels of land.

10. The operative Wellsford Centennial Park Reserve Management Plan was adopted by the former Rodney District Council Strategy and Community Committee on 7 May 2009. Land must be classified as reserve under the Reserves Act 1977 for it to be governed by a reserve management plan.

11. At its business meeting of 18 July 2019, the Rodney local Board, Parks and Recreation Committee resolved to approve the proposed classification of land in the Rodney Local Board area including land at Centennial Park (resolution number RODPC/2019/20 c). This recent action validated the operative reserve management plan.

12. The land parcel occupied by the club is legally described as Section 4 SO 434733 and comprises 8,535 square metres. The club’s lease area on a portion of Section 4 SO 434733 comprises 3,309 square metres (more or less).

The club’s improvements, community lease and surrender

13. The club constructed its improvements on Centennial Park during or around 1983 with approval by the former Rodney County Council. At this point in time, the former Rodney County Council did not require the club (along with a number of other clubs occupying the park) to enter into a formal lease agreement (Attachment B to the agenda report).

14. The club has a community lease entered into with the former Rodney District Council. The lease commenced 1 December 2003 and expires 30 November 2023. The driver for the club to enter into a lease agreement was to enable it in 2004, to seek funding for works to its courts.

15. At its AGM of 5 July 2018, the club formally resolved to surrender its lease area excepting its tennis pavilion. On 12 July 2018, the club advised Auckland Council in writing of its partial surrender citing poor laying of the original courts surface and drainage issues as its reasons (Attachment C to the agenda report). The courts are no longer in use due to deterioration of the surface.

16. At its special meeting of 11 November 2019, the club formally resolved to “not accept the Deed of Variation of Community Lease for Premises at Wellsford Centennial Park. We proposed to fully surrender the Deed of Lease (which includes the pavilion)” (Attachment D to the agenda report).

17. The club’s current lease agreement contains a clause with respect to ownership and removal of improvements (clause 9) which are detailed in the table below. Clause 9.1 provides that if requested by the lessor (council) the lessee (the club) must remove all those improvements as required by the lessor.

9.1	Notwithstanding anything to the contrary in this lease, the Lessee may and must if required by the Lessor, on the expiry or earlier termination of this lease remove from the Leased Area all or some of the buildings or other improvements separately owned by the Lessee. On receipt by the Lessee of a written notice from the Lessor, the Lessee must within a reasonable time, as specified in the notice, remove all of those buildings and improvements required by the Lessor.
9.2	The Lessor may as an alternative to clause 9.1 require at its discretion any incoming lessee of the Leased Area to pay the Lessee the value of the buildings or improvements owned by the Lessee.
9.3	Subject to clauses 9.1 and 9.2, on termination of this lease by expiry, surrender, breach of conditions or otherwise the Leased Area together with all improvements on the Leased Area will revert to the Lessor without any compensation being payable to the Lessee by the Lessor.

Condition assessments of assets subject to club’s surrender

18. In July and August 2018 council staff undertook condition assessments of the club’s assets and provided reports. While the initial assessment was from a drainage issue perspective both assessors found the court surfaces to be in a very poor condition, with one assessor stating that the current court condition had been brought about by pure neglect.

19. Findings and recommendations from the July assessment in relation to the pavilion included the following:

i) The pavilion is in general satisfactory condition however priority should be given to the down pipes and holes in the exterior cladding to ensure the weather tightness condition of the building to a satisfactory level.

ii) Replacement of exterior cladding with holes surrounding the main door of the pavilion.

iii) Installation of a down pipe at the rear of the pavilion (where currently missing) and connect to existing storm water system.

20. Recommendations from the August assessment in relation to the courts included the following:

i) Option 1: the courts require to be remediated in in the near term and the site drainage installed as set out in the required works as identified in the condition assessment.

ii) Option 2: do nothing, not an option given the state of the courts if they are to be placed back into service.

iii) Option 3: repurpose the courts to another use.

Greater Wellsford District Sport and Active Recreation Plan 2018

21. During the course of 2018, council staff from the Community Services, Parks Sport and Recreation team had worked with the club (along with other stakeholders at Centennial Park) to develop the Greater Wellsford District Sport and Active Recreation Plan 2018.

22. The plan identified Centennial Park as a key sports hub and proposed as a medium-term priority upgrading existing tennis facilities with a multi-use artificial surface. The lease surrender by Wellsford Tennis Club was not identified as an action in the plan.

Parks, sport and recreation needs assessment for Wellsford underway in 2019

23. Council staff is currently preparing a parks, sport and recreation needs assessment for Wellsford. The purpose of the needs assessment is to understand what the future requirements are for investment in parks, sport and recreation in the wider Wellsford area. This assessment includes tennis.

24. The needs assessment will guide the local boards investment in parks, sport and recreation assets in Wellsford and will be reported to the local board in early 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

25. The designated impact level of the recommended decision on Green House Gas emissions falls within the “no impact” category because the proposal continues an existing activity and does not introduce new sources of emissions.

26. Climate change impacts will need to be considered in any future planning for the park as a whole. While the club’s area does not sit directly within a flood plain or flooding zone of a 1-in-100 years rainstorm event by river or surface flooding, other areas within the park are within the zones (Attachment E to the agenda report).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. Council staff from parks and sports active recreation and service strategy and integration teams have provided up-to-date information which is included in the analysis and advice section of this report.

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

Local impacts and local board views

28. At its workshop of 9 August 2018, the Rodney Local Board Parks and Recreation Committee was presented with a memorandum for its information on the proposal about the partial surrender of lease. During the course of the presentation, the committee did not indicate that it wished council staff to invoke clause 9.1 of the club’s lease agreement which provides that if requested by the lessor (council) the lessee (the club) must remove all those improvements as required by the lessor.

29. The recommendations within this report support the Rodney Local Board Plan 2017 outcome for parks and sports facilities that everyone can enjoy. Information relating to Centennial Park is contained in the table below:

Objective	Key initiatives
Communities can access quality parks, reserves and natural spaces nearby	Continue to develop, renew and improve sports parks, fields, hardcourts and other key open spaces such as Centennial Park in Wellsford.

Tauākī whakaaweawe Māori

Māori impact statement

30. There are no changes in the term of the lease, use, or operational activities being conducted on the land. As such, council staff has not engaged with mana whenua on the matter.

Ngā ritenga ā-pūtea

Financial implications

31. The budget estimate on each of the three options included in the August 2018 condition assessment report (contained in paragraph 20 of this report) are detailed in the table below:

Options	Description	Estimation of cost
1	The courts require to be remediated in in the near term and site drainage installed as set out in the required works as identified in the condition assessment.	>$100,000.00
2	Removal of the improvements and site remediation.	$50,000.00
3	Repurpose the courts to another use.	>$50,000.00

32. The outcome of the parks, sport and recreation needs assessment for Wellsford will form a basis on which future cost implications may be quantified.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33. Should the Rodney Local Board resolve not to approve the Wellsford Tennis Club Incorporated surrender of its lease area, this decision may result in the club’s improvements falling into an accelerated state of disrepair.

34. The club’s surrender of its lease area will:

· risk setting a precedent that may encourage other clubs to also surrender its leases and assets that could be in a poor condition

· increase Auckland Council’s maintenance and renewal responsibilities in terms of the reversion of the club’s improvements to council.

Ngā koringa ā-muri

Next steps

35. Subject to the Rodney Local Board approval to the surrender, council’s community leasing staff will work with the club to finalise the necessary documentation.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	GIS aerial view of a portion of Centennial Park showing areas of full surrender of its lease by Wellsford Tennis Club Incorporated	39
b ⇩	Excerpts from the Rodney District Council Centennial Park Reserve Management Plan	41
c ⇩	Excerpts from Wellsford Tennis Club Incorporated letter dated 12 July 2018 advising of partial surrender	43
d ⇩	Excerpts from Wellsford Tennis Club Incorporated letter dated 12 November 2019 (received by council 14 November 2019) advising of full surrender	45
e ⇩	GIS aerial view from Auckland Council's Hazard Viewer	47

Ngā kaihaina

Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Proposed One Warkworth Business Association Inc BID establishment project

File No.: CP2019/19175

Te take mō te pūrongo

Purpose of the report

1. To approve the proposed One Warkworth Business Improvement District (BID) programme establishment map.

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Business Improvement District Policy 2016 requires the local board approve any new Business Improvement District programme boundary and recommend the Governing Body strike the targeted rate.

3. The Business Improvement District programme provides sustainable funding to business associations. The funding is raised by applying a targeted rate to commercial properties within a defined geographic area.

4. Under the council’s Business Improvement District policy, the Rodney Local Board must approve the proposed Business Improvement District establishment map before One Warkworth Business Association carries out the postal ballot.

5. During 2015/2016 financial year the then Warkworth Area Business Association Inc worked on a Business Improvement District establishment project and ballot. Unfortunately, the ballot was unsuccessful, and therefore the result did not meet the BID policy requirement.

6. After the ballot (March 2016) the Warkworth business community worked together, regrouping to focus on a common ground for the community. A name change to One Warkworth Business Association Inc was part of the process and this was lodged with the Companies Office in October 2016.

7. One Warkworth Business Association Inc has continued to operate as a voluntary business association building membership and support towards a Business Improvement District programme. The association has developed a financial base from membership fees and sponsorship.

8. The Warkworth Business Improvement District programme will be located within the Rodney Local Board boundary and will involve a postal ballot of business ratepayers and owners to determine the level of support for the proposed new BID programme.

9. If the ballot is successful, the Warkworth Business Improvement District programme will represent about 530 business ratepayers and owners, with a proposed Business Improvement District targeted rate of $130,000, as of 1 July 2020.

10. At the One Warkworth Business Association Inc annual general meeting on 21 August 2019 the proposed Business Improvement District establishment map (Attachment A to the agenda report) was presented and approved by the One Warkworth Business Association Inc membership.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) approve the proposed boundary map establishing the Warkworth Business Improvement District programme, as shown in the map (Attachment A to the agenda report).

Horopaki

Context

11. One Warkworth Business Association Inc has been a registered incorporated business association since 2016.

12. After the 2016 BID ballot the OWBA reviewed the 2016/2017 project and identified a number of lessons for any future Business Improvement District (BID) establishment.

13. In October 2016 the new One Warkworth Business Association Inc (OWBA) was launched and registered with Companies Office.

14. Since early 2017 OWBA developed and actioned a comprehensive communication plan and engagement process with business owners. The plan identified areas of opportunity and built interest in the new business association.

15. In December 2018 the OWBA board met with the council’s BID team to discuss revisiting a new BID establishment project, consider past lessons and plan against council reporting requirements. From this discussion, the OWBA focused on identifying what needed to be done to strengthen the project to ensure there is a strong foundation for a successful ballot sometime before 31 March 2020.

16. In the early 2019 the OWBA began working with the BID team developing a BID establishment project plan, project expenditure and timeline with the aim of implementing a BID postal ballot in February/March 2020.

17. The OWBA executive committee met with the BID team in early April 2019 to clarify the BID policy requirements for the establishment map and obtaining local board approval. A number of map options were identified and discussed; council staff encouraged the committee to ensure the map remained within the objectives and purpose of the BID policy.

18. Staff provided OWBA with a proposed Warkworth BID map for consideration and the map (Attachment A) went forward to the OWBA annual general meeting for ratification and member approval.

19. At the OWBA annual general meeting on 21 August 2019 the proposed BID establishment map (Attachment A) was presented and approved by the OWBA membership.

20. The BID policy states there are two areas of a BID establishment project that require approval by the local board.

21. Under the policy, local boards have allocated governance and decision-making to:

· approve new BID programme boundary maps

· approve BID programme boundary expansions

22. The Rodney Local Board must approve the proposed BID establishment map identifying the new Warkworth BID programme before OWBA carries out their postal ballot.

23. All BID establishment projects require further local board approval after the BID expansion project, voter engagement and ballot have been completed. This ensures the local board has the opportunity to see the final outcome of the establishment project, review the ballot results and are satisfied the criteria for a BID establishment has been completed against the BID policy.

24. Council staff is seeking Rodney Local Board approval for the proposed Warkworth BID establishment map (Attachment A).

Tātaritanga me ngā tohutohu

Analysis and advice

BID establishment process

25. The decision to investigate the establishment of BID programme is a result of increasing interest from businesses who are keen to be part of a collaboration and can see the benefit from being part of a collective group.

26. The OWBA have engaged with their businesses over the past twelve months, building strong relationships, sharing information and advocating on behalf of all businesses located within the greater Warkworth business community.

27. The proposed new BID programme will mean all business-rated properties within the BID establishment area will be subject to a new Warkworth BID targeted rate.

28. The properties located within the BID establishment area will allow OWBA to develop a BID programme to deliver a range of business opportunities and services.

29. If the BID establishment project is successful, OWBA will have a BID membership of about 530. The BID targeted rate grant will be $130,000 as at 1 July 2020. This will be funded by the new BID targeted rated members.

30. Council staff support this BID establishment project and recommend the Rodney Local Board approve the proposed Warkworth BID establishment map (Attachment A). There is no reason under the BID policy not to support the proposed Warkworth BID establishment map.

Campaign, consultation and voter engagement

31. The OWBA will implement a professional and detailed communication plan to all eligible BID voters from the period December 2019 to the last voting date in March 2020. This is to ensure that all eligible voters receive a one-on-one visit or contact, are provided with detailed information on the proposal, and have the opportunity to find out more about the BID programme and ballot process.

32. The council BID policy requires OWBA to host a minimum of three public meetings, inviting eligible voters to an information briefing and question and answer session. This policy requirement will be completed during the BID campaign process.

33. Election Services Ltd has been commissioned by the OWBA to provide an independent polling service for the Warkworth BID expansion ballot.

34. The polling will be done via a postal ballot, each eligible voter will receive a ballot pack. The packs will be lodged with NZ Post in February 2020. There will be postal and online voting available. The ballot period must be no less than four weeks with the last day for voting must be before 31 March 2020.

35. The ballot must achieve a return of votes of 25 per cent or more and 51 per cent of those returned need to be in support of the BID boundary establishment proposal for the ballot to be successful.

Tauākī whakaaweawe āhuarangi

Climate impact statement

36. There are no implications for council as the One Warkworth BID programme establishment has no specific impact on climate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

37. The OWBA engages across council and council groups, the One Warkworth BID programme will provide a platform for the wider business community to be involved.

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

Local impacts and local board views

38. Following approval by the Rodney Local Board, staff will include the Warkworth BID establishment information in the 2020/2021 annual budget consultation and the Rodney Local Board Agreement.

39. The results of the One Warkworth Business Association Inc. BID establishment ballot will determine if there is a sufficient level of support for this new BID programme establishment and associated BID targeted rate.

40. Rodney Local Board has supported the BID approach in the past, as it brings together local businesses to invest collectively in improvements that enhance the local business environment such as better security for business centres. A BID can also advocate and collaborate with the council on behalf of local businesses.

Tauākī whakaaweawe Māori

Māori impact statement

41. All businesses within the Warkworth BID establishment boundary will be included in the ballot process and BID policy requirements. The new BID programme may identify opportunities for niche support or development of any Māori business sector in the area.

Ngā ritenga ā-pūtea

Financial implications

42. The Warkworth BID targeted rate levied on business-zoned property owners will raise a BID targeted rate grant of $130,000 and fund the Warkworth BID programme. The programme will be cost neutral to the council and local board.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. Council staff are satisfied all requirements of the BID policy have been completed up to this point by the OWBA in relation to the proposed BID establishment map and project.

44. There is a risk to OWBA should the BID expansion ballot fail to reach the required mandate. If the BID ballot fails, the BID policy requires a two-year stand-down before any subsequent ballot can be held.

45. The funding for this 2020 BID establishment project is being covered by the OWBA from within existing association funds.

Ngā koringa ā-muri

Next steps

46. The table below shows the reporting path for a BID establishment project and indicates where this project currently sits in that process.

47. Council staff will advise the OWBA of the Rodney Local Board decision regarding the proposed Warkworth BID boundary establishment map.

48. Following a successful outcome in the ballot, the results will be brought to the Rodney Local Board for consideration and recommendation to the Governing Body.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	One Warkworth proposed BID establishment map	55

Ngā kaihaina

Signatories

Author

Claire Siddens - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Development of playground - Milldale subdivision - Stage 1b, Pine Valley

File No.: CP2019/20154

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the proposed children’s playground design within the stage 1B area of the Milldale subdivision at a park located at 3 Archibald Drive, Pine Valley (legal description Lot 4001 DP529556).

Whakarāpopototanga matua

Executive summary

2. Development of a playground within Stage 1B of the Milldale subdivision is proposed to be constructed by Fulton Hogan Main Development Limited at no capex cost to the Auckland Council.

3. Fulton Hogan Main Development Limited have engaged Park and Playground Solutions Limited to design a playspace for the park at 3 Archibald Drive, Pine Valley. The concept design has been presented to the local board at a local board workshop on 13 November 2019.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) approve the detailed design package (Option 1) dated 3 September 2019 (Attachment A to the agenda report) and subsequent construction of the playground by Fulton Hogan Development Limited and the asset be taken on by Auckland Council at practical completion.

b) approve Auckland Council entering into an infrastructure funding agreement for the playground within the Milldale subdivision stage 1B.

c) delegate to the General Manager, Parks, Sports and Recreation authority to negotiate the infrastructure funding agreement on terms acceptable to Auckland Council’s Infrastructure Funding team.

Horopaki

Context

4. Fulton Hogan Main Development Limited (Fulton Hogan) holds a resource consent to develop the properties in Stage 1B of the Milldale subdivision in Pine Valley which included the Council purchasing a park of 3679m² in size and the consent-holder agreeing to construct a playground at no cost to the Council within this area of land.

5. The local board reviewed the concept plan at a workshop on 13 November 2019. The local board were supportive of the proposal and the discussions had are addressed at paragraph 13 below.

Tātaritanga me ngā tohutohu

Analysis and advice

6. Fulton Hogan have worked with Park and Playground Solutions Limited to design the playground.

7. The concept plan as presented by Fulton Hogan contains conventional playground equipment and design.

8. Council staff agree that additional play provision in this location is a good outcome for the local community as there will be additional demand for play in the area created by the new housing development. The Parks and Places Specialist advised that this playground was well suited toward younger children. There would be future opportunities for other play equipment such as basketball and skate facilities elsewhere in the subdivision as this is the first stage in a large development.

9. Following a workshop with the local board, community facilities advised that the annual maintenance budget for the playground would be approximately $4,000 (median), which will be funded from the community facilities operational budget. (note that all figures in this report exclude GST)

10. The concept plan presented to the local board incorporates the minor changes below following advice from Council landscape architecture staff:

· Plants have been removed in the areas selected by Council staff and replaced with cushionfall surfacing.

· Geotextile surfacing has been added between the cushionfall and basecourse in the sections of the playground selected by council staff.

· Layout of the playground has been amended to eliminate wasted space and minimise bare bark.

· The consent holder has added details on the concrete footings and extents, satisfying a previous request for these from council staff.

· Two-meter wide concrete footpaths will be provided.

Options	Timing	Funded by
Option 1 – Developer constructs playground now	Early in residential development	Consent holder
Option 2 - Council constructs playground in future	After residentials have arrived and when funding is available	Council-funded

11. Option 1 is recommended because the play facilities will be available from early in the subdivision whereas construction by council in future is a long-term aspiration whereas Option 2 construction by council in future is a long-term aspiration, with no funding currently allocated to the provision of this playspace.

Tauākī whakaaweawe āhuarangi

Climate impact statement

12. It is anticipated that with the planting of 12 native specimen trees that there will be a net positive benefit to climate change. The trees will over time absorb and store the carbon dioxide emissions created by human activities in relation to construction and use of the playground. As it is proposed to be a local playground for local residents it is expected that most users will walk to the playground.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

13. Community facilities staff have provided input throughout the analysis of the concept plan into how the playground will be maintained and council landscape architecture staff have advised on safety upgrades to playground equipment.

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

Local impacts and local board views

14. The local board has delegated decision making responsibility for the development of local parks within the Rodney Local Board area. The local board provided feedback at their 13 November workshop that they were on the whole satisfied with the detailed designs presented.

15. A question was raised about the amount of plastic used, and it was requested that more natural play elements be used. The most obvious element that could be changed to address this issue is the blue slide.

16. Options have been discussed with the designer and the blue plastic slide could be swapped out with a stainless steel double slide which would add roughly $2000 to $3000 to the cost of delivering the playground. The slide is also north facing so heat would be a problem with the current design. If stainless steel were chosen the orientation of the slide would need to be changed so that it was south facing, and would require shading, preferably by trees.

17. Another option, more sympathetic to natural elements, would be to change the colour of the plastic slide to a beige colour.

18. With regards to an overall shift from the current design to a more natural play concept, careful thought would need to be given to the limited space available, age ranges and the overall play value that is available with more natural play. Natural play needs larger spaces, bespoke design and can’t often provide the ranges of play value within more limited spaces that more traditional play can provide.

Tauākī whakaaweawe Māori

Māori impact statement

19. The proposed park does not contain any known sites and places of significance or value to mana whenua but the contribution of park outcomes is of significant importance to tangata whenua, their wellbeing, values, culture and traditions.

20. It is noted that the applicant consulted Ngati Manuhiri and the Te Kawerua Iwi Tribal Authority at the time of the original subdivision, who both provided cultural impact assessments (CIAs).

21. The playground will be located within the rural‐urban boundary in an area known as Wainui East, and the CIA lodged by Ngati Manuhiri quotes the area’s key goals that includes the provision of “diverse open space environments that encourage social interaction.” Accordingly, the proposed playground is designed to meet the open space and play needs of the surrounding community and foster social interaction.

22. The Ngati Manuhiri CIA also envisions the planting of native “fruiting and flowering trees and plants…to provide year-round food and habitat for local biodiversity”, and it is recommended that the final park design submitted shall include such tree species e.g. Puriri.

23. When the reserve is named, it is recommended that both Iwi are consulted over the reserve naming as per their requests and recommendations.

Ngā ritenga ā-pūtea

Financial implications

24. The local board has delegated decision making allocation for the development and management of the local park purchased by Council at 3 Archibald Drive, Pine Valley. A high-level assessment of the consequential opex per annum has been estimated by community facilities to be approximately $4,000. The consequential opex per annum is estimated to fall within a range between $2,314 (low) up to $7,962 (high). Practical completion is expected to be in the 2019/20 financial year. It is anticipated that with local board support this playspace will be added to council’s asset register and council will be expected to commence maintenance of the playground in the financial year 2019/20, or if not the following financial year. If approved annual maintenance will be funded by the consequential opex budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. Risks for the delivery of the playground are cost escalation, and inadequate handover. These items will be managed via the community facilities’ handover process including handover of all documents, warrantees, as-builts and producer statements and the infrastructure funding agreement. Landowner approval will also be required before construction commencement.

Ngā koringa ā-muri

Next steps

26. The developer requests the development of the playground at 3 Archibald Drive, Pine Valley be done as soon as possible, once the local board’s approval is obtained. The engineering details for the proposed playground are in the attachment (Attachment A).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Milldale - stage 1b playground detailed design plans (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Tommo Cooper-Cuthbert - Parks Planner

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Auckland Transport update December 2019

File No.: CP2019/20312

Te take mō te pūrongo

Purpose of the report

1. To provide an update to Rodney Local Board members on transport related matters in their area, including the Local Board Transport Capital Fund and Auckland Transport’s Community Safety Fund.

Whakarāpopototanga matua

Executive summary

2. This report covers:

· a summary of Auckland Transport projects and operations in the local board area;

· a summary of the board’s Transport Capital Fund and Community Safety Fund;

· a summary of general information items sent to the local board.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) receive the Auckland Transport Update to the Rodney Local Board December 2019

b) approve detailed design (Attachment B to the agenda report) for construction of the following safety improvements on Dairy Flat Highway outside Dairy Flat School from its Local Board Transport Capital Fund, based on a rough cost estimate of $470,000:

i) footpath and indented parking in front of the school

ii) local speed threshold improvements comprising side islands and signage

iii) reduction of the existing variable school zone speed from 60 km/h to 40 km/h.

Horopaki

Context

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

4. This report updates the local board on AT projects and operations in the Rodney Local Board area, it summarises consultations and Traffic Control Committee decisions, and includes information on the status of the Local Board Transport Capital Fund (LBTCF) and Community Safety Fund (CSF).

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

· be safe

· not impede network efficiency

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

6. AT’s Community Safety Fund (CSF) comprises $20 million in total allocated across all 21 local boards, with $5 million to be allocated during the 2019/2020 financial year and the balance of $15 million over the 2020/2021 financial year.

7. This CSF sits within AT’s safety budget so the major component of the funding allocation formula is the number of Deaths and Serious Injury (DSI) in a local board area. The purpose of the fund is to allow local communities to address long-standing road safety issues that have yet to become regional priorities and have therefore not been addressed by AT.

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Transport Capital Fund

8. The Rodney Local Board’s share of the LBTCF allocated with effect from 1 July 2018, as per the local board funding policy, is $1,115,764 per annum.

9. The total remaining from the previous electoral term to the Rodney Local Board was $10,257. This, added to the local board’s allocation for the 2019-2022 electoral term, brings the amount now available to the local board to $3,357,558.

Rodney Local Board Transport Capital Fund Financial Summary 2016-2019
Total funds available in previous political term	$2,743,817
Amount committed on projects approved for design and/or construction	$2,733,560
Remaining budget left	$10,257

10. The table below reflects the status of projects to which LBTCF was committed during the previous political term:

Status update on current of Local Board Transport Capital Fund projects
Project Description	Current status	Changes since last update	Funds allocated in current political term
99 - Great North Road, Riverhead Footpath	Completed	No	$6,732
497 - Pohutukawa to The Landing Footpath	Completed	No	$59,828
593 - Matakana Valley Road Swales	Completed	Yes	$177,000
619 - Rodney Footpath Designs and Construction	Allocation Approved	Yes	$1,867,000
656 - Hudson Road Footpath - Albert to SH1	Detailed Design Approved	Yes	$623,000
Total			$2,733,560

11. Project 593, Matakana Valley Road Swales, completed during November, was a collaboration between Auckland Council’s Healthy Waters and AT’s maintenance team, with the Healthy Waters work being carried out prior to the road rehabilitation.

12. The previous local board allocated $500,000 from its LBTCF towards the preparation of detailed designs and firm cost estimates for construction of several footpaths (RD/2018/87). Subsequently, the chairperson of the Transport, Infrastructure and Environment Committee under delegated authority previously granted (RD/2018/87) approved construction of the following footpaths:

· Blue Gum Drive, Warkworth (full length)

· Springs Road, Parakai (number 33 to end of road)

· Arthur Street, Riverhead

· Falls Road, Warkworth – a contribution to the total cost of the construction carried out by a local developer.

13. Construction of the footpaths on Blue Gum Drive, Warkworth and Arthur Street, Riverhead was completed during August and October respectively. Construction of the footpath on Springs Road, Parakai is underway and due to be completed over the next few months.

14. The contribution from the local board towards construction of a footpath on Falls Road, Warkworth between Hudson Road and Mansel Drive, will improve connections for the local community and allow for cost sharing and efficiencies. The footpath will be constructed during the 2019/2020 financial year.

15. At its meeting on 19 September 2019 the local board allocated $623,000 from its LBTCF to Project 656, construction of a footpath on Hudson Road between State Highway 1 and Albert Road, Warkworth. The project is currently in detailed design and public consultation and construction will proceed during 2020.

Dairy Flat School Safety Improvements

16. The previous local board agreed that a portion of the $500,000 previously allocated for footpath design would be spent engaging the services of a safety consultant to investigate the feasibility of a footpath outside Dairy Flat School. The consultant’s report was provided to members prior to a workshop on 5 September and a subsequent discussion between Board of Trustee representatives, the Principal, Member Johnston and AT representatives took place on 26 September.

17. At the meeting with Dairy Flat School representatives, they agreed to the following work in principle:

· the school itself making improvements to its on-site parking, in line with recommendations made in the consultant’s report;

· footpath and indented parking in front of the school;

· local speed threshold improvements comprising side islands and signage;

· reduction of the existing variable school speed zone from 60 km/h to 40 km/h.

18. AT’s Traffic Engineering and Safety Team has also agreed to fund the installation of No Stopping restrictions on Dairy Flat Highway adjacent to the bus stop, to prevent parked cars hampering movement of the school bus.

19. The rough order of costs for the improvements described in paragraph 16 above total $470,000.

20. As advised previously, the local board has access to a total of $3,357,558 over its term in office, including the $10,257 balance remaining from the previous political term. Projects discussed during the previous term for potential use of this funding during include:

· the new footpath and threshold treatments outside Dairy Flat School, estimated cost $470,000;

· a shared path on Omaha Drive, estimated cost $680,000 (refer paragraphs 21 – 23).

21. Should the local board wish to proceed with the improvements outside Dairy Flat School at this time, it may do so by way of resolution at this meeting.

22. It was noted at the local board meeting on 19 September that resource consent was being lodged with Auckland Council for construction of a footpath on Omaha Drive, Omaha, from Broadlands Drive to the Omaha Golf Club, based on indications by the local board that it will commit funding to the project from its LBTCF allocation for the 2019-2022 electoral term.

23. The local consultant who offered to provide professional services at no cost for the planning and supervision for construction of this footpath also agreed to seek landowner approvals and complete the resource consents process, before handing the project over to AT for internal assessment and approval. The local board has yet to allocate funding to this project, construction of which will be tendered out to AT’s preferred supplier panel.

24. An update on the design and firm cost estimate for the Omaha Drive footpath was scheduled to be presented to the local board at a workshop on 4 December 2019.

Community Safety Fund

25. Auckland Transport’s Community Safety Fund (CSF) comprises $20 million in total allocated across all 21 local boards, with $5 million to be allocated during the 2019/2020 financial year and the balance of $15 million over the 2020/2021 financial year. The Rodney Local Board was allocated $2,061,165.

26. The purpose of the fund was to allow local communities to address long-standing road safety issues that had yet to become regional priorities and therefore had not been addressed by AT.

27. Following an earlier workshop at which AT’s CSF Programme Manager provided rough order costs for each project nominated, the local board recommended the following list of projects for funding from Auckland Transport’s Community Safety Fund (RODTP/2019/22):

i) Motutara Road - crossing

ii) Motutara Road - footpath extension

iii) Coatesville – speed calming

iv) Matakana Road – signalised mid-block

v) Matua / Tapu Road – intersection improvements

vi) Matua / Oraha Road – intersection improvements

vii) Rata Street - pedestrian crossing

viii) Kaipara College - pedestrian crossing

ix) Waitoki School – speed calming

x) Whangateau - speed warning signs

xi) Kumeu – signalised mid-block crossing

xii) Woodcocks Road – crossing.

28. It is noted in relation to the Matua/Tapu Road intersection improvements that the local board nominated the installation of a micro roundabout. One of the main benefits/purposes of a roundabout is to provide sufficient deflection so that vehicles navigating the intersection must reduce their speed. A micro roundabout would not achieve this deflection and would still enable vehicles to travel through at speed. Construction of a roundabout at this location has been considered previously, however investigations indicated the need for significant kerb realignment and service relocation, resulting in very high costs.

29. The alternative option put forward is to better highlight the STOP control at the intersection by making the minor road (Tapu Road, where vehicles need to stop) more obvious to drivers. The infrastructure proposed is splitter islands on both the Tapu Road approaches, together with advanced warning signs of the STOP control ahead.

30. It is also noted that the local board nominated the installation of a kea crossing outside Waitoki School. However, the sole purpose of this crossing would be to facilitate parents parking on the shoulder on the opposite side of the road. Parents also angle park on this shoulder and by installing a dedicated crossing point, the local board and AT would be seen to be encouraging this behaviour, which is illegal and unsafe. Crossing facilities are also generally installed at locations where there is a receiving footpath at either end, which is not the case at this location.

31. The alternative option put forward is gateway treatments on both approaches to the school, which will encourage drivers to slow down, watch for children and create a more suitable speed environment overall outside the school.

32. At its meeting on 22 Augus 2019t the local board resolved (RD/2019/100) to maximise the use of its CSF on construction of the projects listed in paragraph 26, authorising top-up funding from the LBTCF to meet any shortfall in funding for construction of the final project, the crossing on Woodcocks Road. Staff will advise the local board if this situation should eventuate, providing full details of costings etc. at that time.

33 Design work is now progressing on all the CSF projects nominated by local boards and it is anticipated that those funded will be completed during the 2020/2021 financial year.

Auckland Transport Consultations

34. Over the last reporting period, AT has invited the local board to provide its feedback on the following proposals:

Location	Proposal	Details and Local Board Feedback
47 Woodcocks Road, Warkworth	Proposed raised crossing at 47 Woodcocks Road, Warkworth.	AT opened consultation on 17 October 2019 on proposed changes at 47 Woodcocks Road, Warkworth. The proposal includes installation of a new raised zebra crossing; new No Stopping At All Times (NSAAT) parking restrictions on the north side of the proposed crossing; and new road markings and signage to indicate the crossing. Documentation explaining these changes was sent to members on 14 October. No objections were received to the proposal from the local board.
Smith Road, Matakana and Krippner Road, Puhoi	One-Way Give Ways on Smith Road, Matakana and Krippner Road, Puhoi.	Documentation was forwarded to members on 12 November 2019 explaining AT’s proposal to install One-Way Give Ways on Smith Road, Matakana and Krippner Road, Puhoi, roads being sealed using proceeds from the Araparera Forestry funds.
Williamson, Tamerlane, B M Gubb and Becroft Roads, Wellsford	Proposed Stop controls - Williamson, Tamerlane, B M Gubb and Becroft Roads, Wellsford.	Documentation explaining proposals to install Stop controls on Williamson, Tamerlane, B M Gubb and Becroft Roads, Wellsford was sent to members on 13 November. No objections were received from the local board.
Riverglade Lane, Matakana	Proposed NSAAT restrictions on Riverglade Lane, Matakana.	Documentation explaining two options proposed for the installation of No Stopping restrictions on Riverglade Lane, Matakana, in response to requests from residents to address the issue of parked cars blocking access to the street, especially during Matakana Market days, was sent to elected members on 23 November 2019. Public feedback opened online on 29 November and closes on 13 December 2019. Members were asked to provide comments and indicate their preference for one of two options, Option 1 comprising NSAAT restrictions for 20 parking spaces along the western side of Riverglade Lane and two short sections on the eastern side; and Option 2 comprising NSAATs for Saturday and Sunday only for 20 parking spaces on the western side of Riverglade Lane during the weekends only.

Traffic Control Committee Decisions

35. AT's resolution and approval process ensures the most appropriate controls and restrictions are put in place and can be legally enforced. Decisions made by AT’s Traffic Control Committee in relation to regulatory processes relevant to the Rodney Local Board during July – October are shown below.

Decision	Report Type	Nature of Restriction	Decision
Station Road, Wellsford	Permanent Traffic and Parking Changes Combined	Lane Arrow Markings, No Stopping At All Times (NSAATs), Angle Parking, Give Way Control, Pedestrian Crossing, Road Hump, Edge Line, Flush Median	Carried
Parkhurst Road, Parakai Avenue, Parakai	Permanent Traffic and Parking Changes	Bus Shelter	Carried
Dairy Flat Highway, Bawden Road, Dairy Flat	Permanent Traffic and Parking Changes Combined	Lane Arrow Markings, Stop Control, No Passing, Flush Median, Edge Line	Carried
Dairy Flat Highway, Potter Road, Dairy Flat	Permanent Traffic and Parking Changes Combined	Bus Stop, NSAATs, Lane Arrow Markings, Give Way Control, Traffic Island, No Passing, Flush Median, Edge Line, Slow Vehicle Bay, Shoulder Markings, Delineators	Carried
Arthur Street, Coatesville-Riverhead Highway, Great North Road, George Street, Queen Street, Riverhead	Permanent Traffic and Parking Changes Combined	NSAATs, Footpath, Road Hump, Stop Control, Give Way Control	Approved with Conditions
Springs Road, Parakai	Permanent Traffic and Parking Changes Combined	NSAATs, Footpath, Road Hump	Approved with Conditions
McKinney Road, Road 1, Warkworth	Permanent Traffic and Parking Changes Combined	NSAATs, Footpath, Give Way Control	Approved in Principle
Baxter Street, Warkworth	Permanent Traffic and Parking Changes	Temporary Bus Stop, NSAATs	Carried
Putaki Drive, Harikoa Street, Papatupu Way, Marara Road, Honowai Street, Kumeu	Permanent Traffic and Parking Changes	One Way Travel, NSAATs, P120 Parking, Traffic Island, Road Hump, Pedestrian Crossing, Give Way Control, Flush Median	Approved in Principle
Dairy Flat Highway, Kahikatea Flat Road, Horseshoe Bush Road, Dairy Flat	Permanent Traffic and Parking Changes Combined	Bus Stop, Bus Shelter, NSAATs, Lane Arrow Markings, Give Way Control, Traffic Island, No Passing, Flush Median, Footpath, Edge Line, Road Markings for Speed	Carried
Sidwell Road Extension / Road 2 / Road 17 / Road 20 / Road 23 / Road 8 / Road 1 / Road 16 / Road 14 / Road 12, Upper Orewa	Permanent Traffic and Parking Changes Combined	Cycle Lane, NSAATs, Shared Path, Bus Stop, Traffic Island, Footpath, Give-Way control, Roundabout, Flush Median, Edge Line, Lane Markings	Approved in Principle
Mahurangi East Road / Iris Street, Snells Beach	Permanent Traffic and Parking Changes Combined	NSAATs, Bus Stop, Stop, Give-Way control, Flush Median, Slow Marking, Edge Line, Refuge Island	Approved with Conditions

Issues Raised by Elected Members

36. Elected members and local board staff forward a range of issues to AT’s Elected Member Relationship Manager for the Rodney Local Board (EMRM) area and AT’s specialist Elected Member Response Team. Those received by AT’s EMRM before 26 November 2019 are summarised in the list appended as Attachment A to the agenda report.

Speed Limit Bylaw

37. AT is implementing a speed management plan for Auckland and delivering an ambitious $700 million safety infrastructure acceleration programme. It is estimated that the plan will reduce Deaths and Serious Injuries (DSIs) by up to 18 per cent over an initial three-year period and by up to 60 per cent by 2028. It will deliver major, minor and mass-action safety engineering projects, including speed management on high-risk routes and locations across the network.

38. As part of this programme, AT proposed to change speed limits across Auckland using the Speed Limits Bylaw, the legal process required for changing speed limits under Section 27.1 of the Land Transport Rule: Setting of Speed Limits 2017.

39. Consultation on the bylaw ran from February to March 2019. Over 11,000 submissions were received and because of the high volume and level of detail in the submissions, the AT Board extended the timeframe for decision making to allow the necessary analysis of the feedback.

40. Following technical analysis by AT engineers, three options were developed for consideration by the AT Board in October:

a. Option One: Defer the decision on the bylaw and direct a reassessment of the speed limits proposed and/or other travel speed measures.

b. Option Two: Make the bylaw in a form that implements the proposed speed limit changes on all roads with minor modifications and staged implementation.

c. Option Three: Make the bylaw in a form that implements, on a staged basis, all proposed speed limit changes except for on roads that are not categorised as high risk and where there is significant preference for the status quo, with adjustments to the speed limits to take account of implementation of enhanced engineered safety features on key arterials in the City Centre.

41. The AT Board has resolved to proceed with Option Three.

42. The speed limited changes outlined in the bylaw will become effective on 30 June 2020. Before then there is a significant amount of work required to install the necessary signage. This will require further investigations to determine the exact sign locations and then a procurement process. Signage will be installed in stages but remain covered until the bylaw becomes effective.

43. Town centres will follow a somewhat different path, with some that are already in an advanced stage of planning being designated ‘early start’. These are expected to be implemented by 30 November 2020. Construction of supporting speed reduction infrastructure will take place prior to signs being installed.

44. Other town centres with plans that are less well developed have been designated ‘late start’ and will proceed for an expected 30 June 2021 completion date.

45. Further information on the phasing of the changes will be provided by AT as plans are finalised and confirmed.

46. The updated timeline is as follows:

Step	When
Compile list of changes to speed limits	Completed
Engagement with Local Boards and Councillors	Completed in October – December 2018
Approval for consultation sought from the Auckland Transport Board	Completed in December 2018
Public consultation on the Bylaw	28 February – 31 March 2019
Analysis and feedback	April – October 2019
Bylaw (with changes resulting from public feedback) approved by the Auckland Transport Board	22 October 2019
Preparing for the speed limit changes	October 2019 onwards
Implementation of changes	30 June 2020
Implementation of town centres early start	30 November 2020
Implementation of town centres late start	30 June 2021

47. Further information on the safer speeds programme is available at: https://at.govt.nz/speed.

Araparera Forestry and Regional Land Transport Seal Extension Programme Updates

48. The delivery of the seal extension programme enabled by the proceeds from the Araparera Forestry joint venture is well underway. The delivery of the programme is divided into two stages:

· Stage One – Underwood Road, Whitmore Road, Tauhoa Road, School Road and Wharehine Road;

· Stage Two – Krippner Road, Smith Road, Dennis Road and Rodney Road.

49. Stage One works are now complete.

50. Stage Two comprises roads that, due to land encroachment, arborist and ecological issues, needed further assessment and resource consents.

51. Investigation, design and consenting of three of the roads within Stage Two (Krippner, Smith and Dennis Roads) are complete and have been awarded to the Stage One Contractor (Mason Contractors Limited) for delivery.

52. Rodney Road investigation is still underway.

53. The tables below summarises the status of the Araparera Forestry Seal Extension sites:

Sites Stage 1	Construction Start Date	Works in Progress	Completion
Underwood Road	4 March 2019	Complete	April 2019
Whitmore Road	11 March 2019	Complete	May 2019
Tauhoa Road	16 May 2019	Complete	June 2019
School Road	4 June 2019	Complete	June 2019
Wharehine Road	4 June 2019	Complete	July 2019

Sites Stage 2	Construction Start Date	Works in Progress	Planned Completion
Smith Road	30 October 2019	Physical works well underway. Stormwater and stabilisation works complete, Metal placement underway. Sealing planned for early December 2019.	December 2019
Krippner Road	25 November 2019	Retaining wall construction well underway and likely to be complete by 20 December 2019. Roadworks to begin 13 January 2020.	February 2020
Dennis Road	3 February 2020	Establishment on site planned for week starting 3 February 2020.	April 2020
Rodney Road	March 2020	Investigation still underway (encroachment issues).	May 2020

54. The Regional Land Transport Plan (RLTP) Seal Extension Programme is continuing in tandem with the Araparera Forestry Seal Extension Programme.

55. The table below summarises the status of the RLTP funded Seal Extension programme:

Sites	Construction Start Date	Works in Progress	Planned Completion
Wellsford Valley Road	November 2019	Contractor established on site late November and service locations, setting out and site clearance underway.	March 2020
Ngarewa Road	February 2020	Tender documents completed and published in late November. Construction planned to commence January 2020.	April 2020
Ahuroa Road	Stage 1 - March 2020 Stage 2 – May 2020 Stage – October 2021	It is proposed to deliver this project in three stages over three construction periods (3 years) due to its topography, length of the route and constructability issues, in order to minimise disruption and meet funding constraints. The three stages are divided as follows: Stage 1 – 1km section starting at the J Tolhopf Rd intersection heading west to the bottom of the hill Stage 2 – starting at the J Tolhopf Rd intersection heading east to join up to the sealed section at the Puhoi end Stage 3 – rest of the western section up to West Coast Rd Concept design for the entire route is complete. Resource Consent application for the entire route will be lodged in December 2019. Detailed Design for Stage 1 is currently being finalised with the intention of going out to tender in December 2019. Construction for Stage 1 planned to commence March 2020 and finish June 2020. Stages 2 and 3 proposed to be completed in 2021 and 2022 respectively. A presentation at the Northern Hui was made on 6 November 2019. Full consultation and engagement is now being undertaken with the residents’ liaison group and the local board.	Stage 1 - June 2020 Stage 2 – March 2021 Stage 3 – March 2022

Matakana Link Road Update

56. The Board of AT has approved the design, land purchase and construction of the Matakana Link Road, the 1.35km link between State Highway 1 and Matakana Road that will provide additional resilience to the Warkworth transport network.

57. The new road aims to:

· Provide for strong east-west connections and north-south connections which bypass central Warkworth; and

· Improve access to new growth areas.

58. The aim is to complete construction of the link road in time for the opening of NZTA’s Pūhoi to Warkworth project in October 2021, though this is dependent on land acquisition and the resolution of any outstanding Resource Management Act appeals.

59. AT sought construction prices for two designs, options 1A and 1B, during November, with funding approval from NZTA already granted for the Stage 1A design, a two-lane road with 800 metres of four lane road capacity to just before the new bridge, together with off-road facilities for walking and cycling. Under the Stage 1A design the remaining four-laning would be added as a second stage at a later time.

60. AT’s pre-qualified construction companies were also asked for prices on the Stage 1B option of four lanes for the full length of the road, including the new bridge, to be built in one stage, with the intent that construction pricing may allow the four lane work to be done within the current approved budget.

61. Tenders closed in early November and a contractor is expected to be announced early in the New Year. Contract award is subject to confirmation of the Matakana Link Road consents and designation, acquisition of land required for the road, and funding/scope approvals.

62. Mediation is currently underway with appellants and, if unable to be resolved, will require Environment Court Hearings planned in April 2020.

63. Further information about the Matakana Link Road project can be found at https://at.govt.nz/projects-roadworks/matakana-link-road/.

Hill Street, Warkworth

64. The NZ Transport Agency (NZTA) and Auckland Transport are jointly delivering a business case for long term improvements to the Hill Street intersection. The work will look at design options and investigate what the future form of the intersection will be after other significant roading projects in the area are completed over the coming years, including the Pūhoi to Warkworth project.

65. The project investigation phase is included in the Regional Land Transport Plan (RLTP), however there is currently no committed funding beyond completing the current business case phase.

66. Once finalised and approved by both Auckland Transport and NZTA, the business case will be used to inform funding prioritisation in the 2021-24 RLTP.

67. Construction of the preferred long-term solution for Hill Street will not occur, at the earliest, until after the Puhoi to Warkworth motorway extension and Matakana Link Road is completed in late-2021.

68. Further information on the long term improvements project are available on NZTA’s website at: https://www.nzta.govt.nz/projects/hill-street-improvements/.

69. AT will deliver a range of interim improvements at the intersection late this year/early next year, depending on the completion of footpath works which began in the vicinity of Hill Street on 24 November and were due for completion on 9 December, weather permitting.

70. These interim improvements include:

· a raised zebra crossing on the slip lane off SH1 into Sandspit Road;

· a signalised pedestrian crosswalk phase for pedestrians on SH1;

· crosshatching of the area on Sandspit Road at Elizabeth Street;

· short sections of connecting footpaths as necessary.

Dairy Flat Highway and Coatesville Riverhead Road intersection

71. AT continues to roll out safety improvements in Dairy Flat with work starting on the long-awaited new roundabout at the Dairy Flat and Coatesville Riverhead Highways intersection in July.

72. The roundabout is just one improvement being made together with right turn bays, centre median safety barriers, side barriers and intersection upgrades. Speed restrictions were put in place along sections of the highway earlier this year. The safety improvements in Dairy Flat have been made possible due to partial funding from the Regional Fuel Tax, from which $225m has been allocated to improving road safety in both urban and rural areas.

73. Construction of the roundabout is scheduled to be completed by mid-2020. Traffic management will be in place during the entire construction period, and anticipated delays will be communicated to the public with regular project updates.

74. Other work being carried out as part of the project includes:

· improved road markings at the intersections of Wilks Road and Pine Valley Roads, as well as new signage to provide drivers with more time to slow down before the intersections;

· intersection upgrade at Kahikatea Flat Road;

· new right turn bay into Bawden Road, along with intersection improvements;

· changing passing lanes to a slow vehicle bay from Durey Road to Potter Road to encourage slower speeds.

· new centre median safety barriers and new right turn bay into Potter Road.

75. Further information and project updates are available at: https://at.govt.nz/projects-roadworks/dairy-flat-highway-safety-improvements/.

Tauākī whakaaweawe āhuarangi

Climate impact statement

76. Auckland Transport is committed to minimising the negative effects that transport operations have on climate change. This includes encouraging emission neutral modes (walking and cycling) and low emission modes (public transport and ride sharing).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

77. The impact of information (or decisions) in this report is/are confined to AT and do/does not impact on other parts of the Council group.

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

Local impacts and local board views

78. The proposed decision of receiving the report has no local, sub-regional or regional impacts.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

80. There are no financial implications in receiving this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

82. AT will provide a further report to the Rodney Local Board at its next meeting.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Rodney Local Board issues list	75
b ⇨	Dairy Flat Highway School Gateway Investigation (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Ellen Barrett – Elected Member Relationship Manager

Authorisers

Jonathan Anyon – Elected Member Relationship Team Manager

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Annual Budget 2020/2021 consultation

File No.: CP2019/19557

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 between the governing body and the local board, for each local board area.

3. Annual Budget 2020/2021 consultation will take place from 21 February 2020 - 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. It also seeks approval of their local content and supporting information for consultation. This includes the One Warkworth Business Association’s proposed new business improvement district programme, noting that if the council approves the new business improvement district programme the proposed targeted rate is $130,000 as of 1 July 2020.

6. The Governing Body and local boards will approve regional and local items respectively for consultation by 13 December. 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 Rodney Local Board:

the Rodney Local Board:

a) approve Attachment A (to the agenda report) local content for consultation and Attachment B (to the agenda report) local supporting information for consultation

b) delegate authority to the local board chair to approve any final changes required to the local content and supporting information for the Rodney Local Board for the Annual Budget 2020/2021 consultation, including online consultation content.

c) approve, for consultation, the One Warkworth Business Association’s proposed new business improvement district programme, noting that if the council approves the new business improvement district programme the proposed targeted rate is $130,000 as of 1 July 2020.

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

i) Saturday 22 February, 12pm – 2pm, New World Kumeu

ii) Saturday 29 February, 9am – 4.30pm, Helensville A&P Show

iii) Sunday 1 March, 10am – 2pm Coatesville Market

iv) Saturday 14 March, 12 – 2pm New World Warkworth (Special consultation process – Have Your Say event)

v) Wellsford movie night, date and time TBC

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

f) 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

7. For each financial year, Auckland Council must have a local board agreement that is agreed between the governing body and the local board, for each local board area.

8. 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.

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

10. Public consultation on the budget will take place from 21 February 2020 - 22 March 2020.

11. 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

12. Local boards held workshops during November 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 attached in Attachment A and B.

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

14. 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.

15. 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.

16. 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 Rodney Local Board area is Saturday 14 March, 12 – 2pm New World Warkworth.

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

18. Should a proposal that would require an amendment to the council’s long-term plan (10-year Budget) be identified during the Annual Budget 2020/2021 process, this would require 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.

19. 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.

Proposed One Warkworth Business Improvement District programme

20. As part of the Auckland Council Business Improvement District (BID) Policy the local board must approve the proposed new BID programme establishment map, Attachment C to the agenda report.

21. One Warkworth Business Association is proposing a BID project in Warkworth. This will go to ballot in March 2020.

22. If the council approves the new BID programme the One Warkworth BID programme will represent about 480 business ratepayers and owners, with a proposed BID targeted rate of $130,000 as of 1 July 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

23. 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.

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

25. 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

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

27. 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

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

29. 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

30. 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.

31. 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.

32. 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.

33. 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

34. Event associated costs include venue hire (where council premises cannot be utilised) and catering.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. Local boards must approve their local consultation content and supporting information by December 13, 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

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

37. 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	93
b ⇩	Local supporting information for consultation	95
c ⇩	One Warkwork Business Improvement District establishment map	97

Ngā kaihaina

Signatories

Authors

Beth Corlett - Advisor Plans & Programmes

Authorisers

Louise Mason - GM Local Board Services

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

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

File No.: CP2019/20570

Te take mō te pūrongo

Purpose of the report

1. To provide the Rodney 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 Rodney Local Board Plan outcomes.

4. The key activity updates from this quarter are:

· Provision of public transport options in Rodney reached another huge milestone with land allocated to the first of the temporary Park-n-rides returning to Auckland Council control. This will allow work to start on detailed design and site assessment at the old Atlas cement site in Warkworth

· Volunteers have been working in our communities all over Rodney planting trees, and on animal pest control. This work was recognised by the Mayor in September when members of the Puhoi Pioneers volunteer group took out the Auckland-wide Restoration Prize at the Mayoral Conservation Awards.

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery (Attachment A to the agenda report). 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):

· Indoor courts at Huapai (ID 3397)

6. Despite the red status of this project, the local board One Local Initiative (to develop indoor courts) is on track. This project provided some of seed funding to ensure the larger project which is part of the regional One Local Initiative programme, will be achieved. The budget here will be re-allocated once a project manager is appointed for the local board’s One Local Initiative.

7. A detailed business case is being developed which includes stakeholder engagement through November and December which will help to inform the needs and level of service provision required

· Whangateau Reserve – renew toilet waste water system (ID 2110)

8. Healthy Waters is completing a wider investigation of wastewater solutions for this area. Therefore, physical renewal works have been placed on hold until results of the investigation are known.

· Sandspit parking service assessment (ID 615)

9. As this carpark has not yet been transferred to Auckland Council, it will continue to be managed by Auckland Transport for the summer of 2019/2020. During this time a proposed management approach will be developed by Parks, Sport and Recreation and Community Facilities for consideration by the local board.

10. The financial performance report compared to budget 2019/2020 is included as Attachment B to the agenda report. There are some points for the local board to note: Overall, the net operational financial performance of the board is tracking below the revised year to date budget (91 percent). Revenue is right on budget for the year to date and is likely to be on target for the full financial year.

11. From the local boards’ Locally Driven Initiatives funding, the majority of projects are underway and on track to be completed during the year, although some projects that were carried forward from 2018/2019 will need to be monitored carefully to ensure completion.

12. Capital projects underway include Huapai Service Centre Riverbank where there are delays arising from design changes to progress the resource consent application, and Helensville Town Centre plan where consultation on the concept plans has been underway.

13. The annual plan budget has been revised to incorporate delayed delivery or earlier commencement of individual projects or other changes that are of material value. The net effect of these changes is reflected in the full year revised budget. The work programmes have also been updated to reflect these changes, including recommendations for additional Risk Adjusted Programme projects

Ngā tūtohunga

Recommendation/s

That the Rodney 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 a part of the Annual Plan process as shown in Attachment C to the agenda report

c) approve the following amendments to the Community Facilities 2019 – 2022 work programme:

i) activity name “Indoor multi-sport facility - development – Huapai”, line item 2547 to amend the activity description to include the approval for progression to detailed business case stage in 2019/2020

ii) activity name Buckleton Beach Reserve - renew timber seawall line item 3075 to amend the activity description to state ‘FY20/21 - consent and planning, FY21/22 - deliver physical works

iii) activity name Point Wells Reserve Foreshore - renew seawall line item 3076 to amend the activity description to state ‘FY20/21 - consent and planning, FY21/22 - deliver physical works

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) Snells Beach – refurbish toilet block – Hamatana Road (ID 3015)

ii) Snells Beach Reserve, Esplanade and Sunrise Boulevard – renew minor assets (ID 2635)

iii) Sunburst Reserve and Tamatea Esplanade – renew minor assets (ID 2859)

iv) Te Moau Reserve and river esplanade – renew concrete pavement (ID 2834)

v) Wellsford, 118 Rodney Street, rebuild public toilet block (ID 2883)

vi) Whangateau Hall Grounds – renew toilet block (ID 3018)

vii) Goodall Reserve – renew minor assets (ID 3013)

viii) Harry James Reserve – renew carpark and drainage (ID 2574)

ix) Mahurangi West Hall – renew drainage and pavement with concrete (ID 2575)

x) Parry Kauri Park – renew minor assets (ID 2870)

xi) Riverhead War Memorial Park – renew minor assets (ID 2584)

xii) Rautawhiri Park – renew toilets and changing rooms (ID 2487)

xiii) Falls Road River Esplanade Reserve – renew hardstand and renew drainage (ID 2691)

xiv) Harry James Reserve – renew carpark and drainage (ID 2574)

xv) Rautawhiri Park – renew sports fields 3, 4 and 5 (ID 2835).

Horopaki

Context

14. The Rodney Local Board has an approved 2019/2020 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 Leases;

· Infrastructure and Environmental Services;

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

· We can get around easily and safely

· Communities are influential and empowered

· Parks and sports facilities that everyone can enjoy

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

· Arts and culture is vibrant and strong

16. 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 1: Work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

17. 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), activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Work programme by RAG status

18. The graph below shows the activity status and the stage of the activity in each departments work programmes. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Work programme by activity status and department

Key activity updates from quarter one

19. The following key initiatives have progressed through quarter one:

· Local board agreement key initiative: “Continuing the local parks management plan to address the needs and future uses of Rodney’s reserves and open spaces”

20. The first round of public consultation has been completed. Following a workshop on a high-level summary of community feedback, the board made decisions on classification of parks. Further analysis of the feedback is now underway, which will help with the development of the draft local parks management plan.

· Local board agreement key initiative: “Undertaking an infrastructure assessment of Wellsford Centennial Park”

21. Interviews with key stakeholders have been completed and information gathered will be used to prepare for a future needs assessment by providing context of the current state.

· Local board agreement key initiative: “funding Rodney’s conservation volunteers in our public spaces, including community planting programmes, plant and animal pest control, and providing materials and green waste disposal”

22. This quarter the focus was on community planting days, and 5314 plants have been planted as a result by the 2386 hours of provided by volunteers. The Puhoi Pioneers volunteer group won the restoration prize at Mayoral Conservation Awards held in September 2019 for their work on the Puhoi Pioneers Memorial Park walkway.

· Local board agreement key initiative: “contributing funding for the delivery of key community-led events throughout Rodney”

23. Five grants with a value of $21,000 have been paid out to the Kowhai Festival, Warkworth A&P Show, Helensville A&P Show, Wellsford Christmas Parade, Helensville Christmas Parade, and a Waitangi Day Event in Te Awaroa.

· Local board plan key initiative: “Support the establishment of park-and-ride facilities in Rodney, including advocating to Auckland Transport to expand existing facilities in neighbouring local board areas.”

24. The site of the temporary park-and-ride facility in Warkworth at the old Atlas Cement works has been surrendered by the leaseholder and asbestos surveys of all outbuildings is underway. Planning and design for the proposed temporary park and ride facility is being initiated.

· Local board plan key initiative: “Work on realising Rodney’s greenways plans, including working with our key stakeholders to complete our plans, identify priority areas, and design and build the greenways.”

25. Initial site visits by Warkworth Ratepayers Walkway Group and lead consultants have been completed for the Snells Beach to Warkworth walkway, following the appointment of the consultants in late July 2019.

· Local board agreement key initiative: “delivering the planned town centre improvements in Helensville and Warkworth”

26. For Warkworth town centre, following the concept design approval, the tender documents are being prepared in preparation for the tender process contractor procurement. Construction and delivery to occur in the 2020/2021 financial year.

27. Also, the detailed design for Te Huihuinga Kowhai, the new community gathering space between the Old Masonic Hall and the Warkworth Library, has been completed and the project has been handed over to Community Facilities for project delivery. The build has been scheduled for later in 2019.

28. For Helensville seats and signage elements are being reviewed by local iwi and final detail and location are being discussed.

· Local board agreement key initiative: “continued funding for the Healthy Harbours Fund, which provides match-funding for landowners who want to look after our waterways with riparian planting and stock proof fencing”

29. The Rodney Healthy Harbours Fund round closed in September 2019. Following advertisements in local media a total of 24 applications were received. In quarter two, funding applications will be assessed, and recommendations will be presented to the General Manager of Healthy Waters for approval. The board will then be provided with an update on the outcomes.

· Local board agreement key initiative: “funding for the development of a community-led local pest management plan to help a community in Rodney to manage the pest animal population”

30. The scope and geographic focus for pest free management plans has been defined by Environmental Services and Community Services staff and was endorsed by the local board on 5 September 2019. Environmental Services is developing a proposal for procurement of a facilitator and strategist. This process is being supported by Community Facilities. This person will be recruited and will start liaising with community organisations and neighbours in quarter two.

· Local board agreement key initiative: “maintenance and improvements of stormwater infrastructure in rural drainage areas of Okahukura, Te Arai and Glorit, to prevent flooding”

31. Auckland Council Healthy Waters department has started remediation work in the drainage districts. Work includes urgent repairs to flood gates and culverts, weed spraying, and removing the raupō (bullrush) islands from Lake Spectacle in Te Arai. This work is funded through the regional Healthy Waters budget and local board funds and will continue until 30 June 2020.

Activities with significant issues

32. Leigh Hall – refurbish interior (ID 2428) The allocated budget is at risk due to asbestos issues noted during project scoping. The original project was to ensure that the hall can be used throughout power outages. Due to the presence of Asbestos, the council sustainability team has been investigating alternative power supply.

133. Warkworth Showgrounds – install lighting on fields 1 and 2. (ID 3808). There is currently no budget to address the need for new light fittings. The glare from the luminaires installed in November 2017 unfortunately only partly complies with the resource consent. Ultimately, the light fittings will need to be changed to ensure full compliance and avoid it becoming a potential issue in future years with the pending development around the western and northern ends of the showgrounds. An assessment on the options is being prepared.

34. Whangateau Reserve - renew toilet waste water system (ID 2110.) Following the programmed renewal of the toilet waste system, progression on work has been paused on the disposal location, due to the terrain and protected overlays in the Auckland Unitary Plan. An alternative location and options are be being investigated.

Activities on hold

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

· Indoor courts at Huapai (ID 3397)

36. Once a project lead has been appointed, a detailed business case is being developed, which will include a detailed budget, and provide options. Then a determination can be made about the project budget allocation.

· Whangateau Reserve – renew toilet wastewater system (ID 2110)

37. The physical work on renewing this wastewater system has been delayed pending a wider investigation of the surrounding area by Healthy Waters. This investigation has been prompted by concerns about the current site’s topography and disposal location. Healthy Waters is looking at the feasibility options for disposal of wastewater in this area.

· Rodney – renew community facilities - Te Hana and Wellsford (ID 3533)

38, Staff are investigating the building condition of the Te Hana Hall, and the project to reinstate the toilet is awaiting the outcome of this assessment. For the Wellsford Toilet Block, this is not scheduled for financial year 2020/2021.

· Rautawhiri Park – renew toilets and changing rooms (ID 2487)

39. The detailed design and planning are underway in financial year 2019/2020, but subsequently no funding was found available to progress the project until 2020/2021.

40. Whilst no physical works will occur the current financial year, a tender has been released to market and pricing will be negotiated in order to try to complete physical works in the 2020 calendar year.

Changes to the local board work programme

Deferred activities

41. The following activities have been carried over from the 2018/2019 work programme

· Cabeleigh Drive Pond Reserve - develop playspace (ID 3374)

· Rodney Town Centre Revitalisation - implement concept plan – Warkworth (ID 2275)

· Rodney Town Centre Revitalisation - implement concept plan – Helensville (ID 3376)

· Puhoi Town Library - renew heritage facility (ID 3526)

· Rodney - renew community facilities (ID 3533)

· Rodney - LDI Community Led fund 2018/2019 - 2020/2021 (ID 3540)

· Coatesville Settlers Hall - replace roof components (ID 3556)

· Rodney - renew park fencing 2017/18 - 2018/19 (ID 3694)

· South Head Hall - refurbish toilet block (ID 3727)

· Whangateau Harbour - renew coastal structures (ID 3733)

· Rodney - renew minor park buildings 2017/18 (ID 3738)

· Port Albert - renew reserve assets 2018/2019 (ID 3741

· Wainui Hall - refurbish flooring and lighting (ID 3742)

· Rodney Greenways Plan – develop design (ID 3783)

· Warkworth Showgrounds - install lighting on fields 1 and 2 (ID 3808)

· Indoor Courts at Huapai (ID 3397)

· RD: Service assessment programme FY20 (ID 3402)

· Blomfield Reserve Waimauku: The Scout Association of New Zealand (ID 3411)

Cancelled activities

42. The following activity has been cancelled:

· Matakana, 17 Long Meadow Lane, remediate slip. ((ID 3183)

43. Technical advice received is that this site no longer requires work. Project cancellation pending with the local board.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

45. 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 porting requirements.

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

47. 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:

· Rodney Healthy Harbours Riparian Restoration Fund (ID 428)

48. The Rodney Healthy Harbours Fund was received a number of applications, and following selection by Healthy Waters, the local board will be updated on the outcomes of this round in quarter two.

· Pest free management plans-Rodney (ID 708)

49. The scope and geographic focus for the pest free management plans has been defined by Environmental Services and Community Services staff and was endorsed by the local board on 5 September 2019. Environmental Services is developing a proposal for procurement of a facilitator and strategist. This process is being supported by Community Facilities. When recruited this person will liaise with community organisations and neighbours in quarter two.

· Ecological volunteers and environmental programme (ID 733)

50. This ongoing programme to support community and volunteer groups on ecological and environmental initiatives, has this quarter seen volunteers provide 2386 hours of contribution, and planting 5314 plants in local community planting days.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

51. 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

52. This report informs the Rodney Local Board of the performance for the quarter ending 30 September 2019.

Tauākī whakaaweawe Māori

Māori impact statement

53. Māori as stakeholders of council are affected and have an interest in any report on the quarterly financial results. However, the recommendation to the local board of receiving the report has no particular benefit to, or adverse effect on, Māori. Some specific work programme items of interest are outlined below.

· Helensville Town Centre. The Streetscape Project has involved iwi input into late stage design elements (ID 972)

· Celebrating Te Ao Māori. Increasing numbers of programmes and events in libraries are including te reo and showcasing Te Ao Maori (ID 972)

· Responding to Māori Aspirations. (ID 152) Initial meetings have been held with Ngāti Whātua o Kaipara on planning the community consultation for the name change to Te Awaroa, from Helensville.

54. In the west, community groups in Warkworth and Matakana are developing heritage trails. The Matakana group, in particular, have been open to reflecting Ngāti Manuhiri aspirations as part of this.

Ngā ritenga ā-pūtea

Financial implications

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

Financial Performance

56. Operating expenditure relating to Asset Based Services (ABS) is over budget by $334,000 for the year to date, while the LDI operational projects are currently $678,000 below budget. This is due to a variety of projects yet to draw down on financial allocations.

57. Capital spend of $1.1 million represents investment in the completion of the Shelly Beach seawall, renewal of reserve assets at Port Albert, and continued works at Wellsford Community Centre (roof replacement).

58. The complete Rodney Local Board Financial Performance report can be found in Attachment B.

Revised Budget

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

60. 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.

61. 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.

62. 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.

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

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

· Indoor multi-sport facility - development – Huapai (ID 2547) This currently includes funding deferred from 2018/2019 to 2019/2020. The additional budget of $187,763 has been allocated in response to resolution number ENV/2019/104, the approval to progress to the detailed business case stage of the development. The activity description has been updated to reflect the next phase of the project and the timeframe expected to complete this phase

· Buckleton Beach Reserve - renew timber seawall (ID 3075) Point Wells Reserve Foreshore - renew seawall (and ID 3076) were both unbundled from another project as part of the approved work programme and funding expected to be deferred from FY2018/2019 did not land in FY2019/2020 as anticipated. The activity description needs to be updated to reflect the new expected timeframe.

Risk Adjusted Projects (RAP)

40. 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).

41. 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.

42. 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.

43. 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:

· Snells Beach – refurbish toilet block – Hamatana Road (ID 3015)

· Snells Beach Reserve, Esplanade and Sunrise Boulevard – renew minor assets (ID 2635)

· Sunburst Reserve and Tamatea Esplanade – renew minor assets (ID 2859)

· Te Moau Reserve and river esplanade – renew concrete pavement (ID 2834)

· Wellsford, 118 Rodney Street, rebuild public toilet block (ID 2883)

· Whangateau Hall Grounds – renew toilet block (ID 3018)

· Goodall Reserve – renew minor assets (ID 3013)

· Harry James Reserve – renew carpark and drainage (ID 2574)

· Mahurangi West Hall – renew drainage and pavement with concrete (ID 2575)

· Parry Kauri Park – renew minor assets (ID 2870)

· Riverhead War Memorial Park – renew minor assets (ID 2584)

· Rautawhiri Park – renew toilets and changing rooms (ID 2487)

· Falls Road River Esplanade Reserve – renew hardstand and renew drainage (ID 2691)

· Harry James Reserve – renew carpark and drainage (ID 2574)

· Rautawhiri Park – renew sports fields 3, 4 and 5 (ID 2835).

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

44. 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.

45. 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

46. The local board will receive the next performance update following the end of quarter two, December 2019.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Rodney Local Board work programme update (Under Separate Cover)
b ⇨	Rodney Local Board quarterly report - Financal attachment (Under Separate Cover)
c ⇨	Community Facilities BMR work progamme (Under Separate Cover)

Ngā kaihaina

Signatories

Author	Matthew Kerr – Senior Local Board Advisor
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Elected Members Expense Policy 2019

File No.: CP2019/19757

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 (2019/20) Determination and appropriate probity standards.

Ngā tūtohunga

Recommendation/s

That the Rodney 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 2019/20 determination it included the childcare allowance. The Explanatory Memorandum in the Determination includes:

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

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

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

14 Childcare allowance

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

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

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

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

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

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

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

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

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

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

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

19. Prior to the Authority including this allowance in its Determination, it circulated a discussion paper for feedback. 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 subclauses (2) and (3), to an eligible member as a contribution towards expenses incurred by the member for childcare provided while the member is engaged on local authority business.”

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

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

21. The submission stated that the payment of a childcare allowance should recognise the additional cost that was caused by attending to council business rather than being paid if childcare was to be provided in any case. In other words, it was to be paid because 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 her 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 (2019/20) Determination and appropriate probity standards.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. The Authority’s Determination and the Auckland Council Elected 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. LGNZ statistics show that approximately 6 per cent of elected members are 40 years of age or below^{^[1]}. On that basis, the cost to Auckland Council, if 6 percent 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	117

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Lesley Jenkins - Relationship Manager

Rodney Local Board

11 December 2019

Rural Advisory Panel

Terms of Reference

2019-2022

Contents

1. Introduction.. 3

2. Purpose. 3

3. Outcomes. 3

4. Work programme. 3

5. Selection process. 3

6. Membership. 3

7. Meetings. 4

8. Quorum.. 4

9. Meeting protocols. 4

11. Submissions. 5

12. Engagement with the Governing Body. 5

13. Panel resourcing. 5

14. Staff support 6

15. Review.. 6

Appendix A: Code of Conduct for Members Appointed to Advisory Panels. 7

1. Purpose. 7

2. Principles. 7

3. Relationships. 8

4. Media. 8

5. Confidential information. 9

6. Ethics. 9

7. Members’ interests. 9

8. Complaints. 9

Appendix B: Qualifications of Members. 10

1. Introduction

The terms of reference for the Rural Advisory Panel set out the purpose, role and protocols of the Auckland Council Rural Advisory Panel for the 2019-2022 term of the council. Panel members must abide by the Code of Conduct for Members of Auckland Council Advisory Panels (Appendix A).

2. Purpose

As one of council’s engagement mechanisms with the rural sector in Auckland, the Rural Advisory Panel provides advice to the council within the remit of the Auckland Plan on the following areas:

· council policies, plans and strategies relevant to rural issues

· regional and strategic matters relevant to rural issues

· any matter of particular interest or concern to rural communities.

3. Outcomes

The panel’s advice will contribute to improving the outcomes of the rural sector as set out in the Auckland Plan. The panel will provide advice through its agreed work programme.

4. Work programme

The panel must develop a work programme for the term. The agendas should be focused and aligned with the Auckland Plan and the long-term plan.

5. Selection process

The Mayor appoints panel members in consultation with the chair of the panel and council staff.

· Panel members are selected on the basis of their:

· association with a rural sector group or organisation

· ability to provide expert advice on rural issues

· understanding of the rural sector of Auckland

· understanding of Te Tiriti O Waitangi.

Qualification of members is set out in Appendix B.

6. Membership

The panel will have between 15 and 21 members.

The panel may have up to five elected members to act as conduits to the governing body, local boards and the council’s relevant committees.

The panel must have at least two members with lived experience in Te Ao Māori and knowledge of the contemporary issues facing Māori communities.

If the panel has less than 15 members, the council must appoint additional members to meet the minimum number of members.

The panel’s term ends one month prior to the next local government elections in 2022.

The membership of a panel member will cease if one or more of the disqualifying matters set out in Appendix B applies to the panel member.

If a member attends less than half of the panel meetings, breaches the Code of Conduct or otherwise under-performs in his/her duty as a member, the chair must first raise the issues directly with the member and try and resolve them by mutual agreement. If under-performance continues the chair can recommend to the Mayor that the member be removed from the panel.

7. Meetings

The panel will meet two monthly and have a maximum of six scheduled meetings per year, at a time deemed convenient by the majority of members.

Scheduled meetings are open to the public and any elected members of Auckland Council.

8. Quorum

The quorum required for a panel meeting will be half the members if the number of members is even, and a majority if the number of members is odd.

9. Meeting protocols

The panel does not have any decision-making power. Its role is to advise the governing body and council staff on regional and strategic matters.

The Mayor appoints the chair, who is a councillor. The role of the chair is to lead the panel meetings. The chair is also the spokesperson for the panel when external organisations, including central government or the media, seek the views of the panel on specific matters. The chair can select a deputy chair who supports the chair to run regular meetings.

The panel may invite presentations from external organisations and individuals at their meetings if the topics are relevant to the panel’s work programme. The chair must approve such external presentations in consultation with the lead support officer.

The resolutions in each meeting should clearly be shown in meeting minutes.

10. Stakeholder forums

Stakeholder forums may also be held within an approved budget one to two times a year on topics of wider rural or environmental interest. These would be agreed through the work programme and would aim to better inform the council of broad stakeholder views on topics of key concern to rural communities.

11. Submissions

The panel cannot make formal submissions to Auckland Council on council strategies, policies and plans, for example, the annual plan. However, the panel may be asked for informal feedback during a consultative process.

In its advisory role to the council, the panel may have input into submissions made by the council to external organisations but does not make independent submissions, except as agreed with the council.

This does not prevent individual members being party to submissions outside their role as panel members.

12. Engagement with the Governing Body

The panel will forward any issues important to rural communities to appropriate council committees.

13. Panel resourcing

The council sets an annual budget for the panel.

Panel members are entitled to meeting fees determined by the council on the basis of the Auckland Council Fees Framework and Expenses Policy for Appointed Members, unless:

· they are on the panel as a representative of an organisation or interest group which already pays them and/or

· they are an elected member of Auckland Council or members of the Independent Māori Statutory Board.

The council will reimburse all members for travel costs to attend panel meetings, in line with the Expenses Policy.

14. Staff support

The panel is supported by the following council staff:

Lead Officer Support

· co-ordinates development of the panel’s work programme

· negotiates and brokers work programme between the panels and the council

· follows up on meeting actions and resolutions

· acts as a conduit with relevant parts of organisation for the panel

· attends pre-meeting briefings with the chair

· highlights potential issues and risks

· sits next to the chair in meetings to provide advice as appropriate

· ensures guidance and advice from the panel is clearly captured

· provides subject matter expertise.

Deputy Lead Officer Support (if required)

· updates the panel’s agendas and write necessary reports for panel meetings

· performs delegated tasks from the Lead Officer Support.

Principal Advisor Panels

· ensures appropriate processes and policies are in place for the panel

· co-ordinates progress reports on the panel’s work programme with relevant council committees

· arranges the induction of members

Governance Advisor

· prepares meeting agendas and schedule of meetings

· arranges panel meetings and workshops

· takes meeting minutes and publishes them online in a timely manner

· acts as a first point of contact for panel issues and refers inquiries or information to relevant council staff.

15. Review

The form and functioning of the panel may be reviewed prior to or after, the end of the year 2022.

Appendix A: Code of Conduct for Members Appointed to Advisory Panels

1. Purpose

The Code of Conduct sets out expectations for the general conduct of members of Auckland Council advisory panels.

2. Principles

The principles underlying the expected conduct of members include:

2.1 Honesty and integrity

Members have a duty to act honestly and with integrity at all times.

2.2 Impartiality and accountability

Members should consider issues on their merits, taking into account the views of others. This means co-operating fully and honestly to ensure the best advice is provided to the council.

2.3 Openness

Members should be as open as possible about their actions and advice. This includes having an open mind and a willingness to listen to differing points of view. This means giving reasons for advice given; communicating clearly; not being close-minded and taking personal ownership of comments made publicly.

2.4 Respect

Members should treat others, including staff, with respect at all times. This means not using derogatory terms towards others, or about others, including in public-facing new media; not misrepresenting the statements or actions of others (whether they be other individual members, the governing body, local boards, committees or staff); observing the rights of other people; treating people with courtesy, and recognising the different roles others play in local government decision-making.

2.5 Duty to uphold the law

Members should uphold the law and, on all occasions, act in accordance with the trust the public places in them.

2.6 Stewardship

Members should ensure that they and the council use resources prudently and for lawful purposes.

2.7 Leadership

Members should promote and support these principles by example.

3. Relationships

3.1 Chair

The chair is the presiding member at the meetings and is the spokesperson for the panel. The role of the deputy chair is to support the chair to run panel meetings and perform any delegated tasks from the chair.

3.2 All members

Members will conduct their dealings with each other in ways that:

· maintain public confidence in the office to which they have been appointed

· are open and honest

· focus on issues rather than personalities.

4. Media

4.1 Spokesperson

The chair is the first point of contact for the official view of the panel on any issue. Where the chair is absent, any matters will be referred to the deputy chair when applicable.

No other member may comment on behalf of the panel without having first obtained the approval of the chair.

4.2 Response to media enquiries

In the event that a panel member receives a request for panel comment directly from a journalist or media outlet, the member is required to forward the request immediately to the panel’s assigned communications advisor as well as the panel chairs. Panel members must not respond directly to media without prior agreement.

Where a journalist or media outlet seeks an individual panel member’s views, the panel member will:

· make clear that the views presented represent the personal views of the individual member

· ensure that information presented is consistent with information provided to the panel

· maintain the integrity of the panels and Auckland Council at all times.

4.3 Personal views

Members are free to express a personal view in public or in the media, at any time. When doing so, they should observe the following:

· comments must make clear that they represent a personal view and must not state or imply that they represent the views of the panels

· where a member is making a statement that is contrary to a panel policy, the member must not state or imply that his or her statements represent a majority view

· comments to the media must observe the other expectations of general conduct, e.g. not disclose confidential information, or compromise the impartiality or integrity of staff.

5. Confidential information

If members receive information that is confidential they must ensure it remains confidential. Confidential information is normally deemed to be such because its public release will cause some harm, either to the council or to other parties.

6. Ethics

Members will:

· claim only for legitimate expenses

· not influence, or attempt to influence, any officer or employee to take actions that may benefit the member, or the member’s family or business interests

· not use the resources of the panels for personal business

· not solicit, demand, or request any gift, reward or benefit by virtue of the member’s position.

7. Members’ interests

Members act in the interests of the panels and not in their own interests.

A financial conflict of interest arises when a member stands to benefit financially, either directly or indirectly, from advice given by the panels.

A non-financial conflict may arise from a personal relationship or association with another organisation or from conduct that indicates prejudice or predetermination. In these situations a member may be influenced by interests that conflict with the duty to act in the best interests of the panels.

Members must declare any private interests or personal benefits relating to their public duties and take steps to resolve any conflicts of interest in such a way that protects the public interest. This means fully disclosing actual or potential conflicts of interest; avoiding any financial or other obligation to any individual or organisation that might reasonably be thought to influence them in the performance of their duties.

8. Complaints

A complaint about a member’s conduct will be made to the chair of the panels in the first instance, who will counsel the member concerned. Alternatively, concerns about the conduct of any member or chairperson may be raised with the General Manager Democracy Services, who will give advice on options available to resolve the concerns.

Appendix B: Qualifications of Members

To be a member of the Panel, a person must

a. be a natural person, and

b. consent to being appointed to the board, and

c. not be disqualified under sub clause (2).

The following persons are disqualified from being members:

a. a person who is under 18 years of age

b. a person who is an undischarged bankrupt

c. a person who is prohibited from being a director or promoter of, or being concerned or taking part in the management of, an incorporated or unincorporated body under the Companies Act 1993, or the Securities Act 1978, or the Securities Markets Act 1988, or the Takeovers Act 1993

d. a person who is subject to a property order under the Protection of Personal and Property Rights Act 1988

e. a person in respect of whom a personal order has been made under that Act that reflects adversely on the person’s

i. competence to manage his or her own affairs in relation to his or her property; or

ii. capacity to make or to communicate decisions relating to any particular aspect or aspects of his or her personal care and welfare

f. a person who has been convicted of an offence punishable by imprisonment for a term of two years or more, or who has been sentenced to imprisonment for any other offence

g. a current member of Parliament

h. a person who is disqualified under another Act.

Chairperson	Phelan Pirrie
Deputy Chairperson	Beth Houlbrooke
Members	Brent Bailey
	Steve Garner
	Danielle Hancock
	Tim Holdgate
	Louise Johnston
	Vicki Kenny
	Colin Smith

Preferred Name	Alternative Name
Silk Place	Bliss Way

Preferred Name	Meaning
Silk Place	Promoting a feeling of calm and positive reaction when entering the development.
Alternative Names	Meaning
Bliss Way	Promoting a feeling of calm and positive reaction when entering the development.

No.	Title	Page
a ⇩	Rodney Local Board Project Lead Guidelines	139
b ⇩	Project Lead - Green Road/Rangitopuni Reserve	141
c ⇩	Project Lead - Transport Targeted Rate	143
d ⇩	Project Lead - Huapai Indoor Multi-Sport Facility (OLI)	145

Author	Rebecca Forgesson - Analyst - Strategy
Authoriser	Lesley Jenkins - Relationship Manager

Author	Robyn Joynes - Democracy Advisor - Rodney
Authoriser	Lesley Jenkins - Relationship Manager