Agenda of Waiheke Local Board

1 Welcome

Kua uru mai a hau kaha, a hau maia, a hau ora, a hau nui,

Ki runga, ki raro, ki roto, ki waho

Rire, rire hau…pai marire

Translation (non-literal) - Rama Ormsby

Let the winds bring us inspiration from beyond,

Invigorate us with determination and courage to achieve our aspirations for abundance and sustainability

Bring the calm, bring all things good, bring peace….good peace.

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Waiheke Local Board:

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

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

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

9 Public Forum

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

9.1 Public Forum - Amelia Lawely - Waiheke Mountain Bike Club

Whakarāpopototanga matua

Executive summary

1. Amelia Lawely – Waiheke Mountain Bike Club, will be in attendance to speak under Public Forum.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank Amelia Lawely – Waiheke Mountain Bike Club for her attendance.

9.2 Public Forum - Pita Rikys - Road to Man O War

Whakarāpopototanga matua

Executive summary

1. Pita Rikys – resident, will be in attendance to speak under Public Forum regarding a road to Man O War.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank Pita Rikys – resident, for his attendance.

9.3 Public Forum - Nobilangelo Ceramalus - Auckland Transport Networks Material

Whakarāpopototanga matua

Executive summary

1. Nobilangelo Ceramalus – resident, will be in attendance to speak under Public Forum regarding the Auckland Transport Networks Material.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank Nobilangelo Ceramalus – resident, for his attendance.

9.4 Public Forum - Hana Blackmore - Restoration of the Wharf Road/Ostend Road Bus Service

Whakarāpopototanga matua

Executive summary

1. Hana Blackmore – resident, will be in attendance to speak under Public Forum regarding the Restoration of the Wharf Road/Ostend Road Bus Service.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank Hana Blackmore – resident, for her attendance.

9.5 Public Forum - Paul Gillard - Sandy Bay Boat Ramp

Whakarāpopototanga matua

Executive summary

1. Paul Gillard – resident, will be in attendance to speak under Public Forum regarding the Sandy Bay Boat Ramp.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank Paul Gillard – resident, for his attendance.

9.6 Public Forum - David Smith and the DMI Members - Matiatia Strategic Plan

Whakarāpopototanga matua

Executive summary

1. David Smith and the DMI Members, will be in attendance to speak under Public Forum regarding the Matiatia Strategic Plan.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank David Smith and the DMI Members, for their attendance and presentation.

Attachments

a 20191204 Waiheke Local Board Business Meeting - Public Forum - Letter 189

10 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

11 Notices of Motion

Under Standing Order 2.5.1 (LBS 3.11.1) a Notice of Motion has been received from Member Paul Walden for consideration under item 16.

No.	Title	Page
a ⇨	20191204 Waiheke Local Board Business Meeting - Councillor Pippa Coom - November 2019 Update (Under Separate Cover)

Waiheke Local Board

04 December 2019

Waiheke Quick Response Round One 2019/2020 grant allocations

File No.: CP2019/19391

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Waiheke Quick Response Round One 2019/2020 (refer Attachment B).

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

4. The local board has set a total community grants budget of $50,000 for the 2019/2020 financial year. A total of $18,163.00 has been allocated in the previous local grant round. This leaves a total of $31,837 to be allocated to two quick response grant rounds and one local grant round.

5. Twenty five applications were received for Waiheke Quick Response Round One 2019/2020, requesting a total of $38,889.76.

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) agree to fund, part-fund, or decline each application in Round One of the Waiheke Quick Response Grants 2019/2020 listed in the following table:

Table One: Waiheke Quick Response Grants 2019/2020 grant applications

Application ID	Organisation	Requesting funding for	Amount requested	Eligibility
QR2018-103	Grant Bridger	Towards production costs for the "Godspell" musical including audition advertisements, material hireage, marketing, theatre design, costumes and professional fees.	$2,000.00	Eligible
QR2018-105	Losalia Aleva	Towards ferry tickets, tutor fees and the hire of the Old Blackpool School to deliver “Fii-E - Fii-A” dance project on Waiheke Island.	$1,000.00	Eligible
QR2018-117	Waiheke Community Art Gallery	Towards the costs of tablets for volunteer surveys for the Waiheke Art Gallery	$951.00	Eligible
QR2018-123	Waiheke Writers Group Under the umbrella of The Catherine Mitchell Arts Centre Incorporated	Towards the Waiheke Writers Group Journal 2020 including printing costs, advertising and materials.	$500.00	Eligible
QR2018-126	Waiheke Musical Museum Charitable Trust	Towards the piano tuners fee to tune the Bechstein Concert grand piano and two Lipp grand piano's at the museum.	$1,000.00	Eligible
QR2018-128	Tuatara Collective Limited	Towards the theatre production "Over My Dead Body" at the Waiheke Artworks Theatre.	$2,000.00	Eligible
QR2018-106	Waiheke High School	Towards costs for a careers evening for Waiheke High School	$1,971.00	Eligible
QR2018-111	Citizens Advice Bureau Auckland City Incorporated	Towards the training of volunteers for the Waiheke Citizens Advice Bureau.	$1,537.50	Eligible
QR2018-112	Project Forever Waiheke under the umbrella of Hauraki Gulf Conservation Trust	Towards the project "Making a difference (MAD) about Waiheke" including management costs from December 2019 to April 2020.	$2,000.00	Eligible
QR2018-113	All Things Fabric Group Under the umbrella of The Catherine Mitchell Arts Centre Incorporated	Towards a new sewing machine for “All Things Fabric” meetings at the Catherine Mitchell Community Hall.	$500.00	Eligible
QR2018-114	Waiheke Playgroup Incorporated	Towards the Old Blackpool School Hall hire costs from December 2019 to June 2020.	$2,000.00	Eligible
QR2018-115	Waiheke Adult Literacy Incorporated	Towards costs for the road code and driver education programme for Waiheke.	$2,000.00	Eligible
QR2018-120	Youthline Auckland Charitable Trust	Towards costs for the Helpline for Youthline	$1,500.00	Eligible
QR2018-121	Waiheke Robotics Club under the umbrella of Waiheke High School	Towards costs for the Waiheke High School robotics club including a robotics kit and equipment.	$1,947.19	Eligible
QR2018-124	Artworks Theatre Incorporated	Towards the project directors fee for a pilot series "Smart Talks - Clever People" at Waiheke Artworks Theatre	$2,000.00	Eligible
QR2018-125	Matiatia-Oneroa Ratepayers and Residents Association Incorporated	Towards the exterior hall washing and maintenance for Morra Hall.	$570.00	Eligible
QR2018-129	Waiheke Living Waters Assembly of God	Towards costs for a Christmas lunch on Waiheke Island	$2,000.00	Eligible
QR2018-130	Waiheke Hope Centre	Towards products for the Waiheke Hope Centre soup kitchen.	$2,000.00	Eligible
QR2018-131	Hadas Ore	Towards Middle Eastern cooking lessons for young people on Waiheke Island.	$2,000.00	Eligible
QR2018-107	The Catherine Mitchell Arts Centre Incorporated	Towards the cost of First Aid training for users of the Catherine Mitchell Arts Centre.	$1,140.00	Eligible
QR2018-108	John Steven Clarke	Towards the purchase of herbicide for weed control at the Foreshore Reserve - Belle Terrace.	$1,000.00	Ineligible
QR2018-127	Waiheke Working Sail Charitable Trust	Towards rebuilding the heritage trading cutter "Kate" for a youth training sailing vessel	$2,000.00	Eligible
QR2018-110	Waiheke Community Pool Incorporated	Towards the operational costs including security monitoring and insurance from December 2019 to November 2020.	$2,000.00	Eligible
QR2018-109	Waiheke Mustangs Softball Club under the umbrella of Waiheke Sports Club	Towards the purchase of a pitching machine, 10 uniforms and 30 caps.	$2,000.00	Eligible
QR2018-118	Waiheke Volunteer Coastguard Incorporated	Towards the replacement of the mooring lines for the Waiheke Volunteer Coastguard at Matiatia.	$1,273.07	Eligible
Total			$38,889.76

Horopaki

Context

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

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

9. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

10. The Waiheke Local Board adopted their grants programme for 2019/2020 on 18 April 2018 and will operate two quick response and two local grants rounds for this financial year.

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

12. The local board has set a total community grants budget of $50,000 for the 2019/2020 financial year. A total of $18,163.00 has been allocated in the previous grant round. This leaves a total of $31,837 to be allocated to two quick response grant rounds and one local grant round.

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

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

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

19. A summary of each application received through round one of the Waiheke Quick Response 2019/2020 grant round is provided (refer Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

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

21. Six applicants applying to quick response round one, have indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

23. The local board has set a total community grants budget of $50,000 for the 2019/2020 financial year. A total of $18,163.00 has been allocated in the previous grant round. This leaves a total of $31,837 to be allocated to two quick response grant rounds and one local grant round.

24. Twenty five applications were received for Waiheke Quick Response Round One 2019/2020, requesting a total of $38,889.76.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

26. Following the Waiheke Local Board allocating funding for round one of the quick response grants, the grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	20191204 Waiheke Local Board Business Meeting - Waiheke Local Board Grants Programme (Under Separate Cover)
b ⇨	20191204 Waiheke Local Board Business Meeting - Waiheke Quick Response Round One 2019/2020 applications (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Agus Castro Pons - Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

Auckland Transport December 2019

File No.: CP2019/20049

Te take mō te pūrongo

Purpose of the report

1. To provide an update to the Waiheke Local Board on transport related matters in their area including the Local Board Transport Capital Fund.

Whakarāpopototanga matua

Executive summary

2. This report contains a report back on the local board’s resolutions from September 2019, including an update on the Matiatia Summer Trial.

3. Information on the current status of the Local Board Transport Capital Fund is noted and the project the local board selected for its community safety project.

4. An update on the progress of Auckland Transport’s speed management bylaw is given and a brief update on Waiheke’s 10 Year Transport plan.

5. The relevant decisions of Auckland Transport’s traffic control committee are also noted.

Te tūtohunga

Recommendation

That the Waiheke Local Board:

a) receive the December 2019 Auckland Transport Report.

Horopaki

Context

6. This report addresses transport related matters on Waiheke and includes information on the status of the Local Board Transport Capital Fund.

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

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

· be safe.

· note impede network efficiency.

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

Tātaritanga me ngā tohutohu

Analysis and advice

September 2019 Resolutions WHK 2019/184

Matiatia Summer Trial Plan

9. Waiheke Local Board and Waiheke Transport Forum agreed to support proposed trial changes to traffic flow in the Matiatia keyhole between 8 December 2019 and 13 April 2020 to reduce the chaos of peak summer traffic and improve the general safety of the area.

10. Auckland Transport notes the local board’s endorsement of, and financial contribution to the trial.

11. The project mandate was circulated to initiate the project and the design brief then given to Stantec group who are working on the final design.

12. Construction has been scheduled to commence on 2 December 2019 and be completed for an 8 December 2019 go-live date.

13. Auckland Council staff met with Ngāti Paoa Trust Board to discuss the trial and then both parties undertook an on-site meeting at Matiatia. Auckland Council staff has also been in contact with the Ngāti Paoa Iwi Trust and the trust has endorsed the operational changes of the trial.

14. Auckland Transport will provide a verbal report at the December meeting on the progress of the construction and we will monitor the trial throughout the summer period and provide a report to the local board after the completion of the trial.

Onetangi Parking Restrictions

15. The request for P240 parking to be established on The Strand at Onetangi between Second and Fourth Avenues is noted, and our parking design team will report back on progress in the new year.

Local Board Transport Capital Fund

16. A summary of the Waiheke Local Board Transport Capital Fund is contained in the table below. The local board has held the majority of its Local Board Transport Capital Fund for the major reorganisation of Matiatia and therefore has spent very little of its allocation over the last electoral term.

17. At its September 2019 business meeting, the local board allocated $50,000 to a trial for an alternative traffic operation plan for Matiatia over the summer period of 2019/2020.

Waiheke Local Board Transport Capital Fund Financial Summary
Total Funds Available in last political term	$1,214,794
Amount committed to date on projects approved for design and/or construction	$189,590
Remaining Budget left until 1 July 2020	$1,025,204

Update on funded Waiheke Local Board Transport Capital Fund projects:

18. There is $1,025,204 left in the Local Board Transport Capital Fund. The Matiatia trial is noted below and is the only project in the last political term’s allocation still to be completed.

Project	Description	Status	Funds Allocated
Matiatia Summer Alternative Traffic Operation Plan trial	A comprehensive trial to deliver a safer environment for locals and visitors to Matiatia for summer 2019/2020.	In development, construction date start is 2 December 2019.	$50,000

Community Safety Fund

19. The Community Safety Fund (CSF) was established in the 2018 Regional Land Transport Plan and it allocated $20 million for local initiatives in road safety: $5 million in the financial year 2019/2020 and $15 million in financial year 2020/2021. It is apportioned to local board areas by a formula focused on numbers of Deaths and Serious Injuries (DSI).

20. The fund has been named the Community Safety Fund (CSF) and Waiheke Local Board was allocated $321,184 over two years. The local board put three projects up for consideration for this fund.

21. In August 2019, the local board chose a project to improve the Causeway for active modes of transport. The Causeway has sustained a certain amount of damage at the margin with the coastal edge and once this is repaired there will be sufficient room to establish a cyclepath on the westbound side of the Causeway.

22. Auckland Transport expects to report back on the progress of this project in the first quarter of 2020.

Project Name	Project Description	Project cost
Causeway Cyclepath - Westbound	Cyclists using Causeway Rd or the foreshore path at Ostend Reserve by the Waiheke Boating Club are directed to cross a busy main road to the shared path on the northern side of the road, which is extremely dangerous. This project seeks to address this problem by providing a cyclepath on the southern side.	$320,000

AT’s Speed Management Bylaw

23. At the end of October 2019, after considering nearly 12,000 public submissions and reviewing technical reports, Auckland Transport’s board approved a bylaw will reduce speed limits on around 10 per cent of Auckland’s urban and rural roads.

24. The greatest impact of the speed-limit reductions will be on high-risk rural roads, town centre streets and Auckland’s central business district.

25. There are no effects in the Waiheke Local Board area with this first suite of changes.

Waiheke’s Ten Year Transport Plan

26. The Waiheke 10 -Year Transport Plan is an outcome of a Memorandum of Understanding between Auckland Transport and the Waiheke Local Board. The Memorandum of Understanding forms the basis of an ongoing relationship between Auckland Transport and the Waiheke Local Board, with the 10-year transport plan being a core activity within that relationship. The projects included in the 10-year transport plan that are selected for development will be considered for inclusion in the 2020 Regional Land Transport Plan, which is the overarching programme of all of Auckland Transport’s activities for the next 10 years.

27. With the public consultation now closed and final assessment criteria agreed, the project team is currently developing a finalised ranked list of the projects against various categories.

28. The ranked list will be presented to the local board in early 2020 for endorsement, prior to public release in the first quarter of 2020.

Oceanview Road/Moa Avenue Intersection

29. Auckland Transport has received several complaints from residents about the safety of the intersection of Moa Avenue and Oceanview Road. A review of the crash data shows that there are a few minor crashes mainly caused by loss of control and involving motorcycles - popular hire vehicles on the island.

30. This intersection is now listed for prioritisation for friction surfacing treatment to prevent loss of control crashes. Its priority will be measured against other sites on that list.

31. A request to install a pedestrian refuge on Oceanview Road in proximity to this intersection has also been considered. However, Oceanview Road would need to be widened to accommodate the refuge and pedestrian numbers here are low. This could be added to the local board’s list for consideration under the Local Board Transport Capital Fund process.

Belgium Street Pedestrian Crossing

32. Belgium Street bus stop upgrade incorporating kassel kerbs and widening of the foot path has been completed.

33. It is proposed that the existing bus shelter is replaced with a new CAM shelter. This proposal has not yet been submitted to Metro Bus or the Waiheke Local Board for comment. Auckland Transport are in the process of getting this drawn up to illustrate the effect of a change.

34. A nearby business is still unhappy with the planned location for the raised table crossing and has requested that Auckland Transport meet with them before proceeding. This has been scheduled.

35. To reduce disruption, we are intending to construct the raised table from asphalt. As this is a change from ATCOP standards it will require approval from Auckland Transport’s Chief Engineer.

Tauākī whakaaweawe āhuarangi

Climate impact statement

36. 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

37. The Matiatia Summer Trial has been discussed with Auckland Council and their input has been taken into account during the development of the design.

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

Local impacts and local board views

Local Board Workshops

38. Auckland Transport attended a workshop in September 2019. The purpose of the workshop was to update the local board on the following topics:

· 10- year transport plan – results and consultation and how to factor this into prioritisation.

· urgent workshop to review Plan B for Matiatia Summer Trail

39. In November 2019, Auckland Transport attended a local board workshop and presented information on these topics:

· Auckland Transport Metro Bus changes and Ostend Road

· An introduction to how Auckland Transport supports elected members as well as an outline of the new process for progressing the Local Board Transport Capital Fund projects.

Traffic Controls Committee Decision

40. The decision of the Traffic Control Committee that affected the local board area in since the last reporting period, is noted below.

Street Name	Suburb	Type of Report	Resolution ID	Nature of Restriction	Committee Decision
Korora Road / Tiri Road	Oneroa	Permanent Traffic and Parking changes Combined	15874	No Stopping At All Times, Stop control	Carried

Tauākī whakaaweawe Māori

Māori impact statement

41. Interactions with manu whenua is done on a project specific basis. During the development of the Matiatia Transport Plan, Auckland Council held discussions with both Ngāti Paoa Trust Board and the Ngāti Paoa Iwi Trust. A site visit with representatives also took place.

Ngā ritenga ā-pūtea

Financial implications

42. There are no financial implications resulting from this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. The proposed decision of receiving the report has no risks. Auckland Transport has risk management strategies in place for the transport projects undertaken in the local board area.

Ngā koringa ā-muri

Next steps

44. Auckland Transport will provide another update report to the local board in February 2020.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Lorna Stewart – Auckland Transport - Elected Member Relationship Manager

Authorisers

Louise Mason – General Manager - Local Board Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

Re-establishment of the Waiheke Transport Forum for the 2019/2022 term of the Waiheke Local Board

File No.: CP2019/19142

Te take mō te pūrongo

Purpose of the report

1. To consider the re-establishment of the Waiheke Transport Forum for the 2019/2022 term of the local board.

Whakarāpopototanga matua

Executive summary

2. The first Waiheke Transport Forum (the previous forum) was established in October 2018 as a subcommittee of the local board to:

· consider presentations on transport issues and propose transport-related projects on Waiheke

· provide input into a ten-year transport plan

· provide community input on design and planning of roads, cycle-ways and footpaths

· advise on community engagement on local transport projects.

3. The previous forum comprised an Auckland Transport representative, a police representative, an accessibility representative, up to six community representatives and two members of the board. The forum was an advisory body, with the power to make recommendations to the local board and no budgetary allocation.

4. The previous forum met every two months during 2019 and made several recommendations to the board on transport matters and had input to the 10 Year Transport Plan and the Matiatia summer trial.

5. At the end of the previous local board term, the previous forum as a subcommittee ceased to exist. A new transport forum must be re-established by the new local board if it wishes to continue with a forum.

6. At its last meeting on 3 October 2019, the previous forum recommended re-establishment of a new transport forum in the new term. Due to the perception that the level of formality imposed by being a subcommittee of the local board, several options were considered for recommendation to the local board for the future of the forum.

7. The options included becoming a community forum, remaining as a sub-committee but with its own set of standing orders, remaining as a sub-committee but with alternating business meetings and workshops or retaining the status quo. The third option was recommended with alternating business meetings and workshops.

8. If the local board decides to re-establish a transport forum, it can either hold a new appointment process or re-appoint the existing members.

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) establish the Waiheke Transport Forum as a sub-committee of the Waiheke Local Board for the 2019/2022 term of the local board.

b) approve that the Waiheke Transport Forum adopt a new meeting structure consisting of alternating monthly business meetings and workshops.

c) authorise the Waiheke Transport Forum to develop its own standing orders for approval at the first convenient business meeting of the local board.

d) appoint two local board members to the Waiheke Transport Forum.

e) appoint the local Station Commander of the Waiheke Police station ex officio to the Waiheke Transport Forum.

f) provisionally appoint the Auckland Transport Local Board Relationship Manager ex officio to the Waiheke Transport Forum pending the appointment of the proposed Auckland Transport Operations Manager for Waiheke. Upon appointment of the proposed Auckland Transport Operations Manager for Waiheke that person shall be appointed ex officio as the Auckland Transport representative to the Waiheke Transport Forum.

g) appoint community members Chris Howard, Mike Cox, Grant Crawford, Tony King-Turner, Linda Simpson, James Bailey and accessibility representative Don McKenzie, who served as transport forum members during the previous term, as members of the Waiheke Transport Forum.

h) approve the proposed terms of reference of the Waiheke Transport Forum (Attachment A).

i) set the date and time for the first meeting of the Waiheke Transport Forum for this term of the board for Thursday 23 January 5pm.

Horopaki/Context

9. The first request to establish a transport forum was made at the public forum of the Waiheke Local Board business meeting in August 2017. Reference was made to a defunct transport forum on Waiheke that was wound up in 2013 and which met on a monthly basis to discuss better roading solutions.

10. A transport forum enables community members to make proposals to the local board on transport-related issues that affect them. A transport forum recognises local expertise and empowers community members to contribute to solutions to local problems. A transport forum also contributes to community “ownership” of the transport network.

11. After discussion with Auckland Transport, the previous local board supported the establishment of a new transport forum which met on a two-monthly basis.

12. On 25 October 2018, the Waiheke Local Board resolved as follows:

Resolution number WHK/2018/206

MOVED by Deputy Chairperson J Meeuwsen, seconded by Member S Brown:

That the Waiheke Local Board:

a) approve the establishment of the Waiheke Transport Forum as a sub-committee of the Waiheke Local Board.

b) approve the proposed terms of reference of the transport forum (Attachment A of the agenda report) with the addition of a police representative as a member.

c) agree to the late submission of the recommendations of the first meeting of the transport forum at the November business meeting of the Waiheke Local Board.

13. The membership of the transport forum was as follows:

· Six community members including Chris Howard, a civil engineer and former chairperson of the transport forum

· Mike Cox, a local transport operator and former deputy chairperson

· Grant Crawford, a member of the Waiheke Tourism Forum and alternate deputy chairperson

· Linda Simpson, a member of Waiheke Walking Trust

· Tony King-Turner, a member of Cycle Action Waiheke

· James Bailey, the Fullers Bus Manager

· Ex-officio the Auckland Transport Elected Member Relationship Manager

· Ex-officio local representative of the New Zealand Police

· Don McKenzie, accessibility representative

· Two members of the Waiheke Local Board.

14. The previous forum was constituted as a sub-committee under Auckland Council Standing Orders for the Waiheke Local Board 2017, section 2.7. The sub-committee made recommendations to the Waiheke Local Board for its consideration. A mana whenua representative and subject matter experts, including Auckland Council Healthy Waters staff, could be co-opted on an as-needed basis.

15. Members of the community were invited to submit proposals to the previous forum as a deputation or at public forum.

16. Previous agendas and minutes of the previous forum can be found using the following link and selecting “Waiheke Transport Forum” https://infocouncil.aucklandcouncil.govt.nz/.

17. At its last meeting on 3 October 2019, the previous forum considered future options to inform the new local board on a preferred structure, should it wish to re-establish the forum after the election.

18. Feedback from members of the previous forum was that the formal standing orders reduced the opportunity for public input and limited open discussion. Members suggested that new meeting procedures allowing free and open two-way discussions might address these concerns. Four options were proposed for consideration.

Tātaritanga me ngā tohutohu / Analysis and advice

19. Option One would change the structure to a community forum, established by the board but not as a formal sub-committeee of the local board. A community transport forum would have the advantage of an open and flexible discussion format, may invite local board and Auckland Transport representation, establish a Terms of Reference which keeps it focused on its key purpose, have an agreed meeting structure and a recommendatory role to the meeting agenda if it wished. Note the terms of reference is included in this agenda report as Attachment A.

20. Option Two would see the transport forum remain as a sub-committee of the local board, but which have its own standing orders designed to allow a greater degree of informality, and to better foster open discussion between members and the public. According to Waiheke Local Board Standing Orders, the local board may amend Standing Orders or adopt new ones if at least 75 per cent of the members present vote in favour of the amendment or adoption. This option would retain the association with the local board which would impart greater authority and ensure that board resourcing continued.

21. Option Three is where the transport forum would retain its current status as a sub-committee of the local board but would adopt a new meeting structure with alternating business meetings and workshops. The transport forum would meet every month with a business first, followed by a workshop the next month. This option would give the accountability of the formal meetings for half of the time and permit open and flexible discussions during the workshops for half of the time. The transport forum would need to make a recommendation to determine the times, dates, venue for extraordinary business meetings and/or additional workshops. It would also need its own set of standing orders to manage proceedings. Note however, that workshops are not open to the public unless so agreed by the subcommittee’s new set of approved standing orders. A draft set of Transport Forum standing orders will be prepared for consideration at its first meeting should subcommittee be re-established.

22. Option Four is for the status quo to continue i.e. that the transport forum remains a sub-committee of the board using the Waiheke Local Board Standing Orders. This is the advantage of clarity of decision-making and strength of recommendations to the local board and Auckland Transport. It has the disadvantage of firm meeting protocols which disallow discussions between members of the public and transport forum members.

23. On 3 October 2019, the Waiheke Transport Forum resolved as follows:

Resolution number WAI/2019/32

MOVED by Member King Turner, seconded by Member S Brown:

a) recommend option thre where the forum retains its current status as a sub-committee of the local board but adopts a new meeting structure with alternating business meetings and workshops.

24. It is recommended that the local board re-establish the Waiheke Transport Forum. The members of the community that served on the previous forum did so with distinction and may be re-appointed.

25. The representatives of Auckland Transport and the New Zealand Police may be appointed ex officio to ensure the continued service by responsible senior representatives. Under the memorandum of understanding entered into by Auckland Transport and the Waiheke Local Board, an Operations Manager will be appointed by Auckland Transport for Waiheke.

26. It is proposed that the local board provisionally appoint the Auckland Transport Local Board Relationship Manager, who was a member of the previous forum, to the Waiheke Transport Forum pending the appointment of the proposed Auckland Transport Operations Manager for Waiheke. Upon appointment of the proposed Auckland Transport Operations Manager for Waiheke that person may then be appointed ex officio as the Auckland Transport representative to the Waiheke Transport Forum.

27. As a result of the establishment of the new Waiheke Local Board, an opportunity exists for the appointment of new local board members to the transport forum. The local board chair was appointed ex officio to the previous forum but it is proposed that any two members, including the chairperson of the local board, may be appointed to the transport forum.

28. The re-establishment of a new transport forum provides an opportunity to review the Terms of Reference that applied to the previous transport forum. The proposed revised Terms of Reference reflects the lessons learnt during the term of the previous forum and makes provision for the proposed changes to the format of the transport forum.

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

Local impacts and local board views

29. The previous local board considered the request made during a public forum for a transport forum and worked with Auckland Transport and Auckland Council staff to develop an appropriate forum structure.

30. During its year in operation the previous forum heard a number of transport proposals at its meetings, made a series of recommendations to the board and provided input on various transport matters including the following:

- Input on the 10 Year Transport Plan

- Input on the bus shelters for the new public bus network

- Consultation on the Matiatia Summer Trial

- Input on the Community Transport Safety Projects

- Recommendations on cycle lanes on Belgium Street, the Surfdale retail area, improvement of the Donald Bruce Rd roundabout and a refresh of the Be Accessible Plan.

31. Members of both the Transport Forum and the local board have stated that that the sub-committee has provided a useful avenue for community input on transport matters that effect the island.

32. Members of the previous forum have recommended continuing with the subcommittee but with a structure that allows for more opportunity for open dialogue and with its previous membership.

Tauākī whakaaweawe Māori / Māori impact statement

33. Development of transport initiatives on Waiheke is an area of interest for mana whenua - consequently minutes of the transport forum will be circulated to mana whenua representatives.

34. A mana whenua representative will be invited to attend the transport forum on a case by case basis.

Ngā ritenga ā-pūtea / Financial implications

35. There is no budgetary allocation required for the transport forum. Any financial resources required to support approved recommendations will be approved by the board and from existing budgets.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20191204 Waiheke Local Board Business Meeting - Transport Forum Terms of Reference	31

Ngā kaihaina

Signatories

Author

Mark Inglis - Local Board Advisor

Authorisers

Louise Mason – General Manager - Local Board Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

No.	Title	Page
a ⇩	20191204 Waiheke Local Board Business Meeting - Notice of Motion	37

Waiheke Local Board

04 December 2019

Tawaipareira Reserve – concept design

File No.: CP2019/20093

Te take mō te pūrongo

Purpose of the report

1. To seek approval of a concept design for the development of Tawaipareira Reserve.

Whakarāpopototanga matua

Executive summary

2. Tawaipareira Reserve is a medium sized neighbourhood reserve comprised of a little over three hectares of predominantly open grassed space and wetlands. There is currently a small skatepark and a learn to ride bike path within the reserve.

3. A concept design has been prepared to develop the park. The concept plan proposes a multi-use park, inspiring active lifestyles with something for everyone. Facilities included in the proposal see a renewed skatepark and learn to ride bike track, a new playground, basketball court, fitness trail and a BMX pump track.

4. Community engagement has been completed and has helped to inform and shape the design.

5. The Waiheke Local Board indicated support for the concept design at a workshop in August 2019.

6. The Waiheke Local Board delegated its powers and functions under the Reserve Act 1977 over the Tawaipareira reserve to a co-management committee; the Rangihoua and Tawaipareira Management Committee. This committee has not yet been constituted due to a Ngāti Pāoa mandate issue currently being resolved by the Māori Land Court. Given the unique circumstances, to progress this project the local board could resolve to withdraw its delegation to the Rangihoua and Tawaipareira Management Committee for this particular decision.

7. Ngāti Pāoa Trust Board and Ngāti Pāoa Iwi Trust have confirmed their support the proposal.

8. This report seeks approval of the design prior to detailed design, consent applications and construction.

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) withdraw the 23 November 2017 delegation (resolution number WHK/2017/1) to the Rangihoua and Tawaipareira Management Committee in respect of the decision on approving a concept design proposal for Tawaipareira Reserve.

b) approve the concept design proposal dated September 2019 (Attachment A), for the development of Tawaipareira Reserve, noting that Ngāti Pāoa Trust Board and Ngāti Pāoa Iwi Trust support the proposal.

c) request staff progress the Tawaipareira Reserve skatepark renewal through to construction.

Horopaki

Context

9. Tawaipareira Reserve is located on the eastern edge of Waiheke Island’s most densely populated suburbs, opposite Anzac Bay, Ostend. Tawaipareira sits amid a mixture of commercial and residential properties. The reserve is commonly known as ‘the skatepark’.

10. ‘The skatepark’ facility within Tawaipareira Reserve is currently under renewal and construction is planned for mid-2020.

11. The surrounding properties are well established and growth in immediate proximity to the reserve is unlikely.

12. Funding was allocated in financial year 2019/2020 to explore design options for the reserve that reflected the desires of the local residents.

13. The objective was to design an amenity park that compliments the existing reserves on the island and provide a space for leisure and family friendly activities, creating a destination park with something for everyone.

14. Part of the reserve is atop a former landfill, as a result, design work focuses on building up rather than deep excavations to alter the contour of the land.

15. Auckland Council’s landscape architects were engaged in early 2019 to undertake the concept design phase. An initial concept design was presented to the local board in April 2019, and the board requested staff to progress with public consultation.

16. This report summarises the consultation process and findings and presents a revised concept design in response to consultation feedback.

Decision Making

17. On Thursday, 23 November 2017, the Waiheke Local Board established the Rangihoua and Tawaipareira Management Committee consisting of three members of the Waiheke Local Board and three members elected by Ngāti Pāoa (Resolution number WHK/2017/195) to operate under approved terms of reference. The terms of reference included delegating the authority to this subcommittee to exercise Council’s Reserves Act 1977 powers and functions in respect of the Tawaipareira reserve.

18. The Rangihoua and Tawaipareira Management Committee has not yet been properly constituted due to a Ngāti Pāoa mandate issue currently being resolved by the Māori Land Court.

19. Given this situation, if the Waiheke Local Board wishes to progress this project it is able to resolve to withdraw its delegation for this particular decision.

20. Ngāti Pāoa Iwi Trust and Ngāti Pāoa Trust Board have been consulted on this project and were supportive.

Links to the local board plan

21. The project aligns with the following Waiheke Local Board Plan 2017 outcomes and objectives –

Outcome 4: Thriving, strong and engaged communities

Objective – Strengthen collaboration with Māori. Community wellbeing and participation.

Outcome 5: Vibrant places for people

Objective – Improve the open space network on the island.

Improve our community’s health and wellbeing by providing quality recreational facilities.

Help our communities to lead active and healthy lifestyles.

Tātaritanga me ngā tohutohu

Analysis and advice

Concept design

22. The concept is based around a series of activity pods linked by east/west and north/south connections.

23. The hugely anticipated skatepark renewal will be complimented by a learn to ride skate and scooter track for smaller wheeled sports enthusiasts. A basketball court will cater to youth and adults alike. For those a little more adventurous, a BMX track is proposed. The highly sought play space at Tawaipareira Reserve will be comprised of mostly natural play elements.

24. In addition, these activity pods will be circumnavigated by a fitness trail with calisthenics equipment for those keen to utilize the park as a part of their workout routines.

25. Due to much of the site being surrounded by unattractive industrial properties, a vegetated and restored riparian margin will help address noise pollution and aesthetic issues currently plaguing the site. Traffic noise and prevailing winds from the south-west will also be mitigated by planting and the creation of small bunds to inspire play and activity.

Engagement

26. The design proposal was presented to iwi in June 2019. Feedback was received from Ngāti Pāoa Iwi Trust in written form, and Ngāti Pāoa Iwi Trust Board by way of a hui onsite on 24 June 2019. Both provided positive commentary on the proposal.

27. Consultation with the local community took place throughout the month of July 2019 through the Auckland Council Have Your Say webpage and via email. In addition, a community drop-in event was held at the reserve in conjunction with an annual skate boarding competition. The consultation process was promoted through the local newspaper, The Gulf News, and via the local board’s social media Facebook page.

28. A total of 101 submissions were received. Ninety-eight were on-line submissions, one via email and two hard copy form responses.

29. Most of the feedback received was in full support of the proposal, with particular support for:

· renewed skatepark

· playground

· BMX track

· fitness and calisthenics equipment

· basketball facilities

· learn to ride bike/scooter track.

30. There were no items in the proposed concept that were met with strong opposition.

31. A revised concept design has been prepared, building in consultation feedback.

Walking access to Waiheke Primary

32. There was a large amount of support for access from the northern reserve face, to Waiheke Primary on Seaview Road.

33. It is proposed that this additional access be considered in future planning of the area.

Car parking

34. Provision for increased car parking requirements has been considered to cater for increased park use.

35. Initial discussions around car parking has proposed shifting current reserve access and carpark in an easterly direction to increase visibility of vehicles entering and exiting the reserve.

Tauākī whakaaweawe āhuarangi

Climate impact statement

36. The implementation of the concept design will have no direct impact on greenhouse gas emissions. Consideration will be given to sourcing local products and services where practically possible throughout construction.

37. It is not envisaged that climate change will impact on the end product in the foreseeable future.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

38. The council’s parks and places specialist and maintenance delivery coordinator has been consulted and is supportive of the proposal.

39. Healthy Waters have been consulted as they are currently working within the eastern portion of the reserve improving stormwater systems. Healthy Waters are supportive of the proposal.

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

Local impacts and local board views

40. The revised concept design was presented to the local board at a workshop on 15 August 2019. Local board members indicated support for the design and requested that the concept plan be finalised.

Tauākī whakaaweawe Māori

Māori impact statement

41. Tawaipareira Reserve is co-governed by the Rangihoua and Tawaipareira Management Committee consisting of three members of the Waiheke Local Board and three members elected by Ngāti Pāoa (Resolution number WHK/2017/1).

42. The Rangihoua and Tawaipareira Management Committee has not yet been properly constituted due to a Ngāti Pāoa mandate issue currently being resolved by the Māori Land Court.

43. The potential development of Tawaipareira Reserve was discussed with the Ngāti Pāoa Trust board members onsite on 24 June 2019.

44. Ngāti Pāoa Iwi Trust provided written support for the proposal on 25 June 2019.

45. There will be further opportunities for mana whenua to be involved through the developed design phase.

Ngā ritenga ā-pūtea

Financial implications

46. A total budget has been allocated to the project from renewals funding of $850,000 over multiple financial years from 2018/2019 to 2021/2022.

47. A comprehensive cost estimate for the delivery of the full concept has not been prepared at this time. Subject to and following approval of the concept design, staff will prepare cost estimates. It is anticipated that the total cost for delivery of the concept plan will exceed the currently allocated budget.

48. Previous discussions with the local board have indicated a willingness to allocate up to $200,000 additional budget from their Locally Driven Initiative (LDI) budget.

49. Staff will provide further advice to the board regarding options for:

· delivery of priority elements of the concept design within the current budget allocation

· allocation of additional budget to deliver more of the concept design

· staging construction works if required to address budget or delivery constraints.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

50. A resource consent is required, and the preparation and processing of this consent may have an impact on the time frame for construction.

51. Parts of the site were formerly used as an open landfill and there is a risk of ground contamination associated with possible works. Soil testing will be undertaken as part of the developed design phase to ascertain whether there is any evidence of contamination. If mitigation is required, this will impact on construction costs.

52. As a part of the works Healthy Waters is undertaking within the reserve, the existing closed landfill will be capped with coastal marine sediment and 300mm of clean fill to allow for recreational use within the area.

53. Staging the construction over multiple years may result in an escalation in construction costs.

Ngā koringa ā-muri

Next steps

54. Developed design, site investigation work, resource consenting and detailed design will be progressed in financial year 2019/2020. It is anticipated that construction work would commence in the latter half of 2020.

55. The table below summarises the anticipated next steps and estimated delivery timeframe for the project. The estimated timeframes assume successful and timely completion of each identified project step. Unforeseen delays in the procurement or the resource consent process have the potential to delay completion of the project beyond the identified timeframe.

Developed design	November/December 2019
Resource consent application (assuming a non-notified consent process)	January/February 2020
Detailed design	March/April 2020
Procure physical works contractor for Stage 1	May 2020
Physical works Stage 1	June – December 2020

56. Collaboration with iwi on aspects of the design and the interpretative markers will be undertaken as the project progresses.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	TWP A3 Concept Booklet	45

Ngā kaihaina

Signatories

Author

Kara Burn, Project Manager

Authorisers

Rod Sheridan - General Manager Community Facilities

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

Local board governance work management for the 2019-2022 triennium

File No.: CP2019/18995

Te take mō te pūrongo

Purpose of the report

1. To outline the options for efficiently and effectively managing the governance work of the local board for 2019-2022 triennium.

Whakarāpopototanga matua

Executive summary

2. At the end of each triennium the Local Board Services (LBS) department delivers a review of local board work practices, including the organisational support they require and how well they support the boards in their governance role. The 2016-2019 triennium review gathered feedback from local board members, and staff from LBS and other council departments and Council-controlled Organisations (CCOs).

3. In response to the review, this report outlines a recommended approach for local boards to manage their governance workload as follows:

· maintain a key focus on annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings

· appoint nominated local board members who will be consulted on landowner consents and events, and who will provide feedback on liquor licences and resource consents

· appoint nominated local board members to external organisations.

4. These practices support the local board to undertake their governance role in an efficient and effective way, reflect the priority work of the local board and help the organisation focus its resources. Some of these practices require a decision of the local board, such as specific appointments of local board members, and separate reports cover these recommendations and associated advice.

5. Local boards are also able to identify topic area leads who would act as a champion with the local board on specific topic areas. Leads would focus on work programme activities/ projects within their topic areas and understanding relevant community needs and preferences enabling other members to focus their time on other parts of the board’s workload.

6. The review feedback suggests the following advantages for having a full board involved in direction-setting discussions on issues, rather than identifying topic area leads:

· staff are confident that the direction is the view of the whole board rather than one member

· knowledge and information is retained by the full local board rather than one member

· discussions with staff are less likely to enter into management or operational level detail

· it avoids inefficient duplication, when conversations are held between staff and a lead, and then repeated with the full local board.

7. The feedback from the review highlighted that if a board does appoint topic area leads, the risks should be mitigated by providing a clear scope for that role and ensuring it does not lead to inefficiency or adversely affect staff receiving clear direction from the full local board.

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) endorse the following approach to effectively and efficiently manage the governance work of the local board for the 2019-2022 triennium:

i. maintain a key focus on annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings

ii. appoint nominated local board members who will be consulted on landowner consents and events, and who will provide feedback on liquor licences and resource consents

iii. appoint nominated local board members to external organisations.

Horopaki

Context

8. The governance role of an elected member is to:

· set direction and policy

· set priorities

· make significant decisions

· test advice

· monitor performance and risk

· connect with and represent the community

· be accountable to the public.

9. At the end of each triennium the Local Board Services (LBS) department undertakes a review of the work practices of, and organisational support provided for, local boards and how this supports them in their governance role. Previous reviews have noted the progress the organisation has made in supporting the governance role of local boards over the past nine years. Improved support and delivery from the organisation have enabled local board members’ time to be used in a more effective and efficient manner as the governance model has matured.

10. During the 2016-2019 triennium review, feedback was gathered from local board members and staff from LBS and other council departments and council-controlled organisations (CCOs) who work with local boards.

11. Key themes from local board members related to having topic area leads. Both positives and negatives were identified.

12. Key themes from staff were that clear direction is given from the full local board and local board members operate at the governance level. Staff identified both positive and negatives aspects of having topic area leads.

13. The findings from the review have informed the content of this report.

Tātaritanga me ngā tohutohu

Analysis and advice

Work practices supporting the governance role of local boards (recommended approach)

14. There are established work practices in place which support the governance role of local boards as follows:

· Local boards adopt an annual work programme each June for implementation by the council organisation in the next financial year (July-June). Local boards maintain a key focus on these annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings.

· Local boards appoint a nominated local board member who will be consulted on landowner consents and events by staff carrying out their delegations. Local boards can also appoint a nominated local board member to provide feedback and attend hearings on liquor licences and notified resource consents to ensure that local board views are taken into account in these timebound processes. These appointments are made via a separate report.

· Local boards appoint nominated local board members to external organisations (via separate report) to exercise their role in the external organisation as per the relevant constitution on behalf of the local board.

15. Together these practices constitute the recommended approach for managing the governance work of the local board for the 2019-2022 triennium, reflect the priority work of the local board and are the focus of the organisation’s staff and resources.

16. This approach allows all members to have an overview and collective understanding of work programme matters, and for the whole local board to be able to provide direction to staff and track performance and delivery throughout the financial year. It also enables collective discussions that utilise individual member’s skills and knowledge and ensures elected member and staff time are used effectively and efficiently.

17. Transparency to the public is ensured by local board decisions occurring through the formal business meeting process with associated standing orders.

Optional addition: Topic area leads (not recommended)

18. An optional addition to the recommended approach is that the local board identifies topic area leads. Leads would:

· act as a champion for the topic area in full local board conversations

· focus on work programme activities / projects within their topic area

· maintain relationships with key stakeholders

· understand relevant community needs and preferences.

19. Leads may also:

· be appointed as the nominated local board member to provide feedback on behalf of the board on relevant matters (e.g. landowner consents) and appointed to related external organisations

· undertake learning and development opportunities and attend conferences (using their individual development budget provided as part of the Kura Kāwana development programme) relevant to the topic area

· highlight relevant issues and emerging priorities during local board plan and work programme development

· act as a key contact for community groups and members of the public on the topic area.

20. Topic area leads would enable individual local board members to use existing or build new knowledge and expertise in the topic area and enable other members to focus their time on other parts of the governance workload.

21. Should the local board identify topic area leads, there are the following risks to consider:

· a member may provide direction or views which do not reflect those of the full local board

· staff may seek direction from a topic area lead instead of the full local board, or seek direction from a topic area lead prior to the full local board, resulting in duplication of work

· key knowledge and information on a topic may be retained with the topic area lead and not shared with the whole local board

· a topic area lead may enter into discussions at the management or operational level if meeting regularly with staff without a clear governance purpose for the discussion.

22. These risks can be addressed by:

· using the workshop process as the mechanism for all local board members to receive updates and provide governance direction on approved work programme projects

· clarifying the limited resources available to any topic area lead.

23. Staff resourcing is focussed on work programme development and delivery, along with advice to support workshops and business meetings. Topic area leads can be supported by staff to undertake the following responsibilities:

· when issues arise at a full board workshop, the lead can be directed to meet with staff on that issue and explore solutions; staff would report back to the full board for direction, and the lead can assist with explanation and support during that discussion

· develop local board feedback on regional policies, plans and strategies relevant to the topic area, for full local board approval

· respond to constituent enquiries relevant to the topic area

· report back to the local board at workshops, and publicly via board member reports at business meetings, on the activities undertaken as the topic area lead.

24. If a local board does want to appoint topic area leads, it may wish to consider identifying alternates. The role of the alternate would be to support the topic area lead in their responsibilities and undertake any roles the lead has been formally appointed by the whole board when the lead is unavailable. Having an alternate means that the information, knowledge, skills and workload can be shared by more than one member, but it could also lead to confusion between the two roles where the alternate acts as a co-lead.

25. If a local board’s preference is to appoint topic area leads, this will require a local board decision via a resolution to this report.

Tauākī whakaaweawe āhuarangi

Climate impact statement

26. This report is procedural in nature so does not have direct climate impacts. However, a key focus for the council in the current term will be how it responds to the climate emergency and this may be a consideration for how local boards manage their governance work.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. Feedback was gathered from staff from the LBS department, and other departments and CCOs who work with local boards, about practices to manage the local board governance work through the 2016-2019 triennium review.

28. The practices used by a local board to manage their governance work can impact on the efficiency of staff engagement with members. Some variation in practices is required to reflect local differences, but overall large differences in work practices is challenging and consistency is beneficial.

29. In light of this, Local Board Services has provided consistent advice and recommendations on work practices to all local boards to consider when making decisions on how they will manage their governance work for the 2016-2019 triennium.

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

Local impacts and local board views

30. Feedback was gathered from local board members about practices to manage local board governance work through the 2016-2019 triennium review. This included: a workshop attended by 13 local board members from 10 local boards; and a survey to all members, with responses provided by 29 members, from 13 local boards.

31. The practices used by a local board to manage their governance work can impact efficiency and effectiveness of engagement with communities and the opportunities that members have to provide local leadership beyond the formal decision-making process.

32. The topic of managing the governance work of the local board was discussed at a workshop on 23 October 2019, as part of the Waiheke Local Board induction programme for the 2019-2022 triennium.

Tauākī whakaaweawe Māori

Māori impact statement

33. This decision is procedural in nature so does not have immediate impacts on Māori.

Ngā ritenga ā-pūtea

Financial implications

34. This decision is procedural in nature so does not have any financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. The risks and mitigations of having topic area leads are outlined in the ‘Analysis and Advice’ section of this report.

36. Risks relating to any specific decision required for the work practices that form the recommended approach are outlined in the respective separate reports relating to those decisions.

Ngā koringa ā-muri

Next steps

37. Staff from the Local Board Services department will work with staff from other departments and CCOs to ensure the practices of the local board are implemented.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Emma Reed, Local Board Advisor

Authorisers

Kerri Foote, Operations and Improvements Manager – Local Board Services

Oliver Roberts, Central Teams Manager – Local Board Services

Louise Mason – General Manager - Local Board Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

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

File No.: CP2019/18997

Te take mō te pūrongo

Purpose of the report

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

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

· be the nominated local board member for film applications

· be the nominated local board member for events

· provide formal reports on liquor licence applications and attendance at hearings

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

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

Whakarāpopototanga matua

Executive summary

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

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

4. District Licensing Committees consider, and grant or renew applications for liquor licences and manager’s certificates. These applications are publicly notified and local boards can provide views on an application to the District Licensing Committee. A delegation to a nominated local board member is recommended to allow local boards to provide formal views as part of the liquor licensing process.

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

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) appoint a nominated local board member (or default to the chairperson) for landowner consents (excluding landowner consents for filming) and authorise them to:

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

ii. be the point of consultation for staff on proposed asset renewal works and, at their discretion, refer any proposed asset renewal works to the local board for a local board decision

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

b) appoint a nominated local board member (or default to the chairperson) for landowner consents for filming and authorises them to:

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

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

c) appoint a nominated local board member (or default to the chairperson) for events and authorise them to receive staff notifications of areas that may involve reputational, financial, performance or political risk

d) delegate to local board member Tucker, and local board member Matthews as an alternate, the authority to prepare and provide local board views and speak to those local board views at any hearings on applications for liquor licences

e) delegate to local board member Upchurch the authority to provide the local board views on whether a resource consent should proceed as a non-notified, limited notified or fully notified application (noting all board member’s views will be included as feedback)

f) note the authority to prepare and provide local board views and speak those local board views at any hearings on notified resource consents will be provided on a case by case basis.

Horopaki

Context

Background

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

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

8. Local boards have allocated responsibility for decision-making with respect to local parks and have delegated landowner consent decisions to staff subject to a number of delegation protocols. The delegation protocols require that the nominated local board member is consulted on every landowner consent. Landowner consents encompass a broad range of activities, including affected party approvals, filming and events. Local boards also are able to provide their formal views in a report at liquor licence hearings.

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

Tātaritanga me ngā tohutohu

Analysis and advice

Landowner consents

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

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

Landowner consents for filming

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

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

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

Events

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

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

- complete or substantial closure of the public open space

- more than 500 people

- road closure

- liquor

- ticketed event.

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

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

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

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

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

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

Formal submissions at liquor licence hearings

18. District Licensing Committees consider, and grant or renew applications for liquor licences and manager’s certificates. When a business applies for an on-licence, off-licence, or club licence, new or renewed, they are publicly notified. On 25 September 2014, the Governing Body (GB/2014/103) agreed to a process where local boards can provide views on an application in a report to the District Licensing Committee. If the District Licensing Committee considers that the local board’s report has raised issues that it needs to hear more about, it can call a hearing and invite the local board to appear and talk to its report and respond to questions as a witness.

19. Once the public notice has been posted online, the local board has 15 working days to provide their report to council.

20. This report recommends a delegation to a nominated local board member to allow local boards to provide formal views as part of the liquor licensing process.

Notified resource consents

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

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

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

Options considered

24. Options available for local boards to input into landowner consents, events, planning processes and liquor licences have been summarised in Tables 1 and 2.

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

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

Nominated local board members under the Local Board Delegations Protocol

27. The preferred option is that a nominated local board member is appointed for landowner consents and events (option two in Table 1). This option is preferred because it aligns with council’s existing delegations and local board delegation protocols and allows for council to undertake core business in a timely manner. There is reputational risk to council if it is unable to administer landowner consents in a timely manner.

Table 1: Options for local boards to address requirement for nominated local board members under the Local Board Delegations Protocol for landowner consents and events

Options

Pros

Cons

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

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

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

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

· Decisions are not made by the full local board

· Decisions are not made at a public meeting

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

· The nominated local board member will become subject matter expert for local board on topic they are nominated for

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

· Decisions are not made by the full local board

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

Notified applications (resource consents and liquor licences)

28. Local boards normally provide their formal views at business meetings (option two in Table 2). Because local board reporting timeframes do not usually align with process and statutory timeframes outlined above, in most instances reporting at a business meeting will not be a viable option. Providing a delegation to one local board member and one alternate (option three in Table 2) is considered the most efficient way of providing formal views for the matters discussed in this report.

Table 2: Options for local boards to provide their formal views on notification of resource consents and liquor licences

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

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

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

33. Recommendations within this report are based on direction provided at a workshop with the board on 22 November 2019.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

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

Ngā koringa ā-muri

Next steps

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

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

41. Nominated local board members (and alternates) who are delegated to provide reports and speak at District Licensing Committee Hearings should sign-up to receive alcohol notices. This will ensure that they hear about new applications as soon as they are open for comment.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Carol Stewart, Senior Policy Advisor, Local Board Services

Authorisers

Louise Mason, General Manager - Local Board Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

Appointment of local board members to external community organisations

File No.: CP2019/19004

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

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

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

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

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

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

External organisation	Lead	Alternate
Waiheke Island Civil Defence Emergency Management Sub Committee	Local board member Bob Upchurch	Local board member Kylee Matthews
Hauraki Gulf Forum	Chairperson Cath Handley
Community Network Waiheke	TBC
Project Forever Waiheke	Local board member Robin Tucker	Chairperson Cath Handley
Waiheke Recreation Centre Trust	Local board member Upchurch
Youth Voice	Local board member Kylee Matthews

Horopaki

Context

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

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

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

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

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

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

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

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

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

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

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

· the elected member’s availability

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

· relevance

· historical relationship with the organisation and Auckland Council.

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

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

Relevant external organisations

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

Community Network Waiheke

13. Community Network Waiheke is a collective voice for Waiheke Island community groups and serves as an umbrella organisation for small groups to receive funds.

14. The previous local board representative was chairperson Cath Handley, with local board member John Meeusen as an alternative.

15. Meetings are held the first Tuesday of each month at 11am in the Waiheke Library.

16. The local board is asked to appoint one member (and an alternate) to Community Network Waiheke.

Waiheke Island Civil Defence Emergency Management Sub Committee

17. The Waiheke CDEM subcommittee works in partnership with emergency services and other organisations to ensure the effective delivery of civil defence emergency management within Waiheke Island.

18. The previous local board representative was local board member John Meeuwsen with local board member Shirin Brown as alternative.

19. Meetings are held as required and the date of the next meeting is yet to be confirmed.

20. The local board is asked to appoint one member (and an alternate) to Waiheke Island Civil Defence Emergency Management Sub Committee.

Hauraki Gulf Forum

21. The Hauraki Gulf Forum (HGF) is a statutory body, which promotes and facilitates integrated management and the protection and enhancement of the Hauraki Gulf, under the Hauraki Gulf Marine Park Act 2000.

22. Under the Act, one of the seven Auckland Council seats on the Hauraki Gulf Forum is reserved for a member of the Waiheke Local Board.

23. The previous local board representative was local board member John Meeuwsen with no alternative appointed.

24. Meetings are held quarterly, and the date of the next meeting is yet to be confirmed.

25. The local board is asked to appoint one member (and an alternate) to the Hauraki Gulf Forum.

Waiheke Recreation Centre Trust

26. The purpose of the Trust is to provide, or assist in providing, a public recreational facility on Waiheke Island in order to improve the conditions of life of both the pupils of Waiheke High School and the wider Waiheke community.

27. This appointment is required as per the Trust documents and has been delegated to the local board from the Governing Body.

28. The previous local board representative was local board member Bob Upchurch with local board member Shirin Brown as alternative.

29. Meetings are held quarterly, and the date of the next meeting is yet to be confirmed.

30. The local board is asked to appoint one member (and an alternate) to the Waiheke Recreation Centre Trust.

Youth Voice

31. Waiheke Youth Voice is run by the youth on Waiheke and organizes and promotes events for youth on the Island.

32. The previous local board representative was local board member Shirin Brown with local board member Bob Upchurch as an alternative.

33. Meetings are held as required and the date of the next meeting is yet to be confirmed.

34. The local board is asked to appoint one member (and an alternate) to Youth Voice.

Project Forever Waiheke

35. Project Forever Waiheke is led by a working group of people representing a broad range of interest areas, set up to develop strategy to help address and manage problems associated with tourism, monitor tourism impacts and community wellbeing and advance tourism sympathetic to Waiheke’s environments.

36. The previous local board representative was chairperson Cath Handley with deputy chairperson Paul Walden as an alternative.

37. Meetings are held approximately quarterly and the date of the next meeting is yet to be confirmed.

38. The local board is asked to appoint one member (and an alternate) to Project Forever Waiheke.

Tātaritanga me ngā tohutohu

Analysis and advice

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

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

42. The recommendations within this report were workshopped with the board on 22 November 2019.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author	Janine Geddes - Senior Local Board Advisor - Waiheke Local Board
Authoriser	Helgard Wagener - Relationship Manager - Aotea/Great Barrier and Waiheke Local Board

Waiheke Local Board

04 December 2019

Process for appointment of Local Government New Zealand National Council representative

File No.: CP2019/19038

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

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

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

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

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

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

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

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

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

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

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

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

Horopaki

Context

Local Government New Zealand (LGNZ)

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

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

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

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

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

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

Appointment of local board representative to LGNZ National Council

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

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

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

Option

Process

Details of process

Selection panel made up of representatives from each local board

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

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

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

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

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

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

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

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

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

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

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

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

Nominations for the local board representative

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

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

Auckland Council / LGNZ meetings

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

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

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

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

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

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

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

Tauākī whakaaweawe Māori

Māori impact statement

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

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

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

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

Ngā ritenga ā-pūtea

Financial implications

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

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

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

Ngā koringa ā-muri

Next steps

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

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

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

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Shirley Coutts - Principal Advisor - Governance Strategy

Janine Geddes - Senior Local Board Advisor - Waiheke Local Board

Authorisers

Louise Mason – General Manager - Local Board Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

Urgent decision-making process

File No.: CP2019/19042

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

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

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

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

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

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

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

Horopaki

Context

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

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

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

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

· the timing of the next scheduled meeting

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

· consideration of the rationale for the urgency

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

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

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

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

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

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Anna Bray - Policy and Planning Manager - Local Board Services

Janine Geddes - Senior Local Board Advisor - Waiheke Local Board

Authorisers

Louise Mason – General Manager - Local Board Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

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

File No.: CP2019/19413

Te take mō te pūrongo

Purpose of the report

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

4. The key activity updates from this quarter are:

· approval of stage one of the Mātiatia Plan

· public consultation on the Waiheke’s Ten-year Transport Plan

· successful open days for the Tawaipareira and the Little Oneroa concept plans.

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

· 530 Orapui Road, Waiheke – install track: A section of the track includes Kauri and has been referred to the Kauri Die Back Management team.

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

· The overall operational net cost of service in the Waiheke local board area for the three months ended on 30 September 2019 was $1.6 million, which was in line with year to date budget expectations.

· Capital investment of $146,000 took place in the Waiheke local board area during the first quarter of the current financial year. This was 54 per cent of the year to date budget. Many of the renewals project are in the design or procurement stages. Delivery should pick up during the remainder of the year.

Ngā tūtohunga

Recommendations

That the Waiheke 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.

c) approve the amendment to the Community Facilities 2019–2022 work programme activity (transferred from Parks Sport and Recreation and carried forward from the previous year):

· Swimming Pool development fund (ID 830) - $200,000: Funding contribution towards a feasibility study or debt funded grant towards a community pool on Waiheke Island. Investigation work on the location for a swimming pool began in 2017-2018 and continues into 2019-2020.

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) Island Bay Track, 80 Korora Road, Oneroa – remediate major slip.

Horopaki

Context

7. The Waiheke Local Board has an approved 2019/2020 work programme for the following operating departments:

· Community Services (Arts, Community and Events; Libraries and Information; Parks, Sport and Recreation; and Service Strategy and Integration) approved on 27 June 2019

· Community Facilities: Build Maintain Renew and Community Leases, approved on 27 June 2019

· Infrastructure and Environmental Services, approved on 23 May 2019

· Plans and Places, approved on 27 June 2019.

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

· Outcome 1: Inclusive planning and placemaking

· Outcome 2: A sustainable economy and positive visitor experience

· Outcome 3: Waiheke's environment is treasured

· Outcome 4: Thriving, strong and engaged communities

· Outcome 5: Vibrant places for people

· Outcome 6: Transport and infrastructure

9. 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

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

Graph 2: Work programme by RAG status

11. The graph below shows the activity status of activities which shows the stage of the activity in each departments the 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

Local Board Plan Outcome 1: Inclusive planning and placemaking

12. Waiheke Area Plan (ID 1264): Working party workshop held in September 2019 to discuss the objectives and strategies for key topics in the area plan. Staff work continued post workshop with meeting with Piritahi Marae representatives and business / industry groups as suggested by the working party. The next meeting will be scheduled following elections.

13. Local Parks Management Plan (ID 1222): Local board workshops held July and August 2019 to discuss and develop the content of the draft plan. The board received an update in September 2019 to confirm key milestones achieved and detail handover material for the incoming board. Next steps: Continue to prepare draft local parks management plan with intention to have completed by end of quarter two for workshopping with the local board.

14. Mātiatia (ID 827): Stage One of the Mātiatia Strategic Plan was approved during this quarter. The board also delegated staff to approve a short-term lease for the Harbourmaster Building following an expression of interest process.

Local Board Plan Outcome 2: A sustainable economy and positive visitor experience

15. Waiheke Community Art Gallery (ID 562): Highlights included the Matariki exhibit which involved 35 artists, one primary school group and three early childhood centre groups. There was further programming as part of Matariki Festival including, Te Raa Presentation at Owhanake Barn, Te Werowero Blessing and Te Raa Weavers.

16. Artworks Theatre (ID 565): During this quarter there were 29 programmes, that covered a diverse number of themes and disciplines. These included a Waiheke Theatre Company performance, holiday programmes, local bands, comedy shows and a dance party with local DJ’s. Two highlights include, Korero Kids, Te Reo singing and dancing for young parents and Tuatara Collective’s performance exploring mental health and suicide awareness.

Local Board Plan Outcome 3: Waiheke's environment is treasured

17. Waiheke environmental grants (ID 652): Eight applications were received for environmental grants in August 2019. At its September 2019 meeting, the local board approved funding towards bait stations for the Onetangi area and Waiheke High School (Forest and Bird), machinery for facility maintenance (Native Bird Rescue Charitable Trust), community marine protection meeting costs (the Waiheke Collective), and ‘working at heights’ training (Waiheke Resources Trust). The board also supported a discretionary funding application for community messaging in visitor guides (Project Forever Waiheke). Separately, the board allocated $3,300 towards an overspend on the Waiheke Lightscape Management Plan, and $1,000 towards landscaping at the Waiheke Service Centre. These allocations leave $7,382 available for future environmental grant applications this financial year.

18. Project Little Oneroa and wider Waiheke community engagement (ID 695): Three new catchments have been added to the project - Omiha, Onetangi and Palm Beach. A review of the survey questions for householders in those catchments is being undertaken. These surveys are used to ascertain their knowledge of how to care for their septic tanks, and the adverse effects poorly maintained septic tanks have on the environment. A ‘give it a go’ training day will be held on 12 October 2019 for Wai Care monitoring. The groups or individuals that take part in this training day will then be supported to undertake regular monitoring in the new catchments.

19. Ecological volunteers and environmental programme (ID 773): Sally Horwood has over 950 bait stations in place on 29 reserves and has carried out the spring bait pulse to control rat numbers. The programme has been combined with biosecurity section work on private land to include a further 250 bait stations, bringing the total to 1200 bait stations. There are a total of 552 volunteers currently registered in the Ratbusters programme. The programme rangers are helping to support park volunteers through the provision of training days including Growsafe and risk assessment courses.

20. Ecological restoration community partnership programme (ID 831): Weed removal has focussed on removal of persistent weeds. At Rangihoua wetland and cemetery wetland area the focus was honeysuckle, privet, gorse, moth plant and woolly nightshade in preparation for planting. 1690 trees were planted. Work to remove weeds has also continued at Matiatia headland.

Local Board Plan Outcome 4: Thriving, strong and engaged communities

21. Community and social economic development (ID 165): The local board allocated $3,000 towards the development of community resilience plans for Waiheke and Rākino communities to better prepare for emergencies and disasters. A ‘Community Resilience and Emergency Preparedness Hui’ is planned for December 2019 to enable the community to share information about local hazards and their impacts, to identify needs and existing resources at a local village level and help grow community and neighbourhood networks.

22. Youth Hub (ID 168): Staff took the coordinator of Surfdale Hall (and The Rock) for a tour of Auckland youth spaces to raise awareness of other models and gain inspiration for potential options for their space. Staff have linked them with external funders for extra resources. The Youth hub is being activated with programming and this will continue to grow.

Local Board Plan Outcome 5: Vibrant places for people

23. Tawaipareira Reserve, replacement of skatepark (ID 2504): Consultation commenced on the concept plan and an open day was held onsite on 6 July, run concurrently with an annual skate competition. There were 81 responses received via “Have your say” and four responses directly to the local board office. There was an overwhelming positive response to the concept. A report will come to the board shortly with an updated plan for adoption.

24. Alison Park – renew pathways (ID 2367): Scoping complete and site review currently being undertaken to investigate water ponding issue. Planning for physical works to commence during the drier months.

25. Blackpool Park – renew footpaths and hardstand (ID 2375): Scoping complete. Consent from heritage team being sought then resource consent requirements will be confirmed.

26. Omiha Beach Reserve - renew access and paths (ID 2461): Scoping complete. Physical works to commence during the drier months.

27. Hekerua Bay Reserve – renew track (ID 3720): Geotechnical report has been completed which will allow the final detailed designs to be completed. Applications for required consents will follow.

28. Trig Hill Walkway (Te Ara Hura) - renew track (ID 2505): Identified as requiring ongoing works to secure an easement only this financial year as it has been determined that this will take considerable effort to obtain. This will be reported back to the board as part of the Waiheke wide walkway audit.

29. Little Oneroa Reserve concept plan (ID 3624): Consultation commenced on the concept plan during this period. An open day held at the Reserve was well attended. A report outlining recommended changes and implementation options will be reported to the board in February 2020.

30. Art Gallery and Cinema Building project update:

· The vinyl flooring in the Art Gallery has been replaced, the previous flooring has been polished too many times and was in a bad condition

· The foyer of the Art Gallery and cinema has been painted

· Both cinema toilets on the ground floor have been replaced

· The exterior structure of the Art Gallery building including façade, wooden ramp and decking was failing and identified as unsafe. All of the exterior at the Art Gallery is currently being replaced and will provide a new look to the building.

Local Board Plan Outcome 6: Transport and Infrastructure

31. During this quarter the Waiheke Ten-Year Transport Plan was approved for consultation. Another significant achievement was the approval of a Memorandum of Understanding between the board and Auckland Transport. It recognises Waiheke’s unique character and seeks more responsiveness to Waiheke-specific approaches and community views.

Activities with significant issues

32. The following work programme activities have been identified by operating departments as having significant issues:

· 530 Orapui Road, Waiheke – install track (ID 3715): A section of the track includes Kauri and has been referred to the Kauri Die Back Management team. Next steps: Await information from Kauri Die Back Management team around recommendations for progressing this project.

Activities on hold

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

· Swimming Pool Development fund (ID 830): The local board is still working through feasibility and service requirements, so funding is on hold until this work is complete.

· Church Bay Esplanade Reserve - purchase adjacent land and stabilise (ID 2340): Delivery may be delayed in 2020. This project is still pending advice from the Land Advisory team and Panuku on the decision for the purchase of an easement to enable works. Next steps: Follow up with Panuku and Land Advisory teams for an outcome from the easement purchase process and advance the design of the track repair as soon as possible.

· Te Whau Esplanade Reserve - renew Hitapa track (ID 3201): Project is on hold. A memo has been sent to the local board about the proposal to reallocate the funds from this project to the Hekerua Bay access project. Next steps: Discuss funding of this track renewal with the local board during the draft work programme workshops.

· Little Oneroa Reserve - renew playground (ID 3621): The draft concept plan for the carpark and playground has been consulted on with the public via Have your Say and an open day. The feedback was presented to the local board at the final September workshop. Next steps: Work with the landscape architect to update the plan to reflect some of the feedback regarding the playground and report back in the next workshop.

· Catherine Mitchell Cultural Society - install drainage and renew carpark (ID 3642): Storm water surface runoff within the site including the diversion of over land flow path is being investigated to establish the correct scope for the upgrading works at the driveway.

· Waiheke boat ramps and pontoons – improvements (ID 3645): Referred to Community Services for a strategic assessment. Establish a budget upon completion of the scoping of the project and following discussions with the local board.

· Te Ara Hura - Pearl Bay to Orapiu Road - improve tracks - stage 1 (ID 3714): A Waiheke wide walkway audit is being undertaken to ensure renewal projects on Waiheke are targeting the highest priority tracks. Once the audit is completed, recommendations for walkway renewals to be progressed in financial year 2019/2020 will be presented to the local board to review. Next steps: Complete the audit and provide a summary to the local board to agree priorities for Financial Year 2020.

· Area Plan for Waiheke (ID 1264): Additional work and discussion with Governing Body appointed working party on fundamental issues has extended timeframe for preparing draft plan. The draft plan is now anticipated to be ready for public consultation in early 2020.

Changes to the local board work programme

Deferred activities

34. There are no deferred activities.

Cancelled activities

35. There are no cancelled activities.

Activities merged with other activities for delivery

36. There are no merged activities.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

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

40. 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:

· Sustainable Schools – Waiheke Marine education

· Ecological restoration and tree planting

· Pest management

· Dune planting and protection

· Community resilience and emergency preparedness plans

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

41. 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

42. This report informs the Waiheke Local Board of the performance for the quarter ending 30 September 2019.

Tauākī whakaaweawe Māori

Māori impact statement

43. The Matiatia planning project aims to prepare a strategic plan for Matiatia which reflects the aspirations of the Waiheke community and respects the interests and rights of mana whenua for the future use of that land. Ngāti Paoa has representation on the project working group and are working to identify their aspirations for the site.

44. Korero with Ngāti Paoa representatives continue regarding Tawaipareira Reserve and Mātiatia Reserve.

Ngā ritenga ā-pūtea

Financial implications

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

Financial Performance

46. The Waiheke Local Board’s net cost of service for the September quarter of the 2019/2020 financial year was $1.6 million against a budget of the same.

47. Operating revenue of $36,000 for the first three months of the current financial year was less than the budgeted revenue of $46,000. Revenue from library operations for these three months were lower than expected, which has affected the overall revenue received.

48. Operating expenditure of $1.5 million for the three months ended on 30 September 2019 was consistent with year to date budget of the same. Overspend in the facilities contracts expenditure mainly due to enhanced focus by our facilities contractors to reduce requests for service and maintain our parks during the heavy rainy season, was offset by underspend in the locally driven initiatives (LDI) projects. LDI projects delivery and expenditure will gain pace during the remainder of the year.

49. $146,000 of capital investment took place during the first three months of the financial year 2019/2020 in the Waiheke local board area. This was 54 percent of the year to date budget of $271,000 mainly due to slower than expected delivery of some of the renewals projects. Delivery will improve during the dryer months of financial year. Onetangi Sports Park renewal, Alison Park pathway renewal, Tawaipareira Reserve skate park replacement and works on Onetangi beach are some of the major projects in progress.

50. Detailed financial report is provided in the financial performance attachment (Appendix C).

Revised Budget

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

52. 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.

53. 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.

54. 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.

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

56. 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:

· Swimming Pool development fund $200,000 (ID 830) (activity transferred from Parks Sport and Recreation and carried forward from the previous year): Funding contribution towards a feasibility study or debt funded grant towards a community pool on Waiheke Island. Investigation work on the location for a swimming pool began in 2017-2018 and continues into 2019-2020.

Risk Adjusted Projects (RAP)

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

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

· Island Bay Track, 80 Korora Road, Oneroa – remediate major slip.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

59. 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.

60. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20191204 Waiheke Local Board Business Meeting - Waiheke Local Board work programme update Q1	103
b ⇩	20191204 Waiheke Local Board Business Meeting - Waiheke Local Board, Community Facilities - Build Maintain Renew work programme 2019-2022	115
c ⇩	20191204 Waiheke Local Board Business Meeting - Waiheke Local Board Finance summary Q1	125

Ngā kaihaina

Signatories

Author	Janine Geddes - Senior Local Board Advisor - Waiheke Local Board
Authoriser	Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Board

Waiheke Local Board

04 December 2019

Annual Budget 2020/2021 consultation

File No.: CP2019/19540

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

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

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

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

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

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) approve Attachment A Local Content for Consultation and Attachment B Local Supporting Information for Consultation.

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

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

i) Have Your Say event, 5.30pm, Wednesday, 4 March 2020 at the Waiheke Local Board office, 10 Belgium Street, Ostend

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

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

i) local board members and chairperson

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

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

Horopaki

Context

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

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

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

13. 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.

14. 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 Waiheke Local Board area is:

i) 5.30pm, Wednesday, 4 March 2020 at the Waiheke Local Board office, 10 Belgium Street, Ostend

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

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

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

18. 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.

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

20. 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

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

22. 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

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

24. 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

25. 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.

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

27. 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

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

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

31. 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 ⇩	20191204 Waiheke Local Board Business Meeting - Local content for consultation	133
b ⇩	20191204 Waiheke Local Board Business Meeting - Local supporting information for consultation	135

Ngā kaihaina

Signatories

Author

Janine Geddes - Senior Local Board Advisor - Waiheke Local Board

Authorisers

Louise Mason – General Manager - Local Board Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

Supporting information content template

Waiheke Local Board supporting information

Each year we deliver activities and services in your local board area. These are based on our Local Board Plan, which sets our three-year direction for the local board.

Message from the chair

On behalf of the Waiheke Local Board, I am pleased to present our key proposed priorities for 2020/2021. This is our third local board agreement since the adoption of our 2017 Local Board Plan. We’re making good progress on the delivery of initiatives within that plan and are proposing no major changes to existing budgets or work programmes.

A significant achievement this year was the approval of a Memorandum of Understanding between our local board and Auckland Transport. It recognises Waiheke’s unique character and seeks more responsiveness to Waiheke-specific approaches and community views.

The Waiheke 10-year Transport Plan was finalised following community consultation and input from the Transport Forum. The plan aligns with the Waiheke Pathways (Greenways) Plan and provides a prioritised list of projects. It is up to Auckland Transport with the local board’s support to allocate funding to fulfil the plan.

We will continue to advocate to Auckland Transport, Auckland Council’s Governing Body and government to ensure ferry services are reliable and affordable.

Progressing the Mātiatia Strategic Plan remains a priority. A business case is underway to consider an allocation of $15 million for transport infrastructure. You will have further opportunity for input as the project progresses over the coming year. Development of an Area Plan for Waiheke has been progressed that will provide a 30-year vision for the future of our islands. Parks Management Plans for our reserves have also begun, including a specific plan for Onetangi/Rangihoua Reserve. Public consultation on these plans will start soon and will provide a clear direction for future focus and investment in 2020/2021.

Renewal of the skatepark at Tawaipareira Reserve is underway, and, in partnership with Ngāti Paoa we will be improving facilities in line with the Tawaipareira Concept Plan. Similarly, we will continue delivering on the Little Oneroa Concept Plan.

Programmes involving community partnerships continue to be successful. Ecological restoration, waterway quality and predator management remain priorities. We will continue support for youth and business hubs and plan to implement actions within the Sustainable Community and Visitor Strategy.

Healthy and affordable housing provision are critical challenges, and we intend to implement actions identified in the board’s Housing Strategy.

We’ll also be relying on community input to create our new three-year Local Board Plan for adoption in October. Climate change mitigation and readiness must be at the heart of our thinking. Additionally, this plan will extend on successful projects, continue implementation of existing projects and introduce new community priorities.

We look forward to hearing whether you think your local board is heading in the right direction

What we propose in your local board area in 2020/2021

In 2020/2021 to deliver on our priorities we plan to invest $2.17 million to renew and develop assets and $5.78 million to maintain and operate assets as well as provide local programmes and initiatives. The budget in the local area is allocated as follows:

Key areas of spend

Community Services

Environmental Services

Planning

Goverrnance

Operating Spend 2020/2021

Capital spend 2020/2021

$XXm

Provide below 3 – 5 key projects for both OPEX and CAPEX for FY 2020/2021. They should link to the local board’s priorities set out in the consultation document content.

OPEX	LOCATION
Youth Hub Surfdale	Surfdale Hall
Ecological Restoration	Te Matuku (Love our Wetlands programme)

CAPEX
Mātiatia Masterplan	Mātiatia
Tawaipareira skatepark and Concept Plan delivery	Tawaipareira Reserve
Little Oneroa Concept Plan delivery	Little Oneroa Reserve
10-year Transport Plan and Pathways Plan delivery	The Causeway (and across the island)

[These will be plotted on a map of the local board area]

What do you think?

In your opinion, are the priorities right for this local board area in 2020/2021? [standard question for hard copy form and supporting information]

Waiheke Local Board

04 December 2019

Elected Members Expense Policy 2019

File No.: CP2019/19682

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.

Te tūtohunga

Recommendation

That the Waiheke 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 an 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 ⇩	20191204 Waiheke Local Board Business Meeting - Draft Auckland Council Elected Member Expense Policy	143
b ⇩	20191204 Waiheke Local Board Business Meeting - Summary of local board feedback on the Remuneration Authority’s discussion paper on childcare allowances	161

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager - Democracy Services

Helgard Wagener - Relationship Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

04 December 2019

Adoption of a business meeting schedule

File No.: CP2019/19040

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

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

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

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

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

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

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

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

Year	Date (4^th Wednesday of the month)
2020	29 January
	26 February
	25 March
	22 April
	6 May – (due to Local Board Agreement time frames)
	27 May
	17 June – 3^rd Wednesday of the month (due to Local Board Agreement time frames)
	22 July
	26 August
	23 September
	21 October
	25 November
	23 December
2021	27 January
	24 February
	24 March
	21 April
	26 May
	23 June
	21 July
	25 August
	22 September
	27 October
	24 November
	22 December
2022	26 January
	23 February
	23 March
	27 April
	25 May
	22 June
	27 July
	24 August
	28 September

b) agree to commence business meetings at 5.15pm to be held at the Waiheke Local Board office located at 10 Belgium Street, Ostend, Waiheke. Public forum and deputations will be scheduled in the early part of the business meeting, to enable participation by the public and stakeholders in the democratic process.

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