I hereby give notice that an ordinary meeting of the Waitākere Ranges Local Board will be held on:
Date: Time: Meeting Room: Venue:
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Thursday, 5 December 2019 6:00pm Waitākere
Ranges Local Board Office |
Waitākere Ranges Local Board
OPEN AGENDA
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MEMBERSHIP
Chairperson |
Greg Presland |
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Deputy Chairperson |
Saffron Toms |
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Members |
Mark Allen |
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Michelle Clayton |
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Sandra Coney, QSO |
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Ken Turner |
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(Quorum 3 members)
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Brenda Railey Democracy Advisor - Waitakere Ranges
29 November 2019
Contact Telephone: +64 21 820 781 Email: brenda.railey@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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Waitākere Ranges Local Board 05 December 2019 |
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1 Welcome 5
2 Apologies 5
3 Declaration of Interest 5
4 Confirmation of Minutes 5
5 Leave of Absence 5
6 Acknowledgements 5
7 Petitions 5
8 Deputations 5
8.1 Deputation: Tom Austen - upgrade and re-open Old Coach Road Track 5
8.2 Deputation: Sir Bob Harvey - Karekare Surf Club update 6
9 Public Forum 6
10 Extraordinary Business 6
11 Ward Councillors' Update 9
12 Waitākere Ranges Grants Quick Response, Round One 2019/2020 11
13 Glen Eden Library, 12-32
Glendale Road, Glen Eden
Right of way easement 87
14 Auckland Transport update for December 2019 109
15 Auckland Council’s Quarterly Performance Report: Waitākere Ranges Local Board for Quarter One 2019/2020 113
16 Local board appointments and delegations for the 2019-2022 electoral term 159
17 Appointment of LB members to external community organisations 167
18 Process for appointment of Local Government New Zealand National Council representative 173
19 Adoption of a business meeting schedule 179
20 Urgent decision-making process 183
21 Annual Budget 2020/2021 consultation 187
22 Elected Members Expense Policy 2019 195
23 Resinstatement of Manukau Harbour Forum 223
24 Governance Forward Work Programme 269
25 Consideration of Extraordinary Items
At the close of the agenda no apologies had been received.
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
That the Waitākere Ranges Local Board: a) confirm the ordinary minutes of its meeting, held on Thursday, 26 September 2019 and the extraordinary minutes of its meeting, held on Thursday, 31 October 2019, as true and correct.
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At the close of the agenda no requests for leave of absence had been received.
At the close of the agenda no requests for acknowledgements had been received.
At the close of the agenda no requests to present petitions had been received.
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 Waitākere Ranges 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.
Te take mō te pūrongo Purpose of the report 1. Sir Bob Harvey will be in attendance to present on the Karekare Surf Club rebuild progamme. Whakarāpopototanga matua Executive summary 2. Sir Bob Harvey will update the board on the progress of the Karekare Surf Club rebuild programme and their excellent working relationship with the Council.
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Ngā tūtohunga Recommendation/s That the Waitākere Ranges Local Board: a) receive the deputation on progress of the Karekare Surf Club rebuild programme and thank Sir Bob Harvey for his attendance.
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A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.
At the close of the agenda no requests for public forum had been received.
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.”
Waitākere Ranges Local Board 05 December 2019 |
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File No.: CP2019/19958
Te take mō te pūrongo
Purpose of the report
1. To receive a verbal update from the Waitakere Ward Councillors.
2. A period of 10 minutes has been set aside for the Waitākere Ward Councillors to have an opportunity to update the Waitākere Ranges Local Board on regional matters.
Recommendation/s That the Waitākere Ranges Local Board: a) thank Waitākere Ward Councillors for their update. |
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Brenda Railey - Democracy Advisor - Waitakere Ranges |
Authorisers |
Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
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Waitākere Ranges Grants Quick Response, Round One 2019/2020
File No.: CP2019/20310
Te take mō te pūrongo
Purpose of the report
1. To fund, part-fund or decline applications received for Waitākere Ranges Quick Response Grants, Round One 2019/2020.
Whakarāpopototanga matua
Executive summary
2. This report presents applications received in Waitākere Ranges Quick Response, Round Three 2019/2020 (refer to Attachment B) and one deferred application (refer to Attachment C)
3. The Waitākere Ranges Local Board adopted the Waitākere Ranges Local Grants Programme 2019/2020 on 18 April 2019 (refer to Attachment A). The document sets application guidelines for contestable community grants submitted to the local board.
4. The Waitākere Ranges Local Board has set a total community grants budget of $119,435 for the 2019/2020 financial year.
5. Sixteen applications were received for Waitākere Ranges Local Board Quick Response Grants, Round One 2019/2020, requesting a total of $19,013.36 and one application was deferred from local grants round one requesting a total of $6,390.00.
6. A total of $49,350.67 has been allocated in one local grant rounds with $70,084.33 remaining to be allocated.
Recommendation/s That the Waitākere Ranges Local Board: a) agree to fund, part-fund or decline applications received for Waitākere Ranges Quick Response Grants, Round One 2019/2020. Table One: Applications for Waitākere Ranges Quick Response Grants, Round One 2019/2020
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Horopaki
Context
7. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme. Waitākere Ranges Local Board adopted their grants programme for 2019/2020 on 18 April 2019 and will operate three quick response and two local grants rounds for this financial year.
8. The local board grants programme sets out:
· local board priorities;
· lower priorities for funding;
· exclusions;
· grant types, the number of grant rounds and when these will open and close; and
· any additional accountability requirements.
9. The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.
Tātaritanga me ngā tohutohu
Analysis and advice
10. 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
11. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; decreasing access to single-occupancy transport options, home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and education about sustainable lifestyle choices that reduce carbon footprints.
12. Four applicants applying to quick response round one have indicated that their project supports climate change outcomes.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
13. Based on the main focus of an application, a subject matter expert from the relevant department, will provide input and advice. The main focus of an application is identified as arts, community, events, sport and recreation, environment or heritage.
14. The grants programme has no identified impacts on council-controlled organisations and therefore their views are not required.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
15. Local boards are responsible for the decision-making and allocation of local board community grants. The Waitākere Ranges 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 (refer to attachment A)
16. The board is requested to note that section 50 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time”.
17. A summary of each application received is provided (refer to Attachment B and C).
Tauākī whakaaweawe Māori
Māori impact statement
18. The local board grants programme aims to respond to the 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.
19. Five organisations applying in this round have indicated that their project targets Māori or Māori outcomes.
Ngā ritenga ā-pūtea
Financial implications
19. This report presents applications received in Waitākere Ranges Quick Response, Round One 2019/2020 (refer to Attachment B) and one deferred application (refer to attachment C)
20. The Waitākere Ranges Local Board adopted the Waitākere Ranges Local Grants Programme 2019/2020 on 18th April 2019 (refer to Attachment A). The document sets application guidelines for contestable community grants submitted to the local board.
21. The Waitākere Ranges Local Board has set a total community grants budget of $119,435 for the 2019/2020 financial year.
22. Sixteen applications were received for Waitākere Ranges Local Board Quick Response Grants, Round One 2019/2020, requesting a total of $19,013.36 and one application was deferred from local grants round one requesting a total of $6,390.00.
23. A total of $49,350.67 has been allocated in one local grant rounds with $70,084.33 remaining to be allocated.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
24. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy and the local board grants programme. The assessment process has identified a low risk associated with funding the applications in this round.
Ngā koringa ā-muri
Next steps
25. Following the Waitākere Ranges Local Board allocating funding for round one quick response, Grants and Incentives staff will notify the applicants of the local board’s decision.
Attachments
No. |
Title |
Page |
a⇩ |
Waitākere Ranges Local Board Grant Programme 2019/2020 |
17 |
b⇩ |
Waitākere Ranges Local Board Quick Response Grant Round One 2019/2020 applications |
21 |
c⇩ |
Waiatarua Residents and Ratepayers Association Incorporated deferred grant application |
83 |
Ngā kaihaina
Signatories
Authors |
Robert Walsh - Grants Advisor |
Authorisers |
Marion Davies - Grants and Incentives Manager Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
05 December 2019 |
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Glen Eden Library, 12-32 Glendale Road,
Glen Eden
Right of way easement
File No.: CP2019/19774
Te take mō te pūrongo
Purpose of the report
1. To seek approval from Waitākere Ranges Local Board to grant a right of way easement over the land occupied by Glen Eden Library (the Library) in favour of four adjacent properties situated at 7, 9-11, 13 and 27-35 Glenmall Place, Glen Eden (“Benefitting Land”).
Whakarāpopototanga matua
Executive summary
2. The Library was built in 2003/4 over three parcels of land. Prior to construction of the Library one of the parcels was used as a public carpark.
3. The public carpark also served as an informal accessway to the rear of the buildings situated on the Benefiting Land. Once the Library was constructed the former accessway was no longer available.
4. Although no agreement was ever signed, it is clear from the correspondence at this time that the Waitākere City Council (WCC) intended to allow the owners of the Benefitting Land to access the Benefitting Land from Oates Road across the redeveloped Library site and to register a right of way easement to this effect.
5. Even though the owners have been using the Library Land as an access way for many years, the right of way easement has never been legally formalised.
6. In response to the request from the owner of the properties at 7 and 9-11 Glenmall Place to legally formalise a right of way easement, Auckland Council is seeking approval from Waitākere Ranges Local Board to grant a right of way easement in favour of the Benefiting Land.
Recommendation/s That the Waitākere Ranges Local Board: a) approves grant of a right of way easement over that part of the Library Land at 13-32 Glendale Road, Glen Eden, described as area A on Deposited Plan 327805, in favour of four adjacent properties situated at 7, 9-11, 13 and 27-35 Glenmall Place, Glenn Eden; and b) terms and conditions of the right of way easement to be approved in accordance with the Chief Executive delegations.
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Horopaki
Context
7. The Library Land is comprised in the following 3 titles: (Attachment A)
Lot 1, DP 51163, Record of Title NA14B/230
Lot 2, DP 76823, Record of Title NA 129A/790
Lot 7, DP 62620, Record of Title NA18C/550
8. The Benefiting Land is comprised in the following Records of Title (Attachment B):
Lot 1, DP 62620, Record of Title NA18C/544
Lot 2, DP 62620, Record of Title NA 18C/545
Lot 3, DP 62620, Record of Title NA18C/546
Lot 4, DP 62620, Record of Title NA18C/547
9. Prior to construction of the Library, Lot 7 Deposited Plan 62620 contained in Record of Title NA18C/550 was a public carpark. The carpark was used by the owners of the Benefitting Land as an accessway to the rear of their properties.
10. In 2003 Waitākere City Council commenced construction of the new library building over the Library Land.
11. Once the library building was constructed over Lot 7 the owners of the Benefitting Land were no longer able to use Lot 7 as an accessway.
12. There was no formal agreement between the owner of Lot 7 and the owners of the Benefitting Land to use Lot 7 as an accessway.
13. Although no agreement was ever signed, it is clear from the correspondence at that time that the Waitākere City Council (WCC) intended to allow the owners of the Benefitting Land to access the Benefitting Land from Oates Road across the redeveloped Library site and to register a right of way easement to this effect. The proposed terms of the granting of the right of way easement were set out in a letter dated 6 November 2003 (Attachment C). On WCC’s instructions Cato Bolam Consultants Limited prepared a survey plan defining the proposed right of way. The right of way is shown as area “A” on the attached Deposited Plan 327805 (Attachment D).
14. The easement documents were prepared. Even though the registration of the right of way easement was stalled due to one of the titles to the Benefiting Lots being subject to a caveat the owners of the Benefiting Lots continued to use the Library Land.
15. Auckland Council and the owner of the properties at 7 and 9-11 Glenmall Place now wish to legally formalise the right of way easement. For the avoidance of doubt, it is proposed to grant the right of way easement in favour of the other two properties comprising the Benefitting Land as well, however this may be done at a later point in time to granting the right of way easement in favour of 7 and 9-11 Glenmall Place.
Tātaritanga me ngā tohutohu
Analysis and advice
16. Over the last 16 years the owners of the Benefitting Land have used the Library Land as the accessway from Oates Road to the rear of their buildings.
17. Documentation provided by the owner of the properties at 7 and 9-11 Glenmall Drive and documentation located on Council’s file such as: correspondence between the Council and the owners of the Benefitting Land, WCC instructing Cato Bolam to prepare a plan of a right of way, WCC obtaining consent to create a right of way easement and WCC executing the easement instrument, indicate that WCC’s intention was to grant a right of way easement.
18. Grant of right of way easement will not have significant impact on the current use of the Library Land.
19. Glen Eden Library manager and the staff in principal support the grant of right of way easement.
20. To date only the owner of the properties at 7 and 9-13 Glenmall Place has requested Auckland Council to grant the easement. That owner has not been able to contact owners of the properties at 13 and 27-35 Glenmall Place. Therefore, as noted above, Auckland Council might need to grant the easement to the owners in stages.
Tauākī whakaaweawe āhuarangi
Climate impact statement
21. There will be no climate impact as the proposed right of way easement is formalisation of an existing activity.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
22. The proposed decision has no identified impacts on other parts of the Council group.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
Tauākī whakaaweawe Māori
Māori impact statement
24. There are no specific impacts to Maori. Where aspects of this proposed project are anticipated to have a significant impact on sites of importance to mana whenua, then appropriate engagement will be undertaken.
Ngā ritenga ā-pūtea
Financial implications
25. The owners of the Benefiting Land will be responsible for their own costs.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
26. There are no current significant risks of the proposal to Auckland Council or the local board as the proposal addresses the existing use of the part of the Library Land as accessway.
27. There is a potential risk that future development on the Benefiting Land might result in increased traffic movement through the Library Land.
28. The grant of the right of way easement could restrict the future use and development of the Library Land carpark.
Ngā koringa ā-muri
Next steps
29. If the local board approves the grant of right of way easement Auckland Council’s Legal Services will prepare the easement documentation and register the right of way easement against Library Land.
Attachments
No. |
Title |
Page |
a⇩ |
Library Lot 1 DP 51163 Record of Title NA14B/230, Lot 2 DP 76823 Record of Title NA129A/790, Lot 7 DP 62620 Record of Title NA18C/550 |
91 |
b⇩ |
Glenmall Place Lot 1 DP62620 Record of Title NA18C/544, Lot 2 DP 62620 Record of Title NA18C/545, Lot 3 DP 62620 Record of Title NA18C/546, Lot 4 DP 62620 Record of Title NA18C/547 |
97 |
c⇩ |
Right of way Easement Letter dated 6 November 2003 |
105 |
d⇩ |
Right of way shown as area 'A' on DP 327805 |
107 |
Ngā kaihaina
Signatories
Authors |
Tamara Zunic - Specialist Technical Statutory Advisor |
Authorisers |
Rod Sheridan - General Manager Community Facilities Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
05 December 2019 |
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Auckland Transport update for December 2019
File No.: CP2019/20068
Te take mō te pūrongo
Purpose of the report
1. To provide an update to the Waitākere Ranges Local Board on transport matters in their area and an update on its local board transport capital fund (LBTCF).
Whakarāpopototanga matua
Executive summary
2. Progress on the Board’s LBTCF funded projects is noted. The Board has $1,505,453 remaining in its transport capital fund. A further funding allocation will be available to the Board from 1 July 2020.
Recommendation/s That the Waitākere Ranges Local Board: a) receive the Auckland Transport update report for December 2019.
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Horopaki
Context
3. This report addresses transport related matters in the Local Board area.
4. Auckland Transport is responsible for all of Auckland’s transport services, excluding state highways and reports on a monthly basis to local boards, as set out in the Local Board Engagement Plan. This monthly reporting commitment acknowledges the important role local boards play within and on behalf of their local communities.
5. The LBTCF is a capital budget provided to all local boards by Auckland Council and delivered by Auckland Transport (AT). Local boards can use this fund to deliver transport infrastructure projects that they have identified as a priority but are not part of AT’s work programme. Projects must:
· be safe
· not impede network efficiency
6. 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
Update on Local Board Transport Capital Fund
7. There is currently $1,505,453 left in the Board’s LBTCF. When this is added to the Board’s new allocation, a total of $3,524,792 is available from 1 July 2020, for the new political term.
8. The Board has a substantial amount in the LBTCF remaining and it has indicated it wishes to use this to enhance the Glen Eden Town Centre.
West Coast Road Pedestrian and Cyclist Safety Improvements |
Sunnyvale to Oratia Shared Path |
AT’s Speed Management Bylaw
9. 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.
10. The greatest impact of the speed-limit reductions will be on high-risk rural roads, town centre streets and Auckland’s central business district.
11. Under the new Safe Speed Limits Bylaw, there are three important changes to speed limits:
a) Following public feedback, most of Auckland’s city centre will have a speed limit of 30km/h (the current 10km/h combined pedestrian and vehicle zones will remain) apart from Hobson, Fanshawe and Nelson Streets which will be 40km/h with engineering treatments to protect vulnerable road users.
b) Fourteen town centres, such as Orewa, Te Atatu South and Westgate, will also have 30km/h speed limits.
12. Around 700kms of rural roads across the Auckland region will have new lower speed limits. The board decided to leave existing speed limits on 20 roads, mostly in rural areas in the south.
Tauākī whakaaweawe āhuarangi
Climate impact statement
13. Auckland Transport are 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
14. The other issues reported are confined to Auckland Transport and do not impact on other parts of the Council group. Any engagement with other parts of the Council group will be carried out on an individual basis.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
15. Fifteen areas on Piha Road were identified as needing urgent repair. These were completed mid November 2019 over a period of a week and a half. Parts of Piha Road were reduced to a 30km speed limit and were being managed by a roading contractor. These repairs were done to allow for the increased traffic flow of tourists heading to Piha during the summer period.
16. Slips, which were affecting the road, between 111 – 121 Victory Road, Laingholm have now been completed.
Auckland Transport Consultations
17. AT Provides
the Waitakere Ranges Local Board with the opportunity to comment on transport
projects being delivered in its area. The consultations below were sent to the
Board in September – November period for comment.
Location |
Proposal |
Board response |
6 Waikumete Road |
A ‘No Stopping at All Times’ restriction around the mouth of the intersection The realignment of the parking bays opposite 6 Waikumete Road
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The local board raised concerns around this proposal. |
Glengarry Road zebra crossings |
Proposal responds to requests from the local community to improve pedestrian safety on Glengarry Road.
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Woodlands Park School |
A
footpath along the western side of Woodlands Park Road. |
|
Traffic Control Committee resolutions
18. The decisions of the Traffic Control Committee that affected the Waitakere Ranges Local Board area in September and October 2019 are noted below:
Mettam Drive / O’Meara Street / Vincent McGrath Crescent / Richard Petterd Way, Swanson |
Permanent Traffic and Parking changes Combined |
No Stopping At All Times, Road Hump, Give-Way control, Edge Line |
Carried |
Mettam Drive / O’Neills Road / Pooks Road, Swanson |
Permanent Traffic and Parking changes Combined |
No Stopping At All Times, Road Hump, Stop control, Edge Line, Flush Median |
Carried |
Woodlands Park Road / Boyland Road / Hollywood Avenue / Ngaio Road / Waima Crescent, Titirangi |
Permanent Traffic and Parking changes Combined |
No Stopping At All Times, Lane Arrows, No Right Turn, Traffic Island, Roundabout, Stop Control, Road Hump, Pedestrian Crossing, Flush Median, Slow Marking, Edge Line |
|
Tauākī whakaaweawe Māori
Māori impact statement
19. For all projects, consideration of impacts and opportunities for engagement will be carried out on an individual project basis
Ngā ritenga ā-pūtea
Financial implications
20. The recommendation to receive this report has no financial implications.
Waitakere Ranges Local Board Transport Capital Fund Financial Summary |
|
Total Funds Available in last political term |
$2,497,651 |
Amount committed to date on projects approved for design and/or construction |
$992,198 |
Remaining Budget left |
$1,505,453 |
21. A further funding allocation will be available to the Board from 1 July 2020.
22. $3,524,792 will be available from 1 July 2020 from the Local Board Transport Capital Fund.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
23. The recommendation to receive this report has no risks. AT has risk management strategies in place for the transport projects undertaken in the local board area
Ngā koringa ā-muri
Next steps
24. Auckland Transport will provide another update report to the Board in February 2020.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Caroline Tauevihi - Elected Member Relationship Manager |
Authorisers |
Jonathan Anyon - Elected Member Relationship Team Manager Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
|
Auckland Council’s Quarterly Performance Report: Waitākere Ranges Local Board for Quarter One 2019/2020
File No.: CP2019/20340
Te take mō te pūrongo
Purpose of the report
1. To provide the Waitākere Ranges 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 Waitākere Ranges Local Board Plan outcomes.
4. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery in Attachment A. Activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). There are no activities with a red status this quarter.
5. The financial performance report compared to budget 2019/2020 is in Attachment B. There are some points for the local board to note. Waitākere Ranges Local Board capital investment for the period was $274,000 and net operational cost of service was $3.3million. Operating expenditure is over budget by eighteen per cent and is mainly due to higher parks and facilities maintenance than planned. Operating revenue is under budget by six per cent due to lower fees and charges from Libraries. Capital expenditure is forty-two per cent below budget mainly due to renewals programme behind anticipated schedule.
Recommendation/s That the Waitākere Ranges 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 2019/2020 work programme and 2020-2022 indicative work programme to add the following projects to the Risk Adjusted Programme: i) 2313 – Waitākere Domain Hall renew roof on hall ii) 2596 – Clarence Reserve, renew park amenity lighting iii) 2873 – Titirangi War Memorial Hall, renew all curtains iv) 3033 – Piha Hall, refurbish exterior of hall v) 3034 – Waiatarua Hall, renew carpets in community library.
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Horopaki
Context
6. The Waitākere Ranges Local Board has an approved 2018/2019 work programme for the following operating departments:
· Arts, Community and Events;
· Parks, Sport and Recreation;
· Libraries and Information;
· Community Facilities: Build Maintain Renew;
· Community Leases;
· Infrastructure and Environmental Services;
· Plans and Places; and
· The Southern Initiative / The West Worx.
7. Work programmes are produced annually, to meet the Waitākere Ranges Local Board outcomes identified in the three-year Waitākere Ranges Local Board Plan. The local board plan outcomes are:
· People actively protect the Waitākere Ranges Heritage Area;
· Our unique natural habitats are protected and enhanced;
· Local communities feel good about where they live;
· People experience local arts and culture and recognise our heritage;
· Our urban centres are enjoyable places to be; and
· Our community spaces, parks, sports and recreation facilities meet local needs and are easy to get to.
8. 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
9. 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)
· are in progress but with issues that are being managed (amber)
· have significant issues (red)
· have been cancelled/deferred/merged (grey).
Graph 2: Work programme by RAG status
10. The graph below shows the activity status of activities which shows the stage of the activity in each department’s 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
11. Key activity updates from this quarter include:
· 179 – Māori responsiveness, partners with mana whenua and matāwaka organisations to support collaborative projects that respond to Māori aspirations. A Kaiwhakaawe (Māori Broker) based at Hoani Waititi Marae has been appointed by the Marae. This role has been established to progress the relationship and programme aspirations of Hoani Waititi Marae, the western local boards, and Māori communities as identified in the Waitākere ki Tua Action Plan.
· 312 – Delivery of an annual programme of citizenship ceremonies in partnership with the Department of Internal Affairs. The Civic Events team delivered nine citizenship ceremonies on three different occasions during Q1 with 155 people from the local board area becoming new citizens.
· 317 – Social and Historic Heritage Events: Two events were delivered in Q1. The WW1 Centenary Peace Concert took place on 18 August 2019 at Swanson RSA. The Band of the Royal Regiment of New Zealand Artillery played celebratory music and marches commemorating the return of soldiers from WWI and peace celebrations during 1919. 60 attended and afternoon tea was provided.
· 585 – (Part) Fund the Going West Trust to deliver Going West, an annual literary festival based in Titirangi but encompassing events in other parts of the West as well: The 24th Going West Festival added some new elements this year with 'Waituhituhi' Poetry at Piha lead by local creatives Tracey Tawhiao and Pita Turei. The festival opened in Titirangi War Memorial Hall and sales exceeded expectations. One festival opener, Apirana Taylor, was invited to participate in a television show as a result of his performance that evening. The festival spanned 10 days, across multiple venues in partnership with Te Uru, Arataki Visitor Centre, Corban Estate Arts Centre, Te Pou, Titirangi Library and Titirangi Flicks. The festival commissioned two new theatre productions, 'Ghost Trees' that referenced Kauri Dieback, and 'Sofjia’s Garden' a children’s production.
· 1019 – Māori Responsiveness (2018/2019) was a youth engagement and Māori landscape design project with Te Kura o Hoani Waititi Marae. In September students at Te Kura Kaupapa Maori o Hoani Waititi Marae presented their ideas for a cultural design of Sunvue Park, with a number of local board members in attendance. This was the result of a 10-week learning programme with professional landscape designers, and a collaboration between Te Kura, Auckland Council, Boffa Miskell, UNITEC and Community Waitākere. The students gained NCEA level 2 credits for their work.
· 1023 – Support customer and community connection and celebrate cultural diversity and local places, people and heritage - Waitākere Ranges Libraries: Titirangi hosted the launch of "Cutting Through" by the Titirangi Poets. Titirangi Library's participation in the Going West Festival offering many free events drew grateful and positive feedback from the festival organisers. Glen Eden Library staff hosted and participated with local community groups in a collaborative workshop to provide services for the residents of the new apartments complex.
· 3575 – The movable pump track was relocated, and opened to the community at Les Waygood Reserve in Piha, following an initial period of use at Sunvue Park in Glen Eden.
Activities with significant issues
12. There are no projects or activities which have been identified as red (having significant issues).
Activities on hold
13. The following work programme activities have been identified by operating departments as on hold:
· 589 – Operational Grant - Shadbolt House. Fund establishment and set-up costs of a writers' centre at Shadbolt House (35 Arapito Road). This action requires further decisions by the local board on how to fund building restoration work. Progression of the Shadbolt House project was included in local board agreement consultation material.
· 587 – Operational Grant - Glen Eden Playhouse, to respond to the establishment needs of asset-based service provision. This is now progress. In Q1, Glen Eden Playhouse had 2250 attendees, 12 programmes with 31 sessions. Some of the highlights included a United States cast and crew come to perform Pride and Prejudice. A country Western Music group performing to sell-out audiences and on 14 September, a concert was held in honour of victims of Christchurch Mosque shootings. This was performed by a popular East Indian band who have worked in Bollywood and performed all around the world.
· 2313- Waitākere Domain Hall - renew roof on hall: the project is no longer proceeding in financial year 2019-2020 and will progress in financial year 2022.
· 2839 – Concordia Reserve – renew pathways: The park will remain closed with pathway works postponed due to Kauri Dieback mitigation programme. While kauri dieback issues are resolved the project is on hold.
· 3548 – Mahoe Walk - renew walkways and path. This project is carried over from the 2017/2018 and 2018/2019 work programme (previous ID 2473 and 3096)). While kauri dieback issues are resolved the project is on hold.
Changes to the local board work programme
Deferred activities
16. These activities are deferred from the 18/19 work programme:
· 1386 – 500 South Titirangi Road, Auckland Playcentres Association Incorporated – Titirangi: a new building lease was deferred from the 2018/2019 work programme as classification of the land was required to be completed prior to lease. Surveying is underway. A report to the Waitakere Ranges Local Board to approve the classification of the land parcels being created is expected in late quarter two or early quarter three.
· 1387 – 42 Seaview Road, Piha, vacancy to manage Wetlands New ground lease, was deferred from the 2018/2019 work programme as the land is in a flood plain area. Assessments are being undertaken, and in quarter two the option of the interested community groups entering into a memorandum of understanding with Auckland Council for the wetlands rather than a formal lease / licence is being explored.
· 1388 – 42 Seaview Road, Piha: Proposed lease to The West Coast Community Arts Trust, a new building lease to new group. It was deferred from 2018/2019 work programme as the building is in a flood plain area. Assessments are being undertaken and staff will meet with council's legal and risk and insurance teams in quarter two to explore whether there are options to lease the facility to a community group taking into account the potential for flooding in the surrounding area.
· 1319 – Arapito Road, Titirangi, proposed lease to The Going West Trust building lease to new group. This was deferred from 2018/2019 work progamme due to the requirement for updated building assessments. Physical works to the foundations of the building are required before leasing. Procurement of a specialist to scope and investigate the works required for the property to become legally habitable has been undertaken and a report is expected by December 2019. A report regarding additional funding if required, agreement to lease and lease is anticipated to be presented to the Waitakere Ranges Local Board at a business meeting in February 2020
Cancelled activities
14. These activities are cancelled:
· 2861 – Swanson Reserve – renew play fort item: Investigations have confirmed that the renewal works at this site are not required.
· 1244 – Landscape Unit re- appraisal: Was not able to be pursued in the WRHA programme budget round this year.
Activities merged with other activities for delivery
15. These activities have been merged with other activities for efficient delivery:
· 2806 – Relocate the movable pump track to the new agreed location: this project has been bundled with 3313 (Sunvue Park - install modular pump track and counter).
Tauākī whakaaweawe āhuarangi
Climate impact statement
16. Receiving performance monitoring reports will not result in any identifiable changes to greenhouse gas emissions.
17. 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.
18. The recommendations on amendments to timelines in the Community Facilities work programmes are unlikely to have climate impacts.
19. Ecomatters Environmental Trust (Ecomatters) continued to be a significant local partner in delivering the environment and sustainability outcomes identified by the local board plan. A three-year funding agreement (until June 2020) is in place for them to carry out a range of local projects that support sustainable lifestyles and choices and motivate change and improve the health and wellbeing of local households.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
20. 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
21. This report informs the Waitākere Ranges Local Board of the performance for the quarter ending 30 September 2019
Tauākī whakaaweawe Māori
Māori impact statement
22. The following projects contain a specific approach to progressing Māori responsiveness.
· 179 – Māori responsiveness, partners with mana whenua and matāwaka organisations to support collaborative projects that respond to Māori aspirations. This includes providing funding to support engagement with manawhenua and the implementation of Waitākere Ki Tua - Māori Responsiveness Guide for Local Boards. A Kaiwhakaawe (Māori Broker) based at Hoani Waititi Marae has been appointed. This role has been established to progress the relationship and programme aspirations of Hoani Waititi Marae, the western local boards and Māori communities as identified in Waitākere ki Tua Action Plan.
· 467 – Māori naming (and associate storytelling) of parks and reserves will identify opportunities for park and facility naming/renaming and engaging with mana whenua to develop Māori names and enhance Auckland’s Māori identity and heritage and promote the use of te reo Māori. This is year two for naming of community parks with the option of considering community places
· 1014 – Build capacity –Young People, funds youth providers including Te Kura Kaupapa Māori o Hoani Waititi Marae, to facilitate placemaking, place activation or environmental projects that are led and delivered by young people.
· 1024 – Libraries celebrate Te Ao Māori and strengthing responsiveness to Māori. Whakatipu i te reo Māori with events and programmes including regionally coordinated and promoted programmes: Te Tiriti o Waitangi, Matariki and Māori Language Week. Engaging with Iwi and Māori organisations. Whakatipu i te reo Māori - champion and embed te reo Māori in our libraries and communities.
· 1110 – Hoani Waititi Marae funding is a three-year term agreement with Hoani Waititi Marae Trust towards operation and maintenance associated costs, enabling the marae to be open and available for public use for 2018/2019. It commenced on 1 July 2018 and will terminate on 30 June 2021.
Ngā ritenga ā-pūtea
Financial implications
23. There are no financial implications associated with this report. 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.
Financial Performance
24. Operating expenditure of $3.5 million is $525,000 over budget mainly due to higher parks and facilities maintenance than planned and timing of operational grant support to Te Uru Waitakere Contemporary Gallery.
25. Operating revenue of $202,000 is $14,000 under budget $11,000 due to lower fees and charges received at Glen Eden and Titirangi libraries.
26. Capital expenditure of $274,000 is $195,000 below budget mainly due to renewals projects at various stages of completion.
27. The Waitākere Ranges local board Financial performance report is in Attachment B.
Revised Budget
28. For quarterly reporting purposes, annual plan budgets are revised to reflect changes in timing of delivery for individual projects.
29. 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.
30. 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.
31. 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.
32. The net budgetary impact of these changes is reflected in the revised budget for the board.
33. 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:
Risk Adjusted Projects (RAP)
34. 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.
35. Since approval of the local work programmes in June 2019 investigation and design (including forecasting of delivery) has commenced. As a result, it has become apparent that some projects that had been included for delivery in the 2019/2020 financial year may not be able to be progressed as quickly as anticipated. Reasons for delays include matters such consenting, heritage items identified, and consultation requirements. Therefore, in order to enable 100 per cent delivery to budget Community Facilities request approval to RAP and progress the following projects:
· 2313 – Waitākere Domain Hall, renew roof on hall
· 2596 – Clarence Reserve, renew park amenity lighting
· 2873 – Titirangi War Memorial Hall, renew all curtains
· 3033 – Piha Hall – refurbish exterior of hall
· 3034 – Waiatarua Hall – renew carpets in community
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
36. 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.
37. 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
38. The local board will receive the next performance update following the end of quarter two, December 2020.
Attachments
No. |
Title |
Page |
a⇩ |
Work Programme 2019/2020 update |
123 |
b⇩ |
Operating Performance Financial Summary |
141 |
c⇩ |
Community Facilities Community Facilities: Build Maintain Renew Work Programme 2019–2022 |
147 |
Ngā kaihaina
Signatories
Authors |
Raewyn Curran - Senior Local Board Advisor - Waitakere Rnge |
Authorisers |
Louise Mason - GM Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
|
Local board appointments and delegations for the 2019-2022 electoral term
File No.: CP2019/19209
Te take mō te pūrongo
Purpose of the report
1. To recommend that the Waitākere Ranges 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.
Recommendation/s That the Waitākere Ranges Local Board: a) appoint XXXX and XXXX, as an alternate, the nominated local board member for landowner consents (excluding landowner consents for filming) and authorise them to: i) be the point of consultation for staff on all applications for landowner consent and, at their discretion, refer any application for landowner consent to the local board for a local board decision, and ii) to 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 XXXXXX and XXXXXX, as an alternate, the nominated local board member for landowner consents for filming and authorises them to: i) to be the point of consultation with staff on all applications for landowner consent for filming and, at their discretion, refer any applications for landowner consent for filming to the local board for a local board decision ii) receive notifications from staff of areas that may involve reputational, financial, performance or political risk. c) appoint XXXXXX and XXXXXX, as an alternate, the nominated local board member for events and authorises them to receive staff notifications of areas that may involve reputational, financial, performance or political risk d) delegate to XXXXXX and XXXXX, 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 XXXXXX and XXXXX, as an alternate, 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 f) delegate to XXXXXX and XXXXX, as an alternate, the authority to prepare and provide local board views and speak those local board views at any hearings on notified resource consents.
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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 Waitemata, Waitākere 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:
o complete or substantial closure of the public open space
o more than 500 people
o road closure
o liquor
o ticketed event.
· Any regulatory decision to set fees and charges for holding local events on council-owned local parks and 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:
o areas that may involve reputational, financial, performance or political risk
o decisions to approve events on council owned land in the local board area.
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 (eg leave of absence, illness) and has agreed (via written communication) that the alternate take the role of nominated local board member for a specified time period.
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.
Tauākī whakaaweawe Māori
Māori impact statement
33. A decision of this procedural nature is not considered to have a positive or negative impact for Māori.
Ngā ritenga ā-pūtea
Financial implications
34. 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
35. 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.
36. 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.
37. 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
38. Nominated local board members providing feedback on landowner consents and events will engage with staff acting in accordance with the Local Board Delegation Protocols.
39. 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.
40. 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.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Carol Stewart - Senior Policy Advisor |
Authorisers |
Louise Mason – GM Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
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Appointment of LB members to external community organisations
File No.: CP2019/19210
Te take mō te pūrongo
Purpose of the report
1. To appoint board members to external community organisations relevant to the Waitākere Ranges Local Board area.
Whakarāpopototanga matua
Executive summary
2. Elected members participate as representatives of the local board on a number of external community and national organisations.
3. The beginning of the new electoral term generates the need for new appointments. This report provides details of the external organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the board on those external organisations for the 2019-2022 triennium.
4. In addition, there are a small number of appointments which, due to legislation or the terms in a deed are the responsibility of the Governing Body, but because the relationship between the council and the organisation is local, the Governing Body has delegated its responsibility to nominate an elected member to the relevant local board.
Recommendation/s That the Waitākere Ranges Local Board: a) appoint lead and alternate board members to the external community groups and organisations listed below for the 2019-2022 triennium:
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Horopaki
Context
1. A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation.
2. At the commencement of each triennium, the Governing Body and local boards make appointments to external organisations.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
Tātaritanga me ngā tohutohu
Analysis and advice
8. The details of the organisations relevant to the Waitākere Ranges local board are detailed below.
Aircraft Noise Community Consultative Group
9. Under Designation 1100 of the Auckland Unitary Plan Operative in part, the Auckland International Airport Limited is required to maintain the Aircraft Noise Community Consultative Group. The purpose of the group is to consider, and where appropriate, make recommendations to Auckland International Airport Limited on aircraft noise and concerns that arise from the operations and activities at the airport.
10. Membership of the group comprise an Auckland Council Governing Body representative, 12 local board representatives, and representatives from industry, Mana Whenua, the community, Airways, Board of Airline Representatives of New Zealand and Auckland International Airport Limited.
11. One local board member is selected from each of the following local boards: Mangere-Ōtāhuhu, Ōtara-Papatoetoe, Manurewa, Howick, Franklin, Maungakiekie-Tamaki, Albert-Eden, Puketāpapa, Whau, Orākei, Wāitakere Ranges, and Papakura.
12. The meetings are held every three months. The next meeting occurs on 9 December 2019, 1-3pm, Pavilion Roam III, Sudima Hotel, 18 Airport Drive, Auckland Airport.
13. The previous local board representatives were Steve Tollestrup with Denise Yates as the alternate.
Ark in the Park
14. Ark in the Park is a partnership between Forest and Bird and the Auckland Council. It is a conservation project centered around a zone in the Auckland's Waitakere Ranges Regional Park and oriented around Cascade Kauri, which aims to enhance indigenous biodiversity and ecosystem functioning within the project area.
15. The Royal Forest and Bird Protection Society of New Zealand is an incorporated society under the incorporated Societies Act 1908 with objectives of protecting nature and natural landscapes.
16. The governance group comprises two nominees from the Governing Body of Auckland Council, one nominee from Auckland Council’s Waitākere Ranges local board, one nominee of the executive of Forest and Bird and two nominees of the Waitakere branch of Forest and Bird. The group meets twice a year.
17. The previous local board representative was Saffron Toms.
Friends of Arataki and Waitākere Regional Parkland Incorporated
18. Friends of Arataki and Waitākere Ranges Regional Parkland Incorporated (Arataki) is a incorporated society, the purpose of which is to promote and support the development of Arataki Visitor Centre and Waitākere Ranges Regional parkland as long as Arataki shall be kept and maintained as a public parkland and visitor centre; to promote and support the interests of Arataki; and to foster public interest in New Zealand in Outdoor Education and conservation (and particularly Auckland) by working with Arataki staff.
19. The trustees of the group comprise up to 12 representatives of the community including up to two nominated elected members of Auckland Council, and the principal ranger in charge of Arataki Visitor’s Centre and the regional park, and mana whenua.
20. The previous local board representatives were Sandra Coney and Neil Henderson.
21. The next meeting of the charity has not been set. The rules of the charity are available on the Charities Services website: https://www.register.charities.govt.nz/Charity/CC38374
Glen Eden Business Improvement District (Glen Eden Business Association)
22. Business Improvement District (BID) Partnership Programmes are local economic development initiatives run by a business association in partnership with the council, supported by a designated targeted rate.
23. The local board has a day-to-day relationship with the business associations as a joint partner in the BID Partnership Programme. The local board will work with the business associations to align the direction for the BID programme and local priorities expressed in the Local Board Plan. The local board will receive regular reporting on the BID Partnership Programme and review progress against objectives.
24. The business association may invite the appointed member onto the BID Governance Board or Executive Committee. The discretion on whether this member has voting rights will lie with the business association under the rules of their constitution.
25. The previous local board representatives were Steve Tollestrup with Greg Presland as the alternate.
26. It is recommended that the local board appoints a local board member and an alternate to each business association to represent the local board regarding all matters relating to the business association.
[Glen Eden] Playhouse Theatre Inc.
27. [Glen Eden] Playhouse Theatre Inc. is an incorporated society, governed under the Incorporated Societies Act 1908, and therefore membership is open to the public at large. Its main purpose is to produce high-quality dramatic and musical productions by and for its community.
28. The Trust has extended an offer to the local board to nominate a member of the local board to represent Auckland Council on the Trust in an advisory / liaison capacity.
29. The previous local board liaison representative was Ken Turner.
Te Uru Contemporary Gallery
30. Te Uru Waitakere Contemporary Gallery Incorporated is a registered charity responsible for the governance of Te Uru. The gallery is part of the Lopdell Precinct in Titirangi village.
31. The Waitakere Ranges Local Board has a funding agreement with Te Uru which provides an annual operating grant. In addition, it provides funding support for rent, and resources the Lopdell Precinct facility manager.
32. To recognise the relationship between Auckland Council and the Society, its constitution includes the option of a Local Board Elected Member being appointed as an ex-officio member to provide liaison. The appointee has speaking rights but does not have voting rights and cannot act in a decision-making capacity.
33. The appointment is made to represent the views of the Waitakere Ranges Local Board rather than the appointees individual view as an elected member. It is therefore important that the member obtain the views of the local board on key issues periodically. This could be done through a workshop once or twice a year.
The Rural Advisory Panel
34. The Rural Advisory Panel was established to identify and communicate the interests and preferences of the rural-based industries and community of Auckland to the council.
35. It advises the council on regional policies and plans specific to the rural sector. It also communicates shared rural sector interests to the council and contributes to the rural outcomes of the Auckland Plan, and how rural areas are to be managed in the Unitary Plan.
36. The total number of the panel members is 21, comprising elected members of Auckland Council and representatives from the rural industry and community sectors. This includes two ward councillors and three local board members from Franklin, Rodney and Waitākere Ranges local board areas.
37. The panel is anticipated to meet every two months.
38. The previous local board representatives was Neil Henderson.
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.
Tauākī whakaaweawe Māori
Māori impact statement
42. 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
43. There are no financial implications as a result of this report
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
44. 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
45. 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.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Raewyn Curran - Senior Local Board Advisor - Waitakere Rnge Carol Stewart - Senior Policy Advisor |
Authorisers |
Louise Mason – GM Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
|
Process for appointment of Local Government New Zealand National Council representative
File No.: CP2019/19217
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.
Recommendation/s That the Waitākere Ranges 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
Process |
Details of process |
|
A |
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. |
B |
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.
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.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Shirley Coutts - Principal Advisor - Governance Strategy |
Authorisers |
Louise Mason – GM Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
|
Adoption of a business meeting schedule
File No.: CP2019/19212
Te take mō te pūrongo
Purpose of the report
1. To adopt the Waitākere Ranges 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.
Recommendation/s That the Waitākere Ranges Local Board: a) adopt the meeting schedule outlined below for the 2019-2022 electoral term:
b) agree to commence business meetings at 4pm to be held at the Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden. 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 2 special meetings to be held at the Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden at 4.00pm as follows: i) Thursday 7 May 2020 at 4.00pm for local board plans ii) Thursday 18 June 2020 at 4.00pm for local board agreements d) note two recess weeks annually as follows: (i) 2020 week 1: from Monday, 20 April to Friday, 24 April 2020 week 2: from Monday, 06 July to Friday, 10 July 2020 (ii) 2021 week 1: from Monday, 05 April to Friday, 09 April 2021 week 2: from Monday, 05 July to Friday, 09 July 2021 iii) 2022 week 1: from Monday, 25 April – Friday, 29 April 2022 week 2: from Monday, 11 July to Friday, 15 July 2022.
|
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Anna Bray - Policy and Planning Manager - Local Boards |
Authorisers |
Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
|
Urgent decision-making process
File No.: CP2019/19215
Te take mō te pūrongo
Purpose of the report
1. To seek the Waitākere Ranges 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.
Recommendation/s That the Waitākere Ranges 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.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Anna Bray - Policy and Planning Manager - Local Boards |
Authorisers |
Louise Mason – GM Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
|
Annual Budget 2020/2021 consultation
File No.: CP2019/19729
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.
Recommendation/s That the Waitākere Ranges 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 Waitākere Ranges 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) Host a Have Your Say event during public forum time at the Thursday 27 February 2020 business meeting ii) Host a Have Your Say drop-in style event at Glen Eden Library on Friday 6 March 2020 between 10am-12pm iii) Host a Have Your Say drop-in style event at Titirangi Library on Wednesday 11 March, between 2.30-4.30pm 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.
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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
12. During the document production stage, if changes to the local content and supporting information are identified, these will be provided to the local board chairperson to approve.
13. Any new local Business Improvement District (BID) targeted rates must be consulted on before they can be implemented. Local boards are therefore also requested to approve any new proposals for consultation.
14. Aucklanders who wish to have their views on the proposed content of the local board agreement and Annual Budget 2020/2021 considered by Auckland Council should be provided a reasonable opportunity to present those views in a manner and format that is appropriate to the preferences and needs of those persons, including face-to-face.
15. The council provides for this through its ‘Have Your Say’ events where Aucklanders can have a face-to-face dialogue with elected members or other council representatives with an appropriate delegation. The Have Your Say event recommended to be held in the Waitākere Ranges Local Board area is:
i) Public forum time at the Thursday 27 February 2020 business meeting.
16. The consultation period does not begin for a couple of months. If circumstances change between now and the consultation period and any change to the approved Have Your Say event is required, these will be provided to the local board chairperson to approve.
17. Should a proposal requiring an amendment to the council’s long-term plan (10-year Budget) be identified during the Annual Budget 2020/2021 process, this would necessitate use of the special consultative procedure. Where an amendment to the 10-year Budget is being consulted on at the same time as consultation on the Annual Budget, the Local Government Act 2002 requires the council to use the special consultative procedure in relation to both matters.
18. The special consultative procedure requires the council to provide an opportunity for Aucklanders to present their views to the council in a manner that enables ‘spoken (or New Zealand sign language) interaction’ between the person and the council’s decision-makers or their official delegates. The recommended Have Your Say events, along with the recommended delegation, provides for this spoken interaction.
Tauākī whakaaweawe āhuarangi
Climate impact statement
19. The decision to consult is procedural in nature and the small scale of the Have Your Say events mean any climate impacts will be negligible. These decisions are unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.
20. However, where practicable, events proposed will be in locations accessible by public transport, to reduce car travel but also increase the opportunities for attendance.
21. Some of the proposed initiatives or projects included in the consultation content may have climate impacts. The climate impacts of any initiatives or projects Auckland Council chooses to progress with as a result of this consultation will be assessed as part of the relevant reporting requirements.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
22. The Annual Budget 2020/2021 is an Auckland Council group document and will include budgets at a consolidated group level.
23. Consultation items and updates to budgets to reflect decisions and new information may include items from across the group.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
24. Local boards will have further opportunities to provide information and views as the council progresses through the Annual Budget 2020/2021 process.
25. Aucklanders will have the opportunity to give feedback on regional and local proposals contained in the budget. All feedback received from submitters residing in the local board area will be analysed by staff and made available for consideration by the board, prior to finalising their local board agreement.
Tauākī whakaaweawe Māori
26. Many local board decisions are of importance to and impact on Māori. Local board agreements and the Annual Budget are important tools that enable and can demonstrate the council’s responsiveness to Māori. Local board plans, which were adopted in September and October of 2017, form the basis for local priorities.
28. Regionally supported local Māori engagement in the South and West will be provided subject to interest level of topics and confirmation of budget; this will be integrated with local board plan pre-engagement.
29. There is a need to continue to build local board relationships with iwi and the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn, can influence and encourage Māori participation in the council’s decision-making processes.
Ngā ritenga ā-pūtea
Financial implications
30. Event associated costs include venue hire, where council premises cannot be utilised, and catering.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
31. Local boards must approve their local consultation content and supporting information by 13 December 2019 in order for it to be formatted and reviewed in time to be incorporated into the Annual Budget 2020/2021 consultation document and supporting information.
Ngā koringa ā-muri
Next steps
32. The Governing Body will approve the consultation document, supporting information and consultation process for the Annual Budget 2020/2021 on 12 February 2020.
33. Following consultation, the Governing Body and local boards will make decisions on the budget and local board agreements respectively.
Attachments
No. |
Title |
Page |
a⇩ |
Local content for consultation |
191 |
b⇩ |
Local supporting information for consultation |
193 |
Ngā kaihaina
Signatories
Authors |
Beth Corlett - Advisor Plans & Programmes |
Authorisers |
Louise Mason – GM Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
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Consultation document content template
Waitākere Ranges Local Board |
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In 2020/2021, we plan to invest $XX million[1] to renew and develop assets and $XX million to maintain and operate assets as well as provide local programmes and initiatives |
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What we’ve been doing 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. Te Uru, Going West, EcoMatters, Hoani Waititi Marae, and others, deliver high value arts and culture, events, community and environmental services with our funding support. The upgrade of the sportsfield at Harold Moody Reserve will increase playing time New seawall and rock groyne structures are now protecting Huia Domain from coastal erosion. Our re-locatable pump track has been popular and we are looking at more sites. A new community restoration coordinator role is aimed at protecting and restoring ecological areas. The purchase of a property in Glen Eden Town Centre for future open space is a signal of our intent for improving the area. |
Our priorities for 2020/2021 Continuing the high level of service you expect from quality parks and playgrounds, libraries, and community facilities. Our priorities include: · Activating Glen Eden Town Centre with events and planning for its regeneration · Progressing designs for a new park in Swanson and Oratia Halls Reserve · Supporting restoration of Shadbolt House for a future writer’s residency. · Restoring significant ecological areas (SEA) in our local parks and assisting private property owners to restore SEAs · Progressing an application for the Waitākere Ranges Heritage Area to become an International Dark Sky Park · Supporting community resilience planning in our coastal villages · Increasing our focus on climate action We’re not proposing major changes to our existing work programme as we continue to deliver the projects identified in our Local Board Plan. |
Supporting information content template
Waitākere Ranges 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
· During the last term the local board passed a resolution declaring a climate emergency for the local area.
· The question now is what should we do to address climate change and contribute to the Government's goal that New Zealand becomes carbon neutral by 2050.
· Transport is important.
· We need to persuade locals to walk and cycle more and drive less. Creating walkways and cycleways that are accessible and safe is a big part.
· We have in the past built walkways and cycleways at Landing Road, Rimutaka Place, Oratia and Henderson Valley. We have completed the Waitākere Ranges Greenways Plan. We intend to do more.
· Another priority will be supporting public transport and in particular the provision of shuttle services for our townships.
· How much rubbish we produce has a major impact on our environment. Our local council buildings should be exemplars of sustainable practices. Local electricity systems should be resilient and flexible.
· Climate change needs to be at the forefront of our thinking.
We want Glen Eden to be a well-connected and welcoming place. We intend to advance our plans for a civic square. We will be working to welcome new residents of the apartment towers currently under construction.
Swanson is our fastest growing village and the population has increased dramatically. We are currently working on a design to develop the new park at Mettam Drive.
The Waitākere Ranges Heritage Area continues to be a focus. We are developing gateways for the entry points to celebrate the uniqueness of the area. We intend to progress an application for the area to become an International Dark Sky Park.
Our focus on protecting and restoring the environment must continue.
There is an urgent need to improve water quality in our area. Our beaches and lagoons should always be swimmable. We will work with local communities to improve water quality.
Let us know what you think.
What we propose in your local board area in 2020/2021
In 2020/2021 to deliver on our priorities we plan to invest $XX million[2] to renew and develop assets and $XX million to maintain and operate assets [AL1] 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
$XXm |
$XXm
- |
$XXm
- |
$XXm
- |
OPEX project name |
Location |
Activating Glen Eden Town Centre with events and planning for its regeneration |
Glen Eden Town Centre |
Supporting restoration of Shadbolt House for a future writer’s residency |
35 Arapito Road, South Titirangi |
Progressing an application for the Waitākere Ranges Heritage Area to become an International Dark Sky Park |
Waitākere Ranges Heritage Area |
Developing a concept for a village green for Oratia Halls Reserve |
565 West Coast Road, Oratia |
Restoring significant ecological areas (SEA) in our local parks and assisting private property owners to restore SEAs on their own land |
multiple |
Supporting community resilience planning in our coastal villages |
Piha, Te Henga |
CAPEX project name |
Location |
Developing a new local park for Swanson residents in the Penihana subdivision |
41 Mettam Drive, Swanson |
Renewing playgrounds and parks furniture in local parks in Glen Eden and Parau |
various |
[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?
05 December 2019 |
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Elected Members Expense Policy 2019
File No.: CP2019/19734
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.
Recommendation/s That the Waitākere Ranges Local Board: a) receive and provide any feedback on the draft Auckland Council Elected Member Expense Policy 2019.
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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[3]. 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.
Attachments
No. |
Title |
Page |
a⇩ |
Draft Auckland Council Elected Member Expense Policy |
201 |
b⇩ |
Summary of local board feedback on the Remuneration Authority’s discussion paper on childcare allowances |
219 |
Ngā kaihaina
Signatories
Authors |
Warwick McNaughton - Principal Advisor - Democracy Services |
Authorisers |
Marguerite Delbet – General Manager Democracy Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
05 December 2019 |
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Resinstatement of Manukau Harbour Forum
File No.: CP2019/19864
Te take mō te pūrongo
Purpose of the report
1. To approve the reconstitution of the Manukau Harbour Forum (the forum), including the Waitākere Ranges Local Board, for the 2019 to 2022 local government term, and confirm the Terms of Reference for the forum.
2. To nominate a board member, and an alternate, to represent the Waitāker Ranges Local Board on the forum.
Whakarāpopototanga matua
Executive summary
3. The Manukau Harbour Forum was established in 2012 as a joint committee of nine local boards bordering the Manukau Harbour. Member boards recognised the need for joint decision making and advocacy to achieve water quality improvements for the Manukau Harbour.
4. The committee ceases to exist at the end of every electoral term and can be reconstituted following agreement of the entities involved. This report invites boards to consider reconstitution of the forum, and to nominate a board member (and alternate) to represent this board on the Forum.
5. The forum’s purpose is to champion a sustainable management approach for the Manukau Harbour. This is detailed in the attached Terms of Reference, which all nine of the member boards are asked to confirm.
6. A review of the forum was undertaken in mid-2019 to develop a future state direction and new three-year work programme. The review recommended the forum be continued but found that the forum is failing to achieve its vision due to a combination of factors, including resourcing and lack of an integrated strategic plan and must be strengthened and appropriately resourced to deliver on the vision.
Recommendation/s That the Waitākere Ranges Local Board: a) agree to re-constitute the Manukau Harbour Forum Joint Committee with the Franklin, Māngere-Ōtāhuhu, Manurewa, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, Papakura, Puketāpapa, and Whau Local Boards for the 2019/22 electoral term. b) appoint one named member and one named alternate member to the Manukau Harbour Forum. c) note the first workshop and meeting of the Manukau Harbour Forum is scheduled for 10.00am–1.00pm Friday 13th December 2019 in Mangere. d) note that the reconstituted Forum will have two co-chairs one being a local board member and one being a governing body representative of the Manukau Harbour Forum. The local board co-chair representative will be elected by a majority of members at the first meeting. An invitation will be extended to the Governing Body to appoint two members noting one will act in a co-chair role. e) confirm the updated Terms of Reference for the Manukau Harbour Forum as outlined in Attachment A, noting they have been amended enabling two members of the Governing Body to be invited to join the forum, one of the Governing Body members will be co-chair of the forum. f) delegate authority to the Manukau Harbour Forum to make decisions within its Terms of Reference, noting that any significant or controversial decisions will only be made by the forum with the confirmation by resolution of all the member boards that would be affected by the decision and that the local board will reserve the right to hold and promote a different view to that of the forum on any issue that may impact the local board area. g) confirm that any further changes to the Manukau Harbour Forum’s Terms of Reference will be agreed first by the forum then recommended to the nine member boards for their approval, noting that resolutions must be identical. h) note that in order for the requirements of this agreement for the Manukau Harbour Forum to be reached, the resolutions of each of the nine-member boards made in respect of recommendations a) (b)-(f) above (with the exception of (b) where appointees are to be named) must be identical and that in the absence of identical resolutions by all member boards, the forum will not meet the requirements under clause 30a of Schedule 7 to the Local Government Act 2002. i) receive and note the Manukau Harbour Forum governance and management support review report (Attachment B).
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Horopaki
Context
7. Nine local boards (Franklin, Māngere-Ōtāhuhu, Manurewa, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, Papakura, Puketāpapa, Whau and Waitākere Ranges Local Boards) together formed the Manukau Harbour Forum with the view to form a means of collective local board advocacy on common issues affecting the Manukau Harbour.
8. The Manukau Harbour Forum was constituted formally as a joint committee of nine local boards under standing orders 2.8.1 and 2.8.2. Standing orders 2.8.1 and 2.8.2 enable a local board to appoint a joint committee with another local board or boards. Being a joint committee enables the forum to conduct business more efficiently, as a local board joint committee can make decisions and provide direction to officers without seeking confirmation and/or ratification from the individual member boards. In accordance with clause 30(7) of the Local Government Act 2002, the Forum automatically dissolved following the 2019 local government elections.
9. An updated Terms of Reference for the Manukau Harbour Forum setting out the purpose and principles of the forum are presented in Attachment A. The purpose of the forum is to champion a sustainable management approach for the Manukau Harbour. Since its formation the Forum has:
· identified issues, such as mangroves, pacific oysters, coastal erosion, stormwater, recreational access/wharves and Maui Dolphin Sanctuary as high priority
· funded a work programme consisting of annual seminar, communications programme, and a business to business education programme
· developed a ‘Manukau Harbour Forum Vision and Strategy’, undertaken a comprehensive stocktake of all research pertaining to the Manukau Harbour and catchment, produced a set of maps and a list of stakeholders
· received regular updates on marine monitoring within the Manukau Harbour
· advocated to central government and Auckland Council (e.g. feedback on the Unitary Plan) on issues affecting the Harbour, including hydrodynamic modelling of sediment runoff
· identified areas of interest and potential projects that the local boards surrounding the Manukau Harbour could progress jointly and through funding from the member local boards’ budget, adopted a work programme to deliver the forum’s objectives.
Tātaritanga me ngā tohutohu
Analysis and advice
10. It is recommended that each constituting local board agrees to reinstate the Manukau Harbour Forum for another term and appoints one member plus an alternate to represent the board on the forum.
11. During the 2016/19 term of the forum a review was undertaken of the role of the forum in order to recommend a decision-making structure that will enable the objectives relating to the Manukau Harbour to be addressed effectively (Attachment B).
12. The review recommended the continuation of the forum, but found that the forum is failing to achieve its vision and must be strengthened and appropriately resourced to deliver on the vision. The failure was found to be a combination of factors, including:
· inadequate resourcing through the current funding model and inadequate staffing resource
· lack of understanding of the health of the catchment and harbour, and absence of long-term integrated strategic planning
· lack of clear rationale or resourcing for mana whenua involvement
· a local board-focused work programme that does not address larger scale strategic issues.
13. The forum endorsed the key recommendations of the review at its meeting on 30 August 2019. The forum also resolved to invite Governing Body involvement via two councillor representatives to be appointed to the forum when reconstituted following the 2019 local body elections, including one as co-chair, and retaining local board membership as is. (Resolution number MHFJC/2019/29).
14. Staff have amended the Manukau Harbour Forum Terms of Reference (Attachment A) to include two Governing Body representatives, at the request of the forum.
15. The chair and deputy chair of the forum presented the report to the Environment and Community Committee on 10 September 2019, which resolved (Resolution number ENV/2019/146) to refer the recommendations and review report:
· to a workshop of the relevant committee in the new term of council
· to the Auckland Plan Strategy and Research department for evaluation and advice in the new term of council.
Tauākī whakaaweawe āhuarangi
Climate impact statement
16. This decision is procedural in nature and any climate impacts will be negligible.
17. The purpose of the forum is to champion a sustainable management approach for the Manukau Harbour. The forum should have positive climate impacts. Climate impacts of any projects or initiatives to be progressed by the forum can be assessed as needed.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
18. The forum has referred the recommendations and report from the 2019 review of the forum to the Governing Body for their consideration, which could result in resourcing impacts for the organisation if these are progressed.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
19. Local boards have previously agreed, through adoption of the forum’s Terms of Reference, that the Manukau Harbour is a regional asset and it was appropriate that local boards collectively contribute to strategies and outcomes that enhance the social, economic, environmental and cultural well-being of the harbour.
20. The role of the forum is to champion the sustainable management of the Manukau Harbour and adjacent communities. It developed a vision and strategy in line with this which was adopted in September 2014.
21. In previous terms, the forum agreed a work programme following the ratification of each board allocating committed funding from its budget to implement a general work programme allocation to the Manukau Harbour Forum.
Tauākī whakaaweawe Māori
Māori impact statement
22. The Manukau Harbour Forum recognised mana whenua interest in Manukau Harbour.
23. While the forum did discuss a joint committee with mana whenua, or mana whenua representatives being appointed to the forum, it was agreed that this was inappropriate while treaty negotiations are pending. The forum anticipates receiving further advice and options as to how it interfaces with mana whenua as treaty settlement progresses.
24. Workshops of the Manukau Harbour Forum were held in 2015 to discuss the ongoing role of mana whenua in relation to the forum. Some minor changes were made to the forum’s Terms of Reference as a result of this to reflect the forum’s obligations under Te Tiriti o Waitangi/The Treaty of Waitangi, and its desire to work with mana whenua on an ongoing basis.
Ngā ritenga ā-pūtea
Financial implications
25. The nine member boards have previously provided funding of between $8,000 and $15,000 from their budgets to implement the forum’s work programme.
26. The forum has $70,000 allocated to it by members boards for the 2019/20 work programme. $48,000 has already been allocated as outlined below with the remaining balance to be given direction to by incoming members:
i) Delivery of a youth leadership sustainability wanānga ($15,000)
ii) Communications plans ($10,000)
iii) support for the Southern Auckland youth Environmentalists ($5,000)
iv) enabling Seaweek volunteer action across the Manukau Harbour ($18,000).
27. Member boards will be asked to continue their funding support to the forum for the triennium.
28. Acquiring adequate resourcing and operational support for delivery of activities within the Manukau Harbour is an action for the forum.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
29. There are no significant risks from reconstituting the forum. Any issues arising from the forum can be mitigated through operational management of the forum.
Ngā koringa ā-muri
Next steps
30. Arrangements for the meetings of the forum will be made once the forum is reconstituted, and staff will progress the Governing Body’s consideration of the review recommendations.
Attachments
No. |
Title |
Page |
a⇩ |
Terms of Reference for the Manukau Harbour Forum |
229 |
b⇩ |
Manukau Harbour Forum governance and management support review report prepared by Envirostrat Consulting dated August 2019 |
231 |
Ngā kaihaina
Signatories
Authors |
Anna Bray - Policy and Planning Manager - Local Boards |
Authorisers |
Louise Mason – GM Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
05 December 2019 |
|
Governance Forward Work Programme
File No.: CP2019/19960
Te take mō te pūrongo
Purpose of the report
1. To present the Waitākere Ranges Local Board with its updated governance forward work programme calendar (the calendar).
Whakarāpopototanga matua
Executive summary
2. The calendar for the Waitākere Ranges Local Board is in Attachment A. The calendar is updated monthly, reported to business meetings and distributed to council staff.
3. The calendar is part of Auckland Council’s quality advice programme and aims to support local boards’ governance role by:
· ensuring advice on meeting agendas is driven by local board priorities
· clarifying what advice is expected and when
· clarifying the rationale for reports.
4. The calendar also aims to provide guidance for staff supporting local boards and greater transparency for the public.
Recommendation/s That the Waitākere Ranges Local Board: a) note the governance forward work programme calendar for December 2019. |
Attachments
No. |
Title |
Page |
a⇩ |
Governance forward work programme calendar - December 2019 |
271 |
Ngā kaihaina
Signatories
Authors |
Brenda Railey - Democracy Advisor - Waitakere Ranges |
Authorisers |
Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
Waitākere Ranges Local Board 05 December 2019 |
|
[1] Financial information to be added when available
[2] Financial information to added when available
[AL1]Noting that the capex and opex spend is missing here