Agenda of Waiheke Local Board

1 Welcome

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

Ki runga, ki raro, ki roto, ki waho

Rire, rire hau…pai marire

Translation (non-literal) - Rama Ormsby

Let the winds bring us inspiration from beyond,

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

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

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Waiheke Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 26 February 2020, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

No.	Title	Page
a ⇩	Ward Councillor's report	9
b ⇩	Letter to John Dunshea	15
c ⇩	Letter to Crown Infrastructure Partners	19

Waiheke Local Board

22 April 2020

Attendance at local board meetings during the Epidemic Preparedness (COVID-19) Notice period

File No.: CP2020/04530

Te take mō te pūrongo

Purpose of the report

1. To recommend an amendment to the local board’s standing orders in order to provide for attendance of non-members at local board meetings via audio or audio-visual link.

Whakarāpopototanga matua

Executive summary

2. This report updates the local board on the temporary arrangements for local board meetings enabled by the COVID-19 Response (Urgent Management Measures) Act 2020 and provides options for implementing similar arrangements for non-members.

3. The COVID-19 Response (Urgent Management Measures) Act 2020 temporarily amends the existing legislative restrictions for local government on remote attendance for elected members and minimum quorum at local board meetings. This now enables meetings to proceed by audio-visual link, changes how meetings can be open to the public and how members of the public receive the agenda and minutes.

4. The current local board standing orders do not provide for non-members, specifically members of the public, to give input via audio or audio-visual link.

5. The Local Government Act 2002 (LGA) requires that a person other than a member of the local board may participate by means of audio link or audio-visual link if the standing orders of the local authority permit this and if the chair is satisfied that all conditions and requirements in the standing orders are met. (Clause 25A(2), Schedule 7, LGA). Local board standing orders do not currently allow for this.

6. Auckland Council will be using Skype for Business for local board meetings. Attendance by members and non-members (if approved) will be facilitated by phone (audio only) or Skype video (audio-visual) via Skype for Business app.

7. An amendment to Standing Orders to enable electronic attendance can either be reversed at a future date or maintained to support that attendance in the future, where it is available.

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

a) note the temporary amendments pursuant to the COVID-19 Response (Urgent Management Measures) Act 2020 which allows members to attend meetings by audio-visual link, as of right and despite anything to the contrary in standing orders and to be counted for the purposes of quorum.

b) amend its standing orders by including a new Standing Order 3.3.10 that reads as follows:

Attendance of non-members by electronic link

A person other than a member of the local board may participate in a meeting of the local board by means of audio link or audio-visual link if the person is otherwise approved to participate in accordance with Standing Orders Sections 6 and 7.

c) amend its Standing Order 7.8.5 to provide discretion to the chair of the meeting to decline Public Forum requests via audio or audio-visual link.

Horopaki

Context

COVID-19 Response (Urgent Management Measures) Act 2020

8. In late March 2020, central government enacted an omnibus bill that amended various acts of parliament including the LGA and the Local Government Official Information and Meetings Act 1987 (LGOIMA).

9. The amendments to the LGA and LGOIMA enable local authorities to have meetings by audio-visual link (given the restrictions regarding physical distancing and Alert Level 4) and support the effective operation of those meetings by removing conditions associated with the right to attend meetings by audio or audio-visual link.

10. These amendments only apply while the Epidemic Preparedness (COVID-19) Notice 2020 is in force and will be repealed when that notice expires or is revoked.

Amendments to LGA

11. The amendments to the LGA modify Clause 25A, Schedule 7 so that a member of a local authority has the right to attend any meeting by audio or audio-visual link, regardless of what is provided for in the local authority’s standing orders. It also modifies clause 25A so that a member attending by audio link or audio-visual link is counted for the purposes of quorum.

Amendments to LGOIMA

12. The amendments to LGOIMA include modifying s 47 so that the requirement for meetings of local authorities to be ‘open to the public’ may be met during Alert Level 4 and other restrictions on physical distancing. The amendment redefines ‘open to the public’ to mean that the local authority:

a) if it is reasonably practicable, enables access to the meeting by broadcasting live the audio or video of the meeting (for example, by broadcasting it on an Internet site); and

b) does one or both of the following as soon as practicable after the meeting ends:

i. makes an audio or a video recording of the meeting available on its Internet site;

ii. makes a written summary of the business of the meeting available on its Internet site.

13. This amendment does not anticipate public involvement as part of the meeting itself but ensures the public can access or view meeting proceedings online (either live or after the meeting) or through reviewing the summary.

14. Other amendments to LGOIMA include:

· Modifying s 46A so that agendas and reports for the meetings may be made available on the local authority’s internet site instead of at offices and other physical locations.

· Modifying s 51 so that minutes of meetings may be made available on the local authority’s internet site instead of at offices and other physical locations.

· The changes made by the COVID-19 Response (Urgent Management Measures) Act 2020 now supersede some of the provisions in the local board standing orders and the restrictions on physical distancing and from Alert Level 4 now limit the opportunity for public input.

Local Board Standing Orders

15. The LGA requires local authorities to adopt a set of standing orders for the conduct of its meetings and those of its committees (Clause 27, Sch 7). Each local board has adopted its standing orders which have been developed from a template.

16. As a result of the statutory amendments listed in this report, the follow standing orders have been temporarily superseded:

· 3.3.2 Member’s status – quorum and vote

· 3.3.3 Conditions for attending by electronic link

· 3.3.4 Request to attend by electronic link

· 7.3.1 Information to be available to the public

· 7.3.2 Availability of agendas and reports

· 8.2.1 Inspection of minute books

17. There are additional provisions in standing orders that may require further consideration if the local board wishes to enable these to continue during the Epidemic Preparedness (COVID-19) Notice period. These relate to input and participation by Māori and the public.

18. Clause 25A(2), Schedule 7 of the LGA requires that a person other than a member of the local authority may participate by audio link or audio-visual link if the standing orders of the local authority permit this and if the chair is satisfied that all conditions and requirements in the standing orders are met.

19. The current standing orders do not currently provide for non-members, if required and approved to do so, to give input by means of audio link or audio-visual link.

20. Other participants at local board meetings include Governing Body members and staff. The LGA and the recent amendment provide the right for any member of a local authority or committee to attend any meeting of a local authority by audio-visual link (unless lawfully excluded). This can be interpreted broadly to extend to meetings where the elected member may not be a decision-maker or be participating in the decision at all. As such, Governing Body members participation may be by audio or audio-visual link and the process for providing them with speaking rights remains under standing orders.

U:\Governance\Local Boards\LOCAL BOARD SERVICES\(Local Boards)\Waiheke\COUNCIL MEETINGS\Local Board Meetings\20190627 CURRENT Waiheke Standing Orders.pdf

Tātaritanga me ngā tohutohu

Analysis and advice

21. In performing their role, local boards are required to act in accordance with the principles contained in s 14(1) of the LGA including the requirement for the council to conduct its business in an open, transparent and democratically accountable manner and make itself aware of and have regard to the views of all of its communities.

22. While the LGA does not specifically require public input to be provided for at local board meetings, the standing orders approved by the local board reflects the principles in s 14 LGA by providing for public attendance and enabling public input at meetings.

23. In order to continue to provide this opportunity as well as facilitate input by Māori and the public, the standing orders require amending.

Standing Orders Section 6 Māori Input

24. Speaking rights for Māori organisations or their nominees are granted under standing orders for the purpose of enabling Māori input, if any, to any item on the agenda of a meeting.

25. To ensure this right can be exercised during the Epidemic Preparedness (COVID-19) Notice period, provision needs to be made enabling any input to be given by audio or audio-visual link.

Standing Orders 7.7 Deputations and 7.8 Public Forum

26. The provisions for public input in standing orders are one of the ways that local boards give effect to the requirements of the LGA (s 78 and s 79).

27. The LGA provides that in the course of its decision-making, a local authority must consider the views and preferences of persons likely to be affected by or have an interest in the matter. The LGA does not specify how those views are to be obtained or what form that consideration should take. It does not require a public forum at meetings.

28. However, the LGA gives local authorities discretion as to how to comply with s 78 and what to consider. Through their standing orders, local boards and the Governing Body have chosen to enable public input through deputations and public forum at their meetings as one way to obtain community views, among other things.

29. To ensure this opportunity can continue to be made available during the Epidemic Preparedness (COVID-19) Notice period, provision must be made in standing orders to receive this by audio or audio-visual link.

Proposed amendment

30. This report recommends that input from non-members continue to be enabled during the Epidemic Preparedness (COVID-19) Notice period. This requires an amendment to the standing orders.

31. An amendment to standing orders requires a 75% majority vote.

32. A similar amendment has been made by the Governing Body to their standing orders. It is desirable to ensure consistency across the governance arms of Auckland Council. The Governing Body resolutions are as follows:

Resolution GB/2020/33 (n) That the Governing Body amend standing orders by inserting a new Standing Order 3.3.10 as follows:

Attendance of non-members by electronic link A person other than a member of the Governing Body, or the relevant committee, may participate in a meeting of the Governing Body or committee by means of audio link or audio-visual link in emergencies if the person is otherwise approved to participate under these standing orders (such as under Standing Order 6.2 “Local board input” or 7.7 “Public input”.)

Resolution GB/2020/33 (p) That the Governing Body agree to change Auckland Council’s Standing Orders to provide full discretion to the chair of the Emergency Committee to decline public input requests

33. The local board’s standing orders currently gives discretion to the chair to decline deputations but not public forum requests. Giving discretion to the chair to manage requests for public forum during this time can ensure the requirements of the LGA regarding the provision of the technology requirements, can be supported.

Technology options available

34. Where attendance by audio or audio-visual link is permitted, the LGA requires that the chair of the meeting ensures:

· the technology for the audio link or audio-visual link is available and of suitable quality and;

· that the procedure for use of the technology will ensure that participants can hear and be heard by each other.

35. The chair’s discretion will need to be exercised where the technology and quality cannot be guaranteed.

36. The audio and audio-visual link options available for non-member input are provided by Auckland Council through Skype for Business:

Option	Ability
Audio link only Attend Skype for Business meeting via phone.	· No ability to see presentations being shared or to see and be seen by local board members attending the meeting · Only technical equipment required is a landline or mobile telephone
Audio-visual link Video and audio attend Skype for Business meeting	· Allows non-member to see both presentations being shared and to see and be seen by the local board members attending · Requires a mobile phone or a computer device with an internet connection

Option

Ability

Audio link only

Attend Skype for Business meeting via phone.

· No ability to see presentations being shared or to see and be seen by local board members attending the meeting

· Only technical equipment required is a landline or mobile telephone

Audio-visual link

Video and audio attend Skype for Business meeting

· Allows non-member to see both presentations being shared and to see and be seen by the local board members attending

· Requires a mobile phone or a computer device with an internet connection

37. If enabled under standing orders, non-members who wish to give input would need to contact the local board with a request to attend. If approved by the chair, information on how to join the meeting using audio and audio-visual link options above will be sent out to the attendee by staff.

Summary of meeting

38. Where it is not reasonably practicable for the public to attend the meeting through a broadcast and/or peruse a recording after it has happened, a summary of the meeting will need to be provided by staff.

39. A summary in this context would be different from the content of agendas, reports and minutes which are all separately required to be publicly available. It should contain the thrust or key points of the discussion or debate at the meeting keeping in mind that its purpose is to provide an alternative to an audio or video recording of the meeting, in a situation where the public is not able to attend and hear this discussion themselves.

40. The ordinary definition of a summary is a brief statement or account of the main points of something. While the appropriate level of detail is likely to vary depending on what is being discussed at meetings, a summary is not expected to include verbatim notes.

Tauākī whakaaweawe āhuarangi

Climate impact statement

41. 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.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

42. Staff attendance at meetings, while not specifically provided for, is a necessary part of local board meetings and as such is expected to take place using audio-visual link.

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

Local impacts and local board views

43. This report seeks to amend the local boards standing orders to enable public input and Māori input at meetings.

Tauākī whakaaweawe Māori

Māori impact statement

44. This report seeks a decision that will ensure Māori input can continue to be given during the Epidemic Preparedness (COVID-19) Notice period.

45. This will ensure Māori are not prevented from giving input at a meeting on any matter that may be of interest to them.

Ngā ritenga ā-pūtea

Financial implications

46. The decision to amend standing orders is of a procedural nature and is not considered to have financial implications on Auckland Council.

47. The scaling up of technology to ensure compliance with COVID-19 Response (Urgent Management Measures) Act 2020 is being done at a cost to the council. The costs are not known at this stage and will be factored into operational budgets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

48. The objective of the recent legislative changes is to reduce public health risks and ensure compliance with social distancing measures and other restrictions in New Zealand’s COVID-19 alert levels response plan.

49. While this is not specifically required by legislation, permitting public input by audio or audio-visual link, if practicable, can ensure the local board can receive and consider views of its constituents on decisions that they are making.

50. There is a risk that the audio-visual option would only be taken up by a small number of constituents as this would only be available to those who have the technical devices and internet access. The software that will be used for meetings is Skype for Business which is free to download and use. However, the internet access costs or availability of technology/devices can be a limiting factor for some constituents. Constituents who do not have internet access can participate, if approved, by phone.

51. The report is seeking discretion for the local board chair to decline public forum requests. This delegation should be exercised with caution so as to not undermine the intention of standing orders (which currently provided some limited grounds to decline public input). There will be instances where it is reasonable to decline (noting these examples are not intended to be exhaustive), such as:

· where the technology cannot be provided or quality cannot be assured;

· a need to manage time allocations for the agenda;

· the matter is neither urgent nor the subject of a decision to be made at the meeting;

· the request is offensive, repetitious or vexatious.

Ngā koringa ā-muri

Next steps

52. If approved, the amendments to standing orders can, if the local board chooses, continue beyond the Epidemic Preparedness (COVID-19) Notice period. Enabling these changes gives maximum flexibility for attendance of non-members at future meetings, including those with underlying health issues or compromised immune systems that may need to take extra precaution even after the Epidemic Preparedness (COVID-19) Notice period has ended.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Polly Kenrick - Business Manager, Local Board Services

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - General Manager - Local Board Services

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Waiheke Local Board

22 April 2020

Urgent Decision Report

File No.: CP2020/04554

Te take mō te pūrongo

Purpose of the report

1. To advise the Waiheke Local Board of decisions made under the urgent decision process.

Whakarāpopototanga matua

Executive summary

1. Following cancellation of the March local board meeting as a result of the covid-10 situation, the below resolutions were passed utilising the urgent decision process, following discussion with board members.

2. Support for a special edition of the Gulf News with delivery to all Waiheke letterboxes, in response to the Covid-19 situation (Attachment A).

3. Board feedback to the Independent Review of Council-Controlled Organisations (Attachment B). Feedback will be tabled at the board meeting. Feedback will be tabled at the board meeting.

4. Board feedback on the Auckland Climate Action Framework (Attachment C).

5. Board feedback as tabled on Waka Kotahi NZ Transport Agency’s Accessible Streets Regulatory Package Regulatory Package (Attachment D). Feedback will be tabled at the board meeting.

6. Board feedback on the Government’s Policy Statement on Land Transport for 2021/22– 2030/31 (GPS2021). Feedback will be tabled at the board meeting.

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

a) note the urgent decision made on 23 March 2020 as follows:

approve allocation of funds from the following Locally Driven Initiatives (LDI) budget to support a special edition of the Gulf News containing important health information and delivery to all Waiheke letterboxes:

- Social and Economic development $7000.00

- Film revenue $1905.20

b) note the urgent decision made on 17 April 2020 as follows:

approve formal feedback as tabled on the Council-Controlled Organisations Review to the Independent Panel.

c) note the urgent decision made on 14 April 2020 as follows:

i. approve formal feedback as tabled on the changes to the draft Te Taruke-a-Tawhiri: Auckland’s Climate Action Framework.

ii. note that this feedback has been developed and agreed to by the full local board and is being executed using the urgent decision mechanism because it is not practicable for the local board to meet in the current public health emergency.

d) note the urgent decision made on 17 April 2020 as follows:

approve feedback as tabled on Waka Kotahi NZ Transport Agency’s Accessible Streets Regulatory Package.

e) note the urgent decision made on 17 April 2020 as follows:

approve feedback as tabled on Government’s Policy Statement on Land Transport for 2021/22– 2030/31 (GPS2021).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Urgent Decision Making Memo - Gulf News	31
b ⇩	Independent Council-Controlled Organisations Review	35
c ⇩	Auckland Climate Action Framework	41
d ⇩	Government’s Accessible Streets Regulatory Package	57
e ⇩	Government’s Policy Statement on Land Transport for 2021/22– 30/31 (GPS2021)	59

Ngā kaihaina

Signatories

Author

Dileeka Senewiratne - Democracy Advisor Waiheke Local Board

Authorisers

Louise Mason - General Manager - Local Board Services

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Waiheke Local Board

22 April 2020

First Review - Waiheke Local Board and Auckland Transport Memorandum of Understanding

File No.: CP2020/03732

Te take mō te pūrongo

Purpose of the report

1. To formally report progress and activity resulting from the Memorandum of Understanding (MoU) between Auckland Transport (AT) and the Waiheke Local Board (the Board) and to agree any resulting changes to the MoU.

Whakarāpopototanga matua

Executive summary

2. Last year AT and the Board entered into a MoU which describes how the parties will work together to agree and deliver on transport priorities for Waiheke. Clause 20 of the MoU provides for it to be actively reviewed within six months of the start of each board term.

3. AT and Auckland Council staff met with the Board in February to discuss the MoU and subsequently agreed that a formal MoU review report would be presented to both the Board and the Auckland Transport Board.

4. Both parties consider that good progress is being made under the MoU with much more work still to be done.

5. This report formalises that review which enables the Waiheke Community to have visibility of progress. It also confirms that the MoU review will be considered by the Waiheke Transport Forum when it is re-established in the near future.

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

a) accepts the first formal review report of the Memorandum of Understanding between the Waiheke Local Board and Auckland Transport

b) confirms the updates to the Implementation section of the Memorandum of Understanding as outlined in Attachments A and B

c) notes that it will present the reviewed Memorandum of Understanding to the next available Waiheke Transport Forum for its consideration and feedback

Horopaki

Context

6. The Auckland Transport/Waiheke Local Board MoU is an outcome of Auckland Council’s 2017 governance review, and more particularly the resultant three-year Waiheke governance pilot. The pilot is testing different ways of working on Waiheke and the impact of greater decision-making sitting with the Waiheke Local Board.

7. AT was a key participant in the governance review and has recognized the need for, and value of an improved working relationship regarding Waiheke. The Board and AT have been working to develop their relationship and address mutual issues since that time and the MoU is a result of that.

8. A copy of the MoU is included at Attachment A. AT, the Board and its support team worked over a number of months to put the MoU together which includes its purpose, outcomes sought, the roles of each party and a detailed list of what they have agreed to work together on.

Tātaritanga me ngā tohutohu

Analysis and advice

9. It is almost twelve months since the MoU was signed between the parties on 23 May 2019. The current Waiheke Local Board has been in place for six months.

10. The parties agree that:

i. the MoU is a significant tool in enabling Waiheke transport priorities and issues to be progressed

ii. a number of the MoU’s outcomes have already been achieved or are underway

iii. the relationship between AT and the Board has improved

iv. significant further work is needed, including improving visibility of the impact of the MoU in the Waiheke community

11. Attachment B is an analysis of progress made against the Implementation section of the MoU. It shows that of the 24 bullet points under Clauses 17 and 18, progress has been made against more than half.

Tauākī whakaaweawe āhuarangi

Climate impact statement

12. The MoU includes a number of specific references to climate impacts. Clause 18 (Implementation) notes that AT will support the Board to advance the Waiheke community’s aspiration to be carbon neutral and to electrify the public transport network and infrastructure.

13. AT has processes in place to assess the climate impact of its projects and programmes and the Waiheke work programme reflects these.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14. The MoU identifies ways of working and prioritises transport projects for delivery on Waiheke. Both have resourcing implications in terms of staffing, budgets and project delivery.

15. The appointment of a Waiheke Transport Operations Manager will enable a role specific focus to be brought both to ways of working and project delivery.

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

Local impacts and local board views

16. The MoU is a key initiative of the Board and its implementation and delivery is a key priority for the Board.

Tauākī whakaaweawe Māori

Māori impact statement

17. Mana whenua are consulted on key AT projects through the AT Mana Whenua Forum. The Board engages with Maori as needed and appropriate on matters of interest to iwi.

Ngā ritenga ā-pūtea

Financial implications

18. The MoU itself has no financial implications. Delivery of matters in the Implementation section require budgeting and resourcing. Some have existing budgets; others may be funded through the Regional Land Transport Plan.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

19. One risk is that the MoU outcomes are not delivered or achieved. Current support and progress suggest this is a low risk. A further risk is that the Waiheke community doesn’t become aware of these achievements or doesn’t see them as significant or real. This can be mitigated by improved engagement and communications.

Ngā koringa ā-muri

Next steps

20. This review will result in a range of changes to the MoU which will be presented to the AT Board.

21. It is anticipated that the new Waiheke Transport Operations Manager will work with the Board on future changes to the MoU once the role is filled.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A - Memorandum of Understanding between Auckland Transport and Waiheke Local Board	65
b ⇩	Attachment B - Review of Implementation	69

Ngā kaihaina

Signatories

Authors

John Nash - Programme Manager,Waiheke & Gulf Islands

Jonathan Anyon – Elected Member Relationship Manager – Auckland Transport

Authorisers

Louise Mason - General Manager - Local Board Services

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Waiheke Local Board

22 April 2020

Auckland Transport Report - March/April 2020

File No.: CP2020/04330

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. This report contains responses to the following resolutions of the local board:

· Waiheke Bus Timetables

· Waiheke Summer Trial

· Matiatia and Downtown Ferry Terminals

· Taraire Street

3. Noted is the upcoming public consultation on the Matiatia traffic layout and how the community might input into that process.

4. A short extension to the trial end date is recommended to allow time for public feedback on the trial to be analysed and reported back to the board.

5. The current status of the local board transport capital fund is noted in the report.

6. Local board workshops attended by Auckland Transport (AT) are noted.

Ngā tūtohunga

Recommendations

That the Waiheke Local Board:

a) receive the Auckland Transport Report March 2020.

b) agree that the Matiatia Summer Trial end date be extended until 31 May 2020 to allow time for public feedback to be analysed and the results reported back to the Board.

Horopaki

Context

7. This report addresses transport related matters on Waiheke and includes information on the status of the local board transport capital fund.

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

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

· be safe

· not impede network efficiency

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

Tātaritanga me ngā tohutohu

Analysis and advice Covid 19 Response – Public Transport Response- General

10. The Government announced on Monday, 23 April that New Zealand would move Alert Level 4 (lockdown) at 11.59pm on Wednesday, 25 March 2020 in response to the pandemic affecting the world.

11. This has meant:

· In alignment with new national policy while at Alert Level 4, all public transport (bus, train

and ferries) contracted by AT are free from the morning of Thursday, 26 March until the end of lockdown.

· From 11.59pm on Wednesday, 25 March 2020 public transport services will only be

available for those working in essential services, for medical reasons, to access essential services including get to the supermarket, and to move essential goods. For details on what is considered an essential service visit .

https://covid19.govt.nz/government-actions/covid-19-alert-level/ .

· While travel is free people should continue to tag on and off using their AT HOP card. This will allow Auckland Transport to monitor passenger numbers and make fast adjustments to services if required due to changes in demand. Cash fares are no longer being accepted on buses. Those who wish purchase paper tickets will be given free HOP cards which are available at AT services centres.

· Essential workers may be asked, while travelling, to show who they work for. Where practical people should carry some form of identification showing who they are, who they work for, and their job (e.g. a business card, letter from their employer, or other work ID).

· People must continue to use the rear door to get on and off the bus. This is to ensure everyone is kept as safe as possible by minimising the physical contact between customers and the bus drivers.

12. Cleaning services for public transport has also been ramped up. All trains are regularly treated with disinfectant, using new fogging equipment. This is in addition to the increased frequency and intensity of cleaning on all buses, trains and ferries.

AT Mobile Upgrade

13. To help those people needing to access our services, Auckland Transport has introduced a major upgrade to its app, AT Mobile. The new feature shows how many people are on a bus or train at any given time.

14. It allows people to see if the recommended physical distancing between other passengers of two metres will be achievable before they get on board. AT Mobile users can now look under the Live Departures area of the app to see one of four “live occupancy statuses”: Likely empty, Likely space available, Likely near the limit of safe distancing, and Likely not accepting passengers.

15. The categories will be shown as four icons in the shape of people that will fill in as the number of people on a given bus or train increases. This real-time information is based on live data from AT HOP on and off tags, which is why it is important for anyone using public transport to continue to use their AT HOP card even though trips are free while we are at Alert Level 4.

16. Once a bus is at its safe-distance capacity, the app will show passengers are no longer being accepted and the driver will only do drop-offs until it is safe to accept passengers again.

Covid 19 Response Timetables - General

17. Trains, buses and ferries contracted by AT will also run to a reduced timetable, similar to the usual weekend service timetable. These timetables which are available on https://at.govt.nz/COVID-19 . The arrangements for ferry services such as those to Waiheke and Devonport are not contracted or managed by AT, these are noted below.

Covid 19 Response – Public Transport Response- Waiheke Ferry Services

18. AT recognises that Waiheke ferry services are a vital link to essential services for many islanders. Fullers and Sealink are also committed to ensuring that the island continues to receive the level of ferry service that it requires.

19. As a result, services to Waiheke are continuing with alternative timetables to support those who need essential travel during the Covid19 level 4 lockdown.

20. Please check the Fullers360 and Sealink websites before travelling.

Covid 19 – General Information

21. All AT construction sites have been made safe and secure by our contractors and are now closed for lockdown. These sites will be regularly monitored for health and safety. Only work related to maintaining essential services and critical infrastructure and to address immediate and short-term safety issues (e.g. emergency maintenance work) will be undertaken by AT until the alert level is reduced by the Government.

22. Traffic volumes will be relatively light due to the number of businesses closing and people staying indoors. Therefore, traffic signalling will be managed to give priority access to hospitals and other essential services.

23. AT’s March 2020 public Board meeting has been postponed to a later date and Directors are continuing to closely monitor the emerging issues and impacts of COVID-19.

24. The place to find the latest information about the COVID-19 situation in New Zealand is on the Government’s special COVID-19 website: https://covid19.govt.nz/

25. Auckland Transport’s COVID-19 page is at: https://at.govt.nz/COVID-19.

Resolution WHK Waiheke Bus Timetables

Waiheke Local Board request Auckland Transport revert to the original summer timetable and

service until the local community has been consulted and the new timetable is

adequately resourced.

26. The new Waiheke bus network was introduced in October 2019, following considerable public consultation with the community and the local board.

27. In the first eight weeks of operation, bus patronage was up by 5-10% compared to previous years. Over the same time, ferry patronage to and from the island has been lower than previous years which suggests that the increase in bus patronage has been primarily driven by residents on the island.

28. Due to the chronic lack of bus drivers, the 50B service had to be withdrawn in December 2019. The removal of the 15-minute service across the spine of the island has subsequently led to a fall in patronage. Once sufficient drivers are trained, the 15-minute frequency will be re-introduced and patronage is expected to increase again.

29. In short, AT is not able to revert to the former bus timetables (pre-October 2019) for the following reasons:

· There was substantial support for the changes that were adopted in October 2019. AT would be required to run a new public consultation process if it were proposed to revert to the former timetables. This would require a six-month lead-in time.

· Reverting to former bus timetables would be a substantive change under terms of the contract with the Waiheke Bus Company and could open a renegotiation of its contract.

· There are substantial lead times associated with changing timetables and driver rosters.

Resolution WHK/2020/10 Waiheke Summer Trial Survey

Waiheke Local Board request Auckland Transport share the data from the feedback at the Auckland project/Matiatia with the local board along with all summary data as it is collated.

30. The feedback to date has been circulated to the local board in the 26 February 2020 workshop. Information on the upcoming public consultation is outlined below.

Resolutions WHK/2020/10 Matiatia and Downtown Ferry Terminals

Waiheke Local Board seek a formal report from Auckland Transport to be presented to the Local Board meeting in March 2020 to outline the position of Auckland Transport with respect to managing apparent anti-competitive practices at the Downtown and Matiatia ferry terminals: including signage for tourism operators, and equal opportunity to promote businesses;

31. The operators who have booths in the terminal building itself can use these facilities for the purposes of selling tickets on their various tours and activities, however they are not allowed to “tout” for passengers on the wharf apron itself. This space is reserved for meeting pre-booked passengers - as has always been the case.

32. AT notes reports of some of the incumbent operators not adhering to AT’s “no touting” rules and has re-iterated to these operators AT’s policy position on this.

33. AT notes that tourist numbers on Waiheke Island are down this season compared to last season and this clearly has had an impact on taxi and tourist operator businesses.

34. Additional signage directing potential customers towards the small casual tour operators operating from the area adjacent to the taxi stand have been installed.

and to outline how Auckland Transport are providing for competition of our ferry services.

35. AT now has in place an Access Agreement and Common Access Terms which will allow any competitor on to any exempt ferry service route (Waiheke and Devonport) subject only to compliance with relevant statute. This arrangement is far superior than what was previously available in 2015 and before.

and to detail the commercial rent paid by Fullers for access to ticketing booths at both downtown and Waiheke termini.

36. Fullers pay commercial rent at the Downtown terminal. This is not the case at Matiatia terminal due to an historic arrangement with Auckland Council. This is currently being addressed with the intention that a commercial rent will also be paid at Matiaia.

37. No further details are available at this stage as this is a commercial negotiation with a number of integrated factors.

Resolution WHK/2020/30 Taraire Street

Waiheke Local Board request Auckland Transport provide options around costings and timing to

complete the seal of Taraire Street before the end of the financial year.

38. The request to reseal Taraire Street has been sent to AT’s assets team. It has responded that this street is not high on the seal priority list and as such it would be impossible to bring this forward without a significant change in the seal priority guidelines.

39. There are hundreds of kilometres of unsealed roads in the Auckland region and AT needs to have a fair and equitable process for the distribution of seal extension budgets.

40. Alternative dust reduction options are being investigated and this will be reported back shortly.

Waiheke Summer Trial – Matiatia Traffic Layout

41. Public consultation on the traffic layout that was trialed at Matiatia over the summer months will begin next Tuesday 17 March 2020 and closes on Tuesday 7 April 2020.

Feedback from the community will be sought via a number of methods:

· Brochure/feedback form delivered to Waiheke Island letterboxes

· Adverts in the Gulf News – 19 and 26 March 2020

· A media release

· Posters at Matiatia Ferry Terminal

· A geo-targeted social media advertising campaign and posts via AT’s social media channels

· A dedicated webpage on the AT website

· AT ambassadors handing out brochures/feedback forms to ferry passengers at Matiatia, with another AT ambassador collecting them at the Downtown terminal:

Date	Location; Waiheke, at Matiatia	Location: downtown ferry terminal
Thursday 19 March	1x ambassador 5.45am – 9.45am	1x ambassador 6.30am – 10am
Friday 20 March	1x ambassador 5.45am – 9.45am	1x ambassador 6.30am – 10am
Saturday 21 March	1x ambassador 7.35am - midday	1x ambassador 7am – 11am
Tuesday 24 March	1x ambassador 5.45am - 9.45am	1x ambassador 6.30am – 10am
Wednesday 25 March		1x ambassador 4pm – 7pm

Ways to provide feedback

· Completing the hardcopy feedback form and returning it to AT via freepost

· Completing hard copy feedback form and handing it to AT Ambassadors or putting it into drop box at Matiatia.

· Completing the online survey available via AT.govt.nz/haveyoursay

· Calling AT (09) 355 3553

42. AT recommends that the summer trial be extended until 30 April 2020 to allow for the survey of public satisfaction with the trial to be completed and the analysis of the results completed.

Local Board Transport Capital Fund

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

44. In the coming months, the Board will consider the results of the Matiatia summer trial and the public survey results and its subsequent plans for Matiatia.

Waiheke Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$2,323,204
Amount committed to date on projects approved for design and/or construction	$50,000
Remaining Budget left	$2,273,204

Matiatia Toilets extension

45. The Matiatia Toilet extension is now funded and work is underway to procure an appropriate contractor. It is expected that work will begin before the end of the current financial year and be completed before the next summer season.

Tauākī whakaaweawe āhuarangi

Climate impact statement

46. Auckland Transport engages closely with Council on developing strategy, actions and measures to support the outcomes sought by the Auckland Plan 2050, the Auckland Climate Action Plan and Council’s priorities.

47. Auckland Transport’s core role is in providing attractive alternatives to private vehicle travel, reducing the carbon footprint of its own operations and, to the extent feasible, that of the contracted public transport network.

48. To this end, Auckland Transport’s Statement of Intent contains three performance measures:

Measure	2019/20	2020/21	2021/22
Number of buses in the Auckland bus fleet classified as low emission	5	25	55
Reduction in CO2e (emissions) generated annually by Auckland Transport corporate operations (from 2017/18 baseline)	7%	9%	11%
Percentage of Auckland Transport streetlights that are energy efficient LED	56%	66%	76%

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

49. The impact of information in this report is confined to Auckland Transport and does 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 project basis.

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

Local impacts and local board views

Board Workshops February 2020

50. At the workshop on 26 February the issue of loose gravel post re-sealing was raised, with the request for warning signs. AT staff have checked with AT’s contractors who confirm that all sites where re-sealing has taken place have signage and cones alerting drivers and riders to likely changes in the road surface. They also confirmed that scheduled sweeping of loose gravel was taking place and that they were happy to undertake additional sweeping if any particular trouble spots were identified.

51. The issue of use of the two mobility pick-up/drop-off spaces was raised and the Parking Compliance Manager for the area has re-iterated to his staff that vehicles dropping off or picking up mobility impaired passengers, may use these spaces.

Consultations

52. No public consultations were sent to the local board in the last reporting period.

Traffic Control Committee

53. The Traffic Control Committee did not make any decisions that affected the local board area in the last reporting period.

O’Brien Road / Te Whau Drive, Omihi	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / Bus Shelter / No Passing / Stop Control / Edge Line	Carried
O’Brien Road / Okoka Road, Omihi	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / No Passing / Stop Control / Edge Line	Carried
Palm Road / Miro Road	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / Bus Shelter / Edge Line	Carried
Ocean View Road / Oue Road, Oneroa	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / Bus Shelter / P60 Parking / Flush Median / Traffic Island / Roundabout / Lane Arrow Marking	Carried
Belgium Street / Wharf Road, Ostend	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / Bus Shelter / P120 Parking / P15 Parking / Loading Zone / Pedestrian Crossing / Flush Median / Traffic Island / Stop Control / Edge Line / Lanes / Lane Arrow Marking	Approved with Conditions
Glen Brook Road / Mcmillan Road / O’Brien Road / Pohutukawa Avenue, Omihi	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / Bus Shelter / Removal Of Bus Shelter / Traffic Island	Approved with Conditions
Hauraki Road / Karaka Road, Oneroa	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / Bus Shelter / Stop Control	Approved with Conditions
Matiatia Wharf Carpark Off Ocean View Road	Permanent Traffic and Parking changes	Parking Zone / 1 Day Parking / 6 Hour Parking / No Stopping At All Times / Angle Parking / P30 Parking / P15 Parking / Mobility Parking / Motorcycle Parking / Small Psv Stand / Traffic Island / Footpath / Pedestrian Crossing / Authorised Vehicle Parking-Mooring Holders (P240 Parking) / Authorised Vehicle Parking-Bus (P60 Parking) / Lanes / Lane Arrow Marking	Carried
Ocean View Road, Oneroa	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Stop / Bus Shelter / Edge Line	Not Carried

Tauākī whakaaweawe Māori

Māori impact statement

54. Interactions with mana whenua is done on a project specific basis.

Ngā ritenga ā-pūtea

Financial implications

55. There are no financial implications by receiving this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

56. The proposed decision of receiving the report has no risks.

Ngā koringa ā-muri

Next steps

57. The current COVID-19 situation will impact on the timeline for scoping, costing and allocating funds to, potential Local Board Transport Fund projects. The situation will also impact on much of what AT has planned in the near future. Information on what these changes will be shared with the Board at the earliest opportunity.

58. This is also likely to apply to the analysis and recommendations stemming from the Matiatia summer trial.

59. Auckland Transport will provide another update report to the local board in May 2020.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Lorna Stewart - Elected Member Relationship Manager – Auckland Transport

Authorisers

Louise Mason - General Manager - Local Board Services

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Waiheke Local Board

22 April 2020

Little Oneroa Reserve Concept Plan

File No.: CP2020/04477

Te take mō te pūrongo

Purpose of the report

1. To seek the Waiheke Local Board’s endorsement of the Little Oneroa Reserve Concept Plan.

Whakarāpopototanga matua

Executive summary

2. In 2014, the Waiheke Local Board approved funding for a draft concept plan for Little Oneroa Reserve via the Small Local Initiative Project (SLIPs) budgets. Outcomes include maximising beachfront open space, renewal of the playground, providing sufficient shade, enable carparking, provide safe access for food vendors, and to protect the ecological values of the reserve.

3. Open days were held at the Little Oneroa Reserve and a draft concept was designed. Feedback by the local board at the time was that more focus on ecological values was required. Concurrently the local board commenced the Little Oneroa Action Plan to specifically address water quality issues within the lagoon.

4. The concept plan was placed on hold in the meantime.

5. An alternative parking configuration plan was presented to the local board in August 2018 and this was supported by the local board. This included two options for the playground location as per Attachment A of the report.

6. The local board has $180,000 locally driven initiative capital funding budgeted within the 2018-2019 Community Facilities work programme towards the implementation of the plan.

7. Consultation on the concept plan was undertaken with the public in July 2019. This was done via the ‘Have your Say’ website where 21 people provided feedback and through a community morning on site where 15-20 people provided feedback.

8. Should the local board endorse the concept plan, there are elements of the plan that could be delivered in stages as funding becomes available.

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

a) endorse the Little Oneroa Reserve Concept Plan, as shown in Attachment A to this report.

b) support funding of playground, stairs and existing footpath widening with $230,000 renewal budget.

c) support funding of hill slide, vegetation removal, furniture and some new path works with $180,000 LDI budget.

Horopaki

Context

9. Little Oneroa Reserve is a popular destination for families on Waiheke Island, with a large playground, grassy areas to relax and trees to provide shelter and a barbeque and toilet facilities.

10. A concept plan has been developed for the Little Oneroa Reserve which formalises the carpark and updates the playground and play elements in the reserve. There are a number of other works to improve access around the reserve and to protect the shoreline, such as additional planting and the installation of two sand ladders to encourage single point access.

11. Consultation on the draft concept plan has been undertaken with the community, and the findings have been analysed and presented back to the local board for discussion.

12. The final concept plan for Little Oneroa Reserve is now ready to be formally adopted by the local board for implementation.

Tātaritanga me ngā tohutohu

Analysis and advice

13. The local board has currently allocated $180,000 locally driven initiative capital funding within the 2018-2019 Community Facilities work programme towards the implementation of the Little Oneroa concept plan.

14. Feedback received on the draft concept plan was a mixture of supportive and non-supportive.

Feedback for the playground included:

· More climbing / challenging play elements

· A natural feeling hill slide rather than coloured plastic

· Keeping the grass area in front of the playground

· Supportive of natural play

· Providing play items for a variety of ages

· Would like more shade.

Feedback on the carpark, paving and general arrangement space:

· Keep the Dragonfired truck at the boatshed. This is out of the way and easier for takeaway collection and moving it could be a fire risk to the macrocarpa trees.

· Keep the ramp instead of stairs.

· More of a buffer against coastal erosion and big storms.

· Add a cycleway to the path as people cycle down there anyway.

· Like the carpark arrangement as it gets busy at times, however concerned with using the available shade.

· Too many carparks provided.

· Get rid of carparks under number 22 and increase the green space.

· Organising the carparking will make a difference and is a good idea. Could be used for park and ride on occasion.

· Need a pedestrian crossing over to the dairy and takeaway shop.

· Good to have more formal access points to the beach.

15. Updates to the concept plan from the feedback include:

· Changing the slide from yellow to beige.

· Creating an open area of lawn in front of the playground by relocating the proposed picnic tables and BBQ and deleting some of the proposed specimen trees.

· Changing the proposed stairs (at number 12) to retain a ramp.

16. Should the local board endorse the concept plan, there are elements of the plan that could be delivered in stages as funding becomes available, such as:

17. Recommendation for $230,000 available renewal budget:

a. renew playground in new configuration to accommodate new carpark layout

b. widened existing path to 2.5 metres to allow cyclists and walkers to share amenity

c. renew stairs for access to slide in new location as a renewal

Recommendation for $180,000 available LDI budget:

a. tube slide down bank for primary to teenage children with logs connecting slide to stairs

b. vegetation removal to enable slide and stairs to function

c. low timber batten fence with gate with snap latch around slide and stairs entry to ensure children do not run onto the road

d. 1.8m wide concrete path between proposed carpark, playground and beach access

e. BBQ moved to sunnier area near boat ramp

f. new picnic tables, seats, park sign and rubbish bin

18. Stage two (Estimated range $135,000-145,000):

a. weed control on banks

b. low coastal planting to discourage access to dune system

c. install revegetation planting on banks, riparian planting and 45L specimen trees

d. install raised platform to carpark, including demolition and rebuilding

e. renew concrete paths in front of toilet block

f. install 1.8 wide concrete ramp.

g. two sand ladders and ropes to encourage single point of access to beach (to protect dune vegetation)

19. The playground is moving slightly to allow the carpark to be upgraded at a later stage when additional funding is available.

20. The confirmed playground renewal works include a large timber play module, sand play unit, swings and basket swing, an embankment tube slide and natural elements such as timber logs.

21. The carpark layout will not change, apart from retaining the Dragonfired truck in its existing location at the boatshed.

22. The Little Oneroa Reserve playground renewal is due to commence when the concept plan for the reserve is approved. There may be some elements of the concept plan that can be commenced in conjunction with the renewal project.

Tauākī whakaaweawe āhuarangi

Climate impact statement

23. Climate impact was considered for the decision on using a mix of shade sail and shade trees in the playground design, thereby reducing Co2 emission and minimising the need for shade sails once trees have matured.

24. Further focus was placed on sourcing play equipment options that were available from local play equipment suppliers and could be maintained without requiring sourcing from oversees suppliers.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. Community Services have identified the required service needs for Little Oneroa Reserve, and these have been incorporated within the Little Oneroa Reserve concept plan.

26. Community Facilities Operational Management and Maintenance team have given their support for the Little Oneroa Reserve concept plan.

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

Local impacts and local board views

27. The Little Oneroa Reserve concept plan has been discussed with the local board, with various options relating to the location of the carpark being provided.

28. A Little Oneroa Reserve concept plan has been developed with feedback from the local board, and with feedback from the community and stakeholders.

29. The development of a Little Oneroa Reserve concept plan aligns to the following outcomes from the Waiheke Local Board Plan 2017.

a. Outcome one: Inclusive planning and placemaking. This supports the aspiration that the character of Waiheke is protected and enhanced in line with the principles of Essentially Waiheke.

b. Outcome five: Vibrant places for people. Improving the open space network on the island through implementing concept plans for Alison Park, Little Oneroa Reserve and Tāwaipareira Reserve (the skatepark), as funding allows.

Tauākī whakaaweawe Māori

Māori impact statement

30. Engagement with iwi will be undertaken regarding the concept plan once this is approved by the local board.

Ngā ritenga ā-pūtea

Financial implications

31. The funding for the Little Oneroa Reserve concept plan is funded by the local board’s Locally Driven Initiatives budget.

32. The consultation phase was funded from within the existing project budget currently allocated, which is $180,000 locally driven initiatives capital funding in the 2018/2019 Community Facilities work programme.

33. Funding for the future works will be a combination of the local board’s capital expenditure funding for existing assets and local driven initiatives budget for new elements in the reserve.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. Delay in the decision-making process will impact upon the commencement of the renewal of the playground.

35. Funding for the works can be staged over a number of financial years to allow works to be undertaken as funding allows.

Ngā koringa ā-muri

Next steps

36. Confirm the feedback to the concept plan with the local board and seek approval to finalise the concept plan for implementation.

37. Commence procurement for the renewal of the playground.

38. The local board will receive monthly updates on the progress of this project through regular monthly Community Facilities reporting.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	200210_Concept Plan	87

Ngā kaihaina

Signatories

Author

Kayleigh Hibberd – Senior Project Manager – Community Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Waiheke Local Board

22 April 2020

Request to covenant two parcels of land at Te Huruhi Bay Reserve

File No.: CP2020/04335

Te take mō te pūrongo

Purpose of the report

1. To covenant two parcels of land at Te Huruhi Bay Reserve, 53 Tahatai Road, occupied by Piritahi Marae.

Whakarāpopototanga matua

Executive summary

2. Council has received an application for resource consent, to upgrade the on-site wastewater treatment system at Piritahi Marae, Te Huruhi Bay Reserve, Waiheke Island.

3. Piritahi Marae occupies two parcels of land at the reserve, Section 1 SO 422102 and Lot 1 DP 45886.

4. The resource consent, if granted, will enable Piritahi Marae to increase the capacity of the current disposal field and move it more inland, mitigating risks stemming from coastal inundation.

5. Healthy Waters have indicated that the proposed wastewater system will straddle Section 1 SO 422102 and Lot 1 DP 45886 and have requested that the two lots be bound together, to ensure that the two land parcels are never disposed of separately.

6. To bind the two parcels together, Healthy Waters have requested a covenant be registered in terms of Section 108(2)(d) of the Resource Management Act. A covenant over two titles is a legal instrument to prevent either title from being disposed of separately from the other.

7. Prior to works commencing, Piritahi Marae will have to obtain landowner approval, this is being assessed by Auckland Council’s Land Advisory team and is separate from the proposed covenant.

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

a) approve, in terms of Section 108(2)(d) of the Resource Management Act, the covenant of Section 1 SO 422102 and Lot 1 DP 45886 at Te Huruhi Bay Reserve.

Horopaki

Context

8. This report considers the proposed covenant of two parcels of land forming part of Te Huruhi Bay Reserve identified as Section 1 SO 422102 and Lot 1 DP 45886, allowing a resource consent to be granted in order to upgrade the on-site water treatment system.

9. The treatment system will straddle two land parcels both held in fee simple by Auckland Council as local purpose (marae) reserve and leased to Piritahi Marae.

10. The Waiheke Local Board is the allocated authority relating to landowner decisions.

Figure 1: Location of the two land parcels leased to Piritahi Marae, proposed to be bound together by covenant

Request to covenant

11. After assessing the resource consent application, Healthy Waters requested that Section 1 SO 422102 and Lot 1 DP 45886 be bound together, to ensure that the two land parcels aren’t disposed of separately, which safeguards the integrity of the treatment system.

Figure 2: Site Layout, disposal field highlighted red

12. In this context “disposal” refers to leasing and/or licensing, and not permanent disposal through sale of land.

Tātaritanga me ngā tohutohu

Analysis and advice

13. The proposed covenant is based on an application for resource consent to upgrade the wastewater treatment system used by Piritahi Marae.

14. As the new wastewater system will be built across two land parcels, Healthy Waters have requested that a covenant be registered over both titles.

15. To bind the two parcels, it is recommended that a covenant under S108(2)(d) of the Resource Management Act be executed and registered.

16. In a practical sense, this means that the two parcels can never be disposed of separately, e.g. a lease of one section will always include the other section, so that control of both parcels rest with one entity.

17. The land classification, local purpose (marae) reserve, and the current use by Piritahi Marae supports the covenant.

18. Auckland Council, as landowner, is required to enter into the covenant with Auckland Council as regulatory authority.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. The designated impact level of the recommended decision on greenhouse gas emissions falls within the “no impact” category.

Climate change impacts have been considered in the environmental assessment report, the proposed location of the treatment system mitigates coastal inundation risks.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. The covenant is a legal instrument binding two titles together, the council teams most likely to be impacted is Land Advisory and Community Leasing, no concerns have been raised as the current and future use of the land parcels is supported by the proposed covenant.

21. The covenant has no identified impact on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

22. This proposal was socialised via memorandum with the local board, the board subsequently requested that it be resolved on formally at a business meeting.

23. The recommendations in this report fall within local board’s allocated authority as landowner.

Tauākī whakaaweawe Māori

Māori impact statement

24. The resource consent, if granted, will increase the visitor capacity of Piritahi Marae.

25. There is no departure from the current or expected land use.

Ngā ritenga ā-pūtea

Financial implications

26. All costs involved in the preparation of legal documents are borne by Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27. If a covenant is not registered, the resource consent might not be granted, meaning that Piritahi Marae will have to work within the confines of the current wastewater system.

Ngā koringa ā-muri

Next steps

28. Subject to the local board’s approval a covenant will be prepared by Legal Services, on acceptable terms, and executed by the Manager Land Advisory Services.

29. The proposed physical works on the reserve is still subject to landowner approval and will be assessed when Piritahi Marae applies for consent

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Gert van Staden – Senior Community Lease Advisor – Community Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Waiheke Local Board

22 April 2020

Waiheke Local Board Grants Programme 2020/2021

File No.: CP2020/03664

Te take mō te pūrongo

Purpose of the report

1. To adopt the Waiheke Grants Programme 2020/2021.

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Community Grants Policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

3. The Community Grants Policy supports each local board to review and adopt their own local grants programme for the next financial year.

4. This report presents the Waiheke Grants Programme 2020/2021 for adoption (see Attachment A).

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

a) adopt the Waiheke Grants Programme 2020/2021.

Horopaki

Context

5. The Auckland Council Community Grants Policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

6. The Community Grants Policy supports each local board to review and adopt its own local grants programme for the next financial year. The local board grants programme guides community groups and individuals when making applications to the local board.

7. The local board community grants programme includes:

· outcomes as identified in the local board plan

· specific local board grant priorities

· which grant types will operate, the number of grant rounds and opening and closing dates

· any additional criteria or exclusions that will apply

· other factors the local board consider to be significant to their decision-making.

8. Once the local board grants programme 2020/2021 has been adopted, the types of grants, grant rounds, criteria and eligibility with be advertised through an integrated communication and marketing approach which includes utilising the local board channels.

Tātaritanga me ngā tohutohu

Analysis and advice

9. 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. The new Waiheke Grants Programme has been workshopped with the local board and feedback incorporated into the grants programme for 2020/2021.

10. The new grant programme includes removal of the umbrella group requirement for individuals requesting less than $1,000.

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 with projects that support community climate change action. Local board grants can contribute to climate action through the support of projects that address food production and food waste; alternative transport methods; community energy efficiency education and behaviour change; build community resilience and support tree planting.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

14. The grants programme has been developed by the local board to set the direction of its grants programme. This programme is reviewed on an annual basis.

Tauākī whakaaweawe Māori

Māori impact statement

15. All grant programmes respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to organisations delivering positive outcomes for Māori. Applicants are asked how their project aims to increase Māori outcomes in the application process.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

17. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy. Therefore, there is minimal risk associated with the adoption of the grants programme.

Ngā koringa ā-muri

Next steps

18. An implementation plan is underway and the local board grants programme will be locally advertised through the local board and council channels, including the council website, local board facebook page and communication with past recipients of grants.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Waiheke Grants Programme 2020/2021	97

Ngā kaihaina

Signatories

Author

Agus Castro Pons - Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

Rhonwen Heath - Head of Rates Valuations & Data Mgmt

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Waiheke Local Board

22 April 2020

Local board feedback for inclusion in Auckland Council submissions

File No.: CP2020/04543

Te take mō te pūrongo

Purpose of the report

1. To recommend that the Waiheke Local Board delegate authority to the local board chair to submit the local board’s formal views for inclusion in Auckland Council submissions to Central Government and other councils, where this feedback is due before a local board meeting.

Whakarāpopototanga matua

Executive summary

2. Central Government (and other councils) seek feedback through public consultation on bills, inquiries and other key matters. The consultation timeframes vary between four and eight weeks.

3. The Governing Body is responsible for making official submissions to Central Government on most matters except for submissions to government on legislation where it specifically relates to a local board area. Where the Governing Body decides to make an official submission on a Central Government matter, staff work to develop a draft submission for consideration by the Governing Body and will call for local board input so it can be incorporated. The Auckland Council submission needs to be approved within the consultation timeframes set by Central Government.

4. Local board input is required to be approved by the local board. Where local boards are unable to make these decisions at a local board meeting due to the constrained timeframes, another mechanism is required. In situations where local boards prefer not to use the urgent decision process, local boards sometimes provide informal feedback that is endorsed at the next business meeting. This is not considered best practice because the local board input can be challenged or changed at ratification or approval stage, which leads to reputational risk for the council.

5. In situations where timeframes don’t allow reporting to formal business meetings, staff recommend that the local board either uses the urgent decision process or delegates authority to the chair to approve and submit the local board’s input into Auckland Council submissions. Both options provide an efficient way to ensure that local board formal input is provided when external parties set submission deadlines that don’t allow formal input to be obtained from a local board business meeting.

Ngā tūtohunga

Recommendation/s

That the Waiheke Local Board:

a) delegate authority to the chair to approve and submit the local board’s input into Auckland Council submissions on formal consultation from government departments, parliament, select committees and other councils.

b) note that the local board can continue to use its urgent decision process to approve and submit the local board’s input into Auckland Council submissions on formal consultation from government departments, parliament, select committees and other councils, if the chair chooses not to exercise the delegation sought in recommendation (a).

c) note that this delegation will only be exercised where the timeframes do not allow for local board input to be considered and approved at a local board meeting.

d) note all local input approved and submitted for inclusion in an Auckland Council submission is to be included on the next local board meeting agenda for the public record.

Horopaki

Context

6. Government departments, parliament, select committees and other councils seek feedback on issues using both formal and informal consultation opportunities. Auckland Council has an ongoing opportunity to provide advocacy on public policy matters and this is often done by making a public submission. Submissions can be provided on other council’s plans, on policy and legislative reviews or on an agency’s proposed strategy.

7. Council submissions are the formal responses to the public consultation opportunities that are open to everyone, including all Aucklanders.

8. Under the Local Government (Auckland Council) Act 2009 the Governing Body must consider any views and preferences expressed by a local board, where a Governing Body decision affects or may affect the responsibilities or operation of the local board or the well-being of communities within its local board area.

9. Under the current allocation of decision-making responsibility, the Governing Body is allocated decision-making responsibility for “submissions to government on legislation including official submissions of Auckland Council incorporating local board views”. Local boards are allocated decision-making for “submissions to government on legislation where it specifically relates to that local board area only”.

10. Central Government agencies set the deadlines for submissions which are generally between four to eight weeks. These timeframes do not usually allow for formal reporting to local boards to input into the council submission. In situations where local boards prefer not to use the urgent decision process, local boards can sometimes provide informal feedback that is endorsed at the next business meeting. This is not considered best practice because the local board input can be challenged or changed at ratification or approval stage, which leads to reputational risk for council.

11. Providing a delegation for Central Government submissions provides local boards with another option to give formal local views within prescribed timeframes.

Tātaritanga me ngā tohutohu

Analysis and advice

12. There are five options available to local boards to approve their formal views and input on submissions to Central Government. Where this input is sought within a time constrained process and is due before a meeting of the local board, only four of these options will be available.

Table 1: Options for mechanisms through which the local boards can approve their formal views on Auckland Council submissions to Central Government and other councils

Options	Pros	Cons
1. Local board input approved at a business meeting	· Decision is made and adopted in a public meeting (transparency of decision making). · All local board members have the opportunity to make the formal decision.	· Local board meeting schedules and agenda deadlines often don’t align with external agency deadlines.
2. Local board input approved at an extraordinary meeting of the local board	· Provides a mechanism for local boards to provide their formal views where submission deadlines do not align with local board meeting schedules. · Decision is made and adopted in a public meeting (transparency of decision making). · All local board members have the opportunity to make the formal decision.	· Extraordinary meeting needs to be called by a resolution (requires anticipation by the local board) or requisition in writing delivered to the Chief Executive. The process usually requires a minimum of three clear working days. · There are additional costs incurred to run an unscheduled meeting. · It may be difficult to schedule a time when enough local board members can attend to achieve a quorum.
3. Local board input approved using urgent decision mechanism (staff recommend this option)	· It provides a mechanism for local boards to provide their formal views where submission deadlines do not align with local board meeting schedules. · Local board input can be submitted once the Chair, Deputy Chair and Relationship Manager have received the report providing the local board views and input. · The urgent decision needs the sign-off from two local board members (ie the Chair and Deputy Chair), rather than just one.	· The decision is not made in a public meeting. It may be perceived as non-transparent decision-making because it is not made by the full local board. · Chair and deputy may not have time to properly consult and ascertain view of the full local board.
4. Local board input approved by the chair who has been delegated authority from the local board (staff recommend this option where local boards choose not to use the urgent decision process)	· It provides a mechanism for local boards to provide their formal views where submission deadlines do not align with local board meeting schedules and local boards don’t want to use the urgent decision process. · Local board input can be submitted as soon as possible after the local board views and input have been collated and discussed by the local board members.	· Decision is not made in a public meeting. It may be perceived as non-transparent decision-making because it is not made by the full local board. · The chair who has the delegated authority may not have time to properly consult and ascertain views of the full local board.
5. Local board input submitted and ratified at a later date	· Local board informal input can be submitted as soon as possible after the local board views and input have been collated and discussed by the local board members.	· Local board input submitted is considered to be the informal views of the local board until they are approved. · Local board input can be challenged or changed at ratification or approval stage. · Decision to ratify informal views, even if made in a public meeting, is unable to be changed in the council submission (can be perceived as non-transparent decision-making). · Inclusion of informal views in the Auckland Council submission will be at the discretion of the Governing Body. These may be included with caveats noting the views have not been ratified by the local board. · If the local board changes its views, there is a reputational risk for the council.

13. Options one, two and three are already available to local boards and can be utilised as required and appropriate. Option one should always be used where timeframes allow reporting. Option four requires a delegation in order for a local board to utilise this mechanism and should be used only when timeframes don’t allow reporting to a business meeting.

14. Local boards who wish to utilise option four are requested to delegate to the chair as this fits within the leadership role of the chair and they are more likely to be available because the chair is a full-time role. The role of this delegated member will be to attest that the approved and submitted input constitutes the views of the local board. The input should then be published with the agenda of the next formal business meeting of the local board to provide transparency. The delegate may choose not to exercise their delegation if the matter is of a sensitive nature and is something that the full board should consider at a business meeting.

15. Each local board will be in charge of its own process for considering and developing their local board input that will be approved by the delegated member. This can include discussions at workshops, developing ideas in a small working group or allocating it to an individual member to draft.

16. Where local boards do not wish to delegate the views to the chair, the recommended option is to use the urgent decision mechanism (where deadlines don’t align with local board reporting timeframes). The mechanism requires a staff report and the decision to be executed by three people (the Chair, Deputy Chair and the Relationship Manager). Local board input can be submitted within one to two days after the local board views and input have been collated and discussed by the local board members.

17. Option five is not considered best practice and local boards are strongly discouraged from using this.

Tauākī whakaaweawe āhuarangi

Climate impact statement

18. 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.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. This report proposes a delegation to ensure that staff can undertake the preparation of submissions in a timely manner, while receiving formal local board input on matters that are of local board importance.

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

Local impacts and local board views

20. This report seeks to establish a specific delegation for the local board chair.

21. Any local board member who is delegated responsibilities should ensure that they represent the wider local board views and preferences on each matter before them.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

23. 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

24. If local boards choose to delegate to provide their formal views on Auckland Council submissions, there is a risk that this mechanism is perceived as non-transparent decision-making because it is not made by the full local board. This can be mitigated by publishing the submitted local board input on the next agenda.

25. There is also a risk that the chair who has the delegated authority may not have time to properly consult and ascertain views of the full local board. This can be mitigated by encouraging the local board to collectively discuss and agree their input before it is submitted by the member who has been delegated authority.

Ngā koringa ā-muri

Next steps

26. On those occasions where it is required, the delegation will be used to approve and submit the local board’s input into Auckland Council submissions on formal consultation from government departments, parliament, select committees and other councils.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Carol Stewart - Senior Policy Advisor – Local Board Services

Authorisers

Louise Mason - General Manager -Local Board Services

Janine Geddes - Acting Relationship Manager: Aotea / Great Barrier and Waiheke Local Boards

Chairperson	Ms Cath Handley
Deputy Chairperson	Bob Upchurch
Members	Kylee Matthews
	Robin Tucker
	Paul Walden

No.	Title	Page
a ⇩	Resource consent applications received from 9 to 15 February 2020	117
b ⇩	Resource consent applications received from 16 to 22 February 2020	119
c ⇩	Resource consent applications received from 23 to 29 February 2020	121
d ⇩	Resource consent applications received from 1 to 7 March 2020	123
e ⇩	Resource consent applications received from 8 to 14 March 2020	125
f ⇩	Resource consent applications received from 15 to 21 March 2020	127
g ⇩	Resource consent applications received from 22 to 28 April 2020	129
h ⇩	Resource consent applications received from 29 March to 4 April 2020	131

No.	Title	Page
a ⇩	Workshop proceedings of 19 February 2020	139
b ⇩	Workshop proceedings of 26 February 2020	141
c ⇩	Workshop proceedings of 4 March 2020	143
d ⇩	Workshop proceedings of 11 March 2020	145
e ⇩	Workshop proceedings of 18 March 2020	149
f ⇩	Workshop proceedings of 25 March 2020	153
g ⇩	Workshop proceedings of 1 April 2020	155