Agenda of Devonport-Takapuna Local Board

1 Welcome

Member Toni van Tonder will open the meeting with a karakia.

Whakataka te hau ki te uru Cease o winds from the west

Whakataka te hau ki te tonga Cease o winds from the south

Kia mākinakina ki uta Bring calm breezes over the land

Kia mātaratara ki tai Bring calm breezes over the sea

E hī ake ana te atakura And let the red-tipped dawn come

He tio With a touch of frost

He huka A sharpened air

He hau hū And promise of a glorious day

Tīhei mauri ora!

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.

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i. A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member

ii. A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Devonport-Takapuna Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 17 March 2020, as true and correct.

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 Devonport-Takapuna 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.”

Devonport-Takapuna Local Board

05 May 2020

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

File No.: CP2020/05155

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 and Māori, 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. If approved, attendance by members and non-members will be facilitated by phone (audio only) or Skype video (audio-visual) via the 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 Devonport-Takapuna 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, 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:

i) 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 Section 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)

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 Section 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 Section 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, Schedule 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 member participation may be by audio or audio-visual link and the process for providing them with speaking rights remains under standing orders.

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 Section 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 Section 14 of the 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 (Sections 78 and 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 Section 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. An amendment to standing orders requires a 75 per cent majority vote.

31. 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.

32. 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 that the requirements of the LGA regarding the provision of the technology requirements can be supported.

Technology options available

33. 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

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

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

35. 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

36. 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

37. 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.

38. 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.

39. 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

40. 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

41. 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

42. 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

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

44. 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

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

46. 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

47. 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.

48. 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.

49. 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.

50. The report is seeking discretion for the local board chair to decline public forum requests. This delegation should be exercised with caution to not undermine the intention of standing orders (which currently provide 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

51. 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 - GM Local Board Services

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

05 May 2020

Approval for Private Road Name for Development at 59 - 61 Karaka Street, Takapuna

File No.: CP2020/04194

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Devonport - Takapuna Local Board to name a new private road located comprised of reciprocal rights of way easements and serving the lots being created by a subdivision being undertaken by Project NZ Group Ltd, (the Applicant), at 59 - 61 Karaka Street, Takapuna.

Whakarāpopototanga matua

Executive summary

2. Auckland Council has road naming guidelines that set out the requirements and criteria of the Council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across the Auckland Region.

3. The Applicant has submitted the following names in order of preference for consideration by the Local Board:

· Northbush Lane

· Te Uru Lane

· Kapeka Lane

4. The names are considered suitable and meet the Council’s road naming guidelines.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the road name Northbush Lane, Te Uru Lane or Kapeka Lane for the private road constructed within the subdivision being undertaken by Project NZ Group Ltd, (the Applicant), at 59 - 61 Karaka Street, Takapuna. in accordance with section 319(1)(j) of the Local Government Act 1974.

Horopaki

Context

5. A land use consent for 13 dwellings and associated subdivision consent for 13 lots, (Council Refs BUN60339632 & SUB60339634), was approved on 25 September 2018. Both consents are nearing completion.

6. In accordance with the national addressing standard the private road requires a name as it serves more than 5 lots.

Tātaritanga me ngā tohutohu

Analysis and advice

7. The Auckland Council Road Naming Guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider / developer shall be given the opportunity of suggesting their preferred new road names for the Local Board’s approval.

8. Auckland Council’s road naming criteria typically require that road names reflect one of the following local themes, with the use of Maori names being actively encouraged:

- a historical or ancestral linkage to an area,

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

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

9. The Applicant has chosen a name that reflects the local landscape having regard to the development’s proximity to the Smiths Bush Scenic Reserve and other local bush areas.

· Northbush Lane - reflects the location being close to Smiths Bush.

10. The Applicant has also selected two Maori names that also reflect this theme:

· Te Uru Lane - meaning grove of trees or stand of bush - reflects Smiths Bush being close by and the development being named Karaka Grove

· Kapeka Lane - meaning branch of tree or river - reflects private road branching off Karaka Street or the branch of a Karaka tree.

11. Land Information New Zealand (LINZ) has confirmed the proposed names are acceptable and no duplicates exist within the Auckland region.

Tauākī whakaaweawe āhuarangi

Climate impact statement

12. The naming of roads has no effect on climate change. Relevant environmental issues have been considered under the provisions of the Resource Management Act 1991 and the associated approved resource consent for the development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

13. The decision sought for this report has no identified impacts on other parts of the Council group. The views of Council controlled organisations were not required for the preparation of the report’s advice.

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

Local impacts and local board views

14. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

15. On the Applicant’s behalf the Council has consulted with 12 local iwi groups identified as possibly having an interest in the proposal and received one response from Ngati Whatua Orakei who deferred to Ngati Paoa who did not respond. No other iwi groups responded.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

17. There are no significant risks to council as road naming is a routine part of the subdivision development process, with consultation being a key part of the process.

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	59 - 61 Karaka Street Takapuna Scheme Plan	19
b ⇩	59 - 61 Karaka Street Takapuna Locality Map	21

Ngā kaihaina

Signatories

Authors

John Benefield – Senior Subdivision Advisor

Authorisers

Trevor Cullen - Team Leader Subdivision

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

05 May 2020

Reallocation of unspent funds granted to the Milford Tennis Club, Dodson Avenue, Milford.

File No.: CP2020/05127

Te take mō te pūrongo

Purpose of the report

1. To approve reallocation of unspent funding granted to Milford Tennis Club to help it to meet the demolition costs of the vacant clubrooms on its site.

Whakarāpopototanga matua

Executive summary

2. At its business meeting, held on 21 May 2019, the Devonport-Takapuna Local Board approved a local grant of $15,000.00 to the Milford Tennis Club towards the costs of its new club house fit-out and a pergola (LG 1902-219, Resolution DT/2019/742019). All works have been completed, except for the pergola, resulting in an underspend of $4,100.00.

3. The full site development plan included the demolition and removal of the original clubrooms together with the remediation of the area it occupied. The cost to demolish the vacant building has increased due to an additional requirement in the demolition consent relating to work around tree roots on the site.

4. The Club has requested the reallocation of the underspend of $4,100.00 towards the demolition costs of the vacant clubrooms at the earliest opportunity. (Attachment A to the agenda report)

5. The demolition will complete the entire redevelopment project and result in improved visibility and access to the council walkway that runs from the entrance to the club on Dodson Avenue exiting on Pierce Road opposite Milford Kindergarten.

6. Reallocation of the funds will permit the club to undertake the work, at the first available opportunity, under the terms of the existing quote. If the club must retender it is likely that costs of the demolition contract will increase, and the club will have to wait until next year to undertake the project due to funding constraints.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the reallocation of the $4,100.00, granted to Milford Tennis Club to erect a new pergola (LG1902-219 DT/2019/742019), to contribute to the cost of the demolition of its vacant clubrooms at 18 Dodson Ave Milford.

Ngā ritenga ā-pūtea

Financial implications

7. The underspend of $4,100.00 forms part of the original $15,000 granted to the Milford Tennis Club to complete the redevelopment of the site. The request to repurpose the funds will enable the club to complete the development of its facilities and to demolish the vacant clubrooms to the benefit of club members and the general public who will have improved visibility and access to the adjacent public walkway.

8. If the local board chooses not to approve the reallocation of the funds, the money will be returned by the club and will be added to the discretionary grants budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

9. If the funds are not reallocated and the club is required to retender the demolition it is likely to be more expensive delaying the club’s ability to undertake the work until next year.

Ngā koringa ā-muri

Next steps

10. If the funds are reallocated the club can progress with its plans to demolish the vacant clubrooms and remediate the site immediately the contractor is available to undertake the work.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Milford Tennis Club - Request for change to grant purpose	25

Ngā kaihaina

Signatories

Authors	Maureen Buchanan – Local Board Advisor
Authorisers	Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

05 May 2020

Local board feedback on the Tūpuna Maunga Authority 2020/2021 Draft Operational Plan

File No.: CP2020/04751

Te take mō te pūrongo

Purpose of the report

1. To provide feedback on the Tūpuna Maunga Authority 2020/2021 Draft Operational Plan.

Whakarāpopototanga matua

Executive summary

2. The Tūpuna Maunga Authority (TMA) and Auckland Council must agree an operational plan (the plan) to guide their projects and activities for the upcoming financial year, 2020/2021.

3. The operational plan outlines how council will carry out the routine maintenance of the Tūpuna Maunga (ancestral mountains) and administered lands under the direction of the Tūpuna Maunga Authority. This is a requirement under section 60 of the Ngā Mana Whenua o Tāmaki Makaurau Collective Redress Act 2014 (the Collective Redress Act).

4. The plan outlines the work programme for the financial year, which comprises of a number of projects at a network and individual maunga level. It also sets out how these individual projects contribute to delivery of the TMA’s objectives and vision for the Tūpuna Maunga by linking them to one or more of the Tūpuna Maunga Values in the Integrated Management Plan.

5. The draft operational plan is prepared, consulted and adopted in accordance with council’s 2020/2021 Annual Budget timelines.

6. As part of this process, the local board is invited to provide feedback on the draft operational plan.

7. The local board’s draft feedback is included to this report as Attachment One. Key aspects of the draft feedback include:

· support the protection and restoration of tihi by completing the implementation of pedestrianisation at Takarunga / Mt Victoria;

· support complete installation of generic signs at each Tūpuna Maunga and develop comprehensive and specific interpretation for each Tūpuna Maunga;

· support off-site interpretation/storing telling develop technology and digital content to complement on-site interpretation;

· support proposed volunteering programme to create opportunities for people to contribute to the wellbeing of the Tūpuna Maunga;

· support chemical-free approaches to pest and weed management on the Tūpuna Maunga;

· support the programme to control the presence and spread of pest plants and animals and environmental weeds in accordance with the Biosecurity Plan;

· support the Biodiversity Plan to reintroduce indigenous species such as microorganisms, invertebrates, lizards and birds; and

· support the track network development, and request that where possible, they align to and enhance local board greenway plans that have been developed.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) Adopt the local board’s feedback on the 2020/2021 Tūpuna Maunga Authority Draft Operational Plan as outlined in Attachment A.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna Local Board feedback on the 2020/2021 Tupuna Maunga Authority Draft Operational Plan	29
b ⇩	2020/2021 Tupuna Maunga Authority Operational Plan - full document	33

Ngā kaihaina

Signatories

Authors	Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna
Authorisers	Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

05 May 2020

Memo

29 April 2020

To: Paul Majurey – Chair, Tūpuna Maunga o Tāmaki Makaurau Authority

All Tūpuna Maunga o Tāmaki Makaurau Authority members

cc: Dominic Wilson – Head of Co-Governance, Auckland Council

From: Aidan Bennett – Chair, Devonport-Takapuna Local Board

George Wood – Deputy Chair, Devonport-Takapuna Local Board

Subject: Devonport-Takapuna Local Board feedback on the Tūpuna Maunga o Tāmaki Makaurau Authority Draft Operational Plan 2020/2021

1. This memo details the Devonport-Takapuna Local Board’s (the local board) feedback on the Tūpuna Maunga o Tāmaki Makaurau Authority (the Tūpuna Maunga Authority) Draft Operational Plan 2020/2021.

2. The local board is appreciative and welcomes the opportunity to provide feedback on the draft operational plan.

Feedback by section

Tūpuna Maunga work programme 2018-2028

3. Wairuatanga / Spiritual value, the local board:

· support the protection and restoration of tihi by completing the implementation of pedestrianisation at Takarunga / Mt Victoria.

· support complete installation of generic signs at each Tūpuna Maunga and develop comprehensive and specific interpretation for each Tūpuna Maunga using signs, notice boards, visual aids, interactive displays, art etc that recognises and shares with visitors the significance of the Tūpuna Maunga and mana whenua’s relation to them.

· support off-site interpretation/storing telling develop technology and digital content to complement on-site interpretation.

· suggests that the proposed education programmes be brought forward to years one – three (2018-2020) and prioritised to continue the awareness of the role and values of the Tūpuna Maunga Authority.

· advocate that a future event to celebrate the Tūpuna Maunga be held at either Takarunga / Mt Victoria or Maungauika / North Head. The local board also welcome the opportunity to collaborate and provide support to deliver the event.

· support settings that inspire reverence, aroha, respect and awareness of the Tūpuna Maunga as treasures through new and distinct entrance signs. The local board encourage the Tūpuna Maunga Authority to work with both groups located on the maunga and the wider community.

· support all opportunities to provide input and collaborate with the Tūpuna Maunga Authority on the identified plans and strategies.

· appreciate and value the governance relationship with the Tūpuna Maunga Authority and look forward to future engagement opportunities.

· request that the Tūpuna Maunga Authority work with local boards and other relevant entities (i.e. business improvement districts) to consider wayfinding to and from the maunga.

4. Mana Aotūroa / Cultural and Heritage value, the local board:

· support greater on the ground Tūpuna Maunga Authority presence from year 3 onwards, and welcome opportunities to work alongside the local board to utilise their networks and relationships in the local community.

· support sharing European and other histories and geological significance: develop interpretation that honours the multiple narratives, cultural meaning and connections felt and expressed among all people of Tāmaki Makaurau over the Tūpuna Maunga and the geological significance of the Tūpuna Maunga.

· support neighbours and local communities: communicate and collaborate with neighbours and local communities to enhance the values of the Tūpuna Maunga, and welcome opportunities to work alongside the local board to utilise their networks and relationships in the local community.

5. Takotoranga / Landscape value, the local board:

· the local board encourages the Tūpuna Maunga Authority to consider community-led approaches, or work with existing volunteer networks when undertaking pest and weed control initiatives.

· support proposed volunteering programme to create opportunities for people to contribute to the wellbeing of the Tūpuna Maunga.

· support chemical-free approaches to pest and weed management on the Tūpuna Maunga

· advocate for the development of individual management plans for both Takarunga and Maungauika.

6. Mauri Pūnaha Hauropi / Ecology and Biodiversity

· support the programme to control the presence and spread of pest plants and animals and environmental weeds in accordance with the Biosecurity Plan.

· support the Biodiversity Plan to reintroduce indigenous species such as microorganisms, invertebrates, lizards and birds.

7. Whai Rawa Whakauka / Economic and Commercial

· support approaches to facilitate and promote commercial activities that promote the values of the Tūpuna Maunga.

8. Mana Whai a Rehia / Recreational value, the local board:

· support the track network development, and request that where possible, they align to and enhance local board greenway plans that have been developed.

· support the development of the way finding programme.

· request that when the Tūpuna Maunga Authority consider ancillary infrastructure, passive recreation and play infrastructure, they engage the relevant local board and / or their staff as often local boards have completed service assessments to determine service provision and need across their areas. These documents are useful tools to inform future planning, avoiding duplication, and meeting gaps in service provision.

Funding and Revenue

9. The local board support the proposed level of operational and capital funding to ensure the appropriate conservation and protection of the Tūpuna Maunga.

Maungauika / North Head

10. The following table provides the local board response to the proposed projects scheduled for Maungauika / North Head:

Capital or operational expenditure programme years one to three	Local board response
Interpretation / storytelling Complete installation of generic signs and then prepare and implement network wide programme to develop comprehensive site-specific interpretation	The local board welcomes the opportunity to work collaboratively with the Tūpuna Maunga Authority and the three business improvement districts, through their ‘Shore Coast Tourism’ initiative to provide cultural and economic development opportunities.
Track network Develop track network to improve access and protect values	The local board support the $400,000 allocated to this proposed project.
Way-finding Complete installation of main entrance and secondary destination signs and progressively implement additional way-finding	The local board advocate that funding be allocated to this project so that locals and visitors can easily access Maunauika. This will be particularly important for visitors as part of the America’s Cup.

Takarunga / Mt. Victoria

11. The following table provides the local board response to the proposed projects scheduled for Takarunga / Mt. Victoria:

Capital or operational expenditure programme years one to three	Local board response
Interpretation / storytelling Complete installation of generic signs and then prepare and implement network wide programme to develop comprehensive site-specific interpretation	The local board welcomes the opportunity to work collaboratively with the Tūpuna Maunga Authority and the three business improvement districts, through their ‘Shore Coast Tourism’ initiative to provide cultural and economic development opportunities.
Ancillary visitor infrastructure Develop toilets	The local board note that this was a funded project in the 2019/2020 operational plan, but now has a $0 budget. The local board request an update on whether this project is proceeding, or not.
Track network Develop track network to improve access and protect values	The local board support this project and request it align to and enhance the local board greenway plans that has been developed.
Way-finding Complete installation of main entrance and secondary destination signs and progressively implement additional way-finding	The local board support this project and requests how this can be expanded to other areas of Devonport to provide a start-to-end journey for visitors.
Signage Repairs and /or the replacement of signs	The local board support the repairs and replacements of signs.

Devonport-Takapuna Local Board

05 May 2020

Devonport-Takapuna Local Board

05 May 2020

Local board input and feedback into the 2020/2021 Annual Budget

File No.: CP2020/04976

Te take mō te pūrongo

Purpose of the report

1. To seek the Devonport-Takapuna Local Board’s (the local board’s) feedback and input on a range of matters relating to the 2020/2021 Annual Budget (the Annual Budget).

Whakarāpopototanga matua

Executive summary

2. The Annual Budget contains 21 local board agreements which are the responsibility of local boards to agree with the governing body. These agreements set out local funding priorities, budgets, levels of service and performance measures.

3. Auckland Council (the council) publicly consulted from 21 February to 22 March 2020 to seek community views on the proposed 2020/2021 Annual Budget and local board priorities to be included in the local board agreements (this is referred to as consultation part one).

4. Since public consultation was undertaken, the COVID-19 pandemic has exerted significant pressure on the council’s financial position, which will have flow on effects for the proposed budget for the 2020/2021 financial year. Council is now considering what those impacts are likely to be, and plan to ask Aucklanders for their views on certain aspects of Auckland Council’s proposed ‘emergency budget’ in response to the financial impacts of COVID-19 (this is referred to as consultation part two).

5. Local boards are required to receive the feedback on the proposals in consultation part one, which are not affected by the changes being considered by the council and therefore will not be subject to further consultation and make decisions on them. This must be done before consultation part two can get underway, so the scope of consultation part two is clear.

6. For part one, the local board needs to complete the following:

· note the feedback from the public consultation that was undertaken between 21 February and 22 March 2020;

· make decisions on local financial matters for the 2020/2021 local board agreement; and

· provide feedback on the original regional topics that were consulted on between 21 February and 22 March 2020.

7. This report also presents a feedback summary from the public consultation that was undertaken between 21 February and 22 March 2020. The summary provides:

· a demographic overview of respondents, and their method of feedback;

· feedback on local priorities; and

· feedback on regional topics.

8. Accompanying this report is an analysis of the submissions and consultation feedback. This is included as Attachment A.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) As part of phase one of the 2020/2021 Annual Budget:

i) receive consultation feedback on the Devonport-Takapuna Local Board priorities for the 2020/2021 financial year.

ii) receive consultation feedback on the 2020/2021 Annual Budget regional topics.

iii) recommend any new or amended Business Improvement District targeted rates to the Governing Body.

iv) recommend any new or amended local targeted rate proposals to the Governing Body.

v) recommend that the Governing Body approves any proposed Locally Driven Initiative (LDI) capital projects, which are outside local boards’ allocated decision-making responsibility.

vi) recommend the release of local board specific reserve funds to the Governing Body.

vii) provide feedback on the Annual Budget 2020/2021 regional proposals.

b) Provide views and preferences as part of the phase two Emergency Budget, which will be considered by the Emergency Committee at their 14 May 2020 business meeting.

Horopaki

Context

9. Local board agreements form part of the Annual Budget and set out local funding priorities, budgets, levels of service and performance measures.

10. The council publicly consulted from 21 February to 22 March 2020 to seek community views on the proposed the Annual Budget 2 and local board priorities to be included in the local board agreements. This is now referred to as consultation part one.

11. Since public consultation was undertaken, the COVID-19 pandemic has exerted significant pressure on the council’s financial position, which will have flow on effects for the proposed budget for the 2020/2021 financial year. Work to date on the proposed Annual Budget will need to be adjusted to consider the new financial realities facing Auckland.

12. The financial report presented to the Emergency Committee during April 2020 indicated potential reductions in cash revenue of $350-650m for financial year 2020/2021, depending on the length and extent of the disruption caused by COVID-19. The Emergency Committee requested staff provide further information to the Governing Body on the impacts of the various scenarios modelled against a rates increase of between 0 percent and 3.5 percent. They also resolved that further public consultation on the Annual Budget would include considering whether to adopt a 2.5 percent rather than 3.5 percent general rates increase for the 2020/2021 financial year, among a suite of other measures aimed at offering support to all ratepayers, including businesses, facing hardship due to the impacts of COVID-19.

13. Council is planning to ask Aucklanders for their views on certain aspects of the proposed ‘emergency budget’ in response to the financial impacts of COVID-19. It is anticipated this will be carried out from late May until mid-June 2020. This will be in addition to the Annual Budget consultation that was already carried out from February to March 2020. This is referred to as consultation part two.

14. Consultation part two is unlikely to revisit any of the specific proposals in consultation part one. Therefore, the local boards and the Governing Body are required to receive the feedback on these proposals and make decisions on them. This must be done before consultation part two can get underway so it is clear what decisions have already been made, and what decisions will be made after consultation part two.

15. In addition, some of the proposed changes to fees and charges required a Special Consultative Procedure (SCP) and the requirements for this were met in consultation part one. It is important to complete this statutory process, especially where consultation part two will not be relevant to the decisions on these fees and charges.

16. This report includes analysis of the consultation feedback on the local board priorities for the 2020/2021 financial year, and on the regional proposals in the Annual Budget from people or organisations based in the local board area.

Local financial matters and local board feedback on regional topics

Local financial matters

17. As part of the 2020/2021 local board agreement process, the local board needs to make decisions on the following local financial matters:

· any new or amended Business Improvement District (BID) targeted rates;

· any new or amended local targeted rate proposals;

· propose locally driven initiative (LDI) capital projects outside local boards’ decision-making responsibility; and

· the release of local board specific reserve funds.

18. To date, the local board has not requested any new, or changes to the local financial matters outlined in paragraph seven. In addition, there have been no strong themes from the public consultation which suggests changes are required.

19. Staff recommend that there are no new or amended BID targeted rates, local targeted rate proposals and LDI capital projects outside local boards’ decision-making responsibility.

Local board feedback on regional topics

20. As part of consultation part one, the Annual Budget public consultation process, council sought feedback on four regional topics, which included:

· waste management targeted rate: this proposes to increase the base service waste management targeted rate by from $121.06 to $141.03 to cover the recycling revenue shortfall;

· refuse collection in former Auckland City and Manukau City: this proposes an increase to the standard refuse (120 litre bin) rate from $129.93 to $144.16 (including GST) and the large refuse (240 litre bin) rate from $191.00 to $211.91 (including GST) in the former Auckland City and Manukau City areas;

· Waitākere rural sewerage service and targeted rate: this proposes to increase the targeted rate to fully pay for the costs of running this service. The new rate will depend on the outcome of contract negotiations and is likely to be between $260 and $320; and

· council charges towards pool fencing inspections: this proposes to replace the $130 first inspection fee with an annual targeted rate of $44 for all pool owners.

21. The local board is requested to provide feedback on the four regional topics, which will then. be considered by the Emergency Committee at their 14 May 2020 business meeting.

22. Respondents views and feedback on the four regional topics is detailed in the Summary of public consultation feedback section of this report.

Summary of public consultation feedback

Overview of submission types and groups

23. 143 submissions were received from people who live in the area, or commented on the Devonport-Takapuna Local Board priorities for the 2020/2021 financial year.

24. There are several key points and themes to highlight, which include:

· providing feedback online was the most common method of completion a submission;

· 74 percent of all respondents were aged 45 years and older. This is higher than the regional response rate of 64 percent;

· 11 percent of all respondents were aged 34 or younger. This is significantly lower than the regional response rate of 20 percent;

· there was a relatively even split between male and female respondents;

· 62 percent of all respondents were of European ethnicity. This is higher than the regional response rate of 50 percent;

· the 21 percent response rate from people of Chinese ethnicity is a significant increase from previous Annual Budget public consultations;

· only two per cent of respondents identified themselves as Maori.

Feedback on local priorities

25. As part of the Annual Budget, the local board included several local priorities which form the basis of their 2020/2021 local board agreement and work programmes. Submitters were asked to indicate their level of support to the proposed priorities and make any further comments.

26. There are several key points and themes to highlight, which include:

· 59 percent of respondents supported most of the priorities;

· 27 percent of respondents support all the priorities; and

· 14 percent of respondents either did not support most or any of the priorities.

27. The activity areas which featured strong support from respondents included:

· a greater focus and investment towards environmental and sustainability projects;

· a review of the Greenways Plan;

· improved footpaths across the local board area;

· better cycling and walking infrastructure across the local board area;

· improving the Takapuna town centre; and

· improving Lake Road and addressing its associated congestion issues

28. Conversely, matters such as water quality at Wairau Estuary and the Takapuna Sunday Markets did not feature as strong themes, despite being topical and current issues.

29. The proposed 3.5 percent rates rise also featured as a prominent theme from the public consultation. The majority of respondents noted concerns about how much they are paying for rates, that the current rating system is becoming increasingly unfair; and that council needs to find other funding and revenue streams to lessen the burden on ratepayers.

Feedback on regional topics

30. As previously outlined in this report, feedback was sought on four regional topics:

· waste management targeted rate;

· refuse collection in the former Auckland and Manukau city areas;

· Waitakere rural sewerage service and targeted rate; and

· council charges towards pool fencing inspections.

31. The table below provides a summary of local respondents’ feedback on the four regional topics:

Regional topic	Number of responses and percentage
Regional topic	Support	Do not support	Other
Waste management targeted rate	76 (77%)	20 (20%)	3 (3%)
Refuse collection in the former Auckland and Manukau city areas	69 (74%)	16 (17%)	8 (9%)
Waitakere rural sewerage service and targeted rate	65 (76%)	17 (20%)	4 (4%)
Council charges towards pool fencing inspections	7 (35%)	11 (55%)	2 (10%)

32. There are several key points and themes to highlight, which include:

· there was clear support for a user pays system for the waste management, refuse collection in the former Auckland and Manukau city areas and Waitakere rural sewerage service targeted rates; and

· over half of all respondents do not support the proposed changes to swimming pool fencing inspections. Respondents noted there appears to be no benefit for pool owners to pay for the service three years in advance; and a greater amount of discount is required to make it an incentive for pool owners. There were also concerns about the service council provides for this activity.

33. The local board may wish to consider the respective responses to determine a position when providing feedback on the regional topics.

Other feedback

34. A range of other comments and feedback from received from the Annual Budget public consultation. Key themes that arose from other comments include:

· the need to improve and upgrade footpaths, as many are in poor condition. This point was raised on multiple (i.e. 10-15 times) by submitters;

· an increased focus and investment towards creating new, and upgrading existing cycleways;

· making sure all walking and cycleways are connected to each other, through signage and safety mechanisms (i.e. lighting);

· greater investment in the cycling and walking network, and connecting them to other major projects like SeaPath;

· concerns about how much people are paying for rates, that the current rating system is becoming increasingly unfair; and council needs to find other funding and revenue streams to lessen the burden on ratepayers;

· that the Lake Road upgrade needs to urgently happen to ensure there are roading improvements and transport alternatives in the Devonport peninsular; and

· continuing to improve public transport and ensuring it is an efficient and affordable service.

35. Detailed analysis, including key themes and submitter responses is outlined in Attachment A.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Analysis of 2020/2021 Annual Budget feedback	129

Ngā kaihaina

Signatories

Authors	Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna
Authorisers	Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

05 May 2020

Devonport-Takapuna Local Board - Record of Workshops March 2020

File No.: CP2020/05157

Te take mō te pūrongo

Purpose of the report

1. To provide a record of Devonport-Takapuna Local Board workshops held during March 2020.

Whakarāpopototanga matua

Executive summary

2. At the workshop held on 03 March 2020, the board was briefed on:

· Panuku

- Anzac and Hurstmere Civic Spaces

· Governance

- Conflict of Interest Conversation

· Infrastructure and Environmental Services

- Devonport-Takapuna Restoration Groups

· Community Facilities

- Area Manager Introduction

- Lake Town Green Toilet update

- Wairau Estuary

- Growth Programme

· Hurstmere Road Update

- Hurstmere Road Update

· Auckland Tourism, Events and Economic Planning (ATEED)

- Local Board Plan Engagement

- Americas Cup 36

- Screen Auckland

3. At the workshop held on 10 March 2020, the board was briefed on:

· Community Facilities

- Nile Reserve: Play space renewal

- Greville Road Reserve: Learn to Ride concept plan

- Lansdowne Reserve: Play space concept

- D-TLB Carpark renewal civil engineering drawings

- Kennedy Park: Carpark developed design

· Arts, Community and Events

- Devonport Peninsula Trust Update

· Community Investment

- Devonport-Takapuna Open Space Network Plan

· Auckland Transport

- Milford Parking Study

- Francis to Esmonde Update

- Integrated Ferries

· NZTA

- Northern Pathway Update

4. Records of these workshops are attached to this report.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the records of the workshops held in March 2020

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna Local Board workshop record - 03 March 2020	147
b ⇩	Devonport-Takapuna Local Board workshop record - 10 March 2020	153

Ngā kaihaina

Signatories

Authors	Rhiannon Foulstone-Guinness - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager

Chairperson	Aidan Bennett
Deputy Chairperson	George Wood, CNZM
Members	Trish Deans
	Ruth Jackson
	Jan O'Connor, QSM
	Toni van Tonder