Agenda of Aotea / Great Barrier Local Board

1 Welcome

Chairperson IM Fordham will open the meeting held by Skype for Business and welcome everyone in attendance. Member V Toki will lead a karakia.

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 Aotea / Great Barrier Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 12 May 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 Aotea / Great Barrier 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.”

Aotea / Great Barrier Local Board

26 May 2020

Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020 grant allocations

File No.: CP2020/04576

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline the applications received for Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020 (Attachment B and Attachment C).

3. The Aotea / Great Barrier Local Board adopted the Aotea / Great Barrier Local Board Community Grants Programme 2019/2020 on 19 March 2019 (Attachment A). The document sets application guidelines for contestable capital and community grants.

4. The local board has set a total community grants budget of $115,000.00 and a total capital grants budget of $252,000.00 for the 2019/2020 financial year. At total of $69,439.05 was allocated to local grants and $117,795 was allocated to capital grants in Aotea/ Great Barrier Local and Capital Grants Round One 2019/2020. There is $45,560.95 available for allocation to local grants and $134,205 available for allocation to capital grants in Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020.

5. A total of 29 applications were received for Local and Capital Grants Round Two 2019/2020. Twelve capital grant applications were received requesting a total of $234,957 and 17 local grants were received requesting a total of $172,922.13.

6. From the 17 local grant applications submitted, two applications have since been withdrawn (LG2004-203 and LG2004-226) due to concerns related to COVID19 restrictions.

7. In addition, there was one capital grant application deferred in Local and Capital Grants Round One 2019/2020 (previously deferred from Aotea / Great Barrier Capital Grants, Round Two 2018/2019) requesting $50,000. The overall requested amount for capital grants in Local and Capital Grants Round Two 2019/2020 is $284,957.

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a) fund, part-fund or decline applications received for Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020, listed in Table One, Table Two and Table Three:

Table One: Aotea / Great Barrier Capital Grants Round Two 2019/2020 applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2004-211	Aotea Boardriders Club Incorporated	Capital	Towards resource consent costs and a wastewater treatment system for the Aotea Boardriders Club clubhouse.	$41,179.94	Eligible
LG2004-228	North Barrier Residents and Ratepayers Association Incorporated	Capital	Towards bathroom refurbishment costs.	$13,679.00	Eligible
LG2004-230	North Barrier Residents and Ratepayers Association Incorporated	Capital	Towards kitchen upgrade costs at the Boat Club.	$16,074.00	Eligible
LG2004-233	North Barrier Residents and Ratepayers Association Incorporated	Capital	Towards an on-site sleep-out for the leasees of the Boat Club.	$23,076.00	Eligible
LG2004-234	Barrier Social Club Incorporated	Capital	Towards the first stage of a power system upgrade.	$44,317.00	Eligible
LG2004-235	Great Barrier Island Golf Club Incorporated	Capital	Towards a more energy efficient dishwasher.	$3,618.00	Eligible
LG2004-238	Great Barrier Island Golf Club Incorporated	Capital	Towards the replacement of existing califont to run hot water to a basin.	$3,026.12	Eligible
LG2004-205	The Marion Barleyman Memorial Cottage Rural Woman New Zealand Awana Branch Incorporated	Capital	Towards painting the exterior of Barleyman Cottage.	$2,800.00	Eligible
LG2004-217	Ngatiwai O Aotea Kawa Marae Trust	Capital	Towards kitchen equipment and mattresses and pillows.	$50,000.00	Eligible
LG2004-225	Motu Kaikoura Trust	Capital	Towards a sustainable water system.	$24,459.95	Eligible
LG2004-213	Aotea Family Support Group Charitable Trust	Capital	Towards equipment for the community worker office.	$3,126.75	Eligible
LG2004-237	Motairehe Marae	Capital	Towards bathroom refurbishment costs.	$9,600.20	Ineligible
Total				$234,956.96

Table Two: Aotea / Great Barrier Local Grants Round Two 2019/2020 applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2004-210	Great Barrier Island Community Heritage and Arts Village Trust	Arts and culture	Towards furniture for a research space at the Heritage and Arts Village.	$2,288.00	Eligible
LG2004-202	Destination Great Barrier Island Trust	Community	Towards costs associated with the “No Barriers - Small Island, Big Ideas” event.	$4,000.00	Eligible
LG2004-203	Blue Light Ventures Incorporated	Community	Towards costs associated with an outdoor survival skills training course.	$2,799.68	Withdrawn
LG2004-216	Building a Flourishing Community Aotea Trust Under the umbrella of Aotea Family Support Group	Community	Towards office set-up and administration costs.	$6,264.31	Eligible
LG2004-220	Island Screens Incorporated	Community	Towards the 2020 Island Screens Programme.	$3,500.00	Eligible
LG2004-221	Aotea Education Trust	Community	Towards wages for an administrator and coordinator.	$12,104.35	Eligible
LG2004-222	Aotea Family Support Group Charitable Trust	Community	Towards wages, travel and snacks for the Aotea Mentoring Programme	$8,000.00	Eligible
LG2004-224	Aotea Family Support Group Charitable Trust	Community	Towards wages for a youth assistant.	$9,600.00	Eligible
LG2004-227	Royal New Zealand Coastguard Boating Education Ltd	Community	Towards safety equipment costs needed for the Safe Boating Programme	$14,107.23	Eligible
LG2004-231	Aotea TV Under the umbrella of Great Barrier Island Community Heritage and Arts Village Trust	Community	Towards gear for an online video/television platform and umbrella group administration costs.	$13,233.17	Eligible
LG2004-201	The Windy Hill - Rosalie Bay Catchment Trust	Environment	Towards part-time nursery manager costs.	$19,500.00	Eligible
LG2004-214	Great Barrier Island Environmental Trust	Environment	Towards pest control, bird monitoring and revegetation projects.	$47,119.63	Eligible
LG2004-215	Environmental Education for Resource Sustainability Trust	Environment	Towards the purchase and delivery of 15 native plants and recycling bins to Aotea / Great Barrier schools and preschools participating in the Paper4trees programme.	$245.76	Eligible
LG2004-218	Wairahi Bay Station Limited	Environment	Towards contractor hours, travel and Pampus Pine poison.	$8,000.00	Eligible
LG2004-232	Great Barrier Island Golf Club Incorporated	Environment	Towards removal of pine tree.	$2,160.00	Eligible
LG2004-223	Aotea Family Support Group Charitable Trust	Events	Towards the New Year's Family Picnic 2021 and the Fitzroy Family Festival.	$15,000.00	Eligible
LG2004-226	Kaitoke School	Events	Towards costs associated with the Wharf 2 Wharf event.	$5,000.00	Withdrawn
Total				$172,922.13

Table Three: Deferred application from Aotea / Great Barrier Capital Grants Round One 2019/2020 (previously deferred from Aotea / Great Barrier Capital Grants, Round Two 2018/2019):

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG1904-206	Great Barrier Island Community Health Trust	Capital	Solar system upgrade	$50,000.00	Eligible

Horopaki

Context

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

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

10. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

11. The Aotea / Great Barrier Local Board adopted the Aotea / Great Barrier Local Board Community Grants Programme 2019/2020 on 19 March 2019 (Attachment A). The document sets application guidelines for contestable grants.

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

13. From the 17 local grant applications submitted, two applications have since been withdrawn (LG2004-203 and LG2004 -226) due to concerns related to COVID19 restrictions. LG2004-203 was submitted by Blue Light Ventures Incorporated for the 2020 GBI Blue Light HUNTS course. The applicant has cancelled the 2020 event but intends to apply for a local grant next year for the 2021 event. LG2004-226 was submitted by Kaitoke School for the Wharf 2 Wharf event and has requested that their application is no longer considered in the current local grant round.

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

15. The Local Board Grants Programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

18. Local boards are responsible for the decision-making and allocation of local board community grants. The Aotea / Great Barrier Local Board is required to fund, part-fund or decline these grant applications in accordance with its priorities identified in the local board grant programme.

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

20. A summary of each application received through Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020 (Attachment B and Attachment C) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

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

22. Seven applicants applying to Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020 have indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

23. Provision for allocating grants to community groups is within the 2018-2028 Long-Term Plan and 2019/2020 local board agreement.

24. The local board has set a total community grants budget of $115,000.00 and a total capital grants budget of $252,000.00 for the 2019/2020 financial year. At total of $69,439.05 was allocated to local grants and $117,795 was allocated to capital grants in Aotea/ Great Barrier Local and Capital Grants Round One 2019/2020. There is $45,560.95 available for allocation to local grants and $134,205 available for allocation to capital grants in Aotea / Great Barrier Local and Capital Grants Round Two 2019/2020.

25. A total of 29 applications were received for Local and Capital Grants Round Two 2019/2020. Twelve capital grant applications were received requesting a total of $234,957 and 17 local grants were received requesting a total of $172,922.13.

26. In addition, there was one capital grant application deferred in Local and Capital Grants Round One 2019/2020 (previously deferred from Aotea / Great Barrier Capital Grants, Round Two 2018/2019) requesting $50,000. The overall requested amount for capital grants in Local and Capital Grants Round Two 2019/2020 is $284,957.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

28. Following the Aotea / Great Barrier Local Board allocation of funding for 2019/2020 capital and local grants, round one, Commercial and Finance staff will notify the applicants of the local board’s decision and facilitate payment of the grant.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Aotea / Great Barrier Local and Capital Grants Programme 2019/2020	15
b ⇩	Aotea / Great Barrier Capital Grants 2019/2020 applications	19
c ⇩	Aotea / Great Barrier Local Grants 2019/2020 application	61

Ngā kaihaina

Signatories

Author

Mary Kienholz - Senior Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

Rhonwen Heath - Head of Rates Valuations & Data Management

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

Aotea / Great Barrier Local Board

26 May 2020

Aotea / Great Barrier Grants Programme 2020/2021

File No.: CP2020/04735

Te take mō te pūrongo

Purpose of the report

1. To adopt the Aotea / Great Barrier 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 Aotea / Great Barrier Grants Programme 2020/2021 for adoption as provided in Attachment A to this report.

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a) adopt the Aotea / Great Barrier 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 Aotea / Great Barrier 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 Aotea / Great Barrier 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 Aotea / Great Barrier 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:

· a higher priority for: “projects or activities which empower our community to enhance their resilience to emergencies and the impact of climate change

· a deletion for commercial entities as a lower priority

11. The local board has also requested advice on the option of providing additional quick response grant rounds in the 2020/2021 grant programme. Two options are outlined in the table below, with accompanying benefits and disadvantages for each option.

Proposed grant rounds

Pros

Cons

Inclusion of two quick response rounds

More opportunities for groups to apply throughout the year.

Smaller amounts can be requested for projects which need extra support.

Current rounds are for applications over $1,000, so smaller amounts under $1,000 would become an administrative burden.

Local board budgets will be constrained in 2020/2021 so expectations will be raised that more funding is available.

Increasing the grant round opportunities may become confusing for small community groups

Status quo of two local and capital grant rounds

The community are aware of the rounds offered and plan for these. Grant rounds are always oversubscribed and two grant rounds a year offers consistency.

Only two grant rounds are offered to the community, so groups will need to plan ahead.

12. Staff have been advised that due to the COVID-19 crisis, the Auckland Council budgets for the next financial year will be constrained. Therefore, staff are not recommending the inclusion of quick response rounds for the 2020/2021 financial year.

Tauākī whakaaweawe āhuarangi

Climate impact statement

13. 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

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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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 ⇩	Aotea / Great Barrier Grants Programme 2020/2021	130

Ngā kaihaina

Signatories

Author

Mary Kienholz - Senior Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

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

Aotea / Great Barrier Local Board

26 May 2020

Claris Cemetery project

File No.: CP2020/03450

Te take mō te pūrongo

Purpose of the report

1. To update the Aotea / Great Barrier Local Board on the Claris Cemetery project and seek funding to complete the project.

Whakarāpopototanga matua

Executive summary

2. The local board selected Crossroads Reserve on Whangaparapara Road as the preferred location for the next cemetery on the island.

3. A resource consent and change of land designation have been granted for the site.

4. Several options for construction have been investigated and the optimum solution is proposed that replaces the existing sandy material with fill material that is suitable for burials.

5. The current actual expenditure for the project is $122,271, plus an outstanding commitment of $5,546.

6. The estimated cost to complete the construction and associated works is $285,000. This is based on:

· slightly raised finished ground levels to minimise cut and fill

· removal of all existing sand and then filling with suitable soil to accommodate 21 coffin burial plots, 48 ash internments and 17 eco-burial plots

· access to free clean fill

· substantial landscaping

· no shelter structure and no temporary shoring.

7. Staff seek approval from the local board to allocate funding to complete the design and construction of the cemetery as described above.

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a) approve discretionary capex funding of $285,00 to complete the design and construction of the proposed cemetery at Claris, which comprises $277,000 from Local Improvements Projects (LIPs) funds and $8,000 from Locally Driven Initiative (LDI) capex funds, both in the 2019/2020 financial year.

Horopaki

Context

8. For many years now Aotea / Great Barrier Island residents have asked for cemeteries to be developed in the north and centre of the island so people can be remembered where they or their loved ones had lived. The former Auckland City Council started investigating possible sites for a new cemetery back in the 1990's. As part of Auckland Council, the Aotea / Great Barrier Local Board has responded to these requests and spent considerable time and resources over the last eight years to advance this request.

9. In July 2015 the local board obtained authority for cemetery development on the island and in December that year approved the investigation of sites in the Okiwi and Claris areas that might be suitable for cemeteries.

10. The Aotea Great Barrier Local Board Plan 2017 declared an outcome of providing cemeteries in the north, centre and south of the island. The plan states, ‘The Governing Body has delegated authority to us to manage and plan for new cemeteries, allowing us to find a potential site at Claris’.

11. A specific project to establish a new cemetery was initiated in the 2016/2017 financial year.

Tātaritanga me ngā tohutohu

Analysis and advice

Demand for Cemetery Services at Aotea / Great Barrier

12. At the 2018 Census there were 936 usual residents in the Aotea / Great Barrier area, essentially unchanged since the 2013. This includes 192 people (20.5 per cent) who identified as being Māori.

13. Over the next 30 years, the total population is expected to increase by 120 people, or four people per year. There is a large influx of visitors during summer, however they are unlikely to use the cemetery facilities on the island. In the past, people from the isthmus have expressed an interest in being buried on the island, however this has not translated to a significant number of additional burials. Therefore, the long-term demand for cemetery facilities is not expected to be governed by changes in the total population or demand outside of Aotea / Great Barrier.

14. Between 2011 and 2019, Statistics NZ data shows a reasonably consistent rate of six deaths per year in the Aotea / Great Barrier Local Board area. However, this data needs to be treated with caution as it has been randomly rounded to three to protect confidentiality.

15. Predicting the demand for services at the proposed Claris cemetery, based on the forecast number of deaths is problematic because of:

· alternative options for cemetery services, which are discussed below

· the age distribution of the residents and other factors affecting the likelihood of death such as gender, genetics, access to health care, exercise and lifestyle

· the trend towards cremations, that is currently not available on the island

· the uptake of proposed ecoburials, that is currently not available at the existing primary cemetery at Gooseberry Flat

· the cost of services

· the personal preferences of residents.

16. Alternative burial options for cemetery services include:

· the Gooseberry Flat cemetery carries out the majority of burials in the Aotea / Great Barrier area. It is in the south of the island and has limited capacity

· Whangaparapara cemetery is rarely used as it has sea access only and difficult topography. This may be a preference for residents who have family members buried at the cemetery

· Motairehe Marae and Kawa Marae urupa are only available to people associated with the respective marae

· private burial arrangements are rare but have occurred on large farm blocks

· currently residents from Aotea / Great Barrier move to the isthmus for aged care and other facilities. However, the number of these residents that do not return to the island is unknown. As high-tech medical technology is expected to continue to advance, this may attract further residents to move permanently to the isthmus for technology that is not available on the island.

17. The primary cemetery at Gooseberry Flat covers 3,532 square meters, however it is largely unusable space due to native bush and steep topography. The remaining capacity of the site is estimated at 44 plots, including 14 that have been reserved. Simplistically, if the current usage continues at a rate of two plots per year, this suggests that the cemetery will reach full capacity in 22 years.

18. The 2 018 Census showed that 24.5 per cent of residents in Aotea / Great Barrier were 65 or older, compared to 12.0 per cent for the rest of Auckland. A different set of data (produced by Statistics NZ in February 2017) indicates that the number of residents aged 65 or older is expected increase from 280 in 2018 to 340 in 2038 i.e. a 21 per cent increase over 20 years.

19. Two alternative sites have been investigated in the north of the island. However, they are not well located to serve the large number of residents in the centre and south of the island. Investigations have recently been postponed.

20. In the absence of any alternative cemetery services, the current demand for burial services at Gooseberry Flat is a reasonable indicator of future demand. Taking into account the expected 21 per cent increase in residents aged 65 or older, the cemetery at Gooseberry Flat is likely to reach full capacity in approximately 20 years from now.

21. If the proposed cemetery at Claris is developed, over the next 10 years the current demand for plots at Gooseberry Flat of two burials per year is expected to gradually transfer to the cemetery proposed at Claris.

22. The perception associated with the site will have a bearing on the usage. The proposed site is currently a poorly utilised sandy area. The sandy conditions and low-quality vegetation may have poor connotations for residents. This needs to be overcome by good quality landscaping and maintenance that is respectful of the deceased and cemetery visitors.

Preferred Site

23. Aotea / Great Barrier Island residents have a strong sense of community spirit and have expressed a desire to have cemeteries in the centre and north of the island that serve the local communities.

24. After the formal establishment of the project, various locations in the north and centre of the island were investigated for a new cemetery. In February 2017 the local board selected Crossroads Reserve on Whangaparapara Road opposite the sports club for further detailed investigation, which subsequently became the preferred location for the next cemetery on the island.

25. The proposed cemetery is centrally located. It is close to residents at Claris, Okupu, Whangaparapara and Port Fitzroy. While the Gooseberry Flat cemetery still has spare capacity, it could continue to serve the residents at Tryphena, Schooner Bay and Cape Barrier. Medlands is equidistant by road to both sites. Attachment A shows the location of the cemeteries and population distribution.

26. The proposed cemetery covers approximately 600m² of the total 13,481m²of reserve, which allows for considerable future expansion if required.

27. The proposed site is located across the road from the Claris Sports and Social Club which could be used for after-funeral receptions, by private arrangement.

Change to Reserve Classification and Resource Consent

28. A proposed change to the reserve classification of Crossroads Reserve was publicly notified in March 2019 to reclassify the land under the Reserves Act and then subsequently approved.

29. A resource consent to develop a cemetery was granted in September 2019, including three burial options:

· 21 coffin burial plots

· 17 eco-burial plots

· 48 ash internments.

30. The resource consent will lapse in September 2024 unless the consent is given effect to, or the council extends the period after which the consent lapses.

Earthworks and Soil Fill

31. A significant constraint for the project has been the difficulties associated with the sandy soil conditions that are not well suited for excavating graves. Several options have been investigated to mitigate this issue, including a trial of temporary shoring for grave burials. The trial concluded that temporary shoring is not a good option for this site.

32. Phasing the construction over several years has also been investigated. This is not considered to be economical due to the modest size of the site, availability of fill and disruption caused by ongoing construction.

33. It is proposed to remove the existing sandy material on site and replace it with material that is stable and suitable for burials. The depth of cut material will vary depending on the intended final use, such as landscaping, grave plots or ecoburials.

34. On Aotea / Great Barrier Island, the maximum quantity of fill coming from a donor site is generally 500 cubic meters. As the quantity of fill required is estimated to be approximately 800 cubic meters, two donor sites are intended to be used. It is expected that suitable hardfill will be available free of charge from existing stockpiled material. The landfill adjacent to Claris Airfield is proposed as one donor site. Another site has yet to be confirmed, however this is likely to be either from the stockpiles at Okiwi Airfield or surplus overburden material at Blackwell Quarry.

35. The excavated sandy fill will be taken to an approved fill site, that has yet to be confirmed.

Cost of Establishing the Cemetery

36. Following an initial cost estimate by a quantity surveyor, discussions with a contractors and specialists have taken place to get a more realistic estimate of the cost of construction and to identify opportunities to reduce costs. As a result, the cost estimated to complete the works has reduced significantly. The revised estimate below allows for 21 traditional coffin burials, 17 eco burials and 48 ash internments. The estimate is also based on raised finished ground levels to minimise cut and fill, with cut depths of approximately 1.8m for traditional coffin burials. This is a departure from the resource consent, which can be rectified with a minor amendment that is expected to be preferable for Regulatory Services.

Civil plant	$17,500
Civils - cut, fill, sediment control	$77,214
Access road - including drainage	$31,313
Burial area - octagonal ash plots, basic fencing	$10,071
Landscaping - mulch, native vegetation, planting	$35,994
Safety notices	$1,000
Signage for wayfinding, info, safety notices	$1,200
Contractor site costs	$25,994
Professional fees, council, consenting, 15% contingency	$85,714
Estimated total	$285,000

37. A shelter structure was originally proposed within the cemetery to provide shade, rain cover and collect rainwater. A very basic shelter has been designed that provides functional amenity but lacks aesthetic appeal. This feature has been removed from the proposal at this stage to save time and cost, as well as avoiding potential risks associated with consenting, conflicts with Māori traditions and unsuitable quality.

38. At a later stage a shelter could be added, with water facilities in an appropriate location and designed to a higher specification.

Impact on the Environment

39. A comprehensive assessment of environmental affects has been completed with supporting documentation from specialists commensurate with the scale and nature of the proposal. This assessment concludes that any adverse effects on the environment will be minor and will be adequately avoided, mitigated or remedied through appropriate design and management.

Costs and Affordability

40. The current actual expenditure for the project is $122,271, plus an outstanding commitment of $5,546.

41. The local board has enough discretionary funds to complete the construction of the cemetery, estimated at $285,000.

42. Fees and charges to the public for the proposed cemetery facilities are set each year at the discretion of the local board. This is likely to be influenced by the current fees and charges at Gooseberry Flat cemetery, with typical costs:

· body burial fees (aka digging fees) for an adult at single depth at $1,100.00 plus GST

· ash burial fees at $311.30 plus GST

· exclusive right to bury a body in the lawn area (aka plot fees) is currently not charged as the land was originally donated.

43. In addition to the cemetery fees, the public will have costs such as a funeral director, casket or shroud, flowers, celebrant, venue and memorial.

44. The ongoing costs of maintaining the site is mainly for mowing the lawn, as well as costs for garden and general maintenance. This is expected to be similar to Gooseberry Flat at $3,000 (excluding GST) per year. Burial costs are also expected to be similar at $3,000 (excluding GST) for each grave that is dug.

45. For instance, if there are two body burials per year, the net cost to Council would be $6,800 per year.

Timeframe

46. If budget were approved, design and specification could be finalised within approximately two months. The next step would be to proceed to invited tenders. The start of construction depends on the availability of contractor resources. Ideally, construction would take place over summer to help ensure the required soil compaction.

Tauākī whakaaweawe āhuarangi

Climate impact statement

47. The main effect of this proposal on the climate will be from transpiration of the trees and grass, and the evaporation from the soil.

48. The works include the removal of seven mature pine trees and scrub. This will initially be replaced by grassed lawn and planted landscaped areas. In addition, as part of the eco burial process, approximately 17 commemorative trees will be planted, which will mature over time. Eventually the additional vegetation will benefit the climate by reducing temperatures at the site and removing air pollutants such as dust, ozone and carbon dioxide (a greenhouse gas).

49. Earthworks include the replacement of sandy material with organic soil that will better retain moisture, support vegetation growth and release moisture into the air. Although this will have a positive effect on the climate at the site, this will be offset by the reallocation of the sandy material to another location on the island that is yet to be determined.

50. Overall, the impact on the climate from the proposed works is expected to be a minor improvement.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

51. The Manager Cemetery Services has visited the proposed site and has expressed concerns about the sandy ground conditions that are not well suited to digging graves due to the poor stability of the material. As part of the construction of the site, the sandy material will be replaced by suitable fill material to achieve the required soil stability.

52. The proposed cemetery is not expected to impact on the Cemetery Services team as it is proposed to be managed by local staff, in the same manner as Gooseberry Flat.

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

Local impacts and local board views

53. There are essentially two options for this project: to progress the development of the proposed cemetery immediately or defer the development for some years.

54. The primary considerations for the local board are balancing the wishes of residents for a new cemetery versus the costs of the proposed cemetery.

55. For many years Aotea Great Barrier residents have asked for cemeteries to be developed in the north and centre of the island so people can be remembered where they or their loved ones had lived. This is expressed in the 2017 Local Board Plan and has been progressed by obtaining a resource consent and change of land designation. Funds are currently available to complete the construction of the cemetery and there is a risk that funds will not be available in future.

56. The main cemetery at Gooseberry Flat is expected to reach full capacity in approximately 20 years from now. This is based on the low number of current burials which varies from year to year. Many factors will impact on the future demand at the proposed site, including the perceptions of locals about the proposed site. There is an option to delay the construction for several years, to land bank the site until the demand for cemetery services is more certain. The site is now designated as a cemetery and an extension to the resource consent could be requested prior to September 2024.

57. Delaying construction would increase the actual cost of construction, however this would be offset by savings from avoiding debt, depreciation and maintenance. For example, a superficial assessment of delaying the construction for 10 years is:

58. Costs:

Additional cost of construction (4.0% p.a.^{^[1]}) $114,000

Loss of benefits. This is subjective and influenced by alternative funeral services

Total costs = $114,000 plus the value of the benefits

59. Savings from avoided costs:

Debt financing (4.3% p.a.^{^[2]}) $122,550

Depreciation (access road 3%, fencing 7%, signage 7%^{^[3]}) $36,584

Ground maintenance ($3,000 p.a. increasing by 2.5% p.a.^{^[4]}) $37,500

Total savings = $196,634

60. For this example, capital appreciation of land is ignored as the land designation and ownership will continue in future. The land will appreciate if developed or not. Similarly, cemetery digging costs are ignored because they would likely still be incurred at the Gooseberry Flat cemetery.

61. From a purely financial perspective, this example suggests net savings from delaying the project, however this is based on many long-term variables. The overriding issue is the value of the subjective intangible benefits gained from developing a new cemetery.

Tauākī whakaaweawe Māori

Māori impact statement

62. Ngāti Rehua affiliates to Ngāti Wai. Aotea, also known as Great Barrier Island, is the ancestral land of Ngāti Rehua Ngātiwai ki Aotea.

63. There are two marae located in the north of Aotea; Kawa and Motairehe that have their own burial facilities.

64. On 31 October 2017, representatives of Ngāti Rehua Ngātiwai ki Aotea Trust met with members of the Aotea / Great Barrier Local Board and project representatives to discuss the proposed cemetery development. This meeting contributed to council’s commitment to Māori. The following issues that are particularly relevant to Māori were discussed:

· the whenua’s history, including the battles in the area and the subsequent lifting of the tapu

· grave orientation, detailed how the faces of the buried (the graves orientation) should face east so they receive the morning sun

· the spreading of ashes on the ground is not accepted cultural practice

· the requirements of ashes or burial plots not to interfere with kai sources e.g. water

· if the idea of the eco burials is supported, selected trees should not be kai trees

· a depth of two meters is required which limits the suitable areas. Importing fill will expand the area where burials can be undertaken

· the use of fill to extend the burial area up Whangaparapara Road is supported

· “Council Style” burial plots are not wanted. Breaking up burial plots into smaller groupings of approximately 10 graves each was suggested

· no concrete berms

· side by side burials were not supported

· an Archaeologist should visit the site and undertake an investigation of any known archaeology.

Ngā ritenga ā-pūtea

Financial implications

65. Community Facilities requests approval from the local board to allocate discretionary capex funding of $285,00 to complete the design and construction of the cemetery as described above.

66. The $285,000 discretionary capex requested is to be funded as FY2019/2020 $277,000 Local Improvements Projects (LIPs) and FY2019/2020 $8,000 Locally Driven Initiative (LDI) capex. The LIPs funding of $277,000 is the remaining capex funding that has been carried forward from FY2018/2019. This LIPs capex funding is unable to be carried forward to following financial year unallocated as per the financial guidelines; it must be formally allocated to a project prior to 30 June 2020.

67. If the board decides not to go ahead with the Claris cemetery project, the budget spent to date cannot be capitalised. This would mean the spend to date of $127,817 will have to come out of the local board’s 2019/2020 LDI opex budget. This would also mean, the local board would be reinstated with $127,817 of LIPS budget which would make total LIPS budget $404,817 and, as mentioned above, this budget will have to be allocated to a capital project before 30June 2020.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

68. The major risks and mitigations associated with this initiative are:

· there is a risk that the public do not support the use of the newly constructed cemetery. For many years now Aotea / Great Barrier Island residents have expressed a desire for new cemeteries in the centre and north of the island, which supports the need for a new cemetery. Council opted to publicly notify the resource consent; however, no formal feedback was received. The proposed cemetery is well located in the centre of the island serving a large nearby population. Demand for the proposed cemetery will also be impacted by the eventual closure of the existing cemetery at Gooseberry Flat. Good quality landscaping is proposed to help establish a respectful cemetery ambience and support public perception.

· there is a risk that suitable fill may not be available on the island when required. The material at the envisaged landfill sites need to be tested by a geologist or engineer to ensure that it is suitable. Arrangements can then be made to retain appropriate quantities of material for this project.

Ngā koringa ā-muri

Next steps

69. Community Facilities seeks approval from the local board to support the allocation of discretionary capex funding of $285,00 to complete the design and construction of the cemetery as described above.

70. The $285,000 discretionary capex requested is to be funded as FY2019/2020 $277,000 Local Improvements Projects (LIPs) and FY2019/2020 $8,000 Locally Driven Initiative (LDI) capex. The LIPs funding of $277,000 is the remaining capex funding that has been carried forward from FY2018/2019. This LIPs capex funding is unable to be carried forward to following financial year unallocated as per the financial guidelines; it must be formally allocated to a project prior to 30 June 2020.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Great Barrier Island population map	143

Ngā kaihaina

Signatories

Author

Michael Cairns. Project Delivery Manager

Authorisers

Rod Sheridan - General Manager Community Facilities

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

Aotea / Great Barrier Local Board

26 May 2020

Auckland Transport May 2020 update to the Aotea / Great Barrier Local Board

File No.: CP2020/03222

Te take mō te pūrongo

Purpose of the report

1. To provide an update to the Aotea / Great Barrier Local Board on transport related matters in their area including the Local Board Transport Capital Fund (LBTCF) and the local board’s Community Safety Fund.

Whakarāpopototanga matua

Executive summary

This report covers:

2. A general summary of operational projects and activities of interest to the board

3. An update on the board’s Transport Capital Fund and Community Safety Fund

4. Other Auckland Transport news of interest to the board.

Ngā tūtohunga

Recommendations

That the Aotea / Great Barrier Local Board:

a) receive the Auckland Transport May 2020 update report.

b) request that Auckland Transport prepare a rough order of cost for unsealed road improvements.

Horopaki

Context

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

6. This report updates the Aotea / Great Barrier Local Board on Auckland Transport projects and operations in the local board area, it updates the local board on their advocacy and consultations and includes information on the status of the Local Board Transport Capital Fund and Community Safety Fund.

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

8. The Community Safety Fund was a capital budget established by Auckland Transport for use by local boards to fund local road safety initiatives. The purpose of this fund is to allow elected members to address long-standing local road safety issues that are not regional priorities and are therefore not being addressed by the Auckland Transport programme.

Tātaritanga me ngā tohutohu

Analysis and advice

9. Update on Auckland Transport operations:

Activity	Update
Airfields	NZGB (Claris) and NZOX (Okiwi) are closed to all aircraft except approved operators. Approved operators are Barrier Air, Fly My Sky, Auckland Rescue Helicopter Trust (Westpac) and Northland Rescue who will be providing essential and/or emergency services to the island. Waiting on govt announcement as to what is allowed at Level 2. Airfields maintenance contractor is available on site and carrying out activities as per operational requirement. Claris Airfield – APRIL 2020 Total incoming flights - 87 · FlyMySky – 40 · Barrier Air – 38 · Westpac Helicopter – 3 · Private - 6 Decrease of 84% from same period last year – 539 incoming flights.
Parking Enforcement	No update this month.
Wharves	At Level 2 we will be reviewing social distancing concerns and implementing messaging should there be problems. The dinghy ramp at Shoal Bay was completed before lockdown however the running timbers from top to bottom got caught up in lockdown, they are expected to be on island and installed as soon as possible.
Road Maintenance	All of AT’s road maintenance work on GBI recommenced at Level 3. This work has to be done so in accordance with Covid-19 Level 3 physical distancing and hygiene requirements. All work activities must demonstrate and ensure the operations are doing it safely for both their workers and the public who may traverse through their active work sites.
Harbour Master	There are no major changes under Level 3 from Harbourmaster perspective. People may check their moorings and commercial operators can resume work provided they have a plan to ensure their employees safety and observe social distancing.

10. Update on Local Board advocacy projects:

Activity

Summary

Update

Fish passage remediation

Following site visits from Auckland Transport, Environmental Services and Healthy Waters, a prioritized short list of the top three priority sites for fish passage remediation has been developed.

The advice as a result of this visit is that it will be necessary to replace key locations with oversize box culverts.

Auckland Transport will ensure that future renewals accommodate this.

No update this month, previous update:

Auckland Transport is preparing a rough order of cost for the replacement of the two culverts (identified by Environmental Services as numbers 66 & 68) under Aotea Road with oversized box culverts.

Local Board Transport Capital Fund

11. As of the new electoral term the total available to the Board is $687,898.

12. The timeline for the administration of the fund for the 2020 calendar year is as follows:

Item	Date
Proposal submitted to Auckland Transport	By 30 March 2020
Scoping and costing > develop the proposal	March – June 2020
Workshop to discuss proposal	March – May 2020
Approval	June business meeting

13. The current COVID-19 situation will impact on the timeline for scoping, costing and allocating funds to potential Local Board Transport Fund projects. While work is continuing scoping and costing potential projects those requiring site visits will experience delays on scope and costing. However, Auckland Transport will do it’s best to ensure that work on these projects is progressed as soon as possible.

14. Auckland Transport has received a proposal form from the Local Board regarding a request for Auckland Transport to investigate possible improvements to unsealed roads to be funded from the Local Board Transport Capital Fund.

15. The purpose is to investigate solutions:

· To reduce dust issues on unsealed roads with properties alongside the road

· To provide a better surface for vehicles to travel on, particularly with reducing frequency and extent of potholes and corrugation.

16. With specific focus to the following locations and in no specific order:

· Whangaparapara Road

· Puriri Bay Road

· Motairehe Road

· Kawa Road

· Mabey Road

17. A resolution requesting that Auckland Transport complete a rough order of cost is included in this report.

18. The previous Board passed resolution number GBI/2018/73 requesting Auckland Transport to investigate a rough order of cost for traffic calmers at Claris settlement.

19. There are currently some technical issues with progressing this request which are being resolved internally by Auckland Transport.

20. The current Board has passed resolution GBI/2019/137 requesting that Auckland Transport create a rough order of cost for the replacement of the two culverts (identified by Environmental Services as numbers 66 & 68) under Aotea Road with oversized box culverts.

Community Safety Fund

21. The local board resolved for Auckland Transport to deliver the remaining section of the Hector Sanderson walkway. This is project 540 from the Great Barrier Local Board Transport Capital Fund.

Project	Approved funding	Update
Remaining section of the Hector Sanderson walkway	$288,000	Procurement and construction drawings for new unsealed footpath on the northside of Hector Sanderson Rd have completed. Construction timelines are yet to be confirmed as the project team is awaiting contractor's delivery plan aligning with Ministry of Health's guidelines under Alert Level 2 and 3.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. 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.

23. 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.

24. 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

25. The impact of the 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

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

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

28. The proposed decision of receiving the report has no financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. The proposed decision of receiving the report has no risks. Auckland Transport has risk management strategies in place for all of their projects.

Ngā koringa ā-muri

Next steps

30. Auckland Transport will provide another update report to the local board at their next business meeting.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Ben Halliwell, Elected Member Relationship Manager

Authorisers

Jonathan Anyon, Elected Member Relationship Team Manager

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

Aotea / Great Barrier Local Board

26 May 2020

Waka Kotahi New Zealand Transport Agency Innovating Streets for People pilot fund

File No.: CP2020/06061

Te take mō te pūrongo

Purpose of the report

1. To provide local boards with an overview of the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) Innovating Streets for People pilot fund (ISPF).

2. To request feedback on projects within your local board area that have been proposed by staff across Auckland Transport (AT), Auckland Council, and Panuku for inclusion in Auckland Council’s application to the ISPF.

Whakarāpopototanga matua

Executive summary

3. Waka Kotahi New Zealand Transport Agency (Waka Kotahi) announced a pilot fund in April 2020 that supports pilot projects and interim improvements for safe active transport. The Innovating Streets Pilot Fund (ISPF) is intended to help councils create more people-friendly spaces through the application of tactical urbanism techniques such as pilots, pop ups and interim projects. While the fund is intended to support pilots that can be rolled out rapidly and at relatively low cost, projects should also be able to demonstrate a pathway to more permanent status, should they prove successful.

4. Local boards have previously been invited to contribute localised strategic direction and guidance regarding projects that may be suitable to submit for funding. This guidance has been incorporated into the development of a list of potential projects that will be circulated to local boards by 25 May 2020.

5. Local boards are now invited to provide formal feedback on the list of potential projects within their local area, including their view of which projects are the highest priority.

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a) provide feedback on the list of local projects proposed as suitable for inclusion in Auckland Council’s application to the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) Innovating Streets Pilot Fund (ISPF) by 12pm on 29 May 2020.

a) delegate authority to <member> to provide feedback on the list of local projects proposed as suitable for inclusion in Auckland Council’s application to the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) Innovating Streets Pilot Fund (ISPF) by 12pm on 29 May 2020.

Horopaki

Context

6. On 3 April 2020, Waka Kotahi announced the ISPF, which supports council projects that aim to transition streets to be safer and more liveable spaces. The fund encourages the use of ‘tactical urbanism’ techniques, such as pilots and pop ups - interim treatments that can be delivered within a short timeframe to test and help demonstrate the value of future permanent street changes that make walking and cycling easier. Projects that Waka Kotahi aims to support include:

· temporary, or semi-permanent, physical changes to streets

· improvements that test a permanent fix and prototype a street design

· activations that help communities re-imagine their streets.

7. There are two application rounds for the ISPF:

· The first round opened on 3 April and closed on 8 May 2020. Successful applicants are expected to be announced in June 2020.

· The second round opens on 8 June and closes on 3 July 2020 with successful applicants to be announced by the end of July 2020.

8. Qualifying projects are expected to be delivered by June 2021.

9. In addition to the two funding rounds, Waka Kotahi is offering support for interventions that specifically relate to Covid-19. Auckland Transport (AT) is leading an emergency response programme in conjunction with Auckland Council and are applying for a funding subsidy for the costs associated with Covid-19 measures which are already being implemented across Auckland.

10. The selection process for round one was led by AT. Due to tight timeframes for submission, consultation was not possible. Twelve projects were submitted to Waka Kotahi for consideration. All these projects come from existing programmes previously approved by Auckland Council and align well with Governing Body and local board strategic transport priorities.

11. If these projects are awarded funding from Waka Kotahi, comprehensive stakeholder engagement will occur throughout the planning and delivery of each project, as per Waka Kotahi’s selection criteria.

12. For round two ISPF funding, a project team has been established across Auckland Council, AT and Panuku and a process developed to identify potential projects and take them through to a finished application.

13. On 8 May 2020, local boards were invited to contribute localised strategic direction and guidance regarding projects that may be suitable to submit for funding. This guidance has been incorporated into the development of a list of potential projects circulated to local boards on or before 25 May 2020.

Tātaritanga me ngā tohutohu

Analysis and advice

14. The ISPF provides an opportunity for Auckland Council and AT to catalyse positive change across Auckland in line with Auckland Council’s strategic goals of improving walking and cycling options and creating more people-friendly spaces.

15. The techniques of tactical urbanism supported by the pilot fund represent an innovative change to the typical way in which projects are engaged upon, designed and delivered. Tactical urbanism entails piloting and testing key project elements on a temporary basis, that can generally be rolled out rapidly and at low cost. This constitutes a form of ‘engagement by doing’ and enables the relative success of ideas to be assessed before they are committed to more permanently.

Criteria for the assessment and prioritisation of projects

16. When providing feedback on the list of potential projects, local boards should keep the following criteria in mind, which will be used by the project team to finalise the list of projects to recommend to the Emergency Committee.

17. Prioritised projects will:

· improve transport choices and liveability of a place

· help mitigate a clear safety issue (related to Deaths and Serious Injuries at a specific location)

· be effective at:

o reducing vehicle speed (to 30km/hr or less), and/or

o creating more space for people on our streets, and/or

o making walking and cycling more attractive

· use temporary pilots, pop ups or treatments as a pathway to permanent change in the future

· contribute to more equitable access to opportunities and essential services, particularly in areas with low levels of travel choice

· support mode shift to low-carbon modes

· support Māori outcomes, i.e.:

o adopt a design or project approach founded on Māori principles

o help advance Māori wellbeing, e.g. active Māori participation, improved access to marae, kura, kohanga, papakāinga, employment

· test key elements or is designed to generate community support for the ‘parent’ project

· be part of an existing planned and budgeted project (AC projects only)

· demonstrate the importance of the project within the current AT work programme (AT projects only)

· demonstrate ability to deliver

· demonstrate strong likelihood of project delivery by June 2021

· demonstrate co-design approach involving key stakeholders and community, including:

o support from the relevant local board(s) and stakeholders

o support from local community/stakeholders (e.g. business association)

· display clear process, including milestones, cost, monitoring and evaluation, and identification of risks and mitigation

· demonstrate value for money

· demonstrate opportunity to improve efficiency, or reduce risks associated with future permanent upgrades.

Tauākī whakaaweawe āhuarangi

Climate impact statement

18. The transport sector is the largest contributor to greenhouse gas emissions in the Auckland region with around 40 per cent of Auckland’s total emissions. Increased support and prioritisation of ‘no and low’ emissions modes of transport such as active transport, micro-mobility modes and public transport, will help reduce these emissions.

19. The interventions supported by the Innovating Streets for People pilot fund enable a reduction of transport emissions, which would support Auckland Council’s ability to achieve its climate goals and is well aligned with the draft Te Tāruke-ā-Tāwhiri: Auckland’s Climate Action Framework, and with the in-principle changes to this framework endorsed by the Environment and Climate Change Committee (resolution number ECC/2020/12).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. Auckland Council and AT are following an aligned approach for the ISPF submission and are working together to develop joint application packages.

21. Relevant parts of the council, including Ngā Mātārae; the Auckland Design Office; the Development Programme Office; Libraries; the Southern Initiative; Arts, Community and Events; Parks, Sports and Recreation; Plans and Places, and Panuku, have been engaged to prepare and collate funding proposals for the second round.

22. If a project application is successful, there will be a need to implement, coordinate and monitor the outcomes of projects that are funded by the ISPF. This would be jointly coordinated by AT and staff from across the Auckland Council family.

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

Local impacts and local board views

23. Staff captured informal local board views earlier this month by inviting local boards to contribute localised strategic direction and guidance regarding projects that may be suitable to submit for funding. This guidance has been incorporated into the development of the list of potential projects.

24. The types of projects that Waka Kotahi seek to promote through this fund will have positive impacts on local communities in terms of the outcomes that are reflected in the assessment criteria.

Tauākī whakaaweawe Māori

Māori impact statement

25. Māori are likely to benefit from interventions that support safer and more accessible active transport in Auckland. This is because Māori are over-represented in pedestrian-related crashes and tend to live in parts of Auckland where travel choice is poorest. To ensure these interventions benefit Māori equitably, they need to be complemented by meaningful access to active modes such as bicycles and micro-mobility devices, as well as supporting infrastructure such as secure bicycle parking outside main destinations.

26. The Innovating Streets fund encourages community-led interventions to transform urban spaces into safe and liveable spaces for people. There are opportunities to tap into the creativity and local knowledge of Māori communities in Tāmaki Makaurau to create urban interventions that address community needs and provide a strong sense of place.

27. Ngā Mātārae, the Southern Initiative and the Independent Māori Statutory Board have been approached for their input into the proposed project list.

Ngā ritenga ā-pūtea

Financial implications

28. The proposed high levels of funding assistance from Waka Kotahi (up to 90 per cent of a project’s value) will potentially result in savings for both Auckland Council and AT on any projects that may already have been planned and funded prior to the pilot fund application.

29. The funding provided by Waka Kotahi for piloting or testing of temporary interventions is likely to reduce design time and increase financial security for permanent improvements in the future. Trialling of real-life options for more permanent activities can also reduce or avoid potential costs associated with the redesign of interventions in case desired outcomes could not be achieved.

30. There are no financial implications for local boards arising from providing feedback on the list of potential projects, except for those projects proposed by local boards, and which they have proposed to fund themselves.

31. Local boards that submit an expression of interest for a project need to demonstrate both the ability to fund the temporary project and, if the project does not link to an existing AT, Auckland Council or Panuku funded permanent project, that the local board is able to completely fund the permanent project as well.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. There is a risk that Auckland Council may not be able to afford the local share of 10 per cent of the project cost needed to implement interventions under the ISPF, particularly given the present circumstances and the need to significantly amend the draft Annual Plan 2020/21. Note that while successful projects will require 10 per cent funding from council, they will bring the benefit of additional funding into Auckland. Similar financial constraints may also apply to AT and Panuku who are also potentially funding projects.

33. Another risk is the possibility that the implementation of successful Auckland Council projects under the pilot fund will not lead to the desired outcomes for Auckland. To mitigate this risk, staff have developed a set of assessment criteria for projects (see paragraph 17) to ensure strategic alignment with Auckland Council objectives before projects are submitted to Waka Kotahi.

34. Waka Kotahi’s Criteria 2: Ability to Deliver requires a co-design approach with community and key stakeholders in the development and delivery of projects. The possibility that unified community support for local interventions cannot be achieved through the co-design process within the required timeframe poses an additional risk.

Ngā koringa ā-muri

Next steps

35. Local boards are requested to provide feedback on the list of local projects proposed as suitable for inclusion in Auckland Council’s application to the ISPF by 12pm (midday) on 29 May 2020.

36. Each project will then be assessed against the criteria described above, and the project team will produce quality advice for endorsement from an Auckland Council committee.

37. AT projects will be presented to the AT Board on 3 June 2020 for endorsement.

38. All projects will be presented to an Auckland Council committee in early June 2020 following which, all interested parties will be notified whether their proposed project has been selected to proceed to an ISPF application.

39. Following this decision, further work will be undertaken to develop, prepare, and review each project that has been selected for submission to Waka Kotahi.

40. Completed applications will be submitted to Waka Kotahi prior to the closing date of 3 July 2020.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Kat Ashmead, Senior Policy Advisor, Local Board Services

Authorisers

Megan Tyler - Chief of Strategy

Louise Mason – General Manager, Local Board Services

No.	Title	Page
a ⇩	Letter of thanks for freight of essential goods to Aotea / Great Barrier Island	159
b ⇩	Petition from Awana Rural Women - Whangaparapara Rd improvement	161

Aotea / Great Barrier Local Board

26 May 2020

Aotea / Great Barrier Local Board Workshop Record of Proceedings

File No.: CP2020/03296

Te take mō te pūrongo

Purpose of the report

1. To note the Aotea / Great Barrier Local Board proceedings taken at the workshops held on the following dates:

Tuesday 18 February 2020

Tuesday 3 March 2020

Tuesday 10 March 2020

Tuesday 17 March 2020

Tuesday 31 March 2020

Tuesday 7 April 2020

Tuesday 14 April 2020

Tuesday 21 April 2020

Tuesday 28 April and Thursday 30 April 2020

Tuesday 5 May 2020

Thursday 7 May 2020 and Friday 8 May 2020.

Whakarāpopototanga matua

Executive summary

2. Under section 12.1 of the current Standing Orders of the Aotea / Great Barrier Local Board, workshops convened by the local board shall be closed to the public. However, the proceedings of every workshop shall record the names of members attending and a statement summarising the nature of the information received, and nature of matters discussed.

3. The purpose of the local board’s workshops are for the provision of information and local board members discussion. No resolutions or formal decisions are made during the local board’s workshops.

4. The record of proceedings for the local board’s workshops held as listed on para 1 are appended to the report.

Te tūtohunga

Recommendation

That the Aotea / Great Barrier Local Board:

a) note the record of proceedings for the local board workshops held on Tuesday 18 February 2020, Tuesday 3 March 2020, Tuesday 10 March 2020, Tuesday 17 March 2020, Tuesday 31 March 2020, Tuesday 7 April 2020, Tuesday 14 April 2020, Tuesday 21 April 2020, Tuesday 28 April & Thursday 30 April 2020, Tuesday 5 May 2020, Thursday 7 May 2020 and Friday 8 May 2020.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20200218 Aotea/Great Barrier Local Board Workshop Record	165
b ⇩	20200303 Aotea/Great Barrier Local Board Workshop Record	167
c ⇩	20200310 Aotea/Great Barrier Local Board Workshop Record	169
d ⇩	20200317 Aotea / Great Barrier Local Board Workshop Record	171
e ⇩	20200331 Aotea / Great Barrier Local Board Workshop Record	173
f ⇩	20200407 Aotea / Great Barrier Local Board Workshop Record	175
g ⇩	20200414 Aotea / Great Barrier Local Board Workshop Record	177
h ⇩	20200421 Aotea / Great Barrier Local Board Workshop Record	179
i ⇩	20200428 and 200430 Aotea / Great Barrier Local Board Workshop Record	181
j ⇩	20200505 Aotea / Great Barrier Local Board Workshop Record	183
k ⇩	20200507 Aotea / Great Barrier Local Board Workshop Record	185
l ⇩	20200508 Aotea/Great Barrier Local Board Workshop Record	187