I hereby give notice that an ordinary meeting of the Kaipātiki Local Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 17 June 2020

10.00am

Kaipātiki Local Board Office

90 Bentley Avenue,

Glenfield

 

Kaipātiki Local Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

John Gillon

 

Deputy Chairperson

Danielle Grant, JP

 

Members

Paula Gillon

 

 

Ann Hartley, JP

 

 

Melanie Kenrick

 

 

Cindy Schmidt

 

 

Andrew Shaw

 

 

Adrian Tyler

 

 

(Quorum 4 members)

 

 

 

Jacinda Short

Democracy Advisor - Kaipātiki

 

11 June 2020

 

Contact Telephone: (09) 484 6236

Email: jacinda.short@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Kaipātiki Local Board

17 June 2020

 

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

8.1     Beach Haven (Hilder’s) Wharf                                                                             5

8.2     Concerns about speeding in Sylvan Avenue                                                    6

8.3     Birkenhead City Cricket Club                                                                             6

9          Public Forum                                                                                                                  7

10        Extraordinary Business                                                                                                7

11        Notice of Motion - Closure of Facilities in Kaipātiki Local Board area                   9

12        New community lease to Birkenhead City Cricket and Sports Club Incorporated at Birkenhead War Memorial Park, Birkenhead.                                                          17

13        Auckland Transport Monthly Update                                                                        27

14        Draft Kaipātiki Local Board Plan 2020                                                                      45

15        Amendments to the Kaipātiki Local Board 2019-2022 business meeting schedule                                                                                                                                       91

16        Kaipātiki Local Board Chairperson's Report                                                            93

17        Members' Reports                                                                                                        95

18        Governing Body and Independent Maori Statutory Board Members' Update    107  

19        Consideration of Extraordinary Items 

 

 


1          Welcome Karakia

 

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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; and

ii)      A non-financial conflict of 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 Kaipātiki Local Board:

a)         confirm the ordinary minutes of its meeting, held on Monday, 11 May 2020 and  Wednesday, 20 May 2020, including the confidential section, 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 Kaipātiki 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.

 

8.1       Beach Haven (Hilder’s) Wharf

Te take mō te pūrongo

Purpose of the report

1.       The purpose of this deputation is to speak to the Kaipātiki Local Board regarding Beach Haven (Hilder’s) Wharf.

Whakarāpopototanga matua

Executive summary

2.       Members of Birkdale Beach Haven Residents Association, Robert Keyworth and Stephen Schmiel, will be in attendance to address the board in support of this item.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      receive the deputation from Robert Keyworth and Stephen Schmiel of Birkdale Beach Haven Residents Association.

b)      thank Robert Keyworth and Stephen Schmiel for their attendance and presentation.

 

 

8.2       Concerns about speeding in Sylvan Avenue

Te take mō te pūrongo

Purpose of the report

1.       The purpose of this deputation is to speak to the Kaipātiki Local Board regarding the concerns about speeding in Sylvan Avenue.

Whakarāpopototanga matua

Executive summary

2.       Daniel Francey, a local resident, will be in attendance to address the board in support of this item.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      receive the deputation from Daniel Francey.

b)      thank Daniel Francey for his attendance and presentation.

 

Attachments

a          17 June 2020 - Kaipātiki Local Board Business Meeting - Concerns about speeding in Sylvan Avenue presentation........................................... 111

 

 

8.3       Birkenhead City Cricket Club

Te take mō te pūrongo

Purpose of the report

1.       The purpose of this deputation is to update the Kaipātiki Local Board regarding Birkenhead City Cricket Club.

Whakarāpopototanga matua

Executive summary

2.       Andrew Gale, Chairperson of Birkenhead City Cricket Club, will be in attendance to address the board in support of this item.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      receive the deputation from Birkenhead City Cricket Club.

b)      thank Andrew Gale for his presentation and attendance.

 

 

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.”


Kaipātiki Local Board

17 June 2020

 

 

Notice of Motion - Closure of Facilities in Kaipātiki Local Board area

File No.: CP2020/07600

 

  

Whakarāpopototanga matua

Executive summary

1.       Chairperson John Gillon has given notice of a motion that he wishes to propose.

2.       The notice has been signed by Chairperson John Gillon and seconded by Deputy Chairperson Danielle Grant. 

3.       Supporting information is appended in Attachment A.

 

Motion

That the Kaipātiki Local Board:

a)      express disappointment and concern that the Osborne Pool at Birkenhead War Memorial Park, Birkdale Hall, and Northcote War Memorial Hall, have remained closed since COVID-19 Alert Level 3 ended, while other council pools and halls have reopened under Alert Level 2.

b)      request that Auckland Council reopen the Osborne Pool at Birkenhead War Memorial Park, Birkdale Hall, and Northcote War Memorial Hall for public use as soon as possible.

c)      note that the “Allocation of decision-making for non-regulatory activities” table allocates decision-making for the use of local recreational and community facilities to local boards, yet a decision on the on-going closure (change of use) of facilities in the Kaipātiki area has not been requested from the Kaipātiki Local Board.

d)      request advice from officers on amending the delegation (KT/2012/374) to the Auckland Council CEO to ensure that any future closure of any council facility within the Kaipātiki Local Board area for a period of more than one day be authorised by the Kaipātiki Local Board (via resolution, formal delegation or urgent decision-making protocol, as determined by the Kaipātiki Local Board).

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

17 June 2020 - Kaipātiki Local Board Business Meeting - Notice of Motion - Closure of Facilities in Kaipātiki Local Board area

11

      

Ngā kaihaina

Signatories

Authors

Jacinda Short - Democracy Advisor - Kaipātiki

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

17 June 2020

 

 

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Kaipātiki Local Board

17 June 2020

 

 

New community lease to Birkenhead City Cricket and Sports Club Incorporated at Birkenhead War Memorial Park, Birkenhead.

File No.: CP2020/06537

 

  

Te take mō te pūrongo

Purpose of the report

1.       To grant a new community lease to Birkenhead City Cricket and Sports Club Incorporated at Birkenhead War Memorial Park, Birkenhead.

Whakarāpopototanga matua

Executive summary

2.       Birkenhead City Cricket and Sports Club Incorporated holds an operative ground lease for its building on land at Birkenhead War Memorial Park, Birkenhead.

3.       The lease has expired on 31 December 2016 and will remain operative on a month-by-month basis until terminated or a new lease is formalised.

4.       Birkenhead City Cricket and Sports Club Incorporated has applied for a new community lease.

5.       The tenant-owned building is captured in the new Birkenhead War Memorial Park Masterplan. Any new lease needs to consider the Masterplan and proposed future developments in the park.

6.       The park’s masterplan provides for a new multipurpose facility. While the details for the design/location/occupants/build are finalised, council acknowledges that this may be several years away and as such, it is recommended that the club have security of tenure at the park in the form of a lease.

7.       After the grandstand at the park was deemed unsafe and subsequently demolished, Birkenhead City Cricket and Sports Club Incorporated offered the use of its club rooms to both Northcote and Birkenhead Tigers and Calliope Athletics and Harriers to allow these clubs to continue to operate from the park.

8.       The new lease was assessed during the COVID-19 lockdown period and it is noted that sporting codes are governed by national and regulating bodies and as such council will not be issuing guidance relating to COVID-19. The sector leaders will issue guidance around sporting activities and any changes in rules or regulations.

9.       After assessing the group’s application, staff are satisfied that the group meets the requirements for a new lease under Auckland Council’s Community Occupancy Guidelines 2012.

10.     In consultation with Council’s Service Strategy and Integration and Park, Sport and Recreation departments, staff recommend that a new community lease be granted to Birkenhead City Cricket and Sports Club Incorporated for a term of three (3) years commencing 1 July 2020 with two rights of renewal for a further three (3) years and with a 12-month early termination clause.

11.     The recommendations within this report align with the Kaipātiki Local Board Plan 2017 outcomes: “Our community facilities and infrastructure are high quality and well managed”, and “Services are well managed and meet community needs”.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      grant a new community lease to Birkenhead City Cricket and Sports Club Incorporated at Birkenhead War Memorial Park, Birkenhead, legally described as Part Allot 152 Parish Takapuna SO 55916 contained in NA719/185 and Part Allot 153 Parish Takapuna SO 41503 more clearly identified on Attachment A of the agenda report on the following terms and conditions:

i)   term - three (3) years commencing 1 July 2020 with two rights of renewal for a further term of three (3) years

ii)  final expiry – 30 June 2029

iii) rent - $1.00 plus GST per annum if demanded

iv) early termination clause – by either party giving 12 months’ notice.

b)      note that all other terms and conditions will be in accordance with Auckland Council’s Community Occupancy Guidelines 2012 and the Local Government Act 2002.

 

 

Horopaki

Context

12.     This report considers the new community lease to Birkenhead City Cricket and Sports Club Incorporated for land at Birkenhead War Memorial Park, Birkenhead.

13.     The Kaipātiki Local Board holds allocated decision-making authority relating to local, sport and community facilities, including community leasing matters.

Land, building and lease

14.     The club occupies land at Birkenhead War Memorial Park. The land is legally described as Part Allot 152 Parish Takapuna SO 55916 contained in NA719/185 and Part Allot 153 Parish Takapuna SO 41503, held in fee simple by council as a classified recreation reserve under the Reserves Act 1977.

15.     The club is contemplated in the operative 2003 Reserve Management Plan and as such any new leases does not require iwi engagement or public notification as per s54(2A)(a) of the Reserves Act 1977. 

16.     The building is tenant-owned, and the site is included in Service Strategy and Integration’s masterplan for the Birkenhead War Memorial Park. The masterplan allows for the future development of a multi-use facility. It is envisaged that the club and its tenants, both formal and informal, will be actively involved in the design of the facility at both the consultation stage and occupation stage. Community leasing staff have consulted with the Service Strategy and Integration department to ensure that any proposed new lease is flexible enough to allow for future developments.

17.     It is acknowledged that the cricket clubroom was not designed to house three clubs. The clubs are adapting their needs to fit the current rooms as they know it is not a long-term solution. At the design stage of the new proposed multi-use facility, the future needs of all users at the park will be considered and incorporated.

18.     The club currently has a ground lease for the footprint of their building being approximately 607m2.

19.     The club owns the building which consists of the main meeting room, bar area, kitchen, office and storage space. The lower part of the building also provides for changing rooms and toilets.

20.     The basement level of the building houses a storage facility that was originally intended for council tractors. This area is now used as general storage by council. It is expressly acknowledged by the parties that this area will be excluded from the lease, and that council will be responsible for all operating and capital costs associated with this portion of the building.

21.     A site visit to inspect the condition of the building had been previously conducted. The building is of a fair condition and well utilized by three community sporting groups. The club puts aside funds each year for operational maintenance, with the new lease being in abeyance for the previous three years, the club has put any large capital expenditure on hold.

22.     When the council-owned grandstand was demolished the club offered to house two of the displaced clubs. Northcote and Birkenhead Tigers share the facility via a sublease whilst the Calliope Athletics and Harriers Club use the cricket club’s amenities and storage on an informal basis.

23.     Currently only Birkenhead City Cricket and Sports Club Incorporated have any equity in the building, and as such the lease is only in their name.

24.     Under the Community Occupancy Guidelines 2012, the recommended term for a tenant-owned building is ten years with one right of renewal for a further ten years. Due to the proposed changes to the park, staff recommend a reduced and flexible term of three years with two rights of renewal for a further three years each.

25.     With the proposed changing landscape and facilities within the Birkenhead War Memorial Park, staff also recommend that a 12-month early termination clause be included as a condition in the lease agreement.

26.     The 12-month early termination clause will allow the club sufficient time to relocate with limited disruption to their playing calendar. Additionally, the early termination clause will provide council with some flexibility around the proposed multi-use facility’s construction and opening.

City Cricket and Sports Club Incorporated

27.     Birkenhead City Cricket and Sports Club Incorporated was founded in 1898 and has had a presence on Birkenhead War Memorial Park for many years.

28.     The purpose of the Birkenhead City Cricket and Sports Club Incorporated is to provide the communities of Birkenhead, Northcote, Birkdale and Beach Haven with the opportunity to play the game of cricket in a manner that suits their skill level.

29.     The club has approximately 920 playing and social members, with an approximate 50-50 split between junior and senior members.

30.     It has a focus on family memberships and has regular social gatherings and events to encourage this.

31.     The club offers junior cricket, social Saturday and premier cricket.

32.     The club runs an annual cricket tournament for local primary schools.

33.     With the cricket, league, athletics and harrier sports clubs all utilizing the club’s building, they enable thousands of people to participate in sport at the park.

34.     The cricket and league clubs have formed an entity known as the Birkenhead Sports Trust. One of the trust’s visions is to establish and manage facilities for recreational purposes. During a recent visit to the cricket club it was discussed that the Birkenhead Sports Trust will now include the Athletics and Harriers club. It is currently envisaged that the trust will be involved in the new proposed multipurpose facility, rather than the individual clubs.

35.     At each lease renewal period, council will check in with the new Birkenhead Sports Trust’s progress towards becoming the governing body for all three clubs: Birkenhead City Cricket and Sports Club Incorporated, Northcote and Birkenhead Tigers and Calliope Athletics and Harriers Club.

36.     The progress of the trust will help determine the working model recommendations for the new facility.

Tātaritanga me ngā tohutohu

Analysis and advice

37.     Auckland Council’s Community Occupancy Guidelines 2012 sets out the criteria for community occupancy agreements.

38.     Under the guidelines, Birkenhead City Cricket and Sports Club Incorporated has an automatic right to reapply for a new lease at the end of its occupancy term, a right which it is exercising. It generally recommended that a new lease be granted for a term of ten (10) years with one right of renewal for a further term of ten (10) years, in line with the guidelines.

39.     However, local boards have discretion to vary the term of the lease if it wishes. Under the current scenario, taking on board feedback from Service Strategy and Integration along with council’s Parks, Sport and Recreation team, a lease term of three (3) years with two rights of renewal for a further term of three (3) years each is recommended. This lease term will mirror the estimated timeline of the proposed facility in the masterplan for the park.

40.     Due to the temporary nature of the lease, coupled with the fact the club also houses two other sports clubs, staff have recommended that in this instance the community outcomes plan be excluded from the new lease. As a community outcomes plan would only be binding on the cricket club it cannot include provisions applicable to other clubs who are not a party to the lease agreement.  All three clubs book use of the council-controlled fields which is monitored by Parks Sport and Recreation, giving council a good indication of the clubs’ activities.

41.     If a new lease is granted for the proposed multisport facility to either the individual clubs or the new sports trust, a community outcomes plan can be attached.

42.     Council staff advise that Birkenhead City Cricket and Sports Club Incorporated meet the requirements under the guidelines to qualify for a new community lease as evidenced below:

i)     it is a registered incorporated society;

ii)     it has complied with the terms of the operative lease;

iii)    it has a history of delivering quality services to the local community;

iv)   Birkenhead City Cricket and Sports Club Incorporated has provided a copy of its financial accounts which indicate that its funds are sufficient to meets its liabilities and that it possesses adequate financial reserves; and

v)    Birkenhead City Cricket and Sports Club Incorporated is managed appropriately as evidenced by its longevity and the variety of programmes offered.

Tauākī whakaaweawe āhuarangi

Climate impact statement

43.     The designated impact level of the recommended decision on greenhouse gas emissions has “no impact” as the proposal continues an existing activity and does not introduce any new sources of emissions.

44.     Climate change has an unlikely potential to impact the lease as the site does not sit in close proximity of the coast.

45.     No part of the leased area is located in a flood-sensitive area (refer to Attachment B of the agenda report).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

46.     The proposed lease has identified impacts on other parts of the council group. The views of council’s Service Strategy and Integration and Parks Sport and Recreation teams were required for the preparation of the advice contained within this report.

47.     Service Strategy and Integration and Parks Sport and Recreation requested the proposed new lease be in line with the envisioned development of the Birkenhead War Memorial Park as outlined in the masterplan.

48.     The proposed new lease has no identified impacts on other parts of the council group. The park’s overall utility was discussed and consulted on during the masterplan project. This included existing leases and their long-term future at the park.

49.     The views of other council-controlled organisations were not required for the preparation of advice.

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

Local impacts and local board views

50.     The new lease to Birkenhead City Cricket and Sports Club Incorporated is contemplated in the Kaipātiki Community Lease Work Programme 2019/2020, which was approved by the board via resolution number KT/2019/119.

51.     A memo recommending a new lease was circulated to the local board on 20 March 2020. All questions raised by the local board have been addressed.

52.     The recommendations within this report fall within the local board’s allocated decision-making authority relating to local, recreation, sport and community facilities.

Tauākī whakaaweawe Māori

Māori impact statement

53.     The club’s activities are contemplated within the operative Birkenhead War Memorial Park management plan. At the time of the initial plan iwi engagement would have been undertaken.

54.     Under section 54(2A)(a) of the Reserves Act 1977 no further engagement or public notification is required for this proposed lease.

Ngā ritenga ā-pūtea

Financial implications

55.     There are no cost implications to the local board approving a new lease to Birkenhead City Cricket and Sports Club Incorporated.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

56.     Should the Kaipātiki Local Board resolve not to grant a new lease to Birkenhead City Cricket and Sports Club Incorporated, the club’s ability to undertake its core activities will be materially affected. Additionally, the clubs occupying the facility through Birkenhead City Cricket and Sports Club Incorporated their current lease will be similarly affected.

57.     Risks relating to the future of the building around the Birkenhead War Memorial Park Masterplan is mitigated by inserting an early-termination clause in the proposed occupancy agreement.

Ngā koringa ā-muri

Next steps

58.     Subject to the grant of a new community lease, council staff will work with the group to finalise the new lease document.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

17 June 2020 Kaipātiki Local Board Business Meeting - Site Plan City Cricket and Sports Club Incorporated

23

b

17 June 2020 Kaipātiki Local Board Business Meeting - Climate Impact Plan City Cricket and Sports Club Incorporated

25

     

Ngā kaihaina

Signatories

Authors

Phillipa Carroll - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

17 June 2020

 

 

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17 June 2020

 

 

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17 June 2020

 

 

Auckland Transport Monthly Update

File No.: CP2020/07092

 

  

Te take mō te pūrongo

Purpose of the report

1.       The Auckland Transport monthly update report to the Kaipātiki Local Board for June 2020 is attached.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      note the Auckland Transport monthly update to the Kaipātiki Local Board for June 2020.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

17 June 2020 Kaipātiki Local Board Business Meeting - Auckland Transport June 2020 monthly update report

29

     

Ngā kaihaina

Signatories

Authors

Jacinda Short - Democracy Advisor - Kaipātiki

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

17 June 2020

 

 

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17 June 2020

 

 

Draft Kaipātiki Local Board Plan 2020

File No.: CP2020/06643

 

  

Te take mō te pūrongo

Purpose of the report

1.       To approve the draft Kaipātiki Local Board Plan 2020 and statement of proposal for public consultation.

Whakarāpopototanga matua

Executive summary

2.       The Local Government (Auckland Council) Act 2009 requires that each local board complete a local board plan for adoption by 31 October of the year following election and uses the special consultative procedure (SCP) to engage with their communities.

3.       The consultation period for the SCP will take place from 13 July to 13 August 2020.

4.       The draft Kaipātiki Local Board Plan 2020 has been developed using feedback obtained before COVID-19. There is a risk in approving the draft Kaipātiki Local Board Plan 2020 for public consultation while the full social and economic effects of COVID-19 on the community are not yet determined.

5.       The consultation process will seek the views and aspirations of the public to inform the final plan.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      adopt the draft Kaipātiki Local Board Plan 2020 in Attachment A and the statement of proposal in Attachment B for public consultation using the special consultative procedure.

b)      delegate authority to the Chairperson and/or other nominated member(s) of the Kaipātiki Local Board to approve final changes to the draft Kaipātiki Local Board Plan 2020 and statement of proposal.

c)      delegate authority to the Chairperson and/or other nominated member(s) to approve the type of engagement events to take place, the number of events and the dates of the engagement events.

d)      delegate to the following elected members and staff the power and responsibility to hear from the public through ‘spoken’ (or New Zealand sign language) interaction, at the council’s public engagement events, during the consultation period for the local board plan:

i)     local board members and Chairperson

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

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

e)      approve holding an extraordinary meeting of the local board, if required, at a suitable date and time during the weeks of 26 October to 13 November 2020 to adopt the Kaipātiki Local Board Plan 2020. 

 

Horopaki

Context

6.       The Local Government (Auckland Council) Act 2009 states that each local board must:

·      adopt their local board plan by 31 October of the year following an election

·      use the special consultative procedure (SCP) to engage with their communities.

7.       Local board plans are strategic documents developed every three years. They set a direction for local boards and reflect community priorities and preferences. They provide a guide for local board activity, funding and investment decisions. They also influence local board input into regional strategies and plans, including annual budgets.

8.       The plans inform the development of the council’s 10-year budget. They also form the basis for development of the annual local board agreement for the following three financial years and subsequent work programmes.

Timeframes

9.       The consultation period for the local board plans was due to be held in June and July 2020. The implementation of COVID-19 alert levels 3 and 4 required a change in the direction of the draft plans to ensure they responded to the effects of COVID-19. Restrictions on public gatherings also required a shift in planning how engagement events could occur. Planning for these took time, which has forced the consultation period to be moved to July and August 2020.

10.     Section 83 of the Local Government Act 2002 requires the consultation period to be a minimum of one month. The COVID-19 Response (Further Management Measures) Legislation Act 2020, which came into force on 16 May 2020, permits a council to modify its SCP and conduct a shorter period of consultation than one month (but no less than seven days).

11.     The threshold for a council being able to modify its consultation period under this Act is high. According to the Act, a council can only take a modified approach to “the extent that it is satisfied to do is necessary or desirable to support measures taken to contain or mitigate the outbreak of COVID-19 or its effects, including, without limitation, by addressing the impacts and consequences of the outbreak for any aspect of the wellbeing of the community”.

12.     While it may be possible to shorten the consultation period, it is important that the community is given a reasonable time of one month to provide feedback on the draft plan in which to indicate their priorities and aspirations.

13.     Whilst every effort will be made to adopt the Kaipātiki Local Board Plan 2020 in October 2020, the unavoidable change to the dates of the consultation period may require a small extension of time. This is to ensure the local board has sufficient time to consider the submissions received.

14.     It is recommended that provision be made for an extraordinary meeting to adopt the final plan during the weeks of 26 October to 13 November 2020, should it be required. Adoption of the final plan will be no later than 30 November 2020.  

Tātaritanga me ngā tohutohu

Analysis and advice

15.     The draft Kaipātiki Local Board Plan 2020 (refer Attachment A) has been developed by considering:

·      previous community engagement, including engagement on the 2017 Local Board Plan, 2018-2028 Long-term Plan and prior annual plans

·      the uncertainty of the impact of COVID-19 on Auckland Council’s budget and service levels

·      subject matter expert advice from council and other council organisations

·      mana whenua and mataawaka views.

16.     Targeted consultation was also undertaken in January to April 2020 through various activities with local community groups.

17.     The draft Kaipātiki Local Board Plan 2020 has been developed while the impacts of COVID-19 are not yet fully determined. It is possible that some of the aspirations and desires may need to change as a result.

Key features

18.     Key features of the draft Kaipātiki Local Board Plan 2020 include aspirations for:

·      our people to be involved in the community, connected to one another, and supported to be active, creative, resilient and healthy

·      our natural environment to be protected and restored for future generations to enjoy

·      our built environment to be high quality, vibrant, well-maintained, reflect the culture and heritage of Kaipātiki, and meet our people’s needs

·      our people to have many transport options and to easily and safely move around and find their way

·      our people to be able to buy local, live local and work local.

Statement of proposal

19.     The use of the SCP requires the local board to approve an accompanying statement of proposal (refer Attachment B). This document provides financial context and an outline of how the public can provide input through the SCP.

Engagement plan for the SCP

20.     The consultation period will run from 13 July to 13 August 2020.

21.     The engagement approach focuses on engagement through digital and online platforms.

22.     The COVID-19 alert system has certain restrictions on public gatherings, which has varying implications for consultation under the SCP. Due to the uncertainty of knowing which COVID-19 alert level Aucklanders will be under at the time of the consultation period, it is not possible to confirm all details of engagement events as part of the engagement plan.

Consultation documentation and translations

23.     To support Aucklanders to be able to provide feedback in a way that suits them, information will be provided online and in hard copy.

24.     Hard copies and feedback forms will be available at libraries, service centres and local board offices subject to being open, or on request by calling 09 301 0101 or the Kaipātiki local board office on 09 484 8383.

25.     The draft local board plan will be available to view online at www.akhaveyoursay.nz.

26.     To enable a wide reach across the diverse communities, the feedback form and sections of the draft plan will be translated into Simplified Chinese, Korean, Te Reo and New Zealand Sign Language. The sections to be translated will be the outcomes with a brief description, the objectives and initiatives.

Methods for obtaining feedback

27.     Feedback will be gathered through the events described below. These may be subject to change depending on the rules and requirements around COVID-19 alert levels:

·      Have Your Say face-to-face engagement events (spoken interaction)

·      online submission via www.akhaveyoursay.nz

·      written submissions, for example proformas and letters received by post or email

·      verbal submission through telephone by calling 09 301 0101 or the Kaipātiki local board office on 09 484 8383

·      social media comments which are in scope of the engagement, although people will be encouraged to go to the online form to make a formal submission

·      partnerships with community partners to obtain feedback from our diverse communities.

Processing feedback

28.     Feedback will be analysed and collated for local board members to consider prior to making decisions on the final local board plan.

Tauākī whakaaweawe āhuarangi

Climate impact statement

29.     The draft Kaipātiki Local Board Plan 2020 reflects the impacts of predicted climate change. It considers such impacts as increasing temperatures, rising sea levels and changing rainfall patterns on the local board area.

30.     Specific initiatives are outlined throughout the plan under the different outcome areas. These include to:

·      support our communities to strengthen their resilience to climate change impacts

·      identify and understand local coastal hazards and where possible reduce impacts, particularly for those communities disproportionately affected

·      support our coastal communities to become more resilient to the effects of sea-level rise, erosion and flooding

·      advocate for and support the development of a quality compact, urban form that supports low carbon, resilient development

·      advocate for the uptake of sustainable design and construction, including council projects, and encourage residents and businesses to use eco-design and water sensitive design practices

·      ensure that new and existing local infrastructure will be resilient to the impacts of climate change

·      Work with ATEED and other interested parties to provide local businesses with training on sustainability.

31.     The impact on the climate from the process of engagement has been considered. Digital feedback will be encouraged where possible, and printing of hard copies will be limited. The ability to provide feedback from any location reduces the need to travel to a specific location.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32.     The approval of the draft Kaipātiki local board plan 2020 for public consultation will provide the local board with feedback on the communities’ aspirations on the direction the local board intends to take. Planning and operational areas of the council have taken part in the development and review of the draft plans.

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

Local impacts and local board views

33.     The local board’s views have informed the development of the draft Kaipātiki Local Board Plan 2020 through a series of workshops from November 2019 to May 2020.

Tauākī whakaaweawe Māori

Māori impact statement

34.     In January 2020 a letter was sent to all iwi authorities inviting participation in local board discussions to ensure key messages were captured early in the planning process.

35.     Staff sought the services of public health organization Hāpai te Hauora to engage with Maori communities during the pre-draft engagement. For several reasons, including complications due to COVID-19, this engagement was not conducted during the pre-draft period.

36.     The local board, using information from previous Maori-centred plans and engagements, has included in its draft plan a number of elements that directly relate to priorities identified by the Maori community

37.     The local board has also considered existing feedback on several matters from mana whenua and mataawaka.

38.     Aspirations and priorities include:

·      partnering with Māori to understand how matauranga Māori can improve environmental outcomes for Kaipātiki

·      incorporating Māori identity, culture and language into programmes, services and facility developments

·      support marae in Kaipātiki, including the development of a community-run marae in Beach Haven

39.     These views have been incorporated into the draft Kaipātiki Local Board Plan 2020.

Ngā ritenga ā-pūtea

Financial implications

40.     Budget to implement initiatives and projects is confirmed through the annual plan budgeting process. The local board plans inform this process.

41.     The total engagement budget is $12,000 per local board, which is provided for in the Local Board Services group budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

42.     There is a risk in approving the draft Kaipātiki Local Board Plan 2020 for public consultation while the full social and economic effects of COVID-19 on the community are not yet determined. The consultation process will seek the views and aspirations of the public to inform the final plan.

Ngā koringa ā-muri

Next steps

43.     Following approval, the draft Kaipātiki Local Board Plan 2020 and statement of proposal will be available for public consultation from 13 July to 13 August 2020.

44.     Details of specific engagement events will be finalised as part of this process.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

17 June 2020 - Kaipātiki Local Board Business Meeting - Draft Kaipātiki Local Board Plan 2020

51

b

17 June 2020 - Kaipātiki Local Board Business Meeting - Statement of Proposal - Draft Local Board Plans 2020

87

     

Ngā kaihaina

Signatories

Authors

Paul Edwards - Senior Local Board Advisor - Kaipātiki

Authorisers

Louise Mason - GM Local Board Services

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

17 June 2020

 

 

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Kaipātiki Local Board

17 June 2020

 

 


 


 


Kaipātiki Local Board

17 June 2020

 

 

Amendments to the Kaipātiki Local Board 2019-2022 business meeting schedule

File No.: CP2020/07430

 

  

Te take mō te pūrongo

Purpose of the report

1.       To adopt amendments to the Kaipātiki Local Board business meeting schedule for the 2019-2022 electoral term.

Whakarāpopototanga matua

Executive summary

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

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

4.       The Kaipātiki Local Board adopted its 2019-2022 meeting schedule on 19 February 2020 (resolution number KT/2020/11). At that time, the specific times and dates of meetings for local board decision-making in relation to the local board agreement as part of the Annual Plan 2020/2021 were unknown.

5.       Due to the financial impacts resulting from the COVID-19 pandemic, the Governing Body has drafted an Emergency Budget 2020/2021 and approved a secondary consultation to occur between 29 May – 19 June 2020. To accommodate these new timeframes the local board is being asked to approve an additional meeting date in July 2020 to approve input for Emergency Budget decision making, and to re‑schedule the July 2020 business meeting date so that the Annual Plan / Emergency Budget 2020/2021 timeframes can be met.

6.       At the Kaipātiki Local Board business meeting on 20 November 2019, it was resolved to hold a recess week from 6 – 12 July 2020 (resolution number KT/2019/223). However, due to the change in timeframes and the need to hold a business meeting on Wednesday 8 July 2020, it is advised to move this recess week out to the second week of the school holidays from 13 – 17 July 2020. Both these meetings are to be held at the local board office at 90 Bentley Avenue, Glenfield. 

7.       The COVID-19 pandemic has impacted the ability for the local board to host meeting sin a physical location. Any meetings have been held virtually via Skype for Business. It is unclear exactly how meetings will function in the near future, but it is anticipated that there may still be a need or desire for attendance via electronic means. This requirement should be able to be accommodated in the local board office in Glenfield. The board also amended its standing orders, by including a new Standing Order to enable public attendance via audio link or audio-visual link at the business meeting on 11 May 2020 (resolution number KT/2020/56)

8.       The 24 June, 26 August and 28 October 2020 Community Forum meetings are scheduled at various venues in Northcote, Bayview and Beach Haven respectively. The 29 April Community Forum in Birkenhead had to be cancelled. The ability to enable attendance via electronic means cannot be guaranteed outside the local board office and so it is advised that these meeting locations be changed.

9.       It is worth noting that the local board had approved hosting community forums at locations outside the local board office as a trial to assess the effectiveness of this approach. Potential impacts from COVID-19 resulting from things such as any further restrictions or a reluctance to attend public gatherings would impact the ability to accurately assess the trial’s effectiveness.

10.     The board will have opportunity to consider the community forum schedule for the remainder of the 2019-2022 political term in December 2020.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      adopt the following amendments to the 2019-2022 Kaipātiki Local Board meeting schedule:

i)     an additional business meeting on Wednesday 8 July 2020 at 10.00am, to be held at the local board office, 90 Bentley Avenue, Glenfield.

ii)     change the July 2020 business meeting date, currently scheduled on Wednesday, 15 July 2020 at 10.00am, to Wednesday, 22 July 2020 at 2.00pm, to be held at the local board office, 90 Bentley Avenue, Glenfield.

iii)    move the 6 – 12 July 2020 recess week out to the second week of the school holidays from 13 – 17 July 2020.

iv)   Change the location of the 24 June 2020, 26 August 2020, and 28 October 2020 community forum meetings to be held at the Kaipātiki Local Board Office, 90 Bentley Avenue, Glenfield.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors

Jacinda Short - Democracy Advisor - Kaipātiki

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

17 June 2020

 

 

Kaipātiki Local Board Chairperson's Report

File No.: CP2020/06713

 

  

Te take mō te pūrongo

Purpose of the report

1.       An opportunity is provided for the Kaipātiki Local Board Chairperson to update members on recent activities, projects and issues since the last meeting.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      note the chairperson’s report.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors

Jacinda Short - Democracy Advisor - Kaipātiki

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

17 June 2020

 

 

Members' Reports

File No.: CP2020/06716

 

  

Whakarāpopototanga matua

Executive summary

1.       An opportunity is provided for members to update the Kaipātiki Local Board on the projects and issues they have been involved with since the last meeting.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      note the written report from Member Andrew Shaw and Member Paula Gillon.

b)      note any verbal reports of members.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

17 June 2020 - Kaipātiki Local Board Business Meeting - Member’s Report: Andrew Shaw & Paula Gillon

97

     

Ngā kaihaina

Signatories

Authors

Jacinda Short - Democracy Advisor - Kaipātiki

Authorisers

Eric Perry - Relationship Manager

 


Kaipātiki Local Board

17 June 2020

 

 

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Kaipātiki Local Board

17 June 2020

 

 

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Kaipātiki Local Board

17 June 2020

 

 

Governing Body and Independent Maori Statutory Board Members' Update

File No.: CP2020/06720

 

  

Whakarāpopototanga matua

Executive summary

1.       An opportunity is provided for Governing Body and Independent Maori Statutory Board members to update the board on Governing Body or Independent Maori Statutory Board issues, or issues relating to the Kaipātiki Local Board.

 

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a)      note the Governing Body and Independent Maori Statutory Board members’ verbal updates.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors

Jacinda Short - Democracy Advisor - Kaipātiki

Authorisers

Eric Perry - Relationship Manager

     

  


Kaipātiki Local Board

17 June 2020

 

 

 

 

 

 

 

 

ATTACHMENTS

 

Item 8.2      Attachment a    17 June 2020 - Kaipātiki Local Board Business Meeting - Concerns about speeding in Sylvan Avenue presentation                                      Page 111


Kaipātiki Local Board

17 June 2020

 

 

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