Agenda of Devonport-Takapuna Local Board

1 Welcome

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

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

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

Kia mākinakina ki uta Bring calm breezes over the land

Kia mātaratara ki tai Bring calm breezes over the sea

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

He tio With a touch of frost

He huka A sharpened air

He hau hū And promise of a glorious day.

Tīhei mauri ora!

2 Apologies

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

3 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making

when a conflict arises between their role as a member and any private or other external

interest they might have.

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected

members to fully acquaint themselves with, and strictly adhere to, the provisions of

Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of

interest:

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

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

The Office of the Auditor General has produced guidelines to help elected members

understand the requirements of the Local Authority (Member’s Interest) Act 1968. The

guidelines discuss both types of conflicts in more detail and provide elected members with

practical examples and advice around when they may (or may not) have a conflict of

interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office

of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Local Area

Manager in the first instance.

4 Confirmation of Minutes

That the Devonport-Takapuna Local Board:

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

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

Under Standing Order 2.5.1 (LBS 3.11.1) or Standing Order 1.9.1 (LBS 3.10.17) (revoke or alter a previous resolution) a Notice of Motion has been received from <Member Names> for consideration under item 12.

No.	Title	Page
a ⇩	Notice of Motion - Chairperson Aidan Bennett - Firth Property	9

Devonport-Takapuna Local Board

01 December 2020

Budget allocation towards Patuone Reserve walkway renewal

File No.: CP2020/17841

Te take mō te pūrongo

Purpose of the report

1. That the Devonport-Takapuna Local Board (the local board) consider allocating renewals and Local Board Transport Capital Fund (LBTCF) funding to the Patuone Reserve walkway renewal.

Whakarāpopototanga matua

Executive summary

2. Auckland Council’s Community Facilities department is currently undertaking a renewal of the Patuone Reserve walkway, Takapuna (the project) as part of the local board’s 2020/2021 Community Facilities work programme.

3. The walkway and its associated assets were identified as a condition four (which means poor condition) and require renewal due to the:

· degrading condition of the timber walkway, which is becoming a hazard and health and safety issue;

· existing hoggin path is in poor condition;

· poor overall amenity of the reserve and its assets;

· ongoing safety issues and concerns raised by the community

· ongoing safety issues; and

· opportunities to significantly improve the environmental ecological outcomes at the reserve, which include native plantings and improvements to the existing storm water infrastructure.

4. As part of work programme discussions in 2018, the local board identified an opportunity to enhance the scope of the renewal so that it could significantly improve walking and cycling provision by providing a 2.5 metre wide walkway. The local board considered it an ideal opportunity to implement and deliver one of the key routes identified in the Devonport-Takapuna Greenways Plan.

5. The local board considered that, in addition to improving the assets and amenity of the reserve, upgrading the walkway will create a safe and accessible off-road alternative pedestrian and cycle route from central Takapuna to Esmonde and Barry’s Point roads. The connection would also link to new connections which are under development (i.e. the Northern Pathway and the local board’s proposed connection from Esmonde Road to Francis Street).

6. At the August 2019 business meeting, the local board approved (resolution number DT/2019/136) the concept plan for the for project. Following the local board’s approval of the concept plan, staff have completed the following processes:

· further investigative work and detailed design;

· lodged resource consent in January 2020, which included technical documents to support the consent (i.e. Assessment of Environmental Effects, Ecological Assessment and Agriculture Assessments);

· engagement with mana whenua has been ongoing since 2019, who support the project and recognises the tino rangatiratanga of the local hapū/iwi over the specified area;

· resource consent for the project was approved in September 2020; and

· building consent was approved August 2020.

7. To ensure the project can move into the delivery phase and commence in early-2021, two budget allocations are requested for the local board to consider. These include:

· an additional $199,826 of renewals capital funding (known as ABS CAPEX) is required as investigations have highlighted that the condition of existing assets (i.e. the boardwalk between Huron Road and Greydene Place) in the reserve are in poorer condition than originally assessed in 2017; and

· a Local Board Transport Capital Fund allocation of $122,594 to recover project budget that was absorbed as part of 2020/2021 Emergency Budget savings. This is not additional funding towards the project.

8. Staff recommend that the local board allocate renewals capital and LBTCF funding to the project. This will ensure the project can move into the delivery phase, which is scheduled for quarter four of the 2020/2021 financial year (between 1 April and 30 June 2021).

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) allocate $199,826 renewals capital funding (ABS CAPEX) to the Patuone Reserve walkway renewal to ensure degrading assets can be renewed and upgraded in early 2021,

b) note that the $199,826 renewals capital funding is sourced from the following 2020/2021 Community Facilities work programme projects, that are forecasted to cost less than the approved August 2020 budget:

i) Becroft Park - renew sports field two and three

ii) Kennedy Park - renew carpark and site drainage

iii) Kennedy Park / Rahopara Pa - renew stairs

iv) Takapuna Pumphouse - renew air conditioning system

v) Takapuna Pumphouse - café reroof

c) note that the $199,826 renewals capital funding allocation will have no impact on the projects being delivered in recommendation B (i-v),

d) allocate $122,594 from the 2020/2021 Local Board Transport Capital fund to the Patuone Reserve walkway renewal, and that the allocation is to recover project budget that was absorbed as part of 2020/2021 Emergency Budget savings and is not additional funding towards the project.

Horopaki

Context

9. Auckland Council’s Community Facilities department is currently undertaking a renewal of the Patuone Reserve walkway, Takapuna (the project) as part of the local board’s 2020/2021 Community Facilities work programme.

10. The walkway and its associated assets were identified as a condition four (which means poor condition) and require renewal due to the:

· degrading condition of the timber walkway, which is becoming a hazard and health and safety issue;

· existing hoggin path is in poor condition;

· poor overall amenity of the reserve and its assets;

· ongoing safety issues and concerned raised by the community;

· ongoing safety issues; and

· opportunities to significantly improve the environmental ecological outcomes at the reserve, which include native plantings and improvements to the existing storm water infrastructure.

11. As part of work programme discussions in 2018, the local board identified an opportunity to enhance the scope of the renewal so that it could significantly improve walking and cycling provision by providing a 2.5 metre wide walkway. The local board considered it an ideal opportunity to implement and deliver one of the key routes identified in the Devonport-Takapuna Greenways Plan.

12. The local board considered that, in addition to improving the assets and amenity of the reserve, upgrading the walkway will create a safe and accessible off-road alternative pedestrian and cycle route from central Takapuna to Esmonde and Barry’s Point roads. The connection would also link to new connections which are under development (i.e. the Northern Pathway and the local board’s proposed connection from Esmonde Road to Francis Street).

13. The local board then formally supported this opportunity and their April 2018 business meeting (resolution number DT/2018/47).

Strategic alignment

14. The local board has recognised this as a key project since 2014, when it was included in the Devonport-Takapuna Local Board Area Plan (the Area Plan). The project has since also been featured and included in several strategic planning documents. The following table outlines details these documents:

Strategic document	Description	Page
Devonport-Takapuna Local Board Area Plan 2014	8.2 Continue development of new cycling and walking projects and linkages such as Te Araroa - New Zealand's Trail on the east coast, connections to and across the Auckland Harbour Bridge including along the Northern Motorway, and the Greenways Network (including a connection from Hauraki to Esmonde Road).	23
Devonport-Takapuna Greenways Plan 2015	Route G8 G8 connects Takapuna metropolitan centre to Esmonde Road via esplanade reserve, leading from Auburn Reserve alongside Takapuna Estuary, with connection to the supermarket and Barry’s Point Road. It connects to ‘priority route G7’at Killarney and Auburn Streets. G8 priority route could form part of Auckland Transports (AT) ‘feeder’ network, as it acts as a crucial connection to ‘highway’ routes on the Auckland Cycle Network (ACN). A cycle ‘highway’ route would connect from Esmonde Road to the future ‘Skypath’, which spans the Auckland Harbour Bridge.	41
Devonport-Takapuna Local Board Plan 2017-2020	Improve connections from Esmonde Road to Auburn Reserve	17
Devonport-Takapuna Local Board Plan 2020-2023	Promotes high-quality walking and cycling connections, and active transport modes. We will continue working on the delivery of the Francis Street to Esmonde Road connection and the upgrade of the Patuone Reserve Walkway to offer alternatives to Lake Road, improve connection to the northern pathway and increase recreation opportunities in Takapuna.	20

Concept plan approval and progress to date

15. At the August 2019 business meeting, the local board approved (resolution number DT/2019/136) the concept plan for the for project, which fulfils the objectives of the renewal previously noted in this report. This includes:

· local residents (both existing and new) and workers in the area (i.e. Barry’s Point Road) will have access to a significantly upgraded reserve with new and improved assets;

· reserve users will benefit as safety improvements will be implemented, in accordance with Crime Prevention Through Environmental Design (CPTED) principles;

· it will provide new opportunities for local residents to enjoy a passive recreation experience which differs from other parks, beaches and open spaces in the local area (i.e. Takapuna Beach and Lake Pupuke);

· it will provide new opportunities for recreational and commuter cyclists to access the reserve and use it to a connection to and from:

o central Takapuna;

o Barry’s Point Road;

o the future Northern Pathway, being undertaken by Waka Kotahi (New Zealand Transport Agency); and

o the proposed Esmonde Road to Francis Street, currently under development by the local board.

· provide better environmental ecological outcomes at the reserve, which includes:

o improved planting throughout the site, with a strong focus on planting native species that support existing birdlife;

o throughout the site, planting is proposed along the estuary edge and below existing trees to improve the existing environment, mitigate tree or shrub loss during construction and enhance the amenity value of the walkway;

o the walkway improvement works will also provide opportunity for further improvements to existing storm water infrastructure, with the possible inclusion of gross pollutant traps to the north end of the site to reduce scouring and contamination, of the upper estuary;

o existing storm water outlets will also be cleared of any contamination and overgrown and invasive species will be removed and replanted with suitable riparian planting. The inlets will also be lined with rip rap (rocks) to slow further contaminants from entering the estuary; and

o additional grass swales are also being proposed at the base of existing steep batters to reduce surface water run-off.

16. Following the local board’s approval of the concept plan, staff have completed the following processes:

· further investigative work and detailed design;

· lodged resource consent in January 2020, which included technical documents to support the consent (i.e. Assessment of Environmental Effects, Ecological Assessment and Agriculture Assessments);

· engagement with mana whenua has been ongoing since 2019, who support the project and recognises the tino rangatiratanga of the local hapū/iwi over the specified area;

· resource consent for the project was approved in September 2020; and

· building consent was approved August 2020.

Project budget and financial commitment

17. At the time of approving the concept plan, the cost of delivering the project was $2,767,407. This budget comprises of renewals capital funding, which is funded by the Governing Body, and discretionary local board capital budgets (i.e. local driven initiatives capital fund and the Local Board Transport Capital Fund (LBTCF)).

18. As outlined in the above paragraph, the importance of the project to the local board is reflected through various budget allocations. These include:

· approving the $1,767,407 renewals capital funding component of the project every year since 2018. This is included as part of the local board’s annual Community Facilities work programme; and

· allocating its own discretionary capital budgets. The local board allocated the following amounts at their August 2018 business meeting (resolution number DT/2018/144):

o $877,406 from the board’s locally driven initiatives (LDI) capital fund; and

o $122,594 from the Local Board Transport Capital Fund (LBTCF).

Tātaritanga me ngā tohutohu

Analysis and advice

Overview

19. To ensure the project can move into the delivery phase and commence in early-2021, two budget allocations are requested for the local board to consider. These include:

· an additional $199,826 of renewals capital funding is required as investigations have highlighted that the condition of existing assets (i.e. the boardwalk between Huron Road and Greydene Place) in the reserve are in poorer condition than originally assessed in 2017; and

20. Details regarding the respective funding allocations are outlined in the following section.

Additional renewals funding

21. During the detailed design and investigations phase of the project, staff identified that the existing boardwalk is in poorer condition than originally estimated. Some of the additional issues identified as part of the investigations include the:

· boardwalk decking is rotted in several locations;

· boardwalk structure has come to the end of its life; and

· gradient doesn’t meet today’s provision standards.

22. As a result of these issues, and the updated condition assessment of the boardwalk asset, staff advise that additional renewals budget is required to ensure the asset can be renewed to a quality standard and pose no risk to the public. The cost to address these issues is $199,826.

23. Staff have identified five projects, amounting to $346,894 in the local board’s 2020/2021 Community Facilities work programme that are forecasted to cost less than the approved budget. The local board therefore has the option to fund the necessary works from existing budgets. The five projects with identified savings include:

· Becroft Park – renew sports field two and three;

· Kennedy Park – renew carpark and site drainage;

· Kennedy Park – renew stairs;

· Takapuna Pumphouse – renew air conditioning system; and

· Takapuna Pumphouse – café reroof.

24. Staff recommend that the local board allocate $199,826 from the available $346,864 renewals budget to the project, as it will ensure the boardwalk asset can be renewed to a standard which aligns to the local board’s vision of providing a high-quality and safe walking and cycling connection.

25. If the local board does not support the additional budget allocation, the track may be closed in the short-term because the existing boardwalk asset continues to degrade, and it carries a high risk to the public.

26. Should the local board support the recommendation, $147,038 remains in the 2020/2021 renewals budget for other projects. Staff will present options for the local board to consider at a future business meeting.

Recovering lost Local Board Transport Capital Fund (LBTCF) allocation

27. At the August 2018 business meeting, the local board allocated $122,594 from the LBTCF towards the project. While the budget was allocated, it had not been committed as the budget is to support physical works and delivery of the project.

28. As part of council’s 2020/2021 Emergency Budget, all uncommitted LBTCF budget was absorbed into savings. This means the $122,594 is no longer allocated to the project.

29. The 2020/2021 Emergency Budget however included $5 million for allocation across all 21 local boards. The allocation was based on council’s Local Boards Funding Policy, and Devonport-Takapuna was allocated $163,220 for the 2020/2021 financial year.

30. Staff advise that the $122,594 is still required to support physical works and delivery of the project. Staff recommend the local board allocate $122,594 from the 2020/2021 LBTCF to ensure:

· project budget that was lost from 2020/2021 Emergency Budget can be recovered; and

· delivery of the project can commence in early 2021.

31. It is important to note that the proposed allocation is not additional budget towards the project. It is to recover funds that were lost as part of the 2020/2021 Emergency Budget.

32. Should the local board support the recommendation, $40,626 remains in the 2020/2021 LBTCF budget and is available for other projects. Auckland Transport staff will be report this to the local board at the December 2020 business meeting.

Tauākī whakaaweawe āhuarangi

Climate impact statement

33. The council’s climate goals as set out in Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan are:

· to reduce greenhouse gas emissions to reach net zero emissions by 2050; and

· to prepare the region for the adverse impacts of climate change.

34. It is anticipated that there will be an increase in carbon emission from construction, including contractor emissions. Project delivery will minimise carbon and contractor emissions as far as possible. Maximising the upcycling and recycling of existing material, aligned with the waste management hierarchy (prevention, reduction, recycle), will also be prioritised to ensure minimum impact.

35. Mitigation of greenhouse gas emissions will be achieved through sourcing of low-carbon material options (including sourcing materials locally) and the use of products with environmental declarations for embodied carbon reductions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

36. The following table outlines the respective comments and considerations of the various council units and CCOs:

Council unit or CCO	Position	Rationale
Auckland Transport (AT)	Support	· Supports active modes of transport. · Aligns with strategic outcomes in recently adopted local board plan to provide quality cycling and walking connections. · Aligns with key Auckland Transport planning documents (i.e. AT Walking and Cycling Strategy). · Funding allocation is tied to a tangible, realistic and deliverable outcome, as the project delivery commences in early 2021.
Parks and Places	Support	· Supports active modes of transport. · Provides passive recreational experiences for reserve users. · Significantly improves the overall amenity and safety of the reserve. · Improves the natural environment and ecological features at the reserve. · Aligns with strategic outcomes in recently adopted local board plan to provide quality cycling and walking connections, and quality, fit for purpose open spaces.
Community Facilities	Support	· Addresses degrading assets which are in poor condition. · Significantly improves the overall amenity and safety of the reserve. · Improves the natural environment and ecological features at the reserve. · Aligns with strategic outcomes in recently adopted local board plan to provide quality cycling and walking connections, and quality, fit for purpose open spaces. · It is important to note as project lead, Community Facilities engages and seeks feedback and views from a range of council units or teams (i.e. coastal and environmental specialists), who support the project.

37. It is important to note that council’s Regulatory staff also had a formal role by assessing the project through the resource consent process, in accordance with the Resource Management Act 1991. As previously noted in this report, the project was granted resource consent in September 2020.

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

Local impacts and local board views

Local impacts

38. As outlined in the Context section of this report, the local impacts include:

· significantly improving the overall amenity and quality of the reserve;

· developing a quality cycling and walking route that connects users from central Takapuna to Barry’s Point Road, Esmonde Road and future connections (i.e. the Northern Pathway);

· providing informal recreation experiences for reserve users;

· improved safety; and

· provide better environmental ecological outcomes at the reserve through:

o native plantings

o improvements to existing storm water infrastructure;

o existing storm water outlets will also be cleared of any contamination and overgrown and invasive species will be removed and replanted with suitable riparian planting; and

o additional grass swales to reduce surface water run-off.

Local board views

39. The local board has routinely committed its support for the project through:

· including the project in key strategic planning documents, such as the local board plan and Greenways Plan,

· allocating its own discretionary capital budgets towards the project;

· approving the renewal budget as part of the annual Community Facilities work programme.

40. This commitment has been detailed in the Context section of this report.

Tauākī whakaaweawe Māori

Māori impact statement

41. Mana whenua views and preferences were sought during the further investigative work and detailed design phase of the project. Representatives from Ngati Kawau te Kotuku, Te Uri o Te Aho, Ngati Kuri, Te Waiariki Korora nga Hapu o Ngapuhi-Nui-Tonu have responded and provided the following comments:

· the project is for a public purpose and has quality outcomes which benefit the community, and improves the natural environment;

· it does not confer private, commercial benefits to any person or entity;

· it does not damage the marine and coastal area; and

· the project recognises the tino rangatiratanga of the local hapū/iwi over the specified area.

42. Ngati Whatua confirmed its interest in, and support for the project.

43. Ngāi Tai ki Tāmaki and Te Kawerau a Maki undertook a site walk over the area, and confirmed their support for the project.

44. Ngāti Pāoa Iwi Trust undertook a site walk over the area, but did not provide a formal response to the project.

Ngā ritenga ā-pūtea

Financial implications

Overview of updated project budget

45. The table below provides an updated overview of the project budget, should the local board support the proposed recommendations in this report:

Budget source	Original allocation	Proposed further allocation	Updated total allocation
Renewals funding	$1,767,407	$199,826	$1,967,233
Local Board Capital Fund	$877,406	$0	$877,406
Local Board Transport Capital Fund	$122,594	$122,594*	$122,594
Total	$2,767,407		$2,967,233

*Note: the $122,594 in the ‘proposed further allocation column’ is not additional funding towards to the project. As outlined in the report, it is to recover budget that was lost from the 2020/2021 Emergency Budget process.

Financial implications

46. Staff advise are no significant financial impacts or implications associated with the decisions outlined in this report. This position is based upon:

· the additional renewals budget required for the project is coming from other projects that are forecasted to cost less than anticipated. This means other projects can continue to be delivered as per the agreed 2020/2021 Community Facilities work programme; and

· other projects which were proposed to be funded from the LBTCF (e.g. the Wayfinding in Milford surrounding areas project) can continue to be delivered with the remaining LBTCF budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

47. Staff have identified the following risks associated with the project:

· Due to the project being in an advanced phase of planning and development, $217,510 has been spent to date. Should the local board cancel the project, make significant scope changes or reallocate the requested budget elsewhere, these funds cannot be recovered and will be lost.

· As noted in the report, the track may be closed because the existing boardwalk asset is in very poor condition and continues to degrade. It is becoming a health and safety issues and it carries a high risk to the public if left unaddressed.

· Should the local board allocate renewals funding to another work programme project which does not have a clearly identified timeline for delivery, the budget may absorbed into savings at the end of the 2020/2021 financial year.

48. Staff consider that all the above risks can be mitigated by the local board supporting the recommendations in the report.

Ngā koringa ā-muri

Next steps

49. Should the local board support the recommendations in the report, the project will commence to the project delivery phase in quarter four of the 2020/2021 financial year (between 1 April and 30 June 2021).

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Julie Crabb – Principal Design Open Space

Tristan Coulson - Senior Local Board Advisor

Authorisers

Eric Perry - Local Area Manager

Devonport-Takapuna Local Board

01 December 2020

2020/2021 Local Board Transport Capital Fund allocation to transport projects

File No.: CP2020/17880

Te take mō te pūrongo

Purpose of the report

1. That the Devonport-Takapuna Local Board (the local board) consider allocating its 2020/2021 Local Board Transport Capital Fund (LBTCF) towards transport projects in the local board area.

Whakarāpopototanga matua

Executive summary

2. The Local Board Transport Capital Fund (LBTCF) is a capital budget provided to all local boards by Auckland Council (council) and delivered by Auckland Transport (AT). 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.

3. Any LBTCF project recommended by the local board must be safe, not impede network efficiency, and be located in the road corridor or on land controlled by AT (though projects running through parks can be considered if there is a transport outcome).

4. As part of council’s 2020/2021 Emergency Budget, all LBTCF projects with allocated but uncommitted budgets were absorbed into savings.

5. This decision has had a significant impact on the local board’s LBTCF projects, as budget that was allocated for both planning and project delivery has been lost.

6. As part of the 2020/2021 Emergency Budget, the Governing Body allocated $5,000,000 to all local boards so that they can either continue existing or commence new transport-related projects which meet LBTCF criteria.

7. The Devonport-Takapuna Local Board was allocated $163,220 for the 2020/2021 financial year. This amount is calculated using council’s Local Boards Funding Policy.

8. Staff recommend that the local board allocate its 2020/2021 LBTCF towards the:

· Patuone Reserve walkway renewal;

· Investigation work for new cycling routes in the Devonport Peninsula; and

· Wayfinding signage in northern part of local board area.

9. These three projects are recommended because:

· they strongly align to key local board outcomes, projects and detailed strategic planning documents (i.e. local board plan and Greenways Plan);

· they respond to community-identified initiatives;

· staff can commence planning and / or delivery in the 2020/2021 financial year; and

· all three projects result in a tangible outcome / benefit to the local board.

10. It is important to note that this report does not make any allocation recommendations regarding the Patuone Reserve walkway renewal. The project is being considered as a stand-alone item on the agenda for this business meeting, as there are other financial decisions required to enable the delivery of that project.

11. The local board is strongly advised to allocate its 2020/2021 LBTCF by the end of the 2020 calendar year, as this will ensure projects can commence and / or be delivered in early-2021.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) allocate $10,000 from the 2020/2021 Local Board Transport Capital Fund to the ‘Investigation work for new cycling routes in the Devonport Peninsula” project, so that the planning work for the Francis Street to Esmonde Road connection can be completed.

b) allocate $30,626 from the 2020/2021 Local Board Transport Capital Fund to the ‘Wayfinding in Milford and surrounding areas’ project.

c) note that a further Local Board Transport Capital Fund allocation towards the ‘Wayfinding in Milford and surrounding areas’ project will need to be considered in the 2021/2022 financial year to ensure the project can be completed.

Horopaki

Context

12. The Local Board Transport Capital Fund (LBTCF) is a capital budget provided to all local boards by Auckland Council (council) and delivered by Auckland Transport (AT). Local boards can use this fund to deliver transport infrastructure projects that they consider important but are not part of the AT work programme.

13. Any LBTCF project recommended by the local board must be safe, not impede network efficiency, and be located in the road corridor or on land controlled by AT (though projects running through parks can be considered if there is a transport outcome).

14. As part of council’s 2020/2021 Emergency Budget, all LBTCF projects with allocated but uncommitted budgets were absorbed into savings.

15. This decision has had a significant impact on the local board’s LBTCF projects, as budget that was allocated for both planning and project delivery has been lost.

16. The following table outlines where the local board has allocated LBTCF budget to projects since the 2017/2018 financial year and their respective status:

Project: Investigation work for new cycling routes in Devonport Peninsula
Description	Planning work to determine the feasibility for the following new connections: · Francis Street to Esmonde Road · Francis Street and Lowe Street · Creamer Avenue, Belmont to Bayswater Avenue. The majority of planning work to date has focused on Francis Street to Esmonde Road connection.
Budget allocation	$180,000
Budget status	Majority of budget has been committed and spent. Approximately $10,000 was absorbed as part of Emergency Budget savings.
Project status	In progress. Recovering the $10,000 that was lost will allow the planning phase to be completed. It will likely go on hold until capital budget becomes available and is allocated to the project.
Resolution	DT/2018/109

Project: Francis Street to Esmonde Road connection
Description	LBTCF allocation being used towards capital costs and project delivery The capital budget was to be used towards project delivery of the Investigation work for new cycling routes in Devonport Peninsula, where the focus was on delivery the Francis Street to Esmonde Road connection.
Budget allocation	$1,100,000
Budget status	Budget absorbed as part of Emergency Budget savings
Project status	On hold. While allocating $10,000 towards the Investigation work for new cycling routes in Devonport Peninsula will allow the planning phase to be completed, there is no capital funding to deliver the project. It will likely go on hold until capital budget becomes available and is allocated to the project.
Resolution	DT/2018/144
Project: Patuone Reserve walkway upgrade
Description	LBTCF allocation being used towards widening the path so that it can support walking and cycling in the reserve.
Budget allocation	$122,594
Budget status	Budget absorbed as part of Emergency Budget savings.
Project status	The project has sufficient budget to commence in quarter four of the 2020/2021 financial year, but the $122,594 is still required to ensure it can be completed. .
Resolution	DT/2018/144
Project: Wairau Estuary Boardwalk
Description	LBTCF being used towards planning and assisting with capital costs and project delivery
Budget allocation	$305,000 ($55,000 towards planning and $250,000 towards project delivery)
Budget status	$55,000 for planning work has been committed and spent $250,000 for project delivery has been absorbed as part of Emergency Budget savings
Project status	It is on hold until capital budget becomes available and is allocated to the project.
Resolution	DT/2018/112, DT/2018/144

Project: Implementing parking changes at Auburn Reserve
Description	LBTCF being used towards implementing any changes recommended by AT
Budget allocation	$20,000
Budget status	Budget absorbed as part of Emergency Budget savings
Project status	On hold. Did not commence as all AT projects were placed on hold during COVID-19. It is on hold until capital budget becomes available and is allocated to the project.
Resolution	DT/2020/11

Project: Wayfinding signage in northern part of local board area
Description	LBTCF being used towards new wayfinding signage in the Milford, Sunnynook and Castor Bay areas.
Budget allocation	$60,000
Budget status	Budget absorbed as part of Emergency Budget savings
Project status	On hold. Did not commence as AT put all projects on hold during COVID-19. It is on hold until capital budget becomes available and is allocated to the project.
Resolution	DT/2020/66

17. More information on the above projects are included as Attachment A to this report.

Tātaritanga me ngā tohutohu

Analysis and advice

2020/2021 LBTCF budget

18. As part of the 2020/2021 Emergency Budget, the Governing Body allocated $5,000,000 to all local boards so that they can either continue existing or commence new transport-related projects which meet LBTCF criteria.

19. The Devonport-Takapuna Local Board was allocated $163,220 for the 2020/2021 financial year. This amount is calculated using council’s Local Boards Funding Policy.

Advice on budget allocation

20. Staff recommend that the local board allocate its 2020/2021 LBTCF towards the:

· Patuone Reserve walkway renewal;

· Investigation work for new cycling routes in the Devonport Peninsula; and

· Wayfinding signage in northern part of local board area.

21. These three projects are recommended because:

· they strongly align to key local board outcomes, projects and detailed strategic planning documents (i.e. local board plan and Greenways Plan);

· they respond to community-identified initiatives;

· staff can commence planning and / or delivery in the 2020/2021 financial year; and

· all three projects result in a tangible outcome / benefit to the local board.

22. The following table details the specific benefits and proposed LBTCF budget allocation towards these three projects:

Project	Benefits	Proposed allocation
Patuone Reserve walkway renewal	· Recovers budget that was absorbed as part of Emergency Budget savings · Key local board project as outlined in local board plan and Greenways Plan · Ensures budget can be used towards project delivery. · Additional benefits are also outlined in the stand-alone report which is being presented to the December 2020 local board meeting. · The LBTCF funding allocation towards the project will specifically to used towards creating the 2.5-meter-wide cycling and walking connection.	$122,594
Investigation work for new cycling routes in Devonport Peninsular	· Key local board project as outlined in local board plan and Greenways Plan. · Recovers small amount of budget that was absorbed as part of Emergency Budget savings. · Provides the financial support for staff so that the planning phase can be completed.	$10,000
Wayfinding signage in northern part of local board area	· Recovers budget that was absorbed as part of Emergency Budget savings. · Supports a community-identified initiative. · While $60,000 was originally allocated, staff advise the project can be split over two financial years. Planning, design and some project delivery (i.e. installing signage) will be undertaken in year one. While further project delivery will be undertaken in year two. Therefore, a further allocation can be made in the 2021/2022 financial to complete the project.	$30,626
Total		$163,220

23. It is important to note that this report does not make any allocation recommendations regarding the Patuone Reserve walkway renewal. The project is being considered as a stand-alone item on the agenda for this business meeting, as there are other financial decisions required for the project.

24. Funding the Francis Street to Esmonde Road connection, Wairau Estuary Boardwalk and Implementing parking changes at Auburn Reserve from the 2020/2021 LBTCF is not supported by staff because of the reasons outlined in the table below:

Project	Rationale
Francis Street to Esmonde Road connection	· The project budget exceeds the local board’s LBTCF allocation. · The local board has not yet approved a concept design, and there remains a significant budget shortfall for this project. It is very unlikely that the project will be in a delivery phase in the 2020/2021 financial year. · Should the local board allocate budget to this project, it is unclear whether it be deferred and rolled over into the 2021/2022 financial year. As a result, there is a risk the budget may be absorbed into savings.
Wairau Estuary Boardwalk	· The project budget exceeds the local board’s LBTCF allocation. · The local board has not yet approved a concept design, and there remains a significant budget shortfall for this project. It is very unlikely that the project will be in a delivery phase in the 2020/2021 financial year. · Should the local board allocate budget to this project, it is unclear whether it be deferred and rolled over into the 2021/2022 financial year. As a result, there is a risk the budget may be absorbed into savings.
Implementing parking changes at Auburn Reserve	· No work has commenced on this project due to it going on hold during COVID-19. · There $10,000 operational funding allocated by the local board to commence the work was also absorbed into savings. · Staff has advised the local board that Auburn Reserve Development Plan, a project in their 2020/2021 Parks, Sport and Recreation work programme should be the primary mechanisms to address parking issues at the reserve. · Should the local board allocate budget to this project, it is unclear whether it be deferred and rolled over into the 2021/2022 financial year. As a result, there is a risk the budget may be absorbed into savings.

25. Staff advise that the Francis Street to Esmonde Road connection, Wairau Estuary Boardwalk and Implementing parking changes at Auburn Reserve projects will remain on hold until additional capital budget can be identified and allocated.

Tauākī whakaaweawe āhuarangi

Climate impact statement

26. AT engages closely with council to develop strategy, actions and measures to support the outcomes sought by the Auckland Plan 2050, the Auckland Climate Action Plan and Council’s priorities.

27. AT’s core role is 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.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. For the Patuone Reserve walkway renewal project, there are no impacts for AT as this project is being led by council’s Community Facilities department. AT have provided ongoing input and advice into the project, and as detailed in the stand-alone report being presented to the local board. AT support the project and its proposed outcomes

29. AT staff have and continue to support the investigation work for new cycling routes in Devonport Peninsular. AT in particular support the work being undertaken for the Francis Street to Esmonde Road connection.

30. AT staff also support the Wayfinding signage in northern part of local board area project and will commence the project should the local board support the recommendations in this report.

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

Local impacts and local board views

Local impacts

31. The following table outlines the respective impacts for the three recommended projects:

Project	Local impacts
Patuone Reserve walkway renewal	· Significantly improving the overall amenity and quality of the reserve; · Developing a quality cycling and walking route that connects users from central Takapuna to Barry’s Point Road, Esmonde Road and future connections (i.e. the Northern Pathway); · Providing informal recreation experiences for reserve users. · Improved safety; and · Providing better environmental ecological outcomes at the reserve through: o native plantings; o improvements to existing storm water infrastructure; o existing storm water outlets will also be cleared of any contamination and overgrown and invasive species will be removed and replanted with suitable riparian planting; and o additional grass swales to reduce surface water run-off.
Investigation work for new cycling routes in the Devonport Peninsula	· Positive impacts as completing the planning phase will inform and guide the next phases of the project (i.e. detailed design and project delivery).
Wayfinding signage in northern part of local board area	· Positive local impacts as there will be increased visibility and awareness of the walkway network throughout the Milford, Castor Bay and Sunnynook areas.

Local board views

32. The following table outlines the local board views for the three recommended projects:

Project	Local board views
Patuone Reserve walkway renewal	Strategic documents · included the project in the following key strategic planning documents since 2014: o Devonport-Takapuna Area Plan o Local Board Greenways Plan o 2017-2020 local board plan o 2020-2023 local board plan · included in the annual Community Facilities work programme. Financial commitment · $877,406 from the board’s locally driven initiatives (LDI) capital fund; and · $122,594 from the LBTCF.
Investigation work for new cycling routes in the Devonport Peninsula	· At the August 2018 business meeting, the local board recommend that the Esmonde Road to Francis Street connection be the priority project as part Auckland Transport’s investigative work for the new cycling and walking routes in the Devonport peninsula (Resolution number DT/2018/144). · Following the recommendation staff have continued to provide project updates sought direction from the local board at workshops. The local board has provided direction on matters such as: o the findings from a multi-criteria analysis of potential routes o feedback on a preferred route o the opportunity to collaborate and develop a shared connection with the Kingstone group, who are developing 48 Esmonde Road.
Wayfinding signage in northern part of local board area	· A community-initiated project, the local board supported the original project proposal at the June 2020 business meeting.

Tauākī whakaaweawe Māori

Māori impact statement

33. Mana whenua views and preferences will be sought for each of the respective projects as they develop.

34. The local board also has an opportunity to implement Outcome six: ‘Māori values ngā tikanga a te Māori’ of its recently adopted local board plan by considering both Te Reo and English for the wayfinding signage.

Ngā ritenga ā-pūtea

Financial implications

35. As noted in this report, the local board has been allocated was allocated $163,220 for the 2020/2021 financial year. This amount is calculated using council’s Local Boards Funding Policy.

36. Should the local board support the recommendations, there will no further budget available for the 2020/2021 financial year.

37. Future LBTCF funding allocations are yet to be determined and are currently being considered as part of council’s 10-Year Budget, and AT’s Regional Land Transport Plan discussions.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. The local board is strongly advised to allocate it’s 2020/2021 LBTCF by the end of the 2020 calendar year. This is to ensure projects can commence and / or be delivered in early-2021.

39. The following risks have been identified should the local board not make a decision regarding its 2020/2021 LBTCF allocation at the December 2020 business meeting:

Project	Risk
Patuone Reserve walkway renewal	· The project may need to be rephased or take longer as additional renewals capital funding would need to be allocated to the project. · As noted in the project-specific report, the track may be closed because the existing boardwalk asset is in very poor condition and continues to degrade. It is becoming a health and safety issues and it carries a high risk to the public.
Investigation work for new cycling routes in the Devonport Peninsula	· The planning phase for the Francis Street to Esmonde Road would remain incomplete, and thereby further delaying the capital delivery aspects of the project.
Wayfinding signage in northern part of local board area	· Community expectations may not be met if this project does not proceed as initially planned.

40. Staff consider that all the above risks can be mitigated by the local board supporting the recommendations in the report.

Ngā koringa ā-muri

Next steps

41. AT will provide reports to the Devonport-Takapuna Local Board as the projects progress.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Status of projects funded from the Local Board Transport Capital Fund	33

Ngā kaihaina

Signatories

Authors	Tristan Coulson - Senior Local Board Advisor
Authorisers	Eric Perry - Local Area Manager

Devonport-Takapuna Local Board

01 December 2020

Approval of updated concept design for the toilet and changing room facility at Gould Reserve, Takapuna

File No.: CP2020/17891

Te take mō te pūrongo

Purpose of the report

1. To seek approval for an updated concept design for the toilet and changing room facility renewal at Gould Reserve, Takapuna.

Whakarāpopototanga matua

Executive summary

2. The toilet and changing room facility at Gould Reserve was identified for renewal by the Devonport-Takapuna Local Board in 2017, following ongoing complaints from the community about the condition of the asset. A condition assessment was undertaken on the asset and a full renewal was recommended by staff. The local board agreed with this, and noted the renewal will:

· increase service levels for users;

· improve electrical and water consumption;

· improve existing infrastructure (i.e. wastewater connection pipes); and

· improve accessibility for a more inclusive space for all members of the public to use the space.

3. Following the assessment of the asset, the local board approved this project and budget for delivery as part of their Community Facilities work programme 2020/2021 (resolution number DT/2020/116).

4. The following steps have been completed to progress the project:

· a service assessment to determine the provision of the asset and ensure it meets current and future demand;

· public consultation, which indicated strong support for a renewed toilet facility; and

· approval of a concept design (resolution number DT/2018/112).

5. In late-2019, staff were approached by Mr. and Mrs. Reeve (the Reeves) and their representatives about the potential for additional play equipment and other assets being installed at Gould Reserve, Takapuna. The Reeves are local philanthropists who funded and drove the development of the playground at Gould Reserve in 2016. The Reeves expressed interest to provide:

· additional play equipment at the vacated toilet and changing room site. These assets will have a focus on accessible play for all abilities;

· a roll-out beach mat at Takapuna Beach for people to use over summer; and

· upgrading the toilet and changing room facility to include a Changing Places room.

6. This opportunity was presented to the local board at their 17 March 2020 business meeting, where it was resolved:

Resolution number DT/2020/28

That the Devonport-Takapuna Local Board:

b) support the proposal to consider additional play equipment and other assets at Gould Reserve, Takapuna.

7. The financial contribution from the Reeves presents a unique and exciting opportunity for both the local board and council to demonstrate its commitment to providing fit-for-purpose assets in parks and reserves and meeting the needs for all Aucklanders.

8. By including the Changing Places room into the toilet and changing room facility, it will be the first of its kind in a public / council-owned facility in Auckland, and the third to be installed in New Zealand.

9. Staff and the Reeve’s representatives have prepared an updated concept plan for the toilet and changing room facility at Gould Reserve, Takapuna which includes the following features:

· suitable service provision to ensure the asset is future-proofed and will meet increased demand in the future;

· a Changing Places room;

· dedicated and unisex toilets;

· internal and external showers; and

· an accessible space which can be doubled as a family room.

10. The Changing Places room design, building consent and physical works are estimated to cost $200,000. These costs have been committed by the Reeves and will be fully funded by them.

11. There is an annual operational cost to council of approximately $1,500 per year to have the weight load testing of the hoist. This will be covered under the council’s full facility maintenance contract, and would come at no additional cost to the local board.

12. Approval from the local board on the updated concept plan is required in December 2020 as the project will be tendered in January 2021. The following components still need to be completed for the additional play equipment:

· confirmation of the play assets the Reeves are willing to fund;

· preparing a concept plan for the to-be vacant area; and

· determination of ongoing maintenance and renewal of the additional play assets.

13. Based on the above, these matters will be treated separately and presented to the local board at the February 2021 business meeting.

14. Staff recommend the local board approve the updated concept plan so that the project can continue through to the project delivery phase in quarter four of the 2020/2021 financial year (between 1 April and 30 June 2021).

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the updated concept design for Gould Reserve toilet and changing room renewal, as per Attachment A to the agenda report, and request staff to progress the project to detailed design, consents and construction.

b) note that the local board will receive a concept plan for the new play equipment to be located at the vacated toilet and changing rooms site at the February 2021 business meeting.

Horopaki

Context

Toilet and changing room facility renewal

15. The toilet and changing room facility at Gould Reserve was identified for renewal by the Devonport-Takapuna Local Board in 2017, following ongoing complaints from the community about the condition of the asset. A condition assessment was undertaken on the asset and a full renewal was recommended by staff. The local board agreed with this, and noted the renewal will:

· increase service levels for users;

· improve electrical and water consumption;

· improve existing infrastructure (i.e. wastewater connection pipes); and

· improve accessibility for a more inclusive space for all members of the public to use the space.

16. increase service levels for public users;

· improve electrical and water consumption

· improve existing infrastructure (i.e. waste water connection pipes); and

· improve accessibility for a more inclusive space for all members of the public to use the space.

17. The existing facility was assessed and it was found that it does not meet earthquake standards, and therefore will not get building consent for any amendments undertaken. It is therefore more cost effective to decommission the facility and build a new one in a better location.

18. Following the assessment of the asset, the local board approved this project and budget for delivery as part of their Community Facilities work programme 2020/2021 (resolution number DT/2020/116).

19. The following steps have been completed to progress the project:

· a service assessment to determine the provision of the asset and ensure it meets current and future demand;

· public consultation, which indicated strong support for a renewed toilet facility; and

· approval of a concept design (resolution number DT/2018/112).

Opportunity to collaborate with the Reeves

20. In late-2019, staff were approached by Mr and Mrs. Reeve (the Reeves) and their representatives about the potential for additional play equipment and other assets being installed at Gould Reserve, Takapuna. The Reeves are local philanthropists who funded and drove the development of the playground at Gould Reserve in 2016.

21. Upon learning about the toilet and changing room facility renewal, the Reeves expressed interest to provide:

· additional play equipment at the vacated toilet and changing room site. These assets will have a focus on accessible play for all abilities;

· a roll-out beach mat at Takapuna Beach for people to use over summer; and

· upgrading the toilet and changing room facility to include a Changing Places room. More information about Changing Places assets it outlined in the section below.

22. This opportunity was presented to the local board at their 17 March 2020 business meeting, where it was resolved:

Resolution number DT/2020/28

That the Devonport-Takapuna Local Board:

b) support the proposal to consider additional play equipment and other assets at Gould Reserve, Takapuna.

23. The financial contribution from the Reeves presents a unique and exciting opportunity for both the local board and council to demonstrate its commitment to providing fit-for-purpose assets in parks and reserves and meeting the needs for all Aucklanders.

24. By including the Changing Places room into the toilet and changing room facility, it will be the first of its kind in a public / council-owned facility in Auckland, and the third to be installed in New Zealand.

25. The two other Changing Places rooms are operating in New Zealand are located at:

· Westfield Newmarket; and

· Hamilton Gardens, which is owned and operated by the Hamilton City Council.

About Changing Places Charitable Trust

26. Changing Places Charitable Trust (the Trust) is a registered charity that is focused on providing fully accessible changing room facilities, which include a tracking hoist system, height adjustable adult sized changing bench and shower plinth, height adjustable hand basin with built in hand grips. This equipment will be provided in a private room and only accessible to people who qualify for the need to use the facilities.

27. The current building code does not include the requirement for the provision for this equipment, therefore there is currently a lack of facilities in New Zealand that caters for the disabled who are too heavy to easily lift on and off a standard toilet facility. This makes it extremely difficult for parents and caregivers.

28. The Trust has petitioned the New Zealand Government to include Changing Places rooms in the Building Act. Australia and the United Kingdom have already adopted a similar policy for the inclusion of more inclusive facilities.

29. Gould Reserve currently offers some accessible facilities, such as play equipment that is suitable to wheelchair users. The area of the existing toilet and changing rooms facility could be further developed to provide a better range of equipment to provide accessible facilities.

Tātaritanga me ngā tohutohu

Analysis and advice

Progress since direction from the local board

30. Following the COVID-19 lockdown, staff recommenced discussions with the Reeves and their representatives, who remained supportive to fund the new assets at Gould Reserve, Takapuna. Based on this and the local board’s direction, staff and the Reeve’s representatives completed the following:

· prepared a joint updated concept plan for the toilet and changing room facility;

· confirmed financial contributions;

· confirmed ongoing maintenance costs and;

· sought feedback from a range of key stakeholders, including:

o Changing Places Charitable Trust

o Wilson Home Trust

o YES Disability.

Updated toilet and changing room facility concept plan

31. Staff and the Reeve’s representatives have prepared an updated concept plan for the toilet and changing room facility at Gould Reserve, Takapuna which includes the following features:

· suitable service provision to ensure the asset is future-proofed and will meet increased demand in the future;

· a Changing Places room;

· dedicated and unisex toilets;

· internal and external showers; and

· an accessible space which can be doubled as a family room.

32. The following table outlines the differences between the original and updated concept plans:

Feature	Original concept plan	Updated concept plan
Standard unisex toilet pans	Six	Six (includes one pan in each of the male and female changing rooms)
Accessible unisex toilet pans	Two	Two
Accessible spaces doubled as a ‘family room’ which include a change table, extra hooks and space for families to utilise	One	One
Internal shower	Four (two in each of the male and female changing rooms)	Two (one in each of the male and female changing rooms)
Double headed external shower	One	One
Drinking fountain	One	One
Changing Places room	None	One

33. The Changing Places room will be locked and can only be accessed by those that qualify for an electronic access tag. This is standard practice for the two other Changing Places rooms that operate in New Zealand.

34. The Changing Places Charitable Trust will help publicise and proactively work with people and organisations to obtain an electronic access tag once it is opened to the public. The key features include:

· entities using a charitable model, such as Individualised Funding schemes (IF) streams through Disability Support Link, Enabling Good Lives, Manuanui In Charge and Vision West pay a one-off $120 fee, per tag to the Trust;

· others entities, for example Accident Compensation Corporation (ACC) clients, district health boards, residential care homes and special schools, pay the full membership price of $250 per tag; and

· financial support for the electronic tags is available for all users, either through ACC or IF. Funding is also available through organisations such as Cerebral Palsy Get This and That vouchers. No user to date has had to pay for membership themselves, although some families have chosen to do so as a strong sign of support for the Trust.

35. The membership system provides a very important layer of protection for asset owners, as members must agree to standard terms and conditions which include notifying us of lost tags, that they’re responsible for any damage caused and that they know and understand how to use the specialised gear and won’t misuse the room.

36. Feedback from the disability community is that restricted access using the membership scheme empowers those that need these rooms. They have ownership and freedom to access the rooms without having to search someone out and ask permission. It means the room is mostly available (short of another member already being inside now and then) and gives the security that the room will be clean and cared for, ready for use when they need it.

37. An electronic tag can also be signed out from the Takapuna Service desk for anyone that is not registered with the trust, or has not got their own tag. Information about how to access an electronic tag will also be included on signage on the facility.

38. The usage of the room will be monitored by the Changing Places Charitable Trust, who can provide a report on the number of users and times used, to help track the needs and requirements. Changing Places currently provides these reports free of charge. Additional access tags can be signed out and returned through the library or service centre to ensure that all people that need to use this facility have access.

39. More information can be read in Changing Places ‘info guide’.

Asset costings and operational maintenance

40. The Changing Places room design, building consent and physical works are estimated to cost $200,000. These costs have been committed by the Reeves and will be fully funded by them.

41. There is an annual operational cost to council of approximately $1,500 per year to have the weight load testing of the hoist. This will be covered under the council’s full facility maintenance contract and will be of no additional cost to the local board.

42. The cleaning maintenance requirements are similar to a standard toilet and changing room facility, therefore operational costs are not expected to increase due to having the specialised facility equipment.

43. Based on the above, there will be no impact on the local board’s operational budgets (both Locally Driven Initiatives and Asset Based Services budgets).

Other accessibility assets to be installed at Gould Reserve, Takapuna

44. Staff and the Reeve’s representatives have also been working collaboratively to include other accessibility assets at Gould Reserve, Takapuna. This includes:

· a beach mat which will provide wheelchair and mobility scooter access to the ‘hard sand’ area of the beach. This asset has been funded by the Reeves, and the ongoing maintenance will be funded by YES Disability for five years (the expected lifetime of the asset); and

· additional play equipment which has a focus on accessible play for all abilities, to be located at the current toilet and changing room facility site.

45. It is important to note that the following components still need to be completed for the additional play equipment:

· confirmation of the play assets the Reeves are willing to fund;

· preparing a concept plan for the to-be vacant area; and

· determination of ongoing maintenance and renewal of the additional play assets.

46. Following the completion of the above components, a concept plan will be presented to the local board for approval at the February 2021 business meeting.

Summary

47. Approval from the local board on the updated concept plan is required in December 2020 as the project will be tendered in January 2021. Staff recommend that the local board approve the updated concept plan so the project can progress to the delivery phase.

48. Please refer to Attachment A for the updated concept design, and Attachment B for images of the updated toilet and changing room facility with the Changes Places room.

Tauākī whakaaweawe āhuarangi

Climate impact statement

49. The council’s climate goals as set out in Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan are:

· to reduce greenhouse gas emissions to reach net zero emissions by 2050; and

· to prepare the region for the adverse impacts of climate change.

50. It is anticipated that there will be an increase in carbon emission from construction, including contractor emissions. Project delivery will minimise carbon and contractor emissions as far as possible. Maximising the upcycling and recycling of existing material, aligned with the waste management hierarchy (prevention, reduction, recycle), will also be prioritised to ensure minimum impact.

51. The renewal of the toilet and changing rooms will reduce the water consumption and power usage by using fixtures and fittings that are more efficient with water use and have a recognised energy star rating.

52. Mitigation of greenhouse gas emissions will be achieved through sourcing of low-carbon material options (including sourcing materials locally) and the use of products with environmental declarations for embodied carbon reductions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

53. The following table outlines the respective comments and considerations from the various council units and CCOs:

Council unit or CCO	Position	Rationale
Community Facilities	Support	· Addresses a degrading asset which is in in poor condition. · Significantly improves the overall amenity of the reserve. · Aligns with strategic outcomes in recently adopted local board plan to provide fit-for-purpose assets in parks and open spaces. · Aligns with council’s strategy to provide more inclusive facilities and cater for all needs. · Providing a Changing Places room will provide greater access for people of all abilities to use and enjoy spaces such Gould Reserve playground and Takapuna Beach.
Parks and Places	Support	· The renewal is required because the asset is currently operating at capacity and does not meet the required service provision · Staff support the renewal as it will significantly increase the service provision of the asset, and also meet future demand and need, as it is future proofed. · Addresses degrading assets which are in poor condition. · Significantly improves the overall amenity of the reserve. · Providing a Changing Places room will provide greater access for people of all abilities to use and enjoy spaces such Gould Reserve playground and Takapuna Beach.
Urban Design Strategy	Support	· Principal Specialist Universal Access and Design has noted that the updated concept plans meets council’s strategic outcomes to create accessible spaces and place for everyone.

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

Local impacts and local board views

Local impacts

54. The project will have positive impacts for both the local community and visitors to the area, as they will have access to a vastly improved asset to one of Auckland’s most popular playgrounds and beaches.

55. The renewal of the toilet and changing room facility and inclusion of the Changing Places room is fully supported by the Changing Places Charitable Trust. Other local stakeholders, such as The Wilson Centre, YES Disability and the Takapuna Beach Business Association have also indicated their support for the project as well.

Local board views

56. As outlined in the ‘Context’ section of this report, the local board has prioritised and driven this renewal since the asset’s poor condition was identified in 2017.

Tauākī whakaaweawe Māori

Māori impact statement

57. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader obligations to Māori. The development discussed in this report will benefit Māori and the wider community.

Ngā ritenga ā-pūtea

Financial implications

58. As outlined in the report, there are no financial implications for either the local board or council. This is because the:

· Changing Places room design, building consent and physical works will be funded in full by the Reeves;

· annual operational costs to have the weight load testing of the hoist will be covered under the council’s full facility maintenance contract; and

· cleaning maintenance requirements are similar to a standard toilet and changing room facility, therefore operational costs are not expected to increase due to having the specialised facility equipment and can be covered through existing budgets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

59. Staff have identified the following risks associated with the project:

· the financial contribution from the Reeves will likely be lost if the local board does not support the updated concept plan;

· the opportunity develop the vacated site with accessible play equipment may also be lost or revoked;

· adding the Changing Places room at a future / later date will likely be more expensive than the current project budget; and

· a lot of volunteer time, energy and goodwill has gone into incorporating the Changing Places room into the project, and there would be disappointment across sectors of the community should the concept plan not be supported.

60. Staff recommend that in the event the updated concept plan is not supported, that the local board continue with the original concept plan through to project delivery and completion. This is suggested because:

· the existing asset is at the end of its lifecycle, and a refurbishment will not address underlying issues such as the poor condition of wastewater pipes and assets inefficient electrical and water consumption;

· the asset is operating at capacity and does not meet the current provision standard that is required;

· the new asset will significantly increase the service provision of the asset, and also meet future demand and need, as it is future proofed; and

· there will likely be further frustration from the local community and visitors to the area, as the existing asset regularly receives complaints about its quality, and people have been expecting the renewed asset for since 2017.

61. The original concept plan is included as Attachment C.

Ngā koringa ā-muri

Next steps

62. If the recommendation to support the revised concept design is approved by the local board, the project will be progressed through the detailed design, consents and procurement phases to enable construction in quarter four of the 2020/2021 financial year (between 1 April and 30 June 2021).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Updated concept plan for Gould Reserve toilet and changing facility	45
b ⇩	Images of Changing Places room at Westfield Newmarket and Hamilton Gardens	47
c ⇩	Original concept plan for Gould Reserve toilet and changing facility	57

Ngā kaihaina

Signatories

Authors

Julie Crabb – Principal Design Open Space

Tristan Coulson - Senior Local Board Advisor

Authorisers

Eric Perry - Local Area Manager

Devonport-Takapuna Local Board

01 December 2020

Takapuna Anzac Day Civic Service 2021

File No.: CP2020/17889

Te take mō te pūrongo

Purpose of the report

1. To approve the location for the Takapuna Anzac Day Civic Service 2021 (the Service).

Whakarāpopototanga matua

Executive summary

2. The Takapuna Anzac Day Civic Service is traditionally held outside the Devonport-Takapuna Local Board Office where the cenotaph and flagpole are situated.

3. Staff advise that there are constraints relating to the closure of Hurstmere Road, which results in this location not being a feasible option to deliver the Service in 2021.

4. Staff have assessed alternative locations for the Service and recommend Takapuna Primary School, 23 Auburn Street is approved.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the location of the Takapuna Anzac Day Civic Service 2021 as Takapuna Primary School, 23 Auburn Street, Takapuna.

Horopaki

Context

5. The Civic Events team works with the local board to organise and deliver the annual Anzac service on 25 April in Takapuna.

6. The Civic Events team coordinates the parade with the local schools and community groups. The order of service is as follows:

· Parade

· Welcome

· National Anthem

· Scripture Reading

· Anzac Poem

· Tribute to fallen soldiers

· Prayer

· Address

· Hymn

· Dedication

· Last post and lowering of flag

· Ode

· Reveille and raising of flags

· Laying of the wreath.

7. The Takapuna Anzac Day Civic Service is traditionally held outside the Devonport-Takapuna Local Board Office where the cenotaph and flagpole are situated.

8. In February 2020, the local board approved the location for the 2020 service to be moved to Takapuna Primary school, due to roadworks on Hurstmere Road (DTCF/2020/8).

9. However, the 2020 service was then cancelled due to COVID-19 restrictions.

10. The 2020/2021 work programme has an allocated budget of $40,000 to deliver one Anzac Day service in Devonport and one in Takapuna (line 581), in 2021.

Tātaritanga me ngā tohutohu

Analysis and advice

11. Due to COVID-19 restrictions, there have been delays to the roadworks on Hurstmere Road in Takapuna. Therefore, the roadworks will still be in progress in April 2021, which means that there will be the same disruptions to the Anzac Day service that were identified in 2020. This includes an increase to the amount of traffic on the neighbouring roads that would need to be closed during the Anzac Day commemorations.

12. Staff have considered the constraints relating to the closure of Hurstmere Road and advise that it is not feasible to deliver the Service in 2021 at the previous location.

13. Staff have assessed alternative locations for the Service and recommend Takapuna Primary School, 23 Auburn Street (the school) is approved for the following reasons:

· The school has confirmed that the Service can take place on the site.

· There will be low traffic impact because the parade can commence at The Terrace, turn left onto Killarney Street, and enter the gate from Killarney Street, which will require only one lane closure.

· The school has a memorial with plaques at the front gate which is on Anzac Street and there is a flagpole in the school grounds which wreaths can be placed around during the service.

· The school has indoor and outdoor options in case of weather issues, including the assembly point which can comfortably hold 2000 people for the service (Attachment A).

· Morning tea can be served in the school hall at the conclusion of the service.

· This location meets the health and safety requirements for the participating veterans and other attendees, including a downhill walk for the parade.

· The location is accessible because it has sufficient parking around and close to the school on Killarney Street, Auburn Street, The Terrace and Manurere Avenue.

14. Staff proposal that at the Takapuna School location, the Service will be delivered according to the following draft order of ceremonies as shown in Table 1:

Table 1: Order of ceremonies

Time	Location	Activity
8.00 am	Killarney Street and The Terrace	One lane road closure
9.00 am	Parade assembly	Corner of the Terrace and Killarney street
9.15 am	Parade commences	Corner of the Terrace and Killarney street
9.30 am	Service commences, including a PA system positioned to maximise viewpoints and volume. Seating will be arranged to ensure there is clear public access to the Hall	The school assembly area in front of the flagpole
10.30 am	Service concludes	The school assembly area in front of the flagpole
10.45 am	Light refreshments are served	Inside the school hall
11.00 am	All roads are reopened	Killarney Street and The Terrace

Tauākī whakaaweawe āhuarangi

Climate impact statement

15. There will be a digital option for attendees to access the Service program, which will reduce printing quantities to lower the carbon impact of the event.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

16. Events staff will work with Local Board Services through the planning process for the Service.

17. Auckland Transport will approve any traffic management plans associated with the event at this location.

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

Local impacts and local board views

18. Local people can remember fallen servicemen and women through a meaningful and respectful commemoration.

19. The Service will be led by local community members and local board members in various roles throughout the order of ceremonies.

Tauākī whakaaweawe Māori

Māori impact statement

20. There is no identified Māori impact associated with the change of location for the Service.

21. There is an option to read the ode in te reo Māori and English at the Service. Staff can work with the local board to explore this option if requested.

Ngā ritenga ā-pūtea

Financial implications

22. The 2020/2021 work programme has an allocated budget of $40,000 to deliver one Anzac Day service in Devonport and one in Takapuna (line 581). The estimated budget for the Takapuna Anzac Day Service in 2021 is $20,000.

23. The change in location for the Service will result in a simplified Traffic Management Plan than that for the previous location, which will require less budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24. There is a risk associated with the usual site for the Service because of ongoing roadworks, which make the site unsuitable. This risk can be mitigated by moving the Service to an alternative location.

25. Staff have assessed the recommended alternative location against health and safety criteria and advise that it is a low-risk venue.

26. If the new location is not approved, there is a reputational risk to the council if the Service could not go ahead due to the roadworks because it is an event of significance to the community.

27. There is a risk that the community, including Veterans and the RSA will not support the new location, particularly because it will result in a shorter parade distance. Staff will discuss the implications of the new location with key community stakeholders to try to mitigate any concerns. Staff advise that the current roadworks are scheduled to be completed in time for the Anzac Day service in 2022 to return to the Strand.

28. There are risks associated with COVID-19 when there is a large gathering of people. Staff will ensure that the Service is delivered in accordance with government guidelines.

Ngā koringa ā-muri

Next steps

29. Staff will advise community stakeholders of the new location at Takapuna Primary School.

30. An event planning update will be presented to the local board at a workshop in early 2021.

31. The Service will be held on Sunday, 25 April 2021.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Takapuna Primary School site map	63

Ngā kaihaina

Signatories

Authors

Genieve Abrahams – Event Organiser, Civic Events

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Eric Perry - Local Area Manager

Devonport-Takapuna Local Board

01 December 2020

Approval for Private Road Names for Subdivision At 42 - 44 Byron Avenue, Takapuna

File No.: CP2020/17237

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Devonport-Takapuna Local Board to name the private road within the subdivision and residential development being undertaken by CDF Wealth Limited (the applicant) at 42 - 44 Byron Avenue, Takapuna.

Whakarāpopototanga matua

Executive summary

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

3. The applicant has submitted the following names in order of preference for consideration by the local board:

Preferred Names

Manfred Court or Mews

Don Juan Court or Mews

Wai Court or Mews

4. The names have been assessed in terms of the council’s road naming guidelines are considered suitable.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the preferred road name ‘Manfred Court’ or Mews or the alternative name ‘Don Juan Court’ or Mews or ‘Wai Court’ or Mews for the private road within the subdivision being undertaken by, CDF Wealth Limited, (the Applicant), at 42 - 44 Byron Avenue in accordance with section 319(1)(j) of the Local Government Act 1974.

Horopaki

Context

5. The 14-lot subdivision (council reference SUB60356508) around a separately approved residential development currently under construction was approved on 8 June 2020.

6. In accordance with the national addressing standard the private road over Lot 100 requires a name as it serves more than five lots.

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

· a historical or ancestral linkage to an area,

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

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

9. The applicant has chosen a suite of names that they consider appropriate for the area. The English names derive from the original naming of Byron Avenue which was named after Lord Byron as part of the Shakespeare Estate subdivision in 1912. Lord Byron was a famous English poet who died in 1824 and two of the names are those of two of his poems. The Māori name reflects the subdivision’s proximity to the inland waters of the Waitemata Harbour.

In this regard the names and their relevance are as listed below:

Proposed Names	Meaning
Manfred Court or Mews (preferred)	Named after one of the famous poems written by Lord Byron
Don Juan Court or Mews (alternative)	Named after one of the famous poems written by Lord Byron
Wai Court or Mews (alternative)	Wai means water and reflects the subdivision’s proximity to the northern inland waters of the Waitemata Harbour.

10. Land Information New Zealand, (LINZ) has reviewed the proposed names and confirm that they are suitable as there are no duplications within the wider Auckland region that could cause confusion for emergency services and deliveries.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

12. The decision sought for this report has no identified impacts on other parts of the council group. The views of council controlled organisations (CCOs) were not required for the preparation of the report’s advice.

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

Local impacts and local board views

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

Tauākī whakaaweawe Māori

Māori impact statement

14. The naming of roads is linked to the Auckland Plan Outcome “A Māori identity that is Auckland’s point of difference in the world”. The use of Māori names for roads, buildings and other public places is an opportunity to publicly demonstrate Māori identity. To aid Local Board decision making, the ‘Auckland Council Road Naming Guidelines’ includes:

· the objective of recognising ancestral linkages to areas of land by engagement with mana whenua and the allocation of road names as appropriate and a principle that Māori road names are actively encouraged, and;

· an agreed process to enable mana whenua to provide timely feedback on all proposed road names in a manner they consider appropriate.

15. The applicant consulted directly with all iwi considered to have an interest in the area on 3 August 2020.

16. Ngāti Whātua Ōrākei deferred to Ngāti Paoa as the lead iwi for direct consultation.

17. Ngāti Paoa expressed an interest in the application however had not offered any alternative names by the end of the mana whenua consultation period.

18. No other mana whenua groups offered comment on the applicants names.

Ngā ritenga ā-pūtea

Financial implications

19. The road naming process does not raise any financial implications for the council.

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	42 - 44 Byron Avenue Takapuna - Localitiy Map for Private Road For Subdsivison	69
b ⇩	42 - 44 Byron Avenue Takapuna - Scheme Plan of Subdivision	71

Ngā kaihaina

Signatories

Authors

John Benefield - Senior Subdivision Advisor

Authorisers

Trevor Cullen - Team Leader Subdivision

Eric Perry - Local Area Manager

Devonport-Takapuna Local Board

01 December 2020

Review of decision-making policy

File No.: CP2020/17479

Te take mō te pūrongo

Purpose of the report

1. To seek input into the review of decision-making policy, particularly the allocation of decision-making responsibility for non-regulatory activities and endorse the proposed approach to the long-term plan consultation draft.

Whakarāpopototanga matua

Executive summary

2. Local boards and the Governing Body obtain their decision-making responsibilities from three sources: statute, delegation and allocation. The ‘Decision-making responsibilities of Auckland Council’s Governing Body and local boards’ policy provides an overview of these sources and the types of decisions involved.

3. For non-regulatory activities, the Governing Body is required by legislation to allocate decision-making responsibilities to either itself or local boards (these are known as allocations). It is also required to publish these in the long-term plan and annual plans of the council. The current allocations are contained in the decision-policy in the current Annual Plan 2020/2021 (Attachment A).

4. The allocations have been reviewed a few times in the past decade and currently reflect a consideration by the Governing Body on what is a fair division of responsibilities and in line with legislative principles.

5. In recent workshops with local boards, many indicated that the current allocations are acceptable. However, some also noted that they have concerns about the application and interpretation of some elements.

6. The council is committed to keeping the allocations and delegations under active review. Staff are recommending that a review be undertaken by the Joint Governance Working Party (JGWP) before the adoption of the long-term plan. The JGWP currently monitors the progress of the Waiheke pilot and is well placed to make recommendations on how the findings of the pilot impact the existing responsibilities that are allocated and delegated to local boards. The JGWP is also well placed to examine and recommend improvements to other issues within the current decision-making framework that are raised by local boards.

7. This report seeks feedback on:

· the current allocations (decision-making for non-regulatory activities)

· existing delegations or aspects of regional decisions where a local board may want to request a delegation

· proposed approach to the long-term plan consultation – to use the current policy with minor amendments.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) give feedback on the allocations and delegations in the decision-making policy.

b) endorse the proposed approach to the long-term plan consultation.

Horopaki

Context

8. Both the Governing Body and local boards are responsible and democratically accountable for the decision-making of Auckland Council. Whether responsibility for a particular decision rests with the Governing Body or one or more local boards depends on the nature of the decision.

9. There are three main sources of decision-making responsibilities:

· statutory decision-making responsibilities

· delegation of decision-making responsibilities

· allocation of decision-making for non-regulatory activities.

Statutory decision-making responsibilities

10. Statutory decision-making responsibilities come from legislation and are outlined in the decision-making for context and clarity only. These are outside the scope of the review discussed in this report.

Delegation of decision-making responsibilities

11. Delegations are the transfer of responsibility, function or power from one decision-maker to another. The decision-maker who delegates the responsibility is responsible and accountable for the exercise of the delegated responsibility.

12. The decision-making policy records the delegations from the Governing Body to local boards. The Governing Body and local boards can also be delegated decision-making responsibilities from Auckland Transport but there are no delegations from AT in place at this time.

13. The existing delegations from the Governing Body to local boards include things such as:

· giving input into notification decisions for resource consent applications

· making, amending and revoking liquor licensing applications under the Sale and Supply of Alcohol Act 2012

· certain powers under the Reserves Act 1977 for local reserves including declaring, classifying, and reclassifying a reserve and proposing the revocation of reserve status in order to manage the land under the Local Government Act 2002.

Allocation of decision-making for non-regulatory activities

14. The Governing Body is required by legislation to allocate decision-making responsibility for the non-regulatory activities of Auckland Council to either itself or local boards. The allocation must be in accordance with principles contained in section 17(2) of the Act which provide as follows:

a) decision-making responsibility for a non-regulatory activity of the Auckland Council should be exercised by its local boards unless paragraph (b) applies:

b) decision-making responsibility for a non-regulatory activity of the Auckland Council should be exercised by its Governing Body if the nature of the activity is such that decision-making on an Auckland-wide basis will better promote the well-being of the communities across Auckland because:

i) the impact of the decision will extend beyond a single local board area, or

ii) effective decision-making will require alignment or integration with other decisions that are the responsibility of the Governing Body, or

iii) the benefits of a consistent or coordinated approach across Auckland will outweigh the benefits of reflecting the diverse needs and preferences of the communities within each local board area.

15. The presumption of local decision-making (unless there is a case for decision-making on a regional basis) means local boards are responsible and accountable for a large part of council’s non-regulatory activities. These activities include parks, community facilities, libraries, community development programmes and events.

Previous reviews

16. The current allocations have been reviewed and refined over the years. A comprehensive review in 2015 concluded that the allocations were working well and that there was a growing understanding and increasing sophistication of how to use them.

17. The review that was done as part of the Governance Framework Review (GFR) found that the current allocation recommended an area that local boards could be further empowered in. This led to the delegation of responsibility for service property optimisation decisions to local boards.

18. The delegation to local boards for service property optimisation decisions is currently reflected in the decision-making policy as a non-regulatory activity that is allocated and not delegated. A recent review by the legal team has concluded that this requires correction. This is discussed further below.

19. In March 2018, the Local Government Commission recommended that the council keeps the delegations and allocations of functions to local boards under active review and to consider whether to roll out the Waiheke pilot (or aspects of it) elsewhere before completion, if it is achieving the desired results. The council accepted this recommendation and undertook to conduct a review every three years. The opportunity to update the policy every year as part of the annual plan is still available.

Tātaritanga me ngā tohutohu

Analysis and advice

Review 2021

20. Staff recommend that the JGWP undertakes a review of the decision-making policy in early 2021.

21. The JGWP meets bi-monthly to consider governance matters of mutual interest to the Governing Body and local boards. The JGWP is charged with monitoring the implementation of the Governance Framework Review recommendations and is receiving regular reports about the Waiheke pilot. The JGWP does not have delegated decision-making powers but reports its findings to local boards and the Governing Body for final decisions.

Draft decision-making policy for consultation

22. For purposes of the long-term plan public consultation, council is advised to include drafts of all long-term policies for context.

23. Staff propose that the current policy (Attachment A) be included in the consultation materials for context and to reserve any substantive amendments until the review is complete.

24. The consultation draft of the decision-making policy can include non-substantive edits including:

· updates to Schedule 1 (Regional Parks) to ensure accuracy e.g. inserting macrons, correcting an erroneous deposited plan number, including Motukorea/Browns Island in the list of regional parks

· updates to reflect any delegations that have been given and are yet to be recorded in the policy

· technical correction – there is one correction that has been identified (further below).

25. If already approved, the Governing Body may also wish to include the proposal to allocate Rodney drainage districts to the Governing Body. This responsibility is currently allocated to the Rodney Local Board. This matter is the subject of a separate report to the Governing Body.

Technical correction: Disposal delegation

26. In 2017, local boards were given a delegation from the Governing Body to make disposal decisions. This delegation was made as part of a series of agreements and actions that the Governing Body committed to following the Governance Framework Review (resolution number GB/2017/118). The delegation is limited to the use of the ‘optimisation of service assets’ policy.

27. The optimisation of service assets policy, which sets out the purpose and principles for optimisation of underperforming or underutilised local service property, was adopted by the Finance and Performance Committee in March 2015 (resolution number FIN/2015/16). A key element is that sale proceeds from underperforming service property are locally reinvested to advance approved projects or activities on a cost neutral basis. The delegation to local boards was designed to enable local boards to make the final decisions on local asset disposal and reinvestment, providing all policy criteria have been met.

28. In the current decision-making policy, this responsibility is shown in the allocations. Staff have considered that this is an error that needs correcting. This responsibility is derived from statutory responsibilities that rest with the Governing Body and, therefore, is not available for allocation but it can be delegated, which has indeed been done in Governing Body resolution number GB/2017/118.

29. Decisions to keep or dispose of council assets directly impact on the council’s ‘capacity to provide, or ensure the provision of, services and facilities (including local activities)’ as well as the ability to manage revenue, expenses, assets, liabilities, investments and general financial dealings prudently. These are responsibilities of the Governing Body that provides useful context for the delegation to local boards.

30. Disposal decisions, if made under delegated authority, must be consistent with the long-term plan in the sense that they are expressly or implicitly authorised by that plan. This does not mean that every purchase or disposal decision must be specifically identified in the long-term plan. An example of this is agreeing to use the optimisation of service assets policy to finance or contribute towards a strategic outcome identified in the long-term plan.

Tauākī whakaaweawe āhuarangi

Climate impact statement

31. This report relates to a policy and does not have any immediate or long-term climate impacts.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32. Council departments will be involved in the review of the policy and had been invited to give feedback on issues that may not be working well.

33. Feedback received to date from some departments reinforces the recommendation for guidance notes to aid interpretation of the allocations in the decision-making policy.

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

Local impacts and local board views

34. It is not anticipated that matters arising from this report will have a significant local impact.

35. Local boards’ views and preferences are being sought through this report. Staff have gathered some views informally in workshop discussions.

36. The following list of issues have been compiled from the informal discussions with individual local boards. Local boards may wish to consider the following elements in their feedback relating to the review:

· integrate findings and progressions from the Governance Framework Review

· provide clarity on the decision-making policy through guidance notes and other supporting material

· agree a streamlined dispute process which can be used by local boards when there is a dispute over the allocation and/or its interpretation

· consider whether the allocations require further clarity on those responsibilities delegated by the Governing Body to council-controlled organisations, noting that the purpose of the policy is to ensure Aucklanders know who is responsible for what

· consider and provide resolution or guidance on issues for which there may be a conflict or disagreement between staff and elected member interpretation. These issues include but are not limited to:

o placemaking

o procurement

o filming on parks (linked to permitting)

o land newly acquired – responsibility over purpose and location

o street environment and town centre activity

o approach to regional vs. multi-board vs. local

o stormwater decisions

o naming of parks not allocated to the local board but that are located in a local board’s area

· consider whether decision-making responsibilities over some allocation elements can be shared instead of adopting a binary approach to them, e.g. local drainage reserves

· consider if more delegations can be given to local boards, including but not limited to:

o area plans

o other areas of Governing Body - the perception here is that the scale of responsibilities that sit with Governing Body is broad and not possible to ensure political oversight and monitoring over everything

· consider role of mana whenua and the Independent Māori Statutory Board – are there decision-making responsibilities that should be delegated to them?

· consider areas where local boards want to see more support and empowerment, including:

o optimisation of service property

o local economic development.

Tauākī whakaaweawe Māori

Māori impact statement

37. There are no decisions being sought in this report that will have a specific impact on Māori.

Ngā ritenga ā-pūtea

Financial implications

38. There are no financial implications directly arising from the information contained in this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39. This report seeks feedback to inform the review of a policy that will not be adopted until June 2021. As such, there is very little risk associated with not providing feedback on time.

40. Local board views, if any, will be shared with the Governing Body in mid-December and then sent to the JGWP for their review in early 2021.

Ngā koringa ā-muri

Next steps

41. Feedback from local boards will be presented to the Governing Body in mid-December 2020.

42. At its mid-December 2020 meeting, the Governing Body will be:

· deciding the approach to the long-term plan consultation; the draft decision-making policy agreed at this meeting will be reviewed in early 2021

· confirming the referral to the JGWP to undertake a review, consider and respond to issues to be raised by local boards.

43. Staff will be preparing guidance notes to aid the interpretation of the decision-making policy. The JGWP will oversee this task.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Decision-Making Responsibilities of Auckland Council’s Governing Body and local boards	81

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - GM Local Board Services

Eric Perry - Local Area Manager

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

Authors	Rhiannon Foulstone-Guinness - Democracy Advisor
Authorisers	Eric Perry - Local Area Manager