Agenda of Hibiscus and Bays Local Board

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

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

4 Confirmation of Minutes

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting held on Thursday 3 December 2020 as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Hibiscus and Bays 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.”

Hibiscus and Bays Local Board

10 December 2020

Ngahere Action Plan

File No.: CP2020/18336

Te take mō te pūrongo

Purpose of the report

1. To seek adoption of the Hibiscus and Bays Urban Ngahere Action Plan.

Whakarāpopototanga matua
Executive summary

2. The regional Te Rautaki Ngahere ā-Tāone o Tāmaki Makaurau (strategy) responds to changes in ngahere canopy cover and potential climate change impacts. The strategy’s target is to increase tree canopy cover across all local board areas in Tāmaki Makaurau to 30 per cent by 2050.

3. In Financial Year 2018/2019, the Hibiscus and Bays Local Board funded an implementation plan to understand the current canopy cover and plan for increasing ngahere cover in the local area. The three stages of the implementation plan are ‘knowing’, ‘growing’ and ‘protecting’.

4. The first part of the ‘knowing’ stage involved analysis of the 2013 Light Detecting and Ranging Technology (LiDAR) data for Hibiscus and Bays canopy cover. A report identifying current cover of 25 per cent was adopted in 2019.

5. Further work is being done to analyse more recent data. Initial findings are that net canopy coverage decreased to 24 per cent between 2013 and 2016-2018.

6. The final part of the ‘knowing’ stage has been to develop a 10-year action plan that identifies target areas where trees can be planted to help increase canopy cover in the local board area.

7. This report is seeking adoption of the Hibiscus and Bays Urban Ngahere Action Plan (Attachment A).

8. The local board’s adoption of the action plan will set the direction for tree planting over the next 10 years and enable planning and preparation for the ‘growing’ phase to commence in June 2021.

9. It is recommended the action plan is reviewed every three years to align with local board plan development. This will update the board on planting progress and enable planning for further increasing canopy cover.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) adopt the Hibiscus and Bays Urban Ngahere Action Plan

b) request that Parks, Sport and Recreation staff review the Hibiscus and Bays Urban Ngahere Action Plan every three years and provide a report updating the local board on progress of delivery of the action plan.

Horopaki

Context

10. In 2016 staff studied the extent of urban forest canopy coverage across Tāmaki Makaurau using information captured from an aerial flight using LiDAR survey technology.

11. A detailed tree canopy analysis report was developed by staff from the Research Investigation Monitoring Unit (RIMU) and a regional strategy was developed, which the Governing Body approved in October 2018.

12. The regional strategy’s objective is to increase regional tree canopy cover to 30 per cent, with no local board area having less than 15 per cent canopy cover by 2050.

13. Local boards’ role in reaching this target is to develop local implementation plans to address the canopy loss in their local board area. The local implementation plan has three stages: ‘knowing’, ‘growing’ and ‘protecting’.

14. The ‘knowing’ stage of this planning included analysis of the cover that currently exists across the local board area, and a comparison of net change over a three to five-year period. The percentage canopy cover analysis measures all vegetation on public and private land that is over three metres in height.

15. The Hibiscus and Bays Urban Ngahere (Forest) Analysis Report was approved by the local board on 18 September 2019 (HB/2019/158). It found that the average tree canopy cover across the local board area was 25 per cent based on the findings of the 2013 LiDAR work.

16. The findings from the analysis report have been used to help inform development of the Hibiscus and Bays Urban Ngahere 10-Year Action Plan, providing guidance on how to redress the canopy loss.

17. The action plan will provide long-term direction on planting new trees across the local board area with a goal to increase overall tree canopy coverage.

18. Adoption and implementation of the action plan will lead to:

· planting of new specimen trees

· undertaking enrichment planting in local parks

· working with Auckland Transport to increase tree cover in the road corridor

· providing guidance and direction for community groups and council departments undertaking or organising community planting events.

19. Targets and areas to focus planting efforts are outlined in the action plan. Planting trees in these areas will increase canopy cover, establish or enhance ecological corridors for wildlife and provide shade for key areas in parks and reserves.

Tātaritanga me ngā tohutohu

Analysis and advice

20. The action plan has been informed by findings from the canopy analysis report. Findings in the analysis report were based on a LiDAR survey that was completed in 2013.

21. A follow up LiDAR survey was carried out in 2016-2018 and early findings suggest a net decrease in canopy cover of 1.2 per cent in the Hibiscus and Bays area between 2013 and 2016.

22. Early findings indicate a net reduction of 129 hectares in coverage across the entire local board area, in rural and urban areas. Analysis of the 2016 data is still being finalised and will be reported to the local board in early 2021.

23. Site assessments have been carried out to investigate suitable locations for planting new specimen trees based on the information in the analysis report. The primary areas of assessment were parks with playgrounds and local streets that could provide green corridor connections between local parks.

24. These investigations, along with extensive site visits and subject matter expert input, have helped to inform the proposed locations and set the target for planting that is outlined in the action plan.

25. The target for Hibiscus and Bays is to increase tree canopy cover by two per cent over a 10-year period on publicly owned land. This will require the planting of at least 120 large growing specimen trees annually. Implementing the program year on year will help increase overall coverage from the current level of 24 per cent to the target of 26 per cent by 2030.

26. The adoption of the action plan and its implementation will (over a 30-year period), lead to incremental changes that will help work towards achieving above the regional target of 30 per cent canopy cover.

27. Reporting on implementation of the plan every three years aligns with local board plan development. This will enable the local board to review the target and planting strategy, plan for the next areas of planting and consider the allocation of budgets required.

28. Staff have recommended a realistic target for the local board to work towards in the action plan. It is forecast that with small increases in planting and decreases in tree removal year on year the longer-term target of 30 per cent cover is achievable.

Tauākī whakaaweawe āhuarangi

Climate impact statement

29. Implementation of the strategy and the action plan is an example of an integrated approach to help mitigate emissions, build resilience longer term and enable adaptation to the impacts of climate change to meet Auckland Council’s climate goals.

30. The strategy is identified as a key action in Te Tāruke-ā-Tāwhiri - Auckland’s Climate Plan 2020.

31. Increasing stock of trees and vegetation in Tāmaki Makaurau will increase carbon sequestration and contribute towards reducing net greenhouse gas emissions.

32. Increasing trees and vegetation also provides various natural functions that assist with adaptation to the climate change impacts for humans and other species, such as:

· providing a shading and cooling effect to counter rising temperatures

· slowing and reducing stormwater runoff to assist in managing increased rainfall events

· improve air quality by trapping particulates and filtering vehicle pollutants

· providing additional habitat for indigenous species to occupy, enhancing their resilience to climate change impacts.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. Collaboration across Parks, Sport and Recreation (PSR), Infrastructure and Environmental Services (I&ES) and Community Facilities (CF) has been key to the development of the action plan.

34. CF has helped inform where the current maintenance and renewal programme for trees can be strengthened to improve the overall diversity and increase the extent of the tree canopy cover.

35. PSR will work with CF in developing the renewals programme to ensure an ongoing programme of tree renewal occurs to replace poor and ailing stock and to replant where dead, dying or diseased trees are removed.

36. Staff will continue to collaborate and develop a tree planting programme and implementation plan for the delivery of new tree plantings in the 2021 planting season and beyond.

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

Local impacts and local board views

37. The draft action plan was workshopped with the local board on 24 September 2020. At the workshop board members were presented the draft plan and were asked to provide feedback via local board services staff. Feedback was received on 27 October and has been incorporated into the final draft of the action plan on attachment A to this report.

Tauākī whakaaweawe Māori

Māori impact statement

38. The strategy was workshopped with mana whenua during its development in three workshops during 2017 and 2018. Feedback and views discussed at the hui helped to shape the final version of the strategy.

39. The use of native trees for all new tree planting is a strong view of mana whenua, and as such natives are the first choice for planting as outlined in the strategy. Native trees are also identified as the preference for planting in the action plan.

40. New tree plantings will benefit local Māori and the wider community by providing increased opportunities for access to nature and providing shade in the local park network.

41. Mana whenua will be updated in the coming months on the local implementation programme and will be engaged to support tree planting advice and to provide a cultural narrative in the choice of species for local areas.

Ngā ritenga ā-pūtea

Financial implications

42. The adoption of the action plan will conclude the ‘knowing’ stage of the local board’s implementation of the strategy, which is funded by the Locally Driven Initiative (LDI) OPEX budget.

43. Delivery of the ‘growing’ stage will be funded by CAPEX from various budgets. These include LDI, Asset Based Services (ABS), the Natural Environment Targeted Rate (NETR) and Mayors Million Trees budgets that are allocated by the Governing Body.

44. In 2021/2022 the local board has proposed to allocate $25,000 LDI CAPEX to Community Facilities for the delivery of the strategy. The adoption of the action plan will direct priorities for this funding and ensure the right trees are planted in the right place in the 2021-2022 planting season.

45. To ensure the target outlined in the action plan is met, it is recommended that LDI CAPEX is allocated annually to the local board’s CF annual work programme to continue planting trees. The amount of funding required will be quantified annually based on priorities to advance new tree plantings.

46. LDI OPEX will not be required for the planting of trees, however further LDI OPEX may be sought for strategic planning work to deliver the strategy through future local board PSR annual work programmes.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

47. The trajectory of loss of tree canopy cover across the board area is expected to continue on private land as the area develops. New tree planting on public land is necessary to help offset these changes over the longer term

48. Sufficient time is required to plan and prepare for planting. Should the local board not adopt the plan there is a risk that the ‘growing’ stage of the strategy will not be able to start in June 2021.

49. The action plan outlines a detailed ‘Planting Opportunities List’ to ensure the right tree is planted in the right place. Should the local board not adopt the action plan there is a risk that trees planted in 2021 will not be appropriate for their location.

50. There is a risk of poor maintenance of plants once they are in the ground. Adoption of the action plan will help mitigate this risk and enable staff to employ best practice tree planting and ongoing maintenance methods.

Ngā koringa ā-muri

Next steps

51. Following adoption of the action plan, strategic assessments will be drafted that identify areas for planting in 2021, 2022 and 2023. These assessments will advise CF, Auckland Transport and other delivery partners on priorities for the ‘growing’ stage.

52. Updates on the ‘growing’ stage will be reported to the local board through quarterly reports. These reports will be provided by departments that are leading the tree planting.

53. In 2023, staff will review the strategy, report to the board on successes and challenges and recommend direction for planting and funding allocation for the following three years.

54. Once analysis of the 2016 data is complete the Hibiscus and Bays Urban Ngahere (Forest) Analysis Report 2019 will be updated with an addendum. Staff will seek adoption of the addendum by the local board in March or April 2021.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Hibiscus & Bays Ngahere Action Plan	13

Ngā kaihaina

Signatories

Author

Howell Davies - Senior Advisor - Urban Forest

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

10 December 2020

Auckland Transport Update to the Hibiscus and Bays Local Board December 2020

File No.: CP2020/18388

Te take mō te pūrongo

Purpose of the report

1. To provide an update on Auckland Transport activities in the Hibiscus and Bays Local Board area.

Whakarāpopototanga matua

Executive summary

2. This report covers:

· responses to local board resolutions

· a summary of Auckland Transport projects and operations in the local board area

· a summary of the Local Boards Transport Capital Fund and Community Safety Fund

· a summary of the consultations and general information items sent to the local board

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) receive the Auckland Transport update December 2020.

Horopaki

Context

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

4. This report updates the local board on Auckland Transport projects and operations in the Hibiscus and Bays Local Board area, it summarises consultations and Traffic Control Committee decisions, and includes information on the status of the Local Board Transport Capital Fund (LBTCF) and Community Safety Fund (CSF).

5. The LBTCF is a capital budget provided to all local boards by the Governing Body and delivered by Auckland Transport. Local boards can use this fund to deliver transport infrastructure projects that they believe are important but are not part of Auckland Transport’s work programme.

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

Tātaritanga me ngā tohutohu

Analysis and advice

Auckland Transport projects and operations in the local board area

7. The table below has a general summary of projects and activities of interest to the local board with their current status. Please note that all timings are indicative and are subject to change:

Item	Update
301 Beach Road, Campbells Bay - Pedestrian Improvements	Project is in detailed design.
522 Beach Road, Murrays Bay - Broken Yellow Lines	These works are planned for delivery in December 2020.
Anzac Road, Browns Bay – Pedestrian Improvements	Project is in detailed design.
Beach Road and Bute Road, Browns Bay – Roundabout upgrade	Project is currently in detailed design stage. Progress on this project is on hold until available budgets are confirmed.
Glenvar Road and East Coast Road project - footpath and intersection upgrades, transition lanes, cycle facility upgrades, and safety measures.	The Single Stage Business Case is complete and going to AT’s Board in December for approval. $500,000 from the ‘Pipeline’ fund has been set aside to start detailed design in 2021, if the Business Case is approved. The design stage will continue if funding for the project is confirmed in the 2021-2031 Regional Land Transport Plan in June/July 2021. Staff will present the findings of the Single Stage Business Case at the next earliest opportunity and include responses to public and stakeholder feedback.
Hibiscus Coast bus station	Construction is underway. Expected completion is in January 2021.
Hibiscus Coast Highway – Footpath Project between Noel Avenue and Puriri Avenue	Progress on this project is on hold until available budgets are confirmed for 2021/2022.
Hibiscus Coast Highway – Footpath Project between Silverdale Street and Millwater Parkway/Hibiscus Coast Highway Intersection	The detailed design revealed technical difficulties due to topographical and geotechnical constraints, which meant that it is not feasible to deliver this project within the allocated budget.
Long Street, Torbay – Broken Yellow Lines	Scheduled for delivery in January 2021.
Orewa Town Centre Safety Improvements	Construction is underway. Works completed so far: · Asphalt speed humps and side islands on Moenui Avenue, Tamariki Avenue and Moana Avenue. · 3 raised pedestrian crossings on Florence, Moana and Tamariki Avenue. Works in construction: · An asphalt speed hump on Tamariki Ave and side islands on Moana Avenue and Hibiscus Coast Highway are being constructed this week.
Ramsgate Terrace – Proposed bus lanes and pedestrian improvements	Public consultation is complete. The final feedback report is expected in mid-December. The project team will update the local board on the outcomes.
Whangaparaoa Road, Tower Hill and Main Street – Intersection Improvements	In detailed design.

Local Board Transport Capital Fund

8. Auckland Transport has updated the local board on the effect of the Auckland Council Emergency Budget allocation to the Local Board Transport Capital Fund (LBTCF) and the budget now available in 2020/2021.

9. The new allocation for the financial year 2020/2021 for the Hibiscus and Bays Local Board is $305,105.

10. At the November 2020 business meeting the local board resolved (Resolution number HB/2020/148) that AT commit:

· $246,000 from the Fund to the 214 Hibiscus Coast Highway Signalised Crossing

· $29,000 from the Fund to the East Coast Bays Wayfinding Signage Project

· $30,000 from the Fund to complete design for the Orewa Boulevard Stage 3 project.

11. The LBTCF is now fully committed and updates will be provided to the local board as the projects progress.

Community Safety Fund Projects Update

12. The Community Safety Fund is funded from AT’s safety budget and is dependent on the level of funding AT receives from Auckland Council. This level of funding has been constrained through the Emergency Budget process.

13. Safety projects will be prioritised according to DSI (death and serious injury) data and therefore local board community safety projects will continue with planning and design but will not be delivered in the 2020/2021 financial year.

14. The below table has an update on the projects in the Community Safety Fund:

Name	Project Description	Update
20 Ramsgate Terrace, Mairangi Bay	Upgrade existing speed table to a raised zebra crossing. Crossing may need to be relocated depending on results of a pedestrian survey.	Following internal AT consultation, the project team is seeking to discuss the project with the local board before considering external consultation.
214 Hibiscus Coast Highway, Orewa	Signalised crossing for both cyclists and pedestrians linking shared paths across Hibiscus Coast Highway	Project is in detailed design.
544 Hibiscus Coast Highway, Hatfield's Beach	New gateway treatment on Hibiscus Coast Highway on either approach to Hatfields Beach. Also, installing a new pedestrian refuge with side islands.	Project is in detailed design.
Saddleback Rise pedestrian crossing	Upgrade existing speed table to a raised zebra crossing.	Consultation is complete and the project is on hold until budget becomes available.

Traffic Control Committee Decisions

15. AT's resolution and approval process ensures the most appropriate controls and restrictions are put in place and can be legally enforced. The decisions made by AT’s Traffic Control Committee in the Hibiscus and Bays Local Board during November 2020 is as follows:

Street Name	Suburb	Report Type	Nature of Restriction	Decision
Calypso Place / Knights Road	Rothesay Bay	Permanent Traffic and Parking changes	No Stopping At All Times / Stop Control	Carried
Anzac Road	Browns Bay	Permanent Traffic and Parking changes	No Stopping At All Times / Bus Parking – At Metro Only / P90 Parking / Flush Median / Edge Line / Bus Stop / Bus Shelter / Road Hump / Footpath / Pedestrian Crossing / Lanes / Lane Arrow Marking / No Passing	Approved with Conditions
Deep Creek Road and Surrounding Streets	Torbay	Temporary Traffic and Parking changes (Event)	Temporary Traffic and Parking Controls	Carried

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. The impact of information (or decisions) in this report is confined to Auckland Transport and does not impact on other parts of the council group.

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

Local impacts and local board views

19. Auckland Transport regularly corresponds with the local board on matters of interest in their area. This is for the local boards information and to provide an opportunity for the local board to provide feedback.

20. Workshops were held with the Hibiscus and Bays Local Board on:

· 12 November 2020 to discuss Curley Avenue Connection & Silverdale Street signalisation.

· 26 November 2020 to provide an update on AT Bus Services in the local board area.

Information items sent to the local board:

21. Please see below for a summary of items sent to the local board for their information or feedback:

Item	Date sent to local board
FYI: East Coast Road	6/11/2020
FYI: Torbay and Mairangi Speed changes	10/11/2020
FYI: Anzac Rd Rehab - final letter drop	16/11/2020
FYI: Goldwater Drive, Silverdale - Local Board Consultation (Resolution ID 16678)	17/11/2020

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

23. There are no financial implications in receiving this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24. In response to Auckland Council’s emergency budget Auckland Transport’s capital and operating budgets have been reduced. Some projects we had planned for 2020/2021 may not be able to be delivered and we expect this will be disappointing to communities that we had already engaged with.

25. Both the CSF and the LBTCF are impacted by these budget reductions.

26. Auckland Transport will mitigate this risk by clearly communicating with the local board on the outcomes and new funding levels so that the local board may make the best use of their available funds.

Ngā koringa ā-muri

Next steps

27. Auckland Transport will provide another update report to the local board next month.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Ben Halliwell, Elected Member Relationship Manager

Authorisers

Jonathan Anyon – Manager, Elected Member Relationship Unit

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

10 December 2020

Auckland Council's Performance Report: Hibiscus and Bays Local Board for July to October 2020

File No.: CP2020/18941

Te take mō te pūrongo

Purpose of the report

1. To provide the Hibiscus and Bays Local Board with an integrated performance report for July to October 2020.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, key challenges the local board should be aware of and any risks to delivery against the 2020/2021 work programme (resolution HB/2020/101-106).

3. The key activity updates from this period are:

· A new field support officer has been contracted under the umbrella of Pest Free Hibiscus Coast to facilitate ground level action with the community

· Detailed design of the Metro Park West is complete, and resource consents due to be lodged

· Physical work on the Deep Creek Kayak launching pontoon finished and now operational

· Libraries in the local board area have developed a highly successful, take home activity pack to replace in-library events for parents and children.

4. All operating departments with agreed work programmes have provided an update against their work programme delivery (Attachment A). Activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). There are no activities with a red status.

5. The financial performance report compared to budget 2020/2021 is attached (Attachment B). There are some points for the local board to note. Overall, the net operational financial performance of the local board is tracking at 91 percent against revised budget to date. Revenue is slightly below budget for the year to date and is likely to be on target for the full financial year. From the local boards’ Locally Driven Initiatives (LDI) funding, the majority of projects are underway and on track to be completed during the year. Capital projects underway or completed include delivering ecological management plan initiatives, comprehensive renewals at East Coast Bays Library, works at 12 Hibiscus Coast Highway in Silverdale, and Metropark West reserve development.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) receive the performance report for July to October 2020.

Horopaki

Context

6. The Hibiscus and Bays Local Board has an approved 2020/2021 work programme for the following operating departments:

· Arts, Community and Events

· Parks, Sport and Recreation

· Libraries and Information

· Community Services: Service, Strategy and Integration

· Community Facilities: Build Maintain Renew

· Community Leases

· Infrastructure and Environmental Services

· Plans and Places

7. The graph below shows how the work programme activities meet Local Board Plan outcomes. Activities that are not part of the approved work programme but contribute towards the local board outcomes, such as advocacy by the local board, are not captured in this graph.

Graph 1: Work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

8. The graph below identifies work programme activity by RAG status (red, amber, green and grey) which measures the performance of the activity. It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), and activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Work programme by RAG status

9. The graph below shows the activity status and the stage of the activity in each department’s work programmes. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Work programme by activity status and department

Key activity updates

10. The following key initiatives have progressed through July – October 2020:

11. Local board agreement key initiative: “Support the North-West Wildlink corridor including the protection of freshwater and terrestrial areas that have been identified as key ‘Wildlink Wonders”

· Item 1609 North-West Wildlink Restoration; the funding agreement for Pest Free Hibiscus Coast field support officer has been produced and signed

12. Local board plan key initiatives: “Support inter-generational participation in planning and shaping improvements in our area” and “Engage with Māori on matters of significance and mutual interest”

· Item 688 Addressing inequality issues through inclusion and diversity; staff have worked with a number of organisations such as Sir Peter Blake’s Marine Recreation and Education Centre, and the 20/20 Trust on projects that create inter-generational and inter-cultural connections, as well as supporting wellbeing.

13. Local board plan key initiatives: “Improve parks and coastal facilities so they are adaptable for a range of activities, e.g. all-ability playgrounds, events, toilets, drinking water fountains, shade, barbeques, lighting, bicycle racks, sports, and passive and family-friendly use”

· Item 2487 Metro Park West – develop reserve; detailed design is complete. Due to staff working with the development on the adjacent property, lodgement of resource consent has been delayed but are imminent

· Item 2682 Deliver kayak launching pontoon; project completed in October 2020 and the pontoon was officially opened to the public.

14. Local board plan key initiatives: “Work with our partners to ensure that activities in our community facilities meet the needs of our residents”

· Item 1324 Whai Pūmanawa Literacy - we support communities to thrive (Children and Youth) - Hibiscus and Bays; libraries have organised community led hang-out sessions for home-schooled teens to enable them to connect in person. Orewa and East Coast Bays Libraries gave out more than 2,000 “Making” packs to enable activities to be done social-distanced and at home by children, rather than large events in libraries.

Activities with significant issues

15. There are no significant issues to report between July – October 2020.

Activities on hold

16. The following work programme activities have been identified by operating departments as on hold:

· Item 2520 Hibiscus and Bays - deliver Centre Plan improvements; due to the unsuccessful submission to Woka Kotahi New Zealand Transport Agency for a temporary street activation of Inverness Road, Discussions took place to align local board and Auckland Transport (AT) projects for the proposed gateway designs. With AT budgets deferred, project timelines will be adjusted accordingly.

Changes to the local board work programme

Cancelled activities

17. These activities are cancelled:

· Item 340 Metro Park East: Metro Park Community Sports and Charitable Trust; this agreement to lease activity was cancelled due to a lack of funding, will be reincorporated into a later work programme year

· Item 1938 PopUp Business School; activity cancelled and not funded this year, included in the work programme list in error.

Activities with changes

18. The following work programmes activities have changes which been formally approved by the board.

Table 1: Work programmes change formally approved by the local board

ID/Ref	Work Programme Name	Activity Name	Summary of Change	Resolution number
23661	Community Facilities: Build Maintain Renew	Centennial Park, Campbell’s Bay – Detailed Design	Additional allocation of $20,000 from the LDI Capex budget towards the path and safety fencing project	HB/2020/130

19. There are no minor changes to the work programme.

Tauākī whakaaweawe āhuarangi

Climate impact statement

20. Receiving performance monitoring reports will not result in any identifiable changes to greenhouse gas emissions.

21. Work programmes were approved in August 2020 and delivery is underway. Should significant changes to any projects be required, climate change impacts will be assessed as part of the relevant reporting requirements. Any changes to the timing of approved projects are unlikely to result in changes to emissions.

22. The local board is currently investing in several sustainability projects, which aim to build awareness around individual carbon emissions, and changing behaviour at a local level. These include:

· Item 1756 Ko te wai he taonga: water is a treasure; suitable contractors have been engaged to deliver Ko Te Wai He Taonga. They will start delivery before the end of the year

· Item 1534 EcoNeighbourhoods; procurement is now complete, and work is underway, starting with planning for future activities.The Browns Bay Growing Food and Zero Waste EcoNeighbourhood is planning another series of workshops for new members. The Hatfields group continues to trap pests on the local reserve boundary and private residences. The Rangitoto Kindergarten in Mairangi Bay has registered members for an EcoNeighbourhood group to support community gardens, irrigation systems and trellis building.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. When developing the work programmes council group impacts and views are presented to the boards. As this is an information only report there are no further impacts identified.

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

Local impacts and local board views

24. This report informs the Hibiscus and Bays Local Board of the performance for July to October 2020.

Tauākī whakaaweawe Māori

Māori impact statement

25. Item 690 Maori responsiveness Hibiscus and Bays; staff are building relationships Te Herenga Waka o Ōrewa.

26. Item 1322 Whakatipu i te reo Māori - we grow the Māori language Celebrating te ao Māori and strengthening responsiveness to Māori - Hibiscus and Bays; libraries held Matarike events for children and adults, and staff are using te reo Māori greetings with customers.

27. Item 2232 Te Kete Rukuruku (Māori naming of parks and places) tranche one; most names of parks in tranche one have been received, expect presentation of the names in the first half of 2021.

Ngā ritenga ā-pūtea

Financial implications

28. This report is provided to enable the Hibiscus and Bays Local Board to monitor the organisation’s progress and performance in delivering the 2020/2021 work programmes. There are no financial implications associated with this report.

Financial Performance

29. Operating expenditure relating to Asset Based Services (ABS) is tracking below budget by $897,000 for the year to date, while the LDI operational projects are currently $308,000 above budget.

30. Capital spend of $910,000 represents investments in delivering ecological management plan initiatives, comprehensive renewals at East Coast Bays Library, works at 12 Hibiscus Coast Highway in Silverdale, and Metropark West reserve development.

31. The complete Hibiscus and Bays Local Board Financial Performance report can be found in Appendix B.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. While the risk of non-delivery of the entire work programme is rare, the likelihood for risk relating to individual activities does vary. Capital projects for instance, are susceptible to more risk as on-time and on-budget delivery is dependent on weather conditions, approvals (e.g. building consents) and is susceptible to market conditions.

33. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Activities with significant issues’ section.

Ngā koringa ā-muri

Next steps

34. The local board will receive the next performance update for November 2020 to February 2021.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Matthew Kerr – Senior Local Board Advisor, Hibiscus-Bays Local Board

Authorisers

Louise Mason – General Manager Local Board Services

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

10 December 2020

Adoption of a business meeting schedule

File No.: CP2020/18937

Te take mō te pūrongo

Purpose of the report

1. To adopt the Hibiscus and Bays Local Board business meeting schedule for 2021.

Whakarāpopototanga matua

Executive summary

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

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

4. Commencing the business meeting during business hours will enable meetings to be productive and ensures best use of resources.

5. One business meeting per month is sufficient for formal business to be considered. There are some instances for which the local board may need to have meetings in addition to this schedule. The specific times and dates for meetings for matters such as local board agreements are yet to be finalised. Local board meeting schedules may need to be updated once these details are confirmed.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) adopt the business meeting schedule outlined below for the period February 2021 to December 2021.

Year	Date	Time	Venue (subject to change)
2021	Thursday 18 February	2.00pm	Council Chambers, 50 Centreway Road, Orewa
	Thursday 18 March	2.00pm	Venue to be confirmed
	Thursday 15 April	2.00pm	Council Chambers, 50 Centreway Road, Orewa
	Thursday 20 May	2.00pm	Venue to be confirmed
	Thursday 17 June	2.00pm	Council Chambers, 50 Centreway Road, Orewa
	Thursday 15 July	2.00pm	Venue to be confirmed
	Thursday 19 August	2.00pm	Council Chambers, 50 Centreway Road, Orewa
	Thursday 16 September	2.00pm	Venue to be confirmed
	Thursday 21 October	2.00pm	Council Chambers, 50 Centreway Road, Orewa
	Thursday 18 November	2.00pm	Venue to be confirmed
	Thursday 9 December	2.00pm	Council Chambers, 50 Centreway Road, Orewa

b) note the meeting dates and times for matters such as local board agreements are yet to be finalised.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Gemma Kaldesic - Democracy Advisor, Hibiscus-Bays Local Board

Authorisers

Louise Mason – General Manager Local Board Services

Lesley Jenkins - Local Area Manager

Chairperson	Gary Brown
Deputy Chairperson	Victoria Short
Members	Andy Dunn
	Janet Fitzgerald, JP
	Gary Holmes
	Julia Parfitt, JP
	Alexis Poppelbaum
	Leanne Willis

No.	Title	Page
a ⇩	9 November 2020 Browns Bay Business Association	75
b ⇩	18 November Orewa BID	77
c ⇩	26 November 2020 Silverdale Business	79