I hereby give notice that an ordinary meeting of the Devonport-Takapuna Local Board will be held on:
Date: Time: Meeting Room: Venue:
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Tuesday, 16 March 2021 2.00pm Devonport-Takapuna
Local Board Office |
Devonport-Takapuna Local Board
OPEN AGENDA
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MEMBERSHIP
Chairperson |
Aidan Bennett, QSM |
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Deputy Chairperson |
George Wood, CNZM |
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Members |
Trish Deans |
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Ruth Jackson |
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Jan O'Connor, QSM |
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Toni van Tonder |
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(Quorum 3 members)
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Rhiannon Foulstone-Guinness Democracy Advisor
10 March 2021
Contact Telephone: 021 815 313 Email: rhiannon.guinness@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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Devonport-Takapuna Local Board 16 March 2021 |
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1 Welcome 5
2 Apologies 5
3 Declaration of Interest 5
4 Confirmation of Minutes 5
5 Leave of Absence 6
6 Acknowledgements 6
7 Petitions 6
8 Deputations 6
9 Public Forum 6
10 Extraordinary Business 6
11 Land Owner Approval for lessor and lessee works at Takapuna Holiday Park 9
12 Approval For New Private Road Names For Subdivision at 199 - 201 East Coast Road, Castor Bay 65
13 Renewal and variation of the community lease to Belmont Park Bowling Club Incorporated and agreement to lease and deed of additional premises to Belmont Park Racquets Club Incorporated at Belmont Park, 46 Roberts Avenue, Bayswater 73
14 Devonport-Takapuna Local Board Transitional Rates Grants 85
15 2021 Local Government New Zealand Conference and Annual General Meeting 117
16 Chairpersons' Report 133
17 Elected Members' Reports 135
18 Devonport-Takapuna Local Board - Record of Workshops February 2021 137
19 Governance Forward Work Calendar 145
20 Consideration of Extraordinary Items
The meeting 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.
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, 16 February 2021, as true and correct.
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At the close of the agenda no requests for leave of absence had been received.
At the close of the agenda no requests for acknowledgements had been received.
At the close of the agenda no requests to present petitions had been received.
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.
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.
Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:
“An item that is not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local authority by resolution so decides; and
(b) The presiding member explains at the meeting, at a time when it is open to the public,-
(i) The reason why the item is not on the agenda; and
(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”
Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:
“Where an item is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting if-
(i) That item is a minor matter relating to the general business of the local authority; and
(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but
(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”
Devonport-Takapuna Local Board 16 March 2021 |
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Land Owner Approval for lessor and lessee works at Takapuna Holiday Park
File No.: CP2021/00994
Te take mō te pūrongo
Purpose of the report
1. To request landowner approval for Auckland Council to undertake the site preparatory works (as shown in attachment A), subject to the regulatory consent process, to perform the lease obligations for Takapuna Beach Holiday Park, 22 The Promenade Takapuna, legally described as Lots 4-10 DP 18501.
2. To request landowner approval for Stephen Gregory Edwards & Anthony Robert Herring (as trustees of the Stephen Edwards Trust) to undertake works to develop the site in accordance with the Takapuna Holiday Park Masterplan (as shown in attachment B), subject to the detailed design being finalised through the regulatory consenting process, in order to perform the lease obligations.
Whakarāpopototanga matua
Executive summary
3. The holiday park is located at the northern end of Takapuna Beach Reserve, on part of the land known as 22 The Promenade. The land is held fee simple by Auckland Council as a classified recreation reserve subject to the Reserves Act 1977. There are multiple uses on the reserve to include public space, beach café, Takapuna Campground, Takapuna Boating Club and Waka Ama.
4. The local board is aware of the history of the site and the previous resolutions supporting redevelopment of the campground, further details of which are provided in the context section of this report.
5. In May 2019, council sought landowner approval to lease the site to Takapuna Beach Holiday Park Limited (TBHPL), to enable the park to be developed as per the concept plans presented at the business meeting to which there have been no significant changes.
6. The local board resolved to grant landowner approval for Auckland Council to enter into a lease with Takapuna Beach Holiday Park Limited and for the tenant to undertake works to redevelop the site subject to compliance with the lease, landowner and regulatory approval processes (resolution number DT/2019/69).
7. The requirements of the Reserves Act 1977 were satisfied, and the lease commenced 1 October 2019. The lessee was noted as Stephen Gregory Edwards & Anthony Robert Herring as trustees of the Stephen Edwards Trust (SGE) as the proposed entity of Takapuna Beach Holiday Park Limited had not been formally registered.
8. As outlined in the local board report in May 2019, council (as the lessor) will need to undertake site preparatory works to enable the redevelopment to proceed. These works include removing all existing council owned buildings and addressing the coastal inundation and stormwater flooding to provide a usable site.
9. As per the lease, SGE (lessee) is obligated to redevelop the site in line with the concept plans presented to the local board in May 2019.
10. The parties are now ready to submit the regulatory consent applications for which landowner approval is required.
11. Granting landowner approval is essential for the development to proceed and for the parties to perform their respective lease obligations.
Recommendation/s
That the Devonport-Takapuna Local Board:
i. demolition of all existing council buildings being amenities block, cabin and Rose Cottage
ii. removal of post and existing wire fence to eastern boundary adjacent to coastal walkway and installation of a retaining wall (approximately 350-400mm high) capped to provide seating and a hard fill to alleviate coastal inundation
iii. installation of a 350-400mm high retaining wall along part of the southern boundary between the campground and adjacent reserve area to address stormwater flooding
iv. installation of additional catchpits within the site connecting to existing site drainage outlets to alleviate stormwater flooding.
b) grants landowner approval for Stephen Gregory Edwards & Anthony Robert Herring as trustees of the Stephen Edwards Trust (lessee) to undertake works to develop the leased site in accordance with the Takapuna Holiday Park Masterplan (shown in attachment B), subject to compliance with the regulatory consenting processes, in order to perform the contractual obligations of the lease. The works will include:
i. earthworks to re-contour the site
ii. removal of non-native trees (approximately 8)
iii. installation of a retaining wall along a portion of Alison Ave and replacement of boundary fencing
iv. building accommodation and amenity buildings
v. installation of stormwater and wastewater infrastructure to service the new buildings
vi. upgrading existing formed roads and creating additional paved areas within the leased area
c) notes that if landowner approval is not granted for either the lessor or lessee works, neither party will be able to perform the obligations of the lease, the lease contract will be terminated, and the site will remain undeveloped.
Horopaki
Context
12. In November 2016, following extensive investigation of the future use of the campground site, Devonport-Takapuna Local Board resolved to confirm its support for “an upgraded beach holiday park and campground activity” within the Northern Activity Zone of the Takapuna Beach Reserve. (resolution number DT/2016/200 & 201).
13. On behalf of Auckland Council, Panuku Development Auckland worked with the local board to develop a process to identify a new operator able to meet the design principles determined by the local board and the community.
14. On September 2017, the local board resolved its intention to lease the footprint of the campground for an initial term of 20 years and a renewal of 10 years, to enable an operator to upgrade the holiday park (resolution number DT/2017/217)
15. After an extensive and protracted negotiation period, a suitable operator was identified.
16. In May 2019, council sought landowner approval to enter into a new lease with the Takapuna Beach Holiday Park Limited (TBHPL) to enable the site to be developed as per the concept plans presented at the business meeting.
17. The report confirmed that council will need to undertake site preparatory works to address inherent issues with the land, to enable the site to be developed. That report did not specifically seek landowner approval, as the design of the works had yet to be confirmed.
18. To assist council in meeting the cost of the site preparatory obligations, Panuku Development Auckland (Panuku) agreed to fund the works so the local board’s vision for the site could be achieved.
19. Devonport-Takapuna Local Board resolved to grant the lease and provided approval for the lessee to undertake works to develop the lease site subject to compliance with the terms of the lease, landowner and regulatory approval processes (resolution number DT/2019/69).
20. The board also requested that the building referred to as Rose Cottage be retained.
21. Council does not support the retention of Rose Cottage for the following reasons which are further explained in section 32 below.
· the building is non-compliant
· it is incorrectly sited within the Coastal Protection Yard area
· it is not a heritage building and it is not afforded any protection status
· the building is in poor condition commensurate to age. It will be cost prohibitive for council to refurbish the building to meet current building regulations.
· Council has no budgeted allowance to fund a relocation and refurbishment of the building, independently assessed by Cove Kinloch at $438,808 + GST
· the buildings are not in keeping with a new purpose-built campground facility and were not included in the lessee’s concept plans which were included as part of the report presented to the local board at its meeting in May 2019
22. Over the past 12 months, Panuku and SGE have been working together to progress the detail and design of the lessor and lessee works. Covid-19 significantly delayed this but both parties are ready to submit regulatory consent applications for their respective works so that the redevelopment can proceed.
23. On behalf of Auckland Council, Panuku Development Auckland is now seeking landowner approval, as part of the regulatory consent process, to undertake the site preparatory works (attachment A) and further detailed in section 26 below.
24. SGE is seeking landowner approval to develop the site in accordance with the masterplan (attachment B) as part of the regulatory consenting process.
25. Granting landowner approval to undertake these activities is essential to allow council and SGE to meet their respective obligations under the lease and to enable the site to be developed.
Tātaritanga me ngā tohutohu
Analysis and advice
26. The works to upgrade the holiday park include several proposed physical improvements to the site which require landowner approval.
27. The lessor works, that Panuku agreed to fund are:
a) demolition of all existing council buildings being amenities block, cabin and Rose Cottage
b) removal of post and existing wire fence to eastern boundary adjacent to coastal walkway and installation of a retaining wall (approximately 350-400mm high) capped to provide seating and a hard fill to alleviate coastal inundation
c) installation of a 350-400mm high retaining wall along part of the southern boundary between the campground and adjacent reserve area to address stormwater flooding
d) Installation of additional catchpits within the site connecting to existing site drainage outlets to alleviate stormwater flooding.
a) removal of non-native trees (approximately 8), all Pohutukawa and palm trees will be retained.
b) earthworks to remove the existing hollow which floods (approximately 850m3) and re-contour the site. All earthworks will be encapsulated within an approved design silt retention fence.
c) Installation of a retaining wall along a portion of the Alison Ave and replacement of existing boundary fencing to Earnoch Ave, Alison Ave and adjacent reserve area
d) creating two flat grassed areas suitable for up to eight (8) tents
e) creating 43 paved and grassed site areas suitable for caravans / campervans
f) building 16 accommodation units, a reception, office, mangers residence, laundry, kitchen and lounge
g) installation of stormwater and wastewater infrastructure to service the new buildings
h) upgrade of the existing formed roads and additional paved areas within the site
29. The final design of the lessor and lessee works will be in accordance with the regulatory consent approval processes.
30. The benefits of permitting the activities are:
· they will physically improve the amenity of the leased area by alleviating the known coastal and stormwater inundations issues
· it enables the parties to meet their obligations as per the lease agreement
· it will enable the site to be developed to provide a modern fit for purpose camping facility, improving the amenity values aligned with the local board’s vision and the permitted activity for the site
· a developed site will maximise the revenue return for council
Tauākī whakaaweawe āhuarangi
Climate impact statement
31. There is no impact on greenhouse emissions as the proposal does not introduce any new source of emissions.
32. Climate change impacts have been considered for the planning of the site. The leased area is partly within a flood prone area and coastal inundation zone. The proposed site earthworks will remove the hollows which currently flood. The retaining walls and stormwater identification program by Panuku will give further certainty for the continued use of the site.
33. The suitability of the materials and design of any structures on site will be supported by coastal and geotechnical reports submitted at the resource consent stage. These would be reviewed by relevant council specialists to ensure that potential climate change effects are addressed amongst other potential environmental effects.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
34. Panuku Development Auckland has consulted with council’s Licensing & Regulatory Services and Land Advisory teams to ensure that the site preparatory works meet the requirements of the Auckland Unitary Plan.
35. Council’s Licensing and Regulatory Services advise that:
· Rose Cottage is not a scheduled heritage building or included in the Historic heritage schedule overlay in the Auckland Unitary Plan (AUP).
· the building was originally located next to the seawall and was moved to its current position in 2004 by the former lessee (at the request of council), when council established the coastal walkway. It does not have a code of compliance certificate.
· the building is situated in the Coastal Protection Yard contravening the Auckland Unitary Plan (AUP). As part of the pre-application process for the proposed site works, council planners indicated that it would be highly unlikely that the Rose Cottage, in its current location, would receive the necessary resource and building consent approvals to enable future use
· the building can be demolished as a permitted activity under the rules of the Open Space Informal Recreation Zone of the AUP.
· it is cost prohibitive for council to refurbish the building (assessed as $438,808 + GST) as detailed in the condition report from Cove Kinlock (attachment C)
· the design concepts and the masterplan do not include the retention of the buildings as they are not commensurate with the look of an upgraded, purpose-built holiday park.
36. Council therefore recommends that all buildings on the site are demolished.
37. If the local board insists that Rose Cottage is retained, against council advice, the implications are:
· the local board will need to find an alternative location for the building which will negatively impact the timeframes for the site works
· the local board will need to fund the relocation, upgrade and ongoing maintenance of the building
38. Land advisory have obtained support from colleagues in Parks, Sport and Recreation and Community Facilities, including the facilities manager and senior urban forest specialist for the landowner applications. Staff have advised that the improvements are significant and will increase the amenity and viability of the site for future use. The senior urban forest specialist will be recommending mitigation for any proposed tree removals and replacement planting.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
39. Devonport-Takapuna Local Board has been an integral part of and a driving force behind the holiday park lease to date.
40. The use of the reserve for the holiday park and associated camping activities is supported by the Devonport-Takapuna Local Board Plan 2020 Outcome 2: “Our range of parks, sports fields and facilities enable people to participate in a variety of social, cultural, art and recreational pursuits that improve mental and physical wellbeing” by encouraging use of open space that everyone can enjoy, close to the beach
Tauākī whakaaweawe Māori
Māori impact statement
41. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi which are articulated in council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2015-2025, the Unitary Plan and local board plans.
42. This proposal seeks to increase camping opportunities for all Aucklanders including Māori. There are no sites of value or significance to mana whenua identified in the Auckland Unitary Plan – Operative in Part in relation to the application.
43. There are no sites of value or significance to mana whenua identified in the Auckland Unitary Plan – Operative in Part in relation to the application
44. Further Iwi consultation will form part of the regulatory consenting process
Ngā ritenga ā-pūtea
Financial implications
45. Should the local board decline the landowner approval application for the lessor and lessee works, it will result in the following actions:
· delays to the redevelopment of the site will result in loss of rental and operational revenue for Auckland Council. In the event the local board makes a decision that negatively impacts council’s ability to collect rental revenue that has been budgeted for, it is likely that the board will have to cover any shortfall through its own budgets.
· the site will be transferred to Community Facilities to manage and will incur unbudgeted maintenance expenses
· Panuku will withdraw its funding for any future site works
· the timeframes for finding another suitable operator or alternative use for the site will be extended, resulting in additional costs and delays to council.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
46. If the landowner application for the lessor and lessee works is not approved, the risks are:
· Auckland Council will be unable to meet its lease obligations, the lease will be cancelled, and the site will not be developed
· the local board will need to commence further work, at its own cost, to determine use and activities on the reserve which would be contrary to the outcome of public consultation for this site
· loss of faith and confidence in the processes of council within the community, who have been advocating for a long time for the retention and upgrade of a holiday park on that site.
47. By granting landowner approval for the lessor and lessee works, the risks above are mitigated as the parties will be able to proceed with the consenting process for the redevelopment and the operator will manage the financial risks associated with this.
Ngā koringa ā-muri
Next steps
48. If the local board grants the landowner approval for the lessor and lessee works, the parties can proceed with submitting the required resource and building consent applications.
49. The following steps will be undertaken:
· the council and lessee will submit a joint resource consent for their respective site works.
· on receiving resource consent and at a mutually agreeable time, the park will close for completion of the lessor’s site preparatory works and site re-contouring by the lessee. (expected to take 3-6 months)
· the operator will seek building consent approval for the construction of the new park facilities (facilities block, cabins and office)
· on receiving building consent, the operator will complete the facilities block, power sites, a basic kitchen and office / reception area.
· holiday park re-opens for trade whilst the operator completes construction of the new accommodation units.
· the operator completes all accommodation and facilities on the site to include the kitchen / dining buildings.
· the operator completes the final landscaping, roading, sites and fencing.
50. The above timeframes cannot be quantified as they are subject to the regulatory consenting process. If the consents are required to be publicly notified, this will result in additional requirements and delays.
51. Whilst the lease provides for the parties to use best endeavors to meet their obligations in a timely manner, there is consideration for permitted delays where circumstances are beyond the control of the respective parties.
Attachments
No. |
Title |
Page |
a⇩ |
Site Preparatory Works |
17 |
b⇩ |
Takapuna Holiday Park Masterplan |
19 |
c⇩ |
Condition Report - Rose Cottage |
33 |
Ngā kaihaina
Signatories
Author |
Lucy Oliver - Commercial Property Manager |
Authorisers |
Ruth Jost – Head of Property Portfolio Marian Webb - GM Assets and Delivery Eric Perry - Local Area Manager |
Devonport-Takapuna Local Board 16 March 2021 |
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Approval For New Private Road Names For Subdivision at 199 - 201 East Coast Road, Castor Bay
File No.: CP2021/01743
Te take mō te pūrongo
Purpose of the report
1. To seek approval from the Devonport-Takapuna Local Board (the local board) to name the private road being a commonly owned access lot (COAL) within the subdivision and residential development being undertaken by Bei Yue Limited, (the Applicant), at 199-201 East Coast Road, Castor Bay.
Whakarāpopototanga matua
Executive summary
2. Auckland Council Road Naming Guidelines, (the guidelines), set out the requirements and criteria of the council for proposed road names. The guidelines state that where a new road needs to be named as a result of a subdivision or development the Applicant shall be given the opportunity of suggesting their preferred new road names for the local board’s approval 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 proposed the names presented below in order of preference for consideration by the Local Board:
· Shoreline Lane, Close, Way or Place;
· Tapātai Lane, Close, Way or Place;
· Ocean Front Lane, Close, Way or Place or
· Tahuaroa Lane, Close, Way or Place
4. The proposed road name options have been assessed against the guidelines and the Australian and New Zealand Standard, Rural and Urban Addressing, AS NZS 4819:2011 and the guidelines for Addressing in-fill Developments 2019 – LINZ OP G 01245 (the Standards). The technical matters required by those documents are considered to have been met and the proposed names are not duplicated elsewhere in the region or in close proximity. Mana Whenua have been consulted in the manner required by the guidelines.
Recommendation/s
That the Devonport-Takapuna Local Board:
a) approve the preferred road name ‘Shoreline Lane’, Close, Way or Place or the alternative name ‘Tapātai Lane’, Close, Way or Place or ‘Ocean Front Lane’, Close, Way or Place or ‘Tahuaroa Lane’, Close, Way or Place for the private road within the subdivision being undertaken by Bei Yue Limited, (the Applicant), in accordance with section 319(1)(j) of the Local Government Act 1974.
Horopaki
Context
5. The ten-lot subdivision and residential development, (Council Ref BUN60069968), was approved on 7 June 2017 and is currently under construction.
6. Site and location plans of the development can be found in Attachments A & B.
7. In accordance with the guidelines and standards, any road including private ways, COALs, and right of ways, that serve more than five lots, generally require a new road name in order to ensure safe, logical and efficient street numbering.
Tātaritanga me ngā tohutohu
Analysis and advice
8. These requirements and criteria have been applied in this situation to ensure consistency of road naming across the Auckland Region. The 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 name/s for the Local Board’s approval
9. The guidelines provide for road names to reflect one of the following local themes with the use of Maori names being actively encouraged:
· a historical, cultural, or ancestral linkage to an area; or
· a particular landscape, environmental or biodiversity theme or feature; or
· an existing (or introduced) thematic identity in the area.
10. Theme: The Applicant has chosen a suite of names they consider appropriate for the area. The English names reflect the developments proximity to the foreshore which is visible from the site and the Maori names are translations of English words associated with the foreshore.
11. In this regard the names and their relevance are as detailed in the table below:
Proposed Names |
Meaning / Background (as described by the applicant) |
Shoreline Lane, Close, Way or Place |
Reflects the developments proximity to the foreshore. |
Tapātai Lane, Close, Way or Place (alternative) |
Maori word meaning seashore, seaside, sea edge, coastline, shore. |
Ocean Front lane, Close, way or Place (alternative) |
Reflects the developments proximity to the foreshore.
|
Tahuaroa Lane, Close, Way or Place (alternative) |
Maori word meaning ocean.
|
12. Assessment: All the name options listed in the table above have been assessed by the council’s Subdivision Specialist team to ensure that they meet both the guidelines and the Standards in respect of road naming. The technical standards are considered to have been met and duplicate names are not located in close proximity. It is therefore for the local board to decide upon the suitability of the names within the local context and in accordance with the delegation.
13. Confirmation: Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable for use at this location.
14. Road types: The road types - Lane, Close, Way or Place are acceptable for the new private road.
15. Consultation: Mana whenua were consulted in line with the processes and requirements described in the guidelines. Additional commentary is provided in the Tauākī whakaaweawe Māori section that follows
Tauākī whakaaweawe āhuarangi
Climate impact statement
16. 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
17. The decision sought for this report has no identified impacts on other parts of the Council group. The views of Council controlled organisations were not required for the preparation of the report’s advice.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
18. 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
19. To aid local board decision making, the guidelines include an objective of recognising cultural and ancestral linkages to areas of land through engagement with mana whenua, particularly through the resource consent approval process, and the allocation of road names where appropriate. The guidelines identify the process that enables mana whenua the opportunity to provide feedback on all road naming applications and in this instance, the process has been adhered to.
20. On 10 February 2021, 12 mana whenua groups with an interest in the general area were contacted by Council on behalf of the applicant, through the Resource Consent Department’s Central Facilitation process, as set out in the guidelines.
21. By the close of the consultation period one response was received from Ngāti Whātua Ōrākei whom deferred to other iwi. No other replies were received. Dependent on the scale of the development and its level of significance not all road naming applications receive comments from mana whenua.
Ngā ritenga ā-pūtea
Financial implications
22. The road naming process does not raise any financial implications for the Council.
23. 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
24. 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
25. Approved road names are notified to Land Information New Zealand which records them on its New Zealand wide land information database which includes street addresses issued by councils.
Attachments
No. |
Title |
Page |
a⇩ |
199 - 201 East Coast Road Castor Bay - Scheme Plan of Subdivision |
69 |
b⇩ |
199 - 201 East Coast Road - Locality Map |
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 16 March 2021 |
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Renewal and variation of the community lease to Belmont Park Bowling Club Incorporated and agreement to lease and deed of additional premises to Belmont Park Racquets Club Incorporated at Belmont Park, 46 Roberts Avenue, Bayswater
File No.: CP2021/01829
Te take mō te pūrongo
Purpose of the report
1. To grant a renewal of the community lease with a variation for the surrender of part of the area leased to Belmont Park Bowling Club Incorporated at 46 Roberts Avenue, Belmont Park, Bayswater.
2. To grant an agreement to lease and lease for additional premises to Belmont Park Racquets Club Incorporated for the land surrendered by the bowling club.
Whakarāpopototanga matua
Executive summary
3. Belmont Park Bowling Club Incorporated (bowling club) holds a community lease at 46 Roberts Avenue, Belmont Park, Bayswater.
4. The original lease agreement, granted by the former North Shore City Council, commenced on 1 May 2009. The lease provides for an initial term of 10 years with one right of renewal for a further 10 years. Final expiry with all renewals is 30 April 2029.
5. The initial term expired on 30 April 2019 and is rolling over on a month-by-month basis.
6. The bowling club are exercising their right of renewal and have applied to renew their lease. The building and improvements on the site are owned by the club.
7. Staff have met with representatives of the group to address the second bowling green area. This is currently being under-utilized and the bowling club does not have sufficient funds for its continued maintenance. Consequently, the bowling club has elected to request a surrender of the second bowling green area and associated building(s).
8. The neighboring Belmont Park Racquets Club Incorporated (racquets club) has expressed interest in taking over the second bowling green area and buildings and utilizing the space for additional courts. A comprehensive strategic plan prepared by the club has been submitted to support this request.
9. This report recommends that the Devonport-Takapuna Local Board grants a renewal with a variation for the surrender of part of the community lease to Belmont Park Bowling Club Incorporated and grant an agreement to lease and deed of additional premises to the Belmont Park Racquets Club for the land and buildings surrendered by the bowling club.
Recommendation/s
That the Devonport-Takapuna Local Board:
a) grant the final renewal of the community lease to Belmont Park Bowling Club Incorporated with a variation to affect the surrender of part of the lease area at 46 Roberts Avenue, Belmont Park, Bayswater described as Lot 104 Deposited Plan 37877 and contained in NA1119/22 on the following terms and conditions:
i) term – 10 years commencing 1 May 2019, with no further right of renewal with final expiry 30 April 2029
ii) rent - $1.00 plus GST per annum, if demanded
iii) the lease area being part surrendered as shown on (Attachment A) to be recorded in the deed of renewal and variation
iv) note all other terms and conditions be in accordance with the original lease agreement dated 1 May 2009.
b) grant, subject to public notification and iwi engagement, an agreement to lease, to Belmont Park Racquets Club Incorporated for an area compromising approximately 1907m2 (more or less) at 46 Roberts Avenue, Belmont Park, Bayswater as identified on Attachment B, subject to the following terms and conditions:
i) that the club has until 31 July 2023, to meet the terms and conditions of the agreement to lease including seeking sufficient funds to undertake the project, obtaining resource, building and other approvals, and undertaking the development works
ii) provided the terms and conditions of the agreement to lease are satisfied, grant a deed of additional premises over the area described in Attachment B on the same terms and conditions as the lease held by the club dated 1 April 2016
iii) note all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines 2012.
Horopaki
Context
10. This report considers a lease renewal and variation to Belmont Park Bowling Club Incorporated and an agreement to lease and a lease for additional premises to Belmont Park Racquets Club Incorporated at 46 Roberts Avenue, Belmont Park, Belmont.
11. The Devonport-Takapuna Local Board is the allocated authority relating to local, recreation, sport, and community facilities, including community leasing matters.
Tātaritanga me ngā tohutohu
Analysis and advice
Land and lease
12. Belmont Park Bowling Club Incorporated currently leases approximately 4089 square meters of land at Belmont Park which is classified as recreation reserve, owned by Auckland Council. The land is legally described as Lot 104 Deposited Plan 37877 and contained in NA1119/22.
13. The current lease area to the bowling club is for the footprint of the clubrooms and the two bowling greens with ancillary buildings that were the former women’s bowling clubrooms.
14. The club does not need nor do they have the resources to continue to maintain the second greens area. Varying the lease to record the surrender this greens area will decrease the lease area to approximately 2,182m2. The surrendered lease area is represented by the area marked A and outlined in red on Attachment A.
Belmont Park Bowling Club Incorporated
15. The bowling club owns the building and improvements on site. The facility is maintained to a high standard. In recent years, the club has spent approximately $50,000 on replacing one of the greens and on general building maintenance.
16. The club is responsible for ongoing maintenance of the building and improvements.
17. The current club membership consists of 45 playing members, as well as several casual players. There are two registered coaches to help players at all levels.
18. The club provides their operating costs through membership fees, bar sales, grants, fundraising and hireage of the facilities to the community for events.
Relinquishing the second greens area
19. The bowling clubs current lease area includes two bowling greens. The second bowling green is no longer being utilised by the group and has not been maintained for this reason and because of limited financial resources. The bowling club only has sufficient use for and funds for the continued maintenance of one bowling green.
20. The former women’s bowling clubroom buildings located on the land to be surrendered is currently utilised for storage purposes. SeniorNet who previously used the building has relocated to the racquets club building.
21. During a site visit with representatives of the bowling club, the group indicated that there was no longer a need for a second green or the buildings under its current operations and the continued maintenance is a drain on club financial resources.
22. With its current membership numbers, the bowling club can continue to operate and fulfil its purpose of providing space for its members with the one bowling green.
23. The neighbouring Belmont Park Racquets Club Incorporated (racquets club) has expressed its interest in a community lease of the areas and buildings to be surrendered by the bowling club, to expand its facilities by developing more tennis to meet the demand for racquet sports in the community.
Renewal of lease and variation to Belmont Bowling Club Incorporated
24. Under the lease provisions, a renewal must be granted if the following conditions are met:
i) The club has complied with the conditions in the operative lease and is not in breach thereof.
ii) The club has provided the requisite written notice to renew the lease.
iii) There is continued and sufficient need for the club to use the premises, and that in the public interest, the premises are not required for any other purpose.
25. Staff have assessed the Belmont Park Bowling Club’s renewal application, conducted a site visit, and found that:
i) The club’s inability to maintain the second greens, the associated buildings and address the deteriorating fence surrounding the lease area is indicative that the club does not have sufficient funds to hold a lease for the entire site.
ii) Given the decline of the sport and membership numbers, there is currently not a sufficient need for two bowling’s greens. The second greens area can be repurposed for other recreational activities, such as squash/tennis courts as expressed in the neighbouring racquets club proposal discussed further in this report.
26. Research and statistics provided by Bowls New Zealand, indicates that for a bowling green to be sustainable it requires approximately 85-110 members per green. As aforementioned, the bowling club currently has a membership of 45 members, this does not include casual players.
27. Due to the intensification of housing in the area there is potential for membership growth in the future which can be accommodated with the one green. With its current membership numbers, the bowling club can continue to fulfill its purpose of providing a venue for its members with the single bowling green.
28. At a special general meeting held by the bowling club on 23 March 2019, a renewal of their lease and surrender of the second bowling greens was discussed. Members voted to surrender the second greens area and buildings. This decision was confirmed at a meeting of the Board of Belmont Park Bowling Club on 21 July 2020.
29. Notice of the decision was provided to council staff on 17 December 2020. The bowling club advised council they were working towards the sale and removal of the buildings associated with the second bowling greens, however there was no interest in the sale and purchase of buildings.
30. SeniorNet was a community group that informally occupied the clubrooms on the land to be surrendered.
31. Belmont Park Racquets Club Incorporated worked with representatives of SeniorNet to allow SeniorNet to continue their activities from the racquets club main building. In December 2020, SeniorNet relocated to the Belmont Park Racquets Club clubrooms.
32. Council staff have reviewed the agreement between SeniorNet and the racquets club which assures the accommodation of the group and their equipment in the main racquets club building.
Belmont Park Racquets Club Incorporated & redevelopment proposal
33. Belmont Park Racquets Club Incorporated has expressed interest in a community lease for the land and buildings being surrendered by the bowling club. The racquets club intends to expand its facilities by developing more tennis and squash courts to meet the demand for racquet sports in the community.
34. The racquets club have submitted a comprehensive strategic plan, and an asset maintenance and management plan, to support the need for additional facilities.
35. The proposed development is for an extension of the racquets club building to provide more indoor squash courts and the provision of additional tennis courts. This extension of the building is over area occupied by tennis courts and these will be replaced by the additional courts to be developed on the area being surrendered by the bowling club.
36. The proposed development includes the removal of the buildings formerly occupied by the bowling club and removal and renovation of the fences surrounding the area. The racquets club will meet the cost of these works as part of their development.
37. The new development is supported by Squash Auckland and Tennis Northern; both organisations have provided letters indicating the growth of both sports and the demand for additional facilities in the area.
38. Over the last three years the racquets club has seen a consistent growth in its membership numbers. In 2020, the racquets club has seen its membership grow 12% to just over 500 members. By redeveloping on the land surrendered by the bowling club, the racquets club will be able to provide an additional three tennis courts.
39. The racquets club has requested an agreement to lease to undertake the redevelopment of the site. An agreement to lease records what the club must perform such as fundraising, getting the required resource, building and other approvals, and to undertake the physical works.
40. Subsequently, if the terms of the agreement to lease are met a lease deed of additional premises will be provided. This extends the terms of the current racquets club lease to the added area.
41. The racquets club lease commenced 1 April 2016 for an initial term of 10 years with two rights of renewal of 10 years each. Final expiry of the lease is 31 March 2036.
42. The club has estimated it will take until 31 July 2023 to undertake the requirements of an agreement to lease. Provided the criteria of the agreement to lease are satisfied the community lease of additional premises will commence thereafter.
Expressions of Interest process
43. Where a building and/or community lease land becomes vacant, it is typically recommended council staff undertake an Expressions of Interest process. This involves advertising the vacant space via local newspaper and holding site visits with prospective community groups. However, where there is a suitable group is identified, local boards have the discretion to forego seeking Expressions of Interest.
44. Part of an Expressions of Interest process includes Council undertaking a building assessment and land contamination report. Such assessments would incur costs to council.
45. However, as the land to be surrendered is landlocked, the classification of the land as a recreation reserve and the interest that has been shown by Belmont Park Racquets Club Incorporated for several years to develop the land; Auckland Council staff recommend that the local board forego an expression of interest in this instance.
Public notification and iwi engagement
46. Belmont Park is classified as a recreation reserve under the Reserves Act. As there is no operative Reserve Management Plan for Belmont Park, any new lease granted is subject to public notification and iwi engagement with iwi identified as having an interest in the area.
47. An advertisement will be placed in the North Shore Times, and on councils website advertising the local board’s intention to grant an agreement to lease and deed of additional premises to Belmont Park Racquets Club Incorporated.
Tauākī whakaaweawe āhuarangi
Climate impact statement
48. The impact of the recommended decision on greenhouse gas emissions is “no impact” because the proposal continues an existing activity and does not introduce any new sources of emissions. The surrendered land is proposed to be repurposed to deliver on more recreational activities.
49. Climate change is unlikely to impact the activities of the sports clubs at the park, owing to its locality Belmont Park is not within a 1-in-100 years flood zone, or adjacent to the sea, a river or surface flooding.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
50. The lease renewal to the bowling club and the proposed agreement to lease and deed of additional premises has been discussed with Parks, Sports & Recreation. Staff are supportive of the renewal and variation of lease area to the bowling club and the extension of lease area and redevelopment proposal by the racquets club.
51. The proposed renewal and variation of lease has no other identified impacts on parts of the council group. The views of other council-controlled organisations were not required for the preparation of this report’s advice.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
52. The recommendations in this report fall within the local board’s allocated authority relating to local, recreation, sports, and community facilities.
53. The lease renewal and proposed variation to the bowling club is an item on the Devonport-Takapuna Local Board Community Lease Work Programme 2020/21.
54. Additionally, it is proposed the local board consider the surrender of land and associated buildings to the racquets club on the basis the racquets club is accepting the land and buildings in their current state for repair and are redeveloping the area as described in the report at no cost to council.
55. The lease renewal, variation to surrender by the bowling club and redevelopment proposal by the racquets club was discussed with the local board at a workshop held in May 2020. The board were supportive, subject to:
i) confirmation from Belmont Park Bowling Club Incorporated of their decision to relinquish the second bowling greens and associated building and
ii) finding an appropriate location to accommodate SeniorNet.
56. The recommendations support the Devonport-Takapuna Local Board Plan 2020 Outcome 2: Park, facilities and open spaces, Outcome 3: Community participation and wellbeing and Outcome 5: Opportunity, prosperity, and growth.
Tauākī whakaaweawe Māori
Māori impact statement
57. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligation and fall within a local government Tamaki Makaurau context.
58. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, 2018-2028 Long-term Plan, Unitary plan, and Local Board Plans. The purpose of community leases is to encourage participation and create local benefits for all.
59. Iwi engagement will be undertaken in relation to the agreement to lease and lease of additional premises to the racquets club.
Ngā ritenga ā-pūtea
Financial implications
60. All costs involved in the preparation of the lease renewal documents are borne by Community Facilities.
61. There are no significant cost implications for the board with the surrender of the bowling club area and with the Belmont Park Racquets Club developing the area. The racquets club will meet all the costs relating to the development.
62. Advertising costs for the public notification are borne by Community Facilities.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
63. As provided in the original lease dated 1 May 2009, council is required to grant the renewal as the club has met the criteria for renewal. If the Devonport-Takapuna Local Board resolves not to grant the club its final right of renewal, its decision may materially affect the club’s ability to undertake its core activities.
64. The variation of the lease to reduce the lease area will provide opportunity to develop facilities for racquets sports, as proposed by the Belmont Park Racquets Club Incorporated.
65. There is a risk if the surrender proposal by the Belmont Park Racquets Club Incorporated is not approved that responsibility for the assets may become a council liability if the club is unable to continue to maintain them.
66. If the local board decides not to grant an agreement to lease and deed of additional premises to Belmont Park Racquets Club Incorporated, council may inherit the redundant building and there will be impacts on the following area:
iii) Area Operations – there will be increased and ongoing maintenance responsibility, which will incur costs
iv) Local Board CAPEX renewal budgets – should the assets inherited require works to bring up to standard for occupation by incoming groups
v) Asset Management – asset and asbestos assessment reports may be required if the buildings are repurposed in the future and council may be responsible for remedial works to allow the building use.
67. If the Local Board grants an agreement to lease and lease for additional premises to the racquets club, the racquets club have advised they will remedy any defective assets remaining on site as part of the redevelopment.
Ngā koringa ā-muri
Next steps
68. Subject to the granting approval of the lease renewal and variation, staff will work with Belmont Park Bowling Club Incorporated to finalise the deed of renewal and variation.
69. Staff will publicly notify Auckland’s Council intention to grant an agreement to lease and deed of additional premises to the Belmont Park Racquets Club Incorporated.
70. Subject to no objections being received through public notification and iwi engagement, staff will work with Belmont Park Racquets Club Incorporated, to finalise an agreement to lease and deed of additional premises.
Attachments
No. |
Title |
Page |
a⇩ |
Renewal and variation for surrender part lease area to Belmont Park Bowling Club Incorporated |
81 |
b⇩ |
Proposed area for an agreement to lease and deed of additional premises to Belmont Park Racquets Club Incorporated. |
83 |
Ngā kaihaina
Signatories
Authors |
Deepal Chand - Community Lease Specialist |
Authorisers |
Kim O’Neill - Head of Stakeholder and Land Advisory Eric Perry - Local Area Manager |
Devonport-Takapuna Local Board 16 March 2021 |
|
Devonport-Takapuna Local Board Transitional Rates Grants
File No.: CP2021/02260
Te take mō te pūrongo
Purpose of the report
1. To note that the transitional rates grants are ending on the 30th of June 2021.
2. To decide the next steps for the transitional rates grants allocated to groups in the Devonport-Takapuna Local Board area.
Whakarāpopototanga matua
Executive summary
Overview of transitional rates grants
3. At the end of the 2017/2018 financial year the council removed the legacy rates remission schemes carried over from the legacy councils. These schemes provided community and sporting groups in some parts of Auckland with property rates relief. In the 2019/2020 financial year community groups located on maunga were also added to the transitional rates grant scheme.
4. To minimise the impact on the recipients of these schemes, the Governing Body provided transitional rates grants for three years, from the 2018/2019 financial year ending on 30 June 2021. These grants were available automatically on the same terms as the original legacy remission schemes. Recipients of the grants were notified in the 2017/2018 financial year that the scheme would be limited to three years.
5. Budgets for local grants (including inflation) was allocated to local boards for 10 years so local boards could eventually integrate them into their community support programme. As the transitional rates grants are automatically distributed, local boards do not currently have authority to make decisions on the use of these funds. An amount of $60,000 was paid to seven organisations in the Devonport-Takapuna local board area in the 2020/2021 financial year. Details of these grants are in Attachment A to the report.
· let the grants end, and reallocate the budget
· amend their grants programme criteria to enable rates grants to continue on a temporary or permanent basis.
7. All seven of the grants made in the Devonport-Takapuna area provide a material level of support to local community organisations, and the impact of their removal is unclear.
8. If the local board wishes to continue to support existing beneficiaries and enable integration of community rates funding into their grants programme they should:
· amend their grants programme criteria to enable rates grants to continue for any high value grants the local board consider are broadly aligned with the local board’s community funding strategy. This can be done when the local board review its grants programme criteria in April/May.
· retain the budget for these grants in the Asset Based Services (ABS) budget as a separate line item. This enables the grants to be considered as part of the Governance Framework Review of funding for asset-based services.
Recommendation/s
That the Devonport-Takapuna Local Board:
a) note that transitional rates grants are ending 30 June 2021
b) note that the local board retains the budget for the transitional rates grants as Asset Based Services (ABS) budget as a separate line item, with discretion over its future allocation. This will enable the grants to be considered as part of the Governance Framework Review on funding for asset-based services.
c) agree to continue the transitional rates grants for the 2021/2022 financial year during which period staff will report back to the local board with more information on the recipients and these grants will be reviewed prior to the adoption of the 2022/2023 Local Board Agreement.
d) agree that rates grants paid out in future will be calculated by applying the average rates increase to the previous year’s grants.
e) agree in principle to amend its discretionary community grants programme criteria for the 2021/2022 financial year to enable the rates grants to continue for the financial year 2021/2022.
f) request the above resolutions be forwarded to the community grants team for consideration prior to the development of the local board’s 2021/2022 community grants criteria.
Horopaki
Context
9. Transitional rates grants replaced rates remission schemes (Attachment B) for community organisations that were inherited from Franklin District Council (FDC), North Shore City Council (NSC), Rodney District Council (RDC) and Auckland Regional Council (ARC). The district and city council schemes were only available to properties within the relevant former district. The regional scheme was only available to properties not covered by a district or city council scheme.
11. The removal of legacy rates remissions and options for transition were consulted on alongside the 10-year Budget 2018-28. Following consideration of feedback (Attachment C) from remission recipients, local boards and the general public, the Governing Body decided to remove the legacy remissions, and introduce a transitional grants scheme for three years, ending 30 June 2021. Under the criteria agreed by the Governing Body, grants were automatically available to organisations that:
· received a legacy rates remission for community organisations in the 2017/2018 financial year
· continued to meet the criteria and conditions of the original remission scheme.
12. The amount of support provided by the grants was determined by the original remission scheme. Each scheme offered differing amounts of support. The district and city council schemes remitted 50 to 100 per cent of the rates, while the regional scheme provided five to 10 per cent of the general rates.
Transitional Rates Grants
13. In the 2020/2021 financial year, 169 local transitional rates grants were made to 104 local organisations. The total value of these grants was $400,000. Of these, 66 grants are less than $500, and are paid as a credit to the rate account for the qualifying property. The remaining 103 grants are paid directly to the bank account of the beneficiary.
14. The Devonport-Takapuna Local Board hold seven transitional rates grants. Six of these grants are made under the criteria of the North Shore City scheme, and one is a maunga property. The grants range from $3,200 to $11,100 and pay between 85 and 100 per cent of the rates for the qualifying property. Details of Devonport-Takapuna transitional rates grants paid in the 2020/2021 financial year are provided in Attachment A.
Tātaritanga me ngā tohutohu
Analysis and advice
15. All recipients of the rates transition grants were advised that the grants were limited to three years. At the end of the scheme recipients are to be advised of any other options for support, such as local and regional grants programmes.
16. Staff recognise that in some cases recipients may not be fully prepared for the end of the transition grants scheme and/or that local boards may wish to provide for further support. Two options for this are set out below and assessed against the following criteria:
· managing impact for recipients
· administration cost.
Options
17. Staff did not consider retaining the transitional rates grants in their current form. The transition rates grants process consumes significant administrative resource. This includes rates specialists to manually calculate grants amounts. Resource for this work is no longer available in the rates team.
Option one: Status quo: grants end and recipients may seek support through existing grants programmes.
Option two: amend Devonport-Takapuna Local Board grants programme: to enable rates grants to continue on a temporary or permanent basis using a simplified grants process.
Under both options the local board retains the budget under Asset Based Services operational (opex) budget. The funds cannot be reallocated to LDI opex budget due to Local Board Funding Policy limitations but can be used to top-up LDI opex work programmes.
18. The Devonport-Takapuna local board’s current grant programme does not identify assistance with rates as a criteria or priority. If the local board decides to retain the transitional rates grant in some form the local board’s grant programme will need to be updated to set the criteria for this grant. This can be part of the local board’s review of the grant programme in April.
Managing the impact on recipients
19. Devonport-Takapuna transitional rates grants may provide a significant level of support to the recipient organisations. The impact of Option one on recipients is unclear.
20. Option two minimises any impact on current recipients by retaining the grants for a further period of time. Retaining the grants on a transitional basis also provides the local board with additional time to consider the future of the grants.
21. As this funding would sit within the Community Services Asset Based Services operational budget, it will be considered as part of the Governance Framework Review.
Administration cost
22. Option one has no associated administration cost.
23. Option two will require administrative resource, although significantly less than before, as only the high value grants will remain. The grants team is able to administer rates grants within their current resources if in future the grants are calculated by applying the average rates increase to the previous year’s grants.
Conclusion
24. Administration costs are lower for option one but the impact on recipients of grants is unclear. Option two mitigates the impact on recipients of grants while grants continue to be offered. This option can be undertaken within current council resourcing if the grants are simplified as proposed above.
25. The decision on whether to continue to offer rates grants belongs with the local board. If the local board wishes to continue to support recipients on a temporary or permanent basis then it can amend its grant criteria when the local board’s grant programme is reviewed in April/May.
Local board budgets
26. The funding for transitional rates is currently held and will remain as Asset Based Services (ABS) budget. The amount of budget allocated to each local board is a function of the value of rates remitted in each local board area under the legacy remission schemes.
27. If transitional rates grants are to be continued, funding should be retained in the Asset Based Services budget under Community Services group of activities. This ensures there is no impact on the local board’s Locally Driven Initiative budget allocation. This approach also enables these grants to be included in the equity-based funding allocation being considered by the Governance Framework Review. Local boards will retain decision making responsibility for these grants.
28. If transitional rates grants are removed, the associated funding is available to the local board for reallocation. While these funds will remain within the ABS budget, they can be used to support Local Discretionary Initiatives (LDI) such as the local board’s community grants programme without impacting on LDI budget allocations.
Tauākī whakaaweawe āhuarangi
Climate impact statement
29. The effects of climate change were not a consideration when the existing transitional rates grants established. Integrating the transitional rates grants into the local boards community grants programmes will enable local boards to consider climate impacts in the future application of these funds.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
30. The decision sought for this report has no identified impacts on other parts of the council group. The views of council controlled organisations were not required for preparation of this advice.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
31. This report advises the local board of their options now that the transitional grants scheme is ending. The local impacts of the proposal are set out in the report.
Tauākī whakaaweawe Māori
Māori impact statement
32. No Māori organisations are receiving funding through the transitional rates grants. Māori land is eligible for support under the Rates remission for Māori freehold land policy. This policy is not under review.
Ngā ritenga ā-pūtea
Financial implications
33. The financial implications are set out in the report. The Devonport-Takapuna Local Board has $60,000 in transitional rates grants budget that it can reallocate. All seven of the grants held by the local board provide a significant level of support to the recipients. The local board can opt to amend its grant programme to continue the grants to minimise impacts to recipients
34. If the local board decide not to continue the grants they can reallocate the budget through the work programme process.
35. The budget will continue to be held as Community Services ABS operating expenditure and the use of these funds will be included in the equity-based funding allocation being considered by the Governance Framework Review.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
36. Removal of transitional rates grants may cause hardship for some organisations. This report advises the local board of the options available to them to manage any impacts.
Ngā koringa ā-muri
Next steps
37. If the local board choose to retain some or all of its grants then it will need to amend its grant programme criteria to include rates grants. This can be completed in April 2021 as part of the annual review of local boards grant programmes
38. A letter will be issued to all recipients of transitional rates grants informing them of the changes and any future options for support as appropriate.
39. Decisions on future allocation of the funds for transitional rates grants can be made through the local board’s budgeting process.
Attachments
No. |
Title |
Page |
a⇩ |
Local Transitional Rates Grants Devonport-Takapuna |
91 |
b⇩ |
Legacy Rates Remission Schemes |
93 |
c⇩ |
Local Boards and Rural Advisory Panel Feedback on the Rates Remission and Postponement Policy proposal from 2018 |
105 |
Ngā kaihaina
Signatories
Authors |
Beth Sullivan - Principal Policy Advisor Jestine Joseph – Lead Financial Advisor David rose - Lead Financial Advisor |
Authorisers |
Ross Tucker - GM Financial Strategy and Planning Eric Perry - Local Area Manager |
Devonport-Takapuna Local Board 16 March 2021 |
|
2021 Local Government New Zealand Conference and Annual General Meeting
File No.: CP2021/02056
Te take mō te pūrongo
Purpose of the report
1. To endorse the process for appointing elected members to attend the Local Government New Zealand (LGNZ) conference taking place from 15 to 17 July 2021, appoint delegates to the Annual General Meeting (AGM) and provide process information regarding remits and awards.
Whakarāpopototanga matua
Executive summary
2. The 2021 LGNZ Conference will be held at the ASB Theatre Marlborough, Blenheim from 15 to 17 July 2021. The conference programme is appended as Attachment A.
3. Due to reductions in the Emergency Budget (current financial year) and risks associated with uncertainty of alert levels during the COVID-19 pandemic, the number of members who will be able to attend the LGNZ conference this year is limited.
4. After considering a number of options (detailed in attachment B), staff recommend an option that enables a representative Auckland Council delegation to be funded from the reduced budget as follows:
· elected members with a formal role as Auckland Council representatives to LGNZ
· six additional local board members to be selected from the local board clusters.
5. The estimated cost of attending the conference (registration, travel and accommodation) is $2,410 per person, bringing the total for the recommended option to $38,560.
6. As in previous years, elected members may use their Individual Development Budget (IDB) allocation to attend the conference. The IDB allocation has also been reduced under the Emergency Budget to $1,500 per member per electoral term. It is therefore not sufficient to cover the total cost of a member’s attendance. Members who wish to take up this opportunity would need to cover the shortfall themselves, approximately $900.
7. Auckland Council is entitled to four delegates at the AGM. These delegates are appointed by the Governing Body. Staff recommend that the four delegates include Mayor Phil Goff (as presiding delegate), Chief Executive Jim Stabback, and up to two other Auckland Council conference attendees.
8. The adoption of remits at the AGM and the 2021 LGNZ Excellence Awards are elements of this event. This report outlines the Auckland Council process for deciding Auckland Council remits and council positions on the conference remit, as well as a consolidated process for Auckland Council entries to the awards. The LGNZ Auckland Zone meeting, which is attended by representatives of local boards and the governing body is the forum that will coordinate these discussions.
Recommendation/s
That the Devonport-Takapuna Local Board:
a) note the budget constraints in the current financial year and the recommended process for the appointment of attendees and delegates to the Local Government New Zealand 2021 Conference and Annual General Meeting in Blenheim from 15 to 17 July 2021
b) endorse the selection of one local board representative per cluster through the Local Board Chairs’ Forum and agree to put nominations for cluster representatives through the local board chair for consideration at their April 2020 meeting.
c) note the process to submit remits to the Annual General Meeting and entries for the 2021 Local Government New Zealand Excellence Awards has been communicated to elected members on 2 March 2021
d) confirm that conference attendance including travel and accommodation will be paid for in accordance with the current Auckland Council Elected Member Expense Policy
e) note that all local board members who are appointed to attend the conference will be confirmed to the General Manager Local Board Services by 15 April 2021 at the latest to ensure that they are registered with Local Government New Zealand
f) note that any member who wishes to attend the conference using their Individual Development Budget (IDB) allocation will need to subsidise the cost and must contact the General Manager Local Board Services by 8 April 2021 to make the necessary arrangements.
g) note that the Governing Body will be appointing delegates to the 2021 LGNZ Annual General Meeting at their 25 March 2021 meeting, with the recommendation being to appoint Mayor Phil Goff as presiding delegate, and to appoint Chief Executive Jim Stabback and up to two other Auckland Council conference attendees as delegates.
h) note that conference attendees can attend the 2021 Local Government New Zealand Annual General Meeting in an advisory capacity provided their names are included on the Annual General Meeting registration form, which will be signed by the mayor.
Horopaki
Context
9. LGNZ is an incorporated society of local government organisations whose primary objective is to represent and advocate for the interests of local authorities in New Zealand. LGNZ champions policy positions on key issues that are of interest to local government and holds regular meetings and events throughout the year for members. The schedule of meetings includes an annual conference and meetings of local government geographical clusters (known as LGNZ zones) and sectors.
10. LGNZ is governed by a National Council made up of representatives from member authorities as outlined in the constitution. Some of its work is conducted through committees and working groups which include representatives from member authorities.
11. Elected members who have been formally appointed to LGNZ roles including members who are involved in advisory groups are:
LGNZ role |
|
Mayor Phil Goff |
National Council representative for Auckland Auckland Council representative on the Metropolitan Sector Group |
Councillor Pippa Coom
Local Board Chair Richard Northey |
National Council representative for Auckland (appointed by Governing Body) and co-chair of the Auckland Zone National Council representative for Auckland (appointed by local boards) and co-chair of the Auckland Zone |
Deputy Mayor Bill Cashmore |
Auckland Council representative on Regional Sector |
Councillor Alf Filipaina |
Auckland Council representative on Te Maruata Roopu Whakahaere |
Local Board Member Nerissa Henry |
Auckland Council representative on Young Elected Members |
Councillor Angela Dalton Local Board Deputy Chair Danielle Grant |
Auckland Council representatives on Governance and Strategy Advisory Group |
Councillor Richard Hills Local Board Member Cindy Schmidt |
Auckland Council representatives on Policy Advisory Group |
Auckland Zone
12. LGNZ rules were amended in 2019 to allow Auckland Council, with its unique governance arrangements, to be set up as its own Zone, rather than be part of LGNZ Zone 1 with Northland councils.
13. Auckland Zone meetings are scheduled on a quarterly basis. These meetings are co-chaired by the two Auckland representatives appointed to the LGNZ National Council by the Governing Body (Councillor Pippa Coom) and local boards’ (Chair Richard Northey) and attended by appointed representatives of local boards and members of the Governing Body.
14. The meetings of Auckland Zone are open to all elected members. The zone meetings receive regular updates from LGNZ Executive as well as verbal reports from Auckland Council elected members who have an ongoing involvement with LGNZ.
15. The zone meetings provide an opportunity for council to have discussions across governing body and local boards on joint advocacy issues including remits and other shared priorities that fall within LGNZ’s mandate.
LGNZ Annual conference and AGM 2021
16. The 2021 LGNZ conference and AGM will be held at the ASB Theatre Marlborough, Waiharakeke Blenheim, from 15 to 17 July 2021.
17. This year, the conference programme has the theme “Reimagining Aotearoa from community up”. The programme is available online on the LGNZ website and is appended as Attachment A.
18. The AGM takes place on the last day of the conference from 9.30am to 12.30pm. The LGNZ constitution permits the Auckland Council to appoint four delegates to represent it at the AGM, with one of the delegates being appointed as presiding delegate.
19. Due to the restriction following the COVID-19 crisis, the 2020 conference was postponed and Auckland Council only sent two delegates to the AGM. The two delegates who attended the AGM via remote/electronic attendance were Mayor Phil Goff and Councillor Pippa Coom.
20. In addition to the official delegates at the AGM, LGNZ allows conference participants to attend the AGM as observers but requires prior notice. Nominated attendees to the conference will be invited to register as observers to the AGM.
Remits (for consideration at the AGM 2021)
21. LGNZ invites member authorities to submit remits for consideration at the AGM on 17 July 2021 and entries for consideration for the LGNZ Excellence Awards, to be announced at the conference dinner on 16 July 2021.
22. Proposed remits should address only major strategic ‘issues of the moment’. They should have a national focus, articulating a major interest or concern at the national political level. They should relate to significant policy issues that, as a council, we have not been able to progress with central government through other means.
23. On 2 March 2021, elected members were sent detailed information inviting proposals for remits to be discussed at the Auckland Zone meeting on 12 March 2021. Remits that are agreed on at the zone meeting will be submitted by the due date.
24. The June 2021 meeting of the Auckland Zone will review all the remits that will be discussed at the AGM with a view to recommending a council position that the Auckland Council delegates will advocate at the AGM.
LGNZ Excellence Awards 2021
25. LGNZ also invites member authorities to submit entries for consideration for the LGNZ Excellence Awards, to be announced at the conference dinner on 16 July 2021.
26. The LGNZ Excellence Awards recognise and celebrate excellent performance by councils in promoting and growing the well-being of their communities. The awards are judged on a combination of general and specific criteria, incorporating best practice and components from the CouncilMARK™ excellence programme’s four priority areas. The awards categories for 2021 are:
· Creative New Zealand EXCELLENCE Award for Cultural Well-being
· Martin Jenkins EXCELLENCE Award for Economic Well-being
· Air New Zealand EXCELLENCE Award for Environmental Well-being
· Kāinga Ora Homes and Communities EXCELLENCE Award for Social Well-being
· In addition, one or more individuals will be awarded the Te Tari Taiwhenua Internal Affairs EXCELLENCE Award for Outstanding Contribution to Local Government, and Fulton Hogan will also select the Local EXCELLENCE Award from among the finalists.
27. The email to elected members on 2 March 2021 also outlined detailed information inviting potential awards entries to be discussed at the Auckland Zone meeting on 12 March 2021 so that entries from Auckland Council can be coordinated.
Tātaritanga me ngā tohutohu
Analysis and advice
Overall costs per attendee
28. The estimated total cost of attendance to the conference is $2,410 per person, distributed as follows (all costs are GST inclusive):
$1,400 |
|
Accommodation* @ $190 per night x 3 nights |
$570 |
Flights** |
$280 |
Miscellaneous*** |
$160 |
Total |
$2,410 |
* based on average cost of Blenheim hotels.
** flights may range from $49 one way (take on bag only) to $199 for a 5pm flight (with a checked bag). $280 is as per 2020 budgeting.
*** for travel to and from airport and reasonable daily expenses under the EM Expenses policy
Options
29. Staff considered several options (Attachment B) that ensure a fair balance of representatives across the governing body and local boards while keeping within budget. The key considerations that were applied to selecting the staff preferred option are:
a. the available budget for the LGNZ conference attendance is only $40,000
b. the cost of attendance per person (registration, travel, accommodation) is estimated at $2,410
c. with the uncertainty to public events and gatherings posed by the ongoing COVID-19 pandemic, there is a possibility the COVID-19 alert levels may not be favourable in July 2021. If this is the case, cancellations will not recoup all monies spent. Staff estimate that although this risk may be lower in July, it will continue to exist
d. ensure fair representation from local boards given the inability to accommodate 21 representatives
e. empowering elected members who have a formal involvement with LGNZ to be prioritised for attendance to maximise their ongoing contributions on behalf of Auckland Council
30. Staff recommend Option B which will cost $38,560 and fund attendance of 16 elected members including:
· all members who have been formally appointed or nominated to LGNZ National Council, subsidiary bodies and advisory groups (10 members)
· a representative from each of the 6 local board clusters – North, South, West, Central, Islands and Rural (6 members).
31. This is not the cheapest option but is the one that enables a wider representation from local boards. The more expensive options which allow for one representative per local board cannot be accommodated as it will exceed the available budget.
32. Local boards have an existing method for choosing a limited number of representatives. This approach utilises informal cluster groups based on geographic locations and unique characteristics (North, South, West, Central, Island, Rural) and involves local board chairs liaising with and agreeing with others in their cluster on their representative.
33. There is an opportunity to select local board representatives using this methodology at the Local Board Chairs’ Forum on 12 April 2021.
Use of IDB to fund additional attendees
34. Elected members who wish to attend the LGNZ conference and are not nominated or appointed can still attend using their IDB. As IDB entitlements are $1500 per elected member per term and the cost of attendance is approximately $2410, these elected members will need to meet the cost difference.
35. It is recommended that elected members who wish to attend and can pay the difference are included in the group booking for accommodation and travel. Any elected member who wishes to take up this opportunity is encouraged to liaise further with the Kura Kāwana team.
36. LGNZ are working on introducing some form of virtual attendance to the conference but the details are still to be confirmed.
37. As per previous years, LGNZ will make some session recordings available online after the conference.
Delegates for the Annual General Meeting
38. In line with previous years, staff recommend that AGM delegates are appointed from within the attending members as follows:
· Mayor Phil Goff as presiding delegate
· Chief Executive Jim Stabback
· up to two additional delegates.
Tauākī whakaaweawe āhuarangi
Climate impact statement
39. This report is procedural in nature, however the key impact on climate is through supporting attendance at a conference by means of air travel. A conservative approach to conference attendance would help reduce this impact.
40. Estimates for emissions associated with travel to Blenheim or travel within Auckland for local meetings have not been calculated at the time of writing this report. Emissions, when known, can be offset through a verified carbon offset programme at a small cost.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
41. LGNZ is an incorporated body comprising members who are New Zealand councils. Council-controlled organisations are not eligible for separate membership. However, remits can cover activities of council-controlled organisations.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
42. LGNZ advocates for issues that are important to local government. Many of these issues are aligned with local board priorities. As such, there is interest from local boards in contributing to the work of LGNZ and in identifying and harnessing opportunities to progress other advocacy areas that local boards may have.
43. Each local board has a nominated lead who represents them at Auckland Zone meetings and is involved in discussions about LGNZ matters.
Tauākī whakaaweawe Māori
Māori impact statement
44. LGNZ advocates on a variety of issues that are important to Māori, including Māori housing, various environmental issues and Council-Māori participation and relationship arrangements. In addition, LGNZ provides advice including published guidance to assist local authorities in understanding values, aspirations and interests of Māori.
45. The LGNZ National Council has a sub-committee, Te Maruata, which has the role of promoting increased representation of Māori as elected members of local government, and of enhancing Māori participation in local government processes. It also provides support for councils in building relationships with iwi, hapu and Māori groups. Te Maruata provides Māori input on development of future policies or legislation relating to local government. Councillor Alf Filipaina is a member of the sub-committee.
Ngā ritenga ā-pūtea
Financial implications
46. Staff considered options to reduce the financial impact of the attendance to the conference, in line with the budget restrictions imposed as a consequence of the COVID-19 pandemic.
47. The costs associated with conference attendance, travel and accommodation within the recommended option can be met within the allocated Kura Kāwana (Elected Member development) budget.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
48. The key risk is of delayed decision-making which can impact costs and registration choices. The sooner the registration for the nominated members can be made, the more likely it is that Auckland Council can take advantage of early bird pricing for the conference, flights and accommodation, all done via bulk-booking.
49. A resurgence of COVID-19 in the community and a change of alert level might prevent elected members from travelling to attend the conference. LGNZ is keeping an active review on the COVID-19 situation and will update directly to registered participants should a change affect the delivery of the conference. LGNZ is still working through a number of scenarios and how these would affect their decision to proceed as planned, postpone, cancel or switch delegates to virtual attendance, with the final decision resting with the National Council on the basis of the information available at the time.
50. In the current COVID circumstances, the reputational risk associated with any financial expenditure is heightened and there is high scrutiny from the public on the council’s expenses. The recommendation to limit the number of members attending the conference mitigates this risk to a certain degree.
Ngā koringa ā-muri
Next steps
51. Once representatives are confirmed to attend, the Manager Governance Services will coordinate all conference registrations, as well as requests to attend the AGM.
Attachments
No. |
Title |
Page |
a⇩ |
LGNZ Conference 2021 programme |
125 |
b⇩ |
Options for attendance |
131 |
Ngā kaihaina
Signatories
Author |
Elodie Fontaine - Advisor - Democracy Services |
Authorisers |
Rose Leonard - Manager Governance Services Louise Mason - GM Local Board Services Trina Thompson - Local Area Manager |
Devonport-Takapuna Local Board 16 March 2021 |
|
File No.: CP2021/00583
Te take mō te pūrongo
Purpose of the report
1. An opportunity is provided for the Chairperson of the Devonport-Takapuna Local Board to provide updates on the projects and issues relevant to the board.
Recommendation/s That the Devonport-Takapuna Local Board: a) receive and thank Chairperson A Bennett for his verbal report
|
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Rhiannon Foulstone-Guinness - Democracy Advisor |
Authorisers |
Eric Perry - Local Area Manager |
Devonport-Takapuna Local Board 16 March 2021 |
|
File No.: CP2021/00593
Te take mō te pūrongo
Purpose of the report
1. An opportunity is provided for the members of the Devonport-Takapuna Local Board to provide updates on the projects and issues they have been involved in since the February 2021 Meeting
Recommendation/s That the Devonport-Takapuna Local Board: a) receive and thank members for their reports.
|
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Authors |
Rhiannon Foulstone-Guinness - Democracy Advisor |
Authorisers |
Eric Perry - Local Area Manager |
Devonport-Takapuna Local Board 16 March 2021 |
|
Devonport-Takapuna Local Board - Record of Workshops February 2021
File No.: CP2021/00603
Te take mō te pūrongo
Purpose of the report
1. To provide a record of Devonport-Takapuna Local Board workshops held during February 2021.
Whakarāpopototanga matua
Executive summary
2. At the workshop held on Tuesday 09 February 2021, the board was briefed on:
· Grants
- Grants Programme Review
- Transitional Rate Grants
3. At the workshop held on Tuesday 23 February 2021, the board was briefed on:
· Finance Department and Local Board Services Department
- LTP 2021-2031: Financial overview f proposed Local Board budgets
4. Records of these workshops are attached to this report.
Recommendation/s That the Devonport-Takapuna Local Board: a) receive the records of the workshops held in February 2021
|
Attachments
No. |
Title |
Page |
a⇩ |
Devonport-Takapuna Local Board Workshop Record Tuesday 09 February 2021 |
139 |
b⇩ |
Devonport-Takapuna Local Board Workshop Record Tuesday 23 February 2021 |
143 |
Ngā kaihaina
Signatories
Authors |
Rhiannon Foulstone-Guinness - Democracy Advisor |
Authorisers |
Eric Perry - Local Area Manager |
Devonport-Takapuna Local Board 16 March 2021 |
|
Governance Forward Work Calendar
File No.: CP2021/00615
Te take mō te pūrongo
Purpose of the report
1. To provide an update on reports to be presented to the board for 2021.
Whakarāpopototanga matua
Executive summary
2. The governance forward work calendar was introduced in 2016 as part of Auckland Council’s quality advice programme. The calendar aims to support local boards’ governance role by:
· ensuring advice on meeting agendas is driven by the local board priorities
· clarifying what advice is expected and when
· clarifying the rationale for reports.
3. The calendar also aims to provide guidance to staff supporting local boards and greater transparency for the public. The calendar is updated monthly, reported to local board business meetings, and distributed to council staff.
4. The March 2021 governance forward work calendar for the Devonport-Takapuna Local Board is provided as Attachment A. The information contained within this attachment is as accurate as possible under covid-19 circumstances.
Recommendation/s That the Devonport-Takapuna Local Board: a) note the Devonport-Takapuna Local Board governance forward work calendar for March 2021 as set out in Attachment A of this agenda report.
|
Attachments
No. |
Title |
Page |
a⇩ |
Governance Forward Work Calendar March 2021 |
145 |
Ngā kaihaina
Signatories
Authors |
Rhiannon Foulstone-Guinness - Democracy Advisor |
Authorisers |
Eric Perry - Local Area Manager |