Agenda of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

18 March 2021

Additional funding for East Coast Bays Library, Browns Bay - Comprehensive Renewal

File No.: CP2021/02475

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Hibiscus and Bays Local Board for additional funding for the renewal of the East Coast Bays Library, Browns Bay.

Whakarāpopototanga matua

Executive summary

2. The Hibiscus and Bays Local Board approved project #2880 East Coast Bays Library – comprehensive renewal in the Community Facilities three-year work programme 2021-2023 (resolution HB/2020/101).

3. Through the investigation and design phase of the project the required scope of works and detailed cost estimate were established. The works were split into two stages to meet the available budget.

4. Through consultation and engagement with library staff and the local board it has been agreed that the construction works should all be completed at the same time to minimise disruption on the community as the library needs to be closed to complete the works.

5. During the library closure, library services will be available in the customer services area of the East Coast Bays Community Centre building at 2 Glen Road.

6. To complete the works an additional funding of $550,000 is required to be allocated from local renewal budget.

7. A formal resolution is required from the local board as this is considered a substantial change to the work programme.

8. Staff are seeking approval for this additional funding to complete the stage 1 and stage 2 physical works between March – July 2021.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the additional funding allocation of $550,000 from Local Renewal budget for the comprehensive renewal of the East Coast Bays Library, Browns Bay.

b) note that allocation of the additional $550,000 will ensure that the library renewal can be delivered in March - July 2021, but this will decrease the available budget for allocation in the next financial year.

Horopaki

Context

9. With over 1.5 million visits in the past five years, East Coast Bays Library is an important and much-loved community facility in the area. As with all high-use facilities, regular, planned maintenance and renewals are needed to continue to service the community well.

10. The East Coast Bays Library in Browns Bay is one of the busiest libraries in Auckland.

11. The library was designed and constructed in 1984. With its age and usage there are significant defects of the building, both externally and internally that need to be rectified.

12. The Hibiscus and Bays Local Board approved project #2880 East Coast Bays Library – comprehensive renewal in the Community Facilities three-year work programme 2021-2023 (resolution HB/2020/101).

13. As per the Chief Executive delegations, in relation to work programmes, the delegation protocols require local boards to approve work programmes annually and require staff to seek a decision from the local board for “any proposed variations to the approved work programme that may result in an overspend”.

Tātaritanga me ngā tohutohu

Analysis and advice

14. Through the investigation and design phase of the project the full extent of works required was determined. The works required were split into two stages – Stage one and Stage two as shown in Attachment A.

15. The works required at the library include:

· new lighting and vented air quality system

· repairs to damaged roof areas

· reconfiguration of the main entrance and some internal areas to improve customer service

· renewal of public and staff toilets

· renewal of the kitchen with a new layout

· interior painting

· newly designed IT services

· CCTV and security system

· provision of furniture, fittings, and equipment.

16. To complete the works the library needs to close and a temporary library established at the East Coast Bays Service Centre to continue to provide a library service to the East Coast Bays community.

17. To minimise disruption to the community, staff recommend completing stage one and stage two works at the same time so the library does not have to close and relocate twice. To do this additional budget is required.

18. Images of what the upgrade will look are shown below:

19. The table below show the timeline for the project:

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

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

21. An increase in carbon emissions from construction, including contractor emissions is anticipated. Greenhouse gas emissions will be reduced through the sourcing of low-carbon material options, and the use of products with environmental declarations for embodied carbon reductions.

22. Auckland Council’s waste minimisation team have been engaged to assist with minimising the waste created on site and recycling as much material as possible.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. While this budget decision has no direct impact on other parts of the council group, the design, staging and construction programme have been discussed with various teams in the Community Facilities and Libraries departments and staff are comfortable to proceed as per the detail in this report.

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

Local impacts and local board views

24. The East Coast Bays Library Renewal project was discussed at workshops with the local board on 12 November 2020 and 11 February 2021. There was support from local board members to complete the works all at once to minimise disruption to the community and to avoid having to incur additional cost from the contractor by having to establish twice on site.

25. Community libraries provide important community services to the people of the local board area. They contribute to building strong, healthy and vibrant communities by providing spaces where Aucklanders can participate in a wide range of social, cultural, art and recreational activities. These activities improve lifestyles and a sense of belonging and pride among residents.

26. The renewal project aligns with the following Hibiscus and Bays Local Board Plan 2020 Objectives and Key Initiatives:

Objective

Key Initiative

Our libraries, art centres, community services and privately owned facilities are supported

Recognise and support the role of local libraries, arts, youth, and community centres for their work in fostering participation and building resilience for everybody

Tauākī whakaaweawe Māori

Māori impact statement

27. 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 obligations and fall within a local government Tāmaki Makaurau context.

28. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the 2018-2028 Long-term Plan, the Unitary Plan and Local Board Plans.

29. The proposed renewal is contained within the existing footprint of the building and will benefit Māori and the wider community by providing facilities that are fit for purpose and welcoming.

Ngā ritenga ā-pūtea

Financial implications

In the approved Community Facilities work programme the following budgets were allocated in the respective financial years to complete the project.

Financial Year	Approved Local Renewal Budget
2021	$400,000
2022	$443,242
2023	$110,339
Total	$953,581

30. The budget allocation was based on a staged approach and was developed before the design and investigation phase was completed.

31. The project was identified as part of the risk adjusted programme which gives staff the ability to bring budget forward from future years.

32. The total project costs to complete stage 1 and stage 2 are now known and are $1,503,500.

33. Additional renewals budget of $550,000 is required to be allocated to deliver the project.

34. Allocating $550,000 in this financial year will decrease the available budget for allocation in the next financial year. This will be presented and discussed at the upcoming work programme workshops.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. The COVID-19 pandemic could have a further negative impact on the delivery of the work programme if the COVID-19 alert level changes.

36. If the proposed variation to budget is not approved, there is a risk that the project may not be delivered within the library shut down period of four months.

Ngā koringa ā-muri

Next steps

37. If additional budget is approved the contractor will complete stage 1 and stage 2 physical works by July 2021.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	East Coast Bays Library - Staging Plan (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Mahesh Dharmaratne – Project Manger, Community Facilities

Authorisers

Kim O’Neill - Acting General Manager, Community Facilities

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

18 March 2021

Hibiscus and Bays signage improvements

File No.: CP2021/02148

Te take mō te pūrongo

Purpose of the report

1. To seek approval for the delivery of signage across 19 reserves in the Hibiscus and Bays Local Board area as outlined in Attachment A – Proposed signage maps.

Whakarāpopototanga matua

Executive summary

2. During the financial year 2016/2017 an assessment of the condition of signage in the Hibiscus and Bays Local Board area was undertaken. The outcome of the assessment informed Auckland Council’s asset management planning and led to updated condition ratings in the system.

3. A project was initiated based on the outcomes of the signage audit with the planned outcome of improved and de-cluttered signage.

4. A work programme item was presented at a business meeting on 20 February 2019 and adopted by the local board (Resolution HB/2019/4). The work programme item includes 19 reserves. The reserves were selected based on the high number of signs in poor condition or based on the priority rating provided by the local board.

5. In November 2020, the Hibiscus and Bays Local Board requested that Auckland Transport deliver wayfinding signage as part of the East Coast Bays signage project (resolution HB/220/148). It was agreed with Auckland Transport that these would be delivered by Auckland Council’s Community Facilities staff as part of the Hibiscus and Bays signage improvements project. This was to ensure the correct signage design were applied. As a result of this decision the following three sites were added to the project: Aicken Reserve, Pinehill Lookout and Possum Ladder Walk.

6. Signage maps were created to indicate the existing state of signage in each reserve, refer to Attachment B – Existing signage maps.

7. Staff then validated the existing signage and proposed new signage concepts for each reserve. These were discussed with the local board, as well as key stakeholders within Auckland Council, and the local community. The updated concepts are summarized in Attachment A and are subject to approval in this report.

8. Once the proposed signage is approved, signs can be manufactured and installed with an expectation to complete the majority of works in this financial year.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) approve the proposed signage for the 19 reserves in scope, as per the proposed signage maps, Attachment A to the agenda report

b) approve the delivery of additional wayfinding signage at Aicken Reserve, Pinehill Lookout and Possum Walk.

Horopaki

Context

9. During the financial year 2016/2017 signage condition assessments were undertaken by Paradigm the results of which were presented back to Auckland Council.

10. The results suggested that a number of signage condition ratings (1=new to 5=missing/to be disposed of) in the system had to be updated and that signage was not utilised in the best way possible.

11. It was decided to initiate a project to action the findings of the signage audit and improve signage in the local board area. The outcomes for the project were defined as follows:

· remove and renew signs that contain the legacy Council logos

· amalgamate signage information to improve readability

· provide greater park user experience in each individual reserve, by optimising signs.

12. The results from the audit, as well as internal asset data, was used to further analyse the state of signage across reserves. During this process the reserves were prioritised by identifying those with the greatest number of signs in general, as well as re-grading the ones with poor condition ratings.

13. An overview of this approach was provided to the local board at a workshop on 05 July 2018. Following the workshop, additional feedback was received from the Community Facilities maintenance team, Animal Management, the local board advisors, and local board members. This feedback was incorporated in the initial scope by adding additional reserves to the scope.

14. These reserves formed the final work programme for this project which was approved at a business meeting on 20 February 2019 (Resolution HB/2019/4) by the Hibiscus and Bays Local Board.

15. The reserves included in the work programme item are:

Browns Bay		Orewa
Browns Bay Beach Reserve		Arundel Reserve
Browns Bay Village Green		Kinloch Reserve
Freyberg Park		Remembrance Reserve
Sherwood Reserve		Orewa Marine Parade Reserve
Mairangi Bay		Moana Reserve
Mairangi Bay Park		Orewa Reserve
Mairangi Bay Village Green		Victor Eaves Park
Mairangi Bay Beach Reserve		Stanmore Bay
Murrays Bay		Cooper - Lea Reserve
Murrays Bay Beach Reserve		Stanmore Bay East Beach Reserve
Manly		Stanmore Bay Park
Browns Walk Reserve

16. It should be noted that dog bylaw signage was excluded from the scope of this project. When the work programme was approved a review of the dog bylaws was underway and it was unclear when this would be finalised.

17. A separate programme was created within Community Facilities that focussed on the renewal of alcohol and dog bylaw signs following the finalisation of the bylaws later in 2019. For this reason, dog bylaw signs were excluded from the scope of this project to avoid duplications. However, for completion purposes existing dog bylaw signs were recorded as part of this project.

18. Once the work programme was confirmed, an intensive investigation and series of site visits was undertaken to confirm where signs may have been renewed in the interim. Another element was that the condition ratings of signs had to be adjusted, as the audit results were more than two years old by then.

19. Next, maps for each reserve were created to allow for decision making across the whole reserve rather than on a case-by-case basis. Refer to Attachment B – Existing signage maps. The maps were the basis for identifying the most suitable signage for each reserve.

20. The results were documented in a second map, showing the proposed signage for the reserve, which included signs that should remain, be renewed or added to achieve the outcomes that were defined by the local board.

21. The local board received draft copies of the maps as part of a memo on 3 June 2020. Feedback on the maps was received during two meetings on 12 and 18 June 2020.

22. Further input was sought from the Business Associations for Mairangi Bay and Browns Bay.

23. Changes were made to the proposed signage in line with the feedback received, and the signage maps were updated. The final versions are provided in Attachment A.

24. It should be noted that, while the programme was being drafted, a number of urgent signage renewals had been completed, including:

· improvements to the Te Ara Tahuna Estuary walkway and cycleway.
A number of directional signs were added to better direct visitors around the development at Arran Point Parade and the access adjacent to 212 Hibiscus Coast Highway

· the installation of new directional bollards at Centennial Park following the upgrade of walking tracks

· the renewal of the park entrance sign at Hatfields Beach Reserve

· updating of the sign at Western Reserve to include the lease holder Hibiscus Petanque.

25. These works were either workshopped with the Hibiscus and Bays Local Board or directly requested by the local board.

26. In November 2020, the Hibiscus and Bays Local Board requested that Auckland Transport deliver wayfinding signage as part of the East Coast Bays signage project (resolution HB/220/148). On 10 February 2021 Auckland Transport staff received a list of locations to be included for wayfinding signage. Some of these locations are already captured in this project:

· Sherwood Reserve, Browns Bay

· Walkway between Ramsgate Terrace through to Hastings Road (Mairangi Arts Centre)

· Behind Surf Club in Mairangi Bay - Ford Way off Montrose Terrace

27. Another four of the locations provided to Auckland Transport are related to public reserves. It was agreed with Auckland Transport that these would be delivered by Auckland Council’s Community Facilities staff as part of this project. This is to ensure the correct signage designs (in alignment with parks and open spaces designs) are applied:

· Aicken Reserve (path that links to beach)

· Pinehill Lookout (between 91 Penguin Drive through to 513 East Coast Road)

· Possum Ladder Walk, Campbells Bay

Tātaritanga me ngā tohutohu

Analysis and advice

Approved Programme

28. The information below outlines the proposed changes to signage for each of the reserves in scope. This should be read in conjunction with the signage maps, refer to Attachment A and Attachment B.

29. Each reserve has one map for existing signage and one map for proposed signage. Each sign within the reserve has been numbered. The numbers for existing signage start from one and any proposed new signs start from 100. The actions proposed to be taken in relation to the existing signs have also been noted under each sign, being either:

Action	Description
Retain	Good condition and required
Renew	Poor condition but still required
Renew*	This refers to dog bylaw signage, including outdated information. As outlined above, dog bylaw signs were not in scope for this project. They were recorded but will not be renewed as part of this project.
Consolidate	These signs are removed but the content is consolidated with content from other signs on a new sign
Remove	Sign in poor condition which is no longer required and will be removed.

30. In some cases, reserves were evaluated together due to close proximity and fluent transition of signage across the reserves.

31. It should be noted that the proposed signage maps, Attachment A, do not yet include the visuals with bilingual content. These were not available at the time of drafting this report. However, the type of signs (e.g. pole sign) are correctly displayed and all signs will be created using the bilingual signage templates, refer to Attachment C – Bilingual signage design templates.

32. Reference numbers given in the below analysis refer to the existing and proposed signage maps for the respective reserve, refer to Attachment A and Attachment B.

East Coast Bays Subdivision

Browns Bay Beach Reserve

33. The signage included in the review for Browns Bay Beach Reserve contains signs for the Lotus walkway and Canaan Way at the northern end of Browns Bay Beach. It extends all the way down to the southern end of the beach, at the car park off Browns Bay Road, where the Cliff Top walkway starts.

34. The majority of signs were found to be in a better condition than expected. Those signs will remain in place and do not require any change.

35. One of the dog bylaw signs is situated in a location where it is hard to see (on the back of a bench). This will be removed as it was identified as surplus. The content of the other three signs to be removed will be consolidated into one new sign. This sign will outline water safety rules, dog bylaw regulations and alcohol ban information in one large sign (sign number 102).

36. Wayfinding signage will be installed to assist the public and visitors with navigating within the reserve. This includes:

· updates to the Canaan Way and Cliff Top Walkway signage

· adding bollard signs at Manly Esplanade and in front of the toilet (just past Phoenix Plaza) and

· installing two large plinth signs with maps of Browns Bay across from Phoenix Plaza and at the southern car park (Anzac Road)

37. A number of other signs throughout the reserve are in poor condition and will be renewed to ensure information is up to date and easy to read.

Browns Bay Village Green

38. The Browns Bay Village Green is a busy reserve and as such is subject to a large variety of reserve and building signage.

39. The majority of signage was found to be in good condition and not in need for any change. This is particularly true for the signs related to parking around the local board office and East Coast Bays Leisure Centre signage.

40. A few warning signs, i.e. feeding the pigeons, will be renewed to allow a unified imagery across the reserve.

41. To avoid cluttering this reserve with too many directional signs, the proposal is to use one central wayfinding plinth, including a map and information on key points of interest. This will be strategically placed at the south-eastern end of the reserve.

42. Adding additional wayfinding signs close to the small pond within the reserve was considered. This was discarded because the signs would provide limited value and potentially become a hazard for events that would take place within the reserve. The wayfinding plinth will instead provide this information.

Freyberg Park and Sherwood Reserve

43. Sherwood Reserve and Freyberg Park are located adjacent to each other and connected via walking paths. By utilising additional directional signage within the reserve, the connection and opportunity to walk from Sherwood Reserve through Freyberg Park, and continue to the Browns Bay Centre, should be further promoted. Therefore, a number of additional signs are promoted across both reserves to create this link.

44. In addition, signs will be erected at entrances to the reserve from residential roads that currently do not have any signage (sign numbers 101, 102, 104, 105 and 106). This will further promote walkable routes through the reserves and into Browns Bay’s Centre.

45. Legacy signage within Freyberg Park will be renewed and positions slightly shifted so that the park entry signs become more visible. They are currently hidden from view due to car parks or because of their placement within the reserve. These entry signs will include information on activities available at the reserve and provide directional information.

Mairangi Bay Park

46. Mairangi Bay Park has only one park entrance sign that is in poor condition. It will be renewed in a new format that will allow for directional information to be included.

47. The car park includes a number of signs warning the public not to leave valuables in the car. The signs are very dated, and in discussion with the local board it was agreed that these were no longer required and will therefore be removed.

48. Mairangi Bay Park provides a number of walking routes between Ramsgate Terrace and Hastings Road that would benefit from the installation of wayfinding signage. As part of this project, signs will be installed at all four entrances on Hastings Road, as well as adding another two park entry signs (pole signs) at the car parks along Ramsgate Terrace. This will provide better navigation around the reserve and link various activities available at the park.

Mairangi Bay Village Green

49. Mairangi Bay Village Green is a fenced reserve and very popular with families. The reserve has a large number of signs relating to the supervision of children, alcohol legislation and dog access. The majority of the signs are in poor condition. Some of these signs are surplus and can be removed, while five others will be renewed in key locations.

50. The new signs that will be added are an additional bylaw sign confirming that dogs are not allowed in the reserve. Two new pole signs better promoting the entrances to the reserve will also be added. The signs will be installed at entrances from the adjacent car park, and at the Sidmouth Street entrance (opposite the public toilets).

Mairangi Bay Beach Reserve

51. The use of signage at Mairangi Bay Beach is balanced overall and there is no need to declutter signage. However, it was noted that a number of signs were in poor condition or had the legacy council design. These will be renewed with the most up to date content.

52. The sign indicating the Crow’s Nest Rise walkway (also known as Cliff Top walkway) from Mairangi Bay to Murrays Bay is part of the renewal. The investigation noted that the Crow’s Nest Rise walkway is very popular and that additional directional signage should be installed along the walkway and not just at the start from Mairangi Bay Beach. Therefore, additional directional signs will be installed in strategic locations along the walkway, being the entrance points from the end of Brighton Terrace and Bournemouth Terrace (opposite Falmouth Street).

Murrays Bay Beach Reserve

53. Most signage at Murrays Bay Beach Reserve has been found to be in relatively good condition and can remain as is. This applies mainly to the signage around the sailing club.

54. At the northern end of Murrays Bay Beach Reserve, close to the wharf, the Cliff Top walkway begins and is indicated by a timber framed entrance. The frame makes the entry rather dark and it is only visible when standing directly in front of it. It is planned to remove the timber frame and instead install a directional sign along the concrete path that will indicate the walkway to pedestrians.

55. An additional reserve entrance sign was considered to further promote the reserve when travelling north on Beach Road. However, there is an existing sign further along Beach Road and the additional value from a second sign was considered marginal. Therefore, this was removed from the signage proposal following discussion with the local board members.

Browns Walk Reserve

56. Browns Walk Reserve was included in the approved programme. However, signage had been renewed shortly before. With the information on the signs remaining current and accurate, and the signs being relatively new, no changes are proposed for this reserve.

Hibiscus Coast Subdivision

Arundel Reserve

57. Arundel Reserve is a popular reserve and used, not only by the local community, but also by tourists and surfers alike.

58. A large number of temporary signs were erected 2019 in relation to the freedom camping bylaw. Due to the signage in the reserve being current, and the potential for change in the next couple of years, no permanent signs in relation to the freedom camping bylaw are proposed as part of this project.

59. The temporary signage that was put in place is in good condition and remains valid. Information on freedom camping related incidents confirmed that the high number of signs is justified, and no changes are proposed for these signs at this stage.

60. General improvements to signage for this reserve can be achieved by renewing the park entrance sign and utilising a different, more visible format. Bringing the sign closer to the actual entrance of the reserve will also assist.

61. A renewal of the directional signage for the Orewa Lookout at Arundel Reserve is proposed, promoting the short walk up to the lookout.

62. The reserve also hosts a large number of signs relating to water safety and dune protection. Some of these signs are in poor condition and will be renewed.

63. Improvements to directional signage is planned across the reserves along Orewa’s beachfront. The large overview maps at Arundel Reserve, Moana Reserve and Orewa Domain will enable pedestrians to better navigate the walkways and judge distances.

64. The maps will highlight key points of interest along Orewa Beach and within the town centre. This directional signage proposal is further supported by bollard signs that will be renewed to include directional information and estimated walking times.

65. An interpretative sign is also located within Arundel Reserve, close to the underpass leading across to Orewa House via the Nukumea Stream. The sign’s frame is in poor condition and staff have been working with the Lions Club to retrieve the original content of the sign in a digital format to allow for its renewal. Investigations are ongoing but if content cannot be retrieved digitally, the content will be secured, and the frame renewed on its own.

Kinloch Reserve

66. Kinloch Reserve is a small reserve along Hibiscus Coast Highway in Orewa, it has an all-accessible toilet and a car park which makes it a popular choice for a quick stop or easy access to Orewa beach.

67. The entrance sign of this reserve is in an unfavourable position as it is not easily visible. A dog bylaw sign is attached to the back of the entrance sign but can only be seen from the lawn area that appears to be rarely used by dog walkers. And there are two bollard signs within the reserve that are in poor condition and require removal.

68. A new entrance sign will be installed closer to the car park entrance, where it can be easily seen. A new bollard sign with directional information will be installed to link to the other directional signage produced along the length of Orewa beach, as outlined for Arundel Reserve.

Remembrance Reserve

69. Remembrance Reserve is a small reserve along Hibiscus Coast Highway in Orewa that commemorates World War II. The reserve has a special note on the park entrance sign, as well as plaques within the reserve, that were installed in 1995 in remembrance of Victory in Europe and Victory over Japan days.

70. The park entrance sign will be renewed, and it will be ensured that it is installed so that it remains visible within the existing planting.

71. At the beach entrance, as well as south of Remembrance Reserve, there are four wayfinding bollards that are in very poor condition. Four bollards are however no longer required in this location. One bollard will be renewed instead and will provide wayfinding information for those walking along the track at Orewa beach. The information will link in with other wayfinding signage as mentioned for Arundel and Kinloch Reserves.

Orewa Marina Parade Reserve

72. Orewa Marine Parade Reserve stretches from Arundel Reserve in the north to Moana Reserve in the south. It references the Marine Parade that runs along the beach, parallel to Hibiscus Coast Highway.

73. The signs found along Marine Parade consist of bylaw signage, water safety, road access signs and a number of directional bollard signs. The majority of the signs are in poor condition. It was however found that a large number of signs were duplications or located very close to each other.

74. This is particularly true for the directional bollards which can be reduced from 17 to just four wayfinding bollards. They will be strategically placed at each street entrance and provide directional information with estimated walking times and details of surrounding destinations.

75. The other four signs to be renewed are water safety signs and alcohol ban signs.

76. No new signs are proposed to be added along Orewa Marine Parade Reserve.

Moana Reserve

77. Moana Reserve is a popular reserve in the centre of Orewa and often used for events.

78. The reserve has one of the few digital information signs that are used within the Hibiscus and Bays Local Board area. In an attempt to keep the signs in the reserve to a minimum, but provide useful information, two panels were added to the existing digital sign to create a triangular column. Relevant content is proposed to be displayed on those panels, including current dog bylaw and water safety information, as well as a map outlining the walking routes around Orewa and key points of interest.

79. The park entrance sign, while in the same timber style used in the past, is not freestanding but embedded in a larger structure. It is proposed to maintain the structure and renew the park entry sign to fit on the existing structure. This will help maintain the look and feel of the reserve, while ensuring the sign is updated.

80. A number of bollards displaying directional information are located within the reserve. The number of bollards can be reduced to just one at the northern end of the reserve. Directional information will be improved by providing wayfinding content, indicating estimated walking distances and providing an outline of destinations. These align with the other wayfinding bollards that will be placed in other reserves along Orewa beach.

Orewa Reserve

81. Orewa Reserve, also known as Orewa Domain, stretches from the roundabout at Hibiscus Coast Highway and Riverside Road to the bridge at the southern entrance to Orewa.

82. While there are a large number of signs installed in this reserve, the majority of signs are within the car park area surrounding the surf club. Many of the signs relate to the traffic management of the car park or to regulate freedom camping. As outlined before for Arundel Reserve, with the freedom camping bylaw likely to be amended in the next couple of years, an installation of permanent signs is not recommended at this stage. The semi-temporary signs should remain for the moment. The signs assist in the day-to-day management of freedom campers, and due to the popularity of the car park, the large number of signs is justified.

83. Another large portion of the signs that are placed along the beach entrances, especially around the campground, relate to the dog bylaw. As previously explained in paragraph 16, the dog bylaw signs have been excluded from the scope of this project.

84. Aligned with other wayfinding improvements in reserves around Orewa, Orewa Reserve will have a number of new wayfinding bollards with directional information. The signs will display the possible walking destinations and estimated walking times. Wayfinding bollards are proposed to be placed in strategic locations along the reserve, starting with one at the playground, and one each at the northern and southern end of the car park. These will be supported by a wayfinding plinth sign with a map at the southern end of Orewa Reserve, close to the bridge. This is a very popular spot for visitors to enter Orewa Reserve as this entrance forms the connection to the Western Reserve in the west.

85. Orewa Reserve also has had a digital sign which displays SafeSwim information for beach users. As at Moana Reserve, it is proposed to provide improved information in this location by utilising the two installed back-panels on the digital sign to provide water safety and dog bylaw information. A map of Orewa Reserve, with key points of interest, will also appear.

86. Other proposed renewals relate to signs that are in poor condition but continue to be essential for reserve users (e.g., simple traffic management signs at the car park).

Victor Eaves Park

87. Victor Eaves Park, centrally located within Orewa, is a busy sports park with lots of recreation activities. A large number of the signs at the park are smaller plaques. They provide information to regulate access for dogs and outline the alcohol ban bylaw that applies to Victor Eaves Park.

88. The park entry signage at Florence Avenue is in poor condition. It will be updated and improved by providing information on available activities and resident clubs.

89. Directional walking information will be improved by updating the park entrance sign at Centreway Road and adding a new park entrance sign at the West Hoe Road entrance. The signs will highlight access to the reserve and promote the walking connections between Centreway Road, Florence Avenue and West Hoe Road.

90. The sign for the toilet opening / closure hours is confusing at the moment and will be renewed to provide a better user experience.

91. All other signs remain in good condition and do not require changes at this stage.

Cooper - Lea Reserve

92. It was found that of the signage at Cooper – Lea Reserve was in good condition such as the signage for the toilet block and the signs providing SafeSwim information.

93. However, it was noted that especially around the boat ramp / beach access, signage was in poor condition or cluttered, with many plaque signs installed on a large metal frame. While signs provide all relevant information, it’s not easy to read due to the large number of signs and the various designs. These will be consolidated into one main Harbourmaster sign which will contain basic water safety and beach safety information.

94. A bollard sign in the same location will be removed as it does not provide any valuable information and is surplus to requirements.

95. The park entry signage is in poor condition and will be renewed to the latest design. An additional pole entry sign will be installed at the entrance off Lea Place to further promote the reserve.

96. Other signs to be renewed are an alcohol ban sign, as well as the gate open/close sign. A missing changing room sign will also be added.

Stanmore Bay East Beach Reserve and Stanmore Bay Park

97. Stanmore Bay Park and Stanmore Bay Beach are very popular reserves on the Whangaparaoa peninsula. Signage was reviewed from the access at Joydon Place in the west, to the small car park at Stanmore Bay Road.

98. The entrance to Stanmore Bay Beach from Joydon Place is not very visible from the street. It is proposed to add a wayfinding sign to better promote the access.

99. There is a public toilet off Langton Road along Stanmore Bay Beach. Signage here is in good condition but a bollard sign will be replaced with a new wayfinding bollard that will provide directional information and walking time estimates.

100. Further along the beach at the Stanmore Bay Park car park entrance, there are a number of signs. Some of the signs are in good condition and others need renewal. Of the signs have been installed on an existing frame, same as at Cooper – Lea Reserve. The content is not easy to read and appears chaotic. It is proposed to replace the various signs with one new sign that will fit in the space and consolidate all information in an orderly fashion.

101. The public toilet adjacent to the beach entrance will also receive a new sign stating the opening hours. This will improve signage content for visitors to the reserve.

102. Signage at the eastern end of Stanmore Bay Park is in good condition. Many of the signs were installed when the seawall was re-instated in 2018 following storm damage. The signs were used to ask the public to stay off of the dune planting to allow the bank to stabilise and settle. The signs should be renewed using the council’s design. The number of signs can also be reduced, to allow for the decluttering of the beachfront. Sufficient signs will remain to ensure dune protection will continue to be promoted.

103. The main improvement at Stanmore Bay Park will be the renewal of the park entry signs along Brightside Road. Both the park on the seaward side, as well as the opposite side, adjacent to the Leisure Centre will benefit. Stanmore Bay Park is a very popular park with lots of activities such as football, boating, a playground and skate park. All relevant information will be incorporated into the new entrance sign to provide better directional information for visitors.

104. One more new sign is proposed to be installed at the entrance at the eastern car park off Stanmore Bay Road. The sign will highlight the access to the park. The renewed bollard further up the path includes direction information with estimated walking times, inviting visitors to explore the park and the beach beyond.

Conclusion

105. The proposed signage will provide up to date signs in reserves and provide greater directional signage for the public, thereby making it easier to navigate open spaces.

106. A further eight per cent reduction in signage will be achieved across the reserves.

107. Signage is also presented in a much clearer way through the consolidation of relevant content into single, larger signs at key locations.

108. Council staff support the delivery of the work programme consisting of the proposed renewal, removal and installation of new signs, as outlined above and in Attachment A.

Proposed Additional Signage

109. The local board requested that Auckland Transport deliver additional wayfinding signage. Installation for signage through reserves is the responsibility of Auckland Council, and as such the signage will be delivered as part of this project. The exact locations are listed in the context section above. The signs that were not already included in the approved scope of this project have been further investigated and signage is proposed as follows:

Aicken Reserve

110. The walkway through Aicken Reserve is a popular path that is used to access Beach Road and Waiake Beach Reserve. The installation of an iBlade sign in the below indicated location would further promote this accessway.

Image 1 – proposed signage location – Aicken Reserve

111. Aicken Reserve was identified as a reserve that will be gifted a te reo Māori name through the Te Kete Rukuruku project. This sign will therefore be allowed for, but the design and installation can only be completed once the te reo Māori name has been adopted. A timeline for adoption cannot be confirmed with the Te Kete Rukuruku team at this time, but implementation is expected later in 2021.

Pinehill Lookout

112. A connecting path leads through the Pinehill Lookout Reserve from East Coast Bays Road to Penguin Drive. It is proposed to install wayfinding signs at either end of the path to highlight the connection.

Image 2 – proposed signage location – walkway via Pinehill Lookout

Possum Ladder, Campbells Bay

113. The Possum Ladder walk is a well-known asset to the local community but currently has no signage. A sign can be installed along View Road to indicate the walkway:

Image 3 – proposed signage location – Possum Ladder Walk

Conclusion

114. Signage for all three locations will be included in the project, subject to local board approval.

115. All proposed signs are iBlade signs and the below design template will be utilised:

Image 4 – iBlade sign design template

116. Council staff support the delivery of the additional wayfinding signs as part of this project.

Tauākī whakaaweawe āhuarangi

Climate impact statement

117. Staff are working closely with the signage manufacturer and all signs that will be removed as part of the project will be recycled to support the goal of zero waste.

118. While there will be an affect from the installation of new signs (including concrete foundations), staff have chosen locations to allow for a maximum lifespan of the signs. This will attempt to extend the period between the need for the renewing of the signs.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

119. Due to the project’s nature, council staff are bound to use the overarching signage design standards that apply to all Auckland Council signage.

120. Auckland Transport has been consulted to align the installation of the wayfinding signage as part of this project, with the signage requested from Auckland Transport by the local board in November 2020.

121. Community Facilities operational management staff have been involved throughout the project to provide input on any known signage issues at the reserves in scope.

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

Local impacts and local board views

122. The Hibiscus and Bays Board Plan 2020 states the board’s commitment to support the peoples “strong sense of pride in the look and feel of their local areas”. This commitment will be realised in part through the renewal and improvement of signage throughout the parks / reserves in scope.

123. The scope of works was discussed with the local board in workshops in July and November 2018. With the programme being approved on 20 February 2019 (HB/2019/4). The proposed signage designs were then workshopped with the local board on 12 and 19 June 2020, and feedback was incorporated in the designs which are subject to approval in this report.

Tauākī whakaaweawe Māori

Māori impact statement

124. The Hibiscus and Bays Local Board is one of 11 local boards that are participating in the Te Kete Rukuruku Programme.

125. The Te Kete Rukuruku Programme is working with mana whenua to ensure parks and other public spaces better reflect the region’s rich Māori heritage. One element is to add names significant to Māori to local parks and community places, including libraries and community centres.

126. This project has ensured consideration was given to the programmes work and identified one reserve, Aicken Reserve, that will receive a te reo Māori name in the near future.

127. The Te Kete Rukuruku Programme is also part of the council’s broader plan to ensure more te reo Māori is seen, heard, learned and spoken in the region. The Auckland Council design templates for open space signage have been updated to include information in both English and te reo Māori. These new templates are being applied by the project to all signage, refer to Attachment C.

128. Ongoing consultation continues to take place with the Te Kete Rukuruku Programme to ensure any overlaps are identified and impacts considered.

Ngā ritenga ā-pūtea

Financial implications

129. The table below provides an outline of costs to date and the estimated costs in relation to the overall project:

130. A contract has been agreed with one of the approved signage suppliers for Auckland Council. This will allow for the preparation of the signage designs and the ability to lock in the unit rates for the signage. However, the initial contract amount was capped at $100,000.

131. With the signage costs being higher than $100,000, a variation will need to be agreed. The contract was signed in 2018 and prices for materials have increased since then, especially due to the implications of the COVID-19 pandemic.

132. Savings realised by this project will become available for the delivery of other projects approved in the Community Facilities work programme.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

133. As outlined in the financial implications section of this report, it is likely that the current cost estimate for the project is incorrect. Across projects it has been noted that costs have gone up due to the implications of the COVID-19 pandemic. The pandemic has caused a shortage in materials and increased import costs. This may mean that the delivery of signage cannot be achieved within the current cost estimate.

134. To account for this risk, the contingency budget has been increased to 20 per cent (usually 10 per cent) and staff will work closely with the signage supplier to identify options to minimise costs.

135. The material shortage may also lead to a delay in the manufacture and installation of signage. Currently it is assumed that the project can be completed by the end of the financial year, however it is possible that works will be delayed into the new financial year.

136. Progress is actively monitored by staff and delays (if any) will be reported to local board as part of the regular monthly reporting process.

Ngā koringa ā-muri

Next steps

137. Upon approval of the proposed signage for the 19 reserves, designs will be finalised and a final walk over will be undertaken to ensure no changes to signage have occurred since the last site inspections.

138. Once this is completed, signs will be manufactured and the installation will be programmed in the upcoming months.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Proposed signage maps	29
b ⇩	Existing signage maps	75
c ⇩	Bilingual signage design templates	121

Ngā kaihaina

Signatories

Author

Barbara Heise – Senior Project Manager, Community Facilities

Authorisers

Kim O’Neill – Acting General Manager, Community Facilities

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

18 March 2021

Local board input into preparation of the draft 2021 Regional Parks Management Plan

File No.: CP2021/02164

Te take mō te pūrongo

Purpose of the report

1. To enable local boards to provide formal input into the preparation of the draft Regional Parks Management Plan 2021.

Whakarāpopototanga matua

Executive summary

2. The Parks, Arts, Community and Events (PACE) Committee initiated the 10-year review of the Regional Parks Management Plan (RPMP) in 2020. Written suggestions from 758 submitters were received on the intention to draft the plan, and in December 2020 a summary was sent to local board members.

3. The main overarching theme in the suggestions is that people highly value the natural, undeveloped nature of the regional parks, particularly in the face of continuing growth of Auckland’s population and urban area. They want to be able to access and enjoy regional parks while at the same time protecting these natural spaces.

4. Track closures to prevent the spread of kauri dieback continue to be a source of frustration and the council received numerous requests to do more to re-establish access while protecting kauri. Vehicles on Muriwai Beach, dog control, visitor impacts on wildlife, and the need for greater plant and animal pest control were other sources of concern.

5. People highlighted that regional parks can play a positive role in responding to climate change as natural carbon sinks, with many people suggesting ‘that more trees be planted’. Other suggestions included ways for farming to be more sustainable, regenerative and diverse and for visitor vehicle emissions to be reduced.

6. Submitters also suggested regional parks play an important role in connecting and educating people about nature, Māori heritage, and farming. They suggested volunteering and partnerships could support this role.

7. There was both opposition and qualified support for revenue generation from regional parks. Some suggested donations could be sought to support projects in parks.

8. The next steps are to consider these suggestions in the preparation of the draft RPMP, together with local board input provided through this report, and engagement with mana whenua. Key decisions and issues will be workshopped with the PACE Committee before the draft RPMP is presented for the committee’s adoption and release for public consultation.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) resolve formal feedback to inform the preparation of the draft Regional Park Management Plan 2021 (Attachment A).

Horopaki

Context

9. The regional parks management plan guides the management and use of regional parks. The regional park network has been managed via an omnibus management plan since 2002 and the 2010 version is still operative. Having a management plan is a statutory requirement under the Reserves Act 1977 and the Waitakere Ranges Heritage Area Act 2008.

10. The PACE Committee initiated the 10-year review of the RPMP^{^[1]} in 2020. The review encompasses 28 regional parks comprising approximately 41,000 hectares of park land.

11. The process for the review is as follows.

12. On 20 August 2020, Auckland Council notified its intention to prepare a new plan and sought written suggestions from the community and organisations, as required under the Reserves Act 1977.

13. During an eight-week consultation period from 1 September to 26 October 2020, comments and suggestions were received from 758 people and organisations along with a petition from 3681 petitioners.

14. Elected members were provided with a summary of the suggestions in December 2020. The summary of suggestions was publicly released in January 2021 and is available on the RPMP review webpage.

Tātaritanga me ngā tohutohu

Analysis and advice

Summary of suggestions from organisations and the community

15. The suggestions ranged from general comments about what people value about regional parks and the role the parks should play, to comments and suggestions about specific regional parks.

16. Comments included brief suggestions from many different park users, through to multiple-page submissions quoting clauses of the current RPMP and in-depth suggestions from those who have had years of close association with the regional parks. Organisations representing specific recreation, community or conservation interests put forward their members’ views.

Key themes

· Almost universally, people told us they love the natural, undeveloped character of regional parks, and value the ability to freely access natural and open spaces as Tāmaki Makaurau continues to grow.

· Many value native biodiversity for its own sake and want to protect and restore the natural environment.

Issues that the largest numbers of submitters felt strongly about were:

· The impact of kauri dieback related track closures on wellbeing, with requests to improve access while protecting kauri.

· Vehicles on beaches, particularly at Muriwai, drew comment about conflicts with other users and concerns about safety and environmental damage.

· In response to climate change, people saw regional parks as fulfilling the role of a carbon sink. By far the most common suggestion was to ‘plant more trees.’ Other common suggestions were for farming to be more sustainable, regenerative and diverse, and to build cycle trails and bus links between parks and communities so people don’t have to drive.

· Some requested more spaces to take dogs, while others wanted to keep areas dog-free with a greater focus on enforcing dog bylaws.

· Many raised concerns about plant and animal pest infestations and suggested priority go to conservation and pest control and suggested actions to reduce visitor impacts on wildlife.

Other key themes raised by the community and organisations included:

· Requests from many outdoor recreation groups and users (trampers, horse riders, mountain bikers, vehicle-based campers, four-wheel drive recreation, dog walkers and others) for more opportunities to enjoy their activities in more parts of regional parks.

· Regional parks were viewed as the natural place to educate and build connections to nature including through volunteering, and to learn about farming and provide experiences with animals. Suggestions to provide visitor information, nature education, support volunteers and provide a more visible ranger presence were received.

· A petition from 3681 people sought an end to the killing of farmed animals for food production at Ambury and other regional parks, on the grounds that animals deserve to live out their full lives.

· People said they want to understand and connect with the heritage and history of the whenua, particularly its Māori history.

· Commercial use was both opposed and given conditional support, providing it fits into the natural character of the regional parks. Some suggested donations could help fund projects and volunteering could be increased.

· The Waitākere Ranges drew the most comment by far of all the regional parks, including comments on kauri dieback and tracks, and the impact of visitor pressures in many areas.

· The Hūnua Ranges were seen to have considerable untapped potential for active recreation, with many suggestions for horse riding, mountain biking, tramping, day walks and cycle links.

17. Further detail is available in the Summary of Suggestions, published on the RPMP review webpage.

18. Staff are seeking formal feedback from local boards by resolution in local board meetings held in February or March 2021 to help inform the draft RPMP preparation.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. Climate change is one of the key topics of the review. We invited comment on the role that regional parks might play in responding to the climate change emergency and many suggestions were received on this topic, as summarised in the section above.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. The preparation of the draft RPMP in 2021 involves subject matter experts from many parts of the council including Infrastructure and Environmental Services, Plans and Places, Regional Parks, Community Facilities; as well as council controlled organisations such as Auckland Unlimited, Auckland Transport, and Watercare.

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

Local impacts and local board views

21. Following workshops in early 2021 with those local boards who requested it, this report seeks formal feedback from local boards to be considered in preparation of the draft RPMP.

22. Local boards will have a further opportunity to comment on the draft 2021 RPMP following the public submission process.

Tauākī whakaaweawe Māori

Māori impact statement

23. We are engaging with mana whenua during the drafting stage of the RPMP. In addition, we have requested region-wide input through the Tāmaki Makaurau Mana Whenua Forum. The forum’s response to this request is being considered in February 2021.

Ngā ritenga ā-pūtea

Financial implications

24. The cost of the plan review will be met within existing Regional Parks and Regional Service Planning, Investment and Partnerships budgets and resources, confirmed in the Emergency Budget 2020/2021.

25. Revising the RPMP does not commit the council to future expenditure. The feedback received during the review and direction in the RPMP will guide priorities within available funding for regional parks.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26. The table sets out risks and mitigations relating to the preparation of a draft RPMP in 2021.

Risk	Mitigation
If there is any move back into a higher level of Covid-19 Emergency during the plan drafting period, direct contact methods of engagement with mana whenua and key stakeholders may be disrupted.		· Aim to move engagement to remote methods such as Skype, if necessary. · Consider moving the deadlines if sufficient engagement cannot be undertaken.
The review may raise expectations for a higher level of facilities or services on regional parks.		· Manage expectations regarding the review scope and the relationship between the draft RPMP and the Long-term Plan and annual plan in all communications.
If we do not follow the correct processes under the Reserves Act 1977 and other legislation, the review process could be open to challenge.		· Confirm the legal status of regional park land holdings and check the statutory and other obligations over each land parcel to ensure compliance. · Ensure legal requirements regarding consultation processes are correctly followed.

Ngā koringa ā-muri

Next steps

27. Analysis of the range of suggestions received from the community, feedback from local boards and mana whenua will help to inform the preparation of the draft RPMP in 2021, which will also draw on extensive staff expertise across the council group.

28. Key decisions and issues will be workshopped with the PACE Committee before the draft RPMP is presented for the committee’s adoption and release for public consultation.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Jo Mackay - Project Manager

Authorisers

Justine Haves - General Manager Service Strategy and Integration

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

18 March 2021

2021 Local Government New Zealand Conference and Annual General Meeting

File No.: CP2021/02046

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.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays 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 2021 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:

Name	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):

Item	Cost
Registration (early bird)	$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.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	LGNZ Conference 2021 programme	145
b ⇩	Options for attendance	151

Ngā kaihaina

Signatories

Author

Elodie Fontaine - Advisor - Democracy Services

Authorisers

Rose Leonard - Manager Governance Services

Louise Mason - General Manager Local Board Services

Lesley Jenkins - Local Area Manager

No.	Title	Page
a ⇩	Governance Forward Work Programme March 2021	157

No.	Title	Page
a ⇩	22 Feb 2021 BBBA meeting_Alexis Poppelbaum	161
b ⇩	February activity summary_SHORT Victoria	163

No.	Title	Page
a ⇩	20210211 Workshop Record	167

No.	Title	Page
a ⇩	Deputation Update February 2021	171

[1] The 2010 Regional Parks Management Plan is available online via this link.

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