Agenda of Waiheke Local Board - Wednesday, 24 March 2021

1 Welcome

Kua uru mai a hau kaha, a hau maia, a hau ora, a hau nui,

Ki runga, ki raro, ki roto, ki waho

Rire, rire hau…pai marire

Translation (non-literal) - Rama Ormsby

Let the winds bring us inspiration from beyond,

Invigorate us with determination and courage to achieve our aspirations for abundance and sustainability

Bring the calm, bring all things good, bring peace… good peace.

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Waiheke Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 24 February 2021, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

8.1 Deputation - Vicki Angland and Judy Cowie - Waiheke Walking Festival

Te take mō te pūrongo

Purpose of the report

1. To provide the board with a review of the 2020 Waiheke Walking Festival and an update on plans for the 2021 Walking Festival.

Whakarāpopototanga matua

Executive summary

2. The Walking Festival Manager would like the opportunity to thank the board for their continued support and to present the key achievements from the 2020 Waiheke Walking Festival.

3. An update will also be provided on the plans for the 2021 Waiheke Walking Festival, due to take place 5–21 November 2021.

Te tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank Vicki Angland, Waiheke Walking Festival Manager and Judy Cowie, Trustee for their attendance and presentation.

Attachments

a Walking Festival Presentation...................................................................... 185

8.2 Deputation - Lucinda Peterwen and Linda Savage - Waiheke Theatre Company

Te take mō te pūrongo

Purpose of the report

1. To address the board regarding the declining availability of the Artworks Theatre to the Waiheke Theatre Company.

Whakarāpopototanga matua

Executive summary

2. As producers of community theatre, Waiheke Theatre Company (WTC) has concerns about the declining availability of the Artworks Theatre for community productions due to a change in direction from the current governance group of the theatre.

Te tūtohunga

Recommendation

That the Waiheke Local Board:

a) thank Lucinda Peterwen and Linda Savage for their attendance.

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

No.	Title	Page
a ⇩	Councillor Coom's Update - March 2021	11

Waiheke Local Board

24 March 2021

Waiheke Quick Response Round Two 2020/2021 grant allocations

File No.: CP2021/02620

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund, or decline applications received for Waiheke Quick Response Round Two 2020/2021.

Whakarāpopototanga matua

Executive summary

2. The Waiheke Local Board adopted the Grants Programme 2020/2021 on 22 April 2020 (refer Attachment A). The document sets application guidelines for contestable grants submitted to the local board.

3. This report presents applications received in Waiheke Quick Response Round Two 2020/2021 (refer Attachment B).

4. The local board has set a total community grants budget of $89,601 for the 2020/2021 financial year. A total of $33,041.50 has been allocated in the previous local grant and quick response rounds. This leaves a total of $56,559.50 to be allocated in two quick response rounds and one local grant round.

5. Eleven applications were received for Waiheke Quick Response Round Two 2020/2021 requesting a total of $18,367.00

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) agree to fund, part-fund or decline each application in Waiheke Quick Response Round Two 2020/2021 listed in the following table

Table One: Waiheke Quick Response Grant round two grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
QR2118-201	Artworks Theatre \| Te Whare Tāpere o Waiheke	Arts and culture	Towards Korero Kids, Term Two and Three programme.	$2,000.00	Eligible
QR2118-202	Fhiona Wainwright	Arts and culture	Toward the Waiheke Voices and Band; for sponsorship for the choir and band term fee for 10 children and venue hire costs for the theatre.	$1,000.00	Eligible
QR2118-204	UpsideDowns Education Trust	Community	Toward speech therapy for one child.	$1,000.00	Eligible
QR2118-205	Waiheke Connect Incorporated	Community	Toward a three month pilot for the activation of the Old Surfdale Postoffice (OSPO) from 2 April to 31 July 2021	$1,940.00	Eligible
QR2118-206	Waiheke Adult Literacy Incorporated	Community	Toward Road Code workshops, including one on one support, and driving lessons for young people who may have financial or other barriers	$2,000.00	Eligible
QR2118-207	Habitat for Humanity Northern Region Limited	Community	Towards costs for essential winter items such as blankets.	$2,000.00	Eligible
QR2118-208	Once Upon An Island Trust	Arts and Culture	Towards administration, advertising and printing of promotional material, donations for guest speakers, design and graphics work for the “Stone, Tree, Star, Water – Kohatu, Rakau, Whetu and Wai performances.	$2,000.00	Eligible
QR2118-210	Karla Allies under the umbrella of Protect Aotea	Environment	Towards ferry passes and day parking for volunteers to attend the market, and market fees and bumper stickers ‍ .	$1,999.00	Eligible
QR2118-211	Angela Means trading as “Greatest Friend”	Arts and Culture	Towards two free workshops for the workshop series “Greatest Friend” for young people on Waiheke	$1,000.00	Eligible
QR2118-212	Sierra Diprose	Arts and Culture	Towards costs for photography and dance workshops for Waiheke young people.	$1,428.00	Eligible
QR2118-216	Community Networks Waiheke Incorporated	Community	Towards a researcher to undertake the survey of people living in their cars.	$2,000.00	Eligible
Total				$18,367.00

Horopaki

Context

6. The local board allocates grants to groups and organisations delivering projects, activities, and services that benefit Aucklanders and contribute to the vision of being a world-class city.

7. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme.

8. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements

9. The Waiheke Local Board adopted their grants programme for 2020/2021 on 22 April 2020 and will operate three quick response and two local grants rounds for this financial year

10. The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

11. The local board has set a total community grants budget of $89,601 for the 2020/2021 financial year. A total of $33,041.50 has been allocated in the previous grant rounds. This leaves a total of $56,559.50 to be allocated in two quick response grant rounds and one local grant round.

Tātaritanga me ngā tohutohu

Analysis and advice

12. The aim of the local board grant programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community Grants Policy and the local board grant programme criteria. The eligibility of each application is identified in the report recommendations

Tauākī whakaaweawe āhuarangi

Climate impact statement

13. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups with projects that support community climate change action. Local board grants can contribute to climate action through support of projects that address food production and food waste, support alternative transport methods, support community energy efficiency education and behaviour change, build community resilience, and support tree planting.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14. According to the main focus of the application, each one has received input from a subject matter expert from the relevant department. The main focuses are identified as arts, community, events, sport and recreation, environment or heritage.

15. The grants programme has no identified impacts on council-controlled organisations and therefore their views are not required.

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

Local impacts and local board views

16. Local boards are responsible for the decision-making and allocation of local board community grants. The Waiheke Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme

17. The board is requested to note that section 48 of the Community Grants Policy states; ‘we will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time’.

18. A summary of each application received through round two of the Waiheke Quick Response 2020/2021 grant round is provided (refer Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

19. The local board grants programme aims to respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Auckland Council’s Māori Responsiveness Unit has provided input and support towards the development of the community grant processes

20. Seven applicants applying to quick response round two, have indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

21. The allocation of grants to community groups is within the adopted Long-term Plan 2018-2028 and local board agreements.

22. The local board has set a total community grants budget of $89,601 for the 2020/2021 financial year. A total of $33,041.50 has been allocated in the previous grant rounds. This leaves a total of $56,559.50 to be allocated in two quick response rounds and one local grant round.

23. Eleven applications were received for Waiheke Quick Response Round Two 2020/2021, requesting a total of $18,367.00.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy and the local board grants programme. The assessment process has identified a low risk associated with funding the applications in this round.

Ngā koringa ā-muri

Next steps

25. Following the Waiheke Local Board allocating funding for round one of the quick response grants, the grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Waiheke Local Grants programme 2020/2021	33
b ⇩	Waiheke Quick Response Round Two 2020/2021 applications	37

Ngā kaihaina

Signatories

Author

Fran Hayton - Principal Grants Advsr & Incentives TL

Authorisers

Marion Davies - Grants and Incentives Manager

Glenn Boyd - Local Area Manager – Aotea/Great Barrier and Waiheke Local Boards

No.	Title	Page
a ⇩	Minutes of the Waiheke Transport Forum - 3 March 2021	79

Waiheke Local Board

24 March 2021

Auckland Transport Report - March 2021

File No.: CP2021/01918

Te take mō te pūrongo

Purpose of the report

1. To provide an update to the Waiheke Local Board on transport related matters in their area including the Local Board Transport Capital Fund (LBTCF), and Community Safety Fund (CSF).

Whakarāpopototanga matua

Executive summary

This report covers:

2. A general summary of operational projects and activities of interest to the board.

3. An update on Auckland Transport projects identified in the Waiheke 10 Year Transport Plan.

4. An update on the board’s Transport Capital Fund and Community Safety Fund.

Ngā tūtohunga

Recommendation

That the Waiheke Local Board:

a) receive the Auckland Transport March 2021 update report.

Horopaki

Context

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

6. This report updates the Waiheke Local Board on Auckland Transport (“AT”) projects and operations in the local board area, it updates the local board on their advocacy and consultations and includes information on the status of the Local Board Transport Capital Fund (“LBTCF”) and Community Safety Fund (“CSF”).

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Transport Capital Fund (LBTCF)

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

8. The LBTCF for the 20/21 financial year has been set at $5.0 million for allocation across the 21 local boards. Allocation is based on the Local Board Funding Policy. Decisions about the 21/22 and 22/23 financial years will form part of the Long-Term Plan/Regional Land Transport Plan (LTP/RLTP) discussions but early indications are that these years will also see a more constrained capital programme than prior to the COVID crisis.

9. Advice from the Finance Department is that with specific budgets unknown for 21/22 and 22/23 financial years, boards are unable to combine future years allocations into a single project.

10. Boards are encouraged to target delivery of smaller projects or complete design and documentation for a project than can be physically delivered in 21/22.

11. The Waiheke Local Board share of the 20/21 LBTCF allocation is $97,061.

12. The local board agreed at the November business meeting to allocate $25,000 of the LBTCF allocation to install two shelters on the taxi rank platform at Matiatia. These shelters were installed in December 2020.

13. Auckland Transport will work with the local board to discuss and advise on the best use of the remaining budget.

Community Safety Fund (CSF)

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

15. The CSF is funded from Auckland Transport’s safety budget and is dependent on the level of funding AT receives from Council. This level of funding has been constrained through the Emergency Budget process. Public consultation and design work is progressing so that projects are designed and ready to go when the money becomes available.

16. Safety projects will be prioritized according to DSI (death and serious injury) data and therefore local board community safety projects will continue with planning and design but may not be delivered in the 20/21 financial year.

Management Accounts:

17. Management Accounts for the AT administered Hauraki Gulf Islands (HGI) wharves for the six-month period 1 July 2020 to 31 December 2020.

Items to note: Renewals

18. $1.04m for Matiatia: wharf upgrade, new pontoon & gangway works and enabling works (backup berth).

19. $59k for Kennedy Point Ferry terminal western ramp extension finishing work.

Update on Auckland Transport operations:

20. The table below has a general summary of projects and activities of interest to the local board with their status. Please note that:

· All timings are indicative and are subject to change.

· The Waiheke Operations Manager will update the local board in the event of any amendments or changes to the summaries provided for below.

Activity	Update
Wharves	Kennedy Point The Kennedy Point fendering practical completion walkaround occurred Thursday 25 February. A few small snags were identified and discussed between AT, the contractor and design engineer. These are underway and expected to be completed within two weeks. A berthing and operational trial is being arranged with McCullum’s on 15 March - or a suitable date when they have scheduled bookings for Waiheke. Matiatia Wharf (main) Project objective: Phase one - to replace the old gangways, pontoon and hydraulic lifting system at the southern (main) berth. The preliminary design and modelling was completed and released to open market on 22 Dec 2020 via the Government Electronic Tender Service (GETS). The design-build tender closes 18 March. A tender evaluation panel is booked in with tight deadlines to evaluate and award these works as soon as practically possible. From these submissions AT will have a clearer understanding of timeframes from the contractor programmes submitted. Our expectation is if we manage to award the contract (subject to any tags and contract negotiation) by mid- to end-April and considering the various items to be completed for detailed design, materials procurement and off-site fabrication, the likely install of the new southern berth will be around November/December 2021. This estimate is based on market feedback during the early stages of the tender process, but further updates will be provided once more is known. Once the installation works go ahead on site for the new southern berth (phase one), it will mean that both the southern and northern berth will need to be removed. Phase one works includes full replacement of the southern berth. The northern berth (phase two) requirement has grown significantly in project size and scope primarily to enable compliant gradients ascertained from accessibility feedback. The preliminary design so far shows us that we can achieve a much better gradient if the pontoon is extended by approximately 4 metres. This design consideration is ongoing and more will be understood regarding likely costing and timing once we receive the phase one tender submissions. Matiatia Wharf (old) Project objective: To enable commuter vessels to berth at this wharf in the event of emergency or as back up to works taking place on the main berths The practical completion walkaround for the pontoon reconfiguration on Matiatia Old Wharf occurred Wednesday 10 March. A few small snags were discussed and will be rectified over the coming few weeks. This wharf has been in use by commercial operators since 17 December 2020 and a berthing trail has been arranged with Fullers on Thursday 17 March (subject to the America’s Cup being finished). The trial is to determine any other requirements to make sure everything runs smoothly when the vessels are required to relocate to this wharf for an interim period during the main wharf renewal. Quotes are being obtained for temporary shelter on the old wharf factoring in wind and other requirements. A shipping container type option is being considered as likely the most suitable and practical solution. An example of this is displayed below where these are used as walkways and shelter for various projects around the city. Feedback from the Local Board is sought on this and/or any other suggestions for the project team to consider. Waiheke Coastguard The Waiheke Coastguard currently occupy a permanent berthing position alongside the main wharf. Access to the berth is via a vertical ladder from the upper platform. During upgrade works of the southern and northern berths, they will be required to temporarily relocate from their current position to the old wharf. The Waiheke Coastguard have also expressed a desire to relocate permanently to the old wharf, and discussions are currently proceeding to establish the best outcome for all users of this facility. Matiatia Wharf (toilets upgrade) Construction works on upgrading the toilet facilities at the Matiatia ferry terminal commenced on site 16 November 2020. The new facilities include: · A new building to accommodate females, containing seven toilets and three hand wash basins. · Existing male/female facility will be renovated to accommodate the males with three toilets, four urinals and three hand wash basins. · The existing facility will also house a new accessible facility and a unisex toilet, each with its own hand wash basin. · A new canopy over the extended portion of the building. Current Progress: · Internal Jib walls installation in progress. · Roof waterproofing and storm water downpipes in progress. · Electrical and plumbing works in progress. · Fire safety system and sprinklers installed. · External wall cladding complete. · Ceiling installation in progress. · Project to be complete on Friday 19th March 2021, final council inspection on Monday 22^nd March. · Pending result of the council inspection, commissioning of new toilet facilities will be following Council’s approval. Tsunami Threat – Friday 5 March 2021 AT operations monitored official advice channels and worked with operators & the Harbourmaster’s office. Waiheke wharves were kept open however ferry services were suspended as a precaution around 11h30 – 14h00. The 12h00 ferry departed Matiatia with approx. 20 passengers on board however returned shortly after to drop these passengers off. Once the alert had been downgraded, the passengers were collected from the wharf and their passage resumed at 14h20.
Road Maintenance	Programmed works March includes grading and metaling of various unsealed roads, water tabling and other routine cyclic maintenance. Grading and Metaling · Man ‘O War Bay Rd · Gordon’s Rd, Omiha · Waimangu Rd, Omiha · Awaawaroa Rd, Awaawaroa Bay · Anzac Rd-Neapean Ave, Orapiu · Le Roy Rd, Onetangi · Scotts Terrace, Onetangi Road maintenance · Empire Rd, Oneroa · The Esplanade, Oneroa · Hillside Rd, Ostend · Queen’s Drive, Oneroa · Crescent Road East Extension, Ostend · Wharf Rd, Ostend
Metro Ferry Services	Ferry Services Patronage for February was impacted by Auckland entering alert levels 3 and 2 lockdowns during the month. Prior to entering the revised alert levels on 14 February, patronage recovery on passenger ferry services was reported as being strong (comparative to 2019 levels), but the final two weeks of the month saw demand reduced because of customer unease with the COVID situation. Vehicular ferry patronage continued to perform strongly. Overall, there were no major issues or incidents reported over the summer period with capacity and queues. COVID-19 Crew and passenger compliance with Ministry of Health guidelines and Health Notices appears to continue to be good. Because of the change to Alert Level 3, the sale of food and beverage on-board vessels was suspended, and only reintroduced when Auckland returned to Alert Level 1. Crew and AT / Fullers360 messaging continues to support the requirement for masks to be worn whilst onboard ferries; but continued support and enforcement management will be required from police if compliance levels are to significantly improve. Regular audits of QR Codes and MoH / COVID related posters continue, as does the deep cleaning of vessels by Fullers360. Fullers360 updated on-board announcements around mask requirements during February. America’s Cup Service Delivery February saw the delivery of the ‘PRADA Finals Series’ regatta, which was delivered with minimal issue. The timetables delivered were the same as those used for the Christmas Cup, it is likely that the same Waiheke timetable will remain in place for the remainder of the racing over the summer. Downtown Pier Changes Due to the delivery of Te Wananga (Downtown Public Space) it was necessary for Auckland Transport to close Pier 2 for a 4-week duration through February to allow construction works to take place. Due to the Jack Up barge being used for the construction works occupying the space in front of Pier 2B and 2C, ferry services were relocated to the new Piers 1D and 1E from Tuesday 9 February until early March. Waiheke ferry services returned to Pier 2 on 6 March.
Bus Patronage	Overall patronage on the island during February was around 65% of 2020 levels.
504 bus service consultation	AT consulted during December with users of the 504 bus service for their feedback on four options for the future of this service. Feedback closed on 20 December 2020, and any changes are planned to occur later in 2021. AT will advise the local board of the changes planned.

Update on Auckland Transport projects:

21. This list is initially an update on the projects outlined in the “Waiheke 10 Year Transport Plan: Project Lists draft for consultation June 2019”.

22. Progress on these projects are subject to the outcomes from the Emergency Budget 2020/2021.

23. The Waiheke Operations Manager will update the local board in the event of any amendments or changes to the summaries provided for below.

Activity

Summary

Update

Te Huruhi School	New pedestrian crossing outside Te Huruhi School, Donald Bruce Rd.	Funding secured for new pedestrian crossing outside the new school. Investigation & design works underway with onsite meeting on 15 March. Detailed design (including consultation) to be completed by June 2021, or earlier. Construction to be commenced on approval of design and consultation.
Matiatia landside transport improvements	Development of a strategic business case for the master redevelopment of the Matiatia precinct, including carparking, footpaths, surrounding streets and modal access arrangements	Transport and non-transport Matiatia Plan workstreams are both on hold. Consultation material is to be updated following confirmation from Council on engagement process to be followed.
New bus network infrastructure	Provision of infrastructure to support the new Waiheke bus network, which will require new bus stops and the removal of redundant bus stops	Donald Bruce Road, Surfdale. Six new bus stops were proposed to be designed and two existing stops to be upgraded to service the new bus route between Kennedy Point and Matiatia wharves. Temporary stops were installed late 2020. After consultation, five stops new have been designed, and changes proposed to the two existing stops. Those seven stops (two with shelters) will be built/upgraded starting shortly and are expected to be completed by 30 June 2021. The two stops with shelters at this stage are corner of Esslin Rd and Donald Bruce Rd, and outside the School – both on the Matiatia bound side of the road. Ocean View Road, Oneroa. Recently confirmed funding will now allow the bus stop at 112 Ocean View Rd to be designed, consulted on, and resolved. It is planned to be constructed by 30 June 2021. The temporary stop at 110 Ocean View Rd will then be disestablished.
Regulated parking – Belgium St	Modification and upgrade of the bus stops, pedestrian crossings and footpaths on Belgium Street, as well as implementation of regulated parking	Design work for future bus stop improvements is progressing.
Roadway maintenance - Moa Rd	Rehabilitation of roadway surfacing on Moa Road	AT will continue to inspect and maintain Moa Rd as per the other roads in the region. No further update available.
Pedestrian crossing - Alison Rd	Investigation of a new pedestrian crossing on Alison Road	There is a crossing point with a central island at the intersection with Jellicoe Parade. Further assessment for an additional crossing to be discussed with the local board at a future workshop. Limited funding is available this financial year.
Crossing improvement - Sea View Rd	Upgrade of the crossing on Sea View Road to high friction surfacing	Considered for upgrade in new financial year. To be discussed with the local board at a future workshop. Limited funding is available this financial year.
Matiatia Renewal 2	Upgrade of the gangway lift and installation of steel plates and hydraulics at the new Matiatia wharf	Tender closes 18 March. Current anticipation is that the works on the southern berth may be completed by December 2021. This completion date is based on market feedback during the early stages of the tender process but is subject to the final contract award.
Matiatia Renewal 3	Refurbishment of existing toilet facilities at Matiatia ferry terminal and provision of additional toilets	Project completion on Friday 19th March 2021, final council inspection on Monday 22^nd March. Commissioning following
Downtown Ferry Terminal redevelopment	Relocation of Pier 3 and 4 at the Downtown Ferry Terminal (city centre) to Queens Wharf West	Stage One of the Downtown Ferry Basin Redevelopment Project - the creation of six new of berths on the western side of Queens Wharf. All berths fully operational by mid-2021. Installation of all canopies for the new berths are complete. Finishing works ongoing until end-April 2021. Berths 5 and 6 have now been handed over and are operational.
Intersection upgrade - Moa Road / Oceanview Rd	Upgrade of the Moa Road / Oceanview Road intersection to improve road safety and allow for pedestrian access to Little Oneroa	Investigation complete – being considered for detailed design stage. To be discussed with the local board at a future workshop.

Community Safety Fund

24. The CSF is funded from AT’S safety budget and is dependent on the level of funding AT receives from Auckland Council. This level of funding has been constrained through the 2020 Emergency Budget process.

25. Now that Auckland Council’s emergency budget is confirmed, AT is reviewing all CSF projects. It is possible that some projects are delayed or even stopped.

26. The local board resolved for Auckland Transport to construct an improved and dedicated pedestrian and cycle facility along Causeway Road. This is project 103 from the Waiheke 10 Year Transport Plan.

Project

Approved funding

Update

The Causeway – from Shelley Beach Rd to the Boating Club

Community Safety Fund (CSF)

Following public feedback, detailed design is expected to be complete by end March mid-April 2021.

Regarding construction, this project will proceed when funding become available. This is unknown until budgets are confirmed by Service Delivery.

The local board will be advised on budget confirmation and progress.

Outstanding AT responses to local board requests or queries

27. WHK/2020/63. Provide details of the process for closing The Esplanade to all motor vehicles except those used for emergency purposes.

28. Provide confirmation of process and local options for treatment of abandoned vehicles. In progress.

29. WHK/2020/10. Provide clarity around Auckland Transport’s position on managing apparent anti-completive practices at Matiatia (and Downtown) ferry terminals, and surrounds. Details are being collated from various sources.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32. The impact of the information in this report is confined to Auckland Transport and does not impact on other parts of the Council group. Any engagement with other parts of the Council group will be carried out on an individual project basis.

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

Local impacts and local board views

33. The proposed decision of receiving the report has no local, sub-regional or regional impacts.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

35. There are no financial implications of receiving this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

36. Auckland Transport is reviewing our annual works programmes in response to Auckland Council’s emergency budget adopted at the end of July 2020.

37. Auckland Transport’s capital and operating budgets have been reduced through this process, so some projects planned for 2020/21 may not able to be delivered.

38. Both the Community Safety Fund and the Local Board Transport Capital Fund are impacted by these budget reductions.

Ngā koringa ā-muri

Next steps

39. Auckland Transport will provide another update report to the local board at their next business meeting in April 2021.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Richard La Ville – Operations Manager – Waiheke and Gulf Islands Airfields – Auckland Transport

Authorisers

John Strawbridge – Group Manager Parking Services and Compliance – Auckland Transport

Glenn Boyd - Local Area Manager – Aotea/Great Barrier and Waiheke Local Boards

Waiheke Local Board

24 March 2021

2021 Local Government New Zealand Conference and Annual General Meeting

File No.: CP2021/02040

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

Recommendations

That the Waiheke 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:

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):

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	105
b ⇩	Options for attendance	111

Ngā kaihaina

Signatories

Author

Elodie Fontaine - Advisor - Democracy Services

Authorisers

Rose Leonard - Manager - Governance Services

Louise Mason – General Manager - Local Board Services

Glenn Boyd - Local Area Manager – Aotea/Great Barrier and Waiheke Local Boards

Chairperson	Cath Handley
Deputy Chairperson	Bob Upchurch
Members	Kylee Matthews
	Robin Tucker
	Paul Walden

No.	Title	Page
a ⇩	Workshop Proceedings - 17 February 2021	147
b ⇩	Workshop Proceedings - 24 February 2021	155
c ⇩	Workshop proceedings - 3 March 2021	161
d ⇩	Workshop Proceedings - 10 March 2021	165