I hereby give notice that an ordinary meeting of the Waitākere Ranges Local Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 28 October 2021

4.00pm

This meeting will proceed via Skype for Business. Either a recording or written summary will be uploaded on the Auckland Council website.

 

Waitākere Ranges Local Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Saffron Toms

 

Deputy Chairperson

Greg Presland

 

Members

Mark Allen

 

 

Michelle Clayton

 

 

Sandra Coney, QSO

 

 

Ken Turner

 

 

(Quorum 3 members)

 

 

 

Jenny Bramley

Democracy Advisor

 

22 October 2021

 

Contact Telephone: 021 734 927

Email: jenny.bramley@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 


Waitākere Ranges Local Board

28 October 2021

 

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

9          Public Forum                                                                                                                  5

10        Extraordinary Business                                                                                                5

11        Waitākere Ward Councillors' Update                                                                          7

12        Project Twin Streams 12-month accountability report 2020/2021                           9

13        Multi-Board Local Grants Round Two 2020/2021 grant allocation to a deferred application                                                                                                                    25

14        Chair's Report - Saffron Toms                                                                                   35

15        Deputy Chair's Report - Greg Presland                                                                     37

16        Workshop Records                                                                                                      45

17        Governance Forward Work Programme                                                                 357

18        Consideration of Extraordinary Items

 


1          Welcome

 

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 Waitākere Ranges Local Board:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 23 September 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 Waitākere Ranges Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

 

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

 

9          Public Forum

 

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

 

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

 

10        Extraordinary Business

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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


Waitākere Ranges Local Board

28 October 2021

 

 

Waitākere Ward Councillors' Update

File No.: CP2021/15428

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To receive an update from Waitākere Ward Councillors’ Linda Cooper and Shane Henderson.

2.       A period of 10 minutes has been set aside for the Waitākere Ward Councillors to have an opportunity to update the Waitākere Ranges Local Board on regional matters.

 

Ngā tūtohunga                                       

Recommendation/s

That the Waitākere Ranges Local Board:

a)      thank Waitākere Ward Councillors’ Linda Cooper and Shane Henderson for their verbal update.

 

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.      

Ngā kaihaina

Signatories

Authors

Jenny Bramley - Democracy Advisor

Authorisers

Adam Milina - Local Area Manager

 


Waitākere Ranges Local Board

28 October 2021

 

 

Project Twin Streams 12-month accountability report 2020/2021

File No.: CP2021/14942

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To present the Project Twin Streams (PTS) 12-month accountability report 2020/2021 for the community maintenance contracts, as required in the PTS funding and service agreements.

Whakarāpopototanga matua

Executive summary

2.       This is the combined PTS accountability report (half-year and year-end for2020/2021) to be received by the Waitākere-Ranges Local Board.

3.       The Community Trust Organisations have met the contractual obligations and deliverables of the PTS service and funding agreements. Acknowledging the disruptions from the COVID-19 pandemic, highlights for the financial year 2020/2021 are the health and safety audit performance results under the modified requirements along with the number of trees planted.

 

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a)      receive the Project Twin Streams 12-month accountability report 2020/2021 for the period ending 30 June 2021 (as per Attachment A to this report- covering both half-year accountability report and year-end accountability report).

 

Horopaki

Context

4.       Project Twin Streams is a community-led restoration initiative started in 2003 to improve stream water quality in West Auckland. There are currently 4 community organisations that are undertaking community engagement, native tree planting and pest plant removal under service and funding agreements.

5.       This report addresses the current PTS service and funding agreements which require two accountability reports within the financial year to be received by the local board.

6.       The PTS service agreements and PTS funding agreements are differentiated in the following ways:

·    The PTS service agreements are contracts which fund the PTS Community Trusts (EcoMatters, McLaren Park and Henderson South (MPHS), and Te Ukaipo Mercy Initiatives for Rangatahi Limited (Te Ukaipo)), to carry out environmental restoration and maintenance services with volunteers and community groups within the PTS catchment. Service agreement contract deliverables include restoring and maintaining the green assets to specified standards, working towards a self-sustaining natural environment, supporting the natural regeneration/maturation of PTS area ecosystems, and enhancing catchment areas through enrichment.

·    The PTS funding agreements are contracts which fund the PTS Community Trusts to provide environmental education mentors and educational programmes. Funding agreement contract deliverables include, but are not limited to: teaching and building relationships with local groups, connecting people with their natural environment, environmental awareness and engagement activities, imparting environmental restoration skills, connecting community to green restoration and enhancement, promoting environmental best practices, reducing environmental impact, and encouraging environmental innovation; while providing added value to the Service Agreement outcomes

7.       PTS activities align to the Waitākere Ranges Local Board Plan 2017 Outcomes:

·    Outcome 2: Our unique natural habitats are protected and enhanced

·    Outcome 3: Local communities feel good about where they live

·    Outcome 4: People experience local arts and culture, and recognise our heritage

·    Outcome 5: Our urban centres are enjoyable places to be

·    Outcome 6: Our community spaces, parks, sports and recreation facilities meet local needs and are easy to get to.

8.       The Waitākere Ranges Local Board Plan 2017 is referred to as the Waitākere Ranges Local Board Plan 2020 was not yet adopted at the beginning of this reporting period.

9.       PTS aligns with many Auckland Council strategic documents including The Auckland Plan, Parks and Open Space Strategic Action Plan 2013, Urban Ngāhere (Forest) Strategy, Auckland Regional Pest Management Strategy, Auckland Council’s Indigenous Biodiversity Strategy, Pest Free Auckland, Auckland Council Regional Pest Management Plan, Indigenous Biodiversity Strategy and Te Tāruke-ā-Tāwhiri: Auckland’s Climate Action Framework.

Tātaritanga me ngā tohutohu

Analysis and advice

10.     Attachment A outlines PTS Community Trusts’ performance results from an independent auditor, assessing healthy and safety performance as well as restoration based on the contract KPI’s.

11.     PTS Community Trusts in the Waitākere Ranges Local Board area have met the contractual obligations and deliverables of the PTS service and funding agreements.

12.     Parks, Sports and Recreation are satisfied with the Community Trusts’ audit performance results (restoration audit, health and safety audit) and the overall performance against contract deliverables.

13.     The KPI’s that are not met are rectified on-site at the time of the audit – or flagged as follow up items to Parks, Sports and Recreation staff and the Community Trusts.

14.     Statistics and audit performance percentages achieved in Attachment A are the result of skilled, thorough, and passionate PTS staff appointed by the Community Trusts.

Tauākī whakaaweawe āhuarangi

Climate impact statement

15.     PTS activities contribute to:

·    Cleaner air and water i.e. improved stream quality, air quality and, enhanced carbon sequestration through planting trees.

·    Healthier communities i.e. people connected to their whenua and protecting it.

·    Better housing choice and places to live, helping prepare the catchment for the impacts of climate change i.e. flooded housing removed.

·    More access to sustainable transport methods i.e. walkways and cycleways and reducing carbon emissions.

 

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

16.     PTS activities have a positive impact on neighbouring areas and sites currently maintained by Community Facilities. Pest Plants in PTS areas are maintained to a high standard resulting in the prevention of spread into neighbouring Community Facilities sites.

17.     PTS activities have a positive impact on Auckland Transport (AT) owned and managed infrastructure helping to improve connectivity and reduce car travel. An example of this is the shared paths which extend through PTS areas, forming a spine for walking and cycling in Glen Eden and Henderson. Auckland Transport is planning to augment this network with further routes. 

18.     PTS activities have a positive impact on Parks, Sports and Recreation as maintenance and restorative works are carried out on boundaries shared with park spaces. PTS has helped to improve and provide recreational/fitness and nature experience opportunities.                         

19.     PTS activities have a positive impact on Healthy Waters and Infrastructure and Environmental Services. Community Trusts work with Healthy Waters to carry out freshwater fish surveys and stream monitoring. PTS restoration planting has mitigated flood risk in PTS sites and increased stream ecology.

20.     Biodiversity staff have been engaged by community trusts in educational group activities such as bird watching.

21.     Council teams engaged directly by PTS service agreement and funding agreement contracts are Parks, Sports and Recreation, Local Board Services and Procurement Delivery. Engagement involves providing resources, mainly staff time, to PTS.

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

Local impacts and local board views

22.     PTS has resulted in the naturalisation and maintenance of the streamside environments in the Huruhuru and Te Wai o Pareira creeks and tributaries.

23.     PTS has a reputation for integrating social and environmental outcomes.

24.     The Waitākere Ranges Local Board has expressed strong interest in the environmental outcomes of PTS.

Tauākī whakaaweawe Māori

Māori impact statement

25.     Mana whenua involvement in PTS has included cultural heritage assessments of cycle and walkways, cultural advice provided in PTS partnership workshops, input to communications, promotional and educational materials, as well as guidance to contracted community organisations.

26.     PTS activities enhance cultural understanding within our environment. This includes traditional uses of native plants, rongoā maori and pā harakeke maintenance.

27.     The PTS trusts actively educate volunteers with Māori plant-based knowledge. This includes maintenance of a pā harakeke and rongoā plantings. Rongoā workshops were held monthly during financial year 2020/2021 with EcoMatters Environment Trust.

28.     EcoMatters were involved with the Restoring the Whenua restoration project in collaboration with Auckland Council for Matariki at Sunvue park with the attendance and blessing of Te Kawerau ā Maki.

Ngā ritenga ā-pūtea

Financial implications

29.     Funding for this project is provided through the local boards Asset Based Services Operational Expenditure budget managed by Parks, Sports and Recreation.

30.     The scheduled expenditure for 2020/2021 was met. Council achieved savings through underspent contingency budget, which was due to the impact of COVID-19 to the project mid financial year.

31.     Parks, Sports and Recreation has received adequate evidence from the trusts that funding is being spent on contracted activities, summarised in Attachment A.

32.     Total Asset Based Services Operational Expenditure budget for PTS:

 

Waitākere Ranges Local Board

Henderson-Massey Local Board

Service agreements (restoration and maintenance)

 

$98,300.0

$168,513.5

Grant agreements (community engagement)

 

$82,300.0

$144,513.5

Contingency

 

$55,944.0

$126,273.0

Total

 

$236,544.0

$439,300.0

Contingency savings

$38,039.32

$72,306.04

 

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33.     Risks to be mitigated in PTS activities are outlined in the independent health and safety (H/S) audit key performance indicator’s (KPI’s). PTS health and safety audit KPI’s include but are not limited to: Hazardous substances being stored in a safe manner, use of hazard risk registers, evidence of incidents or accidents being reported, machinery serviced and in good working order, evidence of protective equipment being used, site safety plans updated, trained experienced and certified personnel using hazardous substances and communication systems or devices are accessible in case of emergency. Effective management of the above KPI’s reduces risks to health and safety of staff and public.

34.     Environmental risks to be mitigated in PTS sites are outlined in the independent restoration audit KPI’s. PTS restoration audit KPI’s in relation to pest plant control include but are not limited to: eradication of total control weed species, containment and surveillance weed species controlled where possible, pest plant re-entry into catchments minimised through control of all seedlings, seeds and fruiting bodies removed before maturation and no damage caused to non-pest plants. PTS restoration KPI’s in relation to environmental/vegetation maintenance include but are not limited to: vegetation cutback from footpaths, tracks and cycleways, vegetation does not impede pedestrians or mowing operations, green-waste mulched if possible, pruning undertaken to industry best standards and no small/old pieces of litter in PTS sites. Effective management of the above KPI’s reduces environmental risks and degradation of PTS sites.

35.     Risks are mitigated by independent auditors contracted to carry out health, safety, and restoration audits two times per trust in the financial year.

36.     Experienced PTS staff from the Community Trusts’ take necessary precautionary measures such as health and safety briefs before works with volunteers or community groups commences.

37.     Risks associated with the COVID-19 pandemic are mitigated by additions to safety plan requirements and modifications to contracts that consider the potential suspension of works at given alert levels.

Ngā koringa ā-muri

Next steps

38.     PTS activities continue as agreed through the local board’s 2021/22 work programme. PTS will resume accountability reporting to the local board twice per financial year, with the next PTS half-year accountability report due end of April 2022.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Project Twin Streams (PTS) accountability report: Waitākere Ranges Local Board

15

     

Ngā kaihaina

Signatories

Authors

Aimee Hoeberigs - Community Park Ranger

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Adam Milina - Local Area Manager

 


Waitākere Ranges Local Board

28 October 2021

 

 

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Waitākere Ranges Local Board

28 October 2021

 

 

Multi-Board Local Grants Round Two 2020/2021 grant allocation to a deferred application

File No.: CP2021/14078

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide the Waitākere Ranges with a deferred grant application from Waitākere Ranges Multi-Board Local Grants Round Two 2020/2021 and enable a decision to fund, part fund or decline the application.

Whakarāpopototanga matua

Executive summary

2.       The Waitākere Ranges Local Board adopted the Waitākere Ranges Local Board Community Grants Programme 2020/2021 on 17 June 2020 as provided in Attachment A. The document sets application guidelines for contestable grants.

3.       This report presents one deferred application received in Waitākere Ranges Multi-Board Local Grants Round Two 2020/2021 as provided in Attachment B. The deferral was decided on 20 May 2021.

4.       The board set a total community grants budget of $81,889.00 for the 2021/2022 financial year in which this grant allocation will be drawn from; in addition to the two Quick Response rounds, two Local Grant rounds, and two Multi-Board rounds this budget will cover.

5.       The applicant applied for funding on 19 February 2021 from multiple local boards, requesting $5,000 from the Waitākere Ranges Local Board towards the employment contract of a manager for three months.

 

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a)      agree to fund, part-fund, or decline the application in Waitākere Ranges Multi-Board Local Grants Round Two 2020/2021 listed in the following table:

Application ID

Organisation

Main focus

Requesting funding for

Amount requested

MB2021-215

EcoNet Charitable Trust

Environment

Towards the employment contract of a manager for three months

$5,000.00

 

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Waitākere Ranges Grants Programme 2020/2021

27

b

Multi-board Local Grants Round Two 2020/2021 - MB2021-215 Application Summary

31

     

Ngā kaihaina

Signatories

Authors

Rikka Barbosa - Grants Advisor

Authorisers

Rhonwen Heath - Head of Rates Valuations & Data Mgmt

Adam Milina - Local Area Manager

 


Waitākere Ranges Local Board

28 October 2021

 

 

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28 October 2021

 

 

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Waitākere Ranges Local Board

28 October 2021

 

 

Chair's Report - Saffron Toms

 

File No.: CP2021/15728

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To provide an update on projects, meetings, and other initiatives relevant to the local board’s interests.

Whakarāpopototanga matua

Executive summary

2.       Local board members are responsible for leading policy development in their areas of interest, proposing and developing project concepts, overseeing agreed projects within budgets, being active advocates, accessing and providing information and advice.

 

Ngā tūtohunga / Recommendation

That the Waitākere Ranges Local Board:

a)      receive Chair Saffron Tom’s tabled report for October 2021.

 

 

 

Ngā tāpirihanga / Attachments

There are no attachments for this report.     

Ngā kaihaina / Signatories

Authors

Jenny Bramley - Democracy Advisor

Authorisers

Adam Milina - Local Area Manager

 


Waitākere Ranges Local Board

28 October 2021

 

 

Deputy Chair's Report - Greg Presland

 

File No.: CP2021/15916

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To provide an update on projects, meetings, and other initiatives relevant to the local board’s interests.

Whakarāpopototanga matua

Executive summary

2.       Local board members are responsible for leading policy development in their areas of interest, proposing and developing project concepts, overseeing agreed projects within budgets, being active advocates, accessing and providing information and advice.

 

Ngā tūtohunga / Recommendation

That the Waitākere Ranges Local Board:

a)      receive Deputy Chair Presland’s attached report for October 2021.

 

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Deputy Chair Presland Report - October 2021

39

     

Ngā kaihaina / Signatories

Authors

Jenny Bramley - Democracy Advisor

Authorisers

Adam Milina - Local Area Manager

 


Waitākere Ranges Local Board

28 October 2021

 

 

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Waitākere Ranges Local Board

28 October 2021

 

 

Workshop Records

 

File No.: CP2021/15729

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To present records of workshops held by the Waitākere Ranges Local Board.

Whakarāpopototanga matua / Executive summary

2.       A workshop record providing a brief summary of the general nature of the discussion is reported to the next business meeting, along with, where considered appropriate under the Local Government Official Information and Meetings Act 1987, related supporting material.

3.       Waitākere Ranges Local Boards workshops are open to the public. This means that public and/or media may be in attendance and workshop materials including presentations and supporting documents will be made publicly available unless deemed confidential.

 

Ngā tūtohunga / Recommendation/s

That the Waitākere Ranges Local Board:

a)      receive the attached workshop records and supporting materials for 16 and 23 September and 7 and 14 October 2021.

 

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Waitākere Ranges Local Board Workshop Record - 16 September 2021

47

b

Waitākere Ranges Local Board Workshop Record - 23 September 2021

241

c

Waitākere Ranges Local Board Workshop Record - 7 October 2021

251

d

Waitākere Ranges Local Board Workshop Record - 14 October 2021

315

     

Ngā kaihaina / Signatories

Authors

Jenny Bramley - Democracy Advisor

Authorisers

Adam Milina - Local Area Manager

 


Waitākere Ranges Local Board

28 October 2021

 

 

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Waitākere Ranges Local Board

28 October 2021

 

 

Governance Forward Work Programme

File No.: CP2021/15731

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To present the Waitākere Ranges Local Board with its updated governance forward work programme calendar (the calendar).

Whakarāpopototanga matua

Executive summary

2.       The calendar for the Waitākere Ranges Local Board is in Attachment A. The calendar is updated monthly and reported to business meetings.

3.       The calendar is part of Auckland Council’s quality advice programme and aims to support local boards’ governance role by:

·    ensuring advice on meeting agendas is driven by local board priorities

·    clarifying what advice is expected and when

·    clarifying the rationale for reports.

4.       The calendar also aims to provide guidance for staff supporting local boards and greater transparency for the public.

 

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a)      receive the governance forward work programme for October 2021.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Governance forward work programme, October 2021

359

     

Ngā kaihaina

Signatories

Authors

Jenny Bramley - Democracy Advisor

Authorisers

Adam Milina - Local Area Manager

 


Waitākere Ranges Local Board

28 October 2021

 

 

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