I hereby give notice that an ordinary meeting of the Aotea / Great Barrier Local Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 30 November 2021

10.00 am

This meeting will proceed via Microsoft Teams.
Either a recording or written summary will be
uploaded on the Auckland Council website.

 

Aotea / Great Barrier Local Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Izzy Fordham

 

Deputy Chairperson

Luke Coles

 

Members

Susan Daly

 

 

Patrick O'Shea

 

 

Valmaine Toki

 

 

(Quorum 3 members)

 

 

 

Guia Nonoy

Democracy Advisor

 

25 November 2021

 

Contact Telephone: (09) 301 0101

Email: guia.nonoy@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 


Aotea / Great Barrier Local Board

30 November 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                                                                            6

10        Extraordinary Business                                       6

11        Ngāti Rehua Ngātiwai ki Aotea Trust's Visitor Information Centre pilot                                       7

12        Draft Significance and Engagement Policy 2022                                                                      11

13        Consideration of Extraordinary Items

PUBLIC EXCLUDED

14        Procedural Motion to Exclude the Public                           65

C1       Annual Budget 2022/2023 consultation           65


1          Welcome

 

Chairperson I Fordham will open the meeting held by Microsoft Teams and welcome

everyone in attendance. Member V Toki will lead a karakia.

 

 

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 Aotea / Great Barrier Local Board:

a)          confirm the ordinary minutes of its meeting, held on Tuesday, 23 November 2021, as true and correct.

 

 

 

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 Aotea / Great Barrier 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.”


Aotea / Great Barrier Local Board

30 November 2021

 

 

Ngāti Rehua Ngātiwai ki Aotea Trust's Visitor Information Centre pilot

File No.: CP2021/16650

 

  

Te take mō te pūrongo

Purpose of the report

1.       To approve the reallocation of funding to the Ngāti Rehua Ngātiwai ki Aotea Trust to manage the Visitor Information Centre at Claris airport.

Whakarāpopototanga matua

Executive summary

2.       Local board resolved funding of $54,450 to Destination Great Barrier Island (DGBI) to support tourism activities such as managing the Visitor Information Centre (VIC) at Claris airport, delivery of the Visitor Strategy and developing the Destination Management Plan (DMP).

3.       In July 2021 notification was received from DGBI that it was no longer able to manage the VIC.

4.       DGBI will continue to deliver the Visitor Strategy and develop the DMP for $25,000, which is a proportion of the original funding amount.

5.       On 25 September 2021 an Expression of Interest (EOI) was received from the Ngāti Rehua Ngātiwai ki Aotea Trust to manage the VIC.

6.       Staff recommend reallocating the Ngāti Rehua Ngātiwai ki Aotea Trust the balance of $29,450 to manage the VIC at Claris airport through an initial summer pilot programme. 

 

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a)      approve the allocation of $29,450 from the LDI opex budget line to the Ngāti Rehua Ngātiwai ki Aotea Trust to manage the Visitor Information Centre at Claris airport.

b)      note the adjusted approval of $25,000 from the LDI opex budget line to Destination Great Barrier Island to support delivery of the Visitor Strategy and development of the Destination Management Plan.

 

Horopaki

Context

7.       The Aotea / Great Barrier Local Board Plan 2020 has an objective for sustainable tourism with two key initiatives to ‘implement sustainable destination management with DGBI, guided by our Visitor Strategy’ and to ‘support mana whenua, DOC, and local businesses to improve visitor experiences sustainably’.

8.       On 22 June 2021 the local board approved its work programme for the 2021/2022 financial year. This included funding of $54,450 to DGBI to support the running of the VIC and delivery of the Visitor Strategy (Resolution number GBI/2021/49).

Tātaritanga me ngā tohutohu

Analysis and advice

9.       On 27 July 2021, the local board received email communication from DGBI that it was withdrawing from the provision of the Visitor Information Centre (VIC) service at the Claris Airfield.

10.     The local board and DGBI held meetings in August and September to explore the next steps for the VIC and Visitor Strategy.

11.     The local board noted the importance of having a tourism service provider who can liaise with key stakeholders, community organisations, the community and mana whenua, to improve the management and delivery of tourism on Aotea.

12.     Staff recommended funding $25,000 of the originally allocated $54,450 to DGBI for an administrator role based on a 12-month contract to support the continued delivery of the Visitor Strategy and development of the DMP. This was agreed and the funding contract was written.

13.     On 25 September 2021 the local board received an expression of interest from Ngāti Rehua Ngātiwai ki Aotea Trust to manage the VIC in Claris.

14.     Ngāti Rehua Ngātiwai ki Aotea Trust, DGBI and the local board held virtual huis in October to explore mana whenua interest in the VIC.

15.     The proposed option is for the Ngāti Rehua Ngātiwai ki Aotea Trust to run a summer pilot programme for the VIC which would include welcoming residents and visitors to the island and maintaining the site.

16.     Staff recommend funding $29,450 to the Ngāti Rehua Ngātiwai ki Aotea Trust to manage the VIC at Claris airport.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17.     In June 2019, council declared a climate emergency and in response to this, council adopted the Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan in July 2020.

18.     Ngāti Rehua Ngātiwai ki Aotea Trust Strategic Plan 2013 expresses a desire to develop a long-term eco-tourism strategy.

19.     Travel to and from the island necessarily has climate emission implications, but there is a real focus on making island tourism more sustainable. This could in time involve carbon offsetting options for travellers.

20.     It is hoped that the Destination Management Plan for Aotea will include options for low-impact tourism, which could have positive flow-on effects in terms of emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21.     The way Auckland as a whole manages and develops tourism is currently a focus for the wider council group.

22.     Auckland Unlimited is working on Destination Management Plans for all local board areas, starting with Waiheke and Aotea / Great Barrier Island, which will likely lead to a change in the way tourism development is managed.

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

Local impacts and local board views

23.     The delivery of management of the VIC fulfills the work programme allocation which supports the implementation of the outcome and objectives in the Aotea / Great Barrier Local Board Plan 2020.

24.     The Local Board has been involved all discussions regarding the change of management for the Visitor Information Centre.

Tauākī whakaaweawe Māori

Māori impact statement

25.     In its Strategic Plan 2013, the Ngāti Rehua Ngātiwai ki Aotea Trust expressed its desire to develop a long-term eco-tourism strategy.

26.     Meanwhile the Ngāti Rehua Ngātiwai ki Aotea Trust Hapu Management Plan 2016 outlines a desire to establish joint tourism-related ventures with other local businesses on the island.

27.     The Ngāti Rehua Ngātiwai ki Aotea Trust sent the local board an expression of interest on the management of the Visitor Information Centre.

Ngā ritenga ā-pūtea

Financial implications

28.     The Aotea / Great Barrier Local Board work programme for the 2021/2022 financial year was resolved in June 2021. It included funding of $54,450 to support management of the VIC and delivery of the Visitor Strategy (Resolution number GBI/2021/49). Therefore, no new funding is being sought.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29.     COVID-19 impacts are a risk to the delivery of Visitor Information Centre services. Therefore, staff are recommending Ngāti Rehua Ngātiwai ki Aotea Trust run the management of the VIC as a summer pilot programme to allow enough flexibility to adapt smoothly to COVID-19 impacts. 

Ngā koringa ā-muri

Next steps

30.     The Strategic Broker will organise a funding contract with the Ngāti Rehua Ngātiwai ki Aotea Trust with an implementation plan and reporting schedule.

31.     DGBI and the local board will support the Ngāti Rehua Ngātiwai ki Aotea Trust as, and when, required.

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors

Jacqui Fyers - Senior Local Board Advisor

Kathy Cumming – Strategic Broker

Authoriser

Glenn Boyd - Local Area Manager

 


Aotea / Great Barrier Local Board

30 November 2021

 

 

Draft Significance and Engagement Policy 2022

File No.: CP2021/17834

 

  

Te take mō te pūrongo

Purpose of the report

1.       To seek feedback from local boards on the draft Significance and Engagement Policy 2022 (the draft policy).

Whakarāpopototanga matua

Executive summary

2.       The Significance and Engagement Policy, adopted in 2014, is undergoing a policy refresh to make it more contemporary and user-friendly.

3.       The goal of the policy refresh is to provide for a simplified decision-making process through a high-level guiding document that allows for case-by-case assessments.

4.       Minor updates are needed in both the significance and engagement components of the policy.

5.       Updates around the significance component of the draft policy include:

·    the assessment of significance in terms of a continuum

·    taking a cumulative approach to a package of proposals or decisions

·    adjusting the list of strategic assets to include only assets critical for the delivery of services and clarifying that most strategic assets are identified as groups or networks of assets to reflect the way in which they deliver services

·    adding guidance for assessing the significance of decisions for assets that do not meet the criteria for being strategic.

6.       Updates around the engagement component of the draft policy include:

·    simplifying existing text to make the policy more user-friendly

·    ensuring the engagement principles capture a more diverse Tāmaki Makaurau

·    capturing the need to safeguard staff, elected members and the community during consultation and engagement

·    giving more visibility to the connection between the policy and the forthcoming and separate refresh of the Engagement Guidelines, which will support staff to operationalise the policy.

7.       The draft policy was adopted for public consultation by Governing Body at its 23 September 2021 meeting, resolution number GB/2021/111.

8.       Public consultation ran from 27 September to 18 October 2021.

9.       Adoption of the final policy is projected for February 2022.

 

Ngā tūtohunga

That the Aotea / Great Barrier Local Board:

a)      provide feedback on the draft Significance and Engagement Policy as part of the overall consideration for final adoption in February 2022.

Horopaki

Context

10.     The Significance and Engagement Policy (the 2014 policy) was created and adopted in 2014 to fulfill the legislative requirements outlined in section 76AA of the Local Government Act 2002 (the LGA).

11.     The Significance and Engagement Policy is a key document for decision-making and the consultation process. It is comprised of two interrelated sections on significance and engagement.

12.     The significance section sets out how and when communities can expect the council to engage before making decisions, describes the council’s approach to determining the significance of proposals and decisions, and lists the council’s strategic assets.

13.     The engagement section provides high-level principles on how to engage inclusively with the diverse communities of Tāmaki Makaurau. These high-level principles ensure that engagement is fit-for-purpose according to the level of significance.

Tātaritanga me ngā tohutohu

Analysis and advice

14.     Staff have undertaken a policy refresh as the 2014 policy has not undergone changes since its initial adoption.

15.     An internal assessment of the 2014 policy found that that it was largely easy to use, but minor improvements would allow for more efficient decision-making and more fit-for-purpose engagement processes.

16.     General high-level updates and clarifications are being proposed for the draft policy to create a more contemporary policy.

17.     The Significance and Engagement Policy is not intended to be a prescriptive policy document, and any accepted changes to the draft policy will not change the purpose for which it is used.

18.     The proposed changes to the Significance and Engagement Policy 2021 were reported to the Governing Body at its meeting on 23 September – see Attachment A Significance and Engagement Policy: Approval of draft policy for consultation, also found online with associated documents.

Consultation

19.     Formal public consultation was held from 27 September to 18 October 2021. The consultation document is part of Attachment A, or online here.

20.     Given COVID-19 lockdown restrictions across the region, consultation was conducted entirely virtually and consisted of:

·    consultation materials and online feedback forms made available on the council’s engagement website (AK Have Your Say)

·    virtual workshops with community partners with demographic advisory panels

·    working with community partners to reach diverse groups.

21.     All feedback has been captured and will be reported through to the Governing Body meeting in February 2022 to inform decision-making on the final policy.

22.     A summary of the regional feedback received from submitters is set out in Attachment B and local board specific feedback in Attachment C.

 

Tauākī whakaaweawe āhuarangi

Climate impact statement

23.     Accepting the proposed changes to the draft policy allows for a fit-for-purpose and contemporary significance and engagement policy that will encourage a richer engagement process during future consultations around climate change issues.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24.     Any strategic asset under the draft policy that is held or managed by a substantive Council Controlled Organisation (CCO) will be identified in the CCO Accountability Policy. CCO’s must comply with that policy when making decisions on strategic assets under their control.

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

Local impacts and local board views

25.     Local boards play a key role in engaging with their local communities. The change to enable more fit-for-purpose consultation and engagement for some asset-based decisions may provide local boards with greater flexibility to customise some engagement processes to better meet the needs of their community.

26.     Local board chairs were invited to a workshop held on 4 August 2021 that also included the Parks, Arts, Community and Events, and Finance and Performance committees for a high-level overview on proposed amendments to the draft policy.

27.     Formalised local board views from this workshop and report will be incorporated into the February 2022 Governing Body report for the policy adoption.

Tauākī whakaaweawe Māori

Māori impact statement

28.     The refresh of the Significance and Engagement Policy will strengthen the council’s capacity and capability to engage with and meet the needs of the Māori community. This will be achieved through the delivery of bespoke training initiatives and resources which align to best practice engagement that responds to the needs and is supported by Māori. Kia Ora Tāmaki Makaurau provides a foundation to build council’s engagement approach and supports initiatives already underway such as Te Matapuna 2 as a pilot for spatial-based engagement. Work on relationship agreements is progressing, and there is good support for capacity contracts. Further work is required to streamline engagement forums to ensure they are fit for purpose and respond to priorities from Māori.

29.     Ongoing collaboration on the development of the Māori engagement practice and approach will inform the Engagement Guidelines and will ensure council’s size and engagement reach is leveraged effectively. This collaboration will ensure that the operational execution of the Engagement Guidelines is well-informed and aligned with best practice in te ao Māori.

30.     This focus on practice, capacity and capability will guide operational performance so that the aspirations for Māori engagement in Tāmaki Makaurau are progressed, aligned and achievable. Further work on Kia Ora Tāmaki Makaurau performance measures will be aligned with the engagement approach as it continues to be developed.

Ngā ritenga ā-pūtea

Financial implications

31.     The proposed changes to the significance section of the policy assists in the assessment of significance and may reduce the financial costs of engagement approaches that are not fit-for-purpose.

32.     Reclassifying some assets as non-strategic will also remove the burden of audit costs if the council seeks to make any future decisions around changing ownership or control of those assets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33.     The recommendation requesting local board views does not present any risk. The risks associated with refreshing the draft policy are set out in the report to the 23 September Governing Body meeting in Attachment A.

Ngā koringa ā-muri

Next steps

34.     Feedback from the consultation along with local board views will be reported to the 24 February 2022 Governing Body meeting as part of the materials for the finalised draft policy approval.

35.     The final Significance and Engagement Policy 2022 is proposed to be implemented following approval at the same Governing Body meeting.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Significance and Engagement Policy: Approval of draft policy for consultation

15

b

Summary of regional feedback

55

c

Local Board specific feedback

63

     

Ngā kaihaina

Signatories

Authors

Justine Yu - Senior Advisor - Financial Strategy and Planning

Eddie Tuiavii - Principal Advisor - Democracy and Engagement

Authorisers

Ross Tucker - General Manager, Financial Strategy and Planning

Kenneth Aiolupotea - General Manager Democracy and Engagement

Oliver Roberts – Acting General Manger Local Board Services

Glenn Boyd - Local Area Manager

 


Aotea / Great Barrier Local Board

30 November 2021

 

 

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30 November 2021

 

 

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30 November 2021

 

 

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Aotea / Great Barrier Local Board

30 November 2021

 

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

That the Aotea / Great Barrier Local Board

a)      exclude the public from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

 

C1       Annual Budget 2022/2023 consultation

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

In particular, the report contains information covered in confidential Finance and Performance workshops and information relating to the draft Mayoral proposal which has not been finalised or released publicly. This report can be restated on 9 December once the final Mayoral Proposal and the material relating to the Annual Budget is available following the Finance and Performance Committee meeting on 8 December 2021.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.