Agenda of Waitākere Ranges Local Board - Thursday, 8 December 2022

1 Nau mai | Welcome

2 Ngā Tamōtanga | Apologies

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

3 Te Whakapuaki i te Whai Pānga | 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 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Waitākere Ranges Local Board:

a) confirm the inaugural minutes of its meeting, held on Thursday, 3 November 2022, as true and correct.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

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

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | 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 Te Matapaki Tūmatanui | 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 Ngā Pakihi Autaia | 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

08 December 2022

Adoption of a business meeting schedule

File No.: CP2022/15503

Te take mō te pūrongo

Purpose of the report

1. To adopt the Waitākere Ranges Local Board meeting schedule for the period February 2023 to September 2025.

Whakarāpopototanga matua

Executive summary

2. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules. In particular, clause 19, Schedule 7 of the LGA on general provisions for meetings requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Sections 46, 46A and 47 in Part 7 of LGOIMA require that meetings are publicly notified, agendas and reports are available at least two working days before a meeting, and that local board meetings are open to the public.

3. Adopting a meeting schedule helps with meeting these requirements. It also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

4. A draft meeting schedule for the period February 2023 to September 2025 has been developed and is included below for adoption by the local board.

5. Frequency: One business meeting per month (excluding January) is sufficient for formal business to be considered. There are some instances for which the local board may need to have additional meetings for important decisions such as local board plans, local board agreements or to provide input into regional strategies, policies and plans. Local board meeting schedules will be updated with any additional meetings once those details are confirmed. Outside of its scheduled meetings, local boards can call extraordinary and/or emergency meetings as and when required.

6. Timing: The standard practice in previous terms is to hold the monthly ordinary meeting in the final half of the month (weeks three or four) which enables local boards to prepare for any workshop items for these meetings in the first half of the month.

7. Commencing the business meeting during business hours will enable meetings to be productive, maximise access to staff and ensures best use of resources.

8. Location: Having the meetings in a set location ensures consistency and ability to use technology that is built into council facilities as required. This can include the use of screens, speakers and Wi-Fi connections that enable remote attendance.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) adopt the meeting schedule outlined below for the period February 2023 to September 2025:

DATE	TIME		VENUE
2023	10.00am		Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden
Business Meeting Thursday 23 February 2023
Business Meeting Thursday 23 March 2023
Business Meeting Thursday 27 April 2023
Business Meeting Thursday 25 May 2023
Business Meeting Thursday 22 June 2023
Business Meeting Thursday 27 July 2023
Business Meeting Thursday 24 August 2023
Business Meeting Thursday 28 September 2023
Business Meeting Thursday 26 October 2023
Business Meeting Thursday 23 November 2023
Business Meeting Thursday 7 December 2023
2024		10.00am	Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden
Business Meeting Wednesday 22 February 2024
Business Meeting Thursday 28 March 2024
Business Meeting Thursday 18 April 2024 instead of Thursday 25 April 2024 (ANZAC Day)

DATE

TIME

VENUE

Business Meeting

Thursday 23 May 2024

Business Meeting

Thursday 27 June 2024

Business Meeting

Thursday 25 July 2024

Business Meeting

Thursday 22 August 2024

Business Meeting

Thursday 26 September 2024

Business Meeting

Thursday 24 October 2024

Business Meeting

Thursday 5 December 2024

2025

10.00am

Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden

Business Meeting

Thursday 27 February 2025

Business Meeting

Thursday 27 March 2025

Business Meeting

Thursday 24 April 2025

Business Meeting

Thursday 22 May 2025

Business Meeting

Thursday 26 June 2025

Business Meeting

Thursday 24 July 2025

Business Meeting

Thursday 28 August 2025

Business Meeting

Thursday 25 September 2025

b) agree to three recess weeks a year to provide local board members with a break, staff would not schedule workshops during this time. The recommended dates for these recess weeks will be scheduled alongside the school holiday dates for the period February 2023 to September 2025.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Nataly Anchicoque - Democracy Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Local board appointments and delegations for the 2022-2025 electoral term

File No.: CP2022/15505

Te take mō te pūrongo

Purpose of the report

1. To make internal appointments and delegations to manage the workload and enable the discharge of duties and responsibilities in a timely manner.

Whakarāpopototanga matua

Executive summary

2. Local boards are responsible for a wide range of council decisions. As per their legislative role, most of these decisions relate to non-regulatory responsibilities of the council allocated to local boards.

3. In the first term of Auckland Council, all 21 local boards (and the Governing Body) made a general delegation to the Chief Executive of all their responsibilities, duties and powers subject to the exclusions, restrictions and clarifications set out in the Chief Executive’s Delegations Register. The exercise of responsibilities, duties and powers delegated from local boards is subject to the Local Board Delegation Protocols (Protocols). The Protocols require a range of decisions to be reported to the local board and require that certain decisions made by staff be subject to consultation with the local board, through a nominated local board member (or portfolio holder).

4. Local boards have also been delegated some decisions relating to regulatory processes from the Governing Body. These include giving input into the resource consent process and making objections to liquor licence applications. Some of these decisions are subject to statutory timeframes so having individual members take the lead on such matters ensures the local board can participate effectively in these processes.

5. To enable effective and efficient decision-making, it is appropriate that individual members undertake the following duties and responsibilities:

a) Provision of local board views and feedback during staff consultation on general landowner approvals

b) Provision of local board views and feedback during staff consultation on activities that are subject to regulatory approval e.g film applications and events

c) Provision of formal feedback on resource consent-related matters, specifically input into resource consent notification decisions and provision of local board views, if any, on publicly notified resource consents; includes providing views, if required, on any council decisions relating to the COVID-19 Recovery (Fast-track Consenting) Act 2020

d) Preparation of and submission of objections, if any, to liquor licence applications and authority to speak at relevant hearings, if required

e) Representation at meetings of joint committees, working groups and other bodies which the local board is a party of or invited to.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) kopou / appoint a nominated contact, and an alternate, for staff consultations over landowner approval applications (excluding applications for filming and events)

b) kopou / appoint a nominated contact, and an alternate, for staff consultation on applications for filming, events and other activities on local parks and local facilities that also require regulatory approval;

c) kopou / appoint a lead, and an alternate, for liquor licence matters and delegate authority to that member, including any alternate, to prepare and provide objections, if any, and speak to any local board views at any hearings on applications for liquor licences

d) kopou / appoint a lead, and an alternate, on resource consent matters and delegate authority to that member, including any alternate, to:

(i) provide the local board views, if any, on whether a resource consent should proceed as a non-notified, limited notified or fully notified application

(ii) prepare and provide local board’s views, if any, on notified resource consents and speak to those views at any hearings if required

(iii) provide the local board’s views on matters relating to or generated by the COVID-19 (Fast-track Consenting) Act 2020 while this legislation remains in force

e) kopou / appoint a representative, and an alternate, to meetings of the LGNZ Auckland Zone and to take the lead on matters relating to this forum

f) tautapa / delegate authority to the chairperson to work with other local board chairpersons to select shared representatives to council working groups, working parties and other internal bodies, where there is a limited number of local board representatives to be selected from amongst all 21 or clusters of local boards

g) kopou / appoint a representative, and an alternate, to the Manukau Harbour Forum joint committee.

Horopaki

Context

6. To enable the effective and efficient conduct of a local board’s business, the Local Government Act 2002 (the Act) provides that a local board may delegate to a committee, subcommittee, or member of the local board, or to an officer of council, any of its responsibilities, duties, or powers, except for the exceptions listed in clause 36D, schedule 7 of the Act. The responsibilities that cannot be delegated include the duty to identify and communicate the interests and preferences of the people in the local board area in relation to the content of the strategies, policies, plans and bylaws of Auckland Council.

7. It is standard practice for local boards to delegate responsibilities for specific tasks and duties to individual members, to enable those tasks and duties to be discharged in a timely manner.

8. Local boards have also made general delegations to the Chief Executive which enable staff to make a range of other decisions on behalf of the local board. Some decisions delegated to the Chief Executive are conditional on consultation with the local board, so this report includes appointments of representatives with whom staff can consult and seek local board views from.

Tātaritanga me ngā tohutohu

Analysis and advice

9. Local boards have been allocated decision-making responsibility for various non-regulatory activities including the use of and activities within local parks and local community and recreation facilities. Considering and determining requests by the public and other third parties for the use of these parks and facilities is therefore within the allocated responsibilities of Local Boards. Auckland Council refers to these decisions as “landowner consents” or “landowner approvals”.

10. Through the general delegation to the Chief Executive, all local boards have delegated landowner approval decisions to staff subject to consultation with the local board. This enables this customer-facing process to be administered efficiently.

11. The Protocols provide that the nominated local board member can request staff (who are undertaking the consultation) to refer the landowner approval applications to a local board business meeting for a decision. This approach is typically exercised sparingly and in relation to controversial issues of particular interest to the Local Board or local community. Referring the matter to the local board for decision adds a considerable amount of time and resource to the process as it requires staff to follow the reporting timeframes for business meetings and slows down council’s response to the customer.

12. Separately Auckland Council takes regulatory decisions in relation to applications made under its Bylaws and the Resource Management Act 1991. Regulatory decisions sit with the Governing Body and are often delegated to staff or to independent commissioners. Before taking decisions, the Governing Body must consider the views and preferences expressed by a local board where the decisions affect the local board area.

13. This report recommends the appointment of local board members to take the lead on providing these approvals and views.

General landowner approvals

14. The role of the local board’s nominated lead for general landowner approvals is to be the point of consultation for staff. The lead’s responsibility is to:

· receive information about the proposed activity which requires landowner approval

· provide views, if any, about the impact of the proposal on the local park and the local community

· maintain a focus on governance matters noting that staff who maintain the park and undertake operational duties will be identifying the relevant operational issues

· ensure that reasons are given to support the views based on relevant and not irrelevant considerations

· consult other members of the local board, if appropriate, and collate their feedback, if any, to give to staff

· provide views, if any, in a timely manner (staff recommend nominated leads strive to provide feedback within 5 days, if possible) and,

· provide regular updates to the local board on landowner approval applications received as appropriate.

15. The exercise of council’s general powers to make landowner decisions is not unconstrained. Whether taken by staff or at the full local board level, decision-makers must ensure decisions are made in accordance with statutory and common and public law principles.

Filming

16. Screen Auckland (part of Tātaki Auckland Unlimited) is the agency in charge of permitting applications for filming in the Auckland region. They also facilitate the request for landowner approvals relating to film applications.

17. Due to recent growth in screen industry activity, Screen Auckland is now processing approximately 1000 permit applications per year. This number is predicted to continue to increase as the film industry recovers from COVID-19 restrictions.

18. Screen Auckland’s service level commitment is to process film applications within three to five working days. These timeframes reflect the nature of this industry and is line with the ‘film-friendly’ direction in the Auckland Film Protocols but it adds pressure to internal consultation processes.

19. The recommended timeframe, for consulting with local boards on filming applications, is two working days. These tight timeframes also mean that referring the matter to the full local board will most likely result in cancellation of the application as applicants will likely just opt for a different location. In this regard, to meet council’s service level commitments, the local boards are being encouraged not to refer film applications to the full local board for consideration.

20. The role of the local board’s film lead is to be the point of consultation for staff processing applications for film permits on local parks. The lead’s responsibility is to:

· receive information about filming applications on local parks

· provide views, if any, on how the activity may impact the local park and local communities

· maintain a focus on governance matters noting that operational staff will be identifying any operational issues

· ensure reasons are given to support the views and that these are based on relevant and not irrelevant considerations

· respond within two working days (staff will assume the local board does not have any feedback to give if there is no response received within this timeframe) and,

· provide updates to the local board on their nominated lead activities as appropriate.

Events

21. The Protocols require that a nominated local board lead is consulted, on behalf of the local board, on event applications that meet certain triggers. These triggers are:

· applications to hold events on council-owned land in the local board area that require regulatory approval and involve one or more of the following matters:

o complete or substantial closure of the public open space

o more than 500 people

o road closure

o liquor

o ticketed event.

22. The role of the local board’s events lead is to be the point of consultation for staff processing event permits on local parks. The lead’s responsibility is to:

· receive information about event application on a local park, when the above triggers are met

· provide views, if any, on how the event activity may impact the local park and local communities

· maintain a focus on governance matters noting that staff who maintain the park and undertake operational duties will be identifying any operational issues e.g. need for traffic management etc

· ensure reasons are given to support the views and that these are based on relevant and not irrelevant considerations

· respond in a timely manner (staff recommend nominated leads strive to provide feedback within 5 days, if possible)

· provide updates to the local board on their nominated lead activities as appropriate.

23. Staff are also required under the Protocols to notify the nominated local board member of areas relating to the event that may involve reputational, financial, performance or political risk and decisions to approve events on council owned land in the local board area. The nominated lead will be the primary point of contact for these communications.

Liquor licence matters

24. The District Licensing Committees consider and grant or renew applications for liquor licences and manager’s certificates. When a business applies for a new liquor licence (on-licence, off-licence, club licence, or special licence) or a renewal, these applications are publicly notified.

25. The Governing Body has delegated to local boards the power to object to liquor licensing applications under the Sale and Supply of Alcohol Act 2012 (GB/2014/103).

26. Local boards have 15 working days from the date of a public notice of liquor licence applications (new or renewals) to provide an objection on the matter. The District Licensing Committee is required to convene a public hearing whenever an objection has been filed unless the application is withdrawn, the objector does not require a public hearing or it believes that the objection is vexatious and based on grounds outside the scope of the Sale and Supply of Alcohol Act 2012.

27. As per the practice in previous terms, this report recommends delegating responsibility to an individual local board member to monitor public notices and lodge objections, if required, on time.

28. The nominated member’s authority extends to representing the local board at any public hearing that considers the local board’s objection. Where the nominated member is not available to attend a public hearing to speak to the local board’s objection, the alternate member or chairperson or other member agreed by the local board can represent the local board.

Input to resource consent matters

29. Decisions to grant resource consents are regulatory decisions of the council that sit with the Governing Body and are delegated to staff.

30. Governing Body has resolved that Local boards will be given the opportunity, within the statutory timeframes, to provide feedback, if any, on whether resource consent applications should be publicly notified (GB/2011/156).

31. Local Boards can also provide views on resource consent applications once they have been notified (and may speak to these views at hearings).

32. Resource consent processes are subject to statutory timeframes. To ensure the local board can participate effectively in this process, it is recommended that the local board appoint and authorise an individual member to take the lead in developing and providing feedback when applications are received.

33. Local boards, in previous terms, have identified a list of issues that automatically trigger their feedback on resource consent matters. When these issues or ‘triggers’ present themselves in a resource consent application, staff will email the nominated lead copies of applications for feedback. Local board leads are encouraged to provide comments on the matter within 3 working days.

34. Considerations by the lead, on behalf of the local board, should include how or if the proposed activity may adversely affect people in the local board area.

35. If the local board desires, the nominated lead for resource consent matters can also be the member in charge of assisting the local board in developing its feedback on other planning matters such as plan changes and notices of requirement. These matters cannot be delegated so feedback, if any, must be decided on by the full board.

Auckland Zone/LGNZ

36. Local Government New Zealand (LGNZ) is an incorporated society (New Zealand Local Government Association Inc) which represents the national interests of councils around New Zealand and leads best practice in the local government sector.

37. The objectives of LGNZ include promoting and advocating matters affecting the national interests of local government. LGNZ holds regular dialogue with government, parliamentarians and government agencies and provides thought leadership and research on matters of interest to local authorities.

38. LGNZ members are organized in geographically based zones and sectors generally. In 2019, LGNZ Rules were amended to remove Auckland from Zone 1 with an expectation that Auckland Council, with its 21 local boards, will operate as its own zone group (Auckland Zone).

39. In the previous term, Auckland Zone held quarterly meetings with the LGNZ President and Chief Executive. These meetings were co-chaired by the councillor and local board member who are appointed to the Local Government New Zealand National Council. Each local board appointed a representative to attend meetings of the Auckland Zone and take the lead on all matters relating thereto.

Delegation to chairperson – selection of shared representatives

40. From time to time during the term, local boards may be invited to appoint a limited number of representatives to working parties, advisory groups, and other groupings that the Governing Body may set up. The selection of a small number of people to represent many local boards requires local boards to work together.

41. In the previous term, chairpersons were critical to reaching these joint decisions. Chairpersons can work as a selection committee (utilising their monthly Chairs’ Forum) to discuss and agree jointly on shared representatives for all local boards as and when required. In the previous term, this was also process authorised by local boards for the selection of the single local board representative to the Local Government New Zealand National Council and a representative to the Establishment Unit Board for the light rail project.

42. As representatives of their local boards, chairpersons can also work together in clusters to select representatives from different parts of the region, where this is required.

Appointment to joint committees and other internal groups

Manukau Harbour Forum

43. The Manukau Harbour Forum is a joint committee established by the nine local boards surrounding the Manukau Harbour. The joint committee structure of this forum enables these local boards to engage in collective and collaborative action to achieve improvements in water quality and the natural biodiversity of the Manukau Harbour and agreed joint actions that help improve the amenity value of the harbour.

44. As appointing bodies of the Manukau Harbour Forum, the nine local boards and the forum itself work collaboratively with mana whenua, the government, non-government organisations, businesses and communities that live on the harbour and its contributing waterways and estuaries.

45. Each local board appoints a member who represents the local board at meetings of the forum and takes the lead on all matters relating to the forum. Appointing an alternate can ensure the local board will be able to have a representative at meetings of the Manukau Harbour Forum should the appointed member not be available.

The Rural Advisory Panel

46. The Rural Advisory Panel was established to identify and communicate the interests and preferences of the rural-based industries and community of Auckland to the council.

47. It advises the council on regional policies and plans specific to the rural sector. It also communicates shared rural sector interests to the council and contributes to the rural outcomes of the Auckland Plan, and how rural areas are to be managed in the Unitary Plan.

48. The total number of the panel members is 21, comprising elected members of Auckland Council and representatives from the rural industry and community sectors. This includes two Ward Councillors and three local board members from Franklin, Rodney and Waitākere Ranges local board areas.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

49. This report recommends the appointment of nominated local board members to ensure that council can undertake its operational and statutory duties in a timely manner, while receiving local board input and decision-making in matters that are of local importance.

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

Local impacts and local board views

50. This report seeks to appoint nominated local board members to perform specific functions.

51. Any local board member who is appointed as a nominated board member should ensure that they represent the wider local board views and preferences on each matter before them.

Tauākī whakaaweawe Māori

Māori impact statement

52. A decision of this procedural nature is not considered to have a positive or negative impact for Māori.

Ngā ritenga ā-pūtea

Financial implications

53. A decision of this procedural nature is not considered to have financial implications on Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

54. If local boards choose not to appoint a nominated board member for landowner approvals, film applications and events, staff will need to seek feedback from the chairperson. This could potentially lead to a busy workload for the local board chairperson, in addition to their existing duties.

55. If local boards choose not to delegate to provide views on notified applications, there is a risk that they will not be able to provide formal views prior to submission closing dates and miss the opportunity to have their feedback presented and heard at a hearing.

56. If local boards choose not to delegate to provide their views on liquor licences, there is a risk that they will not be able to provide formal views prior to closings dates for submissions not coinciding with political meetings.

Ngā koringa ā-muri

Next steps

57. Nominated local board members providing feedback will engage with staff acting in accordance with the Local Board Delegation Protocols.

58. Training for local board members will be offered on the Resource Management Act 1991 and the preparation of effective feedback for applications notified as part of a Resource Management Act 1991 process.

59. Nominated local board members (and alternates) who are delegated the responsibility of preparing and providing objections and speaking to the local board’s objection at District Licensing Committee Hearings should sign-up to receive alcohol notices. This will ensure that they hear about new applications as soon as they are open for comment.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - General Manager Local Board Services

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Appointment of Local Board Members to external organisations

File No.: CP2022/15832

Te take mō te pūrongo

Purpose of the report

1. To appoint board members to external organisations relevant to the Waitākere Ranges Local Board area and agree the process for appointing the single local board representative to the Local Government New Zealand National Council.

Whakarāpopototanga matua

Executive summary

2. Local boards have a statutory responsibility to communicate with community organisations and special interest groups within their local board area. These organisations range from business associations, statutory organisations, trusts, to entities for which the council has the right to appoint directors. Elected members are often invited to participate in these external organisations in various capacities.

3. The beginning of the new electoral term generates the need for new appointments. This report provides details of the external organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the board on those external organisations for the 2022-2025 triennium.

4. Local boards are also collectively required to appoint a single representative (to represent all 21 local boards) to the Local Government New Zealand (LGNZ) National Council, to fill one of three seats provided for Auckland Council. This report recommends a process for making a joint appointment.

5. Staff recommend that local boards consider appointing a lead and an alternate for various organisations for the 2022-2025 triennium. The function of alternate representative is to act as a backup to and to perform the appointee duties, including attendance at meetings, in the appointee’s absence.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) appoint lead and alternate board members to the external organisations listed below for the 2022 - 2025 triennium:

External organisation	Lead	Alternate
Glen Eden Business Improvement District (Glen Eden Business Association)
Aircraft Noise Community Consultative Group
Ark in the Park
Friends of Arataki and Waitākere Regional Parkland Incorporated
Glen Eden Playhouse Theatre Trust
Te Uru Waitākere Contemporary Gallery
Glen Eden Community and Recreation Centre Incorporated
LGNZ Auckland Zone representative

b) delegate authority to the chairperson to work with other local board chairpersons to form a selection panel to appoint a local board representative to the Local Government New Zealand National Council as soon as possible

Horopaki

Context

6. A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation.

7. At the commencement of each triennium, the Governing Body and local boards make appointments to external organisations.

8. As local board representatives, the nominated members represent the local board, and do not attend in a personal capacity. Nominated local board members will provide updates at local board meetings to regularly inform all local board members of discussions and decisions made of their activities, unless good reasons exist for confidentiality. These updates are in the form of business meeting reports which maintain public transparency.

9. Members are delegated in their capacity as elected local board members. Should they no longer be a local board member, their nominations would be repealed automatically.

10. Local board members may be part of any organisation in their private capacity and personal interests. They are encouraged to disclose memberships of external organisations in the conflict of interest register.

11. The details of the organisations relevant to the Waitākere Ranges Local Board are described below.

Glen Eden Business Improvement District (Glen Eden Business Association)

12. Business associations are independent organisations that are governed by their own constitutions but often work closely with the council because of the roles they play and interest in local business communities (town and commercial centres).

13. Some business associations participate in Auckland Council’s BID programme – which sets a framework to provide BID-operating business associations (BIDs) with BID targeted rate funding, so those business associations can act for the benefit of the specified business area. Business associations that operate a BID programme are also required to work with Auckland Council to ensure there is accountability for the BID targeted rates collected by the council.

14. Auckland Council’s BID Policy 2022 sets the framework for governance, accountability, and management of the BID programmes. The BID Policy outlines the role of the local boards and the local board representative in relation to BIDs. It recognises that within Auckland Council, local boards are the primary relationship lead with BIDs.

15. There is one Business Improvement District (BID) in the Waitākere Ranges Local Board area located in Glen Eden (Glen Eden Business Association).

16. The local board has a day-to-day relationship with the business associations as a joint partner in the BID Partnership Programme. The local board will work with the business associations to align the direction for the BID programme and local priorities expressed in the Local Board Plan. The local board will receive regular reporting on the BID Partnership Programme and review progress against objectives.

17. It is recommended that the local board appoint a local board member and an alternate to act as a liaison with each business association to represent the local board regarding all matters relating to the BID.

18. The business association may invite the appointed member onto the BID Governance Board or Executive Committee. The discretion on whether this happens, and whether the member has voting rights will lie with the business association under the rules of their constitution.

Aircraft Noise Community Consultative Group

19. Under Designation 1100 of the Auckland Unitary Plan Operative in part, the Auckland International Airport Limited is required to maintain the Aircraft Noise Community Consultative Group. The purpose of the group is to consider, and where appropriate, make recommendations to Auckland International Airport Limited on aircraft noise and concerns that arise from the operations and activities at the airport.

20. Membership of the group comprise an Auckland Council Governing Body representative, 12 local board representatives, and representatives from industry, Mana Whenua, the community, Airways, Board of Airline Representatives of New Zealand, and Auckland International Airport Limited.

21. One local board member is selected from each of the following local boards: Mangere-Ōtāhuhu, Ōtara-Papatoetoe, Manurewa, Howick, Franklin, Maungakiekie-Tamaki, Albert-Eden, Puketāpapa, Whau, Orākei, Wāitakere Ranges, and Papakura.

Ark in the Park

22. Ark in the Park is a partnership between Forest and Bird and the Auckland Council. It is a conservation project centered around a zone in the Auckland's Waitākere Ranges Regional Park and oriented around Cascade Kauri, which aims to enhance indigenous biodiversity and ecosystem functioning within the project area.

23. The Royal Forest and Bird Protection Society of New Zealand is an incorporated society under the incorporated Societies Act 1908 with objectives of protecting nature and natural landscapes.

24. The governance group comprises two nominees from the Governing Body of Auckland Council, one nominee from Auckland Council’s Waitākere Ranges local board, one nominee of the executive of Forest and Bird and two nominees of the Waitākere branch of Forest and Bird. The group meets twice a year.

Friends of Arataki and Waitākere Regional Parkland Incorporated

25. Friends of Arataki and Waitākere Ranges Regional Parkland Incorporated (Arataki) is a incorporated society, the purpose of which is to promote and support the development of Arataki Visitor Centre and Waitākere Ranges Regional parkland as long as Arataki shall be kept and maintained as a public parkland and visitor centre; to promote and support the interests of Arataki; and to foster public interest in New Zealand in Outdoor Education and conservation (and particularly Auckland) by working with Arataki staff.

26. The trustees of the group comprise up to 12 representatives of the community including up to two nominated elected members of Auckland Council, and the principal ranger in charge of Arataki Visitor’s Centre and the regional park, and mana whenua.

Glen Eden Playhouse Theatre Trust

27. Glen Eden Playhouse Theatre Trust is a Trust created to provide a venue for the encouragement and promotion of performing arts focused in the Waitākere Ranges area and in particular in the premises known as the Playhouse Theatre in Glen Eden.

28. The venue is in continual use by their resident theatre company, Playhouse Theatre Incorporated (PTI) as well as a large number of community, professional and corporate organisations that present a multitude of performing arts events each year.

29. The trustees of the group comprise between 4 and no more than eight representatives of the community, including up to one nominated elected member of Auckland Council, 2 nominated members from the Playhouse Theatre Incorporated (PTI), and other persons who are appointed by the board of trustees.

Te Uru Waitākere Contemporary Gallery

30. Te Uru Waitākere Contemporary Gallery Incorporated is a registered charity responsible for the governance of Te Uru. The gallery is part of the Lopdell Precinct in Titirangi village.

31. The Waitākere Ranges Local Board has a funding agreement with Te Uru which provides an annual operating grant. In addition, it provides funding support for rent, and resources the Lopdell Precinct facility manager.

32. To recognise the relationship between Auckland Council and the Society, its constitution includes the option of a Local Board Elected Member being appointed as an ex-officio member to provide liaison. The appointee has speaking rights but does not have voting rights and cannot act in a decision-making capacity.

33. The appointment is made to represent the views of the Waitākere Ranges Local Board rather than the appointees individual view as an elected member. It is therefore important that the member obtain the views of the local board on key issues periodically. This could be done through a workshop once or twice a year.

Glen Eden Community and Recreation Centre Incorporated

34. Glen Eden Community and Recreation Centre is registered as an incorporated association and its objective is to maintain premises in Glen Eden for use as a Community Centre and to raise funds by subscription for donation for the purpose of the society.

35. The day-to-day administration and management of the Society is vested in a Management Committee consisting of chairperson, vice chairperson, secretary, treasurer, and a maximum of 12 Committee members including one representative from Auckland Council. The appointee has speaking rights but does not have voting rights.

Local Government New Zealand (LGNZ) National Council

36. The LGNZ Rules were amended in 2019 to remove Auckland Council from Zone 1 and to provide for Auckland’s representation at the National Council. Given its sheer size and shared governance structure, Auckland will now operate as its own LGNZ ‘zone’ and of its three seats on the LGNZ National Council, one is earmarked for a representative that is appointed by the 21 local boards. The other seats are filled by the Mayor of Auckland (or their alternate) and a representative to be appointed by the Governing Body.

37. The LGNZ rules require appointments to the National Council to be made within eight weeks of the triennial local government elections.

38. In 2019, local boards agreed to delegate authority to the local board chairpersons and the 21 chairpersons formed a selection panel to appoint a single representative of the local boards to the LGNZ National Council. This process enabled a representative to be appointed within the necessary time and was an efficient and appropriate process for making shared decisions.

39. Staff are recommending a similar process for this term, whereby local boards delegate to chairpersons the power to form a selection panel and for the selection panel to collectively to make the LGNZ National Council representative selection at their meeting in early December 2022.

Tātaritanga me ngā tohutohu

Analysis and advice

40. The appointments outlined in this report are not all similar and the responsibilities and duties of an elected member will vary depending on the type of appointment and organisation. Key considerations for appointment decisions should include:

Ensuring appointees have the capacity and skills to undertake the responsibilities

41. This report attempts to outline the differences between the various appointments so that potential nominees can assess if they are the right fit. Some of the roles require members to represent the interests of the Council or perform governance functions.

42. Most appointments require attendance at regular meetings of these external organisations. Elected members are encouraged to consider taking on responsibilities only if they can commit to the time and effort that is required.

Managing conflicts of interests

43. The primary role of elected members appointed to external organisations is representing the council. However, depending on their activities, these arrangements may impact their decision-making role within the council.

44. Conflicts of interest can sometimes arise in relation to such appointments, for example where the appointment involves a legal duty to act in the organisation’s best interest (e.g. as a director or trustee). A conflict may also arise where the appointed representatives become heavily involved and very invested in the affairs and decisions relating to that external organisation. In these situations, a conflict could arise when the local board is making certain types of decision in relation to the other organisation.

45. To reduce the risk of conflicts, elected members should not take part in the management of these organisations. Unless there is a specific arrangement otherwise, the role as an appointee should be confined to attending meetings, voting at annual or general meetings and acting as a conduit of information.

46. From 20 November 2022 new amendments to the Local Government Act 2002 come into force and require elected members to make a pecuniary interest return within 120 days of coming into office and before the last day of February in subsequent years, which includes declaring all appointments that a member has by virtue of being an elected member. Having an interest does not necessarily mean there is a conflict, but it is important to be mindful of any perceptions of conflict if elected members are actively involved with community groups, even in their official capacity.

Accountability

47. Appointed representatives are strongly encouraged to make regular reports to the local board on their activities and as appropriate, progress made by that organisation on key issues that is relevant to the local board and council.

Tauākī whakaaweawe āhuarangi

Climate impact statement

48. These decisions are procedural in nature and any climate impacts will be negligible. The decision is unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

49. Auckland Council staff support local boards in programmes and partnerships involving business associations and other external organisations that may be covered in this report.

50. Staff in the Governance Division provide support to members who are involved with the LGNZ National Council.

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

Local impacts and local board views

51. This report seeks the local board’s decision on representatives to external community organisations relevant to the local board area.

Tauākī whakaaweawe Māori

Māori impact statement

52. This is a procedural decision that is not considered to have specific implications for Māori. Where relevant, any specific arrangements for Māori co-governance and co-management entities will be addressed separately.

Ngā ritenga ā-pūtea

Financial implications

53. There are no financial implications as a result of this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

54. There are some reputational risks that may arise if elected members appointed to external organisations do not meet the expectations for their role. These include attendance at meetings and making themselves available or accessible to the groups to which they are appointed. To manage these risks, elected members are encouraged to carefully consider these roles and requirements and only take these commitments on if they can honour them.

55. To mitigate the risk of actual and perceived conflicts when can undermine decisions of the council, elected members are required to include the appointments made in this report in their annual declarations.

Ngā koringa ā-muri

Next steps

56. Staff will inform each external organisation of the name of the local board appointment or nominee. They will also inform the local board representative of the time, date and location of any meeting the appointment or nominee would be expected to attend.

57. Following the delegation of authority to the chairperson, provided all local boards agree to this recommendation, staff will bring the matter of the LGNZ National Council appointment to the next meeting of local board chairpersons for a decision

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Nataly Anchicoque - Democracy Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Arrangements for making urgent decisions

File No.: CP2022/15502

Te take mō te pūrongo

Purpose of the report

1. To endorse a decision-making arrangement for use by the local board when urgent decisions are required but it is not practicable to convene a meeting.

Whakarāpopototanga matua

Executive summary

2. Local boards hold decision-making meetings as regularly as they consider appropriate to discharge their responsibilities. A monthly (ordinary) meeting schedule helps staff schedule reports and decisions during the term and ensures elected members' attendance. When a need for an urgent decision arises outside of this schedule, the law allows for extraordinary or emergency meetings.

3. Extraordinary meetings require the chief executive to provide each local board member with three working days’ notice (or if the meeting is called by resolution, within a lesser period of notice as specified in the resolution, being not less than 24 hours). Emergency meetings require the person calling the meeting (or a person acting on their behalf) to provide 24 hours of notice to local board members and the chief executive. Extraordinary or emergency meetings are often not practicable to organise, and the short notice period may result in failure to achieve a quorum. In these circumstances, an arrangement for decision-making without a meeting is necessary to enable the local board to deal efficiently with urgent matters.

4. In the last few terms, all 21 local boards adopted an urgent decision-making arrangement which consisted of a conditional delegation to the chairperson and deputy chairperson to make urgent decisions on behalf of the local board when it cannot meet to make them. The exercise of this delegation has previously been subject to authorisation, to confirm that the decision requested is urgent and that it is not practicable to call an extraordinary or emergency meeting.

5. Staff recommend that this process is adopted in the current term for use as and when required.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) delegate authority to the chairperson and deputy chairperson, or any person acting in these roles, to make urgent decisions on behalf of the local board, if the local board is unable to meet

b) confirm that the Local Area Manager, chairperson, and deputy chairperson (or any person/s acting in these roles) will authorise the use of the local board’s urgent decision mechanism by approving the request for an urgent decision in writing

c) note that all urgent decisions made, including written advice which supported these decisions, will be included on the agenda of the next ordinary meeting of the local board.

Horopaki

Context

6. The Local Government Act 2002 (LGA) provides that a local authority must hold the meetings it needs for the good government of its area.

7. The LGA also provides that local boards may delegate to committees, other subordinate decision-making bodies, staff, or members of the local board any of its responsibilities and powers for the purposes of efficiency and effectiveness in the conduct of local board business.

8. The LGA clarifies that some local board decisions are not able to be delegated, including the duty to identify and communicate the interests and preferences of the people in its local board area in relation to the content of the strategies, policies, plans and bylaws of Auckland Council (clause 36D, schedule 7 LGA).

Tātaritanga me ngā tohutohu

Analysis and advice

Urgent Decisions delegation

9. The recommended arrangement is one that local boards have had in place over the past few terms. This arrangement has generally worked well to enable responsiveness to situations requiring decisions that arise over the Christmas/New Year holiday period, emergency decisions during the COVID-19 pandemic, and other unforeseen circumstances. This mechanism has enabled timely submissions to central government consultations, something that is usually subject to very constrained timeframes.

10. The urgent decision-making arrangements involve a delegation to the chairperson and deputy chairperson (subject to the authorisation process set out below), to make urgent decisions required before the next meeting if it is not practicable to hold an extraordinary or emergency meeting.

Authorisation

11. The delegation to make urgent decisions is subject to authorisation. The authorisers will approve the use of the urgent decision mechanism if they are satisfied that:

a) the decision is required urgently, i.e., before the next planned meeting of the local board, and

b) it is not practicable in the circumstances to call an extraordinary or emergency meeting of the local board.

12. The authorisers will include the chairperson, deputy chairperson and the Local Area Manager (or their nominee). Their considerations should include the significance of the decision, including whether this is likely to be controversial or not, and the ability to meet statutory and logistical requirements for an extraordinary or emergency meeting in the particular circumstances.

Request for urgent decision

13. Requests for an urgent decision should outline:

a) the decisions or resolutions sought

b) the nature of the issue

c) the reason for urgency.

Decision-making requirements

14. Elected members exercising the urgent decision delegation must make their decision in accordance with the decision-making principles and requirements in the LGA and Local Government (Auckland Council) Act 2009 and they must determine the best way to fulfil the requirements laid out in that legislation. These requirements include:

· identifying and assessing all reasonably practicable options for achieving the decision’s purpose and assessing those options in terms of their advantages and disadvantages (s 77 LGA)

· if it is a significant decision in relation to land or a body of water, considering the relationship of Māori and their culture and traditions with ancestral lands, water, sites, waahi tapu, valued flora and fauna, and other taonga (s 77(1)(c) LGA)

· considering the views and preferences of people likely to be affected by, or have an interest in, the decision (s 78 LGA).

15. Elected members require quality advice to inform good decisions. Where the request for an urgent decision has come from staff, staff should provide their advice in the Auckland Council report format. It may not always be possible for staff to produce comprehensive reports within constrained timeframes, so in such circumstances they should endeavour to provide sufficient information in an appropriate format, such as a memorandum.

Public accountability

16. Urgent decisions made under delegated authority should be published on the agenda of the next ordinary meeting of the local board. The information to be published must include the urgent decision and all relevant information provided to the decision-makers, provided it is not confidential.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17. This decision is procedural in nature and is not affected by climate impacts nor will it result in any changes to greenhouse gas emissions.

18. The urgent decision mechanism enables urgent decisions to be made in a timely manner and this makes it a useful tool for responding to any climate change-related emergency.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. The urgent decision-making mechanism proposed in this report enables the council group to respond to situations requiring urgent decisions in a timely manner when it is not practical to call the full local board together.

20. These decisions include, for example, local board input to council submissions that are provided whenever there is a central government consultation. The timeframes for these submissions can be very constrained and it is crucial that local board input is provided sooner rather than later, so that it can be considered by the Governing Body (or its committees) who adopt the submission on behalf of Auckland Council.

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

Local impacts and local board views

21. This report outlines the local board urgent decision-making arrangement that can be used when it is not practical to call the full local board together.

Tauākī whakaaweawe Māori

Māori impact statement

22. This report concerns a procedural matter and is not considered to have any specific implications for Māori.

23. When making urgent decisions under the delegation, decision makers will need to consider the impact of each decision on Māori, their land and other taonga, as appropriate.

Ngā ritenga ā-pūtea

Financial implications

24. There are no financial implications arising from the procedural decision sought through this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. The authorisation step provides an opportunity to assess and confirm the urgency and to decide if it is practicable to have an extraordinary or emergency meeting. This step is intended to help ensure the delegation to the chairperson and deputy chairperson is used in appropriate circumstances.

26. The chairperson and deputy chairperson are strongly encouraged to seek views from other local board members when making urgent decisions to ensure the urgent decision reflects those views to the extent possible.

Ngā koringa ā-muri

Next steps

27. If the local board adopts the urgent decision-making mechanism proposed in this report, this will provide a process that will be used as and when required.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - General Manager Local Board Services

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Local board feedback for inclusion in Auckland Council submissions

File No.: CP2022/16275

Te take mō te pūrongo

Purpose of the report

1. To recommend that the Waitākere Ranges Local Board delegate authority to the local board Chair to submit the local board’s formal views for inclusion in Auckland Council submissions to Central Government and other councils, where this feedback is due before a local board meeting.

Whakarāpopototanga matua

Executive summary

2. Central Government (and other councils) seek feedback through public consultation on bills, inquiries and other key matters. The consultation timeframes vary between four and eight weeks.

3. The Governing Body is responsible for making official submissions to Central Government on most matters except for submissions to government on legislation where it specifically relates to a local board area. Where the Governing Body decides to make an official submission on a Central Government matter, staff work to develop a draft submission for consideration by the Governing Body and will call for local board input so it can be incorporated. The Auckland Council submission needs to be approved within the consultation timeframes set by Central Government.

4. Local board input is required to be approved by the local board. Where local boards are unable to make these decisions at a local board meeting due to the constrained timeframes, another mechanism is required. In situations where local boards prefer not to use the urgent decision process, local boards sometimes provide informal feedback that is endorsed at the next business meeting. This is not considered best practice because the local board input can be challenged or changed at ratification or approval stage, which leads to reputational risk for the council.

5. In situations where timeframes do not allow reporting to formal business meetings, staff recommend that the local board either uses the urgent decision process or delegates authority to the Chair to approve and submit the local board’s input into Auckland Council submissions. Both options provide an efficient way to ensure that local board formal input is provided when external parties set submission deadlines that do not allow formal input to be obtained from a local board business meeting.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) delegate authority to the Chair to approve and submit the local board’s input into Auckland Council submissions on formal consultation from government departments, parliament, select committees and other councils

b) note that the local board can continue to use its urgent decision process to approve and submit the local board’s input into Auckland Council submissions on formal consultation from government departments, parliament, select committees and other councils, if the Chair chooses not to exercise the delegation sought in recommendation (a)

c) note that this delegation will only be exercised where the timeframes do not allow for local board input to be considered and approved at a local board meeting

d) note all local input approved and submitted for inclusion in an Auckland Council submission is to be included on the next local board meeting agenda for the public record.

Horopaki

Context

6. Government departments, parliament, select committees and other councils seek feedback on issues using both formal and informal consultation opportunities. Auckland Council has an ongoing opportunity to provide advocacy on public policy matters and this is often done by making a public submission. Submissions can be provided on other council’s plans, on policy and legislative reviews or on an agency’s proposed strategy.

7. Council submissions are the formal responses to the public consultation opportunities that are open to everyone, including all Aucklanders.

8. Under the Local Government (Auckland Council) Act 2009 the Governing Body must consider any views and preferences expressed by a local board, where a Governing Body decision affects or may affect the responsibilities or operation of the local board or the well-being of communities within its local board area.

9. Under the current allocation of decision-making responsibility, the Governing Body is allocated decision-making responsibility for “submissions to government on legislation including official submissions of Auckland Council incorporating local board views”. Local boards are allocated decision-making for “submissions to government on legislation where it specifically relates to that local board area only”.

10. Central Government agencies set the deadlines for submissions which are generally between four to eight weeks. These timeframes do not usually allow for formal reporting to local boards to input into the council submission. In situations where local boards prefer not to use the urgent decision process, local boards can sometimes provide informal feedback that is endorsed at the next business meeting. This is not considered best practice because the local board input can be challenged or changed at ratification or approval stage, which leads to reputational risk for council.

11. Providing a delegation for Central Government submissions provides local boards with another option to give formal local views within prescribed timeframes.

Tātaritanga me ngā tohutohu

Analysis and advice

12. There are five options available to local boards to approve their formal views and input on submissions to Central Government. Where this input is sought within a time constrained process and is due before a meeting of the local board, only four of these options will be available.

Table 1: Options for mechanisms through which the local boards can approve their formal views on Auckland Council submissions to Central Government and other councils

Options	Pros	Cons
1. Local board input approved at a business meeting	· Decision is made and adopted in a public meeting (transparency of decision making) · All local board members have the opportunity to make the formal decision	· Local board meeting schedules and agenda deadlines often do not align with external agency deadlines
2. Local board input approved at an extraordinary meeting of the local board	· Provides a mechanism for local boards to provide their formal views where submission deadlines do not align with local board meeting schedules · Decision is made and adopted in a public meeting (transparency of decision making) · All local board members have the opportunity to make the formal decision	· Extraordinary meeting needs to be called by a resolution (requires anticipation by the local board) or requisition in writing delivered to the Chief Executive. The process usually requires a minimum of three clear working days · There are additional costs incurred to run an unscheduled meeting · It may be difficult to schedule a time when enough local board members can attend to achieve a quorum
3. Local board input approved using urgent decision mechanism	· It provides a mechanism for local boards to provide their formal views where submission deadlines do not align with local board meeting schedules · Local board input can be submitted once the Chair, Deputy Chair and Local Area Manager have received the report providing the local board views and input · The urgent decision needs the sign-off from two local board members (i.e. the Chair and the Deputy Chair), rather than just one.	· The decision is not made in a public meeting. It may be perceived as non-transparent decision-making because it is not made by the full local board · Chair and Deputy Chair may not have time to properly consult and ascertain view of the full local board
4. Local board input approved by the Chair who has been delegated authority from the local board (staff recommend this option)	· It provides a mechanism for local boards to provide their formal views where submission deadlines do not align with local board meeting schedules and local boards do not want to use the urgent decision process · Local board input can be submitted as soon as possible after the local board views and input have been collated and discussed by the local board members	· Decision is not made in a public meeting. It may be perceived as non-transparent decision-making because it is not made by the full local board · The Chair who has the delegated authority may not have time to properly consult and ascertain views of the full local board
5. Local board input submitted and ratified at a later date	· Local board informal input can be submitted as soon as possible after the local board views and input have been collated and discussed by the local board members	· Local board input submitted is considered to be the informal views of the local board until they are approved · Local board input can be challenged or changed at ratification or approval stage · Decision to ratify informal views, even if made in a public meeting, is unable to be changed in the council submission (can be perceived as non-transparent decision-making) · Inclusion of informal views in the Auckland Council submission will be at the discretion of the Governing Body. These may be included with caveats noting the views have not been ratified by the local board · There is reputational risk if the local board changes its views.

13. Options one, two and three are already available to local boards and can be utilised as required and appropriate. Option one should always be used where timeframes allow reporting. Option four requires a delegation in order for a local board to utilise this mechanism and should be used only when timeframes do not allow reporting to a business meeting.

14. Local boards who wish to utilise option four are requested to delegate to the Chair as this fits within the leadership role of the Chair and they are more likely to be available because the Chair is a full-time role. The role of this delegated member will be to attest that the approved and submitted input constitutes the views of the local board. The input should then be published with the agenda of the next formal business meeting of the local board to provide transparency. The delegate may choose not to exercise their delegation if the matter is of a sensitive nature and is something that the full board should consider at a business meeting.

15. Each local board will oversee its own process for considering and developing their local board input that will be approved by the delegated member. This can include discussions at workshops, developing ideas in a small working group or allocating it to an individual member to draft.

16. Option five is not considered best practice and local boards are strongly discouraged from using this.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17. This decision is procedural in nature and any climate impacts will be negligible. The decision is unlikely to result in any identifiable changes to greenhouse gas emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. This report proposes a delegation to ensure that staff can undertake the preparation of submissions in a timely manner, while receiving formal local board input on matters that are of local board importance.

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

Local impacts and local board views

19. This report seeks to establish a specific delegation for the local board Chair.

20. Any local board member who is delegated responsibilities should ensure that they represent the wider local board views and preferences on each matter before them.

Tauākī whakaaweawe Māori

Māori impact statement

21. A decision of this procedural nature is not considered to have a positive or negative impact for Māori.

Ngā ritenga ā-pūtea

Financial implications

22. A decision of this procedural nature is not considered to have financial implications on Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

23. If local boards choose to delegate to provide their formal views on Auckland Council submissions, there is a risk that this mechanism is perceived as non-transparent decision-making because it is not made by the full local board. This can be mitigated by publishing the submitted local board input on the next agenda.

24. There is also a risk that the Chair who has the delegated authority may not have time to properly consult and ascertain views of the full local board. This can be mitigated by encouraging the local board to collectively discuss and agree their input before it is submitted by the member who has been delegated authority.

Ngā koringa ā-muri

Next steps

25. On those occasions where it is required, the delegation will be used to approve and submit the local board’s input into Auckland Council submissions on formal consultation from government departments, parliament, select committees and other councils.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Brett Lane - Local Board Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Sunvue Park upgrade - concept plan approval

File No.: CP2022/15460

Te take mō te pūrongo

Purpose of the report

1. To seek approval of a concept plan for the park upgrade at Sunvue Park, 94A Sunvue Road, Glen Eden and to progress the project to detailed design and staged construction. 

Whakarāpopototanga matua

Executive summary

2. A unique project to work with tauira (students) at Te Kura Kaupapa Māori o Hoani Waititi to develop a park masterplan was identified by Connected Communities staff and supported by the Waitākere Ranges Local Board. The tauira chose Sunvue Park for the project and developed a masterplan in collaboration with staff and a landscape architect.

3. The local board has allocated $175,469 (over a five-year period, 2021 – 2025) of Locally Driven Initiative Capital Expenditure funding towards the project ‘Sunvue Park – develop cultural park’ features as a part of the 2022/2023 Customer and Community Services Work Programme (23 June 2022, resolution number WTK/2022/73).

4. The project will deliver on Local Board Plan Outcome 2 objective: Access to a range of projects and opportunities for collaboration with Māori.

5. A masterplan was developed and consulted with mana whenua and attendees at a Sunvue Park Matariki planting day in mid-2021. Positive verbal feedback was received and a concept plan for a Ngāhere Playspace was developed for a first phase of work.

6. The concept plan was presented to the local board in May 2022, where staff were asked to engage with residents to receive feedback on the proposed Ngāhere Playspace concept plan.

7. Feedback received from residents regarding the proposed Ngāhere Playspace concept plan was positive. This was also discussed with the local board in mid-September 2022 and recommendations from staff to proceed to detailed design and construction of the Ngāhere Playspace was supported.

8. Staff now seek approval for the final Ngāhere Playspace concept plan before progressing the project to detailed design, consenting and construction.

9. Following the approval of the proposed concept plan, the consent process will begin in parallel with the development of the detailed design. Physical works to undertake construction of the proposed design is expected to start in late 2023, subject to confirmation of budget through the 2023/2024 Annual Plan and work programme approval.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) approve the Sunvue Park Ngāhere Playspace concept plan as per Attachment A of the agenda report and request staff to progress the project to detailed design.

Horopaki

Context

10. In early 2020, the Waitākere Ranges Connected Community Strategic Broker identified an opportunity for tauira (students) from Te Kura Kaupapa Māori o Hoani Waititi to collaborate with council staff in the development of a park masterplan. The students selected Sunvue Park for the project and agreement was reached with the local board that a project could proceed.

11. The project aligns well with the Waitākere Ranges Local Board Plan 2020 Outcome 2 objective to provide ‘Access to a range of projects and opportunities for collaboration with Māori’.

12. Sunvue Park is located at 94A Sunvue Place, Glen Eden. It is a key neighbourhood park of 2.6 acres situated on a north facing slope. The park provides a small neighourhood playground and basketball half court, drinking fountain, seats, picnic tables and bins, and a concrete path network linking Sunvue Place with Solar Road.

13. The park also has an asphalted carpark which is not open for use but in recent years has provided a stable base for a movable pump track and is suitable for wheeled play use. The park retains ground water and grassed areas can be very wet. A map is provided as Attachment B: Location map of Sunvue Park.

14. As a part of the Waitākere Ranges Local Board 2019/2020 Community Facilities work programme, the local board approved the project ‘Sunvue Park – develop cultural park’ features and allocated $20,000 of Locally Driven Initiative Capex funding to undertake the investigation and design phase of the project.

15. Boffa Miskel Landscape Architects were engaged to work alongside the tauira and council staff on this unique project and process.

16. A masterplan was developed through the exploration of cultural park design elements and features such as Wāhi Tākaro (play areas) and Ngā uri a Tane (biodiversity).

Diagram

Description automatically generated

Above: example of master planning work undertaken for Sunvue Park.

17. The masterplan was presented to attendees at a Matariki planting day at Sunvue Park in winter 2021, to receive feedback. Feedback received was verbal and supportive of the ideas presented.

18. Mana Whenua Te Kawerau a Maki were consulted on the masterplan and expressed support for the ideas which connect the community and people to the environment.

19. After receiving the feedback, the landscape architect and tauira worked to create a collective masterplan, development of a strategy to phase the work and a high-level concept plan for phase 1, the Ngāhere Playspace.

20. The Ngāhere Playspace concept plan includes the following play elements:

· flying fox

· 2-Bay Super Mega swing

· bike track loop with painted motifs / cultural artworks

· seating

· Ngāhere Hupara Trail with steppers, balance beams and pole forest

· native planting.

21. The Ngāhere Playspace concept plan was discussed with the local board at a workshop in May 2022 and received a positive response. The board requested staff to seek feedback from residents on the plan prior to it being reported to the board for approval.

Tātaritanga me ngā tohutohu

Analysis and advice

22. This is a unique project where tauira from a local Kura selected a subject park and have worked with a landscape architect to develop a park masterplan and high-level concept plan for a first phase of implementation. The plan is aspirational, but the first phase is deliverable and supported by mana whenua and residents.

Consultation / Engagement

23. Consultation on the masterplan was undertaken at a Matariki planting day at Sunvue Park in mid-2021. Staff received verbal feedback about the plan which were positive and supported a project to upgrade park facilities.

24. Engagement on the Ngāhere Playspace concept plan was undertaken with the local community in August/September 2022 through a flyer drop, directly to residents’ letter boxes, at the request of the local board.

25. Engagement feedback is attached to the report as Attachment C – engagement feedback.

26. Staff received seven submissions and feedback which related to the high-level concept plan was supportive of it.

27. Feedback was also received regarding requirements for shade and play provision for toddlers which are improvements which will be considered in the future as funding allows.

28. Staff advise that the delivery of the Ngāhere Playspace concept plan will provide play opportunities for a wider age group as recommended in the Waitākere Ranges Play Provision Assessment – May 2021 and recommend that the concept plan is implemented in the near future, as funding allows.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

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

30. It is anticipated that there will be an increase in carbon emissions from construction, including contractor emissions. Staff will seek to minimise carbon and contractor emissions as far as possible when delivering the project.

31. The park upgrade concept plan has incorporated a nature play area which includes native plantings and the use of play items constructed from natural materials. Plantings will be undertaken in collaboration with the Community Park Ranger where the community will be encouraged to be involved with planting.

32. Mitigation of greenhouse gas emissions will be achieved through sourcing of low-carbon material options (including sourcing materials locally) and the use of products with environmental declarations for embodied carbon reductions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. Park specialist staff are supportive of the initiative to work with tauira in the development of a park masterplan for Sunvue Park and for the proposed upgrade of park facilities which will improve its quality for users.

34. Other units across council are not affected by the project.

35. Collaboration with staff will be ongoing to ensure that the development of the park is appropriately integrated into the operational maintenance and asset management systems once completed.

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

Local impacts and local board views

36. Sunvue Park is in the heart of Glen Eden, close to primary aged schooling, therefore popular with families. The park is well positioned in a sunny north-facing position and excellent road frontage which encourages positive behaviour and use. The project will enhance this popular park for the community by providing additional play experiences and a sense of place for those involved in the concept plan development.

37. The Masterplan and Ngāhere Playspace concept plan were presented to the local board in May 2022. Board members supported the plan and requested staff to seek feedback from residents near the park.

38. Staff presented the resident engagement in a workshop to the local board in mid-September 2022 with recommendations to proceed to detailed design and construction of the Ngāhere Playspace concept plan. Local board members supported this recommendation.

39. The project aligns with the following Waitākere Ranges Local Board Plan 2020 outcomes and objectives:

Table 1: Waitākere Ranges Local Board Plan 2020 outcomes and objectives

Outcome	Objective
Outcome 2: We work closely with mataawaka and mana whenua partners	Access to a range of projects and opportunities for collaboration with Māori
Outcome 5: Our communities experience wellbeing, belonging and participation	Support for projects and activities that realise the aspirations of local people for the benefit of their communities
Outcome 7: We have infrastructure and facilities that support and enhance our neighborhoods and town centres	Well maintained, accessible parks, facilities and public spaces.

Tauākī whakaaweawe Māori

Māori impact statement

40. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its statutory obligations and relationship commitments to Māori. These commitments are articulated in the Council’s key strategic planning documents, the Auckland Plan, the Long-term Plan 2012-2022, the Unitary Plan, Whiria Te Muka Tangata Māori Responsiveness Framework and Local Board Plans.

41. The development discussed in this report will benefit Māori and the wider community.

42. The development of the Sunvue Park masterplan and concept plan was undertaken as a learning experience for tauira at Te Kura Kaupapa Māori o Hoani Waititi Marae. This is supported by Te Kawerau a Maki, mana whenua of the area, specifically regarding the idea that the playspace will connect communities and tamariki to Te Taiao (the environment).

Ngā ritenga ā-pūtea

Financial implications

43. A total budget of $175,469 has been approved by the local board for this project in the following financial years:

Table 2: Approved budget to date

Budget source	2020/2021	2021/2022	2022/2023	2023/2024	2024/2025	Total ($)
Locally Driven Initiative - Capex	$10,481	$19,988	$50,000	$35,000	$60,000	$175,469
Total allocated budget						$175,469

44. Funding is allocated for the project over multiple financial years (2021–2025) with $30,469 being spent to date for staff and specialist costs. As the Ngāhere Playspace design is further developed an updated cost estimate will be provided, and further funding may be required. Staff will discuss this with the local board when the information is available and seek additional funding, if required.

45. The 2023/2024 Annual plan decisions regarding funding may impact the current outer year capital budget allocations. Projects will be confirmed through the work programme development as part of the 2023/2024 Annual plan process.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

46. Resource consent / building consent may be required, and the preparation and processing of these consents may have an impact on the timeframe for construction.

47. The following risks and mitigations have been considered:

Table 3: Identified risks and mitigations for the Ngāhere Playspace project at Sunvue Park

Risks identified	Mitigation
Timeframe
Resource consent	Preparation and processing of the consent may have an impact on the time frame for construction. Staff will endeavour to meet the deadlines.
Building consent	Preparation and processing of the consent may have an impact on the time frame for construction. Staff will endeavour to meet the deadlines.
Health & Safety
Public are exposed to unsafe conditions during construction phase	Access will be restricted to the construction site and regularly monitored.
Budget
Budget is not adequate	Should additional funding be required to deliver the agreed design following completion of the procurement process, staff will discuss options with the local board.
Construction
Poor weather during construction may hold up delivery	Construction methodology and programme to allow for wet weather.
Damage to existing paths due to construction works	If damage were to occur, this would have to be remedied at a cost to the project. A small contingency has been factored into the budget to account for this.
Contamination
Possible risk of ground contamination	N/A for this project.

Ngā koringa ā-muri

Next steps

48. Table 4 below summarises the anticipated next steps and estimated delivery timeframes for the project. The estimated timeframes assume successful and timely completion of each identified project step. Unforeseen delays in the procurement of a design and / or build partner or the resource consent process have the potential to delay completion of the project beyond the identified timeframe.

Table 4: Project phasing and timelines

Project phase	Planned completion timeframe
Resource consent application	February 2023
Detailed design Following approval of the concept design by the local board, the development of the detailed design can be progressed.	March 2023
Building consent application	February 2023
Procure physical works contractor/build partner The tender will be submitted to a suitable contractor as per the procurement guidelines.	July 2023
Physical works Accurate commencement and duration of the physical works is not known at this time and will be confirmed at a later stage but is envisaged between the dates specified.	September 2023 – December 2023

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Location Map of Sunvue Park	51
b ⇩	Sunvue Park Ngahere Playspace Concept Design	53
c ⇩	Engagement Feedback	69

Ngā kaihaina

Signatories

Author

Helen Biffin - Work Programme Lead

Authorisers

Taryn Crewe - General Manager Community Facilities

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Changes to Community and Customer Services work programme 2022 - 2025

File No.: CP2022/15475

Te take mō te pūrongo

Purpose of the report

1. To seek approval for a variation to 2022 – 2025 Customer and Community Services work programme by way of the variation of two approved renewal projects, the cancellation of one renewal project and the addition of two renewal projects.

Whakarāpopototanga matua

Executive summary

2. The following asset renewal projects were approved by the Waitākere Ranges Local Board on 3 June 2022 as a part of their Community and Customer Services work programme 2022 - 2025 (resolution number WTK/2022/73). The local board allocated Asset Based Services (ABS): capital expenditure (Capex) – Local Renewal funding as follows:

· ID 31786 Glen Eden Railway Station access – replace decking – approved budget of $45,000 (2022/2023 in $20,000, 2023/2024 in $25,000 as a part of the Risk Adjusted Programme)

· ID 31794 Ōkaurirahi/Ceramco Park – refurbish athletics track – approved budget of $20,000

· ID 23813 Harold Moody Park – renew main carpark and driveways – approved budget of $584,697.

3. As projects progress through the consultation, investigation, and design process the specific work required and the cost of delivery changes, impacting the approved budget. As a result, variations may be required to the work programme to accommodate final costs and to undertake priority work as budget allows.

4. Staff seek approval for the following variations to the 2022/2023 Community and Customer Services work programme:

· Glen Eden Railway Station access – replace decking – an increase of $80,000 to $125,000 with a plan to complete the project in the 2022/2023 financial year

· Ōkaurirahi/Ceramco Park – refurbish athletics track – cancel project, track refurbishment will be undertaken as a part of the planned sports field renovation work and funded by regional sports field renovation budget

· Harold Moody Park – renew main carpark and driveways – decreasing budget from $532,300 to $260,164, in the 2022/2023 financial year.

5. The project to refurbish the athletics track at Ōkaurirahi/Ceramco Park will now be undertaken as a part of the regional funded sports field renovation work at the park, in April/May 2023. Therefore, staff seek to cancel this project.

6. Two renewal projects have been identified for addition to the 2022/2023 Community and Customer Services work programme. One project will provide increased safety for staff and users at community buildings and the other will improve access to the Ceramco Function Centre for all users. Savings from the decreased budget requirement for the carpark and driveway renewal at Harold Moody Park can be utilised for these projects. The proposed projects are:

· ID 37523 Ceramco Function Centre – implement accessibility changes – requiring $30,000

· ID 37522 Waitākere Ranges – renew park/facility security systems and lighting 2022/2023 – requiring $50,000.

7. The project details that were approved for the projects outlined above, as part of the 2022 – 2025 Customer and Community Services work programme, the proposed variations to projects and the proposed new projects are contained in Attachment A.

8. Staff seek approval for the proposed project changes. Subject to the local board’s decision, staff will update the Community and Customer Services work programme and progress updates will be provided to the local board as part of the quarterly report.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) approve the following variations including budget and timeline change/s to its adopted 2022 – 2025 Customer and Community Services work programme as per Attachment A, specifically:

i) variation of project ID 31786 Glen Eden Railway Station access – replace decking, utilsing $125,000 of Asset Based Services: Capital Expenditure Renewal budget over financial year 2022/2023

ii) cancellation of project ID 31794 Ōkaurirahi/Ceramco Park – refurbish athletics track, saving $20,000 of Asset Based Services: Capital Expenditure Renewal budget over financial year 2022/2023

iii) variation of project ID 23813 – Harold Moody Park – renew main carpark and driveways, utilising $260,164 of Asset Based Services: Capital Expenditure Renewal budget over financial year 2022/2023

iv) addition of project ID 37523 Ceramco Function Centre – implement accessibility changes, utilising $30,000 of Asset Based Services: Capital Expenditure Renewal budget over financial year 2022/2023

v) addition of project ID 37522 – Waitākere Ranges – renew park/facility security systems and lighting 2022/2023, utilising $50,000 of Asset Based Services: Capital Expenditure Renewal budget over financial year 2022/2023.

Horopaki

Context

9. The Waitākere Ranges Local Board adopted its 2022-2025 Customer and Community Services work programme on 23 June 2022 (resolution WTK/2022/73). The budget allocated for all projects in the work programme are best estimates only. Project costings are subject to change and refinement as projects progress through the design and delivery process. As a result, amendments may be required to the approved work programme to accommodate final project costs.

10. Staff have identified three projects in the current approved 2022-2025 Customer and Community Services work programme where budget allocation needs to be realigned. Approved funding allocations for the three identified projects are shown in table 1 below:

Table 1: approved funding allocations for the identified projects

Resolution Number	Project ID	Activity Name	Activity Description	Budget source	Total Budget Allocation
WTK/2022/73	31786	Glen Eden Railway Station access – replace decking	Replace the decking, treat balustrade rust and remediate insulation under the deck. 2022/2023 - investigation and design 2023/2024 - physical works Risk Adjusted Programme (RAP) project.	ABS: Capex Renewal	$45,000
WTK/2022/73	31794	Ōkaurirahi / Ceramco Park – refurbish athletics track	Refurbish the athletics track and surrounds to reduce undulations and improve drainage in area holding water. 2022/2023 – investigation and physical works	ABS: Capex Renewal	$20,000
WTL/2022/73	23813	Harold Moody Park – renew main carpark and driveways	Renew main carpark and driveways. 2021/2022 - investigation and design 2022/2023 - physical works	ABS: Capex Renewal	$584,697
Total Budget					$649,697

Project ID 31786 Glen Eden Railway Station access – replace decking

11. A project to replace the decking at the Glen Eden Railway Station access was approved by the local board as part of their 2022-2025 Customer and Community Services work programme.

12. Renewal and maintenance of the exterior decking on the southern or carpark side of Glen Eden Railway Station is the responsibility of Auckland Council. The railway station platform renewal and maintenance are the responsibility of Auckland Transport. The decking is coming to the end of its asset life and requires renewing.

13. Parks and Community Facilities (PCF) staff have received a quote for renewal of this asset, which includes an option to provide a long-term warranty of 20-years. This option requires additional budget to the funding already approved for the project. Additionally, funding for this project was approved over the 2022/2023 and 2023/2024 financial years. Staff are now seeking approval for all funding to be allocated in 2022/2023 financial year.

Project ID 31794 Ōkaruirahi/Ceramco Park – refurbish athletics track

14. A project to refurbish the athletics track at Ōkaurirahi / Ceramco Park was approved by the local board as a part of their 2022/2023 financial year work programme. This work will now be undertaken utilising regional sports field renovation funding and staff are proposing to close this project.

Project ID 23813 Harold Moody Park – renew main carpark and driveways

15. The local board approved $584,697 of ABS: Capex – Local Renewal funding for a project to renew the main carpark and driveway at Harold Moody Park. The physical works contract has now been procured and $260,164 is required in the 2022/2023 financial year. Decreasing this project funding will provide savings for reallocation to other renewal projects.

Projects proposed for inclusion in the 2022/2023 financial year work programme

16. Parks and Community Facilities staff have been made aware of the age and condition of the security system at Glen Eden Library and the requirement for security improvements at the main carpark at Harold Moody Park, which services the Glen Eden Community and Recreation Centre and the War Memorial Hall. Staff are seeking approval of inclusion of a project to implement these requirements within the 2022/2023 financial year. The project is expected to require approximately $50,000 ABS: Capex Renewals budget.

17. During August 2022, an accessibility assessment of the Ceramco Function Centre was completed. The report outlines recommended modifications to the carpark, one entrance to the building and to the accessible toilet room. Parks and Community Facilities staff recommend inclusion of a new project in the 2022/2023 financial year work programme, to undertake these minor modifications to improve access for all users. The project is expected to require approximately $30,000 to complete all recommended high priority work.

Tātaritanga me ngā tohutohu

Analysis and advice

18. Parks and Community Facilities staff recommend the proposed variations to change the current 2022 – 2025 Customer and community Services work programme as outlined in Table 2. The local board has sufficient renewal budget to cover the proposed changes and the proposed variations will not impact the total funding envelope for the 2022/2023 financial year.

Table 2: Description of the proposed variations to the 2022 - 2025 Customer and Community Services work programme

Project ID	Activity Name	Budget variations	Details
31786	Glen Eden Railway Station access – replace decking	2022/2023 approved budget $20,000 2023/2024 approved budget $25,000 ABS: Capex Renewals budget of $125,000 is now required in 2022/2023 for: · Replacement of the butynol membrane decking surface · Timber decking support replacement · Rust treatment of balustrades Revised total project cost $125,000  2022/2023 - $125,000 2023/2024 - $0	During work programme development project costing is a high-level estimate. Project investigation has now been completed and a quote received by an approved contractor. The quote includes an option which provides a 20-year warranty and has determined the true cost of the required work.
31794	Ōkaurirahi / Ceramco Park – refurbish athletics track	2022/2023 approved budget $20,000 ABS: Capex Renewals budget of $0 is now required for: Revised total project cost $0  2022/2023 - $0	The approved project is to refurbish the athletics track at Ōkaurirahi. The work will now be undertaken utilising regional sports field renovation funding. This project is proposed to be cancelled.
23813	Harold Moody Park – renew main carpark and driveways	2022/2023 approved budget $532,300 ABS: Capex Renewals budget of $260,164 is now required for: · To renew the carpark and driveway surfaces. Recommended decrease of $272,136 Revised total project cost $303,523  2021/2022 - $43,359 2022/2023 - $260,164	Request for reduction in funding for financial year 2022/2023. The physical work requirements have been procured and the tendered cost of the project is less than the engineer’s estimate. The engineer’s estimate was used as a guide to the expected cost at the time of the work programme approval. Staff recommend the reduction of approved budget so that it may be utilised in 2022/2023 for other priority projects.
37523	Ceramco Function Centre - implement accessibility changes	2022/2023 approved budget $0 ABS: Capex Renewals budget of $30,000 is now required for: · Undertake all high priority recommendations to improve access to the Ceramco Function Centre, including minor carpark improvements. Revised total project cost $30,000  2022/2023 - $30,000	Request for new project addition to the 2022/2023 work programme. During August 2022, an accessibility assessment of the Ceramco Function Centre was completed. The report outlines recommended modifications to the carpark, one entrance to the building and to the accessible toilet room. Staff recommend undertaking these minor upgrades to the carpark and Ceramco Function Centre to improve access for all users.
37522	Waitākere Ranges – renew park/facility security systems & lighting FY22/23	2022/2023 approved budget $0 ABS: Capex Renewals budget of $50,000 is now required for: · Renewal of security systems and security lighting at several identified sites. Revised total project cost $50,000 2022/2023 - $50,000	Request for new project addition to the 2022/2023 work programme. It has been identified that the CCTV system at Glen Eden Library requires renewal. Other security measures are required across the park and building network should be investigated and potentially implemented as funding allows. The Glen Eden Community andRecreation Centre and the War Memorial Hall is a priority.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. It is anticipated that there will be an increase in carbon emission from construction, including contractor emissions. Staff will seek to minimise carbon and contractor emissions as far as possible when delivering the project. Maximising the upcycling and recycling of existing material, aligned with the waste management hierarchy (prevention, reduction, recycle), will also be prioritised to ensure minimum impact.

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

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

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

21. This is an administrative report and the budget variations proposed in the report have no direct effect on climate change.  Each project will be considered individually to assess the impacts of climate change and the approach to reduce greenhouse gas emissions. 

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. The overall 2022 - 2025 Customer and Community Services work programme was developed through a collaborative approach by operational council departments, with each department represented in an integrated team.

23. Parks and Community Facilities staff are working with the Auckland Council Security and Access Services team to improve security at our parks and facilities.

24. Staff collaboration will be ongoing throughout the life of the projects to ensure integration into the operational maintenance and asset management systems.

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

Local impacts and local board views

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

26. At a workshop with the Waitākere Ranges Local Board in September 2022, Parks and Community Facilities staff discussed the proposed work programme changes with local board members and received general support.

27. The projects align with the following Waitākere Ranges Local Board Plan 2020 outcomes and objectives:

Table 3: Waitākere Ranges Local Board Plan 2020 outcome and objective

Outcome	Objective / Initiative
Outcome 7: We have infrastructure and facilities which support and enhance our neighbourhoods and town centres	Well maintained, accessible parks, facilities and public spaces

Tauākī whakaaweawe Māori

Māori impact statement

28. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader obligations to Māori. These commitments are articulated in the council’s key strategic planning documents, the Auckland Plan, the Long-term Plan 2021-2031, the Unitary Plan, Whiria Te Muka Tangata Māori Responsiveness Framework, and Local Board Plans.

29. Engagement with mana whenua will be undertaken when required as part of delivery of individual projects.

30. Projects discussed in this report will benefit Māori and the wider community through the provision of quality facilities and open spaces that promote good health, the fostering of family and community relationships and connection to the natural environment.

Ngā ritenga ā-pūtea

Financial implications

31. This proposal to adjust the budget of two project, cancel one project and include two new projects in the 2022 – 2025 Customer and Community Services work programme is outlined in Table 4 below. The table indicates budget changes to the 2022/2023 financial year only.

Table 4: Outline of the changes to the 2022/2023 financial year of the approved 2022 – 2025 Customer and Community Services work programme

Project	Approved 2022/2023 budget	Savings	Increase	Revised 2022/2023 budget
ID 31786 – Glen Eden Railway Station access – replace decking	$20,000	$0	$105,000	$125,000
ID 31794 – Ōkaurirahi / Ceramco Park – refurbish athletics track	$20,000	$20,000	$0	$0
ID 23813 – Harold Moody Park – renew main carpark and driveways	$532,300	$272,136	$0	$260,164
ID 37523 – Ceramco Function Centre – implement accessibility changes	$0	$0	$30,000	$30,000
ID 37522 Waitākere Ranges – renew park/facility security systems & lighting FY22/23	$0	$0	$50,000	$50,000
Total		$292,146	$185,000

32. The proposed changes to the work programme will ensure completion of several key asset renewal projects and not negatively impact on future financial years.

33. The recommended changes have been agreed with the local board’s lead financial advisor.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. The amendment to the budget for the renewal of the Glen Eden Railway Station decking is recommended to ensure longevity of the replacement material and a lengthy warranty of 20-years. A cheaper option is available which is expected to have a shorter asset life and is not recommended by staff.

35. The shortage of labour and delay in supply of materials could have a further negative impact on the delivery of the work programme.  

Ngā koringa ā-muri

Next steps

36. Subject to the local board’s decision on the proposal outlined in this report, the local board’s work programme will be amended to reflect the decision and works will commence on the projects as per the timing outlined in the approved work programme.

37. The details of the variations to the approved work programme will be noted in the Parks and Community Facilities quarterly report and provided to the local board.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Proposed amendments to 2022-2025 Customer and Community Services Work Programme	83

Ngā kaihaina

Signatories

Author

Helen Biffin - Work Programme Lead

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Local Grants, Multi-Board, and Quick Response Round One 2022/2023 grant allocations

File No.: CP2022/15433

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for the Waitākere Ranges Local, Multi-Board, and Quick Response Grants Round One 2022/2023.

Whakarāpopototanga matua

Executive summary

2. The Waitākere Ranges local board adopted the Waitākere Ranges Local Grants Programme 2022/2023 as presented in Attachment A. The document sets application guidelines for contestable community grants submitted to the Board.

3. This report presents applications received in the Waitākere Ranges Local Grants Round One 2022/2023 (Attachment B), Multi-Board Grants Round One 2022/2023 (Attachments C), and Quick Response Grants Round One 2022/2023 (Attachment D).

4. The Waitākere Ranges local board has set a total community grants budget of $83,285.00 for 2022/2023.

5. Twenty-two applications were received for Waitākere Ranges Local Grants Round One, requesting $277,948.07. Eight applications were received for Multi-Board Grants Round One 2022/2023, requesting $66,295.00. Ten applications were received for Waitākere Ranges Quick Response Grants Round One 2022/2023, requesting $10,555.40.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) agree to fund, part-fund, or decline each application in the Waitākere Ranges Local Grants Round One 2022/2023, listed in the following table:

Application ID	Organisation	Requesting funding for	Amount requested
LG2319-101	Auckland Basketball Services Ltd	Towards coaching and administration costs in the Waitākere area from January 2023 to June 2023	$2,810.00
LG2319-102	Te Kowhai Print Trust Inc	Towards costs of digital marketing at Corban Estate Arts Centre in May 2023	$3,000.00
LG2319-108	Henderson Pony Club	Towards driveway and carpark improvements, and farrier bay upgrades at Henderson Valley Pony Club in January 2023	$109,000.00
LG2319-109	Sir Peter Blake Marine Education and Recreation Board	Towards wages, catering, site usage, and film screening costs in the Waitākere Ranges area from March 2023 to August 2023	$11,075.16
LG2319-110	Te Pou Theatre Trust	Towards costs of graphic design, sign printing and installation, and koha at the Te Pou Theatre from January 2023 to February 2023	$3,987.06
LG2319-111	Forest Ridge Community Group	Towards contractor costs for bait stations/trap installation and maintenance, and a wasp control programme at Stoney Creek Drive and Bethells Road from January 2023 to December 2023	$1,499.40
LG2319-112	Youthline Auckland Charitable Trust	Towards costs of volunteer training and triage/support from January 2023 to June 2023	$4,000.00
LG2319-113	The Mother Trust	Towards venue hire, curator and artists fees, and administration fees at Lopdell House, Titirangi, on 20 April 2023	$2,810.00
LG2319-114	Miss F M Mateni	Towards venue hire, DIY candle making packs, and DIY goodie bags at Glen Eden Community House in October 2023	$1,000.00
LG2319-115	Piha Surf Life Saving Club	Towards a heating and air conditioning system to be used at Piha Surf Life Saving Club	$14,849.19
LG2319-116	The UMMA Trust	Towards venue hire, transport, and shoes at Action Indoor Sports from December 2022 to December 2023	$17,434.78
LG2319-117	McCahon House Trust	Towards artist fees, transport, and videographer fee at the McCahon House artist residency studio in April 2023	$3,000.00
LG2319-118	Doughnut Economics Advocates New Zealand	Towards equipment and materials for repairs, food, advertising and promotional materials at Old School House, Piha, from January 2023 to December 2023	$1,500.00
LG2319-121	Playhouse Theatre Inc	Towards venue hire at the Glen Eden Playhouse Theatre in April 2023	$5,652.17
LG2319-122	Recreate NZ	Towards wages, a greenhouse, garden materials, plants, and a canopy patio pergola at Oratia from January 2023 to December 2023	$10,000.00
LG2319-123	Gribblehirst Community Hub Trust	Towards tutor fees to provide arts classes at Crestwood retirement village from February 2023 to April 2023	$2,115.90
LG2319-124	West Auckland Community Toy Library	Towards the construction of a wheelchair accessible ramp at West Auckland Community Toy Library from January 2023 to January 2024	$6,800.00
LG2319-125	Titirangi Community House	Towards the purchase of folding tables, small card tables, a round table, and storage cabinets for use at Titirangi Community House	$7,152.50
LG2319-126	Matuku Reserve Trust	Towards staff salaries for volunteer training and education at Matuku Link Reserve from February 2023 to January 2025	$45,995.00
LG2319-128	Sugarlicks Records Limited	Towards booking and project management (salaries), poet fees and travel costs, and materials in the Waitākere Ranges board area from December 2022 to February 2023	$5,000.00
LG2319-130	Lightbox Projects Limited	Towards musician fees, equipment hire such as microphones, instruments, theatre/venue hire and advertising costs at Lopdell House Theatre on 22 July 2023	$11,714.39
LG2319-131	Mountains To Sea Conservation Trust	Towards costs of subcontractor kayak hire, Kairaranga instructor fee, catering, staff salaries, staff mileage, media creation, and facilitation costs at Armour Bay reserve and Karamatura stream from January 2023 to June 2023	$7,552.52

Total			$277,948.07

b) agree to fund, part-fund, or decline each application in the Waitākere Ranges Multi-Board Grants Round One 2022/2023, listed in the following table:

Application ID	Organisation	Requesting funding for	Amount requested
MB2223-101	Visionwest Community Trust	Towards equipment hire and portaloos for the Christmas from the Heart event in December 2022	$7,000.00
MB2223-103	Glen Eden Playhouse Theatre Trust	Towards the surveyor and engineer fees and salary of event coordinator and resident venue technician contractor at Glen Eden Playhouse Theatre from October 2022 to October 2023	$33,880.00
MB2223-106	Mcleary, Belinda Jane	Towards plants, trees, and structure to be planted at Candia Road Swanson from August 2022 to December 2022	$1,500.00
MB2223-111	The Re-Creators Charitable Trust	Towards free or subsidised classes of Community Upcycling DIY Workshops in various locations in Auckland from October 2022 to May 2023	$5,415.00
MB2223-115	African Film Festival New Zealand Trust	Towards film rights, website, and marketing of the African Film Festival online and in Rialto Cinemas Newmarket from September 2022 to December 2022	$2,000.00
MB2223-117	Waitakere City School of Dance	Towards transport cost, accommodation, and entry fee to Performing Arts Competitions Association of NZ (PACANZ) Nationals dance competition in Palmerston North in October 2022	$1,500.00
MB2223-125	Te Pou Theatre Trust	Towards marketing, videography and sound, producer's fee, and social media campaign for the theatre show 'Hemo is Home' in Corban Estate Arts Centre from January 2023 to March 2023	$5,000.00
MB2223-128	Nightsong	Towards costs to present 30 performances of The Worm - 2023 Auckland Regional Tour in Bruce Mason Centre, Hawkins Theatre, Vodafone Events Centre, Māngere Arts Centre, Glen Eden Playhouse Theatre, and Herald Theatre from October 2022 to June 2023	$10,000.00

Total			$66,295.00

c) agree to fund, part-fund, or decline each application in the Waitākere Ranges Quick Response Grants Round One 2022/2023, listed in the following table:

Application ID	Organisation	Requesting funding for	Amount requested
QR2319-102	Mcleary, Belinda Jane	Towards plants and materials to sustain stream banks from December 2022 to February 2023	$1,000.00
QR2319-105	Youthline Auckland Charitable Trust	Towards annual cost to provide clinical supervision for volunteer counselors at Youthline House in Grey Lynn from January 2023 to June 2023	$1,500.00
QR2319-107	Mr D J Minty	Towards trapping equipment for use in the Huia area from December 2022 to December 2023	$1,000.00
QR2319-108	West Auckland Community Toy Library	Towards toys and shipping costs from December 2022 to December 2023	$520.21
QR2319-109	Piha Surf Life Saving Club	Towards mattresses for use at Piha Surf Life Saving Club from December 2022 to March 2023	$1,500.00
QR2319-110	Matuku Reserve Trust	Towards potting mix for use at Matuku Link Reserve from October 2022 to October 2023	$1,500.00
QR2319-111	Miss P J Stone	Towards wood for use at 99 Parrs Cross Road from December 2022 to December 2023	$1,000.00
QR2319-115	Bishop Stream Neighbourhood Garden	Towards tools, weed-killer, fruit plants, and gardening materials from January 2023 to April 2023	$535.19
QR2319-117	Mcleary, Belinda Jane	Towards plants and materials to sustain stream banks from December 2022 to February 2023	$1,000.00
QR2319-118	Mrs Marie Brigitte O'Connor	Towards labour and plants from January 2023 to February 2023	$1,000.00

Total			$10,555.40

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 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.

8. The Waitākere Ranges local board adopted the Waitākere Ranges Local Grants Programme 2022/2023 as presented in Attachment A. The document sets application guidelines for contestable community grants submitted to the Board.

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

Tātaritanga me ngā tohutohu

Analysis and advice

10. The aim of the local board grants 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 grants programme criteria. The eligibility of each application is identified in the report recommendations.

Tauākī whakaaweawe āhuarangi

Climate impact statement

11. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action.

12. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts.

13. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14. The focus of an application is identified as arts, community, events, sport and recreation, environment, or heritage. Based on the focus of an application, a subject matter expert from the relevant department will provide input and advice.

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 Waitākere Ranges local board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grants programme.

17. The Board is requested to note that section 50 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 2022/2023 Waitākere Ranges Local, Multi-Board, and Quick Response Grants Round One is provided in Attachments B, C, and D.

Tauākī whakaaweawe Māori

Māori impact statement

19. The local board grants programme aims to respond to the 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.

Ngā ritenga ā-pūtea

Financial implications

20. The Waitākere Ranges local board adopted the Waitākere Ranges Local Grants Programme 2022/2023 as presented in Attachment A. The document sets application guidelines for contestable community grants submitted to the Board.

21. This report presents applications received in the Waitākere Ranges Local Grants Round One 2022/2023 (Attachment B), Multi-Board Grants Round One 2022/2023 (Attachments C), and Quick Response Grants Round One 2022/2023 (Attachments D).

22. The Waitākere Ranges local board has set a total community grants budget $83,285.00 for the 2021/2022 financial year.

23. Twenty-two applications were received for Waitākere Ranges Local Grants Round One 2022/2023, requesting $277,948.07. Eight applications were received for Waitākere Ranges Multi-Board Grants Round One 2022/2023, requesting $66,295.00. Ten applications were received for Waitākere Ranges Quick Response Grants Round One 2022/2023 requesting $10,555.40.

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 Waitākere Ranges local board allocating funding for this round, grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Waitākere Ranges Local Board Grants Programme 2022-2023.	93
b ⇩	Waitākere Ranges Local Grants Round One 2022-2023 Grant Applications.	99
c ⇩	Waitākere Ranges Multi-Board Round One 2022-2023 Grant Applications.	213
d ⇩	Waitākere Ranges Quick Response Round One 2022-2023 Grant Applications.	267

Ngā kaihaina

Signatories

Author

Vincent Marshall - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Approval for new private and public road names at 460-478 West Coast Road & 317-347 Glengarry Road, Glen Eden

File No.: CP2022/16438

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Waitākere Ranges Local Board to name three new public roads and five new private roads, being commonly owned access lots (COALs), created by way of a subdivision development at 460-478 West Coast Road & 317-347 Glengarry Road, Glen Eden.

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Road Naming Guidelines (the Guidelines) set out the requirements and criteria of the council for proposed road names. The Guidelines state that where a new road needs to be named as a result of a subdivision or development, the subdivider /developer shall be given the opportunity of suggesting their preferred new road name/s for the local board’s approval.

3. On behalf of the developer and applicant, CPM 2019 Limited, agent Alex Clark of Aedifice Property Group has proposed the names presented below for consideration by the local board.

4. The proposed road name options have been assessed against the Guidelines and the Australian & New Zealand Standard, Rural and Urban Addressing, AS NZS 4819:2011 and the Guidelines for Addressing in-fill Developments 2019 – LINZ OP G 01245 (the Standards). The technical matters required by those documents are considered to have been met and the proposed names are not duplicated elsewhere in the region or in close proximity. Mana whenua have been consulted in the manner required by the Guidelines.

5. The proposed names for the new public roads at 460-478 West Coast Road & 317-347 Glengarry Road are:

· Public Road 1

o Selo Street (applicant’s preference)

o Novi Street (alternative)

o Zlato Street (alternative).

· Public Road 2

o Jabuka Street (applicant’s preference)

o Korzo Street (alternative)

o Zelena Road (alternative).

· Public Road 3

o Hoopers Road (applicant’s preference)

o Sustina Street (alternative)

o Briga Street (alternative).

6. The proposed names for the new private roads at 460-478 West Coast Road & 317-347 Glengarry Road are:

· Private Road 1

o Bobica Lane (applicant’s preference)

o Asterid Lane (alternative)

o Stablo Way (alternative).

· Private Road 2

o Radich Way (applicant’s preference)

o Dom Lane (alternative)

o Voda Lane (alternative).

· Private Road 4

o Otac Way (applicant’s preference)

o Ruba Way (alternative)

o Maline Lane (alternative).

· Private Road 5

o Madrigal Lane (applicant’s preference)

o Spinoso Lane (alternative)

o Lorca Lane (alternative).

· Private Road 7

o Camarosa Court (applicant’s preference)

o Tudela Lane (alternative)

o Cynara Lane (alternative).

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) approve the names ‘Selo Street’ (Public Road 1), ‘Jabuka Street’ (Public Road 2) and ‘Hoopers Road’ (Public Road 3) for the new public roads created by way of the subdivision undertaken by CPM 2019 Ltd at 460-478 West Coast Road & 317-347 Glengarry Road, Glen Eden, in accordance with section 319(1)(j) of the Local Government Act 1974 (Road naming reference RDN90100987, resource consent references BUN60378463 and FTC000025).

b) approve the names ‘Bobica Lane’ (Private Road 1), ‘Radich Way’ (Private Road 2), ‘Otac Way’ (Private Road 4), ‘Madrigal Lane’ (Private Road 5) and ‘Camarosa Court’ (Private Road 7) for the new private roads created by way of the subdivision undertaken by CPM 2019 Ltd at 460-478 West Coast Road & 317-347 Glengarry Road, Glen Eden, in accordance with section 319(1)(j) of the Local Government Act 1974 (Road naming reference RDN90100987, resource consent references BUN60378463 and FTC000025).

Horopaki

Context

7. A resource consent, council reference BUN60378463, was issued in October 2021 for the construction of 236 new residential terraced units, single-storey commercial units, three public roads and eleven commonly owned access lots (COALs).

8. Site and location plans of the development can be found in Attachment A and B.

9. In accordance with the Standards, every public road and any private way, COAL, or right of way, that serves more than five lots generally requires a new road name in order to ensure safe, logical and efficient street numbering.

10. In this development the public roads therefore require a road name and also five of the new COALs (Private Roads 1, 2, 4, 5 and 7) as they each serve more than five lots.

11. The other COALs do not need to be named as they are able to be sub addressed off the existing road.

Tātaritanga me ngā tohutohu

Analysis and advice

12. The Guidelines set out the requirements and criteria of the council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across the Auckland Region. The Guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name/s for the local board’s approval.

13. The Guidelines provide for road names to reflect one of the following local themes with the use of Māori names being actively encouraged:

· a historical, cultural, or ancestral linkage to an area; or

· a particular landscape, environmental or biodiversity theme or feature; or

· an existing (or introduced) thematic identity in the area.

14. Theme: All the names are Croatian names around the themes of village and harvest. The names pay homage to the family who emigrated from Croatia and purchased the land in the 1900s. Since then, four generations of the family have lived on and farmed the land.

Proposed name	Meaning (as described by applicant)
Public Road 1
Selo Street (applicant’s preference)	Means ‘village’ in Croatian.
Novi Street (alternative)	Means ‘new’ in Croatian – in reference to the new homes being created on the family site.
Zlato Street (alternative)	Means ‘gold’ in Croatian – in reference to type of apple / history of site.
Public Road 2
Jabuka Street (applicant’s preference)	Means ‘apple’, in Croatian which was grown and sold on the site.
Korzo Street (alternative)	Family reference / history of site.
Zelena Road (alternative)	Means ‘green’ in Croatian – in reference to the history of the families’ organic orchard and interest in sustainability.
Public Road 3
Hoopers Road (applicant’s preference)	Recognises the passing of the Vendor’s husband. ‘Hoops’ was his nickname.
Sustina Street (alternative)	Means ‘heart/essence’ in Croatian.
Briga Street (alternative)	Means ‘care’ in Croatian – in reference to the Nola family who were well known in the community for the fruit and vegetables that was gifted to churches and families in need of food.
Private Road 1
Bobica Lane (applicant’s preference)	Means ‘berry’ in Croatian.
Asterid Lane (alternative)	Artichoke variety.
Stablo Way (alternative)	Means ‘tree’ in Croatian. In reference to the history of the orchard and the + 3000 trees that the applicant is planting out.
Private Road 2
Radich Way (applicant’s preference)	Local Croatian family with connections to the Nola family.
Dom Lane (alternative)	Means ‘home’ in Croatian.
Voda Lane (alternative)	Means ‘water’ in Croatian.
Private Road 4
Otac Way (applicant’s preference)	Means ‘father’ in Croatian. Reference to the Nola family.
Ruba Way (alternative)	Means ‘verge’ in Croatian – in reference to the new rain gardens in the roadside verges.
Maline Lane (alternative)	Means ‘raspberry’ in Croatian – in connection to history of the site / fruit grown on the site.
Private Road 5
Madrigal Lane (applicant’s preference)	Artichoke variety.
Spinoso Lane (alternative)	Artichoke variety.
Lorca Lane (alternative)	Artichoke variety.
Private Road 7
Camarosa Court (applicant’s preference)	Strawberry variety.
Tudela Lane (alternative)	Artichoke variety.
Cynara Lane (alternative)	Artichoke variety.

15. Assessment: All the name options listed in the table above have been assessed by the council’s Subdivision Specialist team to ensure that they meet both the Guidelines and the Standards in respect of road naming. The technical standards are considered to have been met and duplicate names are not located in close proximity. It is therefore for the local board to decide upon the suitability of the names within the local context and in accordance with the delegation.

16. Confirmation: Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable for use at this location.

17. Road Type: ‘Street’ and ‘Road’ are acceptable road types for the new public roads, suiting their form and layout ‘Lane’, ‘Way’ and ‘Court’ are acceptable road types for the new private roads, suiting the form and layout of the COALs.

18. Consultation: Mana whenua were consulted in line with the processes and requirements described in the Guidelines. Additional commentary is provided in the Tauākī whakaaweawe Māori section that follows.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. The naming of roads has no effect on climate change. Relevant environmental issues have been considered under the provisions of the Resource Management Act 1991 and the associated approved resource consent for the development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. The decision sought for this report has no identified impacts on other parts of the Council group. The views of Council-controlled Organisations were not required for the preparation of the report’s advice.

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

Local impacts and local board views

21. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

22. To aid local board decision making, the Guidelines include an objective of recognising cultural and ancestral linkages to areas of land through engagement with mana whenua, particularly through the resource consent approval process, and the allocation of road names where appropriate. The Guidelines identify the process that enables mana whenua the opportunity to provide feedback on all road naming applications and in this instance, the process has been adhered to.

23. On 14 April 2022 mana whenua were contacted by the applicant’s agent on behalf of the applicant, as set out in the Guidelines. Representatives of the following groups with an interest in the general area were contacted:

· Ngāti Whātua o Kaipara

· Ngāti Whātua Ōrākei

· Ngāti Tamaterā (Ngāti Tamaterā Settlement Trust)

· Ngāti Te Ata (Te Ara Rangatu o Te Iwi o Ngāti Te Ata Waiohua)

· Te Ākitai Waiohua (Te Ākitai Waiohua Iwi Authority)

· Te Rūnanga o Ngāti Whātua

· Waikato – Tainui (Te Whakakitenga o Waikato Incorporated)

· Te Kawerau ā Maki

24. On 28 April 2022 a follow up email was sent to all iwi groups.

25. On 28 April 2022 Te Kawerau ā Maki responded with the following:

“Te Kawerau a Maki are the lead iwi for this area. As we were not involved with the project we will not be putting forward Māori or other names. However we had very close and warm relationships with the early Dalmatian families and so are comfortable with these names.”

26. On 22 November 2022 a follow up email to Te Kawerau ā Maki was sent to re-confirm their support of the proposed names (some of which have changed since 28 April 2022). Te Kawerau ā Maki have confirmed they have no issues with the proposed names.

27. No further responses, comments, or feedback were received.

28. This site is not listed as a site of significance to mana whenua and no Te Reo Māori names are proposed.

Ngā ritenga ā-pūtea

Financial implications

29. The road naming process does not raise any financial implications for the Council.

30. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once approval is obtained for the new road names.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. There are no significant risks to Council as road naming is a routine part of the subdivision development process, with consultation being a key component of the process.

Ngā koringa ā-muri

Next steps

32. Approved road names are notified to LINZ which records them on its New Zealand wide land information database. LINZ provides all updated information to other users, including emergency services.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	460-478 West Coast Road, 317-347 Glengarry Road Site Plan	329
b ⇩	460-478 West Coast Road, 317-347 Glengarry Road Location Map	331

Ngā kaihaina

Signatories

Author

Mira Narula - Planning Consultant from Align NZ

Authorisers

David Snowdon - Team Leader Subdivision

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Local Board feedback on Auckland Unitary Plan changes 78-83

File No.: CP2022/16298

Te take mō te pūrongo

Purpose of the report

1. To seek feedback from the local board on Auckland Council’s notified plan changes and variations that implement:

· the National Policy Statement on Urban Development 2020 (NPS-UD)

· amendments to the Resource Management Act 1991 (RMA) requiring medium density residential standards (MDRS) be incorporated

· additions and amendments to the Historic Heritage and Notable Tree Schedules.

2. To provide an overview of submissions received from 18 August to 29 September 2022 on the council’s plan changes and variations.

Whakarāpopototanga matua

Executive summary

3. Decision-makers on the Auckland Unitary Plan (AUP) must consider local boards’ views on plan changes and variations if local boards choose to provide their views. This report is the mechanism for the local board to resolve and provide its feedback on the plan changes and variations that seek to implement the NPS-UD and RMA requirements.

4. The council’s response to the NPS-UD and RMA amendments are set out in plan changes 78-83 (PC 78–83) and in variations 4 and 5:

· PC 78 is the council’s intensification plan change, and is the main one that implements the NPS-UD and the RMA amendments

· PC 79 amends the AUP transport provisions to manage effects of intensification on the transport network. It includes provisions for pedestrian safety, lighting and electric vehicle re-charging stations for multi-unit development

· PC 80 amends the AUP’s Regional Policy Statement to align it with the NPS-UD

· PC 81 adds buildings to the AUP’s historic heritage schedule (Schedule 14)

· PC 82 amends details in the AUP historic heritage schedule (Schedule14), mainly by enlarging or reducing the size of historic places already scheduled

· PC 83 adds new notable trees and corrects errors in the AUP schedule of notable trees (Schedule 10)

· variation 4 relates to rezoning of some areas of open space already proposed to be re-zoned to residential land

· variation 5 relates to a site-specific rezoning (at Schnapper Rock Road in Greenhithe).

5. Some amendments to the AUP are mandatory. The council must change the AUP to implement the NPS-UD and amendments to the RMA. The NPS-UD also allows the council to make decisions on some other matters to help shape Auckland’s well-functioning urban environment. These include:

i) the size of walkable catchments, where enabling buildings of six storeys or more is required. These are the areas around the city centre, rapid transit stops, and the ten metropolitan centres (Albany, Takapuna, Westgate, Henderson, New Lynn, Newmarket, Sylvia Park, Manukau, Botany and Papakura)

ii) the building heights and density of urban form to enable residential development within and next to neighbourhood centres, local centres, and town centres

iii) The “qualifying matters” that will apply in some areas of Auckland that may allow the council to modify (or limit) the required building heights and density to the extent necessary to accommodate the qualifying matters.

6. Central government has identified potential qualifying matters in NPS-UD and RMA amendments. The council has included other ‘qualifying matters’ in PC 78 that are important for Auckland.

7. The plan changes and variations were open for submission over a six-week period, concluding on 29 September 2022. Submissions have now been coded and summarised, and further submissions may be lodged from 24 November to 8 December 2022. Further submissions can be made in support or opposition to an original submission but cannot introduce new matters.

8. Preliminary analysis of submissions identified these themes:

a) support and opposition to the zoning changes proposed

b) support or opposition for the extent of walkable catchments and related height/intensification

c) opposition to how qualifying matters have been applied, including opposition from large-scale developers to the application of the new Residential Low-Density zone as the way that some qualifying matters are implemented

d) support and opposition to special character as a qualifying matter

e) support for water and wastewater infrastructure as a qualifying matter in some locations e.g. Whangaparāoa, and opposition to this qualifying matter where landowners seek rezoning that increases the density of development on their site(s)

f) requests to rezone and apply MDRS to land in the light rail corridor which is excluded from PC 78.

9. Local boards are now invited to provide feedback on the council’s plan changes and variations which will be provided to the independent hearings panel for its consideration. These views must be the subject of a local board resolution.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) provide feedback on PC 78, PC 79, PC 80, PC 81, PC 82, and PC 83

b) provide feedback on variations 4 and 5

c) appoint a local board member to speak to the local board views at a hearing in 2023

d) delegate authority to the chairperson of the local board to make a replacement appointment in the event the local board member appointed in resolution c) is unable to attend the hearing.

Horopaki

Context

Policy development

10. The NPS-UD and RMA amendments require that a proposed intensification plan change be notified by 20 August 2022. The Planning Committee and local board chairs (or their delegates) attended workshops and meetings throughout 2021 and 2022. Since October 2021, local boards and mana whenua have contributed to the development of the PCs 78-83, resulting in the approval of six plan changes and two variations to the AUP.

Decision-making authority

11. Each local board is responsible for communicating the interests and preferences of people in its area about the content of Auckland Council’s strategies, policies, plans, and bylaws. Local boards provide their views on the content of these documents. If the local board chooses to provide its views, those views will be provided in writing to the independent hearings panel.

12. Decision-makers must consider local boards’ views when deciding the content of these policy documents (as required by sections 15-16 Local Government (Auckland Council) Act 2009). PCs 78-83 and variations 4 and 5 will be included in the AUP, if approved.

13. An amendment to the RMA created a different hearings process for PC 78 and variations 4 and 5. The independent hearing panel makes recommendations to council about these. For PCs 79-83, the hearings panel is delegated responsibility to make the decisions on these, without reference back to council.

14. Local board members may then present the local board’s views at the hearing of the plan changes by the independent hearings panel. Local board views will be considered when the council makes decisions on the recommendations for PC 78 and Variations 4 and 5.

15. This report provides an overview of the plan changes and variations, and a preliminary summary of submissions’ key themes. Local board views must be the subject of a local board resolution(s) if those views are provided to the panel.

Tātaritanga me ngā tohutohu

Analysis and advice

16. Local board feedback on PCs 78-83 and variations 4 and 5 is now sought through resolutions at this meeting. This feedback will be forwarded to the independent hearings panel for its consideration.

17. Plan change provisions over which council has some discretion include the following key matters in PC78:

i) the extent of walkable catchments from the edges of the city centre and metropolitan centres and around rapid transit network stops (as required under NPS-UD Policy 3(c))

ii) the approach to, and extent of, intensification of areas within and adjacent to town, local and neighbourhood centres (as required under NPS-UD Policy 3(d))

iii) the selection of, and approach to, “any other qualifying matters” that limit the height and density that would otherwise be required by the NPS-UD Policy 3 and/or the medium density residential standards that must be applied to Auckland’s relevant residential zones.

18. Submissions were received on plan change matters that are mandatory in the NPS-UD and RMA amendments. Mandatory matters include the introduction of walkable catchments, the enablement of six storey buildings in all zones in walkable catchments, and the incorporation of MDRS in all “relevant residential zones” (Terrace Housing and Apartment Buildings zone, Mixed Housing Urban and Low-Density zone) outside walkable catchments. As these matters are mandatory, the independent hearings panel will be unable to recommend changes in response to these submissions.

19. All submissions have been numbered, organised and allocated to topics in the summary of decisions requested to enable evaluation and assessment by staff and the public. This information is available to local boards via the Auckland Unitary Plan webpage when it is publicly notified from 5 December 2022. It will also be provided to the independent hearings panel to assist the panel with understanding the public’s view of the council’s plan changes and variations, and with formulating arrangements for hearings in 2023. Table 1 provides the numbers of submissions received.

Table 1 Submissions received on PC 78 and related changes

Plan change number	Plan change name	Number of submissions received	Spatial application of the plan change
78	Intensification	2398	All Auckland except Hauraki Gulf Islands
79	Amendments to the Transport Provisions	128	All Auckland except Hauraki Gulf Islands
80	Regional Policy Statement Well-Functioning Urban Environment, Resilience to the Effects of Climate Change and Qualifying Matters	88	All Auckland
81	Additions to Schedule 14 Historic Heritage Schedule	53	Various locations, see Attachment A
82	Amendments to Schedule 14 Historic Heritage Schedule	33	Various locations, see Attachment A
83	Additions and amendments to Schedule 10 Notable Trees Schedule	25	Various locations, see Attachment A
Variation 4 to PC60	Open Space and Other Rezoning Matters	12	Various locations, see Attachment A
Variation 5 to PC66 (Private)	57 and 57a Schnapper Rock Road	5	Greenhithe, see Attachment A Upper Harbour Local Board

Tauākī whakaaweawe āhuarangi

Climate impact statement

20. Objective 8 and Policy 1 of the NPS-UD set out a policy framework that signals the need for decisions under the RMA to reduce emissions and improve climate resilience.

21. This framework is in line with the ‘built environment’ priority of Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan, which has a goal of achieving “A low carbon, resilient built environment that promotes healthy, low impact lifestyles”. The plan states that:

“To move to a low carbon and resilient region, climate change and hazard risks need to be integral to the planning system that shapes Auckland. Integrating land-use and transport planning is vital to reduce the need for private vehicle travel and to ensure housing and employment growth areas are connected to efficient, low carbon transport systems.”

22. Implementing the NPS-UD will enable additional residential intensification to occur in areas where jobs, services and amenities can be easily accessed by active modes and public transport. This will contribute to reducing greenhouse gas emissions and the more efficient use of land will reduce growth pressures in areas more susceptible to the effects of climate change. In some places, applying the MDRS required under the RMA amendments will also achieve this outcome. However, a key aspect of the council’s submission on the RMA amendments was that enabling three-storey medium density housing across Auckland’s urban environment, is likely to result in a greater number of people living in areas where it is extremely difficult to provide a high level of public transport service.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. All relevant council departments and some Council Controlled Organisations contributed to preparing the council’s plan changes to implement the NPS-UD and the RMA amendments. Auckland Transport and Watercare will have an ongoing role during the hearings, contributing to the council’s evidence presented to the independent hearings panel. Eke Panuku is a submitter, and so is not part of the council team that will prepare and present evidence to the independent hearings panel.

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

Local impacts and local board views

24. Local boards were briefed in October and November 2021 on the implications of the NPS-UD and local board chairs were invited to the series of Planning Committee workshops run in 2022 on the NPS-UD. Local boards also received a detailed briefing on the council’s preliminary response in March and May 2022.

25. Although not local board views, as these require a business meeting resolution, the following local boards provided local board input to Planning Committee regarding the government’s intensification directives:

· Ōrākei Local Board presented on the Resource Management (Enabling Housing and Others Matter) Bill on 4 November 2021, and on the National Policy Statement on Urban Development on 31 March 2022

· Albert-Eden, Devonport-Takapuna, Henderson-Massey, Kaipātiki, Mangere-Ōtāhuhu, Ōrākei, Puketāpapa, Waitematā, and Whau Local Boards all presented to the Planning Committee on NPS UD on 30 June 2022

· Manurewa Local Board presented regarding provision and protection of green space where intensification is planned on 4 August 2022, the meeting where the plan changes were approved for notification.

26. Factors the local board may wish to consider in formulating its view:

· interests and preferences of people in the local board area

· well-being of communities within the local board area

· local board documents, such as the local board plan and local board agreement

· responsibilities and operation of the local board.

Tauākī whakaaweawe Māori

Māori impact statement

Context

27. Auckland Council has obligations under Te Tiriti o Waitangi and council’s Significance and Engagement Policy to take special consideration when engaging with Māori and to enable Māori participation in council decision-making to promote Māori well-being. The Schedule of Issues of Significance is a statutory document that guides the Independent Māori Statutory Board’s advocacy to Auckland Council, Local Boards and Council-Controlled Organisations, for and on behalf of Māori in Tāmaki Makaurau.

28. If the local board chooses to provide its views on the plan changes it includes the opportunity to comment on matters that may be of interest or importance to Māori People, well-being of Māori communities or Te Ao Māori (Māori worldview). More than 180,000 Aucklanders identify as Māori, as at the time of the 2018 census.

Potential impact of plan changes and variations for Māori

29. The NPS-UD provides for the interests of Māori through intensification to increase housing supply, alongside its identification of qualifying matters. The widespread intensification sought by the NPS-UD has the potential to affect Māori both negatively and positively. This includes with respect to culturally significant sites and landscapes, Treaty Settlement redress land, the urban form as it reflects mātauranga Māori and accessibility, and Māori facilities where customs and traditions are observed (such as marae).

30. None of the plan changes or variations trigger an issue of significance as identified in the Schedule of Issues of Significance or Māori Plan (2017, Independent Māori Statutory Board).

Māori involvement and feedback

31. The relevant qualifying matters set out in the NPS-UD and RMA amendments include matters of national importance that decision-makers are required to recognise and provide for under section 6 of the RMA 1991, and matters necessary to implement, or to ensure consistency with, iwi participation legislation.

32. Policy 9 of the NPS-UD sets out requirements for local authorities as follows:

“Local authorities, in taking account of the principles of the Treaty of Waitangi (Te Tiriti o Waitangi) in relation to urban environments, must:

a) involve hapū and iwi in the preparation of RMA planning documents and any FDSs by undertaking effective consultation that is early, meaningful and, as far as practicable, in accordance with tikanga Māori; and

b) when preparing RMA planning documents and FDSs, take into account the values and aspirations of hapū and iwi for urban development; and

c) provide opportunities in appropriate circumstances for Māori involvement in decision-making on resource consents, designations, heritage orders, and water conservation orders, including in relation to sites of significance to Māori and issues of cultural significance; and

d) operate in a way that is consistent with iwi participation legislation.”

33. Policy 9 directs the council to involve iwi and hapū in the NPS-UD, during the preparation of planning documents, and to take into account the values and aspirations of hapū and iwi for urban development in the region. In the context of the NPS-UD, the council must involve mana whenua and mataawaka within the region.

34. Individual and collective engagement raised key themes relating to matters like the protection of scheduled and known cultural heritage and managing potential interface effects from new development with existing marae. This is supported by research undertaken by the council team in advance of these discussions with mana whenua. This has drawn on a wide range of council documents and publicly available information.

35. Common themes shared in hui include:

a) universal access to be provided in residential design for less able whānau members

b) access to open space for health and wellbeing

c) safe and connected whānau and communities

d) avoiding development in areas poorly served by infrastructure

e) access to affordable housing options

f) maintaining access to customary activities e.g. waka launching, kaimoana gathering

g) protection of Māori sites and places of cultural significance. Maintaining precincts that protect cultural values or are otherwise culturally sensitive (such as Ihumātao)

h) avoiding negative effects of intensive residential development on established cultural activities/facilities (such as marae)

i) provisions for Kohanga reo and Kura Kaupapa Māori in urban areas

j) use of Māori design concepts in the development of commercial centres and in large residential developments

k) use of mātauranga and tikanga Māori in the management of resources

l) the support of measures to maintain and improve water quality, ecological areas, volcanic viewshafts, and the coastline.

m) avoiding exacerbating natural hazard risks

n) maintaining the cultural significance of the Waitākere Ranges Heritage Area

o) concern that Future Urban Zone land will be prematurely rezoned.

Ngā ritenga ā-pūtea

Financial implications

36. NPS-UD implementation has been progressing within existing budgets. However, the RMA amendments resulted in a significant increase in the scale and complexity of the project, without any changes to the NPS-UD implementation timeframes. This requires a greater than anticipated level of change to the AUP, for example there are changes proposed to more than 60 AUP chapters.

37. The financial impact of these changes will affect the current 2022-2023 financial year, and potentially the following year. While it is expected that additional costs in the current financial year can be met through a re-prioritisation of work programmes within the Chief Planning Office, further costs (primarily relating to operation of an independent hearings panel and engagement of specialists) may require re-prioritisation of other work programmes from across the council. Any impacts will be of a scale that will not affect the council’s overall financial position, nor affect any boards’ assets or operations.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. There is a risk that, due to timeframes, the local board will be unable to provide its views and preferences on the plan changes and variations if it doesn’t pass a resolution. This report provides:

· the mechanism for the local board to express its views and preferences

· the opportunity for a local board member to speak at the relevant hearings.

39. If the local board chooses not to pass a resolution at this business meeting, these opportunities are forgone.

40. The power to provide local board views regarding the content of a private plan change cannot be delegated to individual local board member(s) (see Local Government Act 2002, Sch 7, cls 36D). This report enables the whole local board to decide whether to provide its views and, if so, to determine what matters those views should include.

Ngā koringa ā-muri

Next steps

Local board views

41. Resolutions of the local board will be provided to the independent hearings panel in the first quarter of 2023. The local board member delegated the authority to speak to local board views will be invited to the relevant hearings. Local board resolutions will also be reported to the Planning, Environment and Parks Committee for its decision-making on the recommendations it receives from the independent hearings panel.

Process for plan changes and variations

42. Staff continue to analyse the submissions received, and this analysis will be presented in evidence to the independent hearings panel during the hearing of submissions in 2023. A report to the Planning, Environment and Parks Committee will request a sub-group be established as decision-maker for policy shifts that may arise during the hearings (as decisions may be required more quickly than can be achieved by reporting to meetings in compliance with the Local Government Official Information and Meeting Act).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Local board areas in which changes are proposed for historic heritage or notable trees and variations	345

Ngā kaihaina

Signatories

Author

Eryn Shields - Team Leader Regional, North West and Islands

Authorisers

John Duguid - General Manager - Plans and Places

Louise Mason - General Manager Local Board Services

Adam Milina - Local Area Manager

Waitākere Ranges Local Board

08 December 2022

Auckland Council’s Performance Report: Waitākere Ranges Local Board for quarter one 2022/2023

File No.: CP2022/16140

Te take mō te pūrongo

Purpose of the report

1. To provide the Waitākere Ranges Local Board with an integrated performance report for quarter one, 1 July – 30 September 2022.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, key challenges the board should be aware of and any risks to delivery against the 2022/2023 work programme.

3. The key activity updates from this period are:

· one hundred and twenty-four projects (98 per cent) from the Waitākere Ranges work programme are on track for delivery and

· three have some risk or issues which are currently being managed by the relevant departments

· operational grant for Shadbolt House development plan – the development plan has been completed and The Going West Trust is working on the next steps to progress the status of the facility until it is ready to operate a customer-focused programme

· Pest Free Waitākere Ranges Alliance Coordinator – Pest Free Waitakere Ranges Alliance provided an update to the board at a workshop on 15 September regarding the development of its welcome packs for new residents and further use of its website

· the 2022/2023 funding agreement for Te Uru Waitākere Contemporary Gallery Inc has been administered

· access to Library services – overall customer satisfaction ratings remain high, at 98 per cent of those surveyed, across the local board area.

4. All operating departments with agreed work programmes have provided an update against their work programme delivery. Activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). There are no activities with a red status.

5. The financial performance report compared to budget 2022/2023 is attached. There are some points for the local board to note; net operating performance is four per cent below the budget for the quarter ended September 2022; operating expenditure of $3 million is four per cent below budget and operating revenue of $136,000 is running at 13 per cent below planned budget levels; and capital expenditure delivery of $420,000 is below budget by twenty-nine per cent for the quarter.

6. The Customer and Community Services capital expenditure budget has been revised to incorporate delayed delivery or earlier commencement of individual projects or other changes that are of material value.

Ngā tūtohunga

Recommendation/s

That the Waitākere Ranges Local Board:

a) receive the performance report for quarter one ending 30 September 2022.

Horopaki

Context

7. The Waitākere Ranges Local Board has an approved 2022/2023 work programme for the following operating departments:

· Customer and Community Services

· Infrastructure and Environmental Services

· Plans and Places

· Auckland Emergency Management.

8. Since the work programmes were approved the Customer and Communities Services directorate has been restructured. Regional Service Planning, Investment and Partnerships was renamed Regional Services and Strategy, and two new departments were created - Parks and Community Facilities and Active Communities. Units from the previous departments Community Facilities and Parks, Sports and Recreation were incorporated into the two new departments. The table below shows the distribution.

1. Table 1: Changes to Departments in Customer and Communities Services directorate

Previous Department - Unit	Current Department - Unit
Parks, Sports and Recreation – Active Recreation	Active Communities – Leisure
Parks, Sports and Recreation – Active Recreation	Active Communities – Sport and Recreation
Community Facilities – Operations	Parks and Community Facilities – Operations
Community Facilities – Project Delivery	Parks and Community Facilities – Project Delivery
Parks, Sports and Recreation – Park Services	Parks and Community Facilities – Specialist Operations

9. The graph below shows how the work programme activities meet Local Board Plan outcomes. Activities that are not part of the approved work programme but contribute towards the local board outcomes, such as advocacy by the local board, are not captured in this graph.

Graph 1: Work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

10. The graph below identifies work programme activity by RAG status (red, amber, green and grey) which measures the performance of the activity. It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), and activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Work programme by RAG status

11. The graph below shows the activity status of activities which shows the stage of the activity in each departments the work programmes. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Work programme by activity status and department

Key activity updates

12. The following work programme activities have key updates:

· Operational grant for Shadbolt House development plan - resource and building consents have been issued for the house and those costs attributed to and paid for by the Going West Trust. The Trust’s architect is working with contractors to produce quotes for work on the house. The Trust is awaiting the Lease Agreement. In due course this work programme line will be maintained within leasing until such time as the facility is ready to operate a customer-focused programme. Meanwhile, The Going West oral history programme is in progress, supported by the 2022/2023 funding agreement.

· Pest Free Waitākere Ranges Alliance Coordinator - the Pest Free Waitākere Ranges Alliance on the 15 September provided an update to the board on the previous financial year's activity and upcoming plans. The Alliance has been working on welcome packs for new residents and the website. They are also working with Local Board Communications Specialist to help promote the website for wider reach in the community.

· Operational grant for Te Uru Waitākere Contemporary Gallery - the 2022/2023 funding agreement for Te Uru Waitākere Contemporary Gallery Inc has been administered. In quarter one, there were 5,967 visitors, many participating in 65 programmes (of which 22 progressed outcomes for Māori). Exhibition highlights included former Portage winner Robert Rapson and a school exhibition, Toitu te Ngahere, looking at the health of forests.

· Access to Library services - overall customer satisfaction ratings remain high, at 98 per cent of those surveyed, across the Local Board. The total number of new registrations has increased across the region this quarter, compared to quarter four 2021/2022. Library visitors are participating in shared reading and craft groups, computer lessons, book clubs and community events, and receiving personalised service to help them meet their individual needs.

Activities on hold

13. The following work programme activities have been identified by operating departments as on hold:

· Titirangi War Memorial Park – renew amenity lighting: project is on hold and funding has been deferred to financial year 2023/2024.

· Renew park structures (such as retaining walls) – financial year 2023/2024 – 2025/2026: project is on hold and not yet ready for delivery.

· Movies in Parks: this project was not funded for financial year 2022/2023.

Tauākī whakaaweawe āhuarangi

Climate impact statement

14. Receiving performance monitoring reports will not result in any identifiable changes to greenhouse gas emissions.

15. Work programmes were approved in June 2022 and delivery is underway. Should significant changes to any projects be required, climate change impacts will be assessed as part of the relevant reporting requirements. Any changes to the timing of approved projects are unlikely to result in changes to emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

16. When developing the work programmes council group impacts and views are presented to the boards. As this is an information only report there are no further impacts identified.

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

Local impacts and local board views

17. This report informs the Waitākere Ranges Local Board of the performance for the period ending 30 September 2022.

Tauākī whakaaweawe Māori

Māori impact statement

18. The libraries celebrated and promoted te ao Māori during the July school holidays with Matariki-themed activities and ngā tākaro (traditional Māori games).

19. In quarter one, the Funding Agreement and work schedule that supported the collectively funded Kaiwhakaawe – Māori broker line was reviewed. The three west local boards increased their funding contribution to enable a third year for the Kaiwhakaawe role. All budget for this Māori Responsiveness line has been attributed to this purpose.

20. The Hoani Waititi Marae Trust continued to operate and maintain Hoani Waititi Marae to be open and available for public use.

21. A quarterly operational hui between Te Kawerau Iwi Tiaki Trust and council staff was held in August. The next hui has been scheduled for early November.

22. Activation of community places - at Titirangi Community House, the traditional Māori Healers Clinic has been going from strength to strength. With numbers originally slow to return after last year’s lockdowns, this quarter has seen participant numbers reach 30+ each session which is back to their pre COVID-19 attendance. The clinic offers a traditional Māori approach to healing the mind, body and spirit and is open to the local community for a small fee.

23. As part of Community arts programmes – Maori arts and culture, this activity aims to develop and support Māori arts and culture activities and initiatives to be delivered in Waitakere Ranges that activate local spaces and engage the community as participants and audience, such as an event for Matariki. Planning for this line is underway and funding will be distributed in quarter 2, with delivery to occur in quarter 3 and 4.

24. Te Kete Rukuruku (Māori naming of parks and places) Tranche Two and Three – proposed names are due to be received by local iwi in quarter two.

Ngā ritenga ā-pūtea

Financial implications

25. This report is provided to enable the Waitākere Ranges Local Board to monitor the organisation’s progress and performance in delivering the 2022/2023 work programmes. There are no financial implications associated with this report.

Financial Performance

26. Net operating performance is four per cent below the budget for the quarter ended September 2022. Operating expenditure of $3 million is four per cent below budget and operating revenue of $136,000 is running at thirteen per cent below planned budget levels. Capital expenditure delivery of $420,000 is below budget by 29 per cent for the quarter.

Financial comments

· Revenue at $136,000 is below budget by $21,000. This is mainly due lower hireage at Ōkaurirahi /Ceramco Park community centre due to refurbishment and lower fees and charges from libraries.

· Expenditure of $3.0 million is below budget by $141,000 overall. This is mainly due to lower maintenance/utility costs on community assets and parks than anticipated with wet winter weather conditions slowing progress. In Locally Driven Initiatives, expenditure is slightly below the budget by $29,000.

· Capital expenditure of $420,000 is below the budget by $173,000. This underspend is mainly relating to the Greenways Route to connect Verdale Circle with Glendale Road where community engagement is being held in October and Singer Park upgrade sports lighting and sports field -where procurement for physical works is underway.

· The Waitākere Local Board Financial Performance report is in Attachment B to the agenda report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27. While the risk of non-delivery of the entire work programme is rare, the likelihood for risk relating to individual activities does vary. Capital projects for instance, are susceptible to more risk as on-time and on-budget delivery is dependent on weather conditions, approvals (e.g. building consents) and is susceptible to market conditions.

28. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Activities with significant issues’ section.

Ngā koringa ā-muri

Next steps

29. The local board will receive the next performance update following the end of quarter two, December 2022.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Waitākere Ranges Local Board Q1 Work Programme update	359
b ⇩	Waitākere Ranges Operating Performance Financial Summary	391