Agenda of Devonport-Takapuna Local Board

1 Nau mai | Welcome

The meeting was opened with a karakia.

Whakataka te hau ki te uru

Whakataka te hau ki te tonga

Kia mākinakina ki uta

Kia mātaratara ki tai

E hī ake ana te atakura

He tio

He huka

He hau hū

Tīhei mauri ora

Cease o winds from the west

Cease o winds from the south

Bring calm breezes over the land

Bring calm breezes over the sea

And let the red-tipped dawn come

With a touch of frost

A sharpened air

And promise of a glorious day.

2 Ngā Tamōtanga | Apologies

An apology was received from Member Peter Allen for absence.

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 Devonport-Takapuna Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 21 February 2023, 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

6.1 Ivan Dunn

Te take mō te pūrongo

Purpose of the report

1. To acknowledge the passing of Former councillor Ivan Dunn in February 2023. Ivan served on the former North Shore City Council from 2004 to 2007 and was also editor of the North Shore Times for 14 years.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) acknowledge the passing of Ivan Dunn and offer condolences to his family and friends.

6.2 Bruce Lilly

Te take mō te pūrongo

Purpose of the report

1. To acknowledge the passing of Former councillor Bruce Lilly in March 2023. Bruce served on the former North Shore City Council from 1995 to 2001 and was a member of the East Coast Bays Community Board.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) acknowledge the passing of Bruce Lilly and offer condolences to his family and friends.

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 Devonport-Takapuna Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Kimberly Graham - Accessibility at Milford Beach Reserve

Te take mō te pūrongo

Purpose of the report

1. Kimberly Graham will be in attendance to address the board regarding accessibility at Milford Beach Reserve.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the presentation from Kimberly Graham and thank them for their attendance.

Attachments

a Kimberly Graham - Accessibility at Milford Beach Reserve: Presentation.. 431

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.”

Devonport-Takapuna Local Board

21 March 2023

Memorial Seat Request for Barry Sinclair, MNZM

File No.: CP2023/00189

Te take mō te pūrongo

Purpose of the report

1. To seek approval of an application to install a memorial park bench and plaque on Devonport Domain in Devonport in memory of Mr. Barry Sinclair, MNZM.

Whakarāpopototanga matua

Executive summary

2. An application has been received from the patron of the North Shore Cricket Club, Mr Roger Brittenden, to install a park bench and plaque on Devonport Domain to commemorate the passing of Barry Whitley Sinclair, MNZM.

3. The Parks and Places Specialist’s assessment has determined that the application is in accordance with the existing Plaques and Memorials on Parks Interim Guidelines, as Mr Barry Sinclair meets the criteria as ‘a person of particular significance to the park or locality’.

4. Updated guidelines for memorials on parks are being considered as part of the Devonport-Takapuna Local Parks Reserve Management Plan process which is currently underway.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) approve the application to install a memorial park bench and plaque on Devonport Domain in memory of Mr. Barry Whitley Sinclair, MNZM.

Horopaki

Context

5. An application has been received from the Parton on the North Shore Cricket Club, Mr Roger Brittenden, to install a park bench and plaque on Devonport Domain to commemorate the passing of Mr Barry Whitley Sinclair, MNZM.

6. The existing assessment criteria in the Plaques and Memorials on Parks Interim Guidelines are:

Where there is no policy (i.e., identified in Reserve Management Plan), plaques and memorial structures will only be approved in recognition of:

i) An important historical figure or an important person associated with the area.

ii) An important cultural location.

iii) An organisation or community group involved in the development of the area.

iv) Someone who has come to a misadventure on the park; or

v) A significant event, e.g., events of civic (national or local) nature

(Refer Page 2, Attachment A Plaques and Memorials on Parks Interim Guidelines)

7. A Local Parks Reserve Management Plan (LPRMP) review process is currently underway for all reserves in the Devonport-Takapuna Local Board area. Updated guidelines for memorials on parks are included as part of this process.

Tātaritanga me ngā tohutohu

Analysis and advice

8. Barry Sinclair was a national representative in cricket, playing 21 test matches for New Zealand between 1962 and1968. He was recognised for his leadership when named captain for three of these test matches. He also represented Wellington and Northern Districts between 1955 and 1971.

9. In the 2016 Queens Birthday Honours, Barry was appointed a Member of the New Zealand Order of Merit (MNZM) for his services to cricket.

10. In the 2016 Queens Birthday Honours, Barry was appointed a Member of the New Zealand Order of Merit (MNZM) for services to cricket.

11. He was made the inaugural patron of the New Zealand Cricket Players Association in 2010 and voted a Legend of Wellington Sport in 2016.

12. The proposed plaque will read:

In Loving Memory

Of North Shore Cricket Club Member

Barry Whitley Sinclair MNZM

1936-2022

For his Dedication to the Game and its Community

13. The Parks and Places Specialist’s assessment has determined that the application is in accordance with existing Plaques and Memorials on Parks Interim Guidelines. Mr. Barry Sinclair is considered ‘a person of particular significance to the park or locality’.

14. The Plaques and Memorials on Parks Interim Guidelines (Attachment A), the application letter (Attachment B), an aerial photo identifying the location of the proposed seat (Attachment C) and an image of the proposed plaque (Attachment D) are attached to this memo.

15. The application letter from the Chief Executive of the New Zealand Cricket Players Association nominating Mr. Sinclair to become a Member of the Order of Merit and the obituary from the Devonport-Takapuna Local Board to Barry Sinclair, have been included as Attachments E and F.

Tauākī whakaaweawe āhuarangi

Climate impact statement

16. There are minor climate impacts anticipated, relating to the construction of the seat and the concrete slab on which the seat will be placed. Emissions could be minimised by sourcing low-carbon material options.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

17. The Parks and Places Specialist has discussed this application with the Parks and Community Facilities Manager Area Operations, who has confirmed that the bench can be added to the existing asset register and ongoing consequential opex will be covered by Asset Based Services funding.

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

Local impacts and local board views

18. The Parks and Places Specialist has discussed this application with the Parks and Community Facilities Manager Area Operations, who has confirmed that the bench can be added to the existing asset register and ongoing consequential opex will be covered by Asset Based Services funding.

Tauākī whakaaweawe Māori

Māori impact statement

19. The Devonport-Takapuna Local Parks Reserve Management Plan process is underway and is being developed in partnership with mana whenua to ensure consideration is given to how the reserve management plan can contribute to Māori well-being, values, culture and traditions. Appropriate and meaningful engagement with mana whenua will be undertaken as part of the Devonport-Takapuna Local Parks Reserve Management Plan consultation process. Memorials on parks will also be considered and included as part of this process.

Ngā ritenga ā-pūtea

Financial implications

20. The costs associated with the implementation of the seat will be met by family and friends of Mr Sinclair.

21. The Parks and Places Specialist has discussed this application with the Parks and Community Facilities Manager Area Operations, who has confirmed that the bench can be added to the asset register and ongoing consequential opex will be covered by Asset Based Services funding.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

22. No risks have been identified for this proposal.

Ngā koringa ā-muri

Next steps

23. Following confirmation of local board support for this proposal the applicants a suitably qualified contractor will be engaged to construct the seat base and install the seat.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A Plaques and Memorials and Parks	13
b ⇩	Attachment B Barry Sinclair Memorial Seat Application Letter	15
c ⇩	Attachment C Aerial photo of seat location	17
d ⇩	Attachment D Barry Sinclair Plaque	19
e ⇩	Attchment E Barry Sinclair Honours Letter 2015	21
f ⇩	Attachment F Barry Sinclair DTLB Obiturary	23

Ngā kaihaina

Signatories

Author

John McKellar - Parks & Places Specialist

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Trina Thompson - Local Area Manager

Devonport-Takapuna Local Board

21 March 2023

Proposed lease for additional premises at Devonport Domain/Vauxhall Sports Fields to North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated (joint entity)

File No.: CP2023/00551

Te take mō te pūrongo

Purpose of the report

1. To seek approval to grant a lease for additional premises to North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated (joint entity) of the shed (building B) at Devonport Domain/Vauxhall Sports Fields, 28 Vauxhall Road, Devonport.

Whakarāpopototanga matua

Executive summary

2. The former Devonport Bowling Club Incorporated occupied part of the land at Devonport Domain/Vauxhall Sports Fields. The club dissolved in 2016 and the site and buildings were vested in Auckland Council.

3. Following the local board’s direction to initiate an expression of interest (EOI) process to occupy the premises of the former bowling club, staff advertised and sought applications, including contacting groups on the council interest register.

4. Two applications were received, a joint application from North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated (joint entity) and one from Devonport Historical and Museum Society Incorporated (the museum).

5. The board, at its business meeting of 21 September 2021, resolved to grant a lease to the joint entity over the former bowling club site, and approved the continued occupation of building B by the museum (resolution number DT/2021/140).

6. The museum has recently given the council notice on 19 October 2022 to terminate its month-by-month occupancy for building B on 15 November 2022.

7. An asset assessment was completed on 15 November 2022 and identified that the 76 square metres (more or less) building as being in moderate condition (Condition Grade 3 - CG3, refer to Attachment B). The roof was assessed as being in poor condition (Condition Grade 4 - CG4) with extensive deterioration and renewal required. The high-level cost of renewal works is estimated at $20,500. Without renewal the building would not be weathertight. Furthermore, the assessment identified asbestos containing materials within the building, located in the gable ends and which will need to be managed with any roof related works.

8. While the structure of the building is in a moderate condition, funds will need to be allocated for the roof renewal in order for the building to be in a habitable state for community occupancy. As an alternate, the local board can approve the deconstruction or demolition of the building as the asset is not identified for any specific service requirements. The cost of deconstruction or demolition is similar to the cost of the roof renewal. Additional if the building is removed, it reduces the future operational expenditure (OPEX) required to maintain the building and the savings can be redirected to other local board assets identified as a priority.

9. Following a workshop with the board on 3 November 2022, preliminary options for the future use of building B were discussed. The board expressed its support for staff to prepare a formal report regarding the building and occupancy.

10. Given the renewal works required and the consequential cost implications, staff do not recommend undertaking an EOI. The local board’s decision of 21 September 2021, granted the joint entity a lease over part of the former bowling club site, with the exception of building B.

11. Staff recommend that the joint entity be granted a lease for additional premises over building B. A lease over the additional area will enhance the joint entity’s aspiration to redevelop the site into a multi-recreational facility and maximise the use of the area. The new multi-recreational facility will also cater for the growth in membership of both rugby and cricket sporting codes, particularly among female cricket and rugby players.

12. In addition, the joint entity plans to remove the building as part of its development plans for the site should it be granted the lease over building B. This will reduce the requirement for the local board to allocate funding towards any deconstruction or demolition.

13. Public notification and mana whenua engagement is not required for the proposed lease for additional premises as both North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated are contemplated in the operative Devonport Domain Management Plan, adopted in 1993.

14. This report recommends that the Devonport-Takapuna Local Board grant a lease for additional premises comprising a further 76 square metres (more or less) to the joint entity being the North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated. The lease of additional premises will be in accordance with the provisions of the existing community lease to the joint entity over part of the former bowling club site.

15. Subject to the approval of the board to grant the lease for additional premises, staff will engage with the joint entity to finalise the agreement and any subsequent documentation.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) tuku/grant, subject to section 54 (1)(b) of the Reserves Act 1977, a lease for additional premises to North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated (joint entity) for the premises identified as building B comprising 76 square metres (more or less) located at Devonport Domain/Vauxhall Sports Fields, 28 Vauxhall Road, Devonport on the land legally described as Allotment 39 Section 2 Parish of Takapuna (refer to Attachment A), subject to the following terms and conditions:

i) existing community lease term - commenced 21 October 2021, with two (2) 10 year right of renewals commencing 21 October 2031 and 21 October 2041, effecting final expiry on 20 October 2051.

b) whakaae/approve, all other terms and conditions will be in accordance with the provisions contained in the existing community lease term to the joint entity, that commenced 21 October 2021, the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines 2012.

c) tuku/grant, landlord approval to the joint entity to remove, deconstruct or demolish the shed described as building B in accordance with the joint entity’s development plans for the site. The granting of landlord approval is under council’s non-regulatory capacity and the joint entity will ensure that all relevant resource and building consents are obtained.

Horopaki

Context

16. Local boards have the allocated authority relating to local recreation, sport and community facilities, including community leasing matters.

17. The Devonport-Takapuna Local Board approved the Community Facilities: Community Leases Work Programme 2022/2023 at their local board meeting on 21 June 2022 (resolution DT/2022/96).

18. The progression of the proposed lease for additional premises to North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated at Devonport Domain/Vauxhall Sports Fields, 28 Vauxhall Road, Devonport was not contemplated in the approved work programme.

Land status

19. Devonport Domain/Vauxhall Sports Fields is located at 28 Vauxhall Road, Devonport (refer to Attachment A). The land is legally described as Allotment 39 Section 2 Parish of Takapuna and owned by the Crown through the Department of Conservation as a classified recreation reserve and vested in Auckland Council in trust for recreation purposes under the Reserves Act 1977.

20. The operative Devonport Domain Management Plan, that was adopted in 1993, contemplates the occupation of North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated at the domain.

Buildings

21. The former Devonport Bowling Club occupied part of the land at Devonport Domain/Vauxhall Sports Fields, 28 Vauxhall Road, Devonport. The club dissolved in 2016 and the site and buildings were vested in the council.

22. There are five buildings on-site, as well as other improvements left by the former bowling club. Buildings C, D, and E are in poor condition and are listed for demolition. North Shore Rugby Football Club Incorporated and the North Shore Cricket Club Incorporated (joint entity) were granted an agreement to lease and lease for the demolition to be undertaken.

23. The remaining two buildings, building A and the shed (building B), are in moderate condition. Building A forms part of the leased area that was also granted to the joint entity.

24. Building B was occupied by the former Devonport Historical and Museum Society (the museum) under a short-term arrangement prior to the expression of interest process. An asset condition report dated 9 December 2022 identified that there is some deterioration to the building. This can be upgraded to a good condition if recommended remedial works are carried out. The building is 76 square metres (more or less).

Figure A: Buildings and Improvements at Devonport Domain/Vauxhall Sports Fields

25. Following a resolution by the local board on 21 September 2021 (resolution number DT/2021/140), the joint entity was granted a lease for 4,000 square metres (more or less), including building A. The museum was granted continued occupancy of building B.

26. On 19 October 2022, the museum submitted written notice to the council to terminate its occupancy of building B and informed the council that it will vacate the building by 15 November 2022. Staff conducted an outgoing inspection on the vacate date, and the building was left in reasonable condition.

Joint entity

27. North Shore Rugby Football Club Incorporated (rugby club) and North Shore Cricket Club Incorporated (cricket club) have joined forces to form a joint entity with the intention of redeveloping the former Devonport Bowling Club site to provide facilities for female players and eventually to create a multi-recreational facility, filling an identified gap in the local community and activating a recreation space.

28. Both organisations currently have separate community lease agreements for the buildings they occupy in the precinct of Devonport Domain. The rugby club owns and maintains its building, while the cricket club occupies a council-owned building.

29. The rugby club was incorporated under the Incorporated Societies Act 2022 on 4 November 1957. The rugby club's objectives are to organise such activities and to collaborate with other sporting or cultural groups or bodies in order to further the club's and rugby union's interests.

30. The cricket club was incorporated under the Incorporated Societies Act 2022 on 28 January 1983. The objectives of the cricket club are to promote and manage the game of cricket at all levels in the local community.

31. The two organisations have a combined membership of 1,484 individuals. There are 355 female members, 1,127 male members, and two gender diverse members. The combined figure excludes casual individuals who utilise the facilities of the respective clubs.

Tātaritanga me ngā tohutohu

Analysis and advice

Asset assessment of building B

32. Staff from Parks & Community Facilities’ Asset Assessment team undertook an assessment of the general condition of building B on 15 November 2022.

33. The building is a single storey shed has a concrete slab foundation, concrete block walls and timber roof support with metal corrugated cladding. The gable ends are likely constructed of asbestos cement lining. There are two sliding doors at the front and another at the side of the building.

34. In general, the building is in a moderate condition (Condition Grade 3 - CG3, refer to Attachment B), with signs of deterioration and repair required. This is mainly due to tree trimming work, roof and gutter works required to improve the building’s condition and make it fit for purpose.

35. The primary repairs required are summarised below:

· Roof cleaning and repainting work

· Roof flashing - replace with larger flashing

· North gutter renewal

· Downpipe connection and repair work

· Window renewal work

· Tree branches - prune back

· Site cleaning and maintenance work.

36. In addition, a detailed overview of the building's condition is provided beneath:

· Sub-floor - concrete slab, no sub-floor

· Exterior - the exterior of the building is in a moderate condition (Condition Grade 3 - CG3), with signs of deterioration and repair required. Exterior walls require partial repainting

· Roof exterior - the roof exterior is in a poor condition (Condition Grade 4 - CG4), functioning but with extensive deterioration and renewal required. Roof requires cleaning and repainting urgently. Gutter and downpipes require partial renewal and repair

· Roof space - workshop shed, no roof space as no ceiling cover. Roof rafters - wear and tear to be monitored

· Interior - the interior of this building is in a moderate condition (Condition Grade 3 - CG3), with signs of deterioration and repair required

· Services - the services within this building are in a moderate condition (Condition Grade 3 - CG3), with signs of deterioration and repair required.

37. The estimated cost for the renewals works - capital expenditure (CAPEX) is $20,500, and the work is to be completed within two years of the asset assessment report's date of 9 December 2022.

Figure B: Exterior condition of Building B

Options for the future use of building B

38. The asset designated as building B is vacant and a decision regarding its future is required to limit further deterioration and potential cost to the council.

39. Following the memorandum workshopped with the local board on 3 November 2022, the options for the future use of building B have been outlined for the board's consideration:

Option	Advantages	Disadvantages
1. Support to grant a lease for additional premises to the joint entity.	From a practicable perspective, it is advantageous for the entity to be granted a lease over building B, as they were previously granted the lease for the adjoining areas at the former bowling club site. The entity has funding secured to establish a multi-recreational facility and has broader aspirations for the site's redevelopment, which includes building B. The proposition fills an identified gap in the area and further activates a recreation space.	Removal and/or loss of an asset in the community leasing portfolio although this is deemed not to be significant as the book value is listed at $1.00.
2. Retain building B for an alternative use.	Retention of a community leasing asset in the portfolio. A potential recreation group occupancy that is consistent with the underlying land status.	The council will bear the estimated capital expenditure (CAPEX) of $20,500, as well as any operational expenditure (OPEX) to improve the building to a good condition. A shared site concept for the area is not feasible in this case because the building is logistically part of the former bowling club. It will inhibit the entity's desire for a multi-recreational facility to be established at no cost to the council.
3. Demolish building B and leave the area as open space.	There are no ongoing OPEX costs to the council for the upkeep of building B. The area is available for passive or recreation open space.	The cost of demolition will be borne by the council. The passive or recreation open space's small size and configuration, as well as the proximity to the area where a lease for the adjacent areas was granted to the joint entity, would make it unsuitable for alternative recreational activities.

40. Community leasing staff have liaised with colleagues within the council's Customer and Community Services Directorate, all of whom support option one.

41. Staff recommend option one as the preferred option as it will allow the adjoining incumbent leaseholder to move forward with its aspiration of establishing a multi-recreational facility at no cost to the council, filling an identified gap in the area and activating a recreation space, resulting in positive social wellbeing and recreational outcomes for the local community and beyond.

42. If option one is endorsed, the lease term for the additional premises of building B to the joint entity will coincide with its existing lease term and will be due for renewal on 21 October 2031 and 21 October 2041, with a final expiry date of 20 October 2051.

Public notification and engagement

43. The proposed lease for additional premises to North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated does not require public notification and mana whenua engagement as both organisations are contemplated in the existing Devonport Domain Management Plan, that was adopted in 1993.

Tauākī whakaaweawe āhuarangi

Climate impact statement

44. Climate change has the potential to impact Devonport Domain as it is within a flood plain and flood prone area. It is predicted to flood during a 1-in-100-year rainstorm event (as shown, circled in red in the image below).

45. While parts of the Devonport Domain are likely to be affected by a 1-in-100-year coastal storm inundation event, with a 1-meter sea level rise, the site in question is unlikely to be impacted by this.

46. To improve environmental outcomes and mitigate climate change impacts, the council advocates that the approved leaseholder:

· use sustainable waste, energy and water efficiency systems

· use eco labelled products and services

· seek opportunities to reduce greenhouse gas emissions from lease-related activities, as well as ensure that the premises is resilient to the effects of climate change, to name a few.

47. All measures taken are aimed at meeting the council’s climate goals, as set out in Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan, which 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.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

48. Council staff from within the Customer and Community Services Directorate have been consulted who are supported of the proposed lease for additional premises to the joint entity.

49. The lease proposal to the entity has no identified impact on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

50. The proposed lease for additional premises will benefit the local community in enabling initiatives that promote women’s participation in both rugby and cricket in Devonport and its surrounding communities and, eventually, to create a multi-recreational facility fills an identified gap in the area while also activating a recreation space.

51. The assessment for the future use of building B was workshopped with the Devonport-Takapuna Local Board on 3 November 2022 by way of a memorandum. The local board provided direction for staff to proceed with reporting options for the future plans of the building.

52. The delivered activities primarily align with the outcomes and objectives of the Devonport-Takapuna Local Board Plan 2020:

Outcome	Objective
Outcome 2: Parks, facilities and open spaces	Our parks, sports fields, community facilities, beaches and open spaces are well maintained to meet the recreation and social needs of our growing population.
Outcome 3: Community participation and wellbeing	Our communities, including mana whenua, feel connected and supported to plan, deliver, and participate in activities and services in their local area.

Tauākī whakaaweawe Māori

Māori impact statement

53. Mana whenua engagement is not required as the recommended applicant for the building, North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated, are contemplated in the existing Devonport Domain Management Plan adopted in 1993. Both organisations have been operating at the domain for more than a century and have made significant contributions to the sustained activation of the domain's recreational potential.

54. Through the Community Outcomes Plan, which is currently being reviewed by the applicant, it has agreed to deliver Māori outcomes that reflect their local community. The lease will benefit Māori and the larger community by specifying Māori benefits such as health and well-being.

55. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its statutory obligations and relationship commitments to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context.

56. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan 2050, the 10-year Budget Plan 2021-2031 (Long-term Plan), the Auckland Unitary Plan, individual local board plans and in Whiria Te Muka Tangata, the council’s Māori Responsiveness Framework.

57. Community leasing aims to increase Māori wellbeing through targeted support for Māori community development projects.

58. Community leases support a wide range of activities and groups. Leases are awarded based on an understanding of local needs, interests and priorities. The activities and services provided by leaseholders create benefits for many local communities, including Māori.

Ngā ritenga ā-pūtea

Financial implications

59. Staff have consulted with Financial Strategy and Planning Department of the council. No concerns were raised regarding the financial implications for the proposed lease for additional premises to North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated for the shed labelled as building B.

60. Ongoing maintenance and capital expenditure of the building will be covered by the applicant which is accounted for in current and future budgets. There are no financial operational implications for the local board beyond the current upkeep needs of the adjacent grounds for the domain.

61. Additionally, if the local board supports the recommended option, the removal of building B and associated costs will be borne by the joint entity and the local board will not need to allocate any ongoing OPEX budget for the building, allowing the budget to be redirected to other priority assets within the local board area.

62. The loss of the asset will have little to no impact on the cumulative asset value as the current book value of building B is $1.00.

63. All costs relating to the preparation of the lease for additional premises agreement and subsequent documentation are borne by Parks and Community Facilities Department of the council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

64. Should the local board resolve not to identify its preferred asset option either/or recommend the applicant as the leaseholder, the building will remain vacant. The building's condition has deteriorated over time and may worsen or be prone to vandalism in the future.

65. Furthermore, should the board resolve not to grant the proposed lease for additional premises to the recommended North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated joint entity, the entity’s ability to undertake its proposed redevelopment of the site will be negatively impacted. This will have an adverse impact on the achievement of the desired local board plan outcomes.

66. The lease for additional premises over building B affords the entity’s security of tenure, enabling it to commence the proposed redevelopment of the site. Should the building remain unoccupied, and the lease not granted, there is a risk associated with the lack of maintenance and possible improvements. Council will be liable for the asset regardless of whether budget is allocated to or identified for renewals. The renewal of the building will also not appear in the annual work programme.

Ngā koringa ā-muri

Next steps

67. Subject to the approval from Devonport-Takapuna Local Board to grant the proposed lease for additional premises concerning building B to North Shore Rugby Football Club Incorporated and North Shore Cricket Club Incorporated, staff will engage with the joint entity to finalise the lease for additional premises agreement and subsequent documentation in accordance with the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site Plan - Proposed occupancy of building B at Devonport Domain/Vauxhall Sports Fields, 28 Vauxhall Road, Devonport	37
b ⇩	Condition Grade Matrix	39

Ngā kaihaina

Signatories

Authors

Tai Stirling - Community Lease Advisor

Phillipa Carroll – Principal Community Lease Advisor

Yusuf Khan – Manager Leasing

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Trina Thompson - Local Area Manager

Devonport-Takapuna Local Board

21 March 2023

Evaluation of the 2022 Auckland Council Elections

File No.: CP2023/02829

Te take mō te pūrongo

Purpose of the report

1. To evaluate the 2022 Auckland Council elections and to provide opportunity for feedback from the local board.

Whakarāpopototanga matua

Executive summary

2. An evaluation of the Auckland Council 2022 elections is attached in Attachment A.

3. This follows a submission to Parliament’s Justice Committee last month. That submission focused on assessing the need for legislative changes. This evaluation incorporates key points from that submission but focuses on Auckland Council’s election processes.

4. The report suggests the council consider moving from the postal voting method to a combination of postal and booth voting whereby booths are staffed on election day and do not close until 7 pm. This is a response to criticism that it was difficult to cast a special vote for those who wanted to cast their vote on the final day.

5. This would incur a cost of more than $20,000 and would delay the announcement of election results.

6. Feedback is being sought on this proposal and on any other aspects of the Auckland Council election process that can be improved.

7. The report gives advance notice of other decisions relating to the 2025 elections.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) Kohuki / consider its feedback on the evaluation of the Auckland Council local elections 2022.

Horopaki

Context

8. An evaluation of the council’s elections is carried out following each triennial election. The evaluation usually coincides with an inquiry conducted by a parliamentary select committee and is reported at the same time as a draft submission to the committee.

9. The Justice Committee invited submissions to its inquiry with a submission closing date of 14 February 2023, which was earlier than expected. A draft submission was presented to local boards in February for their comment.

10. Whereas the intent of the submission to the Justice Committee was to consider any changes to legislation that might improve the elections, this current evaluation is about the council’s own elections and how they might be improved.

11. The evaluation is attached and includes much of what has already been reported in the draft submission together with information relevant to Auckland’s own elections.

12. The evaluation and any further comments the local board has will be reported to the Governing Body.

Tātaritanga me ngā tohutohu

Analysis and advice

13. The local government voting process is straightforward using the postal voting method:

· voters do not have to register separately for the residential roll – the Parliamentary electoral roll is used

· voting documents are posted to each elector’s address as provided on the Parliamentary electoral roll

· a voter completes their voting document and either posts it back or deposits it in a ballot box; at the last election 136 of these were located at Countdown supermarkets, train stations and other council facilities

· voters have almost three weeks to do this.

14. Nevertheless, there was some criticism on social media about it being difficult to cast a special vote on election day itself (there were queues at some special voting centres).

15. Staff believe that the main reason for people needing to cast special votes is that they did not receive their voting documents in the mail, for example where their residential address on the electoral roll was not up to date.

16. It is the responsibility of the Electoral Commission to maintain the electoral roll. There is a period, prior to nominations being called, for the roll to be updated. This includes the Electoral Commission mailing each elector’s registered address with a request to update their details if they are not correct. However, if the elector has moved, they will not receive this notice unless it is forwarded. The Electoral Commission may remove the elector from the roll, or mail their voting documents to the wrong address.

17. Improving the process for reminding electors to update their address details on the electoral roll lies with the Electoral Commission.

18. Another solution is to provide more time for voting on election day itself so that those who need to cast a special vote, and who leave it until election day, have more time to do so. The Local Electoral Act and Regulations provide three authorised voting methods:

· postal voting

· booth voting

· a combination of booth voting and postal voting.

19. If the council resolved to adopt a combination of booth voting and postal voting, voting would close at 12 noon for those using the postal and ballot box options but would not close until 7 pm for those wishing to visit a voting booth in order to cast their vote on election day.

20. There would be an additional cost. A sufficient number of voting booths would need to be staffed on election day. The cost of staff for each booth would be approximately $1,000 (based on 4 staff working a 10-hour day being paid the current living wage of $23.65 per hour). One booth in each local board area would have a total staff cost of over $20,000. It might be necessary to provide more than one booth in the rural local board areas. Venue costs could be minimised if council facilities are used.

21. Staff would appreciate feedback on whether local boards support the option of moving from postal voting to a combination of postal and booth voting.

Decisions required for the 2025 elections

22. A number of decisions need to be made for the 2025 elections.

23. If the council wishes to change the electoral system from First Past the Post to Single Transferable Vote it must do so by 12 September 2023 (Local Electoral Act 2001, section 27).

24. The Local Government Electoral Legislation Bill, when enacted, will require the council to resolve by 20 December 2023 whether to have Māori representation. There must be prior engagement with Māori and the community before making this decision. If the decision is to have Māori representation then the council must provide for Māori wards when it conducts its review of representation arrangements.

25. The council is required to conduct a review of representation arrangements for the 2025 elections. This includes reviewing the number of councillors, whether they are elected at large or by ward and, if by ward, the number of wards, their names and their boundaries. It also includes reviewing the number of members on each local board, and whether they are elected at large or by subdivision. The names of local boards can also be reviewed. The proposed process for doing this will be reported later this year.

26. The council may also resolve to change the order of names on voting documents. It will need to do this prior to the Electoral Officer notifying the 2025 election.

Tauākī whakaaweawe āhuarangi

Climate impact statement

27. The key aspect of this report investigates the provision of booth voting on election day to make it easier to cast special votes. The climate impact of people travelling to a booth is likely to be mixed, depending on where they are located.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. There are no impacts on the group.

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

Local impacts and local board views

29. Local board comments in response to the evaluation report will be conveyed to the Governing Body.

Tauākī whakaaweawe Māori

Māori impact statement

30. Demographic data shows that turnout for electors of Māori descent was lower than the average turnout. An analysis conducted by Auckland Council’s Research and Evaluation Unit (RIMU) suggested that a range of interrelated factors may be contributing to these discrepancies, including:

· differences in the perceived relevance of local government to the everyday life of different communities

· differences in family and work commitments and an ability to pay attention to local politics in light of other life priorities

· differences in civics education

· the complexity of the local government system and voting process, along with differences in knowledge about local government across communities in Auckland

· for some communities, a lack of identification with and ability to see one’s identity reflected in the local governance system

· a distrust of and disengagement from the local government system, particularly amongst Māori

· the existence of a social norm of non-voting in some families, neighbourhoods and communities.

31. The issue of Māori representation is being considered. The Local Government Electoral Legislation Bill, currently proceeding through Parliament, will require the council to make a decision on Māori representation by 20 December 2023.

Ngā ritenga ā-pūtea

Financial implications

32. Moving from postal voting to a combination of postal voting and booth voting would incur additional costs. These are not quantified but based on likely costs of staffing booths on election day additional costs would be more than $20,000.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33. Voter turnout has been steadily low over the last couple of elections, however, there is the risk that if the council does not improve the voting experience, where there has been criticism, that voter turnout will decrease further.

Ngā koringa ā-muri

Next steps

34. Feedback from the local board is due on 18 April 2023 and will be reported to the Governing Body.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Evaluation of Auckland Council’s 2022 Local Elections	45

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor

Authorisers

Carol Hayward - Team Leader Operations and Policy

Louise Mason - General Manager Local Board Services

Trina Thompson - Local Area Manager

Devonport-Takapuna Local Board

21 March 2023

Local Board feedback on the Tūpuna Maunga Operational Plan 2023/2024.

File No.: CP2023/02451

Te take mō te pūrongo

Purpose of the report

1. To provide feedback on the Draft Tūpuna Maunga Operational Plan 2023/2024.

Whakarāpopototanga matua

Executive summary

2. The Tūpuna Maunga Authority (TMA) and Auckland Council are required to approve an annual operation plan (the plan). The plan outlines how council will carry out its functions for the routine management of the Tūpuna Maunga (ancestral mountains) of Tamaki Makaurau/Auckland and associated lands for the 2023/2024 financial year, under the direction of the Tūpuna Maunga Authority. This is a requirement under section 60 of the Nga Mana Whenua o Tamaki Makaurau Collective Redress Act 2114 (the Collective Redress Act).

3. The Draft Tūpuna Maunga Operational Plan 2023/2024, shown as Attachment A to this report, outlines the work programme for the financial year at both a network and individual Maunga level. It also sets out how these individual projects contribute to the delivery of the TMA’s objectives and vision for the Tūpuna Maunga, by linking them to one or more of the Tūpuna Maunga Values in the Tūpuna Maunga Integrated Management Plan.

4. The draft Tūpuna Maunga Operational Plan 2023/2024 will be considered within the framework and timeframes of the Auckland Council Annual Budget 2023/2024 consultation process. It also provides indicative long-term funding information for the financial years 2024/2025 through to 2030/2031.

5. As part of the annual budget process the local board is invited to provide feedback on the Draft Tūpuna Maunga Operational Plan 2023/2024 by 28 March 2023. Draft feedback is shown in Attachment B for consideration.

6. Included in the draft Tūpuna Maunga Operational Plan 2023/2024 plan is a programme of works is grouped in the following themes:

· Wairuatanga / Spiritual

· Mana Aotūroa / Cultural and Heritage

· Takotoranga / Landscape

· Mauri Pūnaha Hauropi / Ecology & Biodiversity

· Mana Hononga Tangata / Living Connection

· Whai Rawa Whakauka / Economic & Commercial

· Mana Whai a Rēhia / Recreational

7. The priority programmes and projects over the next three years focus on:

· the development of the individual Tūpuna Maunga Plan reflecting the integrated values and Pathways, overarching guidelines and strategies for each of the Tūpuna Maunga

· protection and restoration of the tihi (summits), sites of historic and heritage significance, development of supporting such as toilets and removal of redundant infrastructure returning these areas to open space.

· creation and enhancement of volunteer end education programmes connecting people to and giving them a better understanding of the Maunga.

· development of a programme of works to enable Ngā Mana Whenua to express its connection to the Maunga that may include cultural interpretation, pou whenua, and other cultural activities.

· restoration of native ecosystems, pest control and research of options to reduce the use of herbicides and pesticides on the Maunga.

· exploration of passive and active recreation activities on the Maunga, and

· the development and implementation of a commercial framework that ensures continued investment back into the Tupuna Maunga.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) provide feedback on the Draft Tūpuna Maunga Operational Plan 2023/2024

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Draft Tūpuna Maunga Operational Plan 2023/2024	67
b ⇩	Devonport-Takapuna Local Board feedback on Draft Tūpuna Maunga Operational Plan 2023/2024	157