Agenda of Rodney Local Board - Wednesday, 17 May 2023

Rodney Local Board

17 May 2023

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 Rodney Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 19 April 2023 and the extraordinary minutes of its meeting, held on Wednesday, 10 May 2023, as a true and correct record.

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

8.1 Deputation: Heritage Mahurangi

Te take mō te pūrongo

Purpose of the report

1. Sara Napier from Heritage Mahurangi have requested a deputation promote the calendar of events including a heritage festival week from 11-18 November 2023.

2. A presentation has been provided and is available as Attachment A to the agenda report.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) whakamihi / thank Ms Napier from Heritage Mahurangi for her presentation and attendance at the meeting.

8.2 Deputation: Cement Works Warkworth

Te take mō te pūrongo

Purpose of the report

1. Tina Earl has requested a deputation to discuss the condition of the Cement Works in Warkworth.

2. A presentation has been provided and is available as Attachment A to the agenda report.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) whakamihi / thank Tina Earl from the Cement Works Warkworth for her presentation and attendance at the meeting.

8.3 Deputation: Wainui Community Hall and children's playground

Te take mō te pūrongo

Purpose of the report

1. Steve Kovacic has requested a deputation to discuss about the condition of the Wainui Community Hall and children’s playground

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) whakamihi / thank Mr Kovacic for his presentation and attendance at the meeting.

8.4 Deputation: Warkworth on-demand bus trial

Te take mō te pūrongo

Purpose of the report

1. Glyn Williams has requested a deputation to discuss the Warkworth on-demand bus trial.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) whakamihi / thank Mr Williams for his presentation and attendance at the meeting.

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 three minutes per speaker 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.”

Flood Recovery, the Unsealed Road Improvement Programme and the Rodney Local Board Transport Targeted Rate

File No.: CP2023/05624

Te take mō te pūrongo

Purpose of the report

1. Report on requests for the potential re-allocation of Rodney Local Board Transport Targeted Rate funding to Auckland Transport’s flood recovery programme and the unsealed road programme.

Whakarāpopototanga matua

Executive summary

2. Auckland Transport - is currently delivering the Rodney Local Board Transport Targeted Rate Programme on behalf of the local board. Quarterly reporting is also provided to the local board.

3. Auckland sustained substantial damage to its roading infrastructure during the extreme weather events in January and February 2023. A storm response and recovery team in Auckland Transport has been set up to co-ordinate work to restore the roading network.

4. Auckland Transport also delivers road asset maintenance and renewals, and unsealed road improvement programmes. A prioritisation process is used to determine how the work programmes are delivered. Funding to these programmes has been facing cuts as the council group seeks to address the Auckland Council’s projected 2023/24 budget deficit.

5. Auckland Transport has reviewed any potential consequences or impacts should the local board decide to re-allocate Rodney Local Board Transport Targeted Rate funding to other work programmes.

6. There remains funding collected through the Rodney Local Board Transport Targeted Rate in the Dairy Flat, Warkworth and Wellsford subdivisions, which have yet to be allocated to specific projects.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) continue with the funding allocation of $2,550,000 ($850,000 per year) from the Warkworth subdivision portion of the Rodney Local Board Transport Targeted Rate to fund the on-demand bus service linking Warkworth, Leigh and Sandspit for three years; or

b) whakaae / approve the cancellation of the funding allocation of $2,550,000 ($850,000 per year) from the Warkworth subdivision portion of the Rodney Local Board Transport Targeted Rate to fund the on-demand bus service linking Warkworth, Leigh and Sandspit for three years and for the remaining project budget to be reallocated to Road Asset Maintenance and Renewals in the Warkworth subdivision

c) whakaū / confirm the consultation requirement for any proposed changes to the Rodney Local Board Transport Targeted Rate funding allocations as a result of any decision to re-allocate funding to the Road Asset Maintenance and Renewals in the Warkworth subdivision

d) whakaae / approve $620,000 from the Dairy Flat subdivision portion of the Rodney Local Board Transport Targeted Rate for the investigation, design and construction of the Green Road Park Footpath Project.

e) tuhi ā-taipitopito / note the Green Road Park Footpath Project is a Parks and Community Facilities-led project and a funding agreement between Auckland Transport and Auckland Council Parks and Community Facilities will need to be executed for the project delivery

f) whakaae / approve an additional $695,000 from the Wellsford subdivision portion of the Rodney Local Board Transport Targeted Rate for the estimated construction costs of the Rodney Street Footpath and Pedestrian Bridge over the rail corridor in Wellsford.

Horopaki

Context

7. In May 2018, the Rodney Local Board recommended that the Governing Body approve a targeted rate to accelerate investment in transport in the Rodney Local Board area. The recommendation was accepted, and the Rodney Local Board Transport Targeted Rate (RLBTTR) is currently scheduled to run for 10 years (2018 – 2028).

The local board is the decision-maker regarding funds raised through the targeted rate. Auckland Council receives the rates payments, and Auckland Transport (AT) provides technical advice and administers the funds on behalf of the local board.

The RLBTTR is ring-fenced for transport projects in the Rodney Local Board area that are not included in the Regional Land Transport Plan 2021-2031. It was established on the basis that the fund is to support:

· new bus stops and bus services

· new park-and-ride community hub facilities

· new footpaths.

8. The RLBTTR programme is the only AT delivered programme where a local board has all the decision-making control outside of AT’s Local Board Capital Transport Fund.

9. AT and Auckland Council (Financial Strategy and Planning) held a workshop with the local board on 22 March 2023, in response to requests for the potential reallocation of RLBTTR funding to AT’s flood recovery programme and the unsealed road programme.

10. Auckland sustained substantial damage to its roading infrastructure during the extreme weather events in January and February 2023. A storm response and recovery team in AT has been set up to co-ordinate work to restore the roading network.

11. The following table details the main impacts of the storm events in the Rodney Local Board area.

A high-level assessment of the main impacts of the flood and cyclone events in Rodney

· During January and February, the Rodney area received more than 600 mm of rain which is 440% higher than the average rainfall over these months. There were three significant weather events being Cyclone Hale, Auckland Anniversary weekend and Cyclone Gabrielle.

· At its peak there were 60+ road closures on Rodney’s Road network.

· There have been 320 overslips cleared from roads with more than 55,000 m³ of material uplifted and taken to either fill sites or private property. In addition, landowners also did much good work to remove material to clear roads and restore road access.

· There are 230 dropouts with about 40 of these being major and requiring investigation and design.

· There were 175 locations where trees had fallen onto the network.

· There has been extensive scour to surface water channels and culverts (both inlets and outlets).

· There was also many trees and other debris requiring removal from under bridges.

· Five roads remain blocked and closed within the Rodney area: Ahuroa Road (Puhoi), Tahekeroa Road, Komokoriki Hill Road, Domain Crescent (Muriwai) and Motutara Road (Muriwai). AT is not currently permitted to carry out any work on the affected roads at Muriwai.

· Although the roads may be blocked by a major slip, all residents can access their homes from either side of the slip. The only exception being Muriwai where Auckland Emergency Management has closed sections of Domain Crescent and Motutara Road and is not allowing residents to access their homes until geotechnical assessment confirms the area is safe.

12. Auckland Transport delivers road asset maintenance and renewals through the following;

· the North Rural Road Maintenance Contract covers road maintenance and renewal works on the 906 km of sealed roads and 640 km of unsealed roads in the Rodney Local Board area

· the existing North Rural Road Maintenance Contract started on 1 July 2022 and has a term of 5+5 years

· the contract was evaluated using the Price-Quality method and was awarded to Downer, which had both the highest quality and lowest price proposal

· the contract is a measure and value contract with the amount of work undertaken dependent on the level of funding available

· performance by Downer has been extremely good over a very challenging year where the Rodney area has experienced extreme weather events and record rainfall nearly every month since the contract started.

13. AT manages the Unsealed Road Improvement Programme (URIP) which is based on a prioritisation process which was developed with the local boards.

14. In terms of the AT prioritisation and decision-making process; the first step is to analyse the need outlined in Figure 1 below; assessing the strategic role of each road based on the Roads and Streets Framework and traffic volume.

Each road is then assessed quantitatively and qualitatively based on a multi-criteria analysis including:

· safety – using gradient and crash data

· public health – using dwelling and amenity proximity

· natural environment – examining sensitive receiving environments

· climate change – looking at the risk of dust events

· cost – taken once treatment option is determined.

15. This analysis establishes the priority order from the five criteria which are assessed as high, medium or low priority based on the score they receive.

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Figure 1 Unsealed Road Improvement Framework decision making process – Part 1

16. The second step is to decide on the most appropriate response and road asset treatment as outlined in Figure 2 below. The treatment options available are:

· surface strengthening

· road widening

· safety improvements

· pothole, corrugation and drainage improvements

· dust mitigation

· full seal

17. Roads are assessed with the treatment option determined by the core issue affecting the road. If there are multiple issues, then AT will select the highest rated treatment option and if warranted, will seal roads.

18. Each road is prioritised by treatment type and funding is allocated according to relative priorities within each treatment group.

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Figure 2 Unsealed Road Improvement Framework decision making process – Part 2

Tātaritanga me ngā tohutohu

Analysis and advice

19. On 15 March 2023, a quarterly update report on the programme being delivered by AT using funding from the RLBTTR was presented and approved by the local board.

20. The primary focus for the AT Storm Response and Recovery is to carry out a comprehensive assessment of flood damage and costs to restore damaged assets and bring services back to normal. Two-way communication with all customers and stakeholders is integral to the recovery programme.

21. The phases for the recovery are:

• Phase One: assets and services sustaining minor damage and impact will be restored.

• Phase Two: assets sustaining moderate and severe damage and impact will be restored.

22. Note, the recovery programme will consider resilience and adaptation.

23. The Rodney area was impacted significantly by these weather events as follows:

· Since 27 January, the Downer team has worked seven days a week to attend to emergency works. At the peak there were 13 subcontractors assisting with 17 diggers, five graders, 40+ trucks and 200+ people on the network.

· The total cost of the damage caused by these weather events is approximately $10-12 million on the initial clean up (opex) and $50 million on the rebuild (capital spend). The intention is to substantially complete the rebuild during the 2023/2024 year.

· The physical work required has been itemised (1,400 line items) and is being prioritised and programmed to be carried out.

· In the Rodney Local Board area, there was one bridge washed away (Mill Flat Road bridge) and this bridge was quickly replaced with a temporary Bailey bridge to maintain access for residents.

· The only roads remaining closed in Rodney are Ahuroa Road, Tahekeroa Road, Komokoriki Hill Road, Domain Crescent (Muriwai) and Motutara Road (Muriwai). AT is not currently permitted to carry out any work on the affected roads at Muriwai.

· Ahuroa Road remains closed immediately west of J Tolhopf Road due to a major landslide. At this point AT does not believe that the road can be rebuilt on its existing alignment. Several possible new alignments through private property have been identified and are being investigated. Should AT proceed with one of these options then land acquisition will be required. Land acquisition can be a lengthy process and its duration is currently unknown. When we reach agreement with the landowner, we could start physical work within three weeks.

· AT is working in partnership with KiwiRail to stabilise and clear the major landslide that has blocked both Tahekeroa Road and the adjoining railway lines.

· Work is underway to build retaining walls to address major dropouts on Coatesville-Riverhead Highway, Wainui Road and Krippner Road (Puhoi). These dropouts predated the recent weather events.

· 24. The current work phases for the following road assets in the Rodney area is detailed in Figure 3 below.

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Figure 3 – Road Assets

25. Prior to the Anniversary weekend event in January 2023, it had been recognised that additional funding was needed for unsealed road maintenance grading and re-metalling with some 70% of the available budget having been utilised in the first half of the year due to the abnormal weather conditions.

26. The grading and re-metalling of unsealed roads is an opex charge and opex budgets have been steadily decreasing in real terms for many years.

27. An unsealed road strengthening programme has been underway for several years to reconstruct the network to a higher standard. This work is a capital charge and involves the strengthening of the existing road pavement, reshaping to provide improved crossfall, carriageway widening and drainage improvements.

28. Since 2015, AT has had an unsealed road improvement programme in place which has seen approximately 280 km of unsealed roads undergo strengthening of the existing road pavement, reshaping to provide improved crossfall, carriageway widening and drainage improvements.

29. The original 2021-2024 Regional Land Transport Plan (RLTP) funding for the URIP was:

· 2021/2022 - $6 million

· 2022/2023 - $6 million

· 2023/2024 - $6 million.

30. The 2022/2023 and 2023/2024 budgets have been reduced to $3.5 million each year due to the COVID budget constraints.

31. AT asked for the 2023/2024 budget to be restored to $6 million per year and for the 2024/2025, 2025/2026 and 2026/2027 RLTP budgets to be lifted to $6 million per year.

32. The figure below shows the URIP including all the Rodney locations;

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Figure 4 Unsealed Road Improvement Programme

Requests for re-allocation of RLBTTR funding

33. Auckland Transport and Auckland Council (Financial Strategy and Planning) held a workshop with the local board on 22 March 2023, in response to requests for the potential re-allocation of RLBTTR funding to Auckland Transport’s flood recovery programme and the unsealed road programme. The workshop sought to identify impacts of re-allocation of the RLBTTR funds and provide guidance to local board members.

34. At the workshop, Auckland Council staff provided background on the Council’s Funding Impact Statement (FIS) which sets the RLBTTR and states that the RLBTTR will fund expenditure within the following activities: roads and footpaths, public transport, and travel demand management. The RLBTTR funds the capital and operating costs of additional transport investment and services.

35. Auckland Council staff also outlined that there are consultation requirements depending on whether proposed changes to the RLBTTR funding allocation is within or outside the scope of the FIS.

36. Auckland Transport receives funding support from Waka Kotahi for the flood recovery programme.

37. Discussions on alternative funding sources have not been fully explored as part of the flood recovery programme.

38. If the local board decide to provide RLBTTR funds for unsealed road improvements, AT would:

• need to prioritise the work to ensure that fair and transparent approach is taken to develop the programme

• may be able to assign this to the highest priority roads in the Rodney Local Board area. However, there is no guarantee that it would result in a seal extension as the options depend on the characteristics of each road. Seal extension is expensive, approximately $1 million per kilometre; alternatively, AT could consider maintenance seals which have a 10 year life

• need to account and report separately on the progress of the work to satisfy the rules around targeted rates and would require a separate work stream and project team to manage this; overheads would not be absorbed into AT’s existing budgets for unsealed road improvements.

39. Auckland Council would need to confirm the consultation requirement for any proposed changes to the RLBTTR funding allocations as a result of any decision to re-allocate funding to Road Asset Maintenance and Renewals in the Warkworth Subdvision.

40. In September 2022, the local board approved funds for a new Warkworth on-demand bus service linking Warkworth, Leigh and Sandspit for three years.

41. The local board approved the funding under resolution (RD/2022/130). The resolution notes that the condition attached to the Climate Action Targeted Rate (CATR) funding allocation to the 128 Bus Service, was that this was provided on the basis that the local board fund the new Warkworth on-demand bus service.

42. AT and council’s Climate Action Targeted Rate (CATR) team have confirmed that if the local board decide to cancel the funding for the On Demand Warkworth Services, there are two options:

· Continue to use CATR for the 128 Bus Service, but there are no additional services implemented for Rodney as the CATR funding is allocated to the 128 bus service

· Stop the 128 Bus Service and use the CATR money for the original CATR suggested bus service in general. The original CATR funding for Rodney was not earmarked for on-demand services, rather for public transport services in general. It is likely it would have been used for a two-way fixed bus loop service running around Warkworth, including the area west of the current SH1 which is not currently served. It would have then connected with the Community Transport Hub.

43. Figure 5 below shows the latest patronage levels for the 128 Bus Service with a 12-month rolling total – every bar is the number of passengers carried over the last year. In summary, for the 52 weeks to 1 May 2022 there were 12,119 boardings, for the last 52 weeks 26,941.

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Figure 5 Latest patronage levels for the 128 Bus Service with a 12-month rolling totals

44. The RLBTTR funded bus stops to service the 128 Bus Service; if the 128 Bus Service ceased, six of the bus stops installed to service the 128 Bus route would no longer be used. The cost to install these bus stops and associated infrastructure for the 128 route was $200,000; these funds would not be recoverable.

Green Road Park Masterplan

45. The Green Road Park Masterplan has been developed by Auckland Council with oversight by the Rodney Local Board. The vision for Green Road Park in Dairy Flat is A destination park for a range of active and passive recreational pursuits, for all the community. To deliver on this vision, one of the park principles is to provide strong linkages with Green Road and the surrounding growth area. Attachment A to the agenda report is the Green Road Park Masterplan.

46. A prioritised short-term action for Green Road Park is to enhance pedestrian and cycle access with the construction of footpath access. The pathways are identified in the master plan for Green Road. A trail network plan, funded by the local board, has done further planning of these pathways. The pathways connect Green Road and Sunnyside Road via the park and provide safe access for pedestrians, horse riders and runners. The roads on both Sunnyside Road and Green Road are not suitable for walking, cycling or horse riding; and the pathway through the park provides a cost effective and safe solution. Attachment B to the agenda report is the Green Road Park Footpath Plan.

Rodney Street Footpath Wellsford

47. The Wellsford subdivision currently has a remaining allocation of $695,000. The approved budget for the Rodney Street Footpath project is $3.4 million (this includes $3 million from RLBTTR and $400,000 from Waka Kotahi). The design consultant for the project has signaled that the estimated construction cost may be higher than the provision in the $3.4 million budget. The project team has investigated the construction cost estimates provided by an independent cost consultant and Wharehine Construction Ltd.

48. Based on these cost estimates, that includes a contingency of 20%, the required budget to complete the project is $4,437,000.

49. Auckland Transport will seek to maximise the savings for all aspects of the project and work to deliver the project operating within the budget envelope of funding approved and now sought, with RLBTTR funding $3,695,000 and $400,000 of Waka Kotahi funding.

Rodney Street Footpath Wellsford

48. Based on these cost estimates, that includes a contingency of 20 per cent, the required budget to complete the project is $4,437,000.

Tauākī whakaaweawe āhuarangi

Climate impact statement

50. The RLBTTR supports the outcomes sought by the Auckland Plan 2050, the Auckland Climate Action Plan, the Rodney Local Board Plan 2020 and Auckland Council priorities regarding mitigating the effects of climate change and reducing the council’s carbon emissions. The RLBTTR funds projects that enable better access to active and public transport, namely footpaths, bus services, bus infrastructure and community transport hub facilities.

51. Auckland Transport strives to provide attractive alternatives to private vehicle travel, reduce the carbon footprint of its own operations and, to the extent feasible, that of the contracted public transport network. These projects all support pedestrian and/or cyclist safety, therefore contributing to climate change actions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

52. The appropriate council group inputs were sought by Auckland Transport in the formulation of this update report.

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

Local impacts and local board views

53. The Rodney Local Board is the decision-maker for funds collected through the Rodney Local Board Transport Targeted Rate. Auckland Council receives the rates payments, and Auckland Transport provides technical advice and administers the funds on behalf of the local board.

Tauākī whakaaweawe Māori

Māori impact statement

54. Receipt of this report has no impacts or opportunities for Māori. Any engagement with Māori, or consideration of impacts and opportunities, will be carried out on an individual project basis.

Ngā ritenga ā-pūtea

Financial implications

55. The Dairy Flat subdivision will complete the allocation of funds to projects under the programme. There will be no further funds available for additional services or capital projects within this subdivision.

56. The Kumeū subdivision has the remaining budget of $6,050,000; the local board approved the cancellation of the Huapai Community Transport Hub project and for the project budget to be reallocated to footpath projects in the Kumeū subdivision under resolution (RD/2023/45).

57. The Wellsford subdivision will complete the allocation of funds to projects under the programme. There will be no further funds available for additional services or capital projects within this subdivision.

58. The Warkworth subdivision has $1,640,000 budget remaining for allocation; plus the remaining budget of $2,542,000 (actual spend to date is $8,000) if the funds allocated to the Warkworth On Demand Bus Services are cancelled.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

59. Any increases in the cost estimate in any projects agreed by the local board will need formal approval via resolution at a business meeting.

60. The projects being developed under the RLBTTR Programme are subject to the usual project risks including scope changes and cost escalation associated with the development of detailed design plans. To mitigate this risk, AT will monitor, manage and report significant potential risks and seek approval from the local board on changes.

61. Auckland Council will need to confirm the consultation requirements depending on whether proposed changes to the RLBTTR funding allocation is within or outside the scope of the FIS. The timeframe and mechanism for this consultative process could delay the delivery of any new work programmes such as a new unsealed roading programme.

Ngā koringa ā-muri

Next steps

59. Auckland Transport will start work on the direction resolved by the Rodney Local Board.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Green Road Park Masterplan	21
b ⇩	Green Road Park Footpath Plan	49

Ngā kaihaina

Signatories

Author

Jeremy Pellow – Programme Director – Auckland Transport

Authorisers

Paul Thompson – Head of Community Engagement (North) – Auckland Transport

Lesley Jenkins - Local Area Manager

Rodney Local Board

17 May 2023

Wellsford Centennial Park masterplan

File No.: CP2023/00307

Te take mō te pūrongo

Purpose of the report

1. To adopt the Wellsford Centennial Park Masterplan.

Whakarāpopototanga matua

Executive summary

What the masterplan is proposing

2. The Wellsford Centennial Park Masterplan (Attachment A to the agenda report) has been finalised following public consultation and mana whenua engagement. The masterplan sets the vision for the park to be a key community sports and recreational hub for the Wellsford community and aims to guide development of the park over the next ten years.

3. In the short term (1-5 years), the masterplan supports improvements to increase safety (including designated car parks for kaumātua (older people), bus parking, investigating a new playground location), te reo Māori signage throughout the park to assist with wayfinding, and the construction of six multi-use outdoor courts with lighting.

4. Proposed longer-term enhancement projects (5-10 years+) include designing and developing an indoor multi-use facility, completion of the perimeter pathway, developing a passive and social space within the park, and investigating the need for upgrades to the dog park.

The community supports the masterplan

5. The masterplan was developed working closely with mana whenua and park user groups.

6. Two rounds of public consultation, undertaken in April and November-December 2022, confirmed that the community generally supports the masterplan including plans to upgrade the park to make it a welcoming space for local families and to provide improved assets such as the multi-use outdoor courts.

7. From public consultation in November-December 2022 the overall spatial layout plan for the park did not change as a result of feedback. However, key changes proposed to the masterplan include:

· creating shelter by the multi-use courts

· improving safety around stormwater infrastructure such as the drain/gullies

· provision of bilingual signage around the park

· provision of van/bus parking at the northern car park

· provision of shade at the playground.

8. A detailed summary of the November-December 2022 public consultation is provided in Attachment B to the agenda report.

Funding is required to implement the masterplan

9. There are no financial implications to adopting the masterplan.

10. Asset renewal is the main funding mechanism available to the local board to invest in Wellsford Centennial Park.

11. Beyond the renewal of existing assets, there is no specific funding for new assets in the masterplan which is estimated to cost in the vicinity of $4-6 million to deliver (this excludes community led projects).

12. There are three new asset projects are proposed to be community-led and externally funded which include:

· planning and construction of the multi-use facility

· covering of one multi-use court

· shelter by the multi-use courts.

13. Following the adoption of the masterplan, staff will further refine implementation priorities based on identified funding sources such as asset renewals.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) whai / adopt the Wellsford Centennial Park Masterplan dated May 2023 (provided as Attachment A of the agenda report).

Horopaki

Context

Background information about Wellsford Centennial Park

14. Wellsford Centennial Park is a 16.4 hectares sports park located on the south-eastern edge of Wellsford and is the largest park in the town. The park provides for sport and recreation for the wider Wellsford area and includes a regional netball centre attracting teams from Matakana and Warkworth.

15. There are a range of organised and casual users of the park. Current users include Wellsford A&P Society, Rodney Netball, Wellsford Athletics, Wellsford Rugby Football Club, Wellsford Boxing Sport Club, Twin Coast Archery and Wellsford Tennis.

Previous Rodney Local Board resolutions informing masterplan development

16. The Wellsford Centennial Park Needs Assessment was completed in December 2020. The needs assessment found that many of the assets are in poor condition and the park has the potential to better provide for the community’s recreation and sport’s needs. Key recommendations included completing a masterplan for the park, diversifying the courts to cater for other sports, supporting a shared clubrooms facility and providing a walking / cycling circuit.

17. In February 2021, Rodney Local Board approved the development of a masterplan for Wellsford Centennial Park (RD/2021/191). The local board endorsed the recommended approach to develop the masterplan including its scope to guide future decision-making on investment for the park by providing general design direction including the approximate location of facilities and improvements.

18. The local board approved the draft masterplan for community engagement in September 2022 (RD/2022/125). Public consultation opened on 14 November and closed on 16 December 2022; approximately 60 submissions were received.

Initial engagement to inform masterplan development

19. In April 2022, council sought public feedback on key design elements to inform development of the draft masterplan.

20. Five individuals provided feedback during the design stage via:

· online drop in session

· feedback forms.

21. Key themes in the first round of consultation included:

· improve the accessibility of the park including wheelchair and disability access

· improve the lighting around the park

· include a basketball court.

Tātaritanga me ngā tohutohu

Analysis and advice

Overview of masterplan proposed for adoption

22. This report presents a summary of community feedback on the draft masterplan and provides an overview of the final draft masterplan being proposed for adoption.

Community feedback on the draft masterplan

23. During November-December 2022, the council sought public feedback on the draft masterplan for Wellsford Centennial Park.

24. Approximately 60 people provided feedback on the draft masterplan^{^[1]} via:

· AK Have Your Say

· drop in session

· feedback forms

· emails

· social media.

25. Feedback received on the masterplan primarily came from Rodney Local Board residents.

26. Respondents ranked their key priorities for the park that were outlined in the draft masterplan. The top three priorities were:

· relocating the netball courts to the tennis courts and having multi-lined courts (see graph in paragraph 32 for more detail)

· building a new community use building with shared facilities (see graph in paragraph 33 for more detail)

· improving accessibility and safety around the park (e.g., lighting).

27. Comments received in support of the masterplan included:

· connection and alignment with the Rodney Greenways Plan

· the proposed multi-use building with shared facilities

· relocation and upgrading of the multi-use courts

· covering of courts

· the proposed new playground location.

28. When asked about how they feel about the proposed relocation of the netball courts and the multi-lining of six new courts, 84 per cent of people supported this key move.

29. When asked about how they feel about the proposed long-term aspiration of a new community multi-use building which would require external funding and partnerships, 83 per cent of people supported this key move.

30. A detailed summary of public consultation is provided in Attachment B.

31. Staff have reviewed community feedback on the notified draft masterplan and propose minor amendments to the plan based on this feedback.

Staff responses to community feedback on the draft masterplan

32. The table below outlines the key suggestions received by respondents and the staff response to the suggestions.

Table 1 – Suggestions from public consultation

Masterplan suggestion	Staff comment	Suggested action	Priority
To improve safety around stormwater infrastructure such as the drain/gullies	A health and safety concern for park users	Include in masterplan	High priority – Assist with health and safety for park users
Upgrade dog park (e.g., improve field conditions, fenced seating area and include agility course)	Several community members suggested improvements to the dog park. However, the dog park is currently not listed as a key priority for the park. Likely significant cost to be involved with improving field conditions.	Add further information to masterplan	Low priority – Masterplan will suggest a long-term move which is to explore the need for upgrades to the dog park.
Stage/band stand	Minimal community demand stating the need for a stage/band stand. Suggestion based on one community response only. This suggestion has not been mentioned in earlier stages of consultation with community and key stakeholders	Exclude from masterplan	Not recommended for masterplan
Including squash courts in the proposed multi-use building	The Wellsford Squash Club is located near the park and have two existing courts. There is a need to determine the future of the Club, the demand and feasibility.	Add further information to masterplan	Low priority – Further discussions to be held and explored during the feasibility study of the multi-use building
Indoor fitness space within proposed multi-use building	There is an existing gym within the rugby club which is understood to be well utilised by the community	Add further information to masterplan	Low priority – Current gym is well utilised. Further discussions to be held and explored during the feasibility study of the multi-use building
Shade for playground	Due to the high cost of playground shade, suggest exploring planting shade trees. This is in alignment to the draft Rodney Local Parks Management Plan, policy 11.14.2(5e)	Include in masterplan	High priority – When considering potential new location for existing playground, explore shade and planting of trees.
Indoor netball courts	Based on current demand and the large capital costs (estimated $5m-$7m for one indoor court) and on-going operational costs required, suggest not feasible.	Exclude from masterplan	Not recommended for masterplan
Lighting of the courts to be a short-term action and priority	Lighting is essential for the club to operate evening trainings and games	Add further information to masterplan	High priority – Permanent sustainable LED lighting to be recommended in the short term
Proposed coloured, rubberised courts	Flexipave rubberised courts would support the use of different colours to help distinguish playing areas and provide better playing surfaces for netball	Add further information to masterplan	Moderate/high priority – Costs of coloured, rubberised courts to be explored further in detailed design
To have two sports marking on any one court	Recommend the two courts located in the carpark are lined for netball/basketball, while two courts are lined for netball/tennis and two courts are lined for netball only	Add further information to masterplan	High priority – To be included within masterplan

Proposed amendments to the masterplan

33. From the key feedback and suggestions outlined above in Table 1, the table below outlines the proposed changes/amendments to the masterplan based on public consultation and feedback from local board members, mana whenua, and staff.

34. Table 2 outlines twelve key proposed changes to the masterplan.

Table 2 – Key changes proposed to masterplan

Proposed masterplan amendments	Suggestion action in masterplan	Key respondent
Upgrade dog park (e.g., improve field conditions, fenced seating area and include agility course)	To be included as a long-term key move which will suggest possibly exploring the need for upgrades to the dog park	Public
Include squash courts and an indoor fitness space in the proposed multi-use building	To be included as a short-term key move as part of further investigation and feasibility of a multi-use building	Public
Offer permanent LED lighting for multi-courts in the short-term	To be included as a short-term key move as part of the development of the six multi-use courts	Public and staff
To have a maximum of two sports marking on any one court	To be included as a short-term key move as part of the development of the six multi-use courts	Public and staff
Include shelter around the multi-court area	To be included as a short and long- term key move, with investigation of shelter opportunities to be completed in the short-term, and construction of shelter in the long-term. However, due to budget constraints, this key move will need to be explored through potential external partnerships and funders.	Public and local board
Shade for playground	To be included as a short term key move as part of the investigation into a potential new location for the playground	Public
Have two van/bus parking spots available at the northern car park (freedom camping)	To be included as a short-term key move as part of the improvements to connection/circulation	Mana whenua
To include bilingual signage around the park such as the toilets and changing rooms	To be included as a short-term key move to assist with wayfinding and navigation around the park	Mana whenua
To improve safety around stormwater infrastructure such as the drain/gullies	To be included as a short and long-term key move due to health and safety for park users	Staff
Due to budget constraints, the covering of one new multi-lined court will need to be explored through potential external partnerships and funders.	Move this key move to be a long-term key move with the following text “Explore through potential external partnerships and funders, the covering of one multi-lined court”.	Local board and staff
To identify a possible loading zone site within the southern end of the park	To be included as a short-term key move to assist with health and safety for park users	Local board
For public safety around archery, include public caution signs around the park	To be included as a short-term key move due to health and safety for park users	Local board

Summary of masterplan proposed for adoption

35. The masterplan consolidates assets, and clusters similar activities together to improve use of the park and create more easily accessible open space. It provides for the following key changes:

Table 3 – Summary of masterplan proposed for adoption

From…	To…
Deteriorated outdoor courts	New, outdoor courts including multi-lined surfaces for netball, tennis and basketball
Ageing facilities with limited community use	A new proposed community multi-use facility
Concerns around park circulation safety	Creating pedestrian access only in parts of the park by the playground, courts and fields
Limited play options	Increased opportunities for children to play and have fun with an all-inclusive playground and park activation activities
Limited passive space	A park with areas of social space, including picnic areas, water fountains and seating
A disjointed site that feels like two parks divided by a road	A cohesive park with good connections and activity throughout the site
A lack of signage	Bilingual wayfinding signage

36. The main key moves proposed in the masterplan are:

· a community multi-use facility with shared spaces

· relocation of the netball courts and creating six new multi-lined courts to allow for netball, tennis and basketball

· an inclusive play space for all ages and abilities

· designated car parking areas for kaumātua/older people, bus/van parking and a loading zone

· minor fixture improvements including accessible toilets and changing blocks

· the development of a social space including seating, fountain, and BBQ areas

· safety improvements around the drain/gullies and surrounding stormwater infrastructure.

Overview of implementation plan

37. Implementation of the masterplan will create lasting benefits for residents of the local board area and park users.

38. Subject to consideration through the local board work programme development process, 13 projects are projected to begin in FY2023/2024, three projects are estimated to begin in FY2024/2025, and seven projects are estimated to begin from FY2025/2026 onwards.

39. There are three projects that will need to be community led initiatives:

· investigation and development of the new community multi-use building

· investigation and development to covering one multi-use court

· investigation and development of shelter for spectators by the multi-use courts

40. Council will provide support and guidance where possible on the community led initiatives. Key council roles and responsibilities are listed in Table 4

41. An overview of the implementation plan is provided in Attachment C to the agenda report.

Tauākī whakaaweawe āhuarangi

Climate impact statement

42. Climate impacts will be assessed during masterplan implementation planning and will be aligned with Te Tāruke-ā-Tāwhiri: Auckland's Climate Plan.

43. Masterplan implementation planning, and subsequent design and development, will include consideration of aspects such as water sensitive design, use of sustainable and ethical products, use of healthy products and construction waste.

44. The masterplan emphasises the importance of ecological restoration and has actions to improve water quality including the wetland in the south of the park.

45. The masterplan aims to minimise urban heat island effects by creating cooler environments through minimising building footprints and hard landscaping, and by increasing tree cover and vegetation.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

46. The final masterplan has been reviewed by staff from Parks and Community Facilities, Active Communities, and Regional Services and Strategy. Staff support the masterplan and the proposed amendments following community, local board and mana whenua engagement.

47. Development of the masterplan was informed by technical advice from various council departments including Parks, Sport and Recreation, Community Facilities, Local Board Services, Connected Communities, and Regional Services and Strategy.

48. The key roles and responsibilities of teams in the wider council group to implement the masterplan are outlined in the table below.

Table 4 – Council roles and responsibilities

Department	Team	Role
Regional Services and Strategy	Advisory (Integration and Programming)	Oversee the implementation phase and confirmation of the work programme which will include masterplan projects when funding is available
Parks and Community Facilities	Area Operations- Rodney	Lead the work programme for physical works according to approved local board work programme
Active Communities	Sport and Recreation	Lead/provide support to clubs where possible to assist with the planning and development of the multi-use facility Lead/provide support on projects relating to organised sport and recreation
Parks and Community Facilities	Parks and Places Specialist	Lead/provide support on projects relating to passive recreation, park activation, and playgrounds

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

Local impacts and local board views

Local board views

49. We shared the feedback on the draft masterplan and the recommended amendments to the masterplan at two workshops with the local board on 8 March 2023 and 12 April 2023.

50. The local board members supported proposed amendments to the masterplan following community, mana whenua and staff engagement as referred to in Table 2.

Impacts on three park user groups

51. The adoption of the masterplan will have direct implications on three groups: Netball Rodney Centre Incorporated, The Wellsford Agricultural and Pastoral Society Incorporated, and Twin Coast Archers.

52. Netball Rodney Centre Incorporated (Netball Rodney) currently has a lease with the council for the existing six netball courts and floodlights. Netball Rodney also own its building abutting The Wellsford Agricultural and Pastoral Society Incorporated (the society) building and use it as its netball clubrooms. The masterplan proposes removing the six courts, floodlights, and the existing buildings owned by the society and Netball Rodney.

53. The society does not have a lease with the council for the land on which its building is located within the park. Similarly, Netball Rodney does not have a lease for its building abutting the society’s building. The masterplan proposes removing the existing society’s and Netball Rodney’s buildings. The demolition costs can be met through a regional budget.

54. Twin Coast Archers do not have a lease with the council. The club are users of the society’s building and Netball Rodney’s existing netball courts.

55. Netball Rodney and the society have been involved throughout the development of the masterplan, and Twin Coast Archers were invited to be involved throughout the plan. However, Twin Coast Archers decided to only be involved in the early stages of the plan.

56. In March and April 2023, staff met with the three groups to discuss the possible direct implications of the masterplan. Staff have provided short-term and long-term options for the groups within the proposed masterplan which would allow them to continue using the park.

57. During this engagement, Netball Rodney and the society indicated their support for the masterplan. Twin Coast Archers suggested that the proposed masterplan design does not account for future growth in the community, and that the new layout is not suitable for vehicles or pedestrians. The feedback provided by the three groups were reviewed and presented at a workshop on 12 April 2023.

58. The concerns of the Twin Coast Archers group are addressed in the masterplan through improved vehicle and pedestrian access within the secondary car park, additional parking for kaumātua/older people and allocated bus/van parking. New multi-use courts and a new multi-use facility have been proposed to respond to the need for improved community access and acknowledge the aging assets within the park.

Tauākī whakaaweawe Māori

Māori impact statement

59. Staff invited four mana whenua to be involved in the development of the masterplan: Ngāti Manuhiri, Ngāti Whātua o Kaipara, Te Uri o Hau, and Ngāti Wai. This opportunity was taken up by Ngāti Manuhiri.

60. Staff worked closely with Ngāti Manuhiri to develop values and principles that have guided the design of the masterplan for the park and provided regular updates on the development of the draft masterplan to Ngāti Manuhiri.

61. Staff presented the masterplan for feedback at a workshop on 14 March 2023 and the following feedback was provided:

· include adequate shelter around the multi-court area

· include te reo Māori signage around the park such as for the toilets and changing rooms

· identify possible van/bus parking spots at the northern end of the park.

62. Staff presented the implementation plan to Ngāti Manuhiri for feedback at a workshop on 13 April 2023 and the following feedback was provided:

· are supportive of the draft masterplan

· are supportive of bilingual wayfinding signs and bilingual signage for parking for kaumātua/older people

· would like to be involved in the implementation of the masterplan including the design of parking for kaumātua/older people and the new playground.

Ngā ritenga ā-pūtea

Financial implications

63. Implementing the masterplan is subject to the availability of funding and future local board decision-making on each key move/project. The amount and timing of funding is subject to the Annual Budget 2023/2024, future long-term plans, and associated local board work programme development.

64. The masterplan has considered staging development and estimated investment requirements.

65. Asset renewal is the main funding mechanism available to the local board to invest in Wellsford Centennial Park.

66. Beyond the renewal of existing assets, there is no specific funding for new assets in the masterplan which is estimated to cost in the vicinity of $4-6 million to deliver (this excludes community led projects).

67. The local board can fund some elements of the masterplan from existing assessments via the asset renewal budget. It is estimated that the short-term key moves will cost in the vicinity of $2.5 million to deliver.

68. There will be demolition costs to remove the existing Wellsford Agricultural and Pastoral Society Incorporated and Netball Rodney’s buildings, but a site-specific quote will be required closer to the time. The demolition costs can be met through a regional budget.

External funding requirements

69. Outside of Auckland Council Parks and Communities Facilities funding sources, there are three key projects in the masterplan which can be community led, and funded in partnership with clubs, organisations and external funders. These projects relate to the multi-use facility, covering of courts, and shelter by the courts.

70. External funding mechanisms could include external grants, private partnerships and service property optimisation.

71. The ownership, maintenance and renewals of the community led projects would be assessed and local board views sought as part of the planning phase of these projects.

72. The proposed multi-use facility is expected to cost over $2 million to deliver.

73. The proposed canopy structure to cover one court is expected to cost over $50,000 and the shelters of over $100,000 to deliver.

74. Feasibility and business case development will likely be required to assist with the construction and external funding of the three community led projects.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

75. The following table outlines relevant risks and mitigations.

Risk	Mitigation
Community expectations for masterplan delivery and funding.	The delivery of the plan will be subject to securing further funding over the next 10 years from Auckland Council and external funding partnerships. Available funding is insufficient to fully implement the masterplan. The draft masterplan attempted to convey this and set out a likely implementation schedule that also showed the scale of investment required for each project. The masterplan is clearer about the funding requirements for projects. It shows a staged implementation approach including priorities. The masterplan also notes that alternative funding sources are likely to be needed. This could include partnering with user groups and pursuing external funding.
Impacts on three user groups	As discussed in paragraphs 56-63, the adoption of the masterplan will have direct implications on three groups: Netball Rodney Centre Incorporated, The Wellsford Agricultural and Pastoral Society Incorporated, and Twin Coast Archers. Staff have provided short-term and long-term options for the groups within the proposed masterplan which would allow them to continue using the park.
Resourcing of masterplan implementation Ongoing resourcing is required as projects are implemented, and this will involve several teams and departments within the council.	An internal implementation plan has been prepared in consultation with relevant teams to ensure that projects can be added to their work programmes.
Ownership and maintenance of the three external community-led projects	The feasibility/business case study of the multi-use facility will explore the ownership and maintenance costs. Staff will work with community to assist with creating a fit-for-purpose facility, shelter and court cover.

Ngā koringa ā-muri

Next steps

76. Following the local board’s adoption of the masterplan, council will further work with local board to recommend masterplan projects to further scope and include in the current and future work programmes.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Wellsford Centennial Park Masterplan - May 2023 (Under Separate Cover)
b ⇨	Public consultation findings - May 2023 (Under Separate Cover)
c ⇨	Implementation table - May 2023 (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Sheryne Lok - Service and Asset Planner

Authorisers

Justine Haves - General Manager Regional Services Planning, Investment and Partnership

Lesley Jenkins - Local Area Manager

Rodney Local Board

17 May 2023

Expressions of interest for a community lease for land at Glenmore Drive Reserve, Warkworth

File No.: CP2023/05562

Te take mō te pūrongo

Purpose of the report

1. To seek approval to progress an expression of interest process for the land at Glenmore Drive Reserve Warkworth, which is available for development under the terms and conditions of an agreement to lease and on completion of any development, under the terms of a community lease.

Whakarāpopototanga matua

Executive summary

2. The land at Glenmore Drive Reserve Warkworth comprises three land parcels. The largest of the three land parcels is legally described as Part Lot 1 Deposited Plan 77687 and is the subject land relevant to this report.

3. Bowls Warkworth Incorporated (the club) currently own the land and improvements at 9 - 11 Mill Lane, Warkworth.

4. The improvements comprising clubrooms, greens, parking and associated infrastructure are nearing the end of their lifecycle. The club has been exploring the opportunity to sell its land holding at 9 – 11 Mill Lane and apply for an agreement to lease (with draft community lease attached) for council reserve land in Warkworth. The club’s proposal is to construct a new bowls facility that would be made available to the wider Warkworth community to hire for social and recreational activities.

5. The club originally expressed its interest in applying for an agreement to lease for the land at Shoesmith Recreation Reserve, Warkworth, on which the Shoesmith Hall and former Warkworth Women’s Bowling Club greens are located.

6. Staff encouraged the club to consider the council land at Glenmore Drive Reserve for its proposal. The club has furnished staff with an application for an agreement to lease for land at Glenmore Drive Reserve in tandem with its investment in a comprehensive feasibility study in support of its proposal.

7. The Auckland Council Community Occupancy Guidelines 2012 (the guidelines) inform staff standard recommendations to the respective local board. In accordance with the guidelines, the club’s request for an agreement to lease (with draft community lease attached) would trigger an expression of interest process. The guidelines provide that the local board may vary staff recommendations on a case-by-case basis as they deem appropriate.

8. On 8 March 2023, staff presented the local board with a memorandum about the club’s proposal to apply for an agreement to lease for the land at Glenmore Drive Reserve Warkworth legally described as Part Lot 1 Deposited Plan 77687. During the workshop, local board members provided informal feedback in support of staff undertaking an expression of interest process.

9. The purpose of this report is to seek formal approval from the local board to undertake an expression of interest process advertising the land legally described as Part Lot 1 Deposited Plan 77687 at Glenmore Drive Reserve Warkworth which is available for development. This would call for applications from eligible community groups to enter into an agreement to lease to develop the land and on completion of any development and issue of code compliance certificate, a community lease.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) tono / request staff to progress an expression of interest process advertising the land at Glenmore Drive Reserve Warkworth legally described as Part Lot 1 Deposited Plan 77687 (Attachment A to the agenda report), as available for development under the terms and conditions of an agreement to lease and on completion of any development and issue of code compliance certificate, under the terms of a community lease.

Horopaki

Context

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

11. Bowls Warkworth Incorporated’s improvements are nearing the end of their lifecycle. As such, the club has been exploring the opportunity to sell its land holding at Mill Lane and apply to council for an agreement to lease (with draft community lease attached) for reserve land on which to construct a new bowls facility. The club is cognisant of the fact that there is limited reserve land available in Warkworth, so providing for the wider community social and recreational needs is critical.

12. In accordance with the guidelines, the club’s application for an agreement to lease would trigger an expression of interest process. Conversely, the guidelines provide for local boards to vary staff recommendations on a case-by-case basis as they deem appropriate (Attachment B to the agenda report).

13. The club has invested in a comprehensive feasibility study in support of its proposal. The feasibility study includes accommodation options to benefit the wider community. As such, staff sought informal feedback from the local board about progressing the club’s proposal.

14. On 8 March 2023, staff presented the local board with a memorandum about the club’s proposal to apply for an agreement to lease for the land at Glenmore Drive Reserve Warkworth legally described as Part Lot 1 Deposited Plan 77687.

15. During the workshop, local board members provided staff with informal feedback requesting that staff undertake an expression of interest process, advertising the availability of the land for development. This development would be under the terms and conditions of an agreement to lease and on completion of any development and issue of code compliance certificate, a community lease would take effect.

Tātaritanga me ngā tohutohu

Analysis and advice

Land

16. The land at Glenmore Drive Reserve, Warkworth is legally described as Part Lot 1 Deposited Plan 77687 and held in fee simple by Auckland Council (Attachment A). Part Lot 1 Deposited Plan 77687 is subject to the provisions of the Reserves Act 1977 and classified as recreation reserve under the Act.

Expressions of interest process

17. Should the local board resolve to request staff to progress an expression of interest process advertising the availability of land at Glenmore Drive Reserve, staff will:

a) advertise the opportunity in local papers, on the council’s website and directly to interested parties, including mana whenua;

b) send out application forms along with all relevant information on the land seeking applications from eligible community groups for the proposed agreement to lease.

18. Applicants are provided with one calendar month to fill and return their application forms.

Process on receipt of applications during the expression of interest process

19. Staff would notify applicants on receipt of their respective applications and provide them with the approximate lead-in time for the process. Community leasing has an analysis template which is used to assess applications received through the expression of interest process.

20. Staff would subsequently set up a meeting with the Senior Local Board Advisor, the Local Board Community Broker, the Parks and Places Specialist and the Parks and Community Facilities Active Recreation Lead to rank the applicants in terms of:

· eligibility

· purpose and alignment with the local board plan and Auckland Plan

· whether the applicant meets an identified need

· requirement for recreation

· sharing and collaboration

· extent of usage

· group details and financial stability (including whether the group is in a position to fund any works on the land)

· building size, location, configuration (including any requirement for regulatory consents).

21. Once the applications have been ranked, staff would workshop the findings with the local board seeking its feedback on the preferred candidate/s. The preferred candidate or candidates would then be encouraged to each make a deputation to the local board. If necessary, leasing staff would re-workshop with the local board about the preferred candidate.

22. Staff would then formally advise all applicants about the status of their respective applications and prepare a report for the local board recommending it approve the public notification of and engagement with mana whenua about the proposed new agreement to lease to the preferred candidate.

Statutory processes required prior to the local board grant of any community lease

23. The underlying land is subject to the provisions of the Reserves Act 1977 and classified as recreation reserve. As such, public notification and engagement with mana whenua would need to be undertaken about the proposed grant of a new lease to any preferred candidate identified through the expression of interest process.

24. During the public notification process, interested parties are invited to make submissions on whether they support or object to the proposed grant of an agreement to lease and community lease on completion of the development. Submitters are provided with one calendar month in which to make their submissions. If council staff receive any objections during the public notification process, in which the submitter has stated that they wish to have their objection heard, then a hearings process would need to be undertaken.

Proposed amendments to the Auckland Council Community Occupancy Guidelines 2012 in terms of cost increases to community lessees and licensees

25. The Auckland Council Community Occupancy Guidelines 2012 set out the criteria for and contain the general terms and conditions included in a formal occupancy agreement with council. The terms and conditions include costs such as annual rent, subsidised maintenance fees (relating to exclusive use of a council building) and operational fees (relating to the lease of space/rooms within a council building).

26. The guidelines inform staff recommendations to the local board in terms of the grant of any new community lease or license to occupy including the term of tenure, consequential rent, maintenance and operational fees.

27. While the guidelines have been under review for some years, the council’s fiscal constraints have accelerated the work to amend them.

28. The report titled Annual Budget 2023/2024 Other Rates and Fees Matters was included in the Governing Body agenda on 15 December 2022. Contained within the report was information on proposed amendments to the guidelines. The Governing Body resolved to agree to consult on the amended guidelines as set out in the agenda report (resolution GB/2022/135 n)).

29. The consultation period on the Annual Budget 2023/2024 commenced 28 February 2023 and closed 28 March 2023. The proposed amendments include the option to increase costs to community lessees and licensees in terms of annual rental, subsidised maintenance fees and operational fees.

30. The proposed cost (recovery) increases for community lessees and licensees will provide local boards with a financial lever to ease their respective budgetary constraints. If the proposed amendments are adopted by the Governing Body, the recommended annual rental amount for a community lease for land will be $1,300.00+GST.

31. Local boards will still hold the prerogative to vary staff recommendations relating to the amount of rent, annual subsidised maintenance or operational fees charged for leased premises.

Tauākī whakaaweawe āhuarangi

Climate impact statement

32. To improve environmental outcomes and mitigate climate change impacts, the council advocates that any new lessee:

· 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

· include any other outcomes that will improve environmental outcomes and mitigate climate change impacts.

33. All measures taken are aimed at meeting 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.

34. Climate change does not have potential to impact any new lease, as the subject land at Glenmore Drive Reserve area does not sit within a flood plain or flood prone area.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

35. Council staff from within the Customer and Community Services Directorate have been consulted on the proposed expression of interest process and their respective feedback was supportive of the proposal.

36. The proposal 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

37. On 8 March 2023, staff presented the local board with a memorandum about the club’s proposal to apply for an agreement to lease for the land at Glenmore Drive Reserve Warkworth legally described as Part Lot 1 Deposited Plan 77687.

38. During the workshop, local board members provided informal feedback in support of staff undertaking an expression of interest process, advertising the availability of the land for development.

Tauākī whakaaweawe Māori

Māori impact statement

39. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi which are outlined in council’s key strategic planning documents; the Auckland Plan, the Long-Term Plan 2021-2031, the Unitary Plan, and local board plans.

40. Should the local board resolve to request staff to undertake an expression of interest process, staff will inform mana whenua groups identified as having an interest in land in the Rodney Local Board rohe (area) about the opportunity to apply for an agreement to lease to develop the available land at Glenmore Drive Reserve.

Ngā ritenga ā-pūtea

Financial implications

41. The Parks and Community Facilities Department will bear the costs involved with the expression of interest process (publicly advertising the availability of the land for development) and the consequential public notification of an agreement to lease to any successful candidate.

42. All costs involved with any development undertaken at Glenmore Drive Reserve (including ongoing operating and renewal costs) would be the responsibility of any new lessee.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. If through the expression of interest process and successful candidate is identified for a proposed agreement to lease for the land, council staff will need to publicly notify the proposal.

44. Should council staff receive any objections during the public notification process, in which the submitter has stated that they wish to have their objection heard, then a hearings process would need to be undertaken. This would extend the process by approximately three months.

Ngā koringa ā-muri

Next steps

45. Staff will take the necessary action in accordance with the local board resolution.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Excerpt from the draft Rodney Local Board Local Parks Management Plan	71
b ⇩	Excerpts from Auckland Council Community Occupancy Guidelines 2012	73

Ngā kaihaina

Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Lesley Jenkins - Local Area Manager

Rodney Local Board

17 May 2023

Endorsing Business Improvement District (BID) targeted rate grants for 2023/2024

File No.: CP2023/01861

Te take mō te pūrongo

Purpose of the report

1. This report confirms accountability for public funds received by the Business Improvement Districts within the local board area for the 2021/2022 financial year and compliance with the Auckland Council BID Policy (Kaupapa Here ā-Rohe Whakapiki Pakihi) as of 10 March 2023.

2. This report considers whether the local board should recommend to the Governing Body the setting of the targeted rates for the North West Country and One Mahurangi Business Improvement District programmes for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

BID-operating business associations within the local board

3. Business Improvement Districts are programmes where local business and property owners have agreed to work together to improve their business environment, encourage resilience and attract new businesses and customers.

4. Auckland Council approved changes to the Business Improvement Districts policy in August 2022. These changes to the policy introduced new accountability requirements. There is a transition period until 30 June 2023 for business associations that operate a Business Improvement Districts programme to achieve full compliance with the policy. Staff are aware some Business Improvement Districts are still working towards achieving full compliance within this time period, however the annual accountability reporting due 10 March is a set requirement.

5. Rodney Local Board has two Business Improvement Districts. Table 1 shows the amount of targeted rate each BID is seeking in 2023/2024.

Table 1: Amount of targeted rate for each BID in 2023/2024

Incorporated Society Name

Proposed 2023/2024 Targeted Rate

Actual 2022/2023 Targeted Rate

Change from previous year dollars/ percentage

Last year target rate amount was increased

North West Country Business Association Inc

$189,000

$180,000

+ $9,000

+ 5%

2020

One Mahurangi Business Association

$ 148,500

$142,000

+ $6,500

+ 4.2%

2022

6. Business Improvement Districts targeted rate grants 2023/2024 - across all Tāmaki Makaurau’s 50 BID-operating business associations, 37 increased their targeted rates between two percent to 50 per cent for 2023/2024, while 13 maintained the fiscal status quo.

7. Council staff, at the time of this report, confirm that:

· North West Country and One Mahurangi have met the Business Improvement District Policy annual accountability requirements

· Staff are supportive of the local board approving North West Country and One Mahurangi Business Improvement Districts to receive their targeted rate grant for 2023/2024.

Regional overview

8. Across all Tāmaki Makaurau’s 50 Business Improvement District - operating business associations 98 per cent (49 from 50 Business Improvement Districts) completed the annual accountability reporting at the time of this report.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) recommends to the Governing Body the setting of the targeted rates for inclusion in the Annual Budget 2023/2024 for the following Business Improvement District programmes:

i) $189,000 for North West Country BID

ii) $148,500 for One Mahurangi BID.

Horopaki

Context

Auckland Council Business Improvement District (BID) Policy and BID targeted rate grant agreement.

9. Auckland Council’s Business Improvement District Policy (2022) (Kaupapa Here ā-Rohe Whakapiki Pakihi) was approved by the Finance and Performance Committee and became operational on 1 August 2022. There is a ten-month transition period to allow all BID’s to become fully compliant with the current policy by 30 June 2023.

10. The policy ensures accountability for business improvement district targeted rate funding and encourages good governance and programme management. It outlines the principles behind the council’s BID programme; creates the process for establishing, expanding, amalgamating, and disestablishing a BID programme; determines rating mechanisms; prescribes operating standards and guidelines; and sets accountability requirements.

11. The Business Improvement District Policy does not prescribe standards for programme effectiveness. That is a matter for business association members to determine. Staff, therefore, cannot base recommendations on these factors, but only on the policy’s express requirements. The BID Team focus is on accountability for public funds received (targeted rate grant) and compliance with the BID Policy.

12. The Business Improvement District Policy is supported by a BID Targeted Rate Grant Agreement, a three-year agreement signed by both Auckland Council and each BID-operating business associations executive committee. The agreement sets out the relationship between the parties, how payment will be made and that compliance with the BID Policy is mandatory. The agreement confirms the business associations independence from Auckland Council. All 50 BIDs have signed a BID Targeted Rate Grant Agreement for period 1 December 2022 to 30 December 2025.

13. Staff are aware some Business Improvement Districts are still working towards achieving full compliance with the BID Policy by 30 June 2023. This report focuses on the BIDs annual accountability reporting due annually on the 10 March. This is a set requirement in the policy and has a direct link to council’s Annual Budget 2023/2024 approval process.

14. Two new documents are now part of the new Business Improvement District Policy annual accountability process. These documents from each BID, confirms they have submitted their accountability reporting to Auckland Council.

a) Management Summery, signed by the BID manager/coordinator.

b) Governance Summary, signed by the Executive Committee Chairperson.

15. The Governance Summary includes the full resolution detailing the amount of BID targeted rate grant approved by association members at their 2022 AGM for the 2023/2024 financial year.

16. The Chairperson also agrees, by signing this document, to advise council of any perceived or real/current issues that can affect compliance with the BID Policy.

17. Completed and signed Governance Summary’s received from each Business Improvement District within the local board area are attached.

a) Attachment A Governance Summary – North West Country BID.

b) Attachment B Governance Summary – One Mahurangi BID.

Business Improvement Districts Programmes

18. Local business improvement district programmes provide value to the collective business community by delivering a suite of economic activities that respond to local needs and opportunities and are agreed by the local business community. BID programmes also provide the opportunity to work with the council group and engage with local boards.

19. The Business Improvement District programme does not replicate services provided by the council but channels the capabilities and knowledge of the private sector to improve economic outcomes and achieve common goals.

20. Each business association operating a business improvement district programme sets the BID targeted rate grant amount at its Annual General Meeting when members vote to approve a detailed income and expenditure operational budget for the following financial year. This budget funds the implementation of a business plan that delivers programmes based on each association’s BID strategic priorities.

Decision making

Auckland Council

21. The recommendation in this report is put into effect with the Governing Body’s approval of the Annual Budget 2023/2024 and its striking (setting) of the targeted rates.

22. In accordance with the provisions of the Local Government Act 2002 and the Local Government (Rating) Act 2002, the Governing Body is authorised to make the final decisions on what programme targeted rates, if any, to set in any particular year or property (in terms of the amount and the geographic area to be rated).

Local Boards

23. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to programmes. One of these is to annually recommend BID targeted rates to the Governing Body if it is satisfied that the BID is sufficiently complying with the BID Policy.

Tātaritanga me ngā tohutohu

Analysis and advice

North West Country and One Mahurangi Business Improvement Districts

24. North West Country and One Mahurangi BIDs have met the BID Policy annual accountability requirements.

Business Improvement District Policy – summary of annual accountability reporting requirements.

25. The Business Improvement District Policy and the BID Targeted Rate Grant Agreement set out the documents that form the annual accountability reporting documents for each BID. These documents confirm membership decision-making has taken place regarding the BID programme at the 2022 Annual General Meeting.

26. Other reporting requirements such as the filing of annual financial statements with the Companies Office under the Incorporated Societies Act are included in this reporting.

27. The table below sets out the documents required. The table identifies where documents have not been submitted and or are not complete.

Table 2: Business associations compliance with the BID Policy.

Business Associations – documents submitted	North West Country Business Association Inc	One Mahurangi Business Association Inc
Statement of financial/ performance reporting 2021/2022	ü	ü
Audited report/review 2021/2022	ü	ü
Audit Management Letter 2021/2022	ü	ü
Chairs report (written) 2021/2022	ü	ü
Treasurers report (written) 2021/2022	Not submitted	ü
Manager’s report (written) 2021/2022	Not submitted	ü
Approved business plan for 18 months 2023/2024	ü	ü
Income and expenditure budget 2023/2024	ü	ü
Draft Minutes 2022 AGM	ü	ü
Financial/Audit reports posted to Companies Office website	ü	ü
Mandatory Management Summary – signed by manager	ü	ü
Mandatory Governance Summary – signed by Chair	ü	ü
Strategic Plan *	2021-2026	Expired 2021, no additional update provided

Note: * Current strategic 3-5 year plans to be available upon request.

28. Using the documents and information submitted, the Team is satisfied that North West Country and One Mahurangi BIDs have met the requirements of the BID Policy accountability reporting.

29. North West Country Business Association did not present a written Treasurer or Managers report; however, the BID has confirmed this will be included in their 2023 AGM agenda planning.

30. The One Mahurangi targeted rate is collected using the BID flat rate mechanism of $575.00 (incl GST) per BID ratepayer. For the 2023/2024 BID targeted rate grant calculation the number of BID ratepayers has increased to 251 as well as a surplus from 2021/2022 of $4,000 brings the total One Mahurangi BID targeted rate grant of $148,500 for 2023/2024.

31. Staff advise the local board to recommend to the Governing Body the setting of the targeted rates for 2023/2024 as follows:

· North West Country BID proposed BID targeted rate - $189,000

· One Mahurangi BID proposed BID targeted rate - $148,500.

Tauākī whakaaweawe āhuarangi

Climate impact statement

32. Through targeted rate-funded advocacy and activities, Business Improvement District-operating business associations promote and can facilitate environmental sustainability programmes and climate response where appropriate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. Advocacy is a key service provided by business associations that operate a Business Improvement District programme. BID-operating business associations ensure the views and ambitions of their members are provided to elected representatives and council teams, including council-controlled organisations, on those policies, plans, programmes, and projects that impact them.

34. Business Improvement Districts work across several council-controlled organisations including Auckland Transport, Eke Panuku and Tātaki Auckland Unlimited.

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

Local impacts and local board views

35. The local board’s views are most frequently expressed by its appointed representative on the local board of each Business Improvement District-operating business association. This liaison board member (or alternates) can attend BID board meetings to ensure there is a direct link between the council and the operation of the BID programme.

36. North West Country and One Mahurangi Business Improvement District programmes tangibly support the vision and aspirations of the Rodney Local Board Plan 2020, best expressed in Outcome 3: Infrastructure and development meets the needs of our growing communities.

Local rohe, local benefit, local funding

37. Recommending that the Governing Body sets the targeted rates for North West Country and One Mahurangi business associations means that these Business Improvement District programmes will continue to be funded from targeted rates on commercial properties in their respective rohe (area). They will provide services in accordance with their members’ priorities as stated in their strategic plans.

38. Rodney Local Board is among several local boards which provides additional funding to local business associations, however accountability for any grants is set by funding agreements between the local board and each business association. Those contractual obligations are separate from the requirements of the BID Policy and are not covered in this report.

Tauākī whakaaweawe Māori

Māori impact statement

39. Māori make up more than 11.4 per cent of the population living in the Rodney Local Board area, compared to 11.5 per cent of Auckland (SOURCE: 2018 CENSUS). Individual business associations may, through operating their Business Improvement District programme, identify opportunities for niche support or development of any Māori business sector in their rohe.

Ngā ritenga ā-pūtea

Financial implications

40. There are no financial implications for the local board. Targeted rates for BID-operating business associations are raised directly from business ratepayers in the district and used by the business association for improvements within that rohe. The council’s financial role is to collect the BID targeted rates and pass them directly to the associations every quarter.

41. The targeted rate is payable by the owners of the business rated properties within the geographic area of the individual BID programmes.

42. If the Governing Body agrees with the BID targeted rate grants proposed by the business associations, the cost of grants will be met from the existing operational budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. There are no direct financial risks to the local board or the council that could result from this recommendation to endorse the Business Improvement District targeted rate grants for these business associations.

44. To sustain public trust and confidence in the council, there needs to be a balance between the independence of the Business Improvement District-operating business associations and the accountability for monies collected by a public sector organisation.

45. The requirements and obligations of the BID Policy are intended to help minimise the potential for business associations to misuse BID targeted rate grant funds by requiring each BID to plan for their intended use, report on its activities to its members and to have its accounts annually audited.

46. For the council to be confident that the targeted rate grant funds provided to the Business Improvement District-operating business associations are being used appropriately, it requires the BIDs to fully complete all annual accountability requirements under the BID Policy.

47. The council staff regularly monitor compliance with the Business Improvement District Policy and this report is part of an active risk management programme to minimise inappropriate use of funds. Compliance reports are provided in May annually to each of the local boards that have BID’s operating within their areas.

Ngā koringa ā-muri

Next steps

48. If the local board supports this report, it will recommend to the Governing Body that the Business Improvement District targeted rates be set as part of the Annual Budget 2023/2024.

49. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly Business Improvement District grant payments, effective from 1 July 2023 to North West Country and One Mahurangi BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	North West Country Governance Declaration	83
b ⇩	One Mahurangi Governance Declaration	85

Ngā kaihaina

Signatories

Author

Claire Siddens - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Lesley Jenkins - Local Area Manager

Rodney Local Board

17 May 2023

Rodney Local Board 2022/2023 financial year work programme reallocations

File No.: CP2023/05392

Te take mō te pūrongo

Purpose of the report

1. To seek approval for the re-allocation of funding within the Rodney Local Board’s 2022/2023 Work Programme.

Whakarāpopototanga matua

Executive summary

2. The Rodney Local Board approved its Work Programme 2022/2023 on 22 June 2022.

3. As circumstances change, the local board’s work programme delivery priorities can shift. As a result, variations are sought to the work programme to ensure the local board’s operational budget is optimised.

4. If underspend is re-allocated it must be to projects that can be completed by the end of the 2022/2023 financial year. Any underspend that is not allocated will be treated as savings to Auckland Council.

5. This report seeks a re-allocation of $6,000 from the Event Partnership Fund Rodney within the Customer and Community Services work programme 2022/2023

6. In the 2022/2023 financial year unplanned revenue totaling $70,900 from ground rents was received by the Rodney Local Board. Of this, $59,400 was received from Waka Kotahi/New Zealand Transport Agency and $11,500 rental income was received from a developer.

7. This report provides for the local board to re-allocate identified underspent Locally Driven Initiatives operational budget to other projects including the allocation of revenue received from ground rents and formalise these variations in the 2022/2023 and 2023/2024 work programmes.

Ngā tūtohunga

Recommendation/s

That the Rodney Local Board:

a) approve the reallocation of $6,000 of funding from the Event Partnership Fund (Project ID 394) towards the following initiatives, which is a transfer of funding within the operational work programme:

i) Infrastructure and Environmental Services: Natural Environment Delivery: Restore Rodney East Facilitator (Project ID 506) $3,000 to support tools and resources for key landscape scale community conservation projects

ii) Infrastructure and Environmental Services: Natural Environment Delivery: Restore Rodney West Coordinators (Project ID511) $3,000 to support tools and resources for key landscape scale community conservation projects

b) approve the allocation of $59,400 received from Waka Kotahi/New Zealand Transport Agency for the rent of local reserve land at State Highway One, Puhoi and $600 from minor underspends expected in the 2022/2023 work programme towards the following initiatives within the 2022/2023 work programme:

i) Customer and Community Services: Connected Communities: Community Delivery – Operational Grant to Kumeū Arts Centre (Project ID 385) $40,000 to support their ongoing operation for the 2023/2024 financial year

ii) Customer and Community Services: Connected Communities: Community Delivery – Operational Grant to Helensville Arts Centre (Project ID 386) $20,000 to support their ongoing operation for the 2023/2024 financial year

c) approve the allocation of $11,500 received for the temporary occupancy of a section of land within Warkworth Showgrounds towards the following initiative within the operational works programme:

i) Customer and Community Services: Local Renewal - Helensville River – deliver walkways improvements (Project ID 31010) to enable repairs and continue the vegetation control.

Horopaki

Context

8. The Rodney Local Board has an approved 2022/2023 work programme for the following departments, which were approved on 22 June 2022:

· Customer and Community Services

· Infrastructure and Environmental Services

· Auckland Emergency Management.

9. The local board receives performance updates on the work programme throughout the year; the last report was presented at the local board’s 15 February 2023 business meeting, which was deferred to 22 February 2023, due to the Cyclone Gabrielle State of Emergency.

10. Re-allocation of Locally Driven Initiatives (LDI) opex funding can be transferred across departments, and all re-allocation should be done on the basis that delivery can be achieved before the end of the current financial year.

11. Any underspend remaining as of 30 June 2023 will be treated as savings by Auckland Council unless there are legitimate reasons for work programme funding to be carried forward to the next financial year.

Tātaritanga me ngā tohutohu

Analysis and advice

Event Partnership Fund

12. The Rodney Local Board approved $44,000 Locally Driven Initiatives operation expenditure budget to fund local community groups to deliver events in their community as part fo their work programme 2022/2023.

13. Three events funded through the local board 2022/2023 Customer and Community Services work programme have been cancelled and are unable to be delivered by the end of the financial year, resulting in and underspend of $6,000 in the LDI operational budget. The below community events did not go ahead therefore the relevant funds are available for reallocation:

· Helensville Agricultural and Pastoral Show - $2,000

· Helensville Christmas Parade - $2,000

· Wellsford Country Show - $2,000.

14. A total of $6,000 is to be re-allocated from the Event Partnership Fund Rodney (Project ID 394) work programme activity to other activities in the Infrastructure and Environmental Services work programme to be delivered by 30 June 2023.

15. Re-allocation at this late stage of the year is difficult to resource and deliver on, however the local board has indicated its strong preference to re-allocate the underspent funds. Parks and Community Facilities staff and Infrastructure and Environmental staff have identified options for the local board to consider, which align with the local board’s priorities.

16. It is recommended that the local board re-allocate $6,000 from Event Partnership Fund Rodney towards two initiatives within Infrastructure and Environmental Services: Natural Environment Delivery ($3,000 to Restore Rodney East Facilitator and $3,000 to Rodney West Coordinators) to support tools and resources for key landscape scale community conservation projects. The tools will be allocated to the projects that are prioritising protection of threatened ecosystems and species. As the environmental services tools and resources has been paused this will help support the work of these community groups.

Unallocated rental revenue

17. The Rodney Local Board received rental income for the occupancy of local reserve land at Puhoi and Warkworth. This income was not planned for and therefore required to be allocated to projects within the Work Programme 2022/2023 prior the end of financial year 30 June 2023 or be absorbed as organisational savings.

18. Rental income of $59,400 was received from Waka Kotahi/ New Zealand Transport Agency for the occupancy of a section of local reserve on State Highway One, Puhoi for the development of the Ara Tūhono – Pūhoi to Warkworth motorway project.

19. The local board indicated a desire to grant $60,000 from the income received by Waka Kotahi ($59,400) to the Kumeū Arts Centre and the Helensville Arts Centre for the 2023/2024 financial year to support their continued operation:

· Kumeū Arts Centre - $40,000

· Helensville Art Centre - $20,000.

20. The shortfall of $600 will be covered by minor underspends expected within the 2022/2023 work programme.

21. The local board received a lot of feedback through the Annual Budget consultation in support of the art centres. By providing this grant in advance for their operational costs in 2023/2024 this will allow for the local board to continue their support to the arts centres in line with feedback while freeing up funding for other projects in 2023/2024.

22. A further $11,500 of unplanned rental income was received from a developer for the temporary occupancy of a section of reserve land within Warkworth Showgrounds to construct a new wasterwater pipe and watermain. This too is required to be spent prior to 30 June 2023 or absorbed as organisational savings.

23. The local board requested that the income from the Warkworth Showgrounds should be allocated to a project within the Warkworth Subdivision however when staff looked at the overall work programme there was no current project that could use the $11,500 before the end of the financial year therefore recommended this be allocated to the Helensville River Walkway project.

24. Customer and Community Services staff recommended the allocation of $11,500 to the Helensville River – deliver walkway improvements project to enable the installation of a low retaining wall to restore a narrowed section of the walkway path caused by a small slip. The established black wattle along the bank between the walkway and the rail corridor also requires removal and disposing of. The costs to complete these works exceeds the current budget allocation and therefore funding is sought to finalise this stage of the project before the end of the financial year 2023.

25. Not all initiatives within this financial year’s work programme are feasible options for re-allocation. These initiatives are recommended because they can be resourced within the necessary timeframe and without compromising the quality of delivery of the initiatives.

26. It is also considered that the reallocation of funds is prudent use of the local board’s funding due to its strong alignment with the local board’s work programme and Rodney Local Board Plan 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

27. The re-allocation of funding between for these initiatives within the 2022/2023 work programmes are not expected to have a material effect on climate change.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. Staff within Parks and Community Facilities and Infrastructure and Environmental Services have been consulted for advice regarding the re-allocations and they have advised that these initiatives are deliverable before the end of the financial year as part of their work programme, and that the work aligns with local board priorities.

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

Local impacts and local board views

29. The reallocation of funding within the local board’s operational work programme supports strong delivery and optimisation of the local board’s available budget for 2022/2023.

30. The nature of the reallocation aligns with the local board’s work programme and the Rodney Local Board Plan 2020.

Tauākī whakaaweawe Māori

Māori impact statement

31. Where aspects of the proposed work programme are anticipated to have a significant impact on activities of importance to Māori then appropriate engagement will be undertaken.

Ngā ritenga ā-pūtea

Financial implications

32. Reallocation of funding is regarded as a prudent step for the local board to take to optimise its locally driven initiatives (LDI) opex budget for the 2022/2023 financial year.

33. Should the local board choose not to support the reallocation of the funding to the initiatives identified above, the $76,900 would be as absorbed as organisational savings for Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. A risk exists that despite the re-allocation of funding, the work is not able to be carried out this financial year leading to the loss of funding for the local board. This has been discussed with department staff and has been a key consideration of the initiatives put forward to the local board for consideration.

35. Delivery staff from the Community and Customer Services department and the Infrastructure and Environmental Services department believe it is feasible to deliver these initiatives within the timeframe required, and the risk of non-delivery is considered low.

Ngā koringa ā-muri

Next steps

36. The funding will be reallocated according to the local board’s resolution, and the relevant departments will progress with the delivery of the next steps.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author	Robyn Joynes - Local Board Advisor
Authoriser	Lesley Jenkins - Local Area Manager

No.	Title	Page
a ⇩	Urgent decision: Evaluation of the 2022 Auckland Council Elections	95

No.	Title	Page
a ⇩	Urgent decision - Water Services Entities Bill 2	99

No.	Title	Page
a ⇩	Urgent decision - Waitemata Harbour Connection	105

[1] Approximately 155 people downloaded/viewed the draft masterplan.

Chairperson	Brent Bailey
Deputy Chairperson	Louise Johnston
Members	Michelle Carmichael
	Mark Dennis
	Tim Holdgate
	Colin Smith
	Geoff Upson
	Ivan Wagstaff
	Guy Wishart

Local Board Member	Organisation	Position
Brent Bailey	Central Shooters Inc Auckland Shooting Club Royal NZ Yacht Squadron	President Member Member
Michelle Carmichael	Fight the Tip Tiaki te Whenua Incorporated Tapora School Board of Trustees	Deputy chairperson Staff representative
Mark Dennis	Helensville Tennis Club Parakai Springs Complex South Kaipara Community Patrol Steering Group	Elected member Operations manager Member
Tim Holdgate	Landowners Contractors Protection Association Agricultural & Pastoral Society Warkworth Rodney Co-Operative Lime Company Limited	Vice chairman Committee member Director
Louise Johnston	Blackbridge Environmental Protection Society	Treasurer
Colin Smith
Geoff Upson
Ivan Wagstaff
Guy Wishart	Huapai Kumeū Lions Kaipara ki Mahurangi LEC KumeūCommunity Centre Kumeu Small Landowners Assoc Future Kumeū Inc Committee Kumeū Live (Music Events)	President and zone chairperson Member Committee member Member Member Manager

No.	Title	Page
a ⇩	Workshop record 19 April 2023	123
b ⇩	Workshop record 26 April 2023	125
c ⇩	Workshop record 3 May 2023	127
d ⇩	Workshop record 10 May 2023	129

Author	Ignacio Quinteros - Democracy Advisor
Authoriser	Lesley Jenkins - Local Area Manager