Agenda of Ōrākei Local Board - Thursday, 15 June 2023

Ōrākei Local Board

15 June 2023

ITEM TABLE OF CONTENTS PAGE

1 Nau mai | Welcome 5

2 Ngā Tamōtanga | Apologies 5

3 Te Whakapuaki i te Whai Pānga | Declaration of Interest 5

4 Te Whakaū i ngā Āmiki | Confirmation of Minutes 5

5 He Tamōtanga Motuhake | Leave of Absence 5

6 Te Mihi | Acknowledgements 5

7 Ngā Petihana | Petitions 5

8 Ngā Tono Whakaaturanga | Deputations 5

8.1 Deputation - Ngāti Whātua Ōrākei Sports Facility at a proposed Orakei Domain site 5

9 Te Matapaki Tūmatanui | Public Forum 6

10 Ngā Pakihi Autaia | Extraordinary Business 6

11 Draft Ōrākei Local Parks Management Plan – hearings panel establishment 9

12 Local Board Transport Capital Fund 2023 - 2025 allocation 17

13 Ōrākei Quick Response and Tree Protection Round Two 2022/2023 grant allocations 23

14 Auckland Council’s Quarterly Performance Report: Ōrākei Local Board for quarter three 2022/2023 29

15 Urgent Decision - Integrated Auckland Transport Plan Feedback 35

16 Chairperson and Board Members' Report 37

17 Resolutions Pending Action report 39

18 Ōrākei Local Board Workshop Proceedings 41

19 Governance Forward Work Calendar 43

20 Te Whakaaro ki ngā Take Pūtea e Autaia ana | Consideration of Extraordinary Items

PUBLIC EXCLUDED

21 Te Mōtini ā-Tukanga hei Kaupare i te Marea | Procedural Motion to Exclude the Public 47

C1 The Landing Concept Plan Refresh 47

1 Nau mai | Welcome

Deputy Chairperson S Powrie will welcome those present with a karakia.

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 Ōrākei Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 16 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 Ōrākei 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 - Ngāti Whātua Ōrākei Sports Facility at a proposed Orakei Domain site

Te take mō te pūrongo

Purpose of the report

1. To provide an opportunity for individuals and groups to deliver a presentation to the board during the deputation segment of the business meeting.

Whakarāpopototanga matua

Executive summary

2. Joe Royal will be in attendance to present to the board on a Ngāti Whātua Ōrākei Sports Facility at a proposed Orakei Domain site.

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) receive the presentation and thank Joe Royal for his attendance.

9 Te Matapaki Tūmatanui | Public Forum

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

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

10 Ngā Pakihi Autaia | Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

Ōrākei Local Board

15 June 2023

Draft Ōrākei Local Parks Management Plan – hearings panel establishment

File No.: CP2023/05379

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Ōrākei Local Board to establish a hearings panel to undertake the hearings process for the draft Ōrākei Local Parks Management Plan.

2. To seek approval from the Ōrākei Local Board to appoint an independent commissioner to act as chairperson for the panel.

Whakarāpopototanga matua

Executive summary

3. The draft Ōrākei Local Parks Management Plan covers 127 local parks. When approved, the plan will set direction for the parks’ management, development and protection over the next ten years.

4. The draft plan was notified for two months between October and December 2022. Over 50 submissions were received, and in these submissions 22 submitters requested the opportunity to speak at the hearing.

5. This report recommends that the local board establish a hearings panel to manage the hearings process, according to section 41(10) of the Reserves Act 1977.

6. While several hearings panel configurations are possible (see table 1), option 2 is recommended. This option comprises local board members with an independent commissioner as the chairperson. This structure provides a mix of Reserves Act 1977 knowledge, independence, and an understanding of local needs.

7. The hearings panel will hear submissions, deliberate to consider amendments to the draft plan, and then recommend any changes to the draft plan via a report from the independent commissioner to the local board.

8. Subject to making the decisions outlined in this report, the local board chairperson and deputy chairperson will receive a shortlist of commissioners with the required expertise to select from.

9. The decision to approve the final Ōrākei Local Parks Management Plan remains with the local board. The scenic reserves within the plan are excluded, as decision making for these reserves sits with the Minister of Conservation, who has delegated authority to the General Manager Parks and Community Facilities.

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) establish a hearings panel consisting of an independent hearings commissioner as chairperson and four local board members, to:

i) hear objections or comments from submitters on the draft plan.

ii) make recommendations to the local board about amendments to the draft plan following the hearings process.

b) appoint four local board members to the hearings panel.

c) delegate to the local board chairperson and deputy chairperson the power to appoint an independent hearings commissioner as chairperson of the hearings panel.

d) note that the decision to approve the final Ōrākei Local Board Local Parks Management Plan remains with the local board. The General Manager Parks and Community Facilities holds the delegated authority from the Minister of Conservation to approve the plans for the six scenic reserves covered by the draft plan.

Horopaki

Context

10. The draft Ōrākei Local Parks Management Plan covers 127 local parks held under the Local Government Act 2002 and Reserves Act 1977. When finalised, the plan will provide a policy framework to manage the use, protection and development of parks within the local board area for the next ten years.

11. In September 2022, the local board approved for public consultation the Draft Ōrākei Local Parks Management Plan (resolution number OR/2022/84). In line with the requirements of the Reserves Act 1977, the draft plan was notified for a two-month period, concluding in December 2022. The public consultation period resulted in over 50 submissions being received. Twenty-two submitters requested the opportunity to speak at the hearing.

12. Public submissions on the draft plan are currently being reviewed and will inform the preparation of a hearings report. The report containing staff analysis of submissions will support the hearings process and plan finalisation.

13. The draft Ōrākei Local Parks Management Plan includes six parks classified as scenic reserves. The Minister of Conservation is responsible for approving management plans for reserves classified as historic, scientific and scenic, but has delegated the authority to the General Manager of Parks and Community Facilities in alignment with section 41(13) of the Reserves Act 1977.

14. The process and timeline to finalise the local parks management plan is outlined in figure 1 below:

Figure 1: Process to finalise the Ōrākei Local Parks Management Plan.

Tātaritanga me ngā tohutohu

Analysis and advice

15. The role of the hearings panel is to:

· Hear objections and submissions from submitters on the draft Ōrākei Local Parks Management Plan.

· Make recommendations to the local board about amendments to the draft plan following the hearings process.

16. Under sections 41(6)(d) and 41(10) of the Reserves Act 1977, the local board can determine the composition of the hearings panel and the hearings process.

17. The local board can choose whether the full local board, some members and/or independent commissioners will hear submissions and make decisions on the final plan.

18. Table 1 describes options for the composition of the Ōrākei Local Parks Management Plan hearings panel.

Table 1: Hearings panel structure options and recommendation

Option	Description	Benefits	Risks
Option 1 – Local board only	The full local board hears submissions and makes decisions on the final plan.	• Direct involvement of local board. • Good understanding of local issues and needs.	• No independent commissioners with specialist Reserves Act knowledge. • Perception of bias/conflicts of interest. • Very high resourcing commitment from local board.
Option 2 Recommended Option - Local board panel with an independent commissioner as the chairperson	The local board appoints an independent commissioner to chair a panel, comprising of all or some of the local board members, to hear the submissions and make recommendations to the local board on required amendments to the draft plan following the hearing. The local board makes decisions on the final plan.	• Independent commissioner with sound Reserves Act knowledge, along with local board members with good local knowledge. • Reduced perceived conflicts of interest/bias. • Direct local board involvement maintained. • Lower resourcing commitment from local board if four members involved.	• High resourcing commitment if the panel consists of many local board members.
Option 3 – Independent commissioners hear submissions and make recommendations to the local board	The local board appoints an independent panel comprising of two commissioners to hear and consider the submissions and make recommendations to the local board. The local board makes decisions on the final plan.	• Enables unbiased recommendations to be presented to the local board.	• Low local knowledge. • Higher costs for commissioner involvement.
Option 4 - Appoint a committee to hear submissions and make decisions	The local board appoints a committee and delegates the decision-making on the management plan to that committee. The committee would have a minimum of three members, at least one of whom is a member of the local board, and an independent commissioner.	• Perception of independence during hearing and decision-making processes.	• Full local board does not adopt the final plan – lowering local board involvement in decision-making process.

Option

Description

Benefits

Risks

Option 1 –

Local board only

The full local board hears submissions and makes decisions on the final plan.

• Direct involvement of local board.

• Good understanding of local issues and needs.

• No independent commissioners with specialist Reserves Act knowledge.

• Perception of bias/conflicts of interest.

• Very high resourcing commitment from local board.

Option 2 Recommended Option -

Local board panel with an independent commissioner as the chairperson

The local board appoints an independent commissioner to chair a panel, comprising of all or some of the local board members, to hear the submissions and make recommendations to the local board on required amendments to the draft plan following the hearing.

The local board makes decisions on the final plan.

• Independent commissioner with sound Reserves Act knowledge, along with local board members with good local knowledge.

• Reduced perceived conflicts of interest/bias.

• Direct local board involvement maintained.

• Lower resourcing commitment from local board if four members involved.

• High resourcing commitment if the panel consists of many local board members.

Option 3 –

Independent commissioners hear submissions and make recommendations to the local board

The local board appoints an independent panel comprising of two commissioners to hear and consider the submissions and make recommendations to the local board.

The local board makes decisions on the final plan.

• Enables unbiased recommendations to be presented to the local board.

• Low local knowledge.

• Higher costs for commissioner involvement.

Option 4 - Appoint a committee to hear submissions and make decisions

The local board appoints a committee and delegates the decision-making on the management plan to that committee.

The committee would have a minimum of three members, at least one of whom is a member of the local board, and an independent commissioner.

• Perception of independence during hearing and decision-making processes.

• Full local board does not adopt the final plan – lowering local board involvement in decision-making process.

19. For options 1-3, the decision to approve the final Ōrākei Local Parks Management Plan remains with the local board. Option 4 delegates the decision-making role to a sub-committee.

20. In assessing which of the above options to recommend, staff have considered the following factors:

· retaining local knowledge, input and decision-making in hearing submissions and approving the final plan

· ensuring Reserves Act experience

· ensuring a level of independence during the hearing process

· cost.

21. Option 2 is recommended and comprises of a five member hearings panel. The panel will be led by an independent commissioner, who provides Reserves Act expertise and brings a level of independence, and four local board members who have a good understanding of local issues and needs.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. The decisions in this report are largely administrative and we anticipate that they will have no direct impact on greenhouse gas emissions. However, the future management direction set in the plan for local parks, emphasises the role of local parks in climate change mitigation and adaptation.

23. Volume 1 of the draft plan includes a climate change and natural hazards policy. The policy sets objectives to manage parks in a way that minimises and mitigates the impacts of climate change. The management objectives also improve the resilience of parks by adapting to the effects of climate change, especially in coastal areas.

24. Other draft plan policies which aim to manage the impacts of climate change are:

· trees, plants and animals - by encouraging native plantings to increase urban canopy cover and manage riparian margins

· park development – by supporting holistic, environmentally sustainable development and practices which include utilising green building practices in design, construction and the operation of park facilities

· access and parking – by encouraging active forms of transport and not providing for peak use parking.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. Consultation with relevant council units including Public Law, Parks and Community Facilities and Hearings helped inform the technical advice and recommendations contained in this report.

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

Local impacts and local board views

26. The draft plan was publicly notified for two months to enable the local community to provide feedback on the document. Over 50 submissions were received, which will guide the final plan and ensure local community views are considered and reflected.

27. At a March 2023 workshop, the local board provided feedback on the hearings panel options presented in table 1 and were generally supportive of the recommended option (option 2).

Tauākī whakaaweawe Māori

Māori impact statement

28. Parks and reserves are taonga and hold significant importance to mana whenua. The draft Ōrākei Local Parks Management Plan acknowledges council’s obligation to iwi under the Te Tiriti o Waitangi / the Treaty of Waitangi in local parks management planning. In developing the draft plan, council aimed to honour these obligations.

29. The plan’s scope was discussed at the mana whenua forum in February 2022. Mana whenua representatives from Ngāti Whātua Ōrākei, Ngāi Tai ki Tāmaki and Ngāti Pāoa expressed an interest in receiving further information about the local parks management plan. Throughout plan drafting these mana whenua groups were kept up to date through email. Ngāti Whātua Ōrākei provided feedback on the draft local parks management plan content.

30. Adoption of the draft Ōrākei Local Parks Management Plan will provide ongoing protection and enhancement of the local parks network. This will benefit the health and wellbeing of mana whenua and the wider community, by providing access to a high-quality network of parks.

Ngā ritenga ā-pūtea

Financial implications

31. This report has no financial implications for the local board. Costs for running the hearings process and funding independent commissioners will be covered through existing departmental budgets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. A risk assessment for this decision has been undertaken and no significant risks have been identified.

33. Option two, provides Reserves Act expertise through an independent commissioner, and retains local knowledge with local board membership. The recommended option also mitigates any potential or perceived risks of conflict of interest and bias.

Ngā koringa ā-muri

Next steps

34. Following the approval of the hearings panel structure, a hearing date will be established, and submitters notified.

35. The local board chairperson and deputy chairperson must appoint an independent commissioner to chair the hearings panel.

36. A hearings report, based on submissions received through the draft plan consultation process, will be prepared to inform the hearings process. The hearings report will be made publicly available before the hearing commences.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Steve Owens – Service and Asset Planning Specialist

Authorisers

Justine Haves - General Manager Regional Services & Strategy

Glenn Boyd - Local Area Manager

Ōrākei Local Board

15 June 2023

Local Board Transport Capital Fund 2023 - 2025 allocation

File No.: CP2023/07121

Te take mō te pūrongo

Purpose of the report

1. To seek approval for the allocation of the 2023-2025 Ōrākei Local Board’s Transport Capital Fund (LBTCF).

Whakarāpopototanga matua

Executive summary

2. Auckland Transport (AT) manages the Local Board Transport Capital Fund on behalf of the Ōrākei Local Board. AT provides advice to support local board decision-making. A decision relating to the allocation of the Local Board Transport Capital Fund is being sought.

3. The indicative budget for the Ōrākei Local Board this political term is $2,200,865.

4. Last political term, the Ōrākei Local Board allocated budget to several projects that have not been able to be completed this term - the traffic calming on Tahora Road and the pedestrian facility on Merton Road. These projects are expected to be delivered in the first half of the new financial year and the costs are not expected to impact on the Ōrākei Local Board’s new allocation of $2,200,865.

5. In this report, Auckland Transport recommends that the Ōrākei Local Board allocate $2,165,000 to new projects, being pedestrian improvement projects in Allum Street, Kohimarama; Churchill Park, Glendowie; Marua Road, Ellerslie; Watene Crescent, Orakei; Melanesia Road, Kohimarama and Patteson Avenue in Mission Bay. Included also are two small traffic calming projects on Coombes Road, Remuera and Riddell Road, Kohimarama.

6. The indicative costs of the recommended projects are $2,165,000 which, if all the projects are confirmed, will leave $35,865 in the board’s LBTCF The projects noted below may decrease in cost if during investigation a lesser intervention is considered desirable.

7. AT requests the Ōrākei Local Board to make timely decisions so that the confirmed projects can be planned for as resources and budget are expected to be constrained in the current political term.

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) allocate the Local Board Transport Capital Fund 2022-2025 in part as follows:

i) approve the allocation of $400,000 for the replacement of a kea crossing with a raised zebra crossing on Allum Street, Kohimarama near St Thomas’ School and possible relocation of a bus or parking bay.

ii) approve the allocation of $170,000 for the construction of a new footpath in Churchill Park, Glendowie to service Churchill Park School.

iii) approve the allocation of $60,000 for traffic calming interventions on Riddell Road, Glendowie between the Churchill Club and Whitehaven Road, to control speeding.

iv) approve the allocation of $375,000 for the installation of improved pedestrian facilities at 31 Marua Road, Ellerslie and possible realignment of bus stops.

v) approve the allocation of $375,000 for the installation of a pedestrian facility at 33 Watene Crescent, Ōrākei.

vi) approve the allocation of $375,000 for a pedestrian facility at the shopping area on Melanesia Road, Kohimarama near its intersection with Baddeley Road.

vii) approve the allocation of $35,000 for speed calming interventions at Coombes Road, Remuera.

viii) approve the allocation of $375,000 for a pedestrian facility at 85 Patteson Avenue, Mission Bay near the Mission Bay kindergarten.

Horopaki

Context

8. The LBTCF is an AT fund established in 2012 to allow local boards to deliver small projects in their local area that would not normally be prioritised by Auckland Transport. The indicative budget for Ōrākei Local Board’s allocation of LBTCF for the 2022–2025 political term is $2,200,865.

Tātaritanga me ngā tohutohu

Analysis and advice

9. Workshops to gather suggestions for the LBTCF projects began with the Ōrākei Local Board in early 2023. The first workshop sought to gather new ideas for worthwhile projects as well as present some suggestions from members of the public or from local schools.

10. AT followed this up in May 2023 with a second workshop that provided board members with high-level costings for projects and the opportunity to highlight their priorities.

11. New projects as discussed in the May 2023 workshop and now considered for funding are noted below.

Proposed New Project Details

Project	Description	Estimates
St Thomas School, upgrade of pedestrian facilities on Allum Road, Glendowie	Replacing a kea crossing with a raised zebra crossing and possible relocation of a bus or parking bay.	$400,000
Churchill Park School Footpath, Churchill Park, Glendowie	A request for a new footpath from the parking area to the school gate inside Auckland Council park land. 150metres of new footpath.	$170,000
Riddell Road, Glendowie - Additional Traffic Calming	The request is for additional interventions between the Churchill Club and Whitehaven Road to stop speeding. Cost estimates are based on one new threshold treatment which is side islands and slow marking closer to Whitehaven Road and a driver feedback sign.	$60,000
31 Marua Road, Ellerslie - pedestrian facility	The request is to install a new raised crossing and potentially move bus stops to achieve a better layout	$375,000
33 Watene Crescent, Ōrākei - pedestrian facility	The request is for a new crossing facility adjacent to the access of Orakei playground to provide safer access to the playground.	$375,000
Melanesia Road, Kohimarama - pedestrian facility	Request for a crossing facility on Melanesia Road closer to Melanesia Road/ Baddeley Avenue intersection. Pedestrian surveys will be undertaken to determine pedestrian desire lines as part of the scheme design	$375,000
Coombes Road, Remuera - Speed Calming	A request for additional speed calming measures. Cost estimate is for a driver feedback sign and slow markings on the approaches.	$35,000
85 Patteson Avenue, Mission Bay pedestrian facility	Request for a crossing facility to the kindergarten. The estimate is for a raised table crossing. Pedestrian surveys will be able to determine the demand.	$375,000
Total		$2,165,000

Tauākī whakaaweawe āhuarangi

Climate impact statement

12. Auckland Council has declared a climate emergency and has developed Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan.

13. AT therefore urges the Ōrākei Local Board to consider prioritisation of projects that help reduce carbon emissions.

14. Most of the proposed projects above will encourage either safe walking or cycling and will contribute to reducing carbon emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. Any engagement required with other parts of the council group will be carried out on an individual-project basis.

16. An initial discussion with Parks and Community Facilities about the Churchill Park project has occurred. Land-owner approval will need to be sought for this project.

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

Local impacts and local board views

17. Ōrākei Local Board discussed this programme of work at two workshops with AT in 2023. This report reflects the views of the local board as expressed in the workshops.

Tauākī whakaaweawe Māori

Māori impact statement

18. The actions being consider do not have specific impacts on Māori. Both AT and council are committed to meeting their responsibilities under Te Tiriti o Waitangi (the Treaty of Waitangi) and its broader legal obligations in being more responsible or effective to Māori. Auckland Transport’s Maori Responsiveness Plan outlines the commitment to 19 mana whenua tribes in delivering effective and well-designed transport policy and solutions for Auckland. We also recognise mataawaka and their representative bodies and our desire to foster a relationship with them. This plan is available on the AT website - https://at.govt.nz/about-us/transport-plans-strategies/maori-responsiveness-plan/#about.

19. Any AT project that requires consultation with iwi will include that activity within its project plan.

Ngā ritenga ā-pūtea

Financial implications

20. This report requires consideration of a significant financial commitment of up to $2,165,000 by the Ōrākei Local Board. This will leave $35,865 remaining in the LBTCF.

21. The costs calculated are based on estimates and it is possible that costs on some projects may be under or over the estimations.

22. This is only a small buffer, but some projects may scale down once feasibility studies and concept designs are completed.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

23. There are a number of projects across the region from the last political term that still need to be delivered. In the Orakei Local board area these projects are the Tahora Road traffic calming project and the Merton Road pedestrian facility. As resources are constrained, and in order to complete these projects from last term, AT may need to delay the investigation of new projects while these projects are completed. This means that the timeframe for AT to come back to the local board for further decision-making with confirmed costs and concept designs for the new projects, is likely the first quarter of 2024.

24. Completing the projects from last term is not expected to impact on the local board’s new budget but to be funded by budget carry-over.

25. There is a risk that some new projects may cost more than is budgeted in this report, but equally some projects may reduce in scope after further investigation work is carried out. For instance, some sites may merit pedestrian refuges rather than raised crossings. This will be discussed with the local board once further investigation work is completed.

26. As resources and budgets are constrained, delaying decision making means that there is less time for planning for the investigation, design, and subsequent delivery of the projects that the local board wishes to progress. Timely decision making will provide the best opportunity for these projects to be delivered in the current political term.

Ngā koringa ā-muri

Next steps

27. AT will take note of the local board’s confirmed projects and come back to the local board after initial investigation, concept designs are completed and costs for the projects are better understood.

28. Concept designs and costs for the selected projects will be presented at local board workshops, and depending on the feedback received, they will then proceed to public consultation.

29. After public consultation, detailed design is completed and at this stage the local board will be requested to confirm the projects for delivery.

30. Throughout the concept and design process, AT will keep the local board updated and when a decision is required, a report will be made to a public meeting so the members can consider it and decide on next steps.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Lorna Stewart, Elected Member Relationship Partner – Auckland Transport

Authorisers

Caroline Tauevihi, Head of Communications, Central Hub (Acting) – Auckland Transport

Glenn Boyd - Local Area Manager

Ōrākei Local Board

15 June 2023

Ōrākei Quick Response and Tree Protection Round Two 2022/2023 grant allocations

File No.: CP2023/06658

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline the applications received for Ōrākei Quick Response and Tree Protection round two 2022/2023.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in the Ōrākei Quick Response and Tree Protection round two 2022/2023 (Attachment A).

3. The Ōrākei Local Board adopted the Ōrākei Local Board Community Grant Programme 2022/2023 on 19 May 2022. The document sets application guidelines for contestable grants (Attachment B).

4. The local board has set a total community grants budget of $279,000 for the 2022/2023 financial year.

5. Fifteen applications have been received for the Ōrākei Quick Response round two 2022/2023, requesting a total of $36,831.72 and one application has been received for the Tree Protection grant, requesting a total of $434.85.

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) agree to fund, part-fund or decline each application received in the Ōrākei Quick Response and Tree Protection round one, listed in the following table:

Table One: the Ōrākei Quick Response and Tree Protection round two 2022/2023 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
QRTP2312-202	Art Yoga Partnership	Community	Towards the cost of a meditation facilitator, room hire, and advertising including social media advertising	$998.30	Eligible
QRTP2312-216	Auckland East Community Network	Community	Towards the cost of a xero and mailchimp subscription, xero training, other training and website maintenance	$3,000.00	Eligible
QRTP2312-222	Claudia Terzi	Community	Towards the cost of two singing bowls, marketing, venue hire and facilitator fees	$999.62	Eligible
QRTP2312-214	Community Patrols Of New Zealand Charitable Trust	Community	Towards the cost of signage, a jump starter, flashlight and emergency disc flares	$3,000.00	Eligible
QRTP2312-204	Ellerslie Badminton Club	Sport and recreation	Towards the cost of venue hire	$3,000.00	Eligible
QRTP2312-213	Josephine M Simpson	Community	Towards the cost of 200 balls of wool	$1,000.00	Eligible
QRTP2312-210	Maungarei Community Christian Trust	Community	Towards the cost of venue hire of the Orakei Community Centre main hall	$2,300.00	Eligible
QRTP2312-201	Meadowbank Community Toy Library Incorporated	Community	Towards the cost of rent	$1,050.00	Eligible
QRTP2312-223	Recreation Solutions Limited	Environment	Towards the cost of co-design of Pourewa collateral (logo and links) and a tear drop banner	$3,109.00	Eligible
QRTP2312-211	Remuera Chinese Association Incorporated	Community	Towards the cost of venue hire	$3,000.00	Eligible
QRTP2312-206	The Eastern Bays Toy Library Incorporated	Community	Towards one years rent	$2,775.00	Ineligible
QRTP2312-212	The Scout Association of New Zealand - St Heliers/Glendowie Scout Group	Events	Towards the cost of Jamboree and Akarana Zone	$4,000.00	Eligible
QRTP2312-215	The Scout Association of New Zealand – Orakei Sea Scout Group	Community	Towards the cost of replacing an outboard motor	$3,800.00	Eligible
QRTP2312-217	Tony Francis	Tree Protection	Towards the cost of pruning for safety a Pohutakawa tree	$434.85	Eligible
QRTP2312-218	Young Mariners of New Zealand Incorporated	Sport and recreation	Towards the cost of new marine safety helmets	$1,799.80	Eligible
QRTP2312-219	Youthline Auckland Charitable Trust	Community	Towards the cost of support services, clinical supervision, support services, programme resources, staff development and training, face to face counselling and telecommunications costs	$3,000.00	Eligible
Total				$37,266.57

Horopaki

Context

6. The local board allocates grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of being a world class city.

7. Auckland Council Community Grants Policy supports each local board to adopt a grants programme.

8. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· higher priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements.

9. The Ōrākei Local Board adopted the Ōrākei Local Board Community Grants Programme 2022/2023 on 19 May 2022. The document sets application guidelines for contestable grants.

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

Tātaritanga me ngā tohutohu

Analysis and advice

11. The aim of the local board grant programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community Grants Policy and the local board grant programme criteria. The eligibility of each application is identified in the report recommendations.

12. Application QRTP2312-206 from The Eastern Bays Toy Library Incorporated, is ineligible as per the Ōrākei Local Board Community Grants Programme 2022/2023, “Applicants can only apply for the same project or activity once in a financial year to the Ōrākei Local Board”.

Tauākī whakaaweawe āhuarangi

Climate impact statement

13. The Local Board Grants Programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

15. The grants programme has no identified impacts on council-controlled organisations and therefore their views are not required.

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

Local impacts and local board views

16. Local boards are responsible for the decision-making and allocation of local board community grants. The Ōrākei Local Board is required to fund, part-fund or decline these grant applications in accordance with its priorities identified in the local board grant programme.

17. The local board is requested to note that section 48 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time”.

18. A summary of each application received through the Ōrākei Quick Response and Tree Protection round two 2022/2023 (Attachment A) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

19. The local board grants programme aims to respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Auckland Council’s Māori Responsiveness Unit has provided input and support towards the development of the community grant processes.

20. Seven applicants applying to Ōrākei Quick Response round two 2022/2023 indicate their project or event target Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

21. The allocation of grants to community groups is within the adopted Long-term Plan 2021-2031 and local board agreements.

22. The local board has set a total community grants budget of $279,000 for the 2022/2023 financial year.

23. In September 2022 nineteen applications were received for Local Grants round one 2022/2023 requesting a total of $121,181.58 and four applications were received for Multi-board Grants round one 2022/2023, requesting a total of $228,100.00. $80,000.00 was allocated leaving $148,100 for future rounds.

24. In December 2022 twelve applications were received for the Ōrākei Quick Response and Tree Protection round two 2022/2023 requesting a total of $31,425.00. A total of $16,262.00 was allocated, with a remaining amount of $182,738.00.

25. In April 2023 thirty-six applications were received for the Ōrākei Local Grants round two 2022/2023 requesting a total of $225,564.40 and ten applications were received for Multi-board Grants round two 2022/2023, requesting $36,493.00 from the Local Board. $127,077.25 is remaining for one Quick Response and Tree Protection grant.

26. Fifteen applications have been received for the Ōrākei Quick Response round two 2022/2023, requesting a total of $36,831.72 and one application has been received for the Tree Protection grant, requesting a total of $434.85.

27. Relevant staff from Auckland Council’s Finance Department have been fully involved in the development of all local board work programmes, including financial information in this report, and have not identified any financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

28. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy and the local board grants programme. The assessment process has identified a low risk associated with funding the applications in this round.

Ngā koringa ā-muri

Next steps

29. Following the Ōrākei Local Board allocation of funding for the Quick Response round two, Grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Ōrākei Quick Response and Tree Protection round two 2023/2024 - Application Summary
b ⇨	Ōrākei Local Board Community Grant Programme 2023/2024

Ngā kaihaina

Signatories

Author

Arna Casey - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Glenn Boyd - Local Area Manager

Ōrākei Local Board

15 June 2023

Auckland Council’s Quarterly Performance Report: Ōrākei Local Board for quarter three 2022/2023

File No.: CP2023/07317

Te take mō te pūrongo

Purpose of the report

1. To provide the Ōrākei Local Board with an integrated quarterly performance report for quarter three, 1 January – 31 March 2023.

Whakarāpopototanga matua

Executive summary

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

3. The work programme is produced annually and aligns with Ōrākei Local Board Plan outcomes.

4. Net operating performance for the Ōrākei Local Board area is three per cent above budget for the nine months ended 31 March 2023, which is on target overall. Operating revenue is 18 per cent below budget and operating expenditure is two per cent below budget. Capital expenditure is 44 per cent below budget for the last nine months.

5. The key activity updates from this quarter are:

· ID 1269, Young Enterprise Scheme (LDI opex $2,000): In February, Auckland Business Chamber Young Enterprise Scheme held their first events of the year – Kick Start Days. The days gave students the opportunity to get familiar with the support available to them throughout the year as well as participate in workshops to generate potential ideas for their business. The event attracted many attendees, including 53 students from Sacred Heart College.

· ID 12, Activation of parks, places and open spaces (LDI opex, $20,000): Severe weather events in January and February disrupted the local board's activation schedule. Further time was required to assess potential damage to parks and any health and safety concerns prior to resuming activations as normal. Seven activations were delivered this quarter with the remaining activations rescheduled to be delivered throughout the Term 1 school holidays and Q4. The local board's full schedule will be delivered and funding amount fully allocated.

· ID 310, Activation of community places Ōrākei (ABS opex, $94,336): St Heliers Community Centre has welcomed Kim Santarelli Dance Academy as a regular client at the centre. St Heliers Community Centre partnered with Petal Foundation to collect goods and food for those affected by flooding and Cyclone Gabrielle. Remuera-Newmarket Community Centre has welcomed a new service to the centre - the Anchorage Dementia Day Centre - which supports people living with dementia through social, cognitive and physical therapy.

· ID 306, Placemaking: Neighbourhood development Ōrākei (LDI opex, $35,000): The Stonefield Residents Association ran a very successful and well attended Music in the Wetlands with more than 1500 attendees. The event was important to bring all the residents together to build a sense of community, particularly after the flooding.

· ID 302, Ōrākei Community arts programmes - Māori arts and culture (LDI opex, $20,000): Ngāti Whātua Ōrākei led the official Matatini pōwhiri which took place on Tuesday 21 February 2023 at Ōkahu. The pōwhiri was the official welcoming ceremony that welcomed all to Tāmaki Makaurau and the competition event. The pōwhiri was attended by thousands of people.

· ID 309, Youth: Youth empowerment Ōrākei (LDI opex, $15,000): In January, the Youth of Ōrākei conducted annual recruitment of new members, expanding the youth council to 28 members. This expansion included the introduction of a communications team and an additional project delivery team.

· 966, Ōrākei Full Facilities maintenance contracts (ABS opex, $5,598,987): Flooding and damage from the cyclone created a large backlog of work for contractors as they worked to clean up the damage. Exceptional grass growth due the wet weather and warm temperatures resulted in long grass in parks.

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

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) receive the performance report for quarter three ending 31 March 2023.

Horopaki

Context

7. The Ōrākei Local Board has an approved 2022/2023 work programme for the following:

· Customer and Community Services

· Infrastructure and Environmental Services

· Tātaki Auckland Unlimited.

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

Graph 1: Work programme activities by outcome

A picture containing text, screenshot, font, number

Description automatically generated

Storm events

9. On Auckland Anniversary weekend, an unprecedented storm event caused flash floods and other impacts on lives, homes, possessions and businesses. This led to the declaration of a local state of emergency on 27 January. On 12-14 February, another major storm event, Cyclone Gabrielle, followed. A national state of emergency was invoked as thousands of people were displaced, with widespread damages across large parts of the North Island.

10. A National State of Emergency was declared on 14 February, with the region transitioning to recovery mode from Friday 3 March.

11. Flooding and damage from the cyclone created a large backlog of work for contractors as they worked to clean up the damage. Exceptional grass growth due the wet weather and warm temperatures resulted in long grass in parks. As well, all arboriculture resources, including multiple subcontractors, were directed to respond to the storm events which generated our highest recorded numbers of maintenance requests.

12. Impacts to individual activities are reported in the work programme update (attachment A).

Tātaritanga me ngā tohutohu

Analysis and advice

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

Graph 2: Work programme performance by RAG status

A picture containing text, screenshot, font, diagram

Description automatically generated

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

Graph 3: Work programme performance by activity status and department

A picture containing text, screenshot, display, number

Description automatically generated

Key activity updates from quarter three

15. ID 1269, Young Enterprise Scheme (LDI opex $2,000): In February, Auckland Business Chamber Young Enterprise Scheme held their first events of the year – Kick Start Days. The days gave students the opportunity to get familiar with the support available to them throughout the year as well as participate in workshops to generate potential ideas for their business. The event attracted many attendees, including 53 students from Sacred Heart College.

16. ID 12, Activation of parks, places and open spaces (LDI opex, $20,000): Severe weather events in January and February disrupted the local board's activation schedule. Further time was required to assess potential damage to parks and any health and safety concerns prior to resuming activations as normal. Seven activations were delivered this quarter with the remaining activations rescheduled to be delivered throughout the Term 1 school holidays and Q4. The local board's full schedule will be delivered and funding amount fully allocated.

17. ID 310, Activation of community places Ōrākei (ABS opex, $94,336): St Heliers Community Centre has welcomed Kim Santarelli Dance Academy as a regular client at the centre. St Heliers Community Centre partnered with Petal Foundation to collect goods and food for those affected by flooding and Cyclone Gabrielle. Remuera-Newmarket Community Centre has welcomed a new service to the centre - the Anchorage Dementia Day Centre - which supports people living with dementia through social, cognitive and physical therapy.

18. ID 306, Placemaking: Neighbourhood development Ōrākei (LDI opex, $35,000): The Stonefield Residents Association ran a very successful and well attended Music in the Wetlands with more than 1500 attendees. The event was important to bring all the residents together to build a sense of community, particularly after the flooding.

19. ID 302, Ōrākei Community arts programmes - Māori arts and culture (LDI opex, $20,000): Ngāti Whātua Ōrākei led the official Matatini pōwhiri which took place on Tuesday 21 February 2023 at Ōkahu. The pōwhiri was the official welcoming ceremony that welcomed all to Tāmaki Makaurau and the competition event. The pōwhiri was attended by thousands of people.

20. ID 309, Youth: Youth empowerment Ōrākei (LDI opex, $15,000): In January, the Youth of Ōrākei conducted annual recruitment of new members, expanding the youth council to 28 members. This expansion included the introduction of a communications team and an additional project delivery team.

21. ID 966, Ōrākei Full Facilities maintenance contracts (ABS opex, $5,598,987): Flooding and damage from the cyclone created a large backlog of work for contractors as they worked to clean up the damage. Exceptional grass growth due the wet weather and warm temperatures resulted in long grass in parks.

Activities with significant issues

22. There are no activities with significant issues.

Activities on hold

23. There are no activities on hold.

Changes to the local board work programme

Cancelled activities

24. These activities are cancelled:

· ID 2776: Hakumau Reserve Concept Plan - $8,000: Since reallocation of the budget in Q2, this activity is cancelled.

· ID 323: Deliver the Environmental Forum - $20,000: At the 16 March 2023 business meeting the local board reallocated this funding to other activities.

Activities with changes

25. At the 16 March 2023 local board business meeting (resolution number OR/2023/10), from Local Civic events Ōrākei - Environmental Forum ($20,000) (Project ID 323), $5,000 was reallocated to Connected Communities: Apply the Empowered Communities Approach: Connecting communities Ōrākei (work programme ID 305) to deliver a Youth Expo, and $15,000 was reallocated to Parks and Community Facilities: The Landing remediation (a new work programme line) to deliver improvements on the newly vacated hardstand site at The Landing.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

27. Work programmes were approved in June 2022 and delivery is already underway. Should significant changes to any projects be required, climate impacts will be assessed as part of the relevant reporting requirements.

28. The local board is currently investing in a number of projects to restore and protect the local environment through pest plant and animal control, and by planting native vegetation.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

29. When developing the work programmes council group impacts and views are presented to the local board.

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

Local impacts and local board views

30. This report informs the Ōrākei Local Board of the performance for quarter three ending 31 December 2023.

Tauākī whakaaweawe Māori

Māori impact statement

31. The local board has approved a number of activities in its 2022/2023 work programme aimed at improving outcomes for Māori.

32. In relation to work programme ID 302, Ōrākei Community arts programmes - Māori arts and culture, Ngāti Whātua Ōrākei led the official Matatini pōwhiri which took place on Tuesday 21 February 2023 at Ōkahu. The pōwhiri was the official welcoming ceremony that welcomed all to Tāmaki Makaurau and the competition event. The pōwhiri was attended by thousands of people.

Ngā ritenga ā-pūtea

Financial implications

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

Financial Performance

34. Operating expenditure of $11.7 million is $198,000 below budget for the last nine months. The Asset Based Services (ABS) is $71,000 above budget and the Locally Driven Initiatives (LDI) is $269,000 below budget.

35. Operating revenue of $1.0 million is $227,000 below budget mainly due to lower than budgeted revenues received through commercial lease, The Landing operations, venues for hire and libraries.

36. Capital expenditure of $1.7 million is below budget by $1.4 million in the last nine months, mainly in the local renewal programme.

37. The financial report for the nine months ended 31 March 2023 for Ōrākei Local Board area is in Appendix B attached.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

39. The approved Customer and Community Services capex work programme include projects identified as part of the Risk Adjusted Programme (RAP). These are projects that the Community Facilities delivery team will progress, if possible, in advance of the programmed delivery year. This flexibility in delivery timing would help to achieve 100 per cent financial delivery for the financial year if projects intended for delivery in the current financial year are delayed due to unforeseen circumstances.

Ngā koringa ā-muri

Next steps

40. The local board will receive the next performance update following the end of quarter four (30 June 2023).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Ōrākei Local Board - 1 January – 31 March 2023 Work Programme Update
b ⇨	Ōrākei Local Board - Operating Performance Financial Summary 1 January – 31 March 2023

Ngā kaihaina

Signatories

Author	Justin Kary – Senior Local Board Advisor
Authoriser	Glenn Boyd - Local Area Manager

Chairperson	Scott Milne, JP
Deputy Chairperson	Sarah Powrie
Members	Troy Churton
	Angus McPhee
	Penny Tucker
	Margaret Voyce
	David Wong, JP

Author	Jade Grayson - Democracy Advisor
Authoriser	Glenn Boyd - Local Area Manager

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