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 Ōtara-Papatoetoe Local Board:

a) whakaū / confirm the ordinary minutes of its meeting, held on Tuesday, 30 July 2024, including the confidential section, 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 Ōtara-Papatoetoe 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 - Waka Pacific Trust

Te take mō te pūrongo

Purpose of the report

1. Morgan is the GM of Community and Marketing at Waka Pacific Trust. Morgan and CEO David Comery are eager to present at one of the Local Board meetings. They have been presenting annually, typically arranged by someone from Tataki Auckland Unlimited, but the arrangements have recently changed.

2. They will be presenting to the board on the following topics;

· Community Good 2023 statistics for Due Drop Events Centre and Vector Wero Whitewater Park.

· New and future programmes for the schools programme.

· Our Impact lad report.

· Waka Pacific Climb being built ready for mid-May 2025.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) whakamihi / will thank Morgan, the GM of Community and Marketing and CEO David Comery at Waka Pacific Trust for their deputation and attendance.

8.2 Deputation - David Riley from Reading Warriors

Te take mō te pūrongo

Purpose of the report

1. David Riley from Reading Warriors wants to share a reading project he wants to do with families in the community.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) whakamihi / will thank David Riley for his deputation and attendance.

Attachments

a Deputation - David Riley....................................... 121

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.”

Ōtara-Papatoetoe Local Board

20 August 2024

Kōkiri Agreement 2024-2025 - A plan for Auckland Transport project and programme engagement

File No.: CP2024/10220

Te take mō te pūrongo

Purpose of the report

1. To seek endorsement for the Ōtara-Papatoetoe Local Board Kōkiri Agreement 2024-2025, which provides a plan for Auckland Transport work programme engagement.

Whakarāpopototanga matua

Executive summary

2. The Auckland Transport Local Board Relationship Project (LBRP) aims to create a more structured and effective process for local boards to engage with and influence Auckland Transport projects and programmes.

3. Developing a Kōkiri Agreement is an annual process within the LBRP. It involves providing advice on Auckland Transport’s plans, seeking feedback from the local board, responding to this feedback, and establishing an endorsed plan for engaging on work in the local board area.

4. This report presents the first annual Kōkiri Agreement (Attachment A) to the local board. Auckland Transport is seeking endorsement of the agreement.

5. Auckland Transport will report quarterly on the Kōkiri Agreement starting in September 2024.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) endorse the levels of engagement established by Auckland Transport in the Ōtara-Papatoetoe Local Board Kōkiri Agreement 2024-2025.

Horopaki

Context

Project Kōkiri

6. In mid-2023, Project Kōkiri was initiated to build a more structured and supportive relationship between local boards and Auckland Transport (AT).

7. Project Kōkiri is part of the Auckland Transport Local Board Relationship Project (LBRP) work, which responds to the 2020 Review of Auckland Council’s Council-controlled Organisations. The review highlighted the need for local boards and AT to work more meaningfully and collaboratively.

8. Since 2020, AT has taken steps to improve information flow and local board decision-making, including:

· instituting an annual forward works programme briefing for all local boards

· increasing the number of updates sent to local boards

· providing local board insights in all project engagement

· reporting on the CCO Joint Engagement Plan (2022-2023).

9. AT established the LBRP in mid-2023 to improve engagement with local boards. AT started an annual programme of interaction that provides a better basis for communication and for understanding roles, responsibilities, limitations, and opportunities.

10. The new process – outlined in Table One – takes learnings from the CCO Joint Engagement Plan and builds an annual engagement structure, with levels of engagement captured in the local board’s Kōkiri Agreement (local board transport agreement).

Table One: Process for delivering Kōkiri Agreements

Oct-Nov 2023	AT provided local boards with advice about AT’s work programme in the 2024-2025 financial year (forward work programme brief).
March 2024	Local boards provided formal feedback on AT’s work programme, including stating: a) the level of engagement preferred on a particular project or programme b) any projects that were not presented in the forward works programme that the local board would like AT to consider c) if there are projects that the local board does not believe the community will support.
May 2024	AT responded to these requests in a memo (Attachment B).
July 2024	This report seeks endorsement of the local board’s Kōkiri Agreement (Attachment A).
Ongoing	AT will provide quarterly progress reports about the projects and programmes in the Kōkiri Agreement, starting September 2024.

11. Auckland Transport aims for local boards to have a clear structure for engagement. This provides opportunities for local boards to influence Auckland Transport’s work programme through organised formal feedback.

Tātaritanga me ngā tohutohu

Analysis and advice

12. The Kōkiri Agreement prioritises the projects or programmes that are most important to the local board. This clear prioritisation provides Auckland Transport with valuable insights into the local board’s transport-related objectives, in addition to the objectives provided in the local board plan. AT reviews this input to inform its planning and, if necessary, to offer better explanations for why certain projects or programmes cannot be delivered.

13. Auckland Transport’s planning has some flexibility, and with clear information about expectations, the organisation can better meet the needs of local boards and the communities they serve.

14. The LBRP and Kōkiri Agreements aim to enhance communication between Auckland Transport and local boards, fostering better relationships and improved local outcomes. Endorsement by the local board signifies mutual commitment to the project. If a local board chooses not to endorse the agreement, AT will continue to deliver upon the expectations established in the agreement, including reporting quarterly on progress.

15. Local boards will have opportunity to provide formal views on the contents of the Kōkiri Agreement through this report and subsequent quarterly reports.

Tauākī whakaaweawe āhuarangi

Climate impact statement

16. Auckland Transport engages closely with the council on developing strategy, actions and measures to support the outcomes sought by the Auckland Plan 2050, Te-Tāruke-ā-Tāwhiri: Auckland’s Climate Plan and the council’s priorities.

17. AT reviews the potential climate impacts of all projects and works hard to minimise carbon emissions. AT’s work programme has been influenced by council direction through Te-Tāruke-ā-Tāwhiri: Auckland’s Climate Plan.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. Project Kōkiri was developed working closely with local board staff from the Auckland Council’s Governance and Engagement Department.

19. Project Kōkiri is a product of the Local Board Relationship Project which was in response to a 2022 ‘Letter of Expectation’ directive from the mayor that stated in part that:

“The Statement of Intent 2023-2026 must set out how AT will achieve closer Local Board involvement in the design and planning stage of local transport projects that affect their communities.”

20. Project Kōkiri aims to meet this direction and seeks local board feedback regularly. AT also surveys local board members quarterly about engagement, providing an indication of satisfaction. Auckland Transport has reported regularly on the project to the Local Board Chair’s Forum.

21. Further, this work relies on historical engagement with both Auckland Council and with other CCOs and builds off the Joint CCO Engagement Plans 2022-2023.

22. AT will use the Kōkiri Agreement to inform internal teams delivering projects and programmes about the local board’s priorities and expectations for engagement.

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

Local impacts and local board views

23. AT provided the local board with a forward works programme briefing on 5 March 2024 to receive quality advice on the work programme.

24. The response from both elected members and staff supporting local boards has been positive. Local boards have been specifically supportive of the large amount and quality of information provided in the briefings, the detailed discussion with subject matter experts, and attendance at workshops by AT executive leaders.

25. There were additional workshops on 6 August 2024 with the AT Elected Member Relationship Manager to discuss the proposed programme and help support local boards to develop their views.

26. This local board provided its feedback on the proposed programme and their priorities in a business meeting report on 19 March 2024.

27. AT responded to this formal feedback by memorandum (Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

28. Auckland Transport is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations in being more responsible or effective to Māori.

29. AT’s Māori Responsiveness Plan outlines the commitment to 19 mana whenua iwi 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 Auckland Transport website - https://at.govt.nz/about-us/transport-plans-strategies/maori-responsiveness-plan/#about

Ngā ritenga ā-pūtea

Financial implications

30. This decision has no financial implications for the local board because Auckland Transport funds all projects and programmes.

31. Local boards do have a discretionary transport budget through the local board transport capital funds, and these projects are included in the Kōkiri Agreement. However, their financial implications are reported separately.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. Delays in making decisions on this programme of work could result in significant financial costs for Auckland Transport and consequently, for the ratepayer.

Ngā koringa ā-muri

Next steps

33. Auckland Transport will use the Kōkiri Agreement to inform internal teams delivering projects and programmes about the local board’s priorities and expectations for engagement.

34. AT will report on the Kōkiri Agreement quarterly, starting in September 2024.

35. In October or November 2024, AT will conduct its annual forward work programme process to develop the Kōkiri Agreement 2025-2026.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Ōtara-Papatoetoe Local Board - Kōkiri Agreement 2024 - 2025	17
b ⇩	AT memo: Response to local board feedback towards development of local board transport plan (Kōkiri Agreement)	27

Ngā kaihaina

Signatories

Authors	Ben Stallworthy, Principal Advisor Strategic Relationships, Auckland Transport
Authorisers	Lou-Ann Ballantyne - General Manager Governance and Engagement
	Victoria Villaraza - Local Area Manager

Ōtara-Papatoetoe Local Board

20 August 2024

Adoption of Eke Panuku Ōtara-Papatoetoe Local Board Engagement Plan 2024/2025

File No.: CP2024/11451

Te take mō te pūrongo

Purpose of the report

1. To adopt the Eke Panuku Ōtara-Papatoetoe Local Board Engagement Plan 2024/2025.

Whakarāpopototanga matua

Executive summary

2. Eke Panuku Development Auckland (Eke Panuku) is building a more structured and effective process to engage with the local board.

3. This engagement approach aims to tailor interactions based on project priorities and local relevance, ensuring efficient and effective partnerships across the Auckland region.

4. The engagement plan (attachment A) records Eke Panuku and the local board’s commitment to work together. It includes:

· Eke Panuku responsibilities

· Local board commitments

· Detailed engagement approach

· A schedule of Eke Panuku activities in the local board area.

5. The engagement approach consists of:

· Annual review – Eke Panuku will conduct an annual review of the engagement plan, ensuring its continued relevance and effectiveness.

· Ongoing engagement – attend a scheduled monthly workshop and provide a six-monthly memorandum to update about the agreed list of activities.

· Reactive engagement - Eke Panuku commits to the free flow of information with the local board regarding issues of interest, responding promptly to the local board’s queries and requests for information.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) whai / adopt the Eke Panuku Development Auckland Engagement Plan 2024/2025.

b) tuhi ā-taipitopito / note that Eke Panuku will attend a monthly workshop and provide six-monthly memorandum updates on the items in schedule A of the Engagement Plan 2024/2025.

c) whakamana / authorise the local board chair to sign this engagement plan on behalf of the local board.

Horopaki

Context

6. The CCO Joint Engagement Plans were adopted in July 2021 to align with recommendations in the CCO Review 2020 and direction in the CCO Statement of Expectations 2021.

7. The concept aimed to ensure that CCOs reported regularly and relevantly to local boards about their programmes of work in local areas.

8. These initial CCO Joint Engagement Plans expired in July 2023.

9. Local boards have reported that engagement plans are a useful tool to improve relations with CCOs and coordinate CCO actions at a local level.

10. Eke Panuku is the council-controlled organisation that delivers urban regeneration in Tāmaki Makaurau / Auckland. Urban regeneration is revitalising and improving urban areas to enhance their economic, social, cultural and environmental conditions.

11. Eke Panuku has two core functions:

· Leads urban regeneration across Tāmaki Makaurau, focusing on town centres and locations agreed with the council.

· Manages a property portfolio of $2.6 billion of council non-service properties and provides property-related services to the council group.

12. Eke Panuku is committed to giving effect to the Tamaki Makaurau shared governance model and to achieving outcomes for Aucklanders, as well as building and maintaining a culture of collaboration across the council group.

Tātaritanga me ngā tohutohu

Analysis and advice

13. The revised engagement approach aims to tailor interactions based on project priorities and local relevance, ensuring efficient and effective partnerships between Eke Panuku and local boards.

14. The new approach is designed to be more efficient and scalable, allowing Eke Panuku to adjust engagement levels based on priorities and workload in each area.

Key principles for working together

15. A successful working relationship between the local board and Eke Panuku is founded on:

· a shared understanding and mutual respect for the roles, responsibilities and decision-making authority of the local board and Eke Panuku;

· transparent and timely communication with no surprises;

· understanding and acknowledgement of shared responsibilities between the parties;

· a commitment to early inclusion in the planning and decision-making process where issues have specific relevance to the local board;

· a commitment to flexibility in terms of engagement, recognising differing levels of interest and local relevance across the Auckland region.

16. The levels of engagement with the local board on the various activities are derived from the International Association for Public Participation framework, and are as follows:

	Commitment
Inform	We will keep you informed.
Consult	We will keep you informed, listen to and acknowledge concerns and aspirations, and provide feedback on how your input influenced the decision. We will seek your feedback on drafts and proposals.
Collaborate	We will work with you to formulate solutions and incorporate your input into the decisions to the maximum extent possible.

17. Eke Panuku will deliver on the engagement plan as shown in the table below:

Annually	· Review the engagement approach and provide relevant advice to the local board on proposed changes to the approach and the schedule of activities. · Confirm the list of local activities to be included in the ongoing reporting. · Report to the local board to formally adopt the engagement plan.
Project/Activity Criteria	· Activities of interest to the local board · Activities that are part of the urban regeneration programme in the local board area · Activities that require community engagement or consultation · Activities with high public or media interest · Placemaking activities in the local board area.
Regular engagement	· Monthly workshops with the local board · Memos and briefings as required · Seeking local board input, views and decisions as required.
Six-monthly scheduled reporting	Eke Panuku will report on a six-monthly schedule to the local board. This will include current updates on agreed activities (Appendix A), changes to engagement levels, activity status and upcoming milestones.
Reactive	Eke Panuku commits to the free flow of information with the local board regarding issues of interest, promptly responding to the local board’s queries and requests for information.

Tauākī whakaaweawe āhuarangi

Climate impact statement

18. The adoption of the engagement plan does not have a direct impact on climate.

19. Eke Panuku is committed to work within Te Taruke-a-Tawhiri: Auckland's Climate Action Framework and information on climate impacts will be provided to local boards on a project or programme basis.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. The engagement plan will be shared with the relevant council and CCO staff and is expected to give staff a greater visibility of Eke Panuku activities.

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

Local impacts and local board views

21. Eke Panuku will engage with the local board as per the agreed engagement approach.

22. The engagement plan provides an opportunity to keep the community and interested stakeholders up to date with Eke Panuku activities in the local board area.

Tauākī whakaaweawe Māori

Māori impact statement

23. The adoption of the engagement plan does not have a direct impact on Māori. Eke Panuku has structured engagement processes with Māori.

Ngā ritenga ā-pūtea

Financial implications

24. The adoption of the engagement plan does not have financial impacts on local boards.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. It is likely that there will be changes made to some items in the engagement plan during the year, or to the level of engagement with the local board. This risk is mitigated by ensuring that the local board is informed and involved promptly of any potential changes.

Ngā koringa ā-muri

Next steps

26. Eke Panuku will implement the new approach and provide a six-monthly memorandum to the local board to update on its relevant activities.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Draft Eke Panuku Ōtara-Papatoetoe Local Board Engagement Plan 2024/2025	39

Ngā kaihaina

Signatories

Authors

Carlos Rahman - Principal Governance and Engagement Advisor

Authorisers

Richard Davison - Priority Location Director, Eke Panuku Development Auckland

Victoria Villaraza - Local Area Manager

Ōtara-Papatoetoe Local Board

20 August 2024

Joint traffic bylaw review feedback report

File No.: CP2024/11654

Te take mō te pūrongo

Purpose of the report

1. To receive feedback from local boards on the review of the joint Auckland Transport (AT) and Auckland Council (AC) traffic-related bylaws.

Whakarāpopototanga matua

Executive summary

2. Auckland Transport and Auckland Council both have powers to make traffic-related rules in Auckland.

3. The current rules are set out in several documents: Auckland Transport’s Traffic Bylaw 2012 (https://at.govt.nz/about-us/bylaws/traffic-bylaw-2012), Auckland Council’s Traffic Bylaw 2015 (https://www.aucklandcouncil.govt.nz/plans-projects-policies-reports-bylaws/bylaws/Pages/traffic-bylaw.aspx) and Public Safety and Nuisance Bylaw 2013 (covering use of vehicles on beaches) (https://www.aucklandcouncil.govt.nz/plans-projects-policies-reports-bylaws/bylaws/Pages/public-safety-nuisance-bylaw.aspx).

4. Auckland Transport and Auckland Council are conducting a review of these bylaws which has found that they are largely effective but that there could be efficiencies and improvements.

5. Auckland Transport seeks local board feedback on the proposed changes which will inform the proposals for future public consultation. Feedback is due by 19 September 2024.

6. After public consultation is completed, local boards will be provided with summaries of public feedback. Further feedback will be sought from local boards.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) whakarite / provide feedback on the proposed changes on the review of Auckland Transport (AT) and Auckland Council (AC) traffic-related bylaws outlined in Attachment A of the agenda report.

Horopaki

Context

Traffic bylaws

7. The use of Auckland’s road space, including some beaches and roads in parks, is regulated by national legislation (laws) and by local government rules through bylaws.

8. Both Auckland Transport and Auckland Council have powers to make traffic-related rules in Auckland. The current rules are contained across the following bylaws:

a) Auckland Transport Traffic Bylaw 2012 (covering the requirements for parking and control of traffic on roads under the care, control, or management of Auckland Transport).

b) Auckland Council Traffic Bylaw 2015 (covering traffic management in public places, like parks, beaches, off-street parking facilities (like libraries and community centres) and council-owned car parking buildings).

c) Auckland Council Public Safety and Nuisance Bylaw 2013 (covering use of vehicles on beaches).

9. Responsibilities for bylaws are allocated by control of the land. Auckland Transport’s rules apply to Auckland’s transport system, while Auckland Council’s rules apply to council-controlled land such as parks and beaches.

10. The bylaws provide a “framework” for regulating vehicle use, traffic and parking on Auckland’s transport system and on council-controlled land. This means that they enable activities like bus lanes to be created. However, the exact locations of the bus lanes are not in the bylaw but are set through resolutions, made later. This works well where there are location-specific needs that change over time.

11. Some topics in the bylaws are not site-specific. This is used where Auckland Transport want the same rule applied everywhere, and do not need a site-specific resolution for instance, to prohibit vehicles from being abandoned on roads or in public places.

Reviewing Auckland’s traffic bylaws

12. A joint review of Auckland’s traffic-related bylaws is being undertaken to ensure they continue to meet the needs of Aucklanders. For example, there have been changes in legislation and technology, and feedback from subject matter experts has indicated that there are things Auckland Transport can do to improve how we use bylaws.

Tātaritanga me ngā tohutohu

Analysis and advice

13. Auckland Transport subject matter experts will meet with and discuss the traffic bylaw review with the Ōtara - Papatoetoe local board at a workshop on 13 August 2024.

14. Before that workshop, Auckland Transport and Auckland Council staff reviewed the bylaws across 18 different topics (listed in Attachment A) to identify if there were problems, whether the bylaws helped address those problems, and if there were any alternatives or improvements.

15. There were five possible options for each topic, which align with the statutory options to respond to the Bylaw review findings – retain, amend, replace and revoke. These are outlined in Attachment A.

16. Auckland Transport and Auckland Council advice to local boards can be summarised in the following set of key findings:

a) the current bylaws are generally effective, ensuring that Auckland’s land transport system connects people and places in a way that is safe, effective and efficient, and protects the environment

b) bylaws regulating vehicle use and parking controls by enabling controls to be set ‘if and where’ required to manage the use of the road space in Auckland have been particularly helpful (for example, to regulate the use of one-way streets, bus lanes and P60 parking spaces by resolution of a delegated authority) but could benefit from minor improvements

c) bylaws regulating vehicles on beaches and off-road parking could be improved to be more effective and efficient. For example, there are no infringement fines for vehicles on beaches and the process to enforce berm parking prohibitions is time consuming and costly

d) bylaws that regulate activities involving vehicles, machinery or equipment that is left, broken down, repaired, advertised or sold on roads or public places are not used. Additionally, reviewers found that other existing legislation and bylaws already address the problems better

e) a bylaw can no longer regulate new speed limits because speed management plans are required to be used instead

f) consideration should be given to the possible benefits of replacing the bylaws with a single bylaw made by both Auckland Transport and Auckland Council. While most of Auckland’s roads are the responsibility of Auckland Transport, the boundaries with Auckland Council controlled roads or public places can be indistinguishable.

17. The summary of the discussion and proposed changes are in Attachment A of this report.

18. At this stage of the review, Auckland Transport and Auckland Council have not finalised any final recommendations and therefore encourage local boards to provide feedback. This feedback will be incorporated in the proposals for the upcoming public consultation.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. Auckland Transport and Auckland Council both support the outcomes sought by the Auckland Plan 2050, the Te-Tāruke-ā-Tāwhiri: Auckland’s Climate Plan and other council climate priorities.

20. During the development of the bylaws, climate impacts were considered because effective bylaws are tool that helps give effect to these strategic directives, for instance:

a) parking restrictions regulated by bylaws can be used to provide clearways and bus lanes that allow for quicker and more reliable public transport

b) controlling vehicle access and use on beaches protects coastal biodiversity

c) the ability to control access by heavy vehicles to unsuitable residential roads or town centres helps to minimise carbon emissions by encouraging them to use arterial routes designed for these vehicles to use efficiently.

21. The bylaws are an ‘enabler’ for climate goals providing the regulatory tools required to enforce a variety of controls that contribute to climate change goals.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. This review is being conducted jointly by Auckland Transport and Auckland Council. Other Council Controlled Organisations provided staff to assist with the initial review to ensure that impacts and their views were considered.

23. The Regulatory and Community Safety Committee discussed the review with staff and endorsed the Findings Report at a meeting on 02 July 2024.

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

Local impacts and local board views

24. Auckland Transport are currently holding workshops with all local boards throughout the month of August. These workshops will provide local boards with an opportunity to receive quality advice about the review and its finding.

25. Further engagement with local boards will be conducted post-public consultation to enable local boards to provide feedback after consideration of the consultation data. The timeframe for this will be communicated later this year.

Tauākī whakaaweawe Māori

Māori impact statement

26. Auckland Transport and Auckland Council are committed to meeting their responsibilities under Te Tiriti o Waitangi and its broader legal obligations in being more responsible or effective to Māori.

27. Auckland Transport’s Māori Responsiveness Plan outlines the commitment to 19 mana whenua 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 Auckland Transport website - https://at.govt.nz/about-us/transport-plans-strategies/maori-responsiveness-plan/#about

28. Using this framework for discussion, Auckland Transport informed iwi about the review in November 2023. The initial engagement was followed by a series of hui in July and August 2024 at which staff provided details of the review.

29. Māori have been informed and provided with opportunities to engage with the review and after public engagement is finished will be engaged with again.

Ngā ritenga ā-pūtea

Financial implications

30. This decision has no financial implications for Ōtara - Papatoetoe Local Board because Auckland Transport funds all projects and programmes.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. The proposed decision does not carry specific risk for this local board. Bylaw application and enforcement is not a role of local boards and is not funded by local board budgets. This situation means that there is no legal or financial risk.

Ngā koringa ā-muri

Next steps

32. Local board feedback is due by 19 September 2024. After receiving this report, Auckland Transport will review the formal feedback from all local boards.

33. A further period of consideration is planned and on 8 October 2024, Auckland Council’s Regulatory and Community Safety Committee will review the bylaw review’s findings, options and recommendations and approve public engagement.

34. The Governing Body and the AT Board will also review the bylaw review’s findings, options and recommendations and approve public engagement on 24 October 2024 and 29 October 2024, respectively.

35. After public engagement, further local board feedback will be sought. Timelines for this engagement will be communicated after the committee decisions later this year.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Schedule of Review Findings and Proposed Changes	51

Ngā kaihaina

Signatories

Authors

Ben Stallworthy, Principal Advisor Strategic Relationships, Auckland Transport

Authorisers

Lou-Ann Ballantyne - General Manager Governance and Engagement

Victoria Villaraza - Local Area Manager

Ōtara-Papatoetoe Local Board

20 August 2024

Feedback on the representation review initial proposal

File No.: CP2024/11688

Te take mō te pūrongo

Purpose of the report

1. To seek formal feedback from local boards on the initial representation review proposal.

Whakarāpopototanga matua

Executive summary

2. The Governing Body resolved the representation review initial proposal on 27 June 2024 for public notification and consultation outlined in the body of this report and provided in Attachment A.

3. Feedback on Auckland Council’s representation review initial proposal for the 2025 elections was received between 8 July and 8 August 2024.

4. Due to the proximity of the closing date for public feedback (8 August) and local board business meeting dates, this report provides the high-level summary of key themes. The feedback analysis report produced by the Insights team will be provided separately prior to the Ōtara-Papatoetoe Local Board business meeting.

5. At the time of writing this report, approximately 1050 submissions have been received. The final submission numbers will be communicated via the feedback analysis report.

6. Key themes included general support for the proposed changes in the central Auckland wards, North Shore wards, the Howick Local Board subdivision arrangements, and the minor local board boundary changes. Submissions on the proposed changes to the Rodney Local Board subdivisions raised a number of issues to be considered before the council adopts its final proposal.

7. The initial proposal contains a recommendation that the Ōtara-Papatoetoe Local Board does not comply with the fairness of representation rule. At a high level, feedback is generally in support of the noncompliance, with the feedback supporting the reasons provided in the initial proposal.

8. The next stage is for the Joint Governance Working Party (JGWP) to review this feedback through a hearings process, which will close with deliberations on whether to recommend any changes to the initial proposal to the Governing Body. The Governing Body will then decide the final proposal on 26 September 2024.

9. Local board chairs who are members of the JGWP are recommended to step aside from participating in decision-making on their board’s formal feedback to enable them to fully participate in the work of the hearings panel.

10. If the local board wishes to provide feedback that the initial proposal should be amended, it is important to include sufficient reasoning for the JGWP to recommend an amendment. The reasoning should be in line with the requirement to consider the effective representation of communities of interest and fair representation (the 10 percent rule).

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) whiwhi / receive the summary of feedback on the representation review initial proposal via memo prior to the business meeting.

b) tuhi ā-taipitopito / note that the Joint Governance Working Party (JGWP) will hear submissions on the proposal including local board feedback, for a decision by the Governing Body on 26 September 2024.

c) whakarite / provide its formal submission on the proposal.

d) tono / request to speak to its submission in front of the JGWP at the hearing.

Horopaki

Context

Process

11. The Local Electoral Act 2001 (LEA) requires councils to follow a prescribed process within certain timeframes when undertaking a review of the representation arrangements. The proposed process and dates are provided below.

1. Action	2. Required timeframe	3. Planned timeframe
4. Resolution of initial proposal	5. By 31 July 2024	6. 27 June 2024
7. Public notice of initial proposal	8. Within 14 days of resolving initial proposal	9. 8 July 2024
10. Public consultation	11. Period of no less than 1 month	12. 8 July – 8 August 2024
13. Hearings	14. -	15. 2 – 13 September 2024
16. Resolve final proposal	17. -	18. 26 September 2024
19. Public notice of final proposal	20. Within eight weeks of close of submissions	21. 3 October 2024
22. Receive objections or appeals to final proposal	23. Period of no less than 1 month	24. 3 October – 3 November 2024
25. Forward objections or appeals to the LGC for final determination	26. As soon as practicable but no later than 1 December 2024	27. 4 November 2024
28. Final determination on proposal from the LGC	29. No later than 11 April 2025	30. -

31.

12. The Governing Body confirmed the scope of the initial proposal for the 2025 representation review at its 30 May meeting before finalising and confirming the content of the associated public consultation material at its 27 June meeting. The proposal was publicly notified for feedback from 8 July to 8 August.

13. This report provides a summary of the key themes from feedback (including local board feedback, if made) and enables local boards to make a formal response to the initial proposal and other feedback via business meeting resolutions.

14. The Local Electoral Act 2001 requires the council to ensure that any person who makes a submission on the initial proposal is given a reasonable opportunity to be heard by the council.

15. The JGWP has been appointed as the panel to hear those that wish to speak to their written submissions over four days in September, including the 6 September to hear local board feedback and 13 September to deliberate and make recommendations to the Governing Body.

16. The JGWP recommendations will be reported to the 26 September Governing Body meeting, which will make a final decision on the proposal. If any objections or appeals are received, they will be assessed by the Local Government Commission.

17. A range of engagement events were held during the consultation period, some with a regional focus and some with a focus on local changes being proposed. These events were promoted through local communications, social media, and through the AK Have Your Say website. A full record of all events held during the consultation period is available on akhaveyoursay.nz/represent under ‘drop-in sessions’ and ‘webinars’. The webinar recordings are also available on the webpage.

18. All information relevant to the representation review has been made available through the AK Have Your Say website. In addition to providing access to the initial proposal and consultation documents, the website provided an interactive map with the ability to zoom in to inspect boundary locations. It also provided the events above and all the reports to the Governing Body and local boards, setting out the issues and options.

Tātaritanga me ngā tohutohu

Analysis and advice

Representation review initial proposal

19. The Governing Body resolved the representation review initial proposal on 27 June 2024 for public notification and consultation outlined below and provided in Attachment A.

a) Ward boundary / representation changes

i) changes to the Central Auckland ward boundaries (Waitematā and Gulf, Ōrākei, Maungakiekie-Tāmaki, and Albert-Eden-Puketāpapa wards) so they match the proposed local board boundary changes while still following the fairness of representation rule, as shown in maps 1.2, 1.3 and 1.4.

ii) enlarge the North Shore Ward to include an area around Bayview, reducing noncompliance with the fairness of representation rule. These changes align the North Shore and Albany ward boundary with boundary changes to Upper Harbour and Kaipātiki local boards, as shown in map 1.5.

iii) Noncompliance of the North Shore Ward, with a -13.82 per cent variance, as compliance would split a community of interest.

b) Local board boundary / representation changes

i) the Rodney Local Board subdivisions will be, as shown in maps 2.1 and 2.2:

A) North Rural, 2 members

B) South Rural, 2 members

C) Warkworth, 2 members

D) Kumeū, 2 members

E) Dairy Flat, 1 member

ii) the total number of members on the Howick Local Board will increase from 9 to 11 members. The subdivisions will be, as shown in map 3:

A) Howick, 3 members (no change)

B) Pakuranga, 3 members (no change)

C) Botany, 2 members (changed area)

D) Flat Bush, 3 members (new subdivision)

iii) minor changes to local board boundaries:

A) the boundary between the Upper Harbour and Devonport-Takapuna local boards will be changed so that all of Saunders Reserve is in the Upper Harbour Local Board area (Map 4.1)

B) the boundary between Kaipātiki and Upper Harbour local boards will run along Sunset Road (Map 4.1)

C) the boundary between Kaipātiki and Upper Harbour local boards in the vicinity of Kereru Reserve will be adjusted such that the parcel of land, Lot 3 DP 142477 (R 14 Kereru Grove), becomes part of the Upper Harbour Local Board area (Map 4.1).

D) the boundary between Kaipātiki and Upper Harbour local boards will be adjusted to include the residential area of Bayview that is north of Glendhu Road in the Kaipātiki Local Board area, noting that meshblocks will need to be adjusted to avoid affecting any reserve area in the Upper Harbour Local Board area (Map 4.1).

E) the boundary between the Puketāpapa and Maungakiekie-Tāmaki local boards will be adjusted such that all Taumanu Reserve lies within the Maungakiekie-Tāmaki Local Board area (Map 4.2)

iv) noncompliance with the 10 per cent rule for the following local boards for the reasons given in Attachment A:

A) Hibiscus and Bays

B) Maungakiekie-Tāmaki

C) Ōtara-Papatoetoe

D) Franklin

Feedback on the representation review initial proposal

20. Feedback on Auckland Council’s representation review initial proposal for the 2025 elections was received between 8 July and 8 August 2024.

21. The consultation document, feedback questions and maps are provided in Attachment A to this report.

22. Due to the proximity of the closing date for public feedback (8 August) and local board business meeting dates, this report provides the high-level summary of key themes. The feedback analysis report produced by the Insights team will be provided separately prior to the Ōtara - Papatoetoe Local Board business meeting.

High level summary of feedback

23. At the time of writing this report, approximately 1050 submissions have been received however the final submission numbers will be confirmed at a later date and communicated via the feedback analysis report.

24. Key themes included general support for the proposed changes in the central Auckland wards, North Shore wards, the Howick Local Board subdivision arrangements, and the minor local board boundary changes. Submissions on the proposed changes to the Rodney Local Board subdivisions raised a number of issues to be addressed in the final proposal. Table A summarises key feedback themes.

Table A – proposed changes and summary of feedback

Change type	Change detail	Feedback
Ward boundaries	Central Auckland ward boundaries (Waitematā and Gulf, Ōrākei, Maungakiekie-Tāmaki, and Albert-Eden-Puketāpapa wards)	Feedback is mostly in support of the proposed boundary changes. Those in support generally feel the proposal will improve representation and those opposed generally feel the proposal will divide communities.
Ward boundaries	North Shore ward boundaries (North Shore and Albany wards)	Feedback is mostly in support of the proposed boundary changes. Generally, those in support feel it is a logical proposal and those who do not support disagree with the need for any change.
Ward noncompliance	North Shore ward	Feedback is mostly in support of the proposed noncompliance.
Local board subdivisions	Rodney Local Board. Four subdivisions to five. New ‘North’ and ‘South’ rural subdivisions.	Feedback is mixed on the proposed subdivision changes, with the majority in support and the remainder split fairly evenly between ‘do not support’ and ‘I don’t know’. Generally, those in support agree with rural representation and those who do not support disagree with the proposal subdivision boundaries.
Local board subdivisions	Howick Local Board. Three subdivisions to four. Additional subdivision for Flat Bush area.	Feedback is mostly in support of the proposed subdivision changes. Generally, those in support agree with creation of Flat Bush subdivision and those who do not support disagree with the need for any change.
Local board members	Howick Local Board. Additional two members for the proposed Flat Bush subdivision.	Feedback included a small number of submissions in support of Flat Bush subdivision, but not the additional members.
Local board boundaries	Minor changes to boundaries across Upper Harbour, Devonport-Takapuna, Kaipātiki, Maungakiekie-Tāmaki, and Puketāpapa local boards	Feedback is mostly in support of the proposed minor local board boundary changes. Generally, those in support agree with the minor shifts and those who do not support feel there is not enough information.
Local board noncompliance	Hibiscus and Bays, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, and Franklin local boards.	Feedback is mostly in support of the proposed local board noncompliance.

25. Through the consultation on the representation review initial proposal, the council received feedback on matters that are not covered by the representation review scope under the LEA. The key themes for out-of-scope feedback include, but are not limited to:

· support for wider review (including reverting to pre-amalgamation)

· feedback on Māori representation for Auckland Council

· support for a change from First Past the Post to Single Transferable Vote

· requests for more civic education opportunities to better understand council.

Local Board feedback on initial proposal

26. This report provides the mechanism through which local boards may receive both high level feedback and the full analysis report to inform their own submission on the initial proposal.

27. Local board members who are also members of the JGWP are recommended to stand aside from decision-making on their local board feedback to mitigate the risk of a perceived conflict of interest.

28. Local boards will have an opportunity to present their submission during a hearing on the 6

September 2024. Further information will be communicated to the local boards who wish to speak to their submissions.

Tauākī whakaaweawe āhuarangi

Climate impact statement

29. There are no direct or specific climate change impacts resulting from this report or its implementation.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

30. The representation review proposes a number of relatively minor changes to representation arrangements, including to ward and subdivision boundaries, and in the case of the Howick Local Board, two additional members.

31. Should these or any further changes be confirmed, there will be some impact on council staff resourcing, which will mostly be absorbed within the local election work programme.

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

Local impacts and local board views

32. Local boards have been involved throughout the representation review process via their representatives on the JGWP, via workshops and business meeting resolutions.

Tauākī whakaaweawe Māori

Māori impact statement

33. The Houkura chair sits on the JGWP and engagement with Māori and mataawaka has been ongoing as part of the process of developing the initial proposal, including the local board reorganisation plan, which is not proceeding.

34. Separate engagement sessions on the consultation material were held with Māori and mataawaka during early July.

35. Feedback from Māori has focused less on the changes proposed through the representation review initial proposal and more on the need for specific Māori representation both on local boards and the Governing Body.

36. The current legislation only contains provisions for Māori representation on the Governing Body, not local boards. On 26 October 2023, the Governing Body decided to not establish Māori wards for the 2025 local elections, acknowledging the need for further work to be undertaken through the JGWP and reported back to the Governing Body by 31 December 2024.

Ngā ritenga ā-pūtea

Financial implications

37. There are no specific or direct financial implications resulting from this report. Should the proposed representation changes proceed at the 2025 local elections, there will be some impact on council budgets.

38. Direct costs associated with election process changes, modification of election material etc will be absorbed within the local election work programme. There will also be consequential costs on council’s systems and processes where matters are shifted from one ward or local board to another. Again, it is expected these would be absorbed within existing budgets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39. No specific risks have been identified with this report, which is simply seeking local board views on the representation review. Whatever representation arrangement changes occur as a result of this review will be assessed for risks as part of implementing those changes.

Ngā koringa ā-muri

Next steps

40. Local board feedback will be considered by the JGWP which has been appointed as the panel to hear feedback in early September and included as appropriate in the working party’s report to the Governing Body.

41. The Governing Body will make decisions on the representation review at it 26 September meeting. Any submitters may lodge objections or appeals to these decisions with the Local Government Commission from 3 October – 3 November, which will make final decisions.

42. Approved representation arrangements will be implemented as part of the October 2025 local elections.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Initial proposal document and feedback form	65

Ngā kaihaina

Signatories

Authors

Libby Hetet – Senior Policy Project Manager Representation Review – Planning and Operations

Authorisers

Lou-Ann Ballantyne - General Manager Governance and Engagement

Victoria Villaraza - Local Area Manager

Chairperson	Apulu Reece Autagavaia
Deputy Chairperson	Vi Hausia
Members	Dr Ashraf Choudhary, QSO, JP
	Dr Ofa Dewes, MNZM
	Topou Folau
	Li'amanaia Lorenzo Kaisara
	Albert Lim

Authors	Darshita Shah - Democracy Advisor
Authorisers	Victoria Villaraza - Local Area Manager

Purpose of the report

Purpose of the report

Purpose of the report

Attachments

Signatories

Purpose of the report

Executive summary

Context

Analysis and advice

Climate impact statement

Council group impacts and views

Local impacts and local board views

Māori impact statement

Financial implications

Risks and mitigations

Next steps

Attachments

Signatories

Purpose of the report

Executive summary

Context

Analysis and advice

Annually

Project/Activity Criteria

Regular engagement

Six-monthly scheduled reporting

Reactive

Climate impact statement

Council group impacts and views

Local impacts and local board views

Māori impact statement

Financial implications

Risks and mitigations

Next steps

Attachments

Signatories

Purpose of the report

Executive summary

Context

Analysis and advice

Climate impact statement

Council group impacts and views

Local impacts and local board views

Māori impact statement

Financial implications

Risks and mitigations

Next steps

Attachments

Signatories

Purpose of the report

Executive summary

Context

Process

Analysis and advice

Representation review initial proposal

Feedback on the representation review initial proposal

High level summary of feedback

Local Board feedback on initial proposal

Climate impact statement

Council group impacts and views

Local impacts and local board views

Māori impact statement

Financial implications

Risks and mitigations

Next steps

Attachments

Signatories

Purpose of the report

Information reports for the local board

Attachments

Signatories

Te take mō te pūrongo / Purpose of the report

Whakarāpopototanga matua / Executive summary

Ngā tāpirihanga / Attachments

Ngā kaihaina / Signatories

Purpose of the report

Executive summary

Attachments

Signatories