Agenda of Franklin Local Board - Tuesday, 10 December 2024

Franklin Local Board

10 December 2024

Auckland Council's Performance Report: Franklin Local Board for Quarter one 2024/2025

File No.: CP2024/16192

Te take mō te pūrongo

Purpose of the report

1. To provide the Franklin Local Board with an integrated performance report for Quarter one, 1 July – 30 September 2024

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 2024/2025 work programme.

3. The key activity updates from this period are:

· Pukekohe War Memorial Town Hall renewal, seismic strengthening and asbestos removal (ID 20637) – physical works contract awarded with works to commence by November 2024.

· Franklin Paths Programme Delivery (ID 4464) – programme structure has been established. A programme director has been recruited, a delivery partnership agreement has been drafted, and advice on project delivery sequencing has been developed.

· Franklin Youth Participation (ID113) – A Pukekohe Youth Leadership Council has been established, a review of the Wairoa sub-division youth challenges has been completed and Waiuku Youth Voice activities continue.

· Franklin Community Partnerships Programme (ID 3840) –community partners have been selected and partnership relationships have commenced.

· Predator Free Franklin Te Ara Hikoi programme (ID 552) – A funding agreement valued at $93,650 has been signed enabling community-led support for local pest management and environmental restoration initiatives.

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

5. The financial performance report compared to budget 2024/2025 is attached. Net financial operating performance for Franklin Local Board is nine percent below budget for the quarter ended 30 September 2024. Operating expenditure is ten percent below budget mostly in facility contracts with continuing wet weather conditions making it difficult to access and maintain all facilities. Operating revenue is six percent above budget. Capital expenditure is 63 percent above revised budget for the quarter in the local asset renewal programmes and is advancing well.

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

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) receive the performance report for quarter one ending 30 September 2024

b) note that the Customer and Community Services Capex work programme been updated to reflect financial deferrals

c) approve the requested amendments to the Franklin Local Board Work programme 2024/2025 as outlined in section 15 of this report

d) note the minor amendments to the Franklin Local Board Work programme 2024/2025 as outlined in section 16 of this report

e) provide any feedback on the progress reported in the Franklin Local Board Work programme 2024/2025 Q1 report provided in Attachment A.

Horopaki

Context

7. The Franklin Local Board has an approved 2024/2025 work programme for the following operating departments:

· Customer and Community Services

· Local Environmental

· Auckland Emergency Management

· Local Governance.

8. Since the approval of the work programmes, Council has undergone a restructure, resulting in changes to directorates and departments. These have been updated in the work programmes and the changes are outlined in the table below.

Table 1: Changes to departments and units in work programmes

Previous department / unit in work programme	Current department / unit in work programme
CCS: Active Communities – Leisure	Community: Pools & Leisure
CCS: Active Communities – Sport and Recreation	Community: Community Wellbeing - Sport and Recreation
CCS: Connected Communities – Community Delivery	Community: Community Wellbeing - Community Delivery
CCS: PCF – Community Leases	Community: Parks and Community Facilities - Community Leases
CCS: PCF – Operations	Community: Parks and Community Facilities - Operations
CCS: PCF – Project Delivery	Community: Parks and Community Facilities - Project Delivery
CCS: PCF – Property and Commercial	Community: Parks and Community Facilities - Property and Commercial
CCS: PCF – Specialist Operations	Community: Parks and Community Facilities - Specialist Operations
CCS: PCF – Te Waka Tai-ranga-whenua	Community: Parks and Community Facilities - Te Waka Tai-ranga-whenua
CCS: RSS – Events	Community: Community Wellbeing - Events
CCS: RSS – Māori Outcomes	Community: Community Wellbeing - Māori Outcomes
CCS: RSS – Service and Asset Planning	Policy, Planning & Governance: Policy - Service and Asset Planning
CCS: RSS – Service Strategy and Partnerships	Group Strategy & CEs Office: Service Strategy and Partnerships
CPO: Plans and Places	Policy, Planning & Governance: Planning & Resource Consents - Planning
GOV: Auckland Emergency Management	Resilience & Infrastructure: Auckland Emergency Management
GOV: Local Board Services	Policy, Planning & Governance: Governance - Local
I&ES: Environmental Services – Natural Environment Delivery	Community: Environmental Services - Natural Environment Delivery
I&ES: Healthy Waters	Resilience & Infrastructure: Healthy Waters & Flood Resilience
I&ES: Resilient Land & Coasts	Resilience & Infrastructure: Engineering Assets & Technical Advisory
I&ES: Waste Solutions	Resilience & Infrastructure: Waste Solutions

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

Graph 1: Work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

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

Graph 2: Work programme by RAG status

A green circle with a yellow line

Description automatically generated

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

Graph 3: Work programme by activity status and department

A graph of a number of activities

Description automatically generated

Key activity updates

12. Key work programme activities of interest, due to their close alignment with Franklin Local Board Plan 2023 aspirations and initiatives are provided below.

i) Pukekohe War Memorial Town Hall renewal, seismic strengthening and asbestos removal (ID 20637) – physical works contract awarded with works to commence by November 2024. This project has been pending since 2019.

ii) Franklin Paths Programme Delivery (ID 4464) – following approval of the Franklin Paths Targeted rate through the Long-Term Plan (10-year Budget) adoption, the programme structure has been established. A programme director has been recruited (started October 2024), a delivery partnership agreement between the Franklin Local Board, Auckland Transport and Auckland Council has been drafted, and advice on project delivery sequencing has been developed.

iii) Franklin Youth Participation (ID113) – A Pukekohe Youth Leadership Council has been established with 12 young people from the Pukekohe sub-division area committing to the group. A review of the Wairoa sub-division youth challenges, aspirations and support mechanisms has been completed to inform a fit for purpose approach to youth support. Waiuku Youth Voice continues to engage with local youth at weekly ‘Chitz and chatz’ sessions and the Waiuku Youth Hub.

iv) Franklin Community Partnerships Programme (ID 3840) – Programme scope and purpose was confirmed and community partners were selected by the board in August 2024, and negotiation on deliverables and outcomes were completed for all but four organisations by end September.

v) Predator Free Franklin Te Ara Hikoi programme (ID 552) – Agreement to provide $45,000 local board funding and $48,650 Natural Environment Targeted Rate funding has been signed enabling community-led support for a range of local biodiversity, environmental restoration and protection, pest control and planting initiatives.

vi) Clevedon Village Heart (Improvements) Programme (ID 25998) – The Concept Plan to inform placement and future investment in Clevedon Village Heart public realm was approved by the board following public consultation. Projects that it will inform include a playground renewal, Community hall improvements, public toilet renewal, off-road public parking changes and establishment of a village green-space.

13. The full work programme and Quarter 1 commentary is provided as Attachment A – Franklin Local Board Work Programme 2024/2025 Q1 Report.

Activities on hold

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

· Orere Point stormwater upgrade and slip prevention (ID 27990) – deferred to 2026/2027 or when funding is available. Note that this project is directed by the Governing Body and funded through the regional slips prevention programme.

· Colin Lawrie Reserve Playground Renewal (ID 28595) – At the time of reporting, the renewal of this playground was on hold pending competition of a ‘whole of park’ service needs assessment. Engagement with the public commenced in quarter two to inform a recommended concept plan which wil come to the board for approval.

· Hamilton Estate Recreation Reserve Marama Hou Ministries Charitable Trust License (ID 3717) – New Lease is on hold pending the removal of unapproved container storage.

· McNicol Homestead Reserve Clevedon Historic Society Lease renewal (ID 4239) – No action to date.

Changes to the local board work programme

Activities with changes

15. Approval for proposed changes to work programme activities, as outlined in Table 1: Proposed changes to the work programme to be considered by the board are sought through this report.

Table 1: Proposed changes to the work programme to be considered by the board

ID/Ref	Activity Name	Summary of Change requested	Budget implications
30273	Franklin - renew tracks, paths carparks and structures.	Request approval to allocate $133,345 from the Waiuku Parking Reserves fund to Project ID 30273 “Franklin - renew tracks, paths carparks and structures”. This will enable delivery of 78 new parking spaces at Waiuku Sports field.	No implications on the 2024/25 budget.
25998	Clevedon Village Heart Programme - improve public open space and amenities.	The project team are now actively progressing the detailed design for stage 1 of this project; however, construction will not commence as currently phased. Staff are requesting approval to rephase the $299,421 in FY25 (the current year) to FY27. This is a RAP project and there will not be any budget reduction to the overall project.	Expenditure rephased to FY27
28603	Te Ngaio - (Hudsons Beach) Recreation Reserve - renew playground and associated park furniture.	The playground site was identified as a possible burial site and further investigation is required to confirm this which will delay the playground renewal project. Staff are recommending the $215,000 be rephased to FY27 while this issue is resolved to enable other priority projects in the work programme to progress. There will not be any budget reduction to the project.	Budget rephased to FY27
40246	Pukekohe Square, Pukekohe Town Hall - refurbish water feature.	Project is no longer be required as renewal work of the water feature will be delivered at as part of the Pukekohe Town Square redevelopment led by the Eke- Panuku as part of the Unlock Pukekohe programme. Staff recommend cancelling this project and reallocating $20,334 projects in in FY25 and FY26.	Funds to remain unallocated pending further advice and local board direction as follows FY 2024/2025 - $10,334 FY2025/2026 - $10,000
26074	Karioitahi Reserve-renew Park assets, accessways and beach entrance.	Staff recommend that $160,000 from FY27 allocated budget be brought forward to FY25 and FY26 to enable completion of design work and progress to next steps. There are no changes being proposed to the overall project budget.	Budget brought forward from FY2027 funds as follows: FY2024/2025 - $80,00 FY2025/2026 - $80,00
28594	Clive Howe Road Recreation Reserve - renew playground.	This project will need more funds in FY25 to deliver on the approved concept plan. Staff recommend bringing forward $252,148 from FY2027 to FY2025 to allow the project to continue without delay.	Budget brought forward from FY2027 funds as follows: FY2024/2025 - $252,148
30785	Pukekohe War Memorial Town Hall - refurbish interior.	Staff recommend bringing forward $80,000 from FY26 to enable anticipated progress and to balance budgets.	Budget brought forward to FY 25 from FY26
30432	Ngaati Puaki (Centennial) Park - refurbish amenity block.	Staff recommend bringing forward $140,000 from FY27 to FY25 to enable completion of the refurbishment work by FY26.	$140,000 Budget brought forward to FY25 from FY27
45854	Massey Park Waiuku - refurbish toilet (exeloo)	Staff recommend bringing forward $70,000 from FY27 to FY25 to enable completion of the refurbishment work by FY26.	$70,000 Budget brought forward to FY25 from FY27
32133	Pukekohe Subdivisions Paths Clarks Beach, Waiau Pa Trails - develop delivery programme.	This project is identified for delivery as part of the Targeted rate funded Franklin Paths Programme. Staff are recommending cancelling this project and utilising these funds of $49,800 on other priority projects within the work programme in FY25 & FY26	Funds to remain unallocated pending further advice and local board direction as follows FY 2024/2025 - $35,000 FY2025/2026 - $14,800
42555	Karaka Sports Park - build new accessways.	Staff recommend bringing forward $100,000 from FY27 to FY25 to enable completion of the accessway work by the estimated timeframe of FY26.	$100,000 Budget brought forward to FY25 from FY27 funds

ID/Ref

Activity Name

Summary of Change requested

Budget implications

30273

Franklin - renew tracks, paths carparks and structures.

Request approval to allocate $133,345 from the Waiuku Parking Reserves fund to Project ID 30273 “Franklin - renew tracks, paths carparks and structures”. This will enable delivery of 78 new parking spaces at Waiuku Sports field.

No implications on the 2024/25 budget.

25998

Clevedon Village Heart Programme - improve public open space and amenities.

The project team are now actively progressing the detailed design for stage 1 of this project; however, construction will not commence as currently phased. Staff are requesting approval to rephase the $299,421 in FY25 (the current year) to FY27. This is a RAP project and there will not be any budget reduction to the overall project.

Expenditure rephased to FY27

28603

Te Ngaio - (Hudsons Beach) Recreation Reserve - renew playground and associated park furniture.

The playground site was identified as a possible burial site and further investigation is required to confirm this which will delay the playground renewal project.

Staff are recommending the $215,000 be rephased to FY27 while this issue is resolved to enable other priority projects in the work programme to progress. There will not be any budget reduction to the project.

Budget rephased to FY27

40246

Pukekohe Square, Pukekohe Town Hall - refurbish water feature.

Project is no longer be required as renewal work of the water feature will be delivered at as part of the Pukekohe Town Square redevelopment led by the Eke- Panuku as part of the Unlock Pukekohe programme.

Staff recommend cancelling this project and reallocating $20,334 projects in in FY25 and FY26.

Funds to remain unallocated pending further advice and local board direction as follows

FY 2024/2025 - $10,334

FY2025/2026 - $10,000

26074

Karioitahi Reserve-renew Park assets, accessways and beach entrance.

Staff recommend that $160,000 from FY27 allocated budget be brought forward to FY25 and FY26 to enable completion of design work and progress to next steps. There are no changes being proposed to the overall project budget.

Budget brought forward from FY2027 funds as follows:

FY2024/2025 - $80,00

FY2025/2026 - $80,00

28594

Clive Howe Road Recreation Reserve - renew playground.

This project will need more funds in FY25 to deliver on the approved concept plan. Staff recommend bringing forward $252,148 from FY2027 to FY2025 to allow the project to continue without delay.

Budget brought forward from FY2027 funds as follows:

FY2024/2025 - $252,148

30785

Pukekohe War Memorial Town Hall - refurbish interior.

Staff recommend bringing forward $80,000 from FY26 to enable anticipated progress and to balance budgets.

Budget brought forward to FY 25 from FY26

30432

Ngaati Puaki (Centennial) Park - refurbish amenity block.

Staff recommend bringing forward $140,000 from FY27 to FY25 to enable completion of the refurbishment work by FY26.

$140,000 Budget brought forward to FY25 from FY27

45854

Massey Park Waiuku - refurbish toilet (exeloo)

Staff recommend bringing forward $70,000 from FY27 to FY25 to enable completion of the refurbishment work by FY26.

$70,000 Budget brought forward to FY25 from FY27

32133

Pukekohe Subdivisions Paths Clarks Beach, Waiau Pa Trails - develop delivery programme.

This project is identified for delivery as part of the Targeted rate funded Franklin Paths Programme. Staff are recommending cancelling this project and utilising these funds of $49,800 on other priority projects within the work programme in FY25 & FY26

Funds to remain unallocated pending further advice and local board direction as follows

FY 2024/2025 - $35,000

FY2025/2026 - $14,800

42555

Karaka Sports Park - build new accessways.

Staff recommend bringing forward $100,000 from FY27 to FY25 to enable completion of the accessway work by the estimated timeframe of FY26.

$100,000 Budget brought forward to FY25 from FY27 funds

16. The following work programme activities have been amended by staff under the delegated ability to make minor changes. The local board has been briefed of these minor changes at workshops.

Table 2: Minor change to the local board work programmes

ID/Ref	Work Programme Name	Activity Name	Change	Reason for change	Budget Implications
33244	Community: Parks and Community Facilities	Franklin - renew sports field assets FY24-FY26	Minor Change	staff allocated additional budget of $88,000 to this programme of work, enabled by rephasing of the refurbish McNicol's Homestead Museum.	Budget allocation enabled by rephasing of other budgets from FY25.
40244	Community: Parks and Community Facilities	Franklin - renew sports field assets FY24-FY26	Minor Change	staff allocated $255,235 to this programme of work to renew and refurbish assets at Massey (Waiuku), Karaka, Bledisloe (Pukekohe), Te Puru (Beachlands), Patumahoe and Colin Lawrie (Pukekohe) sports parks.	Budget allocation enabled by rephasing of other budgets from FY25.
4053	Community: Parks and Community Facilities	Pukekohe Cemetery unmarked Graves redress	This regionally (Maori Outcomes) funded project has been added to the Franklin Local Board work programme tao enable monitoring.	At the request of the Franklin Local Board	None. Funding for this project is from the regional Māori Outcomes programme budget.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

18. Work programmes were approved in June 2024 and delivery is underway. Should significant changes to any projects be required, climate change impacts will be assessed as part of the relevant reporting requirements. Any changes to the timing of approved projects are unlikely to result in changes to emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

20. This report informs the Franklin Local Board of the performance for ending 30 September 2024.

Tauākī whakaaweawe Māori

Māori impact statement

21. Local boards play a vital role in representing the interests of all Aucklanders and are committed to the Treaty-based obligations and to enabling effective Māori participation (kia ora te hononga).

22. Local Board Plans include Māori outcomes and align Kia Ora Tāmaki Makaurau Outcomes with key initiatives in the local board plan.

23. The Franklin Local Board has provided specific direction to focused on empowering and enabling Māori under its ‘Our People’ outcome area in the Franklin Local Board Plan 2023 (along with three other focus areas).

24. The work programme delivers on the local board plan key initiatives and includes activities which have an objective to deliver outcomes for and with Māori. The board approved a range of activities as delivering Māori Outcomes as defined in Kia Ora Tamaki Makaurau and to Franklin Local Board Plan outcomes to a moderate or high degree. Updates on these activities are provided below in Table 3: Progress on Franklin Māori Outcome activities 2024/2025 Q1.

Table 3: Progress on Franklin Māori Outcome activities 2024/2025 Q1.

ID/Ref	Work Programme Name	Activity Name	Commentary
113	Community	Franklin Youth Participation	Activities enable rangatahi to grow, learn and participate in their community. Pukekohe Youth Leadership Council renewed with diversity of representation a focus. Waiuku Youth Voice continues with support from Tūwhera Trust. Pohutukawa Coast Youth Council supported. Wairoa Subdivision survey on youth need completed, with input from Ngai tai ki Tamaki. Te Ara Rangatahi skills development programme supported.
1016	Community	Wai-o-Manu Reserve developments	Refreshed Co-management committee and management plan is under development with input from Ngai tai ki Tāmaki and the Franklin Local Board. Māori Outcomes funding has been secured to assist in the funding of the plan, with the local board contribution tagged to implementation once the plan is agreed e.g. planting.
3107	Community	Franklin Local Economic Broker	Broker has engaged with Amotai to support procurement of Franklin Māori business service procurement and briefed iwi on the Franklin Economic narrative project at the Ara Kōtui Forum in Q1.
3711	Community	Matakawau Recreation Reserve: Awhitu Peninsula Historical Society Inc New Lease	Site visit completed. To be scheduled for reporting to consider a new lease. No specific comment on Māori outcomes delivery provided.
3717	Community	Hamilton Estate Recreation Reserve: Marama Hou Ministries Charitable Trust new lease	Project on hold while the issue of the unapproved container placement is resolved. No specific comment on Māori outcomes delivery provided.
Not provided	Community	Waiau Pa Recreation Reserve: The Scout Association of NZ New Lease	Report drafted for consideration by the Franklin Local Board. No specific comment on Māori outcomes delivery provided.
3840	Community Wellbeing	Community Partnerships Programme Implementation	This activity enables specialist staff to work with community groups with a Nga Hapori Momoho lens, to work in partnership with the Franklin Local Board in partnership on community-led initiatives (the Community partnership programme). Groups/Initiatives with Māori Outcomes as a priority that were actively supported in Q1 include Nga Hau e Wha Marae, Te Taku Tu and Te Kopu.
4053	Parks and Community Facilities	Pukekohe Cemetery unmarked Graves redress	This regionally (Māori Outcomes) funded project has been added to the Franklin Local Board work programme to enable monitoring. Project is engaging with a sub-committee of the Franklin Local Board, to enable direction on project scope and outcomes. Sub-committee includes local Māori representatives and local board representatives and is supported by both the Franklin Local Board and Nga Hau e Wha marae.
3929	Community Wellbeing	Specialist Delivery Franklin	No commentary provided in Quarter 1.
4150	Community Wellbeing	Te Kete Rukuruku tranche 3	Staff continued to work with Iwi to progress opportunities for naming or co-naming parks and places in the Franklin Local Board area in Q1.
532	Healthy Waters and Flood resilience	Manukau Harbour Forum	Funding to support the operations of the Manukau Harbour Forum allocated and service agreement for delivery agent secured. Draft report from the 2023/24 Wananga presented to the Forum. No specific commentary on delivery on Māori outcomes provided.
616	Healthy Waters and Flood resilience	Papakura Stream Restoration programme – Franklin	Staff have begun scoping new riparian restoration areas and have secured contractor support. No specific commentary on delivery of Māori outcomes provided.
552	Community Environmental Services	Predator Free Franklin Te Ara Hikoi	Funding agreement being signed. Total Auckland Council investment is $93,650 including $45,000 local board funding. No specific commentary on Māori Outcomes delivery provided.
564	Community Environmental Services	Te Korowai o Papatūānuku	Service agreement with Ngaati te Ata owned West Coast Bush Services has been secured. Planting projects at 5 sites completed, Planning for 2025 planting underway.
570	Community Environmental Services	Te rapu nga pekapeka o Franklin: Finding Franklin Bats	3 community hui to present results, involving Iwi, the Landcare Trust and other landowners. The acoustic monitoring work continues.
567	Community Environmental Services	The C.R.E.S.T Programme	Community engagement on this biodiversity and ecosystem protection programme continued, including through a Matariki event. No further specific comment alignment with Māori outcomes provided.
4086	Waste Solutions	Zero Waste Education & Events Franklin	8 learning events provided in Q1. With 150 attendees. This includes a Matariki event at the Pukekohe Library. No specific commentary on Māori Outcomes delivery provided.
3552	Governance and Engagement	Ara Kōtui	Hui held in July to engage southern iwi on the representation review and Māori seats. In August provided a briefing on opportunities from the Franklin and Mangere-Otahuhu economic development broker programmes. A hui on the Elections 2025 programme was planned for October. Ngaati Te Ata, Ngāti Tamaterā and Ngaati Whanaunga participated this quarter.
4371	Governance and Engagement	Franklin Local Board Communications and Engagement	Strategic objectives approved by the Board in August, including to increase engagement with Māori within the Franklin Local Board area. Māori focused content planned for Q2.
4445	Governance and Engagement	Franklin Māori Partnerships Programme	A hui was held with Ngai tai ki Tāmaki and the Board members in September. The meeting scheduled with Ngaati te Ata for September was rescheduled to Q2 due to Tangihanga commitments.

Ngā ritenga ā-pūtea

Financial implications

This report is provided to enable Franklin Local Board to monitor the organisation’s progress and performance in delivering the 2024/2025 work programmes. There are no financial implications associated with this report.

Financial Performance

25. Financial performance commentary is as follows;

· Operating expenditure of $4.36 million is $431,000 below budget, overall underspend being in Full Facilities maintenance and overspend in Utilities, mainly electricity.

· Operating revenue of $128,000 is slightly ahead of budget for venue hire.

· Capital expenditure is overall $1.4 million ahead of budget primarily for local asset renewal projects in sports assets, tracks, building renewals and parks fixtures and furniture.

· The financial report for the three months ended 30 September 2024 for Franklin local board area is in Appendix B attached.

Revised Capex Budget

26. Capex budgets are revised to reflect changes in timing of delivery for individual projects.

27. Projects that were still in progress at 30 June 2024 have had their remaining required budget carried forward to the current or future financial years to fund the remaining works.

28. If a multi-year capital project was completed earlier than anticipated, the budget is reduced or brought forward to 30 June 2024 to reflect early completion.

29. Consideration is also given to the status of current capital projects and where required budgets are rephased in whole or part to outer years to reflect current timelines for delivery.

30. The net budgetary impact of these changes is reflected in the revised budget for the board.

31. The Customer and Community Services Capex work programme financial allocations have been updated in accordance with the carry forwards.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. 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.

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

Ngā koringa ā-muri

Next steps

34. The local board will receive the next performance update for Quarter two (October - December 2024), at the February business meeting.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Franklin Local Board Work Programme 2024/2025 Q1 report (Under Separate Cover)
b ⇨	Financial report for the 3 months ending 30th September 2024 (Under Separate Cover)

Ngā kaihaina

Signatories

Author	Georgina Gilmour - Senior Local Board Advisor
Authoriser	Manoj Ragupathy - Local Area Manager

Franklin Local Board

10 December 2024

Annual Budget 2025/2026 - local board consultation content

File No.: CP2024/19146

Te take mō te pūrongo

Purpose of the report

1. To approve local consultation document content and supporting information as part of the Annual Plan 2025/2026 process, along with a local engagement event.

Whakarāpopototanga matua

Executive summary

2. Each financial year, Auckland Council must have a local board agreement that is agreed between the Governing Body and the local board in each local board area. These agreements set out local board priorities and the local activities to be provided for the year. The 21 local board agreements for 2024/2025 will be included in the Annual Plan 2025/2026.

3. Consultation on the Annual Plan 2025/2026 is planned to take place from late February – late March 2025. Content relating to each local board agreement must be included as part of that consultation.

4. This report seeks approval from the local board for local consultation content. It also seeks approval of a Have Your Say event to be held in the local board area to give Aucklanders an opportunity to provide face-to-face feedback during the consultation period.

5. The Governing Body will approve regional items for consultation on 4 December 2024. The regional and local consultation items will then be incorporated into the Annual Plan 2025/2026 consultation document and supporting information, which is planned to be adopted by the Governing Body on 19 February 2025.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) whakaae / approve local consultation document content (Attachment A) and local supporting information content (Attachment B) for inclusion in the Annual Plan 2025/2026 consultation material

b) tautapa / delegate authority to the local board Chair to approve any changes required to finalise the local consultation document and supporting information content for the Franklin Local Board for the Annual Plan 2025/2026

c) whakaae / approve the following Have Your Say events in the local board area during the Annual Plan 2025/2026 consultation period:

i) Waiuku Farmers Market, Saturday 1^st March, 8am – 1pm, 9 Kitchener Road, Waiuku

ii) Pukekohe Farmers Market, Sunday 2^nd March, 9am – 12.30pm, Te Puutahi o Pukekohekohe-Pukekohe Town Square

d) tautapa / delegate authority to the local board Chair to approve any changes required to the Have Your Say event

e) tautapa / delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken (or New Zealand sign language) interaction” in relation to the local board agreement at the council’s public engagement events during the consultation period for the Annual Plan 2025/2026:

i) local board members and Chair

ii) General Manager Governance and Engagement, Local Area Manager, Local Board Senior Advisor, Local Board Advisor, Local Board Engagement Advisor

iii) any additional staff approved by the General Manager Governance and Engagement or the Group Chief Financial Officer.

Horopaki

Context

6. The Annual Budget 2025/2026 will contain the budget and funding impact statement for the year, identify any variations from the financial statements and funding impact statement in the 10-year plan for the relevant year, and provide for integrated decision-making and coordination of the council’s resources. The Governing Body is responsible for adopting the annual plan and will be adopting the Annual Plan 2025/2026 in June 2025.

7. Auckland Council is required to consult on the Annual Plan 2025/2026. The Budget Committee will be deciding on items for consultation for the Annual Plan 2025/2026 on 4 December 2024. Local Boards have the opportunity to provide input into the regional topics for consultation for consideration by the Budget Committee.

8. For each financial year, Auckland Council is required to have a local board agreement (as agreed between the Governing Body and the local board) for each local board area. These local board agreements are included in each year’s annual plan, or the 10-year plan (every three years).

9. Local board agreements set out how the council will reflect the priorities and preferences in the local board’s plan through the local activities to be provided in the local board area.

10. Content relating to each local board agreement must be included in the Annual Plan 2025/2026 consultation document and supporting information.

11. Public consultation on the Annual Plan 2025/2026 is planned to take place from late February to late March 2025.

12. Aucklanders will be able to provide feedback during the consultation period through a variety of channels, which include face-to-face (for spoken and New Zealand sign language interaction), written and social media.

Tātaritanga me ngā tohutohu

Analysis and advice

13. Local boards held workshops during November 2024 to determine their proposed priorities for their 2025/2026 local board agreement. Each local board is now requested to approve its local consultation document content and supporting information content for inclusion in the consultation material for the Annual Plan 2025/2026 (Attachments A and B respectively).

14. Should changes be required to the local consultation content during the document production, they will be provided to the local board chair for approval.

15. Aucklanders who wish to have their views on the proposed content of the local board agreement 2024/2025 and Annual Plan 2025/2026 considered by Auckland Council should be provided a reasonable opportunity to present those views in a manner and format that is appropriate to their preferences and needs.

16. The recommended Have Your Say events, along with the recommended delegation to elected members and staff to hear from the public ensures that the council is meeting its obligations relating to consultation.

17. The Have Your Say events recommended to be held in the Franklin Local Board area is:

i) Waiuku Farmers Market, Saturday 1^st March, 8am – 1pm, 9 Kitchener Road, Waiuku

ii) Pukekohe Farmers Market, Sunday 2^nd March, 9am – 12.30pm, Te Puutahi o Pukekohekohe-Pukekohe Town Square

18. Other Have Your Say events will also take place across the region along with a range of ways for people to engage with the council during the consultation period. There will also be online information available and the opportunity to submit written or digital feedback. Note that the proposed date for the Have Your Say event will be checked with Ward Councillor/s to ensure they are able to attend.

19. The consultation period does not begin for a couple of months. If circumstances change between now and the consultation period requiring any changes to the approved Have Your Say event, these will be provided to the local board chair for approval in line with the recommended delegation.

20. There are unavoidable material increases in the cost of delivering existing services in 2025/2026. The exact amount of cost pressures the local board is facing is currently unknown and will depend on final Governing Body decisions on allocation of funding to local boards. The local board may need to prioritise what they do and where they invest so that they manage spend within the available funding.

Tauākī whakaaweawe āhuarangi

Climate impact statement

21. The decision to consult is procedural in nature and the small scale of the Have Your Say events means any climate change impacts will be negligible. These decisions are unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

22. However, where practicable, events proposed will be in locations accessible by public transport, to reduce private vehicle travel and increase opportunities for attendance.

23. Some of the proposed initiatives or projects included in the consultation content may have climate change impacts. The impacts of any initiatives or projects Auckland Council chooses to progress as a result of this consultation will be assessed as part of the relevant reporting requirements.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24. The Annual Plan 2025/2026 is an Auckland Council group document and will include budgets at a consolidated group level.

25. Consultation items and updates to budgets to reflect decisions and new information may include items from across the group. This will be reflected in the report on regional consultation items going the Budget Committee on 4 December 2024.

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

Local impacts and local board views

26. Local board chairs have been invited to be involved in the development of the regional topics for consultation by attending Budget Committee workshops. Local board members were provided recordings of the Budget Committee workshops for the Annual Plan 2025/2026.

27. Local boards will have further opportunities to provide information and views as the council progresses through the Annual Plan 2025/2026 process.

28. Aucklanders will have the opportunity to give feedback on regional and local proposals through the public consultation on the Annual Plan 2025/2026. All feedback received from submitters that indicate that they reside in the local board area will be analysed by staff and made available for consideration by the local board, prior to the local board finalising its local board agreement.

Tauākī whakaaweawe Māori

Māori impact statement

29. Many local board decisions are of importance to and impact on Māori. The local board agreement and Annual Plan 2025/2026 are important tools that enable and can demonstrate the council’s responsiveness to Māori. The local board plan adopted in November 2023 forms the basis for local priorities.

30. The approach to Māori engagement for Annual Plan 2025/2026 will be finalised once consultation topics are confirmed, including development of bespoke materials.

31. There is a need to continue to build local board relationships with iwi and the wider Māori community. Ongoing conversations will assist the local board and Māori to understand each other’s priorities and challenges.

Ngā ritenga ā-pūtea

Financial implications

32. There may be marginal costs associated for Have Your Say events including venue hire (where council premises cannot be utilised).

33. After consultation local boards will make decisions on local spending in the local board agreement with financial impacts that affect local communities.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. The Local Government (Auckland Council) Act 2009 requires content relating to each local board agreement to be included in the Annual Plan 2025/2026 consultation document. Under the Local Government Act 2002, the consultation document for the Annual Plan must be audited. The draft consultation document (including local consultation content) will be prepared by staff and audited in December and January ahead of adoption by the Budget Committee in mid-February. Therefore, local boards need to approve their local consultation content for inclusion in the draft consultation document by the beginning of December 2024.

Ngā koringa ā-muri

Next steps

35. The Budget Committee will agree items for consultation and approve the consultation approach for the Annual Plan 2025/2026 on 4 December 2024.

36. Following the decisions of the local board to approve local consultation content, and the decisions of the Budget Committee on regional items for consultation, staff will prepare the consultation document and supporting information for the Annual Plan 2025/2026. These will be adopted by the Budget Committee in mid-February 2025.

37. Following consultation, the Governing Body and the local board will make decisions on the Annual Plan 2025/2026 and local board agreements respectively in June 2025.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Franklin Local Board Consultation Document content	27
b ⇩	Franklin Local Board Supporting Information content	31

Ngā kaihaina

Signatories

Author

Phoebe Peguero - Senior Advisor Operations and Policy

Authorisers

Lou-Ann Ballantyne - General Manager Governance and Engagement

Manoj Ragupathy - Local Area Manager

Franklin Local Board

10 December 2024

17W Hawke Crescent & 39R Pohutukawa Road, Beachlands - Service Property Optimisation

File No.: CP2024/18691

Te take mō te pūrongo

Purpose of the report

1. To confirm the allocation of proceeds of sale from the disposal of 17W Hawke Crescent and 39R Pohutukawa Road, Beachlands under the service property optimisation framework.

Whakarāpopototanga matua

Executive summary

2. 17W Hawke Crescent is a regularly shaped, predominantly level contour, cliff top site. Direct sea views are partially filtered or obstructed by established trees along the cliff line or on adjacent sites.

3. 39R Pohutukawa Road is also a regularly shaped, level contour, cliff top site with unobstructed sea views. A large neighbourhood park with a playground is situated directly across the road.

4. 17W Hawke Crescent and 39R Pohutukawa Road are council owned reserves comprising 1,558m2 and 1,333m2 respectively. The reserve status for both properties have been revoked.

5. Both properties were identified as service properties which were underutilised and did not meet the council’s recreational open space provision target. The properties are not required to meet the council’s provision for open space as they do not provide any recreational benefit and are in an area of adequate provision.

6. Both properties are currently zoned Residential – Single House Zone following a plan change in 2023.

7. As both properties are local service assets, they can be sold in accordance with the service property optimisation framework, with proceeds of sale proposed for reinvestment in either of these projects:

• Beachlands Hall community hub improvements

• Sunkist Bay Reserve concept plan implementation.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) confirm that the proceeds of sale for 17W Hawke Crescent and 39R Pohutukawa Road, Beachlands be allocated towards:

i) Beachlands Hall community hub improvements; and/or

ii) Sunkist Bay Reserve concept plan implementation.

Horopaki

Context

8. Both properties were two of several created on subdivision in 1925 to provide pedestrian access to the foreshore. Lot 11 DP 19523 and LOT 89 DP 19657 were vested in the Crown as a reserve on subdivision for plantation reserve. The properties were then vested in the former Manukau County Council in 1965, pursuant to the provisions of Section 44 of the Counties Amendment Act 1961 for the purpose of plantation reserves, subject to the Reserves and Domains Act 1953.

9. Under the service property optimisation policy (adopted by Finance and Performance Committee, March 2015 - FIN/2015/16) council owned property assets that are currently used to deliver a local council service can be redeveloped or sold with the sale proceeds reinvested in eligible projects to improve service delivery in the same local board area.

10. Eligible reinvestment projects are projects contemplated in current or future years of the Long-term Plan (LTP), noted in the relevant Asset Management Plan (AMP), or are consistent with qualifying business strategies or plans formally adopted to guide council’s future service provision and to inform LTP/AMP processes (for example, Community Facilities Network Plan).

11. On 28 September 2017, the Governing Body delegated final decision-making authority on local asset disposal and reinvestment, under the service property optimisation policy, to local boards, providing all relevant criteria were met.

Tātaritanga me ngā tohutohu

Analysis and advice

12. The subject properties are classified as local service property, with the Franklin Local Board responsible for maintenance and costs.

13. In September 2018, council’s Parks and Recreation Policy staff assessed the subject properties and recommended disposal as ‘the sites do not provide for recreational activities as a neighbourhood park’ and there is adequate provision in the area. There is greater value in selling the properties and redirecting the funds to another priority within the local board area.

14. The Franklin Local Board resolved in March 2019 that it approved the proposed disposal (FR/2019/29 and FR/2019/30). This will enable the proceeds of sale to be reinvested into another local board opportunity.

15. Public consultation and approval from the Minister of Conservation to revoke the reserve status of the land has been completed.

16. The properties will go to market following confirmation by the Franklin Local Board of a local eligible project/s for the proceeds of sale.

17. The following list of potential funding opportunities were presented to the local board at a workshop held on 12 November 2024:

i) Sunkist Bay Reserve concept plan implementation

ii) Beachlands/ Maraetai skatepark renewal

iii) Beachlands pump track development

iv) Maraetai playground renewal

v) Beachlands Hall community hub improvements

vi) and/or any local eligible local projects (as per resolution FIN/2015/16).

18. Board members informally advised support for the proceeds of sale being allocated to Beachlands Hall community hub improvements and the Sunkist Bay Reserve concept plan implementation.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. The proposal to utilise these properties for residential housing will have a potential increase on emissions due to the emissions associated with development and construction. We note the emissions are anticipated to be of minimal impact.

20. These properties are both coastal properties and it is recognised that coastal properties may be impacted in the future by rising sea levels. However, we consider there to be low potential impact on these properties from rising sea levels. This is due to both of these properties being on a cliff overlooking the water and significantly above the high-water mark.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. Staff from relevant council business units have contributed to the identification of the eligible projects for the proceeds of sale including council’s Parks and Community Facilities team, Service Investment and Programming, Policy Department and Eke Panuku.

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

Local impacts and local board views

22. At a workshop with the Franklin Local Board in November, staff provided a list of potential projects for the allocation of the proceeds of sale. The local board advised support for the allocation of the proceeds of sale towards the Beachlands Hall community hub improvements, the Sunkist Bay Reserve concept plan implementation and/or any local eligible local projects. This report provides the board with an opportunity to formalise its views.

Tauākī whakaaweawe Māori

Māori impact statement

23. In July 2019, mana whenua was informed of the intention to dispose of the land for the purpose of service property optimisation. Ngai Tai Ki Tamaki Trust expressed its interest in the properties. The properties will be offered to mana whenua in the first instance.

Ngā ritenga ā-pūtea

Financial implications

24. Proceeds from the sale of 17W Hawke Crescent and 39R Pohutukawa Road would provide partial funding for the following projects:

• Beachlands Hall community hub improvements; and/or

• Sunkist Bay Reserve concept plan implementation.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. The following table outlines the main risks and mitigations associated with the recommendations in this report.

Risk	Mitigation
Market fluctuations could negatively affect property values at the time the transaction is concluded.	Conclude and execute a sale and purchase agreement based on independent property valuations. Should a sale not be realised when we take these properties to the market, we have the option of continuing to hold until market conditions improve.

Ngā koringa ā-muri

Next steps

26. Subject to the Franklin Local Board’s confirming the allocation of the proceeds of sale, Eke Panuku will commence the go to market process for 17W Hawke Crescent and 39R Pohutukawa Road, Beachlands.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	17W Hawke Cres & 39R Pohutukawa Rd - image	37

Ngā kaihaina

Signatories

Authors

Moira Faumui - Strategic Property Specialist, Eke Panuku Development Auckland

Hannah Alleyne - Service & Asset Planning Team Leader

Authorisers

Letitia Edwards - Head of Strategic Property Optimisation - Eke Panuku Development Auckland

Angela Clarke - Head of Service Investment & Programming

Marian Webb - General Manager Assets and Delivery, Eke Panuku

Manoj Ragupathy - Local Area Manager

No.	Title	Page
a ⇩	Auckland Transport bimonthly report to Franklin Local Board - December 2024	41
b ⇩	Beachlands Bus Service Improvements	47

Franklin Local Board

10 December 2024

Adoption of the Franklin Local Board Emergency Readiness and Response Plan

File No.: CP2024/17898

Te take mō te pūrongo

Purpose of the report

1. To adopt the Franklin Local Board Emergency Readiness and Response Plan provided as Attachment A.

Whakarāpopototanga matua

Executive summary

2. The Franklin Local Board Emergency Readiness and Response (ER&R) Plan contributes to the delivery of the Franklin Local Board Plan 2023 objective to ‘enable community groups across Franklin to lead the delivery of initiatives’ by ‘facilitating locally led emergency response and resilience plan development’.

3. The development of the local board ER&R Plan is key initiative #16 in the Tāmaki Makaurau Auckland Civil Defence and Emergency Management Group Plan 2024-2029 (the Group Plan) which states to ‘work with local boards to prepare, communicate and embed Local Board Emergency Readiness and Response Plans that identify local hazards, how to prepare for emergencies, how to evacuate and where to go and useful contacts in an emergency’.

4. The Franklin Local Board ER&R Plan has been developed to provide information for people living and working in the local area on how to get ready for, and respond to, an emergency. The plan also includes information about reducing or minimising the risk of hazards and includes key information to support a community’s recovery following an emergency event.

5. The plan has been developed in conjunction with the local board, marae in the Auckland Emergency Management Whakaoranga Marae Whakaoranga Whanau Programme, emergency services, Health NZ, the Auckland Council Demographic Panels, as well as the council departments of Healthy Waters, Community Wellbeing (formerly Connected Communities), the Tāmaki Makaurau Recovery Office and key community groups with an interest in emergency readiness and response.

6. A two-stage launch strategy is proposed for the release of the ER&R Plan. The two stages include a ‘soft launch’ post ER&R Plan adoption, and a full public launch commencing in February 2025. The public launch will include promoting the plans in traditional media, on social media platforms and in hard copy.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) whai / adopt the Franklin Local Board Emergency Readiness and Response Plan provided in Attachment A

b) tautapa / delegate to the Franklin Local Board Chairperson the ability to approve minor amendments to the document ahead of publication.

Horopaki

Context

7. The Tāmaki Makaurau Auckland Civil Defence and Emergency Management Group Plan 2024-2029 identifies several key initiatives to improve community emergency readiness and response to emergencies. Group Plan Initiative #16 prioritises the preparation of Local Board ER&R Plans to meet this objective. The Franklin Local Board ER&R Plan contributes to the delivery of the Franklin Local Board Plan 2023 objective to ‘enable community groups across Franklin to lead the delivery of initiatives’ by ‘facilitating locally led emergency response and resilience plan development’.

8. The purpose of the ER&R Plan is to support local emergency readiness. The development of the ER&R Plan was carried out in collaboration with the Franklin Local Board over the course of 2024.

9. The ER&R Plan has been developed through a series of workshops with the Franklin Local Board.

· At the first introductory workshop on 12 March 2024, the concept of the ER&R Plan was introduced and the process to develop the ER&R Plan was agreed. The process was to be led by the Auckland Emergency Management Senior Community Planning and Readiness Advisor with input from all local board members, local board services staff and staff from council’s Community Wellbeing department (formerly Connected Communities).

· A series of workshops followed the introduction one held on 2 April 2024, 7 May 2024, 13 August 2024 and 17 September 2024. At these workshops, the draft ER&R Plan template was presented and discussion was held on key topics such as; identifying and/or confirming hazards specific to the Franklin Local Board area, potential Civil Defence Centres and provisional Community Emergency Hubs. The local board also confirmed a targeted group of community stakeholders to test the draft ER&R Plan with.

· A final workshop with the local board was held on 15 October 2024. Feedback from targeted stakeholder consultation was reviewed and the text of the final draft Franklin Local Board ER&R Plan was presented. The design proof from the pilot local board (Devonport-Takapuna) was shared and agreement made on launch and testing activities of the plan.

10. In addition to input from the ER&R Plan Working Group, this ER&R Plan was shaped with input from marae in the Auckland Emergency Management Whakaoranga Marae Whakaoranga Whanau Programme, emergency services (including Fire and Emergency NZ and Police), Health NZ, the Auckland Council Demographic Panels, as well as council departments of Healthy Waters, Community Wellbeing (formerly Connected Communities) and the Tāmaki Makaurau Recovery Office. Key community groups with an interest in emergency readiness and response have also been involved in the development of the plan. A summary of this feedback is provided in paragraphs 13 through 21 in this report.

11. The ER&R Plan is a foundation document to communicate local board area specific information about the top emergency hazards for the area, tips and ideas on how to reduce the risk and/or impact of these hazards, how to be emergency ready, where to go and what to do during an emergency response and key information to support a community’s recovery. The ER&R Plan will support and guide community groups in their reduction, readiness, response and recovery planning activities.

12. Figure 1 below shows the hierarchy of plans and how the different plans relate to one another. Community groups will be able to use the area specific technical information, advice and guidance in the ER&R Plan as a foundation, or guide, for forming their own community plans with assistance from the Auckland Emergency Management. The ER&R Plan also supports the household ‘Make a Plan’ resource, giving whānau additional information and guidance to help them get ready for a wide range of emergencies. It promotes personal confidence and empowerment as a tool for taking personal responsibility in getting ready for and responding to emergencies. It is a reference for households, businesses and communities to confidently base their own readiness activities on.

Figure 1: The hierarchy of plans

A diagram of emergency response plan

Description automatically generated

Tātaritanga me ngā tohutohu

Analysis and advice

Summary of feedback from the local board and the ER&R Plan Working Group

13. Franklin Local Board’s largest feedback on the draft ER&R Plan was in regards to Civil Defence Centres (CDC) and the concern that there are not enough CDCs identified to support Franklin’s communities given the large rural geographical area. Local board members advocated for the identification of additional CDCs in Waiuku, Pukekohe, and Beachlands due to these areas being more densely populated. A suggestion was made to include Pukekohe Netball Courts and other rural community halls as potential CDCs.

14. Feedback from the local board on CDCs for their area has been fed into the wider review of Civil Defence Centres currently underway by Auckland Emergency Management. Auckland Emergency Management has reached out to the Waikato Civil Defence Emergency Management (CDEM) Group to better understand CDC and Community Emergency Hub provision across the Franklin region.

15. Further feedback from the Franklin Local Board on the draft ER&R Plan include:

· highlighting, in bold font, the phone numbers in the Emergency Contacts section

· removing the accident and urgent care information in the plan for the Franklin area

· removing the reference to the local board from the title of the document

· incorporating a section on rural preparedness in the plan to reflect the significant portion of rural properties within the Franklin area

· identifying Pukekohe Marae on the maps in the plan

· incorporating more of the community-led groups that were known to Franklin Local Board members into the plan

· mentioning Starlink as an option for alternative communications in the plan

· including the Community Emergency Hub located along the Auckland / Waikato border in the plan.

16. The feedback listed above, as well as key information from Auckland Emergency Management’s Lifestyle Block Emergency Preparedness Handbook, have been included within the Franklin Local Board ER&R Plan.

17. Feedback from the ER&R Plan Working Group consists of ensuring the plan was accessible with easy to interpret visuals and graphics to address the diverse population of the area.

Summary of community feedback

18. Auckland Emergency Management staff engaged with key community groups who have an interest in emergency readiness and response as identified by the local board in workshops. The purpose of engaging with key community groups was to seek feedback and input into the ER&R Plan to ensure the plan meets the needs of the community. The engagement process included community group presentations, opportunities for individual email feedback, and face-to-face meetings. The following groups provided feedback on the draft plan:

· Pohutukawa Community Coast Response Team

· Orere Community and Boating Club (as part of the Orere Resilience Group)

· Pukekohe Resilience Group (which include Pukekohe Community Action, Buckland Community Centre, Parerata Community Centre and St Patrick’s Catholic Church).

19. Feedback received from the community groups were positive and aligned well with the emergency readiness initiatives the groups are pursuing. One community member commented ‘It’s good to understand where exactly we (community groups) fit in with the local board and Auckland Emergency Management’. Another commented ‘This is something we have been waiting for, and something we can use too as a hub’. Another community group member commented ‘We’ve been waiting to see what Auckland Emergency Management and Auckland Council are doing so we can see how we fit into the bigger picture’.

Feedback from council’s demographic panels

20. Over June and July 2024, Auckland Emergency Management presented a draft ER&R Plan to the six Auckland Council demographic panels which represent Ethnic Communities, Pacific Peoples, Youth, Seniors, Disability and Rainbow Communities. Feedback from the panels include:

· communication of the plan post-adoption

· images within the plan to be representative of Auckland’s diversity

· training opportunities for Community Emergency Hubs to be inclusive of diversity

· the plans being condensed

· provide advice for apartment dwellers

· diverse life experiences and input from one panel is also relevant to circumstances of other communities.

21. Particular attention has been given to making the ER&R Plans representative of Auckland’s diverse communities. This includes ensuring that images are inclusive and representative, that the plan is concise and accompanied by easier to read summary documents and fact sheets. Separate from the ER&R Plan, Auckland Emergency Management is developing guidance for apartment dwellers and will build inclusiveness into future Community Emergency Hub guidance documentation.

Launch strategy for the ER&R Plan

22. A two-stage launch strategy is proposed for the release of the Local Board ER&R Plan. The two stages include a ‘soft launch’ post ER&R Plan adoption at the Franklin Local Board Business Meeting and a full public launch commencing February 2025.

23. The two-stage launch strategy allows for a celebration and acknowledgement of the completion of the plan with those closely involved in its development, whilst allowing time for the printing and publication of the ER&R Plan and supporting promotional documentation, the preparation of translated and accessible versions of the documents, and the organising of any public events to support a full public launch. For further information refer to Attachment B: Local Board Emergency Readiness and Response Plan – Launch Strategy.

Update process for the ER&R Plan

24. As the ER&R Plan is a new local board and community resource, Auckland Emergency Management will conduct a first review of the ER&R Plan as part of the FY25/26 local board work programme. Whilst much of the content within the plan will remain unchanged, the initial review is a good opportunity to update any changes to contact information or identified Civil Defence Centres and/or Community Emergency Hub locations. Following this initial review, further reviews will occur on a three yearly basis (or as required) to align with the local board plan cycle.

Tauākī whakaaweawe āhuarangi

Climate impact statement

25. The ER&R Plan identifies actions that can be taken to increase individual and community readiness and resilience in the face of increased frequency and severity of weather events associated with climate change. The ER&R Plan identifies tips and activities that communities can do to reduce the risk of a climate related emergency hazard (and other non-climate hazards) or its impact.

26. Further work delivered by Auckland Emergency Management over 2025 and beyond will seek to embed the ER&R Plan by working alongside members of the Franklin Local Board and their communities to reduce risks, to be emergency ready and to respond to, and recover from, future emergency events.

27. Auckland Emergency Management’s community outreach work programme forms part of a joined-up approach with other parts of Auckland Council that collectively seek to support communities in discussions around climate change, adaptation, emergency preparedness and recovery. As such, Auckland Emergency Management is collaborating with Environmental Services, the Chief Sustainability Office, Healthy Waters and the Tāmaki Makaurau Recovery Office in particular. The intention is to ensure all departments are coordinated in their approach, understand each other’s objectives and work programmes, and to provide joined-up advice to community groups.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. The Franklin Local Board ER&R Plan has provided an opportunity to partner and collaborate with many departments across the council group.

29. Auckland Emergency Management sought input from, and has built relationships with, Local Board Services, Community Wellbeing Department (formerly Connected Communities), the Tāmaki Makaurau Recovery Office, the Assets, Engineering and Technical Advisory Department, Healthy Waters (specifically the team delivering the Blue Green Network Programme) and the Chief Sustainability Office in particular. Governance and engagement (local board teams) have provided advice and guidance through the development of the ER&R Plans.

30. Council Controlled Organisations such as Auckland Transport and Watercare Limited, are connected to this work through both the Coordinating Executive Group (CEG) and through the Lifelines Utilities Programme (representing electricity, cellular network, water and roading providers). The Lifelines Utilities Advisor has been consulted through the development of the ER&R Plans.

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

Local impacts and local board views

31. The ER&R Plan contributes to the delivery of the Franklin Local Board Plan 2023 objective to ‘enable community groups across Franklin to lead the delivery of initiatives’ by ‘facilitating locally led emergency response and resilience plan development’. The purpose of the ER&R Plan is to support local emergency readiness. The ER&R Plan has been developed to provide information for people living and working in the local area on how to get ready for, and respond to, an emergency.

32. The development of the ER&R Plan was carried out in collaboration with the local board over the course of 2024 as outlined in paragraph nine. Throughout the development of the ER&R Plan, the views of the local board were sought and the feedback received was used to shape and inform the plan’s development. Auckland Emergency Management staff also engaged with key community groups who have an interest in emergency readiness and response. The purpose of engaging with key community groups was to seek feedback and input into the ER&R Plan to ensure the plan meets the needs of the local community. Paragraphs 13 through 21 of this report summarise the feedback received and outlines how this feedback was used to shape the plan.

33. Following the adoption and publication of the plan, community groups will be able to use the area specific technical information, advice and guidance in the ER&R Plan as a foundation or guide for forming their own community plans. The ER&R Plan also supports the household ‘Make a Plan’ resource, giving whānau additional information and guidance to help them get ready for a wide range of emergencies. It promotes personal confidence and empowerment as a tool for taking personal responsibility in getting ready for and responding to emergencies. It is a reference for households, businesses and communities to confidently base their own readiness activities on.

34. The ER&R Plan provides key emergency contact information that local board members can pass on to their communities. The ER&R Plan clarifies roles and responsibilities through reduction, readiness, response and recovery. Cross boundary issues have been considered, with the maps incorporated within the plan showing hazards, Civil Defence Centres and Community Emergency Hubs both within the local board area/rohe and those areas immediately adjacent.

35. Over 2025, Auckland Emergency Management will embed key concepts of the ER&R Plan through community outreach activities. Local board members have an important role in promoting the ER&R Plan and the information it includes by referencing and promoting the ER&R Plan at community events and other community engagements that they attend throughout the year.

Tauākī whakaaweawe Māori

Māori impact statement

36. The impacts on Māori from disasters can be significant and there are real strengths in integrating kaupapa Māori, mātauranga Māori and tikanga Māori into resilience building for disasters. Auckland Emergency Management are committed to honouring Te Tiriti o Waitangi by ensuring the views and knowledge of Iwi and Māori are reflected.

37. During the North Island severe weather events of 2023, 13 marae were actively involved in the response, feeding, sheltering and comforting people who had been displaced by the event. Of those 13, eight have already become part of Auckland Emergency Management’s Whakaoranga Marae Whakaoranga Whānau Programme, which supports marae emergency readiness. These marae are listed in the ER&R Plans as places where people can turn to for support in an emergency, along with other marae who have indicated they have the resource to offer similar support in the future. Auckland Emergency Management understand that not all marae have the resources available to support the wider community in an emergency response and have only identified those who have confirmed they are able to respond and support others.

38. Auckland Emergency Management, through the Principal Iwi/ Māori Resilience Advisor, will continue to work with marae, mana whenua and mataawaka to support marae and iwi in their emergency readiness activities, with support from the Ngā Mātārae and Resilience and Infrastructure Directorate Māori Outcomes Lead. Should additional marae confirm that they are in a position to support the wider communities and wish to be included in the ER&R Plan, Auckland Emergency Management will ensure that they are included in future iterations and updates to the ER&R Plan.

Ngā ritenga ā-pūtea

Financial implications

39. The activities associated with delivering and launching the ER&R Plans and the community emergency readiness programme are funded through the Auckland Emergency Management operating budget and/or are resourced internally. This includes the printing of the ER&R Plans, the printing and translation of supporting summary documentation, the preparation of proactive media articles, social media campaigns and provision of documentation to key community information points such as the Auckland Council libraries, Citizen Advice Bureau(s), Neighbourhood Support and others. For further information refer to Attachment B.

40. Further work to embed the key messaging associated with the ER&R Plans will be funded through Auckland Emergency Management operating budget and/or are resourced internally. Continuing work to identify and support community groups who have an interest in establishing future Community Emergency Hubs will be funded through the Auckland Council Local Preparedness Storm Fund in addition to internal resourcing.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

41. Key risks to the implementation of the Franklin Local Board ER&R Plan include:

· A delay in adopting the ER&R Plan, or non-adoption: The ER&R Plan contains critical emergency information which people feel they do not have access to through other means. Delay in, or not adopting the ER&R Plan will mean that this local board area will not be able to succinctly provide this information to residents. The ER&R Plan is a foundation document that will underpin community emergency readiness discussions, activities and support over 2025. A delay in adopting the ER&R Plan, or non-adoption, would negatively impact the delivery of this planned community engagement and readiness programme. The opportunity to refresh Civil Defence Centres, Community Emergency Hub or marae locations in a year’s time mitigates needing to hold back the plan’s adoption for additional locations to be included.

· Response risk: Should the Emergency Coordination Centre be activated, all day-to-day work to publish, launch and embed the ER&R Plan will be temporarily put on hold to enable kaimahi to prioritise supporting the community through the emergency response period. The recommendation is that this risk is acknowledged, noting work would recommence as soon as Auckland Emergency Management’s response personnel are stood down.

· Embedding the ER&R Plans: The ability to support community groups with readiness activities using the ER&R Plan is constrained by the internal resourcing of Auckland Emergency Management. To mitigate this risk, Auckland Emergency Management is seeking to partner with departments across Auckland Council and other agencies (such as Fire and Emergency New Zealand, and Neighbourhood Support) to increase reach. Auckland Emergency Management is also seeking to fund community facilitators to run workshops and training programmes for marae and community groups to increase capacity and reach.

Ngā koringa ā-muri

Next steps

42. Auckland Emergency Management will progress the publication of the Franklin Local Board ER&R Plan and commence communication and launch activities as outlined in this report. This includes a ‘soft launch’ following the adoption of the ER&R Plan and a full public launch over February and March 2025.

43. Over 2025, Auckland Emergency Management will seek to embed key concepts of the ER&R Plan through community outreach activities. Auckland Emergency Management will refocus efforts to support interested community groups in community emergency planning activities. For community groups wishing to stand-up a Community Emergency Hub, facilitated workshops will be available over 2025 which seek to empower groups to support their networks during an emergency. Community groups who do not want to become a Community Emergency Hub will also be supported with resources to help their members get ready for an emergency, together with presentations, and the promotion of key readiness messaging at events.

44. Local board members have an important role in promoting the ER&R Plan and the information it includes by referencing and promoting the ER&R Plan at community events and other community engagements that they attend throughout the year.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Franklin Local Board Emergency Readiness and Response Plan (Under Separate Cover)
b ⇩	Local Board Emergency Readiness and Response Plan Launch Strategy	63

Ngā kaihaina

Signatories

Author

Anita Fraser, Senior Community Planning and Readiness Advisor

Authorisers

Adam Maggs - General Manager Auckland Emergency Management

Parul Sood - Deputy Director Resilience and Infrastructure

Manoj Ragupathy - Local Area Manager

Franklin Local Board

10 December 2024

Constellation Park, Beachlands - Pump Track

File No.: CP2024/18893

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Franklin Local Board to consult on the draft plan for a proposed pump track at Constellation Park, 17R Intrepid Crescent, Beachlands.

Whakarāpopototanga matua

Executive summary

2. A local resident with expertise in bike track development and owner of Trail Pro Limited, which has built several pump tracks on behalf of Auckland Council, has offered to largely self-fund and build a new pump track at Constellation Park in Beachlands.

3. Young people in Beachlands have limited recreational opportunities and fewer places to gather and socialise in a safe and inviting environment.

4. Constellation Park is considered by staff to be the most suitable site of several parks assessed in the Beachlands area at which to locate a pump track. It has greenway connections that provide a safe and accessible route for cyclists to reach the park. It also has adequate space within which to accommodate the proposed facility and will not compromise important cultural components that were evident at other potential sites.

5. The park consists of a playground at the park entrance that caters to younger children (aged 0 to 8) and a concrete circular pathway and bike racks. This asset base already encourages cycling activity, providing existing infrastructure to expand on wheel play within the park.

6. At a workshop on 7 November 2024 the Parks and Places Specialist presented a draft concept plan of the pump track to the Franklin Local Board for discussion.

7. Subject to local board approval, staff will consult with the wider local community on the draft concept plan. Community consultation feedback will be used to inform possible refinement of the concept plan that will be presented to the local board for approval.

8. There is currently no allocated funding for this proposal. A local resident has offered to fund the majority of the pump track, with some funding contribution from the local board required.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) whakaae / approve the draft pump track concept plan for Constellation Park, 17R Intrepid Crescent, Beachlands in Attachment A to move forward with public consultation.

Horopaki

Context

9. Constellation Park is located at 17R Intrepid Crescent Beachlands. It is zoned informal recreation and serves as a neighbourhood park with a playground and established greenway connections.

An aerial view of a neighborhood

Description automatically generated

Figure 1: Constellation Park

10. A local resident with expertise in bike track development and owner of Trail Pro Limited has approached council with a proposal to build a pump track in a park in Beachlands.

11. The local resident has offered to fund the project, but it is likely partial funding from the Franklin Local Board will be required to get this completed. The estimated cost of the project sits between $80,000 to $100,000, with a 10 per cent to 25 per cent contribution required from the Franklin Local Board. Trail Pro would undertake all associated physical works.

12. Pump tracks are high-quality bike tracks consisting of carefully designed humps, hollows and corners allowing users to flow through the track seamlessly. The track is formed on a well-drained, flat grassed area using imported soil with an asphalt surface and amenity planting.

13. Pump tracks provide for specialised wheel play appealing to scooters and all types of bikes from balance bikes to mountain bikes.

14. This work aligns with the Franklin Local Board Plan 2023 outcome - Our places: ‘Partner with others, including communities, businesses, schools, mana whenua, local organisations and developers to deliver new or improved facilities. The key initiative linked to this outcome is: Create youth space in Franklin by reconfiguring existing facilities or partnering to deliver new facilities.

Tātaritanga me ngā tohutohu

Analysis and advice

15. Several parks and reserves that could potentially accommodate a pump a pump track were assessed including:

· Constellation Reserve

· Kahawairahi Reserve

· Ken Parker Reserve.

16. The Parks and Places Specialist in the Parks and Community Facilities department visited these sites among others with local iwi kaitiaki from Ngai Tai Ki Tamaki to gather iwi views of this proposal and determine what were the best sites for future youth activity in Beachlands and Maraetai.

17. Constellation Park was viewed as the most suitable site for the following reasons:

· Greenway connections to the Beachlands Town Centre and Te Puru Park offer a safe and accessible route for cyclists to reach the park. Youth spaces are most effectively situated near town centres, where facilities like toilets and refreshments are easily accessible.

· A flat, open grassed area with good passive surveillance and ample space for a pump track.

· A playground is situated at the park entrance, designed for children aged 0 to 8. In contrast, the pump track caters to a broader age range, from 3 years to over 13 years. The addition of a pump track would complement and seamlessly integrate with the existing structures in the park.

· A concrete circular pathway and bike racks are already situated within Constellation Park, encouraging bike activity in the area. These features provide essential support for the proposed pump track.

· Kahawairahi Park, located at the southern end of Beachlands, already provides facilities for youth activities. Constellation Park can help meet the needs of the northern Beachlands community by offering similar amenities.

· An alternative site is Ken Parker Reserve, but this has limited passive surveillance and few greenway connections. The site is also poorly drained and relatively wet in winter.

18. The New Zealand Census shows high growth in the Te Puru area over the past 10 years. Te Puru experienced 92 per cent population growth between 2013 to 2018 and 50.3 per cent growth between 2018 to 2023. It has a current population of 4590.

19. The 2018 New Zealand Census also identified that in the Te Puru area 25.1 per cent of the male population were aged 0 to 15, and 23.4 per cent of the female population were aged 0 to 15.

20. There is a lack of youth facilities in Beachlands and the introduction of a pump track would partly address this service provision gap. The current youth amenities in the area include a small skatepark at Te Puru Park and half-courts at Sunkist Bay Reserve and Kahawairahi Reserve.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

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

22. Improvement to service levels are likely to increase the number of local active transport journeys (walking and cycling) to Constellation Park.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. Adopted strategic plans such as the Auckland Council Unitary Plan, Open Space Provision Policy and the Franklin Local Board Plan have informed the recommendations.

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

Local impacts and local board views

24. The assessment and concept plan were presented at a Franklin Local Board workshop on 7 November 2024, with local board members providing the following feedback:

· The provision of youth facilities is supported with the suggestion that the pump track could be located more centrally within the reserve, moving it further away from residential properties on the northern side of the park.

· The importance of getting community feedback on the draft concept plan.

25. The Franklin Local Board Plan 2023 includes the following outcome - Our places: ‘Partner with others, including communities, businesses, schools, mana whenua, local organisations and developers to deliver new or improved facilities. The key initiative linked to this outcome is: Create youth space in Franklin by reconfiguring existing facilities or partnering to deliver new facilities.

Tauākī whakaaweawe Māori

Māori impact statement

26. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its statutory obligations and relationship commitments to Māori. These commitments are articulated in the council’s key strategic planning documents, the Auckland Plan, the Long-term Plan 2021-2031, the Unitary Plan (operative in part), Whiria Te Muka Tangata Māori Responsiveness Framework and local board plans.

27. Parks and reserves are taonga and hold significant importance to mana whenua. Developing open space that provides for all ages and abilities will positively benefit the health and wellbeing of mana whenua and the wider community through increased recreation provision. As part of the draft plan consultation process, feedback will be obtained from mana whenua.

28. The New Zealand census indicates an increase in residents of Māori descent in the Franklin Local Board area from 16.9 per cent in 2013 to 19.2 per cent in 2023.

29. Ngai Tai Ki Tamaki have been included in early discussions regarding this pump track as part of a wider discussion around the provision of youth facilities on parks in the Beachlands and Maraetai area.

30. Planning checks indicated that there was no cultural heritage inventory for Constellation Park.

Ngā ritenga ā-pūtea

Financial implications

31. While some board capex budget (approx. $25,000) is likely to be required, the financing of the pump track will largely be covered by Trail Pro Limited (approx. $100,000). This will be formalised through a funding agreement prior to any physical works taking place.

32. The pump track once completed and signed off would become a council asset and maintained under the full facility contract. Asphalt pump track surfaces and related planting areas generally have low ongoing maintenance costs and requirements, but actual costs will be confirmed at the same time as consultation feedback is presented to the local board.

33. To date, no budgets have been allocated to this project.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. Some residents may object to the project and locating the facility at Constellation Park. However, consultation will allow the board to make well informed decisions in this regard.

35. It is intended that the project be largely funded by a third party which adds an additional level of risk compared to open space projects that are fully funded by council. However, Trail Pro Limited are an established company who have expertise in this area and are fully committed to delivering the project as presented. The signing of a formal funding agreement will clarify the commitments required from both parties and help reduce this level of risk.

Ngā koringa ā-muri

Next steps

36. Feedback from the local board will be incorporated into the draft concept plan for consultation.

37. Community consultation will take place via letter drop and online survey on the Auckland Council ‘Have your say’ webpage.

38. The final concept plan will then come back to the Franklin Local Board for adoption and implementation.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Constellation Park pumptrack design	71

Ngā kaihaina

Signatories

Author

Kristen Greenfield - Parks & Places Specialist

Authorisers

Martin van Jaarsveld - Head of Specialist Operations

Manoj Ragupathy - Local Area Manager

Franklin Local Board

10 December 2024

Classification of land at Lough Bourne Reserve, Pukekohe under the Reserves Act 1977

File No.: CP2024/18190

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Franklin Local Board for classification of three parcels of land at Lough Bourne Reserve, located at 9A Lough Bourne Drive, Pukekohe, as local purpose (drainage) reserve pursuant to section 16(2A) of the Reserves Act 1977.

Whakarāpopototanga matua

Executive summary

2. Lough Bourne Reserve is located at 9A Lough Bourne Drive, Pukekohe and comprises five parcels of land, with three being unclassified local purpose (drainage) reserve, one being classified local purpose (drainage) reserve subject to the Reserves Act 1977 and one held by Auckland Council in fee simple under the Local Government Act 2002.

3. The three parcels of unclassified reserve land are legally described as Lots 83 & 100 Deposited Plan 315800 and Lot 104 Deposited Plan 320131, comprising wetland plants and stormwater drainage infrastructures, including wet pond and associated pipework. It is zoned as open space – informal recreation under the Auckland Unitary Plan.

4. Classification of reserves according to their principal or primary purpose is required by the Reserves Act 1977, and helps direct their management, usage and development. It is a necessary step to enable the administering body to grant third parties rights over reserves.

5. Local boards hold delegated authority under Section 16(2A) of the Reserves Act 1977 to approve classifications of council owned reserves.

6. Mana whenua representatives have been advised of the recommended classification via email and invited to submit their feedback. No objections or submissions to the proposed classification were received.

8. It is a statutory requirement under the Reserves Act that Auckland Council classify all reserves vested in it. Where a reserve is awaiting classification (is unclassified), the council as administering body of the reserve is legally unable to grant rights over the land such as leases, licenses, easements or undertake an exchange until it is classified.

9. The report recommends classifying the remaining three unclassified parcels as local purpose (drainage) reserve. This will align with current use and will not restrict potential future uses of the reserve.

10. Subject to the local board’s decision, staff will formalise the classification through a gazette notice, which will be published to record the approved classification.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) whakaae / approve the classification of land legally described as Lots 83 & 100 Deposited Plan 315800 held in Record of Title 79718 and Lot 104 Deposited Plan 320131 held in Record of Title 132442 as local purpose (drainage) reserve pursuant to section 16(2A) Reserves Act 1977.

Horopaki

Context

11. The reserve is located at 9A Lough Bourne Drive, Pukekohe, and comprises five parcels of land, shown in Figure 1 below.

i) Lots 83 & 100 Deposited Plan 315800, shaded in yellow, comprising 1.4174ha held in RT 79718 as unclassified local purpose (drainage) reserve.

ii) Lot 104 Deposited Plan 320131, shaded in red, comprising 0.6763ha held in RT 132442 as unclassified local purpose (drainage) reserve.

iii) Lot 122 Deposited Plan 320131, shaded in green, comprising 0.0912ha held in RT 79661 as classified local purpose (drainage) reserve.

iv) Lot 10 Deposited Plan 438826, shaded in blue, comprising 0.3856ha held by Auckland Council in fee simple under the Local Government Act 2002.

12. The reserve is currently used for stormwater purposes with multiple access points from Lough Bourne Drive and Butcher Road.

13. The three parcels of land described in items i and ii are currently unclassified and zoned as open space – informal recreation, vested in the council in fee simple for local purpose (drainage) reserve.

Figure 1 Lough Bourne Reserve, Pukekohe - aerial view

A map of a neighborhood

Description automatically generated

Classification of reserves under the Reserves Act 1977 and the local board’s role

14. Classification of reserves under the Reserves Act 1977 identifies the principal or primary purpose of a reserve. The classification helps direct the reserve’s management, usage and development. It is a necessary step to enable the administering body to grant third parties rights over reserves.

15. Classification of reserves provides an additional layer of legislative protection under the Act. The classification will bind the council to that classification and will limit (to a greater or lesser extent) how the land can be used. The classification also provides the community with certainty as to the types of activities that can take place on the reserve.

16. Franklin Local Board has decision-making responsibility for all reserves in the local board area. The local board also holds delegated authority under Section 16(2A) of the Reserves Act 1977 to approve classification of council held reserves, subject to all statutory processes having been satisfied.

Tātaritanga me ngā tohutohu

Analysis and advice

17. As the reserve is held under the Reserves Act, it is a statutory requirement to classify according to its primary or principal purpose.

18. Classification under section 16 of the Reserves Act involves assigning a reserve (or parts of a reserve) to the appropriate class. The class determines the principal or primary purpose/use of the reserve to the appropriate class. The present value of the reserve is considered, along with the future ‘potential’ values and the possible future uses and activities on the reserve.

19. The reserve is currently used for stormwater purposes and the proposed classification reflects that usage.

20. As the proposed classification is substantially the same as the purpose for which the reserve is held and administered, public notification of the council’s intention to classify the land is not required.

Proposed classification of Lough Bourne Reserve as Local Purpose (Drainage) reserve

21. Staff consider that classification of the reserve as local purpose (drainage) reserve is the most appropriate as:

· the reserve was acquired and vested in Auckland Council for local purpose (drainage) reserve

· it aligns with the current and intended use of the whole reserve

· it will not restrict current and potential future uses of the reserve.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. Te Tāruke-ā-Tāwhiri: Auckland’s Climate Action Plan sets out two core goals:

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

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

23. The proposal outlined in this report does not include any change in the use of the land or activity on the land, introduce any new sources of greenhouse gas emissions and will not impact climate change.

24. The proposed classification is a formalisation of a statutory requirement under the Reserves Act, which is an administrative process and therefore will have no impact on climate change.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. The proposed classification has no identified impacts on other parts of the council group. The views of other council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

26. The Franklin Local Board holds the delegated authority under Section 16(2A) of the Reserves Act 1977 to resolve to classify this reserve.

27. The views and preferences of the local board in relation to the proposed classification are sought via this report.

Tauākī whakaaweawe Māori

Māori impact statement

28. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader obligations to Māori.

29. These commitments are articulated in the council’s key strategic planning documents, the Auckland Plan, the Long-term Plan, the Unitary Plan, Whiria Te Muka Tangata Māori Responsiveness Framework, Kia Ora Tāmaki Makaurau - Māori Outcomes Performance Measurement Framework and the local board plans.

30. Under Section 4 of the Conservation Act 1987, the council is required to engage with Iwi regarding the intention to classify Lough Bourne Reserve as local purpose (drainage) reserve.

31. An email was circulated to all iwi identified as having an interest in the land on 15 October 2024. The email contained detailed information on the proposed classification and no objections or submissions were received.

Ngā ritenga ā-pūtea

Financial implications

32. The proposed classification is an administrative exercise and will not result in any costs to the local board. All costs (if any) relating to the publication of a notice of classification in the New Zealand Gazette will be met by Auckland Council’s Parks & Community Facilities Department.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33. The proposed classification will fulfil the council’s statutory requirement under the Act to classify all unclassified reserves which are either held or managed by the council. If the local board does not classify the reserve, the council will be in breach of this statutory requirement under the Act.

Ngā koringa ā-muri

Next steps

34. Subject to the local board’s decision, staff will formalise the classification through a gazette notice. The notice will be published to record the approved classification of Lough Bourne Reserve as local purpose (drainage) reserve.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Denise Chan - Specialist Technical Statutory Advisor

Authorisers

Kim O’Neill - Head of Property & Commercial Business

Manoj Ragupathy - Local Area Manager

Franklin Local Board

10 December 2024

Request for change to local dog access rules

File No.: CP2024/19238

Te take mō te pūrongo

Purpose of the report

1. To seek a decision on whether to propose changes to local dog access rules in the local board area for the purposes of public consultation.

Whakarāpopototanga matua

Executive summary

2. The council has received requests to change local dog access rules in the local bord area.

3. An assessment against criteria in the Dog Control Act 1996 and Auckland Council Kaupapa mo ngā Kuri | Policy on Dogs 2019 found possible structural problems with the current rules (problems that place responsible dog owners, their dogs, other people, animals or property at significant risk or unreasonably restrict responsible dog owner access).

4. The assessment findings meet legislative and Policy criteria to enable the local board to consider whether to change the local dog access rules related to the requests.

5. To enable the local board to decide whether to change the local dog access rules, staff identified and assessed two options against legislative and Policy criteria:

· Option one: Status quo – no change to current local dog access rule

· Option two: Amend local dog access rule.

6. Staff recommend Option two and have prepared a Statement of Proposal in Attachment A for the local board to adopt for public consultation. Taking this approach will better achieve the Policy to balance the needs of dogs, people, animals, the environment and property.

7. There is a medium reputational risk that people may feel the proposed changes do not reflect their views. This can be mitigated by communicating the reasons for the proposed changes and that the local board will consult the public before making a final decision.

8. If approved, staff will commence the public consultation process alongside other proposed changes to the council’s Policy and Bylaw on dogs by the Governing Body and other local boards in early 2025. The consultation will include an online feedback form and regional Have Your Say events. The local board will consider any public feedback, deliberate, and make a final decision by mid-2025.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) ohia / endorse the assessment findings of possible structural problems with the local dog access rules in Attachment B of this agenda report

b) whakaae / agree that Option two (Amend local dog access rule) in Attachment B of this agenda report is the most appropriate response to the assessment findings

c) whai / adopt the Statement of Proposal in Attachment A of this agenda report that contains proposed amendments to local dog access rules for public consultation using the Local Government Act 2002 special consultative procedure, to the extent it applies to locations within the local board area

d) whakaū / confirm that the proposed amendments to local dog access rules in the Statement of Proposal in Attachment A of this agenda report, to the extent it applies to locations within the local board area:

i) are consistent with the policy, principles and criteria for deciding dog access rules in the Auckland Council Kaupapa mo ngā Kuri | Policy on Dogs 2019

ii) are not inconsistent with any decision in relation to region-wide dog access rules contained in the Auckland Council Kaupapa mo ngā Kuri | Policy on Dogs 2019

iii) are in accordance with all relevant legislative requirements, in particular the Local Government Act 2002 and Dog Control Act 1996

e) appoint a chair and two Local Dog Access Panel members from the local board to attend relevant ‘Have Your Say’ events and to deliberate and make recommendations to the local board on public feedback to the proposal in Attachment A of this agenda report

f) delegate authority to the local board chair to make replacement appointments to the Local Dog Access Panel if a Panel member is unavailable.

g) delegate authority through the Chief Executive to a manager responsible for bylaws to:

i) appoint staff to receive public feedback at ‘Have Your Say’ events where attendance from Panel members is not necessary (for example, an informal ‘drop-in’ session)

ii) make any amendments to the proposal in Attachment A of this agenda report to correct errors, omissions, insert maps or reflect decisions made by the local board

h) tuhi ā-taipitopito / note that the local board would need to fund any bespoke public consultation initiatives and allocate funding for estimated costs in Attachment B of this agenda report (for example for signage) to implement any local dog access rule changes.

Horopaki

Context

Council has received requests to change local dog access rules

9. Council has received requests to change local dog access rules in the local board area.

10. A summary of the requests is provided in Attachment B.

Local dog access rules provide spaces for dogs and their owners that is safe for everyone, are adopted by local boards and enforced by council staff

11. The Auckland Council Kaupapa mo ngā Kuri | Policy on Dogs 2019 (Policy) contains dog access rules that seek to provide a balanced use of public places for dogs and their owners that is safe for everyone. This includes people, animals, the environment and property.

12. The local board has delegated authority to decide dog access rules on local park, beach and foreshore areas in their local board area (GB/2012/157).

13. Council’s Animal Management Team enforce dog access rules with the power to issue $300 infringement fines. In practice, Animal Management adopts a modern regulator approach that focuses more on education than penalties to increase voluntary compliance, including through website information, signage and interactions with dog owners during patrols.

Deciding how to respond to a request requires assessments against criteria

14. A local board decision to change a local dog access rule must meet regulatory criteria in their delegated authority, Policy on Dogs 2019, Dog Control Act 1996 and Local Government Act 2002 (See Attachment C). For example, the local board cannot change any regional rule that applies on a local park (for example the ‘no dogs on playgrounds’ rule).

15. To assist the local board in deciding how to respond to requests for changes to local dog access rules, staff complete a two-part assessment against regulatory criteria to:

· find whether evidence associated with the request^{^[1]} relates to structural problems

· identify and assess options in response to the structural problems.

16. The focus on structural problems recognises that:

· dog access rules in Auckland have been established since 1996 with the opportunity for a comprehensive local board review occurring between 2013 and 2016

· the focus now is on managing change that support responsible dog ownership, for example:

o identifying new opportunities for dog friendly access in neighbourhoods with limited off-leash areas

o only restricting access for new park developments, more people, increased presence of protected wildlife or new threats to natural habitat where the presence of dogs creates significant risk to people, stock, poultry, domestic animals, protected wildlife, natural habitat or property

· this approach means changes to local dog access rules are not used to address the actions of irresponsible dog owners or to reconsider previous decisions^{^[2]}

· the actions of irresponsible dog owners (for example failure to control their dog) are addressed by animal management officers (for example patrols, education and fines).

Any decision to change a current rule must use the special consultative procedure

17. Any decision to change a current local dog access rule must first be adopted as a proposal for public consultation using the Local Government Act 2002 special consultative procedure before a final decision is made (See Next Steps for further details).

18. To assist the local board, staff have drafted a proposal for public consultation (Attachment A) where a change to the current rule is the recommended option.

Tātaritanga me ngā tohutohu

Analysis and advice

An assessment has found possible structural problems with current local dog access rules

19. An assessment of the evidence against regulatory criteria included the identification of structural changes and significant risk factors or opportunities to determine whether there is a structural problem with current local dog access rules related to a request.

20. The assessment findings identified possible structural problems with current local dog access rules.

21. A summary of the assessment is provided in Attachment B.

An options assessment recommends changes to current local dog access rules

22. Two options are identified that respond to the assessment findings:

· Option one: Status quo – no change to current local dog access rule

· Option two: Amend local dog access rule.

23. A comparative options assessment against criteria included a description of each option and its implementation, effectiveness, efficiency, validity and risks, and a recommendation.

24. Staff recommend Option two (Amend local dog access rule). This approach better achieves the Policy to balance the needs of dogs, people, animals, the environment and property.

25. A summary and detailed options assessment is provided in Attachment B.

Staff recommend adopting a proposal to implement the changes for public consultation

26. Staff have prepared a Statement of Proposal in Attachment A to adopt the recommended options. The proposal has been drafted to comply with relevant statutory requirements^{^[3]}.

27. Staff recommend the local board adopt the proposal for public consultation. Taking this approach will commence the statutory process to improve local dog access rules.

28. The local board is requested to appoint a Local Dog Access Panel to attend ‘Have Your Say’ events as appropriate, deliberate and make recommendations to the local board on public feedback to the proposal.

29. It is also recommended that staff be delegated authority to receive public feedback at ‘Have Your Say’ events as appropriate or in case a Panel Member cannot attend.

Tauākī whakaaweawe āhuarangi

Climate impact statement

30. Environmental impacts were considered as part of the findings and options assessment. No climate impact was found relating to the change requests or the Proposal.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

31. Input from relevant council teams was sought to inform the findings and options assessment, and those teams are aware of the impacts of the Proposal and their implementation role.

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

Local impacts and local board views

32. Local impacts of any change to dog access rules were examined during the findings and options assessment, and any notable impacts are discussed in Attachment B.

33. Local boards have delegated authority to decide local dog access rules in their area. This means local boards are the final decisions-makers and must consider all public feedback with an open mind before making a final decision.

34. Staff will support the local board to use the special consultative procedure to seek public feedback, deliberate and to make and implement a final decision.

Tauākī whakaaweawe Māori

Māori impact statement

35. Local dog access rules support whanaungatanga (vibrant communities), manaakitanga (quality of life) and kaitiakitanga (sustainable futures) in Houkura | the Independent Māori Statutory Board’s Māori Plan for Tāmaki Makaurau and Schedule of Issues of Significance by helping to protect the safety of people and the environment.

36. No particular impact on mana whenua and mataawaka have been identified. Staff will engage with mana whenua and mataawaka during the public consultative process to ensure Māori are able to provide their views on the proposal.

Ngā ritenga ā-pūtea

Financial implications

37. The cost of the special consultative procedure will be met within existing budgets. This is possible because staff will combine any proposed changes to local dog access rules with public consultation on the Governing Body’s proposed changes from its review of council’s Policy on Dogs 2019 and Dog Management Bylaw 2019 (See Next Steps).

38. The local board would need to fund any bespoke public consultation initiatives, and (similar to any new alcohol bans) allocate funding for estimated costs in Attachment B of this agenda report (for example for signage) to implement any local dog access rule changes.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39. The following risks have been identified:

If …

Then …

Mitigation

… the proposed change does not reflect people’s views

… those people may think the proposal is unreasonable

(medium risk)

Communication of the reasons for the proposal and that public feedback will be sought before making a final decision.

Ngā koringa ā-muri

Next steps

40. If the proposed changes are adopted, the next steps will be public consultation prior to making a final decision in mid-2025.

41. Note that the Governing Body and other local boards will also make decision in December 2024 on proposed changes to the Policy and Bylaw on dogs for public consultation.

42. All Governing Body and local board proposed changes will be combined into a single public consultation process to commence in early 2025.

43. The consultation will include an online feedback form and regional Have Your Say events.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Statement of Proposal (SOP) to amend the Kaupapa mo ngā Kurī Policy on Dogs 2019 (Under Separate Cover)
b ⇨	Assessment of dog access rule change requests (Under Separate Cover)
c ⇩	Regulatory criteria related to local dog access rule change requests	85

Ngā kaihaina

Signatories

Author

Nancy Chu - Principal Policy Analyst

Authorisers

Louise Mason - General Manager Policy

Lou-Ann Ballantyne - General Manager Governance and Engagement

Manoj Ragupathy - Local Area Manager

Franklin Local Board

10 December 2024

Proposed policy refresh: Business Improvement District (BID) Policy (2022)

File No.: CP2024/17669

Te take mō te pūrongo

Purpose of the report

1. To seek feedback on proposed changes to the Business Improvement District (BID) Policy (2022) (Kaupapa Here ā-Rohe Whakapiki Pakihi).

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Business Improvement District (BID) programme team oversees the BID programmes ongoing development accountability and governance. The refresh process will not include a review of these roles or resources.

3. BID programmes provide sustainable funding to business associations by applying a targeted rate to business rated properties within a defined geographical area and granting these funds to the relevant business association.

4. BID-operating business associations sign a three-year targeted rate grant agreement which requires compliance with the Auckland Council Business Improvement District (2022) Policy (Kaupapa Here ā-Rohe Whakapiki Pakihi) (the Policy) as attached as Attachment A.

5. Staff are proposing changes to the BID Policy 2022 to clarify minimum requirements, including adding an issues resolution option (the ability to terminate funding agreements in cases of ongoing non-compliance where other concerns are evident), and a requirement for unallocated funds to be reported in the annual report for transparency. Additionally, the deadline for annual accountability reporting will shift from 10 March to 1 December. Other minor changes are also proposed. A summary of proposed changes as part of the policy refresh are attached as Attachment B.

6. Key stakeholders including local boards, BID-operating business associations and relevant council departments will be engaged in the process with feedback sought by 28 February 2025.

7. The updated policy is scheduled for submission to the Governing Body in April 2025 with implementation commencing on 1 July 2025.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) tūtohi / receive the report and information regarding the proposed refresh of the BID Policy (2022) and provide feedback on the changes proposed.

Horopaki

Context

Overview of the Auckland BID programme

8. BID-operating business associations are membership-based organisations independent of Auckland Council. The Auckland Council Business Improvement District (BID) Policy (2022) (Kaupapa Here ā-Rohe Whakapiki Pakihi) (the policy) sets out the framework for the governance, accountability, and management of a BID programme and targeted rate funding.

9. The policy supports the independent nature of the BID-operating business associations who are responsible for the BID programme delivery, its success, and are accountable to BID members/BID affiliates.

10. Local boards have the primary relationship with BID-operating business associations in their area:

· local boards and business associations have a vested interest in a particular place and share similar goals

· local boards have allocated decision-making responsibility for BID programme establishments, amending existing BID programmes, BID boundary changes, continuation/discontinuation, and issue resolution.

Auckland Council Business Improvement District Policy (Kaupapa Here ā-Rohe Whakapiki Pakihi)

11. The policy was last substantially reviewed and updated in 2021/2022 and approved by the Finance and Performance Committee on 26 July 2022. The policy will be approved for adoption by the Governing Body.

12. Auckland Council requires BID-operating business associations to fully comply with the policy and the three-year BID Targeted Rate Grant Agreement (Appendix A)

13. The policy describes the reason for the BID programme and sets out the process for:

· establishing, continuing/discontinuing BID programmes;

· changes to the BID programme boundary area/map;

· changes to the BID targeted rating mechanism;

· issue resolution;

· key stakeholder roles and responsibilities.

14. The policy sets out the engagement and reporting requirements for BID-operating business associations to ensure all BID members/BID affiliates have access to the relevant BID programme information. BID-operating business associations must use their Annual General Meeting (AGM) process to obtain formal member approval for the BID programme delivery, budget and to confirm their BID targeted rate grant amount for the following financial year.

15. The three-year BID Targeted Rate Grant Agreement sets out the conditions of the BID targeted rate grant funding and the relationship between Auckland Council and a BID-operating business association.

16. There are currently 51 BID programmes within the region.

BID Targeted Rate

17. BID programmes are supported by a BID targeted rate grant providing sustainable funding to BID-operating business associations. A BID targeted rate is applied to business rated properties within a defined geographic area. The rates collected are then provided to the relevant BID-operating business association via an annual grant.

18. The amount of BID targeted rate grant is decided each year at the BID-operating business associations annual general meeting (AGM) as part of the income and expenditure budget for the following financial year.

19. BID targeted rates are set according to the procedure defined in the Local Government (Rating) Act 2002, Section 23.

Local Board role with BID programmes

20. The policy recognises local board decision-making responsibilities in relation to:

· approval of the establishment of a new BID programme and boundary area

· approval of any changes to or amendments to an existing BID programme boundary area

· annually recommending BID programme targeted rate grant amounts to the Governing Body

· recommending to the Governing Body proposed changes to a BID targeted rating mechanism.

21. The BID Policy (2022) is an effective document and includes the provision for local boards to receive an annual BID compliance and accountability report (in May each year). The report provides the local board with information on any issues that may be impacting on the BID programme or BID-operating business association.

22. The May 2024 BID annual compliance report presented to local boards with BID programmes highlighted:

· compliance with the 10 March 2024 due date for accountability reporting was lower than previous years.

· fifty-one per cent (26) of BIDs successfully completed their annual accountability reporting by the due date of 10 March 2024

· forty-one per cent (21) were notified of missing information or documents and received an extension

· four BIDs failed to meet BID Policy Requirement 11 and did not complete annual accountability reporting.

23. These situations are of concern and undermines the BID Policy and the relationship between the organisations and Auckland Council. The BID-operating business associations that receive an allocation of public funds (BID targeted rate grants) should as a minimum reach the BID policy requirements.

24. Of the four BIDs that failed to meet the policy requirement 11, Hunters Corner and Māngere East Village BID were situations of continued non-compliance with the policy over multiple years.

Hunters Corner BID

25. For two years, the BID Team and the local board, dealt with a complex governance and management situation within the Hunters Corner BID involving:

· non-compliance with the BID Policy

· missing financial reporting and association financial records

· accumulating liabilities

· unauthorised changes to bank signatories

· absence of accountability reporting for grant funds received by the BID from local board and a CCO, over several years

· ineffective governance and management processes.

26. Whilst the existing policy issue resolution (section five) could have responded to these situations individually, the issues were long-term, undisclosed, and had no visibility due to governance practices within the business associations committee at the time. Once understood, these factors culminated in the need for effective and immediate decision making by Auckland Council.

27. The situation had moved beyond mere non-compliance with the BID Policy into actions that council deemed a significant risk to the funding and the associations obligations under the three-year BID Targeted Rate Grant funding agreement.

Māngere East Village BID

28. For the past 18 months, staff and the local board have been working through governance and management issues with this BID which has included continued non-compliance with the policy. The BID has also failed to undertake governance processes as set out in their constitution.

29. The outcome of this situation has been the delay of targeted rate payments to the BID due to the concern that BID rate payers (BID affiliates) are receiving no value from the BID programme. The executive committee of Māngere East Village BID has taken no actions to regain compliance with the BID Policy.

30. The local board has been involved in the process and has instructed staff, under resolution, to work with the association towards BID discontinuation from June 2025.

Broadening the definition of an “issue” to include other factors

31. The combination of circumstances in both the examples above have contributed to the need to refresh and add clarity to the issue resolution options in the ‘issues’ section of the policy (Section 5). The existing BID Targeted Rate Grant Agreement document allows for the option for council to not set the target rate and terminate the funding agreement.

32. The situations above (Hunters Corner BID and Mangere East BID) were more nuanced than purely non-compliance with the BID Policy. These situations were identified as:

· a failure to communicate relating to the non-compliance.

· debt accumulation with no actions towards reduction.

· disharmony within a business community.

33. The Introduction of the BID Policy (2022) notes that executive committees “must operate with the principles of trust, respect and democracy, and values of transparency and accountability, and good faith” (pg. 6). The lack of these factors is sometimes difficult to prove but their absence will have an impact on the reputation of a BID programme.

34. The purpose of the additional issue resolution option is to be able to consider factors other than non-compliance.

35. Feedback from local boards is particularly welcomed regarding what other circumstances could undermine the integrity of a BID programme and use of targeted rate.

36. The current policy notes that where an issue is identified, council will work with the BID to achieve compliance. Council staff will communicate with local boards when an issue is identified. This approach will remain unchanged.

37. The proposed new option for issue resolution aligns with current wording in the three-year grant agreement under the section ‘Termination”. The proposed policy wording would allow council to ‘Stop/ End’ (terminate) the three-year BID Targeted Rate Grant Agreement and/or not set the BID targeted rate for subsequent years.

38. The business association would no longer be considered as operating a BID programme under the policy.

39. The proposed additional resolution option should not be of any concern to BID programmes that are compliant with the policy and do not have other act or thing that council deems a significant risk to the associations funding or the associations obligations under this agreement.

BID Policy refresh

40. Communication about the refresh of the current policy began in October 2024 to all stakeholders involved in the management and operation of BID programmes across Tāmaki Makaurau. Stakeholders include all local boards, both BID-operating and non-BID business associations, council departments and interested parties.

41. This report is part of that process and seeks feedback from each local board. A summary of proposed changes to the BID Policy 2022 is attached as Appendix B. Although the refresh focuses on specific areas of the policy, feedback on any section of the policy is welcome.

42. The feedback period is open until 28 February 2025.

43. If approved by the Governing Body in April 2025, the 2025 BID Policy will become operational from 1 July 2025.

44. There are no expected additional financial costs associated with undertaking this refresh.

Tātaritanga me ngā tohutohu

Analysis and advice

Rationale for the refresh

45. The refresh process is based on observations and feedback from working with the policy (2022), annual compliance requirements reporting, and as noted, complex governance and management issues.

46. The aim of the refresh is to:

a) add in more content and clarification to sections of the policy regarding the minimum requirements, including the sections relating to establishments and expansion projects.

b) For clarity purposes, to strengthen parts of the policy (and appendix documents) relating to issue resolution (section five).

Summary of proposed changes suggested for BID Policy (2025) and appendix documents

47. The key proposed changes proposed for BID Policy (2025) are set out in Table 1.

Table 1 - Key changes made to the BID Policy (2025) and appendix documents

Change from 2022 BID Policy	Description	Note	2022 section, Requirement
New Wording Proposed
Section 5 Issue resolution.	Clarifying what would be deemed an ‘issue’ in addition to non-compliance with the policy.	New wording for an additional option to strengthen this section. These changes should be of no concern to the majority of BIDs compliant with the policy.	Section 5 Requirement 22
	New wording added to: Requirement 22 ‘… or if Auckland Council becomes aware of any act or thing that is a significant risk to the funding or the obligations under the Three-year BID Targeted Rate Grant Agreement’.	Adding the ability for Auckland Council to act in situations where not only non-compliance with the policy is clear, but where there is a potential for serious risk to BID programme funding and the business associations obligations. Examples could include: · a failure to communicate relating to a non-compliance. · debt accumulation with no actions towards reduction. · disharmony within a business community. · a society not prepared to work with Auckland Council.
	‘Stop and End’ (terminate) the three- year target rate agreement and/ or not set the target rate for subsequent years.	‘Last case’ option for BIDs that are non-compliance and/ or with significant risk to the funding or the obligations under the Three-year BID Targeted Rate Grant Agreement.
New Section 2.6.3	Accumulated BID targeted rate grant/unspent BID targeted rate grant	To provide more clarity and transparency within the BID Treasurer report presented at the BID AGM. Treasurers report to include information on any BID targeted rate grant accumulated or unspent.	Added to Section 2.6
2.7	BID grant used to guarantee, secure, or repay borrowed or raised money. New wording to align with the Three-year BID Targeted Rate Grant Agreement.	Aligning the policy and the Three-year BID Targeted Rate Grant Agreement regarding the use of BID grant to guarantee, secure or repay borrowed or raised money.	Added to Section 2.6, and aligning with Requirement 6
Section 3, Table One	Updated tables - BID programme annual accountability reporting.	Table format updated, new headings and numbering. New wording to provide a better understanding of the minimum requirements and transparency of information reported.	Section 3
	New deadline for annual accountability reports to be with council	Change date of annual accountability reporting from 10 March to the earlier date of 1 December. BIDs can complete post AGM reporting within a shorter period. Enables better alignment between a) council confirmation of compliance with policy and b) council annual draft budget/10year plan engagement process.
4.1.2 and Requirement 14	Audit review option removed	Advice sought from Risk and Assurance Team recommended that all BIDs be required to undertake an annual full audit.	Section 4.1.2 and Requirement 14
Minor changes – to accommodate administration changes and updates, additional wording to provide clarification to support a better understanding of the requirements of the policy.
Various places in the policy		Updating references to the date of the Incorporated Societies Act 2022
	Removal of council website references	Information has been updated or is longer relevant.
	New wording or updated wording	Wording and sentence structure tidied up and align throughout the policy and appendix documents.
Section 3, Table One	Treasurer’s written report	Information transferred from Appendix D and amalgamated into Table One.	Section 3, Table One
4.1.2	Governance practices	New item due to changes within the Incorporated Societies Act 2022. New wording sets the notice requirements for AGM as a minimum of 14 days’ notice and SGM as a minimum of 21 days’ notice.	Section 4.1.2 and aligning with Requirement 13
Section 6	Table Three – BID ballot processes New Table Four – BID ballot process and mandate	Table Three captures information for the Eligible BID Voter list. New Table Four captures BID ballot process and mandate. Table format updated, wording added to tidy sentence structure and understanding of the processes associated with BID ballots.	Section 6.4, Table Three and new Table Four
Appendix A	Tidied up wording	To align with the policy
Appendix B	Tidied up wording	Tidied up form layout and sentence structure, wording and added in numbering
Appendix C	Tidied up wording
Appendix D	Removed	Information transferred and merged into Section 3, Table One
New Appendix D	Summary of policy requirements	Updated to align with policy
Appendix E	Abbreviation and definitions	Updated to align with policy

48. A detailed summary of the proposed changes to the policy and appendix documents is set out in Appendix B.

Draft BID Policy (2025) and appendix documents

49. The draft BID Policy (2025) and appendix documents will be presented to the Governing Body at the April 2025 meeting.

50. Once approved, BID Policy (2025), the appendix documents and changes document will be made available on the BID Auckland Council website www.bid.aucklandcouncil.govt.nz

Tauākī whakaaweawe āhuarangi

Climate impact statement

51. The BID Policy (2025) focuses on the governance and accountability for BID-operating business associations. Individually the BID programme, through targeted rate-funding, can focus on advocacy and activities relating to climate factors at the request of their members.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

52. Formal feedback will be sought from council teams and those who work and have an interest in the BID programme and business community space.

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

Local impacts and local board views

53. Local boards strongly contributed to the development of BID Policy (2022). The refresh process for the development of BID Policy (2025) presents an opportunity for local board feedback that can shape the content of the policy.

54. Local boards are asked to provide formal feedback on the changes proposed for BID Policy (2025). Local boards are encouraged to engage with BID-operating business associations in their local board area to help to inform this feedback process.

Tauākī whakaaweawe Māori

Māori impact statement

55. Officers are working with Auckland Council’s Ngā Mātārae Unit to ensure that the BID Policy (2025) aligns with the Auckland Council’s Kia Ora Tāmaki Makaurau performance measurement framework.

Ngā ritenga ā-pūtea

Financial implications

56. There are no financial implications for local boards under the refresh of the BID Policy (2022).

57. Targeted rates for BID-operating business associations are raised directly from business rated ratepayers and used by the business association for improvements within that rohe. The council’s financial role is to collect the BID targeted rates and pass them directly to the association every quarter.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

58. There are no direct financial risks to the local board or the council that could result from the refresh of the BID Policy (2022) and appendix documents.

59. The BID Policy describes the balance between the independence of the BID-operating business association, and the accountability role council has for monies collected as a public sector organisation. This balance is necessary to sustain public trust and confidence with the Auckland Council BID programme.

60. At the completion of the refresh, BID Policy (2025) and appendix documents will set out the requirements and obligations for BID-operating business associations and are intended to help minimise the potential for business associations to misuse BID targeted rate funds by requiring each BID to plan for their intended use, report on its activities to its members, to undertake and meet all requirements set out in the policy.

Ngā koringa ā-muri

Next steps

61. All BID-operating business associations and non-BID business associations will be advised of the refresh and invited to provide feedback on the changes proposed. The policy refresh, and engagement information will also be published on the council BIDs website www.bid.aucklandcouncil.govt.nz

62. Feedback from local board representatives on BID programmes is particularly valuable for policy development. Upon request, a workshop session could be organised. Appendix C details the stakeholders which the refresh will engage with.

63. Following formal feedback received from local boards, CCOs, BID-operating business associations, non-BID business associations, council departments, other external stakeholders, and those with an interest in BID programmes, the proposed BID Policy (2025) and appendix documents will be put before the Policy and Governing Body in April 2025 for approval.

64. The BID Policy (2025), if approved by the Governing Body, BID Policy (2025) would become operational on 1 July 2025.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Business Improvement District (BID) Policy (2022) (Under Separate Cover)
b ⇩	Changes between current Business Improvement District (BID) Policy and proposed BID Policy 2025	97
c ⇩	Stakeholder Engagement Programme	103

Ngā kaihaina

Signatories

Author

Claire Siddens, Principal Advisor Business Improvement District Programme (BIDs)

Authorisers

Alastair Cameron, Manager - CCO Governance & External Partnerships

Lou-Ann Ballantyne - General Manager Governance and Engagement

Manoj Ragupathy - Local Area Manager

Franklin Local Board

10 December 2024

Initiation Report: Ngā Tikanga Hopu Wakaahua i te Rohe o Tāmaki Makaurau - Auckland Film Protocol

File No.: CP2024/18422

Te take mō te pūrongo

Purpose of the report

1. To provide a project initiation briefing to local boards on the Auckland Film Protocol Refresh, including the approach to engagement.

Whakarāpopototanga matua

Executive summary

2. The Auckland Film Protocol outlines the commitments, conditions and guidelines for filming in Tāmaki Makaurau. The objective of the Auckland Film Protocol is to create a film-friendly culture within Auckland Council, council-controlled organisations, and Tāmaki Makaurau to support, attract and retain screen production business. It provides a one-stop shop and a comprehensive reference document for filming in Tāmaki Makaurau, including all the information needed to understand the requirements for filming and meet the needs of several audiences.

3. The refresh commenced in September 2024 and will take approximately 12 months. Screen Auckland will seek final approval of the refreshed protocol from the Policy and Planning Committee in July 2025. Local board views will inform any recommended changes when committee considers approving refreshed Auckland Film Protocol.

4. The refresh does not seek to change the requirements for filming. It will focus on outdated or missing information, including any new requirements, and identify opportunities for streamlining the document to clarify responsibilities and commitments.

5. Given the short timeframe for the refresh and budget constraints, Screen Auckland is seeking to engage with local boards in clusters rather than individually. This approach will provide sufficient opportunity for input recognising the limited scope of the refresh.

Ngā tūtohunga

Recommendation/s

That the Franklin Local Board:

a) whiwhi /receive the initiation report on the Auckland Film Protocol Refresh

b) whakarite / provide any views on the engagement plan, including a local board cluster approach.

Horopaki

Context

Purpose of Auckland Film Protocol

6. Originally developed in 2013 and revised in 2019, the objective of the Auckland Film Protocol is to create a film-friendly culture within Auckland Council, council-controlled organisations, and Tāmaki Makaurau to support, attract and retain screen production business. It provides a one-stop shop and a comprehensive reference document for filming in Tāmaki Makaurau, including all the information needed to understand the requirements for filming and meet the needs of several audiences. The Auckland Film Protocol outlines the commitments, conditions and guidelines for filming in Tāmaki Makaurau.

7. A key role of the Auckland Film Protocol is to set out the rules for filming in public places supporting the film permit requirements established under Te Ture ā-Rohe Tauhokohoko Whakahaerenga me te Tango Kiriata Tūmatanui - Public Trading, Events and Filming Bylaw, which was updated in 2022. A total of 687 film permits were issued in 2022/2023 and 631 in 2023/2024.

8. Screen Auckland, as part of Tātaki Auckland Unlimited, operates as Auckland’s Regional Film Office supporting New Zealand’s film industry and administers the film permit process to enable filming in public places. Screen Auckland is responsible for the Auckland Film Protocol and will lead the refresh.

Tātaritanga me ngā tohutohu

Analysis and advice

Reasons for refresh

9. When the current Auckland Film Protocol was adopted in 2019, it was agreed to review it at least every five years to ensure it remains up to date with relevant policies and regulations.

10. A refresh is required to incorporate new processes around consultation and permitting that have emerged from collaborative work with mana whenua and the screen industry around filming on Sites and Places of Significance to Mana Whenua.

11. The refresh will involve stakeholder engagement and buy-in to support the aspirations of the Auckland Film Industry. Engagement will be undertaken with the screen industry, iwi and hapū, wider Auckland Council whānau and the public.

12. A timeframe of 12 months is identified for the refresh, which commenced in September 2024. Engagement with local boards is required as part of the refresh because the Auckland Film Protocol guides filming in public places. Local boards decide on landowner approvals for filming in public places.

13. The Auckland Film Protocol was last reviewed in 2017/2018 with a focus on updating the content and style as well as strategic requirements. The current refresh does not seek to change the requirements for filming which are working well. It will focus on outdated or missing information, including any new requirements, and identify opportunities for streamlining the document to clarify responsibilities and commitments.

14. Refreshing the document will address the following matters:

a) clarify purpose and objectives

b) streamline the document (e.g. translating content into diagrams or flow charts)

c) remove or update outdated information

d) provide clear language and reduce detail

e) strengthen Māori lens to include Māori outcomes and Sites and Places of Significance to Mana Whenua

f) reflect recent policy or regulatory changes.

15. The refresh will not alter the current film permit process, including local board engagement and landowner approval requirements.

16. In addition, the following matters are identified as out of scope for the refresh because they have been considered through different processes or formed part of the previous review:

a) overall purpose of the document

b) requirement to obtain film permits under the Bylaw

c) Tūpuna Maunga Authority film permit process

d) film permit fees

e) the requirements for filming

f) the process for filming on Sites and Places of Significance

g) international and national comparators review

h) alterations to council bylaws, policies and plans.

Timeline and approach to engagement

17. The refresh commenced in September 2024 and will take approximately 12 months. Table 1 outlines the key milestones and indicative timing of engagement.

Table 1 Auckland Film Protocol Refresh Engagement Milestones

Milestones	Indicative timing
Engage with key internal and external stakeholders to inform the refresh	September – November 2024
Brief the Policy and Planning Committee and local boards of the refresh	November - December 2024
Workshops and report to Policy and Planning Committee for approval of documentation for public consultation	February 2025
Consult with public and key stakeholders	February – April 2025
Report back to local boards	May – June 2025
Report back to Policy and Planning Committee	July 2025
Close the loop – communicate the outcomes of the refresh and promote the refreshed Auckland Film Protocol	August 2025
Evaluate	August 2025

18. Engagement will utilise a range of methodologies to ensure opportunity for input from key stakeholders and the public. An engagement plan is being prepared by Tātaki Auckland Unlimited.

19. A survey went out in early October to those who have applied for a film permit in the last two years, seeking feedback on how the Auckland Film Protocol is used and what’s working and what’s not working. An update on the responses to this survey will be provided at the initiation meeting. Screen Auckland intends to go out for public consultation in February 2025.

Local board engagement approach

20. Given the short timeframe for the refresh and budget constraints, Screen Auckland is seeking to engage with local boards in clusters rather than individually. This approach will provide sufficient opportunity for input recognising the limited scope of the refresh. The previous review required engagement with each of the 21 local boards, including workshops and meetings, significantly adding to the time and costs of the project.

21. Screen Auckland is in the initial phase of the refresh, seeking feedback from internal stakeholders on what information needs to be updated. Screen Auckland is providing an update to local boards on the refresh content and process prior to the public consultation phase. Local board feedback will be sought on recommended amendments prior to seeking approval from the Policy and Planning Committee to adopt the refreshed protocol in July 2025.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. The New Zealand screen sector recognises its role in addressing climate change, with Screen Auckland serving as a vital connector, focusing on strategy development, implementation tools and practical steps for the sector.

23. Following a study by Arup in 2022 on New Zealand’s baseline emissions of the screen sector, the sector embraces a vision that aligns with te ao Māori worldview for a sustainable, low-carbon future. This commitment extends beyond local environmental stewardship to international production competitiveness, as the sector implements six key recommendations ranging from purposeful climate action to developing a detailed carbon reduction roadmap and maintaining robust data collection systems.

24. Refreshing the Auckland Film Protocol will provide an opportunity to address any potential policy gaps in the current framework and integrate Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan priorities for climate change mitigation and adaptation.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. Staff from the following business units and council-controlled organisations will be engaged through the refresh to ensure they are aware of the impact of the Auckland Film Protocol and have the opportunity to input:

· Planning and Resource Consents (including Heritage)

· Building Consents

· Environmental Services

· Parks and Community Facilities (including Co-governance and Tūpuna Maunga Authority)

· Regulatory Practice (bylaws)

· Auckland Transport (including Harbourmaster)

· Eke Panuku Development Auckland

· Screen Auckland.

26. Initial contact has been made with some of these business units with engagement progressing through October and November 2024.

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

Local impacts and local board views

27. The Auckland Film Protocol outlines the code of conduct that enables filming in public places. A core commitment of the document is that Auckland Council and members of the wider council organisation will say yes to filming unless there are good reasons not to.

28. Local boards decide on landowner approvals for filming in public places. Authority to grant film permits under the Public Trading, Events and Filming Bylaw is delegated to Screen Auckland.

29. Once approved, a film permit grants use of a public place to an agreed level of access. Continued public access, to the extent that is possible and reasonable, while filming is underway is required. Screen Auckland acts as the ‘go-between’ for production companies and the local boards to obtain landowner approvals.

30. A survey of Auckland Council’s People’s Panel in June 2023 indicates the Auckland Film Protocol is working well:

a) 87 per cent agreed filming creates job opportunities

b) 81 per cent agreed it’s good for tourism

c) Seven out of 10 (70 per cent) would like more professional film productions in Auckland

d) 85 per cent of those who encountered filming were either not impacted or positively impacted by the most recent filming encountered

e) For those negatively impacted, common pain points were limited access to a public area (46 per cent), road closures/having to use alternative route (44 per cent), and parking being blocked (43 per cent)

f) Comments for reducing negative impacts included improved signage, more notice, and taking up less parking

g) Residents identified that they would like to be contacted with information on days/times the production will be there (91 per cent), contact details if there are any issues (76 per cent), what impacts to expect (76 per cent).

Tauākī whakaaweawe Māori

Māori impact statement

31. Refreshing the Auckland Film Protocol will provide an opportunity to:

· strengthen the Māori lens to reflect mana whenua consultation requirements

· incorporate the new film permit process developed for filming on Sites and Places of Significance to Mana Whenua.

32. Engagement with mana whenua will continue in the collaborative manner undertaken to develop Proposed Plan Change 106 Filming on Sites and Places of Significance to Mana Whenua notified on 26 September 2024. Through engagement on the plan change, a new process has been established for consultation with mana whenua for film permit applications, with supporting email templates to notify mana whenua of all filming activities and require engagement on certain filming activities. Further refinement of the specific film permit process for Sites and Places of Significance will be an outcome of this refresh.

33. Many Māori are involved in the screen industry both in front and behind the camera, and the film industry provide opportunities for Māori to share their stories both locally and internationally. Engagement with the screen industry will include Ngā Aho Whakaari Māori in Screen.

34. Screen Auckland has been working with Te Kawerau ā Maki to develop a cultural competency course as a pilot programme to support Māori location/production managers in engaging with local iwi and hapū. This course helps to support better outcomes for mana whenua by ensuring that appropriate tikanga is followed.

Ngā ritenga ā-pūtea

Financial implications

35. The refresh will be undertaken within current budgets and includes budget for a consultant to assist in the refresh including engagement.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

36. Potential risks and mitigations are outlined below:

If…

Then…

Level

Possible mitigations

Engagement focus takes a long time

Increases the timeframe for completing the project

Likelihood rating is unlikely

Moderate

· a well-developed approach including indicative timeframe goals that are articulated to all parties

· remain flexible in approach due to nature of engagement

Stakeholders do not agree with the merits and/or timing of a refresh

Scope of the refresh increases requiring more time, engagement and resources to complete the project

Likelihood rating is possible

Moderate

· a well-developed vision proposition and communications planning

· a clear stakeholder engagement plan

· be clear on scope and deliverables

· important that a change process is followed with all required approvals

Ngā koringa ā-muri

Next steps

37. Screen Auckland will attend a local board briefing in December 2024. A draft document will be taken to Policy and Planning Committee for approval prior to going out for public consultation. Local boards will be engaged to provide formal feedback on any changes to the film protocol before final approval by the Policy and Planning Committee in July 2025.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Marie Jenkins, Project Manager, Screen Auckland

Authorisers

Lou-Ann Ballantyne - General Manager Governance and Engagement

Manoj Ragupathy - Local Area Manager

[1] Evidence could include information provided in the request and from site visits and readily available data and insights from specialised teams across council including Animal Management, Natural Environment, Parks and Community Facilities, Environmental Services and Regional Services and Strategy.

[2] While not everyone may agree with a rule, a local dog access rule is only made after public consultation. This means unless there is a structural problem, there is no need to review the rule.

[3] In particular s10(8) Dog Control Act 1996, s83 and s87 Local Government Act 2002

Chairperson	Angela Fulljames
Deputy Chairperson	Alan Cole
Members	Malcolm Bell JP
	Sharlene Druyven
	Gary Holmes
	Amanda Hopkins
	Andrew Kay
	Amanda Kinzett
	Logan Soole

No.	Title	Page
a ⇩	Franklin Local Board workshop notes 5 November 2024	129
b ⇩	Franklin Local Board workshop notes 12 November 2024	135
c ⇩	Franklin Local Board workshop notes 19 November 2024	139
d ⇩	Franklin Local Board workshop notes 26 November 2024	143

Author	Denise Gunn - Democracy Advisor
Authoriser	Manoj Ragupathy - Local Area Manager

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