Communication and Consultation Plan

Normanby Road Early Works Communication and Consultation Plan

CRL-MTE-RME-LKA-PLN-800004

Revision: 001 Date: 21 February 2020

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| Normanby Road Early Works

Communication and Consultation Plan

Document title CRL-MTE-RME-LKA-PLN-800004

This document is uncontrolled when printed. This document should be printed in colour

Revision Status Revision

Date

Version details

Prepared By

Approved By

Rev A00

26/11/2019

Draft for Community Liaison Group and Mana Whenua

Michelle Chan / Peter Roan Sonya Leahy

Rev A01

28/11/2019

Draft for Auckland Council and Independent Peer Review

Michelle Chan / Peter Roan Sonya Leahy

Rev 000

17/12/2019

Final for Submission

Michelle Chan / Peter Roan Sonya Leahy

Rev 001

21/02/2020

Final

Michelle Chan / Peter Roan Sonya Leahy

Approval Status Name/Title

Signature

Date

Michelle Chan Planner Sonya Leahy Senior Communications & Engagement Advisor – Mt Eden

17/12/2019

Reviewed by:

Maree Drury Consenting Lead C5

17/12/2019

Controlled by:

Rachel Blundell Communication and Engagement Manager

17/12/2019

Approved by:

Peter Roan Consenting Lead – Link Alliance

17/12/2019

Prepared by:

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17/12/2019

Communication and Consultation Plan

Table of contents 1. Introduction ................................................................................................6 1.1

Overview of CRL Works in Mt Eden ................................................................................... 6

1.2

Purpose of the Communication and Consultation Plan ..................................................... 7

1.3

Methodologies and References ......................................................................................... 7

1.4

Relevant Conditions .......................................................................................................... 7

1.5

CCP Review and Updates ................................................................................................. 13

2. Normanby Road Early Works .................................................................... 14 2.1

Overview of Works .......................................................................................................... 14

2.2

Construction Methodology.............................................................................................. 14

2.3

Affected Parties and Affected In-Proximity Parties ......................................................... 15

3. Overarching Strategies and Methodologies ............................................. 16 3.1

International Association for Public Participation ........................................................... 16

3.2

The CRL Overarching Communication and Consultation Strategy (2018) ........................ 17

3.3

Communication and Engagement Strategic Objectives and Principles ............................ 18

4. Consultation and Communication Strategy .............................................. 19 4.1

Plan Overview ................................................................................................................. 19

4.2

Consultation and Communication Approach ................................................................... 19

4.3

Key Project Messages ...................................................................................................... 20

4.4

Expected Outcomes ......................................................................................................... 21

5. Roles and Responsibilities ......................................................................... 21 5.1

Overview ......................................................................................................................... 21

5.2

Key Personnel .................................................................................................................. 21

5.3

Link Alliance and CRLL Reporting Requirements.............................................................. 22

5.3.1.

Reporting Tools ........................................................................................................ 22

6. Communication Approach ........................................................................ 24

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6.1

Strategy Overview: Conversation Locally; Broadcast to Wider Audience ........................ 24

6.2

Communication Tools ...................................................................................................... 24

6.3

Branding and Collateral ................................................................................................... 25

6.4

Identifying and Communicating with Key Stakeholders & Affected Parties .................... 25

6.4.1.

Directly Affected and Affected In Proximity Parties................................................... 25

6.4.2.

Network Utilities ...................................................................................................... 26

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Communication and Consultation Plan 6.4.3.

Auckland Council Parks Department ......................................................................... 26

6.4.4.

Heritage New Zealand Pouhere Taonga (HNZPT) ...................................................... 26

6.4.5.

Emergency Services .................................................................................................. 26

6.4.6.

Auckland Transport .................................................................................................. 27

6.4.7.

New Zealand Transport Agency ................................................................................ 27

6.4.8.

Department of Corrections ....................................................................................... 27

6.4.9.

Identifying Additional People Affected by the Early Works........................................ 28

7. Protocols, Processes and Contact Details ................................................. 29 7.1

Community and Business Liaison Group .......................................................................... 29

7.1.1.

Mt Eden CLG purpose ............................................................................................... 29

7.1.2.

CLG Process .............................................................................................................. 29

7.2

Stakeholders and Affected Parties................................................................................... 30

7.2.1.

Pre-Construction Engagement .................................................................................. 30

7.2.2.

Construction Phase Engagement .............................................................................. 30

7.2.3.

Permit to Notify........................................................................................................ 31

7.2.4.

Affected Parties and Affected In Proximity Parties .................................................... 32

7.2.5.

Kaitiaki or Mana Whenua Forum .............................................................................. 32

7.2.6.

Network Utility Operators ........................................................................................ 33

7.2.7.

Emergency Services .................................................................................................. 34

7.2.8.

Heritage ................................................................................................................... 35

7.2.9.

Auckland Transport .................................................................................................. 35

7.2.10.

New Zealand Transport Agency ................................................................................ 35

7.2.11.

CEMP and Sub-plan reviews ..................................................................................... 35

7.3

Notable Receivers............................................................................................................ 36

7.4

Community Engagement ................................................................................................. 36

7.4.1.

Public Enquiries ........................................................................................................ 36

7.4.2.

Other Enquiries ........................................................................................................ 37

7.4.3.

Complaints ............................................................................................................... 38

7.4.4.

Digital Channels........................................................................................................ 39

7.4.5.

Media ....................................................................................................................... 40

7.5

Managing Crisis and Emergency Situations ..................................................................... 40

7.5.1.

Requirements ........................................................................................................... 40

7.5.2.

Emergency contacts ................................................................................................. 40

Appendix A: Engagement Map........................................................................ 42 Appendix B: Summary of Communication and Consultation .......................... 43

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Communication and Consultation Plan

Appendix C: Engagement with Affected Parties ............................................. 46

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Communication and Consultation Plan

1.

Introduction

The City Rail Link (CRL) project comprises the construction, operation and maintenance of a 3.4 km underground passenger railway, running between Britomart Station and the North Auckland Rail Line (NAL) in the vicinity of Mt Eden Station. The CRL also involves the construction of two new underground stations at Aotea and Karangahape and a redeveloped Mt Eden Station (refer to Figure 2-1) The design and construction of the CRL infrastructure between Aotea and Mt Eden Stations is being delivered by the Link Alliance.

This Communication and Consultation Plan (CCP) has been prepared in relation to early works along and in the vicinity of Normanby Road, hereafter referred as the ‘Normanby Road early works’.

Figure 2-1: CRL Route and Location

1.1 Overview of CRL Works in Mt Eden The CRL works in the Mt Eden area involve the construction of the southern section of the tunnel structures and the tie-in to the existing NAL, including the construction of the redeveloped Mt Eden Station. The Mt Eden Active Construction Zone (ACZ) and Construction Support Areas (CSA) for the NAL Mt Eden section are generally located between State Highway 1 (SH1) to the east and Dominion Road to the west.

The works in this area include: • • • • • Page 6

Construction of an underground grade separation structure near Mt Eden Station; A new Mt Eden Station building incorporating passenger linkages; Modifications to the existing Mt Eden Station platforms; Road over rail bridges at Mt Eden Road, Normanby Road and Ruru Street with sections of road realignment; Grade separation structures and the east- and west-facing connections for the existing and new rail lines to pass-over and connect with each other;

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Communication and Consultation Plan • •

Pedestrian and cyclist bridge structures at Fenton Street and Porters Avenue; and New road linkages within the reinstated area post-construction.

Given the nature and scale of CRL works in Mt Eden, construction will be undertaken in a staged manner.

This CCP only relates to one component of the CRL Mt Eden works, the Normanby Road early works, as described in Section 2 below.

•

1.2 Purpose of the Communication and Consultation Plan This CCP has been prepared to provide a framework to ensure appropriate communication and consultation with the community, stakeholders, affected parties and affected in-proximity parties during the Normanby Road early works. The two key elements of the CCP relate to: •

•

Communication: keeping stakeholders and affected parties fully informed on the progress of the early works and the relevant processes involved so that they can make informed decisions.

Consultation: providing information on options and discussing them with stakeholders and affected parties, giving them the opportunity to influence and inform the management and mitigation of effects from the works. This will inform the preparation of key documents required by the CRL designation conditions and the CRL Aotea to North Auckland Line (A2N) resource consent conditions.

This CCP addresses the requirements of CRL designation Condition 15 and Conditions 25 to 31 of the A2N resource consents and will be implemented throughout the construction period.

The CCP forms part of the Construction Environmental Management Plan (CEMP) for the Normanby Road early works.

1.3

Methodologies and References

To ensure effective communication and consultation practices are implemented during the early works, the International Association for Public Participation (IAP2) engagement spectrum 1 has been considered in the preparation of this CCP. In addition, this CCP has been informed by: • •

1.4

The Overarching CRL Communication and Consultation Strategy (2018), prepared by City Rail Link Limited (CRLL); and The Communication and Consultation Plans already implemented for other CRL contracts (in particular the Britomart/lower Queen Street and Albert Street works).

Relevant Conditions

Table 1-1 identifies the CRL designation and resource consent conditions relevant to this CCP and where they are addressed in the document.

1

https://www.iap2.org.au/About-Us/About-IAP2-Australasia-/Spectrum

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Communication and Consultation Plan Table 1-1: Relevant conditions and location in this CCP

Condition No.

Condition

Relevant section of CCP

Other Plans

City Rail Link Designation Conditions 15.1

The objective of the Communication and Consultation Plan is to set out a framework to ensure appropriate communication and consultation is undertaken with the community, stakeholders, affected parties and affected in proximity parties during the construction of the City Rail Link.

This document

15.2

The Requiring Authority shall prepare a Communication and Consultation Plan which shall be implemented and complied with for the duration of the construction of the City Rail Link.

This document

15.3

The Communication and Consultation Plan shall set out how the Requiring Authority will:

15.4

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(a) Inform the community of construction progress and future construction activities and constraints that could affect them;

6.2, 6.4, 6.5, 7.2

SIBD DWP

(b) Provide early information on key Project milestones;

6.2, 7.1, 7.2

SIBD DWP

(c) Obtain and specify a reasonable timeframe (being not less than 10 working days), for feedback and inputs from directly affected and affected in proximity parties regarding the development (as part of the review process provided by Condition 22) and implementation of the CEMP or DWPs (including SSCNVMPs, SSNMPs and SSCVMPs); and

7.1.2, 7.2.9

(d) Respond to queries and complaints including but not limited to: (i) Who is responsible for responding; (ii) How responses will be provided; (iii) The timeframes that responses will be provided within.

7.4.1 -7.4.3

CEMP, SIBD DWP

The Communication and Consultation Plan shall as a minimum include: (a) A communications framework that details the Requiring Authority’s communication strategies, the accountabilities, frequency of communications and consultation, the range of communication and consultation tools to be used (including any modern and relevant communication methods, newsletters or similar, advertising etc), and any other relevant communication matters;

4, 5.2, 6.1-6.2

(b) The Communication and Consultation Manager for the Project including their contact details (phone, email and postal address);

5.2

(c) The methods for identifying, communicating and consulting with persons affected by the project including but not limited to: (i) All property owners and occupiers within the designation footprint (ii) All property owners and occupiers adjacent to construction sites (Britomart and Albert Street (Designation 1), Karangahape Road (Designation 4), Newton Station

6.2, 6.4, 6.5, 7.1 – 7.4

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CEMP

Communication and Consultation Plan Condition No.

Condition

Relevant section of CCP

Other Plans

(Designation 5), Main Construction site and the works at Normanby Road and Porters Ave (Designation 6)) (iii) New Zealand Historic Places Trust (NZHPT) (iv) Department of Corrections (including the entity contracted by Department of Corrections to administer and run the Mt Eden Corrections facility at 1 Lauder Road) …..… (vii) Community Liaison Group(s) (refer Condition 7); (x) Network Utility Operators, including the process: • To be implemented to capture and trigger where communication and consultation is required in relation to any material changes affecting the Network Utilities; • For the Requiring Authority to give approval (where appropriate) to Network Utility Operators as required by section 176(1)(b) of the RMA during the construction period; • For obtaining any supplementary authorisations (including but not limited to resource consents (including those required under a National Environmental Standard) and easements); • For inspection and final approval of works by Network Utility Operators; and • For implementing conditions 9, 22, 23, and 24 of this designation in so far as they affect Network Utility Operations. ……..

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(d) How stakeholders and persons affected by the project will be notified of the commencement of construction activities and works, the expected duration of the activities and works, and who to contact for any queries, concerns and complaints;

6.2, 6.4, 7.1 – 7.3

(e) How stakeholders and persons affected by the project will be consulted in the development and review of the CEMP and DWPs (including SSCNVMPs, SSCNMPs and SSCVMPs), including specifying reasonable timeframes for feedback;

7.1.2 and 7.4.3

CEMP, SIBD DWP and CNV DWP

(f) Methods for communicating in advance temporary traffic management measures and permanent changes to road networks and layouts to directly affected and in proximity parties, bus (public and private) operators, taxi operators, bus users, and the general public;

6.1, 6.2, 6.4, 7

TAP DWP

(g) Methods for communicating in advance to surrounding communities (including sensitive noise and vibration receivers) which must be notified at least 24 hours in advance where construction activities are predicted to: (i) Exceed the noise limits (refer Condition 31); or (ii) Exceed a vibration limit (refer Conditions 33 and 34); or (iii) Be within 200m of a blast site (refer Condition 32).

Further provisions for Notable Noise and Vibration Receivers are contained in Condition 16.

6.2, 7.2, 7.3

CNV DWP and SSCNVMP

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Communication and Consultation Plan Condition No.

15.5

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Condition

Relevant section of CCP

Other Plans

(h) Methods for communicating in advance proposed hours of construction activities outside of normal working hours and on weekends and public holidays, to surrounding communities, and methods to record and deal with concerns raised about such hours;

6.2, 7.1 – 7.3

CNV DWP and SSCNVMP

(i) Methods for communicating and consulting with mana whenua for the duration of construction and implementation of mana whenua principles for the project (refer to Conditions 8 and 49);

7.2.4

(j) Methods for communicating and consulting with the Auckland Council Parks Department regarding works to be undertaken to any trees on public land (streets, squares, etc.) located within the City Rail Link surface designation footprint, including how trees not being removed, or in close proximity to the surface designation footprint where works are occurring, will be protected;

6.4.4

TV DWP

(k) Methods for communicating and consulting in advance of construction works with emergency services (Police, Fire, Ambulance) on the location, timing and duration of construction works, and particularly in relation to temporary road lane reductions and/or closures and the alternative routes or detours to be used, with specific detail around the management of the Fire and Ambulance from their central stations on Pitt Street;

6.4.6, 7.2.4

SIBD DWP and TAP DWP

(l) A list of Stakeholders, directly affected and affected in proximity parties to the construction works who will be communicated with;

Section 2.3 and Appendices B -C

SIBD DWP

(m) How communication and consultation activity relating to construction activities and monitoring requirements will be recorded; and

5.3

CEMP

(n) Methods for communicating and consulting with the Department of Corrections (including the entity contracted

by Department of Corrections to administer and run the Mt Eden Corrections facility at 1 Lauder Road), to confirm the details of the contact person required under Condition 14 of this designation, and in respect of any works impacting on access or works in proximity to the Mt Eden Corrections Facility and the Boston Road Community Corrections site; including temporary traffic management measures and permanent changes to road networks and layouts which may impact on access to and from the Facility and the motorway network.

6.4.9

The Communication and Consultation Plan shall also include (as relevant) linkages and cross-references to the CEMP and DWPs (including SSCNVMPs, SSCNMPs and SSCVMPs).

As referenced in this document

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Communication and Consultation Plan Condition No.

Condition

Relevant section of CCP

Other Plans

15.6

The Communication and Consultation Plan shall include a summary of the communication and consultation undertaken between the CRL and parties as required by the Pre-construction Communication and Consultation Plan. The summary shall include any outstanding issues or disputes raised by parties. The Communication and Consultation Plan shall be reviewed six monthly for the duration of construction and updated if required. Any updated Communication and Consultation Plan shall be provided to the “key contacts” (see Condition 13) and the Auckland Council Consent Monitoring officer for review and agreement on any further action to be undertaken. Any further action recommended as a result of this review shall be undertaken by the Communication and Consultation Manager for the City Rail Link and confirmation of completion provided back to the Auckland Council Consent Monitoring officer.

Appendix C

SIBD DWP

15.7

If, in the course of amendments undertaken as part of the review process, a material change to the Communication and Consultation Plan is made, those parties affected by the change shall be notified within 1 month of the material change occurring.

1.5

Resource Consent Conditions This document

25

At least 3 months prior to the commencement of construction, the Consent Holder shall prepare a CCP the purpose of which is to set out a framework to ensure appropriate communication and consultation with the community, stakeholders, affected parties and affected inproximity parties during the construction of the Project.

27

The CCP shall be based on and, where appropriate, incorporate the provisions of the PCCP, and shall set out how the Consent Holder will:

28

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a) Inform the community and business of construction progress and future construction activities and constraints that could affect them;

6.2, 6.4, 6.5, 7.2 and Appendix C

SIBD DWP

b) Provide early information on key Project milestones;

6.2, 7.1, 7.2

SIBD DWP

c) Obtain and specify a reasonable timeframe (being not less than 10 working days), for feedback and inputs from directly affected and affected in-proximity parties regarding the implementation and review of the CEMP or other Management Plans;

7.1.2, 7.2.10

d) Respond to queries and complaints including but not limited to: i) Who is responsible for responding; ii) How responses will be provided; and iii) The timeframes within which responses will be provided.

7.4.1 – 7.4.3

The CCP shall (as a minimum) include:

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Communication and Consultation Plan Condition No.

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Condition

Relevant section of CCP

a) A communications framework that details the Consent Holder’s communication strategies, accountabilities, frequency of communications and consultation, the range of communication and consultation tools to be used (including relevant communication methods, newsletters or similar, advertising etc.), and any other relevant communication matters;

4, 6.1 – 6.2

b) The Communication and Consultation Manager for the Project including 24- hour contact details (phone, email and postal address);

5.2

c) The 0800 CRL TALK phone number;

7.4.1

d) The methods for identifying, communicating and consulting with persons affected by the project including but not limited to: i) All property owners and occupiers of the sites that are identified at Appendix A, and adjacent to the Project’s construction sites; ii) Mana Whenua unless any of those named advise the Consent Holder of a different liaison process; iii) Heritage NZ; iv) NZ Transport Agency/ Auckland Motorway Alliance (AMA); v) KiwiRail; vi) Department of Corrections; vii) .……. viii) Network Utility Operators; and ix) The Community and Business Liaison Group (refer Conditions 16-24)

6.2, 6.4, 6.5, 7.1 – 7.3

e) How stakeholders and persons affected by the Project will be notified of the commencement of construction, the expected duration of the activities and works, and who to contact for any queries, concerns and complaints;

6.2, 6.4, 7.1 – 7.4

f) How stakeholders and persons affected by the Project will be consulted in the development and review of the CEMP and other Management Plans, including specifying reasonable timeframes for feedback;

7.1.2, 7.2.10

g) A list of stakeholders, directly affected and affected inproximity parties to the construction works with whom the Consent Holder will communicate;

2.3, 6.4 Appendices B -C

h) ………

N/A

i) A summary of communication and consultation undertaken between the Consent Holder and parties as required by the PCCP. The summary shall include any outstanding issues or disputes raised by parties;

Appendices B -C

SIBD DWP

j) How communication and consultation relating to construction activities and monitoring requirements will be recorded; and

5.3, 7.2

CEMP

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Other Plans

Communication and Consultation Plan Condition No.

Condition

Relevant section of CCP

k) How opportunities to interpret and display archaeological finds within the Project area will be identified and implemented, including how Heritage NZ will be involved in this process.

6.4.5, 7.2.7

29

The CCP shall also include (as relevant) linkages and crossreferences to the CEMP and other Management Plans.

As referenced in this document

30

The CCP shall be reviewed six monthly for the duration of construction and updated if required. Any updates to the CCP shall be provided to the parties referred to in Condition 28(d) and the Council (Team Leader Central Monitoring) for review and agreement on any further action to be undertaken.

1.5

31

Any further action recommended as a result of the review under Condition 30 shall be undertaken by the Consent Holder’s Communication and Consultation Manager for the Project and confirmation of completion shall be provided to the Council (Team Leader Central Monitoring).

Noted

32

If, in the course of amendments undertaken as part of the review process under Condition 30, a material change to the CCP is made, the Consent Holder shall notify those parties affected by the change within 20 working days of the material change occurring.

1.5

33

The CCP shall be implemented and complied with for the duration of the construction of the Project.

Noted

1.5

Other Plans

CCP Review and Updates

This CCP is a live document that will be reviewed and updated as a result of a material change to the Normanby Road early works, or to address unforeseen adverse effects arising from construction, or unresolved complaints. Any updates to the CCP shall be provided to the “key contacts” identified in Section 6.1 of the CEMP (per designation Condition 15.6), the parties referred to in resource consent Condition 28(d), and the Council (Team Leader Central Monitoring) for review and agreement on any further action to be undertaken. A formal review process is described in Section 7.1.2 and 7.2.9 of this CCP and Section 6.7 of the CEMP. In accordance with designation Condition 15.7 and resource consent Condition 32, any parties affected by material change to the CCP shall be notified of the change within 20 working days of the change occurring.

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Communication and Consultation Plan

2.

Normanby Road Early Works

2.1 Overview of Works The Normanby Road early works involve demolition of the building at 11 Water Street, establishment of a Construction Support Area, construction of a temporary pedestrian bridge across the NAL and two retaining walls, and diversion of temporary and permanent utilities (such as water, wastewater, stormwater, gas, electricity and communications) along and in the vicinity of Normanby Road.

The early works are required in advance of the main construction works to provide adequate clearance between the CRL works and network utilities to enable construction of retaining walls, the Normanby Road grade separation bridge and the realigned Normanby Road / Boston Road / Nugent Street roundabout.

The Normanby Road early works are planned to extend over eight months, between February 2020 and September 2020. Figure 2.1 shows the area of these works.

Figure 2-1: Extent of the Normanby Road early works area

Refer to the CEMP for a detailed description of the works.

2.2

Construction Methodology

The Normanby Road early works will be divided into stages as described in the CEMP and the Construction Staging Plans in Appendix B of the CEMP. Page 14

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Communication and Consultation Plan

2.3

Affected Parties and Affected In-Proximity Parties

Appendix A contains an engagement map identifying the affected parties and affected in proximity parties for the early works. The affected parties and affected in-proximity parties are summarised in Table 2.1 below, and a summary of the consultation methods and outcome of discussions undertaken with these parties is contained in Appendix C. Reference should also be made to the Social Impact and Business Disruption Delivery Work Plan (Appendix F of the CEMP).

Table 2-1: Affected Parties and Affected In-Proximity Parties for the Normanby Road Early Works

Affected Parties

Affected In-Proximity Parties

• 32 Normanby Road (OfficeMax, AHS Security Hardware, Active Electrical Suppliers) • 22-24 Normanby Road (Normanby Mews Residential Apartments) • 26 Normanby Road (Sen Vietnamese Kitchen and Bar) • 51-63 Normanby Road (Dilworth Trust and tenants) • 49 Normanby Road (Normanby Road Vet Clinic) • 45 - 47 Normanby Road (Restaurant Association, Blue Fitness, Van Roon Martial Arts, CLE Electrical, PCL Electrical, Davy Chapman Creative Agency, UBIQ, Robert A Conagham’s, A.L Byrne Waterways) • 1 Lauder Street (Mt Eden Corrections Facility) • 5-7 Water Street (IMeasureU) • 8-10 Boston Road (Float Culture; Aspec Construction; Saturday, MSA Architects) • 12 Boston Road – RGIS

• 37 Normanby Road (The Good Home and mixed tenants) • 20 Normanby Road (BLOC) • 25 Enfield Street (Miro Apartments) • 71 Boston Road (The Project, MediaWorks)

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Communication and Consultation Plan

3. Overarching Strategies and Methodologies This section outlines the existing CRLL communication and engagement strategies that have informed the preparation of this CCP along with key public participation and guidance, in particular the IAP2 engagement spectrum.

3.1 International Association for Public Participation IAP2 is an international association of public participation and engagement practitioners. To ensure that this CCP is effective and all communication and consultation is meaningful, the International Association for Public Participation’s (IAP2) core values2 have been used in the development of this CCP. These are: • • • • • • •

Public participation is based on the belief that those who are affected by a decision have a right to be involved in the decision-making process.

Public participation includes the promise that the public's contribution will influence the decision.

Public participation promotes sustainable decisions by recognizing and communicating the needs and interests of all participants, including decision makers.

Public participation seeks out and facilitates the involvement of those potentially affected by or interested in a decision.

Public participation seeks input from participants in designing how they participate.

Public participation provides participants with the information they need to participate in a meaningful way.

Public participation communicates to participants how their input affected the decision.

IAP2’s community engagement spectrum of participation is based on the decisions to be made and the associated level of influence (if any) the community has on project decision making, noting that the level of public engagement will depend on the likely impact of a project on communities.

Community engagement for CRL will range from informing people about the project, to consulting and involving them in meaningful decisions about key aspects of the design as well as empowering them with the opportunity for innovative initiatives. Table 3-1 below identifies examples of how the proposed CRL engagement approach aligns with the IAP2 spectrum and how communication and engagement activities will help achieve the objectives for the early works.

Table 3-1: Alignment with IAP2 Public Participation Spectrum

Inform

Consult

Involve

Collaborate

Empower

• Website updates • Social media • Project newsletters and factsheets

• Community information pop-up hub • Community and Business Liaison Group3

• Social impact assessments • Uptown Business Association • Advisory Boards / Steering Groups

• Mana Whenua Forum • Local Boards • Opportunities for collaboration

• Opportunities for communitydecision making will be identified through the engagement activities with

https://www.iap2.org.au/About-Us/About-IAP2-Australasia-/Core-Values The designation conditions reference the Community Liaison Group (CLG), while the resource consent conditions reference the Community and Business Liaison Group. CLG has been used through this CCP as a common reference for the same group.

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Communication and Consultation Plan Inform

Consult

• Project enquiry email and phone line • Construction notifications

• Stakeholder workshops, presentations and briefings

Involve

Collaborate will be identified through the engagement activities with affected parties and stakeholders.

Empower affected parties and stakeholders.

3.2 The CRL Overarching Communication and Consultation Strategy (2018) CRLL is committed to delivering a high level of communications and engagement and the implementation of the overarching Communication and Consultation Strategy is recognised as supporting the delivery of the CRL and of building positive perceptions of the project throughout its development and delivery.

Table 3-2 provides an overview of CRLL’s communications and engagement objectives for the wider CRL Project.

Table 3-2: Communications and Engagement Objectives

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Communication and Consultation Plan

3.3 Communication and Engagement Strategic Objectives and Principles A Communication and Consultation Strategy was first established for the CRL project in 2012, including a range of objectives and principles. These were adopted in the Pre-Construction Communication and Consultation Plan prepared by Auckland Transport (November 2015) and subsequent CCP’s prepared for the CRL construction works undertaken to date.

The engagement objectives and principles set out in the Communication and Consultation Strategy have informed and been adopted in the preparation of this CCP. These include the following A proactive approach - approach stakeholders with information rather than sit back and wait for people to come to it with inquiries; key stakeholders and affected parties have a right to express their views and concerns about a project that has the potential to affect them.

Effective communication channels - maintain constructive links with key stakeholders by communicating on a regular basis; continual networking and presence in the business and other relevant communities; and seeking opportunities for dialogue and information-sharing.

Openness about issues - be upfront and transparent about what is proposed and provide as much certainty as possible while acknowledging that aspects of project detail is not finalised.

Responsiveness - Responses will use best practice by being timely, full, helpful, frank and detailed; key stakeholders and affected parties have a right to expect that their views and concerns will be listened to and considered in project decisions even if agreement cannot be reached.

The objectives have four areas of focus: 1. Inform stakeholders about the Project • •

Engage constructively with key stakeholders/target audiences, providing consistent information across the project.

Maintain and enhance existing relationships for ongoing constructive engagement.

2. Explain the process and timing • •

Ensure key target audiences and stakeholders have an accurate understanding of the project and its implications.

Explain how the planning processes work and how people can input into them.

3. Educate people about the CRL • •

Discuss how the project fits into strategic city planning and the regional development of transport infrastructure.

Minimise uncertainty and dispel misinformation.

4. Enhance our reputation • •

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Being open and responsive to stakeholder feedback.

Manage communications risks that may impact the project and our reputation.

| Normanby Road Early Works

Communication and Consultation Plan

4. Consultation and Communication Strategy Plan Overview

4.1

This CCP has been prepared to provide a framework to ensure appropriate communication and consultation with the community, stakeholders, affected parties and affected in-proximity parties during the Normanby Road early works.

In accordance with the designation and resource consent conditions, this CCP sets out the processes and protocols that will be implemented by the Link Alliance during the early works to: • • •

•

Inform the community of construction progress and future construction activities and constraints that could affect them.

Provide early information on key project milestones.

Obtain and specify a reasonable timeframe (being not less than 10 working days), for feedback and inputs from directly affected and affected in-proximity parties regarding the development and implementation of the CEMP and sub-plans (DWPs and Management Plans).

Respond to queries and complaints including but not limited to: I. II. III.

Who is responsible for responding to feedback and inputs; How responses will be provided; and The timeframes within which responses will be provided.

4.2 Consultation and Communication Approach The purpose of this CCP is to describe the processes and protocols relating to how the Link Alliance will: • • •

Manage and deliver communications and consultation with the community, stakeholders, affected parties and affected in-proximity parties during the Normanby Road early works.

Provide assistance and cooperation to CRLL in relation to media and key stakeholder relationship management.

Comply with the requirements and responsibilities set out in the CRL designation and resource consent conditions, and the overarching CRLL Communication and Consultation Plans (as identified in Section 1.4) for the wider CRL project.

This CCP will ensure: • • • • • • • Page 19

The public, including affected in-proximity and directly affected parties, are well informed of the early works.

Disruptions are minimised.

There is ‘one face’ for the early works.

Both CRLL and Link Alliance maintain a positive reputation and support amongst the stakeholder groups.

Information is provided early on key project milestones.

A framework is provided to obtain feedback and input from directly affected and affected in proximity parties.

That queries and complaints are responded to quickly and appropriately. | Normanby Road Early Works

Communication and Consultation Plan • •

Stakeholders, including the media, pedestrians, motorists, adjacent residents and businesses, are positively engaged.

All parties involved in the early works understand their responsibilities and can collaborate and quickly respond to stakeholder concerns.

4.3 Key Project Messages The key messages to be communicated to affected parties, stakeholder and wider audiences in relation to the wider CRL works are: • •

• • •

• •

CRL is integral to meeting Auckland’s growth and subsequent transport demands.

Completing the CRL will provide faster, more frequent travel for all Auckland rail users with two new stations at Aotea and Karangahape and major redevelopment of the Britomart and Mt Eden Stations.

Better frequency and reliability will encourage people to leave their cars at home, easing pressure on Auckland’s roads for those who need to use them.

The CRL is more than just improving public transport. It is a transformative project that will lead the way in integrated transport and urban development.

It will enable significant residential and commercial development around the stations to create new urban precincts, support our housing needs, enhance our environment and make Auckland a more attractive place to live.

Disruption during construction will be managed to ensure Auckland keeps working.

The CEMP and sub-plans developed for the works reflect unwavering commitment to environmental sensitivity and community well-being, cultural matters and safety.

The following key messages are particularly relevant to the Normanby Road early works: •

•

• • • •

•

• Page 20

Before the main works begin, early works are needed to relocate essential utilities currently located under the Normanby Road level crossing - out of the way of the rail corridor so that trenching for the new CRL lines and construction of a new road-over-rail bridge can take place.

Utility relocations will be carried out section-by-section along Normanby Road to minimise overall impact on traffic flow and properties. While this means on-street parking will be temporarily unavailable in the section being worked on, it does allow for two-way traffic flow to be maintained.

The risk of flooding in the Normanby Road area will be reduced with the installation of new stormwater drainage lines and inlet structures.

Access to properties will be maintained.

Alternative carparking will be created for businesses located at 32 Normanby Road while construction works take place at the property.

Retaining walls will be built to support the car park regrading at 32 Normanby Road. This is required as the new Normanby Road bridge will be two metres higher the current level crossing to allow for clearance over the rail corridor.

During Easter 2020, when trains are not running, the Link Alliance will take the opportunity to start building foundations for a temporary utility and pedestrian bridge required to get utilities over the existing train tracks - so that trenching and track-lowering works in the rail corridor can be undertaken.

During Easter 2020, the Link Alliance will also divert Water Street sewers (which currently cross under the existing tracks) into the new Normanby Road sewer line. | Normanby Road Early Works

Communication and Consultation Plan •

Between May and September 2020, the Link Alliance will finish relocating the sewer to Water Street, complete the temporary utility bridge foundations, reinstate the carpark at 32 Normanby and build a retaining wall at 14-22 Boston Road.

The hierarchy of the key messages and the communication methods will be defined by the audience (e.g. local / regional / national) and its relationship to the project.

4.4 Expected Outcomes The following is a summary of the outcomes expected as a result of implementing this CCP: • • • • • • • • •

Strong relationships with key stakeholders.

Positive interaction with affected parties and affected in proximity parties.

Robust information received to influence the CEMP, SIBD DWP and other sub-plans.

Effective Community and Business Liaison Group (CLG).

Informed community.

Informed road users.

Informative and useful online presence.

Positive media coverage.

Reduced misinformation.

5. Roles and Responsibilities 5.1 Overview The Link Alliance and the CRLL Communication and Stakeholder Engagement Team will work together during the Normanby Road early works in the following ways: •

• • •

Prior to and during the early works, communications with directly affected and affected inproximity parties and stakeholders will be the responsibility of the Link Alliance, in collaboration with CRLL. The Link Alliance, in collaboration with CRLL, will be responsible for communicating with the wider Auckland population in relation to the works.

The Link Alliance will provide regular information and updates to CRLL on the early works progress as required.

The early works will be closely monitored to endeavour to ensure stakeholder satisfaction.

The Link Alliance Communications and Engagement Manager will meet with the CRLL Communications Team regularly during the early works.

5.2 Key Personnel The key personnel responsible for implementation of this CCP are identified in Table 5-1. However, all site personnel are responsible for following the requirements of this CCP. Refer to the early works CEMP for further details on roles and responsibilities.

Table 5-1 Key Personnel

Contact details for the Project Manager and Senior Communications and Engagement Advisor for the Normanby Road early works are provided in Table 5-.

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| Normanby Road Early Works

Communication and Consultation Plan Table 5-2: Contact details

Title Project Manager – NAL Mt Eden Section

Name Glen Kirk

Email glen.kirk@linkalliance.co.nz

Contact no.

027 500 1744

Construction Manager – NAL Mt Eden Section

Francois Pageron

francois.pageron@linkalliance.co.nz

022 547 9013

Communications and Engagement Manager Link Alliance Senior Communications and Engagement Advisor – Mt Eden

Rachel Blundell

rachel.blundell@linkalliance.co.nz

027 306 9156

Sonya Leahy

Sonya.Leahy@linkalliance.co.nz

021 223 5204

5.3 Link Alliance and CRLL Reporting Requirements A high level of communication will be maintained between the Link Alliance and CRLL during the early works. This is particularly important to achieve a proactive response to issues as they arise and to avoid escalation of high-risk issues that may negatively affect the reputation of CRLL, the Link Alliance or Auckland Council.

The Link Alliance Communications and Engagement Manager will immediately report to the CRLL GM Corporate Relations & Communications on any high-risk events or issues that are: Of interest to CRLL or the CRL project sponsors (Auckland Council and Central Government).

Have the potential to attract media attention.

Present reputational risk to the Link Alliance or CRLL.

• • •

5.3.1. Reporting Tools The following reporting tools will be used as part of the communications process between the Link Alliance and CRLL. Table 5-3 Reporting tools

Tools

Responsibility

Description

Urgent notifications

Link Alliance Communications & Engagement Manager

Immediately report any issues or concerns to CRLL Communication and Stakeholder Engagement Team where they may result in media interest or present reputational risk to the project participants.

Weekly meeting

Link Alliance Communications & Engagement Manager

Weekly meeting with the CRLL GM Corporate Relations and Communications to report on progress, any issues being proactively addressed by Link Alliance, the forward construction programme and media opportunities.

Customer Relationship Management (CRM) database

Link Alliance Communications & Engagement Manager

Central repository for all stakeholder contact details and interactions with Link Alliance.

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Communication and Consultation Plan

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Communication and Consultation Plan

6. Communication Approach 6.1 Strategy Overview: Conversation Locally; Broadcast to Wider Audience The Link Alliance’s communication and consultation approach will be to engage and inform the primary audience of local residents and businesses who are identified as being either an affected or affected-in proximity party about the Normanby Road early works. This engagement approach will prioritise face-to-face interaction and access to information to ensure affected parties are aware of the early works and associated actual or potential effects.

The wider community will be engaged with through a predominantly online and electronic communication strategy. The key messages for this audience will be advanced communication of changes to road function, to enable informed choice and to ensure travel-related information is readily available.

The Link Alliance recognises the diversity amongst the stakeholders and their level of interest and likely involvement in the early works. While large segments of the community or particular groups have similar interests and issues, there are also specific individuals and groups with unique or individual needs. This includes those from culturally diverse backgrounds.

The Link Alliance will endeavour to fully understand stakeholders and the community, their expectations and communication needs.

The Link Alliance, in co-ordination with CRLL as required, will be responsible for maintaining clear lines of communication between key stakeholder groups and ensuring they are kept fully informed about the early works.

6.2 Communication Tools The following engagement and communication tools will be utilised during the early works, with a preference for electronic media rather than printed material in keeping with the Link Alliance sustainability goals. They are consistent with the continuous and up to date engagement identified in Section 8.4 of the SIBD DWP (Appendix F of the CEMP).

Table 6-1: Communication tools

Channel

Tool

Usage/content

Audience

Distribution frequency

Publications

Construction look aheads

E-notices or printed notifications that provide advance notification of the proposed work activities and potential impacts. Notifications will address (as appropriate): • Key project milestones.

• Upcoming works.

• Activities and the expected impact.

• Major complaints.

• Feedback.

Distribution: via email to all parties identified in Appendix B and any other parties that have

Directly affected parties, affected inproximity parties and the wider community

Monthly

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| Normanby Road Early Works

Communication and Consultation Plan Channel

Tool

Usage/content

Audience

Distribution frequency

Directly affected parties, affected inproximity parties and the wider community Directly affected parties, affected inproximity parties Directly affected parties, affected inproximity parties

As and when required

Directly affected parties, affected inproximity parties and the wider community

Every 3 months, or at another frequency lesser agreed by all parties

registered an interest in the Project. Also, available on CRL website.

Face to face

FAQs and Q&As

Approved responses to frequently asked questions.

Distribution: email or CRLL website.

Flyers

To promote engagement opportunities to business and residential occupiers.

Distribution: distributed to parties identified in Appendix C.

Directly affected and affected-in proximity parties

Meetings with directly-affected and affected inproximity parties to inform them of the early works occurring outside their business or residence and discuss the details of the early works, proposed mitigation and address any specific concerns.

CLG meetings

Mt Eden Community and Business Liaison Group (CLG) meetings to be undertaken on a quarterly basis, or as required.

Any material changes to the CEMP or sub-plans shall be provided to the CLG for review and comment.

As and when required

Prior to construction and then ongoing as required during the works

6.3 Branding and Collateral All communication materials and signage developed will adhere to the CRLL and Link Alliance Branding Guidelines.

6.4 Identifying and Communicating with Key Stakeholders & Affected Parties This section sets out the method of identifying affected parties and stakeholders relevant to the Normanby Road Early Works and the communications approach utilised in preparation of this CCP and the SIBD DWP, CEMP, other DWPs and Management Plans required for the early works. The stakeholders and affected parties and their contact details are provided in section 2.3 and appendix B. The Link Alliance is responsible for keeping this list updated during the early works. An overview of the parties affected by the early works is set out below.

6.4.1. Directly Affected and Affected In Proximity Parties Page 25

| Normanby Road Early Works

Communication and Consultation Plan The current key contacts for the property owners, occupiers and businesses directly affected and affected in proximity to the works have been identified during the pre-construction consultation phase are provided in Section 2.3 and Appendix C. Sections 5 of the SIBD DWP (Appendix F of the CEMP) details the methodology adopted for consultation and engagement and for determining the directly affected and affected in-proximity parties. Section 6 of the SIBD DWP details the feedback received from the directly affected and affected in-proximity parties through scheduled meetings and a door knocking exercise.

These persons will be provided with the contact details for the Link Alliance Communications and Engagement Manager, including phone, email, post and website details where they will be able to sign up for information and updates.

6.4.2. Network Utilities The network utilities that will be impacted by the early works are owned by the following Network Utility Operators (NUOs): • • • • • •

Vector Electricity; Vector Gas; Vector Communications; Chorus; Auckland Council’s stormwater unit (Healthy Waters); and Watercare Services Ltd.

Engagement with the NUOs has been undertaken to inform the design of the early works and will be ongoing during construction, with the objective of ensuring appropriate management of utility assets and the ability to meet operational requirements at all times. Refer to Section 7.2.5 of this CCP for further details.

The Mt Eden Station, Karangahape Station and NAL Connections – Utilities Management Plan which informs construction processes has also been developed through engagement with the NUOs.

6.4.3. Auckland Council Parks Department The Link Alliance has engaged with the Auckland Council Parks Department regarding works to be undertaken to any trees on public land located within the early works area.

Specifically, the early works will require works within the root zone of the Flame Tree located at the Normanby Road / Boston Road / Nugent Road roundabout (this is scheduled as a Notable tree in the Auckland Unitary Plan), and the removal of 48 trees within private properties.

6.4.4. Heritage New Zealand Pouhere Taonga (HNZPT) Engagement has been undertaken with the HNZPT Regional Archaeologist in obtaining the Archaeological Authority (Authority No. 2017/793) for the CRL Aotea to NAL (Mt Eden) works. Ongoing consultation with HNZPT will occur during construction works in accordance with the conditions of the Authority, including notifying HNZPT prior to the commencement of works. Refer to Section 7.2.7 of this CCP for further details regarding engagement with HNZPT.

6.4.5. Emergency Services

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| Normanby Road Early Works

Communication and Consultation Plan The Link Alliance have and will continue to engage with emergency services regarding the early works and potential changes in traffic movements around the work area to inform the preparation of the Transport, Access and Parking DWP. Emergency services engaged with include: New Zealand Police.

Fire and Emergency New Zealand.

St Johns Ambulance.

• • •

Engagement will be ongoing as required during the works as per Section 7.2.6 of this CCP.

6.4.6. Auckland Transport The Link Alliance will work closely with Auckland Transport to provide advance notice of key traffic and road alterations in relation to the Normanby Road early works. To date Link Alliance have met with Auckland Transport to discuss closure of the Normanby Road rail level crossing during Easter 2020 and proposed sequencing for the Normanby Road grade separation works. Auckland Transport have stated they will require consultation as part of the Temporary Traffic Management Plan (TTMP) process at least 4 weeks prior to construction.

Ongoing and reoccurring weekly meetings between Link Alliance and key Auckland Transport departments have been set up: •

•

Auckland Transport Operations Centre (ATOC) – CRL Traffic Management Plan Reviews, including: −

nature of proposed road or lane closures,

−

scheduling of construction activity,

−

expected network traffic impacts, and

−

coordination of construction start and end dates with known maintenance activities and/or special events in the area.

Auckland Forecasting Centre (AFC) – CRL Traffic Modelling Reviews, including: −

modelling specifications and methodology,

−

preliminary modelling results and indications,

−

traffic data requirements, and

− coordination of construction planning and staging with future events.

The meetings have been attended by Link Alliance transport specialists on an as-needed basis.

6.4.7. New Zealand Transport Agency Consultation with the New Zealand Transport Agency (NZTA) is being undertaken in accordance with CRL designation Condition 18. Initial approaches have begun with the proposed works presented to NZTA for comment. NZTA has confirmed that the early works will not have any immediate effect on their state highway assets, traffic operations or maintenance activities.

6.4.8. Department of Corrections The Link Alliance continues to engage with the Department of Corrections, including the entity contracted by Department of Corrections to administer and run the Mt Eden Corrections Facility at 1 Lauder Road. To date, the Link Alliance has confirmed details of the contact person available during Page 27

| Normanby Road Early Works

Communication and Consultation Plan construction of the early works and during implementation of the temporary traffic management measures which may affect access to and from the Facility. The Department of Corrections has confirmed there is a need to maintain two-way vehicle access to the Facility during the early works and main construction works. The TTMPs will incorporate these requests.

6.4.9. Identifying Additional People Affected by the Early Works Additional parties or stakeholders affected by the early works have been identified through preconstruction site visits, the preparation of the SIBD DWP, CEMP and other sub-plans. It is anticipated that future parties may also be identified through complaints and enquiries recorded in the CRM system, one-on-one discussions with the community and the media. A full list of consultation undertaken with affected parties is outlined in the SIBD DWP.

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Communication and Consultation Plan

7. Protocols, Processes and Contact Details 7.1 Community and Business Liaison Group The establishment of a Community and Business Liaison Group (CLG) is one of the key consultation tools required by the CRL designation and resource consent conditions. The CLG is a key mechanism for reflecting community concern and interest and communicating the construction programme to the community’s most affected parties.

A CLG has been established for the Mt Eden area. Membership of the Mt Eden CLG includes representatives of local businesses and apartment blocks (including residents, body corporate reps), as well as property owners and interest groups. CRLL has been holding CLG meetings throughout the development of the sub-plans and the Link Alliance will continue to do so at least quarterly during construction of the early works (unless otherwise agreed).

7.1.1. Mt Eden CLG purpose The purpose of the Mt Eden CLG is: For CRLL and Link Alliance to provide the community with regular updates on work progress, construction activities, including any significant changes or milestones, and the management of potential adverse construction effects.

To ensure that community interests are identified and recognised through the construction process so that construction impacts/disruption can be minimised, and community safety can be appropriately managed.

To provide feedback on the development of the CEMP and sub-plans.

To monitor the effects of construction works on the community by providing a regular forum through which feedback can be provided to the Link Alliance.

To provide opportunities for concerns and issues to be raised and responded by the Link Alliance.

To propose initiatives regarding the interim use of properties including vacant land for the construction of CRL.

•

•

• • • •

7.1.2. CLG Process The Link Alliance will organise CLG meetings, including the meeting venue and provide administrative assistance to the CLG. The process for coordinating Mt Eden CLG meetings is set out in Table 7-1 below.

Table 7-1: CLG meetings coordination

Stage

Description

1

The Link Alliance Communications staff will liaise with the Mt Eden CLG members regarding meeting dates and venues. The venue will always be a local venue.

2

The Link Alliance will organise the CLG meetings and arrange for the appropriate Link Alliance personnel to be present.

3

The Link Alliance Communications staff will take notes and carry out actions required.

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| Normanby Road Early Works

Communication and Consultation Plan The Link Alliance Communications staff will keep a record of the meetings (including attendance). CRLL will subsequently publish the meeting minutes on the CRL project website.

4

In accordance with the designation and resource consent conditions, the CLG shall be provided with a reasonable timeframe (not less than 10 working days) to provide feedback on the development, implementation and review of any material changes in relation to the CEMP and sub-plans.

7.2 Stakeholders and Affected Parties The CRL designation and resource consent conditions identify a range of stakeholders in relation to the CRL project and require the identification of directly affected and affected in proximity parties for the early works. A number of the stakeholders identified in the designation and resource consent conditions are not relevant to the Normanby Road early works.

A full list of the stakeholders and parties potentially affected by the works is provided in Appendix B and details of consultation and engagement undertaken with affected parties and affected inproximity parties are provided in Appendix C.

7.2.1. Pre-Construction Engagement The Link Alliance has undertaken pre-construction communication and consultation with the parties identified in Section 2.3 and Appendix B. The outcome of the pre-construction engagement has informed the preparation of the SIBD DWP, CEMP, other DWPs and Management Plans required for the early works and identified below: • • • • • • • • • •

Construction Environmental Management Plan; Communication and Consultation Plan (this plan); Transport, Access and Parking DWP; Construction Noise and Vibration DWP (including Site Specific Construction Noise and Vibration Management Plans [SSCNVMP / SSCNMP / SSCVMP]); Trees and Vegetation DWP; Contamination DWP / Contaminated Soils Management Plan; Air Quality DWP / Air Quality Management Plan; Social Impact and Business Disruption DWP; Erosion and Sediment Control Plan; and Industrial and Trade Activities Environmental Management Plan (integrated into the CEMP and ESCP for the early works).

Feedback from directly affected and affected-in proximity parties, along with the CLG and key stakeholders, regarding the development of the CEMP and sub-plans is captured in the respective plans, along with the Link Alliance’s response to the feedback.

7.2.2. Construction Phase Engagement The Link Alliance is required to monitor the construction works progress and identify activities that may impact on stakeholders. This includes ensuring workers understand the construction activities that may cause particular concern to the community, such as noisy activities or works that may result in disruption to property access or the transport network or works outside normal working hours.

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Communication and Consultation Plan The ‘Communication Tools’ detailed in Section 6.2 of this CCP provide a framework to proactively communicate with the stakeholders, directly affected and affected in-proximity parties and the wider community during the early works. In addition to the general communication and consultation protocols the following sections outline the stakeholder specific protocols which will be implemented.

Access to a member of the Link Alliance will also be available 24 hours a day, 7 days a week at the CRL Freephone number: 0800 CRL TALK (275 8255) This number will be promoted to directly affected and affected in proximity parties and stakeholders before construction works commence. This number will feature on all project signage, communication material, CRL website and other collateral.

The channels for the wider community to enquire about the early works, to make a complaint and to keep up-to-date with the early works are detailed in Section 7.4.

7.2.3. Permit to Notify When the Link Alliance is proposing to undertake works that will impact on particular persons or businesses, including works that exceed the CRL project noise limits, the Link Alliance Communications and Engagement Team shall notify those persons or businesses impacted by the works at least 24 hours in advance of the works being undertaken.

A Permit to Notify (PTN) will be used to facilitate Link Alliance’s internal approvals for works that are likely to have an impact on the adjacent community. This will provide a way to activate communication about potential impacts on affected parties, ensure that notification timeframes are met, and that advanced warning is provided. The Permit to Notify process is set out in Table 7-2.

Table 7-2: Permit to Notify Process

Stage

Responsibility

Description

1

Link Alliance construction team members

•

Submit a Permit to Notify (PTN) to the Link Alliance Communications and Engagement Manager in advance of the works.

•

The PTN will include:

o

identification of scheduled works, and

o

2

3

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Construction Manager – Normanby Road early works

Link Alliance Communications and Engagement Manager | Normanby Road Early Works

details of works including: -

Description of the works.

-

Anticipated impacts as a result of the works.

-

Description of any mitigation measures employed.

-

Times and duration of the works.

-

Contact details for enquiries.

•

Signs off the PTN.

•

Where notifications contain technical content, the relevant Link Alliance team member/specialist shall approve the content prior to sign off.

•

Approves construction notifications prior to distribution to stakeholders affected by the particular work.

Communication and Consultation Plan 4

Link Alliance Communications and Engagement Team

•

Communicates by appropriate mechanism (email, phone, or face to face communication) to building owners, tenants/businesses and Body Corporate representatives of the date and time in advance of the works.

7.2.4. Affected Parties and Affected In Proximity Parties The affected parties and affected in-proximity parties identified for the Normanby Road early works are presented in the engagement map in Appendix A and summarised in Section 2.3 of this CCP. Affected parties and affected in-proximity parties were contacted via face to face communications, including arranged meetings, door knocking and at the CLG meeting, which was held on 25th November 2019. Appendix C and the SIBD DWP (Appendix F of the CEMP) details the feedback received from affected parties and affected in-proximity parties during consultation and engagement. Some of the key issues raised during the face to face meetings are access for customers and deliveries, loss of parking, noise and vibration impact and disruption in utilities during construction. Section 8 of the SIBD DWP identifies mitigation actions to be implemented during the early works to minimise social impact and business disruption effects. The directly affected and affected in-proximity parties will continually be engaged during construction through the tools identified in Section 6.2 of this CCP and Section 8.4 of the SIBD DWP (Appendix F of the CEMP).

7.2.5. Kaitiaki or Mana Whenua Forum A CRL Mana Whenua forum was established in 2012 for the purposes of undertaking kaitiakitanga responsibilities associated with the project. The forum comprises those Mana Whenua groups who expressed an interest in being involved in the CRL project and its related activities. Eight Mana Whenua self-identified their interest in CRL and are currently part of the forum: • • • • • • • •

Ngāti Maru; Ngāti Paoa; Ngāi Tai Ki Tāmaki; Ngāti Te Ata Waiohua; Ngāti Whātua o Ōrākei; Te Ākitai Waiohua; Te Kawerau a Maki; and Ngāti Tamaoho.

The Mana Whenua forum is managed by CRLL and will continue to address matters such as: • • • • •

Preparation and review of CEMP and sub-plans; Archaeology, including assistance with discovery protocols; Kōiwi and artefact discovery; Cultural induction and monitoring; and Ongoing provision of mātauranga Māori input.

During construction works the Link Alliance shall: • Page 32

Attend the hui arranged by CRLL as required; | Normanby Road Early Works

Communication and Consultation Plan • •

Follow the protocols in the Archaeological Authority4 granted for the CRL Aotea to Maungawhau (Mt Eden) construction works; and Ensure that all project staff are given a cultural induction, in accordance with iwi guidelines.

7.2.6. Network Utility Operators Ongoing communication and consultation will be undertaken with NUOs during the early works as outlined below.

Material changes affecting Network Utilities Where a material change is identified that has not already been agreed with the NUO and which affects network utilities, then the following process will be adopted: • • •

The Link Alliance will contact the relevant NUO to organise an on-site meeting in conjunction with the contractor.

If the change is subsequently agreed on site, then the relevant construction and/or as-built drawings will be revised.

If the change cannot be agreed on-site, then a meeting will be held between Link Alliance representative and the relevant NUO Project Manager in order to identify a mutually agreeable outcome.

Section 176(1)(b) RMA Approvals In relation to the Requiring Authority (CRLL) giving approval to NUOs under section 176(1)(b) of the RMA for NUO works in the CLR designation: • •

The relevant NUO will identify the scope of work required to be undertaken, including location and timing.

The Link Alliance Utilities Manager and the CRLL Utilities Manager will meet with the relevant NUO Project Manager to discuss the scope of work, programming, and physical interface with the CRL construction works. Based on this discussion, CRLL will determine whether or not the proposed utility works would ‘prevent or hinder’ the early works (and whether CRLL is able to give written consent to the utility works). Wherever possible, a mutually agreed ‘work plan’ will be developed that allows necessary utility works to proceed in a way that does not hinder the early works (particularly in the case of maintenance and urgent repair works).

Supplementary Authorisations Depending on the circumstances, the relevant NUO or the Link Alliance Utilities Manager, along with the CRLL Utilities Manager will identify what authorisations are required and consider: •

•

If the proposed utility works are not related to the CRL project, then the NUO will be responsible for obtaining any necessary authorisations (including resource consents where required).

If the utility works are required to facilitate the CRL project, then the Link Alliance will meet with the relevant NUO Project Manager to identify an appropriate design and construction methodology for the works and confirm authorisations required. The Link Alliance will be

Heritage New Zealand Pouhere Taonga reference 2017-793 Page 33 | Normanby Road Early Works 4

Communication and Consultation Plan responsible for obtaining any necessary authorisations (including resource consents where required).

Inspection and final approval of works by Network Utility Operators The process for the inspection and final approval of works by NUOs is as follows: • • • •

Upcoming inspection, testing, and commissioning works will be identified at weekly meetings between the Link Alliance and the NUOs. The Link Alliance will arrange necessary site inspections directly with the relevant NUO Project Manager.

If the inspection passes, then the NUO will sign off the work package.

If the inspection fails, then the Link Alliance will work together to identify the appropriate remedial action and a re-inspection will be organised with the NUO.

Ongoing communication and consultation During the Normanby Road early works, there will be regular on-site liaison between the Link Alliance and the NUOs. This will generally be undertaken by way of ‘tool box’ meetings at the start of each day, complemented by weekly meetings during utility construction works between the Link Alliance and the NUOs. Review of CEMP and Sub-Plans The CEMP and sub-plans for the early works will be reviewed as a result of a material change to the Normanby Road early works, or to address unforeseen adverse effects arising from construction, or unresolved complaints. The Link Alliance will inform the NUOs of any such reviews and will actively engage with the NUOs where a material change to the project has implications for network utilities or the review is required in order to address unforeseen effects or complaints relating to the early works.

In accordance with designation Condition 15.7 and resource consent Condition 32, any parties affected by material change to the CCP shall be notified of the change within 20 working days of the change occurring.

Any updates to the CCP shall be provided to the “key contacts” identified in Section 6.1 of the CEMP (per designation Condition 15.6), the parties referred to in resource consent Condition 28(d), and the Council (Team Leader Central Monitoring) for review and agreement on any further action to be undertaken. A formal review process is described in Section 7.1.2 and 7.2.9 of this CCP and Section 6.7 of the CEMP.

7.2.7. Emergency Services As outlined in Section 6 of this CCP, the Link Alliance will consult with emergency services regarding their specific operational requirements in relation to the early works. This will include information on the location, timing and duration of the early works (particularly in relation to traffic lane reductions and/or closures, alternative routes and detours) and consultation in advance of the commencement of construction.

The Transport, Access and Parking DWP (Appendix K of the CEMP) states that the early works will be undertaken so as not to impede emergency service access to properties adjacent to the early work area.

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7.2.8. Heritage There are no built heritage features or recorded archaeological sites located within the early work area. The land at 14-22 Boston Road (which will be utilised as a Construction Support Area and temporary car park for the commercial premises at 32 Normanby Road) is scheduled under the AUP as a site of significance to Mana Whenua. Archaeological advice (Appendix X of the CEMP) has been prepared which outlines the protocols that will be undertaken to manage any potential effects on mana whenua.

In relation to engagement on heritage related matters during the early works, the Link Alliance shall: • • •

•

Communicate information on any archaeological or built heritage discoveries during the course of works to Auckland Council Heritage Unit, HNZPT and Mana Whenua.

Contact HNZPT, iwi and the police in the occurrence that kōiwi (human remains) are discovered during the course of works.

Provide a written summary report by the Project Archaeologist to CRLL, HNZPT, Auckland Council (Heritage Unit and Consent Monitoring officer) and Mana Whenua within 20 days of the completion of monitoring.

Maintain regular updates (via the appropriate communication tools detailed in section 6.2) with regard to archaeological or built heritage discoveries and monitoring during the early works.

7.2.9. Auckland Transport As outlined in Section 6 of this CCP, the Link Alliance will continue to consult with Auckland Transport. This will include information on the location, timing and duration of the early works (particularly in relation to traffic lane reductions and/or closures, alternative routes and detours) and consultation in advance of the commencement of construction.

Refer to the Transport, Access and Parking DWP (Appendix K of the CEMP) for further details on engagement with Auckland Transport.

7.2.10. New Zealand Transport Agency As outlined in Section 6 of this CCP, the Link Alliance will consult with the New Zealand Transport Agency. This will include information on the location, timing and duration of the early works (particularly in relation to traffic lane reductions and/or closures, alternative routes and detours) and consultation in advance of the commencement of construction.

Refer to the Transport, Access and Parking DWP (Appendix K of the CEMP) for further details on engagement with the New Zealand Transport Agency.

7.2.11. CEMP and Sub-plan reviews In accordance with the designation and resource consent conditions, the CEMP, DWPs and MPs shall be reviewed as a result of a material change to the works, or to address unforeseen adverse effects arising from construction, or unresolved complaints. The Link Alliance shall notify any parties affected by the review of any material change proposed to the plans and document any inputs received from the affected parties. All affected parties shall be provided with a reasonable timeframe (not less than 10 working days) to provide feedback on the changes.

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7.3 Notable Receivers CRL designation Condition 16.1 requires that communication and consultation is undertaken (via the appropriate communication tools detailed in Section 6.2), as soon as reasonably practicable (and at least once following confirmation of construction timing and methodology), with any Notable Noise and Vibration Receivers located within 100 metres of the designation footprint. MediaWorks’ ‘The Project’ studio at 71 Boston Road is located just within 100m from CSA and therefore is considered a Notable Receiver. Further details of the consultation with MediaWorks is contained within the CNV DWP (including the Site-Specific Construction Noise and Vibration Management Plan).

7.4 Community Engagement 7.4.1. Public Enquiries Email addresses for public enquiries in relation to the Normanby Road early works are as follows:

mteden@linkalliance.co.nz - in relation to Normanby Road early works; and info@cityraillink.govt.nz - in relation to the wider CRL Project (any queries in relation to

•

•

the Normanby Road early works will be forwarded through to the Link Alliance email).

Contact details of the Project Manager and Communications & Engagement Team for the early works are provided in Section 5.2 above.

Requirements The Link Alliance will: Identify the Freephone number on all project advertising and collateral.

Allocate a team member responsible for answering the Freephone at all times. They will actively respond to issues, enquiries and emergencies.

Record all enquiries, requests for information and complaints.

• • • Process

The process for managing enquiries or complaints via the 24/7 Freephone number is set out in Table 7-3 below.

Table 7-3: Public enquiries

Stage 1 2

3 4

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Description The Link Alliance team member receives an enquiry or complaint.

The Link Alliance team member contacts: • The Link Alliance Communications and Engagement Manager, if the issue is about the construction activity, or • CRLL GM Corporate Relations & Communications, if it is a media enquiry, political enquiry, or CRL works outside the Link Alliance scope.

The Link Alliance Communications and Engagement Manager responds in writing to the communication team member as quickly as possible.

The Link Alliance team member contacts the enquirer with the response, unless it relates to a media or political enquiry, in which case the CRLL GM Corporate Relations & Communications will respond.

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Communication and Consultation Plan 5

The Link Alliance team member determines whether the enquirer is satisfied with the response, including any mitigation action taken if it is a complaint.

6

The Link Alliance team member responds with further information or action as required.

7

For construction related complaints, the Link Alliance team member in consultation with the Link Alliance Communications and Engagement Manager and Project Manager determines for the Normanby Road early works if a specific mitigation response is required.

If so, they refer to the specific DWP / Management Plan (e.g. Traffic, Noise and Vibration, Contamination, etc.), and contact the relevant responsible person or site supervisor.

8

The Link Alliance Communications and Engagement Manager will conduct surveys every three months to determine levels of satisfaction with the process of communication responses.

7.4.2. Other Enquiries In addition to the email contact and Freephone number above, enquiries from the public may be received in writing or from face to face contact. All such contacts will be recorded in the Link Alliance communication CRM system.

Requirements The Link Alliance site team shall be well briefed to respond to any enquiries. The site supervisors present on site during working hours will be able to actively respond to all issues, enquiries and emergencies.

Process The process for managing public enquiries is set out in Table 7-3 above.

Response Timeframes Timeframes for responding to other enquiries is set out in Table 7-4 below.

Table 7-4: Public enquiries response timeframe

Enquiry channel

Response timeframe

Written correspondence (letters)

• Within 5 working days of receipt.

Written correspondence (emails and social media)

• Acknowledged on day of receipt.

• Resolved within 2 working days unless there are significant claims for damages or escalations due to scale or complexity (e.g. Health and Safety investigation).

0800 project information line calls

• Within 2 hours of the same working day during business hours of 8am to 6pm.

• Within 24 hours for calls received outside of business hours (unless the call relates to an ‘emergency’ situation requiring immediate action).

Meetings

• Response / resolution to be completed within the timeframes agreed in the meeting.

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7.4.3. Complaints Complaints will be dealt with in a responsive manner so that the complainant feels their concerns are being heard and addressed. This approach as outlined in table 7-5 below, is designed to develop a relationship of trust and reliability between the community and the Link Alliance.

The project will be contactable 24/7 through the Freephone number.

A report detailing complaints and responses will be provided to Auckland Council, if requested.

Requirements Link Alliance shall ensure that: • •

•

The Mt Eden Communications and Engagement Team handles all complaints that arise on the project, and they are tracked through the CRM system.

The community is notified of the project contact details through which complaints can be made. This will include the website, works notifications, onsite signage and project publications and newsletters.

Link Alliance staff shall be briefed on the complaints process and are prepared to receive complaints through the Freephone number, by email, in writing or through face to face contact.

Complaints process The process for managing complaints is set out in Table 7-5 below.

Table 7-5: Complaints management process

Stage

Description

1

All complaints are forwarded to the Link Alliance Communications and Engagement Manager.

2

The Link Alliance Communications and Engagement Manager acknowledges the complaint on day of receipt by phone or in writing. If the Communications and Engagement Manager is not available, the Project Manager for the Normanby Road early works, or another member of the project team shall acknowledge the complaint.

3

The contact details and details of the complaint are entered into the CRM database.

4

Acknowledgement of a complaint is provided within on day of receipt. However, should the complaint demand a more detailed response, this will be provided within 2 working days or as soon as is practicable.

Note: See the ‘Response time frames’ in Table 7-6 below.

5

The Link Alliance Communications and Engagement Manager shall work closely with the Project Manager or Construction Manager to resolve complaints. They are proactive in keeping complainants informed of what action is being taken to address their concerns.

6

If a complaint cannot be resolved within the complaints process timeframe, the complainant is invited to a meeting with the Link Alliance Communications and Engagement Manager and the Project Manager.

7

All meetings shall be recorded in the CRM database to ensure that a complete record of times dates and location of meetings is maintained.

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When a complaint is resolved it shall be ‘closed out’ as an action in the CRM. Each month a record of complaints activity will be reviewed by the Link Alliance Communications and Engagement Manager to check that all actions have been closed out.

9

Complaints data is reviewed regularly by the Link Alliance Communications and Engagement Manager.

Response timeframes Timeframes for responding to complaints is set out in Table 7-6 below.

Table 7-6: Response timeframes

Complaint channel

Response timeframe

Written correspondence (letters)

• Within 5 working days of receipt.

Written correspondence (e-mails and social media)

• Acknowledge on day of receipt • Resolved within 2 working days unless there are significant claims for damages or escalations due to scale or complexity (e.g. Health and Safety investigation).

0800 project information line calls

• Within 2 hours of the same working day during business hours of 7am to 7pm.

• Within 24 hours for calls received outside of business hours (unless the call relates to an ‘emergency’ situation requiring immediate action).

Meetings

• Response / resolution to be completed within the timeframes agreed in the meeting.

7.4.4. Digital Channels The CRL Project website is the heart of the project’s communications strategy. It is a ‘one-stop-shop’ for vital and interesting information for both the local community and a wider audience. It will also have links to other Project information including newsletters, FAQs and social media posts.

The Link Alliance shall provide information to the CRLL Communication and Stakeholder Engagement Team that can be used for the CRL website and social as outlined in Table 7-7 below.

Table 7-7: Media channels

Channel

Details

Information requirements

Website

As the hub of communications for project information, CRLL’s website provides:

The Link Alliance Communications and Engagement Team will provide the CRLL Communication and Stakeholder Engagement Team with regular updates about construction progress, works notifications, photography and videography for upload to the CRL website.

• Facility for people to sign up for email updates • Contact email address for public enquiries.

• The Freephone number: 0800 CRL TALK (275 8255).

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Communication and Consultation Plan Channel

Details

Information requirements

• DWPs, CEMP and CCP relating to the project.

Social Media

CRLL manages Facebook and Instagram accounts for the Project.

Link Alliance provides content to CRLL Communications team for sharing on social media channels.

7.4.5. Media All media enquiries will be channelled through the CRLL Media Manager.

The Link Alliance shall support the CRLL Media Manager in responding to media enquiries as follows: • • •

Reporting to CRLL immediately on any matters which may be contentious or affect the good reputation of CRLL or the project.

Providing a very quick turnaround on facts.

The Link Alliance Communications and Engagement Manager shall work closely with the CRLL Media Manager to provide technical responses, personnel or material to assist with media enquiries.

As part of the project induction, all Link Alliance staff and subcontractors will be briefed on the process to follow if approached by the media during the early works.

7.5 Managing Crisis and Emergency Situations The Link Alliance Emergency Response and Incident Management Plan describes how the Link Alliance will manage any emergencies and potential crisis situation.

A crisis or emergency is a potential or actual incident that: •

Poses significant harm to people, property, the environment or the local community, and requires assistance from external emergency services agencies.

It is not a small-scale incident that can be managed without the mobilisation of the Incident/ Crisis Management team and without the assistance of external emergency agencies. For example, a first aid injury or small spill.

7.5.1. Requirements In the event of a crisis or emergency, the Link Alliance shall: • • •

Activate the Emergency Response and Incident Management Plan which details all Health and Safety processes.

Guide strategic stakeholder management and communication processes, in line with the Incident Management Frameworks of Link Alliance and CRLL. Support CRLL in responding to the community, the media or the public.

7.5.2. Emergency contacts Page 40

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Communication and Consultation Plan Table 7-8: Emergency responsibilities contact

Responsibility

Contact

Emergency Response Co-ordinator – Normanby Road early works

Link Alliance Project Manager for NAL Mt Eden Section - Glen Kirk

Crisis/emergency management oversight

Link Alliance Project Director – Francois Dudouit

Construction management

Link Alliance Construction Manager – Phillipe Begou Link Alliance Construction Manager for NAL Mt Eden Section – Francois Pageron

Health and Safety

Link Alliance Health and Safety Manager – Joseph McArdle

Link Alliance Communications

Link Alliance Communications and Engagement Manager – Rachel Blundell

CRLL Communications

CRL GM Corporate Relations & Communications - Victoria Jessop

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Appendix A: Engagement Map

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Appendix B: Summary of Communication and Consultation Stakeholder Contact Details

Summary of Communication and Consultation

Government/Statutory Heritage New Zealand Pouhere Taonga

• Engagement has been undertaken with HNZPT regarding the wider CRL project, and an associated Archaeological Authority has been obtained. Engagement will continue in relation to the Normanby Road early works as required as outlined in this CCP.

Department of Corrections

• Engagement has been undertaken with the Mt Eden Corrections Facility regarding the Normanby Road early works.

Refer to Appendix C for a summary of the engagement undertaken.

Auckland Council

• Pre-application meetings with Auckland Council Regulatory staff, technical advisors and compliance staff have been undertaken in relation to the Normanby Road early works and the preparation of the CEMP and sub-plans. a

Auckland Transport

• Engagement has been undertaken with Auckland Transport regarding the Normanby Road early works, in particular impacts on the traffic network, and public transport services. Refer to the TAP DWP for further details.

New Zealand Transport Agency

• Engagement has been undertaken with the NZ Transport Agency in relation to the use of over-dimensional routes and the management of works to minimise impacts on the surrounding network.

Network Utility Operators Vector Power James Thatcher - Vector PM 0212214798 james@james.thatcher.co.nz Vector Comms Page 43

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• Engagement with NUOs has included a series of workshops, attended by Link Alliance technical staff, NUO project managers and specialist engineers from the CRLL Principal Technical Advisor Team. The workshops have addressed the particular scope, time and cost constraints of relocating live services in the early work area.

• Key outputs from the workshops include detailed design drawings of the combined services proposals, agreed programme and timing details for the work implementation, and commercial agreements for the procurement of the work.

Communication and Consultation Plan Graeme Norton 0212249979 graeme.norton@vector.co.nz Vector Gas Darryl Wharerau - Project Manager 0212461611 darryl.wharerau@vector.co.nz Auckland Council – Stormwater Yasenko Krpo - Healthy Waters 021 506 276 yasenko.krpo@aucklandcouncil.govt.nz Chorus Daniel Samuel - Field Based Manager 0212970982 Daniel.Samuel@chorus.co.nz Watercare Frank Lin - Project Manager 021977879 Frank.Lin@water.co.nz

Mana Whenua

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• The requirement to provide continuous service supply to the building owners and occupiers and to minimise any service outages during the course of the works, have been key considerations during design development and construction planning of the early works.

Communication and Consultation Plan • • • • • • • •

Ngati Whātua o Orakei Ngāti Te Ata Ngati Paoa Te Akitai Waiohua Ngati Maru Ngati Tamaoho Te Kawerau a Maki Ngai Tai ki Tamaki

• Hui scheduled for 03 December 2019.

Wider Community Mt Eden Community and Business Liaison Group (CLG)

• A CLG was held at 97 Mt Eden Rd on the 25 November 2019. Existing communication processes seem to be working well. Commitment by CRL to maintain existing forms of communication with the CLG and affected parties reiterated.

No specific concerns raised

Affected Parties – Residential and business owners / occupiers

• Refer to a summary of engagement undertaken with affected parties in Appendix C. Engagement from the Link Alliance will remain ongoing during the Normanby Road early works as outlined in this CCP and the SIBD DWP.

Property Owners

• Refer to a summary of engagement undertaken with affected parties in Appendix C. Engagement from the Link Alliance and CRLL Communication and Stakeholder Engagement Team (as appropriate) will remain ongoing during the Normanby Road early works as outlined in this CCP and the SIBD DWP.

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Appendix C: Engagement with Affected Parties Consultation and engagement, via a door knocking exercise, was undertaken with affected parties including residential and business owners or occupiers or property / business managers within the affected community area. Meetings were attended by the Link Alliance Social Impact and Business Disruption (SIBD) and Acoustic engagement teams with the Mt Eden Stakeholder and Communications Manager attending as required.

Refer to Sections 4 – 6 of the SIBD DWP for further details of the engagement.

Table C-1: Summary of Engagement with Affected Parties

Address/Occupier 32 Normanby Road Tram Lease, Morton Property (property manager) and tenants (OfficeMax; AHS Security Hardware; Active Electrical Suppliers)

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Themes Access Concerns raised regarding access and loss of parking for customers and trades people.

Approximately 50% of the carparking at the property is used by staff, the remaining 50% by customer/trade pick up and drop off. Important that high priority traffic (customers and trades people) can park within the property.

OfficeMax will be open on the Saturday morning over Easter 2020 weekend, disruption to be reduced as far as possible.

Servicing and deliveries Active Electrical Suppliers have regular deliveries: 5 large trucks per day, and consistent trade/customer movements throughout the day.

OfficeMax and AHS have less frequent movements.

Waste collection occurs within the property (as and when required), bins may need to be relocated to ensure ease of collection during construction period.

Security/cleaners do require access to the building after hours (usually before 10pm).

Communication Meeting requested prior to works commencing (Feb 2020) to provide detailed update on proposed works.

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Mitigation Provision of alternative staff parking area at 14-22 Boston Road.

Maintain access.

TAP DWP – Sections 4.6, 4.10 5.5, 5.6, 5.7, 5.9 and 5.11.

TAP DWP – Sections 4.6, 4.10 5.5, 5.6, 5.7, 5.9 and 5.11.

Mt Eden Communication and Engagement Team to facilitate Feb 2020 meeting. Ongoing information sharing to take place via email.

Communication and Consultation Plan Address/Occupier

22/24 Normanby Road Normanby Mews Residential Apartments 26 Normanby Road Sen Vietnamese Kitchen and Bar

1 Lauder Road Mt Eden Corrections Facility

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Themes Amenity No significant amenity concerns, potential noise impacts were discussed.

Other comment Night works supported i.e. between 17:00 – 20:00 to ensure limited impact on business operations.

Other comment Contact was made with the body corporate representative. They refused the opportunity to engage on the project and see no need to communicate to their residents.

Access Access off Normanby Road to parking (5 staff car parks) and delivery area.

Main entrance to restaurant on Normanby Road.

Customers use street parking; some concern raised that street parking will be lost during construction period.

Servicing and deliveries Restaurant deliveries take place 10:00 – 12:00, 4 days a week.

Kerbside waste collection Tues, Thurs and Sat (between 6-9am) Customer/ Business Effects Important to ensure customer access to restaurant maintained, as well as access for deliveries and staff parking.

Other comment All residents from apartments at 22-24 Normanby Road place their waste bins in the road on collection days; these remain there all day. This obstructs the road edge and would be in the way of construction work.

Access No significant concerns regarding access, as long as this is maintained during construction period.

Servicing and deliveries

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Mitigation CNV DWP – SSCNVMP (C31) Appendix C.

Mt Eden Communication and Engagement Team to identify measures to communicate with residents directly, giving them an opportunity to register their interest in the project so they can be kept informed.

Maintain access.

Maintain access.

TAP DWP – Section 5.6.

Maintain access TAP DWP – Section 5.6.

Maintain access TAP DWP – Sections 5.6 and 5.8.

Communication and Consultation Plan Address/Occupier

51-63 Normanby Road Dilworth Trust and tenant representative, including representatives from Cory’s Electrical, Big Colour, and Sabato.

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Themes Delivery vehicles move in and out of the Prison daily. Larges vehicle is the prison escort bus which moves in and out the site 2 x week. Waste collection vehicles collect waste from within the prison property.

Customer/ Business Effects Concern regarding impacts on utilities interruptions. Any impact on water supply and power would need to be managed, however most concerning would be an interruption in communications. Advanced notice essential to allow contingency plans to be put in place.

Communication Request for a meeting end November 2019 to discuss the details around the planned works, particularly impact on utilities to ensure contingency plans can be prepared.

Other comment Co-ordination regarding sewer tie-in at time of low flow (i.e. 12:00 – 03:00) Access Access and customer movements of concern.

Link Alliance suggested the potential to widen access to the site to provide improved temporary access.

Servicing and deliveries Sabato receive 26 container deliveries per year (mostly in Oct and Nov but a few throughout the year). If notice is given, containers can be scheduled around early works construction period. Other smaller deliveries taking place all the time.

Big Colour have limited customers, mostly service vehicles that come and go. All other companies on the property have customers regularly.

No circular traffic movement i.e. trucks and large vehicles arriving need to turn or reverse out of the entrance.

Customer/ Business Effects Potential loss of trade due to disruptions. They have previous experience of this with past works (GPT works). Request made for additional signage for businesses.

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Mitigation

Advanced notice of utility interruptions

Mt Eden Communication and Engagement Team to facilitate meeting end November 2019.

Maintain access Potential widening of main entrance to be considered.

Maintain access TAP DWP – Sections 5.6 – 5.8.

Business visibility mitigation

Communication and Consultation Plan Address/Occupier

49 Normanby Road Normanby Road Vet Clinic 45 Normanby Road Restaurant Association 45A Normanby Road Blue Fitness

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Themes Communication Importance of correct lines of communication was emphasised, and appreciations for adhering to the requirement to meet Dilworth Trust with their tenants.

Other comment Concern around longer term closure of Normanby Road for construction of permanent bridge. Clarity given regarding timeframe of closure (~6 months) and that Mt Eden road will be open when Normanby Road is closed. Query as to whether the impact on Enfield Road has been considered.

Learnings from previous work: (i) obtain necessary agreements to work on Dilworth property; (ii) undertaken pre- and post-conditions reports; (iii) reinstate driveway; (iv) contractors to stay within the work area.

Query regarding when Prison construction work will be complete.

Business owner (vet) not available. Calling card left.

Mitigation

Managers not available. Calling card left.

Mt Eden Communications and Engagement team to email early works information to relevant managers.

Access Business has 8 off-street car parks. Customers do not use street parking. 2 deliveries occur every day.

Servicing and deliveries Regular deliveries, important that access is maintained Communication Contact details obtained for owner and manager for future correspondence.

Other comment As long as access for customer and deliveries is maintained, then no concerns.

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Maintain communication as project progresses.

Mt Eden Communications and Engagement team to email early works information to business owner.

Maintain access.

TAP DWP – Section 5.6.

Maintain access.

TAP DWP – Sections 5.6 and 5.8.

Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

Communication and Consultation Plan Address/Occupier 45B Normanby Road Van Roon Martial Arts

45C Normanby Road Caldwell Levesque Electrical

45D Normanby Road PCL Electrical

45D Normanby Road Davy Chapman Creative Agency Page 50

Themes Access Clients use off-street parking.

Other comment Business owner didn’t have much time to discuss the project but had no concerns.

Communication Contact details obtained for owner and manager for future correspondence.

Access Business has 85 vehicles in total, majority of staff are out during the day servicing customers. Customers do not visit the premises. Deliveries take place through the day.

Customer/ Business Effects Disruption in utilities was raised as a concern.

Communication Contact details obtained for owner and manager for future correspondence.

Access Customers visit the premises regularly and use off-street parking. Multiple deliveries occur every day. Total number of staff is 28.

Other comments Negative past experience regarding how AT managed the relocation of their business (as part of earlier CRL contract).

Communication Contact details obtained for owner and manager for future correspondence.

Other comments No interest in discussing the project as they are part of the Uptown Business Association and receive information through this forum.

Relocating from premise in 2 months’ time (Dec 2019)

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Mitigation Maintain access.

Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

Maintain access.

TAP DWP – Section 5.6.

Notification of utility interruptions Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

Maintain access TAP DWP – Section 5.6.

Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

Communication and Consultation Plan Address/Occupier 45E Normanby Road UBIQ

47 Normanby Road Robert A Conagham’s Fishing and Tackle

47A Normanby Road A.L. Byrne Waterways Ltd

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Themes Access There are 13 permanent staff, during busy times of the year this can increase to 23 staff. There are 4 off-street car parks. June/July is a very busy time of year (university semester), many customers come to collect books.

Servicing and deliveries Kerbside waste collection only. Deliveries (courier) occur 2-3 times a day.

Large pallet deliveries arrive from printers in June/July.

Communication Contact details obtained for owner and manager for future correspondence.

Access Limited customers (2-3 per day). Off street parking outside premise for customers and staff.

Servicing and deliveries Kerbside waste collection only.

Communication Contact details obtained for owner and manager for future correspondence.

Access: Customer collections occur regularly, as well as approximately 5 couriers per day.

Customer/ Business Effects Disruption in utilities was raised as a concern.

Communication Contact details obtained for owner and manager for future correspondence.

Other comment Support for the greater project, in particular the grade separation at Normanby Road will improve congestion that currently occurs at the level crossing.

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Mitigation Maintain access TAP DWP – Section 5.6.

TAP DWP – Sections 5.6 and 5.8 Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

Maintain access.

Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

Maintain access.

Notification of utility interruptions Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

Communication and Consultation Plan Address/Occupier 20 Normanby Road BLOC

37 Normanby Road The Good Home 25 Enfield Road Miro Apartments

5-7 Water Street IMeasureU

Themes Other comment Off-street parking for staff and customers off Enfield Street. Any loss of parking in the area would be of concern.

Contact details obtained for managers, information to be sent through to them.

Other comment Owner has no concerns regarding proposed works. Operating hours are Mon-Thurs: 11:00 – 23:00; Fri-Sat: 11:00 – 01:00; Sun: 11:00 – 22:30.

Amenity Past experiences with noise (night works related to work on the rail line).

The only concern residents are likely to have is regarding noise disruption associated with night works.

Communication Owner advised that it would be best to communicate with the building manager. Building manager happy to assist with information distribution to residents.

Other comment Spoke to owner (10/10/2019) and building manager (17/10/2019); no concerns regarding the early work. 94 apartments within the property.

Spoke to building manager on 17/10/2019, he has no concerns regarding early work. 95 % of the residents are apartment owners (i.e. limited rentals) Customer/ Business Effects Cameras are used during the business operations, that need to be calibrated regularly.

Communication Contact details for managers obtained Other comment Advised of potential noise from dismantling of adjacent warehouse, no significant concerns regarding this.

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Mitigation Mt Eden Communication and Engagement Team to send early works information and to add contact details to the database for future engagement and notifications.

Mt Eden Communication and Engagement Team to add contact details to the database for future engagement and notifications.

CNV DWP – SSCNMP (C28) in Appendix C. Mt Eden Communication and Engagement Team to add contact details to the database to ensure future information is shared.

CNV DWP – SSCNMP (C27) in Appendix C. Mt Eden Communication and Engagement Team to add contact details to the database to ensure future information is shared.

Communication and Consultation Plan Address/Occupier 10 Boston Road Float Culture

8 Boston Road Saturday

8 Boston Road MSA Architects Page 53

Themes Access Main access to the business from carpark in Water Street. 7-8 staff members. 5 car parks for staff: 2 immediately outside business, and 3 in the parking area adjacent (other side of Water St).

Servicing and deliveries Waste collection 1 x week.

Deliveries from Water Street (2 x week) Customer/ Business Effects Operating hours are Mon-Fri: 08:00 – 22:00; Sat-Sun: 07:30 – 22:30 Business sensitive to noise and vibration. Concern as a result of past experience with previous work.

Other comment Left a factsheet to be handed to the owner, Anton Kuznetsov, who was on leave.

Access Front access to the business from Boston Road. Total of 10 staff, parking for 5 staff provided in the parking area off Water St (behind the building).

Remaining staff use street parking / drop off. Customers visit regularly and use street parking, which is often challenging. Concern regarding any loss of parking in the area, as well as any loss of parking for staff in Water St parking area.

Servicing and deliveries Kerbside waste collection 1 x week.

Customer/ Business Effects April – Oct very busy time of year for the business Other comment Appreciated information shared.

Tenants of Boston8.

Access 3 staff members, all use street parking.

Other comment

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Mitigation Maintain access

TAP DWP – Sections 5.6 and 5.8.

CNV DWP – SSCNMP (C26) in Appendix C.

Maintain access.

TAP DWP – Sections 5.6 and 5.8.

TAP DWP – Sections 5.4, 5.6, 5.7 and 5.10.

Informed of information sessions.

TAP DWP – Sections 5.6 and 5.7.

Communication and Consultation Plan Address/Occupier

8-10 Boston Road Aspec Construction

12 Boston Road RGIS

71 Boston Road The Project, Mediaworks

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Themes No concerns regarding the project.

Appreciated information shared, has attended information session.

Tenants of Boston8.

Access Total of 45 staff. Fleet of 75 vehicles. 31 carparks in the Water St car park.

Used to have a lease for parking in CRLL parking area on adjacent side of Water St. Constant vehicle movements throughout the day.

Customer/ Business Effects Regular operating hours are 07:00 – 17:00, however some staff begin as early at 05:00.

Other comment They have resource consent in place for a 3-storey building (Water St car park area).

Main sewer line directed in Water Street approximately 5 years ago.

Private sewer still remains.

Access RGIS staff do not use the carpark behind the building (off Water Street).

Access to the building and off-street parking from Boston St. Amenity No concern regarding potential noise impact.

Other comments Operating hours from 9:00 – 20:00 (Mon-Fri).

Other comment Mediaworks identified by Marshall Day as a sensitive noise and vibration receptor. Due to recent and ongoing engagement with Mediaworks, an email communication was deemed sufficient to advise them of the Normanby Road early works.

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Mitigation

Maintain access.

TAP DWP – Sections 5.4, 5.6, 5.7 and 5.10.

Advised of information sessions.

CNV DWP – SSCNMP (C26) in Appendix C.

CNV DWP – SSCNMP (C24) in Appendix C.

Communication and Consultation Plan

Appendix D: Consultation Records Mr Blair Masefield, Technical Director – Planning from Land and Survey Ltd, (on behalf of Auckland Council) has reviewed and provided comment on the draft CCP as follows: Comment

Resolution

6.1 para 1, discusses “local residents / businesses and affected / affected-in proximity parties”.

Local residents and businesses are either part of the “wider community” or they are “affected or affected by proximity parties”.

Text revised to clarify.

6.1 is silent on the strategy overview for Stakeholders which should also be part of the primary audience to achieve Condition 15.1. Additional paragraph(s) in 6.1 is required for Stakeholders. I recommend merging the first 3 paragraphs under 6.4, into 6.1 to address this.

Text from Section 6.4 moved to Section 6.1 to provide a better overview of the strategy.

6.1 para 2, refers to the wider audience as “the general public”. A term more consistent with the conditions is “the Wider Community”.

Text revised as recommended.

Table 6-1 would benefit from a new column to identify which groups of “Community”, “Stakeholders”, “Affected Parties” and “Affected by Proximity Parties”, each tool will be targeted toward. It also needs to provide the specific details of how the recommendation of s8.4 of the SIBD DWP will be implemented

New column added to identify the targeted audience and reference to Section 8.4 of the SIBD DWP.

6.4 is called “Identifying and Communicating with Key Stakeholders. That title is too narrow for this sections content. To be consistent with 7.2, I recommend “Affected Parties” is added to the heading name.

Heading revised as recommended.

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Communication and Consultation Plan Comment

Resolution

6.4.1 heading is recommended to be deleted. The text of 6.4.1 will become the introduction paragraph under heading 6.4 and be amended to state something like “This section sets out the method of identifying affected parties and stakeholders relevant to the Normanby Road Early Works and the Communications approach utilised in preparation of this CCP and the SIBD DWP, CEMP, other DWPs and Management Plans required for the early works. The stakeholders and affected parties and their contact details are provided in section 2.3 and Appendix B. The Link Alliance is responsible for keeping this list updated during the early works. An overview of the parties affected by the early works is set out below.”

Text revised as recommended.

6.4.2 needs to be renamed “Directly Affected and Affected by Proximity Parties” and a summary of the Communications Strategy/Approach undertaken with these parties included, with reference to section 2.3, Appendix C and the new sections in Section 7 (see comment on 7.2 below). This can be done by a brief summary of, and cross reference to Sections 5 and 6 of the SIBD DWP. Including the summary of Key Issues in s6.8 of the SIBD DWP would be helpful.

Text revised and added as recommended with cross reference to the SIBD DWP. A summary of the key issues is provided in the new section – Section 7.2.4.

6.5 - I recommend this section be deleted as the communications channels are discussed in 6.4.2 - 6.4.10.

Section 6.5 deleted as recommended.

7.2.2 refers to “Stakeholders” and the “adjacent community”. The adjacent community is not defined and instead this section needs to set out how construction phase engagement with “affected and affected by proximity parties” will occur. It needs to cross reference to 7.4 for engagement with the wider Community.

Text revised to “stakeholders, directly affected and affected in-proximity parties and the wider community”. Text added to set out how the above parties can enquire and contact the Link Alliance during the construction phase.

Section 7.2.4 added to address affected parties and affected in-proximity parties.

7.2 is called Stakeholder and Affected Parties. It mostly discusses Stakeholders as per Appendix B. I recommend adding a new section(s) after 7.2.3 to specifically address “Affected Parties”, and “Affected by Proximity Parties”, with a cross reference to section 2.3, Appendix C and Table 6-1.

These sections can summarise and cross reference to Section 8 of the SIBD DWP, especially 8.4 to 8.13.

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Communication and Consultation Plan Comment

Resolution

7.4 is called ‘Public Engagement’. A term more consistent with the conditions is ‘Community Engagement’.

Text revised as recommended.

7.4.1 contains a sentence “This number will be promoted to directly affected and affected in proximity parties and stakeholders before construction works commence.” This should be moved up to 7.2.2.

Text moved to Section 7.2.2 as recommended.

Appendix B left column is entitled ‘stakeholder’ but also covers ‘directly affected’ and ‘affected in proximity parties’.

It does not provide details of feedback received from directly affected and affected in-proximity parties but refer reader to Appendix C.

Appendix B sub heading “Surrounding Community” contains the CLG and directly affected and affected in proximity, rather than the ‘wider community’.

Sub-heading revised to “Wider Community”.

Appendix B refers to ‘property owners’ – it is unclear how these differ from ‘directly affected and affected in proximity parties’.

Not all of the property owners are residential and business owners / occupiers.

Both directly affected and affected inproximity parties are considered as the ‘affected parties’.

Relevant sections of the identified DWPs’ are included.

Appendix C relates to ‘affected parties’ but includes both ‘directly affected and affected in proximity parties’.

Appendix C – it would greatly assist if the relevant sections of the identified DWP’s can be identified.

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