Mt Eden Enabling Works Communication and Consultation Plan
CRL-MTE-RME-LKA-PLN-800013
Revision: 000 Date: December 2019
Communication and Consultation Plan
Mt Eden Enabling Works Communication and Consultation Plan CRL-MTE-RME-LKA-PLN-800013
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
14/11/2019
Draft for Auckland Council comment
Aslam Bhikoo / Aidan KirkbyMcLeod
Peter Roan
Rev 000
3/12/2019
Final for Submission
Aslam Bhikoo / Aidan KirkbyMcLeod
Peter Roan
Approval Status Name/Title
Signature
Date
Aslam Bhikoo Senior Planner
03/12/2019
Aidan Kirkby-McLeod Senior Planner
03/12/2019
Reviewed by:
Sonya Leahy Senior Communications and Engagement Advisor
03/12/2019
Controlled by:
Rachel Blundell Link Alliance - Communication and Engagement Manager
03/12/2019
Approved by:
Peter Roan Consenting Lead
03/12/2019
Prepared by:
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Communication and Consultation Plan
Table of contents Introduction................................................................................................... 5 1.1
Mount Eden Station ...................................................................................................... 5
1.2
Purpose of the Communication and Consultation Plan ................................................... 6
1.3
Methodologies and references ...................................................................................... 6
1.4
Relevant conditions....................................................................................................... 7
1.5
CCP Review and updates ............................................................................................. 13
2. Project description ................................................................................. 14 2.1
Construction methodology .......................................................................................... 14
2.2
Affected parties .......................................................................................................... 14
3. Overarching strategies and methodologies ............................................ 15 3.1
International Association for Public Participation ......................................................... 15
3.2
The overarching CRL Communication and Consultation Strategy (2018) ........................ 16
3.3
Communication and engagement strategic objectives and principles ............................ 17
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 ..................................................................................................... 20
5. Roles and responsibilities....................................................................... 21 5.1
Overview .................................................................................................................... 21
5.2
Key personnel ............................................................................................................. 21
5.3
Link Alliance and CRLL reporting requirements............................................................. 21
5.3.1.
Reporting tools.............................................................................................................. 22
6. Communication strategy ........................................................................ 23
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6.1
Strategy overview: conversation locally; broadcast to wider audience .......................... 23
6.2
Communication tools .................................................................................................. 23
6.3
Branding and collateral ............................................................................................... 24
6.4
Identifying and communication with key stakeholders ................................................. 24
6.4.1.
Parties affected by the project ..................................................................................... 24
6.4.2.
Owners, occupiers and businesses ............................................................................... 25
6.4.3.
Network Utilities ........................................................................................................... 25
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Communication and Consultation Plan 6.4.4.
Auckland Council Parks Department............................................................................. 25
6.4.5.
Heritage New Zealand Pouhere Taonga (HNZPT) ......................................................... 25
6.4.6.
Emergency services ....................................................................................................... 26
6.4.7.
Identifying additional people affected by the project .................................................. 26
6.4.8.
Auckland Transport ....................................................................................................... 26
6.5
Stakeholder communication channels.......................................................................... 26
7. Protocols, processes and contact details ................................................ 27 7.1
Community and Businesses Liaison Groups .................................................................. 27
7.1.1.
Mt Eden CLG purpose ................................................................................................... 27
7.1.2.
Process .......................................................................................................................... 27
7.2
Stakeholder and affected people ................................................................................. 28
7.2.1.
Pre-construction engagement ...................................................................................... 28
7.2.1.
Construction phase engagement .................................................................................. 29
7.2.2.
Permit to Notify ............................................................................................................ 29
7.2.3.
Kaitiaki or Mana Whenua Forum .................................................................................. 30
7.2.4.
Network Utility Operators ............................................................................................ 30
7.2.5.
Heritage......................................................................................................................... 32
7.2.6.
Auckland Transport ....................................................................................................... 33
7.2.7.
CEMP and sub-plan reviews .......................................................................................... 33
7.3
Notable receivers ........................................................................................................ 33
7.4
Public engagement ...................................................................................................... 33
7.4.1.
Public enquiries ............................................................................................................. 33
7.4.2.
Other enquiries ............................................................................................................. 34
7.4.3.
Complaints .................................................................................................................... 35
7.4.4.
Digital channels ............................................................................................................. 37
7.4.5.
Media ............................................................................................................................ 37
7.5
Managing Crisis and Emergency Situations................................................................... 37
7.5.1.
Requirements ................................................................................................................ 38
7.5.2.
Emergency contacts ...................................................................................................... 38
Appendix A: Staging Drawings ..................................................................... 39 Appendix B: Engagement Map and Feedback Overview ............................... 40 Appendix C: Summary of Communication and Consultation ........................ 42 Appendix D: Engagement with Affected Parties ........................................... 45 Appendix E: Auckland Council Feedback ...................................................... 51 Page 4
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Communication and Consultation Plan
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 involves the construction of two new underground stations at Aotea and Karangahape, and a redeveloped station at Mt Eden (refer to Figure 1-1). 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 the Mt Eden Enabling Works (“the Project”).
Figure 1-1: CRL Route and Location
1.1 Mount Eden Station 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 Area (CSA) is generally located between Nikau Street to the north, State Highway 1 (SH1) to the east, Dominion Road to the west and the existing NAL to the south. The works in this area include: • • • • • Page 5
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 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 relates to the first stage of these works (the Mt Eden Enabling Works), as described in Section 2 below. Following completion of the Project, works in this area will involve: •
•
Main construction works – these works will include: Tunnel Boring Machine (TBM) operations, structure construction and waterproofing/tanking for cut and cover tunnels, utilities installation, retaining wall for Ruru street extension, construction of the rail line tieins including junctions and grade separation structures, realignment of the existing Western Line including platform reconstruction, grade separation of Normanby Road, pedestrian / cyclist bridges at Fenton and Porters, construction of the new station buildings. The Main Works will be undertaken from Mid 2020 through to 2024. Public realm reinstatement – these works will involve establishing the final finishings and features that will comprise the completed Mt Eden Station and surrounds and will likely to be undertaken from 2021 to first quarter-2024.
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 Mt Eden Enabling Works. The two elements of plan relate to: • •
Communication: keeping stakeholders and affected parties fully informed on the progress of the project and the relevant processes involved so that they can make informed decisions. Consultation: providing information and options for discussion with stakeholders and affected parties, giving them the opportunity to influence and inform the management and mitigation of project effects. This consultation will also inform the preparation of Delivery Work Plans (DWPs) and Management Plans (MPs) required by the CRL designation conditions and the 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 consent and will be implemented throughout the construction period.
1.3 Methodologies and references To ensure effective communication and consultation practices the International Association for Public Participation (IAP2) engagement spectrum 1 has been considered in the preparation of this CCP. The CCP has been prepared by the Link Alliance and forms part of the Construction Environmental Management Plan (CEMP) for the Project. It has been informed by: •
1
CRL’s Overarching Communication and Consultation Strategy (2018); and
https://www.iap2.org.au/About-Us/About-IAP2-Australasia-/Spectrum
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Communication and Consultation Plan This CCP also builds upon the following plans: • •
CRL’s Pre-Construction Communication & Consultation Plan (November 2015); and Communication & Consultation Plans that have been approved for CRL works to date.
1.4 Relevant conditions Table 1-1 identifies the designation and resource consent conditions relevant to this CCP and where they are addressed in the document. Table 1-1: Relevant conditions and location in Plan
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 for the Project
15.3
The Communication and Consultation Plan shall set out how the Requiring Authority will (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
6.4.1 – 6.4.9, 7.1 - 7.4.7
(d)
Respond to queries and complaints including but not limited to:
7.4.8 – 7.4.10
(i)
Who is responsible for responding;
(ii)
How responses will be provided;
(iii) The timeframes that responses will be provided within. 15.4
The Communication and Consultation Plan shall as a minimum include: (a)
Page 7
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,
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4.1 – 4.4, 6.16.2
CEMP, SIBD DWP
Communication and Consultation Plan Condition No.
Condition
Relevant section of CCP
Other Plans
advertising etc), and any other relevant communication matters; (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:
6.2, 6.4, 6.5.
(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 (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) (v)
Ministry of Justice (including but not limited to) confirming the details of the contact person required under Condition 14 of this designation, and to provide appropriate details (including but not restricted to timing, duration, scale, noise effects, vibration effects, access restrictions, and disruption to utilities) in respect to any works impacting the operation of the Auckland District Court at 65-71 Albert Street, Auckland. Communication and consultation of such details should be provided to the Ministry of Justice Auckland Property Programme Manager at least 9 months prior to the commencement of such works.
(vi) Media Works (vii) Community Liaison Group(s) (refer Condition 7); (viii) Bear Park Early Childhood Centre; (ix) Body Corporate 164980 and Tenham Investments Ltd; (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 CRL to give approval (where appropriate) to Network Utility Operators as required by section 176(1)(b) of the RMA during the construction period;
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7.1 – 7.3
CEMP
Communication and Consultation Plan Condition No.
Condition
Relevant section of CCP
Other Plans
• 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. (xi) The owner of 4 Kingston Street (xii) The owner of 6-12 Kingston Street (xiii) The owner of 83 Albert Street (xiv) The owner(s) of 5 Porters Avenue (ALLOT 236 SEC10 Suburbs AUCKLAND) (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, 7.1.3, 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;
6.2
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:
6.2, 7.2.1, 7.3
CNV DWP and SSCNVMP
CNV DWP and SSCNVMP
(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.
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(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;
6.22, 7.1 – 7.3
(i)
Methods for communicating and consulting with mana whenua for the duration of construction and
7.2.3 - 7.2.4
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Communication and Consultation Plan Condition No.
Condition
Relevant section of CCP
Other Plans
implementation of mana whenua principles for the project (refer to Conditions 8 and 49); (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;
6.4.6
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;
6.4.8, 7.2.11, 7.5
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;
Appendix C
SIBD DWP
(m) How communication and consultation activity relating to construction activities and monitoring requirements will be recorded; and
5.2, 5.3, 5.3.1
CEMP
(n)
N/A
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.
15.5
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
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 Preconstruction 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
Appendices B –D
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1.5
SIBD DWP
Communication and Consultation Plan Condition No.
Condition
Relevant section of CCP
Other Plans
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. 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
City Rail Link Aotea to North Auckland Line 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 in-proximity 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:
1.3
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
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;
6.4.1 – 6.4.9, 7.1 - 7.4.7
d)
Respond to queries and complaints including but not limited to:
7.4.8 – 7.4.10
28
Who is responsible for responding;
ii)
How responses will be provided; and
iii)
The timeframes within which responses will be provided.
The CCP shall (as a minimum) include: a)
Page 11
i)
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;
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4.1 – 4.4, 6.16.2
Communication and Consultation Plan Condition No.
Condition
Relevant section of CCP
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:
6.2, 6.4, 6.5.
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;
Other Plans
CEMP
7.1 – 7.3
vii) Ministry of Justice; viii) Network Utility Operators; and ix)
Page 12
The Community and Business Liaison Group (refer Conditions 16-24)
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 – 7.3
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, 7.1.3, 7.4.3
g)
A list of stakeholders, directly affected and affected inproximity parties to the construction works with whom the Consent Holder will communicate;
Appendices B -D
h)
…
N/A
N/A
i)
A summary of communication and consultation undertaken between the Consent Holder and parties as required by the CCP. The summary shall include any outstanding issues or disputes raised by parties;
Appendices B -D
SIBD DWP
j)
How communication and consultation relating to construction activities and monitoring requirements will be recorded; and
5.2, 5.3, 5.3.1
CEMP
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.
6.47, 7.24, 7.2.12, 7.2.13
HC DWP
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Communication and Consultation Plan Condition No.
Condition
Relevant section of CCP
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
Other Plans
1.5 CCP Review and updates This CCP is a live document that will 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 CRL designation condition 15.6 and resource consent condition 30 for review and agreement on any further action to be undertaken. 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 one 20 working days of the change occurring. A formal review process is described in the CEMP.
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Communication and Consultation Plan
2.
Project description
In order to launch the TBM and commence construction of the CRL tie-ins to the NAL, a range of ‘enabling’ works are proposed, which are the subject of this CCP. These enabling works are described in detail in the CEMP. In summary, the Mt Eden Enabling Works involve: • • •
•
• • • •
Continuation of the demolition and clearance of the Mt Eden CSA (these works are authorised under the Mt Eden Demolitions Outline Plan) Set up of a temporary site office, which is anticipated to be a 2-3 storey modular building (likely made up of containers) located in the western extent of the CSA. Piling and excavation associated with the preparation of the portal. This will involve the demolition of the redundant stormwater shaft located in the portal area; the installation of bored piles and associated works (ground anchors and shotcrete) to support the excavation face; and removal of spoil. Bulk excavation to form what will become the rail trenches/cut and cover tunnels, which will also provide a ramp for the TBM to be manoeuvred into position. The excavation will encounter basalt, which is to be blasted in order to expedite the works and minimise the amount of rock-breaking required. In places, softer ground conditions are anticipated to be encountered, which may require the use of sheet piles. Local mined tunnelling to facilitate the TBM launch. Construction of the additional Mt Eden Road bridge (north of the existing bridge), including temporary diversion of shallow utilities in this location. Construction of the Ruru Street bridge, including diversion of the Huia 2 watermain in this location. Temporary and permanent utility diversions (such as water, wastewater, stormwater, Vector overhead cables and ducting, gas and communications) along Fenton Street, Porters Avenue, Haultain Street and Wynyard Street to provide adequate clearance between the Huia 2 watermain and NAL, associated retaining walls, and the proposed Fenton Street pedestrian bridge.
2.1 Construction methodology The Project will be divided into stages as described in the CEMP.
2.2 Affected parties Appendix B contains an engagement map identifying the affected parties and affected in proximity parties to the enabling works. A list of affected parties and a summary of the consultation methods and outcome of discussions is contained in Appendix C.
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Communication and Consultation Plan
3.
Overarching strategies and methodologies
This section outlines the existing City Rail Link Limited (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 IAP2 core values 2 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, the level of public engagement will depend on the likely impact 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 project design as well as empowering them with the opportunity for innovative initiatives. Table 3-1 below identifies examples of how CRL’s approach aligns with the IAP2 spectrum and how communication and engagement activities will help achieve the objectives for the Project.
https://www.iap2.org.au/About-Us/About-IAP2-Australasia-/Core-Values Page 15 | Mt Eden Enabling Works 2
Communication and Consultation Plan Table 3-1: Alignment with IAP2 Public Participation Spectrum
Inform •
Website updates
•
Social media
•
Project newsletters and factsheets
•
Project enquiry email and phone line
•
Construction notifications
Consult •
•
•
Community information pop-up displays Community and Business Liaison group Stakeholder workshops, presentations and briefings
Involve •
Social impact assessments
•
Uptown Business Association
•
City Centre Advisory Board
•
City Centre to Waterfront Steering Group
Collaborate
Empower
•
• Mana Whenua Forum
•
Local Boards
Opportunities for communitydecision making will be identified through the engagement activities with affected parties and stakeholders.
The results of engagement undertaken in relation to the CRL project to date have and will continue to inform the management and mitigation of actual and potential adverse effects from the works and the preparation of the suite of DWP and MP required by the CRL designation and resource consent conditions.
3.2 The overarching CRL Communication and Consultation Strategy (2018) CRLL is committed to delivering a high level of communication and engagement. The implementation of the overarching CRL Communication and Consultation Strategy is recognised as supporting the delivery of CRL and of building positive perceptions of the CRL throughout its development and delivery. Table 3-2 below provides an overview of CRLL’s communications and engagement objectives for the wider CRL project.
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Communication and Consultation Plan Table 3 -2: Communications and Engagement Objectives
These objectives have been adopted in the development of this CCP.
3.3 Communication and engagement strategic objectives and principles A Communication and Consultation Strategy was first established for the CRL project in 2012, with a range of objectives and principles. These were adopted in the Pre-Construction Communication & Consultation Plan prepared by Auckland Transport (November 2015) and subsequent CCPs 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 principles are: 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. Page 17
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Communication and Consultation Plan Openness about issues - be upfront and transparent about what is proposed and provide as much certainty as possible while acknowledging that 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 considered in project decisions. Responses will demonstrate that CRLL is listening, even if agreement cannot be reached.
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4.
Consultation and communication strategy 4.1 Plan overview
This CCP has been prepared to provide a communications framework to ensure appropriate communication and consultation with the community, stakeholders, affected parties and affected in-proximity parties during the Mt Eden Enabling Works. This CCP will set out the processes and protocols used by the Link Alliance during the 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 MPs). Respond to queries and complaints including but not limited to: • • •
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 communication and consultation with the community, stakeholders and affected parties and affected in proximity parties during the enabling works. Undertake stakeholder relationship activities (including the Mana Whenua Forum, Local Board engagement and engagement with the media). Comply with the requirements and responsibilities set out in the CRL designation and A2N resource consent conditions and the overarching CRLL Communication and Consultation Plan for the CRL project.
This CCP will ensure: •
• • • • • • • Page 19
The public, including affected in proximity and directly affected parties, and are well informed of the Project. They will know about construction works progress and any constraints that could affect them. Disruptions are minimised. There is ‘one face’ for the Project. 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. Stakeholders, including the media, pedestrians, motorists, adjacent residents and businesses, are positively engaged. | Mt Eden Enabling Works
Communication and Consultation Plan •
All parties involved in the Project 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 throughout the CRL works are: • • • •
CRL is integral to meeting Auckland’s growth and subsequent transport demand. Completing the CRL will provide faster, more frequent travel for all Auckland rail users. Disruption during construction will be managed to ensure Auckland keeps working. The CEMP and sub-plans developed for the works reflect unwavering commitment to safety, environmental sensitivity, cultural matters and community well-being.
The following messages are particularly relevant to the Mt Eden Enabling Works: • • •
•
The Mt Eden Enabling Works are required prior to commencement of tunnel boring and the construction of the Mt Eden Station works. Designation and regional resource consents will be complied with and sub-plans implemented to ensure CRL is constructed with as little disruption as possible. Access will be maintained to all properties during the works. In the event that short-term and temporary impacts on property access are required, the Link Alliance will engage with the affected parties prior to the works being undertaken. Works will be undertaken in accordance with the CEMP and sub-plans, prepared in accordance with the designation and resource consent conditions.
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 expected outcomes as a result of an effective CCP: • • • • • • • • •
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Strong relationships with key stakeholders. Positive interaction with affected parties and affected in proximity parties. Robust information received to inform the CEMP and the DWPs. Effective CLGs. Informed community. Informed road users. Informative and useful online presence. Positive media coverage. Reduced misinformation.
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5.
Roles and responsibilities 5.1 Overview
The Link Alliance and the CRLL teams will work together during the Mt Eden Enabling Works in the following ways: • • • •
During the project, communications with directly affected and affected in proximity parties and stakeholders will be the responsibility of the Link Alliance. CRLL will be responsible for communicating with the wider Auckland population. The Link Alliance will provide regular information and updates to CRLL on project progress. The Project will be closely monitored to endeavour to ensure stakeholder satisfaction.
The Link Alliance Stakeholder and Communications Manager and the Mt Eden Station Project Manager will meet with the CRLL Communications Team and CRLL Project Manager regularly during the Enabling Works.
5.2 Key personnel The key personal 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 Enabling Works CEMP for further detail on roles and responsibilities. Table 5-1: Key Personnel
Role
Name
Mt Eden Station Project Manager
Thibaut L’Hopital
Mt Eden Station Construction Manager
David Harris
Link Alliance Communications and Engagement Manager
Rachel Blundell
Contact details for the Mt Eden Station Project Manager and Communications and Stakeholder Manager are provided in Table 5-2. Table 5-2: Contact details
Title Mt Eden Station Project Manager Link Alliance Communications and Engagement Manager
Name Thibaut L’Hopital
Email thibaut.l'hopital@linkalliance.co.nz
Contact no. 027 564 5756
Rachel Blundell
Rachel.Blundell@linkalliance.co.nz
027 306 9156
5.3 Link Alliance and CRLL reporting requirements A high level of communication will be maintained between the Link Alliance and CRLL during the works. This is particularly important to achieve a proactive response to issues as they arise and seek 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 will: Page 21
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Communication and Consultation Plan Be 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 communications team when 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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6.
Communication strategy 6.1 Strategy overview: conversation locally; broadcast to wider audience
The Link Alliance communication and consultation approach will be to engage and inform the primary audience of local residents / businesses and affected / interested stakeholders about the Mt Eden Enabling Works. The engagement approach will prioritise face-to-face interaction and access to information to ensure affected parties are aware of the works and associated actual or potential effects. A wider audience (i.e. the general public) 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.
6.2 Communication tools The following engagement and communication tools will be utilised during the works, with a preference for electronic media rather than printed material in keeping with the Link Alliance sustainability goals. Table 6-1: Communication tools
Channel
Tool
Usage/content
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. Distribution: via email to all parties identified in Appendix C and any other parties that have registered an interest in the Project. Also, available on CRL website. Approved responses to frequently asked questions. Distribution: email or CRL website.
Monthly
FAQs and Q&As
Face to face
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As and when required
Flyers
To promote engagement opportunities to business and residential occupiers Distribution: distributed to parties identified in Appendix C.
As and when required
One-on-one discussions
One-on-one meetings with residents, businesses or organisations to inform them of the early works and address specific concerns.
Ongoing as required during the works
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Communication and Consultation Plan Channel
Tool
Usage/content
Distribution frequency
Directly affected and affected in proximity parties
Meetings with directly-affected and affected in proximity 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.
As required during the works
Info Hub Sessions
A public information space containing information on CRL open to members of the public and invited parties, via letter drops.
Currently scheduled fortnightly on an ongoing basis
CLG meetings
Mt Eden Community and Business Liaison Group (CLG) meetings will be undertaken on a quarterly basis, or as required. Any material changes to the CEMP of sub-plans, shall be provided to the CLG for review and comment.
Every 3 months, or at another frequency agreed by all parties
6.3 Branding and collateral All communication materials and signage developed for the Mt Eden Enabling Works will adhere to the CRLL Branding Guidelines for Link Alliance.
6.4 Identifying and communication with key stakeholders The Link Alliance recognises the diversity amongst the stakeholders and their level of interest and involvement. 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 enabling works. The communication channels which will be utilised to engage with stakeholder groups, including the frequency of engagement, are described in Section 6.2 above.
6.4.1. Parties affected by the project A list of the parties affected by the Project is provided in Appendix C. These parties have been engaged through a ‘door knocking’ exercise, and through distribution of communications via existing lines of communication. Information was provided on the Mt Eden Community and Business Liaison Group (CLG), and the preparation of management plans that would be distributed for review via the CLG. The Link Alliance is responsible for keeping this list updated during the enabling works. An overview of the parties affected by the project is set out below.
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6.4.2. Owners, occupiers and businesses The current key contacts for the property owners, occupiers and businesses directly affected and affected in proximity to the enabling works have been identified during the pre-construction consultation phase. These persons have been provided with the contact details for the Link Alliance project team including phone, email, post and website details where they will be able to sign up for information and updates.
6.4.3. Network Utilities The network utilities that will be impacted by the enabling works are owned by the following Network Utility Operators (NUOs): • • • • • • •
Vector Electricity Vector Gas Vector Communications Chorus Vodafone Auckland Council’s stormwater unit (Healthy Waters) Watercare Services Ltd
Engagement with the NUOs has been undertaken to inform the design of the enabling 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 through to relevant section in Section 7.2.5 of this CCP for further detail. The Mt Eden Station Utilities Management Plan has also been developed with the NUOs for the CRL project as a whole.
6.4.4. 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 works area, including how trees not being removed, or in close proximity to the surface designation footprint where works are occurring, will be protected. There are seven trees on public land affected by the enabling works along Fenton Street.
6.4.5. Heritage New Zealand Pouhere Taonga (HNZPT) Extensive engagement has been undertaken with the HNZPT Regional Archaeologist in obtaining the CRL Archaeological Authority (Authority No. 2017/793). On-going consultation with HNZPT will continue to occur in accordance with the conditions of this Authority, including notifying HNZPT prior to the commencement of works. Refer to Section 7.2.5 of this CCP for further detail regarding engagement with HNZPT, along with Auckland Council in relation to heritage aspects of the enabling works.
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6.4.6. Emergency services The Link Alliance have and will continue to engage with emergency services regarding the enabling works and potential changes in traffic movements around the works area to inform the preparation of the Transport, Access and Parking DWP. Emergency services engaged with include: • • •
New Zealand Police. New Zealand Fire Service. St Johns Ambulance.
6.4.7. Identifying additional people affected by the project Additional people affected by the project will be identified through site visits, the preparation of management plans, complaints and enquiries recorded in the CRM system, email communication, and one-on-one discussions with the community.
6.4.8. Auckland Transport The Link Alliance will work closely with Auckland Transport to provide advance notice of key traffic alterations, and any changes to public transport routes.
6.5 Stakeholder communication channels The Mt Eden CLG will remain the key touchstone for general communications with key stakeholders and their representatives (refer to Section 7.1 for further detail). Day-to-day communications and stakeholder-liaison protocols will be delivered using a variety of channels, with differing frequencies as outlined in Section 6.2 above
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7.
Protocols, processes and contact details 7.1 Community and Businesses Liaison Groups
The establishment of a Community and Business Liaison Group (CLG) is one of the key consultation tools required by the designation and resource consent conditions for the CRL. The CLG is a key mechanism for reflecting community concern and interest and communicating the programme to the community’s most affected parties. A CLG has been established for the Mt Eden area. CRLL has been holding CLG meetings throughout the development of the DWPs and MPs and the Link Alliance will continue to do so at least quarterly during construction of the Project (unless otherwise agreed).
7.1.1. Mt Eden CLG purpose The purpose of the Mt Eden CLG is to: Provide the CLG with regular updates on works progress, construction activities, including any significant changes or milestones and the management of potential adverse construction effects. Ensure that community interests are identified and recognised through the construction process so that construction impacts/disruption can be minimised as practicable and community safety can be appropriately managed. Provide feedback on the development of the CEMP and sub-plans. Monitor the effects of construction works on the community by providing a regular forum through which feedback can be provided to the Link Alliance. Provide opportunities for concerns and issues to be raised and responded by the Link Alliance. Propose initiatives regarding the interim use of properties including vacant land acquired for the construction of CRL.
•
•
• • • •
7.1.2. 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 below. Table 7-1: CLG meetings coordination
Stage
Description
1
Link Alliance Communications staff will liaise with the Mt Eden CLG members regarding meeting dates and venues. The venue is always at a local venue.
2
Link Alliance Stakeholder and Communications Manager provides input, as required.
3
Link Alliance Communications staff will take notes and carry out actions required.
4
Link Alliance Communications staff will keep a record of the meetings (including attendance).
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Communication and Consultation Plan 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 Stakeholder and affected people 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. A number of the stakeholders identified in the designation and resource consent conditions are not relevant to the Mt Eden Enabling Works, given its extent and location. A full list of these parties for the Project is provided in Appendix C and detailed in the Engagement Map provided at Appendix B.
7.2.1. Pre-construction engagement The Link Alliance has undertaken pre-construction communication and consultation with a range of stakeholders directly and affected in proximity parties, during the preparation of the CEMP, DWPs and MPs. The following DWPs are required under the CRL designation conditions: • • • • • • • • •
Construction Environmental Management Plan* Communication and Consultation Plan* Transport, Access and Parking DWP Construction Noise and Vibration DWP (including Site Specific Construction Noise and Vibration Management Plans) Social Impact and Business Disruption DWP Historic Character DWP (comprising Built Heritage and Archaeology sections) Trees and Vegetation DWP Contamination DWP* Air Quality DWP*
The following MPs are required under the A2N resource consent conditions: • • • • • •
Construction Environmental Management Plan* Communication and Consultation Plan* Erosion and Sediment Control Plan Groundwater and Settlement Monitoring and Contingency Plan Contaminated Soils Management Plan* Air Quality Management Plan*
* Note: For these plans, which are required under both the CRL designation and A2N resource consent conditions, one combined plan has been prepared to satisfy both the resource consents and designation conditions. 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 was sought in accordance with the CRL designation and A2N resource consent conditions. Feedback is captured in an appendix that is attached to the respective plans, along with the Link Alliance’s response to the feedback. Page 28
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7.2.1. Construction phase engagement The Link Alliance is required to monitor the enabling 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. The ‘Communication Tools’ detailed in Section 6.2 above provide a framework to continue to proactively communicate with stakeholders and the adjacent community during the enabling works period. In addition to the general communication and consultation protocols which will be implemented during the works, the following sections outline the stakeholder specific protocols which are to be implemented.
7.2.2. Permit to Notify When the construction team is planning works that will impact on particular persons or businesses, including but not limited to exceedance of the Project noise limits, the construction team is required to inform the Link Alliance Stakeholder and Communications Manager in advance. This will ensure timely preparation of construction notifications, with the affected persons or businesses being notified at least 24 hours in advance. A Permit to Notify (PTN) will be used to facilitate approval for works that are likely to have an impact on the adjacent community. This provides a way to activate communication about potential impacts on affected parties and ensures that notification timeframes will be met, and advanced warning 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 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.
2
Mt Eden Station Construction Manager
• Signs off the PTN. • Where notifications contain technical content, the relevant Alliance team member/specialist shall approve the content prior to sign off.
3
Link Alliance Communications and Engagement Manager
• Approves construction notifications prior to distribution to stakeholders affected by the particular work
4
Link Alliance Communications and Engagement Manager
• Communicates by appropriate mechanism (email, phone, or face to face communication) to building owners, tenants/businesses and Body Corporate representatives of the date, time in advance of the works.
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7.2.3. 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 Ngāti Tamaoho
The Mana Whenua forum will be managed by CRLL and will continue to address matters such as: • • • • • •
CEMP and DWPs. Archaeology, including assistance with discovery protocols. Koiwi and artefact discovery. Cultural induction for contractors. Cultural monitoring. Ongoing provision of mātauranga Māori input.
During construction works the Link Alliance shall: • •
•
Attend the hui arranged by CRLL as required. Follow the protocols for recovery and preservation of artefacts, koiwi, and other items of interest to Maori discovered during enabling works. These protocols are identified in the Project Historic Character Delivery Work Plan (Archaeology Section) at Appendix G of the CEMP and in the Archaeological Authority 3 granted for the CRL Aotea to Maungawhau (Mt Eden) construction works. Ensure that all project staff are given a cultural induction, in accordance with iwi guidelines.
7.2.4. Network Utility Operators Ongoing communication and consultation will be undertaken with NUOs during enabling works as follows.
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.
Heritage New Zealand Pouhere Taonga reference 2017-793 Page 30 | Mt Eden Enabling Works 3
Communication and Consultation Plan •
If the change cannot be agreed on-site, then a meeting will be held between Link Alliance and the relevant NUO Project Manager 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 enabling 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 enabling works (particularly in the case of maintenance and urgent repair works).
Supplementary authorisations Depending on the circumstances, the relevant NUO or CRLL will identify what authorisations are required and consider: • •
If the proposed utility works are not related to the 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 enabling works in the Project area, then the CRLL Utilities Manager and 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. CRLL will be 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 network utility operators is: • • • •
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Upcoming inspection, testing, and commissioning works will be identified at weekly meetings between CRLL, 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 CRLL Utilities Manager (or delegate) and Link Alliance will work together to identify the appropriate remedial action and a re-inspection will be organised with the NUO.
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Ongoing communication and consultation During the Mt Eden Enabling 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 CRLL, the Link Alliance and the NUOs. The purpose of the weekly meetings when utility works are progressing is to plan in greater detail for upcoming utility works in conjunction with other aspects of the Project works – e.g. temporary traffic management.
Review of Management Plans The CEMP, DWPs and MPs for the Project will be reviewed at least annually, or as a result of a material change to the Project, 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 unresolved complaints relating to the utilities aspect of the Project.
Emergency services The Link Alliance will undertake consultation with Fire, Police and Ambulance regarding their specific operational requirements in relation to the Project. This will include information on the location, timing and duration of enabling works (particularly in relation to road lane reductions and/or closures, alternative routes and detours) and consultation in advance of the commencement of construction works. The Transport, Access and Parking DWP at Appendix J of the CEMP states that the Project will not impede emergency service access to properties. New Zealand Police, New Zealand Fire Service and St Johns Ambulance will be consulted with in terms in the reduced traffic capacity in vicinity of the works.
7.2.5. Heritage In addition to engagement undertaken with HNZPT outlined in Section 6.4.7 of this CCP, the Link Alliance has engaged with the Auckland Council Cultural Heritage Implementation Team Leader regarding the preparation of the Archaeology section of the Historic Character DWP and the Auckland Council Heritage Unit (Built Heritage and Implementation) during the preparation of the Built Heritage section of the Historic Character DWP. Engagement with these parties will remain ongoing during the enabling works in relation to matters such as construction progress and any unexpected archaeology or built heritage finds during the enabling works. In relation to engagement on heritage related matters during the enabling works, the Link Alliance shall: • •
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Communicate information on any archaeological discoveries during the course of works to the Auckland Council Heritage Unit, HNZPT and mana whenua. Contact HNZPT, iwi and the police in the occurrence that koiwi (human remains) are discovered during the course of works. | Mt Eden Enabling Works
Communication and Consultation Plan •
•
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 findings and monitoring.
7.2.6. Auckland Transport As outlined in Section 6 of this CCP, the Link Alliance will consult with Auckland Transport. This will include information on the location, timing and duration of the 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 D of the CEMP) for further details on engagement with Auckland Transport.
7.2.7. CEMP and sub-plan reviews In accordance with the designation and resource consent conditions, the CEMP, DWPs and MPs shall be reviewed at least annually or as a result of a material change to the works, to address unforeseen adverse effects arising from construction or unresolved complaints. The Link Alliance shall notify any parties affected by the review and 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.
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 enabling works timing and methodology), with any Notable Noise and Vibration Receivers located within 100 metres of the designation footprint. Further details of the consultation with notable receivers will be contained within the Construction Noise and Vibration (including Site Specific Construction Noise and Vibration Management Plans).
7.4 Public engagement 7.4.1. Public enquiries Email addresses for public enquiries in relation to the Mt Eden Enabling Works are as follows: •
•
MtEden@linkalliance.co.nz - in relation to Mt Eden Station construction works; and info@cityraillink.govt.nz - in relation to the wider CRL Project (any queries in relation to the Mt Eden Station construction works will be forwarded through to the Link Alliance email).
Access to a member of the Link Alliance will also be available 24 hours a day, 7 days a week at the Freephone number: 0800 CRL TALK (275 8255) This number will be promoted to directly affected and affected in proximity parties and stakeholders before enabling works commences. This number will feature on all project signage, communication material, Project, CRLL website and other collateral. Page 33
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Requirements The Link Alliance is required to: Identify the Freephone number on all project advertising and collateral. Allocate a team member responsible for answering the Freephone at all times. They must be able to 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
Description
1
The Link Alliance team member receives an enquiry or complaint.
2
The communication 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 related to CRL works outside the Link Alliance scope.
3
The Link Alliance Communications and Engagement Manager responds in writing to the communication team member as quickly as possible.
4
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.
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 the Mt Eden Station Project Manager determines 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 is required to ensure that the Project team is well briefed to respond to any enquiries, and site supervision is present on site during working hours and is able to actively respond to all issues, enquiries and emergencies.
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Process The process for managing other enquiries is consistent with that 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.
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 is designed to develop a relationship of trust and reliability between the community, the Link Alliance and CRLL. 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 is required to ensure that: • •
•
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Link Alliance Stakeholder and Communications Manager handles all complaints that arise on the project, and they are tracked by the Link Alliance through the CRM system. The community is notified of the project contact details through which complaints can be made. This will include the website, notifications, onsite signage and Project publications and newsletters. Link Alliance staff are 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.
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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 Link Alliance Mt Eden Station Project Manager 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 timeframes’ in Table 7-6 below.
5
The Link Alliance Communications and Engagement Manager (or their delegated nominee) shall work closely with the Link Alliance Mt Eden Station 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 Mt Eden Station Project Manager (or their delegated nominees).
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.
8
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 The 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).
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Communication and Consultation Plan Complaint channel
Response timeframe
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 CRL project information including newsletters, FAQs and social media posts. The Link Alliance shall provide information to the CRLL Communications 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 Manager will provide the CRLL Communications Team with regular updates about construction progress, works notifications, photography and videography for upload to the CRL website.
Social Media
• Facility for people to sign up for email updates • Contact email address for public enquiries. • The Freephone number: 0800 CRL TALK (275 8255). • DWPs, CEMP and CCP relating to the project. CRLL manages Facebook, Instagram, LinkedIn and YouTube accounts for the Project.
CRLL Communications Team responsibility – information for regular social media updates.
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 enabling 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: Page 37
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Communication and Consultation Plan •
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 is required to: • • •
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. Alliance shall support CRLL in responding to the community, the media or the public
7.5.2. Emergency contacts Persons with responsibility to be contacted in the event of a crisis or emergency are set out in Table 7-8 below. Table 7-8: Emergency responsibilities contact
Responsibility
Contact
Emergency Response Co-ordinator – Mt Eden Station
Link Alliance Mt Eden Station Project Manager – Thibaut L’Hopital
Crisis/emergency management oversight
Link Alliance Project Director – Francois Dudouit
Construction management
Link Alliance Construction Manager – Phillipe Begou Link Alliance Mt Eden Station Construction Manager – David Harris
Health and Safety
Link Alliance Health and Safety Manager – Joseph McArdle
Link Alliance Communications
Link Alliance Communications and Engagement Manager – Rachel Blundell
CRLL Communications
CRLL GM Corporate Relations & Communications - Victoria Jessop
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Appendix A: Staging Drawings Refer to Appendix A of the CEMP
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Appendix B: Engagement Map and Feedback Overview Engagement has focused predominately on the affected community as shown in the yellow (affected parties) and blue (affected in proximity parties) areas in Figure B-1 below. Additional engagement with members of the public has been undertaken via the Mt Eden Information Hub. Figure B-1: Engagement map showing affected parties
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Communication and Consultation Plan Figure B-2 below provides an overview of the key concerns and the location of the parties consulted. Appendix D identifies the affected parties. A summary of the individual feedback and mitigation is contained within the Mt Eden Enabling Works SIBD DWP. Figure B-2: Overview of key concerns within the affected community
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Appendix C: Summary of Communication and Consultation Table C-1: 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 Mt Eden Enabling Works as required as outlined in this CCP.
Auckland Council
• Pre-application meetings with Auckland Council Regulatory staff, technical advisors and compliance staff have been undertaken in relation to the Mt Eden Enabling Works and the preparation of the CEMP and sub-plans.
Auckland Transport
• Engagement has been undertaken with Auckland Transport regarding the Mt Eden Enabling Works, in particular impacts on the traffic network, and public transport services. Refer to the Transport, Access and Parking DWP for further detail
New Zealand Transport Agency
• Engagement has been undertaken with the 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 Graeme Norton 0212249979 graeme.norton@vector.co.nz Vector Gas Darryl Wharerau - Project Manager 0212461611 darryl.wharerau@vector.co.nz Northpower Jason Butler - Project Manager 0299782972 jason.butler@northpower.co.nz Vodafone Lindsay Fitness - Vodafone Principal 0299125520 lindsay.fitness@vodafone.com Page 42
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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 project 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. • 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 City 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 • • • • • • • •
Ngati Whatua o Orakei Ngāti Te Ata Ngati Paoa Te Akitai Waiohua Ngati Maru Ngati Tamaoho Te Kawerau a Maki Ngai Tai ki Tamaki
Engagement with the CRL Mana Whenua Forum has included the following: • Hui on 15 August 2019 which outlined the Link Alliance and the Link Alliance scope of work, overview of construction aspects and a design update (including station design process and Cultural Advisor role) provided by CRLL and the Link Alliance team. • Hui on 1 October 2019, which included an overview of the Mt Eden Enabling Works (including construction staging, methodology and an overview of the CEMP and sub-plans prepared for the works). • The Link Alliance will continue to work collaboratively with the Mana Whenua forum during the Mt Eden Enabling works.
Surrounding Community Mt Eden Community and Business Liaison Group (CLG)
• CLG meeting on 8 October 2019 provided members and guests with an update on upcoming enabling works in the Mt Eden station area, a recap on the management plan process for those works and a breakout session with management plan specialists to answer any questions about, and record feedback on, what is proposed in the draft plans they had prepared.
Uptown Business Association
Engagement with the UBA regarding Mt Eden enabling works: • Regular updates and discussions with the UBA manager at UBA’s premises • SIBD DWP engagement meeting with the UBA Manager • Presentation to the UBA Committee • Attendance of UBA Manager at CLG meetings
Affected Parties – Residential and business owners / occupiers
• Refer to a summary of engagement undertaken with affected parties in Appendix D. Engagement from the Link Alliance will remain ongoing during the Mt Eden Enabling Works as outlined in this CCP and the SIBD DWP.
Property Owners
• Refer to a summary of engagement undertaken with affected parties in Appendix D. Engagement from the Link Alliance and CRLL Communication team (as appropriate) will remain ongoing during the Mt Eden Enabling Works as outlined in this CCP and the SIBD DWP.
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Appendix D: 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 from 149 properties 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 Station Stakeholder and Communications Manager attending as required. Refer to Sections 4 – 6 of the SIBD DWP for further details of the engagement and Appendix B of the SIBD DWP for details of how feedback was responded to. Table D-1: Summary of Engagement with Affected Parties
Address 1 Akiraho Street 3 Akiraho Street 5-9 Akiraho Street 5 Akiraho Street 11 Akiraho Street 13 Akiraho Street 32 Akiraho Street
2a Basque Road 3 Fenton Street 5 Fenton Street 5A Fenton Street 11 Fenton Street 2 Flower Street 10 Flower Street 42 Units 2 Haultain Street
3/2 Haultain Street Page 45
Property/Occupier
Engagement summary Akiraho Street Apartments No meeting held. Information left with residents. Apartments No meeting held and no opportunity to leave contact information. Subsequent email correspondence with resident and building body corp rep. Regal Castings Face to face meeting Brothers Brewery Face to face meeting Greenpeace Face to face meeting No meeting held. One tenancy Unoccupied. Second tenancy not present. Contact details left. Bear Park Early Face to face meeting Childhood Centre Link Alliance Communications lead, SIBD, Acoustic and project team meeting with business manager. Basque Road Residence No meeting held. Contact details left. Fenton Street Dawsons Catering Face to face meeting Fraser Powrie lawyers Face to face meeting Business Relocations Face to face meeting Ltd. Station R Apartments Face to face meeting Flower Street Mediaworks Face to face meeting Apartments (Building Face to face meeting Manager) Haultain Street Millar Sanson No meeting held. Contact details left. Engineering Photo Studio
Face to face meeting
Bootleg Design
No meeting held. Contact details left.
Electronics Business
Face to face meeting
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Communication and Consultation Plan Address Haultain Street 8 Haultain Street 10 Haultain Street 12 Haultain Street 12A Haultain Street 14A Haultain Street 14C Haultain Street
Property/Occupier Grammar Electrical Urban Gourmet Catering City Kickboxing Crescendo Enterprises
Engagement summary No meeting held – not willing to discuss the project. Face to face meeting
Corporate Signage Ltd. Celebration Box
Face to face meeting
3A Korari Street 3B Korari Street
Jacata Bureau Choice Technology
1 Mount Eden Road 2 Mount Eden Road 3-5 Mount Eden Road
AS Colour
Face to face meeting Face to face meeting No meeting held. Contact details left.
Face to face meeting Korari Street Face to face meeting Face to face meeting Mt Eden Road Face to face meeting
Galbraiths Ale House
Face to face meeting
Vacant
N/A
7 Mount Eden Road 9 Mount Eden Road 10 Mount Eden Road 11 Mount Eden Road
Turkish Kebab Express
Face to face meeting
Lash & Brow
Face to face meeting
The Bed Factory
Face to face meeting
Vacant
N/A
13 Mount Eden Road
Ray White
Face to face meeting
14 Mount Eden Road 16 Mount Eden Road 16A Mount Eden Road 21 Mount Eden Road 21-25 Mount Eden Road 24 Mount Eden Road 27 Mount Eden Road 29a Mount Eden Road
Home Brew West
Face to face meeting
Gas Service Station
Face to face meeting
Mt Eden Automotive Ltd Helmut
No meeting held
The Corner Store Twenty-Three 23 CafĂŠ House of Knives
Face to face meeting Face to face meeting Face to face meeting
Al Volo Pizzeria Abroad Global Eden Barbers
Face to face meeting Face to face meeting Face to face meeting
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No meeting held
Communication and Consultation Plan Address 29b Mount Eden Road 29c Mount Eden Road 29d Mount Eden Road 29e Mount Eden Road
Property/Occupier Advanced Beauty Clinic Forever Shine Skin & Beauty Clinic McInnes & Co Hair & Beauty Residence
Engagement summary Face to face meeting
29f Mount Eden Road
Residence
No meeting held. Contact details left.
29g Mount Eden Road
Residence
No meeting held. Contact details left.
29h Mount Eden Road
Residence
No meeting held. Contact details left.
27 Mount Eden Road
The Spreading Tree
No meeting held. Contact details left.
39 Mount Eden Road
12 Residences
Face to face meeting
47 Mount Eden Road 49 Mount Eden Road 49-65 Mount Eden Road
Black Box Architects
Face to face meeting
Residence at rear
No meeting held. Contact details left.
Couture Metal Tshirts John Zimmerman Couture Satya Indian Restaurant Tuckerbox Lunch Bar
Face to face meeting Face to face meeting
Keepsake Tattoo
Face to face meeting
Bok Mart
Face to face meeting
Residence / Electrical Repairs Staples VIZ / Market Place Media CleverScope Ltd
Face to face meeting
Dubber & Craig Customs
Face to face meeting
Auto Services
Face to face meeting
57 Mount Eden Road 59 Mount Eden Road 69 Mount Eden Road 75 Mount Eden Road 81 Mount Eden Road 83 Mount Eden Road 101B Mount Eden Road 101B Mount Eden Road / 101 Mount Eden Road
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No meeting held. Contact details left. Face to face meeting No meeting held. Contact details left.
Face to face meeting Face to face meeting
Face to face meeting Face to face meeting
Communication and Consultation Plan Address 101 Mount Eden Road 2A New North Road 2 New North Road 10 New North Road
16-20 New North Road 21 New North Road 22-26 New North Road 25 New North Road 30 New North Road 60 New North Road
66 New North Road 68 New North Road 70 New North Road 70a New North Road Page 48
Property/Occupier Engagement summary Carbon Method Cross Face to face meeting Fit CACI Clinic Face to face meeting New North Road Goodness Gracious Face to face meeting CafÊ Super Trash (second Face to face meeting hand store) Global Immigration Face to face meeting Service Argos Promotional Face to face meeting Products Pure Dance Face to face meeting Posture Fit No meeting held. Contact details left. Conservation Face to face meeting Volunteers Volunteering Face to face meeting Auckland Dalmatian Cultural Face to face meeting Society ACR POS Systems Compliance Consultants O’Briens plumbing & Bathroomware Zippi Property Management Potter Systems Ltd. Sopersmac Christian Spiritualist Church Mt Eden Tyre and Mechanical Entertainment
Face to face meeting Face to face meeting
Barry Satchell Consultants TOP TV, Choice TV, HGTV Hero Sandwich House
Face to face meeting
Oaariki.com
No meeting held. Contact details left.
Bottle-O
Face to face meeting
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Face to face meeting Face to face meeting Face to face meeting Face to face meeting No meeting held. Contact details left. Face to face meeting Face to face meeting
Face to face meeting No meeting held. Contact details left.
No meeting held. Contact details left.
Communication and Consultation Plan Address 74 New North Road 74a New North Road 96 New North Road
110 New North Road 112 and 112A New North Road 120 New North Road 130 New North Road 136 New North Road 1 Ngahura Street 3 Ngahura Street and 6 Porters Avenue 1 / 2 Nikau Street 2 / 2 Nikau Street 4 Nikau Street 12-14 Nikau Street 1 Porters Avenue 1/1 Porters Avenue 4/1 Porters Avenue Page 49
Property/Occupier Lion Rock Merchandising Residence JP Spa
Engagement summary No meeting held. Contact details left.
Jetts Fitness EQSTRUC Kellylin Couture itoolsonline Lumen Works Vertiv Empty Tenancy Cure Kids Life Plus, Preston & Blyth, Little Life Ferntech / DJI Soar Printing
No meeting held. Contact details left. Face to face meeting Face to face meeting Face to face meeting Face to face meeting Face to face meeting Face to face meeting Face to face meeting Face to face meeting
No meeting held. Contact details left. Face to face meeting
Advance Auto Repairs & CVI Auckland The Natural Funeral Company Kiwiden Autos Residential (Building Owner) Autotrans Limited Auckland Boxing Association North Eden Apartments
Face to face meeting No meeting held – follow up phone discussions with Senior Communications and Engagement Advisor held. Face to face meeting Face to face meeting Face to face meeting Face to face meeting Face to face meeting
Ngahura Street Face to face meeting Face to face meeting Nikau Street Face to face meeting Face to face meeting
Residence Auckland Business Consultants Ltd Sebel Furniture Face to face meeting Aupair Link NZ Face to face meeting Residential (13 Units) Face to face meeting Porters Avenue TC Marketing Face to face meeting Tickety-Boo Liquor Face to face meeting Ltd. HV Power Face to face meeting Logical Systems Ltd. Face to face meeting
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Communication and Consultation Plan Address 3/1 Porters Avenue (downstairs) 3/1 Porters Avenue (upstairs) 5/1 Porters Avenue 6/1 Porters Avenue 7/1 Porters Avenue 8/1 Porters Avenue 8/1 Porters Avenue (level 2) 1 Porters Avenue 1A Porters Avenue 4 Porters Avenue 5 Porters Avenue 2 Ruru Street 2a Ruru Street 2b Ruru Street 4 Ruru Street 6 Ruru Street 8 Ruru Street 10 Ruru Street 2 Shaddock Street 5-7 Shaddock Street 6 Shaddock Street 1 Wynyard Road 1/4A Wynyard Road
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Property/Occupier Sound Techniques
Engagement summary Face to face meeting
Eden Dental Centre Ltd. Plumbing Laser Grey Lynn Sunglass Style
Face to face meeting
Mission Without Borders (Charity) STARJAM ORG (Charitable Trust) Brand Spanking Marketing Techlab Woop AOF Workshop ADHB
Face to face meeting
Face to face meeting Face to face meeting
Face to face meeting Face to face meeting
Face to face meeting Face to face meeting Face to face meeting Face to face meeting Ruru Street XLHNZ.com No meeting held. Contact details left. Kabine & Co Face to face meeting Residence No meeting held. Contact details left. Residence No meeting held. Contact details left. Chinese Business No meeting held. Contact details left. No face to face meeting held. Contact details left. Subsequent email contact. Town houses Face to face meeting and subsequent email contact. Shaddock Street Guardian Alarms & Face to face meeting Beer Jerk Worth & Douglas Face to face meeting Jewellery Adsel Electrical Face to face meeting Owner Face to face meeting Wynyard Road Resident No meeting held. Contact details left. Resident Face to face meeting
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Appendix E: Auckland Council Feedback Mr Blair Masefield, Technical Director – Planning from Land and Survey Ltd, has reviewed and provided comment on the draft CCP as follows: Comment
Response
The information that underpins the Communications Strategy in Section 6, Appendix C and D is not provided. Without this it is not possible to confirm whether these parties are adequately addressed
Appendix C and D now provided for final lodgement.
Section 6 Communication Strategy has no clear Engagement and Communication Strategy for these parties. Section 6.4.1 Parties affected by the Project references Appendix C which has not been supplied. Section 6.4.2 Owners, occupiers and businesses states these parties have been identified and if they want information they need to contact the Alliance. Parties referenced in 6.4.2 need to be included on the list in Appendix C
Appendix C has been updated to include parties referenced.
The CCP in 6.4.1 and 6.4.2 needs to set out the engagement process to date that has been implemented to identify the parties in Appendix C, and the engagement undertaken to date with these parties. See comments on Section 7.2.1 and table 6-1 Infor hub sessions below
Text updated to describe engagement processes to date.
Table 6-1 directs that the parties in Appendix C will receive a monthly “look ahead” e-notice or printed notification and face to face meetings ‘as required’. It would be helpful to report on the ‘face to face’ discussions held to date, which are stated as being prioritised in Section 6.1, and how these fed into section 7.2.1
Overview of face to face meetings now provided in Appendix C.
Table 6-1 identified weekly “Info Hub Sessions”. This CCP will be implemented once works commence. So this tool is not applicable unless it is amended to be implemented weekly during works and more specificity provided on when it will be run and how its operation will be advertised to parties so they can utilise it. If it is not to be used as a construction phase tool it is
Info hub sessions are currently scheduled to continue fortnightly on an ongoing basis – text updated to reflect this.
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Communication strategy includes regular distribution of information to parties utilising the tools set out in Table 6-1.
Communication and Consultation Plan recommended that the feedback gained from the sessions held to date, including number of session held and how they were advertised, is included in the CCP as an Appendix. Section 7.2 Stakeholders and affected people cross references to Table 6-2 which does not exist in the CCP
Text updated to address incorrect reference.
Section 7.2.1 Pre Construction Engagement states that “pre-construction communication and consultation with a range of stakeholders directly and affected in proximity parties, during the preparation of the CEMP, DWPs and MPs…Feedback is captured in the respective plans, along with the Link Alliance’s response to the feedback. It would be helpful to have a table in the CCP summarising or at least cross referencing which DWPs and sections contain this information
This is referring to the requirement to capture feedback provided by the CLG in developing the respective plans, which has been provided in an appendix to each of the DWPs. Text updated to reflect this.
Section 7.2.1 (error, meant to be 7.2.2) Construction Engagement cross references to Table 6-1 as the means to “continue to proactively communicate with stakeholders and the adjacent community during the enabling works period”. For the reasons discussed above the current format of Table 6- and the lack of any clear engagement and communication Strategy with these parties, means this approach will be reactive, not proactive
Reference corrected to Section 6.2 “Communication tools”, which includes proactive means of communication with parties.
It is recommended that an initial strategy of engagement and ongoing dialogue, with Directly Affected and Affected by Proximity parties in sections 6.4.1, 6.4.2, and 7.2.2 is set out in the CCP
Noted. Amendments made to respond to above comments provide further clarity on engagement strategy and process.
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