Communication and consultation plan

Auckland City Rail Link In association with:

DETAILED DESIGN Contract 6 – Nikau Street Stormwater Main Realignment

Communication and Consultation Plan

Document Ref: Revision: 4 August 2017

INTERNAL WORKING DOCUMENT COMMERCIAL IN CONFIDENCE

City Rail Link: Contract 6

Communications and Consultation Plan Doc. No. CRL – SYW – RME – 000 – RPT – 00XX Revision: 4, Date: August 2017

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City Rail Link: Contract 6

Communications and Consultation Plan Doc. No. CRL – SYW – RME – 000 – RPT – 00XX Revision: 4, Date: August 2017

DOCUMENT INFORMATION Organisation:

Auckland Transport

Document Title:

COMMUNICATION AND CONSULTATION PLAN

Sub-Title

Auckland City Rail Link – Contract 6: Nikau Street Stormwater Main Realignment

Fulcrum Document Number:

CRL – SYW – RME – 000 – RPT – 00XX

Project:

CRL: Contract 6

Location:

Mt Eden

REVISION HISTORY Rev

Date

Details

Author

Approver

1

03/11/16

Internal AT Draft

H Hamilton

R Jenkins

2

04/11/16

Draft for consultation – to CLG 4 November 2016

H Hamilton

R Jenkins

3

13/12/16

Revision following CLG and technical assessments

H Hamilton

R Jenkins

4

31/7/17

Non-material changes to accommodate expanded Construction Support Area at 28 Mt Eden Road

F Witton

R Jenkins

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Communications and Consultation Plan Doc. No. CRL – SYW – RME – 000 – RPT – 00XX Revision: 4, Date: August 2017

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City Rail Link: Contract 6

Communications and Consultation Plan Doc. No. CRL – SYW – RME – 000 – RPT – 00XX Revision: 4, Date: August 2017

Table of Contents Document information ............................................................................................................................. 3 Revision History ...................................................................................................................................... 3 1

Purpose ................................................................................................................................. 7 1.1

2

Designation and Consent Requirements

10

Context ................................................................................................................................ 15 2.1

Plan Overview

15

2.2

Consultation and communication approach

15

2.3

Consultation Undertaken

16

3

Principles and Objectives .................................................................................................... 18 3.1

Project key messages

18

3.2

Main Considerations

18

3.3

Principles of Engagement

18

3.4

Management of Issues and Risk

19

3.5

Objectives

19

3.6

Expected outcomes

19

4

Roles and Responsibilities .................................................................................................. 21 4.1

Reporting high risk issues

21

4.2

Key responsibilities

21

4.3

Reporting and Meeting

24

4.3.1

24

5

Reporting Tools

Strategy ............................................................................................................................... 26 5.1

Strategy overview: Conversation locally; broadcast to wider audience

26

5.2

Communication Tools

26

5.3

Branding and Collateral

28

5.3.1

28

5.4

5.5 6

Requirements

Identifying and communicating with key stakeholders

29

5.4.1

Liaising with stakeholder groups

30

5.4.2

How we will communicate and consult

30

5.4.3

Parties affected by the project

30

5.4.4

Identifying additional people affected by the Project

32

Communication channels

32

Protocols, processes and contact details ............................................................................ 33 6.1

Community Liaison Group (CLG)

33

6.1.1

Mt Eden CLG Purpose

33

6.1.2

Requirements

33 5

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6.1.3 6.2

Process

34

Stakeholders and Affected Persons

34

6.2.1

Permit to Notify

35

6.2.2

Kaitiaki or Mana Whenua Forum

36

6.2.3

Network Utility Operators

37

6.2.4

Emergency Services

38

6.2.5

Heritage

38

6.2.6

CEMP Review

39

6.3

Notable RECEIVERS

40

6.4

Public Engagement

40

6.4.1

Public Enquiries

40

6.4.2

General Enquiries

41

6.4.3

Process

41

6.4.4

Newsletters, brochures, website and social media

43

6.5

6.6

Complaints

44

6.5.1

Requirements

45

6.5.2

Complaints process

45

6.5.3

Response timeframes

46

Media 6.6.1

6.7

47 Requirements

47

Managing crisis and emergency communications

48

6.7.1

Requirements

48

6.7.2

What is a crisis or emergency?

48

6.7.3

Emergency Contacts

48

Appendices .................................................................................................................................................. 50 Appendix A: SUMMARY OF PROJECT COMMUNICATION AND CONSULTATION

51

Appendix B: Stakeholder Contacts

55

Appendix C: Key Project Contacts

60

Appendix D: RECORD OF CLG COMMENTS

61

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Communications and Consultation Plan Doc. No. CRL – SYW – RME – 000 – RPT – 00XX Revision: 4, Date: August 2017

1 PURPOSE 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 in the vicinity of Mt Eden station. The construction works relating to this Communication and Consultation Plan (this CCP) constitute part of the CRL. The purpose of the works is to enable the construction of the future City Rail Link (CRL) tunnels by realigning the existing Nikau Street Stormwater Main which currently represents a critical CRL project constraint.

Collectively, the Project works involve the construction of a replacement stormwater main from the eastern end of Water Street, where it then passes beneath the CRL East Facing Connection (EFC) east of Mount Eden Road and then continues west to connect into the existing main at the corner of Nikau and Ruru Streets. The Project also includes the construction of a central shaft at Mt Eden Road and retrieval shafts at Water and Nikau Streets.

The location and extent of works are shown in Figures 1 and 2 below. The works are located within the CRL designation with the exception of two locations – at part of the Water Street shaft and a portion of the southern wall of Mt Eden shaft are which are located outside the designation.

The Project construction zone is a busy, multi-use area affecting a range of transport, business, community and residential activities. Public liaison and stakeholder communications are critical to the success of the Project. The development of this CCP is required by the CRL designation.

The wide-ranging concerns and the needs of all stakeholders have been considered and addressed during the design development stage of the Project, the provision of technical assessments and Delivery Work Plans (DWPs) to the Community Liaison Group (CLG) and Independent Peer Review Panel (IPRP) and will continue to be addressed during the construction stage. This will be achieved through close collaboration with Auckland Transport (AT) and stakeholder engagement and communications initiatives.

This CCP has been prepared by AT in advance of the appointment of a construction contractor (contractor) for the Project works in order to address the communication and consultation related conditions in the CRL designations. AT will require that the contractor implement this CCP. This CCP addresses the construction elements of the conditions by continuing AT’s best practice communication and consultation undertaken to date, to ensure a quality approach throughout the project’s lifetime from pre to post construction.

This CCP identifies the project communications channels, audiences and timeframes for the construction periods and how the affected community will be informed of construction progress, activity and milestones.

This CCP has been prepared in consultation with the Mt Eden Community Liaison Group (Mt Eden CLG) that has been established as representatives of affected parties, affected in proximity parties and other named parties relevant to the Project.

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Figure 1 CRL Contract 6 Nikau Street Stormwater Main Realignment Works Area

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Communications and Consultation Plan Doc. No. CRL – SYW – RME – 000 – RPT – 00XX Revision: 4, Date: August 2017

Figure 2: CRL Contract 6 Nikau Street Stormwater Main Realignment Works Area (Gross Pollutant Traps shown in red)

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1.1

DESIGNATION AND CONSENT REQUIREMENTS

The Project works relate to the CRL designation 6 and all resource consents to be granted for the construction of the Project.

This CCP has been developed in accordance with the relevant conditions of the designation. Table 1 identifies the relevant conditions that specify what is to be included in this CCP, and in turn which sections of this CCP address these conditions.

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Table 1 CCP conditions and the relevant sections of this document

Condition Number

Condition

Relevant Section

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.

3.5

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

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

(a) 6.2, 6.4 & 6.5

15.3

(a) Inform the community of construction progress and future construction activities and constraints that could affect them; (b) Provide early information on key Project milestones; (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 (d) Respond to queries and complaints including but not limited to: (i) Who is responsible for responding; (ii) How responses will be provided; (iii) The timeframes that responses will be provided within.

The Communication and Consultation Plan shall as a minimum include:

15.4

(a) A communications framework that details the Requiring Authority’s communication strategies, the accountabilities, frequency of communications and consultation, the range of communication and consultation tools to be used (including any modern and relevant communication methods, newsletters or similar, advertising etc.), and any other relevant communication matters; (b) The Communication and Consultation Manager for the Project including their contact details (phone, email and postal address); (c) The methods for identifying, communicating and consulting with persons affected by the project including but not limited to: (i) All property owners and occupiers within the designation footprint

(b) Section 5 &6 (c) 6.2, 6.4 & 6.5 (d) 6.4 & 6.5 (a) 4.2, 4.3 & Section 5 (b) Table 3, Section 6.6 and Appendix C (c) 5.4

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Condition Number

Condition (ii) All property owners and occupiers adjacent to construction sites (Britomart and Albert Street (NoR 1), Karangahape Road (NoR 4), Newton Station (NoR 5), Main Construction site and the works at Normanby Road and Porters Ave (NoR 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 Requiring Authority to give approval (where appropriate) to Network Utility Operators as required by section 176(1)(b) of the RMA during the construction period; • For obtaining any supplementary authorisations (including but not limited to resource consents (including those required under a National Environmental Standard) and easements); • For inspection and final approval of works by Network Utility Operators; and • For implementing conditions 9, 22, 23, and 24 of this designation in so far as they affect Network Utility Operations. (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; (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; (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;

Relevant Section (d) 5.2, Section 6 (e) 6.2 (f) 5.2 (g) 5.4, 6.3, 6.5 (h) 6.2 (i) 6.2.2 (j) 5.4.3 (k) 6.2.4 (l) Appendix B (m) 4.3 (n) 5.4.3

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Condition Number

Condition

Relevant Section

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

Further provisions for Notable Noise and Vibration Receivers are contained in Condition 16. (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; (i) Methods for communicating and consulting with mana whenua for the duration of construction and implementation of mana whenua principles for the project (refer to Conditions 8 and 49); (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; (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; (l) A list of Stakeholders, directly affected and affected in proximity parties to the construction works who will be communicated with; (m) How communication and consultation activity relating to construction activities and monitoring requirements will be recorded; and (n) Methods for communicating and consulting with the Department of Corrections (including the entity contracted by Department of Corrections to administer and run the Mt Eden Corrections facility at 1 Lauder Road), to confirm the details of the contact person required under Condition 14 of this designation, and in respect of any works impacting on access or works in proximity to the Mt Eden Corrections Facility and the Boston Road Community Corrections site; including temporary traffic management measures and permanent changes to road networks and layouts which may impact on access to and from the Facility and the motorway network.

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).

This Document

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Communications and Consultation Plan Doc. No. CRL – SYW – RME – 000 – RPT – 00XX Revision: 4, Date: August 2017

Condition Number

Condition

Relevant Section

15.6

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

2.3 & Appendix A

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.

N/A

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2 CONTEXT 2.1

PLAN OVERVIEW

The purpose of this CCP is to describe the processes and protocols relating to how the contractor will: •

Manage and deliver communication and consultation with the community, stakeholders, affected parties and affected in proximity parties during the construction of the Project;

•

Provide assistance and cooperation to AT in relation to media and stakeholder relations activities, and

•

Comply with the requirements and responsibilities set out in the designation, and this CCP.

This CCP will ensure:

2.2

•

The public and affected communities are well informed and feel safe. They will know about construction progress and future construction activities and any constraints that could affect them;

•

Disruptions are minimised;

•

There is ‘one face’ for the project;

•

Both AT and the contractor maintain a positive reputation and support amongst the stakeholder groups;

•

Information is provided early on, prior to key project milestones;

•

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

•

Ensure queries and complaints are responded to quickly and appropriately;

•

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

•

The CRL delivery teams understand their responsibilities and can collaborate and quickly respond to stakeholder concerns.

CONSULTATION AND COMMUNICATION APPROACH

AT and the contractor will undertake consultation and communication on the basis that we wish to take our stakeholders with us on the Project journey. We are committed to delivering the Project as fast as possible with as little disruption as possible to businesses, commuters and the community and will work with them to achieve this.

Consultation will continue to occur with key stakeholders, and those who are impacted as a result of their proximity to the proposed works.

Engagement with other stakeholders and the public will be about communication; providing them with information on the Project and responding to their inquiries and concerns.

AT established a CRL communication and consultation strategy in 2012 with a range of objectives and principles. These include:

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•

A proactive approach - AT will 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 - AT will maintain constructive links with key stakeholders by communicating on a regular basis; continual networking and presence in the business and other relevant communities; and seeking opportunities for dialogue and information-sharing.

•

Openness about issues - Information should demonstrate that AT is being 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. They should demonstrate that AT is listening, even if agreement cannot be reached.

The objectives have four areas of focus: •

•

•

•

Inform stakeholders about the project o

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

o

Maintain and enhance existing relationships for ongoing constructive engagement.

Explain the process and timing o

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

o

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

Educate people about the CRL o

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

o

Minimise uncertainty and dispel misinformation.

Enhance AT’s reputation o

Ensure that AT is open and responsive to stakeholder feedback.

o

Manage communications risks that may impact the project and AT’s reputation.

AT adopt these objectives and have developed this CCP accordingly. Once appointed, the contractor will deliver the Project in accordance with these objectives.

2.3

CONSULTATION UNDERTAKEN

Extensive consultation has been undertaken in preparation for the construction of the CRL in order to understand the specific access requirements and other potential disruption issues for residents and individual businesses/services.

Consultation has been undertaken in relation to this Project by Auckland Transport and other Project specialists (e.g. Noise and Vibration, led by Principal Technical Advisor - Aurecon). The purpose of the consultation was to identify the type and scale of potential disruption, specific access and servicing requirements, and client and visitor behaviour and requirements. A summary of the communication and consultation is provided at Appendix A.

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The contractor’s Communication and Consultation Manager will undertake ongoing consultation throughout construction, in accordance with the implementation of this CCP.

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3 PRINCIPLES AND OBJECTIVES 3.1

PROJECT KEY MESSAGES

The key messages reflect the CRL project objectives and form the basis for the project’s overall strategy for informing and getting feedback from those impacted. While these will remain constant throughout the CRL project duration and beyond, they will at times be supported by other messages that reflect construction activity and/or other influencing factors.

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

The 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 Construction Environmental Management Plan (CEMP) reflects unwavering commitment to safety, environmental sensitivity and community well-being.

The contractor will support the key messages which form the basis for AT’s overall CRL communications strategy. While these will remain constant during the project and beyond, they will be supported by other messages that reflect project-specific construction activity and/or other influencing factors.

3.2

MAIN CONSIDERATIONS

There are a number of key construction related adverse effects that will need to be carefully managed throughout the life of the Project. The main objective of this CCP is to clearly describe how the contractor will communicate with stakeholders and communities regarding these potential effects.

Potential adverse effects include: •

noise and vibration, including effects on notable and sensitive receivers

•

changes to transport, access and parking

•

archaeology

•

air quality

•

the potential for contaminated material to be encountered during earthworks and soil removal; and

•

removal of trees and vegetation on private land.

3.3

PRINCIPLES OF ENGAGEMENT

Our principles of engagement are: •

To commit to understanding and addressing the communication needs and expectations of all stakeholders

•

To present one face to the public and to all stakeholders for the project, and

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•

3.4

To be the one point of contact for complaints and enquiries with a coordinated response in accordance with AT agreed procedural guidelines.

MANAGEMENT OF ISSUES AND RISK

The contractor will align with AT’s guiding principles for the management of issues and risk as follows: •

Prevention – We will anticipate potential community impacts and manage risk at the source through effective process design, and through clear and open communication between the various participants and the community.

•

Planning – We will conduct detailed planning for known issues, such as noise, traffic and commuter disruptions, which have specific impacts on particular stakeholders or sectors of the community.

•

Proactive behaviours – Our approach to community relations is predicated on being proactive and engaging early and actively with people and groups who may be affected by our works. This will assist our team to prevent potential risks from becoming issues and also enable community feedback to inform planning and prevention strategies.

•

Active listening – We will listen to the community to understand specific issues and concerns and work with stakeholders and community members to develop practical and targeted mitigation measures that address those issues.

3.5

OBJECTIVES

The objective of this CCP is to show how the contractor will develop and deliver: •

a consistent approach with ‘one face’ to stakeholders

•

informed, engaged communities and effective Mt Eden CLG

•

collaborative and cohesive stakeholder communications management across all CRL delivery teams

•

strong relationships with key stakeholders, including media (lead by AT)

•

good relationship / interaction with surrounding businesses/residences

•

proactive and reactive stakeholder support for the Project

•

positive public relations and reputation protection for AT and the contractor

•

a successful Project

•

open and transparent relationships across delivery teams, creating an environment where each group can share knowledge and can contribute to the overall solution, and

•

a team framework with clear role responsibilities wherein the team can effectively respond to and manage key stakeholder concerns.

3.6

EXPECTED OUTCOMES

The following is a summary of expected outcomes as a result of an effective CCP: •

Strong relationships with key stakeholders

•

Positive interaction with neighbours

•

Robust information received to influence the CEMP and the DWPs

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•

Effective CLGs

•

Informed community

•

Informed road users

•

Informative and useful online presence

•

Positive media coverage

•

Reduced misinformation

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4 ROLES AND RESPONSIBILITIES The contractor and AT will work together in the following ways: •

During construction, all communications with local communities and stakeholders will be the responsibility of the contractor, in collaboration with AT.

•

AT will be responsible for communicating with the wider Auckland population.

•

The contractor will provide regular information and updates to AT on Project progress.

•

All the contractor staff will be advocates for the Project and receive ongoing public relations, issues, crisis and media training for the construction phase.

•

The Project will be closely monitored to ensure stakeholder satisfaction.

The contractor’s Communication and Consultation Manager and contractor’s Project Manager will meet with the AT Communications Team regularly during the Project. Minutes from these meetings will be recorded in the project communications database. The key objectives of the meetings are to: •

address any contentious issues that may affect the reputations of AT and the contractor;

•

assist in facilitating a two-way flow of information between the Project and stakeholders so that construction impacts and people safety can be optimally managed, and

•

monitor stakeholder satisfaction.

4.1

REPORTING HIGH RISK ISSUES

The contractor’s Communication and Consultation Manager will report to the AT CRL Communications Team immediately about any high risk issues or concerns that will:

4.2

•

be of interest to AT or Auckland Council;

•

have the potential to attract media attention; and/or

•

present reputational risk to the Project participants.

KEY RESPONSIBILITIES

The key responsibilities for each role involved in communications for this Project are set out in Table 2 (contact details are provided in Appendix C): Table 2 Key Responsibilities – Auckland Transport

AT CRL Project Team Role

Name

Responsibilities

AT CRL Project Director

Chris Meale

• Providing strategic direction to all work streams to provide an integrated approach to the delivery of the CRL. • Overseeing project planning, acquisition, design, constructability, procurement, stakeholder engagement, communications, programme and financial control.

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AT CRL Project Team Role

Name

Responsibilities • Identifying and managing project risks and issues.

• Regular reporting to the AT Board, CRL Steering Group and Project Control Group.

• Liaising with Auckland Council and other key stakeholders.

AT Construction Manager

Yet to be identified

• Performance oversight of construction.

AT CRL Communications Manager

Carol Greensmith

• Managing AT CRL communications and stakeholders.

AT Principal Planner ECI

Richard Jenkins

• Main point of contact for implementation of, and compliance with CRL designation and resource consent conditions.

AT CRL Construction Safety Manager

Mark Durham

• Health and Safety regime for the Project.

• Being informed of all incidents, according to severity and time scales as outlined in the Health and Safety Plan for the contractor.

• Reporting to the AT Rail Systems and Safety Assurance Manager.

CRL C6 Engineer to Contract

Yet to be identified

• Contract management under NZS 3910 i.e. provide Engineer’s instruction to the Contractor

CRL C6 Engineer’s Representative

Yet to be identified

• Performance oversight of construction.

C6 Civil and Environmental Project Manager

Yet to be identified

• Contract management under NZS 3910 i.e. provide Engineer’s instruction to the Contractor • Contract management under NZS 3910 i.e. provide Engineer’s instruction to the Contractor • Coordinate different AT work streams to provide quality and timely client inputs and decisions.

AT CRL Traffic manager

Chris Bird

• Liaison with AT Traffic Operations and Contractor’s Traffic Manager

Table 3 Key Responsibilities – the Contractor

The Contractor Project Team Role

Name

Responsibilities

Contractor Project Director

To be identified on appointment of contractor

• Contractor construction delivery.

• Building relationships through engaging and communicating with key stakeholders.

• Building trust in the team’s capabilities by personally leading the process and providing expertise in specialist areas.

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The Contractor Project Team Role

Name

Responsibilities • Alerting the Communication and Consultation Manager to stakeholder groups, individuals or issues that need attention.

• Providing technical information and project progress/milestone information to AT for briefings and CLG meetings.

• Leading the response to issues management and crisis management.

• Ensuring that subcontractors adhere to the contractor Project communication protocols and procedures.

Contractor Communication and Consultation Manager

To be identified on appointment of contractor

• Main point of contact for anyone affected by or interested in the Project until the commencement of the construction phase of the project and the establishment of a 24 hour contact service.

• Immediately reporting high risk issues to the AT Communications Team. See section 4.1 above.

• Reporting weekly to AT on all key community relations and stakeholder management issues.

• Working with AT to assist in communicating with all stakeholders.

• Informing the community of Project progress and likely commencement of construction works and programme.

• Coordinating with key communications contacts at lead organisations associated with the CRL project, including AT • Assisting in delivering communication activities to stakeholders as required.

• Assisting AT CRL Communications with media enquiries.

• Managing stakeholder enquiries and complaints.

Name

Responsibilities

Contractor Communications Team

•

Briefing the subcontractors at mandatory site inductions.

This includes the standards and requirements for community relations and protocols to follow when approached by a member of the public or the media.

•

Ensuring that subcontractors follow project protocols on a day-to-day basis and that they behave appropriately in and around the site parameters.

Contractor Support Staff

•

A dedicated contact person will be responsible 24/7 for any public enquiries relating to the project.

Contractor Traffic Manager

•

Temporary traffic planning and traffic management.

Contractor Subcontractors

•

Directing all public and media enquiries to the Communication and Consultation Manager.

Identifying themselves as a member of the project team and the company they work for.

•

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The Contractor Project Team Role

Name

Responsibilities • • • • •

4.3

Using approved haul routes so that access to and egress from the sites is undertaken with minimum disruption to the local community.

Parking only in designated project parking areas.

Working within approved construction hours.

Working within the conditions specified in the Permits to Notify.

Showing consideration for stakeholders and community members at all times while working on the project and when travelling to and from the project site.

REPORTING AND MEETING

A high level of communication will be maintained between the contractor and AT. This is particularly important in relation to high-risk issues that may expose AT or the Council to adverse publicity or that may have the potential to attract media attention.

The Contractor’s Communication and Consultation Manager will immediately report to AT CRL Communications on any high risk events or issues that significantly impact stakeholders, and each week on all other key community relations and stakeholder management issues. The contractor will use existing templates for weekly reporting.

4.3.1

Reporting Tools

The following reporting tools will be used as part of the communications process.

Table 4 Reporting Tools Tool

Responsibility

Description

Urgent Notifications

Contractor Communication and Consultation Manager

Immediately report any issues or concerns to AT CRL Communications when they may result in media interest or present reputational risk to the project participants.

Daily Face to Face contact

Contractor Communication and Consultation Manager

Report on work in progress and review of stakeholder satisfaction and upcoming work to identify communication requirements.

Weekly Report

Contractor Communication and Consultation Manager

Provide information to AT CRL Communications and Contract 6 project managers on all key community relations and stakeholder management issues including: • • • • •

details of ‘live’, ‘emerging’ and ‘horizon’ issues and mitigation strategies a breakdown of stakeholder meetings held and proposed for the following month a summary of enquiries and complaints received, agreements made and issues to be resolved a 12-week look-ahead of construction program and aligned communications activities potential media opportunities/risks 24

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Tool

Responsibility

Description

• • Monthly meetings

Contractor Communication and Consultation Manager

any information published, and opportunities to promote construction milestones.

Discussion and alignment of stakeholder issues, construction milestones and media opportunities.

AT CRL Communications Team Bi-monthly meetings

Contractor Communication and Consultation Manager

Share knowledge, discuss issues resolution and best practice opportunities.

AT CRL Communications Manager AT CRL Communications Team Communications database

Contractor Communication and Consultation Manager

Record all communication and correspondence such as contact with owners regarding building condition surveys.

Project Meeting Minutes The database will interface with AT’s CRL databases. It will allow wider circulation of issues and resolutions, and improve customer service.

Contact Details for all Key Stakeholders, Notable Receivers (Media Works is the only Notable Receiver in proximity to the works), Sensitive Receivers and Affected and Affected in Proximity Parties.

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5 STRATEGY 5.1

STRATEGY OVERVIEW: CONVERSATION LOCALLY; BROADCAST TO WIDER AUDIENCE

The communication and consultation programme (pre, during and post construction), aims to engage and inform the primary audience of local residents/businesses, affected/interested stakeholders and road users near the project work sites (drivers/passengers/pedestrians) about the Project before major construction commences. This will prioritise face-to-face interaction and access to information to ensure affected parties are aware of the project scope and effects, and feel confident in the ability of AT the contractor to deliver the Project with the least possible impact.

Once general information on the project has been disseminated, the contractor’s Consultation and Communications Manager will liaise with adjoining stakeholders on a regular basis.

A secondary audience of the wider Auckland population will be serviced through a predominantly online and electronic communications strategy. The key messages for this audience will be the benefits of the Project and advanced communication of changes to road function to enable informed choice and to ensure travel-related information is readily available.

5.2

COMMUNICATION TOOLS

The following engagement tools will be utilised, with a preference for electronic media rather than printed material in keeping with CRL project sustainability goals.

Table 5 Communication Tools

Channel

Tool

Usage/content

Construction look-aheads

E-notices that provide advance notification of the proposed work activities and potential impacts. These are also an opportunity to seek clarification or provide feedback on potential impacts based on the residents or individual stakeholder’s situation. Topics will include:

Publications

•

key Project milestones

•

upcoming works

•

activities and their expected impact

•

major complaints, and

•

feedback.

Format and Distribution Specific consultation and engagement with identified affected parties, as required by the CRL designation and Project resource consents.

Informatio n sheets

A one-page information sheet featuring details on a particular aspect of the Project. For example dust and noise mitigation, and construction techniques.

Distribution Online or hard copy

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Channel

Tool

Usage/content

Internal newsletters

A document featuring construction progress and photos, team highlights and events. This acknowledges the good work and contribution of the wider team to the Project.

Distribution Email or online

Telephone and email

Reports

Weekly and monthly reports highlighting the key issues, current and planned communication and engagement activities and performance for the reported period.

One-on-one discussions

One-on-one meetings with residents, businesses or organisations to address specific concerns.

0800 information phone line

0800 CRL TALK (275 8255) will be printed on all external and internal communications to encourage community members to call with any enquiries. The number is operational 24/7.

Project email address

Printed on all external and internal communications to encourage community members to email with any enquiries.

AT website

The contractor will provide AT with information for its dedicated CRL project page on the AT website. This will include works alerts, and information about road detours and disruptions (temporary traffic management measures and changes to road networks and layouts).

It will also provide construction progress photos and updates including information on key Project milestones. Community members will be directed to the website for project updates.

eNews

The contractor will use eNews to advise registered stakeholders of Project milestones. This will also be used to advise temporary traffic management measures and permanent changes to road networks and layouts.

Email inbox

The community will be encouraged to contact AT via the CRL project email address. The email inbox will be an essential mechanism for capturing community feedback and enabling community members to contact the team at a time which is convenient to them.

Photography

A photographic record of construction activities and key events (including time lapse photography) will be maintained and incorporated in a range of communications materials and public displays. Wide distribution of these images will ensure that stakeholders feel involved in the project.

Signage

Project signage, hoarding and detour signage will be produced to show traffic detours and changes to bus, cycle and haulage routes (as required). The signage will be supplementary to AT’s signage and produced in accordance with AT’s branding guidelines. It will:

Online

Signage/ hoarding

•

help the community to understand why the works are being performed and by whom;

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Channel

Tool

Usage/content •

provide the public with directional and safety information, particularly during bicycle and pedestrian path disruptions; and

•

provide information about transport detours (including temporary traffic management measures and changes to road networks and layouts).

In addition to site safety, construction site hoardings will be located and designed to maintain an acceptable standard of amenity for the adjoining community.

Feedback awareness

5.3

/

Mt Eden CLG

During construction the Mt Eden CLG will meet at least quarterly, where Project information, feedback and project documentation can be shared. In addition, other forms of communication with the Mt Eden CLG will be undertaken as necessary.

BRANDING AND COLLATERAL

All communication materials and signage developed will adhere to the AT Branding Guidelines. The Branding Guidelines are available from AT upon request.

5.3.1

Requirements

The contractor is required to: •

communicate the requirements of the Branding Guidelines to the wider project team, and

•

ensure that the brand and reputation is successfully promoted during the delivery of the project.

All material provided will meet AT corporate branding requirements (see www.at.govt.nz). In particular, the contractor will not use the AT trade mark, service mark, logo or other brand identifier without the prior written approval of AT. The contractor will, if required, use AT brands in any signage, correspondence or other documentation relating to the contract. Any use of the AT brand will be for this contract only.

Branding will be applied consistently across all applications on the project, including: •

project name

•

approved logo

•

colour palette and layout standards

•

typeface

•

graphical elements

•

site apparel/office uniforms

•

approved business card and email signature format

•

standard templates for documents and other communication materials, and

•

approval processes.

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The CRL is AT’s number one project. The overall AT branding will be supported with any constructor brand, which will be used to provide a local and dedicated community face for the appointed construction delivery team.

Guidelines for all project collateral will be in line with AT standards to ensure consistency. While the CRL sits with a busy urban environment, many of those interested in the Project and in particular its effects on the use of roads in Mt Eden may live beyond the Project area. The focus will be on electronic communication while recognising that not everyone has access to this medium. Postal or hand delivery methods will be used where the need is identified. Channels will include: •

Website

The project/AT website will be at the heart of the communications approach, with the aim of promoting it as a one-stop-shop for vital and interesting information for both the affected community and a wider audience. It will provide a facility for people to sign up for email updates.

Contact details for the CRL including freephone and email will be provided on the Auckland Council website as well as a link to the CRL project site.

•

Newsletters

Project newsletters will be produced at least quarterly during construction and generally, sent electronically to the project stakeholder database which will grow as the Project proceeds. A sign up facility will be provided on the project website. Printed material is not proposed as part of AT’s commitment to sustainable business practice.

•

Social media

The Project will also have a complementary online presence on Facebook. Presence on social media will reflect AT guidelines.

•

Project signage

Located throughout the Project area in high traffic areas, signage will be located ahead of the works to promote the Project’s information channels including freephone and to advise of progress. All signage to be ‘on brand’ (AT/contractor). Signage may be backed up with people on the spot at key crossings to assist pedestrians.

At the construction sites there will be an opportunity for signage to provide additional general information about the project and its benefits. Each site will also have available a copy of this CCP (including any updated versions), the CEMP and DWPs.

5.4

IDENTIFYING AND COMMUNICATING WITH KEY STAKEHOLDERS

The contractor will recognise the range of 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.

AT and its’ contractor commit to fully understanding our stakeholders and the community we are working within, their expectations and communication needs.

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5.4.1

Liaising with stakeholder groups

Contractor team members will be responsible for maintaining clear lines of communication between key stakeholders, the contractor and AT. The contractor is required to: •

liaise with key contacts within the stakeholder groups, and

•

ensure they are kept fully informed about the CRL work that is being carried out.

5.4.2

How we will communicate and consult

To ensure the level of communication with stakeholders and affected community groups is effective, we will use a number of different communication channels. These are described more fully in the ‘Communication Tools’ section of this plan. They include a wide range of engagement methods within the following channels: •

Publications

•

Telephone and email

•

Online

•

Signage / hoardings

•

Mt Eden CLG

5.4.3

Parties affected by the project

A list of the Project stakeholders and their contact details are provided in Appendix B. Owners We have identified the relevant property owners directly affected and affected in proximity to the Project. Their contact details are provided in Appendix B. Property owners will be provided with the contact details for the CRL project team including phone, email, post and website details where they will be able to sign up for information and updates. They will also be invited to attend the Mt Eden CLG. During the life of the Project the process of identifying property owners will be repeated, as necessary.

Occupiers/Residents We have identified the relevant property occupiers directly affected and affected in proximity to the Project. Their contact details are provided in Appendix B. Property occupiers will be provided with the contact details for the CRL project team including phone, email, post and website details where they will be able to sign up for information and updates. They will also be invited to attend the Mt Eden CLG. During the life of the Project the process of identifying property occupiers will be repeated, as necessary.

Others Project communication and consultation will generally be by email, phone and through the Mt Eden CLG. With organisations, companies and body corporates communication will be by email, unless meetings or alternative methods are requested.

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Network Utilities In addition to the realignment of the Nikau Street Stormwater Main, the Project works require the relocation of a number of existing network utilities. The affected utilities are owned by the following Network Utility Operators (NUOs): •

Chorus

•

Vodafone

•

Vector Gas, Vector Power, and Vector Communications

•

Watercare Services Limited

•

Auckland Council – Stormwater Unit

The proposed stormwater main realignment and associated network utility relocation and protection works were discussed with the above NUOs through a series of meetings, workshops and communications between August 2016 and November 2016 (with discussions ongoing). AT, the Principal Technical Advisor (Aurecon) and the NUOs have held a series of collaborative workshops where drawings showing the proposed project works have been overlaid with utility assets. Based on the outcome of these discussions the detailed civil design for the Project works, and utility works in particular, has been agreed in principle with the NUOs. The NUOs are satisfied that they can continue to meet their operational requirements during the Project construction works.

The proposed utility works are described in detail in the Construction Environmental Management Plan (CEMP) for the Project (refer Sections 2.2, 2.3.3 and 4.3.1 of the CEMP).

Engagement with the NUOs will be ongoing during construction, with the objective of ensuring appropriate protection of utility assets and the ability to meet operational requirements at all times (refer Section 6.2.3 of this CCP).

Auckland Council Parks Department The contractor is required to engage 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.

The Trees and Vegetation DWP at Appendix G to the CEMP confirms that the project does not involve the removal of trees (or vegetation) on public land. Furthermore, the works at the Water Street shaft site are in close proximity to a mature Oak Tree located adjacent to Boston Road – however the tree is located within privately owned land. Accordingly, the Project works do not trigger a need to engage with the Auckland Council Parks Department.

The Department of Corrections (including Entity Contracted to Run Mt Eden Corrections Facility The contractor is required to engage with the Department of Corrections (and contracted entity operating Mt Eden Corrections Facility) regarding works impacting on access to or in proximity to the Mt Eden Corrections Facility.

The DWPs attached to the Project CEMP (particularly the Traffic Access and Parking DWP) do not identify any impact on access to the Mt Eden Corrections Facility. (including the ability to comply with the access requirements of designation condition 30.1(h)). Accordingly, the Project works do not trigger a need to engage with the Department of Corrections (and the associated entity operating the Mt Eden Corrections Facility).

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Nevertheless, given the installation of a Gross Pollutant Trap in legal road near the vehicle access to the Mt Eden Corrections Facility at 1 Lauder Road, AT has discussed the works with the Department of Corrections (refer Appendix A).

51 – 63 Normanby Road (Corey’s Electrical Site) The contractor is required to maintain two-way vehicle access to premises at 51 – 63 Normanby Road.

The DWPs attached to the Project CEMP (particularly the Traffic Access and Parking DWP) confirm the ability to comply with the relevant access and parking requirements of designation condition 30.1(i)) during the Gross Pollutant Trap works in legal road near the vehicle access to this site. AT has discussed the works with the site owner (Dilworth Trust) and offered to discuss further once a Contractor has been appointed to undertake these works (refer Appendix A).

Heritage New Zealand Pouhere Taonga (HNZPT) For the purposes of applying for the necessary Archaeological Authority for the Project, consultation has been undertaken with the HNZPT Regional Archaeologist.

Emergency Services The contactor has a requirement to inform emergency services of any relevant effects prior to the commencement of each construction stage. In particular this should include any changes to traffic movements around the construction site.

Emergency services to be engaged are: •

New Zealand Police

•

New Zealand Fire Service

•

St John Ambulance

•

Mines Rescue Service

5.4.4

Identifying additional people affected by the Project

Additional people affected by the Project will be identified through complaints and enquiries recorded in the Customer Response Management system (CRM), email contacts to the site, one-on-one discussions with the community, and from media impact. The primary database of all people affected will be the AT CRM.

5.5

COMMUNICATION CHANNELS

The Project construction period is estimated as approximately 13 months (refer Section 2.4 of the CEMP). To date AT has consulted with and/or approached key Project stakeholders – including NUOs, affected parties and affected in proximity parties (refer Appendix A).

The Mt Eden CLG will remain the key touchstone for project communications with key stakeholders and their representatives.

Day-to-day communications and stakeholder-liaison protocols will be delivered using a variety of channels, with differing frequencies.

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6 PROTOCOLS, PROCESSES AND CONTACT DETAILS 6.1

COMMUNITY LIAISON GROUP (CLG)

The establishment of a CLG is one of the key consultation tools required by the designation and resource consent conditions for the CRL. A CLG (Mt Eden CLG) was established for the Project works in November 2015. The CLG is a key mechanism for reflecting community concern and interest, and communicating the programme to the community’s most affected parties.

AT has been holding Mt Eden CLG meetings every two weeks since 6 September 2016 and will continue to do so at least quarterly during construction of the Project (unless otherwise agreed by AT and the Mt Eden CLG).

The meetings include representatives from AT and the contractors.

6.1.1

Mt Eden CLG Purpose

The purpose of the Mt Eden CLG is to: •

Provide a means for delivering regular updates on project progress;

•

Monitor the effects of the project on the community;

•

Enable opportunities for concerns and issues to be reported to and responded by AT;

•

Provide feedback on the development of the CEMP and DWPs (each of the DWPs documents comments received from the Mt Eden CLG and how these have been responded to); and

•

Conduct an annual survey to inform any changes needed to the CCP to ensure customer satisfaction.

6.1.2

Requirements

As required by the designation, representatives of local residents and businesses as well as named parties were invited to join the Mt Eden CLG. The Mt Eden CLG’s role is to: •

Ensure that community interests are identified and recognised through the construction process and through feedback on the development of the CEMP, DWPs and management plans for issues such as traffic, access, noise and vibration, air quality and archaeology. The draft CEMP, DWPs and management plans were provided to the Mt Eden CLG for review and presented at a series of CLG meetings during September – November 2016. In addition to comments received at the meetings, the CLG was given at least 10 working days to provide feedback on each of the draft working documents.

•

Facilitate a two-way flow of information between the Project and all sectors of the surrounding communities so that the potential construction impacts and community safety can be appropriately managed.

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•

Provide a regular forum through which information about the Project can be provided to the community, effects can be monitored, and an opportunity for concerns or issues to be raised and responded to.

The Mt Eden CLG provides the community with a voice to ensure key issues identified through the planning process are given due and ongoing consideration. Membership of the Mt Eden CLG includes representatives of AT and the contractor (once appointed). Other members of the Mt Eden CLG include representatives from affected property owners and occupiers and 10 – 12 Ruru Street body corporate.

6.1.3

Process

The process for coordinating Mt Eden CLG meetings is set out below.

Table 6 CLG meetings coordination

Stage

6.2

Description

1

AT CRL Communications staff will liaise with the Mt Eden CLG members regarding meeting dates and venues. The venue is usually the Life Church North Campus at 95 Mt Eden Road.

2

The contractor’s Communication and Consultation Manager provides input, as required.

3

AT CRL Communications staff will take notes and carry out actions required. The Principal Technical Advisor team will make changes to specific management plans as a result of feedback received.

4

AT CRL Communications staff will keep a record of the meetings (including attendance).

STAKEHOLDERS AND AFFECTED PERSONS

The designation identifies a range of stakeholders in relation to the CRL project, and requires the identification of directly affected and affected in proximity parties for the Project. A full list of Project stakeholders is provided in Appendix B. AT and the Principal Technical Advisors have undertaken communication and consultation with a range of stakeholders, during the preparation of the CEMP, DWPs and Management Plans.

The following DWPs are required under the CRL designation conditions: •

Transport, Access and Parking

•

Construction Noise and Vibration (including Site Specific Construction Noise and Vibration Management Plans)

•

Historic Character (Built Heritage and Archaeology)

•

Trees and Vegetation

•

Contamination

•

Air Quality

•

Social Impact and Business Disruption – has not been prepared for the Project as there will be no significant social impact and business disruption effects associated with the Project works.

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•

Urban Design– will be prepared for the overall CRL main works once the final urban design treatment for the public realm has been identified.

•

Public Art DWP – has not been prepared for the Project as there is no public art located within or in close proximity to the footprint of the Project works.

A combined DWP and management plan has been prepared for contaminated soils and for air quality.

The contractor is required to continue to will work closely with the project delivery teams to monitor construction progress and identify activities that may impact on stakeholders. This includes helping delivery teams understand activities that may cause particular concern to the community, such as activities in proximity to businesses.

The ‘Communication Tools’ detailed in Section 5.2 provides a framework to continue to communicate with stakeholders and the community. 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.

6.2.1

Permit to Notify

Project delivery teams who are planning works that impact on stakeholders, including but not limited to construction activities outside normal work hours (including weekends (Sunday) and public holidays), exceedance of the Project noise limits or exceedance the Project vibration limit, are required to inform the contractor Communication and Consultation Manager in advance. This will ensure timely preparation of construction notifications, with the affected surrounding community being notified at least 24 hours in advance.

A Permit to Notify (PTN) will be used to facilitate internal approvals for works that are likely to have an impact on stakeholders. This provides a way to activate communication about potential impacts on stakeholders and ensures that notification timeframes can be met.

6.2.1.1

The Permit to Notify process

The communications process is set out in the following table: Table 7 Permit to Notify Process

Stage 1

Responsibility

Description

Delivery team members

Submit a Permit to Notify (PTN) to the Contractor Communication and Consultation Manager in advance of the works.

The PTN will include: • •

identification of scheduled works, and details of works including: − − − − −

2

AT Construction Manager

description of the works anticipated impacts as a result of the works description of any mitigation measures employed times and duration of the works, and contact details for enquiries.

Signs off the PTN

Contractor Technical Team Member

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Stage

Responsibility

Description Where notifications contain technical content, the relevant contractor team member approves the content prior to sign off.

3

AT CRL Communications Manager

Approve construction notifications prior to distribution to stakeholders affected by the particular works.

Contractor Communication and Consultation Manager 4

Contractor Communication and Consultation Manager Contractor Environment and Sustainability Manager

5

6.2.2

Contractor Communication and Consultation Manager

Communicates to AT CRL Communications Manager the construction impacts on stakeholders. Any project contractual implication to be dealt with via Project Manager through the contract mechanism.

Communicates by email to building owners, floor tenants and Body Corporate representatives of the date, time, and expected duration of the exceedance.

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 Akitai Waiohua

•

Te Kawerau a Maki

•

Ngāti Tamaoho

Regular hui have been held and will continue to be held at a timing to be agreed which at the date of this plan is monthly with intermittent workshops to cover discrete pieces if work. The Mana whenua forum will continue to address matters such as: •

Urban Design Framework and principles

•

CEMP and DWPs

•

Built heritage

•

Archaeology, including assistance with discovery protocols

•

Koiwi and artefact discovery

•

Cultural induction for contractors

•

Cultural monitoring

•

Ongoing provision of mātauranga Māori input.

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6.2.2.2

Requirements

The contractor is required to: •

Provide AT with information and attend the hui if required,

•

Follow the protocols for recovery and preservation of artefacts, koi iwi, and other items of interest to Maori discovered during construction. These protocols are identified in Section 5 of the Project Historic Character Delivery Work Plan (Archaeology Section) at Appendix F of the CEMP; and

•

Ensure that all staff are given a cultural induction, in accordance with iwi guidelines.

6.2.3

Network Utility Operators

Ongoing communication and consultation will be undertaken with Network Utility Operators (NUOs) during construction as follows.

6.2.3.1

Material changes affecting Network Utilities

Where a material change is identified that affects network utilities, then the following process will be adopted: (i) AT will contact the relevant NUO to organise an on-site meeting in conjunction with the contractor. (ii) If the change is subsequently agreed on site, then the relevant construction and/or as-built drawings will be revised. (iii) If the change cannot be agreed on-site, then a meeting will be held between AT, the contractor and the relevant NUO Project Manager to identify a mutually agreeable outcome.

6.2.3.2

Section 176(1)(b) RMA Approvals

In relation to works by NUOs within the CRL designation: (i) The relevant NUO will identify the scope of work required to be undertaken, including location and timing. (ii) The AT CRL Utilities Manager and the contractor 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, AT will determine whether or not the proposed utility works would ‘prevent or hinder’ construction of the CRL (and whether AT is able to give written approval to the proposed 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 construction of the CRL (particularly in the case of maintenance and urgent repair works).

6.2.3.3

Supplementary Authorisations

(i) Depending on the circumstances, the relevant NUO or AT will identify what authorisations are required. (ii) 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). (iii) If the utility works are required to facilitate construction of the Project, then the AT CRL Utilities Manager and the contractor will meet with the relevant NUO Project Manager to identify an appropriate design and construction methodology for the works and confirm the

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authorisations required. AT will be responsible for obtaining any necessary authorisations (including resource consents where required).

6.2.3.4

Inspection and final approval of works by Network Utility Operators

(i) Upcoming inspection, testing, and commissioning works will be identified at weekly meetings between AT, the contractor and the NUOs. (ii) The contractor will arrange necessary site inspections directly with the relevant NUO Project Manager. (iii) If the inspection passes, then the NUO will sign off the work package. (iv) If the inspection fails, then the AT CRL Utilities Manager (or delegate) and the contractor will work together to identify the appropriate remedial action and a re-inspection will be organised with the NUO. 6.2.3.5

Ongoing Communication and Consultation

During the utilities phase of the Project there will be regular on-site liaison between the contractor and the NUOs. This will generally be undertaken by way of ‘tool box’ meetings at the start of each day, complemented by weekly meetings between AT, the contractor and the NUOs. The purpose of the weekly meetings is to plan in greater detail for upcoming utility works in conjunction with other aspects of the Project works – e.g. temporary traffic management.

6.2.3.6

Review of Management Plans

The CEMP and DWPs 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.

AT 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.

6.2.4

Emergency Services

The contractor will undertake consultation with Fire, Police and Ambulance (in particular fire service) regarding their specific operational requirements in relation to the Project. This will include information on the location, timing and duration of construction 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.

Sections 6.3 and 7.1 of the Traffic Access and Parking DWP at Appendix D of the CEMP conclude that the Project will have no appreciable effect on the operation of emergency services.

6.2.5

Heritage

Communication and consultation with key stakeholders has been undertaken in relation to the development of the Historic Character DWP (Archaeology Section) at Appendix F of the CEMP and protocols which will be implemented in relation to potential archaeological effects. In particular, the following stakeholders have been engaged: •

HNZPT

•

AC Heritage Unit

•

Mana Whenua

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• 6.2.5.1

Mt Eden CLG Requirements

The contractor is required to: •

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

•

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

•

Provide a written summary report by the project archaeologist to AT, HNZPT, AC (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 5.2) with regard to archaeological findings and monitoring.

6.2.6

CEMP Review

Feedback and inputs will be sought from directly affected and affected in proximity parties in relation to any update of the CEMP (including sub-plans) undertaken as per Section 5.7 of the CEMP. Draft revisions of the relevant CEMP and/or sub-plans will be provided to directly affected and affected in proximity parties, with a timeframe of no less than 10 working days for these parties to provide any feedback and requested inputs.

6.2.7

Department of Corrections and the Entity Contracted to Run the Mt Eden Corrections Facility at 1 Lauder Road

Communication and consultation with the Department of Corrections has been undertaken in relation to the development of the Traffic Access and Parking DWP at Appendix D of the CEMP – refer Appendix A for summary of consultation.

6.2.7.1

Requirements

The contractor is required to: •

Communicate information related to site access to the Mt Eden Corrections Facility to the Department of Corrections (and contracted entity, if one is confirmed by the Department of Corrections – Refer Appendix A)

•

Comply with the access requirements of designation condition 30.1(h).

6.2.8

51 – 63 Normanby Road (Corey’s Electrical Site)

Communication and consultation with the site owner (Dilworth Trust) has been undertaken in relation to the development of the Traffic Access and Parking DWP at Appendix D of the CEMP – refer Appendix A for summary of consultation.

6.2.8.1

Requirements

The contractor is required to: •

Comply with the access requirements of designation condition 30.1(i).

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•

6.3

Communicate information related to site access to 51 – 63 Normanby Road to the site owner (and tenant, if requested by the owner), refer Appendix A)

NOTABLE RECEIVERS

CRL designation Condition 16.1 requires that communication and consultation is undertaken, as soon as reasonably practicable (and at least once following confirmation of construction timing and methodology), with any Notable Noise and Vibration Receivers located within 100 metres of the designation footprint. The only notable receiver in proximity to the Project works is Media Works.

The template for keeping a record of communication and consultation with Notable Noise and Vibration Receivers is provided in Appendix D of the Construction Noise and Vibration DWP (Appendix E of the CEMP). On-going communication and consultation will be undertaken with notable noise and vibration receivers throughout the duration of construction occurring in the vicinity. This communication will be reported back to the “key contacts” (refer CRL designation condition 13) and the Auckland Council Consent Monitoring officer for their review and confirmation of any further action to be undertaken.

The Communication and Consultation Manager for the Project has a key responsibility to keep the community informed of construction activities. The following methodology sets out best practice communication to the community with regards to Noise and Vibration generated by the Project.

Other draft SSCNVMPs are provided at Appendix D of the Construction Noise and Vibration DWP. The SSCNVMPs provide further detail regarding the specific consultation to be undertaken with the affected receivers in the development of each plan.

6.4

PUBLIC ENGAGEMENT

6.4.1

Public Enquiries

AT has an established call centre number for inquiries. For the CRL project, this line connects to a dedicated line direct to the project’s communications staff. This will remain in place.

In addition, access to a member of the project team is available 24 hours a day, 7 days a week at the free phone number:

0800 CRL TALK (275 8255) This number will be promoted to owners, occupiers, businesses and affected stakeholders before construction commences. This number will feature on all project signage, communication material, Project, AT and AC websites, and other collateral.

6.4.1.1

Requirements

The contractor is required to: •

Identify the free phone number on all project advertising and collateral;

•

Allocate a team member responsible for answering the free phone at all times. They must be able to actively respond to issues, enquiries and emergencies; and

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•

Record all enquiries, requests for information and complaints.

6.4.1.2

Process

The process for managing enquiries or complaints via the 24/7 Helpdesk is set out below.

Table 8 Enquiries or complaints process

Stage

Description

1

The contractor communication team member receives an enquiry or complaint.

2

The communication team member contacts: •

The contractor Communication and Consultation Manager (name to be confirmed), if the issue is about the construction activity, or

•

Carol Greensmith, the AT CRL Communications Manager, if it is a media enquiry, political enquiry, or enquiry about the costs, benefits or strategic fit of the project.

3

The contractor Communication and Consultation Manager or AT CRL Communications Manager responds in writing to the communication team member as quickly as possible.

4

The contractor communication team member contacts the enquirer with the response, unless it relates to a media or political enquiry, or an enquiry about the costs, benefits or strategic fit of the project – in which case the AT CRL Communications Manager will respond.

5

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

6

The contractor communication team member responds with further information or action as required.

7

For construction related complaints, the contractor communication team member determines if a specific mitigation response is required.

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

8

6.4.2

Contractor Communication and Consultation Manager will conduct surveys every six months to determine levels of satisfaction with the process of communication responses.

General Enquiries

In addition to the free phone number, enquiries from the public may be received by email, in writing or from face to face contact. All such contacts will be recorded in the AT communication system.

6.4.2.1

Requirements

The contractor is required to ensure that the Project construction team is well briefed to respond to any enquiries, and the site supervisor is present on site during working hours and is able to actively respond to all issues, enquiries and emergencies.

6.4.3

Process

The process for managing public enquiries is set out below.

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Figure 2 Public Enquiries Process

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6.4.3.1

Response Timeframes

Table 9 Public Enquiries/Complaints Response Timeframe

Enquiry channel

Response timeframe

Written correspondence (letters)

Within 5 working days of receipt.

Written correspondence (e-mails and faxes)

•

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)

•

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).

0800 project information line calls

6.4.3.2

Contacts

Table 10 Work Areas Contacts

Area of responsibility

Contact

Trenching

Contractor Construction Manager Name and contact details TBC

Engineering

Project Director Name and contact details TBC

Environmental Controls

Contractor Environment and Sustainability Manager Name and contact details TBC

Emergency contact for urgency or large scale issues

Contractor Project Director Name and contact details TBC

6.4.4

Newsletters, brochures, website and social media

The AT CRL 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 information produced by AT which includes newsletters, brochures and social media posts.

6.4.4.1

Requirements

The contractor is required to provide information to AT CRL Communications that can be used for the CRL website and newsletters. The type of information required and the contact details for each media channel is set out in the table below.

6.4.4.2

Timeframe

Information is required on at least a quarterly basis and sometimes daily or weekly for social media.

For social media very fast turnaround times may be required. Some of the information will be sourced from the contractor project progress reports.

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6.4.4.3

Media channels

Table 11 Media Channels

Channel

Details

Information provided by the Contractor

Website

As the hub of communications for project information, AT’s CRL website will provide:

The contractor Communication and Consultation Manager will provide the AT CRL Communications Manager with the following information:

• • • •

facility for people to sign up for email, and Facebook updates the freephone number: 0800 CRL TALK (275 8255) contact details for the CRL and a link to the CRL project site, and CCPs relating to the project.

•

• • •

project information as required (including provision of early information on key Project milestones). content, stories and photos of project progress and experiences. photos of individuals to provide a human face. information for specific constructability stories.

Social Media

Online presence on Facebook

AT CRL Communications responsibility.

Newsletters

AT CRL Communications will produce electronic project newsletters quarterly which include content, stories and photos of project progress.

• •

Photos of individuals working on the project will provide a human face to the work.

6.5

•

Consistent AT CRL branding.

Information to be provided to AT well in advance of printing for editing and content control.

COMPLAINTS

Complaints will be dealt with in a responsive manner so that stakeholders feel their concerns are being heard and addressed. This approach is designed to develop a relationship of trust and reliability between the community and project team.

The project will be contactable 24/7 through the freephone number which will be managed by the contractor.

When a complaint is received, either electronically or via telephone, acknowledgement shall be provided within one working day of receipt of the complaint by the contractor. Where possible, a full answer will be provided the same day. Where the complaint demands a more detailed response, this will be provided within two working days.

When a complaint is received by any member of the project team, details of this shall be forwarded to the communications team. On receipt of this information, the manager / team shall contact the complainant / enquirer directly and follow the protocols outlined above.

Details of all complaints are to be recorded and maintained by the contractor in a stakeholder database. The database will have the facility to raise and close out ‘actions’. Each month a record of activity will be printed out, to ensure all actions have indeed been closed out. Environmental complaints will be managed in a manner consistent with the relevant CEMP process.

A report detailing complaints and responses will be provided to Auckland Council two monthly or as agreed.

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6.5.1

Requirements

The contractor is required to ensure that: •

the contractor Communication and Consultation Manager handles all complaints that arise on the project, and they are tracked by contractor through the CRM. They will be supported by the contractor Project Manager

•

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

•

our staff are briefed on the complaints process and are prepared to receive complaints through the free phone number, by email, in writing or through face to face contact, and

•

site staff are provided with project contact business cards that they can give to people wishing to make a complaint if they are approached on site.

6.5.2

Complaints process

The process for managing complaints is set out below.

Table 12 Complaints management process

Stage

Description

1

All complaints are forwarded to the contractor Communication and Consultation Manager and contractor Project Manager via the complaints/enquiry form.

2

The contractor Communication and Consultation Manager acknowledges the complaint immediately by phone or in writing. If the contractor Communication and Consultation Manager is not available, the contractor Project Manager or another member of the project team acknowledges 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 2 hours of receipt. However, should the complaint demand a more detailed response, this will be provided within 2 working days. Major complaints such as building damage will be addressed as soon as is practicable.

Note: See the ‘Response timeframes’ in in Table 6.5.3 below.

5

The contractor Communication and Consultation Manager works closely with the contractor Project Manager and delivery team 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 contractor Communication and Consultation Manager and the contractor Project Management team.

7

All meetings are 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 should be ‘closed out’ as an action in the CRM. Each month a record of complaints activity will be reviewed by the contractor Communication and Consultation Manager to check that all actions have been closed out.

9

Complaints data is reviewed regularly by the contractor Communication and Consultation Manager, together with the contractor Project Director to identify any trends.

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Stage

Description If required, improvements to project processes and mitigation strategies will be implemented to minimise future complaints.

6.5.3

Response timeframes

Table 13 Complaints Management Process - Response Timeframes

Complaint channel

Response timeframe

Written correspondence (including letters, emails and faxes) and 0800 project information line calls

•

Acknowledged within one working day of receipt of the complaint by the contractor.

•

Response within 5 working days.

Note: A response may not necessarily equate to a resolution of the issue (as some issues may require a timeframe in excess of 5 working days to resolve) but is aimed to demonstrate that appropriate actions have been taken to achieve a resolution.

Meetings

•

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

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6.6

MEDIA

All media enquiries will be channelled through the AT CRL Communication and Consultation Manager, who will discuss the recommended approach with the AT Project Manager.

The project media spokesperson is the AT CRL Project Director. The communications contact on behalf of the media spokesperson is the CRL Communications Manager:

6.6.1

DDI:

09 4474194

Mob:

021 569211

Email:

carol.greensmith@aucklandtransport.govt.nz

Requirements

The contractor is required to adhere to AT’s media protocols which include: •

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

•

Providing a very quick turnaround on facts;

•

The contractor Project Manager collaborating with AT’s CRL Communications Manager to be the approved spokesperson for specific technical responses to media enquiries;

•

Briefing contractor staff, including sub-contractors to adhere to the media protocols. Briefings will occur as part of staff induction;

•

Not communicating with the media or responding to media enquiries without express approval from AT; and

•

Providing full support to the AT CRL Communications team for any media activities, including providing resources, personnel and promotional materials or assisting with event management and site access. AT’s requirements for media activities will be discussed and organised at the regular meetings between the contractor Communication and Consultation Manager and the AT CRL Communications Manager.

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6.7

MANAGING CRISIS AND EMERGENCY COMMUNICATIONS

The contractor Emergency Response and Incident Management Plan describe how we will manage any emergencies and potential crisis situations.

6.7.1

Requirements

In the event of a crisis or emergency, the contractor 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 the contractor and AT;

•

Report any crisis or emergency through the Project Control Group; and

•

Front to the media together with AT.

6.7.2

What is a crisis or emergency?

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

Poses significant harm to people, property, the environment or the local community, and

•

Requires assistance from external emergency services agencies.

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

6.7.3

Emergency Contacts

Table 14 Emergency Responsibilities Contacts

Responsibility

Contact

Emergency Response Co-ordinator

Contractor Site Superintendent Name and contact details TBC

Construction management

Contractor Construction Manager Name and contact details TBC

Assessing H&S risks

Contractor Health and Safety Manager

Contacting WorkSafe and AT to report incidents

Name and contact details TBC

Oversight of Contractor Construction Team

Contractor Project Director Name and contact details TBC

Contractor Communications

Contractor Communication and Consultation Manager Name and contact details TBC

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Responsibility

Contact

AT Project Managers

Yet to be identified

Coordinate inputs/decision from AT work streams

Civil and Environmental Project Manager Contact details TBC Yet to be identified Engineer’s Representative Contact details TBC

AT Construction Manager Coordinate inputs/decision across Project

Yet to be identified AT Construction Manager Contact details TBC

AT Health and Safety oversight for Project Works

Mark Durham AT Construction Safety Manager 027 733 2156

AT Communications

Carol Greensmith AT CRL Communications Manager 021 569 211

Overall responsibility for entire CRL programme

Chris Meale AT CRL Project Director 022 418 3394

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APPENDICES

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APPENDIX A: SUMMARY OF PROJECT COMMUNICATION AND CONSULTATION Party Name / Contact Details

Summary of Communication and Consultation

Government/Statutory Heritage New Zealand Pouhere Taonga

AT is undertaking ongoing consultation with HNZPT regarding the Project, and an associated Archaeological Authority will be sought for these works.

(Bev Parslow, Northern Regional Archaeologist) Department of Corrections (Alastair Riarch)

AT contacted the Department of Corrections by email on 22 November 2016 about the Gross Pollutant Trap (and associated construction works) proposed on Normanby Road in the vicinity of the Mt Eden Corrections Facility at 1 Lauder Road.

AT advised the Department of Corrections that the works will involve

temporary traffic management measures such as reduced road speeds but will maintain two way access to the Mt Eden Corrections Facility as required by designation condition 30.1(h).

AT confirmed that the purpose of the contact was to keep the Department of Corrections informed. AT also confirmed it will discuss construction scheduling once a Contractor is appointed.

AT also sought confirmation of whether there is an entity contracted to run the Mt Eden Corrections facility – because if so AT will also need to communicate with that entity.

Auckland Council Auckland Council Stormwater Unit (Yasenko Krpo, Principal – Commercial Management and Relationships)

A series of meetings have been held with AC’s Stormwater Assets Unit regarding the realignment of the Nikau Street Stormwater Main. AC has expressed support for the proposed realignment of the Nikau Street Stormwater Main, subject to hydraulic and operational requirements being met. Upon completion of the realignment works, the asset would be handed back to AC to maintain and operate.

Network Utility Operators Watercare (Wasi Shirwali; Parkin Low)

Vector - Energy, Gas and Communications (Variously Alec Christie, James Thatcher, Dave Cox – Vector Project Engineer, Ben Smith – Vector Gas Project Manager, Tracy Adamson – Vector Communications Manager)

Engagement with these network utility providers has been ongoing. In principle, these parties have expressed no concern regarding the Project subject to their operational requirements being met.

Consultation and engagement will be ongoing in order to confirm an appropriate approach to protection and operational requirements. A range of options are available including supporting utilities in their existing location or diversions if deemed necessary.

Consultation with network utilities is outlined further in Sections 2.3.3 and 4.3.1 of the Project CEMP.

Chorus (Bob Willering)

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Party Name / Contact Details

Summary of Communication and Consultation

Vodafone (Lindsay Fitness) Kiwi Rail (Perry Fonsing)

A series of meetings have been held with KiwiRail, specifically regarding the works at the Mt Eden Road site which is partially within the KiwiRail designation. The methodology proposed to relocate the OHLE lines which clashed with the Mt Eden Shaft and the demolition of the crib wall have been developed in close consultation with KiwiRail. KiwiRail have no objection to the proposed design and construction methodology.

Section 176(1)(b) Requiring Authority approval for work within the KiwiRail designation is yet to be sought.

Iwi Ngati Whatua o Orakei

Targeted engagement with the Mana Whenua Forum has included: •

Ngati Te Ata Waiohua

AT introduced the Project to the hui – explaining scope of work, construction methodology and why it is being consented separately.

Following a discussion about the scope of the Project, questions were asked if there were opportunities for the Project to improve water quality and if sustainability criteria would be included.

Ngati Paoa Te Akitai Waiohua Ngati Maru Ngati Tamaoho Te Kawerau a Maki Ngai Tai ki Tamaki

Mana Whenua Forum (hui), 8 September 2016

•

Mana Whenua Forum (hui), 13 October 2016 AT presented the overall consenting strategy and specific Project detail. The forum requested that further information needed to be provided regarding the Project. A key discussion point during the hui was the need to consider more closely, the water quality aspirations of Mana Whenua.

The next Mana Whenua Forum (hui) is scheduled for 11 November 2016 where AT, Auckland Council Stormwater and the Project team will provide additional detail on the project (on matters raised at the 13 October forum) related to stormwater, water quality, trees and archaeology.

AT continues to work collaboratively with the mana whenua forum on all aspects of the Project.

Community Liaison Groups Mt Eden CLG

The Mt Eden CLG was established in November 2015 – commencing first meeting to give advance overview of the Project and estimated programme.

During the design phase, the Mt Eden CLG was reconvened for fortnightly meetings in September – November 2016 to explain the Project design, programme and seek feedback on the draft Project Delivery Work Plans and Management Plans. In each case the members were given Project documentation at least 10 working days in advance of each meeting.

A variety of feedback has been received to date on the various draft DWPs and Management Plans – ranging from issues such as site access, parking, construction methodology / timing and noise. Feedback has been provided by members both at the meetings and via email. The feedback received and responses therein will be specifically documented in the relevant DWP and/or management plans.

During the construction phase, the Mt Eden CLG will meet at least quarterly with email updates as required / to advise project milestones e.g. construction commencing.

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Party Name / Contact Details

Summary of Communication and Consultation

Businesses Press Print

AT met with Press Print representatives 13 October 2016.

(28 Mt Eden Road and 11 Water Street)

AT explained the Project works and timing - particularly the proposed relocation and sharing of site access, provision of replacement staff carparks elsewere and DRAFT noise levels predicted at 11 Water Street.

Press Print explained site operations and deliveries, including deliveries, car-parking, hours of operation and Christmas shutdown period.

Press Print were most concerned with continued power supply / utilities access; continued staff parking provision; making sure the new access allows delivery manoeuvring / sufficient for eventual relocation of 20T loads of machinery offsite.

Press Print was pleased to hear vibration is not expected to be an issue during construction. Press Print was not worried about predicted noise levels at to 11 Water Street as that part of the facility is used as storage.

House of Knives (24 Mt Eden Road)

The CRL Communications Manager has contacted House of Knives in twice in October 2016 to seek to explain the Project and seek if the company owner, John Fryer, (or staff) is interested in discussing further.

The staff member spoken to on 11 October 2016 confirmed she was not interested in the Project and the Mr Fryer is overseas until 10 November.

Accordingly, the CRL Communications Manager confirmed she will attempt to contact Mr Fryer again in mid-November 2016.

Greenstone drinks Hyde Agency (16 – 18 Ruru Street)

Auckland Transport has spoken to the Ruru Street tenants in October 2016.

The purpose of the conversation was to advise about the timing of the demolition of this building to enable as part of the Project, seek feedback and offer the opportunity to meet and discuss further.

The tenants have indicated a desire to meet and discuss the works.

Note: this property is owned by Auckland Transport.

Wilsons Car-Park (14 Boston Road)

Lightning Lab AKL Creative Juice (32 Nikau Street) TBC 36 – 38 Nikau Street

Auckland Transport has spoken to and met with the Wilson Car-Parking representative in October 2016 (meeting 10 October 2016). The purpose of the meeting was to advise about the construction works occurring at the Water Street construction site.

In November 2016, Auckland Transport invited the building tenants to attend the next Mt Eden CLG. Note: this property is owned by Auckland Transport.

In November 2016, Auckland Transport is confirming that the building is vacant. If not, tenants will be invited to attend the next Mt Eden CLG. Note: this property is owned by Auckland Transport.

Beop Studio 27 – 29 Shaddock Street

In November 2016, Auckland Transport invited the building tenants to attend the next Mt Eden CLG. The tenant attended the 15/11/16 CLG meeting.

Note: this property is owned by Auckland Transport.

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Party Name / Contact Details

Summary of Communication and Consultation

Green Lite Travel

In November 2016, Auckland Transport invited the building tenants to attend the next Mt Eden CLG.

Polish Consulate (33 Shaddock Street) RGIS NZ (occupier) Mark Yates (owner) 12 Boston Road

Note: this property is owned by Auckland Transport.

Auckland Transport has contacted the owner (Mark Yates) to discuss the need for a SSCNMP. Mr Yates also attended the 15/11/16 CLG meeting where construction noise and vibration was discussed. Mr Yates has confirmed he is happy for AT to contact his tenant (RGIS) directly and that he is busy during the December 2016 period.

Auckland Transport has spoken with the tenants (RGIS) and advised them of the upcoming Project works and agreed to send draft DWP documentation.

Corey’s Electrical (occupier) Dilworth Trust (owner) 51 – 63 Normanby Road

AT contacted the property owner representative (Ian Redshaw) by email on 22 November 2016 about the Gross Pollutant Trap (and associated construction works) proposed on Normanby Road in the vicinity of the vehicle access to 51 – 63 Normanby Road.

AT advised the works will involve temporary traffic management

measures such as reduced road speeds but we will still meet access requirements for Cory’s as per designation condition 30.1(i) Mr Redshaw’s response confirmed thanks for the update provided

by AT. Residences 26 Mt Eden Road

Auckland Transport has advised all tenants of the termination of their tenancies.

Note: this property is owned by Auckland Transport.

10 – 12 Ruru Street, Eden Terrace

The body corporate chair is a member of the Mt Eden CLG and has received all documentation.

AT is aware of at least one Mt Eden CLG meeting attendee from this apartment complex (name and contact details unknown). In addition the 10 – 12 Ruru Street Body Corporate Chair, Margaret Main, provided feedback for one of the Mt Eden CLG meetings in relation to traffic, access and parking matters. This feedback will be directly responded to in the TAP DWP.

Station R – Fenton Street

The body corporate chair (Tim Hardings) and other owners / occupiers of this apartment complex have attended Mt Eden CLG meetings. Parking in the general surrounds, noise and dirt on the streets were the issues raised.

19 Shaddock Street

In November 2016, Auckland Transport invited the building tenants to attend the next Mt Eden CLG. Note: this property is owned by Auckland Transport.

31 Shaddock Street

In November 2016, Auckland Transport invited the building tenants to attend the next Mt Eden CLG. Note: this property is owned by Auckland Transport.

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APPENDIX B: STAKEHOLDER CONTACTS Party Name

Contact Details

Key Stakeholders Government/Statutory Heritage New Zealand Pouhere Taonga

Bev Parslow bparslow@heritage.org.nz

Local Board Representatives Albert-Eden

Peter Haynes@aucklandcouncil.govt.nz

Waitemata

Pippa.coom@aucklandcouncil.govt.nz

Auckland Council Stormwater Unit

Refer Network Utility Operators below

Emergency services Fire

Roger Callister Roger.callister@fire.org.nz

Police

Inspector Andy King Andrew.king@police.govt.nz Noreen.hegarty@police.govt.nz gavin.henderson@police.govt.nz matthew.srhoj@police.govt.nz

Ambulance

John Takerei T 09 526 0508I | M 0272023144 john.takerei@stjohn.org.nz Graham Ferguson GrahamFe@stjohn.org.nz

Mines Rescue

Mines Rescue Rotowaro Rd, Huntly 07 828 9772

Network Utility Operators Watercare

Wasi Shirwali wshirwali@water.co.nz Parkin Low plow@water.co.nz

Kiwi Rail

Perry Fon Sing Perry.FonSing@kiwirail.co.nz 027 203 7370

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Party Name

Contact Details

Vector - Energy, Gas and Communications

Alec Christie TBC

James Thatcher TBC

Dave Cox Vector – Project Engineer 021463163

Ben Smith TBC

Tracy Adamson TBC Chorus

Bob Willering Bob.willering@chorus.co.nz 0272749152

Vodafone

Lindsay Fitness Lindsay.fitness@vodafone.co.nz 029 912 520

Auckland Council Stormwater Unit

Yasenko Krpo Principal – Commercial Management and Relationships 021 832 045

Iwi Ngati Whatua o Orakei

Mei Hill

Mei@ngatiwhatuaorakei.com Ngati Te Ata Waiohua

Josie Peita teararangatu15@gmail.com

Ngati Paoa

Jamie Forsman

environment@ngatipaoaiwi.co.nz Te Akitai Waiohua

Adrian Pettit leahaclark@hotmail.co.nz

Ngati Maru

Geoff Cook 07 867 9104 ngati.maru@wave.co.nz

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Party Name

Contact Details

Ngati Tamaoho

Lucille Rutherfurd 09 551 6266 lucierutherfurd@gmail.com

Te Kawerau a Maki

Scott Lomas 09 973 0903 Scott.lomas@tekawerau.iwi.nz

Ngai Tai ki Tamaki

Zaelene Maxwell-Butler zaelene.maxwell-butler@ngaitai-ki-tamaki.co.nz

Business Associations Uptown Business Association

Gary Holmes gary@uptown.co.nz

Notable receivers Media Works, 3 Flower Street

emmamichelle@mediaworks.co.nz

Sensitive Receivers and Affected Parties Churches Life Church

Robin.Rangeley@lifenz.org

(95 Mt Eden Road)

NB: building owned by Auckland Transport

Businesses Press Print (28 Mt Eden Road and 11 Water Street)

Petina@pressprint.co.nz

House of Knives, 24 Mt Eden Road

John and Shannon Fryer

NB: building owned by Auckland Transport

john@worldofcutlery.net Shannon@houseofknives.co.nz

Greenstone Drinks

Greenstone Drinks

Hyde Agency

(09) 974 4474 Hyde Agency

16 – 18 Ruru Street

(09) 918 4600 NB: building owned by Auckland Transport

Lightning Lab AKL

Lightning Lab AKL

Creative Juice

Info@lightninglab.co.nz

32 Nikau Street

Creative Juice 09 360 2646

NB: building owned by Auckland Transport 36 – 38 Nikau Street

Vacant building

NB: building owned by Auckland Transport

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Party Name

Contact Details

27 – 29 Shaddock Street

Beop Studio Willa@beop.com

NB: building owned by Auckland Transport Green Lite Travel

Green Lite Travel

Consulate of the Republic of Poland

info@greenlite.travel

33 Shaddock Street

Consulate of the Republic of Poland n.boguslaw@gmail.com consulate@greenlitetravel.co.nz

NB: building owned by Auckland Transport City Storage Limited

City Storage Limited

10 Ruru Street

(09) 379 5912

RGIS NZ (occupier)

RGIS NZ

Mark Yates (owner)

dmurray@rgi.co.nz

12 Boston Road

Mark Yates 021 621 884

Wilsons Car-Park

Wilson’s Car-Park

(14 Boston Road)

0800 FOR PARKING

Corey’s Electrical (occupier)

Corey’s Electrical

Dilworth Trust (owner)

0800 426 797

51 – 63 Normanby Road

Dilworth Trust: i.redshaw@dilworth.org.nz

Boxing Central

Boxing Central

41 – 43 Boston Road

(09) 377-0499 gym@boxingcentral.co.nz

Auto Pro Panel and Paint

Auto Pro Panel and Paint

45 Boston Road

(09) 373 2568

J. A. Russell Ltd, Mt Eden

J. A. Russell Ltd, Mt Eden

47 – 49 Boston Road

47 - 49 Boston Road (09) 357 4450

Residences 26 Mt Eden Road

Multiple tenants – contact details TBC NB: building owned by Auckland Transport

10 – 12 Ruru Street, Eden Terrace

Margaret Main (Body Corporate Chair)

Station R, Fenton Street

Tim Harding (Body Corporate Chair)

margmain2012@gmail.com

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Party Name

Contact Details TBC

19 Shaddock Street

TBC NB: building owned by Auckland Transport

31 Shaddock Street

TBC NB: building owned by Auckland Transport

24 Normanby Road

TBC (Body Corporate Chair) TBC

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APPENDIX C: KEY PROJECT CONTACTS Name

Title

Contact Details

Meale, Chris

AT CRL Programme Director

022 418 3394

Yet to be identified

AT Construction Manager

tbc

Greensmith, Carol

AT CRL Communications Manager

021 569 211

Jenkins, Richard

AT Principal Planner ECI

021 870 124

Durham, Mark

AT Construction Safety Manager

027 725 544

Yet to be identified

AT CRL C6 Engineer to Contract

tbc

Yet to be identified

AT CRL C6 Engineer’s Representative

tbc

Yet to be identified

AT CRL C6 Civil and Environmental Project Manager

tbc

Bird, Chris

AT Traffic Manager

021 413 608

Root, Liz

AT Sustainability Manager

021 673 930

Yet to be identified

Contractor Project Director

tbc

Yet to be appointed

Contractor Communication and Consultation Manager

tbc

Yet to be appointed

Contractor Construction Manager

tbc

Yet to be appointed

Contractor Health and Safety Manager

tbc

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APPENDIX D: RECORD OF CLG COMMENTS CLG Comments Only one set of comments was received from the Community Liaison Group (CLG) regarding the Communications and Consultation Plan.

Comment ID

Date

Time

Forum

Commenter

Comment

Resolution

1

14.11.

16

9.10pm

Email comments for 15 November 2016 CLG Meeting (in lieu of attendance)

Margaret Main

I am impressed at the Communications document and will let the owners know about the level of communications we will expect to receive both before and during the project which will make them happy I am sure....

Noted – no action or resolution required

(10 – 12 Ruru Street, Eden Terrace, Body Corporate Chair)

…

Noise Management Plan This indicated that there would be a meeting with residents/owners on site prior to the project to assess current noise levels and potential noise issues - how will this be arranged and when might this potentially happen??

This comment was made in relation to the CNV DWP but is related to communication and consultation. No action required as site and issue specific contact will be arranged following the appointment of a Contractor.

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