I hereby give notice that an ordinary meeting of the Hibiscus and Bays Local Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 21 May 2014

6.00pm

Local Board Office
2 Glen Road
Browns Bay

 

Hibiscus and Bays Local Board

 

OPEN ADDENDUM AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Julia Parfitt, JP

 

Deputy Chairperson

Greg Sayers

 

Members

David Cooper

 

 

Janet Fitzgerald, JP

 

 

Gaye Harding

 

 

Gary Holmes

 

 

Lovisa Rasmussen

 

 

Lisa Whyte

 

 

(Quorum 4 members)

 

 

 

Vivienne Sullivan

Local Board Democracy Advisor

 

16 May 2014

 

Contact Telephone: (09) 427 3317

Email: vivienne.sullivan@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 

 


Hibiscus and Bays Local Board

21 May 2014

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

  

26        Commitments and funding report for Hibiscus and Bays Local Board key projects for 2013/2014                                                                                                                        5   

 

    


Hibiscus and Bays Local Board

21 May 2014

 

 

Commitments and funding report for Hibiscus and Bays Local Board key projects for 2013/2014

 

File No.: CP2014/09965

 

  

 

 

Purpose

1.       To seek approval from the Hibiscus and Bays Local Board to allocate funds from the 2013/2014 budget for events and projects for completion.

 

Executive summary

2.       The Hibiscus and Bays Local Board Services team have identified a number of projects that require funding.  Funds are available within this 2013/2014 financial year, which can be allocated to these key projects of the local board.  Details of the budget information and movements are identified in the discussion section of this report.

3.       Coast Youth Community Trust (CYC Trust) have requested funding for a work expo to help introduce youth to varied employment options and pathways which will help youth make decisions on what subjects they need for their future careers. 

4.       CYC Trust will continue to provide a service to the local board for the Youth Connections project, further funding is required to maintain current levels.  A report will be presented in the new financial year seeking a three year contract with CYC Trust and the local board. 

5.       A Community Development Needs Assessment for the Hibiscus Coast area is required to identify future funding and resourcing requirements.  This report will gather comprehensive information on what is required to improve community wellbeing within the Hibiscus Coast area.  A further report will be presented in June 2014 providing information on the way forward for this project.

6.       Funding is sought to undertake a landscape plan for the Sherwood Reserve within the East Coast Bays area of Hibiscus and Bays Local Board.

7.       The Hibiscus and Bays Local Board are legally required to formally consult the residents of Hibiscus and Bays on the local board plan.  The local board will hold a stakeholder meeting to request the use of stakeholder network databases and newsletters to get the information out on the Special Consultative Process (SCP) for the Hibiscus and Bays Local Board Plan 2014.  Additionally, the local board stakeholders will be updated on the key outcomes and initiatives set out in the local board plan.

8.       Staff recommend that the local board consider utilising unspent funds to purchase a ‘FlagTrax’ system for the Hibiscus and Bays Local Board area, which will support marketing and branding initiatives of the local board and community groups.  Street flags are an effective way of providing colour and vibrancy to an area, whilst showcasing local brands.  Currently the local board has a number of sites within the area where existing street flag systems are in place.  These systems were supplied under contract from Network Visuals to the previous North Shore City Council or purchased by individual business associations.  The contracts for the Network Visual systems expired in 2009/2010 and were not formally renewed.  However, Auckland Council has continued to operate under the terms of the expired contract because there we no alternative systems available on the New Zealand market.

 

 

 

 

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      confirm the 2013/2014 allocation of budgets of:

i)        $19,000 for a Youth Connections Work Expo for youth, businesses and Industry Training Organisations, utilising unspent funds from the “Promote school opportunity programme” budget ($5,000) and the “Youth Programmes Community Development” fund ($14,000).

ii)       $34,500 for the Youth Connections project, utilising unspent funds from “Community Co-ordinator (Hibiscus Coast) fund ($16,000) and from the “Local Discretionary budget” fund ($13,500) and the “Local Civic Events” fund ($5,000).

iii)      $15,000 for a Hibiscus Coast Community Development Needs Assessment, utilising unspent funds from “Community Co-ordinator (Hibiscus Coast) fund ($15,000).

iv)      $10,000 for a landscape design plan for the Sherwood Reserve, utilising unspent funds from “Community Co-ordinator (Hibiscus Coast) budget ($10,000).

v)      $4,690 for a stakeholder meeting to inform and engage community organisations on the local board plan, utilising unspent funds from “Local Civic Functions” ($4,690).

b)      approve the purchase of the flagtrax system providing for double and single flags, utilising unspent funds from the “Estuary Arts Centre” fund of $6,000 and the “Mairangi Arts Centre” fund of $20,200, totalling $26,200.

c)      delegate to the Facilities and Reserves Committee to confirm the sites for installation and for staff to design a simple booking system for the new flagtrax system.

 

 

Comments

 

Youth Connections Work Expo

9.       The Hibiscus and Bays Local Board partner CYC Trust have approached the local board to consider holding an expo where local businesses and industry training organisations (ITO’s) can interact and engage with students (Y9 Y10 and Y11’s).  It is proposed to use $5,000 from the “Promote school opportunity programme” budget and $14,000 from the “Youth Programmes Community Development” fund to provide a work expo at the Stanmore Bay Leisure Centre costing $19,000.  It is also proposed to utilise the $10,000 from the Tindall Foundation which is currently held centrally.  The Tindall funding will be released for the Youth Connections Work Expo project next financial year.

10.     Businesses within the Hibiscus and Bays Local Board area have identified a skills gap between when a student leaves secondary or tertiary education and when they apply for jobs.  Youth need to know what is expected and needed by employers in industry sectors so that they can make informed decisions.  Often Year 9, 10 and 11 students make subject decisions on what is the easiest way to gain the necessary NCEA credits to pass, rather than what subjects they need for their future careers. 

11.     The expo will be held in August 2014 and the event will be held during school hours and into the evening allowing for parents to attend and provide a forum where local businesses can outline the education and skill requirements for their future employees.  All the schools and students within the Hibiscus and Bays Local Board area will be invited to the expo including Rangitoto College and Westlake High School, as a number of students live within the Hibiscus and Bays Local Board area but attend these schools.

 

Youth Connections Project

12.     It is proposed to allocate $16,000 from the 2013/2014 “Community Co-ordinator (Hibiscus Coast) budget, $13,500 from the “Local Discretionary budget” and $5,000 from the “Local Civic Functions” budget to fund CYC Trust to continue to deliver the Youth Connections project for Hibiscus and Bays Local Board.

13.     The local board attended a meeting with the regional team of Youth Connections project to discuss future funding opportunities.  The Tindall Foundation have committed to a further three years of funding.  The first year of funding will go to the currently funded local boards and the following two years will be available as matched funding to all the local boards who are currently funding Youth Connections projects.  The proposed funding will assist CYC to continue to provide a service to the local board for the Youth Connections project. 

14.     Further funding will be required and it is proposed to present a report in the new financial year seeking a further three year contract with CYC and the local board. 

15.     A key purpose for the future is to build relationships with local employers and get their buy in to the Youth Connections initiative.  The proposed model is based on a service delivery framework, which is focussed on the local board collaborating with a community organisation to help deliver the Youth Connections project so that it becomes a sustainable model into the future.

 

Community Development Needs Assessment for Hibiscus and Bays Local Board

16.     The Mayoral Taskforce for Jobs is a nationwide network of Mayors that began in 2000 and has youth employment and engagement in local communities as its focus.  Youth employment is an issue for the Hibiscus and Bays area, as discussed in the local board plan.  While the Hibiscus and Bays Local Board was not a recipient of the funding, a local Youth Connections initiative has been developed to support the local board’s aim to continue to work with youth to create positive opportunities and pathways.

17.     It is proposed to allocate $15,000 from the 2013/2014 “Community Co-ordinator (Hibiscus Coast) budget to fund a Community Development Needs Assessment for the Hibiscus Coast area.  A report will be submitted to the June business meeting by the Community Development, Arts and Culture team confirming the proposed outcomes of this needs assessment.

18.     It is important to have a good understanding of how people are doing, what is already working well and what else is needed in this local community in order to provide a mix of activities, services and facilities that will enhance community wellbeing and promote resilience in the long term.  The project outline is to develop a methodology for gathering comprehensive place specific community information.  This information will be analysed to identify what community services, facilities and initiatives are needed to improve community wellbeing and resilience at a local level within the Hibiscus Coast area.

19.     The “Community Co-ordinator (Hibiscus Coast) budget was to provide effective community development services in the Hibiscus and Bays subdivision but to date this work has not developed sufficiently to commit the funding except to the Youth Connections project.  To ensure that this needs assessment is completed the local board will fund $15,000 for this work and help inform future funding requirements.

 

Sherwood Park Landscape Design

20.     It is proposed to allocate $10,000 from the 2013/2014 “Local Discretionary Fund” budget for a landscape design plan for the Sherwood Reserve.  The plan will be implemented in 2014/2015 year by utilising the Small Local Improvement Projects (SLIPS) fund.

21.     The East Coast Bays members have requested future funding for the renewal of Sherwood Reserve where the theme of the park encompasses its name (Sherwood – Robin Hood) and to provide a park that can be used by everyone by maintaining the vegetation, fresh grassy areas and walkways and by providing a point of difference in this park.

 

Informal Engagement for the Local Board Plan 2015

22.     It is proposed to fund a stakeholder meeting and allocate $4,690 from the 2013/2014 “Local Civic Functions” budget for the Hibiscus and Bays Local Board Plan 2014 and all other required SCP engagement.

23.     The Local Board Services team requested that the local board provide funding for the engagement for the 2014 Hibiscus and Bays Local Board Plan.  The local board has committed to holding a meeting with stakeholders to inform and engage community organisations, business associations and other key groups and to distribute information through their networks to encourage our community to participate in the SCP.  This meeting will inform community leaders of the process and ask that they inform their groups about the draft Hibiscus and Bays Local Board Plan 2014 and seek their commitment to be local champions for this local board plan.

 

Banner Stay System

24.     It is proposed to allocate $6,000 from the 2013/2014 “Estuary Arts Centre” and $20,200 from the “Mairangi Arts Centre” budgets, totalling $26,200 to fund the FlagTrax system for all business areas who have street banners in their centres.

25.     The Network Visuals system has not been fully utilised by council, local boards or the community because it is resource hungry and costly, requiring the hire of a cherry picker, qualified installation technicians, traffic management plans and health and safety compliance to install each flag.

26.     Since 2010, Nexus Developments, a New Zealand company based in Wellington, has developed a product range called ‘FlagTrax”, which is designed to install street flags in seconds from the safety of ground level, using a push-pull rod system, a track and locking mechanism.

27.     The system has been designed to fit to new or existing poles, lampposts, light stands and walls and does not require cherry pickers, traffic management plans or qualified installers. The system can also accommodate two lengths of flags (2.65m or 1.75m).

28.     The system comes as a single (i.e. one flag per pole) or double system.  The cost of a single system is $649 plus installation cost per pole, or the double system $1,298 plus installation cost per pole.  Installation costs are $80 per pole (single or double) and must be undertaken by an approved installer with the appropriate knowledge, skills and tools.

29.     Event Staff believe that the FlagTrax system will be a cost effective solution to the current cost restrictive structure for street flags.  The local board will be required to make an upfront investment in the system, but there are long term benefits and savings for themselves and the community will use the system in the future.  The savings for the local board and the community will come in the erection of flags, as this is a little cost exercise (except for the purchase cost of the flag) and can by undertaken by anyone with the special allen key that locks the system to prevent flags being tampered with or stolen.

 

 

 

 

 

 

30.     An example of the cost savings for say 20 flags is as follows:

 

 

Network Visuals System

Flag Trak System

Installation Cost (one off)

 

 

Hardware Cost

$0

$649

Installation Cost

$0

$80

Total Installation Cost

$0

$14,580

 

Cost of Using System

 

 

Flag Change out Cost

$60

$0

Traffic Management cost (Included above)

 

 

Change outs per year

5

 

Total street flags displayed (20 x 5)

100

 

Total change out costs

$6,000

$0

 

Total savings per year

$6,000

 

 

Payback period (initial install cost)

2.4 years

 

 

31.     If the local board wished to pursue this opportunity, Network Visuals would be given 30 days’ notice to remove their equipment and repair any damage to poles and lampposts and staff would seek permission from Auckland Transport for the installation of the new system.

32.     It is recommended that if the local board would like to progress this opportunity, that events staff work with the Facilities and Reserves Committee on the sites for installation and to design a simple booking process.

 

Budget Information

33.     Below is the information identifying where the budget is coming from within each of the unspent budget line items.

 

Unspent Funds Report to Hibiscus and Bays Local Board May 2014

$31,000

HBC Coordinator

$15,000

Needs Assessment

$16,000

Youth Connections

$31,000

Total Funds Spent

$23,500

Local Discretionary Fund

$10,000

Sherwood Design

$13,500

Youth Connections

$23,500

Total Funds Spent

$9,690

Local Civic Functions

$4,690

LBP Engagement

$5,000

Youth Connections

$9,690

Total Funds Spent

$6,000

Estuary Arts Centre

$20,200

Mairangi Arts Centre

 

$26,200

Banner Stay System

$26,200

$26,200

Total Funds Spent

 

Total amount of funding for identified projects coming from different budget line items:

Total Budget for Youth Connections

$16,000

HBC Coordinator Budget

$13,500

Local Discretionary Budget

$5,000

Local Civic Functions Budget

$34,500

Total spend Youth Connections

Total Budget for Work Expo Youth Connections

$5,000

Promote School Opportunity programme

$14,000

Youth Programmes Community Development Fund

 

$19,000

Total from 2013/2014 funding

$10,000

Tindall Funding (allocated next financial year)

$29,000

Total spend work expo

 

Consideration

Local board views and implications

34.     The Hibiscus and Bays Local Board signalled support for all these projects and all are current priorities of the local board.

Maori impact statement

35.     Iwi will be advised of any projects that may have significance to them and will be consulted with accordingly.

 

Attachments

There are no attachments for this report.     

Signatories

Author

Leigh Radovan - Local Board Advisor

Authoriser

Lesley Jenkins – Relationship Manager