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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Thursday, 9 October 2014

5.00pm

Fickling Convention Centre
546 Mt Albert Road
Three Kings

 

Puketāpapa Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Julie Fairey

 

Deputy Chairperson

Harry Doig

 

Members

David Holm

 

 

Ella Kumar

 

 

Nigel Turnbull

 

 

Michael Wood

 

 

(Quorum 3 members)

 

 

 

Brenda  Railey

Democracy Advisor

 

3 October 2014

 

Contact Telephone: 021 820 781

Email: brenda.railey@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 


Puketāpapa Local Board

09 October 2014

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Leave of Absence                                                                                                          5

5          Acknowledgements                                                                                                       5

6          Petitions                                                                                                                          5

7          Deputations                                                                                                                    5

8          Public Forum                                                                                                                  5

9          Extraordinary Business                                                                                                5

10        Notices of Motion                                                                                                          6

11        Adoption of the Puketapapa Local Board Plan 2014                                                 7

12        LTP 2015-2025 Feedback on mayoral proposal                                                       49

13        Approval of Capex Renewal Scheduled  spend for Aquatic and Recreation Facilities                                                                                                                                       51

14        Draft Community Grants Policy                                                                                 53

15        Central Facility Partnerships Committee                                                                125  

16        Consideration of Extraordinary Items 

 

 


1          Welcome

 

 

 

2          Apologies

 

At the close of the agenda no apologies had been received.

 

3          Declaration of Interest

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Leave of Absence

 

At the close of the agenda no requests for leave of absence had been received.

 

5          Acknowledgements

 

At the close of the agenda no requests for acknowledgements had been received.

 

6          Petitions

 

At the close of the agenda no requests to present petitions had been received.

 

7          Deputations

 

Standing Order 3.20 provides for deputations.  Those applying for deputations are required to give seven working days’ notice of subject matter and applications are approved by the Chairperson of the Board.  This means that details relating to deputations can be included in the published agenda.  Total speaking time per deputation is ten minutes or as resolved by the meeting.

 

At the close of the agenda no requests to speak had been received.

 

At the close of the agenda no requests for deputations had been received.

 

8          Public Forum

 

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

 

At the close of the agenda no requests for public forum had been received.

 

9          Extraordinary Business

 

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

 

(a)        The local authority by resolution so decides; and

 

(b)        The presiding member explains at the meeting, at a time when it is open to the public,-

 

(i)         The reason why the item is not on the agenda; and

 

(ii)        The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

 

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“Where an item is not on the agenda for a meeting,-

 

(a)        That item may be discussed at that meeting if-

 

(i)         That item is a minor matter relating to the general business of the local authority; and

 

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

 

(b)        no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

10        Notices of Motion

 

At the close of the agenda no requests for notices of motion had been received.

 


Puketāpapa Local Board

09 October 2014

 

 

Adoption of the Puketapapa Local Board Plan 2014

 

File No.: CP2014/22555

 

  

Purpose

1.       To adopt the Puketāpapa Local Board Plan 2014.

Executive summary

2.       Each local board is required to adopt a local board plan by 31 October 2014.

3.       The Puketāpapa Local Board draft Local Board Plan was developed following informal community engagement. This was followed by formal consultation using the special consultative procedure (SCP) from 7 July to 6 August 2014.  The Puketāpapa Local Board considered the submissions from the SCP at its deliberations meeting in September.

4.       The Puketāpapa Local Board Plan is attached to this agenda.

 

Recommendation/s

That the Puketāpapa Local Board :

a)      adopts the Puketāpapa Local Board Plan

b)      delegates to the Chair to approve any minor wording changes that may be necessary following adoption.

 

Comments

 

Background

5.       The Local Government (Auckland Council) Act 2009 requires each local board to develop a local board plan every three years.  The first local board plan was adopted in 2011.  This second local board plan must be adopted by 31 October 2014.

6.       Local board plans are strategic plans for the following three years and beyond. The plans reflect the priorities and preferences of the community.  They guide how the local board:

·     makes decisions on local activities and projects

·     provides input into regional strategies and policies

·     works with other agencies that play a key role in the area, including central government agencies and council-controlled organisations.

7.       The plans inform the development of the council’s 10-year Long-term Plan.  The plans also form the basis for development of the annual local board agreement for each of the following three financial years.

8.       The local board is required to use the SCP to consult on the draft local board plan.  The SCP was held from 7 July to 6 August 2014.  There were 96 submissions on the draft local board plan.

9.       Prior to the SCP, the Puketāpapa Local Board conducted informal and targeted consultation in February and March 2014 designed to inform the development of the SCP draft.  This process attracted much feedback and 113 submissions.

Consideration

10.     The local board plan has been developed by considering a range of strategic issues, as well as the Auckland Plan and other regional strategies and policies.  Advice from subject matters experts, community views and public submissions has also been important in developing the plan.

11.     The local board deliberated on the feedback from the SCP at its meeting on 25th September 2014.

12.     Changes to the draft Puketāpapa Local Board Plan were made following the deliberations and reflected in the draft attached to this report.

Local board views and implications

13.     The Puketāpapa Local Board has been intimately involved in the development of their plan and their guidance and views have driven the development of the plan attached to this report.

Māori impact statement

14.     The local board plan contributes to improving wellbeing in Māori communities, as well as the community in general.

15.     The Puketāpapa Local Board has given consideration to Maori outcomes throughout the development of the Puketāpapa Local Board Plan.  Consequently, the implementation of the Plan has the potential to contribute to positive outcomes for Maori.

16.     The outcomes, objectives and initiatives included in the plan will support the delivery of the Auckland Plan Transformational Shift 6 – “significantly lift Maori social and economic wellbeing”.  The local board plan describes some of the ways the Puketāpapa Local Board will work together with mana whenua and mataawaka in the area that will support kaitiakitanga and the guardianship of our environment and special places.

Implementation

17.     The long-term plan and the annual plans draw the local board plans together and prioritise the council projects into what is affordable and will best meet the strategic direction and needs of Auckland’s communities.  The projects and initiatives contained in each local board plan need to be included in the Long-term Plan 2015-2025 and annual plans if they are to be implemented.  This requires discussion and agreement with the governing body though the local board agreement process.

 

 

Attachments

No.

Title

Page

aView

Draft Puketapapa Local Board Plan 2014

9

      

Signatories

Authors

Shirley  Atatagi-Coutts - Senior Local Board Advisor

Authorisers

Victoria Villaraza - Relationship Manager

 


Puketāpapa Local Board

09 October 2014

 

 









































Puketāpapa Local Board

09 October 2014

 

 

LTP 2015-2025 Feedback on mayoral proposal

 

File No.: CP2014/23285

 

  

 

Purpose

1.       To seek feedback from local boards on the mayoral proposal for the LTP 2015-2025, as announced on 28 August 2014.

Executive summary

2.       On 28 August 2014, the Mayor announced a proposal for the LTP 2015-2025, outlining high level funding envelopes and key priorities. 

3.       Feedback is sought from local boards on the mayoral proposal, including departmental responses, to help inform draft budget and consultation decisions being made by the Budget Committee on 5 and 6 November 2014.

 

Recommendation/s

That the Puketāpapa Local Board:

a)      consider the mayoral proposal and whether to provide feedback on the implications of the proposal.

 

 

Comments

 

4.       In March 2014, the Mayor provided direction setting for the LTP 2015-2025.

5.       Between March and August, Auckland Council conducted a thorough assessment of its full work programme, prior to the Mayor announcing a proposal for the LTP 2015-2025 on 28 August 2014.  The mayoral proposal outlined high level funding envelopes and key priorities. 

6.       In response, the organisation considered the mayoral proposal at a more detailed project and local level, identifying what could be achieved within funding envelopes and options or trade-offs that may need to be considered.

7.       Local boards have been engaged throughout the LTP 2015-2025 process, including detailed briefings from departments between 23 September and 5 October to discuss responses to the mayoral proposal.

8.       Feedback is sought from local boards on the mayoral proposal, including departmental responses, to help inform draft budget and consultation decisions being made by the Budget Committee on 5 and 6 November 2014

9.       Local boards also have the opportunity to discuss feedback with the Governing Body on 17, 22 and 24 October 2014.

10.     Following Budget Committee decisions in early November, local boards will hold workshops to develop local consultation material and supporting information, for agreement in business meetings between 1 and 10 December 2014.

 

 

 

 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - Manager Financial Plan Policy and Budgeting

Victoria Villaraza - Relationship Manager

 


Puketāpapa Local Board

09 October 2014

 

 

Approval of Capex Renewal Scheduled  spend for Aquatic and Recreation Facilities

 

File No.: CP2014/21314

 

  

 

 

Purpose

1.       To seek approval for the Cameron Pool facility building renewal capital work schedule for the 2014/15 financial year.

Executive summary

2.       To continue the delivery of aquatic and recreational services and ensure the integrity of your assets, an ongoing capital works schedule is required.  This capital work schedule seeks to address future degradation of the building infrastructure, maintain or improve current service levels, capitalise on sustainability opportunities, and address health and safety concerns.  The work schedule includes deferred works which will not require sign off.

 

Recommendation/s

That the Puketāpapa Local Board:

a)      approves the 2015 aquatic and recreation facility building renewal capital work schedule.

b)      approves Auckland Council officers have delegated authority to manage the projects within the funding budget indicated in the list.

 

 

Comments

 

3.       The Auckland Councils Long Term Plan for this Board has a budget allocated  for aquatic and recreational facilities building renewals.  This budget is allocated across 1 facility – Cameron Pool.  The purpose of the proposed capital work schedule is to ensure the future integrity of the buildings and surrounding infrastructure, maintain and improve the current level of service and efficiencies, and address any immediate or potential safety compliance issues.

4.       The Aquatic and leisure facilities represent an asset group with significant risk.  The conditions within the facilities (i.e. chlorinated pool halls and areas of continual high impact use) if not maintained effectively will result in the asset deteriorating at a rapid rate, reduction in the level of service that is able to be offered.

5.       The specific projects below have been compiled on information and advice from the Auckland Council Properties Department, the respective facility managers and an energy report compiled to improve the operational efficiencies of the Cameron Pool

 

 

 

 

 

6.       A list of renewal project are detailed below

Consideration

Local board views and implications

7.       The capital work schedule will have been discussed with the Puketapapa Local Board in previous meetings

Māori impact statement

8.       There are no particular impacts on Maori which are different from general users of the aquatic and recreation facilitates

Implementation

9.       Once approval for the schedule of work is received, project initiation forms will be completed from which the properties department will source a contractor to complete the work. 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Jane  Franich - Contract Relationship Advisor

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

Victoria Villaraza - Relationship Manager

 


Puketāpapa Local Board

09 October 2014

 

 

Draft Community Grants Policy

 

File No.: CP2014/22289

 

  

Purpose

1.       To seek local board feedback on the draft Community Grants Policy (Attachment A) and provide an overview of public feedback on the policy for members’ consideration.  The report also briefly outlines the key components of the draft policy, proposes a transitional approach to establishing a multi-board grants programme, and discusses the budgetary implications of the policy.

Executive summary

2.       On 3 July 2014 the Regional Strategy and Policy Committee (the Committee) endorsed a new draft Community Grants Policy (CGP) for local board engagement and public consultation.

3.       The draft CGP has been developed to guide the allocation of local, multi-board and regional grants to groups and organisations delivering projects, activities and services that benefit Aucklanders.  It covers grants for community development, arts and culture, events, sport and recreation, environment and heritage.

4.       The draft CGP proposes a new community grants programme aligned to Auckland Council’s governance structure, with:

a)      a local component (21 local grants programmes and a ‘multi-board’ grants programme, governed by local boards and aligned with local board plans), and

b)      a regional component (six regional grants programmes aligned to strategic directions in the Auckland Plan, with governing body decision-making).

5.       Community grants are a critical tool to implement Auckland’s vision as set out in the Auckland Plan, local board plans and the council’s core regional strategies, policies and plans. The draft CGP provides a regional framework for grant-making by Auckland Council, while ensuring flexibility for local boards to shape their own grants programme to respond to the specific needs and priorities of their communities.  To reflect this, and give effect to local boards’ decision-making role in relation to local grants, staff propose that each local board be supported to develop an individual schedule to the CGP that sets out the specific outcomes, priorities and structure of their local grants programme.

6.       The draft CGP proposes that local boards be supported to form a range of new, outcome-driven multi-board clusters.  However to achieve a smooth transition from the interim funding arrangements to the new grants programme, staff propose that the existing joint funding committees and subcommittees form the basis of four multi-board clusters for the 2015-2016 financial year. Although this would mean that the current ‘membership’ of these clusters would continue for the first year, this is the only aspect that would remain the same.

7.       Once adopted, the CGP will replace an interim community funding programme that has operated since amalgamation, consisting of more than 50 local and legacy ‘city-wide’ grants schemes and a small number of regional grants schemes.  The community grants budgets inherited from the legacy councils are currently over-subscribed, especially at the regional level.  To fully implement the CGP and deliver on the transformational shifts, staff propose additional investment of $2 million p.a. be considered through the Long-term Plan process 2015-2025.  This will increase the amount of funding for regional grants to a more viable level, without reducing the existing funding envelope for local and multi-board grants.

Staff attended local board workshops to discuss the draft policy during July and August 2014, to support the provision of formal local board feedback on the CGP during September and October. Public feedback on the CGP was invited between 14 July and 11 August, and a summary of this input is provided as Attachments B and C.

 

 

Recommendation/s

That the Puketāpapa Local Board:

a)      endorse the Community Grants Policy as a regional framework for the Auckland Council community grants programme, noting that the local board will be supported to develop an individual schedule to the policy that sets out the specific outcomes, priorities and structure of their local grants programme.

b)      provide feedback on any policy provisions of specific interest or concern to the local board, for consideration during the review and finalisation of the Community Grants Policy.

c)      indicate whether they support the proposal to participate in an interim ‘multi-board cluster’ with Albert-Eden Local Board, Orakei Local Board, Maungakiekie-Tāmaki Local Board, and Waitemata Local Board to consider jointly supporting projects and activities of mutual benefit, noting that if this is agreed:

i)        staff will work with participating local boards to agree funding priorities and terms of reference for the cluster;

ii)       participating local boards will continue to hold their funds separately within the cluster, and can choose whether or not to allocate funds towards individual grant applications on a case-by-case basis;

iii)      additional multi-board clusters can still be explored, and will be supported wherever feasible;

iv)      the cluster is a transitional arrangement and would exist for the duration of the 2015-2016 financial year only, unless otherwise agreed by the participating local boards.

 

Comments

 

Background

8.       A discussion paper outlining the key elements, issues and options for a new Community Grants Policy (CGP) was work-shopped with local boards during March and April 2014. Workshops were also held to test draft approaches with the governing body and key stakeholders in May. A summary of the feedback received is provided as Attachment D.

9.       Feedback on the discussion paper informed the preparation of a draft CGP, which was reported to the Regional Strategy and Policy Committee (the Committee) on 3 July 2014. The Committee endorsed the draft CGP for local board engagement and public consultation.

10.     Staff attended local board workshops to discuss the draft policy during July and August 2014, to support the provision of formal local board feedback on the CGP during September and October.

Summary of draft Community Grants Policy approach

11.     The draft Community Grants Policy proposes a framework for a new Auckland Council community grants programme with two main components: a local grants programme (incorporating multi-board grants) and a regional grants programme.

 

Local grants programme

12.     Local grants are a key tool local boards can use to implement the vision set out in their local board plans, and provide a direct, tangible way of supporting local community aspirations and responding to local needs and opportunities.

13.     At the local level the CGP is not intended to be prescriptive, but rather to provide a framework and guidelines that will assist local boards to deliver best practice in grant-making. This approach responds directly to feedback received from local boards during consultation on the draft Community Funding Policy in May 2012.

14.     The draft CGP proposes that each local board is supported to operate their own local grants programme under the broader umbrella of the CGP, and can award grants to groups and organisations, projects, services, events and activities that benefit residents in their local board area. Boards will be supported to develop specific funding priorities for their grants programme, drawing on the priorities set out in their local board plans.

15.     Two grant schemes are proposed to operate through the local grants programme:

a)      Fast Response Local Grants (up to $1,000)

Applicants for Fast Response Local Grants will complete simplified application and accountability processes. Funding rounds are proposed to be held more regularly, and timeframes for decision-making and payment will be kept as short as possible to ensure responsiveness to the community.

b)      Local Grants (over $1,000)

Local Grants are for larger amounts and are proposed to be distributed only once or twice per year, to enable the local board to consider how best to allocate their limited grants budget to deliver the local outcomes they are seeking. Applicants for Local Grants will complete application and accountability processes proportionate to the size of the grant they are seeking. Grants can be ‘one-off’ awards, or a commitment to fund over multiple years (up to a full political term).

Local board grants programme schedule

16.     A regional briefing for local board chairs and portfolio holders was held on 30 June 2014 to provide an overview of the proposed policy and discuss next steps ahead of reporting to the Committee.

17.     At the briefing, questions were raised about the policy’s recognition of local boards’ decision-making allocation in this area. Although the policy does provide sufficient flexibility for local boards to exercise this decision-making, it was felt this authority needed to be made more explicit. Following further discussion, it was agreed that this could be achieved by working with local boards to shape the structure and intent of their individual local grants programmes. Once the local board has agreed and adopted their programme, this can become a schedule to the policy. This approach was endorsed by local board chairs at the Chairs Forum on 28 July.

18.     Each individual local board grants programme schedule could include:

a)      Outcomes sought through the local grants programme (driven by local board plans) Any specific local funding priorities

b)      The types of funding opportunities available through the local grants programme

c)      Any specific eligibility criteria or exclusions that are additional to the baseline provisions of the CGP

d)      Any other factors the local board consider to be significant to their decision-making.

19.     Staff will work with local boards between February and April 2015 to develop and adopt their local grants programme schedules, and an implementation plan will be prepared for each local board to sit alongside the schedule (outlining key operational aspects such as the number and timing of funding rounds).

20.     Local boards will be able to review and update their schedules over time as strategic priorities and budgets change.

Proposed multi-board grants programme

21.     The draft CGP proposes that local boards be supported to form a range of new, outcome-driven multi-board clusters. These clusters will invite applications from, and award grants to organisations, services, projects, events and activities that benefit residents across their combined areas. Local boards could participate in more than one cluster.

22.     Multi-board clusters may be:

a)      Groups of local boards with contiguous boundaries, for example southern local boards wanting to support events in the Southern Initiative area

b)      Local boards that share a common characteristic or interest, for example high populations of older people, or bordering the Hauraki Gulf

c)      Local boards that want to address a common issue, for example by supporting employment programmes targeting marginalised young people.

23.     Staff will engage with local boards to scope and establish appropriate clusters, which may be in response to a need or opportunity identified by their communities, or to deliver strategic outcomes they have mutually identified in their local board plans. Once local boards have instigated (or agreed to participate in) a multi-board cluster, council staff will work with the participating boards to understand the outcomes sought, and design a grants programme to deliver these.

24.     Applicants seeking support from a multi-board cluster will make one combined application to all participating local boards in the cluster, will receive a single decision notification and grant award, and will submit one accountability report when their funded activities have been completed.

Implementation of the multi-board grants programme

25.     To achieve a smooth transition from the interim funding arrangements to the new grants programme, staff propose that the existing joint funding committees and subcommittees form the basis of four multi-board clusters for the 2015-2016 financial year.

26.     Although this would mean that the current ‘membership’ of these clusters would continue for the first year, this is the only aspect that would remain the same. Participating local boards would agree new funding priorities and terms of reference with the other local boards in that cluster, have discretion over the amount of their local funding to set aside for considering multi-board applications, and support applications on a case-by-case basis.

27.     This phased approach would enable a multi-board grants programme to launch in 2015 alongside the new local grants programmes with minimum additional preparation, given that the joint funding committees and subcommittees have some existing structure in place that could be used as a guide (e.g. delegated local board representatives, approximate schedule of funding rounds, and an existing pool of applicants). Staff could work with these existing multi-board clusters to develop appropriate funding priorities for the transitional year. This approach would be a good test for the model and enable refinements to the process to be agreed with local boards, while minimising any initial impact on community organisations.

28.     The current geographical clusters of local boards (i.e. the joint funding committees aligned to the former city and district council areas in the Auckland region) are:

a)      Northern cluster: Devonport-Takapuna, Kaipatiki, Upper Harbour (Northern Metro Subcommittee) Hibiscus and Bays, Rodney (Former RDC Subcommittee)

b)      Southern cluster: Franklin, Howick, Mangere-Otahuhu, Manurewa, Otara-Papatoetoe, Papakura (note that suitable arrangements would need to be developed with the southern local boards, as they have not been operating as a cluster)

c)      Western cluster: Henderson-Massey, Waitakere Ranges, Whau

d)      Central cluster: Albert-Eden, Great Barrier (optional), Maungakiekie-Tāmaki, Orakei, Puketāpapa, Waiheke, Waitemata

29.     In addition, if boards wish to establish and resource other clusters, this could also be supported where feasible.

30.     If this approach is agreed, the transitional arrangements would be reviewed prior to the financial year commencing 1 July 2016. At this time, the clusters could either continue, or additional and/or alternative clusters could be established.

Regional grants programme

31.     It is proposed that the governing body of Auckland Council, through its various committees, will award grants to regionally significant organisations, services, events and activities that benefit residents across Auckland. At the regional level the CGP proposes six activity-focused grants programmes aligned to strategic directions outlined in the Auckland Plan.

32.     The proposed regional grants programmes are:

a)      Regional Arts and Culture Grants Programme

b)      Regional Community Development Grants Programme

c)      Regional Environment and Natural Heritage Grants Programme

d)      Regional Events Grants Programme

e)      Regional Historic Heritage Grants Programme

f)       Regional Sport and Recreation Grants Programme

33.     Each of the proposed regional grants programmes is conceived and will be promoted as a key mechanism to implement the relevant regional strategy, policy or plan (e.g. the Regional Arts and Culture grants programme will support the Arts and Culture Strategic Action Plan). These regional strategies enable – or will enable – the council to determine where it will target its resources in the medium to long term.

34.     The draft CGP proposes that most of the regional grants programmes provide for two distinct grant types: single-year project grants, for standalone initiatives, and multi-year strategic relationship grants. Project grants of varying size will be awarded through a contestable process at least once per year, while the strategic relationship grants will enable the council to enter multi-year funding relationships with a small number of organisations operating at the regional level. The majority of organisations receiving strategic relationship grants will have an existing relationship with Auckland Council and be able to demonstrate a clear track record of achievement at this level.

35.     To be considered eligible for regional grants, applicants must be able to show that their service, project or activity:

a)      Primarily addresses regionally determined priorities, and it would therefore be unreasonable to expect local boards to meet the cost, and is:

b)      Regional in terms of scale and/or significance, and/or is

c)      Regional in terms of impact and/or reach.

36.     The regional grants programmes are described in schedules to the Draft Community Grants Policy, as it is anticipated these schedules may be reviewed and updated over time as strategic priorities change.

Feedback from public consultation

37.     Public consultation on the CGP was undertaken from 14 July – 17 August 2014 and included:

a)      provision of accessible and easy-read versions of the policy summary document

b)      distribution of information packs and fliers at all Auckland Council service centres, community centres, local board offices and libraries

c)      provision of information via ‘Shape Auckland’ and a dedicated webpage on the Auckland Council website

d)      advertisement in ‘Our Auckland’

e)      advertisement through community and ethnic newspapers

f)       promotion via Council’s social media channels (e.g. Facebook)

g)      provision of a dedicated community assistance email account to allow people to make enquiries and submit feedback

h)      distribution of online survey to the following audiences:

·        those who provided feedback during previous consultations

·        all community grant applicants since amalgamation

·        community networks via Council’s advisory teams (CDAC, PSR, IE)

·        other stakeholder networks as appropriate

i)        provision of hard copy consultation material and submission forms by request

j)        five public workshops (Rodney, north, central, west and south)

k)      local board public workshops as requested (Orakei and Maungakiekie-Tamaki)

l)        two Mataawaka hui (west and south)

m)     presentations at southern and northern mana whenua hui and a regional environmental sector hui.

38.     At the regional local board briefing on 30 June, some members expressed interest in seeing feedback from their communities prior to providing their own feedback on the policy. To enable this staff agreed to extend formal reporting to local boards so that a summary of public input could be provided.  This is now attached for the local board’s consideration (Attachments B and C).

Financial implications of the CGP

39.     The CGP will be a critical tool to implement Auckland’s vision as set out in the Auckland Plan, local board plans and core regional strategies, policies and plans, and it is important that there is sufficient funding to effectively resource the new programme for this purpose.

40.     The legacy grants budgets inherited at amalgamation (or created subsequently) total c. $8.3 million p.a., or around $6 per head of population, with the majority supporting groups and activities that are either local or multi-board (via the legacy ‘city-wide’ funds). These funds are already oversubscribed – on average the value of requests is three times the available budget, and in some cases considerably more.

41.     Of the total community grants budget, c. $2.4 million is currently targeting regional groups and activities. Current baseline funding for each of the regional grants programmes is as follows:

a)      Regional Arts and Culture grants programme (c. $650,000)

b)      Regional Community Development grants programme (No regional budget: all current grant schemes for this activity are administered by local boards, with some regional groups receiving interim allocations via the Annual Plan)

c)      Regional Environment and Natural Heritage grants programme (up to $545,000)

d)      Regional Events grants programme ($400,000)

e)      Regional Historic Heritage grants programme (up to $345,000)

f)       Regional Sport and Recreation grants programme (c. $500,000)

42.     The existing grants programmes at this level are not able to meet current demand, and in some cases include funding tagged to specific recipients, or funding for regional outcomes that is being provided through local grants schemes. While contestability will be introduced for all funding schemes, there is little ‘headroom’ to support new applicants or address emerging priorities. For example, there is an expectation that a number of major events dropped from ATEED’s portfolio will now need to be funded through the Regional Events Fund from 2015/16, at an additional cost of $170,000 against the existing budget of $400,000.

43.     Many regional organisations have been waiting for implementation of the new CGP to access regional funding, and in some cases their need has become so urgent that the governing body has allocated emergency funding through the annual plan as an interim measure.

44.     Additional investment in the regional grants programme of $2 million p.a. is proposed as an option for governing body consideration through the LTP process 2015-2025. Staff consider a minimum of between $600,000 and $800,000 is required for each regional grants programme if the CGP is to support meaningful progress against the council’s stated priorities in these activity areas and deliver on the transformational shifts. The level of investment requested will support an average fund size of $750,000 (the exact distribution of budget between the six programmes would be proposed alongside the final policy).

Consideration

Local board views and implications

45.     The design of the new grants programme proposed in the CGP has been strongly influenced by local board feedback received during consultation on the first draft Community Funding Policy in May 2012, and during more recent engagement.

46.     A discussion paper on the new CGP was prepared in February 2014 and discussed in specially convened local board cluster workshops in March 2014, which were attended by representatives of all local boards. The paper outlined the basic elements of the proposed grants programme and sought feedback on specific policy issues. A summary of the feedback received during the cluster workshops and how this has been reflected in the draft CGP is provided as Attachment D.

47.     A regional briefing for local board chairs and portfolio holders was held on 30 June to provide a further overview of the proposed policy and to discuss next steps.  At the briefing, questions were raised about the policy’s recognition of local boards’ decision-making allocation in this area. Staff met with local board chairs on 28 July and agreed a process to address this concern (see ‘Local board grants programme schedule’ paras 16-20).

48.     Staff attended workshops with local boards during July and August 2014 to discuss the draft policy and support the provision of formal local board feedback requested via this report.

Māori impact statement

49.     Community grants have the potential to make a significant impact on Māori through supporting the outcomes in the Māori Plan. Under the proposed principles for the CGP, all grants programmes should respond to Auckland Council’s commitment to improving Māori wellbeing, as outlined in the Auckland Plan, local board plans and regional strategies, policies and plans, by providing grants to organisations delivering Māori outcomes locally and regionally.

50.     There is already some dedicated funding for Māori outcomes at the regional level, currently focused on papakainga and marae development across Auckland. Te Waka Angamua will be working with mana whenua and mataawaka to explore how best to target this and/or other funding allocated for Māori outcomes in future, e.g. determining eligibility criteria and the most appropriate forums for priority-setting and decision-making.

51.     During workshops in March/April 2014, staff discussed options with local boards for creating dedicated Māori funding schemes at the local level, or embedding Māori outcomes as a ‘standing priority’ across all proposed grants programmes at the local and regional level. Local boards expressed interest in dedicated Māori funding schemes at the local level if regional funding was made available to them for this purpose, but otherwise felt it was more appropriate for any targeted spending to be at each local board’s discretion, driven by local board plan priorities. The CGP’s intent to align grant-making to strategic priorities should ensure funding is allocated to groups and projects delivering Māori outcomes.

52.     The current interim funding programme includes one grants scheme dedicated to Māori outcomes (the Marae Development Fund in the former Manukau City area), and this particular scheme, along with all others operating through the interim programme, will cease to operate once a new CGP is adopted. Regional marae development funding may provide some capacity to meet this need going forward, and Te Waka Angamua will release details of the application and decision-making process for that funding for the next financial year.

53.     However local boards also have full discretion to provide grants for any purpose that benefits their local communities, and this is likely to include supporting marae especially where grants have been provided for this purpose in the past. The draft CGP provides flexibility for decision-makers to award grants to community groups that are not formally constituted charitable organisations, where appropriate, and staff understand this should increase access to funding for some Māori organisations, such as marae, who may not previously have been eligible.

Implementation

Budget alignment

54.     Existing funding arrangements and grants schemes were rolled over for the 2014/2015 financial year. If adopted, implementation of the CGP will begin from 1 July 2015 to align with the new LTP 2015-2025 and implementation of the Local Board Funding Policy (LBFP). This will enable the finalised budget structures to be implemented alongside the policy.

55.     Existing grants budgets categorised as ‘local’ will form part of the overall locally driven initiatives (LDI) budget allocated to local boards through the LBFP formula. Local boards will then set aside a budget to support their local grants programme from their LDI funding envelope through the Local Board Agreement process.

56.     Staff will propose an overall budget structure for the new grants programme when the final policy is tabled with the committee in November 2014, outlining the treatment of any inherited (and new) community grants budgets and funding arrangements that will support the CGP going forward. This should enable staff to take into account the outcome of LTP deliberations in the second half of 2014 and present budget structure options accordingly.

Operationalisation of the CGP

57.     The draft CGP has been developed with substantial input from the relevant operational departments to ensure that it is able to be delivered.

58.     The proposed implementation timeframe should provide operational teams with adequate time to design supporting systems and business processes, and to produce public-facing collateral that outlines the structure and requirements of the new grants programmes in detail. This will include:

a)      Working with all decision-makers to schedule an annual calendar of funding rounds for each level of the programme

b)      Working with local boards to assist them in developing their local board grants programme schedules

c)      Producing new promotional materials for the council website, marketing and promotion through media channels and to support public information sessions

d)      Designing new online application forms and guidelines for prospective applicants

e)      Ensuring support will be available for prospective applicants requiring assistance or capacity building to access the grants programmes, working with specialist colleagues where appropriate

f)       Developing business processes and templates to enable consistent assessment and reporting to elected members, and to support their decision-making

g)      Updating funding agreements, accountability forms and other legal documentation to ensure they are fit-for-purpose, and developing processes to deal with any grant recipients in breach of their agreements

h)      Ensuring payments processes and associated financial controls are robust, efficient and fit-for-purpose.

59.     If the CGP is adopted on schedule towards the end of 2014, grant applicants / recipients will also have more than six months to prepare for the changeover to the new policy and manage any implications. Staff will work with previously funded organisations to support them to access the new grants programmes during subsequent years, and provide advice to elected members if there is a need to consider transitional arrangements in individual cases.

 

Attachments

No.

Title

Page

aView

Draft Community Grants Policy

63

bView

Summary of feedback from public consultation

111

cView

Summary of public feedback from the Puketāpapa Local Board area

117

dView

Key feedback provided during political engagement

121

     

Signatories

Authors

Rebekah Lauren - Principal Policy Analyst

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Victoria Villaraza - Relationship Manager

 


Puketāpapa Local Board

09 October 2014

 

 

















































Puketāpapa Local Board

09 October 2014

 

 







Puketāpapa Local Board

09 October 2014

 

 




Puketāpapa Local Board

09 October 2014

 

 





Puketāpapa Local Board

09 October 2014

 

 

Central Facility Partnerships Committee

 

File No.: CP2014/23054

 

  

 

 

Purpose

1.       To seek the local board’s agreement:

 

·     to re-establish the Central Facility Partnerships Committee to oversee the legacy central facility partnerships funding scheme;

·     on the Terms of Reference 2014/2015 for the Central Facility Partnerships Committee;

·     on the Central Facility Partnerships Guidelines 2014/2015; and

·     to nominate a member and an alternate on the Central Facility Partnerships Committee.

 

Executive summary

 

2.       The Central Facility Partnerships Committee was a joint committee established by the seven central local boards. It had decision-making responsibility to allocate the legacy central facility partnerships funding in support of capital development projects that will assist Auckland Council to meet its identified strategic community outcomes.

 

3.       In accordance with Clause 30(7) of the Local Government Act 2002, the committee has been automatically dissolved following the 2013 Local Government elections. 

 

4.       The Central Facility Partnerships Committee needs to be operational for the 2014/2015 to administer legacy central facility partnerships funding scheme.  This report seeks agreement from the seven central local boards to re-establish the Central Facility Partnerships Committee, agree its terms of reference, endorse the Central Facility Partnerships 2014/2015 Guidelines, and agree the timing of decisions for 2014/2015 central facility partnership funding scheme. The Central Facility Partnerships Committee will consider applications to the 2014/2015 central facility partnerships fund at a workshop scheduled to be held on 3 November 2014 and business meeting on 8 December 2014.

 

5.       The re-establishment of the Central Facility Partnerships Committee is an interim approach until a region-wide community grants policy is finalised. Formal consultation with local boards on the draft policy is taking place at the current time. 

 

Recommendations

That the Puketāpapa Local Board:

a)      agree to re-establish the Central Facility Partnerships Committee for 2014/2015 with the Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, and Waitemata Local Boards, to collectively administer the legacy Facility Partnerships fund.

b)      endorse the Terms of Reference 2014/2015 and Guidelines 2014/2015 for the Central Facility Partnerships Committee, which will be adopted by the Committee at its first meeting:

i.        The Central Facility Partnerships Committee has a member from each of the following Local Boards: Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, and Waitemata.

ii.       The Central Facility Partnerships Committee has the authority to make funding decisions in 2014/2015 in relation to the central facility partnerships guidelines.

iii.      The Central Facility Partnerships Committee will appoint and may remove its own chairperson and deputy chairperson.

iv.      The Central Facility Partnerships Committee will meet as required. It is envisaged there will be two procedural meetings and no less than one funding decision meeting in each financial year.

v.       The Central Facility Partnerships Committee has the authority to amend the Terms of Reference on the basis of a formal resolution from each participating Local Board that endorses the proposed change.

c)      appoint Member XXX, and Board Member XXX as alternate, to the Central Facility Partnerships Committee with appropriate delegated authority to bind the board on decisions relating to the Central Facility Partnerships Fund made by the Committee.

d)      note that the next meetings of the Central Facility Partnerships Committee for 2014/2015 will be held on 3 November 2014 (workshop), 8 December 2014 (business meeting) and Stage Two: 9 March 2014 (workshop) and 13 April 2014 (business meeting).

 

e)      note that a region-wide community grants policy is being developed and will in time replace the current interim funding arrangements.

 

 

Comments

 

 

6.       The legacy central facility partnerships fund invites organisations to submit applications for capital development projects and feasibility studies that will assist Auckland Council to meet its identified strategic community outcomes.

 

7.       Where a proposal fits identified strategic priorities and other criteria, council may contribute to the capital cost of the project. The level of financial assistance is informed by the level of community benefit and public access to the facility once the project is completed.

 

8.       Organisations participating in central facility partnerships benefit from funding, as it enables them to leverage grants from other donors, and through technical assistance and support. Funding from council allows organisations (many of which are not-for-profit voluntary groups) to meet their objectives sooner and in some cases, develop a better facility than may otherwise have been possible.

 

9.       Central facility partnerships benefit the council by delivering quality, community accessible facilities, without council providing all the development funding.

 

10.     The wider Auckland community benefits from facility partnerships funding schemes by having access to a greater number of quality community facilities.

 

11.     Auckland Council inherited several different approaches for managing facility partnerships.  A new, integrated policy is being developed and is expected to be completed for the 2015/2016 year.

 

12.     In the absence of an integrated regional policy, and to enable facility partnership funding to be allocated, the Regional Development and Operations Committee (RDOC) resolved on 24 May 2012 and again on 14 March 2013 that an interim approach be implemented for 2013/14.

 

13.     On 6 March 2014, the Regional Strategy and Policy Committee endorsed the rollover of council’s current community funding programmes and grants arrangements for the 2014/2015 financial year (REG/2014/36).

 

14.     RDOC also resolved that the interim approach would be implemented by devolving the legacy Facility Partnerships funding to “local board sub-regional funding committees.”


15.     The following resolutions were made on 24 May 2012 by the Regional Development and Operations Committee:

 

“Resolution number RDO/2012/89

 

 b)     That the Regional Development and Operations Committee endorses in principle the following with regard to the Community assistance programme:

i.        repackaging of the draft Community occupancy policy as guidelines to assist local board decision-making;

ii.       devolving legacy facility partnership budgets for the 2012 / 2013 financial year to existing local board sub-regional (‘cluster’) funding committees for distribution under the appropriate legacy council policy;

iii.      continuation of the interim funding approach for the 2012 / 2013 financial year, noting that there will be no proposed changes to the decision-making or budget structures already in place for the 2011/2012 financial year.”

 

16.     On 14 March 2013, the Regional Development and Operations Committee resolved that the interim community funding arrangements in place be continued for 2013/2014.

 

“Resolution number RDO/2013/32

That the Regional Development and Operations Committee:

 

 a)     endorse the continuation of the interim community funding programme for the 2013/2014 financial year, in accordance with current budgets and decision making delegations, due to the complexity of the range of funding models currently operating across the region, with the expectation that a new funding policy be in place for the 2014/2015 financial year, or before.”

 

17.       On the 15 May 2013, the Central Facility Partnerships Committee resolved:

 

“Resolution number CFPC/2013/6.

 

 b)     That the Central Facility Partnerships Committee endorse a two stage application process for the 2013/2014 round.

 c)     That the final decision of the 2013/2014 funding round dates and committee meeting dates be delegated to the Chair and Deputy Chair of the Central Facility Partnerships Committee.

 d)     That variations, extensions and/or changes to Auckland City legacy facility partnership agreements made by the local boards prior 15 May 2013 be endorsed by the Central Facility Partnership Committee, and that this resolution be forwarded to all relevant local boards for their information.

 e)     That any further variations, extensions and/or changes to Auckland City legacy facility partnership agreements fall under the Central Facility Partnerships Committee.

 f)      That officers report back to the Central Facility Partnerships Committee at its next meeting on progress of all existing facility partnerships.”

 

18.     The seven central local boards consequently established a joint committee of local boards that deals specifically with central facility partnerships funding scheme.  Each of the seven central local boards appointed a representative to the Central Facility Partnerships Committee to ensure that the facility partnerships fund can be implemented in a timely manner.

 

19.     The Central Facility Partnerships Committee has a different focus to the Central Joint Funding Committee, with the latter having a focus on community and heritage funding. In contrast, facility partnership is a capital development fund that establishes partnerships between council and external organisations.

 

20.     In accordance with Clause 30(7) of the Local Government Act 2002, the committee has been automatically dissolved following the 2013 Local Government elections.

 

21.     It is recommended that the board agrees to re- establish the Central Facility Partnerships Committee to administer the central facility partnerships funding. This report also asks the seven central local boards to appoint a representative and an alternate to the Central Facility Partnership Committee, with the appropriate delegated authority to bind the local boards on decisions relating to the legacy central facility partnerships policy made by the Central Facility Partnership Committee, and to agree the attached terms of reference.

 

22.     The Committee will hold its next meeting on 8 December 2014 to consider procedural matters including but not limited to:

i)       electing a Chair and Deputy Chair

ii)       adopting the Central Facility Partnerships Committee Terms of Reference (attached)

iii)      agreeing the timing of decisions for 2014/2015 facility partnerships

iv)     endorsing the Facility Partnerships 2014/2015 Guidelines (attached)

23.     Applications for 2014/2015 facility partnerships have been sought from 1 July 2014 – 15 August 2014.  Officers have assessed the applications and the Committee will consider and make decisions on 8 December 2014 regarding Stage one projects to be progressed.

 

24.     After the Central Facility Partnerships Committee has decided which projects to support, the local board where the project is based will have active and ongoing engagement with the project. The local board’s role may include setting expectations for community access to the facility.

Consideration

Local board views and implications

 

25.       The legacy funding schemes are a key way for local boards to support their communities.

Māori impact statement

26.     The legacy community funding schemes are of general interest to communities and accessible to a wide range of groups, including Māori. No particular implications for the Māori community or Māori stakeholders have been identified as arising from this report.

General

27.     The recommendations contained in this report fall within the local board’s delegated authority.

Implementation

 

28.     Funding applications will be called during two rounds for the legacy central facility partnerships funding scheme, as follows:

 

   Central Facility Partnerships Fund 2014/2015

i)        Stage One - Expressions of Interest opened in 1 July 2014 and closed on 15 August 2014 with decisions on projects advancing to stage two on 8 December 2014.

ii)       Stage Two - Process will include only groups who have been progressed from Stage one process and will include all feasibility study applications. Stage two closes on 13 February 2015 for decisions in April 2015.

 

 

Attachments

No.

Title

Page

aView

Draft Terms of Reference 2014/2015

131

bView

Draft Central Facility Partnership Guidelines 2014/2015

133

     

 

 

 

 

Signatories

Authors

Judith Webster - Relationship Manager

Authorisers

Victoria Villaraza - Relationship Manager

 


Puketāpapa Local Board

09 October 2014

 

 


Puketāpapa Local Board

09 October 2014