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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Thursday, 21 July 2016

3.30pm

Council Chamber
Henderson Civic Centre
6 Henderson Valley Road
Henderson

 

Henderson-Massey Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Vanessa Neeson, JP

 

Deputy Chairperson

Shane Henderson

 

Members

Brenda Brady, JP

 

 

Peter Chan, JP

 

 

Warren Flaunty, QSM

 

 

Will Flavell

 

 

Tracy Kirkley

 

 

Luke Wilson

 

 

(Quorum 4 members)

 

 

 

Glenn Boyd

(Relationship Manager)

Local Board Services (West)

 

Busola Martins

Local Board Democracy Advisor

 

15 July 2016

 

Contact Telephone: (09)  440 7323

Email: busola.martins@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 

 


Henderson-Massey Local Board

21 July 2016

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Ward Councillor’s Update                                                                                            5

8          Deputations                                                                                                                    5

9          Public Forum                                                                                                                  5

10        Extraordinary Business                                                                                                5

11        Notices of Motion                                                                                                          6

12        Historic encroachment at Fred Taylor Park, Whenuapai.                                         7

13        Proposed local environment and local development work programme 2016/2017 21

14        Community Places 2016/17 Venue Hire Fees and Charges                                    33

15        Update:  Proposed refurbishment of Te Atatu South Community Centre           41

16        Change of Operation for the Glendene Community Hub                                       49

17        Manutewhau Walk Reserve Community Orchard Project                                      53  

18        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.

The following are registeresd interests of elected representatives of the Henderson-Massey Local Board:

 

BOARD MEMBER

ORGANISATION

POSITION

Vanessa Neeson, JP (Chairman)

Ranui Sector Trial

Chair

Shane Henderson (Deputy Chairman)

Waitemata Community Law Centre

Employee

Brenda Brady, JP

Safer West Community Trust
District Licensing Committee

Trustee
Member

 Peter Chan, JP

Cantonese Opera Society of NZ
Asian Leaders Forum
NZ-Hong Kong Business Ass.
NZ-China Business Ass.
Auckland Chinese Environment Protection Association (ACEPA)

Whau Coastal Walkway Trust

Member
Member
Member
Member
Advisor 

 

Trustee

Warren Flaunty, QSM

Westgate Pharmacy
NorSGA Properties
Westgate Pharmacy Ltd
The Trusts Community Foundation Ltd

Life North West Pharmacy

Rodney Local Board
Waitemata District Health Board
Waitakere Licensing Trust
Massey Birdwood Settlers Ass.
Taupaki Residents & Ratepayers Ass.

Contractor
Director
Director
Director
Director

Elected Member
Elected Member
Elected Member
Member
Member

Will Flavell

Rutherford College

Literacy Waitakere Board

Employee

Board Member

Tracy Kirkley

District Licensing Committee 

Churches Education Commission

Member

Contractor

Luke Wilson

NZ Police
D.A.R.E. - West

Waitakere Rotary – Board member

Silver Fern Motor Sports - Board

Employee
Member

Board member

Board member

 


4          Confirmation of Minutes

 

That the Henderson-Massey Local Board:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 7 July 2016, including the confidential section, as a true and correct record.

 

 

5          Leave of Absence

 

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

 

6          Acknowledgements

 

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

 

7          Ward Councillor’s Update

 

Ward Councillors are given the opportunity to update the local board on regional issues that impact the Henderson-Massey local board

 

8          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 Henderson-Massey Local 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 for deputations had been received.

 

9          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.

 

10        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.”

 

11        Notices of Motion

 

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

 


Henderson-Massey Local Board

21 July 2016

 

 

Historic encroachment at Fred Taylor Park, Whenuapai.

 

File No.: CP2016/14319

 

  

Purpose

1.       To seek a decision on the preferred option to resolve an historic encroachment at Fred Taylor Park, Whenuapai.

Executive summary

2.       Auckland Council officers have been seeking to resolve an historic encroachment at Fred Taylor Park since they were alerted to the issue in early 2014.

3.       An approximately1250 square meter (10m x125m) strip of Fred Taylor Park is currently occupied by All Seasons Properties Limited (ASP) who own the adjoining commercial property at 186 Fred Taylor Drive (refer to Attachments A and B).

4.       ASPs have expressed a desire to continue their use of the land for the operation of their related company Lendich Construction Limited. ASP’s preference is to purchase the strip however council officers have advised the land is not surplus to requirements and is important for the future functioning of the park and sports park and open space demand in the area.

5.       In light of this council officers together with the Lendichs/ASP, have recently explored a range of mutually beneficial options for resolving this encroachment, these include:

·        Council purchasing186 Fred Taylor Drive and leasing back to ASP.

·        Council purchasing enough land on the adjacent ASP site for a sports field and securing a first right of refusal to purchase 186 Fred Taylor Drive.

·        Land exchange for other ASP owned property.

·        Interim expansion of Fred Taylor Park onto adjacent ASP property

·        Council formalises temporary occupancy in return for councils first right of refusal to purchase the ASP land at 186 Fred Taylor Drive.

6.       After careful consideration ASP have confirmed none of the options above are acceptable. They have maintained the occupied parkland is essential to the operation of Lendich Construction Ltd. They have requested a five year commercial lease grant for continued occupation of the strip including land owner approval to undertake rock milling/gravel storage on the site.

7.       In the interests of resolving the encroachment and enabling ASP/Lendich Construction Ltd to undertake a planned relocation of its business and activities from parkland, council officers support granting a commercial lease for a maximum of five years after which time the parkland is reinstated and reverts back to council. (See attachment C for an analysis of this option).

 

 

Recommendation/s

That the Henderson-Massey Local Board:

a)      approve a commercial lease in favour of All Seasons Properties Limited for the continued occupation of approximately 1250 square metres of lot Part Lot 2 DP 35878 Fred Taylor Park for the continuation of Lendich Construction Limited existing business activities on the following terms:

i)        the term of the lease is for a maximum of 5 years  with no right of renewal

ii)       the annual rental to be charged at a market rate that reflects the commercial use of the land as determined by a registered commercial valuer.

iii)      the lease to provide only for existing commercial activities and use activities

iv)      the lease to be non-transferable and non-renewable

v)      relocation of the fence and reinstatement of the parkland to a quality consistent with balance of Fred Taylor Park within 30 Days of lease expiry at no cost to council

vi)      all reasonable costs associated with granting of a lease to be met by the leaseholder; and

vii)     All regulatory and statutory approvals obtained prior to commencement of the lease and activity.

b)      delegate to the manage Parks the authority to approve all other terms and conditions associated with the lease.

 

 

Comments

8.       In the mid 1980’s Wayne Johnson, then owner of the Waitemata Bus Company Limited, agreed to transfer to the Waitemata City Council approximately 2332 square metres of land located at 186 Fred Taylor Drive (Part Lot 2 DP 35878 marked “A” on SO 60680), as a recreation ground under the Public Works Act 1981 for the inclusion in Fred Taylor Park (refer to Attachment B).

9.       Fred Taylor Park is a sports ground that contains football fields and clubrooms and is the home of Waitakere United Football Club. It is understood that the intention of the acquisition at the time, was to further develop and compliment the sporting aspects of the park. In 1987 the 2332 square metres of land (the strip) was rezoned from Rural 1 to Recreation 2 (activity ground) under the district plan. Currently it is zoned Open Space under the Waitakere District Plan and Sport and Active Recreation under the Proposed Auckland Unitary Plan.

10.     Today the land is held by Auckland Council in fee simple under the Local Government Act 2002 (LGA) along with the balance of Fred Taylor Park.

11.     Since the time of purchase of 186 Fred Taylor Drive by ASP in 1999 Lendich Construction has been using approximately1250 square metres of parkland where it adjoins their boundary. This consists primarily of civil earthworks and contracting activities including heavy machinery manoeuvring, storage of equipment and stock piling of recycled concrete pieces and milled product/gravel.

12.     In early 2014 council officers were alerted to this unauthorised occupation of Fred Taylor Park and since then council have been looking to resolve the encroachment.

13.     Parks officers initially met with Mr Lendich in mid-2014 to discuss the issue and again in January 2015. Since this time various departments including Parks, Property, Legal Services, Archives and Democracy Services have discussed this matter and provided information in response to queries through various conversations, emails, letters and LGOIMA responses.

14.     ASP has advised that they were unaware of the discrepancy until the council identified the matter in 2014. It appears that the encroachment started prior to ASP purchasing their site in 1999.

15.     ASP has also stated that use of the parkland is essential to the operation of their business. Furthermore the rock milling aspect of their business requires resource consent, subsequently they have requested land owner approval from council for their rock milling activity where it is undertaken on the parkland. 

16.     ASP believes that the historical circumstances of the encroachment are an important consideration. This being that the council has not demonstrated any need or requirement for the land for some time, and that the function and operation of the park has not, and will not, be adversely affected by ASP remaining in occupation.

17.     Fred Taylor Park is ideally located to service a number of existing communities and will be required to service a growing residential population in the immediate vicinity in the near future. It is also anticipated more open space for sports fields and passive open space will be required in this location in the near future.

18.     In light of this staff have recently investigated the following options with ASP with the strategic view that the current Lendich Construction site at 186 Fred Taylor Drive could become part of Fred Taylor Park, through acquisition by the council:

a)      Council purchases 186 Fred Taylor Drive site now, with a lease back to ASP on favourable terms (e.g. less than market rental could be negotiated).

b)      Council purchases enough land on the adjacent ASP site (refer attachment C) to provide for a sports field (approx. 10,000m2) this financial year and secure a first right of refusal to purchase 186 Fred Taylor Drive.

c)      Potential exchange of the occupied area for other ASP owned property.

d)      Interim expansion of Fred Taylor Park onto adjacent ASP property in exchange for continued occupation of 186 Fred Taylor Drive.

e)      Council formalises temporary occupancy (lease and encumbrance) of the occupied parkland subject to council having first right of refusal to purchase the ASP land at 186 Fred Taylor Drive.

19.     ASP have considered and confirmed that options a) - e) above are not acceptable to them and have requested a five year commercial lease grant for continued occupation of the strip including land owner approval to undertake rock milling/gravel storage on the site.

20.     As a result the Henderson-Massey Local Board now have two options to consider to resolve the encroachment these are: (see attachment C for an explanation and analysis of each option):

·        Option 1 – Approve a five year commercial lease to ASP and the land reverts back to council at the end of the lease period.

·        Option 2 - Require the encroachment to be removed and the land remediated.

Consideration

Local board views and implications

21.     ASP made a deputation to the local board at their public forum meeting on 3 March 2016. Some board members have also been out on site and discussed the matter with the owners of ASP.

22.     A workshop was held with the Henderson Massey Local Board on 12 July 2016 to discuss option worked through with ASP and the Lendich family and the remaining options available to resolve the issue.

Māori impact statement

23.     The area of Fred Taylor Park currently occupied by Lendich Construction is not identified in the Proposed Auckland Unitary Plan as a site or place of value to mana whenua.

24.     Occupation of the parkland does not present any particular impacts on mana whenua that are any different to general users of the park. However, mana whenua consultation will be undertaken if the land is to be disposed of or as part of any proposed lease agreement approval process and related.

Implementation

25.     Implementation of options recommended in this report is dealt with in the ‘Options Analysis’ in attachment C.

 

Attachments

No.

Title

Page

aView

Location Plan

13

bView

SO Plan and encroachment  area

17

cView

Options Analysis

19

      

Signatories

Authors

Dafydd  Pettigrew - Parks and Open Space Specialist - Region Wide

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Mark Allen - Senior Local Board Advisor

 


Henderson-Massey Local Board

21 July 2016

 

 

Options Analysis

 

Option 1– Formalise temporary occupancy - Commercial lease (5 years)

Explanation

The Lendichs have confirmed a five year commercial lease is the only acceptable option remaining for them.

Advantages

·  Granting a temporary commercial lease enables council to obtain an income from the private use of the land.

·  Creates certainty for ASP over operating at this location for a fixed term.

·  Enables ASP a planned relocation of the business and its activities.

·  Facilitates a formal agreement for relocation of the fence to the legal boundary and the reinstatement of parkland at no cost to council.

·  Rental income generated will be linked to the asset and reinvested in Fred Taylor Park in the future.

Disadvantages

·  Any tenure, even short term, alienates the ability to until the tenancy expires.

·   There is no quick win for council, no ability to use this land for sports or general recreation for 5 years.

·    While no assessment of rental has been obtained, it is unlikely rental charges would be would generate a significant income.

 

 

Risks

·  Any temporary lease agreement does not deal permanently with the ASP stated business disruption. At the expiry of the lease the argument to remain occupying the land use may continue.

Mitigation

·    Ensure the purpose of the lease is clearly articulated in the lease document. (e.g. to provide a short term opportunity to enable Lendich a planned relocation of their operation from the site), and council’s intent for the land to be returned to public open space at no cost to council and within a maximum time frame for this to occur.

 

·    Including conditions in the lease specific to removal of the operation upon expiry or termination of the agreement – e.g. lease is non-renewable and not transferable, relocation of fence and reinstatement of parkland.

Implementation

·  If a lease is supported allowing continued occupation of Fred Taylor Park by ASP, staff will undertake public and iwi consultation in accordance with section 138 of the LGA.

·  Panuku Auckland Development will be engaged to formalise and manage the lease agreement.

·  At the expiry or termination of the lease the fence must be relocated and parkland reinstated at no cost to council.

 

 

 

Option 2 – Terminate occupation

In principle parkland should be provided primarily for community use and benefit and environmental protection, not for exclusive use by private or commercial users. Council has every right as landowner of parkland to insist ASP remove its operation and effects from Fred Taylor Parkland within a reasonable timeframe.

 

Advantages

·     Enables free and safe use of the land by the public and improves the general amenity value of this area.

 

·    Enables incorporation of the land into future development plans, including landscaping as has occurred along other boundaries

 

·    In the short term if the strip of land was incorporated into the park it would allow:

 

the adjoining field to be widened to a full size field and therefore increase use and capacity when required.

 

Future development of informal recreation and leisure use around the perimeter of sports fields e.g.  pathway provision for walking, cycling and exercise and fitness stations.

 

An increased buffer between sports fields and the current commercial operation at 186 Fred Taylor Park and/or any future residential development.

Disadvantages

 

·   If removal of the encroachment is enforced it may impact on councils ability to purchase the property in the future.

 

·    If ASP chooses not to comply with councils request further staff resource will be incurred to organise and recover expenses relating to removal of the encroachment e.g. boundary survey, relocation of fencing, parkland reinstatement and ultimately final resolution will be further delayed.

 

 

Risks

·    Removal of the encroachment conflicts with the ASP stated business disruption if council takes the land back.

·   ASP may choose not to comply with councils request leaving council to organise and recover expenses relating to removal.

·   By requiring removal council may hinder councils future ability to acquire 186 Fred Taylor Drive in the future.

 

Mitigation

· The only way to mitigate the risk of non –compliance that is to acknowledge that any council expenditure required to remedy this encroachment is unbudgeted.

 

Implementation

·    If removal is supported it is recommended that the Henderson – Massey Local Board resolve to require ASP to remove its operation and effects from Fred Taylor Park, relocate the fence to the common legal boundary and restore the land to the satisfaction and within a timeframe acceptable to the Manager Parks; if an agreement cannot be reached within 1 month of the resolution date of this meeting then required removal defaults to 6 months from the date of this resolution.

·    ASP will be formally advised of the board’s decision and relevant timeframes and requirements for removal of their business activity, relocation of the fence and reinstatement of the parkland. 

 

 

 

 


Henderson-Massey Local Board

21 July 2016

 

 

Site Plan and Encroachment area

 


Henderson-Massey Local Board

21 July 2016

 

 

Options Analysis

 

Option 1– Formalise temporary occupancy - Commercial lease (5 years)

Explanation

The Lendichs have confirmed a five year commercial lease is the only acceptable option remaining for them.

Advantages

·  Granting a temporary commercial lease enables council to obtain an income from the private use of the land.

·  Creates certainty for ASP over operating at this location for a fixed term.

·  Enables ASP a planned relocation of the business and its activities.

·  Facilitates a formal agreement for relocation of the fence to the legal boundary and the reinstatement of parkland at no cost to council.

·  Rental income generated will be linked to the asset and reinvested in Fred Taylor Park in the future.

Disadvantages

·  Any tenure, even short term, alienates the ability to until the tenancy expires.

·   There is no quick win for council, no ability to use this land for sports or general recreation for 5 years.

·    While no assessment of rental has been obtained, it is unlikely rental charges would be would generate a significant income.

 

 

Risks

·  Any temporary lease agreement does not deal permanently with the ASP stated business disruption. At the expiry of the lease the argument to remain occupying the land use may continue.

Mitigation

·    Ensure the purpose of the lease is clearly articulated in the lease document. (e.g. to provide a short term opportunity to enable Lendich a planned relocation of their operation from the site), and council’s intent for the land to be returned to public open space at no cost to council and within a maximum time frame for this to occur.

 

·    Including conditions in the lease specific to removal of the operation upon expiry or termination of the agreement – e.g. lease is non-renewable and not transferable, relocation of fence and reinstatement of parkland.

Implementation

·  If a lease is supported allowing continued occupation of Fred Taylor Park by ASP, staff will undertake public and iwi consultation in accordance with section 138 of the LGA.

·  Panuku Auckland Development will be engaged to formalise and manage the lease agreement.

·  At the expiry or termination of the lease the fence must be relocated and parkland reinstated at no cost to council.

 

 

 

Option 2 – Terminate occupation

In principle parkland should be provided primarily for community use and benefit and environmental protection, not for exclusive use by private or commercial users. Council has every right as landowner of parkland to insist ASP remove its operation and effects from Fred Taylor Parkland within a reasonable timeframe.

 

Advantages

·     Enables free and safe use of the land by the public and improves the general amenity value of this area.

 

·    Enables incorporation of the land into future development plans, including landscaping as has occurred along other boundaries

 

·    In the short term if the strip of land was incorporated into the park it would allow:

 

the adjoining field to be widened to a full size field and therefore increase use and capacity when required.

 

Future development of informal recreation and leisure use around the perimeter of sports fields e.g.  pathway provision for walking, cycling and exercise and fitness stations.

 

An increased buffer between sports fields and the current commercial operation at 186 Fred Taylor Park and/or any future residential development.

Disadvantages

 

·   If removal of the encroachment is enforced it may impact on councils ability to purchase the property in the future.

 

·    If ASP chooses not to comply with councils request further staff resource will be incurred to organise and recover expenses relating to removal of the encroachment e.g. boundary survey, relocation of fencing, parkland reinstatement and ultimately final resolution will be further delayed.

 

 

Risks

·    Removal of the encroachment conflicts with the ASP stated business disruption if council takes the land back.

·   ASP may choose not to comply with councils request leaving council to organise and recover expenses relating to removal.

·   By requiring removal council may hinder councils future ability to acquire 186 Fred Taylor Drive in the future.

 

Mitigation

· The only way to mitigate the risk of non –compliance that is to acknowledge that any council expenditure required to remedy this encroachment is unbudgeted.

 

Implementation

·    If removal is supported it is recommended that the Henderson – Massey Local Board resolve to require ASP to remove its operation and effects from Fred Taylor Park, relocate the fence to the common legal boundary and restore the land to the satisfaction and within a timeframe acceptable to the Manager Parks; if an agreement cannot be reached within 1 month of the resolution date of this meeting then required removal defaults to 6 months from the date of this resolution.

·    ASP will be formally advised of the board’s decision and relevant timeframes and requirements for removal of their business activity, relocation of the fence and reinstatement of the parkland. 

 

 

 

 


Henderson-Massey Local Board

21 July 2016

 

 

Proposed local environment and local development work programme 2016/2017

 

File No.: CP2016/11777

 

  

Purpose

1.       To approve the proposed 2016/2017 local environment ($115,000) and local development ($30,226,781) work programme.

Executive summary

2.       The Henderson-Massey Local Board has identified the Local Board Plan 2014-2017 outcome to achieve ‘we are an Eco-City’ and ‘growth that is extraordinarily liveable’.

3.       To give effect to these aspirations the local board has committed $115,000 in total to local environment projects in their locally driven initiatives (LDI) budget and $30,226,781 from their asset based services (ABS) budget to development and septic tank pumpout projects for 2016/2017.

4.       The funding for these budgets was approved by the board on 21 April 2016 (Resolution number HM/2016/1) and is summarised in table one and two below:

Table One: Henderson Massey LDI budget 2016/2017

LDI Opex

Budget

Eco-city Activation

$110,000

Environmental Action Plan

$5,000

Total budget

$115,000

 

Table Two: Henderson-Massey ABS capital and operational budget 2016/2017

ABS capital expenditure

Budget

Library build (Westgate NorSGA)

$10,275,000

Community Centre (Massey North)

$7,649,000

Open Spaces (Massey North)

$8,849,000

Stormwater PC15 (Totara Ponds)

$3,407,000

ABS Operational expenditure

Budget

Septic Tank Pumpout Programme

$46,781

Total budget

$30,226,781

 

5.       To deliver on these budgets a proposed local environment and local development work programme has been prepared and discussed at a workshop with the board on 24 May 2016 (attachment A), where the following projects were proposed:

Local Environment operational expenditure

·   Environmental Action Plan ($5,000)

·   Kaitiaki project – Pā Harakeke ($10,000)

·   EcoMatters Environment Centre and Sustainability Hub ($35,000)

·   EcoWest Festival ($9,000)

·   Industry Pollution Prevention ($10,000)

·   Love Your Place ($11,000)

·   Love Your Streams ($17,000)

·   Project HomeWise ($10,000)

·   War on Weeds (8,000)

 

Asset Based Services

·   Library build – Westgate NorSGA ($10,275,000)

·   Community Centre – Massey North ($7,649,000)

·   Open Spaces – Massey North ($8,849,000)

·   Stormwater PC15 – Totara Ponds ($3,407,000)

·   Septic Tank Pumpout Programme ($46,781)

 

6.       Seven of these projects ($100,000) will be provided by the community organisation EcoMatters Environment Trust. Key deliverables that the trust will fulfill, are provided in this report. This also covers off resolution HM/2016/2 from the board’s 21 April 2016:

c)      requires results based accountability contracts for all community organisations for the 2016-2017 and 2017-2018 financial years.

7.       This report recommends that the board approve this local environment and development work programme for 2016/2017.

 

Recommendations

That the Henderson-Massey Local Board:

a)      approve the allocation of $115,000 for environment projects to be delivered in 2016/2017 as detailed in this report and summarised in the table below

Project

Budget

Environmental Action Plan

$5,000

Kaitiaki project – Pā Harakeke

$10,000

Projects to be delivered by EcoMatters Environment Trust

 

EcoMatters Environment Centre and Sustainability Hub

$35,000

EcoWest Festival

$9,000

Industry Pollution Prevention

$10,000

Love Your Place

$11,000

Love Your Streams

$17,000

Project HomeWise

$10,000

War on Weeds

$8,000

Total budget

$115,000

 

b)      note that seven of these projects, totaling $100,000, will be provided by EcoMatters Environment Trust through the board’s partnership with this community organisation.

c)      approve the asset based funding of $30,226,781 for development and septic tank pumpout projects to be delivered by the Infrastructure and Environmental Services directorate in 2016/2017 as detailed in this report and summarised in the table below:

 

 

Project

Budget

Library build (Westgate NorSGA)

$10,275,000

Community Centre (Massey North)

$7,649,000

Open Spaces (Massey North)

$8,849,000

Stormwater PC15 (Totara Ponds)

$3,407,000

Septic Tank Pumpout Programme

$46,781

Total budget

$30,226,781

 

Comments

8.       To deliver the local board plan outcomes of ‘We are an Eco-City’ and ‘Growth that is extraordinarily liveable’ the board allocated $115,000 of its locally driven initiatives (LDI) budget to support the delivery of local environment projects and $30,226,781 is allocated from the board’s ABS budget to support the delivery of the development work programme.

9.       Staff met with the board at a workshop on 24 May 2016 to discuss the options for allocation of this local environmental and development budget and to develop a work programme for 2016/2017.

10.     Based on these discussions, it is proposed that 14 projects be delivered as part of the board’s local environment and local development work programme in 2016/2017. A brief description and key deliverables of each of these projects is provided below.

Environmental Action Plan ($5,000)

11.     To achieve the key initiative from the board’s plan ‘we will prepare an Environmental Action Plan for our area to help coordinate environmental activities across a diverse range of community, council and government groups,’ it is recommended that this project supports council and community dialogue to identify what council, community and stakeholders can do to take environmental action.

12.     This project will further develop and build upon the Environmental Action Plan initiative undertaken in 2015/2016. A draft of the Environmental Action Plan will be available by 30 March 2017 to inform environmental work programme planning for 2017/2018. The Environmental Action Plan will be finalised in conjunction with the board by 30 June 2017.

Kaitiaki project – Pā Harakeke ($10,000)

13.     To achieve the key initiative from the board’s plan ‘partner with mana whenua as kaitiaki to express kaitiakitanga aspirations through community environmental leadership and programmes.’, this project will work with the community to establish a Pā Harakeke (flax gardens) in Ranui and will also focus on maintaining the Pā Harakeke already established at Harbourview-Orangihina in 2015/2016.

14.     This project will provide community access to a natural resource and taonga with the benefit of providing environmental learning and programmes around the sustainable harvesting of flax. This project will also provide opportunities for local community groups and schools to access the flax gardens and to help maintain it or participate in learning programmes.

15.     The planting of Harakeke at Ranui will coincide with Mataraki in June 2017.


EcoMatters Environment Trust Funding ($100,000)

16.     A key initiative in the board’s plan is partnering with community organisations.’ To achieve this initiative, the board has a relationship with the community organisation EcoMatters Environment Trust to deliver a number of environmental projects in the board area. These projects are listed in table three, with a brief description and the key deliverables the trust will provide for these projects in 2016/2017.

Table three: Key deliverables for projects delivered by EcoMatters Environment Trust

Description of Project

Deliverables

EcoMatters Environment Centre and Sustainability Hub ($35,000)

Funding will support the operation of EcoMatters Environment Centre and associated education programmes.

 

·   Centre is open for at least  30 hours per week

·   Provide an e-waste drop off service and recycling for plastics and other items

·   Up to date and valid environmental advice, information and support is available via phone, email, website and visits

·   Evaluations of activities delivers 80% satisfaction with service

·   A minimum of two seminars held in the Henderson-Massey Local Board area during 2016/2017

·   Provide an outline of upcoming seminars and educational opportunities every quarter

·   The Henderson-Massey Local Board’s support will be acknowledged at public events, in press releases, on signage and flyers, in accordance with Council’s Media Policy and Brand & Style Guidelines

EcoWest Festival ($9,000)

Funding to support the running of EcoWest festival which will run from March-April 2017.

·   Deliver EcoWest Festival by May 2017 with a minimum of 10 events in the Henderson-Massey local board area

·   Events to raise the profile of sustainable living within the community by showcasing existing environmental action and sustainable living initiatives and enabling the community to participate in these actions and initiatives 

·   EcoWest Festivals demonstrate sustainability by providing information about sustainable transport options for every event, and minimising waste by using compostable or reusable food receptacles

·   Local Board support will be acknowledged at public events, in press releases, on signage and flyers, in accordance with council’s brand and style guidelines

Industry Pollution Prevention ($10,000)

To identify businesses in the local board area that could have the greatest impact on stream health due to potential industrial discharges, contaminated storm water, or litter, and to provide pollution prevention advice to these businesses.

 

·   100 businesses to be engaged

·   20 businesses to be engaged one to one

The following information to be provided upon completion of the project:

·   Number of industrial pollution awareness surveys completed

·   Number of businesses given pollution prevention advice

·   Number of businesses engaging in local environmental events 

·   Number of spill kits distributed

·   Number of drain markers installed

Love Your Place ($11,000)

Provide rapid response assistance up to a value of $500 to support volunteer-driven practical environmental initiatives, this includes not-for-profit preschools.

The following information to be provided upon completion of the project:

·   Number of requests for assistance received, and number supported

·   Value of assistance requested and assistance provided

·   Number and description of requests received that could not be responded to and rationale for non-response

·   This project will enable community streamside weeding bees and planting at priority sites in the local board area, including continuing to support weeding and planting initiatives along the Manutewhau Stream and in Sunnyvale.

Love Your Streams ($17,000)

To engage and support individuals, businesses, schools and community groups to adopt a proactive approach to pollution prevention of Henderson-Massey Waterways.

 

·   A minimum of four school and/or community streamside planting events will take place.

The following information to be provided upon completion of the project:

·   Number of community stream clean ups and quantity of waste removed

·   Number of pollution prevention events and presentations

·   Number of community stream weeding bees

·   Number of plants planted

Project HomeWise ($10,000)

Workshops targeted at ethnic and faith based communities, and vulnerable households to be provided on topics such as:

·    Waste minimisation

·    Water saving

·    Energy efficiency

·    Sustainable living

·    A minimum of six workshops will be delivered

·    Evaluations of workshops  indicates 80% satisfaction with service

The following information to be provided upon completion of the project:

·    Amount of money saved by workshop participants as a result of behavioural changes

·   Three most popular actions taken by workshop participants as a result of advice

·   Number of households provided with products to enhance sustainable living

·   Number of people engaged

·   Number of groups engaged

War on Weeds (8,000)

A campaign to be run during the month of March 2017, where jumbo bins are provided at key sites in the local board area for communities to dispose of weeds.

 

·    Weed bins continuously available at four locations in Henderson-Massey throughout March 2017

·    Approximately 15 bin turnovers

The following information to be provided upon completion of the project:

·   Weight of weeds collected

ABS capital expenditure

17.     To achieve the key outcome ‘growth that is extraordinarily livable’ from the board’s plan, the local board is committed to ‘Westgate becoming a thriving metropolitan centre.’ Asset based funding of $30,226,78 has been provided to deliver on these aspirations.

18.     The local board is committed to making Westgate a metropolitan centre where people love to live. To plan for the surge in population expected in the North West, several projects are being implemented to provide Westgate with high quality infrastructure.

Library build – Westgate ($10,275,000) and Community Centre - Massey North ($7,649,000)

 

19.     The board has the key initiative in its plan to ‘build Westgate library and community centre’ and the construction of this multipurpose facility will provide Westgate with core community and recreation facilities.

20.     The key deliverables for this project in 2016/2017 will see the tender to undertake this construction project being awarded in August 2016, with construction of the multipurpose facility to be completed early in 2018.

21.     Final programme and forecast expenditure will be determined once the contract is awarded. Given the contract award date of August 2016, it is unlikely that all of the library and community centre funding will be expended during the 2016/2017 financial year, with the balance being spent in the 2017/2018 financial year.

Open Spaces - Massey North ($8,849,000)

22.     To achieve the outcome ‘Westgate becomes a thriving metropolitan centre’ the local board is committed to developing open spaces where they are needed in Massey North - Westgate.

23.     Open Spaces (Massey North) is a town centre development project, with a number of developments taking place. In 2016/2017, these include the Sakaria Stream edge works, the Westgate Town Park and the development of a skateboard park.

24.     Deliverables for the Sakaria Stream edge works in 2016/2017, will include the construction of the following:

·        footpath landscaping

·        plantings

·        lighting adjacent to the Sakaria Stream

25.     The Westgate Town Park is currently in design phase, due to be completed by 30 June 2017.  Key deliverables for 2016/2017 will be to complete detailed design and proceed to construction tender with a contract to be awarded in October 2016 to coincide with the next earthworks season.

26.     The decision on the final location of the skateboard park will be influenced by the Transport for Future Urban Growth work being advanced by Auckland Transport and NZTA. The outcome of this will be known August or September 2016. Once a location is confirmed, then the project can advance to detailed design and consenting.

Stormwater PC15 – Totara Ponds ($3,407,000)

27.     This project requires the acquisition of land and construction of stormwater ponds to allow for the development of Plan Change 15. The development of stormwater ponds will mitigate the effects of development through the creation of significant impervious surfaces combined with stream rehabilitation.

28.     Current deliverables for 2016/2017 will see:

·        The construction of pond four (expected to begin in May 2016). 

·        Pond one land acquisition negotiations are currently underway and should be complete during 2016/2017 financial year. Programme for design and construction will be confirmed once land is acquired.

ABS operational expenditure

Septic Tank Pumpout Programme ($46,781)

29.     This programme manages the triennial pumpout of septic tanks within the former Waitākere City Council area.

30.     The pumpout programme is based around improvements to the environment and public health and safety due to a reduction in the amount of emergency overflows through pumpouts. The community and environmental benefit is fewer failing septic tank systems and reduced contamination of streams and beaches in the board’s area.

31.     Within the local board area, there are an estimated 262 households that pay a targeted rate for maintenance of rural sewage systems. These households are visited regularly (every three years) to have their tanks pumped out and cleaned.

Consideration

Local board views and implications

32.     The projects noted above align with the local board plan outcomes ‘we are an Eco-City’ and ‘growth that is extraordinarily liveable’.

33.     The draft environment work programme was discussed with the board at a workshop on 18 May 2016 and feedback has been incorporated into this report.

Māori impact statement

34.     This report provides information for environment and development projects and it is recognised that environmental management, water quality and land management has integral links with the mauri of the environments and concepts of kaitiakitanga.

35.     Some of the identified activities are of interest to Māori and, where appropriate, provisions for mana whenua participation, contribution, and consultation will be incorporated. Table one below highlights how each project in the board’s work programme is expected to contribute to Māori outcomes or which requires consultation and engagement.

Table four: local environment and development projects and Māori Outcome Assessment

Project

Māori Outcome Assessment

Environmental Action Plan

There has been some communication with Māori organisations in 2015/2016 as part of the data collection phase and primarily for the collection of factual information about environmental action. This includes the following organisations:

·   Te Atatu Marae Coalition

·   Te Ukaipo

·   Piringatahi Marae

·   Ranui Maori Women’s Welfare League.

Engagement with Māori stakeholders, including Te Kawerau a Maki, will occur as part of the 2016/2017 component of the project that includes a council and community dialogue.  

Kaitiaki project – Pā Harakeke

Regular communication with Te Kawerau a Maki as Mana Whenua occurs to discuss proposed sites for Pā Harakeke. Engagement has already occurred with Ranui Māori Women’s Welfare League and they have expressed support for this initiative. Te Ukaipo has recently expressed their interest in establishing Pā Harakeke. Aspirations expressed include building local capacity in the traditional knowledge, practices and uses relating to harakeke. 

EcoMatters Environment Trust funding

The funding provided to Ecomatters by the local board has an impact on Māori wellbeing and building capacity for Māori. Ecomatters regularly hold traditional Māori weaving workshops as part of their seminar and workshop education programme.

There is potential for the HomeWise initiative to contribute to Māori well-being through educating Māori groups about energy, water and waste, which may result in financial savings and home livability improvements.

Ecomatters provides support to build the capacity of other organisations involved in developing and delivering environmental initiatives. This includes Māori organisations such as Te Atatu Marae Coalition to develop the waste management components of a Matariki event.

With the Love Your Place assistance, EcoMatters provide support for community environmental action, which has the potential to contribute to the development of Māori capacity through supporting applications for this assistance from Māori organisations.

Ecomatters also acts as an umbrella organisation to enable developing organisations without established financial systems and processes to apply for grants. This has included acting as an umbrella organisation for He Tohu Aroha Co-op for a $50,000 grant towards a resource recovery centre trial in west Auckland.

Development projects in Westgate

 

Mana whenua participation, contribution, and consultation has occurred extensively throughout the development projects at Westgate and Massey North and will be on-going with these projects.

Septic Tank Pumpout Programme

No direct engagement or consultation with Māori is required for the delivery of this programme.

Implementation

36.     There are no anticipated implementation issues arising from the proposed local environment and local development work programme. Regular reporting on project delivery will be through the quarterly report from I&ES, or as required.

 

Attachments

No.

Title

Page

aView

Henderson-Massey local environment and local development work programme 2016/2017

31

     

Signatories

Authors

Matthew Foster - Relationship Advisor

Authorisers

Barry Potter - Director Infrastructure and Environmental Services

Mark Allen - Senior Local Board Advisor

 


Henderson-Massey Local Board

21 July 2016

 

 


Henderson-Massey Local Board

21 July 2016

 

 


Henderson-Massey Local Board

21 July 2016

 

 

Community Places 2016/17 Venue Hire Fees and Charges

 

File No.: CP2016/12413

 

  

 

Purpose

1.       To seek approval of venue hire fees to be applied in the 2016/2017 year.

Executive summary

2.       Within Auckland Council, local boards are responsible for setting local fees and charges, including those that relate to asset based services such as for community centres and venues for hire. Fees are typically reviewed and agreed on an annual basis as part of finalising the local board annual agreement.

3.       Fees are informed by the performance of three factors which customers told us they value. The condition of the facility, the level of amenity provided and the presence of staff on site. The Hire Fee Framework also includes financial incentives aimed at enabling community outcomes, making more use of off-peak capacity and encouraging regular use of the facilities.

4.       Staff discussed the fees to be applied in the 2016/2017 at a workshop with Henderson-Massey Local Board on 1 March 2016 and on the 10 May 2016. Recommended fees are included in attachment A.

5.       Due to the cost of making minor changes to hire fees (less than 2%) and likely impact to existing customers, staff recommend no overarching change to fees for 2016/2017. A standard inflationary adjustment has been applied to revenue budgets across council, however this is achievable within the existing fees as shown in the schedule. It is recommended that a three year cycle to review fees for these community facilities be established, aligning with the Long Term Plan process.

6.       There are a small number of facility users in Henderson-Massey who continue to benefit from more favourable fees which have their basis in legacy council practices. Staff recommend that these groups be charged the full fee from 1 July for reasons of fairness.

7.       Confirmed fees for the 2016/17 year will be communicated to all regular hirers and published online.  They will be effective from 1 July 2016.

 

Recommendation/s

That the Henderson-Massey Local Board:

a)      agree to adopt the 2016/2017 community centre and venue for hire fees, as per attachment A.  To be applied to all new and existing hirers.

b)      request council staff to provide regular updates on the impact of the hire fees and the performance of council-managed community facilities as part of quarterly reporting arrangements.

 

Comments

8.       Local boards are responsible for setting local fees and charges, including those that relate to asset based services such for community centres and venues for hire. Fees are typically reviewed and agreed on an annual basis as part of finalising the local board annual agreement.

9.       In 2014, council adopted the Hire Fee Framework, an operational policy which guides the setting of fees across the network of council operated community centres and venues for hire. Community group operated centres and venues generally determine and administer their own fee schedules and therefore they are not considered in this report.

10.     Fees are informed by the performance of three factors which customers told us they value highly the condition of the facility, the level of amenity provided and the presence of staff on site. The framework also includes financial incentives aimed at enabling community outcomes, making more use of off-peak capacity and encouraging regular use of the facilities.

11.     Staff discussed current patterns of use and fees to be applied in the 2016/2017 financial year at a workshop with Henderson-Massey Local Board on 1 March 2016. Recommended fees for Kelston Community Centre, Te Atatu South Community Centre and Te Atatu Peninsula Community Centre are included in attachment A.

12.     Due to the cost of making minor changes to hire fees (less than 2%) and likely impact to existing customers, staff recommend no change to fees for 2016/2017.  A standard inflationary adjustment has been applied to revenue budgets across council, however this is achievable within the existing fees as shown in the schedule. It is recommended that a three year cycle to review fees for these community facilities be established, aligning with the Long Term planning process.

13.     There are a small number of facility users in Henderson-Massey who continue to benefit from more favourable fees which have their basis in legacy council practices.  Staff recommend that these groups be charged the full fee from 1 July for reasons of fairness, noting that these groups have now been afforded 24 months to transition to the new rate.   Perpetuating these special arrangements sustains a benefit that is not available to other members of the community as well as requiring extra administrative effort and cost to recognise and process these exceptions. 

Consideration

Local board views and implications

14.     Staff discussed the fees to be applied in the 2016/17 at a workshop with Henderson-Massey Local Board on 1 March 2016 and on the 10 May 2016.  The board has indicated an intention to continue a transitional arrangement for certain groups and to underwrite the cost of this by using the Locally Driven Initiative fund.

 

15.     Attachment B shows those regular hirers who will not pay the full fee if a 20% transitional increase is applied.  If the local board chooses to continue these more favourable arrangements it should consider the wording provided below in its resolution and make Locally Driven Initiative funding available to support the additional subsidy of $505 per annum.

 

a)      Agrees to adopt the 2016/2017 community centre and venue for hire fees, as per attachment A.

b)      Approves a transitional arrangement of a 20% increase on their specific 2014/2015 fee for all legacy hirers, as listed in attachment B.

c)      Agrees to underwrite the value of the forgone revenue associated with the transitional fees by making Locally Driven Initiative funding available to an estimated total annual value of $505.

d)      Requests council staff to provide regular updates on the impact of the hire fees and the performance of council-managed community facilities as part of quarterly reporting arrangements.

16.     The recommendations within this report fall within the Henderson-Massey Local Board’s authority relating to local recreation, sport and community facilities.

Māori impact statement

17.     The Hire Fee Framework is not specifically targeted for Maori populations.  However, it aims to be clear and transparent to all users and enable all Aucklanders to participate within facilities, including Maori.

Implementation

18.     The recommendations in this report do not trigger the Auckland Council Significance Policy.

19.     Confirmed fees for the 2016/17 year will be communicated to all regular hirers and published online. They will be effective for 1 July 2016.

 

Attachments

No.

Title

Page

aView

Recommended Fee Schedule for 2016/2017

37

bView

List of hirers on transitional rates

39

     

Signatories

Authors

Robyn McMichael - Senior Venue Hire Coordinator

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Mark Allen - Senior Local Board Advisor

 


Henderson-Massey Local Board

21 July 2016

 

 


Henderson-Massey Local Board

21 July 2016

 

 



Proposed refurbishment of Te Atatu South Community Centre

 

File No.: CP2016/15270

 

  

 

Purpose

1.       To approve the concept design and operational expenditure to undertake a detailed design and quantity surveyors estimate for the proposed refurbishment of the Te Atatu South Community Centre (the community centre).

2.       To approve additions to the FY17 renewals work programme.

Executive Summary

3.       The main hall of the community centre recently had a kitchen upgrade and work was completed to improve storage and access to the activity room, this was funded through the 2014/2015 renewal programme. 

4.       Whilst the renewal work has improved these areas, other parts of the building have been identified as not being fit for purpose. The proposed refurbishment is planned to address these issues so that the building can respond to the changing needs of the community.

5.       In September 2015 the Henderson Massey Local Board resolved the following:

a)      Approves funding of $5,000 from the Community Assistance Fund to engage an architect to undertake a concept design with the input and in consultation with current user groups and provide a quantity surveyors estimate for the proposed refurbishment of the Te Atatu South Community Centre.

HM/2015/125

6.       On 9 February 2016 at a workshop with the local board the concept design was discussed and the local board expressed their support for the proposed refurbishment. (Attachment A)

7.       The next stage is to engage an architect to commence detailed design, engineering design, & updating of the quantity surveyors estimate to ensure that there is sufficient budget to undertake the work. This is estimated to cost $30,000. Once this work has been completed it is estimated that the full refurbishment will cost approximately $300,000. At this stage the local board will be presented with a report to allocate the full cost from a combination FY17 regional renewals and LDI CAPEX.

8.       The refurbishment was to include a switchboard upgrade and heat pumps in the main hall and supper room.  As the full refurbishment will not commence until early 2017 it is recommended that the switchboard upgrade and the heating be considered as a separate renewal project and be prioritised immediately, as only two of the ten heaters in the building are working.  The cost for the switchboard and heat pump installation, project management and contingency will be $40,402.

 

Recommendation/s

That the Henderson-Massey Local Board:

a)      approve the concept design of the refurbishment of the Te Atatu South Community Centre.

b)      approve the allocation of $30,000 from the Henderson Massey Local Board Locally Driven Initiatives CAPEX fund for the detailed design and updated quantity surveyors estimate of the Te Atatu South Community Centre refurbishment.

c)      approve the immediate installation of a switchboard and heat pumps which is estimated to cost $40,402 and will be funded from the 2016/2017 Henderson Massey Local Board Renewals budget.

 

Comments

9.       In mid-2015 a renewal was undertaken of the kitchen in the main hall area.   In the activity room, storage was provided and changes to the location of the kitchenette were made to allow for improved internal access to the toilets from the activity room.

10.     Whilst this has made some improvements to the building, it has been identified through a needs assessment, completed December 2014 that it still has shortcomings and is not fit for purpose. The following work will need to be undertaken to bring the building up to an appropriate standard:

·        new toilets will be built as there are insufficient toilets to meet the current building code

·        new chair and table storage areas in the main hall and the supper room will be provided as currently chairs and tables are stored in the entranceway sometimes blocking access to the disability toilets

·        a new compliant disability access ramp will be built in the entranceway

·        tidy up of ceiling and flooring in the entranceway

·        enlargement of the stage by removing the partition wall that separates the stage from the backstage changing area

·        disability access will be provided to the stage

·        the supper room carpet will also be replaced with carpet tiles

·        the hall floor will be sanded and coated with polyurethane

·        the lighting will be replaced with LED’s

·        the building will be painted internally and externally

·        inside/outside flow from the activity room to the courtyard will be provided

·        the window that will be removed to allow for inside/outside flow will be reused to bring more natural lighting into the activity room.  It will also provide a view of the Waitakere Ranges beyond

·        the activity room carpet will be removed and replaced with carpet tiles as it is stained and repeated cleaning has not removed the stains.

11.     The funding for the initial concept design, for the community centre, was approved following the resolution passed in September 2015. This work was completed and presented back to the local board on 9 February 2016. At this stage the local board expressed their support for the refurbishment (found in Attachment A). Approval of the concept design is now being sought.

12.     Funding for the detailed design and updated quantity surveyor’s report is now being sought from the LDI CAPEX fund. Once this work has been completed staff will report back to local board with the division of allocation of funding between renewals and LDI CAPEX.

13.     Two items that were to be undertaken as part of the refurbishment, the replacement of the existing switchboard and the installation of heat pumps are recommended to occur as soon as possible as the main hall and supper room heating has almost failed completely.  The current switchboard will not be capable of handling the extra load of new heat pumps, hence why it also needs to be replaced.

Consideration

Local Board views and implications

14.     The refurbishment has been instigated by the Henderson Massey Local Board when they were made aware of the shortcomings of the current layout and design of the facility. 

15.     A workshop with the local board was held on the 9 February 2016 where the concept design was discussed.  The local board indicated their support for the proposed concept design and improvements but agreed to defer the work until the 2016/2017 financial year with funding from the boards renewal funds and Locally Driven Initiatives Fund.

Māori impact statement

16.     Census data information indicates that 10.9 of the population in the catchment identify themselves as Maori; this is close to the Auckland average of 10.7 per cent. 

17.     Community houses are facilities open to all community and with 10.9 percent of the residents identifying themselves as Maori there is an opportunity to deliver programmes and services targeted specifically for Maori in the refurbished community centre.

Implementation

18.     Should the Henderson Massey Local Board approve the concept design and budget to allow the refurbishment of the Te Atatu South Community Centre to proceed, the following implementation steps need to occur:

Action

Timeline

Installation of heat pumps and upgraded switchboard

Late August 2016

Detailed design of Te Atatu South Community Centre refurbishment

September 2016

Updated quantity surveyors estimate

September 2016

Presentation of next report

October 2016

 

 

Attachments

No.

Title

Page

aView

Early concept plans for Te Atatu South Community Centre

45

     

Signatories

Authors

Jan Brown - Principal Policy Analyst

Authorisers

Rod Sheridan - General Manager Community Facilities

Mark Allen - Senior Local Board Advisor

 



Henderson-Massey Local Board

21 July 2016

 

 

Page_000001


Henderson-Massey Local Board

21 July 2016

 

 

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Henderson-Massey Local Board

21 July 2016

 

 

Page_000003


Henderson-Massey Local Board

21 July 2016

 

 

Page_000004


Henderson-Massey Local Board

21 July 2016

 

 

Change of Operation for the Glendene Community Hub

 

File No.: CP2016/12983

 

  

 

Purpose

1.       To approve the transition of the governance and management of the Glendene Community Hub to the Glendene Community Society.

Executive summary

2.       In June 2015, council took on the interim management of the Glendene Community Hub, due to governance issues with the former operator, the Glendene Community Society.

3.       The Glendene Community Society is now in a position to operate and manage the Glendene Community Hub. It has new membership on the board, has undertaken governance training and stabilised the committee structure.

4.       Staff recommend a change to the current interim operational model, to allow for the Glendene Community Society to operate and manage the hub. The initial period of operation proposed is 1 September 2016 until 30 June 2017 through a funding agreement. Following a review of the first nine months, staff will advise the local board about extending the agreement.

 

Recommendation/s

That the Henderson-Massey Local Board:

a)      approve the transition of the governance and management of the Glendene Community Hub to the Glendene Community Society. 

b)      approve a funding agreement with Glendene Community Society for 10 months from 1 September 2016, terminating on 30 June 2017, for the operations of Glendene Community Hub.

c)      approve funding for Glendene Community Society of $57,288 to be adjusted in accordance with Council’s agreed inflationary adjustment, once confirmed.

d)      approve a licence to occupy and manage Glendene Community Hub by the Glendene Community Society, at 82 Hepburn Road, Glendene being Part of Lot 41 DP 48056 contained in NA1925/33, and with the following terms:

i)        Term of ten months commencing 1 September 2016

ii)       Rent of $1.00 plus GST per term if requested.

 

Comments

5.       Local boards exercise oversight of community centres, houses and hubs. Where facilities are operated by community organisations, local boards approve funding, licences to occupy and the term of these arrangements. 

6.       The Glendene Community Hub opened in March 2015 with the intent to be operated by the Glendene Community Society. In May 2015 the society experienced challenges as a newly formed committee, which required council to take an active role to support operations.

7.       In June 2015 Auckland Council agreed to take over the management of the Glendene Community Hub as an interim measure. The intention was to provide the society the time and support to reform, and to go through mentoring and governance training. This allowed council staff to work alongside the society to develop the policy, procedures and structure required in preparation for running a small community hub operation.

8.       In November 2015, Auckland Council appointed a staff member to operate and manage the facility, and to build strong foundations for the Hub. As a result, staff were able to re-build, develop and foster relationships across the community and with the society. The focus was on establishing opportunities for community empowerment with programmes, events and courses all being community led.

9.       The Society has spent the past twelve months preparing for the opportunity to take on the governance and management of the Glendene Community Hub. It has gone through governance training, worked with a community mentor and created policy and procedures and worked on improving internal structure.

10.     Staff are confident that the society is now in a position to govern, manage and operate the hub.

Possible Operational models for the Glendene Community Hub

As part of the process, staff also considered a range of options for the Glendene Community Hub.

 

Option 1:

Council management

Council continues to operate and manage the hub.

Option 2:

Expression of Interest

An EOI goes out to see if there is any other interest in the management of the hub.

Option 3:

Community management with Glendene Community Society.

Transition operations and management to the Glendene Community Society.

Cons

Not empowering for the community.

Reliance on Auckland Council for ongoing deliverables.

Timeframes are extended out before making a decision.

Council has invested a considerable amount of money building the society’s capability.

The society has spent 12 months building their capability to take on governance and management of the facility and expect to be given the opportunity. Not to do so could expose council to reputational risk.

May not be considered transparent.

Pros

Continuity of deliverables.

Equal opportunity for all interested parties to be considered.

Supports empowered community model.

Society now in a position to operate hub.

Develops local leadership.

                                                   

11.     Option three is the preferred option as it enables the long term intent for this facility to be operated by a local community group, with programmes and activities that support the needs and interest of the neighbourhood it serves. 

12.     With the changes made within the society, and the willingness shown to partner with council to create a viable operating model, officers are recommending transitioning the operations of the hub back to the society for an initial  period of 10months, commencing from the 1 September 2016. This will allow for a time from 1 July - 31 August 2016 to transition from the council operation to a fully functional community led model.

13.     A funding agreement and licence to occupy and manage commencing from 1 September would need to be approved, agreed and signed. The allocation for the hub is $57,288 which would be paid to the society to deliver the operation. This will be adjusted by inflationary / Consumer Price Index (CPI) before final payment.

14.     Staff will continue to work alongside the society, monitor, assess and report progress and performance to Local Board on a regular basis during the term of the grant.

Consideration

Local board views and implications

15.     The recommendations within this report fall within the local board’s delegated authority relating to local, recreation, sport and community facilities.

Māori impact statement

16.     Glendene Community Hub endeavours to improve engagement and well-being among Māori within the work programmes they deliver.  Staff continue to support and build capability, and programmes to enhance well-being and outcomes for Māori.

Implementation

17.     Following decision making, staff will finalise the agreement with the operating group and work through the process of transition with the Society.

18.     Staff will work with the society on the Results Based Accountability (RBA) approach, to show effectiveness of the hub.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Sharon McGinity - Team Leader, Event Facilitation South

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Mark Allen - Senior Local Board Advisor

 


Henderson-Massey Local Board

21 July 2016

 

 

Manutewhau Walk Reserve Community Orchard Project

 

File No.: CP2016/14073

 

  

 

Purpose

1.       To seek landowner approval from the Henderson-Massey Local Board for the proposed Manutewhau Walk Reserve Community Orchard Project.

Executive Summary

2.       Landowner approval is sought from the Henderson-Massey Local Board to plant a community orchard at Manutewhau Walk Reserve, Oreil Avenue, Massey on behalf of Massey Matters Trust.

3.       Manutewhau Walk Reserve has been selected as a community orchard project site by Massey Matters Trust. The project and site is supported by Local Parks and has been evaluated through its design review process.

4.       The project will involve planting 21 fruit trees at the reserve location. The space between the trees will be sheet mulched with wood chips. The fruit trees will be maintained by volunteers from the Manutewhau Community Hub and supported and coordinated by Massey Matters Trust.

5.       The community orchard will be used as a place to hold public workshops in fruit tree pruning for the local community and students from nearby West Harbour School.

6.       Most residents within 500m of the site who responded to a request for feedback on the orchard project were overwhelmingly supportive.

7.       The orchard site will incur no council maintenance costs.

 

Recommendation/s

That the Henderson-Massey Local Board:

a)      Approves the proposed project and site location for the Manutewhau Walk Reserve Community Orchard as landowner.

 

Comments

8.       Aim/Scope of Project

 The project would involve planting 21 fruit trees at the above location and maintaining the whole area under the fruit trees and their immediate surrounds with a blanket of tree chip mulch. This would be a community project led by Massey Matters and Auckland Council in collaboration with EcoMatters Environment Trust and other community organisations, including Leataata Preschool, The Te Mana Programme and local iwi. The goal of the project is to establish a free, healthy food source in the community, as well as a variety of opportunities for local residents to connect, engage, learn and lead throughout the development of the project in a volunteer capacity. Funding for the fruit tree planting is to be sought by Massey Matters Trust as a separate matter and is not a consideration for this report.

9.       Benefits of the project

·   community engagement between residents, organisations and the natural environment.

·   healthy, free, fresh fruit

·   opportunities for education for youth

·   community connection between local residents

·   leadership opportunities for local volunteers

·   optimising currently under-utilised public space

·   building capacity through educational opportunities e.g. horticulture skills, pruning and grafting, fertilising and cooking with fruit

·   community links with West Harbour School and the Manutewhau Community Hub directly across the road (the latter offering bathroom facilities, a commercial kitchen and its own community garden space)

·   environmental benefits are: a natural pollen source for bees, habitat for birds and insects

10.     Timeline for project

Massey Matters Trust will be working towards an initial planting in early winter (June/July 2016) of approximately 21 fruit trees (see attached site plan). The steps to carry out this project will include gaining funding support, preparing the site for planting, recruiting local volunteers to lead and support the project and marketing the establishment of the orchard locally.

11.     Volunteers and Support

There are a number of reliable sources of volunteers willing to commit to establishing and maintaining the orchard long-term. These include Manutewhau Community Hub users; Charlie Fabiano of the Te Mana Programme, who is involved with establishing vegetable gardens in the backyards of local residents and who has expressed keen enthusiasm for the orchard; students of West Harbour School as overseen by caretaker Richard Olsen, and local residents who Massey Matters Trust hopes to engage via the hub, the project will be advertised by means of the Massey Matters Trust newsletter, social media and letterbox drops outlining the project, its benefits, and ways to be involved.

12.     A recent mailbox survey of residents within 500m of the proposed project location showed only one objection which was a minor concern regarding possible rotten fruit and consequent vermin in the reserve and concerns about youths gathering in the park. This will be addressed under the Memorandum of Understanding for the community orchard with Massey Matters requiring any fallen fruit to be removed on a regular basis. However most respondents were overwhelmingly positive and supportive regarding the community project.

13.     Resources

Resources to support and augment the community orchard are available from the Manutewhau Community Hub – community gardens, commercial kitchen, facilities such as bathrooms, rooms for meetings and shelter from weather etc.

14.     Accessibility

The Manutewhau Walk Reserve provides access to the beautiful Manutewhau Stream and walkway, and a small wooden raised walkway for children. The land on which the orchard will be sited is grassy but sloped, and so unsuitable for sports and is currently underutilised by the local community. The project site borders Oreil Ave and is opposite West Harbour School. The site is easily accessible, sunny, open and clean.

15.     Vision

The Manutewhau Walk Reserve will become a focal point for the community featuring an established community orchard that is well-known, visible and thriving. Local resident volunteers will lead the establishment and maintenance of the orchard, giving their time and bringing their whanau and friends along to connect, participate and activate the reserve space. The orchard will offer a variety of fruit trees that produce year-round and provide varied, plentiful, healthy food for the community to enjoy. People will come to learn skills that they can take home and put into practice in their own backyards, such as mulching, pruning, and composting, as well as visiting the hub to learn about fruit preserving and promoting healthy lunchboxes for children. Local organizations will be involved in the orchard, using the space for activities and education and contributing to its upkeep.

 

16.     Measures of success

A number of methods will be used to track the success and growth of the community orchard project. These include, but are not limited to: the number of trees planted and their survival rates; quantities of fruit harvest; numbers of volunteers present at coordination meetings, the planting day, activities in the space, workshops and orchard activities. The Manutewhau Community Hub staff will record all activity in the orchard; including feedback from volunteers, organizers and users via surveys, social media and recorded conversations. These results will be regularly updated and used to identify potential future growth and development and to identify areas for improvement in the project.

Consideration

Local Board views and implications

17.     The project aligns with the following Henderson-Massey Local Board objectives:

·   a community where we know our neighbours, work together on issues and value diversity

·   a good life for young and old

·   connecting our community

·   we are an eco-city

Māori impact statement

18.     The contribution of parks outcomes is of significant importance to tangata whenua, their well-being, values, culture and traditions. While the small scale of this project means that iwi have not been consulted in this instance, it is considered that the positive community and environmental outcomes that will be achieved by this project will deliver on many environmental and community outcomes supported by iwi. 

Implementation

19.     The planting area will be sheet mulched with tree chip. The fruit trees will be pruned and maintained by volunteers. It is envisaged that a Memorandum of Understanding with Massey Matters Trust for the maintenance of this community orchard project will be entered into at a later date following completion of the project installation. No extra costs are likely to be incurred by our Council’s parks maintenance contract.

 

Attachments

No.

Title

Page

aView

Proposed location of Manutewhau Community Orchard

57

bView

Manutewhau Community Orchard plan

61

     

Signatories

Authors

Huw Hill-Male - Volunteer and Biodiversity Coordinator

Authorisers

Mark Bowater - Manager Parks

Mark Allen - Senior Local Board Advisor

 


Henderson-Massey Local Board

21 July 2016

 

 

Proposed Location of Manutewhau Community Orchard

 


Henderson-Massey Local Board

21 July 2016

 

 

Manutewhau Community Orchard Plan

 

Area 190m2