Agenda of Extraordinary Meeting of the Maungakiekie-Tāmaki Local Board

I hereby give notice that an extraordinary meeting of the Maungakiekie-Tāmaki Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Tuesday, 15 April 2014

4.00pm

Local Board Office
7-13 Pilkington Road
Panmure

Maungakiekie-Tāmaki Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Simon Randall
Deputy Chairperson	Chris Makoare
Members	Josephine Bartley
	Brett Clark
	Bridget Graham, QSM
	Obed Unasa
	Alan Verrall

(Quorum 4 members)

Brenda Railey

Local Board Democracy Advisor

4 April 2014

Contact Telephone: (021) 820 781

Email: brenda.railey@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Maungakiekie-Tāmaki Local Board

15 April 2014

Draft Annual Plan 2014/2015 submissions analysis and responses to information requests

File No.: CP2014/06422

Purpose

1. The purpose of this report is to provide analysis of the annual plan submissions from the Maungakiekie-Tāmaki Local Board area, and further information to support the board in its decision-making.

Executive Summary

2. The Maungakiekie-Tāmaki Local Hearings Panel heard submissions on the draft Annual Plan 2014/2015, including the draft Local Board Agreement 2014/2015 on 24 March 2014.

3. Local boards need to consider any amendments to Local Board Agreements 2014/2015, advocacy areas and any feedback on regional proposals prior to discussions with the Governing Body on 29 and 30 April, and 1 May 2014.

4. This report contains analysis of the submissions from the Maungakiekie-Tāmaki Local Board area, including local and regional submissions.

5. Subject matter expert responses to requests for further information from the hearings are attached.

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) considers any amendments to its draft Local Board Agreement 2014/2015, advocacy areas and any feedback on regional proposals arising from the special consultative procedure for the draft Annual Plan 2014/2015.

Discussion

6. The Local Government Act 2002 requires Auckland Council to undertake a special consultative procedure (SCP) as part of the development of the Annual Plan 2014/2015, including draft Local Board Agreements 2014/2015.

7. The submission period for the draft Annual Plan SCP ran from 23 January to 24 February 2014.

8. In total, the Council received and processed 1,967 submissions of which 114 were received from the Maungakiekie-Tāmaki Local Board area. 7 submitters in the Maungakiekie-Tāmaki Local Board area indicated they wished to be heard.

9. The Maungakiekie-Tāmaki Local Hearings Panel held its hearings on the draft Annual Plan 2014/2015, including the Local Board’s draft Local Board Agreement 2014/2015 on 24 March 2014.

10. The Maungakiekie-Tāmaki Local Board received a high-level analysis of key themes contained in submissions on the Draft Annual Plan 2014/15 relevant to the Maungakiekie-Tāmaki Local Board along with the high-level analysis of regional submission at the Annual Plan hearings on 24 March 2014.

Subject matter expert responses to requests for information

11. Following the hearing, the panel had a number of requests for further information. These were sent to the relevant subject matter experts for response. The responses are attached to inform the Local Board’s decision-making (Attachment A).

Local submissions from the Maungakiekie-Tāmaki Local Board area

Key themes and issues from the submissions commenting on local issues include support for:

· Youth Connections Programme

· Community facility venue hire fees remaining the same

Regional submissions from the Maungakiekie-Tāmaki Local Board area

Feedback on regional proposals:

· Majority do not support the Stadium Strategy proposal.

· Just over 50% support the Arts Festival Proposal.

There was also feedback on the following:

· Request that Loombs Hotel, currently located at 8 Kings Road, Panmure, be protected as a site of historical significance.

Consideration

Local Board Views

12. The Local Board needs to consider any amendments to its draft Local Board Agreement 2014/2015, advocacy areas and any feedback on regional proposals arising out of the SCP process.

13. A separate report on this agenda will address the requirement to agree a final balanced budget, advocacy areas for 2014/2015, and if required, resolve on feedback on regional proposals.

Maori Impact Statement

14. The draft Local Board Agreement 2014/2015 sets out the local activities that Auckland Council will undertake in the Local Board area over the coming year. These activities are likely to have an impact on Māori and iwi in the local board area. Māori and iwi have had the opportunity to submit on the content of the draft Local Board Agreement as part of the SCP process.

Implementation Issues

15. The content of the final Local Board Agreement will set out the local activities to be undertaken by Auckland Council in the Local Board area. Implementation issues will vary depending on the activities undertaken.

Attachments

No.	Title	Page
a View	Attachment A: spreadsheet of subject matter expert responses to requests for information from the local hearings panel	9

Signatories

Authors	Nina Siers - Local Board Advisor
Authorisers	Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 April 2014

Onehunga BID - Increase in Targeted Rate for 2014/15

File No.: CP2014/06877

Purpose

1. The purpose of this report is to consider the 5% increased targeted rate proposed by the Onehunga Business Improvement District (BID) for 2014/15.

Executive Summary

2. The Onehunga BID’s targeted rate for 2013/14 is $385,766

3. At the November AGM of the Onehunga BID an increase of 5% was agreed to by members present, in accordance with the Auckland Council BID Policy.

4. In accordance with the BID Policy the increase should have been reported to the Maungakiekie-Tamaki Local Board who would have then recommended the increase to the Governing Body in November. These steps did not occur. Officers advise that to progress this increase it can be proposed to the Governing Body in the current phase of the annual plan process.

Recommendation/s

That the Maungakiekie-Tāmaki Local Board:

a) endorses the 5% increase in the targeted rate for the Onehunga BID for 2014/15, updates the Maungakiekie-Tamaki Local Board Agreement to reflect this and recommends the increase to the Governing Body for adoption..

Discussion

5. The Onehunga BID has voted to increase their targeted rate for 2014/15 by 5%. A BID may increase or decrease their targeted rate by 10% according the BID policy, as long as the correct procedures are followed.

6. The Governing Body of Auckland Council is accountable for the collection and payment of the BID target rate amount to individual Business Associations, and ensuring the targeted rate collected is spent as intended. The funding is included in the local board budget.

7. Under section 4.35 of the BID Policy the process is that “The Local Board, if it is satisfied that all processes have been followed, will recommend to the Governing Body that the proposed BID target rate budget be included in Auckland Councils Draft Annual Plan, which is considered in November and February before going out for consultation. The final Annual Plan is signed off in June”. Because this did not occur, the Maungakiekie-Tamaki Local Board sought officer’s advice on the legitimacy of endorsing the rate increase. Officer’s advice supports that the local board can recommend the increase to the Governing Body.

Consideration

Local Board Views

8. The BID budget sits in the Maungakiekie-Tamaki Local Board budget, but the decision making for targeted rates is the responsibility of the Governing Body.

Maori Impact Statement

9. No specific impact on Maori have been identified.

Attachments

There are no attachments for this report.

Signatories

Authors	Nina Siers - Local Board Advisor
Authorisers	Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 April 2014

Fees and charges for the hire of community venues, centres and arts facilities - Maungakiekie-Tāmaki Local Board

File No.: CP2014/06085

Purpose

1. Local boards are required to set fees for the hire of local council-managed community venues, centres and arts facilities. The fee schedule will be presented as part of the 2014/2015 Maungakiekie-Tāmaki Local Board Agreement.

2. This report seeks to inform the Maungakiekie-Tāmaki Local Board of administrative changes to the fees and charges framework.

3. It also seeks the Maungakiekie-Tāmaki Local Board’s confirmation of the priority activity types which will be eligible for a maximum discount (i.e. lowest fees per hour).

Executive Summary

1. Local boards have the allocation of setting hire fees for local facilities, to support delivery of services, projects, events and activities for the wider community’s benefit.

2. A project has been under way to develop a more consistent pricing structure for hire of council-managed community venues, centres and houses and arts facilities. Excluded from scope are facilities managed by committees or third parties, and bookable spaces in parks, sport and recreation facilities, or in libraries.

3. Local boards have been engaged in this project through a series of workshops, providing feedback to inform a new fee structure for the hire of local community facilities, with the following purpose:

“To ensure people can access safe and affordable spaces to pursue their interests.”

4. The project has resulted in three main changes:

a. administrative changes to standardise terminology and charge fees on an hourly basis

b. the Maungakiekie-Tāmaki Local Board can now select activity types to receive discounts to reflect your local board Plan priorities.

c. proposed adjustments to the hire fees, to improve consistency across the portfolio of facilities within each local board area, and in similar facilities in adjoining boards.

5. The fees and charges schedule will be presented for adoption as part of the 2014/2015 Maungakiekie-Tāmaki Local Board Agreement.

Recommendations

That the Maungakiekie-Tāmaki Local Board:

a) Confirms the activity types eligible for priority discounts for hire of local council-run facilities as per attachment A

b) Notes the administrative changes to facilitate implementation.

Discussion

Background

6. Local boards are allocated the setting of fees and discounts for hire of their local council-run community arts venues, halls, centres and houses. This supports delivery of services, projects, events and activities for the wider community’s benefit.

7. Historical variations in hire fees, terminology and procedures across the Auckland region led local boards in 2012 to request improvements to the customer experience for hirers of local community facilities, and to improve the transparency and quality of information and advice to guide local boards when you set and vary hire fees.

Local Board Engagement

8. At workshops during 2013 and 2014, local boards with facilities in scope had a number of opportunities to engage with the project team and to express their preferred approaches to the hire of local facilities. This report has been informed by the feedback received, and has led to a new hire fee framework and fee structure for the 2014-15 year.

9. Operational considerations have meant that not all views expressed can be incorporated during 2014-15. If you wish to consider more substantial changes to hire fees and charges in future years to ensure alignment across your portfolio, the Long Term Plan process offers an opportunity to consult local communities.

Changes to the Hire Fees and Charges Framework

10. The resulting new hire fee framework takes into account the size, condition and quality of each bookable space, levels of staffing, amenities available, and current patterns of utilisation of the spaces. Some adjustments have been proposed to fees for comparable facilities within each local board area or in adjoining boards.

11. The proposed fee schedule will be presented as part of the 2014/2015 Maungakiekie-Tāmaki Local Board Agreement. While the proposed fee schedules are based on modelling within existing budget parameters, variances may arise due to changing demand and utilisation of facilities. The proposed changes are intended to be budget neutral for each local board, and in most instances, are considered minor in comparison with value for money.

Proposed Administrative Changes

12. In 2014 at a further series of workshops, local boards were informed of operational changes, including standardised fee-naming, and principles for applying discounts:

i) all bookings are treated on a first-come first-served basis

ii) discounts are given for regular bookings and for off-peak times

iii) all hire fees will be charged on a per hour basis, using six simple naming conventions, as in Table 1.

Table 1: Fee Naming Conventions

Naming Convention	Fee Comparisons
Standard	Full rate, no discounts
Standard Off Peak	Full rate, less a discount for time of day or week
Regular	Discount off standard rate for 10 or more bookings per year
Regular Off Peak	Discount off standard rate for 10 or more bookings per year, and a further discount for time of day / week
Local Board Priority Activities	Maximum discount off standard rate
Local Board Priority Off Peak	Maximum discount off standard rate, and a further discount for time of day / week

Consideration of Maungakiekie-Tāmaki Local Board Priorities

13. In line with 2014/2015 Maungakiekie-Tāmaki Local Board Agreement priorities, the local board is now asked to confirm their Local Board Priority Activities, i.e. those activity types the local board wishes to be eligible for a maximum discount.

Consideration

Local Board Views

4. This report reflects the engagement with the local boards

Maori Impact Statement

5. This will affect or benefit Māori communities in the same way it would any other community user in the local board area. No specific need for consultation with Māori was identified for the purposes of this report.

General

6. This report does not trigger the significance policy.

Implementation Issues

7. The new fee framework will be implemented from 1 July 2014. No particular implementation issues are anticipated. It is expected that the clarity and simplicity of the approach will enable more effective promotion of the facilities in the future

Attachments

No.	Title	Page
a View	Appendix A: Principles for bookings, fees and discounts for Maungakiekie-Tāmaki Local Board	19

Signatories

Authors

Kat Tierney - Team Leader – Community Facilities, South

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 April 2014

Report Name: Local board decisions for 2014/2015 Annual Plan

File No.: CP2014/06434

Purpose

1. This report provides guidance for local boards on finalising budgets and other decisions required for local board agreements and the Annual Plan 2014/2015.

Executive Summary

2 This report provides information to support local boards to make decisions required in order to finalise local board content for the Annual Plan 2014/2015.

3. The draft Annual Plan 2014/2015 was released for public consultation in January, with local board hearings held in March as part of the special consultative procedure. Following consultation, local boards have considered all new and updated information now available in relation to budgets, advocacy areas and regional proposals for 2014/2015.

4. Local boards are now asked to:

i) agree a final balanced budget for 2014/2015 and outer years

ii) agree an updated set of advocacy areas to the Governing Body and CCOs for inclusion in the Annual Plan 2014/2015

iii) agree a local fees and charges schedule for 2014/2015

iv) resolve on any regional proposals being considered as part of the annual plan.

Recommendation/s

a) That the Maungakiekie-Tāmaki Local Board:

i) agrees a balanced budget for 2014/2015 and outer years for the Annual Plan 2014/2015 that reflect the allocation of decision-making

ii) confirms an updated list of advocacy areas for the Governing Body and council-controlled organisations, for inclusion in the Annual Plan 2014/2015

iii) agrees a local fees and charges schedule for 2014/2015

iv) resolves on any feedback on regional proposals being considered as part of the annual plan process for Governing Body consideration

b) That the Maungakiekie-Tāmaki Local Board notes:

i) local board budgets for 2014/2015 and outer years are required to balance in every year

ii) if budgets do not balance in every year, the Budget Committee will respond to any advice provided by the local board about how to balance its budget if required. If this has not occurred, budgets will be balanced by proportionately reducing the budgets for the local boards discretionary projects to address the overspend

iii) local board budgets will be updated in May to reflect local board prioritisation decisions, any final decisions made by the Budget Committee on 8 May, and updated central cost allocations. Updated financial statements for 2014/2015 will be provided to local boards in time for local board agreement adoption meetings in June.

Discussion

5. The draft Annual Plan 2014/2015 was released for public consultation in January, with local board hearings held in March as part of the special consultative procedure. Following consultation, each local board has reviewed its 2014/2015 and outer year budgets and considered what, if any, reprioritisation is required in order to finalise budgets for the annual plan.

6. This report provides information on:

· key budget refresh movements to local board budgets

· local board decisions required in April to support the annual plan process

· next steps to finalise local board budgets and agreements for the 2014/2015 Annual Plan.

7. Local boards are now required to make decisions following the consultation and reprioritisation phases to enable local board content to be updated and finalised for the Annual Plan 2014/2015. Local boards are asked to:

i) agree a final balanced budget for 2014/2015 and outer years

ii) agree an updated set of advocacy areas to the Governing Body and CCOs for inclusion in the Annual Plan 2014/2015

iii) agree a local fees and charges schedule for 2014/2015

iv) resolve on any other feedback relating to regional proposals being considered as part of the annual plan.

Budget Refresh

8. A budget refresh was undertaken in February to reflect the most accurate budget based on the latest available information and any changes in the business. Movements are based on factors such as performance year to date and forecast changes in the operating environment.

9. A summary of key areas of impact on local board budgets is set out in Attachment A. There is no impact on service levels as a result of budget refresh movements. Variance analysis for this local board is provided in Attachment B.

Next steps to finalise local board agreements

10. Discussions between the Budget Committee and local boards will occur between 29 April and 1 May.

11. Reports will be prepared for the Budget Committee meeting on 8 May providing an update on local board budgets, advocacy and other feedback and seeking any further decisions required to finalise the Annual Plan 2014/2015. At this meeting, the Committee will formally consider local board feedback and advocacy.

12. Between 9 and 30 May, local board agreements will be updated and financial statements prepared. Financial statements will reflect budget prioritisation decisions made by local boards, any further decisions made by the Budget Committee and include central cost allocations, such as depreciation, interest and staff costs.

13. Local boards will meet to adopt their local board agreements between 9 June and 19 June, with the Governing Body meeting to adopt the final annual plan, including the 21 local board agreements, on 26 June.

Consideration

Local Board Views

14. This report sets out the decisions local boards need to make in order to finalise budgets and agree advocacy areas for the Annual Plan 2014/2015. Local boards may also provide feedback on region-wide policies and proposals being considered as part of the annual plan.

Maori Impact Statement

15. Many local board decisions are of importance to and impact on Maori. The annual plan and local board agreements are important tools that enable and can demonstrate the council’s responsiveness to Maori. The local board agreement is based on the local board plan and the Long-term Plan 2012-2022 which have both been developed through engagement with the community, including Maori.

16. There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in council’s decision-making processes. In particular, the 2014 Local Board Plans and the draft Long-term Plan 2015-2025 will influence relevant annual plans and local board agreements.

Implementation Issues

17. Local boards’ financial statements reflect the full cost of undertaking local activities within each board’s area. However, some of these costs are not directly under the control of local boards (e.g. staff costs, corporate overhead, interest and depreciation) and are therefore subject to change outside of the local board’s prioritisation process.

18. These central costs will alter as final budget decisions are made by the Budget Committee on 8 May. As these central costs change, the total funding for each local board will change by the same amount. These changes will have no impact on a local board’s level of

Attachments

No.	Title	Page
a View	Attachment A Budget Refresh - Summary of key movements	25
b View	Attachment B Budget Refresh - Movements for this local board	27
c View	Attachment C Draft Fees and Charges Schedule	29
d View	Attachment D Advocacy Action Plans	35

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - Manager Financial Plan Policy and Budgeting

Victoria Villaraza - Relationship Manager

Maungakiekie-Tāmaki Local Board

15 April 2014

Appendix A

Budget Refresh – A summary of key movements

This is a summary of key budget refresh changes applied in February 2014 that impact local board budgets. There are no level of service impacts as a result of these changes.

1. Depreciation forecasts have been updated to realign with the fixed asset model, taking into account actual capital programme spend to date and deferral of projects.

2. Commercial lease expenditure and revenue has been aligned to local boards in response to a Strategy and Finance resolution passed in June 2013 to ensure financial treatment of the Auckland Council lease portfolio is aligned to an agreed set of principles.

3. Library budget forecasts have been improved by removing duplicated revenue budgets, realigning staff budgets based on a position-by-position review, fixing minor historical errors and identifying the allocation of efficiency savings.

4. CDAC budgets were reviewed to correct legacy budget errors.

5. Some regional activity budgets incorrectly allocated to Local Boards have been corrected.

6. Local parks budgets were reviewed including:

a. street amenities budgets aligning with actual costs based on historical data and current level of service provided;

b. allocation of budgets for new park purchases and correction of allocation of scheduled/response maintenance contracts across local boards;

c. identifying the allocation of efficiency savings; and

d. correction of historical budget errors.

7. Local facility property budgets (both revenue and expenditure) have been correctly aligned to local boards.

8. Leisure facility budgets were reviewed to remove revenue budgets containing legacy errors, unachievable revenue forecasts due to capital project delays, correct legacy errors in marketing budgets and allocate efficiency savings as a result of the RFP for contracted facilities.

9. General budget forecast updates have been applied to some projects based on current and historical information of spend and current levels of service provided.