Agenda of Extraordinary Meeting of the Orākei Local Board

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

Date:

Time:

Meeting Room:

Venue:

Thursday, 17 April 2014

1:30pm

Orakei Local Board Office
Meadowbank Shopping Centre
35 St Johns Road
Meadowbank

Orākei Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Desley Simpson, JP
Deputy Chairperson	Mark Thomas
Members	Ken Baguley
	Troy Churton
	Kate Cooke
	Colin Davis, JP
	Kit Parkinson

(Quorum 4 members)

Michael Mendoza

Democracy Advisor

11 April 2014

Contact Telephone: 021 809 149

Email: Michael.Mendoza@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Orākei Local Board

17 April 2014

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Leave of Absence 5

5 Acknowledgements 5

6 Petitions 5

7 Deputations 5

8 Public Forum 5

9 Extraordinary Business 5

10 Notices of Motion 6

11 Draft Annual Plan 2014/2015 submissions analysis and responses to information requests 7

12 Local board decisions for 2014/2015 Annual Plan 35

13 Fees and charges for the hire of community venues, centres and arts facilities - Orakei Local Board Agreement 53

14 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Leave of Absence

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

5 Acknowledgements

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

6 Petitions

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

7 Deputations

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

8 Public Forum

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

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

9 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

10 Notices of Motion

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

Orākei Local Board

17 April 2014

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

File No.: CP2014/07411

Purpose

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

Executive Summary

2. The Orakei Local Hearings Panel heard submissions on the draft Annual Plan 2014/2015, including the draft Local Board Agreement 2014/2015 on 28 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 Orakei 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 Orākei 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 237 were received from the Orakei Local Board area. 10 submitters in the Orakei Local Board area indicated they wished to be heard.

9. The Orakei 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 28 March 2014.

Subject matter expert responses to requests for information

10. 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 Orakei Local Board area

11. While the vast majority of submitters from the Ōrākei Local Board area did not respond to questions regarding key budget changes, of the submitters that did respond, most were supportive of all changes.

· Glover Park playground. 10 (4.2%) in support, 2 (0.8%) not in support.

· Madills Farm preliminary stream works. 12 (5.1%) in support.

· Madills Farm stream works. 12 (5.1%) in support.

· Residents Association funding. 9 (3.8%) in support, 4 (1.7%) not in support.

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

· 326 submissions were received on an Ōrākei Local Board headed pro forma supporting Local Board advocacy to the Governing Body “to assist financially with the building of new clubrooms at Michaels Avenue Reserve, and for the Local Board to assist the Ellerslie Sport Club Inc. in identifying/securing further sources of financial support to facilitate the establishment of both a new amenities block and clubrooms, as a further stage in the overall redevelopment of that Reserve”. A number of these pro forma submissions were received from submitters outside the Orakei Local Board area.

· 27 submissions were received on the Greenways (walkway/cycleway) Plan: develop an Orākei Local Board Greenways Plan, to ensure our parks, reserves and walkways are well connected and integrated.

· Another 23 submissions were received on another pro forma, this one supporting “daylighting the Atkin Stream on the council reserve. In particular, the aspects of the project that improve the environment, amenity and access for reserves in the area appeal”.

· 15 submissions were received on a range of transport related issues, including improved transport connections and infrastructure improvements.

· 9 submissions were received regarding concerns around increases in rates, as well as a request for more detailed budget information available to the public as part of the SCP process.

· 5 submissions were received in support of the Board’s advocacy to the governing body to enable the Auckland Transport Capital Fund to be allocated outside the transport corridor, where there is clear benefit in terms of supporting alternate means of transport, i.e. walking, cycling.

· 5 submissions were received generally supporting increased built, cultural and natural heritage protection and other issues around tree protection.

· 4 submissions were received that supported the Board’s proposed ecological restoration programmes, to prioritise investment in the area’s top ecological parks and reserves.

13. Submissions also highlighted some opposition to service reductions (e.g. berm maintenance) and there was a mixed number of submissions in support and opposition to urban intensification to accommodate growth.

Regional submissions from the Orakei Local Board area

14. Feedback on regional proposals:

· Stadium Strategy – A total of 42 submitters from the Ōrākei Local Board area provided an opinion on the proposed stadium strategy. Of these, 9 (21.4%) supported the proposal, while 19 (45.2%) did not support it, and 9 (21.4%) were unsure. The most notable opposition was attributed to moving the speedway. The results were similar to feedback received across the region.

· Arts Festival proposal 42 submitters from the Ōrākei Local Board area provided an opinion on the Arts Festival proposal. Submitters from the Ōrākei Local Board area were more generally supportive of the proposal than the regional view with 28 (66.7%) supporting an annual Arts Festival, 8 (19.0%) did not support the festival, and 6 (14.3%) were unsure.

Consideration

Local Board Views

16. 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.

17. 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

18. 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

19. 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	Spreadsheet of subject matter expert responses to requests for information from the local hearings panel	11

Signatories

Author	Anthony Lewis, Local Board Advisor
Authoriser	Adam Milina - Acting Relationship Manager - Albert-Eden & Orakei Local Boards

Orākei Local Board

17 April 2014

Local board decisions for 2014/2015 Annual Plan

File No.: CP2014/07413

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 Orakei 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 Orakei 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 discretionary funding.

Attachments

No.	Title	Page
a View	Budget refresh – Summary of key movements	39
b View	Budget refresh – Movements for this local board	41
c View	Fees and charges schedule - Orakei	43
d View	Orakei Advocacy Action Plan	49

Signatories

Author

Kate Marsh, Financial Planning Manager – Local Boards

Authorisers

Matthew Walker, Manager Financial Planning, Policy and Budgeting

Karen Lyons, Manager Local Board Services

Orākei Local Board

17 April 2014

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

File No.: CP2014/06175

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 Orakei Local Board Agreement.

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

3. It also seeks the Orakei 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

4. 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.

5. 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.

6. 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.”

7. The project has resulted in three main changes:

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

b. the Orakei 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.

8. The fees and charges schedule will be presented for adoption as part of the 2014/2015 Orakei Local Board Agreement.

Recommendation/s

That the Orakei 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

9. 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.

10. 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

11. 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.

12. 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

13. 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.

14. The proposed fee schedule will be presented as part of the 2014/2015 Orakei 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

15. 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 Orakei Local Board Priorities

16. In line with 2014/2015 Orakei 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

17. This report reflects the engagement with the local boards

General

18. This report does not trigger the significance policy.

Implementation Issues

19. 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 Orakei Local Board	57

Signatories

Author

Kat Tierney - Team Leader – Community Facilities, South

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

Adam Milina - Acting Relationship Manager - Albert-Eden & Orakei Local Boards