Agenda of Puketāpapa Local Board

Puketāpapa Local Board

16 April 2014

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

File No.: CP2014/06186

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 Puketapapa Local Board Agreement.

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

3. It also seeks the Puketāpapa 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 Puketapapa 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 Puketāpapa Local Board Agreement.

Recommendations

That the Puketāpapa 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

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 Puketapapa 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 Puketāpapa Local Board Priorities

16. In line with 2014/2015 Puketāpapa 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

Maori Impact Statement

18. 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

19. This report does not trigger the significance policy.

Implementation Issues

20. 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 Puketapapa	11

Signatories

Authors

Kat Tierney - Team Leader – Community Facilities, South

Authorisers

Louise Mason - Manager Community Development, Arts and Culture

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

16 April 2014

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

File No.: CP2014/06423

Purpose

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

Executive Summary

2. The Puketāpapa Local Board heard submissions on the draft Annual Plan 2014/2015, including the draft Local Board Agreement 2014/2015 on 19 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 Puketāpapa 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 Puketāpapa 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 22 were received from the Puketāpapa Local Board area. Three submitters in the Puketāpapa Local Board area indicated they wished to be heard.

9. The Puketāpapa Local Board held its hearings on the draft Annual Plan 2014/2015, including the Local Board’s draft Local Board Agreement 2014/2015 on 19 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 Puketāpapa Local Board area

11. The small number of submissions made it difficult to draw any firm conclusions on areas where there is support or objection from the community. There were no local themes or topics that received a significant number of comments. However, it can be said that the limited feedback that was received was positively in support of the proposed objectives and plans of the Puketapapa Local Board for 2014/2015.

Regional submissions from the Puketāpapa Local Board area

12. The most significant regional issues arising from all of the submissions, including those from Puketāpapa, were in regards to the consultations questions, i.e. the stadium strategy and Arts Festival proposals. Fifteen Puketāpapa submitters expressed an opinion on the proposed Stadium Strategy with a majority of them indicating they do not support it. Only eight submitters indicated they supported the Arts Festival proposal. This is a small sample size and may not accurately present the community view on these issues.

Consideration

Local Board Views

13. 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.

14. 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

15. 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

16. 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: Subject matter expert reponses to requests for information from the Puketapapa Local Board hearings	15

Signatories

Authors	Shirley Atatagi-Coutts - Senior Local Board Advisor
Authorisers	Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

16 April 2014

Local board decisions for 2014/2015 Annual Plan

File No.: CP2014/06435

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 Puketāpapa 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 Puketāpapa 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	Attachment A Budget Refresh - Summary of key movements	21
b View	Attachment B Budget Refresh - Movements for this local board	23
c View	Attachment C Draft Fees and Charges Schedule	25
d View	Attachment D Advocacy Action Plans	33

Signatories

Authors	Kate Marsh - Financial Planning Manager - Local Boards
Authorisers	Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

16 April 2014

Appendix B – Puketāpapa Local Board budget refresh movements

The below tables reflect budget refresh movements only.

Opex

Local Board	Activity	Draft Annual Plan 2014/2015 Budget ($)	Revised 2014/2015 Budget ($)	Variance
Puketāpapa	Local libraries	937,141	841,761	-95,381
	Local community services	690,305	824,893	134,588
	Local arts, culture and events services	910,067	767,278	-142,789
	Local parks services	4,592,963	5,284,700	691,737
	Local recreation services	391,165	496,966	105,802
	Local economic development	625,977	542,554	-83,422
	Local built and natural environment	44,830	44,830	0
	Local governance	1,169,892	1,164,079	-5,814

Total		9,362,339	9,967,061	604,721

Capex

Activity and Project	Draft Annual Plan 2014/2015 Budget ($)	Revised 2014/2015 Budget ($)	Variance
Local arts and culture facilities	23,530	230,430	206,900
Functions facility (Pah Homestead)	0	206,900	206,900
Art facility renewals	23,530	23,530
Local community facilities	156,894	156,894
Community facility renewals	156,894	156,894
Local library facilities and services	38,819	38,819
Local library renewals	38,819	38,819
Local parks	4,020,967	2,856,711	-1,164,256
Local improvement projects (LIPS)	437,944	691,656	253,712
Walkway (Manukau foreshore)	262,400	362,400	100,000
Sports park structure renewals	26,199	77,294	51,095
Local park playspace renewals	255,175	284,023	28,848
Local park utility renewals	109,161	109,353	192
Sportsfield renewals	256,049	256,049
Sports park walkway and cycleway renewals	109,161	109,161
Local park structure renewals	71,078	71,078
Sports park utility renewals	126,627	121,590	-5,037
Local park walkway and cycleway renewals	109,161	85,743	-23,418
Sports park furniture and fixture renewals	97,808	48,904	-48,904
Local park public convenience renewals	262,067	203,000	-59,067
Local park furniture and fixture renewals	428,698	214,349	-214,349
Linkage improvements (Fearon Park - Harold Long Reserve)	419,840	100,000	-319,840
Parks and reserves (Keith Hay Park)	1,049,600	122,112	-927,488
Local planning, policy and governance	7,282	14,486	7,204
Local board it hardware (staff)	7,282	14,486	7,204
Local recreation initiatives and facilities	0	330,333	330,333
Recreational facilities building renewals		134,903	134,903
Recreational facilities equipment renewals		134,458	134,458
Aquatic facility equipment renewals	0	60,973	60,973
Grand Total	4,247,492	3,627,673	-619,819

Capex figures are uninflated.

Please refer to Appendix A for a high level summary explanation of these changes. Your financial advisor can provide further detail throughout the prioritisation process.

Puketāpapa Local Board

16 April 2014

I. SPORTS FIELDS

Notes:

· The following price schedules apply to the former Auckland City Council area only.

· Schoolchildren’s play is free except on Saturday afternoons and all day Sunday, when normal fees apply.

· All prices include GST.

· All prices are effective from 1 July 2013.

1. Game Fees

There are three price structures for most sports:

1. The Casual fee for single games or a few games. The fee is discounted by approximately 20% if payment is made in advance of game except for Grade II cricket where there will be no discount due to the high cost of providing natural grass wickets. The discounted rate is shown in the Prepaid Casual column.

2. The Tournament rate which applies when a minimum of ten games are booked and paid for prior to the tournament.

3. The Seasonal fee which applies per field where special rates have been negotiated with major customers. The seasonal fee is NOT reduced for cancellations, and usually applies to Saturday afternoons - Winter Season: April to August; Summer Season: From Labour Weekend to February/March. Play outside the season is by arrangement with the appropriate sports park officer.

Sport	Casual $ per game		Prepaid Casual		Tournament $ per game		Seasonal $ per field
Sport	Current fee	Proposed fee for 14/15	Current fee	Proposed fee for 14/15	Current fee	Proposed fee for 14/15	Current fee	Proposed fee for 14/15
ATHLETICS
- Unlit	$66.00	$67.00	$53.00	$54.00	-		$175.00	$177.00
- Floodlit	$66.00	$67.00	$53.00	$54.00	-		$263.00	$266.00
AUSTRALIAN RULES	$88.00	$89.00	$70.00	$71.00	$45.00	$45.50	-
CRICKET
Grass Wickets
- Premier	Not Available				Not Available		$2,418.00	$2,442.00
- Grade II Full day - starts before 1.00pm	$110.00	$111.00	$110.00	$111.00	$110.00	$111.00	$989.00	$999.00
- Grade II Half day - starts after 1.00pm	$110.00	$111.00	$110.00	$111.00	$110.00	$111.00
- Grade II Twilight starts after 4.00pm	$110.00	$111.00	$110.00	$111.00	$110.00	$111.00

Artificial Wickets
- Full day - starts before 1.00pm	$77.00	$78.00	$62.00	$63.00	$38.00	$38.50	$703.00	$710.00
- Half day - starts after 1.00pm	$60.00	$61.00	$49.00	$49.50	$30.00	$30.50
- Twilight - starts after 4.00pm	$44.00	$44.50	$36.00	$36.50	$23.00	$23.00
GAELIC FOOTBALL	$88.00	$89.00	$70.00	$71.00	$44.00	$44.50
GRID IRON	$49.00	$49.50	$39.00	$39.50	$25.00	$25.00
HOCKEY	$49.00	$49.50	$39.00	$39.50	$25.00	$25.00	$605.00	$611.00
ISLAND CRICKET
Grass and Artificial
- Full day	$66.00	$67.00	$53.00	$54.00	$33.00	$33.50
- Half day	$33.00	$33.50	$27.00	$27.50	$17.00	$17.00
- Midweek evening	$17.00	$17.00	$13.00	$13.00	$ 7.00	$7.00
LEAGUE	$57.00	$58.00	$45.00	$45.50	$29.00	$29.50	$714.00	$721.00
NETBALL	$3.00	$3.00	$2.00	$2.00
RUGBY	$66.00	$67.00	$54.00	$55.00	$33.00	$33.50	$824.00	$832.00
SOCCER	$49.00	$49.50	$39.00	$39.50	$25.00	$25.00	$605.00	$611.00
SOFTBALL (and Baseball)
Charge per diamond per day	$39.00	$39.50	$32.00	$32.50	$39.00	$39.50	$356.00	$360.00
TOUCH FOOTBALL Charge for ½ hr game	$5.00	$5.00	$5.00	$5.00	$ 5.00	$5.00	$286.00	$289.00
VOLLEYBALL	-	-	-	-	-	-	$132.00	$133.00

2. Practice Fees

The practice fees cover two evenings per week per field Monday to Friday for the whole season. Extra evenings charged at half the rate shown below per evening per week for the season e.g. soccer training 4 evenings per week would be $528.00 per field. Practice fees are low, because cancellation is frequent if fields are also used for Saturday play. The higher fee for floodlit fields is for the longer hours of usage they get. The practice fee does NOT include the cost of lights. If Council supplies lights, an extra charge of $1.10 per hour per lamp applies. There are no refunds for evenings not used.

Sport	Description	Floodlit field per season		Unlit field per season
		Floodlit field per season		Winter		Summer
		Current fee	Proposed fee for 14/15	Current fee	Proposed fee for 14/15	Current fee	Proposed fee for 14/15
Most sports		$264	$267	$132	$133	$264	$267
Touch		$264	$267	$66	$67	$132	$133
Cricket
- Grass practice strips	per strip					$142	$143
- Artificial wickets/Nets	per strip					$66	$67

3. Miscellaneous Fees And Charges

USE	Description	Current fee	Proposed fee for 14/15
Land Yachting	per day	$28.00	$28.50
Model Rocket Events	per field or part thereof. Fee applies only when pre-arranged by large organised group. Casual launching free	$64.00	$65.00

II. LOCAL COMMUNITY AND ARTS FACILITIES

		Proposed rate as of 1 July 2014
Facility	Room	Standard Peak per hour	Standard Off-Peak per hour
Fickling Convention Centre	Hillsborough Room	$89	$ 71
	Lynfield Room	$49	$ 39
	Puketapapa Downstairs	$24	$ 19
	Three Kings Upstairs	$24	$ 19
	Waikowhai Room	$49	$ 39
Mt Albert Senior Citizens Hall	Function Room	$49	$ 39
Mt Roskill War Memorial Hall	Anzac Room	$69	$ 55
	Freyberg Room	$34	$ 27
Roskill Youth Zone	Multi purpose space	$69	$ 55
	Music Meeting space	$49	$ 39
Three Kings Tennis Pavilion	Upstairs Office	$34	$ 27
Wesley Community Centre	Kotare-Tauhou Room	$39	$ 31
	Matuku Room	$24	$ 19
	Rakiraki Room	$39	$ 31
	Tarapunga Room	$49	$ 39
	Timohina Room	$49	$ 39
	Warou Room	$24	$ 19

Chairperson	Julie Fairey
Deputy Chairperson	Harry Doig
Members	David Holm
	Ella Kumar
	Nigel Turnbull
	Michael Wood