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Hibiscus and
Bays Local Board
17 September
2014
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Draft Community
Grants Policy
File No.: CP2014/21123
Purpose
1. To seek local
board feedback on the draft Community Grants Policy (Attachment A) and provide
an overview of public feedback on the policy for members’ consideration. The
report also briefly outlines the key components of the draft policy, proposes a
transitional approach to establishing a multi-board grants programme, and
discusses the budgetary implications of the policy.
Executive summary
2. On 3 July
2014 the Regional Strategy and Policy Committee (the Committee) endorsed a new
draft Community Grants Policy (CGP) for local board engagement and public
consultation.
3. The draft CGP
has been developed to guide the allocation of local, multi-board and regional
grants to groups and organisations delivering projects, activities and services
that benefit Aucklanders. It covers grants for community development, arts and
culture, events, sport and recreation, environment and heritage.
4. The draft CGP
proposes a new community grants programme aligned to Auckland Council’s
governance structure, with:
a) a local
component (21 local grants programmes and a ‘multi-board’ grants programme,
governed by local boards and aligned with local board plans), and
b) a regional
component (six regional grants programmes aligned to strategic directions in
the Auckland Plan, with governing body decision-making).
5. Community
grants are a critical tool to implement Auckland’s vision as set out in the
Auckland Plan, local board plans and the council’s core regional strategies,
policies and plans. The draft CGP provides a regional framework for
grant-making by Auckland Council, while ensuring flexibility for local boards
to shape their own grants programme to respond to the specific needs and
priorities of their communities. To reflect this, and give effect to local
boards’ decision-making role in relation to local grants, staff propose that
each local board be supported to develop an individual schedule to the CGP that
sets out the specific outcomes, priorities and structure of their local grants
programme.
6. The draft CGP
proposes that local boards be supported to form a range of new, outcome-driven
multi-board clusters. However to achieve a smooth transition from the interim
funding arrangements to the new grants programme, staff propose that the
existing joint funding committees and subcommittees form the basis of four
multi-board clusters for the 2015-2016 financial year. Although this would
mean that the current ‘membership’ of these clusters would continue for the
first year, this is the only aspect that would remain the same.
7. Once adopted,
the CGP will replace an interim community funding programme that has operated
since amalgamation, consisting of more than 50 local and legacy ‘city-wide’ grants
schemes and a small number of regional grants schemes. The community grants
budgets inherited from the legacy councils are currently over-subscribed,
especially at the regional level. To fully implement the CGP and deliver on
the transformational shifts, staff propose additional investment of $2 million
p.a. be considered through the Long-term Plan process 2015-2025. This will
increase the amount of funding for regional grants to a more viable level,
without reducing the existing funding envelope for local and multi-board
grants.
8. Staff
attended local board workshops to discuss the draft policy during July and
August 2014, to support the provision of formal local board feedback on the CGP
during September and October 2014. Public feedback on the CGP was invited
between 14 July and 11 August 2014, and a summary of this input is provided as
Attachments B and C.
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Recommendation/s
That the Hibiscus
and Bays Local Board:
a) endorse the
Community Grants Policy as a regional framework for the Auckland Council
community grants programme, noting that the local board will be supported to
develop an individual schedule to the policy that sets out the specific
outcomes, priorities and structure of their local grants programme.
b) provide
feedback on any policy provisions of specific interest or concern to the
local board, for consideration during the review and finalisation of the
Community Grants Policy.
c) indicate
whether they support the proposal to participate in an interim ‘multi-board
cluster’ with Devonport-Takapuna Local Board, Kaipataki
Local Board, Upper Harbour Local Board, and Rodney Local Board to consider
jointly supporting projects and activities of mutual benefit, noting that if
this is agreed:
i) staff will
work with participating local boards to agree funding priorities and terms of
reference for the cluster;
ii) participating
local boards will continue to hold their funds separately within the cluster,
and can choose whether or not to allocate funds towards individual grant
applications on a case-by-case basis;
iii) additional
multi-board clusters can still be explored, and will be supported wherever
feasible;
iv) the cluster
is a transitional arrangement and would exist for the duration of the
2015-2016 financial year only, unless otherwise agreed by the participating
local boards.
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Comments
Background
9. A discussion
paper outlining the key elements, issues and options for a new Community Grants
Policy (CGP) was work-shopped with local boards during March and April 2014.
Workshops were also held to test draft approaches with the governing body and
key stakeholders in May 2014. A summary of the feedback received is provided
as Attachment D.
10. Feedback on
the discussion paper informed the preparation of a draft CGP, which was
reported to the Regional Strategy and Policy Committee (the Committee) on 3
July 2014. The Committee endorsed the draft CGP for local board engagement and
public consultation.
11. Staff attended
local board workshops to discuss the draft policy during July and August 2014,
to support the provision of formal local board feedback on the CGP during
September and October 2014.
Summary
of draft Community Grants Policy approach
12. The draft
Community Grants Policy proposes a framework for a new Auckland Council
community grants programme with two main components: a local grants programme
(incorporating multi-board grants) and a regional grants programme.
Local grants programme
13. Local grants
are a key tool local boards can use to implement the vision set out in their
local board plans, and provide a direct, tangible way of supporting local
community aspirations and responding to local needs and opportunities.
14. At the local level the CGP is not intended to be prescriptive, but
rather to provide a framework and guidelines that will assist local boards to
deliver best practice in grant-making. This approach responds directly to
feedback received from local boards during consultation on the draft Community
Funding Policy in May 2012.
15. The draft CGP
proposes that each local board is supported to operate their own local grants
programme under the broader umbrella of the CGP, and can award grants to groups
and organisations, projects, services, events and activities that benefit
residents in their local board area. Local boards will be supported to develop
specific funding priorities for their grants programme, drawing on the
priorities set out in their local board plans.
16. Two grant
schemes are proposed to operate through the local grants programme:
a) Fast Response Local Grants (up to $1,000)
Applicants for Fast Response Local Grants
will complete simplified application and accountability processes. Funding
rounds are proposed to be held more regularly, and timeframes for
decision-making and payment will be kept as short as possible to ensure
responsiveness to the community.
b) Local Grants (over $1,000)
Local Grants are for larger amounts and
are proposed to be distributed only once or twice per year, to enable the local
board to consider how best to allocate their limited grants budget to deliver
the local outcomes they are seeking. Applicants for Local Grants will complete
application and accountability processes proportionate to the size of the grant
they are seeking. Grants can be ‘one-off’ awards, or a commitment to fund over
multiple years (up to a full political term).
Local
board grants programme schedule
17. A regional briefing for local board chairs and portfolio holders was
held on 30 June 2014 to provide an overview of the proposed policy and discuss
next steps ahead of reporting to the Committee.
18. At the briefing, questions were raised about the policy’s
recognition of local boards’ decision-making allocation in this area. Although
the policy does provide sufficient flexibility for local boards to exercise
this decision-making, it was felt this authority needed to be made more
explicit. Following further discussion, it was agreed that this could be
achieved by working with local boards to shape the structure and intent of
their individual local grants programmes. Once the local board has agreed and
adopted their programme, this can become a schedule to the policy. This
approach was endorsed by local board chairs at the Chairs Forum on 28 July
2014.
19. Each individual
local board grants programme schedule could include:
a) Outcomes
sought through the local grants programme (driven by local board plans) Any
specific local funding priorities
b) The types of
funding opportunities available through the local grants programme
c) Any specific
eligibility criteria or exclusions that are additional to the baseline
provisions of the CGP
d) Any other
factors the local board consider to be significant to their decision-making.
20. Staff will work with local boards between February and April 2015 to
develop and adopt their local grants programme schedules, and an implementation
plan will be prepared for each local board to sit alongside the schedule
(outlining key operational aspects such as the number and timing of funding
rounds).
21. Local boards
will be able to review and update their schedules over time as strategic
priorities and budgets change.
Proposed multi-board grants
programme
22. The draft CGP
proposes that local boards be supported to form a range of new, outcome-driven
multi-board clusters. These clusters will invite applications from, and award
grants to organisations, services, projects, events and activities that benefit
residents across their combined areas. Local boards could participate in more
than one cluster.
23. Multi-board
clusters may be:
a) Groups of
local boards with contiguous boundaries, for example southern local boards
wanting to support events in the Southern Initiative area
b) Local boards
that share a common characteristic or interest, for example high populations of
older people, or bordering the Hauraki Gulf
c) Local boards
that want to address a common issue, for example by supporting employment
programmes targeting marginalised young people.
24. Staff
will engage with local boards to scope and establish appropriate clusters,
which may be in response to a need or opportunity identified by their
communities, or to deliver strategic outcomes they have mutually identified in
their local board plans. Once local boards have instigated (or agreed to
participate in) a multi-board cluster, council staff will work with the
participating boards to understand the outcomes sought, and design a grants
programme to deliver these.
25. Applicants
seeking support from a multi-board cluster will make one combined application
to all participating local boards in the cluster, will receive a single
decision notification and grant award, and will submit one accountability
report when their funded activities have been completed.
Implementation of the
multi-board grants programme
26. To achieve a
smooth transition from the interim funding arrangements to the new grants
programme, staff propose that the existing joint funding committees and
subcommittees form the basis of four multi-board clusters for the 2015-2016
financial year.
27. Although this
would mean that the current ‘membership’ of these clusters would continue for
the first year, this is the only aspect that would remain the same.
Participating local boards would agree new funding priorities and terms of
reference with the other local boards in that cluster, have discretion over the
amount of their local funding to set aside for considering multi-board
applications, and support applications on a case-by-case basis.
28. This phased
approach would enable a multi-board grants programme to launch in 2015
alongside the new local grants programmes with minimum additional preparation,
given that the joint funding committees and subcommittees have some existing
structure in place that could be used as a guide (e.g. delegated local board
representatives, approximate schedule of funding rounds, and an existing pool
of applicants). Staff could work with these existing multi-board clusters to
develop appropriate funding priorities for the transitional year. This
approach would be a good test for the model and enable refinements to the
process to be agreed with local boards, while minimising any initial impact on
community organisations.
29. The current
geographical clusters of local boards (i.e. the joint funding committees
aligned to the former city and district council areas in the Auckland region)
are:
a) Northern
cluster: Devonport-Takapuna, Kaipatiki, Upper Harbour (Northern Metro
Subcommittee) Hibiscus and Bays, Rodney (Former RDC Subcommittee)
b) Southern
cluster: Franklin, Howick, Mangere-Otahuhu, Manurewa, Otara-Papatoetoe,
Papakura (note that suitable arrangements would need to be developed with the
southern local boards, as they have not been operating as a cluster)
c) Western
cluster: Henderson-Massey, Waitakere Ranges, Whau
d) Central cluster:
Albert-Eden, Great Barrier (optional), Maungakiekie-Tāmaki, Orakei,
Puketapapa, Waiheke, Waitemata
30. In
addition, if local boards wish to establish and resource other clusters, this
could also be supported where feasible.
31. If this
approach is agreed, the transitional arrangements would be reviewed prior to
the financial year commencing 1 July 2016. At this time, the clusters could
either continue, or additional and/or alternative clusters could be
established.
Regional grants programme
32. It is proposed
that the governing body of Auckland Council, through its various committees,
will award grants to regionally significant organisations, services, events and
activities that benefit residents across Auckland. At the
regional level the CGP proposes six activity-focused grants programmes
aligned to strategic directions outlined in the Auckland Plan.
33. The proposed
regional grants programmes are:
a) Regional Arts
and Culture Grants Programme
b) Regional Community Development
Grants Programme
c) Regional Environment and Natural
Heritage Grants Programme
d) Regional Events Grants Programme
e) Regional Historic Heritage Grants
Programme
f) Regional Sport and Recreation
Grants Programme
34. Each of the
proposed regional grants programmes is conceived and will be promoted as a key
mechanism to implement the relevant regional strategy, policy
or plan (e.g. the Regional Arts and Culture grants programme will
support the Arts and Culture Strategic Action Plan). These
regional strategies enable – or will enable – the council to determine where it
will target its resources in the medium to long term.
35. The draft CGP proposes that most of the regional grants programmes
provide for two distinct grant types: single-year project grants, for
standalone initiatives, and multi-year strategic relationship grants. Project
grants of varying size will be awarded through a contestable process at least
once per year, while the strategic relationship grants will enable the council
to enter multi-year funding relationships with a small number of organisations
operating at the regional level. The majority of organisations receiving strategic relationship grants will have an existing
relationship with Auckland Council and be able to demonstrate a clear track
record of achievement at this level.
36. To be
considered eligible for regional grants, applicants must be able to show that
their service, project or activity:
a) Primarily
addresses regionally determined priorities, and it would therefore be
unreasonable to expect local boards to meet the cost, and is:
b) Regional in
terms of scale and/or significance, and/or is
c) Regional in
terms of impact and/or reach.
37. The regional
grants programmes are described in schedules to the Draft Community Grants
Policy, as it is anticipated these schedules may be reviewed and updated over
time as strategic priorities change.
Feedback from public
consultation
38. Public
consultation on the CGP was undertaken from 14 July – 17 August 2014 and
included:
a) provision of
accessible and easy-read versions of the policy summary document
b) distribution
of information packs and fliers at all Auckland Council service centres,
community centres, local board offices and libraries
c) provision of
information via ‘Shape Auckland’ and a dedicated webpage on the Auckland
Council website
d) advertisement
in ‘Our Auckland’
e) advertisement
through community and ethnic newspapers
f) promotion via
Council’s social media channels (e.g. Facebook)
g) provision of a
dedicated community assistance email account to allow people to make enquiries
and submit feedback
h) distribution
of online survey to the following audiences:
· those who provided feedback during
previous consultations
· all community grant applicants since
amalgamation
· community networks via Council’s
advisory teams (CDAC, PSR, IE)
· other stakeholder networks as
appropriate
i) provision of
hard copy consultation material and submission forms by request
j) five public
workshops (Rodney, north, central, west and south)
k) local board
public workshops as requested (Orakei and Maungakiekie-Tamaki)
l) two
Mataawaka hui (west and south)
m) presentations
at southern and northern mana whenua hui and a regional environmental sector
hui.
39. At the
regional local board briefing on 30 June 2014, some members expressed interest
in seeing feedback from their communities prior to providing their own feedback
on the policy. To enable this staff agreed to extend formal reporting to local
boards so that a summary of public input could be provided. This is now
attached for the local board’s consideration (Attachments B and C).
Financial implications of the
CGP
40. The CGP will
be a critical tool to implement Auckland’s vision as set out in the Auckland
Plan, local board plans and core regional strategies, policies and plans, and
it is important that there is sufficient funding to effectively resource the
new programme for this purpose.
41. The legacy
grants budgets inherited at amalgamation (or created subsequently) total c.
$8.3 million p.a., or around $6 per head of population, with the majority
supporting groups and activities that are either local or multi-board (via the
legacy ‘city-wide’ funds). These funds are already oversubscribed – on average
the value of requests is three times the available budget, and in some cases
considerably more.
42. Of the total
community grants budget, c. $2.4 million is currently targeting regional groups
and activities. Current baseline funding for each of the regional grants
programmes is as follows:
a) Regional Arts
and Culture grants programme (c. $650,000)
b) Regional
Community Development grants programme (No regional budget: all current grant
schemes for this activity are administered by local boards, with some regional
groups receiving interim allocations via the Annual Plan)
c) Regional
Environment and Natural Heritage grants programme (up to $545,000)
d) Regional
Events grants programme ($400,000)
e) Regional
Historic Heritage grants programme (up to $345,000)
f) Regional
Sport and Recreation grants programme (c. $500,000)
43. The existing
grants programmes at this level are not able to meet current demand, and in
some cases include funding tagged to specific recipients, or funding for
regional outcomes that is being provided through local grants schemes. While
contestability will be introduced for all funding schemes, there is little
‘headroom’ to support new applicants or address emerging priorities. For
example, there is an expectation that a number of major events dropped from
ATEED’s portfolio will now need to be funded through the Regional Events Fund
from 2015/16, at an additional cost of $170,000 against the existing budget of
$400,000.
44. Many regional
organisations have been waiting for implementation of the new CGP to access
regional funding, and in some cases their need has become so urgent that the
governing body has allocated emergency funding through the annual plan as an
interim measure.
45. Additional
investment in the regional grants programme of $2 million p.a. is proposed as
an option for governing body consideration through the LTP process 2015-2025.
Staff consider a minimum of between $600,000 and $800,000 is required for each
regional grants programme if the CGP is to support meaningful progress against
the council’s stated priorities in these activity areas and deliver on the
transformational shifts. The level of investment requested will support an
average fund size of $750,000 (the exact distribution of budget between the six
programmes would be proposed alongside the final policy).
Consideration
Local board views and implications
46. The design of
the new grants programme proposed in the CGP has been strongly influenced by
local board feedback received during consultation on the first draft Community
Funding Policy in May 2012, and during more recent engagement.
47. A discussion
paper on the new CGP was prepared in February 2014 and discussed in specially convened
local board cluster workshops in March 2014, which were attended by
representatives of all local boards. The paper outlined the basic elements of
the proposed grants programme and sought feedback on specific policy issues. A
summary of the feedback received during the cluster workshops and how this has
been reflected in the draft CGP is provided as Attachment D.
48. A regional briefing for local board chairs and portfolio holders was
held on 30 June 2014 to provide a further overview of the proposed policy and
to discuss next steps. At the briefing, questions were raised about the
policy’s recognition of local boards’ decision-making allocation in this area.
Staff met with local board chairs on 28 July 2014 and agreed a process to
address this concern (see ‘Local board grants programme schedule’ paras 16-20).
49. Staff attended
workshops with local boards during July and August 2014 to discuss the draft
policy and support the provision of formal local board feedback requested via
this report.
Māori impact statement
50. Community
grants have the potential to make a significant impact on Māori through
supporting the outcomes in the Māori Plan. Under the proposed principles for the CGP, all grants
programmes should respond to Auckland Council’s commitment to improving
Māori wellbeing, as outlined in the Auckland Plan, local board plans and
regional strategies, policies and plans, by providing grants to organisations
delivering Māori outcomes locally and regionally.
51. There
is already some dedicated funding for Māori outcomes at the regional
level, currently focused on papakainga and marae development across Auckland .
Te Waka Angamua will be working with mana whenua and mataawaka to explore how
best to target this and/or other funding allocated for Māori outcomes in
future, e.g. determining eligibility criteria and the most appropriate forums
for priority-setting and decision-making.
52. During
workshops in March/April 2014, staff discussed options with local boards for
creating dedicated Māori funding schemes at the local level, or embedding
Māori outcomes as a ‘standing priority’ across all proposed grants
programmes at the local and regional level. Local boards expressed interest in
dedicated Māori funding schemes at the local level if regional funding was
made available to them for this purpose, but otherwise felt it was more
appropriate for any targeted spending to be at each local board’s discretion,
driven by local board plan priorities. The CGP’s intent to align grant-making
to strategic priorities should ensure funding is allocated to groups and
projects delivering Māori outcomes.
53. The
current interim funding programme includes one grants scheme dedicated to
Māori outcomes (the Marae Development Fund in the former Manukau City
area), and this particular scheme, along with all others operating through the
interim programme, will cease to operate once a new CGP is adopted. Regional
marae development funding may provide some capacity to meet this need going
forward, and Te Waka Angamua will release details of the application and
decision-making process for that funding for the next financial year.
54. However
local boards also have full discretion to provide grants for any purpose that
benefits their local communities, and this is likely to include supporting
marae especially where grants have been provided for this purpose in the past.
The draft CGP provides flexibility for decision-makers to award grants to
community groups that are not formally constituted charitable organisations, where
appropriate, and staff understand this should increase access to funding for
some Māori organisations, such as marae, who may not previously have been
eligible.
Implementation
Budget alignment
55. Existing
funding arrangements and grants schemes were rolled over for the 2014/2015
financial year. If adopted, implementation of the CGP will
begin from 1 July 2015 to align with the new LTP 2015-2025 and
implementation of the Local Board Funding Policy (LBFP). This will enable the
finalised budget structures to be implemented alongside the policy.
56. Existing
grants budgets categorised as ‘local’ will form part of the overall locally
driven initiatives (LDI) budget allocated to local boards through the LBFP
formula. Local boards will then set aside a budget to support their local
grants programme from their LDI funding envelope through the Local Board
Agreement process.
57. Staff will
propose an overall budget structure for the new grants programme when the final
policy is tabled with the committee in November 2014, outlining the treatment
of any inherited (and new) community grants budgets and funding arrangements
that will support the CGP going forward. This should enable staff to take into
account the outcome of LTP deliberations in the second half of 2014 and present
budget structure options accordingly.
Operationalisation of the CGP
58. The
draft CGP has been developed with substantial input from the relevant
operational departments to ensure that it is able to be delivered.
59. The
proposed implementation timeframe should provide operational teams with
adequate time to design supporting systems and business processes, and to
produce public-facing collateral that outlines the structure and requirements
of the new grants programmes in detail. This will include:
a) Working
with all decision-makers to schedule an annual calendar of funding rounds for
each level of the programme
b) Working
with local boards to assist them in developing their local board grants
programme schedules
c) Producing
new promotional materials for the council website, marketing and promotion
through media channels and to support public information sessions
d) Designing
new online application forms and guidelines for prospective applicants
e) Ensuring
support will be available for prospective applicants requiring assistance or
capacity building to access the grants programmes, working with specialist
colleagues where appropriate
f) Developing
business processes and templates to enable consistent assessment and reporting
to elected members, and to support their decision-making
g) Updating
funding agreements, accountability forms and other legal documentation to
ensure they are fit-for-purpose, and developing processes to deal with any
grant recipients in breach of their agreements
h) Ensuring
payments processes and associated financial controls are robust, efficient and
fit-for-purpose.
60. If the CGP is
adopted on schedule towards the end of 2014, grant applicants / recipients will
also have more than six months to prepare for the changeover to the new policy and manage any implications. Staff will work with
previously funded organisations to support them to access the new grants
programmes during subsequent years, and provide advice to elected members if
there is a need to consider transitional arrangements in individual cases.
Attachments
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No.
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Title
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Page
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aView
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Draft Community Grants Policy
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15
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bView
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Summary of feedback from public consultation
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63
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cView
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Hibiscus and Bays Public Consultation Feedback
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69
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dView
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Key feedback provided during political engagement
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75
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Signatories
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Authors
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Rebekah Lauren - Principal Policy Analyst
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Authorisers
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Penny Pirrit - Regional & Local Planning Manager
Lesley Jenkins - Relationship Manager
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Hibiscus and Bays
Local Board
17 September
2014
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Commitments and Funding Allocations for Hibiscus and
Bays Local Board Key Projects 2014/2015
File No.: CP2014/21255
Purpose
1. To seek
approval from the Hibiscus and Bays Local Board to allocate operational and capital
funds from the 2014/2015 budget to priorities and projects of the local board
for completion in this financial year.
Executive
summary
2. The Hibiscus
and Bays Local Board Services team identified a number of projects that require
funding within the 2014/2015 financial year. On 27 August 2014 local board
members attended a workshop to outline the priority projects that align to the
draft local board plan and were asked to provide feedback on their preferred
projects. Funds are available and can be allocated to key projects of the
local board. It is recommended to allocate $155,990 from the local board’s
discretionary operating funds and $705,659 from the Small Local Improvement
Projects (SLIPS) capital fund.
3. Additionally,
it is also recommended to allocate funding from the “Local Civic Functions”
budget to celebrate the acquisition of the Heritage Park Zone in Long Bay,
which will now become part of the Long Bay Regional Park.
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Recommendation/s
That the Hibiscus and Bays
Local Board:
a) fund
the following projects from the Hibiscus and Bays Local Board discretionary
operating funds totalling $155,990:
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Proposed projects for discretionary Opex funding
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Opex Proposed
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Silverdale
BID – Survey
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$25,000
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Audit sites for North West Wildlink
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$10,000
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Browns Bay Skatepark and playground
reserve
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$15,000
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Western Reserve Skate Park upgrade and
Playground design
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$25,000
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Metropark Feasibility Study
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$20,000
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Orewa Revitalisation Plan
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$25,000
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Western
Reserve Landscape Plan
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$5,000
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Browns
Bay Centre Plan
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$20,000
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Needs
Assessment Community Development
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$2,000
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Scholarship
fund (match HBC funding for ECB $1k)
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$1,000
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TOTAL
PROPOSED OPERATING PROJECTS FOR FUNDING:
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$148,000
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b) fund the following projects from the Hibiscus and Bays
Local Board (SLIPS and discretionary) capital funds totalling $705,659:
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Proposed projects for discretionary Capital funding
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Capital Proposed
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Quilt
from Women’s prison for Browns Bay Local Board Office
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$500
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Western
Reserve Skate park and playground
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$150,000
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Stoney
Homestead (community hub)
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$200,000
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Sherwood
Reserve Landscape plan project
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$150,000
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Western
Reserve Toilet and Estuary Arts Centre Landscape Plan project
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$40,000
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Fenced
Playground (within the East Coast Bays area)
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$30,000
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TOTAL
PROPOSED CAPITAL PROJECTS FOR FUNDING:
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$570,500
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c) fund the Heritage Protection Zone (HPZ) in Long Bay on
the 10 December 2014 event, utilising unspent funds from “Local Civic
Functions” of $9,000.
d) delegate to the chairperson and deputy chairperson the
authority to approve variations to project allocations in recommendations (a)
and (b) within the overall approved budget envelope.
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Comments
4. This
item was discussed with the local board at a workshop on Wednesday 27 August
2014. Information was provided to enable a discussion on these projects and to
confirm the local board priorities.
Budget Information
5. Uncommitted
funds have been identified from the following budget lines in the 2014/2015
financial year.
Discretionary Operating funds for 2014/2015:
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Discretionary Opex Budgets
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Identified Budget
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Confirmed Funding Arrangements:
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Unspent Funds
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Local Board Discretionary Fund
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$53,152
|
$6,250 Movies in the Park (HB/2014/2)
|
$46,902
|
|
Community Volunteer Awards
|
$4,235
|
None – look to do this event every second
year
|
$4,235
|
|
Mairangi Arts Centre
|
$94,358
|
Agreement for MAC $77,800
|
$16,558
|
|
Estuary Arts Centre
|
$77,644
|
Agreement for EAC $61,000
|
$16,644
|
|
HBC Community Coordinator
|
$71,651
|
None
|
$71,651
|
|
Total Discretionary budgets
|
$294,790
|
Total
unspent budgets 14/15
|
$155,990
|
|
Proposed projects for discretionary Opex funding
|
Opex Proposed
|
|
Silverdale
BID – Survey
|
$25,000
|
|
Audit sites for North West Wildlink
|
$10,000
|
|
Browns Bay Skatepark and playground
reserve
|
$15,000
|
|
Western Reserve Skate Park upgrade and
Playground design
|
$25,000
|
|
Metropark Feasibility Study
|
$20,000
|
|
Orewa Revitalisation Plan
|
$25,000
|
|
Western
Reserve Landscape Plan
|
$5,000
|
|
Browns
Bay Centre Plan
|
$20,000
|
|
Needs
Assessment Community Development
|
$2,000
|
|
Scholarship
fund (match HBC funding for ECB $1k)
|
$1,000
|
|
TOTAL
PROPOSED OPERATING PROJECTS FOR FUNDING:
|
$148,000
|
6. The local board will allocate a total
$148,000 from the uncommitted discretionary operating funds of $155,990 leaving
an amount of $7,990 of which $6,250 has been allocated to Movies in the Park.
This will leave a total balance of $1,740 of unallocated funding.
Information
on projects to be funded from operating funds:
Silverdale
Business Improvement District
7. It is proposed to allocate $25,000 of the “Discretionary
Operational” fund to start the process of developing a Business Improvement
District (BID) for the retail and commercial area of Silverdale. Innovative
thinking is required to develop the area as a vital business district for the
Silverdale business area. Businesses could benefit from the structured and
coordinated approach provided by a BID. The BID would operate for the new and
old business areas including the industrial land area.
8. The funds will be used to cover the costs of the first step in
the BID process which is to conduct a survey of businesses in Silverdale to
find out:
• What’s good about doing business in Silverdale?
• What isn’t working?
• What are the challenges and opportunities?
Audit Sites
for North West Wildlink
9. It is proposed to allocate $10,000 of
the “Discretionary Operational” fund to the Environmental
Services team to support their existing funding within their 2014/2015 work
programme for the North West Wildlink project of $5,000. This would provide a
total budget of $15,000 to complete the audit sites and provide information
back to the local board regarding next steps.
10. The North-West Wildlink is a corridor of
native habitats stretching from Tiritiri Matangi in the east to the
Waitākere Ranges in the west. It has the potential to increase bird life
and restore habitats in a continuous green belt between Auckland’s coasts.
Launched in 2006, this joint initiative involved the Department of
Conservation, Forest and Bird and former councils across Rodney, North Shore
and Waitākere. In recent years, community groups and Forest and Bird have
kept this initiative going through their own activities.
11. The Hibiscus and Bays Area Plan identifies the
development of the North-West Wildlink as one of the six key moves to achieving
the visions of the Auckland Plan and local board priorities. More emphasis
will be placed on supporting volunteer groups to protect existing green areas
within the wildlink corridor and to identify future areas to extend the
coverage to adjoining ecosystems.
12. Working with our partners, we will identify
existing and potential restoration sites within the wildlink corridor and
support education programmes for our residents (including private landowners of
important sites). These local initiatives will directly improve the local
environment while also contributing to the regional wildlink programme.
Browns Bay Skatepark playground and
reserve plan
13. It is proposed to allocate $15,000 of
the “Discretionary Operating” fund to complete a plan for the Browns
Bay reserve area including funding for the upgrade of the Browns Bay Skate
Park. The local board has agreed to merge the projects together and to
complete an enhancement plan for the Browns Bay Beach Reserve which includes
the coastal reserve area, the skate park and the playground area. To achieve this we will work with community and skate park users on
a shared vision for this area.
14. This funding will enable a plan to be
completed to ensure future funding is identified for the long-term plan.
Currently the Browns Bay toilet is being upgraded and the Phoenix Plaza upgrade
was completed in the last financial year.
Western Reserve Skatepark upgrade and
new playground
15. It is proposed to allocate $25,000 of
the “Discretionary Operational” fund to complete a plan for the Western Reserve Skate Park for a total new skate park development.
At present the skate park has had a number of maintenance fixes which cannot
continue and requires a new skate park design.
16. To enhance this skate park and provide the
young people an opportunity to play in the same area as the older youth, it is
proposed to provide a small playground by the skate park. To achieve this we will work with community and skate park users on
a shared vision for this area.
17. The local board proposes to allocate
discretionary funding to complete a plan and to allocate future discretionary
SLIPS/Capital funds for 2014/2015 which is part of this report.
Metropark Feasibility Study
18. It is proposed to allocate $20,000 of
the “Discretionary Operational” fund to complete a feasibility study for
Metropark. Further funding of $3m is required to complete the
full capital programme of works. A feasibility study is required with its aim
to produce a report that informs and enables decision-making on the development
of the multipurpose building at Metropark and the operational model (including
size). The facility will include changing rooms and toilets for the field
users and should include but is not limited to clubrooms space. The Metropark
Working Party approached the Parks, Recreation and Sport Committee, requesting
funding and it was identified that a feasibility study would be required to
inform future regional funding.
Browns Bay
Centre Plan
19. It is proposed to allocates $20,000
of the“Discretionary Operational” fund to complete a plan for the upgrade of the current Browns Bay Plan. This is required to help
achieve a business heart and high quality developments and public spaces within
Browns Bay. To achieve this we will work with landowners, developers and the
Browns Bay Business Association on a shared vision for Browns Bay. There has
been a previous plan completed for Browns Bay, it is proposed that this funding
will enable the plan to be updated to meet current needs of Browns Bay.
20. The Area Plan for Hibiscus and Bays Local
Board recommended that a further detailed centre or precinct plans are required
to ensure area plan outcomes and projects are realised for Browns Bay. Due to
current constraints within the Regional and Local Planning work programme the
local board have proposed that funding be allocated to provide further detailed
planning of the Browns Bay area.
Orewa
Revitalisation Plan
21. It is proposed to allocate $25,000 of
the “Discretionary Operational” fund to complete a revitalisation
plan to ensure Ōrewa develops into a town with a vibrant commercial heart
with high-quality developments and public spaces.
22. The Area Plan for Hibiscus and Bays Local
Board recommended that detailed centre or precinct plans are required to ensure
area plan outcomes and projects are realised for Orewa. Due to current
constraints within the Regional and Local Planning work programme the local
board have proposed that funding be allocated to provide further detailed
planning of the Orewa area.
23. To achieve this we will work with landowners,
developers, and Destination Ōrewa Beach on a shared vision for
Ōrewa. After a revitalisation plan is complete, we can review proposals
to upgrade the Ōrewa Boulevard, which aims to link the retail precinct more
closely with Ōrewa Beach.
Western Reserve Landscape Plan
24. It is proposed
toallocate $5,000 of the “Discretionary Operational” fund for a landscape plan
for the Western Reserve area. The resource consent condition for the Estuary
Arts Centre (EAC) new education wing requires a landscape plan to be
completed. Currently the local board has funded the upgrade of the Western
Reserve toilet in this financial year. To meet the resource condition and
ensure that both this area and the Western Reserve Toilet look the same and
work in harmony with each other, it is proposed that funding be allocated to
complete the landscape plan for this area in the below capital projects.
25. The
EAC have tendered for the new education wing and is progressing well with funding
now secured from ASB Community Trust and the Lottery Grants Board. These
grants combined with the contribution from the Hibiscus and Bays Local Board
and the Auckland Regional Services Trust Fund brings the total committed funds
for the project to over $800,000.
Needs assessment community development
report
26. $15,000 was
allocated from the 2013/2014 financial year of the “Community Co-ordinator
(Hibiscus Coast)” budget to fund the Community Development Needs Assessment for
the Hibiscus Coast area. A further report will be submitted by the Community
Development, Arts and Culture team on the proposed outcomes of this needs
assessment.
27. It is proposed
to allocate a further $2,000 to help fund future work that will be required to
complete the needs assessment to provide information for the local board to
make a decision to influence the long-term plan funding.
28. It is important to have a good understanding
of how people are doing, what is already working well and what else is needed
in this local community in order to provide a mix of activities, services and
facilities that will enhance community wellbeing and promote resilience in the
long term. The project outline is to develop a methodology for gathering
comprehensive place specific community information with local communities.
This information will be analysed to identify what community services,
facilities and initiatives are needed to improve community wellbeing and
resilience at a local level within the Hibiscus Coast area.
(SLIPS) Capital funds for 2014/2015:
|
Budget Name
|
Identified Budget
|
Confirmed Funding Arrangements:
|
Unspent Funds
|
|
SLIPS 2014/2015
|
$457,878
|
None
|
$457,878
|
|
Carry forward SLIPs from 2013/2014
|
$195,137
|
None
|
$195,137
|
|
Local Board Discretionary Capex fund
|
$52,644
|
None
|
$52,644
|
|
Total Discretionary budgets
|
$705,659
|
Total
unspent budgets 14/15
|
$705,659
|
|
Proposed
projects for discretionary Capital funding
|
Capital Proposed
|
|
Quilt
from Women’s prison for Browns Bay Local Board
|
$500
|
|
Western
Reserve Skate Park and Playground
|
$130,000
|
|
Stoney
Homestead (Community Hub)
|
$200,000
|
|
Sherwood
Reserve Landscape Plan Project
|
$150,000
|
|
Western
Reserve Toilet and Estuary Arts Centre Landscape Plan Project
|
$40,000
|
|
Fenced
playground (within the East Coast Bays area)
|
$30,000
|
|
TOTAL
PROPOSED CAPITAL PROJECTS FOR FUNDING:
|
$550,500
|
29. The local board will allocate a total of
$550,500 from the uncommitted discretionary capital/slips funds of $705,659
leaving an amount of $155,159 of which $149,604 has been allocated by the local
board for Stillwater Hall and Hatfields dump station relocation projects. This
will leave a total balance of $5,555 unallocated funding.
30. At the time of this report the local board is
still awaiting final confirmation of the projects that are to be deferred and there
may be further funding available for allocation.
Information
on projects to be funded from Capital/SLIPS funds:
Quilt from
Women’s prison
31. It is proposed to allocate $500 of the Capital/SLIPS fund to
complete the work for the Dresden quilt. The Women’s prison have completed a
Dresden quilt which was originally created for the Silverdale Bus Station, due
to delays in the Silverdale Bus Station it is proposed that the local board
fund this quilt for artwork at the Browns Bay local board office.
Western
Reserve Skate Park and Playground
32. It is proposed to allocate $150,000 of the Capital/SLIPS fund
to complete the design of a new skate park and playground at the Western
Reserve. At present the skate park has had a number of
maintenance fixes which cannot continue and requires a new skate park design.
33. To enhance this skate park and provide the
young people an opportunity to play in the same area as the older youth, it is
proposed to provide a small playground by the skate park. To achieve this we will work with community and skate park users on
a shared vision for this area.
34. The local board proposes to allocate
discretionary funding to complete a plan and to allocate future discretionary
SLIPS/Capital funds for 2014/2015 which is part of this report (please see
below).
35. The local board was requested to defer capital expenditure
projects in our area for the 2014/2015 financial year to achieve potential
savings of $301 million. The local board will resolve at its September business
meeting to retain $200,000 of the $375,350. If funding is retained for Stoney
Homestead then it is proposed that the $200,000 allocated to Stoney Homestead
be given to the Western Reserve Skate Park which would provide $350,000 for the
2014/2015 year. The local board will also seek funding from the renewals
budget.
Stoney Homestead
36. It is proposed to allocate $200,000 of the Capital/SLIPS fund
to complete the work for Stoney Homestead project. The local board was
requested to defer capital expenditure projects in the local board area for
2014/2015 financial year to achieve potential savings of $301 million. The
local board will resolve at its September business meeting to retain $200,000
of the $375,350 to be deferred to complete the below work.
37. The historic building has had a complete structural and
external makeover. The money including in 2014/2015 is required for
remediation work outside. A tender is ready to go out for this work and it is
an important step in moving toward completion of this project. The newly
established Stoney Homestead Trust is also working through plans with the city
transformation team to complete an internal fit out. This will allow the
building to be opened as a community hub for the fast growing Millwater development.
38. If the local board are successful in retaining the $200,000
within their current budgets, it is intended that the $200,000 allocated within
the SLIPS/Capital funds be allocated to the Western Reserve Skate Park and
playground project.
Sherwood Park Landscape Design
39. It is proposed to allocate $150,000 of the Capital/SLIPS fund
to complete the Sherwood Park Landscape Plan. The local board will also look
to work with Stormwater department on remediation work that needs to happen in
this area and also look to utilise the “Browns Bay Market” funding that has
been identified for projects within the Browns Bay catchment area.
40. $10,000 was allocated from the 2013/2014 financial year of the
“Local Discretionary Fund” budget for a landscape design plan for the Sherwood
Reserve ready for implementation in 2014/2015 year by utilising the Small Local
Improvement Projects (SLIPS) fund.
41. The East Coast Bays members have requested future funding for
the renewal of Sherwood Reserve where the theme of the park encompasses its
name (Sherwood – Robin Hood) and to provide a park that can be used by everyone
by maintaining the scenery, huge fresh grassy areas and walkways and by
providing a point of difference to this park.
Western Reserve toilet and Estuary Arts
Centre Landscape Plan project
42. It is proposed
to allocate $40,000 of the Capital/SLIPS fund to complete the Western Reserve
toilet and EAC Landscape plan project.
43. The resource
consent condition for the Estuary Arts Centre (EAC) new education wing requires
a landscape plan to be completed. Currently the local board has funded the
upgrade of the Western Reserve toilet in this financial year. To meet the
resource condition and ensure that both this area and the Western Reserve Toilet
look the same and work in harmony with each other, it is proposed that funding
be allocated to complete the landscape plan for this area in the below capital
projects.
Fenced Playground
44. It is proposed
to allocate $30,000 of the Capital/SLIPS fund to complete a fenced playground
within the East Coast Bays sub-division. The local board had a deputation from
a resident requesting that we provide a fenced playground similar to the fenced
playground in Mairangi Bay Park. The Parks Advisor will work with the
Facilities and Reserves Committee to identify the best park within the East
Coast Bays sub-division to be fenced.
Other
Information:
Heritage
Protection Zone (HPZ) Long Bay
45. The Hibiscus and Bays Local
Board intend celebrating the acquisition of the Heritage Protection Zone land,
which on the 10 December 2014 will officially become part of the Long Bay
Regional Park. It is proposed to allocate $9,000 from the “Local Civic
Functions budget of $18,180. The Northern Regional Park officers are hosting
an official opening event on the 9th December 2014.
46. The local board will invite
schools within the East Coast Bays sub-division of 30 kids and parent helpers
from the junior school to help us celebrate the return of the Heritage
Protection Zone land to Auckland Council. The local board will host the kids
and will provide entertainment which includes rides, activities and will
provide food for the day and of course provide the buses to collect your
children and return them back to school.
47. The former North Shore City
Council prepared a structure plan to enable development while protecting a
number of unique environmental features of the area. The Heritage Protection
Zone will protect the significant heritage values of the archaeological sites
including behind the southern headlands overlooking the Long Bay Regional
Park. The Environment Court has released its final decision, adopting the Long
Bay Structure Plan: Plan Change 6. The
Long Bay Structure Plan aims to find the delicate balance between facilitating
development to accommodate urban growth and providing for the needs of the
future community, without sacrificing the heritage and environmental values of
the area. This has been a long process and it is important to pay tribute to the
local people who have contributed so much to ensure we can obtain balanced
outcomes for the environment at this special place.
Consideration
Local
board views and implications
48. The Hibiscus
and Bays Local Board signalled support for all these projects and all are
current priorities of the Local Board.
Māori
impact statement
49. Iwi will be
advised of any projects that may have significance to them and will be
consulted with accordingly.
Attachments
There are no attachments for
this report.
Signatories
|
Authors
|
Leigh Radovan - Local Board Advisor
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
