Agenda of Franklin Local Board

Franklin Local Board

14 October 2014

Draft Community Grants Policy

File No.: CP2014/21722

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. Public feedback on the CGP was invited between 14 July and 11 August, and a summary of this input is provided as Attachments B and C.

Recommendation/s

a) That the Franklin Local Board endorses 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) That the Franklin Local Board provides 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) That the Franklin Local Board indicates whether they support the proposal to participate in an interim ‘multi-board cluster’ with Franklin Local Board, Howick Local Board, Mangere-Otahuhu Local Board, Otara-Papatoetoe Local Board, Papakura Local Board and Manurewa 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.

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. 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.

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. 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.

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 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, 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 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 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

No.	Title	Page
a View	Draft Community Grants Policy (Under Separate Cover)
b View	Summary of feedback from public consultation	17
c View	Summary of public feedback from the Franklin Local Board area	23
d View	Key feedback provided during political engagement	27

Signatories

Authors

Rebekah Lauren - Principal Policy Analyst

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Teresa Turner - Relationship Manager

Franklin Local Board

14 October 2014

Local board feedback on the draft Arts and Culture Strategic Action Plan (ACSAP)

File No.: CP2014/22614

Purpose

1. To endorse the Arts and Culture Strategic Action Plan’s proposed goals and action areas.

Executive summary

2. The Arts and Culture Strategic Action Plan (ACSAP) is a core strategy to deliver on the Auckland Plan vision to be the world’s most liveable city. It sets out a strategic direction for the next 10 years that will guide the planning and delivery of arts and culture activities in Auckland to meet the aspiration in the Auckland Plan to “integrate arts and culture in our everyday lives”.

3. Public consultation on the draft ACSAP was held 23 June to 24 July 2014.

4. A total of 440 submissions were received from key (external) stakeholders and the general public – 50 from arts and culture organisations, 109 from children and young people and the remainder from the general public.

5. Feedback from local boards was generally positive. The draft ACSAP aligned well with the arts and culture aspirations in many of the local board plans.

6. There was strong endorsement from key stakeholders and the general public of the draft ACSAP’s goals and action areas.

7. However, feedback from local boards and key stakeholders indicated that considerable further work is required on the implementation section of the plan.

8. As a result of this feedback, the ACSAP has been split into two parts:

· The ‘strategic section’ of the plan, which outlines the goals and action areas; and

· An ‘implementation section’, which will provide detail on the specific actions to be delivered and by whom, timeframes and measures.

9. The strategic section (goals and action areas) will be reported to the Arts, Culture and Events Committee for adoption in October 2014.

10. The implementation section requires further work and engagement with local boards and key stakeholders. This will be reported to the Arts, Culture and Events Committee for adoption in March 2015.

Recommendation/s

a) That the Franklin Local Board endorses the Arts and Culture Strategic Action Plan’s proposed goals and actions and recommend that the Arts, Culture and Events Committee adopt them.

b) That the Franklin Local Board notes that further work on the implementation section will be undertaken with local boards from November 2014 to February 2015.

Comments

Local board feedback

11. To date, engagement with local boards has included portfolio holder briefings, workshops and meetings with local board members. Written and verbal feedback has been received (see attachment A).

12. Local boards are generally positive about the draft ACSAP, its alignment with draft local board plans and its ability to support local board’s diverse arts and culture aspirations.

13. Key themes emerged from local board feedback:

· Community feedback on the draft plan needs to be reflected in the final ACSAP

· Greater recognition of the importance of arts and culture in placemaking and urban design

· Greater clarity on council’s role and what council will specifically deliver and support

· Improve the affordability of hiring creative spaces

· Improve Aucklanders’ access to and participation in arts and culture

· More public art outside the city centre

· Regional institutions to deliver arts and culture in rural areas

· Greater use of digital tools, such as an arts and culture calendar, on-line tools to connect artists with funders, on-line access to and apps about the history of significant sites etc.

· Recognise the importance of ‘local’ i.e. arts and culture by local communities, for local communities, in local communities.

14. The areas of strong alignment between local board, key stakeholder and general public feedback include: the importance of arts and culture in placemaking; celebrating multiculturalism; and addressing affordability and accessibility issues for audiences and participants.

Public feedback

15. Public consultation on the draft ACSAP took place from 23 June to 24 July. It was publicised through various channels. Local boards also promoted the consultation to their communities.

16. A total of 440 submissions were received. Of these: 50 were from arts and culture organisations; 109 were received from children and young people; and the remainder were from the general public. (See attachment B for the feedback summary and submission numbers by local board area)

17. A specific consultation with children and young people was undertaken during the school holidays, accounting for the high number of responses from these groups. Staff worked with Uxbridge Creative Centre, The Auckland Performing Arts Centre, Auckland Central Library, Auckland Art Gallery and schools to run visioning and imagining exercises and collect feedback via a specifically designed worksheet.

18. Key themes from the public consultation were:

· The importance of public art and arts and culture in placemaking

· Sustainable funding of arts and culture

· Affordability and accessibility to arts and culture for audiences and participants

· Honouring Māori culture and recognising the contribution of multiculturalism to Auckland’s identity

· A strong desire from many individuals and organisations to partner with council to implement the ACSAP.

19. Submitters strongly endorsed the six goals and 16 action areas in the draft ACSAP.

Adopting the ACSAP through a two-stage process

20. Whilst there was general support for the goals and action areas, there was also strong feedback on how the detailed actions of the ACSAP will be implemented. Additionally, external stakeholders expressed a desire to be involved in delivery.

21. The mayor’s proposal for the Long-term Plan 2015-25 requires refinement to the detailed actions and look closely at implementation.

22. As a result of these issues, the ACSAP has been split into two parts:

· The ‘strategic’ part of the plan, outlining the goals and actions areas. Staff seek local board endorsement of the proposed goals and action areas (below), and local board recommendation that the Arts, Culture and Events Committee adopt the goals and action areas at the October committee meeting. Prior to further consultation on implementation, it is important that the ACSAP goals and action areas are adopted to guide this discussion.

· The ‘implementation’ part of the plan, with details on specific actions, lead organisations, timeframes and measures. This requires further work and engagement and will be reported to the Arts, Culture and Events Committee in March 2015. Feedback from the consultation will be used to refine and inform this work.

ACSAP strategic section: proposed goals and action areas

23. Early information and feedback from local boards and key stakeholders was used to develop the goals and action areas in the draft ACSAP. They have been confirmed through the consultation process, which also identified priority goals and action areas (see bold points in the table below).

24. The proposed, final ACSAP goals and action areas are:

Goals	Action areas
All Aucklanders can access and participate in arts and culture	Place Aucklanders at the centre of arts and culture planning and delivery
	Better communicate what’s on offer
	Remove barriers to access and participants
Auckland values and invests in arts and culture	Grow and deliver strategic investment in arts and culture
Auckland values and invests in arts and culture	Evaluate and promote the economic, social, cultural and environmental value of investment in Auckland’s art and culture
A network of vibrant arts and culture organisations and facilities meets Auckland’s diverse needs	Foster arts and culture organisations and facilities that build and promote Auckland’s unique identity
	Support arts and culture organisations and facilities to engage with Auckland’s diverse population in innovative and inclusive ways
	Arts and culture organisations work together as a complementary regional system
	Provide a regional spread of vibrant diverse and affordable creative spaces
Arts and culture are intrinsic to Auckland’s place making	Tell our stories by encouraging unique and distinctive public art that reflects and responds to our place
	Make it easier to plan, create and deliver innovative art and design in public places
	Engage more artists and Aucklanders in art in public places
Auckland celebrates a unique cultural identity	Celebrate Māori and their culture as a point of difference
Auckland celebrates a unique cultural identity	Champion Auckland’s unique arts and culture
Auckland has a robust and flourishing creative economy	Foster a robust network of creative industries
Auckland has a robust and flourishing creative economy	Champion innovation to attract talent

Next steps

25. Further engagement with local boards, key stakeholders, mana whenua and mataawaka on implementation will take place between October 2014 and February 2015. The implementation section will be reported to the Arts, Culture and Events Committee in March 2015 for adoption, and the ACSAP in its entirety will be finalised.

Consideration

Māori impact statement

26. The Independent Māori Statutory Board (IMSB) is represented on the ACSAP steering group to provide guidance on content and process. The IMSB’s Māori Plan for Tāmaki Makaurau was a guiding document underpinning the development of the draft ACSAP.

27. Māori aspirations and outcomes were clearly identified and addressed in the draft ACSAP with Māori actions woven through all the action areas; this will not change. The ACSAP acknowledges and celebrates Māori culture as Auckland’s point of difference, and mana whenua as Treaty partners in a multicultural Auckland.

28. One of the key arts and culture actions in the Māori Plan for Tāmaki Makaurau was that council support a signature Māori event – this is included in the ACSAP. The mayor’s proposal on the Long-term Plan 2015-25 states his expectation that Auckland Tourism Events and Economic Development (ATEED) will deliver a significant Māori event (and ATEED refocus its current resources to achieve this).

29. Further engagement with mana whenua and mataawaka is planned as part of developing the implementation section of the ACSAP.

Attachments

No.	Title	Page
a View	Local Board Feedback	35
b View	Consultation Summary	37
c View	Draft Arts and Culture Action Plan (Under Separate Cover)

Signatories

Authors

Rebecca Kruse - Strategy Analyst

Maree Mills – Principal Strategy Analyst

Authorisers

Grant Barnes - Manager - Auckland Strategy and Research

Teresa Turner - Relationship Manager

Franklin Local Board

14 October 2014

Integrated bylaws review and implementation programme (IBRI) update – September 2014

File No.: CP2014/22959

Purpose

1. This report provides an update on the Integrated Bylaw Review and Implementation programme, noting its progress towards delivering a set of bylaws that are appropriate for Auckland by October 2015.

Executive Summary

2. The Integrated Bylaw Review and Implementation (IBRI) programme is reviewing the set of legacy bylaws and supporting the adoption and implementation of new bylaws that are appropriate for Auckland, by October 2015.

3. An investment proposal for funding for the 2014/2015 year was endorsed by the Budget Committee in May 2014. This ensures that the programme has adequate funding for its activities this year, including delivering several bylaws that are planned to come into force alongside the July 2015 start of the next long-term plan period.

4. Progress has been made on the review and implementation stages for several topics. The final Navigation Safety Bylaw and Cemeteries and Crematoria Bylaw have now been adopted by the governing body and will come into force in the next few months. The Auckland Transport Board has also adopted changes to their Election Signs Bylaw that are now in force.

5. Seven bylaw proposals were, or are, open for formal public consultation from August to October. These are the Trading and Events in Public Places Bylaw, the Alcohol Control Bylaw, the Animal Management Bylaw (covering animals other than dogs), an amendment to the Health and Hygiene Bylaw, the Signage Bylaw, the Stormwater Bylaw and the Outdoor Fire Safety Bylaw. Consultation around these topics will ensure that a coherent view is presented to the public across these topics and in the context of other work.

6. The Alcohol Control Bylaw proposal includes recommended delegations to local boards to allow a timely review of the current alcohol bans in each local board area.

7. The 2014 programme for review of local dog access rules is well underway with the local boards that are proposing changes this year. Reports on the submissions have been prepared to support final decisions by summer.

8. The new Public Safety and Nuisance Bylaws and the Health and Hygiene Bylaw have now come into force and the changes that allow the council to operate these new bylaws have been successfully delivered. Media coverage for these has generally been positive. In particular the prohibition on use of sunbeds by those under 18 years old has received positive coverage (reflecting the council’s leadership on this issue).

9. Detailed planning to support the coming in to force of the Navigation Safety Bylaw and the Cemeteries and Crematoria Bylaw, and other upcoming bylaws, is underway.

10. No formal requests for local board bylaws have been received over the period covered by this report.

Recommendation/s

That the Franklin Local Board notes the progress of the Integrated Bylaw Review and Implementation programme towards its completion of the delivery of new bylaws by October 2015.

Comments

Background to the Integrated bylaw review and implementation programme

11. Auckland Council inherited a set of legacy bylaws from the former councils, covering approximately 30 topics. These bylaws expire at the end of October 2015.

12. The Integrated Bylaw Review and Implementation programme has been established to review these bylaws and prepare a new bylaw for each topic where appropriate, and to make and communicate the necessary changes so that the council can operate the new bylaws and achieve the outcomes sought from each bylaw. The programme will also work with affected parties where a legacy bylaw is not replaced by a new bylaw.

13. Both local boards and the Regulatory and Bylaws Committee receive regular updates on the programme. The previous update was provided to local boards in April 2014. This report provides an update on the various topics included in the programme, and attachment A provides an overview of the timeline through to October 2015.

Funding for bylaw review and implementation

14. A funding proposal for the IBRI programme was approved by the Budget Committee at its meeting of 8 May 2014 (refer resolution BUD/2014/24). This means that the programme will have sufficient resources to deliver its objectives over the 2014/2015 year. The majority of the bylaw topics included within the programme will be completed by the end of this financial year, with several bylaws expected to come into force alongside the start of the new financial year on 1 July 2015. It is expected that there will also be some programme activities through the first part of the 2015/2016 year.

Update on review stage for bylaw topics

15. Table one and table two below show the current status of the review topics and provide further comments for particular topics.

16. This includes bylaws that may be folded into or managed under other topics (Arkles Bay set netting, Orakei Basin), the ongoing local boards’ review of dog access rules, regional film fees, and the review that must take place within five years of any bylaw’s adoption.

17. Local boards have recently provided input to the bylaw reviews for construction and transport for Auckland Council land (such as parks). Further engagement is underway or being planned for the next topics in the review including alcohol controls review, environmental protection and regional film fees.

Table 1: Summary of status and next steps for review of bylaw topics

Topic	Status and Progress – 7 stages								Comments
	Status	1-Preparation	2-Pre-consultation	3-Options	4-Write Bylaw	5-Adopt draft	6-Spec Cons Proc	7-Adopt final
*Reviews completed*
Dog management	G								Completed
Election Signs	G								Completed
Food safety	G								Completed
General administration	G								Completed
Hazardous substances	G								Completed
Health & hygiene	G								Completed
Offensive trades	G								Completed
Public safety and nuisance	G								Completed
Solid waste (Waste m/ment)	G								Completed
Trade waste	G								Completed
Transport (Auckland Transport)	G								Completed
Navigation safety (including lifejackets)	G								See below
Cemeteries and crematoria	G								See below
Election signs (amendment)	G								See below


Work programme
Outdoor / rural fire safety	G
Trading and events in public places	G								See below
Stormwater management	G
Signage	G								See below
Alcohol licensing fees	A
Alcohol control	G								See below
Animal management	G								See below
Health & hygiene amendment									See below
Air quality	G
Boarding houses and hostels	G
Commercial sex industry	A								Issues covered in unitary plan and other bylaws
Construction and development	G
Onsite wastewater	G
Orakei Basin	G
Recreational and cultural facilities	G
Transport (Parks / AC controlled land)	G
Water supply and wastewater (reticulation)	G
Wharfs & marinas	G
Environmental protection	G

Other work
Review - local dog access rules	G								See below
Freedom camping	G
Arkles Bay set netting	G
Regional film fees	G								See below
Five year reviews	B

Status summary codes

G	Green - Work is progressing as planned, due date will be met or any revised date will not have wider impacts
A	Amber – Original due date at risk of being missed and this may have wider impacts; or an issue has arisen.
R	Red - Due date has or will be missed and this will have wider impacts; or an issue has arisen that will have wider or significant impacts.
B	Blue - Not yet scheduled. However, background work is underway.

Table 2: Additional comments for particular topics in the bylaw review programme

Navigation safety (including lifejackets)

On track

Public submissions closed on 17 March and public hearings and deliberations were completed. The Hearings Panel report on the final form of the bylaw was considered and adopted by the governing body at its meeting on 31 July 2014.

The panel requested that a campaign be developed to communicate the changes introduced in the new bylaw and to support the bylaw’s objectives around safety on the water, particularly in relation to smaller boats and the wearing of lifejackets. Planning for this campaign is now underway to support the commencement of the new bylaw.

Cemeteries and crematoria	On track	G
Public submissions closed in June and the public hearings and deliberations were completed. The Hearings Panel report on the final form of the bylaw was considered and adopted by the governing body at its meeting on 31 July 2014. The final bylaw and code of practice included a number of changes arising from public consultation, including clarifying procedures around burial and plots and for scattering of ashes.

Election signs (amendment)

On track

The Auckland Transport board proposed a series of amendment to the Election Signs Bylaw to reflect issues that arose in the 2013 local body elections. These changes included limits on the times when signs can be displayed on private sites, allowing candidates to appear on both individual and team signs on a single site, and requiring contact information on signs to be readable. Submissions closed on 3 June.

Final changes were adopted by the board at its meeting of 24 June, and came into force on 18 July (just before the two month period that runs up to the general election on 20 September).

Trading and events in public place

On track

Both Auckland Council and Auckland Transport have endorsed their proposed Trading and Events in Public Places bylaws. These apply to streets and footpaths and other public places. Public submissions were open from 4 August to 4 September, with hearings and deliberations to follow. It is expected any new bylaws could come into force for July 2015. This would allow any fee changes to also be put in place with the new long-term plan that will start then.

The bylaws cover a range of issues including street performances, mobile shops, outdoor dining and displays, markets and stalls and charity collections.

Signage

On track

A proposed Signage Bylaw was reported to the August meetings of the Regulatory and Bylaws Committee, the governing body and the Auckland Transport board. Public consultation is open from 3 September to 3 October 2014.

The bylaw covers a range of types of signs including portable, free standing, wall-mounted, veranda and window signage. It also addresses requirements for posters and for certain types of signs including signs in public open spaces, signage advertising commercial sexual services, real estate signage and event signage.

Any new bylaw could be in place for July 2015 and will work alongside Unitary Plan requirements that apply to specific types of signs.

Alcohol control

On track

The Alcohol Control Bylaw will allow the council to put alcohol bans (previously call liquor bans) in place. These bans prohibit the consumption or possession of alcohol in specified public places, at particular times. Alcohol bans can work alongside other regulatory and non-regulatory tools to help minimise the harm that can be associated with alcohol.

A proposed bylaw was adopted by the governing body on 31 July and was open for public consultation from 15 August to 15 September. The proposal includes delegations allowing local boards to review, make, amend and revoke alcohol bans for local public places. The governing body would make these decisions for public places that are of regional significance.

The bylaw includes criteria to help evaluate any request for an alcohol ban, based on the requirements of the enabling legislation. It has also been designed to support a range of approaches to help communities manage problems associated with alcohol use.

The current proposal does not include a review of the existing alcohol bans or the making of new alcohol bans. Decisions on the existing alcohol bans will need to be made by local boards and the governing body after the new bylaw is adopted and before October 2015. Local boards are now receiving further information on how they can carry out their role for this review.

Animal management

On track

A proposed Animal Management Bylaw was adopted by the governing body on 31 July and was open for public consultation from 15 August to 15 September. The bylaw provides Aucklanders with the opportunity to own different types of animals for companionship, while minimising possible impact on their neighbours. Under the proposed bylaw, people that keep animals need to ensure the animals do not cause a nuisance, risk to public health and safety, or damage council land.

Specific provisions are included for urban properties relating to the keeping of bees and chickens or other stock (such as a rooster, goat, pig or sheep). There are also specific provisions related to horse riding in public places.

Issues relating to animal welfare, wildlife predation and dog management are addressed through national legislation and do not form part of this proposal.

Health & hygiene amendment

On track

The Health and Hygiene Bylaw 2013 was adopted by the council in 2013 and came into force on 1 July 2014. The bylaw and code, as adopted, requires pharmacists to obtain a licence under the bylaw if they offer commercial ear-piercing services.

The council has now received further information from industry representatives that shows public health is adequately protected through existing central government regulation and industry-based standards. Accordingly, the council is proposing an amendment to the bylaw that will exempt pharmacists from the requirement to obtain this licence under the bylaw when they provide commercial ear-piercing services. Public consultation was open from 15 August to 15 September.

Local dog access review

On track

The 2014 local board dog access review includes some areas within the following local boards: Kaipatiki, Orakei, Maungakiekie-Tamaki, Puketapapa, and Hibiscus and Bays.

This is the first year of the new approach to reviewing dog access rules and means the council can consider requests for changes to dog access rules on an annual basis. This approach is more responsive to residents and the environment and enables robust consideration on specific public places to provide for public safety and comfort, the needs of dogs and their owners, and to ensure the practicality of dog access rules.

The council is required to advise registered dog owners about these proposed changes and this has been achieved by including relevant material within the annual dog registration package. This is the first year that this approach has been possible and it has reduced costs and ensured that dog owners receive a single combined communication from the council. This targeted advice has been supported by other communication including public notices, local newspaper advertising and initiatives planned by these local boards.

Submissions on the proposed changes closed on 23 July 2014. Panels established by the relevant local boards considered the submissions, held hearings and reported to their respective local boards who have adopted the recommendations and finalised the review process.

Further access review changes are planned for the next two years. Work is now underway for local boards that are involved in the 2015 review programme. The local boards that are receiving a report in September to confirm commencement of the review and define its scope are Rodney, Upper Harbour, Devonport-Takapuna, Waitakere Ranges, Waiheke Island, Albert-Eden, Puketapapa, and Waitemata.

Regional film fees

On track

There are around 500 permit applications for filming activity each year, including many on local parks. The Auckland Film Protocol expresses the council’s intention to welcome filming, support this activity and maximise the financial and other benefits it brings to Auckland. The protocol also includes measures to ensure filming’s impacts on communities are well managed.

When the Film Protocol was adopted in 2013 several local boards asked that further work be carried out to understand how local communities can get more benefit from filming. The regional film fees project responds to part of that request. It will review how fees for filming can be set and managed, and how council’s direct revenue associated with filming permits can be used to meet the costs of facilitating filming and to improve the public spaces (including parks and streetscapes) that are used by film-makers.

Further information is being provided to local boards through September and October.

Update on implementation stage for new bylaws

18. Table three and table four below show the current status of implementation projects and further comments for particular implementation projects.

Table 3: Summary of status and next steps for implementation projects

Implementation project name	Status and Progress					Link to bylaw topics / Other comments
	Status	1-Preparation	2-Planning	3-Implementation	4-Closure
*Underway*
Alcohol licensing readiness	G					Completed
Alcohol licensing fees	A					See below
Animals (Stage 1)	G					Completed
Dog access review 2014	G
Electoral Signs 2013	G					Completed
Electoral Signs 2014	G
Environmental	G
Facilities	G
Food safety	G					Completed
Health protection	G					Health & hygiene bylaw and code of practice; See below
Marine	G					Navigation safety – see below
Public safety & nuisance	G
Revoked and lapsing bylaws	G					General admin; Offensive trades; Others
Signage	G
Stormwater	G
Street trading	G
Waste management	G					Solid waste bylaw
Animals (stage 2)	G
Alcohol controls	G
Air quality	G

*Proposed future*
Construction	B
Transport (AC land)	B

Table 4: Additional comments for particular implementation projects

Alcohol licensing fees

On hold

As part of reforming laws relating to the sale and supply of alcohol, central government updated licensing fees and also allowed each council to set its own fees for the licensing services it must provide. Auckland Council considered a report on the costs involved in this in August 2013, and endorsed adopting a bylaw to set its own alcohol licensing fee amounts, to take affect from 1 July 2014 (refer governing body meeting of 22 August 2013, item 13, GB/2013/83).

A further report has now been considered by the Regional Strategy and Policy Committee (7 August, item 11). The report provided an update on this matter, noting that revenue collected to date effectively covers relevant operating costs. The committee endorsed the council continuing to use the default licensing fees set by central government and that a further update should be provided early in 2015 (refer REG/2014/101).

Health protection	On track	G
The new Health and Hygiene Bylaw and code of practice are in force from 1 July 2014 and this project has now completed its closure phase after managing commencement successfully. The council’s leadership on prohibiting the use of sun-beds for people under 18 years of age was highlighted positively in the media.

Marine (including Navigation safety)	On Track	G
The new Navigation Safety Bylaw will come into force for the 2014/2015 summer. The bylaw includes key changes around the wearing of lifejackets on vessels under six metres in length. An education and information campaign is currently being prepared to support this and other changes that the bylaw introduces. This will include updating the signs at key boat ramps across Auckland and working with other water safety organisations to deliver these safety messages to the community.

Consideration

Local Board views and implications

19. Local boards are involved in the review of each bylaw topic (consistent with the review’s principles). This report provides an update on the programme, but does not raise any issues specific to local boards apart from those already noted above.

20. No proposals for local bylaws have been received through the above period.

Maori impact statement

21. This report does not raise any specific issues relating to Māori. The review of each topic includes considering whether that topic includes any elements of special interest to Māori, and if so the appropriate way to seek a greater level of engagement. Where appropriate, consultation with Māori (on a particular topic) may be linked to consultation on other related topics through the Unitary Plan or other initiatives.

General

22. The recommendations in this report do not trigger the council’s policy on significance.

Implementation

23. The programme includes implementation and delivery for each bylaw, as noted above. This includes working with internal and external stakeholders as relevant to each topic.

Attachments

No.	Title	Page
a View	Bylaw programme timeline 2014/2015	49

Signatories

Authors

Helgard Wagener - Team leader, Policies and Bylaws

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Teresa Turner - Relationship Manager

Chairperson	Andrew Baker
Deputy Chairperson	Jill Naysmith
Members	Malcolm Bell
	Alan Cole
	Brendon Crompton
	Angela Fulljames
	Sarah Higgins
	Murray Kay
	Dr Lyn Murphy

Authors	Jane Cain - Local Board Advisor
Authorisers	Teresa Turner - Relationship Manager

Authors	Gaylene Harvey - Democracy Advisor
Authorisers	Teresa Turner - Relationship Manager