Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

17 November 2014

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Deputation - The Peace Foundation 5

8.2 Deputation - Te Papa, Manukau 6

9 Public Forum 6

9.1 Public Forum - Sistema Aotearoa 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Manukau Ward Councillors Update 9

13 Implementation of five motorsport leases and one motorsport licence to occupy at Colin Dale Park under the Reserves Act 1977 11

14 The Auckland Teaching Garden Trust 119

15 Request for Capex funding: Papatoetoe Centennial Pool perimeter fence 167

16 Facility Partnership Fund 2014/2015 175

17 Auckland Transport - Quarterly Update to Local Boards - 1 July to 30 September 2014 183

18 Endorsement of the Draft Otara-Papatoetoe Area Plan for final release 217

19 Government regulations for distribution of grants derived from Class 4 (pokie) gambling 229

20 Council's Role in Early Childhood Education 237

21 Draft Community Facilities Network Plan 247

22 Civic Leadership Award 259

23 Te Papa Manukau Project 2014 267

24 Adoption of meeting schedule - Ōtara-Papatoetoe Local Board 271

25 Urgent Decision Report - Auckland Transport, Local Board Capital Fund for footpath reconstruction, Otara 275

26 For Information: Reports referred to the Ōtara-Papatoetoe Local Board 281

27 Ōtara-Papatoetoe Local Board Workshop Notes 289

28 Ōtara-Papatoetoe Local Board Reports and Actions Pending 297

29 Restatement of Report & Resolutions - Commercial Proposal for a Reserve and Council Controlled Organisation Review, Progress Report to Local Boards 303

30 Otara Papatoetoe Local Board members portfolio update 305

31 Chairpersons Announcements 309

32 Consideration of Extraordinary Items

1 Welcome

2 Apologies

An apology from member Stephen Grey has been received.

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 13 October 2014, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days’ notice of subject matter and applications are approved by the Chairperson of the Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

8.1 Deputation - The Peace Foundation

Purpose:

1. Raewyn Bhana, vice president of The Peace Foundation will be presenting on the City for Peace initiatives and how the Ōtara-Papatoetoe Local Board and community can be actively engaged.

2. The Peace Foundation, in partnership with Auckland Council, is promoting the Auckland City for Peace and a powerpoint presentation outlining the project is attached.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thanks Raewyn Bhana for her presentation.

Attachments

a Auckland City for Peace Declaration.................................................. 313

8.2 Deputation - Te Papa, Manukau

Purpose:

1. Jami Williams, Project Manager of Te Papa Manukau, will provide the Ōtara-Papatoetoe Local Board with a general update on the status of the Te Papa Manukau project.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thanks Jami Williams from Te Papa Manukau for her presentation.

9 Public Forum

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

9.1 Public Forum - Sistema Aotearoa

Purpose

1. Barbara Glaser, Auckland Philharmonia CEO and Dr Joe Harrop, Programme Director Sistema Aotearoa, would like to address the local board to thank them for their support of Sistema Aotearoa.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thanks Barbara Glaser and Dr Joe Harrop for their attendance and presentation.

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Ōtara-Papatoetoe Local Board

17 November 2014

Implementation of five motorsport leases and one motorsport licence to occupy at Colin Dale Park under the Reserves Act 1977

File No.: CP2014/21761

Purpose

1. For the Otara-Papatoetoe Local Board to consider granting (in principle) the five motorsport agreements to lease and one motorsport licence to occupy at Colin Dale Park.

Executive summary

2. In accordance with resolution (CP/2014/10231), three independent commissioners were appointed to hear submissions on the intention to grant five community leases and a licence to occupy on Colin Dale Park for the following motorsport groups:

· Counties Manukau Off Road Racing Club Incorporated

· Kartsport Manukau Incorporated

· Papakura City BMX Club Incorporated

· Auckland Radio Car Control Club Incorporated

· Main Jet Events Limited (MJE Motocross)

· Coggan and Williams Limited (Jetsprint) - licence

3. The hearings panel convened on 13 August 2014 to hear submissions and objections, and publicly deliberated on those matters on 14 August and 12 September 2014.

4. The panel have provided recommendations to the Otara-Papatoetoe Local Board to issue five community leases and a licence to occupy (subject to a number of conditions). The proposed recommendations are generally supported by staff with some additions (see Attachment B). At present, the recommendation by the hearings panel for investigating an alternative site for marae is not considered an option available to council.

5. The earthworks and infrastructure development budget for Colin Dale Park is allocated over two financial years (2014/2015 and 2015/2016). The confirmation of the full budget is required prior to the commencement of the development. Since the Auckland Council draft Long Term Plan 2015-25 (LTP) is under review, commencement and timing for the development is contingent on confirmation of budget in the LTP.

6. This report seeks approval of the panel’s recommendations (with necessary modifications) in principle, and the delegation to staff to enter into the agreements to lease/agreement to licence and subsequent leases and licence to occupy, once council funding for the development is approved.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Receive the hearings panel report and recommendations by independent commissioners Rebecca Skidmore, Kathleen Ryan, Sheena Tepania (reference 14033-6) dated 27 September 2014 (Attachment A).

b) Approve in principle, and delegate to the Manager Properties, once funding for council earthworks and infrastructure development at Colin Dale Park is approved, the authority to enter into agreements to lease and an agreement to licence (and subsequent leases/licence to occupy) with:

· Counties Manukau Off Road Racing Club Incorporated;

· Kartsport Manukau Incorporated;

· Papakura City BMX Club Incorporated;

· Auckland Radio Car Control Club Incorporated;

· Main Jet Events Limited (MJE Motocross); and

· Coggan and Williams Limited (Jetsprint) - licence

c) Notes that the agreements are for a period of 24 months conditional on the following terms and conditions:

i. Use or occupancy of the site will not occur until such time as the council earthworks have been completed and it is safe to tenant the site ;

ii. The standard terms and conditions of each lease will be one year with a one year right of renewal at a peppercorn rental ($1 per annum).

iii. The standard terms and conditions of the licence to occupy will be one year with a one year right of renewal at a commercial rental (to be negotiated).

d) Approves the establishment of a Cooperative Park Management Committee for Colin Dale Park and Puhinui Reserve.

e) Approves Te Ākitai Waiohua (and other interested mana whenua) to be invited to join the Cooperative Park Management Committee.

f) Request Local and Sports Parks report back on:

i. The terms of reference and proposed membership of the Cooperative Park Management Committee for approval by the Otara Papatoetoe Local Board prior to the occupation of Colin Dale Park by any motorsport lessee or licencee.

ii. The operational management plan for adoption by the Otara Papatoetoe Local Board prior to the use of Colin Dale Park by any motorsport lessee and licencee.

iii. Physical demarcation and interpretation options of Puhinui crater (volcanic feature) prior to Kartsport lessee occupancy of the site.

iv. Options for toilet facilities at Colin Dale Park/Puhinui Reserve.

g) Delegates to the Manager of Local and Sports Parks (South), to provide land owner approval for the proposed lessees and licencee for works on the reserve, including: earthworks, lighting, stormwater and wastewater facilities, temporary structures, temporary storage facilities, viewing platforms and signage.

h) Notes, consent from the Auckland Council delegate of the Minister of Conservation is required for final approval of the leases and licence under section 54 of the Reserves Act 1977.

i) Notes, investigation of an alternative site for marae is not supported at this time.

Comments

Colin Dale Park

7. Colin Dale Park is a 57.6 hectare site located at 87 Prices Road, Puhinui/Wiri, adjacent to Puhinui Reserve. The site was acquired by council in 2003 to accommodate motorsport activities. There is an existing lease for 10.1 ha on the western portion of the site for marae purposes. At present the site operates as a rural farming pastoral lot and has no buildings/structures.

Leasing background

8. In April 2014 the local board endorsed council staff to progress the iwi and public consultation for the granting of motorsport leases and licence to occupy at Colin Dale Park. The public submission process was notified on 6 May 2014 and closed on 6 June 2014. A total of 87 submissions were received (including two late submissions). Four of the submitters were in opposition (partially or in full). A total of 13 submitters declared they wished to be heard at the hearings.

9. In July 2014, the local board appointed a panel of three independent commissioners (Rebecca Skidmore (Chair), Sheena Tepania, and Kathleen Ryan), to hear any submissions and make recommendations to the local board.

10. The Reserves Act hearing was held on 12 August 2014. In addition to the motorsport user groups, there were seven submitters who attended the hearing (Ngāti Te Ata; Te Ākitai Waiohua; Auckland International Airport; NZ Refining; Southern Gateway; Prices Road neighbour; and one member of the public).

11. Some of the key matters covered at the hearing included:

· Plan Change 19 – 2007/2008 motorsport and marae at Colin Dale Park

· Reserve Act requirements and other related legislation

· Noise and air ventilation mitigation measures for properties on Prices Road (former obligations)

· Operational matters (dust, noise, event management, cultural protocol)

· Site values (protection of the volcanic crater/tuff cone feature; cultural landscape)

· Stormwater and wastewater disposal (cultural sensitivities, capacity/design and location)

· Compatibility of marae and motorsport activities on same site

· Integration with Puhinui Reserve values and uses with Colin Dale Park

· Reverse sensitivity matters (Auckland International Airport, marae, Southern Gateway proposal – rural to business zoning, Refining NZ gas pipeline, parking)

· Cooperative Park Management Committee

· Relationship with Puhinui Structure Plan

· Consultation with mana whenua

· The positive impacts of providing a motorsport park for Auckland.

12. The panel commenced public deliberations on 13 August. Further information was provided to the panel by staff including an iwi consultation report (see Appendix 2 in Attachment A).

13. The second round of public deliberations commenced on 12 September, and the panel provided its rationale for the recommendations. The panel’s recommendation report was later compiled and provided to council staff on 27 September 2014.

14. All submitters have been provided with a copy of the panel’s recommendation report and have been advised of the scheduled date for this report to the Otara Papatoetoe Local Board.

Hearings panel recommendation report

15. In summary, the panel consider adequate iwi consultation was undertaken on the proposed motorsport leases and licence to occupy. They also agreed that the motorsport activities proposed are consistent with recreation reserve classification of this portion of Colin Dale Park, and consistent with the intent of plan change 19 (operative 2008).

16. The panel recommends issuing five community leases to: Counties Manukau Off Road Racing Club Incorporated; Kartsport Manukau Incorporated; Papakura City BMX Club Incorporated; Auckland Radio Car Control Club Incorporated; Main Jet Events Limited (MJE Motocross); and a commercial licence to occupy to Coggan and Williams Ltd (Jetsprint), subject to conditions.

17. In addition, the panel recommended to council in relation to operating the site, to:

· Establish a Cooperative Park Management Committee (CPMC)

· Develop a protocol on cultural access matters

· Protect the Puhinui tuff cone

· Prepare noise and dust management plans

· Provide toilet facilities on site

· Provide acoustic and air ventilation mitigation for neighbours

· Investigate an alternative site for marae (if this is the preferred choice of Ngāti Te Ata)

18. Overall the panel’s recommendations are supported (with some amendments where appropriate – see Attachment B: Implementation). Investigation of an alternate site for the marae is not supported at this time, but staff will continue to work with Ngāti Te Ata to ensure their interests on Colin Dale Park are maintained.

19. Staff also recommend that kaitiaki/mana whenua are included on the CPMC. Further discussions between council and mana whenua about their roles and terms of participation are yet to occur.

20. The panel recommend that the CPMC will develop an operational management plan to manage the compatibility of uses, events, traffic management, car parking (including no parking on Prices Road), and access for both Puhinui Reserve and Colin Dale Park, and identify how to consult/involve neighbours and key stakeholders. It is considered the operational management plan would be the key reference document for Colin Dale Park.

Agreements and land owner approvals

21. Counties Manukau Off Road Racing Club Incorporated, Kartsport Manukau Incorporated, Papakura City BMX Club Incorporated, Auckland Radio Car Control Club Incorporated, and Main Jet Events Limited (MJE Motocross) will be subject to community lease arrangements at peppercorn rental for the tenure of the initial lease, being one year with a one year right of renewal. Coggan and Williams Ltd (Jetsprint) is a blend of commercial and club facilities and therefore would be subject to a commercial licence to occupy. This would also be for the duration of the initial tenure of the licence, being one year with a one year right of renewal and subject to commercial rental to be negotiated.

22. Review of the terms and conditions of each community lease will be assessed once the initial lease and licence period has expired. This may result in some of the community leases becoming commercial leases.

23. In principle, the agreements to lease and licence to occupy combine as preliminary land owner approvals that will allow the applicant to meet regulatory and funding conditions. Agreements to lease and landowner approvals lapse if any of the conditions are not satisfied.

24. Further land owner approval(s) would be required for the construction of facilities on the park. Any development/use that is not covered by the agreement or subsequent lease and licence, will require a decision to be made by either the Local and Sports Parks Manager (south), or the local board to grant land owner approval.

Consideration

Local board views and implications

25. The local board required a report on the progress with iwi consultation (resolution OP/2014/49) along with the Hearings Panel’s recommendations to assist with their decision making. This report is included in Appendix 2 of Attachment A. The local board has a strong interest in ensuring relationships with those mana whenua groups who have expressed an interest in this project are fostered, and viewpoints are carefully considered during the development, management and use of Colin Dale Park.

26. At a workshop on 6 October 2014 the recommendations from the hearings panel were discussed with the local board. The local board supported the panel recommendations to grant the leases and licence, provided there is scope for Te Ākitai Waiohua (as Ahi kaa) to be involved in the future development, use and/or management of Colin Dale Park/Puhinui Reserve. Subsequently, it is recommended that kaitiaki/mana whenua representative(s) be included on the CPMC.

27. The Otara-Papatoetoe Local Board Plan identifies the Colin Dale Park development as a key priority. The development of the Park is however subject to budget allocation in the LTP 2015-25.

28. Some of the grants received by motor-sports to develop their proposed facilities are at risk of recall if the agreements to lease are delayed. Papakura City BMX Club has also been asked to host the 2017 Cycle Speedway World Championships and have signalled urgency to develop their facilities to accommodate this event.

Māori impact statement

29. Matters relating to the cultural significance and views of mana whenua have been a significant consideration of council and the panel throughout the lease and licence process.

30. In general, council considers it has met its statutory obligations by exercising its responsibilities in accordance with the Reserves Act 1977, Schedule 1 of the Conservation Act 1987, the Local Government Act 2002, and meeting its commitments to Māori under the Auckland Council Māori Responsiveness Framework.

31. The panel considers the iwi consultation undertaken by council for the leases and license to occupy has been adequate. It is noted that some mana whenua disagree with the recommendations of the panel and have other concerns with:

a. consultation/involvement on plan change 19;

b. initiation of the concept design for development on the park; and,

c. the inability to assess the appropriateness of a marae at Colin Dale Park.

32. The motorsport development will have an impact on Te Ākitai Waiohua as the Puhinui peninsula and surrounding lands comprise an important cultural landscape to the iwi, including their marae at Pukaki. There will also be issues concerning mitigation of noise and access to the park with respect to Ngati Te Ata’s aspiration to establish a marae. The panel had some concerns about the compatibility of motorsport on the same site as the marae and provided two options:

· If the marae was to remain on site, a clear protocol is to be established for operational matters, and cultural sensitivities to be taken into account for stormwater and wastewater matters; or

· Investigate an alternative site for marae.

The panel intended that for either of the options council genuinely meets its obligations to the Treaty principles of good faith and active protection (the rights and interests of Māori).

33. Council intends to establish a project team to facilitate Ngāti Te Ata in implementation of their marae proposal at Colin Dale Park.

34. Staff recommend that kaitiaki/mana whenua are invited on the CPMC which may involve assessment/implementation of appropriate management and stormwater/wastewater devices (and other additional environmental matters not currently contemplated) that are sensitive to Māori custom for Colin Dale Park.

35. Mana whenua groups who expressed an interest in the lease process or who did not declare otherwise (Te Ākitai Waiohua; Ngāti Te Ata; Ngāti Tamaoho; Te Kawerau ā Maki; Ngāti Pāoa; Ngāti Whanaunga; and Ngāti Tamatera) have been provided with a copy of the recommendations from the panel, including the iwi consultation report. They were also advised that the panel recommendations are to be considered by the local board on 17 November.

Implementation

36. The recommendations of the hearings panel are not binding upon council until adopted by the local board.

37. The agreements to lease come into full effect once funding for earthworks is approved. Occupancy of the site by the motorsport groups occurs once the bulk earthworks by council are completed and it is safe to tenant the site. Leases and the licence to occupy come into effect once the terms and conditions of agreements have been met. As there is no reserve management plan for the site, consent from the Auckland Council delegate of the Minister of Conservation is required for final approval of the leases and licence to occupy once these have been entered into by council and the tenant, under section 54 of the Reserves Act 1977.

38. The establishment of the CPMC and drafting of the terms of reference will be led by Local and Sports Park Manager – South and require approval by the Otara-Papatoetoe Local Board. Clarity on the distinct roles of kaitiaki; tenants/operators; users; neighbours and key stakeholders is to be outlined in the document. This document is to be endorsed prior to motorsport groups occupying the site.

39. An operational management plan will be developed that will provide a key resource document for tenants, neighbours and other stakeholders of the park, and will include relevant resource consent conditions, and the management of various uses of the park. The management plan is required to be adopted prior to the use of the site.

40. This report recommends that the local board delegates to the Manager Local and Sports Parks (south) the authority to provide land owner approval for minor or already contemplated works, which include: track earthworks, event scheduling, lighting, stormwater and/or wastewater facilities, temporary structures, temporary storage facilities, viewing platforms and signage. The local board will retain the authority to approve major works or contentious matters/activities on the park that would include permanent infrastructure for club facilities or additional/alternative wastewater/stormwater facilities.

41. Additional funding for implementation of the Hearings Panel’s recommendations may be required from the local board to cover construction of facilities.

42. The existing equestrian facilities at Colin Dale Park (see Attachment C) will need to be relocated for equestrian events once earthworks on Colin Dale Park are approved. Coordination of equestrian events and earthworks will also be required, in addition to the operational coordination of the two sites.

43. In addition, the Puhinui Pond Crater is a scheduled Outstanding Natural Feature in the proposed Auckland Unitary Plan (which is an operative schedule). Due to the likely pressure on the use of both Colin Dale Park and Puhinui Reserve, there is a need to review vehicle access so this feature is protected (see Attachment C).

44. The existing budget for Colin Dale Park will fund mitigation (acoustic and air ventilation) of the neighbouring properties at 36, 50 and 55 Prices Road, as required by plan change 19.

Attachments

No.	Title	Page
a View	Hearing panel recommendation report	19
b View	Implementation of recommendations	111
c View	Aerial map of implementation matters	115
d View	Indicative motorsport lease/licence areas	117

Signatories

Authors

Sarah Mossman - Principal Policy Analyst

Kim Isaac - Community Lease Advisor

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Graham Bodman - Manager - Community Development, Arts and Culture

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Staff advice on implementation of recommendations from hearings panel – Colin Dale Park (as at 21 October)

Require information for special events provide details of the location of parking.

· All activities and events within the park.

· Buildings and structures, including minimising impacts on any views to Matukutureia maunga;

· for any on-site stormwater and wastewater management (best practice), and taking into account cultural sensitivities of adjacent marae tenant;

· installation of any ground based lighting.

Theme	Summary of hearing panel recommendation	Staff Response
A. All motorsport leases and licence to occupy be granted in principle.	1. Require all development to be carried out in accordance with regulations, consents, and conditions in leases and licence.	Support
2. Require all motorsport lessees/licencee to be members of the Co-operative Park Management Committee (among other groups/individuals).	Support with additions – Add the requirement to adhere to terms of reference of the management committee. Also see theme D below.
3. Require car parking to be provided within Colin Dale Park or arrangements be made for other off-street locations i.e. not parking along Prices Road.	Support
4. Require all activities to utilise ‘best practice’ dust management, monitoring and mitigation measures i.e. water carts for unsealed tracks.	Support
5. Land owner approval is to be obtained from council for:	Support with additions Add the following: Land Owner Approval is to be obtained prior to lodging any regulatory applications with council. Demonstrate how cultural sensitivities have been taken into account of for mana whenua (not just marae tenant). Add the following: land owner approval will be required for earthworks, lighting, stormwater and wastewater facilities, temporary structures, temporary storage facilities, viewing platforms and signage.
6. Tenants are responsible for operation and management of stormwater devices within the lease and licence area.
Notes: proximity to airport operations, noise, and other environmental effects to be considered.	Support
B. Kartsport Mt Wellington lease	Protection of the natural volcanic crater. Area must be kept free of structures and land modifications, and maintain demarcation. Note: that any clubrooms will be subject to aircraft noise.	Support
C. Papakura City BMX Club lease	Gas pipeline corridor to be free of structures and car parking. Bollards be maintained at all times and buildings be 4m away from the bollards.	Support
D. Operational matters	Cooperative park management committee be established. Includes the purpose, representatives, roles, consensus approach. Aims to create balance around the compatibility of uses/events/traffic/parking/access both at Colin Dale Park and Puhinui Reserve and how to consult/involve neighbours/key stakeholders.	Support Add - Invite Kaitiaki on the committee.
Protocol be developed by committee and approved by council on cultural access matters.	Support in part – Council needs to consider sensitivities of marae based activities at Colin Dale Park (local purpose portion), and work with Ngati Te Ata to develop protocol (with input from other groups), to manage interface with motorsport and Puhinui Reserve. This document could be included in the operational management plan.
Identify the Puhinui Crater – pond crater protection. Including interpretation prior to occupation by Kartsport Mt Wellington.	Support – Demarcation and interpretation needs to occur prior to any tenant takes occupation, but as a minimum prior to Kartsport Mt Wellington.
Noise Management Plan to be prepared by the Management Committee and adopted by council. This is to include Colin Dale Park and Puhinui Reserve to ensure that future marae, motorsport, and equestrian activities can co-exist together.	Support with additions – Develop an Operation Management Plan to collectively identify how coordination of site operations at Colin Dale Park and Puhinui Reserve are to be adhered to, including roles and responsibilities. The matters the operational management plan is to include are: noise management; dust management; access to marae area; cultural protocol; parking; event scheduling (annual events calendar); security; health and safety and site coordination. The document is to be approved by the Otara Papatoetoe Local Board prior to occupation of the site by motorsport tenants.
Dust Management Plan – Council oversee monitoring to ensure the avoidance of dust nuisance, thus protecting the amenity of neighbours.
Council and the co-operative park management committee have a towing facility available at all times. No lease/licence allow for parking along Prices Road. Offroad parking available at Colin Dale Park and Puhinui Reserve (overflow) will ensure the classification of the Wiri oil pipeline corridor is manageable – due to increasing numbers of people.	Support in part – A tow facility operator be on call at all times when major events are on.
	Toilet facilities be provided, in accordance with best practice, taking into account cultural sensitivities of the surrounding area. Recommendation that wastewater facility should connect to a public system if and when this becomes available.	Support – Toilet facilities need to be provided on site for the lessees prior to occupation. Council to work with groups (when demand permits) on temporary and long term options available, locations etc.
E. Acoustic mitigation for neighbouring properties	Requirement to provide acoustic mitigation as per settlement agreement (consent order) PC19 2008, has not been implemented. This mitigation was required to be implemented at 36, 50 and 55 Prices Road 12 months after PC19 was operative.	Support – Mitigation to be progressed.
F. alternative site for marae	Council work with Ngati Te Ata to explore options to find a new site to accommodate the marae if that remains the preferred choice for NTA.	Do not support – Council is not able to confirm or provide certainty on alternative sites for marae activities.

Theme

Summary of hearing panel recommendation

Staff Response

A. All motorsport leases and licence to occupy be granted in principle.

1. Require all development to be carried out in accordance with regulations, consents, and conditions in leases and licence.

Support

2. Require all motorsport lessees/licencee to be members of the Co-operative Park Management Committee (among other groups/individuals).

Support with additions –

Add the requirement to adhere to terms of reference of the management committee.

Also see theme D below.

3. Require car parking to be provided within Colin Dale Park or arrangements be made for other off-street locations i.e. not parking along Prices Road.

Support

4. Require all activities to utilise ‘best practice’ dust management, monitoring and mitigation measures i.e. water carts for unsealed tracks.

Support

5. Land owner approval is to be obtained from council for:

Support with additions

Add the following:

Land Owner Approval is to be obtained prior to lodging any regulatory applications with council.

Demonstrate how cultural sensitivities have been taken into account of for mana whenua (not just marae tenant).

Add the following: land owner approval will be required for earthworks, lighting, stormwater and wastewater facilities, temporary structures, temporary storage facilities, viewing platforms and signage.

6. Tenants are responsible for operation and management of stormwater devices within the lease and licence area.

Notes: proximity to airport operations, noise, and other environmental effects to be considered.

Support

B. Kartsport Mt Wellington lease

Protection of the natural volcanic crater. Area must be kept free of structures and land modifications, and maintain demarcation.

Note: that any clubrooms will be subject to aircraft noise.

Support

C. Papakura City BMX Club lease

Gas pipeline corridor to be free of structures and car parking. Bollards be maintained at all times and buildings be 4m away from the bollards.

Support

D. Operational matters

Cooperative park management committee be established.

Includes the purpose, representatives, roles, consensus approach.

Aims to create balance around the compatibility of uses/events/traffic/parking/access both at Colin Dale Park and Puhinui Reserve and how to consult/involve neighbours/key stakeholders.

Support

Add - Invite Kaitiaki on the committee.

Protocol be developed by committee and approved by council on cultural access matters.

Support in part –

Council needs to consider sensitivities of marae based activities at Colin Dale Park (local purpose portion), and work with Ngati Te Ata to develop protocol (with input from other groups), to manage interface with motorsport and Puhinui Reserve.

This document could be included in the operational management plan.

Identify the Puhinui Crater – pond crater protection. Including interpretation prior to occupation by Kartsport Mt Wellington.

Support –

Demarcation and interpretation needs to occur prior to any tenant takes occupation, but as a minimum prior to Kartsport Mt Wellington.

Noise Management Plan to be prepared by the Management Committee and adopted by council. This is to include Colin Dale Park and Puhinui Reserve to ensure that future marae, motorsport, and equestrian activities can co-exist together.

Support with additions –

Develop an Operation Management Plan to collectively identify how coordination of site operations at Colin Dale Park and Puhinui Reserve are to be adhered to, including roles and responsibilities. The matters the operational management plan is to include are: noise management; dust management; access to marae area; cultural protocol; parking; event scheduling (annual events calendar); security; health and safety and site coordination. The document is to be approved by the Otara Papatoetoe Local Board prior to occupation of the site by motorsport tenants.

Dust Management Plan –

Council oversee monitoring to ensure the avoidance of dust nuisance, thus protecting the amenity of neighbours.

Council and the co-operative park management committee have a towing facility available at all times.

No lease/licence allow for parking along Prices Road. Offroad parking available at Colin Dale Park and Puhinui Reserve (overflow) will ensure the classification of the Wiri oil pipeline corridor is manageable – due to increasing numbers of people.

Support in part –

A tow facility operator be on call at all times when major events are on.

Toilet facilities be provided, in accordance with best practice, taking into account cultural sensitivities of the surrounding area. Recommendation that wastewater facility should connect to a public system if and when this becomes available.

Support –

Toilet facilities need to be provided on site for the lessees prior to occupation. Council to work with groups (when demand permits) on temporary and long term options available, locations etc.

E. Acoustic mitigation for neighbouring properties

Requirement to provide acoustic mitigation as per settlement agreement (consent order) PC19 2008, has not been implemented. This mitigation was required to be implemented at 36, 50 and 55 Prices Road 12 months after PC19 was operative.

Support –

Mitigation to be progressed.

F. alternative site for marae

Council work with Ngati Te Ata to explore options to find a new site to accommodate the marae if that remains the preferred choice for NTA.

Do not support –

Council is not able to confirm or provide certainty on alternative sites for marae activities.

Matters not covered by panel report, that require consideration

· Work with Auckland Equestrian Eventing to assess needs of this group based on physical works at Colin Dale Park, possible relocation of the stables, eventing needs for Dec 14 and March 15.

· Invite Te Ākitai either on cooperative management committee and/or continue to work with Te Akitai on their concerns/mitigation options for noise, and advocacy of cultural values of the site.

· Involve mana whenua in the best practice of wastewater and stormwater facilities to be implemented on the site taking into account ‘cultural sensitivities’.

Ōtara-Papatoetoe Local Board

17 November 2014

The Auckland Teaching Garden Trust

File No.: CP2014/24979

Purpose

1. To inform the Ōtara-Papatoetoe Local Board about the establishment of the Auckland Teaching Gardens Trust.

2. To seek approval for funding the Auckland Teaching Gardens Trust so that it can employ mentors and also provide an on-site educational programme for imparting gardening skills and so help in meeting Auckland Council vision of healthy communities.

3. To seek approval to start the process for granting a licence to occupy the site for the purpose of a teaching garden to the Auckland Teaching Gardens Trust.

Executive summary

4. The teaching gardens are a legacy programme begun under the Manukau City Council and continued under the Auckland Council.

5. The programme has been funded from Local and Sports Parks South operational funds allocated by the local board.

6. The Auckland Teaching Gardens Trust which was formed by the mentors has been registered with the assistance of the Legal Services team who supported Parks staff and worked with the mentors. (The Trust deed is attached to this report).

7. Officers recommend putting in place a funding agreement for this year, and subsequently the next three years, to give stability and support for the Auckland Teaching Gardens Trust to provide these programmes.

8. Expenditure from the relevant 2014/15 budget at the end of December 2014 will be $30,000, leaving a balance of $30,000 that could be transferred to the Auckland Teaching Gardens Trust at the beginning of January 2015 to carry on with the programme. Further funding will be available in subsequent years as part of the Asset Based Services (ABS) for Local and Sports Parks South.

9. Approval is being sought from the Ōtara-Papatoetoe Local Board to fund $60,000 per annum for this programme, based on the Trust providing to the Manager Local and Sports Park south an annual business plan in June and a midterm report on achievements against the goals established for the year.

10. The following years’ grant will be subject to receiving a draft annual report and subsequent audited financial statements. (The funding agreement to be executed is attached to this report).

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) endorses the Auckland Teaching Gardens Trust employment of mentors and provision of on-site educational programmes for imparting gardening skills to help meet Auckland Council’s vision of healthy communities.

b) receives this report and approves the allocation of funding from Local Sports Park south operations of $30,000 in 2014/15 and $60,000 per annum thereafter, subject to the funding agreement being executed.

c) seeks that regular reports on the performance of Auckland Teaching Gardens Trust under the funding agreement are presented to the local board by Local Sports Park south officers

d) requests that Parks officers progress an Auckland Teaching Gardens Trust licence to occupy sites at East Tamaki Reserve, Middlemore Park, Charntay Park in Otara and Stadium Reserve in Old Papatoetoe, and that the Trust be required to follow all such conditions and consents required for management of these sites.

Comments

11. The teaching gardens programme has continued onwards from the legacy Manukau City Council into the new Auckland Council.

12. The programme has been funded from Local and Sports Parks South operational funds allocated by the Board.

13. This has enabled the programme to put in place two mentors for each teaching garden and also to supply all materials and services to enable the sites to deliver the objectives initially established.

14. The teaching gardens programme has had an average of 40 student plots per season. With two planting seasons per year, this programme has provided learning opportunities to 320 families per site since inception.

15. The legacy council had a different structure with a larger number of Park Rangers available to support the mentors. Within the new Local and Sports Park structure it has been identified, that while the staff resources are available to meet immediate needs, it does not allow for suitable on-site assistance or to further develop the programme.

16. Therefore, support for the Auckland Teaching Gardens Trust is the recommended approach, to enable the mentors to seek external funding and expertise to continue to provide this programme and develop it.

17. The Auckland Teaching Gardens Trust has been registered with the assistance of the Legal Services team of Auckland Council, who have supported Parks staff and worked with the mentors.

18. This programme will meet the objectives of “Kai Auckland”. Kai Auckland is being led by Aucklanders who have collectively identified that healthy, home-grown food can nourish their communities, is more budget friendly, creates connections in their neighbourhoods and will help solve food scarcity. The mentors support this initiative and the teaching gardens programme will contribute positively to it success.

19. There is a recommendation from officers to put in place a funding agreement for the next three years to give stability and support for the Auckland Teaching Gardens Trust to provide this programme. This on-going funding will be from the Asset Based Services budget of the Local Board.

20. Approval is being sought from the Ōtara-Papatoetoe Local Board to fund $60,000 per annum for this programme, based on the Trust providing to the Manager Local and Sports Park south an annual business plan in June and a midterm report of achievements against the goals established for the year. The following years’ grant will be subject to receiving a draft annual report and subsequent audited financial statements.

21. Site Information:

Location	Legal Description	Ownership	Reserve Classification	Procedure to Follow to grant lease or licence	Special Clauses to be inserted in lease or licence
East Tamaki Reserve Teaching Garden, 244R East Tamaki Road, Otara	Part of Part 9 DP 9824 in NA26A/1071 Part Lot 10 DP 9824 in Part NA317/248 (Part-Cancelled)	Auckland Council	Recreation Reserve	Section 74 (2) (a) of the Reserves Act*
Middlemore Park, 65R Swaffield Road, Papatoetoe	Part Lot 237 DP 43645 is contained in Part CIR639215	Crown through DOC	unclassified recreation reserve and vested in the Auckland Council in trust, for recreation purposes	Section 74 (2) (a) of the Reserves Act*	Clause advising that the reserve is owned by the Crown and could be required for use in a treaty settlement in future years.
Charntay Park, 66R Charntay Avenue, Otara	Part Lot 173 DP 102944 is contained in Part NA52C/1204 (Cancelled)	Auckland Council in fee simple	Unclassified recreation reserve	Section 74 (2) (a) of the Reserves Act*
Stadium Reserve, Tavern Lane, Papatoetoe	Part Lot 5 DP 19713 is contained in Part NA446/111, and Lots 3 and 4 DP 42224 are contained in NA1152/21	Auckland Council in fee simple	Unclassified recreation reserve	Section 74 (2) (a) of the Reserves Act*

22. The security of the sites will be executed by a licence or lease to occupy and will be administered by Local and Sports Parks south.

23. As part of reporting the Auckland Teaching Gardens Trust will provide the following information:-

· Number of plots per garden site

· Average number of participants per plot

· % of plots occupied per garden site

· Number of new participants for the season

· Number of participants starting a garden at home

· Ethnicity of participants

· Number and type of events held at the gardens.

Consideration

Local board views and implications

24. The Ōtara-Papatoetoe Local Board supports teaching gardens in its Local Board Plan.

Māori impact statement

25. The site mentors incorporate tikanga practices in the curriculum.

Implementation

26. The project will be implemented by the Specialist and Programmes team of the Local and Sports Parks South and regular progress will be reported to the Parks portfolio representatives and in the local board’s quarterly performance reports.

Attachments

No.	Title	Page
a View	The Auckland Teaching Garden Trust Deed and Registration	123
b View	Draft Funding Agreement	157

Signatories

Authors

Biran Singh - Team Leader Specialists and Programmes - Local and Sports Parks South

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Request for Capex funding: Papatoetoe Centennial Pool perimeter fence

File No.: CP2014/25424

Purpose

1. To seek approval from the Ōtara-Papatoetoe Local Board for CAPEX expenditure of $58,626 to replace the existing perimeter fence at Papatoetoe Centennial Pools.

Executive summary

2. The existing wire perimeter fence around Papatoetoe Centennial Pools is enabling unauthorised people to gain access to the outdoor pool area causing safety concerns for staff. There are also health and safety risks of potentially intoxicated people accessing the pool during closing hours while it is unsupervised. In addition, pool management are also seeking to avoid ongoing costs of repair each time the fence is damaged by unauthorised access and the risks to customer service continuity from damage.

3. Accordingly, the approval of the Ōtara-Papatoetoe Local Board for CAPEX expenditure of $58,626 is sought to replace the existing fence with a palisade security fence that will address the current safety, cost and customer risks and impacts. Pool management are confident the proposed new fence will minimise the chances of unauthorised persons entering the outdoor pool area.

Recommendation/s

That the Ōtara-Papatoetoe Local Board approve $58,626 from the board’s Community Response CAPEX budget to replace the existing perimeter fence at Papatoetoe Centennial Pools with palisade security fencing.

Comments

4. In October 2014, the Ōtara-Papatoetoe Local Board considered a report on aquatic and recreation facilities renewals and requested further information on the Papatoetoe Centennial Pools fencing as per the resolution below:

Approvals for Capex Renewal projects for Aquatic and Recreation facilities

Resolution number OP/2014/179

MOVED by Chairperson E Collins, seconded by Member MA Gush:

That the Ōtara-Papatoetoe Local Board:

a) approve the 2015 aquatic and recreation facility building renewal capital work schedule.

b) delegate authority to Auckland Council Officers to manage the projects within the funding budget indicated in the list.

c) request staff to advise the board about the state of the perimeter fence at Papatoetoe Centennial Pools, and whether it is also due for renewal.

CARRIED

5. This report is in response to resolution OP/2014/179 above.

6. The wire mesh perimeter fence was constructed in 1976 and is rated by Property as condition 2 (on a scale of 1-5, 1 being new and 5 requiring replacement). The issue with the perimeter fence is not its condition, but the ease with which unauthorised people can access the site.

7. The nature of the existing fence has resulted in unauthorised persons gaining entry by either cutting holes in the fence, lifting the base of the fence up and climbing underneath or climbing over the top. There has been evidence of groups of people gaining access to consume alcohol, and also of local street prostitutes using the outdoor area as a place of work. These incidents are numerous and have been occurring since 2012, with 42 incidents of unauthorised access recorded over this period.

8. Entrance to the outdoor area has been gained at different points of the fence. The fence has now become a safety concern, not only for pool staff but also for pool facility customers. There are significant health and safety concerns of potentially intoxicated people accessing the pool during closing hours when the pool is unsupervised.

9. Jobs are logged for contractors to repair the fence on a frequent basis, with up to 19 of the jobs requiring re-wiring and the rest being for replacement wire for the mesh fence. Staff are regularly picking up empty alcohol bottles and broken glass as a result of the unauthorised access.

10. This continual unauthorised access is a risk to customers and customer service levels, with the risks of;

• damage to the outdoor pool surrounds and the pool itself requiring shutdowns to repair

• closure of pools due to broken glass around the concourse area

• pool checking and vacuuming to ensure that no glass has entered the pool itself

11. Costs incurred from repairing the fence and other damage caused by the 42 incidents of unauthorised access are estimated at approximately $21,000 to date.

12. The cost of a proposed replacement palisade security fence has been quoted to pool management as $58,626.

13. The Ōtara-Papatoetoe Local Board’s Community Response Fund CAPEX budget for the current (2014/15) financial year is $378,000, and there has been no expenditure from this capital budget to date.

14. There are photos demonstrating the current state of the existing perimeter fence, where damage incidents have previously occurred - Attachment A to this report.

15. There are photos demonstrating the type of proposed replacement palisade security fence – Attachment B to this report.

Consideration

Local board views and implications

16. The Ōtara-Papatoetoe Local Board resolved at its meeting of 13 October 2014 to request staff to advise the board about the state of the perimeter fence at Papatoetoe Centennial Pools, and whether it is due for renewal. This report is in response to that resolution.

Implementation

17. Assuming the local board approves the proposed expenditure, the intention would be to have the existing fence removed and the replacement completed by December 2014, prior to the opening of the outdoor pool.

Attachments

No.	Title	Page
a View	Current state of Papatoetoe Centennial Pools perimeter fence	171
b View	Proposed replacement of fence for Papatoetoe Centennial Pool	173

Signatories

Authors

Jane Franich - Contract Relationship Advisor

Authorisers

Ian Maxwell - Manager Parks, Sports & Recreation

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Facility Partnership Fund 2014/2015

File No.: CP2014/23473

Purpose

1. To ask the Otara-Papatoetoe Local Board to consider and make allocation decisions for the 2014/2015 facility partnership fund.

Executive summary

2. The purpose of the facility partnership funding is to assist with the development of accessible multi-use community facilities with an emphasis on maximising use, increased community participation and to support community groups to leverage funds from other funding organisations.

3. The facility partnership fund provides financial support to not-for-profit organisations undertaking asset development work with a total project value over $50,000 or a feasibility study up to $50,000 for a facility upgrade or development.

4. The funding available to the Ōtara-Papatoetoe Local Board in 2014/15 financial year is $208,827.

5. Ten funding proposals resulted in three completed applications received and considered at the Ōtara-Papatoetoe Local Board workshop held on 20 October 2014. The funding requested totalled $238,800.

6. The facility partnership fund is operational expenditure and cannot be rolled over into the next financial year.

7. The applications have been assessed by staff and recommendations based on the established criteria under the facility partnership fund guidelines.

Recommendation/s

That the Ōtara-Papatoetoe Local Board considers the applications listed below and agrees to fund, part fund or decline each application in this round:

Applicant	Funds required for	Total cost of the project	Funding requested by applicant Approval / Decline
Auckland Rowing Association	Development of a Regional Watersports Centre	$1,939m	$125,000
Otara Rugby League Football Club Inc for Ngati Otara Multi-sport Community and Cultural Precinct project	A review of the scope of the concept design to match funding availability and the completion of the draft business case for the hand over to a newly established Multi-sport Facility Charitable Trust	$48,500	$48,500
Sunnyside Tennis Club	Replace and upgrade floodlighting for three tennis courts and future proof lighting for a further two courts	$73,800	$65,300
Totals		$2,061,300m	$238,800

Comments

8. Three completed applications have been received for the facility partnership fund in the Ōtara-Papatoetoe Local Board area and are being considered in this report. Details of the community group applications follow are:

Auckland Rowing Association

i) Auckland Rowing Association in partnership with Auckland Region Outrigger Canoe Association and Canoe Racing New Zealand.

The applicant requests $125,000 towards the development of a Regional Watersports Centre on the Tamaki River at Highbrook, East Tamaki.

Relevant background to the project:

· This is a regional project and the group has applied to all available facility partnership fund rounds. To date the Central Facility Partnership Funding Committee has committed $400,000 to this project. This committee is made of Maungakiekie Tamaki; Orakei; Puketapapa; Albert Eden; Waitemata; Great Barrier and Waiheke local boards. Other Funding Committee decisions in the north and west are pending.

· The facility will have a high profile due to its location within the Highbrook Business Park.

· In terms of the Highbrook Park Trust Deed the Highbrook Reserve land will be vested to Auckland Council’s Parks in August 2015.

· Highbrook Park Trust land falls within the boundaries of both Howick and Ōtara Papatoetoe Local Boards.

· The Auckland Rowing Association is aware that Nga Hau Maiangi, the organisation representing the combined interests of Auckland Rowing Club (not to be confused with the Association) and the four Waka Ama Clubs based at Ian Shaw Park are in the process of upgrading their water access and improving storage at Ian Shaw Park, Mt Wellington.

· This work is intended to relieve localised capacity issues at Ian Shaw Park. The completion of both projects complements the training use of the Tamaki River and potential future development of a 2,000 metre competition course at this site.

· A comprehensive resource consent application for the proposed new watersports centre has recently begun pre-lodgment process with Auckland Council

Registered organisation/s, make up of groups, membership numbers:

· Auckland Rowing Association was incorporated on 13 December 1968.

· Auckland Rowing Association membership for the 2013/2014 season is 1,190.

· Auckland Region Outrigger Canoe Association membership for the 2013/2014 season is 1,091.

· Canoe Racing New Zealand membership nationally is approximately 800 with 400 coming from the Auckland region.

Group capability:

This appears to be a well organised and professional organisation.

Detail description:

· Concept design and resource consent funding is secured and underway.

· Stage 1 Site Works, retaining hardstands and boat ramp the total cost of this stage is approximately $1,939,000.

· Stage 2 Water Access, pontoons and Stage 3 building works is not included in the total cost of this stage of the project. The approximate cost for Stages 2 and 3 is $4,475m.

· Auckland Council has been working in partnership with this organisation since 2013 to progress this project.

Project need:

· The Auckland Regional Physical Activity and Sports Strategy (ARPASS) report on the Tamaki River and the Auckland Regional Paddling and Rowing Facilities Studies (2007 and 2008) supports the potential to develop a regional watersports centre on Digby Point, Highbrook.

Project outcomes/benefits:

· The Auckland Rowing Association represents the interests of the sport of rowing in the Auckland Region. It is the aim of the Association to increase participation in rowing and to improve the performance and experience of those participants.

· The intention of the project is to open up water access to the Tamaki River to the south and eastern parts of the city which will lead to increased participation and promote youth activity.

· The watersports centre will be a training and competition venue for local Ōtara Papatoetoe waka ama groups.

· Counties Manukau Rowing Club has sent a letter of support. The new watersport centre will provide a more centralised base for training for the Regional Performance Centre programmes run by Auckland Rowing Association as currently participants have to travel to Hobsonville to train and trial for their respective squads. Counties Manukau Rowing also see the new centre as a development opportunity for rowers and coaches from within their catchment of Manurewa, Papakura and Franklin.

· Stage 1 provides water access which benefits the wider communities of the southern region and is not specific to Auckland Association members.

· The envisaged facility will be a premier venue in the southern region and in time will provide access to a straight 2,000 metre course for competitive rowing.

· The benefits of the completed Stage 1 project will give immediate community benefits through better accessibility to the Tamaki River.

Strategic alignment:

· The project is in accordance with the previous legacy Councils’ sponsored ARPASS report which identified the regional need for the proposed facility.

· The project provides an ideal environment for a wide range of water sports and retaining access to our waterways. (Auckland Plan, Chapter 5, 336 refers)

· Develop training hubs that co-locate high performance training centres with community sports venues. (Sport and Recreation Strategic Action Plan 9.3 refers)

Operational sustainability:

· Goodman New Zealand and the Highbrook Park Trust are partners to this project who are both well established and respected organisations with recognized success.

· Auckland Rowing Association established in 1968, is a long standing regional sporting association.

· A comprehensive resource consent application to Auckland Council is imminent with funding support from Goodman New Zealand for the proposed new water sports centre.

Any risks:

· The failure to raise additional support from other philanthropic organisations.

· Failure to receive resource consent. This can be mitigated by making this grant subject to obtaining resource consent.

The applicant is aware that a successful grant does not constitute any regulatory approval and land owner approval which will be required in the future.

Project budget/financials:

Total Project Cost – Stage 1	$1,939m
Confirmed funding - Auckland Council Central Facilities Partnership Fund 2013/14 - Pub Charity	$400,000 $141,950
Organisation contribution	$330,000
Amount requested	$125,000

Recommendation:

That the Local Board allocates $95,027 towards this regionally funded facility as a valuable asset for the southern local community.

Otara Rugby League Football Club Inc for Ngati Otara Multi-sport Community and Cultural Precinct Project

ii) In accordance with Local Board feedback, the applicant requests $48,500 to “review the scope of the concept design so as to match funding availability” and to complete of the draft business case for the hand over to a newly established Multi-sport Facility Charitable Trust.

Relevant background:

· This is a joint project between The Otara Rugby League Football Club Inc. and the Ngati Otara Marae Society Inc. and the established Project Steering group is named the Ngati Otara Multi-sport Community and Cultural Precinct Project.

· The Otara Rugby League Football Club Inc. will take responsibility and accountability for the expenditure of any funding approved for the joint project. It is only necessary for one of the two groups associated with this project to be the lead in terms of the accountability reporting. Part of the feasibility work includes the need to establish the governance structure for the newly formed Trust.

· A feasibility study was completed by Auckland Council in 2013 to outline the programme of planning work required to deliver the Ngati Otara Park Masterplan, the relocation of Ngati Otara Marae and the development of the Multi-sport facility.

Registered organisation/s, make up of groups, membership numbers:

· The Otara Rugby League Football Club, incorporated on 10 July 1975.

· The Ngati Otara Marae Society, incorporated on 25 June 1982.

· The Ngati Otara Multi-sport Community and Cultural Precinct Project team is made up of The Otara Rugby League Football Club and membership is made up of the Scorpions Rugby League, approx 650; Scorpions Tag, approx 400; Scorpions Netball, approx 550.

· Ngati Otara Marae Society Inc. has 20 financial members (includes life members). There is a wider group of 130 people who have registered as members but are not financial members.

Group capability:

The Ngati Otara Multi-sport Community and Cultural Precinct Project has completed a preliminary business case and presented this to the Otara Papatoetoe Local Board on 5 February 2014. As a result of discussions at that meeting and subsequent communications with the Local Board and council staff, the Board directed the group to review four aspects relating to the business case. These were:

· the governance structure for the multi-sport facility,

· feasibility of funding availability,

· review of the scope of the concept design to match funding availability,

· and the completion of the draft business case.

Detail description:

Review of project concept design and costs; develop and implement a Multi-sport Facility Charitable Trust; develop funding strategy and actions; complete final draft business case.

Project need:

This is a long term on-going community project in association with Auckland Council staff represented on the Project Steering Group. The Project Steering Group does not have the resources to continue to engage professional services to facilitate and carry out work required; completion of formation documents and registration of new entity, completion of an operational business plan, engagement with identified potential funders. This work is necessary to harness the momentum that the project has achieved thus far and to build on the capability within the local community.

Project outcomes/benefits:

The future development of this project will improve assets on a Council owned reserve and meet community outcomes as outlined in the Local Board plan.

Strategic alignment:

Quality public open space is a critical component for healthy lifestyles in an urban environment (See Chapter 10: Urban Auckland). By thinking differently, we can protect and expand on the use of public space. For example, the use of new technologies, such as artificial turf, can improve the usability of sports grounds. Street connectivity is a key design feature to promote and encourage physical activity. It creates linkages between our parks and reserves. (Auckland Plan, Chapter 5, 350 refers)

Operational sustainability:

Both the Otara Rugby League Football Club Inc. and Ngati Otara Marae Society Inc. are lease holders on the park and have secured combined community grants funding from the legacy council towards facility planning and maintenance in the past of $439,520.

Any risks:

· Should the group not receive funding this will delay any work associated with the project and further push out timelines.

· As part of the 2014/2015 Capital Project deferrals the governing bodies Finance and Performance Committee deferred $225,060 from this project on 24 September 2014. Additionally the future capex budget allocated to this project is part of the Long Term Plan review of which the outcome is currently unknown.

The applicant is aware that a successful grant does not constitute any regulatory approval, land owner approval or community lease which will be required in the future.

Project budget/financials:

Total Project Cost	$48,500
Organisation contribution	Nil
Amount requested	$48,500

Recommendation:

That the Local Board allocate $48,500, to retain the projects momentum and community support, but that more detailed planning do not occur until there is more certainty around LTP funding.

Sunnyside Tennis Club Inc.

The applicant requests $65,300 to replace and upgrade floodlighting for three tennis courts and future proof lighting for a further two courts.

Relevant background:

This is a well-established club and tenant of Auckland Council located on Sunnyside Reserve. The club received a legacy council grant of $44,873 to resurface 5 tennis courts in 2007 and accountability was completed.

Registered organisation, membership numbers:

· The Sunnyside Tennis Club was incorporated on 1 April 1964.

· The membership of the club is 80 which is made up of 52 senior and 28 junior members.

Group capability:

Due to a commitment by the club to engage with the wider local community the membership has increased over the last two years.

Detail description:

The project includes the building consent; directional drilling; poles and lights; labour and footing holes.

Project need:

There is a lack of visibility to the clubrooms because the Sunnyside Domain does not have a prominent road frontage on York Road, Papatoetoe. Therefore the reserve attracts anti-social behavior. By having improved floodlighting it will encourage more usage by the club, increase hours of operation and attract new members.

Project outcomes/benefits:

· The increased access and utilization of the tennis courts will benefit the local community through a healthier lifestyle, social interaction, building of community relationships, learning fundamental skills and increased confidence.

· The project will enable the club to improve what they offer to current members, future members and other groups who regularly use the facilities.

Strategic alignment:

· Ensure recreation and sport facilities keep up with the needs of a growing population. (Directive 5.3, Auckland Plan, Chapter 5 refers)

· Promote Auckland’s recreational and sporting culture and encourage and nurture sporting talent and excellence. (Directive 5.7 , Auckland Plan, Chapter 5 refers)

Operational sustainability:

The club has worked very hard to generate new income through the hireage of the clubrooms and facilities; this is reflected in the increased membership. The club was able to fund 50% of the previous funding application in 2007 which is a notable achievement.

Any risks:

Some minor risks were identified by the club and they have mitigation strategies for these i.e. increased project costs, accidental damage to facilities by the contractors and cost of running the floodlights. Necessary regulatory consents may not be granted. Any grant can be subject to such consents to mitigate this risk.

The applicant is aware that a successful grant does not constitute any regulatory approval and land owner approval which will be required in the future.

Project budget/financials:

Total Project Cost	$73,800
Organisation contribution	$ 8,500
Amount requested	$65,300

Recommendation:

That the Local Board allocate $65,300 to improve the floodlighting, enabling the club to fully utilise the facilities and to further grow community participation.

Consideration

Local board views and implications

9. A workshop was held with the Local Board on 20 October 2014 to discuss the funding applications. The recommendations in this report fall within the Local Board’s delegated authority.

10. The timing and implementation of the facility partnership fund will be subject to budget considerations as part of the Long Term plan 2015-2025 process

11. The decisions sought by this report do not trigger the Auckland Council Significance Policy.

Māori impact statement

12. The facility partnership fund assists with the development of accessible multi-use community facilities to increase community participation, including the potential to increased community participation for Māori. No particular negative implications for Māori community or Māori stakeholders have been identified as arising from this report. Given the demographic make-up of the local board area and the nature of the some projects for which funding is requested it is likely some Māori will benefit from these.

Implementation

13. A standard Council funding agreement will be developed for any successful applicants and progress towards agreed project outcomes monitored throughout the project.

Attachments

There are no attachments for this report.

Signatories

Authors

Kim Squire - Sports and Recreation Advisor

Authorisers

Ken Maplesden - Sport and Recreation Adviser

Lisa Tocker - Manager, Recreation Facilities & Service Delivery Central

Ian Maxwell - Manager Parks, Sports & Recreation

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Auckland Transport - Quarterly Update to Local Boards - 1 July to 30 September 2014

File No.: CP2014/26166

Purpose

1. The purpose of this report is to inform local boards about progress on activities undertaken by Auckland Transport in the three months July – September 2014 and the planned activities anticipated to be undertaken in the three months October – December 2014.

2. Attachments include:

· A – Auckland Transport activities

· B – Travelwise Schools activities

· C – Decisions of the Traffic Control Committee

· D – Report against local board advocacy issues

· E – Report on the status of the local board’s projects under the Local Board Transport Capital Fund (LBTCF).

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive the Auckland Transport Quarterly Report.

Comments

Significant activities during the period under review

Key Agency Initiatives

East West Connections

3. Auckland Transport (AT) and the NZ Transport Agency have completed an indicative business case that identified a short list of options to address the transport issues in the Onehunga-Penrose area. Improvements were also identified along the proposed bus route between Mangere, Otahuhu and Sylvia Park.

4. The assessment process to narrow down potential options included the outcomes of the July/August engagement as well as assessing factors such as transport performance; consentability; constructability; natural environment; public health and cultural heritage. The short list contains a range of low to high investment options for further investigation.

5. Public consultation on these short listed options commenced in October. This included public open days and workshops.

PT Development

Otahuhu Interchange

6. A civil enabling works package has gone to market to enable construction activities in December to capitalise on the scheduled Christmas Block of Line in the rail corridor.

7. The main works package is scheduled to go to market mid-December, with tenders closing end of January and award end of February 2015. Target completion for the interchange is end of September 2015. A public open day was held in Otahuhu Town Hall, attended by 225 people including Local Board members; feedback was very positive. Hui with local mana whenua are on-going with six having been completed to date.

City Rail Link

8. Registrations of interest (ROI) by the construction industry for the Enabling Works design work for the downtown section of the City Rail Link, from Britomart through Queen, Customs and Albert Streets to Wyndham Street were received and evaluated during August.

9. Following an evaluation process, Request for Proposal documentation for two enabling works contract packages were released to the ROI respondents in late August. A series of interface meetings are scheduled with respondents prior to receipt of proposals in November whereby a tender evaluation will be undertaken to procure the preferred tenderer. A project update was provided to manu whenua groups (seven iwi represented) mainly focussing on stormwater mitigation issues.

Electric Multiple Unit Procurement

10. There are now 27 units in NZ with 17 units in service. Manukau peak services began mid September. Electric Multiple Unit (EMU) testing on the Western line to Swanson began on 29 September. Manufacture and delivery is on programme.

PT Operations

Bus Improvements

11. An on-going programme of bus timetable adjustments, in partnership with AT service providers, continued this year to ensure published timetables more closely reflect actual bus running times. This is driving a significant improvement in bus service reliability, particularly for North Star, Go West, Waka Pacific and Metrolink Outer with implementation scheduled across the entire bus network by September 2014.

12. On-time performance across the entire bus network rose to 91.45% for September and has remained over 90% during the quarter.

13. NZ Bus operated 91.7% of its bus services on time, which is a 10% increase on the previous 12 months. Go West showed the largest improvement with an 11% increase in punctuality since December. On-time performance improved by 5% after delivering a new customer value proposition of services from 7am to 7pm, 7 days a week on 3 August in the west (Green Bay/Titirangi).

14. On time performance for the Northern Express Service also continued to operate at a very high level during August delivering 98.7% and with most of September operating at 99.4%.

Rail Improvements

15. Rail patronage for the 12 months to September 2014 was more than 11.8 million; an increase of 27% on the previous year and a new record for heavy rail in the Auckland region. Rail patronage for the first quarter 2014 was 15% above the same period in 2013.

16. Rail service punctuality was stable at 87.7% for the 12 months to September 2014; an improvement from 86.3% the previous year. This was achieved through a period of operational change to new systems following the introduction of EMUs that have presented some challenges. For the month of August 2014, punctuality was 90.5% - the first month for at least ten years that performance exceeded 90% outside holiday periods .

17. Rail station security was upgraded from May 2014 and a strategic review of rail safety, security and fare enforcement is underway.

Road Design and Development

Dominion Road

18. Construction on the cycle routes is proceeding with the project being close to 50% complete. Tenders for the main Dominion Road works have closed and evaluation is underway. The project has been expanded at the request of Watercare to include water main replacement in the three village centres.

Albany Highway

19. The contract for construction has been awarded to Fulton Hogan. Work will commence on site in November. The construction is expected to be completed early in 2017.

20. An open day will be held in October to give the local community the opportunity to meet the construction team and ask any questions they may have about the project before works begin. A communications and stakeholder management plan will be in place for the duration of the construction period.

Murphys Road

21. Construction of Flat Bush School Road and Murphys Road intersection upgrade is progressing and on track for completion by mid-December 2014. Design of the Murphy’s Road upgrade between Flat Bush School Road and Ormiston Road is on-going and programmed to finish by the end of December 2014.

AMETI

22. Construction of the new Te Horeta Road at Panmure is near complete. Pavement works and line marking were completed during the period and the final integration testing of tunnel systems is in progress. The road is scheduled to open on 2 November when critical activities on Mt Wellington Highway and at the adjacent NCI site are complete.

23. The new William Harvey Bridge footbridge is now fully operational. The upgrade of Van Damme’s Lagoon, NCI and Watercare works are ongoing.

24. Planning and design meetings were held to update Pakuranga town centre stakeholders on the design work for Pakuranga bus station and Reeves Road flyover. Feedback will assist to further develop the design.

Cycle Initiatives

25. The construction of Stage 1 of the Beach Road Cycle Route (Churchill Street to Quay Street via Mahuhu Crescent and Tapora Street) was completed ahead of schedule and formally opened by the Prime Minister and the Mayor. A short safety video for cyclists has been produced http://youtu.be/fNlu7xaS2KA. Within a week it had been viewed more than 2,700 times on YouTube.

26. A survey to benchmark the number of cyclists is about to start and will be used to monitor usage. The design of Stage 2 that will make the link through to Britomart Place is progressing with the start of construction planned for early 2015.

27. A number of other cycle schemes are under construction including Portage Road (New Lynn), Swanson Rail Path and St George Street (Papatoetoe). Meanwhile the Spring Cycling Programme has commenced with a series of cycle training and safety events being held throughout the region.

Services

Public Transport ‘Give it a Go’ Scheme

28. Between late May and the end of September AT has delivered the scheme through 18 businesses and personalised journey planning projects. Through the scheme, individuals have two weeks of commute travel.

29. Results indicate that 6 weeks after the start of the trial 52% are continuing to use public transport and after 8 weeks there is only a slight drop to 41%.

30. An evaluation survey is also undertaken as this allows participants to provide feedback on the service. There has been positive feedback, as shown in the quotes below:

· “Great idea – certainly surprised me how great public transport has become” ASB workplace survey

· “I had never taken public transport before the trial and now find that travelling by train is a lot less stressful than by road… …and thank you for offering the trial pass, you now have a passenger for life.” Health Alliance workplace survey

· “Using public transport was a lot better than I had expected. More trials like this should be done to convince others.” Sovereign workplace survey

Commute Businesses

31. Auckland Council senior management have approved the Auckland Council Travel Plan. A more detailed Action Plan is being co-developed for presentation to the Chief Planning Officer in early November for approval to proceed.

32. Commute awards recognised businesses achieving success in travel planning. The award winners have been promoted in business publications including Auckland Today. The award winners were:

· Progress on Travel Plan – AECOM

· Delivery of Commute Packages – Mahitahi Trust

· Embedding sustainable transport into company practice – MRCagney.

Route Optimisation

33. The 2013 – 2014 Route Optimisation Programme has been primarily focused around the Auckland city centre, aiming to prioritise and optimise network performance for all modes as appropriate. The Programme made use of the detailed Network Operating Plan to translate strategic intent into operational priorities, for the various modes by time of day. Being the city centre, greater emphasis was placed on public transport and pedestrian performance, the latter being particularly noticeable during the day outside of peak periods. As a whole, route optimisation covered approximately 33 km, over 110 intersections.

Variable Message Signs (VMS)

34. Eight variable message signs (VMS) programmed for the 2013-14 year are now in place.

35. The signs are due for final hand-over to the Auckland Traffic Operations Centre (ATOC) during the month of October, and will be available for use for incident management, planned events, multi-modal real time travel time information (including multi-modal travel time where relevant), and any messaging requirements.

Bus route improvements

36. The Operational Planning and Performance Teams have been assisting the Public Transport Operations team to identify and implement quick-win projects to improve the efficiency and reliability of the bus operations. Current projects include:

Route	Project Scope	Progress
Esmonde Road	Widening to extend bus lane	Resolution prepared, awaiting tree removal consent
Khyber Pass Road	Introduction of additional 90m of bus lane	Resolution prepared, awaiting Local Board approval
Khyber Pass Road	Crowhurst intersection bus priority upgrade	Resolution prepared, awaiting Local Board approval
Wellesley Street East	Bus lane pocket	Resolution prepared, awaiting Road Safety Audit sign off
Park Road	Investigation of southbound bus lane	Concept design complete, internal consultation to commerce shortly
Parnell Road	Investigation of bus lane	Concept development with consultants, due imminently

Urban KiwiRAP (International Road Assessment Programme) Update

37. A specialist engineering team completed vehicle-mounted video-mapping of 2,000 kilometres of the Auckland local road network in September as part of the Safer Journeys Urban KiwiRAP demonstration project. This project is a world first and the video footage will be analysed to establish road safety star ratings for the Auckland urban local road network that will be used to prioritise improvements on high-risk parts of the network.

Road Corridor Delivery

38. Overall operating expenditure is running ahead of budget due to the effects of the major storm event which struck Great Barrier Island in June, higher electricity costs and an increased spend on unsealed road maintenance.

39. Renewal expenditure is behind forecast but good progress has been made in making preparations for the upcoming construction season. The actual spend is consistent with the reduced level of funding now available for renewals.

Key Renewals

40. Construction of the Beach Road Cycleway was delivered by the Road Corridor Group and completed on time for the opening by the Prime Minister in August.

41. The design of the new box culvert is underway on Great Barrier Road with the intention of commencing physical works later this year. The existing steel plate was washed away in the storm event on 10 June 2014 and there is a temporary stream crossing in place until the works can be completed.

42. Chipsealing commenced in Franklin in August using Emulsion instead of cut-back bitumen. Emulsion can be sprayed in cooler weather, provides improved chip wetting and adhesion and is safer and more environmentally friendly than hot bitumen.

43. Repairs to the Maraetai Beach seawall were also completed in August. The seawall had been undermined by several major storms over the June/July period.

44. Streetlight improvements have been carried out on East Tamaki Road and on the cycle routes in the Dominion Road Corridor. The street lights in these cycle routes, located immediately to the East and West of Dominion Road, have been upgraded with LED Luminaires to improve safety.

Road Corridor Access

Corridor Access Request (CAR) Applications

45. There were 4,039 CAR applications approved during the first quarter, representing a 4.4% increase over the number of 3868 for the same period last year.

46. Monthly incremental increases of around 8% have been experienced since July with the major share of the increases being for minor works i.e. works in the footpath and berm area only.

Ultra-Fast Broadband Rollout

47. Overall forecast build starts have fallen below forecasts and the likelihood of a back ended build programme for the year has increased. Up to 30 cabinet areas appear to be at risk.

48. Currently for Year 4, 88 cabinet areas are in build, 43 are completed and 22 have moved into warranty.

Watercare Hunua 4 Bulk Watermain

49. As at the end of September 2014, 12.6 km of pipe has been laid at an average weekly rate of 48 metres and Watercare advise it is on target.

Watercare Pakuranga Rising Water Main

50. Work commenced in January on the construction of a new 0.9 metre diameter sanitary sewer rising main in the carriageway of Pakuranga Road and Lagoon Drive in the vicinity of the Panmure Bridge.

51. Progress at either end of the project site (Lagoon Drive and Pakuranga Road east of the Panmure Bridge) has been good and the positive temporary traffic management measures employed have enabled traffic to continue with only minimal delays.

Overweight Permits

52. There were 198 overweight permit applications processed in September. Of the 198 permit applications, 155 (78.3%) were processed within the target times and all applications were processed by the nominated travel start date.

53. The target timeframes for processing overweight permit applications are 3 days for KPI 2, single trip, multi travel and continuous renewal permits and 5 working days for KPI 3 continuous and area permits.

Parking and Enforcement

Parking machine replacement

54. The existing 922 Pay and Display machines installed in the greater Auckland area have reached their end of life and are due for replacement. Parking Services have conducted an on-going investigation into the developing technology associated with on-street parking. A paper has recently been prepared requesting the funding necessary for a technology upgrade and is planned to be presented to the AT Board at its November meeting.

55. The proposed new system incorporates the ‘pay by space’ mode with in-road sensors for each parking spot. Parking availability will be published on the internet. Once a parking space is occupied payment will be made at a nearby payment machine that will accept HOP cards, credit cards, text-a-park and cash. Smartphone payments will also be available with text reminders being sent when the time limit is due to expire. Additional topping up for extending parking will be available by either smartphone or at any other parking payment machine.

56. Enforcement of expired parking spaces will be managed from Parking Officers PDAs that will be able to communicate to a central system holding data on the parking status of the city’s precincts. Improved management information and remote tariff adjustments will be managed from the centralised system.

Auckland parking discussion document

57. There was significant interest in the parking discussion document, with AT receiving over 6,000 submissions. The submissions are still being analysed and themes collated. The next step will be to draw up a region-wide parking policy which will consider information from those submissions.

58. A report on key themes and possible policy responses was reported back to the AT Board in October. The detail of individual schemes will follow.

Attachments

No.	Title	Page
a View	Schedule of activities undertaken for the first quarter (2014/15) ending 30 September 2014 and forward works programme for the second quarter (2014/15) ending 31 December 2014	191
b View	Travelwise Schools activities broken down by Local Board	209
c View	Traffic Control Committee Decisions	211
d View	Local Board Advocacy Report	213
e View	Local Board Transport Capital Fund Report	215

Signatories

Authors

Various Auckland Transport authors

Authorisers

Jonathan Anyon, Elected Member Relationship Team Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Endorsement of the Draft Otara-Papatoetoe Area Plan for final release

File No.: CP2014/26005

Purpose

1. To seek the Ōtara-Papatoetoe Local Board’s endorsement of the Area Plan prior to proceeding to the Auckland Development Committee for approval.

Executive summary

2. In February 2012 the Auckland Plan Committee endorsed the sequence and co-governance approach for Area Plans and endorsed the establishment of political working groups of relevant ward councillors and local board members nominated by their local board to oversee the development of the Area Plans. Two Area Plans currently being developed are the Ōtara-Papatoetoe and Devonport-Takapuna Area Plans. This report is specific to the Ōtara-Papatoetoe Area Plan.

3. In April 2014, a working party was established consisting of all seven members of the Ōtara-Papatoetoe Local Board and the two ward councillors to oversee the development of the Ōtara-Papatoetoe Area Plan. Following on from this, a vision, nine key moves, and supporting projects and initiatives were developed and agreed with the Board for the draft Area Plan.

4. In June and July 2014, the Ōtara-Papatoetoe Local Board and the Auckland Development Committee endorsed the draft Ōtara-Papatoetoe Area Plan for community engagement and feedback. In total, 75 respondents provided feedback during the four week community engagement period between 21 July and 17 August 2014, which provided the community with a number of opportunities to view and submit on the draft Area Plan.

5. The working party has considered the feedback received and, where appropriate has made a number of amendments to the Area Plan document.

6. A copy of the Area Plan and five thematic maps are provided in Attachments A and B respectively.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approves the Ōtara-Papatoetoe Area Plan as set out in Attachment A

b) Delegates to the Chair of the Ōtara-Papatoetoe Local Board authority to approve minor amendments that may be required to the Ōtara-Papatoetoe Area Plan prior to submission to the Auckland Development Committee

c) Agrees that an unpublished version of the Ōtara-Papatoetoe Area Plan be submitted to the Auckland Development Committee for final approval.

Comments

7. In February 2012 the Auckland Future Vision Committee endorsed the sequence and approach for Area Plans. The first two Area Plans to be prepared were for Māngere-Ōtāhuhu and for the Hibiscus and Bays. The second round comprises Ōtara-Papatoetoe and Devonport–Takapuna.

8. Area plans are driven by the Auckland Plan and are one mechanism used to implement its development strategy. The Ōtara-Papatoetoe Area Plan assists in delivering the vision for the Auckland Plan at a local level. It sets out a high level strategy for supporting future growth and development of the area over the next thirty years.

9. The Auckland Plan also identifies ‘The Southern Initiative’ as one of the two major place based initiatives. It covers the four local board areas of Māngere-Ōtāhuhu, Ōtara-Papatoetoe, Manurewa, and Papakura. In combination, these cover an area of Auckland with significant economic opportunity yet high social need.

10. The Southern Initiative (TSI) is a cross-agency programme to develop the economic potential of the southern area, and tackle social issues with emphasis on education, health, and housing. It identifies stable housing, job growth, skills development, and environmental enhancement as priorities to bring about transformational social, economic, and physical change. The Area Plan aligns with, and supports the outcomes of TSI.

Development of the Draft Area Plan

11. In February 2014, an internal workshop was held with council specialists and representatives from council controlled organisations such as Auckland Transport and Watercare Services to prepare a first cut of the draft Area Plan theme maps covering:

· Economic and community development

· Transport

· Infrastructure

· Natural environment and heritage

12. In March and April 2014, six workshops were held with the representatives of 71 key stakeholders including Housing New Zealand, Auckland Transport, infrastructure providers, sports clubs, education and health providers, NZ Police, community groups and business associations, and Local Board members. These workshops informed the development of the Area Plan’s key moves, projects and initiatives.

13. Individual hui were hosted with the representatives of nine Mana Whenua groups to seek their views and aspirations for the area, and how this knowledge could be recognised and reflected in the draft Area Plan. These groups were:

· Te Akitai

· Ngāti Whanaunga

· Ngāti Paoa

· Ngāti Maru

· Ngāti Te Ata

· Ngāti Tamaoho

· Waikato Tainui

· Te Kawerau a Maki

· Ngāi Tai ki Tāmaki

14. The Ōtara-Papatoetoe Local Board nominated board members Chair Efeso Collins, Ross Robertson, Lotu Fuli, Stephen Grey, Mary Gush, Donna Lee and John McCracken together with Councillors Anae and Filipaina to form a working party. The updated theme maps incorporating the feedback from the key stakeholder engagement were presented to the working party through a series of three workshops to discuss the emerging content, issues and aspirations of the draft Area Plan. A vision, key moves, and projects and initiatives for the draft Area Plan were subsequently developed and agreed with the working party.

Key components of the Area Plan

15. The Area Plan promotes nine key moves. Key moves are outcomes that have a physical or spatial aspect and when realised will make a transformational contribution to making the local board area a great place to live, work and visit. They contribute to achieving the vision for Auckland to be the world’s most livable city, and the vision of the draft Ōtara-Papatoetoe Local Board 2014 “creating the world’s most liveable city at the local level.

16. The key moves are:

· Value and protect Ōtara-Papatoetoe’s heritage, culture and identity in partnership with Mana Whenua and the community.

· The landscape, cultural, and ecological values of the Ōtara-Papatoetoe area, particularly Ōtara Lake and waterways, and Puhinui are recognised, protected and enhanced.

· Transition Manukau from a City Centre to a Metropolitan Centre.

· Ōtara (Ōtara town centre to Ōtara Lake) transformation and business and community partnerships.

· Strengthen and enhance the vitality of Papatoetoe and Hunters Corner town centres.

· Maintain and strengthen the economic role of the East Tamaki, Wiri, Bairds Road and Lovegrove Crescent industrial areas as key employment areas for Ōtara-Papatoetoe’s residents.

· Ōtara-Papatoetoe has safe, accessible and high quality parks and community facilities.

· Make transport more accessible and safer for Ōtara-Papatoetoe residents, with particular emphasis on cycling, walking and public transport.

· Utilities and services that support Ōtara-Papatoetoe’s growing population.

Community Engagement

17. Community engagement on the draft Ōtara-Papatoetoe Area Plan was undertaken between 21 July and 17 August 2014. The focus of engagement was to connect with existing community networks and included:

· Presentations and discussions at community network meetings

· Four drop-in and display sessions

· Pop-up events at the Ōtara markets, Papatoetoe Vintage market, and Manukau and Papatoetoe train stations

· Individual meetings with community stakeholders such as the Counties Manukau District Health Board, Cross Power Ministries, and the Papatoetoe Cosmopolitan Club

· Two youth engagement events held at the Tupu (Dawson Road) and Papatoetoe Libraries

· Presentation of the draft Area Plan to the Southern Mana Whenua Information Hui in Manukau. Ten mana whenua representatives from southern iwi and hapu were in attendance.

Feedback received

18. A total of 75 responses (54 from individuals and 21 from organisations) were received. The key moves, and supporting projects and initiatives generally received a high level of support. Transport matters attracted the largest amount of feedback, closely followed by issues relating to the built environment.

19. As a result of the feedback, the working party made a number of amendments to the Area Plan document. The majority of amendments made were to further clarify the scope of projects and initiatives listed or to include additional organisations as support partners.

Consideration

Local board views and implications

20. A working party comprising all seven members of the Ōtara-Papatoetoe Local Board, and two ward councillors have worked collaboratively to develop the Area Plan. A number of the community engagement events e.g. youth events were attended by members of the Board.

21. A series of workshops were held with the working party to establish and agree the vision, key moves, and supporting projects and initiatives together with the way the Area Plan can help deliver on the outcomes and directions in the Auckland Plan. Key projects and initiatives within the Area Plan align with those in the draft Local Board Plan.

Māori impact statement

22. The process of engagement on Area Plans with mana whenua and mataawaka groups in the wider Ōtara-Papatoetoe area has been developed in collaboration with the council’s Maori Strategy and Relations Department.

23. The Area Plan team held a series of individual hui with mana whenua to seek their views and aspirations for the area, and how this knowledge could be recognised and reflected in the draft Area Plan. Of the 11 mana whenua groups with an interest in the area, only two chose not to participate.

24. Mataawaka groups were invited to attend key stakeholder workshops to understand their aspirations for the area. Unfortunately none of the groups were able to attend. Copies of the draft Area Plan were subsequently sent to Mataawaka groups to encourage feedback. No feedback was received from these groups.

Implementation

25. Area Plans are a key mechanism to implement the Auckland Plan and enable greater level of detail in terms of outcomes and aspirations expected across the region. The Area Plan aligns with the Proposed Auckland Unitary Plan and will inform future long term plans where facilities and items for capital investment may be required. The implementation and prioritisation of projects and initiatives in the Area Plan will inform and help to shape the forward work programmes for the council, Council Controlled Organisations and other key delivery partners.

26. The recommendation to agree the content of the final draft of the Ōtara-Papatoetoe Area Plan is consistent with the council’s policies and strategies and does not trigger the significance policy.

27. The delivery of the key moves will be supported by a separate implementation plan that will identify:

· likely timeframe for delivery of the ‘short-term’ projects and initiatives that are funded, and can be implemented over the next five years

· desired timeframes and potential funding requirements for the ‘longer-term’ aspirational projects and initiatives that are not yet funded and/or planned for

· lead agency and/or delivery partners responsible for each project and initiative.

28. The implementation plan will sit alongside the Area Plan, and is used as a tool to advocate for, and secure funding through council’s Long-term and Annual Plan budget processes. The implementation plan will be prepared following adoption of the Ōtara-Papatoetoe Area Plan.

29. The implementation of the projects and initiatives contained within the Area Plan will be influenced by a range of factors including the availability of funding to make things happen, further investigations, the need to establish new relationships with stakeholders, and the staging of development to optimise co-ordination efforts. This will require ongoing resource and staff commitment to integrate planning approaches and project management to coordinate activities.

Attachments

No.	Title	Page
a View	Draft Otara-Papatoetoe Area Plan (Under Separate Cover)
b View	Five Thematic Maps appended to the draft Area Plan	223

Signatories

Authors

Marc Dendale - Team Leader Planning South

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Government regulations for distribution of grants derived from Class 4 (pokie) gambling

File No.: CP2014/24792

Purpose

1. To provide the board with an opportunity to respond to a recent decision of the Regional Strategy and Policy Committee in regard to the distribution, within Auckland, of grant funding derived from class 4 (pokie) gambling.

Executive summary

2. The Minister of Internal Affairs recently acquired the power to make new regulations specifying the amount of class 4 grants money that must be returned to the area from which it came, and to set out how areas will be identified and defined for that purpose.

3. A report was presented to the Regional Strategy and Policy Committee (RS&PC) on 7 August 2014, presenting the findings of the gambling working party established by minute REG/2013/10.

4. The RS&PC endorsed the working party’s proposal to define areas within Auckland, and agreed that the chair write to the Minister of Internal Affairs, advocating for the areas defined by the working party and a rate of return of 80% across all areas.

5. The Ōtara-Papatoetoe Local Board had a workshop meeting on 20 October, to review information about the distribution of grant funding within Auckland that was presented to the RSP&C, and to discuss the issue of pokie grant funding in its area.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Note the Regional Strategy and Policy Committee’s advocacy position on areas for the distribution of class 4 (pokie) grants, including an 80% rate of return to each area

b) State its own position on the proposed areas and rates of return.

c) Consider writing to the Minister of Internal Affairs regarding the use of regulations to reduce or prevent gambling harm.

d) Consider working with the other local boards in the Southern Initiative area to develop and promote a common approach and joint communication to the Minister.

Background

6. In 2012 Auckland Council made a submission to the commerce select committee on the Gambling (Gambling Harm Reduction) Amendment Bill (also known as the “Flavell Bill”). A core purpose of the Flavell Bill was to address a perception that Māori and Pasifika communities are “…disproportionately targeted and often severely harmed” by electronic gaming machines. Among other things, the bill sought to:

“…return at least 80% of (the) funds generated by gamblers’ losses on local pokie machines back into the charitable organisations that are meeting priority needs in the same local authority area as the venue and within the same local authority ward, local board subdivision, or community board area.”

7. The bill was enacted on 13 September 2013 as the Gambling (Gambling Harm Reduction) Amendment Act. The final legislation did not specify a rate of return or define the areas into which class 4 grants funding must be returned. Instead it provided the Minister of Internal Affairs with new powers to make regulations for those purposes.

8. On 5 December 2013, the Regional Strategy and Policy Committee (RS&PC) established a working party to develop council responses to government proposals to reform the class 4 gambling sector. The working party’s role included developing a definition of areas and rates of local return for Auckland, in anticipation that the Minister may seek further input on this matter

9. The working party developed a proposal to define areas within Auckland whereby a proportion of grants derived from the proceeds of class 4 gambling in those areas would be returned to them. A copy of the area map is attached as Appendix A.

10. Officers subsequently developed an analysis of the distribution of pokie grant funding among local board areas in Auckland. A summary of the analysis is attached as Appendix B.

11. The analysis shows that in 2012 the Ōtara-Papatoetoe Local Board area received an estimated 51% of the available grant money that had been generated in the area, or approximately $4.3 million in grants out of nearly $8.5 million in estimated grants funding generated by non-club class 4 (pokie) venues in the local board area over that period.

12. A report to RS&PC on 7 August 2014, presented the findings of the gambling working party.The committee endorsed the working party’s proposal to define areas within Auckland, as presented in Appendix A, and agreed that the chair write to the Minister of Internal Affairs, advocating for the areas defined by the working party and a rate of return of 80% across all areas. That letter was sent a few weeks prior to the recent general election.

13. All local boards have the opportunity to receive a workshop and/or a business report on these matters. A workshop was held with the Ōtara-Papatoetoe Local Board on 20 October 2014 to discuss the RS&PC report and the working party’s findings. The board requested a report so that it could make formal resolutions on the matters it had discussed.

14. The Minister has not yet finalised the regulations and so there may still be an opportunity for the Ōtara-Papatoetoe Local Board to further influence a decision, by writing to the Minister about the application of regulations – either by itself or in a joint approach with other local boards in the Southern Initiative area.

Other Regulatory Powers

15. The Minister’s powers to regulate the class 4 (pokie) gambling sector are set out in sections 114, 313 and 314 of the Gambling Act. They include the ability to:

· Prescribe the maximum number of gaming machines that may be operated in New Zealand or any area within New Zealand.

· Prescribe requirements for the design, layout, and furnishing of a class 4 venue.

· Declare a venue or class of venue as suitable or unsuitable to be a class 4 venue.

· Regulate the intensity of gambling that may be conducted at a specified venue, by specified means (although not by regulating the hours of operation of a venue)

· Provide for any other matters related to harm prevention or minimisation that are contemplated by, or necessary for giving full effect to, the Act.

· Apply such regulations to specified venues or classes of venue (the term “classes” usually differentiates club venues, which apply funding for their own members’ benefit, and non-club venues which distribute funding to community and sporting groups).

16. The board may also want to write to the Minister in regard to the use of these other regulatory powers, to prevent or reduce gambling harm in the Ōtara-Papatoetoe Local Board area or, in agreement with other local boards, the Southern Initiative area as a whole.

Māori impact statement

17. Problem gambling is more prevalent in Māori, Pasifika and low-income population groups than others. Class 4 (pokie) venues tend to be clustered in areas, where these population groups are concentrated, including the Southern Initiative area.

Attachments

No.	Title	Page
a View	Appendix A: map of proposed areas agreed by Auckland Council	233
b View	Appendix B: comparison of pokie revenues to grants - all local boards.	235

Signatories

Authors

David Hay - Principal Policy Analyst

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Council's Role in Early Childhood Education

File No.: CP2014/24920

Purpose

1. This report responds to the Otara-Papatoetoe Local Board’s concern about the demand on existing parks and open space to provide for early childhood education facilities and proposes some principles to guide staff when responding to future requests.

Executive summary

2. Research shows that children who are involved in quality early childhood education (ECE) benefit in many ways, and that these benefits extend to their family/whānau and the wider community. Taking part in ECE builds a strong foundation for children’s ongoing education, learning and development.

3. Auckland Council has signalled its support for ECE services through the Auckland Plan and the Southern Initiative. A target has been identified in the Auckland Plan for all 3 to 4 year olds to participate in, and have access to quality, culturally appropriate ECE services by 2020.

4. Council’s main involvement in supporting ECE services to date ranges from being a direct provider to providing community leases for council facilities (land and buildings), programme support, grant funding and use of temporary bookable spaces. The council has no statutory responsibilities or role in the establishment, management or funding of ECE services

5. There is a growing tension between the use of parks and open space for non-exclusive recreation purposes, and the demand to lease council land for community based ECE provision. There are no policies or guidelines currently in place that provide detailed guidance for decision-makers around ECE services. Applications are therefore assessed on a case by case basis

6. The Proposed Auckland Unitary Plan permits ECE services up to 100m2 in an existing building in the informal recreation, sport and active recreation and community open space zones. Stand-alone ECE facilities on any open space would be a non-complying activity.

7. Staff held a number of workshops with southern local boards between May and August 2014 to discuss options for the council’s role in supporting ECE services. The feedback from the workshops have provided the basis for the development of key guiding principles that will help the board determine how it approaches requests for a lease to occupy parks and open space for the purpose of ECEs in the future.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Adopt the following principles to guide decisions on requests for lease of public open space for early childhood education provision;

I. That central government has the main responsibility for the establishment of early childhood education services

II. That the establishment of new early childhood education services on council’s parks and open space will not be supported, unless there is a direct benefit to the open space and its users

III. That existing early childhood education centers seeking expansion will be supported where the impact on the parks and open space provision and its users have been assessed as minimal

Comments

8. At local board meetings in August and September 2013, the Otara - Papatoetoe and Mangere - Otahuhu Local Boards requested

a) an analysis of ECE [Early Childhood Education] demand in the Local Board and The Southern Initiative area

b) that the governing body develop a strategic approach to the provision of ECEs as a matter of urgency and include this on their work programme.

c) the identification of those open spaces which are suitably zoned and classified to support the establishment of ECEs

d) the identification of those open spaces which are suitably classified and will be appropriately zoned in the Unitary Plan to support the establishment of ECEs.

9. The resolutions were forwarded to other local boards for their information, and the Manurewa and Papakura local boards also expressed an interest in being involved in these discussions.

10. There are three main ways the council currently supports the provision of ECE services:

a) direct provider – the council manages a number of ECE services located in council owned facilities (e.g. Kauri Kids)

b) leasing council facilities – the main focus has been land but includes buildings to generally community based ECE providers

c) indirect provider - through programme support, use of non-exclusive bookable spaces in council facilities and grants.

11. Some southern local boards have raised concerns around the tension between park and open space provision for recreation and the demand for use of these spaces by ECE providers. Much of the land that is appropriately zoned under the District Plan and classified under the Reserves Act in the southern sector is at capacity and applications are being received from ECE providers to use reserve land whose purpose and use is fro recreation (informal and active/sports). This raising concerns around the appropriateness of that land for ECE services and the cumulative loss of public open space.

12. Although council has specified support for ECE services and various directives have been set through the Auckland Plan and the Southern Initiative, there are no policies or guidelines in place that provide detailed guidance for decision-makers around ECE services. This means that applications are being dealt with on a case by case basis.

13. The Proposed Auckland Unitary Plan permits ECE services up to 100m2 in an existing building in the informal recreation, sport and active recreation and community open space zones. They are discretionary activities in the civic spaces zone and non-complying activities in the conservation zone. Stand-alone ECE facilities on any open space would be a non-complying activity. It should be noted that through the submission and hearings process, changes to this aspect of the plan may result.

14. Prior to the workshops with the southern local boards, a discussion paper was prepared which contained ECE data specific to each local board, and some preliminary options on council’s role in supporting ECE services in the future. The options paper is provided in Attachment A.

Consideration

Local board views and implications

15. Cluster workshop was held with representatives from the Manurewa, Otara - Papatoetoe, Mangere - Otahuhu and Papakura Local Boards on 22 May 2014, where local board members discussed council’s current and potential future role(s) in supporting early learning, with a particular focus on the use of parks and open space land. Attendees requested additional information and that individual workshops be held with their boards to ensure members were cognisant of the issues and to inform decision making.

16. Individual workshops were held with the Manurewa, Otara-Papatoetoe, Mangere-Otahuhu and Papakura local boards over August and September 2014. Howick and Franklin Local Boards did not request a workshop but were included in the distribution of discussion documents and briefed on the workshop outcomes.

17. The following themes evolved from these workshops and have been used to inform the recommendations contained in this report:

· New ECEs on parks and open space are generally not supported unless a direct benefit to the open space and its users can be shown (e.g. where the ECE will activate the space and provide for community use outside operating hours)

· Consideration will be given to the expansion of existing ECE facilities, where the impacts on the public open space and its users are assessed to be no more than minor

· Advocate that ECE facilities on parks and open space expand their purpose outside operating hours to accommodate other community opportunities (e.g. adult education)

· Support, in general, the council being a direct provider as part of the provision of a range of holistic activities in council owned facilities. It was suggested that consideration could be given to existing services being contracted out or sold

· The establishment of ECE services is essentially a central government responsibility and as such should be funded by the Ministry of Education

· Advocate for land to be secured in new developments for ECE services to be established, where a need is identified through for example, working with Housing Project Office and Special Housing Area developers, the Ministry of Education and ECE providers

· Generally not supportive of selling parks and open space for ECE development. It is recommended that the board adopts these as guiding principles to assist decision making on applications for ECEs on parks and open space in the future.

Māori impact statement

18. Specific consultation has not been undertaken with Māori. The Auckland Plan and the Southern Initiative objectives and targets around early learning address all children.

19. The national participation rate in early childhood learning prior to primary school for Māori children has increased to 93.0% for the year ending March 2014, up 1.2 percentage points on the March 2013 rate. However, in some Auckland communities, the Māori participation is significantly lower. The Ministry of Education is implementing the Engaging Priority Families initiative which seeks to provide intensive early learning support to families and whānau of three and four year olds in target communities. The priority for this initiative is Māori, Pasifika and low socio-economic status families.

20. It is expected that any impacts on Maori will not differ greatly to other parties seeking land for the establishment of early childhood education centres.

Implementation

21. Further work will undertake by council staff to gain further clarity on the preliminary options discussed at the local board workshops, subject to the outcome of the Long term Plan process and resource availability.

22. Whatever recommendations are adopted, the main stakeholders (e.g the Ministry of Education) will be advised of the viewpoint for the local board area.

23. Applications from ECE providers for use of public open space that are currently being processed will be progressed on a case by case basis.

Attachments

No.	Title	Page
a View	Council's Future Role in Supporting ECE Services - Preliminary Options July 2014 (Material from workshop)	241

Signatories

Authors

Erin Clarke - Policy Analyst,South

Sophie Bell - Principal Policy Analyst

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Ian Maxwell - Manager Parks, Sports & Recreation

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

July 2014

COUNCIL’S ROLE IN SUPPORTING ECE SERVICES

- PRELIMINARY OPTIONS

It is well documented that early childhood education (ECE) services contribute to society by providing educational, social, and cultural benefits. Participation in quality ECE services is an important predictor of future education outcomes. It lays the foundation for children’s ongoing learning, helping equip them with social skills and contributing to a child’s development. Quality early childhood programmes can help narrow achievement gaps between children from disadvantaged families and those from other families. In addition, the availability of ECE services is often essential to working parents.

Auckland Council signals its support for ECE services through the Auckland Plan. It seeks to increase the ECE participation rate in Auckland - Tamaki Makaurau, and more particularly within the Southern Initiative area. A target has been identified for all 3 to 4 year olds to participate in, and have access to quality, culturally appropriate ECE services by 2020. Delivery on this aspect of the Auckland Plan is a shared responsibility of central and local government as well as community organisations and the private sector.

The council’s main involvement in supporting ECE services to date ranges from being a direct provider, to leasing council facilities (land and buildings) to community based providers, programme support, use of non-exclusive bookable spaces and grants. The council has no statutory responsibilities or role in the actual establishment, management or funding of ECE services. This falls to the applicant and the Ministry of Education.

Although the council has specified support for ECE services and various directives have been set, there are no policies or guidelines in place that provide detailed guidance for decision-making around ECE services. There are a variety of responses the council could consider in supporting the provision of ECE services. These are listed below with the benefits and considerations outlined for each. Many of these roles are not stand-alone and can be combined.

The options provided are not comprehensive, rather they have been presented to stimulate discussion.

Direct Provider

Council is currently a direct provider of ten ECE services in various council facilities offering a total of 345 licensed places. The council also contracts out three ECE services. The majority of these centres have transferred to Auckland Council from legacy councils and have been operating for more than twenty years. They have evolved from a drop in crèche for the children of those utilising the facilities to more structured licensed centres.

The majority of council led ECE centres have become an inherent function of recreation and leisure centres contributing to the holistic approach of what is offered the community. They contribute to the wider ECE network within the Auckland region.

The Leisure Unit (ECE team) works closely with the MoE and were recently asked to take over two trust run facilities operated out of Council buildings which were facing closure by MoE for failing to comply with regulations.

Benefits Considerations

· Improves connectivity and community networks through hub model of facilities e.g. leisure facilities or libraries with ECE services

· Provides a platform to work with the community and other stakeholders on parenting advice, adult learning etc

· Can assist in increasing participation where rates are low

· Generates income that is offset against operational costs of the centre and wider Leisure Unit

· Provides a service to diverse communities

· Provides community spaces that allow a variety of services and support for communities including better public outcomes

· Supports better community outcomes with quality consistent services

· No mandate as to whether this should be Council’s core business

· No mandate to grow current business

· Can impact on other providers i.e. interfere with market conditions where council prices are lower

· Ensuring they comply with Reserves Act provisions

Leasing of council owned land and buildings

Auckland Council (including the legacy council’s) most frequent response to ECE service needs has been in the provision of leases of council owned land (largely park land) and buildings to community based organisations. ECE services are considered to be a community facility and are most appropriately located on land that is suitably zoned under the District Plan/PAUP and classified under the Reserves Act 1977 (generally as local purpose [community buildings] reserve). Much of this land is now at capacity. Adopted reserve management plans also play a part in determining whether land is suitable for ECE centres.

Benefits Considerations

· Addresses an identified need for land in areas where more ECE services are required to increase participation

· Supports the Auckland Plan, Southern Initiative, Thriving Communities (Community and Social Development Action Plan), and I am Auckland (Auckland-wide Strategic Action Plan for Children and Young People)

· Supports community based organisations through low rent and provision of land

· Can activate the reserve if designed and located appropriately

· Proposed Auckland Unitary Plan, Public Open Space Community zone – provides an opportunity to plan, in conjunction with MoE, the location of these sites, particularly in greenfield developments and Special Housing Areas

· Existing buildings could be run by Auckland Council and provide a return to rate payers

· The ability to provide facilities for a larger number of children is resulting in increasing requests to extend existing ECE facilities

· Can result in exclusive use of the park (examples where 2 or more ECE facilities are co-located) to the detriment of other users. Balancing competing demands and expectations can result in user conflicts

· Can be perceived as alienating land from public use

· Can have adverse effects on the parks values, amenity, use and enjoyment, and infrastructure

· Cumulative loss of land within the parks and open space network. There is no current planning around replacement land being acquired or monetary compensation to offset the loss and to mitigate the loss for the community

· Depending on location and design can render surrounding land un-useable

· The activity can create conflict with /surrounding neighbours e.g. noise, increased traffic

· Can impact on future development opportunities of the park

· Risk – financial/land holding

· Potential for services to fold with council taking on the liability (there is evidence of this)

· Can incur landlord costs e.g. maintenance, building WoFs

· Reserves allocated for community facilities are nearing capacity, resulting in applications being received to use other land e.g. informal recreation spaces.

· Councils primary responsibilities do not include the provision of land to support educational outcomes under the LGA

· ECE facilities are growing in size. Recent applications have been for 50 places which equates to a lease footprint range between 1500 and 2000m2 (not including parking)

Indirect Provider

Council currently supports and runs programmes which incorporate ECE, and enables council facilities to be used on a temporary basis (non-exclusive booking e.g. by play groups). This includes OSCAR programmes (after school care) and holiday programmes (e.g. Wriggle and Rhyme run at libraries). The culture of continuous improvement ensures quality programmes are delivered.

Benefits Considerations

· Supports the Auckland Plan, Southern Imitative, Thriving Communities (Community and Social Development Action Plan), and I am Auckland (Auckland-wide Strategic Action Plan for Children and Young People)

· Low operating cost (benefits lower socio-economic communities)

· Contributes to multi-use of facilities

· Flexible to address changing community needs

· Complementary to licensed ECE services

· Offers a range of opportunities

· Generates income that is offset against operational costs

· Limited hours

· Subject to facility availability

· Set up/take down requirements and storage

· Is not recognised as a contributor to statistically quantifiable ECE service hours

· Cost of hiring the facility can be prohibitive

· Regular bookings to provide certainty for ECE (playgroups) can limit ability to accommodate casual users

Advocate

The current council advocacy role can be strengthened and expanded in the following ways;

· Continue to advocate addressing barriers to ECE participation e.g. transport, cost, illness and lack of confidence

· Advocate to central government for funding of land, ECE services establishment on education land and other government owned land in high need areas, and for partnerships with other land providers e.g. Ministry of Health, Ministry of Social Development, Housing NZ

· Advocate to developers that land be set aside for ECE service providers (private and community based) in new subdivisions e.g. Special Housing Areas, greenfield developments. Provide connections and support.

· Incorporate positive parenting messages into “Our Auckland” and other council publications

· Support and educate community groups around the requirements and process for establishing ECE services

· Encourage large employers to assess the benefits of providing onsite ECE services

· Support establishment of playgroups within council facilities and mobile play trucks.

Benefits Considerations

· ECE and young families are promoted

· Low risk to the council

· To solely advocate would provide limited outcomes to solving current issues

· May raise funding expectations

Partnering/Funding

Partnering and funding can be addressed in the following ways;

· Partner with developers to identify suitable residential land within new developments for ECE

· Partner with MoE to find land in identified low participation areas and to ensure there is a shared overview/policy and clarity around roles and responsibilities with MoE

· Incentivise developers and ECE service providers to establish facilities (particularly in new developments/areas of need). Options that could be investigated might include rates relief or providing a monetary contribution towards the land component (e.g. through a contestable fund). It should be noted that a Facility Partnerships Funding Policy is currently underway and ECE services are outside the scope of this work. If included there would be implications around budget.

· Grants to private providers via economic development programmes could be considered

· Low cost loans for ECE service providers.

Benefits Considerations

· Recognises a shift in delivery (in response to the changing climate e.g. reduced land availability, increasing costs, market competition)

· Reduces council risk

· Reduces the council’s direct involvement

· Plays to providers specialist strengths

· Encourages provision of ECE services where populations of young families are increasing

· Reduces cost of establishing ECE centres

· May adversely affect not-for profit ECE service providers

· Cost/funding implications

· Any revenue goes to the provider and not to the council

· Develop a policy and parameters around partnerships and funding to increase transparency

· Ensure there is a shared overview/policy and clarity around roles and responsibilities with MoE

Land purchase/land allocation for community facilities

If land is purchased for community facilities there is no requirement that it be held as reserve under the Reserves Act. While providers may wish for reserve land for ECE provision, this is not necessarily in areas of low participation or areas of high need.

Benefits Considerations

· Addresses an identified need and supports the Auckland Plan, Southern Initiative, Thriving Communities (Community and Social Development Action Plan), and I am Auckland (Auckland-wide Strategic Action Plan for Children and Young People)

· Enables the council to facilitate planning for ECE services

· Ease of processing applications – improved customer experience

· Provider and public expectations established

· If allocating land within large parks can help to activate the space and enhance the creation of a community hub

· Development contributions do not currently provide for land purchase for community facilities. If the council wished to support the provision of early learning services in SHAs or other areas they would have to be funded from rates. Council can only charge development contributions for infrastructure it provides in response to growth. ECE services are not envisaged by the Local Government Act as something for which contributions can be charged.

· If allocating existing park land, need to ensure it is suitable, and be aware of the impact on the reserve values and its users, and the cumulative impact on the open space network

· Budget implications

· Will be difficult to use this method to address existing deficiencies in existing urban areas

· Balancing demand from competing community facilities – land could be dominated by ECE service facilities

Sell council owned land

There is the potential to assess park land no longer required for that purpose and council owned land held in other portfolios (i.e. not held for parks or open space purposes) as to whether they could be suitable to sell to private ECE service providers or be retained and leased to community based ECE providers. This could also include working with crown agencies to undertake land swaps or collaborations for mixed ownership in communities where ECE provision and participation is low.

Benefits Considerations

· Encourages provision of ECE services

· Financial benefit to the council

· Lowers total maintenance cost

· Unsuitable land removed from open space network

· Reduces ECE pressure on remaining open space

· Repatriation process is complex

· Reserves Act process is complex and requires public consultation

· Affordability for community based groups

· May not be a great deal of suitable land available for disposal

Ōtara-Papatoetoe Local Board

17 November 2014

Draft Community Facilities Network Plan

File No.: CP2014/24274

Purpose

1. To seek the Board’s feedback on the draft Community Facilities Network Plan (Attachment A) following workshops held with all local boards in August and September 2014.

Executive summary

2. In August 2014 the Regional Strategy and Policy Committee endorsed the Draft Community Facilities Network Plan (REG/2014/98) for engagement with local boards, advisory panels and key external stakeholders.

3. The purpose of the Community Facilities Network Plan (draft plan) is to guide council’s provision of community facilities for the next 10 years and beyond. The key drivers are to:

· Optimise the use and efficiency of existing facilities

· Address gaps and needs for community facilities now and into the future

· Meet demand arising from population growth and changing user expectations.

4. The scope of the draft plan includes community centres, venues for hire (community or rural halls), arts and culture facilities, aquatic and leisure facilities. The network includes facilities owned by council and facilities owned by third-parties which are supported by council and available for community use. While facilities like libraries, sport clubs, community leases, schools, churches and marae are not included in the recommendations of the network plan, these facilities will be considered in the implementation phase.

5. There are three key components of the draft plan:

· Strategic framework – specifies the outcomes council is seeking from its investment in community facilities aligned with the Auckland Plan, Local Board Plans and other strategic priorities; and articulates the council’s key objectives for future provision.

· Provision framework – guides council’s approach for future community facility provision.

· Action Plan – over 50 recommended actions to investigate areas with potential gaps in provision and to investigate existing facilities with issues affecting their performance.

6. Each action will require detailed community or sector based investigation to understand needs and determine the appropriate response. Process guidelines have been developed to ensure a consistent approach to these investigations. Local boards and the local community will be fully involved in investigation processes.

7. As council may not have the capacity to invest in all community facility projects, the draft plan also provides prioritisation criteria to help determine the priorities for investment once the investigation process determines the appropriate facility response. The ability and timeframe to implement the actions is dependent on the budget available for community facility investment in the Long-term Plan 2015-2025 (LTP).

8. Feedback on the draft plan was sought from key stakeholders including regional sports organisations, facility partners, facility managers and advisory panels. Submissions were also invited through shapeauckland.co.nz which closed on 15 September 2014. A summary of feedback is attached in Attachment B.

9. It is proposed that libraries should be included in the Community Facilities Network Plan as another key community facility that council provides, and to ensure alignment of planning and future facility provision. Libraries have undertaken similar research to understand the gaps and needs for libraries and are well placed to be included. There will need to be further communication with local boards on the libraries content. Revised timeframes to integrate libraries into the plan and to align with the LTP process are outlined in this report.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Provide feedback on the Draft Community Facilities Network Plan which will guide council’s provision of community facilities, including any specific feedback on the strategic framework, provision framework, action plan, implementation approach and prioritisation criteria.

b) Notes proposed revised timeframes to include libraries in the Community Facilities Network Plan and that further engagement with local boards will be undertaken to discuss the libraries content and the final revised network plan.

Comments

Draft Community Facilities Network Plan

10. Community facilities contribute to building strong, healthy and vibrant communities by providing space for people to connect with each other, socialise, learn skills and participate in a range of social, cultural, art and recreational activities. Community facilities contribute to improved lifestyles and a sense of belonging, identity and pride among residents.

11. The draft plan outlines how council will provide and invest in community facilities to respond to community needs and population growth and changes.

12. The draft plan sets out a strategic framework for community facilities to articulate why council invests in the provision of community facilities, the desired outcomes from this investment and the key objectives for future provision. This is aligned with the strategic direction and transformational shifts in the Auckland Plan, local board plans and relevant strategic action plans.

13. The proposed common purpose for community facilities is “Vibrant and welcoming places at the heart of where and how communities connect and participate”.

14. The draft plan sets out four proposed key objectives to guide and underpin the future provision of community facilities:

· Undertake robust and consistent planning to ensure future decisions on the provision of community facilities are based on clear evidence of needs and assessment of all options.

· Maintain, improve and make the best use of existing community facilities where they continue to meet community needs and investigate the future of facilities that no longer meet community needs.

· Provide flexible and multi-purpose facilities that are co-located and/or integrated with other community infrastructure.

· Look for opportunities to leverage and support partnerships.

Future Provision Framework

15. The draft plan proposes provision frameworks for each type of community facility to guide council’s approach to the provision of new facilities in the future.

Community Centres

16. The proposed provision approach for community centres is to continue to maintain and deliver community centres at the local level across the region, recognising the important role they play in meeting local community needs for spaces to deliver a wide range of community, recreation, learning, events, arts and culture activities.

Venues for hire

17. Given the wide range of providers of venues to hire, the draft plan proposes the council does not invest in any more new stand-alone venues for hire. It is proposed that bookable space is included in multi-purpose community centres (new or existing/redeveloped), guided by community needs assessments. Other options should be explored including partnerships or encouraging other organisations (such as schools, sports clubs and churches) to make bookable spaces available for community use. In some cases where venues for hire are no longer serving community needs, there may be potential to consider repurposing venues for other activities or possible divestment.

Aquatic and Leisure Facilities

18. The proposed provision framework for aquatic and leisure facilities is through a hierarchy of local, destination and regional facilities to support participation in a range of sport and recreation activities from casual play through to competitive sport. The draft plan outlines different functions and level of provision for local, destination and regional facilities.

Arts and Culture Facilities

19. At the local level, the proposed future provision will focus on enabling participation in arts and culture activity through programming in existing facilities and new multi-purpose facilities, rather than building new standalone local arts facilities. The focus will be placed on integrating arts space and programming within the existing network or in new multi-purpose facilities, repurposing existing spaces or partnering with others to provide suitable space.

20. It is recognised there is a need for some specialised arts and culture facilities that serve larger catchments. The draft plan proposes supporting a network of destination and regional arts and cultural facilities to meet sector and audience demand, which would be determined by robust investigation on a case-by-case basis. It is proposed the council would only intervene when the private sector does not and opportunities for partnerships with the wider sector including central government should be explored.

Action Plan and Implementation

21. The draft plan includes over 50 recommended actions to undertake investigations into the future provision of community facilities, focused on both existing facilities and potential areas for new facilities.

22. All recommended actions will require detailed community or sector based investigation to determine the appropriate response. It is intended that any future investment in community facilities will be determined following detailed investigation which provides clear evidence of need, options analysis and development of a robust business case. Detailed process guidelines to ensure a consistent approach to these investigations have been developed (Appendix 2 of draft plan: Community Facilities Development Guidelines). Local boards and the community would be fully involved in investigation processes.

23. As council may not have the capacity to invest in all community facility projects, the draft network plan provides prioritisation criteria to assist the governing body to determine its priorities for investment in community facilities.

24. The draft plan identifies existing community facilities which have issues impacting on their performance and ability to meet community needs. In these cases, investigation is required to understand in more detail how the facility is operating and meeting community needs, explore various options for the facility and to determine the appropriate response. There could be a variety of options including changes to facility governance, management or programming, facility redevelopment, repurposing for another activity or possible divestment.

25. For potential areas for new facilities, a similar investigation process is required to understand community needs, explore and test the feasibility of different options and assess the business case for a new facility. The outcome of this investigation may identify a non-asset solution is required such as programming, partnerships or supporting a non-council facility.

26. The actions in the draft network plan have been ranked according to the urgency of completing the investigation recognising different factors including condition issues, responding to catalysts, opportunities for rationalisation or partnerships, timing and scale of population growth and location in a spatial priority area.

27. During workshops with local boards, some inaccuracies were identified in the draft plan. Corrections have been included in the draft plan attached in Attachment A.

Stakeholder Engagement

28. The draft plan has been informed by previous feedback from communities, principally via annual customer satisfaction surveys, user surveys, catchments studies and consultation on the Auckland Plan and relevant strategic action plans.

29. Given this context, engagement on the draft plan has primarily been limited to targeted stakeholders, including council’s advisory panels, facility partners and managers and external stakeholder groups such as regional sports organisations. Additionally, the draft plan has been available for wider public comment on shapeauckland.co.nz. A summary of feedback is attached in Attachment B.

30. Most of the actions identified in the draft plan will require further investigation to determine the appropriate response. This will include detailed and localised community and/or sector based investigation/engagement and feedback from communities on different options. The public will also have the opportunity to provide feedback on the proposed level of future investment in community facilities via the LTP consultation process.

Incorporating Libraries into the Network Plan

31. Through the LTP process, the Parks, Community and Lifestyle theme has been working to address priorities and funding for activities including community facilities, recreation facilities and libraries. It has become clear there is a need for a more coordinated and aligned approach for the future planning and development of community facilities with an emphasis on multi-purpose facilities.

32. It is proposed that libraries be included in the network plan as a key community facility that council provides and to ensure alignment of planning and future facility provision. Libraries have undertaken similar research to understand the gaps and needs for future libraries and are well placed to be included. There will need to be further communication with local boards on the libraries content which means the timeframes to complete the network plan will need to be extended into 2015.

33. One advantage of extending the timeframes is alignment with the LTP process. The level of future capital investment in community facilities won’t be known until after the public consultation process on the LTP is completed in May 2015. Finalising the network plan once the LTP process is completed (or near completion) will ensure the plan can incorporate the LTP outcomes and governing body priorities for future investment in community facilities.

34. The key benefit of modifying the scope to include libraries is the alignment of planning and provision to achieve better community outcomes and greater efficiency.

35. The revised timeframe for integrating libraries into the draft plan is outlined below:

Dec	Briefing with local boards on the library research
Dec-Jan	Development of revised Community Facilities Network Plan
Feb 2015	Workshops with local boards to review the revised plan
Mar	Report to the governing body on the revised draft plan
Apr-May	Report to local boards seeking feedback on revised draft plan
July	Report to governing body seeking approval of final Community Facilities Network Plan

Consideration

Local board views and implications

36. During August and September, workshops with local boards were undertaken to present on the draft Community Facilities Network Plan, to respond to any questions and assist local boards in formulating their feedback.

37. Feedback from local boards is sought on the draft plan, particularly on the following:

· Strategic framework (section 3) including the common purpose, outcomes and objectives

· Provision frameworks (Section 4)

· Action plan (section 5)

· Implementation approach (section 6) including process guidelines and prioritisation criteria.

38. The feedback from local boards will be incorporated into a revised network plan (which includes libraries) and will be presented/reported to local boards in 2015.

Māori impact statement

39. The provision of community facilities contributes to improving wellbeing among Maori communities by providing spaces to connect, socialise, learn skills and participate. For all community facility types Maori are represented as users. At aquatic facilities Maori make up 14% of users (compared to 9% of the population), 11% of leisure facility users and 9% of community centre users. Maori are under-represented as users compared to the Auckland population at arts and culture facilities.

40. Given the context of the network plan and the information already received through the user surveys and iwi consultation on the strategic action plans, it was not proposed to undertake any specific engagement with Maori or other facility users.

41. The broader picture of community facility provision recognises that marae and kohanga reo are important social infrastructure for Maori and the community. Officers from Te Waka Angamua are currently scoping a project to address the future provision and development of marae facilities. Opportunities for aligned provision and/or partnerships with marae facilities should be considered as potential options to meet community needs.

Implementation

42. The draft plan is an aspirational plan for the next 10 to 20 years which outlines what needs to be investigated and undertaken to deliver a network of community facilities to meet community needs. The ability and timeframe to implement the actions is dependent on the level of budget available through the council’s LTP 2015-2025.

43. Through the LTP process, the governing body will consider the amount of funding available for investment in community facilities. To deliver the network plan this will need to include both operational funding to undertake the required investigations and depending on the outcome of each investigation, capital and operational funding to implement the recommended response.

44. Once the network plan is adopted, implementation will focus on progressing the high priority actions using the implementation approach and community facilities development guidelines.

45. The draft plan lists a number of community facility projects that are already underway or were anticipated to commence construction in 2014/15. The current review of the 2014/15 capital works programme may result in the deferral of some of these projects. Once decisions have been made on deferrals, then the draft network plan will be amended to reflect this.

Attachments

No.	Title	Page
a View	Draft Community Facilities Network Plan (Under Separate Cover)
b View	Draft Community Facilities Network Plan stakeholder feedback	253

Signatories

Authors

Anita Coy-Macken - Principal Policy Analyst – Central

David Shamy - Principal Policy Analyst

Authorisers

Penny Pirrit - Regional & Local Planning Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Draft

The Ōtara-Papatoetoe Local Board Civic Leadership Award

What is the award?

The Ōtara-Papatoetoe Local Board wishes to foster leadership amongst young people in the local board area. The board wants to do this by helping selected (year 11) students with school fees and by involving them in the boards Youth Advisory Group.

The OPLB Civic Leadership Award has been designed primarily for current Year 10 secondary school students who have leadership potential, or have shown leadership qualities, through involvement in service to the school or the community.

The award is offered to one student enrolled at each of these schools in 2015: Tangaroa College, Sir Edmund Hillary Collegiate, Papatoetoe High School, Kia Aroha College, De La Salle College, and Aorere College.

The award contributes up to $600 for one year for school related costs. Award holders will be invited to participate in the OPLB Youth Advisory Group.

It is expected that the Award will be presented at the school prize-giving ceremony in late 2014. A trophy will be donated to each school by OPLB to be presented annually.

What does it cover?

An OPLB Civic leadership Award will contribute up to $600 per year towards costs payable by the student to the school. These include:

· school fees,

· NCEA fees,

· stationery, including homework and work books

· school curriculum trips

· uniforms, where the school supplies these.

· sports fees.

The OPLB Civic Leadership Award has a maximum value of $600. OPLB does not have any role in paying for any remaining school costs over and above $600.

Eligibility

A student is eligible for a 2015 OPLB Civic Leadership Award if:

• they are in year 10 at the school and will be in year 11 in 2015. (In making the award, the school may consider current Year 11 and 12 students if it considers there are no suitable year 10 candidates.)

• in the opinion of the school they have leadership potential, or have shown leadership qualities, through service to the school or the community

• they have not received awards from the school for elite sports or academic achievements. (Examples of non-elite awards: “most improved” or “fairest player” – these recipients are eligible for the OPLB Civic Leadership Award.)

• they have not received the OPLB Civic Leadership Award previously. (No-one can have the award for more than one year.)

• all students are eligible, but preference should be given to those living in the Ōtara-Papatoetoe Local Board area (map attached.)

Selection process

Each school will select one student to receive the award in 2015. The school can adopt its own process for this, within the eligibility criteria.

The award will be presented to the successful student at the school prize giving in late 2014.

A “back up” candidate will also be chosen by the school to cover the possibility that the first student given the award does not enrol at the school in 2015, or does not take up the award, or the award is terminated. The school has discretion on whether or not to announce the back-up student.

The school will arrange engraving of the trophy for the chosen recipient, and may confer a certificate to the award recipient, according to the school practice.

Payment of the award

OPLB will pay $600 to the school by 31 January 2015. The school will hold this money on behalf of the award recipient and apply it to pay costs payable by the student to the school during 2015. The school will not pay any cash to the award recipient or third parties.

If there is unspent money at the end of 2015, the school will continue to apply the unspent money towards fees incurred by the student in 2016, if the student re-enrols in 2016.

If there is unspent money at the end of 2015 and the award recipient does not re-enrol in 2016, the unspent money will be paid into school funds.

Termination

The award will be terminated if the award recipient:

· does not enrol in 2015, or

· voluntarily leaves during 2015, or

· is expelled or suspended for more than 1 week for any reason, or

· absents themselves unreasonably.

On termination of the award for the above reasons, the back-up student will take the place of the original recipient in the OPLB Youth Advisory Group.

After the termination date, any unspent award money will be applied to pay:

1. any debts incurred to the school by the award recipient

2. any school fees and charges incurred by the back-up student.

Feedback to Ōtara-Papatoetoe Local Board

The school will advise the name of the award recipient to OPLB, and the reasons why they were chosen, before the prize-giving.

By arrangement, a representative of OPLB may attend the prize-giving to present the award.

OPLB will invite the award recipient to meetings of the OPLB Youth Advisory Group and an awards ceremony organised by the Youth Advisory Group at the start of Term 2, 2015.

Ōtara-Papatoetoe Local Board

17 November 2014

Te Papa Manukau Project 2014

File No.: CP2014/25311

Purpose

1. This report seeks to formalise Ōtara-Papatoetoe Local Board’s on-going support for the Te Papa Manukau project, which is incorporated in the Local Board Plan, along with the board’s agreement to a location in Hayman Park. Further, the local board has indicated the need for inclusive involvement in the location and development of the project, such as how the design of Te Papa Manukau integrates with Hayman Park, Manukau centre and transportation.

Executive summary

2. The Museum of New Zealand Te Papa Tongarewa (Te Papa) has been exploring ways to protect the national collections from the risk of a major earthquake in Wellington. Following investigations it was determined to store selected collections outside of Wellington. A geological study commissioned by Te Papa identified south Auckland as one region in New Zealand that is least at risk from seismic activity.

3. The concept of a National Centre for Collections, Exhibitions and Learning in Manukau was conceived while looking at location options. Te Papa saw this as an opportunity to do more than simply store collections out of Wellington.

4. Te Papa wants to make these collections more accessible to the diverse communities that live in Auckland and to do so in a new way, providing local communities and visitors with a fresh way of interacting with our cultures and history.

5. In September 2013, a Letter of Agreement was signed between the Minister for Arts, Culture and Heritage; Te Papa Board Chair, the Auckland Mayor and the Chair of the Ōtara-Papatoetoe Local Board, signifying their intent to work jointly to advance the development of a national cultural centre in south Auckland.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) supports the Te Papa Manukau project

b) agrees to the location on Hayman Park, Manukau.

c) requests inclusive involvement in the development of the project, such as how the design of Te Papa Manukau integrates with Hayman Park, Manukau centre and transportation

Comments

Why has a site in south Auckland been chosen?

6. A south Auckland site appealed to Te Papa because of the richness and diversity of cultures and community groups in south Auckland, and both Ministers and the Auckland Council were supportive of the investment in south Auckland.

7. Following discussions with the Auckland Mayor, the Ōtara-Papatoetoe Local Board and the Auckland Council, Hayman Park was identified as a suitable site on which to build the new facility and a place to embed the new cultural facility in this growing, dynamic and youthful population.

8. Hayman Park is also adjacent to the Manukau centre and transport connections. The train station located in the new Manukau Institute of Technology campus will enable people to visit from across Auckland.

Who is involved?

9. The initiative is being led by Te Papa, however the project involves many partners in the region who are members of the project governance group. They include representatives from: Auckland Council, including: The Southern Initiative and the Ōtara-Papatoetoe Local Board; Auckland War Memorial Museum, Auckland Art Gallery, Regional Facilities Auckland, the Ministry for Culture and Heritage, the Ministry of Education, the Ministry of Pacific Island Affairs and the Ministry of Business, Innovation and Employment.

What will it be?

10. The proposed new facility on Hayman Park is not intended to replicate the Te Papa experience on the Wellington waterfront. Rather, it is envisaged to be an expression of a 21st century museum serving a population that is different from Wellington.

11. It is intended to be a new cultural centre capable of connecting with the rapidly changing demographics of New Zealand’s biggest population – delivering a wide range of social, cultural and economic benefits.

12. The new centre is intended to house some of the national collections as well as provide facilities for education, training programmes, some exhibition space, and will include a café and retail outlet.

Initial consultation

13. An initial consultation project is the start of a conversation with the local communities of south Auckland. As the project progresses, Te Papa will engage with the community for their further input into the development of the concept.

14. A number of workshops have been scheduled with local groups in November 2014 including:

• Youth – 30 October

• Pasifika – 3 November

• Ethnic Communities – 4 November

• Historical Societies/local community museum sector – 4 November

• Mātāwaka – 5 November

• Six local board chairs and the local board Arts and Culture portfolio holders – 6 November

• south Auckland schools – 13 November

Consideration

Local board views and implications

15. The local board supports this initiative, and has included it in its Local Board Plan. The board has also indicated that it wishes to be involved on-going in the development of the project, and as it is located in the local board area, the board has a particular interest in how the design of Te Papa Manukau will integrate with Hayman Park, Manukau centre and transportation.

16. During the development of the board’s local board plan, this initiative was identified as a priority by a number of submissions received during the informal engagement period and the special consultative procedure. The board has supported these community and stakeholder views, and has included support for the project in the recently adopted Local Board Plan, under the outcome: A heart for Manukau.

17. The board is advocating to the council’s governing body to ensure budget provision in the long-term plan 2015 – 2025 to develop Hayman Park concurrently, with inclusion of a theatre lawn, water terraces, new paths, boardwalks and recreational spaces for fitness and health, to complement Te Papa Manukau.

18. The local board’s 30 year Area Plan – a spatial plan - also refers to Te Papa at Hayman Park as follows:

“Continue the staged development of Hayman Park to integrate with Te Papa plans for a possible location for a museum, the Manukau Institute of Technology campus, and Manukau rail station and bus interchange”.

19. The local board believes that once Te Papa Manukau is complete, this will further stimulate, grow and complement south Auckland’s economic, education and entertainment sectors, through increased tourist visits to the area.

Māori impact statement

20. Te Papa is currently embarking on a period of consultation to seek feedback from the local communities of south Auckland about the project. This has included a successful hui on the 20 October 2014 that invited the 19 Mana Whenua in the region. Te Papa will continue discussions with mana whenua during its development phases of the project.

21. A hui with Mātāwaka is also noted in paragraph 14.

Attachments

There are no attachments for this report.

Signatories

Authors	Daniel Poe - Local Board Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Adoption of meeting schedule - Ōtara-Papatoetoe Local Board

File No.: CP2014/21006

Purpose

1. To seek the adoption of a meeting schedule for the Ōtara-Papatoetoe Local Board for the next two years of the 2013-2016 electoral term.

Executive Summary

2. A draft local board meeting schedule has been developed for the next two years of the 2013-2016 electoral term. It is recommended that the local board adopts this schedule.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Adopts its meeting schedule for the next two years of the 2013-2016 electoral term as follows:

DATE	TIME	VENUE
16 February 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
16 March 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
20 April 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
18 May 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
22 June 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
20 July 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
17 August 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
21 September 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
19 October 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
16 November 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
7 December 2015	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
22 February 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
21 March 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
18 April 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
16 May 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
20 June 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
18 July 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
15 August 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau
19 September 2016	5pm	Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau

Discussion

3. Adopting a meeting schedule allows for a planned approach to workloads and ensures local board members have clarity about their commitments. It also gives an indication to the public of when meetings are to be held and meets the requirement of clause 19, Schedule 7 of the Local Government Act 2002.

4. In addition to local board meetings, local boards will hold workshops that are closed to the public. The proceedings of every workshop are recorded and considered at the next business meeting of the local board in accordance with current local board standing order provisions.

Consideration

Local Board Views

5. This decision falls under the local board’s delegated authority.

Māori Impact Statement

6. There is no specific impact for Māori arising from this report.

General

7. Clauses 19(4), 19(5) and 19(6), Schedule 7, of the Local Government Act 2002 states that:

“(4) A local authority must hold meetings at the times and places that it appoints.

(5) Unless clause 22 (extraordinary meeting) applies, the chief executive must give notice in writing to each member of the time and place of a meeting -

(a) not less than 14 days before the meeting; or

(b) if the local authority has adopted a schedule of meetings, not less than 14 days before the first meeting on the schedule.”

(6) If a local authority adopts a schedule of meetings, -

(a) the schedule –

(i) may cover any future period that the local authority considers appropriate; and

(ii) may be amended; and

(b) notification of the schedule or of any amendment to that schedule constitutes a notification of every meeting on the schedule or amendment.”

8. Similarly, the statutory requirement pursuant to clauses 46, 46(A) and 47 of the Local Government Official Information and Meetings Act 1987 mentions that:

· meetings of a local authority are publicly notified

· agendas and reports are available at least two working days before a meeting

· local board meetings are open to the public.

Implementation Issues

9. Meetings of the local boards are supported by Auckland Council’s Local Board Services Department.

Attachments

There are no attachments for this report.

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager

Comments

Background

7. On the 20 May 2014 the IHP provided an update to the Unitary Plan Committee on progress made on the establishment of the office and scheduling of hearings. The report included an update on structure and staff appointments, premises for the IHP, Hearing Procedures document, IHP website and hearing timetable.

Establishment of the Independent Hearings Panel

Premises for the IHP

8. The IHP and support team moved into level 15, Tower 1, 205 Queen Street at the end of June 2014. Level 16 has been used for mediation, expert conferencing, staff meetings and hearings. These rooms have been successfully set up, tested and are meeting expectations

9. Given that 130 people can be accommodated on level 16 (to meet fire safety requirements) off site venues will be required for some hearings. Off-site venues will include Aotea Centre and other council venues.

10. Staff appointments

As the committee will be aware, council staff were appointed in the first quarter of this year to support the IHP for the duration of the process. More recently, 15 mediators and facilitators have been appointed to assist the Independent Hearings Panel during the pre-hearing phase to clearly identify the issues and agreements reached on a particular hearing topic. This will reduce the time and cost of the hearings. The mediators and facilitators are now underway with mediation and expert conferencing sessions.

11. In addition, two planners have been seconded and a planning technician will be seconded to help out with data management of submissions.

12. The IHP staffing levels will continue to be monitored to ensure against unnecessary delays to the hearings schedule. All staffing levels are currently being managed within allocated budgets.

Hearing Progress

Hearing schedule

13. The hearing schedule has been developed as an outcome of workshops with the Panel and staff in July. The schedule was made available on the aupihp website in August. It includes dates for pre-hearing meetings, mediation, expert conferencing and hearings up until the end of February 2015.

14. The order of the hearing of submissions will be from the general to the specific. Hearings start on the Regional Policy Statement followed by more detailed topics such as Auckland-wide provisions, overlays and zones. The place-based provisions (e.g. precincts), rezoning requests and designations will be heard last.

15. The schedule is updated on a regular basis. Submitters are being advised of the need to refer to the website for the most up to date schedule. Times and venues will be added to the schedule as they become available.

16. The IHP has been receiving a large number of memorandums of counsel from lawyers and planners requesting the schedule to be amended to allow for more hearing time, changes to the order of hearing topics or the enablement of submitters to speak to all of their PAUP matters in one single appearance. The position of the IHP is that no changes will be made to the schedule unless absolutely necessary. To address the matters raised within the memoranda and explain the Panel’s position a judicial conference is being held on 3 October 2014.

Commencement of hearings

17. Prior to hearings commencing, the IHP support staff have been establishing a transparent process to enable the hearing of submissions to run according to schedule. This has involved having regular process meetings with the support team and the Panel and creating a number of templates to support the process (e.g. Parties and Issues Report, notification letters, process diagrams and checklists).

18. Hearing of submissions have commenced with the first hearing being 002 E-plan and Miscellaneous on 25 September 2014. This hearing dealt with submissions generally seeking outcomes outside of the scope of what the PAUP contains.

19. By the end of October the IHP will have completed all the pre-hearing meetings for Regional Policy Statement, including some overlay hearing topics (033 General Coastal Marine zone and activities, 034 Coastal zones and 035 Air Quality). Between November 2014 and February 2015 hearings, mediation and expert conferencing will be held for these hearing topics. The IHP planning team have completed the Parties and Issues reports to support these hearings.

20. The next tranche of pre-hearing meetings in January will cover overlays, the City Centre zone, Future Urban zone and Auckland wide provisions. The IHP planners are currently working on the Parties and Issues reports for these. These will be completed by the end of November to allow sufficient time for pre-hearing notification letters to be sent out in December.

Hearing Procedures Document

21. A Hearing Procedures document has been developed by the IHP to provide direction to all those participating in the hearing process on the overall principles and procedures that will apply, and the role of support staff and Auckland Council. This document is currently being updated as a result of Panel directions to combine the expert conferencing and amend evidence exchange timetables.

22. A number of procedural minutes have also been released to address late submissions, speaking time at hearings, evidence exchange and directions for council to advise the Panel of its approach to managing the large number of site specific submissions on the Rural Urban Boundary, the schedules, precincts and rezonings.

Website

23. Since May 2014 the website has been updated to include the following information for submitters:

- Updated factsheets, including translations in Samoan, Tongan, Maori, Korean and Chinese.

- Procedural Minutes

- Biographies for mediators and facilitators

- Judicial conferences

- Hearing schedule

- All the hearing topics have been loaded. As relevant documents become available for public viewing pertaining to a particular hearing topic these are uploaded by the hearing administration team.

24. The website is continuously being updated with information relating to hearings and the hearing process, and submitters are being advised of the need to refer to the website for the most up to date information.

25. By the end of October the website will provide a one-stop-shop option for submitters on the proposed Unitary Plan to schedule their attendance, upload evidence and receive information about the process in a self-service manner. This function will replace existing manual processes that would otherwise struggle to cope with the scale and complexity of requests to attend hearings, scheduling hearings and emailing reminders and notices on top of the cost to print and post the material.

Evaluation by the Ministry for the Environment

26. The MfE will be undertaking an evaluation to assess the effectiveness of the hearings process in relation to the central goals of better decision making, opportunities for submitter involvement, timeliness and efficiencies of process.

27. A terms of reference document between the IHP, Auckland Council and the MfE (the partner agencies) for the evaluation of the Proposed Auckland Unitary Plan hearings process is being developed.

Consideration

Local board views and implications

28. The view of local boards are able to be represented by the attendance of all local board chairs at the Unitary Plan Committee.

Māori impact statement

29. It is considered that there are no specific impacts on Maori arising from any decisions made by the Unitary Plan Committee in response to this report.

Implementation

30. The Panel and the IHP support team will continue to work accordingly to the hearing schedule. The delivery of the hearings and the support to the Panel is being delivered within existing allocated budgets.

Ōtara-Papatoetoe Local Board

17 November 2014

Restatement of Report & Resolutions - Commercial Proposal for a Reserve and Council Controlled Organisation Review, Progress Report to Local Boards

File No.: CP2014/25959

Purpose

1. The purpose of this report is for the Ōtara-Papatoetoe Local Board to restate their resolutions in the Open Section of the meeting on the Commercial Proposal for a Reserve and Council Controlled Organisation Review, Progress Report to Local Boards, which were considered at their meeting held on 13 October 2014.

Executive Summary

2. A report regarding the Commercial Proposal for a Reserve was considered by the Ōtara-Papatoetoe Local Board on the 13 October 2014. The report was taken forward as a confidential item as it contained information that was commercially sensitive at the time. The project was made public on 28 October 2014, and the resolutions can now be treated as being public.

3. A report regarding the Council Controlled Organisation Review, Progress Report to Local Boards was considered by the Ōtara-Papatoetoe Local Board on the 13 October 2014. The report was taken forward as a confidential item as it contained information that may impact the employment of staff within the Auckland Council group. The confidentiality no longer applies as the information was with the media on 3 November 2014, therefore the report and its resolutions can now be treated as being public.

Recommendation/s

That the Ōtara-Papatoetoe Board restates Resolution OP/2014/2 and OP/2014/3 from the Confidential Section of their meeting held on 13 October 2014, being:

C1 Commercial proposal for a Reserve

That the Ōtara-Papatoetoe Local Board:

a) endorses the Spark basketball court development project “the Boroughs” and supports entering into a commercial partnership with Spark to deliver the project.

b) approves the installation of a full sized basketball court with smaller training hoop, bleacher seats and landscaping on Otamariki Park on the site of the existing court as part of the Spark’s Boroughs Project subject to:

i) the costs of development being fully met by Spark

ii) the costs of the maintenance, including provision for vandalism response, be met by Spark for 2 years

iii) iwi approval

iv) appropriate design detail, noting the need for a high quality finish that is empathetic to the surrounding facilities and landscape and maintains as much of the open space/event space of the park as possible

c) delegate authority to the board’s parks portfolio holders to approve the detailed design and final location details of the basketball court and associated seating and landscaping on Otamariki Park.

C2 Council Controlled Organisation Review, progress Report to Local Boards

That the Ōtara-Papatoetoe Local Board:

a) endorse in principle council’s transformation shift of improving the quality of urban living as it aligns with the board’s strategic documents, such as local board plans, local economic and area plans.

b) support in principle the CCO strategic plan, including the committee’s recommendation towards the configuration considerations still being considered.

c) support an enhanced partnership with ATEED for the delivery of local economic development (report para 31).

d) request ongoing involvement in developing responses with Auckland Transport for the role with local boards on place making (para 33).

e) request further information about the proposal to create an urban regeneration CCO, for example where it would operate and the scale and scope of its activities (para 35-41).

f) request that local boards have input into the accountability framework, and in particular have input into annual statements of intent and letters of expectation where the CCO has a significant project in the board’s area (para 45).

g) support the idea of a governance manual for CCOs and ask to be consulted in its development (para 53).

Attachments

No.	Title	Page
a View	Council Controlled Organisation Review, Progress Report to Local Boards (Under Separate Cover)

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

17 November 2014

Otara Papatoetoe Local Board members portfolio update

File No.: CP2014/25036

Purpose

1. This report provides an opportunity at the business meeting for portfolio holders to update the full Ōtara Papatoetoe Local Board on any significant activities over the last month.

Executive Summary

2. The portfolio leads and alternates for Ōtara Papatoetoe Local Board are as follows:

Portfolio	Lead	Alternate
Planning, Regulatory, bylaws and compliance	Efeso Collins	Ross Robertson
Arts, Culture and Events	Donna Lee	Lotu Fuli
Community Services and Libraries	Mary Gush and Donna Lee (co-portfolio leaders)
Youth Development	Lotu Fuli	Efeso Collins
Recreation Services	Ross Robertson	Stephen Grey
Parks and Reserves	John McCracken	Ross Robertson
Built and Natural Environment, Heritage and Housing	Stephen Grey	Donna Lee
Economic Development, Business and Town Centre revitalisation	Stephen Grey	Mary Gush
Transport	Efeso Collins	John McCracken

3. At the commencement of this electoral term, the reasons for having local board portfolio-holders was workshopped with the Ōtara Papatoetoe Local Board and it was generally agreed that the objectives of local board portfolio holders are to:

· Provide clear steering of the relevant work programme

· Lift detailed discussion out of local board meetings and workshops

· Ensure key decisions go before the full local board

· Reduce or avoid delays in project delivery

· Enable local board members to apply their time and energy with enthusiasm and interest

· Ensure clear communications within the local board and between the local board and officers

· Maintain strong, connected relationships between the local board and its communities

· Maintain mutual trust

4. The Ōtara Papatoetoe Local Board also workshopped what the role or job description of a portfolio holder might be, and some examples of how local board members might perform their role as a portfolio holder are outlined below:

Portfolio role	Examples of actions by portfolio holder
Undertaking roles specified in officer delegation protocols	· Landowner consents; and proposed asset renewal works: The portfolio-holder can either decide the issue or ask officers to refer it to the full local board for a decision · Providing feedback on resource consent applications
Sharing the workload between local board members	· Speaking at external meetings on local board matters e.g. at sports clubs – to gather their views, and represent the views of the local board · Supporting the Chair and other local board members in speaking to governing body committees or at public meetings on portfolio topics · Keeping alternate portfolio-holders informed, so they can assist the portfolio-holder where needed
Gathering knowledge	· Receiving officer progress updates on projects already agreed by the local board, noting that work programmes are approved by the full local board · Engaging and maintaining relationships with stakeholders · Reading background reports relevant to the portfolio
Acting as a sounding-board and advising officers	· Meeting with officers to give the local board view of issues · Where there is no known local board view, the portfolio-holder gathers the views of all local board members and formulates the local board position. (Contentious issues are best referred to a local board workshop) · Helping to shape details of departmental annual work programmes before presentation to the local board, to secure local board plan outcomes · Commenting on proposed design details and other issues arising from local board projects · Enabling officers to test possible local board interest in a proposal · Helping officers to define preferred options or approaches before reporting to the local board · Encouraging officers, especially through difficult decisions
Monitoring action against the Local Board Plan	· Asking officers for progress updates · Advising officers and local board when projects need response or attention
Leading local board projects as a convenor of the relevant steering group or working party	Various, but currently include: · Aorere Park joint steering group · Otara Lake and waterways steering group · Youth Connections project
Providing regular updates on portfolio activity to the local board	· At board business meetings: portfolio-holders can report back at this agenda item · Portfolio-holders lead board discussion on officer reports relevant to their portfolio · Emails to all local board members, when information needs to be timely

Recommendation/s

That the verbal or written reports from the Ōtara-Papatoetoe Local Board portfolio holders be received.

Attachments

There are no attachments for this report.

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers

UNI/2014/30,	Auckland Unitary Plan Independant Hearings Panel - Update on progress
FILE REF	CP2014/22970
AGENDA ITEM NO.	9

Chairperson	Fa' anānā Efeso Collins
Deputy Chairperson	Ross Robertson
Members	Lotu Fuli
	Stephen Grey
	Mary Gush
	Donna Lee
	John McCracken

Authors	Neil Taylor - Senior Local Board Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager

Authors	Phill Reid - Unitary Plan Integration Manager
Authorisers	Penny Pirrit - Regional & Local Planning Manager