I hereby give notice that an ordinary meeting of the Waiheke Local Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Thursday, 12
February 2015
5.15pm
Oneroa
Bowling Club
100 Oceanview Road
Alison Park
Waiheke
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Waiheke Local Board
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Paul Walden
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Deputy Chairperson
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Beatle Treadwell
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Members
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Becs Ballard
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Shirin Brown
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John Meeuwsen
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(Quorum 3 members)
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Carmen Fernandes
Democracy Advisor
4 February 2015
Contact Telephone: (09) 373 6210
Email: Carmen.Fernandes@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Waiheke Local
Board
12 February
2015
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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
9 Public Forum 5
9.1 How do we better engage communities in sustainable conservation
strategies that can lead to a 'pest-free' environment? - Harriet Achi 6
10 Extraordinary Business 6
11 Notices of Motion 7
11.1 Notice of Motion – Waiheke Recreation Centre 7
12 Waiheke Recreation Centre Trust 2014/2015 Operational Funding
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13 Waiheke Local Board Performance Report - 1 July 2014 to
31 December 2015 15
14 Waiheke Local Board Discretionary Community Funding: Round
Two 2014-15 73
15 Consideration of Extraordinary
Items
Kua uru mai a hau kaha, a hau
maia, a hau ora, a hau nui,
Ki runga, ki raro, ki roto, ki
waho
Rire, rire hau…pai marire
Translation (non-literal) -
Rama Ormsby
Let the winds bring us
inspiration from beyond,
Invigorate us with determination
and courage to achieve our aspirations for abundance and sustainability
Bring the calm, bring all things
good, bring peace….good peace.
2 Apologies
At the close of the agenda no apologies had been received.
3 Declaration of Interest
Members are reminded of the need to be vigilant to stand aside from
decision making when a conflict arises between their role as a member and any
private or other external interest they might have.
4 Confirmation of Minutes
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That the Waiheke Local Board:
a)
confirm the ordinary minutes of its meeting,
held on Thursday, 29 January 2015, as a true and
correct record.
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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 Waiheke Local 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 for deputations had been received.
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.
Please
note that over the consultation period on Auckland’s 10 year budget, the
Waiheke Local Board will extend the Public Forum up to an hour during the
business meeting to discuss local related matters.
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9.1 How do we better
engage communities in sustainable conservation strategies that can lead to a
'pest-free' environment? - Harriet Achi
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Harriet
Achi, a PhD student at the School
of Applied Sciences, Faculty of Health and Environmental Sciences at AUT
University will be in attendance to discuss her research and the involvement
of the Local Board. The title of her research is "How do we better
engage communities in sustainable conservation strategies that can lead to a
'pest-free' environment'?" Approvals from the appropriate ethics
committee have been given for the research.
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Attachments
a Presentation on the research................................................................. 79
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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
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11.1 Notice of Motion –
Waiheke Recreation Centre
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In accordance
with Standing Order 3.11.1, the following Notice of Motion has been received
from Chairperson PA Walden for inclusion on the agenda for the Waiheke Local Board meeting being held on Thursday, 12
February 2015:
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Recommendation/s
That the Waiheke Local Board:
a) Receives the Notice of Motion – Waiheke Recreation Centre.
b) Commissions APR Consulting and Architects to provide the
following;
i. Review building condition reports and provide options for
remediation of all building defects identified in various recent building
condition reports commissioned by both Auckland Council and the Ministry of
Education for the Waiheke Rec Centre and to provide options for remediation
including rough order costings.
ii. Develop concept sketches and options for a potential lane and
learn to swim pool complex as per specifications outlined in the APR
Consulting report and feasibility study dated 1 Sept 2014 to be located
alongside and maximise potential synergies between any pool operation and the
Rec Centre for example sharing administration, changing rooms and other built
infrastructure. The concept sketches are to include stages ie heated outdoor
pool only and a final stage fully enclosed facility. Plans will consider the
proposed reconstructed school.
iii. Develop a business case and recommendations as to how the
Recreation Centre can be operated to maximise school and community outcomes
and be financially sustainable both as a Recreation Centre only and with a
potential pool.
b) Allocates $25,000 for this work from the Waiheke Local Board
2014/2015 SLIP’s OPEX budget to fund this work
c) Requests that the above is reported back to the Waiheke Local
Board before the middle of March 2015.
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Background
1. The Waiheke Recreation Centre is a community facility funded by
the Auckland Ratepayer, taxpayers and the ASB Trust. It is a valuable
community asset which provides great outcomes and opportunity for students at
High School and other community users. The facility is governed by a Trust
consisting of representatives from our community and the High School. One
Local Board member sits on the trust.
2. The trust has been wrestling with sustainability and building
maintenance issues for some years and it is a credit to all present board
members that matters are being addressed around the sustainability of the
trust and building at this time.
3. The Waiheke Local Board is the Council decision maker with
oversight on behalf of the ratepayer for the Waiheke Recreation Centre and
provides an annual operating grant.
4. There are aspects of the centre construction that are
apparently flawed and areas of maintenance that have been deferred.
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5. The Recreation Centre Trust departed from the traditional model
of operating the centre with a contracted operator moving to a non-commercial
model in 2012 to enable funds to be used to maintain and remediate
construction on the building. This work has not occurred as had been anticipated
and it is apparent that it is burdensome on individual trustees to facilitate
good community outcomes and access under this model without looking to employ
extra centre management staff.
6. The building remains wanting maintenance and remediation of construction
issues, some which need to be addressed urgently. The scope of this work
needs to be clearly identified and advice sought as to what work requires
building consent versus what work can be treated as maintenance.
7. The three Waiheke schools with funding from the Waiheke Local
Board have received a feasibility study for a potential community pool
developed on Ministry of Education property which has identified the
potential for cost saving and other synergies, operating a pool alongside a
Recreation Centre complex. The study was carried out by APR Consulting who
have now a considerable understanding of the structure, challenges and
opportunities that exist around the Waiheke Recreation Centre.
8. The Local Board wants to ensure that opportunities for the
development of a community pool are explored fully and recognise the
opportunity presented alongside the Waiheke Recreation Centre.
9. We want to work with and support our schools and Recreation
Centre Trust to resolve long standing issues around the Recreation Centre and
to ensure that it provides great outcomes to our school and community in to
the future.
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Waiheke Local
Board
12 February
2015
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Waiheke
Recreation Centre Trust 2014/2015 Operational Funding
File No.: CP2015/00053
Purpose
1. This report
seeks Waiheke Local Board’s approval to enter into a further one year
operational funding agreement with the Waiheke Recreation Centre Trust (WRCT)
for 2014/15 to enable community access and programmes.
Executive Summary
2. Since 2003,
Council has contributed annual operational funding to the WRCT to operate the
Waiheke Recreation Centre (the Centre), to support community access and
programmes.
3. The current
level of funding for 2013/2014 was $74,987.
4. In order to ensure operational grant funding is aligned with the
draft Community Grants Policy, officers commissioned an independent review of
funded relationships. The purpose of the review is to develop a consistent
approach that best meets the outcomes of the Auckland Plan, is aligned with the
Sport and Recreation Strategic Action Plan and is consistent with the
principles in the draft Community Grants Policy.
5. It is proposed that the outcomes of this review will be reported and
then implemented from
1 July 2015. Until this time grants are managed under legacy approaches for
the 2014/15 financial year as per the resolution from the Regional Strategy and
Policy Committee. (Resolution: REG/2014/36).
6. It is recommended that the agreement with the WRCT is continued for
2014/15 as the Centre is generally meeting its required outcomes and key
performance indicators (KPIs)
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Recommendation/s
That the Waiheke
Local Board:
a) Approves
the continuation of the current operating funding agreement with the Waiheke
Recreation Centre Trust for 2014/15 for $74,987.
b) Approves
officers to continue reviewing the Waiheke Recreation Centre Trust
operational funding during 2014/15 and report options to the Waiheke Local
Board for 2015/16 onwards.
c) Notes
the Waiheke Recreation Centre is considered part of the Auckland Council
network of community recreation facilities as per the draft Community
Facilities Network Plan.
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Comments
7. The Centre is
located on Waiheke High School grounds and operates as a dual use school /
community facility.
8. The WRCT is a
duly incorporated body, under the Charitable Trusts ACT 1957, and was
constituted to build and administer the Centre.
9. In 2002/2003,
through a Facility Partnership Agreement, Auckland City Council contributed
$750,000 to the capital cost of the construction of the Centre. As part of the
agreement, Council committed to the consideration of on-going operational
funding to provide continued community access to the centre.
10. The Centre was
opened in March 2003 and has an obligation, through its Facility Partnership
Agreement with council, to ensure local community access outside of school
hours.
11. In addition to
the main sports floor area (1 Courts) the Centre has 3 meeting/activity rooms
allowing for after-school care and other regular hirers requirements.
12. The Centres
regular user groups include; Indoor football, Waiheke Gymnastics Club,
after-school care, Waiheke Basketball Club, Brazilian Ju Jit Su, and Badminton
Club.
13. In October
2012 WRCT changed its operating model from contracting an organisation to
operate to operating the facility itself.
14. Council has been considering a Community Grants Policy approach for
some time. On 6th March 2014, the Regional Strategy and
Policy Committee endorsed the rollover of council’s current community funding
programmes and grants arrangements for the 2014 /2015 financial year.
REG/2014/36
That the Regional
Strategy and Policy Committee:
b. endorse
existing funding arrangements and grants schemes being rolled over for the
2014/15 financial year.
15. In order to ensure operational grant funding is aligned with the
draft Community Grants Policy an independent review of the sport and recreation
funded relationships administered by council’s sport and recreation
partnerships team has been completed.
16. The purpose of the review is to develop a consistent approach that
best meets the outcomes of the Auckland Plan and is aligned with the Sport and
Recreation Strategic Action Plan.
17. The review has
led to the following recommendations regarding the Waiheke Recreation Centre
Trust:
· Continue to fund for a further year
(2014/15) until the draft Community Facilities Network Review is completed, the
Community Facilities Network Plan is developed and any network gaps and
community needs are identified
· Benchmark
the centre’s business model and review expenses, efficiencies and effectiveness
against Auckland Pools and Leisure recreation facilities
· Establish
key performance indicators to measure outputs and outcomes that are aligned
with the KPIs established for Auckland Pools and Leisure Centres
· Develop
appropriate reporting templates that clearly guide funding recipients and
ensure that progress towards required outcomes is measured and reported.
· If funding is to continue
beyond 2014/2015 then review:
a) The
best model for funding support for each centre, i.e. by way of a grant,
contract for service or maintenance payments
b) The
relative contribution of council and the school (where relevant)
c) The
time period the funding should apply to and when reviews should be undertaken
d) The
scale of the funding relative to the community outcomes to be delivered
e) Whether funding should be a set
amount or on a sliding scale
Consideration
Local
board views and implications
18. The Waiheke
Local Board has the delegated authority to grant funding of the Waiheke
Recreation Centre Trust operation. The opinion of the Parks, Sport and
Recreation Portfolio holder has been sought prior to this report. This report
seeks approval from the Waiheke Local Board to continue the interim approach
endorsed by the Regional Strategy and Policy Committee. As the funding is
provided for in the Waiheke Local Board Agreement, no other Local Boards have
been consulted.
Māori impact statement
19. The Maori
Plan, page 13 has a key direction ‘improve quality of life’ with a focus on
health and wellness. Officers will engage with the WRCT to consider how they
can assist with meeting the directions and indicators in the Maori Plan and
target programmes for Maori communities.
Implementation
20. There are no implementation
impacts.
Attachments
There are no attachments for
this report.
Signatories
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Authors
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Shamila Unka - Team Leader Sport & Recreation
Suzanne Dennehy - Sport and Recreation Advisor
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Authorisers
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Ian Maxwell - Manager Parks, Sports & Recreation
Judith Webster - Relationship Manager
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Waiheke Local
Board
12 February
2015
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Waiheke Local Board Performance Report - 1 July 2014
to 31 December 2015
File No.: CP2015/00643
Purpose
1. To
update the Waiheke Local Board members on progress towards their objectives for
the year from 1 July 2014 to 30 June 2015 as set out in the Local Board
Agreement.
Executive Summary
2. A
financial performance report is presented to the local boards for the accounting
quarters ending September, December, March and June. Except the September
quarter was replaced by four months reporting ending in October 2014.
3. Auckland
Council departments and Council Controlled Organisations (CCOs) also present
regular performance reports to the local boards.
4. To
improve overall performance reporting the Financial Advisory Services – Local
Boards team produces a combined quarterly financial report, department report
and CCO report.
5. The
attached omnibus consolidation contains the following reports this quarter:
• Local board financial performance report;
• Local Community Development, Arts and Culture (CDAC)
activity overview;
• Local Libraries overview;
• Local Infrastructure and Environmental Services (IES)
overview; and
• Local Parks Sports and Recreation (PSR) overview.
6. Treasury
Report.
7. Auckland
Tourism, Events and Economic Development (ATEED) report.
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Recommendation
That the Waiheke Local Board:
a) Receives the
Performance Report for the Waitemata Local Board for the period ended 31
December 2014
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Comments
8. In consultation with local boards this omnibus report provides the
elected members with a comprehensive and common overview of local activities
from council departments and CCO’s.
9. The Performance Report includes departmental and CCO reports for
inclusion and discussion. Some of these will be six monthly reports depending
on their traditional reporting cycles.
Consideration
Local
Board Views and Implications
10. The report is
presented to the Waiheke Local Board members at a workshop prior to the
ordinary meeting.
Maori Impact Statement
11. Maori, as stakeholders in the council, are affected and have an
interest in any report of the local board financials. However, this financial
performance report does not impact specific outcomes or activities. As such,
the content of this report has no particular benefit to, or adverse effect on
Maori.
Attachments
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No.
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Title
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Page
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aView
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Waiheke Local Board Performance Report - 1 July 2014
to 31 December 2014
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17
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Signatories
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Authors
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Sugenthy Thomson - Lead FInancial Advisor, Local
Boards
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Authorisers
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Christine Watson - Manager Financial Advisory Services
- Local Boards
Judith Webster - Relationship Manager
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Waiheke Local
Board
12 February
2015
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Waiheke Local
Board
12 February
2015
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Waiheke Local Board Discretionary Community Funding:
Round Two 2014-15
File No.: CP2014/13680
Purpose
1. The
purpose of the report is to present applications received for round two of the
Waiheke Local Board Community Funding Programme 2014-2015. The local board is
required to fund, part-fund or decline these applications.
Executive summary
2. For
the 2014-2015 financial year, the Waiheke Local Board set a total community
funding budget of $46,377. $10,275 was allocated in round one, leaving $36,102
for rounds two and three.
3. The
local board also resolved to incorporate its remaining $11,480 Community Group
Assistance Fund budget into its community grants programme. Therefore the
total funding available for rounds two and three of the community grants
programme is $47,582.
4. Five
applications were received in this round, with a total requested of $15,470.
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Recommendation/s
That the
Waiheke Local Board:
a) Considers
the applications listed in Table One and agree to fund, part-fund or decline
each application in this round.
Table One: Waiheke Local Board Community Funding Applications
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Organisation Name
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Project Title
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Amount Requested
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Waiheke Golf Club
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Junior golf
training kit
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$3,699.00
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The Parenting Place
- Attitude Youth Division
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Attitude programmes
in Waiheke High School 2015
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$1,130.00
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Waiheke Community
Art Gallery
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Winter Arts
Festival, Matariki and Jostle Members' Community Show
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$6,927.00
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Waiheke Island
Rugby Club Inc.
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Barbecues
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$1,500.00
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Waiheke Sea Scouts
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Scout tent
maintenance
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$2,214.00
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Total
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$15,470.00
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Comments
5. In March 2014, the Regional Strategy and Policy Committee resolved
to continue the interim community funding approach for the 2014/2015 financial
year (REG/2014/36).This interim community funding approach remains in place
until the adoption and implementation of the new Community Grants Policy.
6. Through community grants, the Waiheke Local Board aims to build
social capital within the local community by supporting projects that provide a
community benefit, are equitable and inclusive and result in an ongoing gain to
the local area.
7. Online funding criteria state that the Waiheke Local Board will
generally give grants of between $200 and $5,000 due to the local board’s
desire to distribute these funds widely in the community.
8. The local board, in coming to its decision, has advertised the
following consideration online:
· the proposal’s benefit
to the local area
· the applicant group’s
role in the local area
· the proposal’s
alignment with the priorities of the local board, such as:
o young people
o the environment
o culture and arts
o social cohesion
o recreation and
sport
o heritage
· Whether the applicant
group applies to receive the proceeds of gaming machines.
9. Further to these criteria, the guidelines also contain some
exclusions:
· Grants cannot be for
something which has already happened or something that has been purchased
· Grants will not fund
catering, salaries, vehicles, legal costs, debt repayments or groups that will
further redistribute the funds
· Grants will not fund
activities promoting particular political goals or religious ministry
· Groups that have failed
to meet accountability obligations from previous Council grants (within the
last five years) will not be funded except in exceptional mitigating
circumstances.
10. This fund is allocated at the local board’s discretion. In
accordance with its fiduciary duties, the local board is to act honestly, avoid
conflicts of interest and act in what the local board believes to be the best
interests of the community.
11. Round
two of the Waiheke Local Board Community Funding closed on 19 December 2014. The
fund was advertised through local papers, community networks and on the
Auckland Council website.
12. For the 2014-2015 financial year, the Waiheke Local Board set a
total community funding budget of $46,377. $10,275 was allocated in round one,
leaving $36,102 for rounds two and three.
13. The local board also resolved to incorporate its remaining $11,480
Community Group Assistance Fund budget into its community grants programme.
Therefore the total funding available for rounds two and three of the community
grants programme is $47,582.
14. Five applications were received in this round, with a total
requested of $15,470.
Consideration
Local
board views and implications
15. Applications were circulated to the local board for consideration
prior to this meeting.
Maori
Impact Statement
16. Community funding is a general programme of interest and accessible
to a wide range of groups, including Maori. Maori are therefore likely to
benefit alongside other groups in the community.
Implementation
17. The allocation of grants to community groups is within the adopted
annual plan.
18. Following the Waiheke Local Board allocating funding for round two,
Community Development, Arts and Culture will notify the applicants of the
local board decision.
Attachments
There are no attachments for
this report.
Signatories
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Authors
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Sarah Zimmerman - Community Funding Advisor
Danielle Hibbard - Funding Coordinator
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Authorisers
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Graham Bodman - Manager - Community Development, Arts
and Culture
Judith Webster - Relationship Manager
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Waiheke Local
Board
12 February
2015
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ATTACHMENTS
Item 9.1 Attachment a Presentation
on the research Page 79
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Waiheke Local
Board
12 February
2015
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