Agenda of Kaipātiki Local Board

Kaipātiki Local Board area

Kaipātiki Local Board Members

	Kay McIntyre QSM Chairperson Ph 09 484 8383 DDI 09 484 8987 Mobile 021 287 8844 kay.mcintyre@aucklandcouncil.govt.nz Portfolios: · Finance – lead · Planning, policy and governance – lead · Built environment, streetscapes and urban design – alternate		Ann Hartley JP Deputy Chairperson Mob 027 490 6909 Office 09 484 8383 Home 09 483 7572 ann.hartley@aucklandcouncil.govt.nz Portfolios: · Community Development and Facilities – lead · Sport, recreation services and parks (active) – lead · Parks, reserves and playgrounds (passive) – alternate · Planning, policy and governance – alternate · Regulatory, bylaws and compliance – alternate
	Danielle Grant Local Board Member Mob 021 835 724 Office 09 484 8383 Home 09 442 1271 danielle.grant@aucklandcouncil.govt.nz Portfolios: · Arts, culture and events services – lead · Economic development – lead · Natural environment – alternate		Grant Gillon MPP, PhD Local Board Member Mob 027 476 4679 Office 09 484 8383 grant.gillon@aucklandcouncil.govt.nz Portfolios: · Natural environment – lead · Regulatory, bylaws and compliance – lead · Libraries – alternate
	John Gillon Local Board Member Mob 021 286 2288 Office 09 484 8383 Home 09 443 1683 john.gillon@aucklandcouncil.govt.nz Portfolios: · Libraries – lead · Parks, reserves and playgrounds (passive) – lead · Civil defence and emergency management – alternate		Lindsay Waugh Local Board Member Mob 021 287 1155 Office 09 484 8383 Home 09 418 1620 lindsay.waugh@aucklandcouncil.govt.nz Portfolios: · Built environment, streetscapes and urban design – lead · Arts, culture and events services – alternate · Transport and infrastructure – alternate
	Lorene Pigg Local Board Member Mob 021 839 375 Office 09 484 8383 lorene.pigg@aucklandcouncil.govt.nz Portfolios: · Civil defence and emergency management – lead · Finance – alternate · Sport, recreation services and parks (active) – alternate		Richard Hills Local Board Member Mob 021 286 4411 Office 09 484 8383 richard.hills@aucklandcouncil.govt.nz Portfolios: · Transport and infrastructure – lead · Community Development and Facilities – alternate · Economic development – alternate

Kaipātiki Local Board

08 April 2015

ITEM TABLE OF CONTENTS PAGE

1 Welcome 7

2 Apologies 7

3 Declaration of Interest 7

4 Confirmation of Minutes 7

5 Leave of Absence 7

6 Acknowledgements 7

7 Petitions 7

8 Deputations 7

9 Public Forum 7

10 Extraordinary Business 7

11 Notices of Motion 8

12 Open Unconfirmed Meeting Minutes Kaipatiki Local Board, Wednesday 11 March 2015 9

13 Local Board Services monthly report - April 2015 55

14 LGNZ conference and AGM 2015 63

15 Kaipatiki Community Facilities Trust bi-monthly report 71

16 Kaipatiki Community Grants Programme 2015/2016 89

17 Review of operational expenditure budgets 2014/15 97

18 Approval of a community lease for multiple premises to Auckland Kindergarten Association 101

19 Zion Hill Reserve approval of concept plan

This report was not available when the agenda was compiled and will be distributed under separate cover.

20 Parks capex work programme consolidation

The report was not available when the agenda was compiled and will be distributed under separate cover.

21 Members' Reports 115

22 Governing Body Members' Update 117

23 Workshop Records - Kaipātiki Local Board Workshops - Wednesday, 25 February 2015 and Wednesday, 18 March 2015 119

24 Record of Kaipātiki Local Board Portfolio Briefings held in March 2015 125

25 Consideration of Extraordinary Items

1 Welcome

Mr Smith will lead the meeting in prayer – or whatever set text we decide will appear here.

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

That the Kaipātiki Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 11 March 2015, 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 Kaipātiki 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 www members.

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

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.

Kaipātiki Local Board

08 April 2015

Local Board Services monthly report - April 2015

File No.: CP2015/03478

Purpose

1. The updates in this report relate to the following:

· Town centre transformation;

· Parks and reserves

· Environment

· Transport;

· Community development;

· Leisure; and

· Governance.

2. The next quarterly Local Board Services report in May will provide an overview of all of the board’s strategic priorities (utilising the red, amber, green status update system).

Recommendation/s

That the Kaipātiki Local Board:

a) amend resolution KT/2015/29 part c) from:

c) approve funding of $15,000 from its small local improvement project (SLIPS) fund for the preparation of a parking resolution report and the installation of appropriate signage in the reserves.

to read:

c) approve funding of $7500 from operational discretionary funds for the preparation of a parking resolution report and $7500 from its small local improvement project (SLIPS) fund for the installation of appropriate signage in the reserves.

b) allocate $4,000 from its mangrove removal budget to the Kaipātiki Community Facilities Trust to undertake its community mangrove removal project for 2015.

c) requests relevant council officers to form a working party comprising representatives of NorthArt, Raeburn House, Citizens Advice Bureau (CAB), Northcote Business Association, Northcote Library and any other key stakeholders to consider how the Norman King building can be best utilised by the community and how it should be managed.

d) permits the Bayview Placemaking Group to use the remaining $14,949 (from an original budget of $38,500) for the place-making projects outlined in Attachment A, noting that:

i) this funding is to be administered by the Kaipatiki Community Facilities Trust (KCFT) and released to the Bayview Placemaking Group to undertake work as allowed in the proposal; and

ii) if Bayview Placemaking Group requests a change in purpose for any unspent funds, that this request be made directly to the Kaipatiki Community Facilities Trust.

e) allocates $10,000 from its discretionary operational budget to the Bayview Placemaking Group (to be administered on its behalf by the Kaipātiki Community Facilities Trust) for place-making activities in Spinella and Witheford reserves, noting that allocation of the grant is contingent upon the same conditions outlined in resolutions e(i)-(ii) above.

f) call an extraordinary meeting for Wednesday 15^th April 2015 at 9 am for the purposes of considering matters relating to the Long-term Plan and the board’s advocacy to the governing body.

Discussion

Workshops and portfolio briefings

3. A number of Kaipātiki Local Board workshops and portfolio briefings were held in February. Records of all of these meetings are attached to separate reports on this agenda.

4. The following regional and sub-regional briefings/meetings took place in January and February:

· 23rd Feb – Arts & Culture Strategic Action Plan;

· 4th Mar – Northern Boards Cluster: BIDs service delivery and policy review;

· 12th Mar – Northern Cluster: ATEED Engagement Briefing;

· 17th Mar – Community-led Development;

· 20th Mar – Northern Boards Cluster: Briefing on Development Auckland; and

· 25th Mar – Making an Impact with Maori; Training for Elected Members (Part Two).

5. The board’s next workshops are scheduled for 15 and 22 April.

Strategic Updates

Town Centre transformation

Birkenhead

6. A meeting of the Birkenhead Town Centre Programme Working Party for the project (combined with the built environment portfolio meeting) took place on 5th March 2014. At that meeting the Birkenhead Town Centre Programme Working Party resolved to:

· approve the preliminary design for the package of elements (as set out below) to be delivered through the Birkenhead Mainstreet Project:

· Highbury Corner;

· Rawene Carpark Link – steps and link entry with savings in September;

· Rawene Carpark Link – pedestrian crossing;

· Rawene Carpark Link – pedestrian link in car park;

· Southern Entrance (Auckland Council funded components);

· Western entrance;

· Upgrade existing split pedestrian crossing;

· Town centre upgrades – street furniture, signage and line marking;

· Southern entrance components funded through the Local Board Transport Capital Fund; and

· Mokoia Road bus stop.

a) approve resource consent being sought for the above package of enhancements.

b) approve proceeding with detailed design for the above package of enhancements.

Parks and reserves update

AF Thomas / Onewa Domain Smiths Bush Parking –budget allocation correction.

7. At its meeting on 11 March, the board considered a report on parking issues at AF Thomas Park, Onewa Domain and Smiths Bush. To address the matter the board passed the resolutions set out below (resolution KT/2015/29):

“That the Kaipatiki Local Board:

a) endorse the establishment and enforcement of 180 minute parking restrictions in areas A to D at AF Thomas Park and Onewa Domain, Monday to Friday between 8am and 6pm.

b) approve the preparation of parking resolution reports for the Traffic Control Committee (TCC) in order to progress the establishment and enforcement of parking restrictions at parking areas A to D at AF Thomas Park and Onewa Domain, noting that:

i) to date preliminary consultation has been carried out with four out of five key stakeholder groups and further consultation may be required; and

ii) exemptions from the proposed parking restrictions may be required so not to penalise legitimate reserve users and allow for special circumstances such as all day sporting events.

c) approve funding of $15,000 from its small local improvement project (SLIPs) fund for the preparation of a parking resolution report and the installation of appropriate signage in the reserves.”

8. It is now understood that the preparation of the parking resolution report is operational expenditure, and as such cannot be funded from the board’s small local improvement project (SLIPs) fund. The signage part of the project can, however, be funded from the SLIPs fund. It is estimated that the signage portion of the project will cost approximately $7500.

9. It is therefore necessary to amend resolution KT/2015/29 part c) to appropriate funding from the board’s operational discretionary budget. Standing Order 3.10.17 allows the local board to revoke or alter all or part of resolutions previously passed at meetings if a report contains a recommendation to do so.

Environment

Mangrove Removal

10. The Kaipātiki Communities Facilities Trust (KCFT) are planning to undertake their annual community mangrove removal project towards the end of April. In 2013 board chose to establish an annual budget of $4000 for mangrove removal. The board is requested to allocate this funding to KCFT to allow it to undertake this community project.

Transport

Local board input on the draft Regional Land Transport Plan (RLTP)

11. The feedback endorsed by the board was lodged on the 13th March through the ShapeAuckland website.

Community Development and Facilities

Norman King Building

12. The negotiations with the lessee over the laundry storage space have been successful, and the lease was surrendered on 31st March 2015.

13. At the board’s meeting on 14th December 2014, the board resolved that “if successful, officers are requested to work with NorthArt to plan the best use of this space, noting that it is the board’s intention to reallocate a proportion of the $50,000 referred to in (f) above to enable the capital works required to take place this year.” (resolution KT/2014/1).

14. The report upon which that resolution was based suggested that acquiring this space “…may provide an opportunity to allow for community meeting space (to be accessed by any community group using the complex) on the ground floor, as well as potentially display space for NorthArt.” The wording of this report reflects the relatively small current provision of community space in the Northcote town centre, as well as NorthArt’s aspirations for more gallery space. A further consideration is that the impracticality of providing a lift to the first floor may present access issues for some of the participants in Raeburn House’s programmes and activities, for such clients’ accessible space in the same building may provide the most convenient alternative location for their needs.

15. There are a number of key stakeholders in the Northcote area who are likely to be interested in the future use of this space, including NorthArt, Raeburn House, the Citizens Advice Bureaux (CAB), Northcote Library and the Northcote Business Association. If the optimum use of the laundry storage space is to be achieved it is recommended that rather than only “…working with NorthArt” as requested by the current resolution, that these key stakeholders be asked to form a working party with council officers to work through the issues such as:

· use of the space;

· facilities to be provided;

· access to the space (both within and after hours);

· security for NorthArt’s displays (if the space is used both by NorthArt and the wider community);

· booking system (and who operates it); and

· accountability back to the board for its use (e.g. numbers and groups, proportion of time available for community use).

16. This approach is viewed as more robust and effective than only “…working with NorthArt”, as it will allow for differing views and perspectives to be brought forward to help inform the board’s decision-making over the future of this space.

Bayview Placemaking Group – request to transfer funds

17. At the board’s February meeting it considered a request from the Bayview Placemaking Group to have the remaining budget allocated for its proposed placemaking projects transferred from the Kaipātiki Community Facilities Trust (KCFT) to the Bayview Community Centre. At that meeting the board deferred a decision on that request “…to allow the issue to be further considered by officers in relation to the proposed change of use of part of the remaining funds.” A copy of the projects proposed by the Bayview Placemaking Group is presented as Attachment A to this report.

18. Further discussion has now taken place between the chair of the Bayview Placemaking Group and the Chairperson on the group’s current plans and the reasons behind the request. As a result of that meeting the chair of the Bayview Placemaking Group is comfortable with continuing the current funding arrangement, where the budget is held by the KCFT for the group’s use.

19. The chair of the Bayview Placemaking Group, however, raised two further issues:

· a desire for greater flexibility over the use for which the funds can be applied; and

· an identified shortfall in funding for future work in the Spinella and Witheford reserves.

20. In the period since funding was originally allocated to Bayview placemaking activities, it has become apparent that allocating funding to a predetermined list of projects does not necessarily provide the placemaking group with the flexibility to add and delete projects to their work programme as circumstances change (e.g. when it becomes apparent on further consideration that a particular project should not go ahead).

21. The Bayview Placemaking Group also believes that further funding would enable it to undertake placemaking activities in the Spinella and Witheford reserves. A budget of $10,000 is suggested as adequate to allow a range of small scale placemaking activities to be undertaken in these reserves. It is recommended that this funding be administered by the Kaipatiki Community Facilities Trust for the Bayview Placemaking Group. Once an agreed list of projects is developed, it is suggested that the KCFT report back to the local board as part of its bi-monthly reports.

Leisure

Birkenhead Leisure Centre

22. An agreement has been reached with the North Harbour Triathlon Club to re-balance the use of the pool lanes for Monday morning from 6 – 7 am. This will double the space available to the general public from one lane to two. This agreement is for a three month trial basis and will be evaluated at the end of that period.

Governance

Extraordinary board meeting – April – LTP

23. Due to the overall programme for the governing body’s consideration of feedback and decisions on the draft Long-term Plan (LTP), pursuant to Standing Order 2.14.1 it will be necessary to schedule an extraordinary board meeting in the period 15 – 23rd April for the purposes of:

· Receiving local briefing reports; and

· Consider advocacy and impacts on the board’s locally driven initiatives (LDI) budgets.

24. This meeting is needed within this period to feed into a governing body workshop 20-22 April at which it will receive LTP themed briefing reports and local board briefing reports.

25. It is suggested that this extraordinary meeting be scheduled for Wednesday 15th April at 9am, which is a scheduled workshop day. The pre-existing workshop agenda for that date is being reviewed to see what items can be deferred. If still needed it is suggested that the workshop be re-scheduled to start at 11 am.

Consideration

Local Board Views and Implications

26. Local board views are sought via this report.

Maori Impact Statement

27. There are no specific impacts on Māori arising from this report.

Implementation Issues

28. There are no implementation issues identified in this report.

Attachments

No.	Title	Page
a View	Bayview Placemaking Project	61

Signatories

Authors	Andy Roche - Local Board Advisor
Authorisers	Eric Perry - Relationship Manager

Kaipātiki Local Board

08 April 2015

LGNZ conference and AGM 2015

File No.: CP2015/03611

Purpose

1. This report informs local boards about the Local Government New Zealand (LGNZ) Annual General Meeting (AGM) and conference in Rotorua from Sunday 19 July 2015 to Tuesday 21 July 2015 and invites local boards to nominate a representative to attend as relevant.

Executive Summary

2. The Local Government New Zealand annual conference and AGM takes place at the Rotorua Energy Events Centre from Sunday 19 July to Tuesday 21 July 2015.

3. The AGM takes place on the first day of the conference. Auckland Council is entitled to 4 official delegates at the AGM, one of whom is the presiding (or voting) delegate. The Governing Body will consider this at their meeting on 26 March 2015. The 4 official delegates are likely to be the Mayor as a member of the LGNZ National Council, the Deputy Mayor as the Mayor’s alternate for this position, Cr Webster as Chair LGNZ Zone One and a member of LGNZ National Council, and the Chief Executive.

4. In addition to the official delegates, local board members are invited to attend. Local boards should consider the relevance of the conference programme when deciding on attendance, with the expectation that no board will approve more than one member to attend the conference.

Recommendation/s

That the Kaipātiki Local Board:

a) nominates a representative to attend the Local Government New Zealand 2015 annual general meeting and conference from Sunday 19 July 2015 to Tuesday 21 July 2015 on the basis that the conference programme is relevant to the Local Board’s work programme.

b) confirms that conference attendance including travel and accommodation will be paid for in accordance with the current Auckland Council Elected Member Expense Policy.

Discussion

5. The 2015 LGNZ Conference and AGM are being held in Rotorua. The conference commences with the AGM and technical tours from 09.30 am on Sunday 19 July 2015 and concludes at 2.30 pm on Tuesday 21 July 2015.

6. The theme of this year’s conference is “Leading the Charge for our Communities”. The programme includes:

· Stephen Yarwood, former Mayor of Adelaide, will discuss performance and customer focussed culture - taking your people with you.

· David Meates, CEO of Canterbury District Health Board, will present on understanding what's important to communities and why a strong focus on the customer matters.

· Dr Lester Levy, CEO of New Zealand Leadership Institute, will discuss disruptive governance – how do we increase our performance and create a strong link from strategy to transparent financial performance.

· Kevin Roberts, Executive Chairman of Saatchi & Saatchi, on telling our story and selling the value of our sector.

· Penny Webster, Councillor at Auckland Council; Rob Cameron, Partner at Cameron Partners; and Dr Oliver Hartwich, Executive Director of the New Zealand Initiative will speak on funding for growth – transformation of local government.

· Dr William Rolleston, National President of Federated Farmers; Andrew Knight, CEO of New Zealand Oil and Gas; and Gary Taylor, Executive Director of the Environmental Defence Society will discuss resource management – how a growing economy can also support a healthy environment.

· Mayors Meng Foon, Stuart Crosby, Annette Main, David Ayers and Tony Kokshoorn will each present on right-sizing your town and making the important decisions – a response to economic and demographic change.

· Brenda Halloran, former Mayor of Waterloo, Canada, will talk about nation building – infrastructure and urban development.

· Brett Way of Central Hawkes Bay District Council and Rochelle Deane of Auckland Council will present on delivering local government expertise in the Pacific – a snap shot of the Local Government Technical Assistance Facility for Pacific Countries, (PacificTA) programme.

7. The programme also includes a number of master class sessions including:

· Growing NZ's talent and economies – strategies to retain and attract skilled migrants;

· Local boards – connecting with the community;

· Engaging with iwi to grow local and regional economies;

· Collaboration, culture change and customer focus under the RMA; and

· Getting the most from the One Network Roading Classification system.

8. Local boards should consider the relevance of the programme when deciding on conference attendance, with the expectation that no board will approve more than one member to attend the conference.

Annual General Meeting

9. The AGM takes place on the first day of the conference. Auckland Council is entitled to have four delegates to the AGM, one of whom is the presiding (or voting) delegate. The 4 official delegates are likely to be the Mayor (or his nominee), the Deputy Mayor, Councillor Penny Webster (as Chair of Zone 1) and the Chief Executive (or his nominee).

10. The Mayor is a member of the LGNZ National Council, the Deputy Mayor is the Mayor’s alternate for this position, Cr Webster is the Chair of LGNZ Zone One and a member of LGNZ National Council. The Governing Body will consider an item on AGM attendance at their meeting on 26 March 2015.

11. LGNZ request that local board members who wish to attend the AGM, register their intention prior to the AGM.

Costs

12. The Local Board Services Department budget will cover the costs of one member per local board to attend the conference.

13. Registration fees are $1410.00 (incl GST) before 3 June 2015 and $1510.00 (incl GST) after that. Full conference registration includes:

· attendance at conference business sessions (Sunday-Tuesday);

· satchel and contents;

· daily catering;

· Simpson Grierson welcome cocktail function;

· Fulton Hogan conference dinner and EXCELLENCE Awards function; and

· closing conference function ticket.

14. The council hosted tours on Sunday 19 July 2015 are not included in the conference price. Local board members are welcome to attend these at their own cost.

15. Additional costs are approximately $150 per night accommodation, plus travel. Local Board Services will be co-ordinating and booking all registrations and accommodation and investigating cost effective travel.

Consideration

Local Board views and implications

16. This is a report to the 21 local boards.

Māori impact statement

17. The Local Government NZ conference will better inform local boards and thereby support their decision making for their communities including Maori.

Implementation

18. There are no implementation issues associated with the recommendations in this report.

Attachments

No.	Title	Page
a View	LGNZ 2015 conference and master class programme	67

Signatories

Authors

Anna Bray - Policy and Planning Manager - Local Boards

Authorisers

Eric Perry - Relationship Manager

Rex Hewitt - Relationship Manager

Kaipātiki Local Board

08 April 2015

Kaipatiki Community Grants Programme 2015/2016

File No.: CP2015/04608

Purpose

1. The purpose of the report is to present the Kaipatiki Community Grants Programme 2015/2016 for adoption.

Executive Summary

2. The new Auckland Council Community Grants Policy was adopted in December 2014. This policy guides the allocation of local, multi-board and regional grants to groups and organisations delivering projects, activities and services that benefit Aucklanders.

3. The Community Grants Policy supports each local board to adopt their own local grants programme to be attached to the policy as an appendix.

4. This report presents the Kaipatiki Local Board Community Grants Programme 2015/2016 for adoption (refer Attachment A).

Recommendation/s

That the Kaipātiki Local Board:

a) adopt the Kaipatiki Community Grants Programme 2015/2016.

Comments

5. The new Community Grants Policy was adopted in December 2014 and implementation will commence on 1 July 2015.

6. The policy supports each local board to develop a Community Grants Programme for 2015/2016. This local board grants programme will guide community groups and individuals when making applications to the local board.

7. The local board community grants programme can include:

· outcomes as identified in the local board plan;

· specific local board funding priorities;

· budget allocated to the grants programme;

· which grant types will operate locally, the number of funding rounds and when these will open and close;

· any additional criteria or exclusions that will apply;

· an indication of participation in multi-board funding; and

· other factors the local board consider to be significant to their decision-making.

8. An implementation plan is underway to support an integrated and simplified approach to grants programme administration. Funding staff from different departments are working together to ensure a co-ordinated approach, expected to benefit applicants and streamline internal processes.

9. Once the local board community grants programme has been adopted, the types of grants, funding rounds, criteria and eligibility with be advertised through an integrated communication and marketing approach which includes utilising the local board channels.

Consideration

Local Board views and implications

10. The Community Grants Programme has been developed by the local board to set the direction of their grants programme. This programme can be reviewed on an annual basis.

Māori impact statement

11. All grant programmes should respond to Auckland Council’s commitment to improving Maori wellbeing by providing grants to organisations delivering positive outcomes for Maori.

Implementation

12. An implementation plan is underway and the local board grants programme will be locally advertised through the local board and council channels. Targeted advertising and promotion will be developed for target populations, including migrant and refugee groups, disability groups, Maori and iwi organisations.

Attachments

No.	Title	Page
a View	Kaipatiki Community Grants Programme 2015/2016	91

Signatories

Authors

Marion Davies - Community Funding Programme Manager

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Eric Perry - Relationship Manager

Kaipātiki Local Board

08 April 2015

Kaipatiki Local Board – Local Grants Programme 2015/2016

Our Local Grants Programme aims to provide contestable and discretionary community grants to local communities.

Outcomes sought from the local grants programme

Our grants programme will be targeted towards supporting the following outcomes, as outlined in our local board plan:

· Proud, positive communities that embrace the diversity of Kaipatiki

· Green open spaces and environments that enable active and healthy lifestyles and protect our natural heritage

· A connected Kaipatiki through a range of transport links, both within and beyond our area

· Vibrant town and village centres and a thriving local economy

· Community facilities, assets and services that are high quality, well managed and meet our communities’ needs

Our priorities for grants

The Kaipātiki Local Board welcomes grant applications that align with the following local board plan priorities:

Note: these priorities relate to the local board objectives as outlined in the local board plan.

· People are connected to their neighbourhoods and their wider community through place-making initiatives

· Local community organisations are well supported, resourced and empowered to deliver to our communities

· Our communities enjoy a wide variety of local events that celebrate our place, our people and our diversity

· Our communities celebrate the arts and culture through programmes, art space and public art

· Our parks and reserves are well equipped with the right facilities while preserving open space

· Our natural environment harbours and waterways are protected and enhanced in partnership with mana whenua

· Our communities are environmentally aware and work together to live sustainably

· Our network of community houses and centres provide meaningful and tailored opportunities for communities to connect

All applicants are expected to outline in their application how their project will contribute to one or more of the Kaipātiki local board’s outcomes or objectives as set out in the local board plan.

N.B. In making its decisions on grant applications the board wishes to make the best use of what the community has already got, though sustainable asset management and working in partnership with the community. The board will also give some weight in its decision making to the contribution that the applicant will be bringing to their project in terms of resources (people, physical assets, money and other partners).

Lower Priorities for eligibility:

We will also consider applications for other services, projects, events and activities. However, these may be considered a lower priority.

· Travel and accommodation outside Auckland, unless we are convinced there will be a tangible benefit for Auckland ratepayers

· Retrospective costs (where the activity has already taken place), unless this is necessary as a condition of the grant3, or we are satisfied there are other mitigating circumstances

· Fundraising events or activities, especially where the beneficiary is a third party (e.g. charity events, sponsored walks), unless we determine the event has a wider community benefit beyond its primary purpose as a fundraiser.

· Food – the board is prepared to provide funding for food as part of an application, but expects to see evidence as to how the provision of food will enable the project outcomes to be achieved.

· Schools and churches – unless clear benefits to the wider community can be demonstrated e.g. community access to facilities and assets out of school hours and during weekends and holidays which helps fill a gap in council’s own provision.

· Groups based outside the Kaipātiki local board area, unless the applicant can clearly demonstrate the benefit to Kaipātiki community members.

· Activities taking place outside the Kaipātiki local board area, unless the applicant can clearly demonstrate the benefit to Kaipātiki community members.

· Applications for large amounts where other funders haven’t been approached.

Eligibility Exclusions:

A range of activities are excluded from consideration of funding by Auckland Council’s overarching Community Grants Policy. These exclusions are:

· Debt servicing or repayment

· Legal expenses

· Activities that promote religious ministry or political purposes

· Medical expenses

· Public services that are the responsibility of central government (e.g. core education, primary health care)

· Physical works – e.g. improvements to community buildings – that require consents or permits, prior to the necessary consents or permits being obtained (grants may be awarded in principle, but funds will not be released until all conditions are satisfied)

· Purchase of alcohol.

In addition to the eligibility criteria outlined the Community Grants Policy, the Kaipātiki Local Board will not fund:

· Private individuals,

· Commercial/Private Companies will generally be ineligible to apply unless their project demonstrates clear community benefits (see paragraphs 73, 74 and 75 of the overarching Community Grants Policy)

· Activities must not have already taken place before the Board has the opportunity to consider the application (unless the Board accepts there are genuine mitigating circumstances).

· Groups that have failed to meet accountability obligations from previous Council grants (within the last two years) will not be funded except:

· In exceptional mitigating circumstances, and/or by stipulating that completing accountability is a condition of grant payment.

Groups with no formal legal structure

Groups with no formal legal structure may apply for grants of up to $500 through the local grants programmes; however the board expects to see some evidence e.g. minutes from meetings that an unincorporated group has community support for its activities and objectives.

Applicants in this category seeking grants over $500 would need to either:

· Nominate an ‘umbrella’ organisation which has agreed to receive and administer the grant on their behalf – the umbrella organisation would be legally accountable to Auckland Council for the expenditure of the grant; OR

· Apply to have the funding released retrospectively, i.e. as reimbursement for pre-approved expenses after the project or activity has been satisfactorily completed.

Kaipātiki local board normally uses its community development partner, the Kaipātiki Community Facilities Trust (KCFT) as an umbrella organisation. If you are a group with no formal legal structure please discuss with the trust whether it is prepared to act as your umbrella before lodging your application.

Investment approach

The Kaipātiki Local Board has allocated budgets to support the local grants programme as follows:

· Quick Response Local Grants: per annum

o Maximum amount per grant: $500

· Local Grants:

· Discretionary Grants:

For each priority, the budget will be determined as part of the Annual Plan and Local Board Agreement development process:

Application dates

Grant rounds for [insert year(s)] will be as follows

Quick Response Local Grants

[insert year] funding rounds	Opens	Closes	Decision made	Projects to occur after
Round One	July	August	September	September
Round Two	September	October	November	November
Round Three	January	February	March	March
Round Four	March	April	May	May
Round Five	May	June	July	July

Local Grants

[insert year] funding rounds	Opens	Closes	Decision made	Projects to occur after
Round one	3 August 2015	11 September	October/November	November
Round two	1 April	15 May	June/July	August

Multi-board funding

In principle we have agreed to support multiboard applications and will consider them on a case by case basis.

Accountability and other measures

The Kaipātiki Local Board requires that for all successful applicants:

· The contribution of the board is to be acknowledged in all publicity and signage (the board brand collateral can be provided on request).

· Any events funded or partially funded by the board are to be smoke-free.

The Kaipātiki Local Board requires that all successful applicants provide within one month of the completion of the project a completed Accountability Form.

Kaipātiki Local Board

08 April 2015

Review of operational expenditure budgets 2014/15

File No.: CP2015/04684

Purpose

1. The purpose of this report is to inform the board of unallocated budgets following a review of operational budgets for the 2014/15 financial year.

Executive Summary

2. At the 11 March 2015 business meeting the local board resolved that a review of all operational budgets be undertaken to identify where budgets were available to be re-prioritised.

3. The review of actual expenditure was undertaken to the end of February 2015. The commitments account for any financial decisions made by the board as at the 11 March 2015 business meeting.

4. The table below outlines projects that have been identified as having unspent funds that are yet to be allocated to any specific activity related to the project.

Recommendation/s

That the Kaipātiki Local Board:

a) receive the review of operational expenditure budgets 2014/15 report.

Comments

5. At the 11 March 2015 business meeting the Kaipātiki Local Board passed the following resolution:

KT/2015/26

That the Kaipātiki Local Board:

d) undertake a review of all current projects to understand what progress and budget expenditure is expected by the end of the 2014/15 financial year, and that officers be asked to report back on recommendations for any re-prioritisation that may be desirable.

6. A review of operational project budgets has been undertaken.

7. The following projects have been identified with unspent budgets that the board can re-prioritise.

8. As part of the review relevant departments were approached to confirm the current financial commitments they have against the budgets identified in the table above. The Community Development Arts and Culture department have proposals for the Youth Programmes Community Development and Youth Council budgets, and will present these proposals to the board in May. There are no other projects identified by departments that require funding this financial year.

Environment/education centre Kaipatiki – Background

9. At the business meeting on 8 April 2012, the board was presented with the Kaipātiki Project Environment Centre Business Plan. As per the business plan the board allocated funding of $300,000 for the project in the form of a grant. The grant of $300,000 was to be staged over four financial years as follows.

Year Amount

2013 $100,000

2014 $100,000

2015 $50,000

2016 $50,000

10. The board requested the Kaipātiki Project be invited to approach the Kaipātiki Local Board when they have completed their review of the business plan and identified their next course of action.

11. In 2013 a sum of $27,000 was paid to the Kaipātiki Project to assist with the development of the business case. No funds were allocated from the 2014 budget. The budget was carried forward to the 2015 financial year. In total there is $158,000 unallocated in the current financial year.

12. On 22nd October 2014 representatives of the Kaipātiki Project attended the board’s Community Forum to present their completed business case for the proposed Environmental Centre and respond to questions posed by members. Subsequently the project manager attended a meeting with council officers, where several of the issues and challenges associated with the proposed site of the Environmental Centre were discussed. At that meeting it was suggested that the project representatives talk to Department of Conservation, Forest and Bird and Auckland Transport before taking their planning much further.

13. The Kaipātiki Project was invited to attend the March 2015 community forum to provide an update on what progress had been made with the Environmental Centre since it last presented to the board in October 2014, but could not attend.

Consideration

Local Board views and implications

14. Local board views are sought via this report.

Māori impact statement

15. There are no specific impacts on Māori arising from this report.

Implementation

16. There are no implementation issues identified in this report.

Attachments

There are no attachments for this report.

Signatories

Authors

Pramod Nair - Lead Financial Advisor

Authorisers

Eric Perry - Relationship Manager

Christine Watson - Manager Financial Advisory Services - Local Boards

Kaipātiki Local Board

08 April 2015

Approval of a community lease for multiple premises to Auckland Kindergarten Association

File No.: CP2015/04834

Purpose

1. This report seeks Albert-Eden, Puketepapa, Waitemata, Maungakiekie-Tamaki, Kaipatiki, Devonport-Takapuna, Rodney, Mangere-Otahuhu, Howick, Otara-Papatoetoe, Henderson-Massey, Waitakere Ranges and Whau Local Boards approval for a community lease for multiple premises to Auckland Kindergarten Association. A report will go to each Local Board.

Executive Summary

2. The Auckland Kindergarten Association (the Association) was incorporated as a charitable trust on 28 February 1911. The Association’s stated objectives are:

· providing facilities for and undertaking early childhood education and care; and

· promoting and encouraging early childhood education and care within New Zealand

3. The Association has 39 community leases with Auckland Council where the Association owns the building. These individual community leases have varying terms and conditions, commencement and end dates. A community lease for multiple premises would align the 39 community leases with the same terms and conditions, commencement and end dates. The benefits to Auckland Council and the Association are:

· consistency of management of the leases with the same terms and conditions;

· one report per annum on community outcomes;

· streamlined management of the next right of renewal process; and

· enable a move from an operational relationship to a more strategic focus.

4. The Auckland Kindergarten Association Schedule of Premises and Site Plans (refer Attachment A) lists the 39 premises separated into local board areas. Each local board is asked to approve the new community leases for the premises from their area and for which site plans are included.

5. This report recommends the granting of a new community lease for multiple premises to Auckland Kindergarten Association for 10 years commencing 1 April 2015 with one 10-year right of renewal. This is the recommended term in the Auckland Council Community Occupancy Guidelines July 2012 where the group owns the building.

6. A Community Outcomes Plan will be an attachment to the lease and reported on by the Association (refer Attachment B).

Recommendation/s

That the Kaipātiki Local Board:

a) approves the surrender of all current and expired Auckland Kindergarten Association leases from their local board area as specified in the Auckland Kindergarten Association Schedule of Premises and Site Plans (Attachment A) subject to the granting of a new community lease;

b) approves a new community lease to Auckland Kindergarten Association for Marlborough Kindergarten and Glenfield Kindergarten, details specified in Attachment A, subject to the following terms and conditions:

i) term – 10 years commencing 1 April 2015 with one 10-year right of renewal;

ii) rent - $1.00 plus GST per annum if requested;

iii) the Auckland Kindergarten Association Community Outcomes Plan as approved be attached to the lease document (Attachment B);

iv) all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

Comments

7. The Association has 39 community leases with Auckland Council across the region where the Association owns the building. These individual community leases have varying terms and conditions, commencement and end dates which can be complicated to manage for both parties. The Association approached Auckland Council to find an agreed solution. A community lease for multiple premises would align the 39 community leases with the same terms and conditions, commencement and end dates.

8. A community lease for multiple premises will benefit both Auckland Council and the Association for the following reasons:

· consistency of management of the leases with the same terms and conditions;

· one report per annum on community outcomes;

· streamlined management of the next right of renewal process; and

· enable a move from an operational relationship to a more strategic focus.

9. This will be the first community lease for multiple premises for Auckland Council. Council staff can see benefits for other groups with multiple premises.

10. Auckland Council legal advice recommends that the Association surrender their existing and expired leases as listed in Attachment A so that when a new community lease is approved it will commence from 1 April 2015.

11. Attachment A lists the 39 premises separated into local board areas. Each local board is asked to approve the new community leases for the premises from their area.

12. The Association was incorporated under the Charitable Trusts Act 1957 on 28 February 1911. The association’s objectives are:

· providing facilities for and undertaking early childhood education and care within New Zealand; and

· promoting and encouraging early childhood education and care.

13. Council staff has sought input from relevant departments.

14. A Community Outcomes Plan as approved will be an attachment to the lease and reported on annually by the Association.

Consideration

Local Board views and implications

15. The recommendations within this report fall within the Local Board’s allocated authority relating to local, recreation, sport and community facilities.

16. A portfolio meeting has been held with each local board and they were presented with the proposal for the lease for multiple premises.

Māori impact statement

17. The Association has long standing community leases on the properties. Māori are benefactors as users of the services and it is considered the granting of a new community lease for multiple premises will not have any adverse impact for Māori.

Implementation

18. The recommendations within this report do not trigger the Auckland Council Significance Policy.

19. Costs for preparation of the lease documents are borne by Auckland Council.

Attachments

No.	Title	Page
a View	Auckland Kindergarten Association Schedule of Premises and Site	105
b View	Auckland Kindergarten Association Community Outcomes Plan	113

Signatories

Authors

Donna Cooper - Community Lease Advisor

Christine Benson - Advisor Community Lease

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Eric Perry - Relationship Manager

Chairperson	Kay McIntyre, QSM
Deputy Chairperson	Ann Hartley, JP
Members	Dr Grant Gillon
	John Gillon
	Danielle Grant
	Richard Hills
	Lorene Pigg
	Lindsay Waugh

Authors	Neda Durdevic - Democracy Advisor
Authorisers	Eric Perry - Relationship Manager