Agenda of Waitematā Local Board Finance Committee

1 Welcome

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 Waitematā Local Board Finance Committee:

a) Confirm the ordinary minutes of its meeting, held on Thursday, 19 February 2015, as a true and correct record.

5 Leave of Absence

There were no leaves of absence.

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 Waitematā Local Board Finance Committee. 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.

Waitematā Local Board Finance Committee

23 April 2015

Redistribution of discretionary budget

File No.: CP2015/06506

Purpose

1. This report provides the Waitemata Local Board with an overview of 2014/2015 discretionary budget allocations to projects that officers’ advice will not be utilized by 30 June 2015. These funds are available for redistribution to alternative projects that have been identified by the Waitemata Local Board.

Executive Summary

2. The 2014/2015 operational and capital budget must be fully expended within this financial year.

3. The redistribution of operational and capital budget will assist in delivering a number of local board projects and initiatives before the end of the financial year.

4. The discretionary funds that will not be utilized by 30 June 2015 and available for redistribution are:

(a) Discretionary operational budget of $35,000 is available for redistribution.

(a) Discretionary capital budget of $105,000 is available for redistribution

Two options are proposed – option one with proposed capital projects amounting to $108,360 and option two, $110,176. Please refer to the table below:

The two options are similar except that option one incorporates Seddon Fields – temporary parking improvements $30, 0000. Option two proposed Victoria park skate park additional $15,200; Salisbury Reserve playground upgrade $8,000; Top up for Highwic House signage $2,860 and $1,980 and an additional sum for Storm Water man hole cover $3,776.

(Please refer to attachment for details).

Recommendations

That the Waitematā Local Board Finance Committee:

a) Receives the summary of proposed 2014/2015 operational and capital budget redistribution

b) Recommends the use of identified discretionary budgets to deliver the proposed projects.

Attachments

No.	Title	Page
a View	Proposed capital projects re 2014 -15 Discretionary Capex	25

Signatories

Authors

Audrey Gan - Lead Financial Advisor Local Boards

Authorisers

Christine Watson - Manager Financial Advisory Services - Local Boards

Judith Webster - Relationship Manager

Waitematā Local Board Finance Committee

23 April 2015

Waitemata Local Board 2014/2015 Local Improvements Programme - April 2015 update

File No.: CP2015/06610

Purpose

1. This report provides a progress overview of the Waitemata Local Improvements (LIPs) 2014/2015 programme to April 2015 and recommends proposals for budget allocation.

Executive Summary

2. The Waitemata Local Board has capital funding of $373,935.00 to complete the projects deferred across from the 2013/2014 financial year for delivery and for allocation to new projects in the 2014/2015 financial year.

3. This report provides a progress overview of the Waitemata Local Improvements 2014/2015 programme to February 2015.

4. To date the Waitemata Local Board has 100 percent fully allocated their available 2014/2015 financial year LIPs Capex budget.

5. An additional $105,000 discretionary capital budget has been now been identified for late allocation to capital projects. The revised total 2014/2015 available discretionary capital budget is now $478,935.

6. It is proposed that the additional $105,000 discretionary capital budget be allocated to the priority proposals of the proposals listed within the table below:

PROJECT NAME	BUDGET	COMMENTS
1. Top up for community centre doors - double auto set	$17,000	To achieve Building Consent exemption, supply and install double set of auto doors with additional framing required, linked to fire alarm system.
2. Storm Water man hole covers - Albert Park (5x)	$9,360 - $13,136	Replicate the replacement of SW man hole covers in Albert Park, as per Myers park. Use of CNC methods, with design unique to the park. Five covers same design = $9360 Five covers, five different designs $13,136 (inc price through inc design time required)
3. Salisbury Reserve playground upgrade - existing path widening	$15,000	Capex budget additional to contribute to the path widening of the existing pathway
4. Interpretative panel - Emily Place Reserve	$6,000	Provision of information on the on pohutukawa trees and history of Emily Place Reserve.
5. Interpretative panel - Ernest Davis Lookout	$6,000	Provision of the history of Ernest Davis Lookout.
6. Electric BBQ replacement - Cox's bay	$25,000	Replacement of the old fire BBQ at Cox's Bay with an electric operated BBQ.
7. Seddon Fields – temporary parking improvements	$30,000	Regarding/pothole filling, surface mounted signage, improving pedestrian link from overflow parking to Seddon Fields
8. Victoria park skate park additions	From $3,000 up to $15,200	To be tabled at the meeting. This would be additional funding to the $10k already allocated for additional skate items
9. Salisbury Reserve playground upgrade - bespoke timber benches x4	$8,000	Capital budget additional to allow for bespoke timber benches
10. Top up for Highwic House signage ~ Fernery bespoke design book	$2,860	Fernery bespoke design book additional to the current funded scope of works
11. Top up for Highwic House signage ~ Sandwich Board	$1,980	Sandwich Board near the parking and Cabbage tree additional to the current funded scope of works

7. After the approval of the recommendations in this report the Waitemata local Board would have allocated 100% of the revised available discretionary capital budget of $478,935.00

8. The Waitemata Local Board has $122,673.00 LIPs operational funding for allocation to new projects in the 2014/2015 financial year.

9. To date the Waitemata Local Board has 100 percent fully allocated their available 2014/2015 financial year LIPs Operational budget.

10. As LIPs operational savings have realised within the project ‘Arch Hill Scenic Reserve rubbish removal’ it is recommended that $5,000 operational budget be used to cover the costs of the additional work required to complete the ‘Western Park Development Plan and Public Consultation’ project.

11. It is recommended that as discretional capital and operational budget savings are realised upon project completion that the LIPs Finance Committee have the delegated authority to allocate the budget savings to within existing projects to ensure delivery before the end of the financial year.

12. Most projects will need eight months or more to be successfully delivered within the 2014/2015 financial year.

13. Budgets for projects funded from 2014/2015 LIPs operational expenditure must be fully expended within the 2014/2015 financial year.

14. Budgets for projects funded from 2014/2015 LIPs capital expenditure must be fully expended within the 2014/2015 financial year.

Recommendations

That the Waitematā Local Board Finance Committee:

a) Receive the 2014/2015 Local Improvements Programme February 2015 update report.

b) Approve the allocation of the additional $105,000 capital discretionary budget to the priority capital budget proposals, from those listed below and affirming its project champions:

PROJECT NAME	BUDGET	PROJECT CHAMPION
1. Top up for community centre doors - double auto set	$17,000	Deborah Yates
2. Storm Water man hole covers - Albert Park (5x)	$9,360 - $13,136	TBC
3. Salisbury Reserve playground upgrade - existing path widening	$15,000	TBC
4. Interpretative panel - Emily Place Reserve	$6,000	TBC
5. Interpretative panel - Ernest Davis Lookout	$6,000	TBC
6. Electric BBQ replacement - Cox's bay	$25,000	TBC
7. Seddon Fields – temporary parking improvements	$30,000	TBC
8. Victoria park skate park additions	From $3,000 up to $15,200	TBC
9. Salisbury Reserve playground upgrade - bespoke timber benches x4	$8,000	TBC
10. Top up for Highwic House signage ~ Fernery bespoke design book	$2,860	TBC
11. Top up for Highwic House signage ~ Sandwich Board	$1,980	TBC

12. Approve that $5,000 of LIPs operational savings realised within the project ‘Arch Hill Scenic Reserve rubbish removal’ be used to cover the costs of the additional work required to complete the ‘Western Park Development Plan and Public Consultation’ project.

13. Are granted the delegated authority to allocate any remaining discretionary capital and operational budget savings to within existing projects to ensure delivery before the end of the financial year.

14. After the approval of the recommendations the Waitemata local Board would have allocated 100% of the revised available discretionary capital budget of $478,935.00.

15. After the approval of the recommendations the Waitemata local Board would have allocated 100% of the available discretionary operational budget of $122,673.

Comments

16. The Waitemata LIPs 2014/2015 programme attachment outlines the delivery progress of projects deferred across from the 2013/2014 financial year for delivery and for projects allocated budget within the 2014/2015 financial year.

17. The Waitemata Local Board has 100 percent fully allocated their available 2014/2015 financial year Capex budget of $373,935.00

18. An additional $105,000 discretionary capital budget has been now been identified for late allocation to capital projects. The revised total 2014/2015 available discretionary capital budget is now $478,935.

19. It is proposed that the additional $105,000 discretionary capital budget be allocated to the priority proposals of the proposals listed within the table below:

PROJECT NAME	BUDGET	COMMENTS
12. Top up for community centre doors - double auto set	$17,000	To achieve Building Consent exemption, supply and install double set of auto doors with additional framing required, linked to fire alarm system.
13. Storm Water man hole covers - Albert Park (5x)	$9,360 - $13,136	Replicate the replacement of SW man hole covers in Albert Park, as per Myers park. Use of CNC methods, with design unique to the park. Five covers same design = $9360 Five covers, five different designs $13,136 (inc price through inc design time required)
14. Salisbury Reserve playground upgrade - existing path widening	$15,000	Capex budget additional to contribute to the path widening of the existing pathway
15. Interpretative panel - Emily Place Reserve	$6,000	Provision of information on the on pohutukawa trees and history of Emily Place Reserve.
16. Interpretative panel - Ernest Davis Lookout	$6,000	Provision of the history of Ernest Davis Lookout.
17. Electric BBQ replacement - Cox's bay	$25,000	Replacement of the old fire BBQ at Cox's Bay with an electric operated BBQ.
18. Seddon Fields – temporary parking improvements	$30,000	Regarding/pothole filling, surface mounted signage, improving pedestrian link from overflow parking to Seddon Fields
19. Victoria park skate park additions	From $3,000 up to $15,200	To be tabled at the meeting. This would be additional funding to the $10k already allocated for additional skate items
20. Salisbury Reserve playground upgrade - bespoke timber benches x4	$8,000	Capital budget additional to allow for bespoke timber benches
21. Top up for Highwic House signage ~ Fernery bespoke design book	$2,860	Fernery bespoke design book additional to the current funded scope of works
22. Top up for Highwic House signage ~ Sandwich Board	$1,980	Sandwich Board near the parking and Cabbage tree additional to the current funded scope of works

20. After the approval of the recommendations in this report the Waitemata local Board would have allocated 100% of the revised available discretionary capital budget of $478,935.00

21. To date the Waitemata Local Board has 100 percent fully allocated their available 2014/2015 financial year LIPs Operational budget.

22. As LIPs operational savings have realised within the project ‘Arch Hill Scenic Reserve rubbish removal’ it is recommended that $5,000 operational budget be used to cover the costs of the additional work required to complete the ‘Western Park Development Plan and Public Consultation’ project.

23. It is recommended that as discretional capital and operational budget savings are realised upon project completion that the LIPs Finance Committee have the delegated authority to allocate the budget savings to within existing projects to ensure delivery before the end of the financial year.

24. Budgets for projects funded from 2014/2015 LIPs operational expenditure must be fully expended within the 2014/2015 financial year.

Budgets for projects funded from 2014/2015 LIPs capital expenditure must be fully expended within the 2014/2015 financial year.

Consideration

Local Board views and implications

25. This report canvasses the views of the Waitemata Local Board.

26. The recommendations contained within this report fall within the Local Boards delegated authority.

Māori impact statement

27. Parks and open spaces contribute significantly to Maori well-being, values, culture and traditions. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to Tangata Whenua, appropriate consultation will follow.

Implementation

28. Communities are impacted by LIPs projects. They provide an opportunity for staff and elected representatives to engage with the communities on their specific needs. LIPs staff will liaise directly with all residents and stakeholders impacted by any discretionary funded projects to be delivered.

29. Funding for the proposed projects within this report would be obtained from the Waitemata Local Board’s Local Improvement Project budget allocation. After allocating budget to all the projects listed in this report and elsewhere, the Waitemata Local Board will still have LIPs capital and operational funding remaining unallocated. Further reporting as part of the monthly work programme reporting will be used to determine what other projects the board may wish to fund.

30. LIPs funded projects must comply with all relevant legislation, including the Resource Management Act 1991, the Local Government Act and all Auckland Council policies.

31. Most projects will need eight months or more to be successfully delivered within the 2014/2015 financial year. Projects that have budget allocated to them with less than six months remaining within the current financial year will be at risk of not being completed by 2014/2015 financial year end. .

32. Budgets for projects funded from 2014/2015 LIPs operational expenditure must be fully expended within the 2014/2015 financial year.

33. Budgets for projects funded from 2014/2015 LIPs capital expenditure must be fully expended within the 2014/2015 financial year.

34. The ability to spend and deliver outcomes is dependent upon the timely decisions regarding budget allocation and scope variations by the Waitemata Local Board.

Attachments

No.	Title	Page
a View	Waitemata local Board 2014/2015 Local Improvements Programme April 2015 update (Under separate cover)

Signatories

Authors

Katrina Morgan - Team Leaders SLIPs

Authorisers

Ian Maxwell - General Manager Parks, Sports and Recreation

Judith Webster - Relationship Manager

Chairperson	Greg Moyle
Deputy Chairperson	Vernon Tava
Members	Shale Chambers
	Christopher Dempsey