Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

21 September 2015

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

7.1 Petition - Piako Street, Otara 5

8 Deputations 5

9 Public Forum 6

9.1 Public Forum - Manuel Beazley from the St John Catholic Parish in Otara 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Manukau Ward Councillors Update 9

13 Auckland Transport Report - 21 September 2015 11

14 Corner of Sutton Crescent and Great South Road, Papatoetoe 33

15 OMAC Takutai-ā-Kiwa Change of Name and Approval of Business Plan 2015-2018 39

16 Report back on 2014/15 Local Environment and Waste Minimisation work programmes 63

17 Puhinui Stream Event May 2016 105

18 Otara-Papatoetoe Local Board Quick Response Grant Applications: Round One 2015/2016 113

19 Performance Report for the Ōtara-Papatoetoe Local Board for the year ended June 2015 121

20 Youth Connections Quorum Change 199

21 Regional Facilities Auckland - Fourth Quarter Report 2014-2015 209

22 For Information: Reports referred to the Ōtara-Papatoetoe Local Board 231

23 Ōtara-Papatoetoe Local Board Reports and Actions Pending 237

24 Ōtara Papatoetoe Local Board members portfolio update 243

25 Chairpersons Announcements 247

26 Consideration of Extraordinary Items

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 Ōtara-Papatoetoe Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 17 August 2015, as a true and correct record.

b) confirm the Alcohol Ban Review Hearings - Ōtara-Papatoetoe Local Board minutes of its meeting, held on Tuesday, 4 August 2015, 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

7.1 Petition - Piako Street, Otara

Purpose

1. Romona Satiu on behalf of the residents of Piako Street, Ōtara will be presenting a petition to the Ōtara-Papatoetoe Local Board requesting that issues relating to speeding cars and motorbikes in this street be investigated.

2. The street is opposite Flat Bush Primary School and Flat Bush Kindergarten. The petitioners are advocating that problems have been ongoing for some years and that issues have increased when speed humps were put into neighbouring Waimate Street.

Recommendation/s

That the Ōtara-Papatoetoe Local Board receive the petition from the residents of Piako Street, Ōtara.

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 Ōtara-Papatoetoe 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.

9.1 Public Forum - Manuel Beazley from the St John Catholic Parish in Otara

Purpose

Manuel Beazley from the St John Catholic Parish in Ōtara wishes to address the local board in public forum about some community-based research they have done on the subject of Smoke Free.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thanks Manuel Beazley for his attendance and presentation.

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Ōtara-Papatoetoe Local Board

21 September 2015

Auckland Transport Report - 21 September 2015

File No.: CP2015/19111

Purpose

1. The purpose of this report is to respond to local board requests on transport-related matters and to provide information to Elected Members about Auckland Transport activities in the local board area.

Executive Summary

2. This report covers matters of specific application and interest to the Ōtara-Papatoetoe Local Board and its community, matters of general interest relating to Auckland Transport activities or the transport sector, and Auckland Transport media releases for the information of the Board and community.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive the Auckland Transport Monthly report for September 2015.

b) approve construction of the Hunters Corner Street lights from Shirley Road to Sutton Crescent, with an increased budget from the previously agreed $292,000 to a total cost of $320,000.

c) approve construction of (Option 1 as attached) footpath upgrades in the Old Papatoetoe Business Improvement District, stage one being St George Street from Wallace Road to Shirley Road at a total cost of $740,000.

Comments

Transport Capital Fund Project Update

3. The Ōtara-Papatoetoe Local Board receive $549,292 per year of the triennium; the purpose of this fund is to provide an opportunity for the Board to provide transport improvements to align with the aspirations of their local board plan.

4. The Ōtara-Papatoetoe Local Board has in this triennium decided to focus their Transport Capital Fund money on improving local business districts. The local board used the fund to complete a project in Otara that enables a seamless connection from the Bus Interchange on East Tamaki Road to the Otara Town Centre and then on to the Manukau Institute of Technology (MIT). The $500,000 contribution was a part contribution to Auckland Council’s Economic Development project that also included art work.

5. Previously the local board upgraded Davies Avenue, Manukau to become an open space, using the fund from the first triennium.

Old Papatoetoe Business District Footpath Upgrade

6. Auckland Transport has completed the design of the upgrade to the Old Papatoetoe Business District. The proposal is to upgrade the footpaths and street furniture in the business area from Wallace Road, along St George Street, finishing at the recently upgraded section of Shirley Road.

7. Auckland Transport has spoken to Auckland Council Property Ltd (ACPL) to ensure that the options presented to the local board at the workshop on 7September, align with the upgrade of the pedestrian mall.

8. Auckland Transport presented the attached options and recommends that the Local Board select option 1 ensuring that this is finished with a sealant that ensures chewing gum is easy to remove, with a proposed cost of $740,000. Attachment A.

Hunters Corner Streetlight Upgrade

9. Auckland Transport has reviewed the Hunters Corner Streetlight upgrade project following completion of the design. The scope of the street lighting upgrade is on Great South Road from Sutton Crescent to Shirley Road.

10. Auckland Transport’s original concept proposed a simple replacement of the existing old concrete poles with new poles in the same locations but updating them with LED luminaires. This proposal does not meet the new lighting levels required by the street lighting design standard. This requires us to improve the current lighting requirements for this area, particularly at the intersections.

11. Auckland Transport propose to do this by adding streetlights to existing traffic signal poles and by replacing some low level traffic signal poles with combined signal and streetlight poles. Ensuring that the ability for banners remain at the same dimensions that currently exist.

12. The fixed cost required to construct this project is $320,000, this is an increase from previous estimates proposed for this project. The last cost estimate was $292,000. It is recommended that the local board approve the new estimate of $320,000 for the works in Great South Road, and that should there be any savings on this project when the work is completed, that Auckland Transport carry out side road LED replacements to ensure that the budget is fully spent.

Approved Transport Plan

13. Auckland Transport presented the Ōtara-Papatoetoe Local Board with the finalised programme from the consultation of the proposed RLTP (Regional Land Transport Plan). This presentation included the proposed capital and operational programmes specifically for the Ōtara-Papatoetoe area. This programme is attached, please note that as with all plans and programmes, these are subject to change, but Auckland Transport will consult with the local board if this happens. Attachment B.

Manukau Bus/Train Interchange (previously Lot 59)

14. Auckland Transport and Auckland Council Property Limited (ACPL) have met to discuss opportunities for development within the Manukau area. Currently, the local board has a workshop planned for 5 October, where a joint presentation will be made on these opportunities and where they currently sit within the delivery of the interchange programme.

Kolmar, St George and Wallace Intersection Upgrade

15. As requested by the local board, Auckland Transport and Auckland Council Property Group have met to discuss this project. Both teams are investigating all options and will present these to the local board as a joint presentation on the 5October. We will then provide a report for the 19 October Business Meeting.

New Tender System for Auckland’s Bus Services

16. In a milestone for the city’s transport services, Auckland Transport is calling for tenders to operate its New Network bus services in south Auckland (including Pukekohe and Waiuku).

17. These will be the first tenders called under the new Public Transport Operating Model (PTOM) system and the first PTOM tenders called to create the long awaited New Network. This will mean major improvements to the way people travel on bus, train and ferry.

18. With the southern tender process leading the way, invitations will be called progressively for bus operators to tender in other sectors; west Auckland will be next later this year.

19. The tenders for Auckland’s southern bus services opened on 17 August and close on 28 September. The successful tenderers will be named early in 2016 and should be operating the New Network Services by October 2016.

20. The New Network will create a region-wide network of bus, train and ferry services. The key principle is to run a number of high frequency services that are designed to work together through easy connections, using what is called a “hub and spoke connected network”.

21. By having more frequent services operating every 15 minutes, 7am to 7pm, seven days a week, passengers can just turn up and go. They will meet connecting services at transport interchanges - the spokes, the interchanges being the hubs.

22. The services, where appropriate, will feed train services rather than duplicating them to maximise the efficiency of the new electric rail fleet and between buses and trains and provide more direct and frequent journeys for south Auckland and the rest of the region.

23. The call for tenders represents a milestone both in providing bus services to Auckland’s travelling public and also in the way they are provided. PTOM is a service contracting framework under the Land Transport Management Act (LTMA) 2003, ratified by NZ Transport Agency (NZTA). It subsidises passenger routes and incentivises service providers to maximise efficient and effective delivery of public transport in a partnering arrangement with Auckland Transport.

24. PTOM is welcomed by NZTA, it recently approved Auckland Transport’s Request for Tender process and documentation that will be used to attract tenderers and select the operators.

25. Under PTOM about half the region’s bus services will be contracted by competitive tender and the balance will be directly negotiated with the current bus operators.

26. These arrangements differ significantly from the current part contracted and part-deregulated system in which bus companies receive fare revenues and subsidies.

27. Check out the New Network: https://at.govt.nz/about-us/campaigns/next-steps-in-public-transport/new-bus-network/

Upgrade to White Light for Auckland Streets

28. Auckland Transport has begun New Zealand’s most ambitious LED replacement programme.

27. It is replacing 44,000 high pressure sodium (golden yellow light) street lights with energy efficient light emitting diodes (LED) luminaires. Auckland Transport owns more than 100,000 street lights, approximately one third of the country’s total lighting stock.

28. The first phase of the programme is being rolled out over five years and will see half the regions street lights change from golden yellow light to white light.

29. The rest of the conversion to LEDs will potentially follow in four to five years and project is expected to see net savings of $32 million over the 20 year design life of the LED luminaires.

30. In March, Transport Minister Simon Bridges – who is also the Minister of Energy and Resources – announced a policy change that would allow local authorities looking at upgrading road lighting to LED to access funding faster.

31. Auckland Transport has just awarded for four new Street Light Maintenance and Renewals contracts for four years beginning this month. This includes the replacement LED programme which began in May 2015.

32. Mr Bridges says this is an excellent result and that the accelerated renewal LED conversion programme ensures capital is available to all councils that wish to undertake this work. LED technology – which is cheaper over time, safer and more efficient – is a smart choice for communities and for New Zealand.

33. The region is divided into four contract areas: Electrix Ltd won the north and west contracts, Downer ITS won the central and south contracts. Auckland Transport is in the process of awarding a contract to Northpower for Waiheke Island. Northpower is the Vector contractor on the island so has a depot and staff there.

34. Phase one of the contracts focuses mainly on residential roads which comprise approximately 40 per cent of the regions street lighting network.

35. AT has had a policy since 2012 that all new lights on pedestrian dominated roads will be LED luminaires. Changing the old lights to LEDs will reduce the energy consumption by more than 60 per cent. Auckland Transport already has approximately 2,000 energy efficient LED luminaires in service. The roll-out will immediately see 1,000 lights replaced in the Mount Albert/Mount Roskill area.

36. At the same time the new luminaires are changed a Tele-management System (TMS) is being installed to manage and monitor the network. Through better management of light levels a further 15 to 20 per cent of energy savings can be achieved. The TMS will provide enhanced customer service as any faults on the network will be reported daily.

37. AT already has LED luminaires around Eden Park which are controlled by a TMS system. This was established under an earlier project and has worked well by increasing light levels before and after events.

38. International experience has shown that white light is also a factor in crime prevention; delivers greater comfort and security and improves visibility and reaction times for drivers and pedestrians, resulting in fewer vehicle crashes and injuries.

Local Board views and implications

39. The Board’s views will be incorporated during consultation on any proposed schemes.

Implementation

40. All proposed schemes are subject to prioritization, funding and consultation.

Attachments

No.	Title	Page
a View	Upgrade of the footpaths of the Old Papatoetoe Business Improvement District	17
b View	Regional Land Transport Plan (RLTP)	21

Signatories

Authors

Melanie Dale – Auckland Transport Elected Member Relationship Manager

Authorisers

Jonathan Anyon – Auckland Transport Elected Member Relationship Team Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

21 September 2015

Corner of Sutton Crescent and Great South Road, Papatoetoe

File No.: CP2015/19129

Purpose

1. To report the findings of the “Sutton Corner Concept Working Party” and recommend adoption of the preferred concept plan.

Executive Summary

2. On 16 March 2015 the Otara Papatoetoe Local Board resolved “that the Ōtara-Papatoetoe Local Board:

a) approve the setting up of the Sutton Corner Concept Working Party.

b) agree the Terms of Reference for the working party.

c) appoint Members Robertson and McCracken as its representatives on the working party, with Member Robertson to chair the working party.

d) request that the working party complete its work and report back to the board in July 2015 with its preferred concept plan options” (OP/2015/30 refers).

3. The Working Party, which was made up of groups directly impacted by the future development, met on four occasions and considered a number of concept options. The preferred option is attached and recommended for adoption.

4. The working party unanimously agreed that the attached plan was the option that could best achieve the desired community outcomes.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Adopt the attached Sutton Crescent and Great South Road Corner, Papatoetoe, Concept Plan.

Comments

5. The parcel of land on the corner of Sutton Crescent and Great South Road, Papatoetoe, is contained in eight titles comprising approximately 6,400 square metres.

6. The Ōtara-Papatoetoe Local Board Plan proposes to open up the Sutton Crescent/ Great South Road corner, to make the sports facilities visible from Great South Road and create an open space close to the Hunters Corner shopping area. The local board plan continues a long-standing council policy to acquire this land. Council already owns some of the land.

7. While the broad outcomes for the corner site are well established, the details of development still need to be worked out. An approved concept plan for the site is needed to provide a clear vision and framework to assist council with decision making on acquisitions, property (including lessee) management and future site development.

8. The Otara Papatoetoe Local Board resolved to establish a working party to consider various options and recommend a concept plan encompassing the parcel of land.

9. The working party comprised two members from the Otara Papatoetoe Local Board, two representatives from the Hunters Corner Town Centre Association Incorporated, two representatives from the Papatoetoe Sports and Community Charitable Trust and a representative from Hunters Plaza.

10. The working party met on four occasions; 30 March, 13 April, 4 May and 25 May 2015. The methodology employed was to identify stakeholder requirements and aspirations, consider legal requirements and to develop a concept plan to achieve as many of the identified requirements as possible.

11. The requirements and aspirations of stakeholder organisations were identified as:

Green space

Need green space with an indoor /outdoor café /restaurant. The space does not need to be a huge area but we need somewhere for shoppers to have an al fresco lunch and eat their sandwiches. Preference for a green communal space.

Civic identity

We also need a civic heart; some sort of feature such as a rotunda, town clock tower or water fountain is needed.

Passive recreation

Passive recreation area required. Not keen to see the area built-up and enclosed.

Active recreation

At least one 3-a-side basketball court and hoop and a commercial gymnasium.

Formal and informal sport

Pavilion for tennis and netball. Additional tennis court. Indoor basketball /netball /volleyball /badminton court adjacent to the pavilion.

Sustainability

Awareness and acceptance of the trust’s need for financial sustainability.

12. Various concept options were considered, including options developing the corner site solely with the titles currently owned by Auckland Council, developing the site with any one or more of the titles not currently owned by Auckland Council and lastly the corner site in its entirety.

13. The working party systematically considered concept options. The options firstly considered were based around the utilisation of the properties currently owned by Auckland Council. The working party unanimously agreed that those options could not achieve the desired community outcomes.

14. The options secondly considered were based around the utilisation of the properties currently owned by Auckland Council together with any one additional property not currently owned by Auckland Council. The working party unanimously agreed that those options could not achieve the desired community outcomes.

15. The options thirdly considered were based around the utilisation of the properties currently owned by Auckland Council together with any two additional properties not currently owned by Auckland Council. The working party unanimously agreed that those options could not achieve the desired community outcomes.

16. The options lastly considered were based around the utilisation of the corner site in its entirety. The working party unanimously agreed that this option could best achieve the desired community outcomes.

Consideration

Local Board views and implications

17. The findings of the working party and the rationale for such findings were discussed with the Otara Papatoetoe Local Board at a workshop on Monday 6 July 2015.

Māori impact statement

18. 15.6% of Otara Papatoetoe residents identified themselves as Maori in the 2013 census, compared with 10.7% across the Auckland’s population. The desire to create additional areas of open space and enhance the visibility of and access to existing open space will benefit all residents, including Maori.

19. Maori will be invited to engage during the site’s detailed design and development. The recommended concept plan recognizes the intent to include abstract themed play that recognises the Maori and Pacific culture of Papatoetoe.

Implementation

20. The adoption of the recommended concept plan requires no further implementation.

Attachments

No.	Title	Page
a View	Recommended Concept Plan	37

Signatories

Authors

Martin Devoy - Sport & Recreation Project Leader - South

Authorisers

Malcolm Page - Manager Local & Sports Parks South

Jane Aickin - Manager Local and Sports Parks Central

Mark Bowater - Manager Local and Sports Parks

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

21 September 2015

OMAC Takutai-ā-Kiwa Change of Name and Approval of Business Plan 2015-2018

File No.: CP2015/18316

Purpose

1. This report presents the business plan for Otara Music Arts Centre (OMAC) for approval by the Ōtara-Papatoetoe Local Board and seeks approval to change the name of the centre from Otara Music Arts Centre to OMAC Takutai-ā-Kiwa.

Executive Summary

2. OMAC Takutai-ā-Kiwa is funded by the Ōtara-Papatoetoe Local Board and managed by council staff.

3. As part of improving business processes, staff are developing three-year business plans for all local arts and culture facilities, including OMAC. These plans require local board approval.

4. The OMAC business plan sets out the strategic context in which the centre operates, and communicates the centre’s vision, mission, objectives and priorities, as well as the actions that will be taken to achieve them.

5. Points of note in the business plan are:

· staff will develop a Community Engagement and Facility Outreach Plan, as well as a communications plan, in 2015/16

· one of the proposed priorities for 2015/16 is to conduct an operational review of the Village Recording Studio including hire options and equipment and software upgrades

· priorities and actions for 2015/16 will be reviewed and updated prior to 2016/17, requiring local board approval.

6. Staff will report progress annually against key performance measures and against delivering priorities and actions to the Ōtara-Papatoetoe Local Board.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve the OMAC Takutai-ā-Kiwa Business Plan 2015-2018

b) approve the change of name for the facility from Ōtara Music Arts Centre, to now be known as OMAC Takutai-ā-Kiwa

c) note that staff will investigate the availability of capex and/or renewals budgets for the potential future equipment and software upgrades; and the proposed wall of fame at OMAC.

Comments

Background

7. OMAC is a purpose-built music arts centre that opened in July 1988. The centre is council-owned and operated and includes a main performance hall, a green room/meeting space, a digital music production suite and a recording studio, as well as music rehearsal rooms for private one-on-one music lessons.

8. Over time, OMAC has been known as ‘Ōtara Music Arts Centre’ alongside a Māori name, ‘Takutai-ā-Kiwa’. The origins of the Māori name are not completely known but it translates as ‘The Shores of Kiwa’. The purpose of changing the name of the facility to ‘OMAC Takutai-ā-Kiwa’ is to offer a brand that will hold currency in both the community and music industry.

9. As part of improving business processes, staff are developing three-year business plans for all local arts and culture facilities, including OMAC. These plans require local board approval.

10. The business plan (Attachment A) sets out the strategic context in which OMAC operates, and communicates the centre’s vision, mission, objectives, and priorities, as well as the actions that will be taken to achieve them.

11. The business plan for OMAC aligns to the Ōtara-Papatoetoe Local Board Plan (2014-2017) where appropriate, and notes the vision along with outcomes, objectives and key initiatives that are considered of high relevance to the business plan.

Scope of the Plan

12. The business plan covers the three-year period from 2015/2016 to 2017/2018. Priorities and actions are to be reviewed and updated annually.

13. The scope of the business plan is set out in Table One below:

Table One: scope of OMAC business plan
In scope	Out of scope
All public spaces within OMAC	Auckland Council arts and culture facilities other than OMAC
All programming activities within OMAC	Auckland Council community facilities
All community outreach activities by staff
All relationship management activities between the centre and stakeholders
The facility’s operating budget for delivery of the business plan’s objectives

Information and feedback used in informing the business plan

14. Staff held a workshop with local arts and culture stakeholders in March 2015 to invite views and ideas on what could be done to improve the centre’s engagement with local residents and communities. Local board members have been closely involved in the business planning project, including attendance at the stakeholder workshop. These discussions have informed the business plan.

15. Staff also reviewed and analysed of the following:

· annual visitor and participant survey data

· all visitor and attendee statistics

· demographic profile information for the Ōtara-Papatoetoe Local Board area

· an online survey that looked at whether the facility was achieving its purpose and how to improve the facility’s reach to the community

· a facilitated strategic workshop of invited community residents, facility stakeholders and local board members

· feedback and information from a staff operational planning workshop

· local board direction and input.

OMAC priorities for 2015/2016

16. Priorities identified in the business plan for 2015/2016 include:

· to develop and implement a Community Engagement and Facility Outreach Plan

· to develop pathways and connections into the professional music and performing arts industries

· to develop MOUs/partnerships with key community organisations to deliver broader community engagement activities and increase off-peak utilisation of spaces

· to develop and implement an OMAC Mar-Comms Plan

· to conduct an operational review of the Village Recording Studio including hire options and equipment and software upgrades.

17. One of the proposed actions from the business plan is to establish/instigate a wall of fame at OMAC that showcases past artists. This would require an initial capex investment of $5,000.

Consideration

Local Board views and implications

18. The OMAC business planning project was formally presented to the Ōtara-Papatoetoe Local Board at its 16 February business meeting, where it was resolved that Member Fuli be the board’s representative on the project steering group.

19. Local board members were invited to attend and contribute to the 31 March strategic workshop where future priorities for OMAC were discussed.

20. The vision, mission, objectives and key performance measures were discussed with Member Fuli at the 4 May steering group meeting and with Member Lee at an arts portfolio catch-up on 28 May.

21. The vision, mission, objectives and key performance measures were circulated to members for their feedback in June. No comments were received.

22. The draft business plan was presented and discussed with Member Fuli at the 29 June steering group meeting.

Māori impact statement

23. Mana whenua representatives were invited to participate in the strategic workshop with local arts and culture stakeholders in March 2015.

24. The population in the Ōtara-Papatoetoe local board area is 15.6 per cent Māori; greater than the Auckland-wide average of 10.7 per cent. Participation in current programming offered at OMAC is reflective of local demographics.

Implementation

25. The business plan includes a set of key performance measures and annual targets. Performance against these targets will be presented annually to the local board along with progress on delivering priorities and actions identified within the business plan.

26. A high-level update on OMAC and implementation progress on the business plan will be provided to the local board through quarterly omnibus reporting.

Attachments

No.	Title	Page
a View	Otara Music Arts Centre Business Plan	43

Signatories

Authors

Kaye Glamuzina - Manager Arts and Culture

Catalina Vercelli - Arts and Culture Project Lead

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

21 September 2015

Report back on 2014/15 Local Environment and Waste Minimisation work programmes

File No.: CP2015/15681

Purpose

1. To provide a summary of outcomes to the Ōtara-Papatoetoe Local Board from their local environmental work programme for the 2014/2015 financial year.

Executive Summary

2. The Ōtara-Papatoetoe Local Board identified aspirations in their Local Board Plan 2014-2017 to achieve ‘healthy harbours and waterways’ and ‘thriving communities’ in their board area. To give effect to these aspirations the local board committed $25,529 in total to local environmental and waste minimisation projects in 2014/2015.

3. The Ōtara-Papatoetoe Local Board agreed to allocate this funding in 2014/15 as follows:

· support for an enhanced Wai Care programme ($7,029)

· support for the Manukau Harbour Forum ($8,500)

· support for a resource recovery scoping study ($10,000).

4. This report summarises the key achievements and outcomes of projects delivered through these budget lines as part of the board’s 2014/2015 environmental work programme.

5. In addition to summarising the key achievements of the 2014/2015 local board environmental work programme this report also provides an update on related regional projects delivered in the board area in 2014/2015.

Recommendation

That the Ōtara-Papatoetoe Local Board:

a) Notes the outcomes and achievements of their 2014/2015 local environmental work programme.

Comments

6. The Ōtara-Papatoetoe Local Board identified aspirations in their Local Board Plan 2014-2017 to achieve ‘healthy harbours and waterways’ and ‘thriving communities’ in their board area. To give effect to these aspirations the local board committed $25,529 in total to local environmental and waste minimisation projects in 2014/2015.

7. As stated above, the Ōtara-Papatoetoe Local Board funded three projects to be delivered from this total local environmental budget in 2014/2015. These were:

· support for Wai Care – board contribution of $7,029 to enhance the regional programme of works in their area.

· support for the Manukau Harbour Forum – board contribution of $8,500 to a work programme jointly funded by eight other boards.

· support for a resource recovery scoping study – board contribution of $10,000 to a joint project with four other southern boards.

8. A summary of achievements and outcomes for each of these projects for the 2014/2015 financial year is provided below.

Wai Care Programme - $7,029

9. Wai Care is a regional Auckland Council programme that encourages schools and community groups to engage in water quality monitoring and care of their local streams.

10. Through this budget the Ōtara-Papatoetoe board funds a higher level of Wai Care activity in their board area than could be achieved through regional budgets.

11. This meant that in 2014/2015 as part of their involvement in the Wai Care programme a number of schools in the board area participated in class sessions on stream ecology before undertaking stream monitoring trips and fish surveys.

12. The funding that the Ōtara-Papatoetoe Local Board provided to augment this regional funding supported the following schools and key Wai Care activities in 2014/2015. The activity and schools supported by this regional investment is detailed further in this section.

Dawson’s Primary School

13. Dawson’s Primary increased their involvement with Wai Care in 2014/2015. Year five to eight students were introduced to Wai Care with in-class sessions on water quality followed by a visit to the stream at Rongomai Reserve to test the water and identify stream macroinvertebrates of the Otaki Creek. An extra class took on scientific investigations of the Ōtara Creek.

14. Wai Care co-ordinators have been working closely with a science ‘hub’ teacher on a stream investigation which has been a core part of his programme. A group of year three to eight students planted 300 plants along the Ōtara Creek at Kennel Hill and also along Te Irirangi Drive at the flood detention pond.

De La Salle College

15. De La Salle College’s year nine science classes continued their regular water quality monitoring of the Otaki Creek and the year eight classes integrated their waterway investigations into the curriculum. The school also worked with council’s Wai Care and Education for Sustainability teams to gain local board funding to implement a riparian restoration plan on the school grounds in 2015/2016.

Tangaroa College

16. Wai Care worked with Tangaroa College on their regular water quality sampling project at the Ōtara Creek for the joint Council and National Institute of Water and Atmospheric Research (NIWA) citizen science monitoring trial.

17. Wai Care also supported the school to plant 300 trees alongside Ōtara Creek with funding and support from the local board and Contact Energy.

Papatoetoe East School

18. Wai Care helped Papatoetoe East School with the planning and delivery of plantings of their outdoor classroom area adjacent to the Otaki Creek. 240 year four to six students and 12 teachers planted 580 plants along this tributary of Ōtara Creek, within their school grounds.

Regional Wai Care activity

19. In addition, to the locally funded Wai Care activity, regional funding supported the delivery of the programme to other schools and community groups within the local board areas. Key achievements are listed below:

Papatoetoe Central School

20. Wai Care has been working with the year six students to collect seeds and propagate plants for planting next year. Students also undertook regular stream monitoring of the Ōtara Creek and did a stream clean up.

21. The school also planted 180 plants along the Allenby Stream (Ōtara) with Wai Care and support from Manukau Beautification Trust.

Papatoetoe High School:

22. Wai Care worked with Papatoetoe High School enviro council, continuing the riparian planting along the Ōtara Creek on their school grounds. This included extending the riparian planting and weeding (including moth plant growth) around the existing native plants. The project is now in its tenth year.

23. The school also conducted a wider stream clean up with the assistance from the Manukau Beautification Trust.

East Tamaki School

24. Students worked with Wai Care to plant near the Dawson’s Primary School site of Te Irirangi Drive at the flood detention pond.

Community engagement

25. Wai Care supported nine members of the community and 18 adults from the Corrections periodic detention team with an Otaki Stream clean-up. The groups collected enough rubbish and bamboo to fill a 15 cubic metre skip.

Church of Latter Day Saints

26. Wai Care worked with the Latter Day Saints, Papatoetoe Stake who held an annual "Helping Hands" community service event clearing litter on another section of the Otaki Stream.

27. Wai Care also held a demonstration session on water quality monitoring methods and displayed freshwater fish and stream macroinvertebrates for the Latter Day Saints at the Harania Stream

Manukau Harbour Forum - $12,000

28. The Ōtara-Papatoetoe Local Board is also a member of the Manukau Harbour Forum (MHF). The broad objectives of the MHF are to ensure collective action by the 12 local boards surrounding the Manukau Harbour to improve the water quality of the harbour.

29. In 2014/2015 the MHF work programme focused on developing a strategic communications plan, including developing content for the MHF and Manukau Harbour pages on the Auckland Council website as well as the ongoing newsletters to stakeholders and interested parties.

30. At the time of writing, a total of three of the flagship sites events had been held. A full report back to the Forum on the first year of the Forum’s work programme was presented on 10 August 2015.

31. The board allocated $12,000 in 2015/2016 to fund year two of the MHF work programme at its May 2015 meeting (Resolution number OP/2015/71). Further updates on this work will be provided to the board through quarterly updates.

Southern Resource Recovery Facility - $10,000

32. The development of a regional Resource Recovery Network (RRN) is a key initiative in Auckland Council’s 2012 Waste Management and Minimisation Plan and will contribute towards the regional goal of zero waste by 2040.

33. A long-term strategy for the RRN was endorsed in 2014 which involves council developing 12 Community Recycling Centres over the next ten years. The strategy recommends two of these sites be established within the combined boundaries of the Howick, Mangere-Ōtāhuhu, Manurewa, Ōtara-Papatoetoe and Papakura local boards and allocates funding for their establishment.

34. These five local boards each allocated $10,000 from their 2014/2015 budgets to support a scoping study for resource recovery in the south, with complementary funding of $50,000 from regional budgets. The scoping study is being completed in two stages.

35. Stage one of the scoping study has focused on information gathering; identifying existing resource recovery initiatives and groups or businesses that could play a role in resource recovery in the future, finding suitable sites for Community Recycling Centres (CRCs) and starting the analysis on how the RRN could develop in the south.

36. A report on phase one of the scoping study was presented to the relevant boards at a joint workshop in July 2015. More detail regarding the outcomes of this project is included in attachment A and is summarised below. Key outcomes included:

· Identification and categorisation of 107 existing resource recovery and recycling related facilities in the study area.

· Identification of a number of sites that warrant further investigation as to their suitability as Community Recycling Centres or for other community-led resource recovery activities.

· Engagement and discussion with over 70 organisations interested in exploring opportunities represented by the Resource Recovery Network in the south.

37. Within the Ōtara-Papatoetoe local board area, council partnered with O-Waste to identify other organisations who might have potential to be engaged in resource recovery in future. O-Waste is a collective of organisations including Otara Health, The Roots, Otara Unlimited, Crosspower, Te Puke O Tara and the Otara Business Association, who are already engaged in waste minimisation activities through a regional partnering arrangement with council.

38. The second stage of the scoping study will encourage connections, and possible collaborations, between potential operators of facilities and assist them in identifying what their capacity building requirements are.

39. The search for potential sites will continue, with in-depth analysis applied to identify the most suitable sites for CRCs. Finally a plan will be developed to progress the establishment of at least two CRCs in the south within the next two to five years.

Consideration

Local Board views and implications

40. This is a report prepared specifically for the Ōtara–Papatoetoe Local Board.

Māori impact statement

41. It is recognised that environmental management, water quality and solid waste disposal have integral links with the mauri of environments and concepts of kaitiakitanga.

42. Some of the identified activities were and are of interest to Maori and, where appropriate, provisions for mana whenua participation, contribution, and consultation in projects will be incorporated.

43. As noted in Auckland Council’s Waste Management and Minimisation Plan, the tangata whenua world view reflects the WMMP’s emphasis on an integrated life cycle approach to the management of natural resources and the concepts of zero waste, waste recovery and waste minimisation.

44. In recognition of this, consultation and engagement with Māori was undertaken as part of the southern scoping study for the development of the RRN.

45. This work in the local board area contributes to a region wide initiative to work in collaboration with mana whenua and mataawaka to create a mind-set and behaviour change to seeing waste as a resource and minimising waste to landfill.

Implementation

46. There are no implementation issues arising from this report. Regular reporting on project delivery was provided through the quarterly report from the Infrastructure and Environmental Services department, or as required.

Attachments

No.	Title	Page
a View	Southern Scoping Study -Stage One Report	69

Signatories

Authors

Varsha Belwalkar - Relationship Advisor

Mara Bebich - Stakeholder Liasion Manager

Lucy Hawcroft - Senior Relationship Advisor

Hazel Meadows Environmental Initiatives Team Manager, Environmental Services

Authorisers

John Dragicevich - Manager Infrastructure and Environmental Services

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

21 September 2015

Puhinui Stream Event May 2016

File No.: CP2015/18589

Purpose

1. To seek approval for the allocation of $15,000 from the Ōtara-Papatoetoe Local Board local event support fund, to deliver ‘Puhinui Stream’ as a dual local board event on Saturday 7 May 2016.

Executive Summary

2. ‘Puhinui Stream’ is a 5km non-competitive give it a go event open to runners, walkers, casual cyclists and children. Following the 5km Puhinui stream walkway, the event will start in Hayman Park, Manukau and end in Totara Park, Manurewa.

3. The Manurewa Local Board has been asked to confirm $15,000, from the local event support fund at the 10 September 2015 local board meeting.

4. The Puhinui Stream event will be delivered by council event delivery staff. Event delivery staff will work to engage local community groups and council staff in parks, recreation and environment from both local board areas.

5. Event delivery staff met with the Ōtara-Papatoetoe Local Board events, park and recreational portfolios holders to discuss the proposed event. Members have shown support for the event and suggested the potential of a dual-board event. Manurewa Local Board supports this initiative on the basis that both boards provide equal funding.

6. If the event is a dual event across the Manurewa and Ōtara-Papatoetoe local boards, activities at Hayman Park will be expanded and council staff will seek to engage community groups and people in the Manukau area to participate in the event.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approve funding of $15,000, from the local event support fund, towards the Puhinui Stream event on 7 May 2016.

b) Delegate the event portfolio holder, or recreation portfolio holder to approve the event programme with support and advice from staff.

Comments

7. The Puhinui stream event aims to attract a culturally diverse audience of all-ages including families, teams, friends and individuals who may use it as a training event.

8. The event is designed to benefit participants by encouraging a healthy active lifestyle, be entertaining and offer education about the stream geography and environment.

9. The event will feature activities and live music at the start and finish lines with entertainment and activities placed along the 5km route (refer to Appendix A for event format).

10. The event also contributes to the Auckland Sport and Recreation Strategic Action Plan, in particular Goal 7 Participation:

‘More Aucklanders living physically active lives through participation in informal physical activity, recreation and sport’. This is achieved through:

1. Affordable and accessible options

2. Children and young people being more active

3. Promoting healthy and active lifestyles

4. Auckland’s diverse range of communities being more active.

11. The Manurewa Local Board will consider a recommendation to allocate $15,000 at the Thursday 10 September local board meeting on the basis that Ōtara-Papatoetoe Local Board allocates equally. If allocation from Ōtara-Papatoetoe Local Board is less than $15,000 the Manurewa Local board will fund up to $25,000.

12. The Puhinui Stream event will be delivered by council event delivery staff. Event delivery staff will work to engage local community groups and council staff in parks, recreation and environment from both local board areas.

13. Event delivery staff met with the Ōtara-Papatoetoe Local Board event, park and recreational portfolios holders to discuss the proposed event. Members have shown support for the event and suggested the potential of a dual-board event. Manurewa Local Board supports this initiative on the basis that both boards provide equal funding.

14. As a Manurewa and Ōtara-Papatoetoe dual-board event activities at Hayman Park will be expanded and council staff will seek to engage community groups and people in the Manukau area to participate in the event.

15. In the event that Ōtara-Papatoetoe Local Board chooses not to fund this event, it can be delivered by the Manurewa Local Board using Hayman Park for a start-line with reduced activities.

Consideration

Local Board views and implications

16. The Ōtara-Papatoetoe Local Board has an interest in supporting sports and recreation, and events.

17. It is proposed that Ōtara-Papatoetoe Local Board and Manurewa Local Board work together to deliver an event beneficial to the wider community of South Auckland.

Māori impact statement

18. The Puhinui Stream event is designed to benefit the local community as a whole, including Māori. Local iwi were not specifically consulted with in the scoping of this event.

Implementation

19. If the local board to approves funding for this event, discussions around tailoring the event for both local board areas will be finalised by late November 2015. This will enable council staff to commence community engagement with groups and potential commercial partners.

20. Council staff will work with both local boards to determine possible partners/sponsors for the event with the goal of securing $5,000 – 10,000 sponsorship by February 2016.

21. It is proposed that the event takes place on Saturday 7 May 2016 with no rain date.

Attachments

No.	Title	Page
a View	Attachment A: Puhinui Stream Event Proposal	109
b View	Attachment B: Puhinui Stream Estimated Budget	111

Signatories

Authors

Leanne Roche – Event Organiser

Authorisers

David Burt – Manager Events

Graham Bodman - Manager - Community Development, Arts and Culture

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

21 September 2015

Otara-Papatoetoe Local Board Quick Response Grant Applications: Round One 2015/2016

File No.: CP2015/18760

Purpose

1. The purpose of this report is to present applications received for round one of the Otara-Papatoetoe Local Board Quick Response Grants 2015/2016. The local board is required to fund, part-fund or decline these applications.

Executive Summary

2. The Otara-Papatoetoe Local Board has set a total community grants budget of $330,000 for the 2015/2016 financial year.

3. Ten eligible applications were received in this round, with a total requested of $23,968. An additional two applications were received requesting $3,137, but are not eligible for assistance.

Recommendation/s

That the Otara-Papatoetoe Local Board:

a) consider the applications listed in Table One and agree to fund, part-fund or decline each application in this round.

Table One: Otara-Papatoetoe Local Board Round One Quick Response Applications

Application No.	Organisation Name	Project	Total Requested	Eligible/ ineligible
QR1613-114	Bhartiya Samaj Charitable Trust	Towards venue hire for 13 May Road, Mt Roskill (transport costs for members to attend meetings and gatherings and the cost of outings for seniors)	$750	Eligible
QR1613-102	Connect the Dots Charitable Trust	Towards the cost of two facilitators, planning costs, marketing and materials for the Make Moments series of free, facilitated art-discussion tours for older people and those living with dementia and their carers to be held at Fresh Gallery	$1,000	Eligible
QR1613-103	Inner Wheel Club of Howick	Towards the purchase of materials for wool and fleece blankets, materials and mattress filling for the dolls cots, face flannels and other items for the hygiene kits for patients at KidzFirst Hoapital	$1,000	Eligible
QR1613-108	Papatoetoe Adolescent Christian Trust (PACT)	Towards the removal of the wall and repostioning the stairs at the PACT Community Building, 311 Great South Rd, Papatoetoe	$1,830	Eligible
QR1613-104	Papatoetoe Neighbourhood Support	Towards i-flags, office supplies, printing costs, chairs, table and stands for the Papatoetoe Neighbourhood Revitalisation Project	$1,428	Eligible
QR1613-110	Roopa Aur Aap Charitable Trust	Towards organising the Jaagirit (Awakening) project, venue hire, promotion, volunteer costs, travel expenses, equipment hire costs, vehicle related travel reimbursement, promotional material, stationery, telephone expenses, counselling sessions and various other organisational expenses	$2,000	Eligible
QR1613-109	Woman Care Trust	Towards the cost of a yoga teacher for monthly two-hour yoga sessions for senior women	$960	Eligible
OP15-2043	Manukau Indian Association Inc.	Towards the cost to host the 2015 Diwali Festival at Vodafone Events Centre (venue hire, sound/lighting, advertising, printing, stalls and performances)	$15,000	Eligible
		Total Requested	$23,968

b) declines the ineligible applications listed in Table Two for the reasons stated.

Table Two: Otara-Papatoetoe Local Board Round One Quick Response Ineligible Applications

Application No.	Organisation Name	Project	Total Requested	Ineligible
QR1613-116	Papatoetoe Rugby Football Under 9 Restricted Team	Towards the costs to attend the 2015 Under 9 Rugby Tournament being held in Taupo in early September 2015	$3,137	Not eligible – event taking place before consideration by the local board
QR1613-112	South Auckland Tongan SDA Community	Towards the purchase of brass band instruments	No amount provided	Not eligible – incomplete application, including no amount requested.

Comments

1. The implementation of the new Community Grants Policy commenced on 1 July 2015. The policy supports each local board to adopt a grants programme for 2015/2016 and the Ōtara-Papatoetoe Local Board adopted its grants programme on 20 April 2015 under Resolution Number OP/2015/50 (see Attachment A).

2. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements.

3. The Ōtara-Papatoetoe Local Board will operate four quick response rounds for this financial year. The first quick response round closed on14 August 2015 2015.

4. The new community grant programmes have been extensively advertised through the new council grant webpage, local board webpages, local board e-newsletters and Facebook pages, council publications, radio, local newspapers and community networks. Staff have also conducted a series of public workshops in local board areas, which have been attended by approximately 1000 people across the Auckland region.

5. For the 2015/2016 financial year, the Ōtara-Papatoetoe Local Board set a total community and events grants budget of $330,000, as below:

2015/2016 Annual Budget	Fund Type	Grants paid	Balance
$164,000	Local Community Grants Funds		$164,000
$166,000	Local Events Support Grants Fund	$143,511	$22,489
$330,000		$143,511	$186,489

6. It is recommended that the board consider allocating up to $23,310 of this in this grant round.

7. Ten eligible applications were received for this quick response round, requesting a total of $23,968. One application, from the 2014/2015 grant round is now submitted for this local board’s consideration. This is a multi-board application and was not available for the last local board meeting timeframes. The applicant is therefore requesting more than the $1,500 limit for the quick response grant programme.

8. Two applications received are not eligible. One application was for an event taking place prior to the local board business meeting. The second application was incomplete as some required information not supplied, including a requested amount. The applicant was given additional time to fully complete and resubmit the application, but was not able to supply this information.

Consideration

Local Board views and implications

9. Local boards are responsible for the decision-making and allocation of local board community grants. The Ōtara-Papatoetoe Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

10. The board is requested to note that section 50 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time.”

Māori impact statement

11. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, activities that benefit a wider range of individuals and groups, including Maori. As a guide for decision-making, in the allocation of community grants, the new community grants policy supports the principle of delivering positive outcomes for Maori, One organization has indicated their project targets Maori or Maori outcomes.

Implementation

12. The allocation of grants to community groups is within the adopted Long Term Plan 2015-2025 and local board agreements.

13. Following the Ōtara-Papatoetoe Local Board allocating funding for round one quick response, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a View	Otara-Papatoetoe Local Board Grant Programme 2015/2016	117

Signatories

Authors

Jenny Young - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

21 September 2015

Performance Report for the Ōtara-Papatoetoe Local Board for the year ended June 2015

File No.: CP2015/16272

Purpose

1. To update the Ōtara-Papatoetoe 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.

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 Sports Parks and Recreation overview

· Local Infrastructure and Environmental Services (IES) overview

· ATEED Report

· Treasury Report

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Receive the Performance Report for the Ōtara-Papatoetoe Local Board for the year ended June 2015

Comments

6. In consultation with local boards this omnibus report provides the elected members with an overview of local activities from council departments and CCO’s.

7. The Performance Report contains departmental and CCO reports for inclusion and discussion. Some of these will be six monthly reports depending on agreed reporting cycles.

Consideration

Local board views and implications

8. The report is presented to the Ōtara-Papatoetoe Local Board members at a workshop prior to the business meeting.

Maori impact statement

9. 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

No.	Title	Page
a View	Ōtara-Papatoetoe Local Board Performance Report to June 2015	123

Signatories

Authors

Faithe Smith - Lead Financial Advisor

Authorisers

Christine Watson - Manager Financial Advisory Services - Local Boards

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

21 September 2015

Ōtara-Papatoetoe Local Board

21 September 2015

Youth Connections Quorum Change

File No.: CP2015/19074

Purpose

1. To request the Youth Connections Local Governance Group (LGG) for Māngere-Ōtāhuhu Local Board and Ōtara-Papatoetoe Local Board quorum for formal decision making be reduced from four to three members, under the Terms of Reference, clause 4.2.

Executive Summary

2. The Youth Connections Local Governance Group (LGG) for Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards was set up by the two boards. The LGG has six members, three from each board and the Terms of Reference require four members as the quorum for formal decision making by the LGG (clause 4.2). At several meetings called recently, the quorum has not been achieved, causing difficulty to the LGG with transacting its business.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve a change to the Terms of Reference for the Youth Connections Local Governance Group, clause 4.2, reducing the quorum for formal decision making by the LGG from 4 members to three members.

Comments

3. The Youth Connections Local Governance Group (LGG) for Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards was set up by the two boards under terms of reference approved in resolutions of each board MO\2013\535 on 20 November 2013 and OP\2013\543 on 18 November 2013.

4. The Terms of Reference require four members as the quorum for formal decision making by the LGG (clause 4.2). The LGG has six members, three from each board.

5. At several meetings called recently, the quorum has not been achieved, causing difficulty to the LGG with transacting its business.

6. On 27 August 2015, the LGG discussed the quorum issue. During its discussion, the LGG noted that the terms of reference were to be updated this electoral term. The update requires a wide review of the working of the LGG, which will take some time to complete. Given the practical difficulties, it was considered desirable to amend the quorum requirement, ahead of the general update of the terms of reference.

7. The LGG recommended to the two boards that the quorum be reduced from four to three.

Attachments

No.	Title	Page
a View	Terms of Reference	201
b View	Minutes of the Youth Connections Local Goverance Group meeting 27 August 2015.	207

Signatories

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

Ōtara-Papatoetoe Local Board

21 September 2015

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

File No.: CP2015/19164

Purpose

1. This report provides a summary of information-only reports and resolutions for circulation to the Ōtara-Papatoetoe Local Board.

2. The Albert-Eden Local Board has referred resolution AE/2015/78 regarding the Notice of Motion – Call for Public Consultation on the Trans Pacific Partnership Agreement (Attachment A), that was considered at the 2 September 2015 meeting.

Resolution number AE/2015/78

MOVED by Member GD Easte, seconded by Member MJ Watson:

That the Albert-Eden Local Board:

a) Receives the Notice of Motion – Call for Public Consultation on the TPPA.

b) Notes that;

i. While the proposed Trans Pacific Partnership Agreement (TPPA) will hopefully generate economic benefits to New Zealand through increased trading opportunities for exporters, there are also significant potential risks to our sovereignty, environment and way of life;

ii. The TPPA negotiations have been conducted over the last eight years without any public disclosure of the contents let alone consultation or adequate debate about its principles or provisions;

iii. The only publicly available information about the detail of the proposed treaty has come about through partial leaks and overseas sources;

iv. Much of this so-called free-trade agreement consists of provisions to protect the interests of multi-national corporations, including investor-state rules that would allow multi-national companies to sue our government for damages in secret extra-legal tribunals if laws or regulations or policies of either local or central government affected their ability to trade or make a profit within New Zealand;

v. The resolution of Auckland Council on 20th December 2012, and in particular clause xii which calls for TPPA negotiations to be conducted with “real public consultation including regular public releases of the text of the agreement and ratification being conditional on a full social, environmental and economic assessment including public submissions;”

vi. The Government has apparently ignored the Council resolution, and similar resolutions from other Councils and numerous other public interest organisations and stubbornly refuses to release any meaningful information about the contents of the treaty.

c) Requests that Auckland Council;

i. Seeks clarification from the Minister of Trade on how their recommendations are being addressed in current negotiations;

ii. Makes available to local boards and Auckland citizens the government’s response and an analysis of the adequacy of undertakings to address Council’s concerns

d) Requests that officers circulate these resolutions and background information to the Mayor and the Governing Body, and all other local boards.

e) Urges the Minister of Trade to urgently release the broad principles and rules of the draft TPPA and provide sufficient information and time for the public to have an informed debate and understanding of the full social, environmental and economic impact.

CARRIED

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the Albert-Eden Local Board AE/2015/78 resolution regarding the Notice of Motion – Call for Public Consultation on the TPPA.

Attachments

No.	Title	Page
a View	Notice of Motion - Call For Public Consultation on the TPPA	233

Signatories

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

Ōtara-Papatoetoe Local Board

21 September 2015

Ōtara Papatoetoe Local Board members portfolio update

File No.: CP2015/17853

Purpose

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

Executive Summary

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

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

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

· Provide clear steering of the relevant work programme

· Lift detailed discussion out of local board meetings and workshops

· Ensure key decisions go before the full local board

· Reduce or avoid delays in project delivery

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

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

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

· Maintain mutual trust

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

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

Recommendation/s

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

Attachments

There are no attachments for this report.

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers

Chairperson	Fa’anānā Efeso Collins
Deputy Chairperson	Ross Robertson, QSO, JP
Members	Lotu Fuli
	Stephen Grey
	Mary Gush
	Donna Lee
	John McCracken