Agenda of Puketāpapa Local Board

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 Puketāpapa Local Board confirm the ordinary minutes of its meeting, held on Thursday, 27 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

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 Puketāpapa 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.

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

11.1 Notice of Motion - Living Wage Recommitment

In accordance with Standing Order 3.11.1, the following Notice of Motion (Attachment A) has been received from Julie Fairey for inclusion on the agenda for the Puketāpapa Local Board meeting being held on day, Thursday, 24 September 2015.

Attachments

a Notice of Motion by Julie Fairey.......................................................... 165

11.2 Notice of Motion - Puketāpapa Syrian Refugee Support Forum

In accordance with Standing Order 3.11.1, the following Notice of Motion (Attachment A) has been received from Harry Doig for inclusion on the agenda for the Puketāpapa Local Board meeting being held on day, Thursday, 24 September 2015.

Attachments

a Notice of Motion by Harry Doig........................................................... 167

11.3 Notice of Motion - Trans Pacific Partnership Agreement

In accordance with Standing Order 3.11.1, the following Notice of Motion (Attachment A) has been received from David Holm for inclusion on the agenda for the Puketāpapa Local Board meeting being held on day, Thursday, 24 September 2015.

Attachments

a Notice of Motion by David Holm.......................................................... 169

Puketāpapa Local Board

24 September 2015

Auckland Transport Report for September 2015

File No.: CP2015/18533

Purpose

1. The purpose of the report is to respond to Local Board requests on transport-related matters and to provide information to Elected Members about Auckland Transport (AT) activities in the Local Board area since the last report.

Monthly Overview

2. The Transport Portfolio Lead briefing on transport matters in the Puketāpapa area was held on 21 August 2015. Items discussed were:

§ Duncumbe Street Greenway

§ Puketapapa Transport Forum

§ Somerset Road Issues

3. The next catch up is scheduled for 22 September 2015. Matters on the agenda for discussion include:

§ The New Bus Network consultation

§ Safety projects in the Puketapapa Local Board area

4. AT discussed its draft berm planting guidelines with members of the Local Board in August 2015 and has asked the Local Board for feedback before 30 September, 2015.

5. A workshop was held with the Puketapapa Local Board on 9 September 2015 to present AT’s work programme in the Puketapapa Local Board area.

6. AT attended a meeting on 10 September 2015 to discuss ideas for using the transport capital fund to provide seating opportunities in the Puketapapa area.

Recommendation/s

That the Puketāpapa Local Board:

a) receive the Auckland Transport Report for September 2015.

b) extend the allocation from the transport capital fund for the Keith Hay Park lighting project from $330,000 to $<insert> (to be supplied at the meeting).

Consultation Report

7. One consultation was forwarded to the Local Board for comment in the last reporting period, details are in Attachment A.

Local Board Transport Capital Projects

8. The Puketāpapa Local Board has access to the Local Board Transport Capital Fund (LBTCF) for the construction of transport related projects in its area. This fund is administered by AT. Each year, Local Board’s transport capital fund allocation is $379,117, and this amount can be accumulated within each electoral term.

9. As the electoral term extends beyond the financial year, it is also possible to anticipate the allocation from the first year of the new electoral term. As project planning for the selected projects proceeds, it will become clearer if this is necessary. Some projects, such as cycling projects, can take some time to plan and deliver and may need two electoral cycles to plan, consult and construct.

10. Local Board Capital Projects approved:

Parau Street /Duke Street

Resolutions:

Nov 2014: Agree to fund the Parau Street/Duke Street safety project to $25,000.

Updates:

Project Completed

Duncumbe Street Greenway

Resolutions:

Nov 2014: Confirms the project “Duncumbe Street Greenway” proceed to detailed design with the basic cycleway as described to a budget of $170,000.

Updates:

Project Manager appointed and investigation has begun. The project manager will discuss progress with TPL in May 2015.

May 2015

The concept designs are being prepared for internal discussion within AT. Once this is completed, the project manager will discuss this with the transport portfolio lead, it is expected this will be most useful at the June catch-up.

June 2015

The project manager will meet the transport portfolio lead at the June catch-up to discuss progress.

July 2015

The scheme assessment for the Duncumbe Street greenway is making good progress and the proposed treatments for the sections were discussed at the monthly catch up with the Transport Portfolio lead. Once the scheme assessment is completed (expected to be July) the project will proceed to public consultation, and dependent on feedback, detailed design.

August 2015

The scheme assessment for the Duncumbe Street greenway will be complete by mid-August. A parking survey has also been commissioned, and with the parking survey report expected to be complete by late-August. External consultation documents are currently being prepared and is expected to go out early September. This will be discussed with the portfolio holder at the August catchup.

September 2015

Following the completion of the scheme assessment report, a detailed discussion on proposed treatments on various parts of the Duncumb Street Greenway was held at the monthly catch-up meeting.

Public consultation on the routes and the proposed treatments is due in September/October. The results of the consultation will be brought back to the Local Board for consideration and the possible allocation of construction funding.

Fearon Park Pathway

Resolutions:

Nov 2014: Agree to add the widening of the path through Fearon Park to the Duncumbe

Street greenway proposal to a budget of $190,000.

Updates:

AT has appointed a project manager and he is in discussions with AC Parks to coordinate the upgrade of the park and the construction of the shared path.

May 2015 - Auckland Council is undertaking the redevelopment of the park and the design of the cycleway is part of that work. The cycle path is not expected to be completed until stormwater works in the park are completed.

Lynfield Reserve Shared Path

Resolutions:

Nov 2014: Agree to the installation of a shared path for the Lynfield Reserve to a maximum of $30,000.

May 2015 – This is now with Auckland Council Parks to construct.

Keith Hay Park Lighting Project

Resolutions:

Dec 2014: Agree to fund the Keith Hay Park Lighting Project ROC $330,000 subject to availability of funds within the 2014/15 financial year with priority given to the northern section (ROC $189,000) if full funds are not available.

April 2015: b) agree that AT work with Auckland Council to deliver the Keith Hay lighting project within a fiscal envelope of $330,000 (from the Board’s Transport Capital Fund) after a site visit with Board members and Parks advisor to confirm the project scope.

c) agree that if the tender process indicates savings on the allocated $330,000, that this money be spent on the Richardson Road carpark design.

May 2015: b) confirm the Keith Hay Park lighting project proceed and that the scope of the project be limited to the northern section of the park to Noton Road at this stage and that any savings in this work be allocated to detailed design from the Noton Road carpark through to Richardson Road.

Updates:

AT is currently engaging a consultant to complete the electrical design, utility liaison and consenting for the work. One this is completed a Firm Estimate of Cost will be brought back to the Board for consideration and approval.

March 2015

The firm estimate of costs is expected to be known at the end of March and will come back to the Local Board in April for final approval to move to construction, if it falls within the LB’s allocation. Auckland Council and AT can then work through who is best to deliver the project and in what timeframe.

April 2015

The firm estimate of costs from the consultant has been calculated now that the lighting design is complete. The firm estimate of costs for both sections from the South Western Motorway to Noton Road (excluding the pathway by the kindergarten to Richardson Road) is close to the $330k mark. This includes 45 lights. To complete the pathway and light it through from Notons Road to Richardson Road would require additional funding as path widening needs to occur by the kindergarten as well as a realignment of the car park. Therefore to keep the costs for the lighting project within the 330k allocation suggested by the Local Board, it is recommended to light through only to Notons Road. Final costs will only be known once the project is tendered. If the tender indicates savings on the estimate, AT requests an indication from the Local Board if the saving can be spent on the carpark design.

May 2015

A site visit with Local Board members Holm and Wood has been arranged with appropriate officers.

June 2015

AT notes the May resolution and is working with the designer to complete the detailed design and consent application. Following receipt of the consent the work will be procured through an Auckland Council Parks contract with work expected to commence late spring/early summer when ground conditions are best suited for this type of work.

July 2015

The consent application process is still being worked through with Auckland Council.

August 2015

The consent has not yet been lodged. AT is awaiting advice on realignment of the path in the vicinity of the cricket club and the contract template from Auckland Council.

September 2015

The methodology for the project has been the subject of discussion with Auckland Council arborists. Originally the arborist was suggesting that hydrovacing would be the most appropriate method for laying the cables. However after discussions and a site visit, approval has been given to go ahead using trenching for the majority of the path with hydrovac being employed through a small section where two trees are very close to the path, on the condition that an arborist supervises the work. The new estimate for costs for this project shows that the latest cost schedule that includes the extra work and the hydrovacing has added extra costs to the project. At the time of writing, Auckland Transport was verifying these extra costs and it is expected that a resolution will be needed at the September meeting to extend the approved budget amount.

Ernie Pinches to Wesley Community Centre cycleway

Resolutions:

Oct 2014: Move forward to discussions with the local community on the broad concept of the Sandringham Road Extension to Wesley Community Centre cycle link to gauge community support through its engagement advisor.

Oct 2014: Allocate $25,000 from the Transport Capital Fund for investigation of the Sandringham Road cycleway from Ernie Pinches Drive across SH20 to the Wesley Community Centre and War Memorial Park following successful consultation on the draft concept.

Feb 2015: Reconfirm Resolution CP2014/24495 that $25,000 from the TCF be released for investigation of the Sandringham Rd Extn cycle link from Ernie Pinches Drive across SH 20 to the Wesley Community Centre and War Memorial Park following successful consultation on the draft concept.

Updates:

AT and the LB’s engagement advisor took the concept out to the community in December 2014/January 2015.

Consultation was completed in January 2015. Community support for the project was noted.

April 2015

A project brief is being prepared and from there a project manager will be appointed.

May 2015

The project brief has been completed and a project manager has been appointed. Further updates to the LB are expected in the next month or two.

June 2015

A feasibility study is now underway to look at options for this route which will also provide information on costings. A report back to the Local Board on this is expected in mid-July.

August 2015

The Local Board were briefed on the feasibility study at a workshop in July. Several different options are possible with various costings. The project team will now take the Local Board’s feedback and proceed to a scheme assessment report which is expected to produce a recommended treatment.

September 2015

The scheme assessment report is still in progress.

Keith Hay Park Carpark Realignment, Richardson Rd

Resolutions:

July 2015:

Request a Rough Order of Costs for the estimated costs for realignment of the cycle path in the Keith Hay Park carpark (Richardson Road entrance), subsequent realignment of the car parking area, widening of the path past the kindergarten, lighting improvement and associated works and allocate up to $30,000 from the Local Board Transport Capital Fund towards the design of this improvement.

Updates

August 2015

This is still in progress.

Seating Project

Resolution:

April 2015: Request the Puketāpapa Local Board Engagement Advisor to undertake consultation with community groups including retired people and families with preschool children on where seating might best be provided in the Local Board greenways areas with a view to providing AT with a programme for seat installation under the Transport Capital Fund with timings to be confirmed.

Updates:

September 2015

The initial consultation on a possible seating programme is now being scoped.

Mt Roskill Safe Routes Scheme

11. Planning work for the construction of the cycleway is continuing and consents are expected to be lodged this month. Discussions with the hockey clubs who use the turf on Somerset Road have ended with AT offering the clubs some significant mitigation in regard to their safety concerns:

· Seven extra parking spaces on Somerset Road opposite the hockey turf

· Improved lighting for the cycleway path and Bristol and Lowery Streets

· A pick up and drop off zone to be established outside the turf

· Marking the path at the entrance to the turf with appropriate pedestrian and cycle symbols

· Further consideration of a zebra crossing on Somerset Road after construction if the numbers of pedestrians crossing support this initiative.

12. Once the consents have been obtained, and a decision from AT’s Traffic Control Committee is finalised, the project can be tendered out for construction. This is expected to be in this calendar year.

Regional Signage Project

13. Recently the team progressed the new regional signage project presented to Local Boards. The new signage will apply across the region and is a cross-council initiative led by AT. An update is attached to this report as Attachment B.

Proposed New Network Public Transport Network for Central Auckland

14. Over the next few years AT is moving to a simpler and more integrated public transport network for Auckland. This will deliver a New Network of buses, trains and ferries that will change the way people travel – including the need for some passengers to transfer at key interchanges. In return, the New Network will allow more passengers to simply ‘turn up and go’ rather than plan trips around a timetable. It will offer flexible travel options over large parts of the city, making public transport more useful for a range of travel purposes.

15. Although the New Network describes the new way in which buses, trains, and ferries will work together – AT is currently consulting only on proposed changes to bus services across Auckland. The consultation for the central area will run from Thursday 1 October to Thursday, 10 December 2015.

16. The Local Board have had several updates on this project and members will also receive a consultation package from AT.

Auckland Transport News

North Shore New Network Consultation

17. Public feedback on the new bus network proposed for the North Shore closed last month, with more feedback received than any previous New Network consultation.

18. Over 2,400 formal submissions were received and more than 750 discussion forum comments were received. AT attended 32 consultation events helping AT to engage face to face with more than 3,400 people.

19. The next stage is analysis, which includes evaluating feedback and investigating issues raised. This can include test-driving any route changes suggested, further research into geographical conditions such as changes to road layout, or in some cases, further consultation with specific communities.

20. Implementation is planned for 2017.

New Network Hibiscus Coast Launch

21. Implementation of the New Network for the Hibiscus Coast, including the extension of the Northern Express to Silverdale, has now been confirmed for Sunday 18 October. Locals will be able to look forward to a more frequent and better connected bus network.

City Rail Link Appeals Over

22. The City Rail Link (CRL) has reached a major milestone with all appeals to its land designation now resolved by agreement or dismissed. Five of the six appeals were settled and the only appeal that went to the Environment Court has been dismissed.

23. The designation is now confirmed subject to finalisation of the conditions by the Court. Early works start in November 2015 and while there are some other planning processes to work through in relation to regional consents and Britomart, a start on the cut and cover tunnel in Albert Street is anticipated in May 2016.

24. The now confirmed designation identifies the land in the district plan for rail purposes and protects the route for the future.

Grafton Bridge Taxi Trial

25. Taxis are getting access to Grafton Bridge on a trial basis to make it easier for people to get to Auckland City and Starship Children’s Hospitals, the City Centre and Newmarket. The year-long trial will allow taxis to use the bridge 24 hours a day giving them the same access as buses, motorcycles and bikes.

26. The existing bus lanes operate 7am to 7pm, Monday to Friday, at other times the bridge is open to general traffic. AT will be converting the existing bus lanes to ‘bus and taxi’ lanes and the signs and road markings will be updated.

27. There will be rules around taxis using the bridge such as no overtaking of cyclists and the taxis must give bikes space when following them. Taxis won’t be allowed to pick-up or drop-off passengers and u-turns will be banned. The taxis will only be able to use the special lanes when they are in service.

28. AT will be using video cameras to enforce the rules during the year-long trial which starts on 31 August. The trial does not permit private hire vehicles to use the bridge.

Nelson Street Overbridge

29. The first of the sections of the Canada St Bridge which will form a vital link in Auckland’s inner city cycle network have been successfully transported onto site within the Central Motorway Junction. Two of the seven mammoth sections were moved by truck along State Highway 1 from Pukekohe to the CMJ overnight on Sunday (30 August).

30. When fully erected the Canada St Bridge will span 160m and will weigh 260 tonnes. It will connect Canada St with the old Nelson St off-ramp by crossing the Central Motorway Junction. The Nelson St Cycleway connects the Northwestern Cycleway, Grafton Gully and the waterfront.

31. Phase 1 of the Nelson Street Cycleway from Upper Queen Street to Victoria Street West is expected to be completed in December. Phase 2, from Victoria St West to Quay Street and a section on Pitt St, will be open for public consultation in early September. More information is available at www.at.govt.nz.

32. The Nelson Street Cycleway is being funded through the Urban Cycleway Programme (UCP) and is being jointly delivered by the NZ Transport Agency, Auckland Council and AT. The UCP will accelerate key projects over the next three years and help establish cycling as an integral part of Auckland’s transport network. For more information on the project www.nzta.govt.nz/projects/nelson-street-cycleway/

Double Decker Buses on Auckland Bus Routes

33. A fleet of 53 double-decker buses will be hitting Auckland roads from October.

34. The new buses are being introduced by three of the main operators in Auckland – NZ Bus (23 buses), Howick and Eastern (15 buses), and Ritchies (15 buses). Each can carry more than 100 passengers; conventional buses carry between 45 and 70.

35. With the exception of two “prototype” vehicles built in the United Kingdom, the Howick and Eastern and NZ Bus fleets will be manufactured in Tauranga. The Ritchies Buses will be built in China and will be delivered and operational in January 2016.

36. Double-deckers have already been pressed into service, with great success, on the Northern Busway (between the North Shore and the CBD).

37. An unprecedented increase in public transport patronage looks set to continue and the investment in the new fleet by bus companies reinforces that confidence. This is a very significant example of private investments in public transport infrastructure in Auckland

38. There is only so much road widening that can be done in some areas so Auckland needs more innovative and different ways of utilising what is a limited space. Double-deckers, along with increased frequency and reliability on buses and trains are the key to reducing the city’s number one problem, which is congestion.

39. The first route to be served by double deckers will be the Botany to CBD route. Auckland Transport is currently investigating using double deckers on Mt Eden Road and will brief the Puketapapa Local Board on this in early October.

24/7 Bus Lanes in City Centre

40. AT is adding more than 1.2km of new 24/7 bus lanes to the city centre to minimise effects on bus timetables when construction starts on the City Rail Link (CRL) later this year. The work on the bus lanes starts in September. (Attachment C)

41. In November, a new stormwater main being tunneled under the eastern side of Albert Street between Swanson and Wellesley Streets for the City Rail Link will affect traffic lanes at these and the Victoria Street intersections.

42. Some bus routes and stops are being moved to new locations away from these construction works and an information campaign will inform bus users of the changes.

43. The new bus lanes will be on:

· Fanshawe Street between Daldy and Halsey Streets

· Halsey Street between Fanshawe and Victoria Street West

· Victoria Street West between Graham and Queen Streets

· Wellesley Street West between Sale and Queen Streets

· Mayoral Drive between Cook and Wellesley Streets

· Hobson Street between Wellesley and Victoria Streets

44. The new bus lanes will be marked using a system called EverGreen which has been developed to align with Zero Waste Policies. It is made of 90% renewable resources and is made in New Zealand.

45. The main construction work involves trenching along Albert Street and will start next year. The work is expected to take about 3½ years. Bus changes will be staged around construction during this time.

46. To minimize city congestion, AT will encourage those who usually access the city centre by car to consider alternatives next year. It will run a campaign early next year, closer to the main construction work, advising commuters to reduce their car trips into the city and will also hold information sessions on travel choices such as public transport, walking, cycling, carpooling and flexible working hours.

47. For more information: https://at.govt.nz/projects-roadworks/city-centre-transport-changes/

Issues Raised through/ by Board Members

Location or Name of Issue

Description

AT Response

Albrecht Avenue

Residents have complained of vibrations from buses travelling in the street.

This is under review.

159 Hillsborough Road

An observation that the footpath in this location has not been reinstated properly.

This is under review.

Attachments

No.	Title	Page
a View	Consultation	77
b View	Regional Signage Project	79
c View	24/7 Bus Lanes	81

Signatories

Authors	Lorna Stewart, Elected Member Relationship Manager, Auckland Transport
Authorisers	Jonathan Anyon, Elected Member Relationship Team Manager, Auckland Transport

Puketāpapa Local Board

24 September 2015

Puketāpapa Discretionary Event Fund Allocation 2015/2016

File No.: CP2015/18590

Purpose

1. To propose a schedule of events to be funded through the non-contestable local event discretionary fund for 2015/2016 for the Puketāpapa Local Board (the Board).

Executive Summary

2. A Local Events Discretionary Fund of $76,000 is available to the Board for allocation in FY 2015/2016.

3. The local board support a programme of local events via a non-contestable discretionary budget (Events Partnership Fund). These events are local board events that are delivered by the Auckland Council Events Team or via a contractor.

4. Discussion with the Puketāpapa event portfolio holder and a further workshop with the Board has guided the suggested programme of activities which reflect a range of events across the local board area.

5. The Board has recently undertaken a consultation with the community about events in the area involving stakeholders and an on-line survey. This will assist in planning the events work programme in the future.

Recommendation/s

That the Puketāpapa Local Board:

a) agree the following allocation for the 2015/2016 Local Event Discretionary Fund:

EVENT NAME	DELIVERED BY	AMOUNT $
Puketāpapa Christmas Festival	Auckland Council Events	30,000
Movies in Parks	Auckland Council Events	9,000
Taste Puketāpapa	Contractor	10,000
Youth with Disabilities Disco	Contractor	4,000
Puketāpapa Manu Aute Kites and Culture Day	Contractor	18,000
Balance to be allocated as required for new or existing event		5,000
Total suggested spend		$76,000

Comments

6. Local events funding and programming provides an opportunity for the Board to work in partnership with local event organisers to develop an events programme that reflects the community’s aspirations and supports outcomes from the Local Board Plan.

7. A local Events Discretionary Fund of $76,000 is available to the Board for allocation in FY 2015/2016.

8. Following guidance from the event portfolio holder, this report contains the suggested programmes for the local event fund including anticipated costs.

9. This programme was workshopped with the Board on Wednesday, 5 August 2015.

10. The following events were identified as activities that reflect the aspirations of the community and support the Board’s Local Board Plan:

EVENT NAME	DELIVERED BY	AMOUNT $
Puketāpapa Christmas Festival	Auckland Council Events	30,000
Movies in Parks	Auckland Council Events	9,000
Taste Puketāpapa	Contractor	10,000
Youth with Disabilities Disco	Contractor	4,000
Puketāpapa Manu Aute Kites and Culture Day	Contractor	18,000
Balance to be allocated as required for new or existing event		5,000
Total suggested spend		$76,000

11. The Puketāpapa Christmas Festival has been proposed to be allocated $30,000. The intention is that the budget for the event is $25,000 and $5,000 should be for contingency only. The Board will make a decision in the second quarter to allocate any unspent funds.

Consideration

12. Local boards are responsible for the decision-making and allocation of local board event funding. The Board has identified key priorities for the local area within its Local Board Plan, some of which could be achieved through events.

13. The Board seeks to engage with their diverse communities and provide for their social and cultural needs.

Local Board views and implications

14. The decisions sought within this report fall within the local board delegations.

Māori impact statement

15. Puketāpapa Manu Aute Kites and Culture Day is of local and regional significance as part of the Matariki celebrations. The event has a role in connecting and developing relationships within the community and is intended to be delivered on the local Maunga with significant engagement with Mana whenua.

16. The remaining programme does not specifically target Maori groups. However, Maori communities are likely to benefit from the projects delivered as part of this programme, alongside other groups in the community.

Implementation

17. Once the Board has resolved the proposed event programme allocations, staff will contact all parties to notify them of the outcome, and commence or continue with planning.

18. Following the individual events supported by the local event fund the event organisers are required to submit an accountability report to the Community Development, Arts and Culture events funding team. This information will be supplied to the event portfolio holder.

Attachments

There are no attachments for this report.

Signatories

Authors

Carrie Doust - Team Leader Event Facilitation Central

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

24 September 2015

Puketāpapa Local Board Quick Response Grants: Round One 2015/2016

File No.: CP2015/16995

Purpose

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

Executive Summary

2. The Puketāpapa Local Board has set a total community funding budget of $31,000 for the 2015/2016 financial year.

3. Eleven applications were received in this round, with a total requested of $7,035

Recommendation/s

That the Puketāpapa 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: Puketāpapa Local Board Round One Quick Response applications

Organisation Name	Project	Total Requested	Eligible/ ineligible
The James Wallace Arts Trust	Funding towards a bouncy castle and henna demonstration for the Pah Homestead community day	$740	Eligible
Hippy Wesley Puketapapa Charitable Trust	Funding towards cost of materials and resources	$750	Eligible
English Language Partners New Zealand Trust - Auckland West	Funding towards fees for a facilitator to run the three days of training, and resources for the volunteers	$720	Eligible
Mt Roskill Baptist Church	Funding towards bouncy castle hire, hireage of the preschool toys, hireage of two pop-up gazebos for the "Light Party” (a halloween alternative event)	$750	Eligible
Young Men's Christian Association Of Auckland Incorporated	Funding towards delivery costs associated with the "young at art/colour our world"	$750	Eligible
Connect the Dots Charitable Trust	Funding towards the marketing and materials costs for 'Make Moments in Puketapapa" programme.	$450	Eligible
Roopa Aur Aap Charitable Trust	Funding towards operating costs “Jaagriti(Awakening) Project”	$750	Eligible
OnBoard Skate Inc	Funding towards delivery of learn to skateboard and longboard sessions	$625	Eligible
Auckland Regional Migrant Services Charitable Trust	Funding towards the WISE project team costs	$750	Eligible
Bhartiya Samaj Charitable Trust	Funding towards volunteer teachers running the Language and Cultural classes	$750	Eligible Applicant has applied for a lower priority, “ongoing administration costs.”
	Total	$7,035

Comments

4. 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 Puketāpapa Local Board adopted its grants programme on 30 April 2015 (see Attachment A).

5. 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.

6. The Puketāpapa Local Board will operate five quick response rounds for this financial year. The first quick response round closed on 14 August 2015.

7. 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.

8. For the 2015/2016 financial year, the Puketāpapa Local Board set a total community grants budget of $31,000.

9. Eleven applications were received for this quick response round, requesting a total of $7,035.

Consideration

Local Board views and implications

10. Local boards are responsible for the decision-making and allocation of local board community grants. The Puketāpapa 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.

11. 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

12. 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.

Implementation

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

14. Following the Puketāpapa Local Board allocating funding for round one quick response, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Puketāpapa Local Board Grants Programme 2015/2016	89

Signatories

Authors

Fua Winterstein - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

24 September 2015

Fearon Park and Harold Long Reserve Draft Developed Design

File No.: CP2015/18974

Purpose

1. To present the draft developed plan for the Fearon Park and Harold Long Reserve to the local board for approval and to seek approval to proceed to detailed design.

Executive Summary

2. The redevelopment of Fearon Park and Harold Long Reserve is a priority project for the local board. The project has involved purchasing 33 Akarana Avenue, the removal of unsafe and unused buildings and aims to improve the amenity and linkage between the two parks.

3. Extensive public consultation on the Fearon Park and Harold Long Reserve concept plan has resulted in this draft developed design (Appendix A) that requires local board approval. The developed design includes design features suggested by the public, school children and mana whenua.

4. The park redevelopment will occur over several years to accommodate a stormwater upgrade being undertaken in Parau Street and Harold Long Reserve. The funds available to implement the project are spread over three financial years.

5. Current cost estimates for the total project build exceed the available budget. Therefore, it is proposed to stage and prioritise the project over a number of years and complete it when funding is available.

6. If the local board approves this final developed design the next step will be for Resource Consent to be lodged. The detailed design, tender documents and construction drawings will then be prepared.

Recommendation/s

That the Puketāpapa Local Board:

a) approve the developed design for the Fearon Park and Harold Long Reserve park redevelopment (Appendix A)

b) delegate the parks portfolio holder of the Puketāpapa Local Board to work with the parks advisor on any issues that may arise with the Fearon Park and Harold Long Reserve detailed design, except where the parks portfolio holder refers any changes to the full board.

Comments

Background

7. Improving the linkage between Fearon Park and Harold Long Reserve is a priority project listed in the 2014 Puketāpapa Local Board Plan. The Local Board approved the Fearon Park and Harold Long Reserve concept plan on 26 September 2013 (Resolution PKTPP/2013/247)

Consultation

8. Consultation on the Fearon Park and Harold Long Reserve concept plan and developed design has included site visits and meetings with mana whenua, local schools, park stakeholders, public open days, a Shape Auckland feedback page and workshops with the local board.

Design Features

9. The feedback received on the concept plan has been included in the developed design by the consultants in numerous ways, such as: including nature play areas with a tree hut; additional play space with a youth focus (large basket swing and super nova) near the edge of the hard courts; combination poles which feature both netball and basketball hoops; a scooter and toddler bike loop track; an informal open lawn area for games such as touch, frisbee or ki o rahi.

Public Art Project

10. The Public Art team have provided $120,000 to include an iwi led art project at the parks. Because this budget must be spent by 30 June 2016 a stand-alone art work, such as entryways, furniture, greenway paths, carved kōwhatu (stone) is being considered. After an initial meeting with mana whenua a volcanic / kōwhatu theme has been suggested as the parks are in the line of site of Te Tātua o Riu-ki-uta (Big King).

11. More meetings with iwi are planned to work with the Te Aranga design principles matrix, agree on what component of the project the arts funding will be focused on, agree on a theme and design narrative for this work and agree on an artist selection process.

Project Staging and Timeline

12. The Fearon Park and Harold Long Reserve redevelopment is a staged project because the stormwater project needs to be completed first and because the funds required to build the project are spread over three financial years, as shown in the table below.

	Budget ($000)
	FY16	FY17	FY18
Implementation of the Fearon Park and Harold Long Reserve development concept plan to improve the connection of the two parks, develop greenways/linkages, improve play provision.	$580	$254	$333

13. The current cost estimates for the total project build exceed the available budget. Therefore, the project may need to be staged and completed once additional funding is available, if required.

14. Resource consent for the work outlined in the draft developed design will be lodged by mid-October 2015.

15. The Parau Street stormwater upgrade works are being delivered by the Stormwater team between January and May 2016 through Harold Long Reserve. It is proposed that the southeast carpark and the basketball court components of the park upgrade will be built into the stormwater contract as a separable portion in order for them to be delivered this financial year.

16. The greenways paths through Fearon Park will be delivered by the Parks team between April and June 2016.

17. The playground, surrounding landscapes and entryways work will be delivered from October 2016.

18. The remaining works in the concept plan, including the northwest carpark, cannot be built with the currently available budget, but will be completed as budget becomes available.

19. There are risks to the project delivery if the stormwater project overruns. This may mean part of the Greenway project is delayed. If there was a major overrun with the stormwater project, the playground delivery could be delayed. The parks project team are liaising closely with the stormwater team to align the projects and to minimise any overrun risks.

20. By approving this developed design the local board is giving final design approval and the detailed design, tender documents and construction drawings will be progressed.

Consideration

Local Board views and implications

21. The redevelopment of Fearon Park and Harold Long Reserve is a priority project listed in the 2014 Puketāpapa Local Board Plan. The Local Board approved the Fearon Park and Harold Long Reserve concept plan on 26 September 2013 (Resolution PKTPP/2013/247)

22. A workshop on the first draft of the Fearon Park and Harold Long Reserve developed design plan was held with the local board on 21 May 2015. The local board approved the three year funding for the project during the annual plan process and as part of the annual work programme.

Māori impact statement

23. Consultation with mana whenua representatives from two iwi has included site visits and meetings and the feedback from these meetings has been included in the developed design, including 100% native planting, stormwater treatment in carparks, and the playground design based on the surrounding volcanos. There is room for ki o rahi to be played and marked up on the sports fields.

24. The public art funding is providing an excellent opportunity to include cultural heritage features and to use the Te Aranga Design principles to integrate cultural themes into this park redevelopment project.

Implementation

25. This project will be carried out over the next three years. Once the project has been tendered, full costs will be known and if further funding is required, this will be discussed with the local board. The table below summarises the various project components.

Item	Delivery date	Funded by	Delivered by
Parau Street stormwater upgrade	January and May 2016	Stormwater	Stormwater
Southeast carpark and the basketball court	January and May 2016	Parks	Stormwater
Greenways paths through Fearon Park	April and June 2016	Auckland Transport	Parks
Public Art project	Before 20 June 2016	Public Art	Public Art
Playground, surrounding landscapes and entryways	from October 2016	Parks	Parks
Northwest carpark	To be confirmed	Parks	Parks

Attachments

No.	Title	Page
a View	Fearon Park and Harold Long Reserve Draft Developed Design	97

Signatories

Authors

Jacki Byrd - Parks Advisor - Puketapapa

Authorisers

Mark Bowater - Manager Local and Sports Parks

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

24 September 2015

Central Joint Funding Committee for the 2015 / 2016 financial year

File No.: CP2015/18174

Purpose

1. To seek the local board’s endorsement to re-establish the Central joint funding committee for the 2015 / 2016 financial year.

Executive Summary

2. Community grants are one of a suite of tools to provide financial support to community groups who propose activities, events and programmes across the Auckland region.

3. Between 2011 and 2015, approximately $3.2 million per annum was distributed to community groups across Auckland via geographically-aligned joint funding committees. These were established as part of the interim approach to community funding until a new policy was developed. The budgets to support the joint funding committees were held regionally, and were described as ‘multi-board funding’.

4. The Central joint funding committee (the committee), between 2011 and 2015 was responsible for allocating three former Auckland city funding schemes, the Community group assistance fund, Accommodation support fund and Cultural heritage fund, totalling approximately $1.1m.

5. The Community grants policy, adopted in December 2014, introduced a new framework to guide the provision of grants. The policy supports local boards to create their own ‘local grants programme’ and form joint funding committees, which allocate grants that deliver benefits across multiple local board areas. The new policy also replaced all previous legacy council funding schemes.

6. As part of decisions made for the Long-term Plan, all multi-board funding budgets were devolved to local boards via the Local Boards Funding Policy. This provided options for local boards to top-up their community grants budget, allocate the funds to another priority area, or contribute their allocation to continue a joint funding committee.

7. Through informal engagement, the central local boards have indicated a preference to:

· re-establish the committee

· provide the same funding schemes for the 2015 / 2016 financial year as an interim measure

· contribute their entire multi-board funding budget to support the funding schemes

· develop a new approach for the 2016 / 2017 financial year, and onwards.

8. Membership on the committee for 2015 / 2016 will consist of one member from the Puketapapa, Maungakiekie-Tamaki, Albert-Eden and Waitemata local boards. The Orakei Local Board chose to not contribute their multi-board funding budget to support the committee.

9. Based on the contribution of the four central local board’s multi-board funding budgets, there is $626,427 available to support the committee’s funding schemes.

10. For the 2015 / 2016 financial year, it is proposed the committee undertake two funding rounds for the Community group assistance fund, and one for the Accommodation support fund.

Recommendation/s

That the Puketāpapa Local Board:

a) approve the continuation of the Central joint funding committee as an interim measure for the 2015 / 2016 financial year.

b) approve the Central joint funding committee to have decision-making responsibility for the following funding schemes:

i. Accommodation support fund

ii. Community group assistance fund.

c) approve the following amendments to the funding schemes:

i. the Community group assistance funding rounds will be undertaken between October and November 2015 (round one) and February and March 2016 (round two).

ii. the Accommodation support funding round will be undertaken between October and November 2015.

iii. that both funding schemes have a minimum threshold of $2,000.

d) allocate the ‘Multi Board Grant (Regional fund transferred to LB)’ locally driven initiatives budget line, totaling $115,000 to support the implementation of the Central joint funding committee for the 2015/2016 financial year.

e) approve the terms of reference to guide the Central joint funding committee.

f) appoint one local board member <insert name>, and one alternate <insert name> to the Central joint funding committee.

g) note that staff will engage central local boards and the Central joint funding committee to develop a new approach to guide multi-board funding for the 2016 / 2017 financial year and onwards.

Comments

Background

11. Between 2011 and 2015, approximately $3.2 million per annum was distributed to community groups across Auckland via joint funding committees. The entities were established as part of the interim approach to community funding as a way to administer legacy community funding schemes with as little disruption to the community as possible.

12. These funding schemes were once ‘city-wide’, and post-amalgamation the budgets to support these funds were held regionally. The governing body delegated decision-making over these budgets to multi-board joint funding committees comprised of local board members to ensure that community groups continued to have access to legacy funding schemes.

13. For the central local boards, the funding available through the committee totalled $1,185,000 per annum across three funding schemes:

· Community Group Assistance Fund: $435,000

· Accommodation Support Fund: $700,00

· Auckland City Cultural Heritage Fund: $50,000

Community grants policy

14. The Community grants policy, which was adopted in December 2014, introduced a new framework to guide the provision of grants to community groups across the Auckland region. The policy supports:

· local boards to create their own ‘local grants programme’ which are guided by local board plans

· the governing body’s committees to create regional funding schemes based on the priorities identified in the Auckland Plan and council strategic action plans (e.g. the Sport and Recreation Strategic Action Plan).

15. The policy also includes provisions to enable local boards to form joint funding committees, and allocate grants that deliver benefits to community groups across multiple local board areas.

Benefits and challenges of joint funding committees

16. Joint funding committees have proved to be an effective mechanism to provide financial support to community groups who are not considered ‘local’ or ‘regional’ in the activities, events and programmes that they propose to undertake.

17. A high-level analysis of the three funding schemes that the Central joint funding committee managed has highlighted that between 2013 and 2015:

· approximately 301 community groups, totalling $2.3 million have benefitted from a grant from the committee

· 75 percent of applicants are physically located in the Albert-Eden, Waitemata and Maungakiekie-Tamaki local board areas

· 77 percent of all grants have benefitted the five central local boards

· 11 percent of allocated grants were made to community groups that were physically located outside the five central local boards

· in addition to benefitting the five central local boards, the funding schemes have provided benefits to communities from neighbouring local boards such as Māngere-Ōtāhuhu, Howick and Whau

· it has been a successful mechanism which has ensured continuity and minimal disruption to community groups since the commencement of Auckland Council.

18. The amount of funding requested compared to availability of funds (i.e. over-subscription) has been a significant challenge for all joint funding committees. The following table outlines the amount requested by the amount allocated between 2013 and 2015:

Funding scheme	Amount requested	Amount allocated
Community group assistance fund	$2,729,232	$869,995
Accommodation support fund	$3,027,238	$1,365,243
Cultural heritage fund	$148,278	$104,052
Total	$5,904,748	$2,339,290

19. Other challenges the joint funding committees include:

· the funding schemes the committees managed reflect legacy council, rather than local board priorities

· prior to the adoption of the grants policy, many applicants who proposed to undertake activities that were ‘local’ or ‘regional’ in nature applied to the committees because there were limited, or no options provided by council.

Allocation of multi-board funding budgets to local boards

20. As part of decisions made for the Long-term Plan in June 2015, all multi-board funding budgets, totalling $3.2 million have been devolved to local boards via the Local Boards Funding Policy. 90 percent of funding was devolved on the basis of local board population, five percent based on the average level of social deprivation in a local board area, and five percent based on the level of geographic isolation. As a result of this allocation, all local boards have ‘multi-board funding (or similar) budget lines within their locally driven initiatives budgets.

21. It is important to note that the devolving of multi-board funding budgets to local boards has created financial implications that impact on the amount of available funding for the committee. This is outlined in the Budget allocation to support the committee section of this report.

Approach for the 2015 / 2016 financial year

Committee and funding schemes

22. Staff propose that the committee be re-established, and continue to manage the Community group assistance and Accommodation support funds as an interim measure for the 2015 / 2016 financial year. This approach is recommended because it:

· reduces the impact of change on community groups and ensures continuity for funding applicants

· provides an opportunity for staff to work with the committee and the central local boards to develop a new approach to guide the committee for the 2016 / 2017 financial year. This will also allow sufficient time to communicate any changes to previous applicants and the wider public (e.g. the committee provides different types of funding schemes).

23. The implications of this approach result that the criteria, guidelines and eligibility associated with both funding schemes will remain the same as previous years.

24. Two amendments are required to successfully deliver both funding schemes for the 2015 / 2016 financial year. The following table outlines the amendments that are required:

Amendment required

Rationale

Recommended approach

Funding rounds

The process to re-establish the committee could not commence until confirmation of multi-board funding budgets were devolved to local boards. This means that funding round one will be undertaken later than previous years

Community group assistance fund:

· Round one: opens early October, closes mid November 2015

· Round two: opens early February, closes mid-March 2016.

Accommodation support fund:

· Round one: opens early October, closes mid-November 2015.

Fund thresholds

Section 144 of the grants policy states that Quick response grants are not available to multi-board applicants. Therefore the committee will need to provide local grants, which as outlined in section 125 are generally for requests over $2,000.

That both funding schemes have a minimum threshold of $2,000.

25. Staff also propose that the Cultural heritage fund be discontinued, and the associated budget be evenly allocated to the Community group assistance and Accommodation support budgets. This is recommended because:

· the scope and budget for the funding scheme restricted the number of applicants, and limited the amount that could be granted to community groups. Between 2013 and 2015, the funding scheme:

- received nine applications per round

- on average allocated $3,700 to successful applicants

- did not fully-fund any proposed projects.

· the projects the fund supported are local in nature, and could be supported by individual local boards.

26. If the proposal to discontinue to the Cultural heritage fund is supported by the four central local boards, staff will ensure the public are informed of the change, and work with them on alternative funding opportunities.

Committee membership

27. Membership on the committee for the 2015 / 2016 financial will consist of one member from the Puketapapa, Maungakiekie-Tamaki, Albert-Eden and Waitemata local boards.

28. The four local boards who will form the committee are requested to recommend one local board member, and one alternate to the committee.

29. The Orakei Local Board chose to not contribute their multi-board funding budget to support the committee. The local board will not be represented on the committee for the 2015 / 2016 financial year.

Budget allocation to support the committee

30. Based on the contribution of the four central local board’s multi-board funding budgets, there is $626,427 available to support the committee.

31. The devolving of multi-board funding budgets to local boards and Orakei’s decision to not contribute their multi-board funding budget has resulted in a $558,573 or 47 percent reduction of total budget to support the committee.

32. It is proposed that the available budgets account for the reduction, and is topped-up by evenly splitting the Cultural heritage fund budget. For the 2015 / 2016 financial year, it is proposed the Community group assistance fund budget will be $384,250 and the Accommodation support fund $242,177.

33. Staff note the reduction in available funds will have an impact on community groups, particularly those who have historically relied on either funding scheme for support. Staff will work with affected community groups to determine alternative funding opportunities (i.e. applying to a local board or regional grants programme).

Other matters

34. A terms of reference has been drafted to guide the committee for the 2015 / 2016 financial year. It will guide the committee’s purpose, decision-making responsibilities, membership and other administrative components.

35. The four local boards who will form the committee are requested to endorse the terms of reference, which is included as Attachment one.

Approach for 2016 / 2017 financial year and onwards

36. Due to the devolving of multi-board funding budgets, the central local boards and the committee have an opportunity to consider how they provide this type of funding to community groups for the 2016 / 2017 financial year, and onwards. A suite of options are available to consider, such as:

· addressing funding gaps across central local grants programmes

· identifying mutually beneficial priorities

· providing multi-year, strategic relationship grants

· providing match funding

· partnering with other funding providers.

37. Staff will engage the central local boards and the committee to seek their input and feedback on the new approach in preparation for 2016 / 2017 financial year.

Consideration

Local Board views and implications

38. The local boards who will form the committee for 2015 / 2016 received a workshop in August and September 2015 to provide input, and comment on the proposed approach.

39. This report seeks to formalise the views of the local boards, which will inform the final structure of the committee.

40. The committee will have positive implications and outcomes for the four local boards, as well as neighbouring local boards. The committee will:

· encourage collaboration across the central local boards

· fulfil a funding gap to support community groups who are not considered ‘local’ or ‘regional’ in the activities, events and programmes that they propose to undertake

· act as a mechanism to support outcomes and initiatives identified in local board plans.

Māori impact statement

41. Community grants have the potential to make a significant impact on Māori and can respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to organisations delivering Māori outcomes.

42. The re-establishment of the committee will continue to provide positive outcomes for both Māori community groups and other community groups who provide opportunities for Māori. For example the:

· Accommodation support fund can support rates payments of marae

· Community group assistance fund can support events and programmes relating to Matariki.

Implementation

43. This report addresses a number of implementation components associated with the re-establishment of the committee.

44. The committee will be supported by council’s:

· Community grants operations team, who will be responsible for administrative components (i.e. receiving and processing funding applications), providing advice to applicants and working with subject matter experts on funding applications

· Local Boards Services Department, who will be responsible for democracy support and meeting management.

45. The committee will also align to council processes, such as using Smartygrants as a grants management tool.

Attachments