Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

19 October 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

8 Deputations 5

8.1 Deputation - Alcohol Bans, Alcohol Licensing and Alcohol Signage 5

9 Public Forum 6

9.1 Public Forum - Greenstar Energy Solutions 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Manukau Ward Councillors Update 9

13 Old Papatoetoe Strategic Plan 11

14 Request for Funding for a Strategic Plan for Hunters Corner Business Improvement District and a Website for Ōtara Business Improvement District 15

15 Hearing Panel Decision Report on review of alcohol bans in the Ōtara-Papatoetoe Local Board Area 2015 21

16 Community-led response to alcohol licensing and advertising - update 93

17 Expansion of Clover Park Community House for the Delivery Of Skills Shed Activities 107

18 Transfer of 19R Boundary Road, Otara for Community Use 113

19 Te Puke o Tara Discretionary Capital Fund Request 125

20 Partial Allocation of Otara Lakes Waterways and Vision 2015/16 Budget 129

21 Local and Sports Parks Operational Expenditure and Work Programme for 2015/16 - Ōtara-Papatoetoe Local Board 133

22 Ōtara-Papatoetoe Local Board Local Grants: Round One 2015/2016 137

23 Ōtara- Papatoetoe Manu Tuku Tuku - Collective Impact Project 147

24 Ōtara-Papatoetoe Local Board meeting dates 153

25 For Information: Reports referred to the Ōtara-Papatoetoe Local Board 155

26 Ōtara-Papatoetoe Local Board Reports and Actions Pending 169

27 Ōtara-Papatoetoe Local Board Workshop Notes 175

28 Ōtara Papatoetoe Local Board members portfolio update 183

29 Chairpersons Announcements 187

30 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, 21 September 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 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.

8.1 Deputation - Alcohol Bans, Alcohol Licensing and Alcohol Signage

Purpose

Mereana Peka wishes to bring a delegation from the Turehou Maori Wardens ki Ōtara Charitable Trust to speak to the local board regarding their work on alcohol bans, alcohol licensing and alcohol signage in the Ōtara-Papatoetoe Local Board area.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thanks Mereana Peka and representatives from Turehou Maori Wardens ki Ōtara Charitable Trust for their attendance and presentation.

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 - Greenstar Energy Solutions

Purpose

Rob Leaupepe-Hansell, director of Greenstar Energy Solutions Ltd wishes to address the local board in public forum. Greenstar is an Energy Solutions company who offer insulation, solar and heat pump solutions for homes all over Auckland. Their aim is to provide affordable solutions to help make Kiwi homes warmer, drier and healthier.

Rob would like the opportunity to discuss with members of the local board what it is they do and also to provide more information on ways that Greenstar can help the people in the Ōtara-Papatoetoe community.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thanks Rob Leaupepe-Hansell, director of Greenstar Energy Solutions 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

19 October 2015

Old Papatoetoe Strategic Plan

File No.: CP2015/06268

Purpose

1. The purpose of this report is to present the completed strategic plan for the Old Papatoetoe Business Improvement District.

Executive Summary

2. In September 2014 the local board granted $15,000 to the Old Papatoetoe Business Improvement District (OP/2014/152) to develop a strategic plan for the Old Papatoetoe town centre. The strategic plan has been completed for the period 2015-2020 and is attached. A number of actions are identified in the plan to improve the vitality of Old Papatoetoe.

Recommendation:

That the Ōtara-Papatoetoe Local Board receive the report on the completed strategic plan for the Old Papatoetoe Business Improvement District 2015-2020.

Comments

3. The former Manukau City Council funded the development of strategic plans for the Ōtara, Old Papatoetoe and Hunters Corner BIDs in 2008, and these were due for renewal in 2014. It is a requirement of the Auckland Region Business Improvement District Policy 2011 that BIDs have a current three to five year strategic plan.

4. A funding request to the Ōtara-Papatoetoe Local Board (OLPB) dated September 2014 provided funding for the development of an updated strategic plan for the Old Papatoetoe area. As part of that request, the OPLB asked for the plan to:

· include methods to establish the long term financial sustainability of the association, without reliance of financial assistance from the local board, either for core functions or for recurring events;

· propose a long term vision for the development of the Old Papatoetoe town centre, in a form that can contribute of the Otara-Papatoetoe Local Board Plan and Area Spatial Plan implementation (OP2014/152).

5. Consultants Evolve Marketing Limited were retained to develop the strategic plan which is attached as Appendix “A” (under separate cover).

6. The work to develop the plan includes a situational analysis. It identifies key issues, including an emphasis on branding Old Papatoetoe as an “old railway town” capitalising on the history of this old borough council area. Papatoetoe was also once known as a garden suburb and goals have been set to bring about the return of Papatoetoe being recognised as the “garden city” of the south.

7. The plan for the Old Papatoetoe BID has now been completed (Attachment A). Key proposals in the strategic plan include:

· development of a café at the old railway station;

· creation of signature events such as an old fire brigade parade and railway orientated promotions;

· development of a “ghost signage” project which is envisaged to attract corporate sponsorship and create a vintage style ambience in the BID area. Street-scaping ideas to achieve a garden setting have been prioritised.

8. Work undertaken to develop the plan considered how it aligned with the OPLB 2014/15 Annual Plan. It also reviewed the Auckland Plan, the Otara Papatoetoe Area Plan and Local Economic Development Plan with regard to alignment and hence the opportunities for achieving like goals.

9. It is proposed that a combination of events (railway and historic) could result in sponsorship funding. The inaugural “Fire Truck” parade was held in June of this year and was extremely successful with a large number of attendees and several divisions of Auckland’s Fire Service providing vehicles and drivers for small donations.

10. In addition, it is proposed that the new signage opportunity (e.g. old style “ghost” signage) will be attractive to not only create an “olde worlde” ambience but also for sponsorship by individual companies whose products are depicted in the signage.

11. The current model of service provision by the BID Partnership Team is in transition to a new approach which will become operative from July 2016 onwards. This model was approved by the Council’s Budget committee resolution 5 May 2015. Pursuant to this individual BIDs will be required to account to the local boards on activities such as implementing strategic plans.

Consideration

Local Board views and implications

12. The Ōtara-Papatoetoe Local Board portfolio holder for the Old Papatoetoe Business Improvement District attended the presentation of the plan to the BIDs executive committee.

Māori impact statement

13. There are no particular impacts on Māori arising from the completed strategic plan but the plan is designed to benefit all communities in the BID catchment area.

14. The 2013 census records show that 10,791 Māori usually live in Ōtara-Papatoetoe Local Board area. This is a decrease of 1,212 people, or 10.1 percent, since the 2006 Census. Its Māori population ranks 4th in size out of the 21 Auckland local boards in New Zealand.

General

15. The recommendation contained in this report falls within the Local Board delegated authority.

Implementation

16. Reporting on the implementation of the goals identified in the strategic plan will be the responsibility of the Papatoetoe Central Main Street Society Incorporated.

Attachments

No.	Title	Page
a View	Strategic Plan for the Old Papatoetoe Town Centre. (Under Separate Cover)

Signatories

Authors

Shirley Samuels - BID Partnership Advisor

Gillian Plume - Team Leader BID Partnership

Authorisers

John Duguid - Acting GM - Plans and Places

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Request for Funding for a Strategic Plan for Hunters Corner Business Improvement District and a Website for Ōtara Business Improvement District

File No.: CP2015/15432

Purpose

1. Seeking local board approval of funding of $15,000 for a strategic plan for Hunters Corner Business Improvement District and $10,000 for a website for the Ōtara Business Improvement District.

Executive Summary.

2. The Auckland Regional Business Improvement District Policy (2011) requires Business Improvement Districts to have a current strategic plan. Hunters Corner Business Improvement District’s strategic plan expired in 2013. Funding is sought to update this document.

3. The Ōtara Business Improvement District does not currently have a website. The organisation believes a website will contribute to business prosperity in the area and seeks funding for its development.

Recommendations:

That the Ōtara-Papatoetoe Local Board:

a) Approve $15,000 from the Community Response Fund budget to develop a strategic plan for Hunters Corner Business Improvement District by May 2016.

b) Approve $10,000 from the Community Response Fund Budget to develop a website for the Ōtara Business Improvement District by March 2016.

Comments

4. Attached as Attachment “A” is a request from Hunters Corner Business Improvement District (HCBID) for funding to support the development of an updated strategic plan. Their existing plan expired in 2013. The funding is sought from the Community Response Fund.

5. HCBID would like to review their approach to the area and understand what they can capitalise on to assist the continuing business development in the Hunters Corner area. One concept to be explored will be to understand the opportunities the BID’s migrant business mix could provide. The process for development of the strategic plan would ensure that alignment between the OPLBs planning documents and HCBID were maximized.

6. The OPLB has previously funded the development of strategic plans for other BIDs in the area and the HCBID now seeks similar funding. It is anticipated the strategic plan will take three months to develop and it is anticipated that consultation will take place after the publication of the draft OLPB annual plan for 2016/17.

7. Ōtara Business Improvement District (BID) also seeks funding from the Community Response Fund in the 2015/16 year for the development of a website. In previous years OPLB has provided funding for similar website development to BIDs.

8. The website would provide an internet presence for this BID which is currently absent. Many of the retail outlets at Ōtara do not have a web presence of their own so a website for the BID would provide them with an economical way to list their business via a directory. In these modern technological times it is considered a major disadvantage for businesses not to be able to be accessed via the internet. The website would also allow the Ōtara BID to market the special Pasifika attractions that this town centre offers including the iconic Ōtara Saturday market. It is intended that the website would be completed by March 2016.

9. The current model of service provision by the BID PartnershipTeam is in transition to a new approach which will become operative by July 2016 onwards. This model was approved by the Council Budget committee resolution 5 May 2015. Pursuant to this, individual BIDs will be required to account to the local boards on activities funded by these grants.

Bulk Funding

10. The Ōtara-Papatoetoe Local Board considered a report on the allocation of bulk funding to the Business Improvement Districts on 27 July 2015. The board resolved OP/2015/119 as follows:

a) allocate a total of $140,000 from the 2015/16 local board budget to Hunters Corner Town Centre Society Incorporated towards crime prevention, safety and economic development initiatives. This would be a net payment of $61,668 after deducting CCTV value and the June 2015 funding, and subject to accepting the accountability detailed in their respective funding agreements.

c) allocate a total of $110,000 from the 2015/16 local board budget to Otara Business Association Incorporated towards crime prevention, safety and economic development initiatives. This would be a net payment $31,668 after deducting the CCTV value and the June 2015 funding, and subject to accepting the accountability detailed in their respective funding agreements.

Consideration

Local Board views and implications

11. The Ōtara-Papatoetoe Local Board Plan 2014 states: “The revitalisation of our town centres in Ōtara, Old Papatoetoe and Hunters Corner reinforces their place at the core of our communities.”

Māori impact statement Ōtara

12. The 2013 census records show that 10,791 Māori live in the Ōtara-Papatoetoe Local Board area. This is a decrease of 1,212 people, or 10.1 percent, since the 2006 Census. Its Māori population ranks 4th in size out of the 21 Auckland local boards in New Zealand.

13. The website for Ōtara would allow for the showcasing of tikanga Māori and in particular the promotion of carving and weaving crafts which would be part of the branding of the Ōtara town centre as a tikanga Māori and Pasifika experience.

Implementation

14. Implementation of activities that the grants are applied to and reporting by the individual BIDs will be the responsibility of these organisations.

Attachments

No.	Title	Page
a View	Hunters Corner Business Improvement District request for funding letter	19

Signatories

Authors

Shirley Samuels - BID Partnership Advisor

Gillian Plume - Team Leader BID Partnership

Authorisers

John Duguid - Acting GM - Plans and Places

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Hearing Panel Decision Report on review of alcohol bans in the Ōtara-Papatoetoe Local Board Area 2015

File No.: CP2015/21132

Purpose

1. To decide which existing alcohol bans are to be retained after 31 October 2015.

Executive Summary

2. The Ōtara-Papatoetoe Local Board has undertaken to review its existing local alcohol bans in its local board area using a public engagement process.

3. The purpose of the review is to identify which existing local alcohol bans meet the new higher statutory threshold to enable them to be retained. Alcohol bans that do not meet the new threshold will lapse on 31 October 2015.

4. The local board appointed a hearing panel to receive, hear and deliberate on submissions and other relevant information and recommend changes to the local board.

5. The key recommendations of the panel are that:

a) 43 alcohol bans meet the new higher statutory threshold and should be retained

b) 29 alcohol bans do not meet the new threshold and should be allowed to lapse, including 22 bans on heavy traffic roads that were once attractive to street racers, and are no longer required by the New Zealand Police.

6. A full copy of the deliberations and decisions (including any amendments to areas and times) is contained in Attachment B.

7. The hearing panel also notes that the local board has the delegated authority to consider evidence to make a new alcohol ban.

8. The decision required of the local board is whether to approve the recommendations of the hearing panel.

9. Following the decision, staff will update the register of local alcohol bans to commence on 31 October 2015 and update signage.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) make the alcohol bans recommended to be retained (with any amendments) as contained in Attachments B and C pursuant to the Auckland Council Alcohol Control Bylaw 2014, with a commencement date of 31 October 2015.

b) allow the alcohol bans recommended to lapse as contained in Attachment B to lapse on 31 October 2015.

c) confirm that the decisions in (a) and (b) are in accordance with relevant requirements of the Local Government Act 2002 and Auckland Council Alcohol Control Bylaw 2014.

d) request the Māngere-Ōtāhuhu Local Board makes a 24 hour, 7 day a week alcohol ban for the area of the Aorere Park alcohol ban in the Māngere-Ōtāhuhu Local Board area (map 2 in Attachment C).

e) request the Manurewa Local Board makes a 24 hour, 7 day a week alcohol ban for the area of the Manukau Metropolitan Centre alcohol ban in the Manurewa Local Board area (map 9 in Attachment C).

f) authorise the Manager Social Policy and Bylaws to make any minor edits or amendments to Attachments B and C to correct any identified errors or typographical edits.

g) for the future, appoint a standing Alcohol Bans Panel, consisting of [members to be named], to keep under review the evidence to make, amend or revoke permanent and temporary alcohol bans, and to report to the local board as necessary.

Background

10. Alcohol bans are an accepted and effective way of helping to reduce alcohol-related harm. They reduce the amount of alcohol consumed in public places. This helps to reduce harm including levels of intoxication, noise, litter, harm and disorder.

11. Alcohol bans prohibit the consumption of alcohol in public places and are enforced by the New Zealand Police using powers of search, seizure, and arrest. Penalties include an infringement fee of $250.

12. Recent changes to legislation require a review of existing alcohol bans against a new, higher threshold. This means that alcohol bans can only be retained in areas displaying high levels of alcohol-related crime or disorder.

13. Alcohol bans are made under the Auckland Council Alcohol Control Bylaw 2014, and local boards have the delegated responsibility to review existing local alcohol bans in their local board areas by 31 October 2015. This does not include consideration of new alcohol bans, which will be subject to a separate process (commencing after 31 October 2015).Local board consideration did not include areas of regional significance, which is the responsibility of the Regulatory and Bylaws Committee, for example regional parks. There are no areas of regional significance in the Ōtara-Papatoetoe Local Board area.

Proposal

14. At its business meeting on 18 May 2015, the Ōtara-Papatoetoe Local Board adopted for public engagement (resolution number OP/2015/68) a proposal to:

· retain 15 existing alcohol bans

· lapse 78 existing alcohol bans unless sufficient evidence is provided through the public submission process (including 28 bans on heavy traffic roads that were once attractive to street racers, and are no longer required by the New Zealand Police).

15. The public engagement period opened on 19 June and closed 17 July 2015, 253 submissions were received, and the panel accepted late submissions until 25 August 2015.

16. The proposed changes were notified as follows:

· a public notice in the New Zealand Herald

· on the Auckland Council website

· in the June local edition of Our Auckland

· through social media, including the local board’s Facebook page and a Facebook advertisement

· in the local board’s e-bulletins circulated to local board stakeholders.

17. Additional communication and engagement activities were undertaken as follows:

· a story in the Manukau Courier, where the local board Chair spoke with a reporter

· a stakeholder meeting was held on 28 April 2015

· a community hui was held on 24 June 2015

· individual stakeholder meetings were held with Police, wardens, community groups, and business association staff from 19 June to 17 July 2015

· Police and other stakeholders undertook door knocking and outreach activities between 19 June and 17 July 2015.

18. All supporting documents were made available on council’s website and through local libraries and service centres.

19. A total of 128 submitters, including late submissions, gave evidence for 53 alcohol ban areas. In addition 127 submitters gave general feedback not specific to an alcohol ban area.

Hearing and deliberations process

20. The Ōtara-Papatoetoe Local Board appointed a hearing panel of Members Fa’anana Efeso Collins (as Chair), John McCracken and Lotu Fuli to receive, hear and deliberate on submissions and other relevant information and to make recommendations to the local board (resolution number OP/2015/68).

21. A total of 25 submitters indicated they wished to be heard. Of these, 14 submitters appeared and were heard by the hearing panel on 4 August 2015. The hearing panel held deliberations on all written and oral submissions on 31 August 2015.

22. Copies of all submissions received were made publicly available.

23. In conducting hearings and making decisions, the hearings panel considered a range of the statutory and bylaw requirements, summarised in Attachment A. The most important requirements outlined in the bylaw are:

· evidence that the alcohol ban area has experienced a high level of crime or disorder that can be shown to have been caused or made worse by alcohol consumption in the area

· that the alcohol ban is appropriate and proportionate in the light of the evidence and can be justified as a reasonable limitation on people's rights and freedoms

· consideration of community-focused solutions as an alternative to or to complement an alcohol ban

· consideration of the views of owners, occupiers, or persons that council has reason to believe are representative of the interests of owners or occupiers, of premises within the area to which the alcohol ban will apply

· consideration of using one of the following times for consistency:

§ 24 hours, 7 days a week (at all times alcohol ban);

§ 7pm to 7am daily (evening alcohol ban)

§ 10pm to 7am daylight saving and 7pm to 7am outside daylight saving (night time alcohol ban)

§ 7pm on the day before to 7am on the day after any weekend, public holiday or Christmas/New Year holiday period (weekend and holiday alcohol ban).

Comments

24. The decisions of the hearing panel (including any amendments to areas and times), and a summary of the evidence considered, are contained in Attachment B. Maps are provided in Attachment C.

25. The key recommendations of the panel are that:

a) The 43 alcohol bans listed below meet the new higher statutory threshold and should be retained

§ Allenby Park (new, includes former Allenby Park Children’s Playground & Allenby Park Skate park bans)

§ Aorere Park (new, includes former Aorere Park Children's Playground & Aorere Park Public reserve car park and public road joining car park bans)

§ Caringbah Park (new, includes former Caringbah Park Children's Playground ban)

§ Clayton Park

§ Coombe Avenue (new, includes former Coombe Avenue Children’s Playground ban)

§ East Tamaki Reserve (new, includes former East Tamaki Reserve Children’s Playground & East Tamaki Reserve Public reserve car park and public road joining car park bans)

§ Fergusson Oaks Reserve

§ Flinders Park (new, includes former Flinders Park Children’s Playground ban)

§ Hamill Reserve (new, includes former Hamill Reserve Children's Playground ban)

§ Hunters Corner

§ James Watson Park (new, includes former James Watson Park Public reserve car park and public road joining car park ban)

§ Kimpton Park (new, includes former Kimpton Park Children's Playground & Kimpton Park Public reserve car park and public road joining car park bans)

§ Kohuora Park, Ledenfield Reserve and Beaufort Reserve (new, includes former Kohuora Park Children’s Playground, Kohuora Park Public reserve car park and public road joining car park & Lendenfield Reserve Children's Playground bans)

§ Lappington Reserve (new, includes former Lappington Reserve Children's Playground ban)

§ Manukau Metropolitan Centre (new, includes former Manukau City Town Centre, Puhinui Domain Public reserve car park and public road joining car park, Barrowcliffe Place, Cavendish Drive (Great South Road to Plunket Avenue), Clist Crescent, Lakewood Court & Mepal Place bans)

§ Manukau Sports Bowl (new, includes former Manukau Sports Bowl Children's Playground & Manukau Sports Bowl Public reserve car park and public road joining car park bans)

§ Middlemore Park (new, includes former Middlemore Park Children's Playground & Middlemore Park Public reserve car park and public road joining car park bans)

§ Ngati Otara Park (new, includes former Ngati Otara Park Children's Playground & Ngati Otara Park Public reserve car park and public road joining car park bans)

§ Ōtara Town Centre

§ Othello Park (new, includes former Othello Park Children's Playground ban)

§ Papatoetoe Town Centre (new, includes former Papatoetoe Town Centre & Old Papatoetoe 107/109 St George St Grounds Public reserve car park and public road joining car park bans)

§ Rangitoto Park (new, includes former Rangitoto Park Children’s Playground ban)

§ Rongamai Reserve and walkways

§ Sandbrook Reserve (new, includes former Sandbrook Reserve Children's Playground & Sandbrook Reserve Public reserve car park and public road joining car park bans)

§ Station Road Park and Ride

§ Sunnyside Domain (new, includes former Sunnyside Domain Children's Playground & Sunnyside Domain Public reserve car park and public road joining car park bans)

§ Billington Esplanade Reserve Children's Playground

§ Clover Park Community House Grounds (new, includes former Clover Park Com House Grounds Public reserve car park and public road joining car park ban)

§ Cooper Park (Whitley No2 Reserve)

§ Crown Park (new, includes former Crown Park Children's Playground ban)

§ Farley and Latimer Reserve (new, includes former Farley and Latimer Reserve Children's Playground ban)

§ Ferndown Park No 1 (new, includes former Ferndown Park No 1 Children's Playground ban)

§ Great South Rd 570 Grounds

§ Hillside South Park (new, includes former Hillside South Park Children's Playground ban)

§ Kurt-Elsa Park (new, includes former Kurt-Elsa Park (Kurt Lane Reserve) Children's Playground ban)

§ Maxwell Park (new, includes former Maxwell Park Children's Playground ban)

§ Milton Park (new, includes former Milton Park Children's Playground & Milton Park Public reserve car park and public road joining car park bans)

§ Motatau Park (new, includes former Motatau Park Children's Playground ban)

§ Murdoch Park (new, includes former Murdoch Park Public reserve car park and public road joining car park ban)

§ Pearl Baker Reserve (new, includes former Pearl Baker Reserve Children's Playground & Pearl Baker Reserve Public reserve car park and public road joining car park bans)

§ Puhinui Reserve

§ Robert White Park (new, includes former Robert White Park Public reserve car park and public road joining car park ban)

§ Sikkim Park (Pulman Place Reserve) (new, includes former Sikkim Park (Pulman Place Reserve) Children's Playground ban)

26. As part of its decisions, the panel:

· subsumed 53 existing alcohol ban areas into 33 new, larger alcohol ban areas. The large majority of bans subsumed were bans on children’s playground and car park reserves. The new alcohol ban areas made are all-encompassing, generally over an entire park or reserve.

· retained ten existing alcohol ban areas, some of which have minor geographic or operative time amendments to ensure the ban areas and times are proportionate and appropriate in light of the alcohol-related crime or disorder.

· acknowledged that there are provisions under the Land Transport Act 2009 and Auckland Transport Traffic Bylaw 2012 to address illegal street racing and the antisocial use of vehicles.

· investigated applying bans to broad geographic areas, but decided not to recommend any general ban of that kind now. Future action on alcohol bans is discussed below.

· noted that the local board has the delegated authority to consider evidence to make new alcohol bans.

27. Small sections of two 24 hour, 7 day alcohol bans made by the panel extend into the adjoining local board areas, namely Aorere Park into Māngere-Ōtāhuhu Local Board, and Manukau Metropolitan Centre into Manurewa Local Board.

28. The panel’s determination is that all 43 of the proposed alcohol ban areas have evidence of a high level of alcohol-related crime or disorder. The panel requests that the adjoining Māngere-Ōtāhuhu and Manurewa local boards make an alcohol ban on the parts of the proposed alcohol bans that fall within their local board areas, based on the evidence obtained by the Ōtara-Papatoetoe Local Board hearings panel, to ensure integrated decision-making.

29. The decision required of the local board is whether to approve the recommendations of the hearing panel.

Future action on alcohol bans

30. The local board has an ongoing delegation, under the Auckland Council Alcohol Control Bylaw 2014, to consider alcohol bans in future. This includes considering the creation of new bans and reviewing existing bans. The panel knows that new evidence may come to light, and circumstances affecting alcohol bans may change in future, and that the board will need to respond to those events.

31. One example, which the panel suggests could be explored in future, would be to gather and consider the evidence supporting a general (blanket) ban across wider geographic areas, including the possibility of a ban over all public places in the Ōtara-Papatoetoe Local Board area. This would provide a consistent stance to the reduction of alcohol related harm throughout the board area.

32. The panel suggests that the board could also advocate to the governing body to increase resources to maximise the effect of alcohol bans. This could include targeted education, signage, and resourcing community groups through the Empowered Communities model. Targeting community behaviour will result in denormalising the misuse of alcohol in the local board area.

33. The board could cover its ongoing responsibility for alcohol bans by appointing a standing Alcohol Bans Panel to keep under review the evidence to make, amend or revoke permanent and temporary alcohol bans, and to report to the local board as necessary.

Consideration

Local Board views and implications

34. Since the commencement of the review in November 2014 the local board at workshops has been presented with the statutory decision making requirements, review process options, and pre-public engagement process evidence to assist the local board in making decisions on which current alcohol bans will be retained after 31 October 2015.

Māori impact statement

35. Managing alcohol related harm associated with people consuming alcohol in public places increases opportunities for health and wellbeing, which is consistent with the outcomes of the Māori Plan for Tāmaki Makaurau.

36. Feedback received from mana whenua representatives at a hui held in March 2015 supported alcohol bans in principle, and believe that non-regulatory approaches should be considered to help reduce alcohol-related harm.

Implementation

37. Any decision on current alcohol bans to be retained or lapsed will require an update to the register of local alcohol bans and to signage. The updating of signage will be coordinated through the Integrated Bylaw Review and Implementation programme.

Attachments

No.	Title	Page
a View	Decision-making requirements	29
b View	Deliberation table	31
c View	Maps of alcohol ban areas retained	49

Signatories

Authors	Efeso Collins, Chair of the Ōtara-Papatoetoe Local Board hearing panel for the review of alcohol bans 2015, on behalf of the panel
Authorisers	Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Community-led response to alcohol licensing and advertising - update

File No.: CP2015/21147

Purpose

1. This report provides an update on the community-led response to alcohol licensing and advertising project and requests local board consideration of funding towards a community event to celebrate the successes of the project and the retention of alcohol bans in the Ōtara-Papatoetoe Local Board area.

Executive Summary

2. The Ōtara-Papatoetoe Local Board has aspirations in their Local Board Plan to minimise the impact of alcohol-related harm in local communities and have submitted on and advocated for the control of alcohol-related billboards and signs. This work commenced in the previous (2014/15) financial year.

3. The Ōtara-Papatoetoe Local Board supports the enablement of local communities to make objections to alcohol licence applications and complaints about alcohol advertising, and has addressed barriers to community participation in these processes by contracting an independent consultant to provide policy advice and technical support to community members and stakeholder organisations. This is a joint project with the Māngere-Ōtāhuhu Local Board, and was approved in July 2014.

4. No new applications and 11 objections for renewal licences have been made since January 2015, however new applications are still being received in other local board areas. This may to some degree be related to the persistent community-led response to alcohol licensing in the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Board areas.

5. The project contractor reports that a wide network of objectors has developed, with regular objectors covering Māngere, Ōtāhuhu, Papatoetoe and Ōtara. The contractor report says skill levels and confidence of objectors has grown significantly with repeated experiences at hearings. Objectors are now training each other, passing on experiences and supporting each other through the processes. It was evident to the contractor that this network grew notably through the recent alcohol ban review process.

6. An event to celebrate the success of the community led response to alcohol licensing project and the recent review of alcohol bans in the local board areas has been planned by the Turehou Maori Wardens. The Turehou Maori Wardens will get together with the Otara Gambling Alcohol Action Group; Respect Our Community Campaign (ROCC) and individual submitters to the recent alcohol ban review on Saturday 31 October 2015.

7. The project contractor reports community participants have given feedback that there have been (in their view) inconsistent approaches and decisions from the District Licensing Committee, sometimes making it difficult for objectors to understand and respond. In May 2015, the board provided feedback to the Regional Strategy and Policy Committee on the District Licensing Committee review. As a result, opportunities for improvement that were identified through the District Licensing Committee review were endorsed by the Regional Strategy and Policy Committee in August 2015.

8. Signage complaints have also now been made to most existing off-licence premises in Māngere, Ōtāhuhu, Otara and Papatoetoe, where there is non-complying alcohol signage outside the premises. Some of these signage complaints have occurred through objections to licence applications, while others have been made via direct complaints. The contractor reports that community complainants have identified a number of successes in having alcohol product and roof signage removed.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive the community-led response to alcohol licensing and advertising report.

b) approve funding of $1,000 from the community response fund, to Turehou Maori Wardens ki Otara Charitable Trust towards the costs of organising and hosting an event on Saturday 31 October 2015, to celebrate the successes of the community-led response to alcohol licensing and advertising project and the retention of alcohol bans in the Ōtara-Papatoetoe and Māngere-Ōtāhuhu Local Board areas.

Comments

Background

9. The Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards have aspirations in their respective Local Board Plans to minimise the impact of alcohol-related harm in local communities and have submitted on and advocated for the control of alcohol-related billboards and signs. This work commenced in the previous (2014/15) financial year.

10. Having pleasant neighbourhoods and promoting healthy living is a priority in the Ōtara-Papatoetoe Local Board Plan 2014. The plan asserts that “the board will contribute towards minimising the harm from substance abuse and gambling by advocating for fewer gambling machines (pokies) and off-licence liquor stores.” (Page 30).

11. The Sale and Supply of Alcohol Act 2012 (‘Act’) came into force on 18 December 2013 and aims to reduce the harm caused by excessive drinking. The Act gives communities more of a voice over the sale and supply of alcohol in their area. In particular, it expands the criteria upon which communities may object to a licence application.

12. The board had objected to several liquor licences in the past on a case by case basis, and a copy of the previous resolutions relating to alcohol are attached. Attachment A.

13. Barriers to community participation in liquor licensing processes such as lack of knowledge; objections not being simple, or each application requiring a tailored objection specific to the case, were identified. In July 2014, the board resolved to address these barriers and support their local communities to make objections with the idea of limiting new applications and seeking better conditions for existing off-licences.

14. An independent consultant, Dr Grant Hewison, was contracted to provide policy advice and technical support to community organisations, members of the public and local board members. The support relates to both new and the renewal of alcohol licence applications within the local board area and utilises the Community Action Against Alcohol Harm Facebook page to communicate relevant alcohol licence applications and other information relevant to the community-led project.

Link to facebook page: www.facebook.com/CommunityActionAgainstAlcoholHarm

15. The Community Action Against Alcohol Harm Facebook page is a shared resource with the Māngere-Ōtāhuhu Local Board. It was launched on 13 October 2014 and is a place for concerned community members to come together in a positive way and get access to information and tools to support them making their voices heard in alcohol licensing and alcohol harm minimisation processes.

16. The success of these resources and support were reported to both local boards in June 2015, and decisions were made to continue with a joint local board project to enable communities to be more empowered and have greater input into alcohol licensing processes, and also to develop a new community-led project around alcohol signage removal.

17. As a result, Dr Hewison now provides policy advice and technical support for a coordinated, community-led approach to removing existing non-compliant alcohol advertising signage from private premises such as bottle stores in the local board areas. Part of this role is also assisting the groups to promote and highlight progress and achievements.

18. Some project milestones have been achieved and the Turehou Maori Wardens are organising an event to celebrate the success of the community led response to alcohol licensing project and the recent review of alcohol bans in the local board areas on Saturday 31 October. The Turehou Maori Wardens will get together with the Otara Gambling Alcohol Action Group; Respect Our Community Campaign (ROCC) and individual submitters to the recent alcohol ban review.

19. The event is planned to be held from 10am to 1pm over both local board areas. Non-permanent alcohol ban stencils will be painted/chalked on the footpaths in town centres and outside major parks where alcohol bans have been retained, extended and confirmed. The event will conclude with a celebratory BBQ lunch at the Māngere East Community Centre. Funding of $1,000 per board from the community response fund is requested to cover the cost of cardboard for the ‘stencil templates’, non-permanent paint/chalk and the BBQ. The celebration provides the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Board members’ the opportunity to personally thank their communities and further promote their commitment to minimise the impact of alcohol-related harm in local communities.

Alcohol Licensing

20. Since January 2015, there has been no new off-licence applications made in the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Board areas (apart from Countdown Māngere East which represents a new licence replacing an existing licence). However, applications for new licences are still being received in other local board areas. This may to some degree be related to the persistent community-led response to alcohol licensing in the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Board areas.

21. However, 11 objections have been made for renewals in the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Board areas from 1 January to 30 August 2015. Several other applications were notified to the community and assessed, with no objections being made.

22. Of the 11 objections, two have now been heard by the District Licensing Committee and one has been ‘settled’ with a hearing. The nine remaining in the system are set out below:

Ōtara-Papatoetoe Local Board

· Black Rose Nightclub (318 Great South Road, Papatoetoe)

o objection to variation of hours to open at 12 noon rather than 9.30pm

· Caspar Road Liquor Centre (2b Caspar Road, Papatoetoe)

o objection to closing hours, no single sales, excessive advertising

· Countdown Papatoetoe (Hunters Plaza, 217 Great South Road, Papatoetoe)

o objections to management of shoplifting of alcohol, support for single alcohol area being shifted to rear of premises

· Thirsty Liquor Everitt Road (62 Everitt Road, Ōtara)

o objection to closing hours, no single sales, excessive advertising

· Liquor Spot Papatoetoe

o objection to closing hours, no single sales, excessive advertising

Māngere-Ōtāhuhu Local Board

· Hall Avenue Liquor Centre (167 Hall Avenue, Māngere)

o objection to closing hours, no single sales, excessive advertising

· Ōtāhuhu Discount Liquor (7/626-628 Great South Road)

o objection to closing hours, no single sales, excessive advertising, co-location with a petrol station

· Super Liquor Ōtāhuhu (52 Atkinson Avenue, Ōtāhuhu)

o objection to closing hours, no single sales, excessive advertising

· R8 Nightclub

o objection to issues of patrons drinking, loitering and fighting in Māngere Town Centre carpark

23. Between 1 January and 30 August 2015, the Auckland District Licensing Committee (‘DLC’) had issued decisions regarding:

Ōtara-Papatoetoe Local Board

· Portage Road Discount Liquor (51 Portage Road, Papatoetoe)

Māngere-Ōtāhuhu Local Board

· Countdown Airport (400 George Bolt Drive, Māngere)

· Quick Stop Liquor Māngere (51 Imrie Avenue, Māngere)

· Countdown Māngere East (1/359 Massey Road, Māngere East)

· Kingsford Superette (57 Raglan Street, Māngere East)

· Liquor Specialists (64 Vine Street, Māngere East)

· Savill Drive Liquor (1/1 Savill Drive)

· Choice Liquor Mart (91 Māngere Road, Ōtāhuhu)

24. The successes of the objectors are summarised in paragraphs 31 and 32 of this report. While no renewals have been refused altogether, a number of conditions are becoming commonplace (e.g. no single sales). When there are no objections, typically no conditions are applied to a licence. Negotiated settlements were achieved with Pak’nSave Māngere (Bader Drive, Māngere).

25. Once conditions are in place, community groups are now also doing checks of their own to make sure there is compliance with the conditions set down by the District Licensing Committee.

26. The full decisions are available at:

http://www.aucklandcouncil.govt.nz/EN/AboutCouncil/meetings_agendas/hearings/Pages/districtlicensingcommitteehearings2014.aspx

Report of the project contractor, Dr G Hewison

27. The project contractor has reported that a wide network of objectors has been developed, with regular objectors covering Māngere, Ōtāhuhu, Papatoetoe and Ōtara. Dr Hewison states that the skill levels and confidence of objectors has grown significantly with repeated experiences at hearings. Objectors are now training each other, passing on experiences and supporting each other through the processes. It was evident to the contractor that this network grew notably through the recent alcohol ban review process.

28. All licence notifications are being identified and posted on the Community Action Against Alcohol Harm Facebook page, with people coming forward to make objections.

29. Following notification and an objection being lodged, the objectors usually contact the applicant to discuss whether the objection can be withdrawn on the basis of undertakings or conditions being given. In some cases, this can be achieved, for example Pak’nSave Māngere. In most cases, applicants do not agree to the undertakings or conditions being sought, such as earlier closing hours or closing during after-school periods. In these cases, a number of objectors have decided to take the matter to a hearing.

30. The contractor reports that community objectors feel that the approach and decisions of the DLC remain inconsistent, making it difficult for objectors to respond. In some instances, the DLC has actively supported the goals of objectors (e.g. Choice Liquor Mart), while in other instances; the DLC has opposed the standing of objectors (e.g. Hall Avenue Liquor Centre and Countdown Airport).

31. The contractor reports that a number of conditions and undertakings requested by objectors are now being accepted, with applicants often agreeing to these in advance of a hearing:

· There is not to be any sale of single units of beer, cider or RTDs in less than 445ml packaging with the exception of boutique and handcrafted beer and cider.

· 50% clear visibility through the front windows of the premises.

· No sandwich board signs on the footpath advertising alcohol products.

· Persons in school uniform are not to enter onto, or remain on the premises at any time (where the premises are located close to a school).

32. With regard to supermarkets, objectors have often been able to achieve agreement to earlier closing hours (e.g. 10pm rather than 11pm) and that partitions are placed between the entrance/exit and alcohol area (if it is adjacent to the alcohol area) so that the alcohol section is not visible from the entrance/exit.

33. The view of the contractor is that community objectors supported by the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards are acting as an important ‘check and balance’ on the whole system. At a minimum, recent decisions have recognised this role being played by the community. The result has been in conditions to licences and undertakings or better outcomes than if no objection had been made.

Alcohol Signage

34. Complaints have now been made to most existing off-licence premises in Māngere, Ōtāhuhu, Otara and Papatoetoe with non-complying alcohol signage outside. The initial focus has been on those significantly in breach of rule 5.14.9.5.2 of the Manukau District Plan. These rules do not allow signs on rooftops or brand/product signage unless there is resource consent. These complaints made to date include:

· Otara Liquor Warehouse (62 Everitt Road)

· Discount Liquor East Tamaki (1 Birmingham Road)

· Portage Road Discount Liquor (Portage Road)

· Wymondley Discount Liquor (2C Larsen Street)

· Chapel Downs Discount Liquor (D/112 Dawson Road)

· Bairds Road Discount Liquor Centre (127 Bairds Road)

· Cherry One (Liquor Spot) (271 East Tamaki Road)

· KK Liquor (4/93 Ferguson Road)

· Papatoetoe Liquor Stop - Liquor Spot (8/14 St George Street)

· Paradise Bar (Bairds Road, Ōtara)

Below is a ‘before’ photo of the roof sign and alcohol product window signs on the front of the Portage Road Liquor Centre.

The next two photos show the roof sign and alcohol product window signs on the front have been removed from the Portage Road Liquor Centre as a result of complaints.

Consideration

Local Board views and implications

35. Some of the signage complaints have occurred through objections to licence applications, while others have been made via direct complaints.

36. The contractor reports that there have been a number of successes with all alcohol product and roof signage removed, such as

· Portage Road Discount Liquor

· Thirsty Liquor Vine Street

· Choice Liquor Mart

37. Further follow-up complaints are now being generated.

Local Board views and implications

38. Ōtara-Papatoetoe Local Board has continued to support individuals or organisations within its communities to object to liquor license applications (on a case by case basis) for 2015/16.

39. In May 2015, the board provided feedback to the Regional Strategy and Policy Committee on the on the District Licensing Committee structure review. This was supported by Fa’anānā Efeso Collins, Chair of Ōtara-Papatoetoe Local Board and Nick Bakulich representing Māngere-Ōtāhuhu Local Board giving a presentation to the Regional Strategy and Policy Committee in June 2015.

40. As a result, opportunities for improvement that were identified through the District Licensing Committee review were endorsed by the Regional Strategy and Policy Committee in August 2015.

Māori impact statement

41. Research published in The New Zealand Medical Journal (2005) indicates that Māori are disproportionately impacted by the negative effects of alcohol abuse. Māori might therefore stand to benefit from a community-led approach that provides checks and balances on liquor licence applications and the removal of signage and billboards promoting alcohol consumption.

42. Some urban marae and other mataawaka organisations may share the local board’s objectives regarding controls on supply and promotion of alcohol. The provision of local board support services for this project extends to known Māori organisations, thereby further enabling them to address such objectives.

Attachments

No.	Title	Page
a View	Previous Ōtara-Papatoetoe Local Board resolutions relating to alcohol	101

Signatories

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

Ōtara-Papatoetoe Local Board

19 October 2015

Expansion of Clover Park Community House for the Delivery Of Skills Shed Activities

File No.: CP2015/17463

Purpose

1. To seek Ōtara-Papatoetoe Local Board endorsement for the expansion of Clover Park Community House Incorporated’s footprint to deliver skills shed activities.

Executive Summary

2. This report outlines the need to expand Clover Park Community House for the delivery of skills shed activities. On-going costs of $21,500 for the programming of activities, and operational costs such as power and rates, will be required to be sustained by the Local Board, per annum, from the Locally Driven Initiatives fund.

3. At the Ōtara-Papatoetoe Local Board meeting on 15 June 2015, the Local Board approved $60,000 be allocated for two skills sheds in the CDAC 2015-2016 Work Programme.

4. This report outlines the need to expand Clover Park Community House for the delivery of skills shed activities, outlines the associated costs and recommends that the delivery of skills shed activity is reviewed annually.

5. The property at 19R Boundary Road, Ōtara has been identified for the delivery of skills shed activities. A report has been submitted to endorse the transfer of the property to the Community Facilities portfolio.

6. The report is seeking an endorsement from the Local Board for Clover Park Community House Incorporated to deliver skills shed activities as part of the CDAC 2015-2016 Work programme and to approve expansion of their footprint to include the shed, community garden space and annex at 19R Boundary Road, Ōtara to support local board outcomes.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Endorse Clover Park Community House as a selected provider to deliver skills shed activity within allocated budget.

b) Approve the expansion of Clover Park Community House’s footprint to include the shed, community garden space and annex at 19R Boundary Road, Ōtara to facilitate skills shed activities; pending approval for the transfer of 19R Boundary Road, Otara into community use.

c) Approve operating expenditure of $21,500 per annum for the delivery of skills shed activity; to be funded by the Local Board Locally Driven Initiatives fund.

d) Approve an annual review of the skills shed activity at 19R Boundary Road, Otara.

Comments

7. Council staff worked alongside the Ōtara-Papatoetoe Local Board to identify potential properties and groups suitable for the delivery of skills sheds.

8. Clover Park Community House was identified as currently delivering skills development activities such as pallet re-purposing. The House is currently situated at 16R Israel Ave, Clover Park. The rooms in the House are currently utilised for hire to the community for meetings and similar activities. Over the past year the four rooms have been booked for a total of 470 hours per month. The average utilisation for the House is 35% over a 10 hour period per day.

9. A proposal for further programmes was presented to the Local Board by Clover Park Community House Incorporated, which included tutors and tools available for the delivery of skills development activities. The minimal landscape available outside of the current House is utilised for community gardens and other skills development activities. For Clover Park Community House to increase skills shed activities they would need to find appropriate space and an increase in their funding allocation.

10. Clover Park Community House Incorporated currently receive $8,083 per annum from the Local Board via a Funding Agreement while the council also employ a Facility Manager for 25 hours to run the house.

11. The shed and annex at 19R Boundary Road, Ōtara have been identified as suitable for the activation of skills development activities. Based on council staff assessment, Clover Park Community House Incorporated would also require a minimum of $21,500 annually for operational costs such as power, rates and programming to increase skills development activities. . It will be required to be sustained by the Local Board, per annum, from the Locally Driven Initiatives fund and recommended that the delivery of skills shed activity is reviewed annually.

12. Clover Park Community House would be required to detail planned activities for 19R Boundary Road, Ōtara in their work programme. This work programme will be attached to their Funding Agreement and will require approval by the Local Board alongside regular reporting.

13. The estimated timeframe for the establishment and activation of 19R Boundary Road, Ōtara as a community facility will be approximately four months. This timeline includes the termination period of 90 days to the current tenant and repairs to the property.

Consideration

Local Board views and implications

14. A workshop was held with the Ōtara-Papatoetoe Local Board on 7 September 2015 to seek Local Board input regarding the options outlined in this report.

Māori impact statement

15. The facility will cater for a wide community, including opportunities for Maori to pursue social, cultural and wellbeing outcomes through skills and craft development activities delivered at the19R Boundary Road, Ōtara facility.

Implementation

16. To progress the Skills Shed outcome identified in the Ōtara-Papatoetoe Local Board Plan, the following actions are also required:

17. An assessment being conducted by a provider external of council to review the capacity of Clover Park Community House Incorporated to manage another facility.

18. A Licence to Occupy and Manage the shed and annex at 19R Boundary Road, Ōtara between Auckland Council and Clover Park Community House Incorporated requires approval by the Local Board. It is proposed this be approved with their Funding Agreement.

19. The house at 19R Boundary Road, Ōtara occupies a portion of the land described as PT Lot 490 DP 76628. It is a classified recreation reserve and subject to the Reserves Act 1977. The proposed use of the land as a community facility does not fit within this classification, although this use is accounted for in the Local Sports and Parks plan.

20. A Licence to Occupy and Manage can be granted pursuant to Section 73 (3) of the Reserves Act 1977 until such time as the land is reclassified and a new lease can be issued.

21. Public notification and iwi consultation will be required prior to a Licence to Occupy and Manage being signed. The timeframe for this is approximately 6 weeks, if there are no objections.

22. If the Local Board approve the expansion of Clover Park Community House a report will be submitted for a period of two years to trial the concept. A new Funding Agreement would need to also review the current mixed operational model,

23. An internal review of all of the tenants at 19R Boundary Road, Ōtara will be conducted after a period of one year to review progress and compatibility.

Attachments

No.	Title	Page
a View	Clover Park Community House Footprint	111

Signatories

Authors

Nathlie Betty - Project Manager, Programmes and Partnerships

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Transfer of 19R Boundary Road, Otara for Community Use

File No.: CP2015/20094

Purpose

1. To seek Ōtara-Papatoetoe Local Board approval to transfer 19R Boundary Road, Ōtara to the Community Facilities portfolio.

Executive Summary

2. This report seeks approval from the Ōtara-Papatoetoe Local Board to proceed with the required process to transfer 19R Boundary Road, Otara to the Community Facilities Portfolio.

3. Staff have reviewed several properties within the Otara-Papatoetoe Local Board area to determine potential sites for skill shed activity. The property at 19R Boundary Road. Otara has been identified as being suitable to enable a local organisation to deliver specific skills shed activity through the shed, the annex and also land for a community garden.

4. The total cost to establish the property at 19R Boundary Road, Ōtara is $77,805; inclusive of the establishment and repairs cost outlined below:

5. An annual cost of $27,040 from the Locally Driven Initiatives fund is required as a result of the transfer of 19R Boundary Road, Ōtara from the Panuku Development Auckland Limited portfolio to the Community Facilities portfolio, in order to cover annual revenue.

6. The cost of $50,765 required for repairs to 19R Boundary Road, Ōtara has been identified in the Ōtara-Papatoetoe Community Development Arts and Culture department’s capital renewal programme and will require endorsement from the Local Board.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approve the transfer of 19R Boundary Road, Ōtara from the portfolio of Auckland Council Properties Limited/Panuku Development Auckland to the Community Facilities portfolio.

b) Endorse the annual cost of $27,040 to cover existing revenue from the property, to be met from the Locally Driven Initiatives fund for the transfer of the 19R Boundary Road, Ōtara from the portfolio of Auckland Commercial Properties Limited to the Community Facilities portfolio.

c) Endorse the establishment cost of $50,765 from the Community Development Arts and Culture department’s capital renewal programme to conduct repairs to the property at 19R Boundary Road, Ōtara.

Comments

7. Council staff investigated 19R Boundary Road, Ōtara for the potential use of a skill shed within the local board area. The shed and annex attached to the property particularly, has been identified as being appropriate for specific skills shed activity.

8. The property is currently a residential house within the Panuku Development Auckland Limited portfolio with an annual revenue of $27,040, of which the Local Board would need to fund annually as a result of the transfer to the Community Facilities portfolio.

9. An assessment of the required repairs and establishment costs to ensure the property would be suitable for skills shed activity and community use totals $50,765; inclusive of GST. The Condition Report and Assessment of Building for Use are provided in Attachment A.

10. Staff will also present a report for the expansion of Clover Park Community House Incorporated to include the annex, shed and space for a community garden on the Boundary Road property to facilitate skills shed activity.

11. Staff will initiate an expression of interest to find suitable community groups or organisations to enter into a community lease within the house. Any new tenants to the house would need to be in alignment with Local Board outcomes, specifically with the skills shed activity that would run from the shed and annex.

12. The estimated timeframe for the establishment and activation of 19R Boundary Road, Ōtara as a community facility will be approximately four months. This timeline includes the termination period of 90 days to the current tenant and repairs to the property.

13. Another property at 35 St George Street, Papatoetoe, known as the band room, was also investigated for re-purposing as a skills shed. This property is not viable as it is included in the footprint for the new Papatoetoe development precinct.

Consideration

Local Board views and implications

14. A workshop was held with the Ōtara-Papatoetoe Local Board on 7 September 2015 to seek Local Board input regarding the options outlined in this report.

15. At the workshop to the Local Board on 7 September 2015 an option was presented to initiate an expression of interest process for other community groups to lease the house at 19R Boundary Road, Ōtara for a two year period. The timeframe is approximately six months for this process. Advice would be sought from Local Board regarding specifications of community groups that are appropriate to lease the house in alignment with Local Board outcomes.

Māori impact statement

16. The facility will cater for a wide community, including opportunities for Maori to pursue social, cultural and wellbeing outcomes through skills and craft development activities delivered at the19R Boundary Road, Ōtara facility.

Implementation

17. To progress the Skills Shed outcome identified in the Ōtara-Papatoetoe Local Board Plan, the following actions are also required:

- Building consent may be required for the refurbishments to take place at 19R Boundary Road, Ōtara; this is accounted for in the proposed costings.

- The house at 19R Boundary Road, Ōtara occupies a portion of the land described as PT Lot 490 DP 76628. It is a classified recreation reserve and subject to the Reserves Act 1977. The proposed use of the land as a community facility does not fit within this classification, although this use is accounted for in the Local Sports and Parks plan.

- In future this piece of land should be surveyed and reclassified as a local purpose (community buildings) reserve to suit the purposes for which it is being used. In the interim a lease can be granted under Section 73 (3) of the Reserves Act 1977 until such time as the land is reclassified and a new lease can be issued.

- Public notification and iwi consultation on the intention to grant a lease and licence to occupy and manage under Section 73 (3) would need to be carried out. There are cost implications for public notification and iwi consultation and these are borne by Auckland Council. The process for public notification and iwi consultation will be approximately 6 weeks, if there are no objections.

- An internal review of all of the tenants at 19R Boundary Road, Ōtara will be conducted after a period of one year to review progress and compatibility.

Attachments

No.	Title	Page
a View	Condition Report and Assesment of Building use	117
b View	19R Boundary Road, Otara Map	123

Signatories

Authors

Nathlie Betty - Project Manager, Programmes and Partnerships

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Te Puke o Tara Discretionary Capital Fund Request

File No.: CP2015/21224

Purpose

1. To seek approval from Otara-Papatoetoe Local Board to commit funding to the detailed design work and consenting for the refurbishment of Te Puke o Tara Community Centre.

Executive Summary

2. The Otara Papatoetoe Local Board funded a refurbishment study of Te Puke o Tara Community Centre in 2013 by the Roots Collective, that involved a community consultation process and which identified refurbishment options and the costs involved. At a meeting in October 2014 the local board confirmed its preference for a high level of upgrade as this would address all the expectations and issues raised through the community consultation.

3. Funding of $1,627,863 in FY17 has been identified for the community facility upgrades including the refurbishment of Te Puke o Tara Community Centre. This will cover the construction costs.

4. Funding is needed in FY16 to undertake the detailed design and consenting required to advance this work. This will ensure that all design issues are addressed thoroughly and any consenting issues dealt with, enabling construction to be completed within the 2016/17 financial year. There is no specific allocation for these costs. The local board has available $11,500 in FY16 for the purpose. A further $90,000 is needed.

5. The LTP allocated a $10 million Local Discretionary Capital Fund for local boards capital expenditure starting in FY16. Ōtara-Papatoetoe Local Board is expected to receive at least $500,000 from this fund in the first year. The Te Puke o Tara Community Centre project would qualify for this funding.

6. It is recommended that the local board consider making an allocation of $90,000 from this budget to undertake the detailed design work and consenting towards the Te Puke o Tara refurbishment.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Confirm the intention to progress the refurbishment of Te Puke o Tara Community Centre in 2016/17.

b) Provisionally approve additional funding of $90,000 from the local board’s Local Discretionary Capital Fund, to undertake detailed design and consenting - to be confirmed once details of this fund are finalised.

Comments

7. Te Puke o Tara Community Centre opened in 1975. It is a well located facility that has a variety of uses and users, but is not utilised to its full potential because the building and its equipment are tired and need updating. The Otara Papatoetoe Local Board funded a refurbishment study of the Te Puke o Tara Centre in 2013 by the Roots Collective that involved a community consultation process and which identified refurbishment options and the costs involved. The overall community aspirations for Te Puke o Tara were for a warm and welcoming centre, space for youth and a facility that better reflects the cultural identity of the area. Some renewal work has been undertaken at the centre to ensure it continues to operate, but the significant work required in areas like the kitchen have been held back pending the refurbishment of the centre.

8. At a meeting in October 2014 the local board confirmed its preference for a high level of upgrade as this would address expectations and issues raised through the community consultation. Funding of $11,500 in FY16 and $1,627,863 in FY17 has been identified for the community facility upgrades including the refurbishment of Te Puke o Tara.

9. Refurbishing Te Puke o Tara Community Centre in FY17 will require additional funding to complete the detailed design and consenting in FY16. This will ensure that all design issues are addressed thoroughly and any consenting issues dealt with enabling construction to be completed. In May 2014 the cost of the physical works for the preferred refurbishment option, not including professional fees and contingency, was $1,186,000. With professional fees and a contingency allowance the total project cost, without allowing for inflation, is approximately $1,521,880. It is estimated that a budget of $100,000 is required for detailed design and consenting.

10. The local board received a report at its July meeting about the Local Discretionary Capital Fund, created as part of the 2015-2025 Long Term Plan. Local boards will share a discretionary capex fund of $10 million per annum. Local Boards may use their share of the fund to build council owned assets, add to an existing council funded renewal or new capital projects, work in partnership with an external provider or seed fund a community project.

11. As reported in July, work is underway to finalise the formula for allocation and criteria for qualifying projects. A report to the Finance and Performance Committee is expected in October 2015.

12. While the details are not finalised, and the funding is not yet released, there is sufficient clarity about the fund for the local board to earmark funding now for design and consenting of Te Puke o Tara Community Centre, subject to the outcome of final decisions by the committee.

13. Making the decision now will provide the maximum lead time to enable staff to commence preliminary processes leading up to commissioning of the design work. This will ensure that the design and consents are in place when funding for construction is available in FY17.

14. The local board has available to it $11,500 from an LTP allocation, but no additional capital funding to meet the estimated design and consenting costs of $100,000, apart from the Local Discretionary Capital Fund. It is requested that the local board consider making an allocation of $90,000 from the Local Discretionary Capital Fund for the undertaking of detailed design work and consenting towards the Te Puke o Tara Community Centre refurbishment, subject to availability of funds under the final decisions made by the Finance and Performance Committee.

Local board views and implications

15. The local board is aware of the need to upgrade Te Puke o Tara Community Centre and has confirmed the level of upgrade that it would like for this facility. This report is seeking funding to progress the local board’s intentions with respect to this facility. The revitalisation of Te Puke o Tara Centre is identified in the 2014 Local Board Plan.

16. Local board members discussed allocation of the Local Discretionary Capital Fund at a workshop on 28 September 2015. There was informal support that priority be given to Te Puke o Tara refurbishment project and funding of design and consenting work.

Maori impact statement

17. The facility already caters for a wide community, and a refurbished facility will enable its continued operation and delivery of programmes and activities of benefit to Maori.

Implementation

18. There are no implementation issues if this funding is supported.

Attachments

There are no attachments for this report.

Signatories

Authors

Peter Loud - Team Leader Community Facilities

Authorisers

Graham Bodman - Manager - Community Development, Arts and Culture

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Partial Allocation of Otara Lakes Waterways and Vision 2015/16 Budget

File No.: CP2015/20715

Purpose

1. To provide a proposed work scope for supporting the implementation of the Otara Waterways and Lakes Project: Long Term Strategic Action Plan and seek local board approval for partial allocation of the board’s budget for this activity.

2. The proposed work has been requested by the Otara Lakes and Waterway Steering Group and is supported (through assigned funding) by the Otara-Papatoetoe Local Board.

Executive Summary

3. The Otara Waterways and Lakes Project: Long Term Strategic Action Plan, Final Draft V3 has been developed through community engagement, with key objectives developed by the Otara Lakes and Waterway Steering Group. The project is now exiting the strategic development phase and entering the implementation phase.

4. The Otara-Papatoetoe Local Board has committed $100,000 towards the implementation of the Strategy in the 2015/2016 financial year. The board has requested via resolution that the Infrastructure & Environmental Services department ‘provide officer support to develop the trust proposal, and to prepare a draft work programme for board approval, addressing the use of the $100,000 board funding for the Ōtara Waterways and Lake Project in 2015/16’ (resolution OP/2015/136).

5. Full implementation of the strategy is not immediately possible and resourcing to prioritise actions and oversee implementation is needed. This report recommends that $22,000 of this budget is allocated to begin the implementation of the Otara Waterways and Lakes Project as per the following table:

$20,000	Project Co-ordinator (contractor)	Coordinate the phased implementation of the Otara Waterways and Lakes Project during 2015/16 including: · assistance in setting up the Otara Waterways and Lakes Trust (and associated governance structure and legal entity); · support of the Trust and the work of its Trustees in particular securing supplementary funds and furthering partnership discussions with the private sector; · lead the technical work to prioritise the actions comprising the Strategic Action Plan and oversee implementation (for the financial year through until June 30 2016).
$1,000	Legal Costs	Trust formally set up
$1,000	Volunteer expenses including materials for school engagement	Out of pocket expenses and branded clothing for volunteers and the development of material for schools engagement to fulfil the specific work elements of community engagement for the project.
$22,000	TOTAL

6. The technical work required to prioritise the actions within the Otara Waterways and Lakes Project: Long Term Strategic Action Plan will be completed over the next two months. A report will then be prepared to recommend high priority actions and associated costs. The recommendations will be agreed with the Otara Waterways and Lakes Steering Group and will then be presented alongside recommendations for the remaining funds ($78,000) to the local board at its December 2015 meeting.

7. The proposed contractor will provide the support needed to finalise setting up the proposed trust and for ongoing trust activities in particular obtaining supplementary funds through contestable sources and progressing partnerships that have been established through the work of the Otara Lakes and Waterways Steering Group to date.

Recommendations

That the Ōtara-Papatoetoe Local Board:

a) approve a partial allocation of $22,000 of its $100,000 Otara Lakes and Waterways Vision budget line in 2015/16 as follows:

i) $20,000 for a part-time Project Co-ordinator for the Otara Waterways and Lakes project including prioritisation, implementation, trust support and alternative funding sources for the project.

ii) $1,000 for legal costs associated with the establishment of the Otara Waterways and Lakes Trust

iii) $1,000 for volunteer expenses and education materials associated with supporting the community engagement aspects of the waterways vision.

b) note that the allocation of the remaining $78,000 will be considered by the steering group and local board following the conclusion of the technical prioritisation work.

c) request that any major changes to this project delivery are brought to the local board for their approval.

Comments

Otara Waterways and Lakes Project – Long Term Strategic Action Plan

8. The Otara Waterways & Lake Project (Strategy) was the product of a collaborative community engagement process undertaken in 2014. The Strategy includes three key themes of mauri, connection and pride and ten focus areas, as described briefly below.

9. Mauri: Within one generation the Ōtara waterways and lake will be restored and safely used for swimming, fishing, food gathering and boating and native species will have re-established connections to historical habitats and generally increased their range within the catchment. Five focus areas: sediment, contaminants, water sensitive design and waste water overflows, litter, pests plants and animals.

10. Connection: Within one generation Ōtara waterways and lake will be restored and central to our sense of place and will be actively used to connect different parts of our community. Two focus areas: pathways, living.

11. Pride: Within one generation the people of Ōtara and Howick will be regularly celebrating the waterways and lake, rewarded by their active kaitiakitanga of this place. Three focus areas: knowledge, motivation, enabled.

Steering Group & Trust

12. The development of the action plan was overseen by a Steering Group including representatives from the Ōtara Papatoetoe Local Board, Howick Local Board, Contact Energy, Auckland Council, Highbrook Trust, Manukau Institute of Technology, UNITEC, Greater East Tamaki Business Association, Rotary Club of Highbrook, Botany East Tamaki Rotary Club, Ōtara Network Action Committee and Tamaki Estuary Prevention Society.

13. The Steering Group has recommended that a Trust be set up to continue the development and delivery of this collaborative action plan, and in particular, provide a vehicle for fundraising and this trust is in the process of being established.

Local Board Commitments

14. The Ōtara-Papatoetoe Local Board Plan includes the outcomes that “Ōtara lake is accessible and safe for recreational use” as part of its Health Harbours and Waterways activities. The Board also recognises in order for the programme to move forward, any future project would have to address more than just the environmental issues but also the social, cultural and economic issues of the Ōtara area and its catchment.

15. The Howick Local Board Plan also includes water quality improvement as a priority, noting that the quality of our streams and other waterways requires improvement and that “We will advocate for measures to reduce overall pollution, contaminants and sediments in streams and estuaries”.

16. The Otara-Papatoetoe Local Board has committed $100,000 towards the implementation of the Strategy in the 2015/2016 financial year. The board has requested via resolution that the Infrastructure & Environmental Services department ‘provide officer support to develop the trust proposal, and to prepare a draft work programme for board approval, addressing the use of the $100,000 board funding for the Ōtara Waterways and Lake Project in 2015/16’ (resolution OP/2015/136).

Implementation Costs & Proposal for Partial Allocation

17. The project is now exiting the strategic development phase and entering the implementation phase. As described above, the board has committed $100,000 towards the implementation of the Strategy in 2015/16 and have requested that the Infrastructure & Environmental Services Department deliver this as per the resolution described above.

18. At the July 12, 2015 Steering Group meeting, it was proposed that Infrastructure & Environmental Services provide a proposed workplan for the $100,000. Full implementation of the strategy is not immediately possible and resourcing to prioritise actions and oversee implementation is needed. It is recommended that $22,000 of this budget is allocated to begin the implementation of the Otara Waterways and Lakes Project as per the following table:

Budget	For	Outputs
$20,000	Project Coordinator (contractor)	Coordinate the phased implementation of the Otara Waterways and Lakes Project during 2015/16 including: · assistance in setting up the Otara Waterways and Lakes Trust (and associated governance structure and legal entity); · support of the Trust and the work of its Trustees in particular securing supplementary funds and furthering partnership discussions with the private sector; · lead the technical work to prioritise the actions comprising the Strategic Action Plan and oversee implementation (for the financial year through until June 30 2016).
$1,000	Legal Costs	Trust formally set up
$1,000	Volunteer expenses and materials for schools engagement	Out of pocket expenses and branded clothing for volunteers and the development of material for schools engagement to fulfil the specific work elements of community engagement for the project.
$22,000	TOTAL

19. The Part-time Project manager will be contracted by November 2015. Work will then commence on developing prioritised implementation actions. Once the prioritisation of the Strategy’s implementation has been complete, further work plan and project costings will be brought to the Board for approval in December 2015.

Consideration

Local Board views and implications

20. This is a report prepared specifically to give effect to local board aspirations. As described above the Ōtara-Papatoetoe Local Board Plan includes the outcomes of ‘healthy harbours and waterways’ and has identified key initiatives of ‘promote Otara Lake and Waterways vision and ‘Otara Lake remediation’ alongside a budget of $100,000 to support this.

21. The recommendations and associated work plan were discussed with the local board in a workshop on Monday 28 September 2015.

Māori impact statement

22. The Strategy has been developed in collaboration with interested mana whenua and is an example of effective communication and engagement with local Māori. Further involvement of mana whenua in the assessment of priority actions will be actioned as part of the implementation strategy.

23. Connecting the community and local businesses with the waterways and lake will be a core implementation approach in the strategy and will have the potential to improve Māori well-being through volunteer opportunities, school engagement and community awareness building.

24. There are opportunities, through the strategy’s implementation, to increase Māori involvement through restoration works, community engagement and creative arts installation.

Implementation

25. There are no additional implementation issues above and beyond those raised in this report.

Attachments

There are no attachments for this report.

Signatories

Authors

Mara Bebich - Stakeholder Liasion Manager

Dr Gretel Silyn-Roberts - Sustainable Catchments Team Manager

Authorisers

John Dragicevich - Manager Infrastructure and Environmental Services

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Ōtara-Papatoetoe Local Board Local Grants: Round One 2015/2016

File No.: CP2015/21123

Purpose

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

Executive Summary

2. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $164,000 and local events budget of $166,000 for the 2015/2016 financial year. Funds from these two budgets will be allocated to successful applications.

3. Thirty three applications were received in this round, with a total requested of $204,181.81.

Recommendation/s

That the Ōtara-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: Ōtara-Papatoetoe Local Board Round one Local Grants Applications

Organisation	Focus	Project	Amount requested	Eligible/ Ineligible
KidsCan Charitable Trust	Community	Towards purchase of food for children	$5,000.00	Eligible
Papatoetoe Adolescent Christian Trust	Community	Towards the wages of live in staff and food costs	$10,000	Eligible
Connect the Dots Charitable Trust	Community	Towards the marketing and material costs of ‘Mind the Gap - Intergenerational Arts Programme’	$1,035.29	Eligible
Papatoetoe Gymnastic Club Incorporated	Sport and recreation	Towards equipment, materials, arts and crafts costs and costs towards excursions for GymCity	$5,000.00	Eligible
Otara Budgeting Service Inc.	Community	Towards computer, internet, phone expenses and the cost of a printer and scanner	$5,000.00	Eligible
Cook Island 15 Stars	Arts and culture	Towards the venue hire and materials for Cook Islands Cultural Arts exhibition	$1,000.00	Eligible
Urban EcoLiving Charitable Trust	Environment	Towards contracting teachers to deliver the Tread Lightly Caravan programme	$3,858.50	Eligible
Kiwi Indian Community Trust	Community	Towards the rent costs for the Kiwi Indian Community Centre	$34,787.52	Eligible
Roopa Aur Aap Charitable Trust	Community	Towards costs to organise the event ‘Jaagriti (Awakening) project’ such as venue hire, marketing, volunteer costs, travel expenses, equipment hire, Jaagriti (Awakening) project	$2,000.00	Eligible
Otara Business Association	Events	Towards entertainment and activities for ‘Otara After Dark’	$3,500.00	Eligible
Counselling Services Centre	Community	Towards the installation of a heat pump/air conditioner for the counselling centre	$2,207.30	Eligible
Auckland Young Women's Christian Association T/A YWCA Auckland	Community	Towards the total costs of running two "Safe for Life" workshops in the local board area	$1,600.00	Eligible
Life Education Trust South East Auckland trading as Life Education Counties Manukau	Community	Towards delivery costs of the Life Education - learning with Harold programme	$8,000.00	Eligible
Otara Business Association	Events	Towards 2016 Easter celebrations at Otara Mall	$3,500.00	Eligible
Mind over Manner Ltd	Community	Towards venue hire and specialist fee’s for the programme ‘shifting community youth and culture through applied theatre practice’	$5,864.40	Eligible
Otara Business Association	Events	Towards all costs of “Music Month 2016”project	$3,600.00	Eligible
Otara Business Association	Events	Towards all costs to hold Matariki Day event	$4,000.00	Eligible
John Walker Find Your Field of Dreams Foundation	Sport and recreation	Primary Sport	$25,000.00	Eligible
South Auckland Tongan SDA Community	Community	Towards equipment and instrument purchases for South Auckland Tongan SDA Brass Band Fun Day	$15,065.65	Ineligible due to religious events being excluded under the community grant policy
Bhartiya Samaj Charitable Trust	Community	Towards volunteer and transport reimbursement for elders support program	$6,500.00	Eligible
Chinese New Settlers Services Trust	Arts and culture	Towards marketing, coaching and co-ordination for ‘Little Kungfu Master- Manukau’	$6,000.00	Eligible
Hunters Corner Town Centre Society Inc	Community	A public address system and stage for the Curry Festival Easy ups	$5,000.00	Eligible
Papatoetoe Central Main street Society Inc.	Events	Towards hire of musical entertainment, catering, actors and costumes for the Railway Heritage Day	$4,160.00	Eligible
Iuni Lolesio	Sport and recreation	Towards sponsorship of applicant’s son who has been selected for the Auckland East Roller Mills team.	$700.00	Eligible – lower priority as application is for activities taking place outside the local board area.
Auckland City Mission	Community	Towards the total annual food and distribution costs of the Crisis Care and Community Services emergency food parcel programme	$10,000.00	Eligible
Autism New Zealand Incorporated - Auckland Branch	Community	Multi-board application towards salaries, rent and general operating costs	$2,000.00	Eligible
Children's Autism Foundation	Community	Multi-board application towards the fee to contract a facilitator and staff salaries for community support programme	$2,229.15	Eligible
Community Impact Trust	Community	Multi-board application towards costs involved with community impact days	$10,000.00	Eligible
Hindu Heritage Research Foundation(NZ)	Event	Multi-board application towards the Papatoetoe family fun day	$3,814.00	Eligible
LifeKidz Trust	Community	Multi-board application towards costs of running the school holiday programme	$5,000.00	Eligible
Shakti Asian Women's Centre Incorporated	Community	Multi-board application towards wages and salaries of the community advocates programme.	$1,585.00	Eligible
Sporting Edge Trust	Community	Multi-board application towards costs for the Community Care & Protection Project (CCAPP) in Manukau East, Pakuranga West, Panmure and Mt Wellington.	$2,175.00	Eligible
Maa Shakti Charitable Trust	Events	Towards costs for the Dussehra festival	$5,000	Eligible
Total			$204181.81

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 Ōtara-Papatoetoe Local Board adopted its grants programme in October 2014 (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 Ōtara-Papatoetoe Local Board will operate two local grants rounds for this financial year. The first local grant 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. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $164,000 and local events budget of $166,000 for the 2015/2016 financial year. Funds from these two budgets will be allocated to successful applications.

9. Thirty three applications were received for this local grants round, requesting a total of $204,181.81.

Consideration

Local Board views and implications

10. 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.

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. One applicant applying in this round has identified as Maori and ten have indicated their project targets Maori or Maori outcomes.

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 Ōtara-Papatoetoe Local Board allocating funding for round one local grants, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Ōtara-Papatoetoe Grant Programme 2015/2016	143
b View	Application Summaries (Under Separate Cover)

Signatories

Authors

Danielle Hibson - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

19 October 2015

Ōtara-Papatoetoe Local Board meeting dates

File No.: CP2015/19726

Purpose

1. This report seeks approval to change the date of the December 2015 Ōtara-Papatoetoe Local Board meeting.

Executive Summary

2. The Ōtara-Papatoetoe Local Board adopted the 2015/16 schedule of business meetings on 17 November 2014 resolution OP/2015/213. The meeting scheduled for Monday 7 December 2015 business meeting is now required to be moved back one week in order to meet the timeframes for Annual Plan 2016/17 decision-making.

3. A formal business meeting is required to be held between 9 and 15 December 2015 to allow the local board to agree the local consultation content and supporting material for the Annual Plan 2016/17.

4. It is proposed to change the date of the meeting from Monday 7 December 2015 to Monday 14 December 2015 to meet these timeframes.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approves Monday, 14 December 2015, at 5.00pm in the Manukau Chambers, Level 1, Manukau Civic Centre, 31-33 Manukau Station Road, Manukau as the date, time and place for the December ordinary monthly business meeting.

Consideration

Local Board Views

5. This decision falls under the local board’s delegated authority.

Māori Impact Statement

6. There is no specific impact for Māori arising from this report.

General

7. Clauses 19(4), 19(5) and 19(6), Schedule 7, of the Local Government Act 2002 states that:

“(4) A local authority must hold meetings at the times and places that it appoints.

(5) Unless clause 22 (extraordinary meeting) applies, the chief executive must give notice in writing to each member of the time and place of a meeting -

(a) not less than 14 days before the meeting; or

(b) if the local authority has adopted a schedule of meetings, not less than 14 days before the first meeting on the schedule.”

(6) If a local authority adopts a schedule of meetings, -

(a) the schedule –

(i) may cover any future period that the local authority considers appropriate; and

(ii) may be amended; and

(b) notification of the schedule or of any amendment to that schedule constitutes a notification of every meeting on the schedule or amendment.”

8. Similarly, the statutory requirement pursuant to clauses 46, 46(A) and 47 of the Local Government Official Information and Meetings Act 1987 mentions that:

· meetings of a local authority are publicly notified

· agendas and reports are available at least two working days before a meeting

· local board meetings are open to the public.

Implementation Issues

9. Meetings of the local boards are supported by Auckland Council’s Local Board Services Department.

Attachments

There are no attachments for this report.

Signatories

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

Ōtara-Papatoetoe Local Board

19 October 2015

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

File No.: CP2015/19478

Purpose

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

2. The Unitary Plan Committee has referred the report and resolution UNI/2015/153, Auckland Unitary Plan Independent Hearing Panel - Update on Progress, that was considered at the 8 September 2015 meeting.

Resolution number UNI/2015/153

MOVED by Chairperson AM Filipaina, seconded by Cr C Darby:

That the Unitary Plan Committee:

a) receive the report and note the progress of the programme for the hearing of submissions by the Independent Hearings Panel on the Proposed Auckland Unitary Plan

b) request the report and resolutions be forwarded to local boards, the Independent Maori Statutory Board and advisory panels for their information.

CARRIED

3. The Orākei Local Board has referred the resolution OR/2015/111, Annual Report 2014-2015, that was considered at the 3 September 2015 meeting.

Resolution number OR/2015/111

MOVED by Chairperson DEC Simpson, seconded by Member TG Churton:

That the Orākei Local Board:

a) notes the monitoring and reporting requirements set out in the Local Government (Auckland Council) Act 2009 and the local board information proposed for the Auckland Council Annual Report 2014/2015.

b) approves the tabled message from the Chairperson, which provides the Local Board’s comments on Board matters in the 2014/2015 annual report.

c) gives authority to the Chair and Deputy Chair to make typographical changes to the Chairs message before submitting for final publication.

d) does not approve the achievements (performance measures) by activity and the table of Key Capital projects that form part of the local board information for the Auckland Council Annual Report 2014/2015.

e) considers that the annual report template and performance monitoring framework that Auckland Council uses for its Annual Report is flawed, in part because it does not fully reflect the work the Board has been doing.

f) notes that there is insufficient explanation for unmet targets in the Annual Report.

g) notes that as a result of the Annual Report template being flawed, an immediate review of the Annual Report template be requested with input from all local boards.

h) requests that these resolutions be shared with all local boards.

4. The Manurewa Local Board has referred the resolution MR/2015/169 and tabled information, that was considered at the 10 September 2015 meeting.

Resolution number MR/2015/169

MOVED by Chairperson AM Dalton, seconded by Deputy Chairperson SP Brown:

That the Manurewa Local Board

a) receive the verbal portfolio update from:

i. Simeon Brown, Community Service Portfolio Lead regarding:

- Citizens Advice Bureau funding.

b) request a report on what actions have been undertaken by the Council to ensure that Auckland Citizens Advice Bureau (ACAB) is funded, noting the resolution by the Social and Community Development Forum on the 28^th of May 2013 by Cr Casey that requested officers to work with ACAB to secure funding from third parties.

c) request that the tabled information and the above resolutions be forwarded to all other local boards for consideration.

CARRIED

5. The Parks, Recreation and Sport Committee has referred the report PAR/2015/62, Sports Field Capacity Development Programme – Annual report that was considered at the 16 September meeting.

Resolution number PAR/2015/62

MOVED by Cr JG Walker, seconded by Cr C Darby:

That the Parks, Recreation and Sport Committee:

a) receive this report.

b) agree circulate the report to Local Boards for their information.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the Unitary Plan Committee resolution UNI/2015/153 and report Auckland Unitary Plan Independent Hearing Panel - Update on Progress.

b) note the Orākei Local Board resolution OR/2015/111 Annual Report 2014-2015.

c) note the Manurewa Local Board resolution MR/2015/169 and tabled information.

d) note the Parks, recreation and Sport Committee resolution and the Sports Field Capacity Development Programme – Annual report.

Attachments

No.	Title	Page
a View	Auckland Unitary Plan Independent Hearing Panel - Update on Progress	159
b View	Resolution by the Social and Community Development Forum on the 28th of May 2013	163
c View	Sports Field Capacity Development Programme – Annual report	165

Signatories

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

Ōtara-Papatoetoe Local Board

19 October 2015

Ōtara Papatoetoe Local Board members portfolio update

File No.: CP2015/20803

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

Authors	Neil Taylor - Senior Local Board Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager