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
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That the Rodney Local Board:
a)
confirm the ordinary minutes of its meeting,
held on Monday, 11 April 2016, as a true and correct
record.
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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 Rodney Local Board. This means that
details relating to deputations can be included in the published agenda. Total
speaking time per deputation is ten minutes or as resolved by the meeting.
At the close
of the agenda no requests for deputations had been received.
9 Public Forum
A period of
time (approximately 30 minutes) is set aside for members of the public to
address the meeting on matters within its delegated authority. A maximum of 3
minutes per item is allowed, following which there may be questions from members.
At the close of the agenda no requests for public forum had been
received.
10 Extraordinary Business
Section 46A(7) of the Local Government Official Information and
Meetings Act 1987 (as amended) states:
“An item that is not on the agenda for a meeting may be dealt with
at that meeting if-
(a) The local authority by resolution so
decides; and
(b) The presiding member explains at the
meeting, at a time when it is open to the public,-
(i) The reason why the item is not on the agenda; and
(ii) The reason why the discussion of the item
cannot be delayed until a subsequent meeting.”
Section 46A(7A) of the Local Government Official Information and
Meetings Act 1987 (as amended) states:
“Where an item is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting
if-
(i) That item is a minor matter relating to
the general business of the local authority; and
(ii) the presiding member explains at the
beginning of the meeting, at a time when it is open to the public, that the
item will be discussed at the meeting; but
(b) no resolution, decision or recommendation
may be made in respect of that item except to refer that item to a subsequent
meeting of the local authority for further discussion.”
11 Notices of Motion
At the close of the agenda no requests for notices of motion had
been received.
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Rodney Local
Board
28 April 2016
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Community
Places 2016/2017 Community Centre and Venue for hire fees
File No.: CP2016/05093
Purpose
1. To seek
approval of venue hire fees to be applied in the 2016/2017 financial year.
Executive
Summary
2. Within
Auckland Council, local boards are responsible for setting local fees and
charges, including those that relate to asset based services such as community
centres and venues for hire. Fees are typically reviewed and agreed on an
annual basis as part of finalising the local board annual agreement.
3. Fees
are informed by the performance of three factors. The condition of the
facility, the level of amenity provided and the presence of staff on site. The
Hire Fee Framework also includes financial incentives aimed at enabling
community outcomes, making more use of off-peak capacity and encouraging
regular use of the facilities.
4. Staff
discussed the fees to be applied in the 2016/2017 at a workshop with Rodney
Local Board members on 9 February and 18 April 2016. This report builds on
that discussion. Options discussed consider the variability within the current
fees and the change required in order to align with guidelines covering this
area of service.
5. Staff
recommend that the local board begin to apply the Hire Fee Framework from 1
July 2016 and adopt hire fees that are consistent with the framework for those
facilities that are likely to remain within direct council management.
Recommended fees are included in attachment A, which also provides a comparison
to the current fees.
6. The
difference between current and proposed rates is considerable, with a range of
increase between 70% and 350%. The degree of change partly reflects a baseline
of low fees inherited from legacy council arrangements with no material
adjustment applied during the first five years of Auckland Council.
7. In
order to support an effective transition to the new rates, staff recommend that
fee increases for existing regular customers be capped at a maximum of 20% of
their current charge. This would apply to the 2016/2017 year, with the
expectation that full rates would apply after that 12 month transition. New
and casual (infrequent users) customers would pay the full fee from 1 July
2016.
8. There
are a small number of facility users in Rodney who continue to benefit from
full or substantially subsidised fees, which have their basis in legacy council
practices. These “special arrangements” (listed in attachment B) are more favourable
than those available to existing regular customers. Staff recommend that these
groups be charged the full 2015/2016 hire fee plus 20% from 1 July. This will
bring them into line with other regular hirers and provide a similar
transitional arrangement for these groups, in the expectation that full rates
will apply after 12 months.
9. Staff
have considered an alternative option for fee setting in 2016/2017. This
option is not favoured, as it will further perpetuate the legacy arrangement
and is not equitable. However, it is a viable option should the Rodney Local
Board choose to underwrite the cost of the ongoing subsidy from the Locally
Driven Initiative (LDI) fund.
10. Confirmed
fees for the 2016/17 year will be published online. They will be effective from
1 July 2016. Staff will aim to engage with all regular users, those on special
arrangements and relevant advisory groups to advise them of the agreed fees.
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Recommendation/s
That the Rodney Local Board:
a) agree to apply
the Hire Fee Framework from 1 July 2016 and adopt hire fees that are
consistent with the framework for those facilities that are likely to remain
within direct council management.
b) agree to adopt
the 2016/2017 community centre and venue for hire fees, as per Attachment A
to the agenda report, to be applied to all new and causal hirers.
c) approve a one
year transitional arrangement for existing regular hirers with fee increases
for these customers being capped at a maximum of 20% of their current charge,
as per Attachment B to the agenda report. Full rates will apply after 12
months.
d) approve a one
year transitional arrangement for “special arrangement” customers with fee
increases for these customers being capped at the equivalent of the
appropriate 2015/16 fee plus 20%. Full rates will apply after 12 months.
e) note that
there will be no requirement to underwrite the transitional arrangements
described above using local board Locally Driven Initiative funding during
the 2016/2017 year.
f) request
council staff to engage with key customer groups to advise them of the agreed
fees and to provide regular updates on the impact of the hire fees and the
performance of council-managed community facilities as part of quarterly
reporting arrangements. Also providing an impact analysis report after 6
months of operation, describing any changes in users groups as well as
covering utilisation, visitation and revenue by facility.
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Comments
11. Local boards
are responsible for setting local fees and charges, including those that relate
to asset based services such as for community centres and venues for hire.
Fees are typically reviewed and agreed on an annual basis as part of finalising
the local board annual agreement.
Hire Fee framework
12. In
2014, council adopted the Hire Fee Framework, an operational policy which
guides the setting of fees across the network of council operated community
centres and venues for hire. Community group operated centres and venues
generally determine and administer their own fee schedules and are not considered
in this report.
13. Fees
are informed by the performance of three factors which customers told us they
value highly; the condition of the facility, the level of amenity provided and
the presence of staff on site. The framework also includes financial incentives
aimed at enabling community outcomes, making more use of off-peak capacity and
encouraging regular use of the facilities.
14. Rodney Local
Board has not yet applied the Hire Fee Framework across its portfolio, having
chosen to delay implementation pending work to confirm the preferred rural hall
operating model / models. As a consequence, hire fees are mostly based on
legacy arrangements and are generally considerably lower than those charged for
using comparable venues in other parts of Auckland. The foregone revenue
associated with this decision is estimated to be in the region of $66,396 per
annum.
15. Staff
recommend that the local board begin to apply the Hire Fee Framework from 1
July 2016 and adopt hire fees that are consistent with the framework for those
facilities that are likely to remain within direct council management.
16. Recommended
fees for Helensville War Memorial hall, Kaukapakapa Memorial hall, Point Wells
Hall, Shoesmith Hall, South Head Hall, Te Hana Hall, Waimaukau War Memorial
Hall, Warkworth Masonic Hall, Warkworth Town Hall and Wainui Hall are included
in attachment A. Staff advise that these fees be applied to all new and casual
customers from 1 July 2016.
Transitional
arrangements
17. Applying the
Hire Fee Framework and adopting regional consistent fees does mean that there
will be a substantial increase in the price customers pay. The difference
between current and proposed fees ranges between 70% and 350%. Whilst the
proposed fees represent a fair rate for new and casual customers, it is
reasonable to consider a transitional arrangement for existing regular
customers, to allow them some time to adjust to the new fee. A twelve month
transitional period is recommended.
18. In order to
support an effective transition to the new rates, it is proposed that fee
increases for existing regular customers be capped at a maximum of 20% of their
current charge. This to apply for the 2016/2017 year, with the expectation
that full rates would apply after that 12 month transition.
19. There are a
small number of facility users in Rodney who continue to benefit from full or
substantially subsidised fees, which have their basis in legacy council
practices. These “special arrangements” (listed in Attachment C) are more favourable
than those available to existing regular customers. Perpetuating these special
arrangements sustains a benefit that is not available to other members of the
community as well as requiring extra administrative effort and cost to
recognise and process these exceptions.
20. Staff
recommend that the local board act to bring these arrangements in line with
benefits available to other customers and in so doing demonstrate a “level
playing field”. It is proposed that these groups be charged the full 2015/2016
hire fee plus 20% from 1 July 2016. This will bring them into line with other
regular hirers and provide a similar transitional arrangement for these groups,
in the expectation that full rates will apply after 12 months. An example of
this is:
A group currently
makes use of the Shoesmith Hall on a weekly basis for one hour at a time. The
current hire fee is $11 per hour, so the group should theoretically pay $572
per annum but because they have a legacy full waiver arrangement there is no
current charge. In transition, they would begin to pay the 2015/2016 rate plus
20%, making an hourly fee of $13.20. The annual charge would therefore be
$685, substantially more than the current arrangement but still $1,083 less per
annum than a typical customer would pay in other parts of Auckland.
21. The majority
of local boards adopted the hire fee framework from 1 July 2014. At the time,
these boards were not asked to underwrite the value of the further subsidies to
customers in transition using their LDI. Rodney Local Board will have the same
opportunity. Staff will monitor the impact of fee changes during 2016/2017,
report at quarterly intervals through that year and use the insights from this
transitional year on which to base future advice about fee setting.
Alternative option
22. Under this
option, the local board would delay applying the Hire Fee Framework until the
rural hall operating model / models for all the local community halls are
confirmed and in place. This would mean that the current baseline would remain
in place, but with fees increased from this baseline by a nominal amount,
between 10% and 30%, to apply to all users. Fees associated with this option
are shown in Attachment E.
23. The main
advantage of this approach is that it would quickly move all customers to the
same fee baseline, assuming that all new, casual, regular and special
arrangement customers are migrated to the same fee structure from 1 July 2016.
It will therefore be seen to be fair, simple and transparent.
24. The main
disadvantage of the approach is that it perpetuates the legacy arrangement and
provides a range of fees not available to other local users within Auckland.
Even with a 30% increase to the current fee baseline, Rodney Local Board fees
would be considerable lower than other parts of urban and rural Auckland.
25. This is a
viable option, should the local board choose to invest in sustaining fees at
this relatively low level. If this is the intention, then the local board
would make use of its LDI to underwrite the difference in annual revenue,
between a fee schedule based on the Hire Fee Framework and one based on
adjusted legacy fees. This figure is estimated to be $52,880 for 2016/2017,
based on a 20% increase.
Consideration
Local
Board views and implications
26. Staff discussed the fees to be applied in the 2016/2017 at a
workshop with Rodney Local Board on 9 February and 18 April 2016. It was the
view of some members of that the local board should consider an increase to
fees.
27. Local board members requested further information regarding
the level and nature of activity within the community halls and also more
visibility of expenditure and revenue associated with them. Attachment D
provides information in support of this request.
28. Local board
members expressed an interest that any changes to fees be well communicated to
existing customers. Staff will be developing a communications plan to guide
the work around this.
29. The recommendations within this report fall within the
Rodney Local Board’s allocated authority relating to local recreation, sport
and community facilities.
Māori
impact statement
30. The Hire Fee Framework is not specifically targeted for
Maori populations. However, it aims to be fair and transparent to all users
and enable all Aucklanders to participate within facilities, including Maori.
Implementation
31. The recommendations in this report do not trigger the Auckland
Council Significance Policy.
32. Confirmed fees
for the 2016/2017 year will be communicated to all regular hirers and published
online. They will be effective for 1 July 2016.
Attachments
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No.
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Title
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Page
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aView
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Recommended fees schedule for 2016-17
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13
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bView
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List of Regular Hirers
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15
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cView
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Hirers with Special legacy arrangments for free or
partial fees for hireage
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19
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dView
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Rodney LB usage, revenue and expenditure
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21
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eView
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Alternative option fees schdule for 2016-2017
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31
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Signatories
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Authors
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Robyn McMichael – Team Leader Venue Hire
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Authorisers
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Graham Bodman - General Manager Arts, Community and
Events
Lesley Jenkins - Relationship Manager
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Rodney Local Board
28 April 2016
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Annual Plan 2016/2017
File No.: CP2016/06404
Purpose
1. The purpose of this report is to
make decisions on Annual Plan matters as they relate to the Rodney Local Board
including matters such as budgets, advocacy, position on regional issues and
recommendations to the governing body.
Executive
Summary
2. This report seeks input from
local boards on a range of annual plan related matters, including Locally
Driven Initiatives (LDI), advocacy, regional financial policy issues and other
rate proposals.
3. This report requests that the
Rodney Local Board:
a) makes decisions on:
i) final Locally Driven
Initiatives budgets by activity, within funding envelopes
ii) key advocacy issues
b) provides any feedback on regional
issues, including:
i) the Uniform Annual General
Charge (UAGC)
ii) the Interim Transport Levy
(ITL)
iii) Māori land rates
iv) rates for farm/lifestyle
properties over 50 hectares
c) makes recommendations to the
governing body on other financial matters such as:
i) any new/amended Business
Improvement District (BID) targeted rates
ii) any new/amended local targeted
rate proposals
iii) proposed Locally Driven
Initiatives capital projects outside local boards’ decision- making
responsibility.
4. Local board views on these
matters will be considered in discussions between the local boards and the
Finance and Performance Committee on 6 and 9 May; and by the governing body
prior to adopting the Annual Plan 2016/2017.
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Recommendation/s
That the Rodney Local Board:
a) confirm final 2016/2017 LDI
budgets by activity, within funding envelopes.
b) agrees key advocacy issues
c) provides any views it may have
on regional financial policy issues
d) recommends any new or amended
Business Improvement District targeted rates
e) recommends any new or amended
local targeted rate proposals
f) recommends any proposed
Locally Driven Initiatives capital projects, which are outside local boards’
decision-making responsibility.
g) recommends $XX of 2015/2016
Locally Driven Initiatives Opex to be deferred.
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Comments
LDI
5. Local boards are requested to
agree the level of funding for each group of activity. This funding is further
allocated to specific projects and services detailed in the work programmes.
6. As part of the funding policy,
local boards can resolve to defer those projects that are funded by the LDI
where there was an agreed scope and cost but have not been delivered. The
Local Board may wish to resolve 2015/2016 projects that meet the criteria for
deferral to 2016/2017.
7. Key information of the funding
of each activity and the LDI funded projects that meet the criteria for
deferral is provided in Attachment A.
Advocacy
issues
8. Local boards
resolved on their key advocacy issues in November 2015, for discussions with
the Finance and Performance Committee and consultation. Since then, relevant
council departments and Council Controlled Organisations have provided local
boards with advice on the current position of each advocacy issue, and any next
steps. This information was provided to local boards in April 2016, as part of
a broader information pack, to consider at their workshops, and is also
attached to this report for information (see Attachment B).
9. Local boards
consulted on their local advocacy issues in February and March 2016. The
results from the consultation have been analysed and summarised, and provided
to the local boards. This has been attached to this report for information
(see Attachment C).
10. In light of this
information, the local board may now wish to agree any advocacy priorities for
discussion with the Finance and Performance Committee on 6 and 9 May.
Regional
issues
11. Local boards
provided feedback on regional financial policy issues (in November 2015) which
were going for consultation. The results from the consultation have been
analysed and summarised, and provided to local boards (see Attachment C).
12. The Local Board
may wish to provide further feedback on these issues for consideration by the
Finance and Performance Committee.
Local targeted rate and BID targeted rate proposals
13. Local boards are
required to agree any new BID and local targeted rate proposals (noting that
any new local targeted rates and/or BIDs must have been consulted on before
they can be implemented).
Consideration
Local
Board views and implications
14. Local board
decisions and feedback is being sought in this report.
15. Local boards
play an important role in the development of the annual plan, and provide views
and information at key stages as council continues through the annual plan
process.
Māori
impact statement
16. Many local board
decisions are of importance to and impact on Māori. Local board agreements and the annual plan are important tools
that enable and can demonstrate council’s responsiveness to Māori. Local board plans, which were developed
in 2014 through engagement with the community including Māori, form the basis of local
priorities.There is a need to
continue to build relationships between local boards and iwi, and where
relevant the wider Māori community. Ongoing conversations will assist
local boards and Māori to understand each other’s priorities and issues.
This in turn can influence and encourage Māori participation in council’s
decision-making processes.
Implementation
17. Feedback from
the local boards will be summarised and provided in full to the Finance and
Performance Committee and governing body for consideration and adopting the
Annual Plan 2016/2017.
Attachments
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No.
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Title
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Page
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aView
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Locally Driven Initiatives
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37
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bView
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Advocacy issues
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39
|
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cView
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Annual Budget 2016/2017 consultation feedback report
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43
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Signatories
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Authors
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Jane Koch - Lead Financial Advisor
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Authorisers
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Lesley Jenkins - Relationship Manager
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