Agenda of Rodney Local Board Parks, Culture and Community Development Committee

I hereby give notice that an ordinary meeting of the Rodney Local Board Parks, Culture and Community Development Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Monday, 11 April 2016

2.00pm

Council Chamber
Orewa Service Centre
50 Centreway Road
Orewa

Rodney Local Board Parks, Culture and Community Development Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Beth Houlbrooke
Deputy Chairperson	Greg Sayers
Members	James Colville
	Warren Flaunty, QSM
	Steven Garner
	Thomas Grace
	John McLean
	Phelan Pirrie
	Brenda Steele

(Quorum 5 members)

Raewyn Morrison

Local Board Democracy Advisor

5 April 2016

Contact Telephone: (09) 427 3399

Email: raewyn.morrison@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Board Member

Organisation

Position

James Colville

St Marys Church Wellsford, Parish Council

Federated Farmers Auckland

Wellsford Drama Club

Wellsford Promotions

Landowners and Contractors Protection Assn.

Member

Warren Flaunty, QSM

Westgate Pharmacy Ltd

NorSGA Properties Ltd

The Trust Community Foundation Ltd

Henderson-Massey Local Board

Waitemata District Health Board

Taupaki Residents and Ratepayers Assn.

Contractor/Director

Director

Member

Elected Member

Member

Steven Garner

(Deputy Chairperson)

Mahurangi College Board of Trustee

Warkworth Tennis and Squash Club

Trustee

Member

Thomas Grace

Kumeu Rotary

South Kaipara Community Patrol

Rally New Zealand

Targa New Zealand

Waimauku Lions

Auckland Conservation Board

Federated Farmers

Northern Sports Car Club

Graceland Properties

Kumeu Community Patrol

President

Member

Director

Member

Beth Houlbrooke

Greater Auckland Chorus (Charitable Trust)

Sweet Adelines New Zealand (Charitable Trust)
ACT NZ

Baddeleys and Campbells Beach Residents and Ratepayers Assn.

Member

Contractor

Member

John McLean

Albany CoCo

De Paul House

Furniture for Schools Charitable Trust

Newpark Financial

Coatesville Residents and Ratepayers Association

Member

Supporter

Trustee

Shareholder

Member

Phelan Pirrie

Muriwai Environmental Action Community Trust

North West District Business Association

Muriwai Community Association

Muriwai Volunteer Fire Brigade

Best Berries (NZ) Ltd

Trustee

Member

Officer in Charge

Director/Shareholder

Greg Sayers

Rotary Club of Auckland

Neighbourhood Support Rodney

Member

Brenda Steele

(Chairperson)

Te Uri o Hau

Ngati Whatua o Kaipara

Woodhill School Board of Trustees

Beneficiary

Trustee

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

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 Walking Access New Zealand 5

8.2 Lions Club of Waimauku 6

8.3 North Rodney Blue Light 6

9 Public Forum 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Point Wells Play Equipment 9

13 Special Exemption (Section 6) Fencing of Swimming Pools Act 1987 29

14 Rodney Local Board Quick Response Grants: Round Three 2015-2016 33

15 Rodney Local Board 2015-2016 Community Centres/Houses & Halls Renewals 77

16 Old Wellsford Library Request for Resourcing 81

17 Deputation/Public Forum Update 85

18 Rodney Local Board Workshop Records 89

19 Consideration of Extraordinary Items

PUBLIC EXCLUDED

20 Procedural Motion to Exclude the Public 99

13 Special Exemption (Section 6) Fencing of Swimming Pools Act 1987

a. 2 Dotterel Lane, Warkworth 99

b. 156 Alf Access Road, Helensville 99

c. 278 Ahuroa Valley Road, Warkworth 99

d. 1024 Leigh Road, Big Omaha 99

e. 38 Donaldson Drive, Coatesville 99

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 Rodney Local Board Parks, Culture and Community Development Committee:

a) confirm the ordinary minutes of its meeting, held on Monday, 15 February 2016, 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 Rodney Local Board Parks, Culture and Community Development Committee. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Walking Access New Zealand

Purpose

1. Margaret Horsburgh, Regional Field Advisor – Auckland, will be in attendance to introduce herself and outline the role of the Walking Access Commission. The Walking Access Commission was established in 2008 with the aim to enhance free, certain, enduring and practical recreational access to the outdoors.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) thank Margaret Horsburgh, Regional Field Advisor – Auckland, on the activities of the Walking Access Commission.

8.2 Lions Club of Waimauku

Purpose

1. Waimauku Lions are in the process of getting permission to erect a children’s playground in Freshfields Rd reserve at Waimauku and will be in attendance to give the local board an update on the project.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) thank the representatives from the Lions Club of Waimauku for their presentation on a proposal to erect a children’s playground at Freshfields Road reserve in Waimauku.

8.3 North Rodney Blue Light

Purpose

1. North Rodney Blue Light will be in attendance to share their Strategic Outcomes for Youth and the Community in support of their mission and vision statements.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) thank the representatives from North Rodney Blue Light for their presentation on their Strategic Outcomes for Youth and the Community.

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.

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

Point Wells Play Equipment

File No.: CP2016/05005

Purpose

1. To enable the Rodney Local Board to make a renewal decision on the playground equipment on the Point Wells Community Centre Reserve, in light of public feedback and a petition submitted by Tracy Roe requesting the re-instatement of the “lullaby swing”. This swing was earlier removed from the Point Wells Community Centre Reserve after a report identified its potential to cause serious injury.

Executive Summary

2. As part of regular playground compliance audits it was identified that two pieces of play equipment had not been captured on Auckland Council’s asset register post amalgamation with Rodney District Council. As a result a condition assessment and compliance report (Attachment A) was carried out by an independent professional. At the same time one of the pieces of equipment failed under use. The second piece of equipment, the “lullaby swing”, was subsequently disabled as the report (Attachment A) found the swing had the potential to cause serious injury, as well as failing on several other points to meet the industry recognised safety standards.

3. Tracy Roe submitted a petition to the Rodney Local Board (RD/2016/14) requesting the reinstatement of the “lullaby swing”. The swing has been identified as having the potential to cause serious injury and there is no practical way to mitigate the risk, by modifying the swing or the environment.

4. Through targeted engagement, subject matter experts have proposed two pieces of alternative play equipment that comply with current playground standards and offer similar play value. These include a four meter high swing set and a “forest” obstacle course. Attachments C, D and E outline the engagement that has been carried out with the community to identify options to replace the two pieces of play equipment.

5. Prioritisation of straightforward renewals is delegated to the Manager of Parks North (Resolution number (RODPC/2015/29). However, in this instance there has been a petition received by the Rodney Local Board (RD/2016/14) and there are multiple options for renewal being considered. The renewal is now more complex and requires further consultation with the Rodney Local Board.

6. When making decisions about the renewal of playground equipment, it is important that the council decision-makers consider options, advantages and disadvantages, including factoring in the risks of serious injury. Auckland Council staff note that independent advice is that the “lullaby swing” does not meet the accepted playground standards and could result in serious injury.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) supports the renewal of the playground equipment at Point Wells Community Centre Reserve, including the installation of

i. the four metre high swing set and,

ii. the forest obstacle course,

identified through targeted engagement with the Point Wells community as preferred options to replace the original play equipment.

b) does not support the reinstatement of the “lullaby swing” within a public reserve as requested in the petition received by the Rodney Local Board (RD/2016/14).

Comments

7. Auckland Council maintains and installs play equipment to comply with playground safety standards. Playground safety standards have been developed by organisations such as the Royal Society for the Prevention of Accidents in the United Kingdom. Standards are updated regularly based on accident reporting highlighting areas of severe injury risk. New Zealand standard 5828:2004 is based on British and European standards BS EN1176 Parts 1-7:1998, BS EN1177:1998 and BS 7188:1998, with 5 New Zealand specific appendices.

8. For Auckland Council playgrounds, the playground safety standards are implemented by regular compliance audits carried out on equipment in the asset database. Where non-compliance is found or raised by the public, a formal or informal risk assessment is done to identify the probability and severity of potential injury. If a risk of serious injury is identified, action needs to be undertaken immediately.

9. An example of the safety standards in practice is the slide at the playground in Algies Bay. Skilled children can climb the outside of the slide to sit on the top, creating a fall height of about 2.5m. This is not a designed use of the equipment. However the safety surface attenuation is sufficient for a fall of that height, reducing the severity of possible injury, enabling the slide to remain. Children have to make a conscious decision to take that risk for themselves.

10. In October 2015, as part of regular playground standard compliance and condition audits, an independent report was carried out on two pieces of play equipment in Point Wells Community Centre Reserve (Attachment A). This report identified that the pieces of equipment had not previously been included in the Parks asset data register. A response was triggered and this resulted in the “lullaby swing” being disabled. Shortly afterward the “witch’s hat” failed under use. It was unable to be repaired due to its age, therefore a Parks contractor dismantled and removed it. The “lullaby swing” was disabled at the same time.

11. Due to the immediate action required by the compliance and condition report, followed by the unexpected failure of the “witch’s hat”, Parks was unable to proactively engage with the community. However, discussions were undertaken in November and an onsite meeting held with members of the community in early December. At the site meeting it was made clear that based on the playground standards the “lullaby swing” could not be reinstated. Time frames for community engagement to determine the desired replacement equipment were also agreed. This engagement began in January (Attachments C, D and E).

12. Following the removal of the original “lullaby swing”, as part of the targeted engagement, options centred on replicating both the excitement and social aspects that made the original equipment so popular. The engagement did not include an option for reinstating the “lullaby swing”. The engagement identified two replacement pieces of equipment - the four meter high swing set and the forest obstacle course. The engagement also identified a new preferred location for the equipment, moving it away from the neighbouring residential properties and linking it better with other elements within the reserve. The engagement material and outcomes are included in Attachments C, D and E.

13. The risks identified by the Point Wells Community Centre Playground report 2015 (Attachment A) are:

· Serious injury; the report identifies the potential for serious head injury resulting in hospitalisation. This could occur if a child runs across the swing flight area, while it is in motion. The potential injury is made more severe by the solid timber swing seat that has no impact absorption qualities. Not all children will be able to easily identify the significant risk so cannot make a conscious decision about whether to take the risk or not.

· Minor risks identified by the report are areas where the swing and frame do not comply with industry recognised standards; the absence of impact absorbing surface in the fall space, fully ridged suspension members, the clearance between the swing and the frame is insufficient, head entrapment in the framing on the bottom of the swing, finger entrapment.

14. All the risks identified can be mitigated or eliminated by replacing the existing ridged swing with a rope lullaby swing. (Attachment B). Through the targeted engagement already undertaken by Parks (Attachments C, D and E), the community identified that they would prefer other options rather than the installation of the rope lullaby swing.

15. As part of the Rodney Local Board Parks Capital Works programme for the 2015/2016 financial year decision relating the prioritisation of renewals was delegated to the Manager of Parks North (RODPC/2015/29). This was done to achieve the flexibility required to respond to health and safety concerns caused by unexpected events or damage to assets. Renewal of play equipment and the associated targeted community engagement is considered business as usual. However given the complexities involved in the renewal of the Point Wells Play equipment; a petition being received by the Rodney local Board and the range of possible options that are being considered, further consultation with the Rodney Local Board is required.

16. When making a decision about the renewal of playground equipment, it is important that local board members properly consider the risk of serious injury. When making decisions, elected members have to consider advantages and disadvantages as well as costs and benefits of the available options. Where one option is likely to result in serious injury, this should not be taken lightly when weighing up options.

Consideration

Local Board views and implications

17. No other projects already programmed within the Rodney Local Board area are expected to be negatively affected by this project progressing.

Māori impact statement

18. The recommendations in this report are not anticipated to impact on Māori in the area.

Implementation

19. The options identified in the engagement with the local community can be implemented in the current financial year based on the flexibility built into the Parks asset renewal programme to respond with unexpected health and safety issues as a result of damage or updated asset condition information. Current forecasts for the renewal program mean that this work if undertaken, will not affect any other programed renewals.

Attachments

No.	Title	Page
a View	Point Wells Community Centre Playground Report	13
b View	Rope lullaby swing	21
c View	Community Feedback Point Wells Play Space	23
d View	Point Wells equipment options 1st round of consultation	25
e View	Point Wells equipment options 2nd round of consultation	27

Signatories

Authors

Jeff Lyford - Parks Advisor - Rodney

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

Special Exemption (Section 6) Fencing of Swimming Pools Act 1987

File No.: CP2016/04842

Purpose

1. This report seeks a decision on the following applications for special exemption from some of the requirements of the Fencing of Swimming Pools Act 1987 (the Act).

Executive Summary

2. Applications for an exemption for swimming or spa pools have been received from the owners of:

· 2 Dotterel Lane, Warkworth

· 156 Alf Access Road, Helensville

· 278 Ahuroa Valley Road, Warkworth

· 1024 Leigh Road, Big Omaha

· 38 Donaldson Drive, Coatesville

3. The applications do not comply with the Act. Pool inspectors have inspected the properties and consulted with the applicants. Full assessment reports are attached to this report.

4. The local board must now resolve to grant, grant subject to conditions or decline the exemptions sought.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee :

a) grant the application for special exemption as sought for 2 Dotterel Lane, Warkworth with the following conditions:

i. that NZS 8500-2006 clause (a-k) is met at all times.

ii. that the spa remain in this location.

b) grant the application for special exemption as sought for 156 Alf Access Road, Helensville with the following conditions:

i. that NZS 8500-2006 clause (a-k) is met at all times.

ii. the spa pool remain in this location.

c) grant the application for special exemption as sought for 278 Ahuroa Valley Road, Warkworth with the following conditions:

i. that NZS 8500-2006 clause (a-k) is met at all times.

ii. the spa pool remain in this location.

iii the steps are moved 1.2m from the spa when it is not in use.

d) decline the application for the special exemption as sought for 1024 Leigh Road, Big Omaha because:

i. there are too many doors opening into the pool area

ii. they cannot be made self-closing as required by the Schedule of FOSPA

iii. there are no latches at 1.5m as required by the Schedule of FOSPA

iv. the pool area is considered to be too large and does not meet the definition that Randerson J provided in his 2004 Declaratory Judgement.

e) grant the application for special exemption as sought for 38 Donaldson Drive, Coatesville with the following conditions:

i. that NZS 8500-2006 clause (a-k) is met at all times.

ii. that the spa remain in this location.

Comments

Background

5. Auckland Council pool inspectors have inspected each property for which an application for special exemption from the Act has been received. In each case, the swimming pool fencing does not comply with the Act. The details of the non-compliance are specified in the attachments to this report.

6. The council’s pool inspectors have consulted with the applicants in each case. The applicants have been made aware of the council’s requirements to ensure fencing is compliant with the Act and they have chosen to seek a special exemption from those requirements.

Legislative implications

7. Compliance with the Act is a mandatory requirement for all pool owners unless exemptions are granted by the local board.

8. The Act requires pool owners to fence their pool, or all or some of the immediate pool area including the pool itself. Specific detail on this is contained in the schedule to the Act. If a pool does not have a complying fence it is an offence under the Act, unless exempt.

9. An exemption can only be granted by the local board after a consideration of the particular characteristics of the property and the pool, other relevant circumstances and taking into account any conditions it may impose. Then, only if “satisfied that an exemption would not significantly increase the danger to young children”, can an exemption be granted.

10. The definition of the immediate pool area, which is “the land in or on which the pool is situated and as much of the surrounding area that is used for activities or purposes related to the use of the pool”, is a key consideration for granting an exemption.

11. Where a building forms part of the pool fence and there are doors opening into the pool area, the local board may grant an exemption from compliance with clauses 8 and 10 of the schedule to the Act. If the local board is satisfied that compliance with the Act is impossible, unreasonable or in breach of any other Act, regulation or bylaw an exemption can be given if the door(s) are fitted with a locking device that when properly operated prevents the door(s) from being readily opened by children under the age of six years.

12. When granting a special exemption the local board may impose reasonable conditions relating to the property or the pool or reflecting other relevant circumstances. These may include:

a) Making the exemption personal to the applicant so that on a sale of the property a new owner will need to apply for a new exemption

b) Granting the exemption for a fixed term irrespective of changes of ownership

13. Any exemption granted or condition imposed may be amended or revoked by the local board by resolution. The rules of natural justice would however dictate that this action should not be taken without informing the pool owner and giving them the opportunity to be heard.

Consideration

Local board views and implications

14. Local boards have delegated authority to approve exemptions to the Fencing of Swimming Pools Act.

Before making an exemption, the local board must consider:

· the particular characteristics of the property and the pool

· any other relevant circumstances

· conditions that it may consider necessary to impose.

15. The local board must also be satisfied that the exemption would not significantly increase the danger to young children.

16. The local board may resolve to grant, grant subject to conditions, or decline the application for special exemption.

17. If the application is declined the applicant will be required to fence the pool in accordance with the Act.

Maori impact statement

18. There are no particular impacts on Maori that are different from those of other pool owners.

Implementation

19. The decision must be made by resolution.

Attachments

No.	Title	Page
a View	2 Dotterel Lane, Warkworth (Under Separate Cover) - Confidential
b	156 Alf Access Road, Helensville (Under Separate Cover) - Confidential
c	278 Ahuroa Valley Road, Warkworth (Under Separate Cover) - Confidential
d	1024 Leigh Road, Big Omaha (Under Separate Cover) - Confidential
e	38 Donaldson Drive, Coatesville (Under Separate Cover) - Confidential

Signatories

Authors

Phillip Curtis - Senior Swimming Pool Specialist

Authorisers

Sally Grey - Manager Weather Tightness & Compliance

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

Rodney Local Board Quick Response Grants: Round Three 2015-2016

File No.: CP2016/05118

Purpose

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

Executive Summary

2. The Rodney Local Board has set a total community grants and local events budget of $249,000 for the 2015/2016 financial year.

3. A total of $22,887.73 was allocated under events and quick response round one. A total of $98,386 was allocated under round one Rodney Local Grants 2015/2016 and $9,358 was then allocated under quick response round two, leaving a balance of $117,768.27.

4. A further $17,095 was allocated to the Waimauku Lions Club for the landscaping component of the Waimauku Clock project, leaving a balance of $101,273.27 to be allocated for the remainder of the financial year.

5. Fourteen applications were received in this round, with a total requested of $25,109.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

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

Table One: Rodney Local Board Quick Response, Round Three, Grants Applications

Application ID	Applicant	Focus	Funding for	Amount requested
QR1616-301	Cristina Beth	Arts and culture	Towards the costs of printing, mounting, framing of images, advertising and marketing, purchase of the poppy kit sets and contractor fees to run workshops for the Peace Poppy Project Photographic Exhibition in April 2016	$2,000.00
QR1616-311	Show Me Shorts Film Festival Trust	Arts and culture	Towards print and design, advertising and programming costs for the Show Me Shorts at Matakana Cinemas in November 2016	$999.00
QR1616-312	Kumeu Arts Centre	Arts and culture	Towards the tutor fees costs and purchase of materials for the Interactive School Art programme in May 2015	$2,693.00
QR1616-318	Melinda Butt	Arts and culture	Towards the purchase of materials and artists time for the painting of three to four telephone boxes in Kumeu, Waimauku and Muriwai between May to August 2016	$450.00
QR1616-319	Action Education	Arts and culture	Towards the facilitation costs for ten spoken word poetry workshops at Rodney College, Kaipara College and Mahurangi College between May to September 2016	$2,000.00
QR1606-323	Puhoi Community Forum	Community	Towards the cost of a facilitator for the Puhoi Placemaking Project between May to December 2016	$2,000.00
QR1616-302	Women’s Centre Rodney	Community	Towards the salaries/wages for the group facilitator and childcare staff for the Young Mothers Educational Programme between May to July 2016	$2,000.00
QR1616-305	UpsideDowns Education Trust	Community	Towards the costs of four families in the Rodney Local Board area to be reimbursed for attendance for the speech therapy programme in May 2016	$1,860.00
QR1616-307	Coatesville Hall & Reserve Advisory Committee	Community	Towards the purchase of materials for the Wild Wood Community Project in the Coatesville Reserve between May 2016 to December 2017	$2,000.00
QR1616-313	YMCA of Auckland Incorporated	Community	Towards the purchase of resources, materials for the Parakai Out of School Programme between May to July 2016	$1,900.00
QR1616-315	Helensville Women & Family Centre	Community	Towards the purchase of reference books, stationary and photocopying costs for the ‘Supporting Students with Additional Needs” programme between June to August 2016	$1,973.00
QR1616-316	Te Whare Oranga o Parakai	Community	Towards the purchase of food, tutor costs, venue hire and recipe folder costs for the South Kaipara Schools Cooking Club between May to July 2016	$1,984.00
QR1616-320	Wellsford Promotions Association Incorporated	Community	Towards the cost of a roof for the container for the Santa Float in May 2016	$2,000.00
QR1616-304	Parakai Primary School	Sport and recreation	Towards the purchase of bikes for the Parakai Bikes in Schools programme in May 2016	$1,250.00
			Total	$25,109.00

Comments

6. 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 Rodney Local Board adopted its grants programme on 4 May 2015 (see Attachment A).

7. The local board grants programmes 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.

8. The Rodney Local Board will operate three local grants rounds for this financial year. The third local grant round closed on 4 March 2016.

9. The Rodney Local Board has set a total community grants budget of $249,000 for the 2015/2016 financial year.

10. A total of $22,887.73 was allocated under events and quick response round one. A total of $98,386 was allocated under round one Rodney Local Grants 2015/2016 and $9,358 was then allocated under quick response round two, leaving a balance of $117,768.27.

11. At the Rodney Local Board meeting on 17 December 2015, $17,095 was allocated to the Waimauku Lions Club for the landscaping component of the Waimauku Clock project (resolution number RD/2015/172).

12. A total of $101,273.27 is now available to be allocated for the remaining rounds.

13. Fourteen applications were received for this local grants round, requesting a total of $25,109.

Consideration

Local Board views and implications

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

15. The local 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

16. 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. There are no applicants for this round that have identified as Maori but three have indicated their project targets Maori or Maori outcomes.

Implementation

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

18. Following the Rodney Local Board allocating funding for round three quick response grants, Commercial and Finance staff will notify the applications of the local board decision.

Attachments

No.	Title	Page
a View	Rodney Local Board Grants Programme 2015/2016	37
b View	Rodney Local Board Quick Response Round Three application summaries	41

Signatories

Authors

Kim Hammond - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

Rodney Local Board 2015-2016 Community Centres/Houses & Halls Renewals

File No.: CP2016/05358

Purpose

1. This report seeks approval from the Rodney Local Board for Community Centres/Houses and Halls 2015/2016 capital renewals.

Executive Summary

2. The property renewals programme is an annual capital works programme. The programme ensures that each council facility can operate to the current level of service articulated in the relevant asset management plan.

3. The Rodney Local Board proposed property renewals programme for 2015/2016 is detailed in this report as Attachment A.

4. In the 2015/2016 financial year, the Rodney Local Board’s allocated budget for Community Centres/Houses and Halls property renewal is $94,353 and it is proposed to allocate $72,250 of this budget.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) approves the Community Centres/Houses and Halls capital renewals programme 2015/2016 as listed in Attachment A to the agenda report.

b) delegates responsibility to Hannah Alleyne, Senior Programme Planner, Community Facilities, to approve any moderate changes to the budget in the event that there is a variation to identified costs for its Community Centres/Houses and Halls renewals programme.

Comments

5. Community facilities are an important part of realising the vision of Auckland to become the world’s most liveable city. They contribute to building strong, healthy, and vibrant communities by providing spaces where Aucklanders can connect, socialise, learn, and participate in a wide range of social, cultural, art, and recreational activities. These activities foster improved lifestyles and a sense of belonging and pride among residents.

6. Investment in this renewals programme will ensure that council facilities remain valuable, well-maintained community assets that continue to meet user expectations. Not undertaking timely property renewals will have an undesirable impact on the customer experience and put asset performance at risk, and ultimately increase the cost to maintain the facility.

Consideration

Local Board views and implications

7. Council officers are seeking local board approval for the proposed Rodney Local Board Community Centres/Houses and Halls capital renewals programme for 2015/2016. Council officers will report quarterly to the local board, including any reduction in project costs, to enable a review of budget options.

Māori impact statement

8. The Rodney Local Board 2015/2016 Proposed Community Centres/Houses and Halls capital renewals programme will ensure that all facilities continue to be well-maintained community assets benefiting the local community, including Māori.

Implementation

9. This work will be implemented as part of council’s Project Delivery Unit’s usual business practice.

Attachments

No.	Title	Page
a View	Rodney Local Board 2015-2016 Community Centres/Houses and Halls Renewals	79

Signatories

Authors

Hannah Alleyne - Senior Programme Planner

Authorisers

Kim O’Neill - Head of Community Relations

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

Old Wellsford Library Request for Resourcing

File No.: CP2016/05078

Purpose

1. To approve allocation of funding to employ a coordinator to assist with developing the former Wellsford library as a sustainable community owned and run asset.

Executive Summary

2. In November 2015, the Rodney Local Board requested that staff undertake further consultation with the Wellsford community on its priorities for the future use of the former library building and how it will operate.

3. A consultation workshop was held in December 2015 where it was clarified that the community wanted the building to be run by a collective community steering group and be made available to the wider community for a variety of different uses.

4. Staff resourcing is available to help with the establishment of a steering group. An external facilitator will ensure transparent processes are in place and there is broad community support from the outset. An external facilitator has been identified.

5. Developing the former Wellsford library as a community hub will require commitment, time and skills that are unlikely to be found in a voluntary capacity in the community.

6. Staff recommend that one-off funding by way of a community grant be made available to the community steering group to employ a coordinator.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) approve allocation of the $40,000 2015/2016 Local Discretionary Initiatives Community-led Placemaking Initiatives budget as a one off grant for the purpose of employing a coordinator to assist with establishing the former Wellsford library as a community hub.

b) acknowledge the establishment of a community steering group for the former Wellsford library who will recommend to the local board, a local organisation to act as the legal entity to receive the grant, employ the coordinator and apply for the lease of the building.

c) delegate to the Chairperson and Deputy Chairperson of the Rodney Local Board Parks, Culture and Community Development Committee the final approval of the local organisation who will be the grant recipient of the $40,000 for the former Wellsford library project under the guidance of the community steering group.

Comments

Background

7. After the decision to retain the former Wellsford library building was made by the Finance and Performance Committee in February 2015 (FIN/2015/6), staff sought expressions of interest from community groups interested in leasing the building.

8. In addition to the standard assessment criteria from the Community Occupancy Guidelines, the process for evaluating expressions of interest for this building included criteria based on priorities identified by the community during a consultation workshop in November 2013.

9. The first priority identified by the community at that workshop, was for a space to meet the needs of local residents, a “community hub”. Residents described the need for a place that provided opportunities to:

· connect with each other

· share community information – finding their way around, community portal, central point for information about the local community

· network and support each other

· promote better use of local resources

· “drop in” in a way that is accessible, inviting and friendly for all

· have a space they could take ownership of, and develop local pride in.

10. The second priority identified for the use of the building was a visitor information centre that would promote the local area and places of interest to visitors and local residents.

11. Other ideas for the use of the former library were discussed (accommodation for social services, youth centre, and a toy library) but workshop participants felt that these could happen in other locations and were not the best use of the library building.

12. After extending the initial application timeframe two EOIs were received. While both proposals for the use of the building had merit, one did not align with what the community said it would like to see the building used for (social service provision) and the other mainly reflected the community’s second priority (visitor information and town promotion).

13. The local board discussed the applications at workshops in September 2015 and November 2015. The board decided to have another consultation session with the Wellsford community to make sure that the community priorities identified two years ago were still current, and to clarify how the community would like to see the building run.

Consultation and next steps

14. Staff ran this community workshop in mid December 2015 and it was well attended with approximately 35 residents. There was a high level of agreement on how the community wanted to see the old library building managed and run. Residents did not want to see it given to one specific group to either manage or use and were keen that a community based steering group be established to take overall responsibility for running and managing the building. They also wanted it to be widely available for many different uses and activities by a variety of groups in the community.

15. Staff support is available to assist with establishment of a community steering group and any associated legal structure required to take on responsibility for leasing the building, although it is anticipated that there will be a number of existing incorporated groups in Wellsford that could act as a fundholder and an umbrella entity.

16. An external facilitator will be used to work with the community in the initial stages of forming the steering group. This is the same facilitator who ran the December 2015 workshop.

17. The Wellsford community wants to take collective responsibility for running the building and wants it to become a vibrant well utilised hub that is accessible and available to everybody.

18. Staff recommend that funding be made available by way of a community grant to enable the steering group to employ a part time co-ordinator.

19. The purpose of this role would be to:

· build wider community support, engagement and ownership of the building

· develop and grow a pool of volunteers

· initiate programmes and activities

· co-ordinate and manage community use

· explore and identify sustainable sources of future income

· support the steering group

· activate the building and establish it as a source of pride in the local community.

20. There is currently unallocated budget of $40,000 in the 2015/2016 Local Discretionary Initiatives Community-led Placemaking Initiatives budget. Staff recommend that this money be allocated to the coordinator role.

21. Staff will work with the Chairperson and Deputy Chairperson of the Rodney Local Board Parks, Culture and Community Development Committee to provide recommendations on potential organisations and confirm the organisation who will act as the fund holder.

22. Other options

a) Do not resource establishment coordinator role

The community will struggle to find the people resources needed to successfully establish and activate a community hub. The community does not have a history of, or experience in undertaking this kind of initiative and will need additional support at least in the early stages. The Parakai Tavern is a very good example of what can be achieved in a short space of time with dedicated and skilled resources.

b) Reopen expression of interest process

This would take too long and the building has already been unused for almost two and a half years. There is an urgent need to regain momentum and respond to what the community has asked for by making it available as soon as possible.

c) Transfer the building to the community

This may be a good option in the future and could be a long term goal, but the community will need time to develop the expertise required to fund, run and maintain the building successfully.

23. The two applicants who put in expressions of interest for leasing the building have been contacted in writing by staff and advised that their applications have not been successful. They have been invited to be part of the wider collective process in place.

ConsiderationLocal Board implications

24. Funding of a part time coordinator supports the local board initiative “Reopen the former Wellsford Library building for community uses under an economically sustainable model”.

25. There have been a number of updates and workshops with the local board throughout the duration of this project. The latest update on this project was provided to the local board at a workshop in February 2016.

Māori impact statement

26. Local iwi, Maori organisations and community groups will be approached to be part of the community steering group and Maori aspirations will be reflected in the management and use of the building. This will support delivery of Te Toa Takitini and contribute to Maori wellbeing outcomes.

Attachments

There are no attachments for this report.

Signatories

Authors

Christine Olsen - Community Empowerment Manager

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

Deputation/Public Forum Update

File No.: CP2016/04671

Purpose

1. As part of its business meetings Rodney Local Board Parks, Culture and Community Development Committee has a period of time set aside for Deputations/Presentations and Public Forum during which time members of the public can address the local board on matters within its delegated authority.

Executive Summary

2. Under Standing Orders there is provision for Deputations/Presentations to the local board. Applications for Deputations/Presentations must be in writing setting forth the subject and be received by the Relationship Manager at least seven working days before the meeting concerned, and subsequently have been approved by the Chairperson. Unless the meeting determines otherwise in any particular case, a limit of ten minutes is placed on the speaker making the presentation.

3. Standing Orders allows three minutes for speakers in Public Forum.

4. Requests, matters arising and actions from the Deputations/Presentations and Public Forum are recorded and updated accordingly. The Rodney Local Board Parks, Culture and Community Development Committee Deputations/Presentations and Public Forum Update is attached as Attachment A.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) receive the Deputation/Public Forum Update.

Attachments

No.	Title	Page
a View	Deputation - Public Forum Update	87

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

11 April 2016

Rodney Local Board Workshop Records

File No.: CP2016/04672

Purpose

1. Attached is the Rodney Local Board Parks, Culture and Community Development Committee workshop record for Tuesday, 9 February and Monday, 7 March 2016.

Executive Summary

2. The Rodney Local Board holds regular workshops. The Rodney Local Board Transport Planning and Infrastructure Committee and the Rodney Local Board Parks, Culture and Community Development Committee also hold regular workshops. Records of workshops are included in the relevant committee business agendas.

3. Attached for information are the records of the most recent workshop meetings of the Rodney Local Board Parks, Culture and Community Development Committee.

Recommendation/s

That the Rodney Local Board Parks, Culture and Community Development Committee:

a) workshop record for Tuesday 9 February and Monday, 7 March 2016 be accepted.

Attachments

No.	Title	Page
a View	Workshop Record 9 February 2016	91
b View	Workshop Record 7 March 2016	95

Signatories

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Lesley Jenkins - Relationship Manager