Agenda of Rodney Local Board

I hereby give notice that an ordinary meeting of the Rodney Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Monday, 9 May 2016

10.00am

Council Chamber
Orewa Service Centre
50 Centreway Road
Orewa

Rodney Local Board

OPEN AGENDA

MEMBERSHIP

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

(Quorum 5 members)

Raewyn Morrison

Local Board Democracy Advisor

3 May 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

09 May 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 Helensville Women and Family Centre 5

9 Public Forum 6

9.1 Holly Southernwood 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Grant of new community lease to Leigh Bowling Club Incorporated at Leigh Domain Recreation Reserve 9

13 Progressing Warkworth swimming pool 19

14 Auckland Council's Performance Report for the Rodney Local Board for the period ending 31 March 2016 23

15 Panuku Development Auckland Local Board Six-Monthly Update 1 July to 31 December 2015 67

16 Rodney Local Board Community Grants Programme 2016/2017 91

17 Rodney Youth Voices Plan 97

18 Rodney Local Board 2015-2016 Community Centres and Halls Renewals 105

19 Community Places 2016/2017 Community Centre and Venue for hire fees 109

20 Contributions Policy Variation A 135

21 Ward Councillor Update 153

22 Governance Forward Work Programme 155

23 Deputation/Public Forum Update 161

24 Rodney Local Board Workshop Records 165

25 Consideration of Extraordinary Items

PUBLIC EXCLUDED

26 Procedural Motion to Exclude the Public 171

C1 Acquisition of open space land - Huapai 171

1 Welcome

2 Apologies

At the close of the agenda an apology from Member Flaunty 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:

a) confirm the ordinary minutes of its meeting, held on Thursday, 28 April 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. 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 Helensville Women and Family Centre

Purpose

1. Representatives from Helensville Women and Family Centre will be in attendance to give a presentation to the Rodney Local Board outlining the profile of the centre and its services.

Recommendation/s

That the Rodney Local Board:

a) thank the representatives from the Helensville Women and Family Centre for their presentation outlining the profile of the centre and its services.

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 Holly Southernwood

Purpose

1. Holly Southernwood will be in attendance to speak to three different funding applications.

Recommendation/s

That the Rodney Local Board:

a) thank Holly Southernwood for her presentation regarding three funding applications.

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

09 May 2016

Grant of new community lease to Leigh Bowling Club Incorporated at Leigh Domain Recreation Reserve

File No.: CP2016/07678

Purpose

1. This report seeks Rodney Local Board approval to grant a new community lease to the Leigh Bowling Club Incorporated at Leigh Domain Recreation Reserve.

Executive Summary

2. The Leigh Bowling Club Incorporated (the Club) holds a community lease entered into with the legacy Rodney District Council for part of Leigh Domain Recreation Reserve. The term of the community lease is 19 years commencing 1 January 1997 with final expiry date 31 December 2015. The lease is currently rolling over monthly.

3. The Club has formally applied for a new community lease at Leigh Domain Recreation Reserve. The recommended term of the proposed community lease in accordance with the Auckland Council Community Occupancy Guidelines 2012 is 10 years plus one right of renewal for 10 years.

4. This report recommends the Rodney Local Board grant a new community lease to the Club at Leigh Domain Recreation Reserve, Leigh.

Recommendation/s

That the Rodney Local Board:

a) grants a new community lease to Leigh Bowling Club Incorporated on part of Leigh Domain Recreation Reserve (Attachment B) subject to the following terms and conditions:

i) Commencing 1 June 2016 for one term of 10 years and one right of renewal for 10 years;

ii) Rent $1.00 plus GST per annum if requested.

iii) A clause to be included in the new lease to document that as the part of Leigh Domain Recreation Reserve described as Lots 44, 45 and Part Lot 46 DP 36465 and Part Lot 1 DP 30368 is owned by the Crown through the Department of Conservation, only vested in trust in the council and as such, may be identified in future years for treaty settlement.

iv) The approved Leigh Bowling Club Incorporated Community Outcomes Plan be attached to the lease document.

v) All other terms and conditions in accordance with the Leigh Reserve Management Plan adopted 3 August 2000 and the Auckland Council Community Occupancy Guidelines 2012.

b) approves the Leigh Bowling Club Incorporated Community Outcomes Plan as attached to the agenda report (Attachment C to the agenda report).

Comments

5. Leigh Domain Recreation Reserve is located at Albert Street, Leigh (Attachment A). The major portion of the reserve is held by the Crown through the Department of Conservation (DOC) as a classified recreation reserve subject to the provisions of the Reserves Act 1977 and vested in council, in trust for recreation purposes. A treaty clause will be included in a new lease to remind all parties of the underlying Crown ownership.

6. Historically, the Club has held numerous leases for the area occupied on Leigh Domain Recreation Reserve; issued by the former Leigh Domain Board and Rodney District Council. The most recent lease granted by the former Rodney District Council commenced on 1 January 1997 and expired on 31 December 2015. The lease has been effectively rolling over monthly since this date.

7. The operative reserve management plan for Leigh Recreation Reserve adopted 3 August 2000 contemplates a lease to the Club. The following is stated in the management plan under objectives and policies: “To recognise that Leigh Reserve is the only site for organised public outdoor recreation in Leigh”:

· To recognise the existing lease to the Bowling Club

· To grant renewals to these leases as required

· To permit the subletting of the existing buildings for any recreational or cultural use in conformity with the zoning

· To consider and approve the long term development plans of the Bowling Club where appropriate.

8. The Leigh Bowling Club was incorporated under the Incorporated Societies Act 1908 on 8 August 1972. Within the Club’s rules and regulations, its objectives include the following:

· Promote, advance and safeguard the Game of Bowls (and other sports and pastimes) within the geographical region in which the Club operated and on behalf of Bowls NZ

· Establish, maintain and conduct a Bowling Club and generally to afford to its Members the accommodation, advantages, privileges and conveniences of a Club

9. The Club’s membership is stable, sitting at approximately 150 of the 423 permanent residents of Leigh, with the proportion of younger members steadily increasing.

10. The Club has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately. The Club has all necessary insurance cover, including public liability insurance, in place.

11. Council staff from relevant departments has undertaken a site visit with regard to the proposed new lease at which time it was established that the Club owned facilities are very well managed, maintained and utilised.

12. Council staff has negotiated and agreed a community outcomes plan with the Club (Attachment C) which, if approved by the Rodney Local Board will be appended as a schedule to the community lease.

13. Council staff from relevant departments have been consulted and are supportive of the proposal to grant the new lease.

Consideration

Local Board views and implications

14. At its business meeting of 6 July 2015, the Rodney Local Board Parks Culture and Community Development Committee resolved to; a) approve the 2015/2016 Community Development Arts and Culture work programme Resolution number RODPC/2015/31). The community lease work plan for 2015/2016, b) was also approved. The proposed new lease to the Club is listed on the community lease work plan 2015/2016.

Māori impact statement

15. There are no significant changes or impacts for Maori associated with the recommendations in this report.

16. A clause will be included in a new lease to document that as the part of Leigh Domain Recreation Reserve described as Lots 44, 45 and Part Lot 46 DP 36465 and Part Lot 1 DP 30368 is owned by the Crown through DOC, only vested in trust in the council and as such, may be identified in future years for treaty settlement.

Implementation

17. The recommendations contained in this report do not trigger the Auckland Council Significance Policy.

Attachments

No.	Title	Page
a View	GIS aerial view showing Leigh Domain Recreation Reserve	13
b View	GIS aerial view showing lease area to Leigh Bowling Club Incorporated as outlined and cross hatched in red	15
c View	Leigh Bowling Club Incorporated Community Outcomes Plan	17

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board

09 May 2016

Progressing Warkworth swimming pool

File No.: CP2016/06521

Purpose

1. This report seeks Rodney Local Board’s approval for the proposed approach to progress planning for a swimming pool in Warkworth and a deferral of $70,000 Locally Driven Initiative (LDI) budget to 2016/2017 to fund implementation of the proposed approach.

Executive Summary

2. In 2014, the local board funded the North Rodney Swimming Pool Needs Assessment study which confirmed the community demand for a swimming pool in the Warkworth area.

3. In 2015, the local board funded the Warkworth swimming pool site feasibility study and passed resolutions seeking officer resource to progress the project. As a result the Sport and Recreation Unit have allocated officers to support the local board on this project.

4. The feasibility study identified the type of swimming pool required, location options, estimated capital cost between $6.5 to $12.5 million, and recommended the next steps to investigate potential funding and development partners.

5. The development of a swimming pool in Warkworth is not currently identified as a regional network priority in the Community Facilities Network Plan. On this basis, it is unlikely the Warkworth swimming pool will be considered a priority for council investment in the next Long-term Plan, unless there are other factors which raise the project priority.

6. Identifying development partner(s) and leveraging external funding is recommended as the approach to realistically progress the development of a swimming pool in Warkworth.

7. The proposed approach includes the following phases:

· Phase 1 - Identify potential partners by undertaking an expression of interest process to be completed by October 2016 ($20,000).

· Phase 2 - Undertaking a funding feasibility study to explore potential funding sources and opportunities to be completed by February 2017 ($15,000).

· Phase 3 – Subject to identifying potential partners and funding options, undertaking location and design to contribute toward a business case by August 2017 ($35,000).

8. The local board allocated $70,000 LDI in the 2015/16 Local Board Funding Agreement to progress planning for a swimming pool in Warkworth. Approval is sought to defer the budget to 2016/2017 on the basis resources were not allocated to complete the work by 30 June 2016.

9. The report also seeks confirmation for two local board members to be kept informed of progress. The next key milestone will be reporting to the local board in November 2016 in phase one.

Recommendation/s

That the Rodney Local Board:

a) approve the proposed approach to progress planning for a swimming pool in Warkworth focusing on identifying potential development partners as phase one, identifying potential funding options as phase two and undertaking the necessary design and location assessment for a business case as phase three.

b) Approve deferral of $70,000 of the Locally Driven Initiative budget to 2016/2017 to progress planning for a swimming pool in Warkworth on the basis resources were not available to complete this work by 30 June 2016.

c) confirm two local board members to work with officers and keep the local board informed on progress.

Comments

Background

10. The Rodney Local Board Plan includes an outcome that “everyone has access to a local swimming pool” and an action to undertake a feasibility study, planning and design for a swimming pool/aquatic facility in Warkworth and advocate for its construction.

11. In 2014 the local board funded a needs assessment for aquatic facility provision in North Rodney, which confirmed community demand for a publicly available swimming pool in Warkworth.

12. In 2015 the local board funded a site feasibility study for an aquatic facility in the Warkworth area. The feasibility study addressed:

· the scope to include a 25m pool, learner’s pool and spa pool

· assessed a range of feasible sites in Warkworth

· estimated capital cost between $6.5 million to $12.5 million depending on the quality and longevity of the facility

· the technical and operational requirements including on-going operational costs

· identified potential funding and partnership opportunities for swimming pool development

13. In October 2015, the Rodney Local Board resolved (RD/2105/2148):

a) receives the Warkworth Swimming Pool Site Feasibility Study.

b) expresses its extreme disappointment that no officer resource will be available in the Community & Social Policy, Auckland Council Chief Planning Office to support the preparation of a business case for a future swimming pool in Warkworth.

c) consider that it is unacceptable that the business case for a swimming pool in Warkworth will not be progressed despite $70,000 being allocated in the 2015/2016 Rodney Local Board Agreement to progress.

d) consider that it is immaterial to progressing a business case that funds are not available for construction of the Warkworth Swimming Pool in the current 2015/2025 Long-term Plan as the business case will be complete for consideration of funding in the next Long-term plan, which is reviewed prior to 2017, and/or for partnership opportunities with private providers to be progressed.

e) note that population growth in the Warkworth area is significant and that reasonably equitable services should be provided in line with other parts of Auckland.

f) requests that the Chief of Strategy, Auckland Council Chief Planning Office addresses the current resourcing issues that are impeding the delivery of funded work in the Rodney Local Board Agreement, specifically the Warkworth Swimming Pool business case and exploration of potential partners to deliver the facility, acknowledging that this may be through the use of external consultants.

14. In response to these resolutions, in early 2016 the Sport and Recreation Unit allocated officers to support the local board on this project.

Proposed Approach

15. With the estimated capital cost for a swimming pool in Warkworth between $6.5 to $12.5 million, it is expected the project will require a significant portion of the capital (and operational) investment from council to make it a reality.

16. While there is an action to investigate the provision of a swimming pool in Warkworth in the Community Facilities Network Plan, it is not a current regional network priority. This is due to the large number of community facility projects across the region that are considered a higher priority due to the size of the catchment gap, population size, level of demand and future growth.

17. On this basis, it is unlikely the Warkworth swimming pool will be considered a priority for council investment in the next Long-term Plan, unless there are other factors which raise the project priority, such as having a viable development partner or leveraging external funding.

18. Therefore the proposed approach is focused on investigating the opportunities for development partners and exploring potential funding sources. If these investigations are successful, then this will deliver a stronger business case for the governing body to consider in the next Long-term Plan.

19. The proposed approach involves three phases which include:

· Phase 1 – Partnership investigation to be completed by October 2016

· Phase 2 – Funding feasibility study to be completed by February 2017

· Phase 3 – Location and design to be completed by August 2017

20. Phase one will involve engaging a consultant to undertake an Expression of Interest (EOI) process to identify potential development partners and the terms of any potential partnership. There are a number of private operators and providers of swimming pools in Auckland and New Zealand which have expressed interest in partnering with council on swimming pool projects. The estimate cost of phase one is $20,000.

21. Phase two will involve engaging a consultant to explore potential funding sources and opportunities for the project. This will include external funding like grants, philanthropic and other funding options like targeted rates and bonds. The estimated cost of phase two is $15,000.

22. Phase three will involve engaging with the community and partners in the location and design of swimming pool and undertaking all the requirements necessary to complete a sound business case. The estimated cost of phase three is $35,000.

Consideration

Local Board views and implications

23. The development of a swimming pool in Warkworth is listed as an outcome in the Rodney Local Board Plan.

24. The proposed approach outlined in this report was discussed at a local board workshop on 4 April 2016 and was generally supported.

Māori impact statement

25. Maori make up 14% of swimming pool users across Auckland compared to 9% of the Auckland population. Swimming pools contribute to improving wellbeing among Maori communities by providing opportunities to participate in aquatic sport and recreation activities. Maori are one of the user groups which need to be considered in the planning for a swimming pool in Warkworth.

26. The proposed approach to progress planning for a swimming pool in Warkworth outlined in this report does not present any particular impacts for Maori users which are different from other user groups.

Implementation

27. The Rodney Local Board Agreement 2015/2016 includes $70,000 LDI to progress the planning for a swimming pool in Warkworth. While the project has been scoped, it will not be completed by 30 June 2016 due to resources available. Approval is sought to defer the budget to 2016/2017 in line with requirements with the Local Board Funding Policy.

28. Subject to confirmation of the budget deferral, the project will be included in the 2016/2017 Local Board work programme.

29. The next step is to commence phase one by engaging a consultant to undertake the EOI process. The first key milestone will be reporting to the full board in November 2016 on the outcomes of the EOI process.

Attachments

There are no attachments for this report.

Signatories

Authors

Anita Coy-Macken - Principal Policy Analyst

Neil Coventry - Sport Partnerships Project Manager

Authorisers

Sharon Rimmer - Manager Sport and Recreation

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Rodney Local Board

09 May 2016

Auckland Council's Performance Report for the Rodney Local Board for the period ending 31 March 2016

File No.: CP2016/03772

Purpose

1. To update the Rodney Local Board on progress for the quarter 1 January – 31 March 2016 towards their objectives for the year 1 July 2015 to 30 June 2016 as set out in the local board agreement.

Executive Summary

2. A financial performance report is presented to the local boards for the accounting quarters ending September, December, March and June.

3. To improve overall performance reporting, the Financial Advisory Services – Local Boards team produces a combined quarterly financial report and department report.

4. The attached omnibus consolidation contains the following reports this quarter:

· Local board financial performance report

· Local Community services (including Libraries) activity overview

· Local Sports Parks and Recreation overview

Recommendation/s

That the Rodney Local Board:

a) receive the Auckland Council’s Performance Report for the Rodney Local Board for the period ended 31 March 2016.

Consideration

Local Board Views and Implications

5. This report informs the Rodney Local Board of the performance to date for the period ending March 2016.

Maori Impact Statement

6. Maori as stakeholders of the council are affected and have an interest in any report on financial results. However this report does not impact specific outcomes or activities. As such, the content of this report has no particular benefit to, or adverse effect on Maori.

General

7. This is the financial report for the three months year to date ending March 2016 for the Rodney Local Board for the financial year ending 30June 2016; the next report will be presented to the local board in August 2016.

Attachments

No.	Title	Page
a View	Rodney Performance Report March 2016	25

Signatories

Authors

Jane Koch - Lead Financial Advisor

Authorisers

Lesley Jenkins - Relationship Manager

Christine Watson - Manager Financial Advisory Services - Local Boards

Rodney Local Board

09 May 2016

Panuku Development Auckland Local Board Six-Monthly Update 1 July to 31 December 2015

File No.: CP2016/00202

Purpose

1. To give the Rodney Local Board an overview of Panuku Development Auckland. The report also notes any major issues, projects and activities within the Local Board area for the six months 1 July to 31 December 2015.

Executive Summary

2. Panuku Development Auckland (Panuku) was established in September 2015 as a result of the merger of two CCOs – Waterfront Auckland and Auckland Council Property Limited (ACPL).

3. Panuku helps to rejuvenate parts of Auckland – from small projects that refresh a site or building, to major transformations of town centres or neighbourhoods.

4. Comprised of five Directorates, Panuku manages around $1 billion of council’s property portfolio, which we continuously review to find smart ways to generate income for the region, grow the portfolio or release land or property that can be better used by others.

5. Panuku works with government, iwi, not-for-profit and private organisations. We use our skills, knowledge and connections to bring land and resources together to create the best outcome for Aucklanders.

6. The attached report provides an overview of how Panuku is structured. The report gives a flavour of what each Directorate is responsible for and drills down to team level, explaining roles and responsibilities across the organisation.

7. The report also provides an update of major issues, projects and activities relevant for the Rodney Local Board for the six months July – December 2015

8. Attachments to this six-monthly update include: Framework of Strategic Documents (Attachment A) and the Local Board Engagement Plan (Attachment B).

Recommendation/s

That the Rodney Local Board:

a) receive the Panuku Development Auckland Local Board Six-Monthly update 1 July to 31 December 2015.

Attachments

No.	Title	Page
a View	Panuku Development Auckland Local Board Six-Monthly Update 1 July to 31 December 2015	69
b View	Attachment A: Framework of Strategic Documents	77
c View	Attachment B: Local Board Engagement Plan	79

Signatories

Authors

Sven Mol - Engagement Coordinator

Authorisers

Toni Giacon - Team Leader Stakeholder and Community Engagement

Lesley Jenkins - Relationship Manager

Rodney Local Board

09 May 2016

Rodney Local Board Community Grants Programme 2016/2017

File No.: CP2016/06524

Purpose

1. The purpose of the report is to present the Rodney Local Board Community Grants Programme 2016/2017 for adoption.

Executive Summary

2. The new Auckland Council Community Grants Policy was implemented on 1 July 2015. The policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

3. The Community Grants Policy supports each local board to review and adopt their own local grants programme for the next financial year.

4. This report presents the Rodney Local Board Community Grants Programme 2016/2017 for adoption (see attachment A).

Recommendation/s

That the Rodney Local Board:

a) adopt the Rodney Local Board Community Grants Programme 2016/2017.

Comments

5. The new Auckland Council Community Grants Policy was implemented on 1 July 2015. The policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

6. The Rodney Local Board adopted their specific grants programme in 2015. The Community Grants Policy supports each local board to review and adopt their own local grants programme for the next financial year. This local board grants programme will guide community groups and individuals when making applications to the local board.

7. The local board community grants programme includes:

· outcomes as identified in the local board plan

· specific local board grant priorities

· which grant types will operate, the number of grant rounds and opening and closing dates

· any additional criteria or exclusions that will apply

· other factors the local board consider to be significant to their decision-making.

8. The 2016/2017 Rodney Local Board Grant Programme is targeted to support the outcomes in the Rodney Local Board Plan 2014. One of these outcomes includes “communities are empowered and plan for their own futures”. An empowered community is a community where individuals and whanau can influence decisions, take action and make change happen in their lives. The 2016/2017 grant programme therefore includes guidelines for applicants and the local board, to utilise an empowered communities approach.

9. Once the local board community grants programme for the 2016/2017 financial year, has been adopted, the types of grants, grant rounds, criteria and eligibility with be advertised through an integrated communication and marketing approach which includes utilising the local board channels.

Consideration

Local Board views and implications

10. The Community Grants Programme has been developed by the local board to set the direction of their grants programme. This programme is reviewed on an annual basis.

Māori impact statement

11. All grant programmes should respond to Auckland Council’s commitment to improving Maori wellbeing by providing grants to organisations delivering positive outcomes for Maori. Applicants are asked how their project may increase Maori outcomes in the application form.

Implementation

12. An implementation plan is underway and the local board grants programme will be locally advertised through the local board and council channels. Targeted advertising and promotion will be developed for target populations, including migrant and refugee groups, disability groups, Maori and iwi organisations.

Attachments

No.	Title	Page
a View	Rodney Local Board Grant Programme 2016/2017	93

Signatories

Authors

Marion Davies - Community Grants Operations Manager

Authorisers

Jennifer Rose - Operations Support Manager

Lesley Jenkins - Relationship Manager

Rodney Local Board

09 May 2016

Rodney Local Board – Local Board Community Grants 2016/2017

Guidelines for Applicants

The Rodney Local Board recognises the vital role that community groups and organisations play in developing strong, sustainable communities. The local board want to build the capacity of community groups and organisations and to encourage efforts that give effect to the priorities in the local board plan.

The Local Board Community Grants are aimed at assisting groups to provide activities, projects, programmes, initiatives, and events that make a positive contribution within the local board area.

The local board would like to see applicants demonstrate that they are working collaboratively with other community groups with shared interests. In addition groups that have matched funding available to them or have obtained alternative funding partnerships may be prioritised over other applications. It is important for groups and organisations to be sustainable and deliver good community outcomes.

Outcomes

The local board community grants programme is targeted towards supporting the outcomes of the Rodney Local Board Plan 2014. The outcomes are:

· Roads, paths and public transport enable us to get around easily and safely (page 16 – 19)

· Parks and sports facilities are easy to access and enjoy (page 20 – 25)

· Our environment is healthy, cared for and enjoyed (page 30 – 33)

· Local halls and libraries are familiar, valued and well used community spaces (page 34 – 37)

· Local economies are strong and growing (page 38 – 41)

· Arts, culture and events enhance our communities and express who we are (page 42 – 45)

· Communities are empowered and plan for their own futures (26 – 29)

Community empowerment – what does this mean?

1. The project will be initiated and led by local residents

· Is it something that local residents want to do or is the idea coming from social service providers or similar organisations?

2. It will build the ability of

local people to do things for themselves

· Does it encourage people to take on projects themselves and learn new skills?

3. There will be wide community involvement and benefit

· Does it share leadership and control with other residents/groups in the community?

· Does it provide opportunities for a diverse range of residents to contribute and be involved?

4. It will increase the sense of community

· Are there new opportunities for local people to connect with each other?

· Does it build local community pride?

If you would like to view a copy of the Rodney Local Board Plan please see www.aucklandcouncil.govt.nz and enter Rodney Local Board Plan into the search field.

Priorities for Grants

The Rodney Local Board welcomes grant applications that align with one or more of the following local board plan priorities. You need to include information in your application to explain which priorities are relevant to your application and how the priorities will be supported by your project, activity or event.

· Roads, paths and public transport enable us to get around easily and safely: Our communities are well connected by transport links and have a range of transport options available to them

· Parks and sports facilities are easy to access and enjoy: Our communities, young and old, will have increased access to a wide range of recreation opportunities for health, well-being and enjoyment

· Our environment is healthy, cared for and enjoyed by all: Local community groups take ownership in the quality of their environment. River and stream water quality will be improving, pest species reduced and waste minimised. Our wastewater servicing will be reliable and environmentally friendly

· Local halls and libraries are familiar, valued and well-used community spaces: Our halls and libraries meet the needs of local communities. They are highly valued, welcoming friendly spaces in which local residents take pride and have a sense of ownership

· Local economies are strong and growing: Our local economy will strengthen and businesses will thrive through working together. A growing economy will provide more jobs for local people

· Arts, culture and events enhance our communities and express who we are: Our communities will celebrate, learn and grow through arts, culture, events and a variety of community-led initiatives. These activities will strengthen communities, provide opportunities for people to connect with each other and build a sense of pride

· Communities are empowered and plan for their own futures: Our communities know what they want for their futures. Local people will plan for their own areas and determine what is important

· Young people

The Rodney Local Board is committed to increasing engagement and participation from young people. That want more young people to have a say in decisions that affect them and they would like to see more young people involved in community projects. The local board encourages funding applications for projects, events and activities that are designed and delivered by young people.

Limitations

· Applicants can receive funding from the Rodney Local Board a maximum of two times per year and must identify details of the rounds on which they have previously applied, including the amount of funding received during the previous rounds

· Applicants must provide information of any other funding they have applied for, which other funding mechanisms are to be used and identify how they will utilise their own funding or in-kind contributions to support the project/event

Generally, the following proposals will not qualify or be considered for financial assistance

· Activities that do not relate to the local board plan outcomes

· Applications for activities or projects outside of the local board area

· Commercial business enterprises – unless there is a community fundraising benefit which can be proven

· Commitment to ongoing funding or financial support

· Applications to subsidise rentals, reduce debt loadings or the payment of rates

· Applications for the purpose or subsidy of alcohol or costs associated with staging after-match functions

· Grants for the sole purpose of an individual

· Family reunions

· Prizes for sports and other events (except trophies)

· Portable electronic equipment /IT equipment

· Retrospective projects

· Vehicles or fuel costs

· Payment of legal fees or expenses and/or regulatory fees including resource and building consent fees

· Churches or religious institutions

· Educational institutions – exception: where the educational institution can demonstrate the community use benefit and that the application demonstrates appropriate fund raising input from the community. Detailed financial statements specific to the project are required in these cases i.e. not general school accounts.

Lower Priorities

The Rodney Local Board has identified the following activities as lower priorities:

· Salaries

· Travel

· Catering

· Ticketed events (where participants pay to enter)

Investment approach

The Rodney Local Board has allocated budgets to support the local grants programme as follows:

· Match funding under either quick response or local grants is encouraged and will be given preference when considering applications.

· Quick Response Local Grants:

Minimum amount per grant: $500

Maximum amount per grant: $2,000

· Local Grants:

Minimum amount per grant: $2,000

Maximum amount per grant: $10,000

Application dates

Grant rounds for 2016/2017

Quick Response Local Grants

Funding rounds	Opens	Closes	Decision made	Projects to occur after
Round one	1 July 2016	29 July 2016	12 September 2016	1 October 2016
Round two	19 September 2016	17 October 2016	December 2016	1 December 2016
Round three	13 February 2017	10 March 2017	April 2017	1 May 2017

Local Grants

Funding rounds	Opens	Closes	Decision made	Projects to occur after
Round one	1 July 2016	31 July 2016	12 September 2016	1 October 2016
Round two	1 March 2017	21 April 2017	June 2017	1 July 2017

Multi-board funding

The Rodney Local Board is open to considering opportunities to work with other boards to deliver multi-board funding on a case by case basis as opportunities arise.

Accountability measures

The Rodney Local Board requires that all successful applicants to meet the following accountability measures. The recipient shall send a letter of acknowledgement to the local board once the grant has been utilised and detail:

· how the objectives of the grant funding were met, and

· how the local board has been acknowledged in all related advertising, media and communications

Multiple or additional applications will not be considered unless the grant recipient has completed all accountability measures from previous grants.

Rodney Local Board

09 May 2016

Rodney Youth Voices Plan

File No.: CP2016/07323

Purpose

1. To seek approval for the Rodney Youth Voices Plan.

Executive Summary

2. In November 2015, the local board requested information on potential new ways to increase youth participation and engagement in local board decision making.

3. Staff developed a draft Rodney Youth Voices Plan and discussed it with the local board in February 2016 (Attachment A). The plan is now ready for adoption. This report recommends the local board formally approve the plan, to give staff the mandate to implement it.

4. The Rodney Youth Voices Plan aligns to the following outcomes and objectives from the Rodney Local Board Plan:

· communities are empowered and plan for their own futures

· youth are our future and they need to be heard

· develop and implement a clear process for engaging with youth.

5. The Rodney Youth Voices Plan recommends that three new youth participation action areas are established and the Rodney Youth Panel is discontinued. The three actions areas are:

· Identify five new engagement opportunities in the 2016/2017 departmental work programmes

· establish and co-host a series of open youth forums in each of Rodney’s main centres throughout the year

· promote the local board discretionary fund to young people and encourage and support applications for projects designed and delivered by young people.

Recommendation/s

That the Rodney Local Board:

a) approve the Rodney Youth Voices Plan.

Comments

Background

6. To date, the main mechanism for local board engagement with young people in Rodney has been the Rodney Youth Panel. While the panel has achieved some successes, there have been geographic and resourcing challenges for the implementation of this model in Rodney.

7. International research suggests that there are more effective ways to increase young people’s participation in local government decision-making than through youth councils and panels. Research shows that the best approaches are integrated across an organisation and support and build on existing initiatives.^{^[1]}

The Rodney Youth Voices Plan

8. The Rodney Youth Voices Plan is a new, more integrated model for youth engagement. It will replace the Rodney Youth Panel when the panel’s current term comes to an end in October 2016.

9. The plan outlines an approach to youth participation in local board decision-making that is intended to:

a) provide more opportunities for young people to have a say on what they would like in their local area

b) obtain feedback and input from larger numbers and a wider variety of young people than can be accessed through the current model.

10. The plan will cover a three year period but will be reviewed annually for effectiveness and revised if necessary.

11. There are three key action areas in the Rodney Youth Voices Plan. These have been selected because they are tangible, achievable and will contribute to a more integrated, local board approach to youth participation. The three key action areas are:

· increase opportunities for youth participation in local board initiatives, projects and plans by identifying five new engagement opportunities in the 2016/2017 departmental work programmes

· establish and co-host a series of open youth forums in each of Rodney’s main centres throughout the year

· promote the local board discretionary fund to young people and encourage and support applications for projects designed and delivered by young people.

Consideration

Local Board views and implications

12. Local board members have requested a fresh approach to youth participation and engagement in Rodney. Staff discussed the draft Rodney Youth Voices Plan with the local board in February 2016 and obtained feedback. The proposed model is based on current best practice and what is most likely to work well in a rural setting. There will be opportunities to build and adapt the approach over time.

Māori impact statement

13. The new model should provide better processes and more opportunities to engage directly with mana whenua and be more responsive to their aspirations for rangatahi throughout Rodney.

14. Several of the open forums will be co-hosted with local iwi at Marae. There will also be a requirement to engage with mana whenua and mataawaka rangatahi through the five nominated new engagement opportunities.

Implementation

15. If the plan is approved, staff will involve members of the existing Rodney Youth Panel in the development and implantation of the plan. They have been invited to assist with identifying the potential five new engagement opportunities, have input into the design and location of the open youth forums and encourage young people to apply for funding for their projects.

16. There are also ongoing discussions with the existing youth panel on how the new model can best support the Rodney representative on the Mayor’s Youth Advisory Panel.

Attachments

No.	Title	Page
a View	Rodney Youth Voices Plan	101

Signatories

Authors

Christine Olsen - Community Empowerment Manager

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Lesley Jenkins - Relationship Manager

Rodney Local Board

09 May 2016

Rodney Youth Voices Plan

May 2016

Background

The Rodney Local Board has made a commitment to community empowerment and listening to youth voices in its Local Board Plan 2014:

· communities are empowered and plan for their own futures

· youth are our future and they need to be heard

· develop and implement a clear process for engaging with youth

The Rodney Youth Voices Plan outlines the Rodney Local Board’s new approach to increasing youth input into local board decisionmaking over the next 3 years.

In the past, the primary mechanism for engaging with young people has been the Rodney Youth Panel. While the youth panel has achieved some real successes, there have been geographic challenges in implementing this model well in Rodney.

The new model

The new model will replace the youth panel with a more integrated “whole of local board” approach that focuses on developing the role of young people in relation to the things they are interested in within their local communities. It actively seeks out more opportunities to talk with young people about the services, programmes and projects the local board is delivering in their areas.

Currently, staff routinely have conversations with young people about what equipment they would like in their local playgrounds and skateparks but engagement with young people on other local board activities is not common.

There is a need to be more robust and intentional in talking with young people about what the local board is doing in their areas as young people care about many of the activities the local board is involved with and are keen to express their views.

Young people care about

• Walkways and cycleways

• Public transport

• Safety - graffiti

• Recreational facilities

• Community spaces – libraries, halls

• Events, arts, culture

• Parks, playgrounds

• Environment – rivers, coast, bush, wildlife

• Town centres, main streets

• Training, skills development, local jobs.

Key action areas

1. Create new engagement opportunities

The goal is to provide more opportunities for young people to have a say on what they would like to see happen in their local areas, and obtain feedback and input from larger numbers and a wider variety of young people than at the present time.

This will involve examining the departmental work programmes each year and identifying a number of projects where additional effort will be made to obtain the views of young people.

In order for this approach to be successful the local board and departmental staff will need to:

a) make a clear commitment to talking with young people about projects and activities that are of interest to them in their areas

b) actively identify opportunities for youth engagement in current work programmes

c) standardise and integrate the need to obtain youth perspectives within local board/departmental engagement practice

d) develop key relationships with schools, marae, training providers, youth groups

e) allocate a small resource to assist with facilitation, events and consultation where needed.

2. Open youth forums

In addition to developing a more integrated youth engagement approach across existing work programmes, there also needs to be ways for young people to raise issues of interest with the local board that are not included in current work programmes.

A series of youth forums will be held three or four times a year across Rodney and rotated between Helensville, Warkworth, Wellsford and Kumeu/Huapai. These may be half day or extended lunch time events and ideally will be co-hosted with local high schools, marae, youth providers and training courses. They will provide an opportunity for local board members and staff to discuss what is planned in that area and also for young people to talk about their issues and concerns.

An effort will be made to include young people who are not in school in this process. It is also important that the forums are designed and facilitated in youth friendly ways that encourage maximum input from a broad range of young people.

3. Funding for youth led projects

The local board receives very few community grants funding applications for projects designed and delivered by young people. It would like to see more applications from youth led projects and has recently changed its guidelines to prioritise and encourage more applications from young people. These could be events, recreational activities, placemaking projects, environmental initiatives or anything else that local young people think will make a difference. As many youth led projects may not have the required legal status to receive funding, staff will assist interested young people by linking them up with a local group that can act as an umbrella and support organisation if needed.

The local board is also encouraging groups that work with young people to consider how their projects could be more empowering of young people by including the recently developed community empowerment criteria in the contestable funding guidelines. Groups applying for youth related funding under the local board’s community empowerment outcome are now required to ask themselves some basic questions such as:

 Did the idea for this project come from young people and is it something they want?

 Are young people involved in the decisionmaking for this project?

 Does the project build the capacity of young people to do things for themselves?

Putting the Youth Participation Plan into Action – Three Key Action Areas

1. Increase opportunities for youth participation in local board services, projects and plans

Target

· Identify the opportunities and agree on targets for youth engagement and participation in departmental work programmes for 2016/2017

· Identify and agree on what support will be required for increased engagement

· Review implementation by 30 June 2017

Who: Strategic Broker and Engagement Advisor with departmental staff

Five new engagement opportunities are committed to and undertaken (not including playgrounds and skateparks) in 2016/2017

2. Establish a series of open youth forums across each of Rodney’s main centres

Target

· Plan and deliver a youth forum at least 3 times a year in partnership with local high schools, iwi, marae and youth providers in Helensville, Warkworth, Wellsford and Kumeu Huapai

Who: Strategic Broker, Engagement Advisor, Local Board members

2016 – 3 forums

2017 – 3 forums

3. Encourage contestable funding applications for projects initiated and led by young people

Target

· The local board agrees that youth initiated projects will be prioritised in the contestable community grants funding budget

· The fund will be promoted to young people though appropriate channels

· Community empowerment criteria are included in the local board’s funding policy and guidelines

Who: Local Board, Funding Advisor, Strategic Broker

Funding policy and guidelines amended and fund promoted by May 2016

Rodney Local Board

09 May 2016

Rodney Local Board 2015-2016 Community Centres and Halls Renewals

File No.: CP2016/07696

Purpose

1. This report seeks approval from the Rodney Local Board for Community Centres and Halls 2015/2016 capital renewals for the remaining budget of $22,103.00 to be spent on a heating upgrade of Point Wells Hall and Library.

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. In the 2015/2016 financial year, the Rodney Local Board’s allocated budget for Community Centres/Houses and Halls property renewal is $94,353. At its business meeting on 11 April 2016, the Rodney Local Board Parks, Culture and Community Development Committee agreed to allocate $72,250 of this budget towards an upgrade of heating at Point Wells, Wainui and Whangateau Halls and a new switchboard at South Head. It is proposed to allocate the remaining $22,103.00 of this budget towards additional works including the installation of heat pumps for the Point Wells Hall and Library.

Recommendation/s

That the Rodney Local Board:

a) approves the allocation of $22,103 being the remainder of the Community Facilities Capital Renewals budget towards additional works including the installation of heat pumps for the Point Wells Hall and Library.

b) delegates responsibility to the Senior Programme Planner, Community Facilities, to approve any moderate variances to project costs already approved within the work programme budget for 2015/2016 for Community Centres/Houses and Halls renewals.

Comments

4. 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.

5. 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.

6. The Point Wells Library was established in a corner of the hall in 1950s. In 1979 local residents added a new extension to the hall to accommodate the library. In 2012 the library committee painted the inside of the library and gained new shelving from Mahurangi Library and increased the size of the junior area. At present the library has over 200 families from Omaha and Point Wells as members. The library opens Monday, Wednesday, Friday and Saturday for 2 hours at a time. Currently there are 26 volunteers working at the library during the opening hours and many additional hours behind the scenes.

7. Subsequent to the Rodney Local Board Parks, Culture and Community Development Committee approving a budget of $72,250.00 on 11 April 2016 for capital renewals for halls in the Rodney Local Board area, the Point Wells Hall has requested the installation of an additional heat pump. It is proposed to allocate the remaining budget of $22,103 towards this project.

Consideration

Local Board views and implications

8. 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

9. 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

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

Attachments

No.	Title	Page
a View	Community Centres and Halls Renewals	107

Signatories

Authors	Sandra May – Property Coordinator
Authorisers	Lesley Jenkins - Relationship Manager

Rodney Local Board

09 May 2016

Community Places 2016/2017 Community Centre and Venue for hire fees

File No.: CP2016/08153

Purpose

1. To seek approval of venue hire fees to be applied in the 2016/2017 financial year.

2. This report was considered at the local board meeting on 28 April 2016 but was deferred to the 9 May meeting to allow notification of the proposal to regular hirers (as listed in Attachment C of the agenda report).

Executive Summary

3. 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.

4. 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.

5. 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 2015. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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 Initiate (LDI) fund.

11. 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.

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 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. 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

Comments

12. 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

13. 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.

14. 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.

15. 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.

16. 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.

17. 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

18. 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.

19. 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.

20. 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.

21. 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.

22. 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

23. 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.

24. 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.

25. 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.

26. 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

27. Staff discussed the fees to be applied in the 2016/2017 at a workshop with Rodney Local Board on 9 February and 18 April 2015. It was the view of some members of that the local board should consider an increase to fees.

28. 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. Appendix D provides information in support of this request.

29. 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.

30. 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

31. 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

32. The recommendations in this report do not trigger the Auckland Council Significance Policy.

33. 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

No.	Title	Page
a View	Recommnded fees schedule for 2016-17	115
b View	List of Regular Hirers	117
c View	Hirers with Special legacy arrangments for free or partial fees for hireage	121
d View	Rodney LB usage, revenue and expenditure	123
e View	Alternative option fees schdule for 2016-2017	133

Signatories

Authors

Robyn McMichael – Team Leader Venue Hire

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Lesley Jenkins - Relationship Manager

Rodney Local Board

09 May 2016

Contributions Policy Variation A

File No.: CP2016/07974

Purpose

1. The purpose of this report is to brief the local board on proposed variations to the 2015 Contributions Policy. Feedback is sought from local boards on the proposed changes.

Executive Summary

2. At its meeting on 17 March 2016 the Finance and Performance Committee adopted for consultation a proposal to amend the 2015 Contributions Policy to refine the parks (reserve acquisition, reserve development and community infrastructure activities) and stormwater funding areas, along with some minor definition changes.

3. Consultation with the public has been undertaken between 1 April 2016 and 21 April 2016. A consultation document, including the proposed policy variation is available on Shape Auckland. An event was held on 19 April 2016 to provide an opportunity for interested parties to present their views in person.

4. Staff will report the results of consultation and local board feedback to the Finance and Performance Committee in June 2016. Any amendments to the policy will take effect from 1 July 2016.

Proposed changes

5. The variations to the policy propose increasing the number of funding areas for stormwater from 22 to 36 and parks from 4 to 26. These changes reflect:

· geographic characteristics of stormwater and parks (reserve acquisition, reserve development and community infrastructure activities) usage

· growth priority areas

· desire for a stronger connection between where development contributions are collected and spent

· retention of the flexibility to amend plans to accommodate changes in the pattern of planned growth.

6. The proposed funding areas retain the flexibility to accommodate special housing areas and spatial priority areas and to respond to changes in the forecast patterns of growth.

7. The proposed changes do not affect the capital projects in the Long-term Plan 2015-2025.

Recommendation/s

That the Rodney Local Board:

a) provides any views it may have on proposed variations to the 2015 Contributions Policy for the governing body to consider.

Consideration

Significance of Decision

8. Adoption of a variation of the contributions policy is not a significant decision.

Local Board views and implications

9. Local boards provided feedback through the Long-term Plan 2015-2025 consultation process seeking a stronger connection between where development contributions were collected and where they were spent.

10. A number of local boards suggested that funding areas should be more locally focused. The proposal to increase the number of funding areas is consistent with this view.

Māori impact statement

11. Council does not hold information on the ethnicity of developers. The impact on Māori will be similar to the impact on other residents and ratepayers.

Legal and Legislative Implications

12. The options presented in this report comply with the requirements of the Local Government Act 2002.

Attachments

No.	Title	Page
a View	Contributions Policy 2015 Variation A	137
b View	Contributions Policy – report to 17 March Finance and Performance Committee	147

Signatories

Authors

Felipe Panteli – Senior Advisor Financial Policy

Andrew Duncan - Manager Financial Policy

Authorisers

Matthew Walker - GM Financial Strategy and Planning

[1] Holdsworth, R., Stokes, H., Blanchard, M., Mohamed, N. (2007). Civic Engagement and Young People. Melbourne, Australia. Australian Youth Research Centre.

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

Authors	Jonathan Hope - Local Board Advisor - Rodney
Authorisers	Lesley Jenkins - Relationship Manager