Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

13 June 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

7.1 Petition - Gray Avenue, Papatoetoe 5

8 Deputations 5

8.1 Deputation - Feed the Need 6

9 Public Forum 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Manukau Ward Councillors Update 9

13 Ōtara Papatoetoe Local Board members portfolio update 11

14 Sport and Recreation Investment - Community Access Scheme guidelines and future allocation of residual legacy Hillary Commission Community Sport Fund 15

15 Friendship House Trust funding agreement 29

16 Auckland Transport Report - June 2016 33

17 Auckland Transport Quarterly Update to Local Boards 49

18 Parks, sport and recreation draft annual work programme financial year 2016-2017 73

19 Community Lease Work Programme 2016/2017 81

20 Ōtara-Papatoetoe Local Board Libraries Work Programme 2016/2017 85

21 Ōtara- Papatoetoe Local Board Community Facilities Renewals Work Programme 2016/2017 89

22 Adoption of Local Board Agreement 2016/2017 93

23 Otara-Papatoetoe Quick Response Round Four 2015/2016 115

24 Otara-Papatoetoe Local Board: Community Reponse Fund proposals June 2016 123

25 24 hour South Visitor Attraction Campaign 2016/17 159

26 Local Board input into the Empowered Communities Approach Progress Update Report 161

27 Smoke-free Policy Review 165

28 Regional Facilities Auckland - Third Quarter Report 2015-2016 183

29 Off-licence signage review in the Otara Papatoetoe Local Board area 203

30 Health, Safety and Well-being May 2016 Update 207

31 Ōtara-Papatoetoe Local Board Achievements Register 2013-2016 Electoral Term 237

32 Governance Forward Work Calendar 243

33 Ōtara-Papatoetoe Local Board Workshop Notes 249

34 Chairpersons Announcements 257

35 Consideration of Extraordinary Items

1 Welcome

2 Apologies

At the close of the agenda no apologies had been received.

3 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 16 May 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

7.1 Petition - Gray Avenue, Papatoetoe

Purpose

1. Ms Jennifer Matthews on behalf of the residents of Gray Avenue, Papatoetoe will be presenting a petition to the Ōtara-Papatoetoe Local Board requesting that issues relating to speeding cars and motorbikes in Claude Avenue, Papatoetoe be investigated.

Recommendation/s

That the Ōtara-Papatoetoe Local Board receive the petition from the residents of Gray Avenue, Papatoetoe.

Attachments

a Petition Gray Avenue, Papatoetoe...................................................... 261

8 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Ōtara-Papatoetoe Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Feed the Need

Purpose

Laurie Wharemate-Keung, Programme Manager for Feed the Need, supported by Jacinda Adern, will present to the local board on the Feed the Need project which provides meals to children in low-decile primary schools.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thank Laurie Wharemate-Keung and Jacinda Adern for their attendance and presentation.

9 Public Forum

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

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.

Ōtara-Papatoetoe Local Board

13 June 2016

Ōtara Papatoetoe Local Board members portfolio update

File No.: CP2016/09785

Purpose

1. This report provides an opportunity at the business meeting for portfolio holders to update the full Ōtara-Papatoetoe Local Board on any significant activities over the last month.

Executive Summary

2. The portfolio leads and alternates for Ōtara-Papatoetoe Local Board are as follows:

Portfolio	Lead	Alternate
Planning, Regulatory, bylaws and compliance	Efeso Collins	Ross Robertson
Arts, Culture and Events	Donna Lee	Ross Robertson
Community Services and Libraries	Mary Gush	Donna Lee
Youth Development	Lotu Fuli	Efeso Collins
Parks, Sport and Recreation	Ross Robertson	John McCracken
Built and Natural Environment, Heritage and Housing	Stephen Grey	Donna Lee
Economic Development, Business and Town Centre revitalisation	Stephen Grey	Mary Gush
Transport	Efeso Collins	John McCracken

3. At the commencement of this electoral term, the reasons for having local board portfolio-holders was workshopped with the Ōtara-Papatoetoe Local Board and it was generally agreed that the objectives of local board portfolio holders are to:

· Provide clear steering of the relevant work programme

· Lift detailed discussion out of local board meetings and workshops

· Ensure key decisions go before the full local board

· Reduce or avoid delays in project delivery

· Enable local board members to apply their time and energy with enthusiasm and interest

· Ensure clear communications within the local board and between the local board and officers

· Maintain strong, connected relationships between the local board and its communities

· Maintain mutual trust

4. The Ōtara-Papatoetoe Local Board also workshopped what the role or job description of a portfolio holder might be, and some examples of how local board members might perform their role as a portfolio holder are outlined below:

Portfolio role	Examples of actions by portfolio holder
Undertaking roles specified in officer delegation protocols	· Landowner consents; and proposed asset renewal works: The portfolio-holder can either decide the issue or ask officers to refer it to the full local board for a decision · Providing feedback on resource consent applications
Sharing the workload between local board members	· Speaking at external meetings on local board matters e.g. at sports clubs – to gather their views, and represent the views of the local board · Supporting the Chair and other local board members in speaking to governing body committees or at public meetings on portfolio topics · Keeping alternate portfolio-holders informed, so they can assist the portfolio-holder where needed
Gathering knowledge	· Receiving officer progress updates on projects already agreed by the local board, noting that work programmes are approved by the full local board · Engaging and maintaining relationships with stakeholders · Reading background reports relevant to the portfolio
Acting as a sounding-board and advising officers	· Meeting with officers to give the local board view of issues · Where there is no known local board view, the portfolio-holder gathers the views of all local board members and formulates the local board position. (Contentious issues are best referred to a local board workshop) · Helping to shape details of departmental annual work programmes before presentation to the local board, to secure local board plan outcomes · Commenting on proposed design details and other issues arising from local board projects · Enabling officers to test possible local board interest in a proposal · Helping officers to define preferred options or approaches before reporting to the local board · Encouraging officers, especially through difficult decisions
Monitoring action against the Local Board Plan	· Asking officers for progress updates · Advising officers and local board when projects need response or attention
Leading local board projects as a convenor of the relevant steering group or working party	Various, but currently include: · Aorere Park joint steering group · Otara Lake and waterways steering group · Youth Connections project
Providing regular updates on portfolio activity to the local board	· At board business meetings: portfolio-holders can report back at this agenda item · Portfolio-holders lead board discussion on officer reports relevant to their portfolio · Emails to all local board members, when information needs to be timely

Recommendation/s

That the verbal or written reports from the Ōtara-Papatoetoe Local Board portfolio holders be received.

Attachments

There are no attachments for this report.

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers

Ōtara-Papatoetoe Local Board

13 June 2016

Sport and Recreation Investment - Community Access Scheme guidelines and future allocation of residual legacy Hillary Commission Community Sport Fund

File No.: CP2016/10336

Purpose

1. To obtain local board feedback on the draft Sport and Recreation Community Access Scheme guidelines and the future allocation of the residual legacy Hillary Commission Community Sport Fund.

Executive summary

2. Auckland Council inherited 14 operational funding agreements and residual Hillary Commission Community Sport funding that contributed to sport and recreation outcomes. 11 of the funding agreements, and the Hillary Commission funding were deemed out of scope of the Community Grants Policy 2014.

3. At the Parks, Recreation and Sport Committee meeting on 18 November 2015, draft Community Access Scheme guidelines and options for the use of the residual $2.5m Hillary Commission Community Sport Fund were considered. Both were approved for sector and local board consultation.

4. The purpose of the Community Access Scheme is to leverage access to non-council facilities to support increased levels of sport and recreation participation and reduce inequities of access to opportunities.

5. This report provides background and overview of the draft Community Access Scheme guidelines (the Guidelines) (Attachment A), and options for the use of the residual Hillary Commission funding.

6. This report requests local board feedback on the draft Guidelines and the use of the residual Hillary Commission funding.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) provides feedback on the draft Community Access Scheme guidelines for the Governing Body to consider.

b) support the allocation of the residual $2.5m Hillary Commission Community Sport Fund toward the implementation of the Sport and Recreation Community Access Scheme with a priority given to identified need in the legacy Waitakere ($1.1M) and Auckland City ($1.39M) council areas.

Comments

Draft Community Access Scheme

7. Auckland Council supports sport and recreation in a number of ways including through the provision of facilities and open space, delivering programmes and sector investment.

8. Council’s region-wide investment programme in sport and recreation supports the implementation of the Auckland Sport and Recreation Strategic Action Plan (ASARSAP) to encourage Aucklanders to be more active more often. The investment programme consists of the Regional Sport and Recreation Grants Programme, Region Wide Strategic Partnership Grants and the Community Access Scheme (Attachment B). Additionally many local boards invest in sport and recreation organisations that provide outcomes aligned to their local board outcomes. The 29 July 2015 Parks, Recreation and Sport Committee approved a regional sport and recreation work programme that included the development of strategic region wide guidelines for the allocation of sport and recreation grants outside the scope of the Council Grants Policy including community access/operating grants and the residual Hillary Commission fund.

9. Following an October workshop the draft Guidelines were approved at the 18 November Parks, Recreation and Sport Committee meeting for local board consultation.

10. An update was provided to the 23 November Local Board Chairs Forum and workshops were held with all local boards that have existing funding relationships.

11. The proposed Community Access Scheme provides guidance for the existing 11 legacy arrangements and a framework to address identified gaps and future needs. The draft Community Access Scheme is primarily targeting regional gaps in sport and recreation facility provision and/or improving equity of access through local solutions. For organisations to be eligible they must identify a solution to meet an identified need in the Sport Facility Investment Plan (currently under development) and/or Community Facility Network Plan.

12. The Community Access Scheme will enable council to move investment in response to highest need/demand and invest on a three yearly cycle aligned to the Long-term Plan. Like the Sports Field Capacity Development programme this is a region-wide scheme allocated locally.

13. Investment will be made in facilities to:

· fill a specific sport gap as identified in the Sport Facility Investment Plan

· optimise and increase the use of existing facilities

· support the start-up phase of multisport facilities

Existing community access funding agreements

14. The 11 existing community access agreements were reviewed against the draft Guidelines to determine eligibility and strategic alignment. Staff will ensure those that are no longer eligible or do not align with the principles of the draft Guidelines, are supported through other mechanisms.

15. Given the timing of the Guidelines approval and the need to give certainty for the next financial year, on 26 April, the Parks, Recreation and Sport Committee approved the existing community access agreements be continued for the 2016/2017 financial year via the General Manager PSR report with the exception of one reallocation.

16. The following table illustrates current approved investment for the 2016/2017 financial year

Table 1.
Investment Area	Who	Amount
Asset based term grant – community access	Sovereign Stadium Mairangi Bay School/community/council partnership	$58k p.a.
Asset based term grant – community access	Avondale College School/community/council partnership	$17k p.a.
Asset based term grant – community access	Tamaki Recreation Centre School/community/council partnership	$100k p.a.
Asset based term grant – community access	ASB Stadium School/community/council partnership	$80k p.a.
Asset based term grant – community access	Waiheke Recreation Centre School/community/council partnership	$75k p.a.
Asset based term grant – community access	North Harbour Netball (reallocation from Hato Petera College)	$28k p.a.
Asset based term grant – operational support	Te Puru Community Charitable Trust Operational support	$340k p.a.
Asset based term grant – operational support	Papatoetoe Sports Community & Charitable Trust (Kolmar) Operational support	$100k p.a.
Asset based term grant – operational support	Dacre Park Cost-equity – contribution to field maintenance	$17k p.a.
Asset based term grant – operational support	Auckland Netball Sport-equity – contribution to facility maintenance	$150k p.a.
Asset based term grant – operational support	Manukau Tennis Centre Sport-equity – contribution to facility maintenance	$41k p.a.
Total		$1.006m

Community Access Grant update for Ōtara-Papatoetoe Local Board:

Papatoetoe Sports Community & Charitable Trust

17. The Papatoetoe Sports & Community Charitable Trust was incorporated on 13 October 2004 and is located at Kolmar (formerly Papatoetoe Sports Centre), Papatoetoe Recreation Ground and Kingswood Reserve. The Trust was formed to act as the governance body for nine sports clubs and has since grown to thirteen affiliates. Aggregated club membership has grown from 1941 members in 2011 to approximately 2880 members currently. The Trust is registered with the Charities Commission under the Charities Act 2005.

18. The Trust entered into a lease (as lessee) with Auckland Council (as lessor) on 26 November 2010. The lease is for a period of 10 years commencing on 1 December 2010, with a right of renewal for a further 10 years. The leased area is the hockey field, tennis/netball courts, bowling greens and existing building (bowling club), new multi-use facility and a further 5 existing buildings (old rugby clubrooms, changing rooms/toilets, girl guide, scouts and radio club buildings).

19. Over the past seven years the Trust has received $927,000 in operational grants from council on a reducing scale with a grant of $103,000 in 2015/16. The Trust has also received an annual grant of $40,000 to assist with the maintenance costs of the bowling greens (total of $240,000). Additionally some specific project grants have been received from council. On 21 March 2016 the Otara Papatoetoe Local Board resolved to provide a grant of $100,000 to the Trust from the Community Response Fund (OP/2016/24) in response to a request from the Trust due to significant financial issues. Certain conditions are to be met by the Trust as a result of the resolution including a review of the Trust’s business model by a council appointed consultant, with the object of developing a sustainable business model for the future. The review is expected to be completed in July 2016 and will be reported to the Local Board with the findings guiding future recommendations on operational funding support.

Manukau Tennis Centre

20. Manukau Tennis Centre is operated by Auckland Tennis and situated at the Manukau Sports Bowl. In August 2010 Manukau City Council passed a resolution pertaining to ownership and maintenance obligations at Manukau Tennis. In particular;

21. Auckland Tennis owns and maintains; the geodesic dome, internal structures and footings, club facility (clubrooms), nets and signage.

22. Auckland Council (formerly Manukau City Council) owns and maintains; 8 courts, lighting towers, net posts, planting, fencing, footpaths, park related furniture, security lighting and “other site assets not outlined above”.

23. To give effect to the intent of the agreement, a Community Access Grant in the region of $41,000 per annum has been provided to Auckland Tennis to enable them to carry out council’s maintenance obligations.

24. This arrangement is inconsistent with how council generally meets its maintenance obligations and staff are working, in consultation with Auckland Tennis, to include this into the Local Parks maintenance budget.

Future use of Hillary Commission Funding

25. In June 2002, Sport and Recreation New Zealand (SPARC, now Sport NZ) ceased the annual funding through the Community Sport Fund. The fund was administered through territorial local authorities and supported sport and recreation projects and initiatives.

26. The fund was allocated to councils on a population based approach and was distributed to the community through a combination of contestable grants and loans.

27. Following the end of the Community Sport Fund, SPARC advised councils that any remaining Community Sport funding held or returned via loan repayments could be allocated in a manner consistent with the desired outcomes of the fund.

28. Prior to Auckland Council, councils took a varied approach with most using remaining funds for capital projects or allocated in grants to sport and recreation groups.

29. At amalgamation Waitakere ($1.1 million) and Auckland City Council ($1.39 million) had remaining Community Sport Funds due in the most part to their approach of funding low interest loans to sport clubs which have since been repaid.

30. Four options for the future use of the residual Hillary Commission fund were discussed at the Parks Recreation and Sport Committee workshops on 17 June 2015 and 14 October 2015 and subsequently approved for local board consultation at the 18 November 2015 meeting. Further analysis of these four options is outlined in Attachment C.

· Develop a new contestable grants programme either regional or aligned to legacy Waitakere and Auckland City areas. A new contestable grants programme could be established. It could provide a wider criteria for achieving sport and recreation outcomes including facility or capital, and operational and programme related funding. It would need to be considered how this would fit with the regional and local grants programme including the new local discretionary capital fund.

· Allocate as part of the new Community Grants Policy (CGP) Regional Sport & Recreation Grants Programme. The new regional sport and recreation grants programme that has been established as part of the Community Grants Policy (CGP) has a budget of $508K per annum. This funding could be split across the first three years and added to the current budget, for distribution against the criteria in the CGP.

· Allocate towards the implementation of Auckland Sport and Recreation Strategic Action Plan (ASARSAP) priority initiatives with potential to target legacy Waitakere and Auckland City areas. The funding could be used to deliver on some of the focus areas of ASARSAP, for example, addressing inequity in sport and recreation support, sustainability of sport work programme, and the Sport Facility Network Plan implementation. Progress and outcomes would be reported via ASARSAP annual reporting.

· Allocate as part of a proposed Sport and Recreation Community Access Scheme to address inequities across sport and recreation either across Auckland or in the legacy Waitakere and Auckland City areas. This would increase the budget available to support community access to non-council facilities in areas of demand and provide operational support to new or existing sport and recreation facilities, including multisport hubs, for example, supporting netball hubs, and incentivising new multisport/co-location. This is a big gap area for sport and recreation funding support and would support and increase the sustainability of sport and recreation facility provision.

31. Allocating the funds to the Community Access Scheme is identified as the preferred option. It will add to existing funding over say a five year period, and provide support for community access to non-council facilities in areas of high demand, establishment of operational support to new sport and recreation facilities, including multisport hubs and support code specific sports hubs. This is a gap in sport and recreation funding and supports the sustainability of sport and recreation provision.

32. Including the residual Hillary Commission fund in the Community Access Scheme would provide further funding to leverage access to non-council facilities to support increased levels of sport and recreation participation and reduce inequities of access to opportunities. It is proposed that the Hillary Commission funding be allocated over a five year period and priority be given to identified need in the legacy Waitakere and Auckland City Council areas.

Consideration

Local board views and implications

33. Local Boards were consulted during the development of the Auckland Sport and Recreation Strategic Action Plan (ASARSAP) which sets out how the priorities and strategic directions of the Auckland Plan will be put into action. This community access scheme implements these plans.

34. Local boards with facilities that have existing community access agreements have been engaged in on-going dialogue with staff about potential future change in agreements since amalgamation. Workshops have been held with the directly affected local boards on the draft Guidelines and their impact on the existing funding agreements.

35. The three West Local boards have expressed a view that the residual Hillary Commission funds from legacy Waitakere City Council should be retained and distributed for the benefit of the West community.

36. Central Local boards have informally expressed a view that the residual Hillary Commission funds from Auckland City Council should be retained and distributed for the benefit of the legacy Auckland City Council community.

Māori impact statement

37. The ASARSAP includes actions focusing on improving the health and well-being of Māori. Initiative 3.7 – Partner with regional Māori sports organisations to identify opportunities to increase participation by Maori in recreation and sport activities, including programmes in Te Reo, Māori settings and cultural activities.

38. ASARSAP key initiative 15.2 sets out the task for Te Waka Angamua and partners to lead the development of Te Whai Oranga – the Māori Sport and Recreation Plan; this will be reported to the Parks Recreation and Sport Committee in due course. Te Whai Oranga and the ASARSAP will guide delivery of specific programmes that will benefit Māori and improve delivery of against outcomes.

39. The Community Access Scheme will support Auckland Council’s commitment to Māori and support positive outcomes for Māori participation in sport and recreation through investing in eligible organisations that help achieve this objective. Matauranga Māori / Māori knowledge and world views will be respected. We will ensure that we:

· Engage effectively with Māori to identify investment opportunities to increase access

· Provide appropriate capacity building support to those invested in to support increased Maori participation in sport and recreation

Implementation

40. A report will be provided to the Parks, Recreation and Sport Committee in July 2016 seeking approval of the Community Access Scheme guidelines and use of the residual Hillary Commission fund.

41. The existing eligible community access agreements will be reviewed over 2016/2017 to determine appropriate funding amounts and levels of service for 1 July 2017 onwards. Relevant local boards will be involved in this process.

42. Decisions on future community access partnerships will be undertaken through annual plan or long-term plan processes in line with identified gaps in sports network and available budget.

43. Upon resolution from the July Parks, Recreation and Sport Committee staff will work with relevant local boards on the implementation of the residual Hillary Commission funds.

Attachments

No.	Title	Page
a View	Draft Sport and Recreation Community Access Scheme guidelines	21
b View	Sport and Recreation Investment diagram	25
c View	Options Analysis for residual Hillary Commission fund	27

Signatories

Authors

Ken Maplesden - Team Leader Local Partnerships

Emma Morgan - Principal Advisor Investment Programme

Authorisers

Sharon Rimmer - Manager Sport and Recreation

Mace Ward - General Manager Parks, Sports and Recreation

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Friendship House Trust funding agreement

File No.: CP2016/09549

Purpose

1. To approve a funding agreement for Friendship House Trust within the Otara-Papatoetoe Local Board area.

Executive Summary

2. Local Boards have a role in determining the term of funding agreements for groups who operate local community centres, houses and hubs

3. The current funding agreement for Friendship House Trust expires on 30 June 2016 and this report seeks a decision from the Local Board on future funding, the term of agreement and approval of the licence.

4. The Otara-Papatoetoe Local Board has two community groups who run local community houses. This report is for the Friendship House Trust only. A report for Clover Park Community House will be presented at a later date.

5. A one year term is recommended for the Friendship House Trust as an internal review of where the funding grant should sit within Community Places is to be undertaken. As it does not fit the usual model. The Trust is a stable and an experienced organisation. The house has received regular funding over many years. They provide audited annual reports, deliver expected outcomes, and report on time and to the expected standard.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approve a funding agreement with Friendship House Trust for the year 2016/2017, terminating on 30 June 2017, for the operation and activation of Friendship House.

b) Approve funding for Friendship House Trust of $113,526 to be adjusted in accordance with Council’s agreed inflationary mechanism, once confirmed.

Comments

6. Community facilities are an important part of realising the vision for 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.

7. Local boards exercise oversight of community centres, houses and hubs. Where the facilities are operated by community organisations, local boards approve the funding, licence to occupy and the term of these arrangements.

8. Staff have developed a simple criteria for guiding decision making regarding the term of these agreements.

(a) 1 year term:

A one year term is recommended in a variety of situations such as where a new committee has been recently established or the current governance structure is unstable, a group maybe underperforming or if there are changes in location, buildings or licence terms which need to be worked through by the group in the short term. It could also be where an established organisation is going through significant change in asset portfolio.

(b) 3 year term:

An experienced organisation delivering stable operations, or an established organisation with significant change in the membership/governance

A multi-service organisation delivering high service outcomes.

9. At the end of the approved term staff will assess each centre house and hub against the established criteria and make recommendations to the local board.

Allocating funding for FY 2016-17

10. Staff recommendations and comments are outlined in the table below:

Recommended funding for community houses and hubs

Community Group

Term of grant (from 1 July 2016)

Total to be allocated

Purpose of funding

Comment

Friendship House Trust

one year

$113,526 to be adjusted in accordance with Council’s agreed inflationary mechanism, once confirmed.

To deliver the proposed work programme at Friendship House

Friendship House was established in the early 1970’s by six churches in response to community issues identified at the time. It is a community resource, a place for change and empowering the community to take charge of their own lives

The funding of this agreement will be reviewed in the next 12 months. Therefore a one year term is proposed at this time.

Terms and conditions of grants, and ongoing monitoring

11. Staff will continue to monitor, assess and report progress and performance to Local Board on a regular basis during the term of the grant.

Consideration

Local Board views and implications

12. The recommendations within this report fall within the local board’s allocated authority relating to local, recreation, sport and community facilities.

Māori impact statement

13. The Friendship House Trust endeavours to improve well-being amongst Maori within the work programmes they deliver. Staff continue to support and build capability to enhance wellbeing outcomes for Maori.

Implementation

14. Following decision-making, staff will finalise the agreement with the operating group.

Attachments

There are no attachments for this report.

Signatories

Authors

Jaqueline Puna-Teaukura - Place Manager, Community Places

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Auckland Transport Report - June 2016

File No.: CP2016/11319

Purpose

1. This report updates the local board on the current status of the Local Board Transport Capital Fund and projects, responds to resolutions made by the board, issues raised by board members and provides information on matters of specific application and interest to the Ōtara-Papatoetoe Local Board.

Executive summary

2. This report provides information on:

· the status of the Ōtara Papatoetoe Local Board’s transport capital fund

· progress of the board’s Transport Capital Fund projects

· bus stops on the New Network

· Transport for Future Urban Growth project

· SuperGold card to HOP

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receives the Auckland Transport report - June 2016.

Comments

Local Board Capital Projects

2. The Ōtara-Papatoetoe Local Board has access to a Local Board Transport Capital Fund (LBTCF) for the construction of transport-related projects in its area. This fund is administered by Auckland Transport. Each year, the local board’s transport capital fund allocation is $549,292 and this amount can be accumulated within each electoral term. See attachment A for a current summary of available funds.

3. As the electoral term extends beyond the financial year, it is also possible to anticipate the allocation for the first year of the new electoral term. The board has allocated all available funding up until the of 2016/2017 financial year.

Papatoetoe Town Centre update

4. The local board asked Auckland Transport (AT) to upgrade the footpaths in Old Papatoetoe. This project was approved in 2015 and began construction in April 2016. This upgrade takes in both sides of St George Street from Shirley Road to Wallace Road. The project includes replacing trees with the same species, as the existing trees are dying.

5. AT is taking the opportunity to complete the proposed work on the bus stops on St George Street (detailed below). This involved a change to the construction programme but does not change the proposed completion date. This also prevents digging up the new footpath so soon after it has been completed.

Street lights at Hunters Corner

6. Auckland Transport received the lighting design from Beca in April 2016, enabling the lights to be ordered. Stock is expected to arrive in June.

7. The scope of the project has been extended to include the Tui Street / St George Street intersection back towards the Shirley Road end, including both intersections and selected lights on side roads. It will include new LED lighting on grey poles, which will look good and provide additional safety.

8. Physical works are expected to begin in July 2016 and be completed by September 2016.

Other Auckland Transport Matters

Bus Stops on the New Network

9. Auckland Transport is in the process of introducing a new bus network across Auckland. The new bus network seeks to simplify the existing bus routes, creating feeder services to hubs.

10. Route 30 is a new frequent service bus route in the Southern Bus Network.

11. The route runs from Manukau centre in the south, through to Onehunga via Auckland Airport, Mangere Bridge and Mangere Town Centre. The route travels along sections of road which are serviced by existing buses, predominantly ‘The Airporter’, bus Route 380. It is anticipated that Route 30 will operate initially at 30 minute intervals with the potential to increase to 15 minutes as patronage develops.

12. A report examined the proposed Route 30 to identify opportunities for enhancing the operation of the route either by addressing physical obstacles that create difficulties for the bus to negotiate the route or identifying measures that can be introduced to enhance journey time reliability and reduce overall journey times. The Route 30 new network study only examines the section from Manukau centre to the eastern boundary of Auckland Airport on SH20 Puhinui Road. A number of schemes have been identified and selected for implementation as a result of the study, see attachment B for drawings.

13. Below is a list of proposed changes in Papatoetoe relating to Route 30:

i. 150 Wyllie Road – no stopping lines, to easily enable buses to enter the traffic lane towards Puhinui Road

ii. Wyllie Road northbound – Install a pm peak bus lane to improve reliability of bus times

iii. St George Street (from Rangitoto Road) – Remove 1 car space to enable easier turn from Rangitoto Road into St George Street

iv. St George Street (town hall) – Extend bus stop and widen footpath to allow buses to pull up parallel to the kerb, making it easier to get on and off the bus.

v. 35 St George Street – remove kerb extensions and widen footpath to allow buses to pull up parallel to the kerb, making it easier to get on and off the bus.

vi. St George Street – pm peak bus lane and no stopping on the westbound approach of Kolmar Road/St George Street/ Wallace Road intersection, improving reliability of bus services

vii. Shirley Road – Modify bus stop on western side of Shirley Road, providing separate shelters for east and west bound services, improving customer experience know which bus to catch

viii. Shirley Road – Change the layout at the intersection to allow buses only to turn right from the left lane, by removing on-road car parks and moving them to off-road car parking

Transport for Future Urban Growth

14. Transport for Future Urban Growth is a joint project between Auckland Transport, Auckland Council and the New Zealand Transport Agency. It is focused on identifying the transport networks needed for areas identified as Future Urban Zones in the Proposed Auckland Unitary Plan. In southern Auckland these are in Takanini, Puhinui, Drury, Opaheke, Paerata and Pukekohe. Future Urban Zones are also in north-west Auckland, north Auckland and Warkworth.

15. Two rounds of public consultation have being carried out. About 770 people attended information days, about 240 of those in southern Auckland. A total of 620 pieces of feedback were received.

16. In southern Auckland there was a clear preference for public transport options to support future housing and business areas. There was also strong support for the Mill Road corridor upgrade to be extended to growth areas in Papakura and Drury. Public consultation was carried out at the Manukau Train Station at the request of the local board. There was very little interest from commuters.

17. The next steps will then be for a business case to be approved by the Auckland Transport and NZ Transport Agency boards, then for recommended transport projects to be considered for funding through the 2018-21 Regional Land Transport Plan and National Land Transport Plan.

18. For more information about the project: https://at.govt.nz/projects-roadworks/transport-for-future-urban-growth/

SuperGold switch to AT HOP cards

19. From 1 July 2016, SuperGold customers will need to use an AT HOP card with a SuperGold concession loaded on it, in order to access free travel on trains and selected buses and ferries in Auckland after 9am weekdays and all day on weekends and public holidays. The Ministry of Transport (MOT) announced this change to the SuperGold card earlier this year and Auckland Transport is required to comply with this change.

20. The use of smartcards, such as the AT HOP card in Auckland, will ensure that accurate data is collected on the use of the scheme by SuperGold cardholders. This will help with future transport planning and provide a better understanding of the costs of the scheme.

21. Current SuperGold customers who have a blue HOP card can exchange (at no additional cost) it for a gold coloured HOP card. This can be exchanged at AT customer service kiosks.

22. See at.govt.nz/supergold for a complete list of services that provide free SuperGold travel.

Consideration

Local board views and implications

23. The local board’s views will be incorporated during consultation on any proposed schemes.

Implementation

24. All proposed schemes are subject to prioritisation, funding and consultation.

Attachments

No.	Title	Page
a View	Local Board Capital Fund Summary	37
b View	Route 30 proposed changes in Papatoetoe	39

Signatories

Authors

Melanie Dale – Auckland Transport Elected Member Relationship Manager

Authorisers

Jonathan Anyon – Auckland Transport Elected Member Relationship Team Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Auckland Transport Quarterly Update to Local Boards

File No.: CP2016/11135

Purpose

1. The purpose of this report is to inform local boards about progress on activities undertaken by Auckland Transport (AT) in the three months 1 January – 31 March 2016.

Attachments include:

A – Auckland Transport activities

B – Travelwise Schools activities

C – Decisions of the Traffic Control Committee

D – Report against local board advocacy issues.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive the Auckland Transport Quarterly Update to Local Boards.

Significant activities during the period under review

Strategy and Planning

2. Transport for Future Urban Growth (TFUG)

Under the new business case approach, AT has received approved funding to develop growth related Programme Business Cases (PBCs) to identify the transport infrastructure needed within the next 30 years for the following growth areas identified in Auckland Council's Future Urban Land Supply Strategy: Northwest, Southern, Northern and Warkworth.

A multi-disciplinary and cross organisational team has been established on these four growth areas and is currently working from a co-located space. Councillors, local boards, iwi, developers and other stakeholders have been informed and public consultation has taken place. Sequencing Workshops were scheduled for 22-23 March and the second round of public consultation scheduled from 15 April.

3. Central Access Strategy

A Programme Business Case for the Central Access Plan (Isthmus to City Centre) is jointly being developed with New Zealand Transport Agency (NZTA) and Auckland Council. It is anticipated that a preferred programme which identifies a series of interventions to resolve growing bus patronage demands against corridor/terminus capacity constraints will be provided to the NZTA Board in May for their approval.

Public Transport (PT) Development

4. City Rail Link

Enabling Works ECI Contract 2, construction of pipe jack (services relocation) commenced (Albert Street) 21 December 2015; Enabling Works Contract 1, Britomart to Lower Albert Street and Contract 2, Lower Albert Street to Wyndham Street, to commence in May 2016. Main Works: Construction start 2018/19 FY subject to funding agreement with Government.

5. Double Decker Network Mitigation works

Mitigation works on identified risks for Double decker buses such as building verandas, street furniture, signage, low hanging power/phone lines, service poles, overhanging trees, and low bridge structures to allow the safe passage of double decker buses. Botany route is cleared for double decker bus with some minor works on defects list to be completed. Mt Eden and Northern Express bus routes to be cleared in March 2016.

6. PT Safety, Security and Amenity

An evaluation is underway of the benefits of installing ticket barriers at selected stations on the network to improve safety and security. Current projects include completion of Ellerslie Station canopies, upgrade to Morningside Level Crossing and electronic gating at Manurewa Station. Onboard train digital information screens will commence testing in April.

PT Facilities Infrastructure Development

7. Wharf Renewals

Design is currently underway on a number of urgent wharf renewal project requests received from AT Metro (25th Feb). These are targeted to be completed by 30 June 2016. AT is on track to deliver these.

8. Bus Infrastructure Improvements

AT is still on target to spend the $4.7m budget. A significant number of physical works will be undertaken over May and June.

PT Operations

9. Highlights for the quarter

Rail patronage growth continues at around 20% year-on-year, and the month of March saw more than 1.6 million passenger journeys on the network, the highest month on record. Service delivery has maintained levels of around 95% of services arriving at the destinations on-time. The new operator tender process has been placed on hold, with the current contract with Transdev being conditionally extended for a period of up to 12-24 months, while the impacts on the rail services contract of long term projects such as CRL are assessed.

10. Integrated Fares

The 28 February 2016 annual AT Metro fare review included final fare zone boundary alignment between bus and rail prior to mid-2016 integrated fares implementation, including alignment at Orakei of two zone rail from the CBD with the existing two zone bus and removal of the inner CBD and airport mini-zones. An independent review of the proposed integrated fares product structure and price modelling by Deloitte is nearing completion and will support a final recommendation to the AT Board in April.

Road Design and Development

11. SMART (Southwest Multi-modal Airport Rapid Transit)

Future proofing of the SMART route on Kirkbride (trench) intersection is progressing together with the infrastructure works by Highway Network Operations of NZTA. This element of the project is expected to be complete in 2022. A funding application is in progress with NZTA and the team is working with the East West team to ensure the projects are well aligned at the critical points. The indicative business case is being updated for light and heavy rail. The cycle strategy for the wider Mangere area is underway.

Services

12. Whangaparaoa Road Dynamic Lane Trial

In the last quarter, designs for the trial along Whangaparaoa Road (between Red Beach Road and Hibiscus Coast Highway) have been assessed. A driver behaviour survey was undertaken, to understand perceptions of the trial and responses to a simplified scheme using just Light Emitting Diode (LED) in road markings. The purpose of this was to test reactions and guide design requirements for signage and LED requirements. The survey illustrated 21 scenarios with different markings and LED lights along the route (i.e. no signage or overhead lane control arrows were assumed).

The outcome of the survey showed the following:

Positives recognised:

· Improves traffic flow

· Flexible traffic control

· Better use of road space

· Increases road capacity

Concerns raised:

· Confusing

· Accident risk

· Unclear (lane direction) – Need clear signage

· Need to educate

Understanding gained from the driver perception survey and traffic condition surveys will be applied to the design before consultation is undertaken.

13. Auckland Bike Challenge

The Auckland Bike Challenge was undertaken in February encouraging businesses and workplaces to support staff to cycle. The month-long online challenge has had a significant success in encouraging greater uptake of cycling in Auckland. It has been well supported by key stakeholders including Healthy Auckland Together, Auckland Regional Public Health, the Sustainable Business Network and Bike Auckland. A total of 166 workplaces took part, and over 2,860 people registering to ride a bike in February including 600 new cyclists. A total of 23,111 trips were logged amounting to over 329,374 km travelled by bike.

14. Personalised Journey Planning for commuters

Three Personalised Journey Planning (PJP) projects are underway in Kingsland/ Morningside, Hauraki/Belmont and Stonefields residential areas. These are key areas for commuters to the city centre and reflect congested corridors on the network. Residents in each area who currently drive alone in peak times were offered personalised journey planning advice on other suitable modes of transport, and those that commit to trialling a new option are provided with supporting incentives. The goal of these projects is to encourage residents to make a long-term change, supporting modal share changes and reducing morning peak congestion.

15. Safer Communities

The Safer Communities programme is now underway with the Community and Road Safety team working more intensively in high risk communities to increase safe access to active and sustainable transport modes. The Community Transport team has delivered two safer Communities workshops for lead teacher and school management. These workshops were designed to provide information on the new delivery model for high risk communities and were very successful with 21 school attending. This was followed by two lead teacher workshops for the schools outside of the high risk communities.

16. Walking School Bus – Walking School Bus Week 15-19 February

Pedestrian safety is a high priority in the Auckland Region with an upward trend in Deaths and Serious Injuries (DSI) over the past five years. The Walking School Bus (WSB) Programme has an important role in improving pedestrian safety around schools while also reducing morning peak congestion. The Community and Road Safety team developed and delivered the first regional WSBs promotion week for primary schools across the Auckland region. The key objective was to raise awareness of the benefits of the programme and seek more participation from parents and students, as well as highlighting the road safety benefits the programme brings.

Currently, 154 schools in Auckland have WSBs (out of 345 total schools in Auckland with primary aged students) with over 4000 children on WSB routes and more than 1000 volunteers. During WSB Week, more than 4900 students registered to participate in themed days across the week. AMI Insurance sponsored Thursday’s ‘Be Bright Be Seen’ theme day with guest walkers including Jerome Kaino and Police dogs, who walked with WSBs across the region. WSB Week was a great success with positive media promotion including interviews on Radio Live, Stuff.co.nz, and articles in local papers.

17. Road Corridor Delivery (RCD)

The Assets and Maintenance Group is tasked with the responsibility for a wide range of activities within the Road Corridor. These include but are not limited to:

· The Delivery of roading and streetlight maintenance and renewal programmes

· Managing the access, co-ordination and traffic management impacts of activities taking place within the road corridor

· Promoting design innovation and efficiency around how work is carried out on the network

· The development of long term asset management plans and modelling which support the decision making process around the management of our roading assets.

18. RCD Key Highlights

In the 2015/2016 financial year, AT is planning to deliver 37.7 km of pavement rehabilitation, 480.1 km of resurfacing (including 88.9 km of hotmix and 391.2 km of chip seal), 75.7 km of footpath renewals and 82.7 km of kerb and channel replacement.

Table 1: Progress against Asset Renewal Targets

Note* data is to February 2016

19. The team is 81% of the way through its Pavement Rehabilitation projects. Table 2 following outlines where key projects have been completed.

Table 2: Completed Rehabilitation Projects

20. The following table outlines the key priojects which are currently underway and are due for completion in Quarter 4.

Table 3: Rehabilitation Projects still underway

21. Year 5 (2015/16) of the UFB rollout is continuing and planning for Year 6 (2016/17) has already commenced.

Attachments

No.	Title	Page
a View	Schedule of activities undertaken for the third quarter (2015/16) ending 31 March 2016	55
b View	Travelwise Schools activities broken down by local board	67
c View	Traffic Control Committee Decisions broken down by local board	69
d View	Local Board Advocacy Report	71

Signatories

Authors

Various Auckland Transport authors

Authorisers

Melanie Dale, Elected Member Relationship Manager, Auckland Transport

Jonathan Anyon, Manager Elected Member Relationship Unit, Auckland Transport

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Parks, sport and recreation draft annual work programme financial year 2016-2017

File No.: CP2016/09965

Purpose

1. The purpose of this report is to present the draft 2016/2017 Parks, Sport and Recreation (PSR) Annual work programme (AWP) for the consideration and approval of the Ōtara-Papatoetoe Local Board.

Executive summary

2. This report presents the Parks, Sport and Recreation draft Annual work programme for the 2016/2017 financial year (FY17).

3. The work programme includes the Local Board capital expenditure and Locally Driven Initiatives (LDI) programme of works but excludes any works associated with external agency projects.

4. Should unforeseen works arise or work priorities change from those attached and approved, the Parks Sport and Recreation advisors will discuss this with the appropriate local board portfolio holder/s.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approves the Ōtara-Papatoetoe Parks, Sport and Recreation draft Annual work programme 2016/2017 financial year as detailed in Attachment A to this report;

b) delegates the approval for any changes to the Parks, Sport and Recreation Annual work programme 2016/2017 to the appropriate Parks, Sport and Recreation advisor and local board portfolio holder/s.

Comments

5. Staff discussed the scope of the Parks, Sport and Recreation draft Annual work programme 2016/2017 at a workshop with the local board on 20 April 2016.

6. This report presents Parks, Sport and Recreations draft AWP for the 2016/2017 financial year, but reflects a three year view of the outlying years. This is with the exception of Growth funding, which is approved on a year by year basis only.

7. There are separate AWPs for Sport and Recreation: Leisure; Local and Sports Parks.

8. The Parks, Sport and Recreation draft Annual work programme 2016/2017 has been developed with a strategic focus, in that many projects will be delivered over two or more financial years.

9. The Parks, Sport and Recreation draft Annual work programme 2016/2017 presented as Attachment A, needs to include some flexibility to account for any unforeseen factors beyond Parks, Sport and Recreations control that may arise.

10. Staff may need to adjust priorities as unforeseen complexities in delivering planned projects arise. Any changes to the Parks, Sport and Recreation draft Annual work programme 2016/2017 will be consulted with the local board Portfolio holder for the project, who will make a decision on the proposed changes or decide whether it needs a decision by the local board.

11. PSR renewals and leisure development projects will be reported separately and led by Community Facilities.

12. Projects may be funded from one or multiple budget sources which include: Asset Based Services (ABS) CAPEX or OPEX; Locally Driven Initiatives (LDI) CAPEX or OPEX; Growth funding; external funding or sponsorship.

13. Growth programme
Asset Based Services CAPEX includes Growth funded projects where the project meets the criteria to be allocated development contribution funding. Local and Sports Park projects are split into four different work streams for Growth:

· General Park development;

· Playspace development;

· Sport development;

· Greenway and walkway development.

14. The overall Growth programme should reflect that development contributions make up 70% of the total programme budget and other contributions (such as rates, third party contributions etc.) make up the remaining 30%.

15. The draft AWP shows the allocated FY17 Growth funding for information only. Any funding in subsequent years is indicative as Growth funding is signed off annually. Projects that are identified to receive Growth funding in FY17, but are being delivered over more than one year, will be considered as priority for Growth funding in the subsequent years.

16. For FY17, funding has been allocated to projects based on the analysis of the criteria below.

17. Projects identified in the FY17 draft AWP which are eligible for FY17 Growth funding have been included in the attachment for the Local Board’s information only and will be confirmed to the Parks Recreation and Sport Committee in September 2016.

18. Criteria for Growth funding allocation

All projects funded through the FY17 Growth programme need to be development projects on Council owned reserve or Ministry of Education land. Projects were ranked based on the following criteria:

· Whether the project is multi-year and received Growth funding in the 2015/2016 financial year;

· Alignment with a parks programme – the project should align with one of the four park development programmes (i.e. General, Playspace, Greenway and walkway, Sport);

· The proportion of the project that is caused by growth - projects are ranked on the percentage of demographic growth in the area that the project will serve. For example, greenfield sites or new housing areas will be ranked higher than an area of low or no growth;

· The proportion of the project that will benefit a new community in the next ten years;

· Whether a project aligns strategically with a governing body, local board or spatial priority;

· Whether a project leverages additional investment or provides for reduced or no operating cost to Council over time;

· Project readiness and deliverability - design work is complete; all consents and funding are in place; works are procured and where applicable a funding agreement is in place and full project cost funding is available.

19. Other budget types contributing to the Parks Sport and Recreation work programme

The Locally Driven Initiatives (LDI) programme is part of this draft AWP. PSR projects resulting from external agency partnerships are not included unless they have an element of local board funding attached to them.

20. Leisure, and sport and recreation activity programmes do not show a budget amount but have been included in the work programme for information and future quarterly reporting.

Consideration

Local board views and implications

21. The local board provided feedback on the proposed Parks, Sport and Recreation draft Annual work programme 2016/2017 at a workshop on 20 April 2016. Feedback from this workshop has informed the draft programme included as Attachment A.

Māori impact statement

22. Parks and open spaces, as well as sport and recreation activity contributes significantly to Maori well-being, values, culture and traditions. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to Tangata Whenua, appropriate consultation will follow.

Implementation

23. Once approved the delivery of projects identified in the Parks, Sport and Recreation draft Annual work programme 2016/2017 will take place from 1 July 2016.

24. The progress of the Parks, Sport and Recreation Annual work programme 2016/2017 projects will be reported to the local board quarterly.

Attachments

No.	Title	Page
a View	Otara - Papatoetoe Parks,Sport and Recreation draft Annual work programme 2016-2017	77

Signatories

Authors

Lynda Lucas - Parks Liaison & Development Team Leader

Authorisers

Rob McGee - Manager Leisure – Parks, Sports and Recreation

Sharon Rimmer - Manager Sport and Recreation

Mark Bowater - Manager Parks

Mace Ward - General Manager Parks, Sports and Recreation

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Community Lease Work Programme 2016/2017

File No.: CP2016/10154

Purpose

1. To approve the 2016/2017 work programme for community leases.

Executive summary

2. Community leases are a valuable way in which the council provides support to local community organisations to provide the activities and services aligned with recognised local priorities.

3. Attachment A provides a detailed list of the community leases and licences due for renewal or expiry over the 2016/2017 financial year, in addition to those from previous years’ work programmes which have yet to be completed.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approve the community lease 2016/2017 work programme as detailed in Attachment A.

Comments

4. To meet the demands of this substantial programme of community leasing work, staff introduced a programme approach to more efficiently deliver the volume of work last year at a meeting of the Local Board Chairs on 28 September 2015. The programme approach aimed to streamline reporting procedures to enable a large number of more routine leases to be fast tracked, whilst focusing necessary attention on those community leases that are more complex.

5. This approach has proven successful and staff intend to continue implementing this strategic delivery where possible for the 2016/2017 community leasing work programme.

Consideration

Local board views and implications

6. The draft 2016/2017 work programme was considered by the local board at a workshop on 26 April 2016. The views expressed by local board members during the workshop have been adopted in Attachment A.

7. The community lease 2016/2017 work programme supports the achievement of the following 2014-2017 Otara-Papatoetoe Local Board Plan priorities:

· Age-friendly communities

· Parks and facilities that meet people’s needs

· Thriving communities

· Town centre vitality.

Māori impact statement

8. Supporting Maori initiatives and objectives is a regional priority, as outlined by the Auckland Plan aim to increase targeted support to Maori community development projects. The community leasing work programme aims to improve well-being among Maori living in the local board area through services provided by community groups leasing land and buildings from the council.

Implementation

9. Work programme implementation will be reported quarterly to the local board.

10. Further decisions will be requested of the local board for detailed lease approvals either through the bundled reporting approach when applicable, or through individual lease reports as required.

Attachments

No.	Title	Page
a View	Attachment A - Workplan Schedule	83

Signatories

Authors

Toto Vu-Duc - Manager Community Leases

Authorisers

Rod Sheridan - General Manager Community Facilities

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Ōtara-Papatoetoe Local Board Libraries Work Programme 2016/2017

File No.: CP2016/10579

Purpose

1. This report presents the Libraries 2016/2017 Ōtara-Papatoetoe Local Board work programme for approval.

Executive summary

2. This report provides information to support Ōtara-Papatoetoe Local Board to make decisions required to approve the Libraries 2016/2017 work programme.

3. The proposed Libraries work programme aims to provide a defined work programme for the 2016/2017 financial year.

4. The Libraries work programme for Ōtara-Papatoetoe Local Board aligns with the following 2014-2017 Ōtara-Papatoetoe Local Board Plan priorities:

· Age-friendly communities

· Thriving communities

5. The Ōtara-Papatoetoe Local Board is being requested to approve the Libraries work programme for FY 2016/2017.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve the 2016/2017 Libraries work programme (Attachment A).

Comments

6. The libraries work programme for 2016/2017 aligns to the Ōtara-Papatoetoe Local Board plan 2014 – 2017 and Te Kauroa – Auckland Libraries Future Directions 2013-2023.

7. The Libraries work programme aligns to the following 2014-2017 Ōtara-Papatoetoe Local Board Plan priorities:

· Age-friendly communities

· Thriving communities

8. The work programme includes library activities that align with the local board priorities and meet the needs of the Ōtara-Papatoetoe community. The cost of running the local libraries largely appears in one activity line – “Library hours of service”. Activities that respond to local community priorities have been included in the work programme but they do not have specific ABS opex budget attached as the cost is included in running the local libraries.

9. A workshop was held with the local board and Libraries staff on Wednesday, 20 April 2016 where the draft work programme was considered.

10. The Ōtara-Papatoetoe Local Board is requested to approve the Libraries work programme for 2016/2017. Libraries’ staff will continue to work with relevant portfolio holders and the local board to ensure activities align with the local board priorities and meet the needs of the Ōtara-Papatoetoe community.

Consideration

Local board views and implications

11. The draft 2016/2017 work programme was considered by the local board at a workshop on Wednesday, 20 April 2016.

Māori impact statement

12. Improving Māori outcomes is core to library services and is defined in Te kauhanganui – Libraries Māori Responsiveness Plan. The libraries work programme supports Māori initiatives in both programme and service delivery at local libraries.

Implementation

13. Libraries staff will continue to meet with the portfolio holders to provide updates on the work programme and ensure it is progressed and meets local board priorities. The libraries work programme will be implemented within the annual plan 2016/2017 budget and reported on through the quarterly reporting process.

Attachments

No.	Title	Page
a View	Ōtara-Papatoetoe Local Board Libraries Work Programme 2016/2017	87

Signatories

Authors

Kim Taunga - Manager Cust. Experience - South and East Libraries

Authorisers

Mirla Edmundson - General Manager Libraries & Information

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Ōtara- Papatoetoe Local Board Community Facilities Renewals Work Programme 2016/2017

File No.: CP2016/10611

Purpose

1. To approve the 2016/2017 work programme for Community Facilities renewals for the Local Community Services activity (Community Places, Arts Facilities, Community Leases, and Libraries).

Executive summary

2. Renewals funding is identified at a high level through the long-term plan and a capital works programme is prepared for approval annually. The programme ensures that each council facility can operate to the current level of service articulated in the relevant asset management plan.

3. Attachment A provides the proposed 2016/2017 work programme for Community Facilities, Local Community Services activity, renewals for local board approval.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approves the 2016/2017 work programme for Ōtara- Papatoetoe Local Board Community Facility Renewals

b) Note that the 2016/2017 funding envelope is indicative to deliver this programme of work and any budget variances (within scope) will be managed within the total region-wide renewals funding envelope.

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 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 renewals programme process ensures that the proposed Community Facility renewals work programme (Attachment A) has received extensive input and assessment from business owners, facility users, and Community Facilities staff.

Consideration

Local board views and implications

7. Council staff will report quarterly to the local board on how the programme is tracking, and discuss with the local board any arising key risks and notify the local board when projects are completed.

Māori impact statement

8. The Ōtara- Papatoetoe Local Board Community Facility renewals work programme 2016/17 will ensure that all facilities continue to be well-maintained community assets benefiting the local community, including Māori.

Implementation

9. This work programme will be implemented as part of Community Facilities’ usual business practice.

10. Work programme implementation will be reported quarterly to the local board. The first-quarter report will outline the programme’s delivery schedule.

11. The 2016/2017 Community Facilities renewals work programme for the Local Parks, Sport & Recreation activity will be presented for approval at the July business meeting.

Attachments

No.	Title	Page
a View	Ōtara-Papatoetoe Local Board Community Facilties Renewals Work Programme FY17 - Local Community Services	91

Signatories

Authors

Hannah Alleyne - Senior Programme Planner

Authorisers

Rod Sheridan - General Manager Community Facilities

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Adoption of Local Board Agreement 2016/2017

File No.: CP2016/10877

Purpose

1. This report seeks adoption of local content for the Annual Plan 2016/2017, including a Local Board Agreement 2016/2017, a message from the chair, local board advocacy, local activity budgets and local performance targets, together with adoption of a local fees and charges schedule for 2016/2017.

Executive summary

2. For each financial year, Auckland Council must have a local board agreement between the governing body and the local board, for each local board area.

3. Every three years a local board plan is developed to inform the long-term plan (and associated local board agreements) which outlines priorities, budgets and intended levels of service over a 10 year period.

4. In February and March this year, the council consulted on proposed changes for the Annual Plan 2016/2017. Local boards then held discussions with the governing body on local feedback, common issues and local priorities prior to budget decisions being made on 13 May 2016.

5. Local boards are now considering local content for the Annual Plan 2016/2017 which includes a local board agreement, a message from the chair, local board advocacy, local activity budgets and local performance targets, together with a local fees and charges schedule for 2016/2017.

6. Local board agreements will include the allocation of locally driven initiative funding to projects and services.

7. On 30 June 2016, the governing body will meet to adopt Auckland Council’s Annual Plan 2016/2017 including 21 local board agreements and associated performance targets and budgets.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) adopts local content for the Annual Plan 2016/2017 (Attachment A), including:

i. a Local Board Agreement 2016/2017

ii. a message from the chair

iii. local board advocacy

iv. local activity budgets

v. local performance targets

b) adopts local fees and charges schedules for 2016/2017 (Attachment B)

c) notes:

i. that the local activity budgets have been updated to reflect final budget decisions made by the governing body on 13 May 2016;

ii. that if there are outstanding (not yet agreed) matters in the local board agreement, the local board should include an explanation of these matters in the Chair’s message at the front of the local board agreement;

iii. that the resolutions of this meeting will be reported back to the governing body when it meets to adopt the Annual Plan 2016/2017 on 30 June 2016.

d) agrees that the Chair be delegated authority to make any final minor changes to the local content for the Local Board Agreement 2016/2017.

Consideration

Local board views and implications

8. This report seeks adoption from the local board on its content for the Annual Plan 2016/2017 and other associated material. Engagement with the community, including consultation, and a number of workshops and meetings have been held by the local board and with the governing body to finalise their local board agreement.

Māori impact statement

9. Many local board decisions are of importance to Māori and there is a need to continue to build relationships between local boards and relevant Iwi. The local board agreement is based on the local board plan and the Annual Plan 2016/2017 which have both been developed through engagement with the community, including Māori.

Implementation

10. The resolutions of this meeting will be reported to the governing body on 30 June 2016, when it meets to adopt the Annual Plan 2016/2017.

11. Decisions on the local board agreement, a message from the chair, local board advocacy, local activity budgets and local performance targets are required today in order for staff to finalise local content for the Annual Plan 2016/2017.

12. It is possible that minor changes may need to be made to the attachments before the annual plan is adopted, such as correction of any errors identified and minor wording changes. Staff therefore recommends that the local board delegates authority to the Local Board Chair to make final changes if necessary.

Attachments

No.	Title	Page
a View	Local content to support the Annual Plan 2016/2017: o Local Board Agreement 2016/2017 o Message from the chair o Local Board Advocacy o Local activity budgets o Local performance targets	97
b View	Local fees and charges schedule 2016/2017	111

Signatories

Authors

Daniel Poe - Local Board Advisor

Authorisers

Matthew Walker, General Manager Financial Strategy & Planning

Karen Lyons, Manager Local Board Services

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Otara-Papatoetoe Quick Response Round Four 2015/2016

File No.: CP2016/11031

Purpose

1. To present to the Ōtara-Papatoetoe Local Board, applications received for the 2015/2016 Quick Response Round Four and one application deferred from Local Grants Round Two. The local board is required to fund, part-fund or decline these applications

Executive summary

2. The Ōtara-Papatoetoe Local Board has a total community grants budge of $164,000 for the 2015/2016 financial year.

3. To-date a total of $140,984 has been allocated from two local grant rounds and three quick response grant rounds. The remaining balance of $23,016 is available for distribution in this final quick response grant round.

4. Fourteen applications have been received for this quick response round, with a total request of $23,288.

5. One application, considered in round two of the local grants programme is to be reconsidered. The initial request was for $38,000; and the applicant was granted $5,000 at the 16 May 2016 meeting.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve, grant or decline the 2015/2016 Quick Response Round Four applications listed in Table One.

Table One: Ōtara-Papatoetoe Quick Response Round Four applications

Application number and Project Focus	Applicant	Funding Recommended for	Total Amount Requested
QR1613-420 Community	Auckland NZ View	Towards the cost of travel for members from July 2016 to June 2017.	$500
QR1613-419 Community	LifeKidz Trust	Towards the salaries for youth workers to provide school holiday programme care for up to 75 children with disabilities and special needs between 22 July and 19 December 2016 at The Depot, Lloyd Elsmore Park, Pakuranga.	$2,000
QR1613-405 Community	“OKE Charity”	Towards the purchase of a gazebo for use with the garden project at Papatoetoe East School.	$1,238
QR1613-407 Community	Papatoetoe Intermediate School	The costs (materials, t-shirts, transport, food, facilitators, certificates and acknowledgements) associated with two youth workshops to be held at Papatoetoe Intermediate School between July 2016 and June 2017	$2,000
QR1613-421 Community	PHAB Association (Auckland) Inc.	Towards the costs (facilitation and travel) for the 10-part series of “PHAB Work-Ready Workshops” to be held at The Chambers, Papatoetoe from June to September 2016.	$2,000
QR1613-416 Community	Prison Fellowship New Zealand Inc.	The cost to provide Christmas presents to 134 Angel Tree families.	$1,608
QR1613-418 Community	World Council of Sikh Affairs	Towards the purchase of a computer, printer and office furniture for the newly set-up group.	$2,000
QR1613-406 Environment	East Tamaki Primary School	Towards the cost of ponga logs to edge the pathway through the native bush area of the school.	$1,550
QR1613-424 Environment	Papatoetoe Central School Board of Trustees	Towards the cost of signage and skip-hire for the Otara Stream restoration day and community clean-up to be held between Great South Road and Lloyd Avenue, Papatoetoe on 20 August 2016.	$1,747
QR1613-409 Events	Otara Business Association	Towards the costs (performers, prizes and refreshments) to hold an event to acknowledge the legends and heroes from the Otara community at the Otara Town Centre on 6 August 2016.	$2,000
QR1613-410 Events	Papatoetoe Central Mainstreet Society Inc.	Towards the cost (performers, prizes, refreshments) to hold a celebration of Matariki event at Papatoetoe Town Centre between June and July 2016.	$2,000
QR1613-414 Sport and recreation	Kathleen Krone	Towards the cost of registration for 15 Avengers under 10's rugby team members who will attend the New Zealand Junior Rugby Festival to be held in Taupo on 10‑11 September 2016.	$645
QR1613-402	Auckland Cambodian Youth and Recreation Trust	Towards staff wages, reimbursements for volunteers, office consumables and audit fees for the Khmer support services and radio station from July 2016 to June 2017.	$2,000
QR1603-407	Ms Kyra Dimitrof	Towards the cost of a stall at the Ōtara Market.	$2,000
		Total	$23,288

b) Reconsider the grant made at the 16 May 2016 listed in Table Two

Table Two: Ōtara-Papatoetoe Local Grant Round Two application

Application ID & Project Focus

Applicant

Funding Recommended for

Total Amount Granted

LG1613-204

Community

Auckland Pacific Wardens Community Services

Towards Otara Pacific wardens set-up costs for the purchase of cars, petrol, uniforms, mobile phones, radio units and a base set for the combined Pacific Island patrols team based in Otara.

$5,000

For uniforms

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 Papakura Local Board adopted its grants programme on 15 April 2015 under Resolution Number PPK/2015/50 (see Attachment A).

7. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements

8. The Ōtara-Papatoetoe Local Board has a total community grants budge of $164,000 for the 2015/2016 financial year.

9. To-date total of $140,984 has been allocated from the two local grant rounds and three quick response grant rounds held. The remaining balance of $23,916 is available for distribution in this final quick response grant round.

10. Fourteen applications have been received for this quick response round, with a total request of $23,288. One application is ineligible (as per the 2015/2016 Ōtara-Papatoetoe Local grants Programme) as the applicant has failed to account for two previous grants made. The second application is to assist in the setting up of a family business and is not a community project.

11. One application, considered in round two of the local grants programme is to be reconsidered. The initial request was for $38,000; and the applicant was granted $5,000.at the 16 May 2016 meeting.

Consideration

Local board views and implications

12. Local boards are responsible for the decision-making and allocation of local board community grants. The Ōtara-Papatoetoe Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

13. All the applications were considered by the board at a workshop held on 7 June 2016.

14. The board is requested to note that section 50 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time.”

Māori impact statement

15. 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.

16. One organisation and one individual grant applicant have identified themselves as Maori. The individual grant applicant withdrew her application. Ten applicants have indicated their project will target Maori or Maori outcomes. One applicant withdrew her application and another applicant is ineligible for funding.

17. Two local grant applicant organisations have identified themselves as Maori. Seven applicants have indicated their project will target Maori or Maori outcomes.

Implementation

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

19. Following the Ōtara-Papatoetoe Local Board allocating funding for local grants round two, and quick response round five, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a View	Otara-Papatoetoe Local Board 2015/2016 Grant Programme	119
b	Otara-Papatoetoe Quick Response Round Four 2015/2016 application summaries (Under Separate Cover)

Signatories

Authors

Jenny Young - Community Lease Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Otara-Papatoetoe Local Board: Community Reponse Fund proposals June 2016

File No.: CP2016/09717

Purpose

1. This report is for the local board to consider the proposals to be funded from the 2015/16 Community Response Fund (CRF) budget. The report also proposes that the board consider and adopt a policy for the use of Community Response Funds in future.

Executive Summary

2. The purpose of the Ōtara-Papatoetoe Local Board’s CRF is to achieve outcomes from the local board’s plan. The fund is discretionary, and all proposals are considered by the local board and approved by a resolution at a public business meeting.

3. The board received three proposals that total $77,350. Two were from the Otara Business Association and one from the Mangere Papatoetoe Pacific Wardens. The board was presented the proposals and discussed these at its 3^rd and 25^th May 2016 workshop.

4. The board is asked to consider the proposals. The following options are available to the board: to fully fund, partially contribute or decline each of the proposals. The local board is the decision-maker for the community response fund.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a. To fully fund, partially fund or decline each of the following proposals

i. Otara Town Centre 50^th Anniversary Celebration

ii. Co-ordinator to set up ’Te Pupu Tahitanga Ki Otara Warden’

iii. Mangere Papatoetoe Pacific Wardens: request for a vehicle

b. Waive the hall hire charges for the Papatoetoe Town Hall, for the fundraising event for Mr Paul Margison arranged by Wendy Williams, to the value of $200.00, and approve the transfer of $200.00 from the board’s Community Response Fund to meet these costs.

c. Adopt the principles contained in Attachment D to guide responses to future requests for funding from the Community Response Fund.

d. Approve funding to Sistema Aotearoa, as a response to their 2015 Annual Plan submission for financial support. This is considered to be a one off grant from the balance of the current community response fund.

Comments

Fundraiser for Paul Margison

5. A new request for board support was received in 18 May 2016. This relates to a fundraising event to be held to support Mr Paul Margison, who suffered head injuries in an attack in Papatoetoe on 10 April 2016, and is expected to take some time to recover. Local board members have been contacted by Wendy Williams, who is arranging a fundraising event in the Papatoetoe Town Hall on Saturday 25 June 2016.

6. Wendy Williams has asked for the board to waive the hall hire charges of $180 for this event. She has advised that the event will be a 90 min class/fundraiser and the less she has to outlay the more can be raised. She says that 100% of the money raised will go to the family.

7. The Auckland Council venue hire team have advised that the discretion for free waiver sits with the board. The board will need to pass a resolution for this, for the venue hire team to action. If approved, the costs will come out of the board’s LDI funds. The board’s Lead Financial Advisor has advised that the board has sufficient LDI funds (Community Response Fund) available to meet this expenditure.

8. It is recommended that the board support the request to waive the hall hire fees to the value of $200, the slight increase being to allow some latitude for unexpected costs.

9. Separately, a Givealittle page has been started to raise funds for Mr Margison. Further background information is available at on that website: https://givealittle.co.nz/cause/paulsroadtorecovery

Policy on Community response funds

10. The funding requests referred to in this report highlight the need for some principles to guide board members and staff in responding to requests for funding from community groups for unbudgeted projects. An unusually large allocation of money was made to the Community response fund in the 2016/17 financial year. In future, the fund will most likely resume its normal level, and if funding requests are received at the levels of the current year, the board is unlikely to be in a position to meet many of them.

11. Attachment D has been prepared to provide guidance about the use of the Community Response Fund. The initial draft of this document was workshopped on 25 May, and is now recommended for consideration and adoption by the board.

Community Response Fund 2015/2016 balance

12. Sistema Aotearoa submitted Auckland Council through the 2016/2017 Annual Plan process. The board resolved to refer the request for funding to the Arts Community and Events Department. OP/2016/60 g) ii)

ii refer to the Arts, Community and Events Department the feedback received from Diane Maloney (Sistema Aotearoa #1931) requesting funding from council of $200,000 per annum for three years, with a request that the department report to the board at its June meeting. Further, that this funding request be forwarded to the governing body to consider funding Sistema Aotearoa’s music programmes.

13. The Arts Community and Events Department has advised that Council is currently in year two of the 2015-2025 Long-term Plan (LTP). Advice received to date suggest that there is little or no appetite for new spending and allocation must be from within the envelope provided by the LTP. The next opportunity to review the LTP is in 2018.

14. That the board fund Sistema Aotearoa, as a response to their 2015 Annual Plan submission for financial support. This is considered to be a one off grant from the balance of the current Community Response Fund.

Attachments

No.	Title	Page
a View	Otara Town Centre 50th Anniversary Celebration	127
b View	Co-ordinator to set up Te Pupu Tahitanga Ki Otara Warden	139
c View	Mangere Papatoetoe Pacific Warden request for vehicle funding	145
d View	OPLB Community Response Fund Policy	149
e View	Sistema Aotearoa submission	151

Signatories

Authors

Daniel Poe - Local Board Advisor

Neil Taylor - Senior Local Board Advisor

Authorisers

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Local Board input into the Empowered Communities Approach Progress Update Report

File No.: CP2016/10057

Purpose

1. To provide an opportunity for local boards to formally feedback on the progress and implementation of the Empowered Communities Approach to date.

Executive summary

2. On 4 June 2015, the Regional Strategy and Policy Committee approved the implementation of the Empowered Communities Approach.

3. The Community Empowerment Unit was established to lead and operationalise the Empowered Communities Approach. The unit became operational on 1 October 2015.

4. In March 2016, the Regional Strategy and Policy Committee received its first update on the transition and implementation of the new structure and approach.

5. Local board views are being sought to inform the July 2016 progress update report to the Regional Strategy and Policy Committee.

6. This report provides an opportunity for the local board to formalise its views on progress made to date.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Formally endorse the feedback on the progress and implementation of the Empowered Communities Approach to date.

Background

7. The Mayor’s Proposal for the Long Term Plan 2015 – 2025 (LTP) included developing an Empowered Communities Approach to the work of Auckland Council and sought changes to the community development function as follows:

· To transition delivery to a more empowered community approach;

· To move away from direct delivery (and therefore save overheads) and fund community groups to deliver more;

· For local boards to play a much more active role by allocating more funding through the boards.

8. The Budget Committee approved the proposal on 7 May 2015. It resolved to:

a) Note that an Empowered Communities approach will be implemented during the 2015/2016 financial year with detail of the proposed Community Development and Safety model to be presented to the Regional Strategy and Policy (RSP) Committee on 4 June 2015;

b) Note that the associated savings target of $1.6 million in 2015/2016 and $2.0 million per annum each year thereafter, until 2025, has been included in the budget and that any necessary review of implementation and related budget can be undertaken as part of the Annual Plan 2016/2017 process.

(Resolution number: BUD/2015/18

9. On 4June 2015, the Regional Strategy and Policy Committee resolved to:

a) Endorse the implementation of the ECA which will result in a new operating model for the Community Development and Safety unit;

b) Request that progress against outcomes, implementation of the structure and operation of the model be reviewed and reported back to the Regional Strategy and Policy Committee in February and July 2016;

c) Endorse that additional funding to deliver locally driven initiatives be considered as part of the 2016/2017 Annual Plan.

(Resolution number: REG/2015/41)

10. The Empowered Communities Approach provides clear strategic direction for a whole of council shift to working in ways that are more empowering of communities.

The approach:

· provides a framework to enable council to deliver services in a more effective and empowering way;

· supports community-led development and builds on the Thriving Communities’ Action Plan Ngā Hāpori Momohi (April 2014);

· involves a shift away from direct service delivery to supporting community-led initiatives, with a view to embedding a new way of working across the council family;

· encourages flexibility to meet the varying requirements of communities and local boards, rather than taking a ‘one size fits all’ approach.

11. The Community Empowerment Unit was established to lead and operationalise the Empowered Communities Approach. The unit became operational on 1 October 2015.

Progress update report

12. In March 2016 the Regional Strategy and Policy Committee received an update on the progress of the implementation of the new structure, the operational model and outcomes of the approach to date. Staff will be presenting a further update to the Committee in July 2016.

13. This report provides an opportunity for the local board to formalise its views on progress to date of the implementation of the approach to inform the July 2016 Regional and Strategy update report.

Three year evaluation

14. The Empowered Communities Approach is being evaluated over a three year period. An evaluation plan is currently being developed.

15. To ensure a good spread of data and input from a variety of viewpoints and experiences (elected members, community groups and staff), the local boards’ views captured during this process will also help inform the baseline and formative phase of the wider three year evaluation.

Consideration

Local board views and implications

16. Local board feedback will help inform the report to the Regional Strategy and Policy Committee in July 2016 on the progress and implementation of the Empowered Communities Approach to date.

17. Local boards are providing feedback on the following questions:

· What do you see working well in the initial stages of the roll out of the Empowered Communities Approach?

· In the future, how would you know that the Empowered Communities Approach is working well in your local board area?

· What has been the impact of transitioning into an Empowered Communities Approach for your local board area?

· What do you see as the key barriers to the implementation and uptake of the Empowered Communities Approach?

· How can the Community Empowerment Unit ensure that the approach is embraced by the whole of council for the betterment of the community?

Māori impact statement

18. The council’s Māori Responsiveness Framework has guided and shaped the Empowered Communities Approach.

19. Te Waka Angamua (TWA) is involved in the cross-council evaluation reference group.

20. The Community Empowerment Unit is also developing more enabling and responsive ways of working with mana whenua, mataawaka, marae and Māori organisations across the region to nurture community-led development initiatives.

Implementation

21. The Empowered Communities Approach will continue to be implemented and evaluated with the model being operational in the 2016 /2017 financial year.

Attachments

There are no attachments for this report.

Signatories

Authors

Madelon de Jongh - Senior Policy Advisor

Authorisers

Anna Bray - Policy & Planning Manager - Local Boards

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

13 June 2016

Smoke-free Policy Review

File No.: CP2016/11154

Purpose

1. This report seeks the board’s views in on the review of Auckland Council’s Smoke-free Policy.

Executive summary

2. Board members were advised in April of a forthcoming review of the Smoke-free Policy 2013, to which local board input was invited.

3. Board members subsequently attended a series of workshops and engaged with stakeholder groups to develop the board’s position.

4. The review of the Smoke-free Policy has now been postponed until next year.

5. It is valuable to formally record the board's position on the work done to date, to help shape the review when it resumes next year, and also provide a starting point for the board to respond in the new term.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Note that the review of the Smoke-free Policy 2013 has been postponed to 2017.

b) Send the board’s answers to the questions posed in the review, as set out below, to the Social Policy and Bylaws Unit, to help to shape the review when it resumes and to provide a starting point for the board to respond in the new term.

c) Answer the six questions as follows:

i. The policy is not considered to be very effective. The policy is comprehensive but lacking in resources for implementation. Concern is also felt that as a purely voluntary policy, there is a limit to what could be done.

ii. The board has paid for smoke-free signs in public places, and invested in portable banners with smoke-free messages in several languages that are displayed at board sponsored events. The board has imposed conditions on events that it has sponsored, community grants and leases to be subject to smoke-free requirements.

iii. The policy has not assisted the board much to date, apart from the regionally co-ordinated production of signage, which may have produced some cost savings.

iv. Barriers to implementation include the low implementation effort across the region, and the fact that it is a purely voluntary policy.

v. The board recommends improving the policy by:

• identifying a council department to take ownership and implementation

• developing a regional communications and engagement plan to raise awareness and make smoking a topic of focus

• funding local boards from regional budgets e.g. for appropriate signage and litter control, as well as local promotion

• infusing into all council activities and procurement contracts, including facilities, events, lease agreements, services and funding contracts

• ensuring outdoor areas of all council service properties (e.g. 35 Graham Street) are smoke-free with appropriate signage displayed

• making a smoke-free bylaw to restrict smoking in particular locations. This could be regional, or a series of local bylaws. (The existence and threat of a bylaw is expected to induce smokers to change their behaviour, without having to be enforced too rigorously against individuals who are already disadvantaged)

• working with the most at risk groups, Māori and Pasifika peoples, to help them to quit smoking. A starting point for this would be to engage with appropriate mana whenua, mataawaka, and Pasifika groups, to develop strategies

vi. Local boards, including Ōtara-Papatoetoe Local Board, subject to funding can:

• continue to make their funding of local community grants, events and leases subject to smoke-free requirements

• fund smoke-free signage, litter bins, and publicity when opportunities arise

• promote smoke-free messages in ongoing ways, such as by including by-lines in local board communications

• consider adopting a “Smoke-free Policy Local Commitment” detailing how it will promote smoke-free ideas, and take advice on the case for a local smoke-free bylaw and a targeted rate to clean up problem litter areas

Background

6. Board members were advised in April of a forthcoming review of the Smoke-free Policy 2013, being undertaken by the Social Policy and Bylaws Unit.

7. A cluster workshop for southern board members was held on 28 April. Policy staff presented on the existing Smoke-free Policy, and requested local board feedback on six questions.

8. The questions were discussed at Ōtara-Papatoetoe Local Board workshops on 3 and 31 May 2016, when board members developed their responses.

9. On 10 May 2016, member Mary Gush met with stakeholders (including Cancer Society and OGAAG) representatives to obtain their perspective on the review. Their comments were fed back to the second board workshop.

10. Local Board Services Staff obtained expert input on some of the issues. One suggestion received was that that local boards should adopt their own detailed ‘Smoke-free Policy Local Commitments’ detailing the steps they will take to advance smoke-free policies, such as including smoke-free conditions in their leases, licences, grants and procurement projects.

11. Also, advice was received that local boards could consider proposing to the governing body:

· a local Smoke-free Bylaw that targets a prohibition of smoking in certain public places in their local board areas where evidence of cigarette butt litter and second-hand smoke justify such a prohibition (e.g. certain plazas, outdoor dining areas and transport hubs where there is strong evidence of a public health and/or nuisance/litter problem);

· a local targeted rate on any premises where cigarettes are sold (e.g. dairies, supermarkets and petrol stations) to fund street cleaning and other services associated with cleaning of cigarette butts.

12. Social Policy and Bylaws Unit has advised that the review of the Smoke-free Policy has now been postponed until next year. A formal report will come to the board in the new term.

13. The board could decide to do nothing more now. However, in the light of the work already done by board members, it would be valuable to formally record the board's position and send it to the relevant staff. The board's feedback can help to shape the review when it resumes next year and provide a starting point for the board to respond in the new term.

Comments

14. The Smoke-free Policy 2013 is available on the Auckland Council website. Attachment A contains the review papers circulated in April 2016, including a summary of the policy.

15. The policy aligns with the Government’s goal of New Zealand being a smoke-free nation in 2025. “Smoke-free” is defined as less than 5% of the population are regular smokers of tobacco products.

16. The review papers asked local boards to address six questions. These are referred to in turn, with the responses of Ōtara-Papatoetoe Local Board developed at workshops:

Question 1: Effectiveness

17. Question 1 asked: How effective do you think the current Smoke-free Policy is in representing the council’s commitment to working proactively with others towards making Auckland smoke-free by 2025? Answer: The policy is not considered to be very effective. The policy is comprehensive but lacking in resources for implementation. Concern is also felt that as a purely voluntary policy, there is a limit to what could be done.

Questions 2, 3 and 4: Board actions

18. Question 2: What steps has the local board taken to implement the council’s Smoke-free Policy in its priority areas? Answer: The board has paid for smoke-free signs in public places, and invested in portable banners with smoke-free messages in several languages that are displayed at board sponsored events. The board has imposed conditions on events that it has sponsored, community grants and leases to be subject to smoke-free requirements.

19. Question 3. What role has the policy played in supporting your local board to meet or implement the commitments made in the local board plan or the Auckland Plan? Answer: The policy has not assisted the board much to date, apart from the regionally co-ordinated production of signage, which may have produced some cost savings.

20. Question 4. What have been some of the barriers and challenges in implementing the council’s Smoke-free Policy? Answer: Barriers to implementation include the low implementation effort across the region, and the fact that it is a purely voluntary policy.

Questions 5 and 6: board recommendations

21. Question 5. Do you have any recommendations that would improve the effectiveness of the policy? Answer: The board recommends improving the policy by:

• identifying a council department to take ownership and implementation

• developing a regional communications and engagement plan to raise awareness and make smoking a hot topic.

• funding local boards from regional budgets, e.g. for appropriate signage and litter control, as well as local promotion.

• infusing the into all council activities and procurement contracts, including facilities, events, lease agreements, services and funding contracts.

• ensuring outdoor areas of all council service properties (e.g. 35 Graham Street) are smoke-free with appropriate signage displayed.

22. Question 6. Are there any additional areas of support that the council can provide to reach the 2025 smoke-free goal? Answer: Local boards, including Ōtara-Papatoetoe Local Board, with sufficient budget support, can:

• continue to make their funding of local community grants, events and leases subject to smoke-free requirements

• fund smoke-free signage, litter bins, and publicity when opportunities arise

• promote smoke-free messages in ongoing ways, such as by including by-lines in local board communications

Consideration

Local board views and implications

23. These are discussed above.

Māori impact statement

24. Board members noted that the Census 2013 recorded the rate of smoking amongst Māori (especially Māori women) was higher than any other group in the population, at around 30% of Māori (refer Attachment A.) The board is advocating that special effort be made to address smoke-free messages to Māori, to reduce their smoking rate.

Implementation

25. The practical outcomes from the policy are dependent on the implementation effort put in by Auckland Council.

26. Responsibility to implement the Smoke-free policy falls primarily on the governing body, as it is a regional policy. However, local boards can assist materially. A range of actions for both governing body and local boards are discussed in detail above.

Attachments

No.	Title	Page
a View	Smokefree Policy Review - Supplementary information	169

Signatories

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

Chairperson	Fa’anānā Efeso Collins
Deputy Chairperson	Ross Robertson, QSO, JP
Members	Lotu Fuli
	Stephen Grey
	Mary Gush
	Donna Lee
	John McCracken