I hereby give notice that an extraordinary meeting of the Ōrākei Local Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Thursday, 9
June 2016
5.00pm
St Chads
Church and Community Centre
38 St Johns Road
Meadowbank
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Ōrākei Local Board
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Desley Simpson, JP
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Deputy Chairperson
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Kit Parkinson
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Members
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Ken Baguley
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Troy Churton
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Kate Cooke, JP
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Colin Davis, JP
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Mark Thomas
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(Quorum 4 members)
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Kim Lawgun
Democracy Advisor
2 June 2016
Contact Telephone: 021 302 163
Email: kim.lawgun@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Ōrākei
Local Board
09 June 2016
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ITEM TABLE OF CONTENTS PAGE
1 Welcome 5
2 Apologies 5
3 Declaration of Interest 5
4 Leave of Absence 5
5 Acknowledgements 5
6 Petitions 5
7 Deputations 5
8 Public Forum 5
9 Extraordinary Business 5
10 Notices of Motion 6
11 Adoption of Local Board Agreement 2016/2017 7
12 Ōrākei Local Board Libraries Work Programme
2016/2017 27
13 Ōrākei Local Board Community Facilities Renewals
Work Programme 2016/2017 31
14 Community Places 2016/2017 Community centre and venue for
hire fees 35
15 Ōrākei Local Board Achievements Report November
2014 - June 2016 43
16 Consideration of Extraordinary
Items
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 Leave of Absence
At the close of
the agenda no requests for leave of absence had been received.
5 Acknowledgements
At the close of the agenda no requests for acknowledgements had been
received.
6 Petitions
At the close of the agenda no requests to present petitions had been
received.
7 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 Ōrākei Local Board. This means
that details relating to deputations can be included in the published agenda.
Total speaking time per deputation is ten minutes or as resolved by the
meeting.
At the close
of the agenda no requests for deputations had been received.
8 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.
9 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.”
10 Notices of Motion
At the close of the agenda no requests for notices of motion had
been received.
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Ōrākei
Local Board
09 June 2016
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Adoption of
Local Board Agreement 2016/2017
File No.: CP2016/10572
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.
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Recommendation/s
That the Ōrākei
Local Board:
a) adopt 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) adopt local
fees and charges schedules for 2016/2017 (Attachment B)
c) note:
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) agree that the
Chair be delegated authority to make any final minor changes to the local
content for the Local Board Agreement 2016/2017.
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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
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No.
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Title
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Page
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aView
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Local content to support the Annual Plan 2016/2017:
- Local Board Agreement 2016/2017
- Message from the chair
- Local Board Advocacy
- Local activity budgets
- Local performance targets
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9
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bView
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Local fees and charges schedule 2016/2017
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25
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Signatories
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Author
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Mark Purdie - Lead Financial Advisor
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Authorisers
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Matthew Walker - GM Financial Strategy and Planning
Karen Lyons - Manager Local Board Services
Adam Milina - Relationship Manager - Albert-Eden &
Ōrākei Local Boards
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Ōrākei
Local Board
09 June 2016
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Ōrākei
Local Board
09 June 2016
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Ōrākei
Local Board
09 June 2016
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Ōrākei Local Board Libraries Work Programme
2016/2017
File No.: CP2016/10370
Purpose
1. This report
presents the Libraries 2016/2017 Ōrākei Local Board work programme
for approval.
Executive
summary
2. This report
provides information to support Ōrākei 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 Ōrākei Local Board aligns with the following
2014-2017 Ōrākei Local Board Plan priority:
· Well-built community centres, enhanced
libraries and well-designed neighbourhoods shaped by the community
5. The Ōrākei
Local Board is being requested to approve the Libraries work programme for FY
2016/2017.
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Recommendation/s
That the Ōrākei
Local Board:
a) approve the
2016/2017 Libraries work programme (Attachment A).
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Comments
6. The libraries
work programme for 2016/2017 aligns to the Ōrākei 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 Ōrākei Local Board
Plan priority:
· Well-built community centres, enhanced
libraries and well-designed neighbourhoods shaped by the community
8. The work
programme includes library activities that align with the local board
priorities and meet the needs of the Ōrākei 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. The
programme also includes an LDI opex funded activity: the Win with Words
competition.
9. A workshop was
held with the local board and Libraries staff on Thursday, 21 April 2016 where
the draft work programme was considered. After the workshop, feedback from the
local board was incorporated into the work programme.
10. The Ōrākei
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 Ōrākei community.
Consideration
Local
board views and implications
11. The draft
2016/2017 work programme was considered by the local board at a workshop on Thursday,
21 April 2016. Feedback form the local board was considered and incorporated
into the local board work programme (Attachment A).
Māori
impact statement
12. Improving Maori
outcomes is core to library services and is defined in Te kauhanganui –
Libraries Māori Responsiveness Plan. The libraries work programme supports
Maori initiatives in both programme and service delivery at local libraries.
Implementation
13. Libraries
staff will continue to meet with
the portfolio holders regularly to provide updates on the work
programme and ensure it is progressed
and meet 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
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No.
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Title
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Page
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aView
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Ōrākei Local Board Libraries Work Programme
2016/2017
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29
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Signatories
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Author
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Kim Taunga - Manager Cust. Experience - South and East
Libraries
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Authorisers
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Mirla Edmundson - General Manager Libraries &
Information
Adam Milina - Relationship Manager - Albert-Eden &
Ōrākei Local Boards
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Ōrākei
Local Board
09 June 2016
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Ōrākei
Local Board
09 June 2016
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Ōrākei
Local Board
09 June 2016
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Ōrākei Local Board Community Facilities
Renewals Work Programme 2016/2017
File No.: CP2016/10609
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.
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Recommendation/s
That the Ōrākei
Local Board:
a) approve the 2016/2017 work
programme for Ōrākei 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.
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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 Ōrākei 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
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No.
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Title
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Page
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aView
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Ōrākei Local Board Community Facilities
Renewals Work Programme FY17 - Local Community Services
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33
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Signatories
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Author
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Hannah Alleyne - Senior Programme Planner
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Authorisers
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Rod Sheridan - General Manager Community Facilities
Adam Milina - Relationship Manager - Albert-Eden &
Ōrākei Local Boards
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Ōrākei
Local Board
09 June 2016
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Ōrākei
Local Board
09 June 2016
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Community Places 2016/2017 Community centre and venue
for hire fees
File No.: CP2016/11148
Purpose
1. To seek
approval of venue hires fees to be applied in the 2016/2017 year.
Executive
summary
2. Within
Auckland Council, local boards are responsible for setting local fees and
charges, including those that relate to asset based services such as for
community centres and venues for hire. Fees are typically reviewed and agreed
on an annual basis as part of finalising the local board annual agreement.
3. Fees
are informed by the performance of three factors which customers told us they
value highly; the condition of the facility, the level of amenity provided and
the presence of staff on site. The framework also includes financial incentives
aimed at enabling community outcomes, making more use of off-peak capacity and
encouraging regular use of the facilities.
4. Staff
discussed the fees to be applied in the 2016/2017 financial year at a workshop
with local board members on 11 February 2016 and again on 19 May 2016.
Recommended fees are included in attachment A.
5. Due
to the cost of making minor changes to hire fees (less than 2%) and likely
impact to existing customers, staff recommends no change to fees for 2016/2017.
A standard inflationary adjustment has been applied to revenue budgets across
council, however this is achievable within the existing fees as shown in the
schedule. It is recommended that a three year cycle to review fees for these
community facilities be established, aligning with the Long Term planning
process.
6. There
are a small number of facility users in Ōrākei who continue to
benefit from more favourable fees which have their basis in legacy council
practices. Staff recommend that these groups be charged the appropriate fee
from 1 July for reasons of fairness.
7. Confirmed
fees for the 2016/2017 year will be communicated to all regular hirers and
published online. They will be effective from 1 July 2016.
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Recommendation/s
That the Ōrākei
Local Board:
a) agree to adopt
the 2016/2017 community centre and venue for hire fees, as per attachment A.
To be applied to all new and existing hirers.
b) request
council staff to engage with key customer groups to advise them of the agreed
fees.
c) request
council staff to provide regular updates on the impact of the hire fees and
the performance of council-managed community facilities as part of quarterly
reporting arrangements.
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Comments
8. Local boards
are responsible for setting local fees and charges, including those that relate
to asset based services such as for community centres and venues for hire. Fees
are typically reviewed and agreed on an annual basis as part of finalising the
local board annual agreement.
9. In
2014, council adopted the Hire Fee Framework, an operational policy which
guides the setting of fees across the network of council operated community
centres and venues for hire. Community group operated centres and venues
generally determine and administer their own fee schedules and therefore they
are not considered in this report.
10. Fees
are informed by the performance of three factors which customers told us they
value highly the condition of the facility, the level of amenity provided and
the presence of staff on site. The framework also includes financial incentives
aimed at enabling community outcomes, making more use of off-peak capacity and
encouraging regular use of the facilities.
11. Staff
discussed current patterns of use and fees to be applied in the 2016/2017 at a
workshop with local board members on 11 February 2016 and again on 19 May 2016.
Recommended fees for Ōrākei Community Centre, Ellerslie War Memorial
Hall, Leicester hall and the Tamaki Ex-Services Hall are included in attachment
A.
12. Due to the cost
of making minor changes to hire fees (less than 2%) and likely impact to
existing customers, staff recommends no change to fees for 2016/2017. A
standard inflationary adjustment has been applied to revenue budgets across
council, however this is achievable within the existing fees as shown in the
schedule. It is recommended that a three year cycle to review fees for these
community facilities be established, aligning with the Long Term planning
process.
13. There are a small number of facility users in Ōrākei
who continue to benefit from more favourable fees which have their basis in
legacy council practices. Staff recommend that these groups be charged the
full fee from 1 July for reasons of fairness, noting that these groups have now
been afforded 24 months to transition to the new rate. Perpetuating these
special arrangements sustains a benefit that is not available to other members
of the community as well as requiring extra administrative effort and cost to
recognise and process these exceptions.
Consideration
Local
board views and implications
14. Staff has discussed the fees to be applied in the 2016/2017
financial year at workshops with Ōrākei local board members.
Ōrākei Local Board has previously expressed an interest to transition
fees annually by 3%.
15. Attachment B shows a 3% increase option and the monetary
impact it would have on the fees currently in place for these groups. If the
local board chooses to continue these more favourable arrangements, it should
consider the wording provided below in its resolution and make the necessary
LDI available to account for the foregone revenue.
a) agrees to
adopt the 2016/2017 community centre and venue for hire fees, as per Attachment
A.
b) approves a transitional arrangement of 3% increase on their specific
2015/2016 fee for all legacy hirers, as listed in attachment B.
c) agrees to underwrite the value of the forgone revenue associated
with the transitional fees by making LDI available to an estimated total annual
value of $34,226.20
d) requests
council staff to provide regular updates on the impact of the hire fees and the
performance of council-managed community facilities as part of quarterly
reporting arrangements.
16. The recommendations within this report fall within the
Ōrākei Local Board’s authority relating to local recreation, sport
and community facilities.
Māori
impact statement
17. The Hire Fee Framework is not specifically targeted for
Maori populations. However, it aims to be clear and transparent to all users
and enable all Aucklanders to participate within facilities, including Maori.
Implementation
18. The recommendations in this report do not trigger the Auckland
Council Significance Policy.
19. Confirmed fees
for the 2016/2017 year will be communicated to all regular hirers and published
online. They will be effective for 1 July 2016.
Attachments
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No.
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Title
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Page
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aView
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Recommended fee schedule for 2016/2017
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39
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bView
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List of hirers on transitional fees
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41
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Signatories
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Author
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Robyn McMichael - Team Leader Venue Hire
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Authorisers
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Graham Bodman - General Manager Arts, Community and
Events
Adam Milina - Relationship Manager - Albert-Eden &
Ōrākei Local Boards
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Ōrākei
Local Board
09 June 2016
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Ōrākei
Local Board
09 June 2016
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Ōrākei
Local Board
09 June 2016
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Ōrākei Local Board Achievements Report
November 2014 - June 2016
File No.: CP2016/11195
Purpose
1. The report seeks the endorsement
of the Ōrākei Local Board Achievements Report for the period 1
November 2014 to 30 June 2016.
Executive
Summary
2. The Ōrākei Local
Board’s achievements report is a key communication tool to the residents of the
Ōrākei Local Board area, allowing the Board to inform its community
of the key successes the Board has achieved in the last 18 months.
3. The final report will be
circulated under separate cover.
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Recommendation/s
That the Ōrākei
Local Board:
a)
approves the Ōrākei Local Board Achievements Report for the
period 1 November 2014 to 30 June 2016.
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Attachments
There are no attachments for this report.
Signatories
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Author
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Kim Lawgun - Democracy Advisor
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Authoriser
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Adam Milina - Relationship Manager - Albert-Eden &
Ōrākei Local Boards
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